ITB 2526N050 Ruby Rural Airport Maintenance.pdf

SPECIFICATIONS & BID DOCUMENTS

PROJECT: Rural Airport Maintenance Contract – Ruby Airport, Ruby Alaska

ITB: 2526N050

STATE OF ALASKA

Department of Transportation

And Public Facilities

Northern Region

DATE: October 02, 2025

INVITATION TO BID

MAINTENANCE & OPERATIONS

INVITATION TO BID Reference Project No: 2526N050

Date: October 02, 2025

Name and Location of Project: Department or Agency:

Rural Airport Maintenance State of Alaska Ruby Airport Department of Transportation and Public Facilities Ruby, Alaska 99768 Supply and Services

Procurement Officer: Adam Tolles

Issuing Office: Supply & Services, 2301 Peger Road, Fairbanks Alaska 99709

Description of Work: The work shall consist of routine winter maintenance of all runways, taxi-ways, aprons. State-owned equipment and State-owned buildings located on the airport facility, in accordance with the contract specifications.

Contract Period: October 1 – April 30

Service Period: From Date of Award through April 30, 2026 for the initial year with the option to renew for three (3), one (1) year renewable options under the same Terms and Conditions. Renewals to be exercised solely at the State’s discretion.

Proposal’s Exceeding: $50,000.00 per service period may be deemed non-responsive.

Sealed bids, in single copy for performing all work required for the above project are hereby invited. Bids will be opened publicly at 2:00 PM Alaska Time, at 2301 Peger Road, Fairbanks, Alaska, on October 16, 2025.

SUBMISSION OF BIDS

ALL BIDS INCLUDING ANY AMENDMENTS OR WITHDRAWALS MUST BE RECEIVED PRIOR TO BID OPENING.

BIDS SHALL BE SUBMITTED ON THE FORMS FURNISHED AND MAY BE IN A SEALED ENVELOPE MARKED OR

EMAILED AS FOLLOWS:

YOUR ADDRESS & PHONE NUMBER State of Alaska Project Name & Number: Department of Transportation Rural Airport Maintenance Services & Public Facilities Ruby, Alaska 2301 Peger Road ITB Number: 2526N050 Fairbanks, Alaska 99709-5399

Bids, amendments or withdrawals may be submitted by hand delivered, mailed in a sealed envelope, or emailed.

Confidentiality can only be assured for sealed quotes. Bids transmitted by mail must be received at the above-specified address no later than the scheduled time of bid opening. Hand delivered amendments or withdrawals must be received by the Procurement Officer listed on this ITB, prior to the scheduled time of bid opening. E-mail communications must be addressed to J. Leisha Rice at dotnrprocurement@alaska.gov

The Department hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this Invitation, Disadvantaged Business Enterprises (DBEs) will be afforded full opportunity to submit bids and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award.

mailto:dotnrprocurement@alaska.gov

NOTICE TO BIDDERS

Bidders are hereby notified that data to assist in preparing bids is available as follows:

The Contractor is hereby notified that all records pertaining to the development of this project are available for inspection at the Department of Transportation and Public Facilities, Supply and Services, 2301 Peger Road, Fairbanks, AK 99709.

Plans and Specifications may be obtained upon request from:

Department of Transportation & Public Facilities 2301 Peger Road Supply & Services Section Fairbanks, Alaska 99709-5399 Phone: (907) 451-1625 dotnrprocurement@alaska.gov

All questions concerning bidding procedures should be directed to the Procurement Officer.

Bidders requesting assistance, either in viewing the project or obtaining pre-bid information, must make arrangements at least 48 hours in advance with the Procurement Officer:

Northern Region Department of Transportation & Public Facilities 2301 Peger Road Fairbanks, AK 99709 Phone: (907) 451-5102

REQUIRED FOR BID

Bids may not be considered if the following documents are not completely filled out and submitted at the time of bid opening:

1. Proposal Form, (prices are to be entered on this document and page 13 must be signed).

2. Contractor’s Questionnaire

3. Contract Technical Specifications– Each page of the Contract Technical Specifications Shall be initialed by the Contractor showing that they have read, understand and will comply with the terms of the contract. If this document is not fully initialed your bid may be deemed non-responsive and rejected.

Ruby Airport Maintenance Contract ITB Number: 2526N050

NORTHERN REGION MAINTENANCE & OPERATIONS

AIRPORT MAINTENANCE

INSTRUCTIONS TO BIDDERS

1. SPECIAL INFORMATION

A. Location: Ruby Airport, Ruby, Alaska 99768

B. Equipment: Equipment at this location shall be: State Furnished.

C. Job Site Visit: Bidders are strongly encouraged to visit the work site(s) prior to the scheduled bid opening to inform themselves of all conditions under which work is to be performed.

2. Bidders are requested to carefully review this invitation for bid. Questions, objections or comments should be made in writing and received by the Procurement Officer no later than ten (10) days prior to the Bid Opening, so that any necessary amendments may be published and distributed to bidders to prevent the opening of a defective bid upon which award cannot be made, but which will result in the exposure of bidders’ prices. Bidders’ pretests based upon any omission, or errors, or the content of the Invitation to Bid may be disallowed if not made known prior to the Bid Opening.

Do not put the bid number and opening date on the envelope if you are requesting bid information. Envelopes with bid numbers will not be opened until the scheduled date and time. Do not include in the envelope any bids for other work.

3. Pursuant to AS 36.30.560 and AS 36.30.565 an interested party may protest award of this contract. The protest shall be filed with the Procurement Officer in writing and include the following information:

(1) Name, address and telephone number of the protester;

(2) The signature of the protester or the protester’s representative;

(3) Identification of the Procurement agency and the solicitation or contract at issue;

(4) A detailed statement of the legal and factual grounds of the protest, including copies of relevant documents;

(5) The form of relief requested.

The protest must be filed within 10 days after a notice of Intent to Award the contract is issued.

4. PREPARATION OF BIDS

A. Bidders are instructed to use the attached bid forms for submitting bids.

Bids shall be submitted on the forms furnished or copied thereof, and must be manually signed in ink. If erasures or other changes appear on the forms, each such erasure or change must be initialed by the person signing the proposal. The bidder shall specify in form proposal a price in figures.

B. Conditional or alternative bids will be rejected as non-responsive.

C. Bids, amendments or withdrawals may be submitted by hand delivered, e-mailed or mailed in a sealed envelope. Confidentiality can only be assured for sealed Bids

5. BIDDERS QUALIFICATIONS

Before a bid is considered for award, the bidder may be requested by the Department to submit a statement of facts, in detail, as to Bidder’s previous experience in performing comparable work, the Bidder’s business and technical organization, financial resources, and equipment available to be used in performing the contemplated work.

Prior to award of the contract, a State representative may inspect the equipment the Bidder proposes to use in fulfilling his obligations under the contract. If, at the discretion of the inspector, the equipment is determined to be inadequate to perform the contract, the Bidder shall be given a five (5) day correction period to repair or replace the equipment and to be re-inspected. Failure after the second inspection will result in rejection of the bid and award will be made to the next lowest bidder, subject to inspection as stipulated above.

The Department reserves the right to disqualify a bidder or refuse to issue a proposal for any of the following reasons:

A. Uncompleted work of a bidder which, in the judgment of the Department, might hinder or prevent the prompt completion of additional work if awarded.

B. Failure to pay, or satisfactorily settle, all bills due for labor and material on previous contracts in force at the time of issuance of proposals.

C. Failure to comply with any qualification requirements of the Department.

D. Default under previous contracts, or fraud or dishonesty in the performance of previous contracts.

E. Unsatisfactory performance on previous work.

F. Failure to reimburse the State for monies owed on any previous contracts.

G. More than one bid for the same work from an individual, firm, or corporation under the same or different name.

H. Evidence of collusion among bidders. Participants in such collusion will receive no recognition as bidders for any future work of the Department until any such participant shall have been reinstated as a qualified bidder.

Nothing contained in this section shall deprive the Department of its discretion in the matter of determining the lowest responsive, responsible bidders.

6. SUBMISSION OF BIDS

All bids including any amendments or withdrawals must be received prior to bid opening. Bids shall be submitted on the form furnished and must be in a sealed envelope married and addressed as follows:

YOUR ADDRESS AND PHONE NUMBER

Ruby Airport Maintenance

Bid Number: 2526N050

Bid amendments or withdrawals may be submitted by hand delivered or mailed in a sealed envelope. Confidentiality can only be assured for sealed Bids. Bids transmitted by mail must be received at the above specified address no later than the scheduled time of bid opening. E-mail communications must be addressed to Adam Tolles at

7. ADDENDA REQUIREMENTS

The bid documents provide for acknowledgement individually of all addenda to the invitations and/or specifications on the signature page or the Proposal. All addenda shall be acknowledged on the Proposal or by facsimile prior to the scheduled time of Bid Opening.

Every effort will be made by the Department to ensure that Plan holders receive all addenda when issued. Addenda will be sent to the address of the individual or company requesting proposal and Contract documents. Failure of a Bidder to acknowledge receipt of any addenda could result in the rejection of their proposal.

8. RECEIPT AND OPENING OF BIDS

A. All bids, including any amendment or withdrawal, must be received by the Department prior to the scheduled time of Bid Opening. Any bid, amendment, or withdrawal which has not been actually received by the Department prior to the time of the scheduled bid opening will not be considered.

B. No responsibility will attach to any officer or employee for the Department for the premature opening of, or failure to open a bid improperly addressed or identified.

C. The Department reserves the right to waive any technicality in bids received when such waiver is deemed by the Procurement Officer to be in the best interest of the State.

9. WITHDRAWAL OF BIDS

Bids may be withdrawn by written or facsimile request received from a bidder prior to the time fixed for opening. Negligence on the part of the bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened.

10. REJECTION OF BIDS

The Department reserves the right to reject any and all bids when such rejection is deemed by the Procurement Officer to be in the best interest of the State; to reject the bid of a bidder who has previously failed to perform properly, or complete on time, contract of a similar nature; to reject the bid of a bidder who is not, in the opinion of the Procurement Officer, in a position to perform the Contract; and to reject a bid as non-responsive where the bidder fails to furnish the required documents listed on the Required Document Page, fails to complete required documents in the manner directed, makes unauthorized alterations to the bid documents, or is otherwise determined to be an unqualified bidder.

11. AWARD OF CONTRACT

A. The Notice of Intent of Award, if the Contract is to be awarded, will be issued to the lowest responsive, responsible, and qualified bidder as soon as practical and usually within 10 calendar days after opening of proposals.

B. All bidders will be notified of the Department’s Intent to Award the Contract and the successful Bidder will be requested to execute certain documents, including, but not limited to, the Contract form.

C. The Contract will be awarded to the successful bidder following receipt by the Department of all required documents, properly executed, within the time specified in the Intent to Award. Failure to enter into a Contract within the time specified in the Intent to Award shall be grounds for forfeiture of the bid security (if required) and consideration of the next bidder for award.

D. For the purpose of award, offers made in accordance with this Invitation for Bids shall be good and firm for a period of Ninety (90) days from the date of bid opening.

12. Pursuant to AS 36.30.115(a) prior to the close of business on the fifth working day after the apparent low bidder has been identified in the notice of intent to award, the apparent low bidder must complete the Subcontractor List provided in this invitation and submit it to the Department. If the apparent low bidder does not intend to subcontract any work on this contract, a statement to that effect is required prior to the due date of the list. Failure to submit the list with all required information by the due date shall result in the bidder being declared non-responsible.

A Bidder may replace a listed Subcontractor who:

(1) Fails to comply with AS 08.18;

(2) Files for bankruptcy or becomes insolvent;

(3) Fails to execute a contract with the Bidder involving performance of the work for which the Subcontractor was listed and the Bidder acted in good faith;

(4) Fails to obtain bonding, if required;

(5) Fails to obtain insurance acceptable to the Department, if required;

(6) Fails to perform the Contract with the Bidder involving work for which the Subcontractor was listed;

(7) Must be replaced in order for the prime Contractor to satisfy required State and/or Federal affirmative action requirements;

(8) Refuses to agree or abide with the Bidder’s labor agreement; or

(9) Is determined by the Procurement Officer not to be responsible.

A bidder who attempts to circumvent the requirements of AS 36.30.115 by listing as a subcontractor another who, in turn sublets the majority of the work required under the contract violates AS 36.30.115.

If the contract is awarded to a bidder who violates this section, the Procurement Officer may:

(1) cancel the contract; or

(2) after notice and a hearing, assess a penalty on the bidder in an amount that does not exceed 10 percent of the value of the subcontract at issue.

REQUIRED DOCUMENTS

Required for Bid

Bids will not be considered if the following documents are not completely filled out and submitted at the time of bidding.

1. Proposal Form, (prices are to be entered on this document and page 2 must be signed).

2. Contractor’s Questionnaire

3. Contract Technical Specifications– Each page of the Contract Technical

Specifications MUST be initialed by the Contractor showing that they have read, understand and will comply with the terms of the contract. If this document is not fully initialed your bid may be deemed non-responsive and rejected.

Required for Award

In order to be awarded the contract, the successful bidder must completely fill out and submit the following documents within the time specified in the Notice of Intent to Award:

1. Alaska Business License

2. Copy of current Insurance Certificate (may be waived).

CONTRACTOR'S QUESTIONNAIRE

PROJECT NAME: Rural Airport Maintenance Contract, Ruby, Alaska

BID NUMBER: 2526N050

Contractor shall provide complete and adequate information to the questions set forth below, to facilitate a determination of responsiveness and responsibility.

Contractors are to use supplemental pages if needed, to provide complete responses to the questions asked.

General statements such as "As Required" or "As Needed" are NOT considered complete or adequate responses.

All information is considered essential, and failure to provide a response may be justification for rejection of the bid.

1. Name of Firm: _____________________________________________________________

Mailing Address: ___________________________________________________________

Location Address: __________________________________________________________

Business Telephone Number: _________________________________________________

Email: _________________________________________________

Type of Business: (Check One)

_____ Sole Owner

_____ Partnership

_____ Joint Venture

_____ Corporation

(Membership Organization)

2. List all principals in the company and their work experience in the performance of Airport

Maintenance Services:

3. Is Airport Maintenance Services a Full Time __________ or a Part Time __________ business of the

Bidder? (Check One)

4. Airport Maintenance Contracts presently being performed by the Bidder:

CONTRACTOR'S QUESTIONNAIRE (Continued)

Contract Description_______________________________________________________

Reference Contact________________(Required); Telephone No. ___________(Optional)

Reference Contact _______________ (Required); Telephone No. __________ (Optional)

Contract Description________________________________________________________

Reference Contact ________________(Required); Telephone No. __________ (Optional)

All other Contracts performed by the Bidder during the past two years:

Reference Contact________________(Required); Telephone No. ___________(Optional)

Reference Contact _______________ (Required); Telephone No. __________ (Optional)

Contract Description________________________________________________________

Reference Contact ________________(Required); Telephone No. __________ (Optional

5. List of Equipment owned and to be dedicated to this Contract:

Number

Item Age Condition Required

(Example: JD 450 Crawler Tr. 3 yrs. Good, Reconditioned, 6 mo ago 1 each)

NOTE: CONTRACTORS MUST LIST ALL EQUIPMENT NEEDED TO PERFORM THIS CONTRACTUAL

REQUIREMENT, TO INCLUDE, BUT NOT LIMITED TO, THE 2-WAY AIR-TO-GROUND RADIO

AND ABILITY TO TAKE AND SEND PHOTOS.

NOTE: FAILURE TO COMPLETE ALL ITEMS MAY BE JUSTIFICATION TO REJECT BID.

6. Supplies/Material Date: (List all items to be furnished, which were considered a cost item in the bid preparation.)

SITE VISIT DECLARATION

I Certify that the following named individual(s) conducted a pre-bid visit of the Airport.

Signature Date

Printed or Typed Name and Title

Date(s) and individual(s) that visited site:

Name: _________________________________________ Date: ___________________

PROPOSAL ITB NO.

2526N050

DATE OF BID

NAME AND ADDRESS OF CONTRACTOR

CHECK APPROPRIATE BOX

Individual Partnership Incorporated in the State of Joint Venture

DEPARTMENT OR AGENCY:

State of Alaska, Department of Transportation and Public Facilities

CONTRACT FOR (Work to be performed):

The routine winter maintenance of all runways, taxiways, aprons, State-owned equipment and State-owned buildings located on the airport facility, in accordance with the Contract Specifications.

LOCATION: Ruby, Alaska 99768

Description Unit of Measure

Quantity Monthly Price

Annual Price

Rural Airport Maintenance Services

Monthly

The Undersigned has read the foregoing proposal and hereby agrees to the conditions stated therein by affixing his signature below:

STATEMENT OF WORK: The Contractor shall furnish all labor, and if required, equipment and materials, and perform the work above described for the amount stated above in strict accordance with the specifications and conditions, all of which are made a part hereof and designated as follows:

SERVICE PERIOD: October 1 – April 30

CONTRACT PERIOD: Date of Award through April 30, 2026 for the initial term, with the option to renew under the same Terms and Conditions for three (3) additional one (one) year renewal options solely at the discretion of the State

PROPOSALS EXCEEDING: $50,000.00 per service period may be deemed non-responsive.

PROJECT MANAGER: Frances Law

PHONE: (907) 451-5205

EMAIL: frances.law@alaska.gov

CONTRACT EFFECTIVE DATE:

CONTRACT EXPIRATION DATE:

April 30, 2026 mailto:frances.law@alaska.gov

THIS SECTION MUST BE COMPLETED BY VENDOR

Company Name

Address:

Phone\Fax

Email:

Alaska Business License:

Vendor Tax ID:

Authorized Signature: ____________________________________________________

Printed Name and Title: ___________________________________________________

Date: _________________________

INSTRUCTIONS

1. The full name and business address of the Contractor must be inserted in the space provided on the face of the form. The Contractor shall sign in the space provided above with his usual signature and typewrite or print name under all signatures to the contract and bonds.

2. An officer of a corporation, a member of a partnership, or an agent signing for the Contractor shall place his signature, typed or printed name, and title after the word "By" under the name of the Contractor. A contract executed by an attorney or agent on behalf of the Contractor shall be accompanied by two authenticated copies of his power of attorney, or other evidence of his authority to act on behalf of the Contractor.

ITB Number: 2526N050 Contractor’s Initials________ Page 15 *(See Page 1 – Contractor Conformity)

NORTHERN REGION MAINTENANCE & OPERATIONS

AIRPORT MAINTENANCE CONTRACT

GENERAL PROVISIONS & TECHNICAL SPECIFICATIONS

(I) INTENT OF CONTRACT

The intent of the contract is to provide all duties necessary to maintain the Ruby Airport during the term of this contract. Work may consist of winter maintenance as specified in the scope of this contract by a Department of Transportation Representative which includes but not limited to airport area maintenance, preventative maintenance on Department owned equipment, building structures, roadways and bridges located on airport property unless otherwise designated.

During the course of this agreement and in accord with the terms of this contract, the Contractor will coordinate with and take direction from the Department Representative or his/her designee for the area identified within this contract. This is an integrated contract between the Department and the Contractor.

This contract may only be amended by a change order solely initiated by the State of Alaska. This contract is severable, if one provision of this contract is found to be unenforceable; it shall not relieve the Contractor from performing all other provisions of this Contract.

(II) CONTRACTOR CONFORMITY

Each page of the Contract Technical Specifications must be initialed by the Contractor showing that they have read, understand and will comply with the terms of the contract. Any page that is not initialed shall be addressed with the Contractor for verification that an error was not made. If the Contractor refuses to initial any page of these specifications this may be cause for the Department to reject the bid.

(II I) ALTERATION OF WORK AND QUANTITIES

AKDOT reserves the right to make alterations of work and quantities as necessary or desirable to complete the work originally intended in an acceptable manner. Alterations of work and quantities that are within the original scope of the contract shall be covered by “Change Orders”.

Should the alteration of work not be part of the original scope of work, such excess altered work shall be covered by a Supplemental Agreement. The Contractor and the Department Representative shall agree on a cost for the excess altered work. If the Contractor and the Department are unable to agree on a unit adjustment, the AKDOT reserves the right to make other arrangements for its completion.

(IV) EXTRA WORK

Should the contract require the Contractor to perform an item of work for which no basis of payment has been provided in the original contract, previously issued change orders or supplemental agreements, the same shall be called Extra Work. Extra Work that is within the general scope of the contract shall be covered by written change order. Change orders for such extra work shall contain agreed unit prices for performing the change order work in accordance with the requirements specified in the order.

Extra work that is necessary for acceptable completion of a project, but is not within the original scope of work shall be covered by a Supplemental Agreement. Any claim for payment of extra work that is not covered by a change order or a supplemental agreement shall be rejected by AKDOT.

Page 16 *(See Page 1 – Contractor Conformity)

(V) CONTRACT WORK AREA

All runways, Department access roads, bridges, parking aprons, taxiways, lighting systems, wind cones and Department buildings within the airport boundaries. It is the Contractor’s responsibility to contact the Airport Manager (Department Representative) to clarify the work area boundaries.

(VI) CONTRACT PERIOD

The Contract period shall be from October 1, 2025 through April 30, 2026, with the option to renew for three (3) additional one (1) one-year renewal options solely at the discretion of the Department.

(VII) SERVICE PERIOD

The Contractor shall perform all duties necessary to maintain and operate the Ruby Airport during the Service Period of October 1 through April 30. The airport shall be kept accessible 7 days a week, 7 months per year, unless an emergency or routine maintenance prevents the airport from being open. To the greatest extent practical, the Contractor is to provide that level of performance, which will insure the safe and convenient use of the airport by the public.

(VIII) CONTRACTOR AND EMPLOYEE QUALIFICATION

Contractor, subcontractors, and all employees shall be capable and experienced in operation of heavy equipment and preferably have some type of aviation background. This experience can either be work experience at an airport and/or a pilot’s license. The Contractor shall submit a list of qualified personnel who will be operating equipment. All personnel will be required to pass a verbal and operational test prior to operating equipment on the airport. The Department reserves the right to require the removal of any worker from the work area whom it deems incompetent, insubordinate, or otherwise objectionable.

(IX) REPRESENTATIVE

The Contractor or a competent Representative will be available to the job site at all times during the period of the contract. A competent Representative must be empowered to act for the Contractor and must be fluent in both written and spoken English to adequately perform the contracted services. The Contractor shall furnish and update, as appropriate, a telephone number and answering machine or a reliable message phone number by which the Contractor or his authorized Representative can be contacted in order to respond to an unusual condition or accident at the airport. The Contractor/Representative will respond to the Department Representative within 4 hours of any answering machine and or /messages received. If the Contractor has a Representative to perform daily maintenance, the Contractor (principal officer) must personally perform one on-site inspection every two- (2) weeks during the service period, and with a record of the inspections submitted to the Airport Manager. Failure to do so may result in the termination of the contract. When the Contractor absents himself from his normal place of business, the Contractor shall, prior to absenting himself, provide the Department Representative with the business and/or personal telephone numbers of a competent person who has full authority to act for the Contractor in the conduct of this contract. The Contractor shall make a reasonable attempt to contact the Rural Airport Manager or designee at least once per day to report current conditions and status. This may be done via email, telephone or fax.

(X) AUTHORITY OF DEPARTMENT REPRESENTATIVE

The Department Representative or his/her designees shall address any and all questions which may arise as to the quality and acceptability of work performed. The Department Representative shall decide on all questions, which may arise as to the interpretation of the specifications or plans relating to the work, and the fulfillment of the contract on the part of the Contractor.

(XI) INSPECTION OF WORK

All materials and each part or detail of work shall be subject to inspection by the Department Representative or his/her designee. The Department Representative shall be allowed access to all parts

Page 17 *(See Page 1 – Contractor Conformity) of the work and shall be furnished with such information and assistance by the Contractor as is required to make a complete and detailed inspection.

(XII) DEFECTIVE WORK (DAMAGE AND PROTECTION)

Deficiencies in the work observed during inspection of the facility by the Department Representative or his/her designee will be brought to the Contractor’s attention by written departmental notification. If, in the discretion of the Department, the Contractor has presented a hazardous situation that could result in injury to the public and/or Departmental Employee, the Department reserves the right to immediately correct the deficiency, using the most expedient method available (Department employee or private Contractor), and deduct the costs incurred from monies owed the Contractor. Should the Department be forced to hire outside forces all costs will be deducted from the Contractor payments. The Contractor shall, at his own expense, remedy and correct any defect in his work or in articles which he provides in connection with the defect as it is brought to his attention. He shall, without additional cost to the Department, make good and be fully responsible for all injury or damage to persons or property, which may result from his fault or negligence or that of his employees. This includes damages resulting from the use of materials and equipment or from workmanship which is inferior, defective, or not in accordance with the terms and conditions of this contract. If the Contractor fails to meet the above requirements and fails to correct such deficiency within the time set forth by the Department Representative, the Department may terminate the contract and/or obtain the contract services from other sources and hold the original Contractor responsible for any excess costs and deduct these costs from any payments due the Contractor.

(XIII) EXCLUSION

A. Work stipulated in this contract is not required on State land, which is leased to another party. When such areas are under the control of a lessee, the lessee is responsible for maintaining all aircraft maneuvering surfaces on the leased property.

B. No work is required for the repair of radio operated electrical devices, with the exception of fuse replacement, circuit breaker resetting, and bulb replacement.

(XIV) BUSINESS LICENSE REQUIREMENT

Prior to award of the contract the low bidder must show evidence of holding a valid Alaska business license and any necessary applicable professional licenses required by Alaska Statute. Bids must be submitted under the name as appearing on the person’s current Alaska business license in order to be considered responsive. Offerors should contact the Department of Commerce, Community and Economic Development, Division of Corporations, Business, and Professional Licensing, P. O. Box 110806, Juneau, Alaska 99811-0806, for information on these licenses. Acceptable evidence of an Alaska Business License is:

• Canceled check for the business license fee;

• Copy of the business license application with a receipt date stamp from the State of Alaska business license office;

• Receipt form the State of Alaska business license office for the license fee;

• Copy of the bidder’s valid business license;

• Sworn notarized affidavit that the bidder has applies and paid for a business license.

Page 18 *(See Page 1 – Contractor Conformity)

(XV) TERMINATION

A. The Department may terminate the contract by giving seven (7) days’ notice to the Contractor if:

(1.) The Contractor fails to comply with the terms of this contract. In this event, the Contractor shall forfeit the performance bond, if required.

(2.) The Contractor fails to begin work under this contract within the time specified in the contract documents.

(3.) The Contractor fails to conduct and record the on-site inspections as defined in this contract.

(4.) The Contractor performs this work in an unsuitable manner or discontinues the prosecution of said work as defined in this contract.

(5.) The Contractor performs this work in an unsafe manner placing any parties involved in this contract at risk.

(6.) The Contractor makes an assignment for the benefit of creditors without the consent of the Procurement Officer.

(7.) The Contractor fails to attend training courses as directed by the Department unless specifically excused by the Department Representative.

(8.) The Contractor disregards Regulatory Requirement of any public body having jurisdiction at Airport location.

(9.) The Contractor allows any assessed final judgment to stand unsatisfied for a period of 60 days.

(10.) The Contractor fails to conduct themselves in a professional and courteous manner when interacting with the public or Department Representative.

B. The Department may terminate this contract in writing by providing thirty (30) days’ notice, at any given time, if the funding for the contract, as allocated by the Alaska Legislature, is insufficient for continuation of the contract. This Contract is contingent upon funding of the Department’s Operating Budget.

C. The Contractor may terminate the contract by giving thirty (30) days written notice to the Department Representative, with no penalty or forfeiture of performance bond, if one is required.

D. The Contractor will forfeit the performance bond, if required, if the Contractor ceases providing the services required in accord with the terms of this contract, unless the Contractor has provided the Department with a written thirty (30) days termination notice and continued to perform the required services during the thirty (30) day period.

E. The Department may terminate the contract in whole or in part for the convenience of the Department.

F. If there is any damage, waste, theft and etc. by the Contractor or knowingly allows such activities, the contract may be immediately terminated by the Department. Examples are, but not limited to, damage beyond normal wear and tear to any equipment, structure or infrastructure, unauthorized consumption/use of any utility such as electricity or fuel, any type of damage of navigational aids and lights, and etc.

Page 19 *(See Page 1 – Contractor Conformity)

(XVI) PAYMENTS

A. If a Contractor uses a subcontractor or employee to perform the work or a portion of the work required under this contract, the subcontractor or employee must receive payment from the Contractor at least monthly. In the event the Contractor fails to pay the subcontractor or employee within seven days following receipt of the quarterly payment from the Department, the Department reserves the right to withhold any payment from the Contractor until such time the subcontractor or employee is paid.

B. The Department reserves the right to withhold payment for contractual services of the Contractor and/or all subcontractors or employees who fail to attend all required training.

C. Liquidated damages may be assigned for willful failure to comply with the terms of this contract.

D. Payments to the Contractor by the Department for services provided under the terms of this contract will be based on monthly statements submitted by the Contractor to the Department Representative.

The statement will be due no later than the tenth (10) calendar day of each month.

E. Hour meter reading, equipment/license number and type of equipment for each piece of equipment shall be included with each monthly statement. The spaces for fuel used and estimated fuel remaining shall be completed on each monthly statement. Payment will not be processed without this information.

F. The Department reserves the right to withhold payment of contractual services from the Contractor and/or all subcontractors or employees who perform any unauthorized alterations to State property or equipment in order to pay for repairs to reinstate to the original condition.

G. Direct Deposit: If the Contractor has not previously established direct deposit for payments with the

State of Alaska, the Contractor’s shall complete the Electronic Payment Agreement, currently located at http://doa.alaska.gov/dof/forms/resource/EDI_agreement.pdf and either mail or fax the completed form to the address or fax number as indicated.

H. Payment will be made in accordance with AS 37.05.285 (a)(2).

I. Prices are to remain firm for the first year of the contract. Price increases may be requested once per allowing three (3) percent per year at the time of renewal. No retroactive price increases shall be granted. The Department has Thirty (30) days to approve the requested price increases.

(XVII) CONTRACTOR RESPONSIBILITIES

A. WORK OUTLINE: The Contractor will be responsible for the services described below unless the

Department Representative modifies the scope of work through a change order or a supplemental agreement.

B. DAILY INSPECTION SERVICES: The Contractor shall conduct daily inspections of the airport by using a Department provided Daily Inspection Checklist. This completed checklist shall be kept on record for 12 months. The checklist shall note items that need repair, cleaning or replacement. The list will be used for reference when the Contractor performs maintenance in accordance with the terms of this contract. It should also be used as a reference when the Contractor notifies the Department Representative of problems or conditions beyond the Contractor's capability. The Contractor shall conduct daily inspections of the airport and roadway(s) and note the following on a written list:

1. Operation of lighting systems and/or reflective cones, broken or burned out or missing equipment.

If four lights in a row or eight lights total are inoperative and cannot be repaired and/or replaced, http://doa.alaska.gov/dof/forms/resource/EDI_agreement.pdf

Page 20 *(See Page 1 – Contractor Conformity) the Contractor will issue a Notice to Airman (NOTAM) to the appropriate Automated Flight Service Station (AFSS) or contact the Department Representative in order to enable the Representative to issue an appropriate Notice to Airman (NOTAM) placing the airport lighting system out of service.

2. General conditions of the runway surface, parking apron, taxiway, roads, windsock(s), threshold panels and drainage. During the inspection particular emphasis should be given to potholes, icy or slippery conditions, the windsock(s) and the debris on or near these areas and/or structures. All deficiencies shall be repaired and/or removed as required.

3. Contractor must be familiar with the location of all usable aircraft tie downs provided by the Department. This will allow the Contractor to make these tie downs available for a reasonably coordinated request.

4. The Contractor shall report discrepancies requiring Department maintenance support to the Department Representative as soon as possible.

C. TRASH REMOVAL: The Contractor shall provide, as needed, trash removal at the airport. Trash/debris shall be collected and removed from the airport and roadway property. Trash shall be disposed of at the nearest local sanitary landfill approved for disposal of garbage. The Contractor shall not allow trash to accumulate on State Property

D. TOOLS AND MISCELLANEOUS SUPPLIES: The Contractor shall be responsible for furnishing and maintaining all minor hand tools and related safety equipment necessary for performance of this contract. The Contractor shall also furnish the following supplies: hand cleaner, paper towel, plastic liners for trash and any other minor supply items necessary for day to day compliance with this contract. The Department shall furnish supply items such as fuel, oil, lubricants, antifreeze and associated filters for use on all Department supplied equipment. Cutting edges and fasteners will also be provided for Department equipment. All items that are the responsibility of the Contractor must be included in the overall contract cost

E. SUPPLY AND EQUIPMENT STORAGE: Department-owned storage space may be available for storage of Department-owned equipment, materials, and supplies used in the performance of this contract only. Items other than those owned by the Department shall not be stored Department Building without written consent of the Department Representative. The Contractor shall maintain all building spaces in a neat and orderly manner at all times

Prior to parking inside the Snow Removal Equipment Building (SREB), all equipment shall be cleared of excess snow and debris

If the airport has a heated equipment storage building, the Department may fill the fuel storage tanks as required with heating fuel. This will normally be accomplished at the beginning of each contract year unless otherwise specified by the Airport Manager. Heat in the SREB will be turned on four (4) hours prior to and 12 hours after snow removal operations. The Contractor shall maintain the storage space in a neat and orderly manner at all times. If equipment is not in use for extended periods, heaters should be turned off to conserve fuel.

The Contractor shall not use the electrical equipment room for storage. Storage of equipment, supplies, tools, etc. inside the electrical equipment room is prohibited

F. NOTICE TO AND RELATIONS WITH THE PUBLIC: The Department will provide a sign that the Contractor shall post in a readily visible and conspicuous location, outside of the airport maintenance facility or at the local Post Office.

Page 21 *(See Page 1 – Contractor Conformity)

G. OTHER EMPLOYMENT: The Contractor, if an individual, shall report other employment on the attached Notification of Employment Statement. This Statement must be forwarded to the Procurement Officer listed on this contract.

H. TAXES: The Contractor shall pay any federal, state, or local taxes incurred by it during performance of this contract

I. ASSIGNMENT OF CONTRACT RESPONSIBILITIES: The Contractor shall not subcontract this contract without the prior approval of the Department Representative. The Contractor shall be responsible for all aspects of this contract. Subcontractors shall be identified by the Contractor in accordance with the Standard Specifications for Airport Construction, Section 80, Prosecution and Progress at http://www.dot.state.ak.us/stwddes/dcsspecs/assets/pdf/aptspecs/airportspecs.pdf and Alaska Statute 36.30.115.

The Contractor shall submit a Contractor Self Certification for Subcontractors and Lower Tier Subcontractors, Form 25D-042, before the Contractor or any subcontractor subcontracts, sells, transfers, assigns, or otherwise disposes of the Contract or any portion of the Contract. The Department has authority to review subcontracts and to deny permission to subcontract work. The Department may penalize the Contractor for false statements or omissions made in connection with Form 25D-042.

J. OTHER EQUIPMENT USED OR LEASED BY CONTRACTOR: Unless authorized by the Department, if the Contractor leases any equipment from third parties for the performance of this contract, the Contractor will be solely responsible for reimbursement of any expense or liability associated with the rental agreement.

K. WORK PERFORMED BY THE CONTRACOT BEYOND THE SCOPE OF CONTRACT: Any additional services performed by the Contractor, which require additional compensation, must be approved in writing by the Department, and signed by the Department Representative prior to commencement of any work.

L. TRAINING: The Contractor and any subcontractor may be required to attend Airport related training.

The Department will notify the Contractor of the required training and will make all travel arrangements. All costs incurred will be the responsibility of the Department. Refusal to participate in State of Alaska provided training may result in termination of the contract. Contractors who fail to provide timely notification of cancellation of training attendance may be held financially responsible for the cost of the training.

M. PRE-EXISITNG DAMAGE: The Contractor shall perform an initial inspection of all Department buildings, lighting systems, tanks and equipment associated with this contract for pre-existing damage. The Contractor shall document identified damage and submit the list to the Department Representative within one (1) week of contract activation

N. GENERAL RESPONSIBILITIES:

1. AIRCRAFT ACCIDENT AT THE AIRPORT: If there is an aircraft accident or incident on the airport, the Department Representative must be notified as soon as possible.

a. In the event a major accident occurs where serious injuries, or fatalities are involved, the

Contractor will attempt to rope off the immediate area of the accident in an effort to keep unauthorized persons away. The Contractor will attempt to prevent persons from entering the accident area, except for law enforcement officers, local rescue and medical personnel, National Transportation and Safety Board (NTSB) representatives, State Division of Risk Management, and DOT/PF representatives.

http://www.dot.state.ak.us/stwddes/dcsspecs/assets/pdf/aptspecs/airportspecs.pdf%20and%20Alaska%20Statute%2036.30.115 http://www.dot.state.ak.us/stwddes/dcsspecs/assets/pdf/aptspecs/airportspecs.pdf%20and%20Alaska%20Statute%2036.30.115

Page 22 *(See Page 1 – Contractor Conformity)

b. The Contractor shall provide as much information as possible to the Department

Representative concerning the accident. It is imperative that the weather and runway conditions be noted at the time of the accident. Photographs shall be taken of the accident aircraft, the surrounding area and any scattered pieces of wreckage. Pictures shall be taken from four (4) different directions, to provide a perspective of the accident from all viewpoints.

c. The Department Representative will assist the Contractor in completing a DOT/PF furnished aircraft accident report form

2. STORING AND ORDERING SUPPLIES: The Contractor is responsible for assuring all supplies and parts are stored properly labeled and stocked in a safe and practical manner. This includes new and used fuels, oils and lubricants, and replacement parts. The Contractor shall notify the Department Representative when parts and supplies are required, in a manner to assure timely procurement and delivery. The Contractor shall not order fuel from any source other than the Department Representative. If fuel is ordered other than through a Department Representative the Contractor shall be financially responsible and no reimbursement shall be made.

3. SPILLS ON AIRPORT PROPERTY: If a spill of any petroleum products including oils, fuels, lubricants, or solvents occurs on State property, the Contractor is responsible for assessing and containment of the spill and immediately notifying the Alaska Department of Environmental Conservation at (907) 269-3063 in Anchorage during normal business hours and (800) 478-9300 outside normal business hours in accordance with AS 46.03.755 and 18 AAC 75 Article 3 and the Alaska Department of Transportation Representative. The Contractor shall cordon off any spill site, photograph the area, and prepare a written statement of the event as soon after the event as practicable. The Contractor shall complete the Alaska Department of Environmental Conservation Oil & Hazardous Substances Spill Notification Form located at http://dec.alaska.gov/spar/PPR/docs/ADEC%20Spill%20Notification%20Form_rev06162014.pdf and fax to (907) 269-7648 and to the Alaska Department of Transportation Representative

In the event the Contractor, Contractor’s Representative, subcontractors, or any employee causes a spill of fuel or other contaminates, the Contractor is responsible for reporting, containing, and cleanup of the spill. All costs associated with the cleanup of the spill, and any remediation that results from the spill shall be at no additional cost to the Department

4. ELECTRICITY: Where Department furnished electricity is not available, the Contractor will be responsible for providing electrical power for pre-heating Department equipment during winter months. The Contractor would supply a power source with a minimum of 2,000 watts/120 volts to plug in and pre-heat each piece of equipment

The Contractor shall be responsible for the judicious use of electricity whether it is Department or Contractor furnished at the airport SREB(s). SREB lights will remain off when not in use

5. VANDALISM: The Contractor will, to the best of its ability, protect all airport property from damage or vandalism and promptly inform the Department Representative and local law enforcement of any such occurrence.

6. TRAFFIC FLOW: The Contractor will perform the required services to assure a minimum amount of interference with aircraft or vehicle operations. The Contractor must clear the runway and move all equipment outside the lights when advised or aware that an aircraft needs to land or depart.

In the event there is a safety reason for not complying, the Contractor shall immediately notify the landing aircraft of the situation.

http://dec.alaska.gov/spar/PPR/docs/ADEC%20Spill%20Notification%20Form_rev06162014.pdf

Page 23 *(See Page 1 – Contractor Conformity)

7. INVENTORY OF STATION MATERIALS: The Contractor will be responsible for the sensible use of Department supplied materials, supplies, and parts shipped to the station. The Contractor will also maintain an inventory list of these items. The Contractor will note on the list whenever new items are received and added to the inventory, and when an item has been used.

8. NOTICE TO AIRMEN (NOTAMS): The Contractor is responsible for issuance of NOTAMS for the airport. If unable, the Contractor shall contact the Department Representative for assistance with the NOTAMs.