RFQ 2525C011 - Rural Airport Maintenance - Ekwok (KEK).pdf

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

REQUEST FOR QUOTE

MAINTENANCE & OPERATIONS

SPECIFICATIONS & BID DOCUMENTS

PROJECT: Rural Airport Maintenance Service – Ekwok Airport (KEK), CONTRACT NO. 2525C011 Dated July 30, 2024

STATE OF ALASKA

Department of Transportation and Public Facilities

Central Region

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

Name and Location of Project: Department or Agency:

Rural Airport Maintenance State of Alaska Ekwok Airport (KEK) Department of Transportation and Public Facilities Supply & Services

Procurement Officer: Ben Wright, Central Region 907-269-0811 ben.wright@alaska.gov

Issuing Office: Central Region Supply & Services, 2200 E. 42nd Ave, Anchorage, AK 99508

Description of Work: The work shall consist of routine summer and winter maintenance of the Ekwok Airport (KEK) facility, which includes Alaska Department of Transportation, Public Facilities owned maintenance equipment, building structures, and roadways located on airport property unless otherwise designated, in accordance with the contract technical specifications.

Contract Period: From date of award through June 30, 2025. w/Two (2) 1-year renewal terms

BID CLOSING DATE & TIME: Bids are due before August 29, 2024 @ 11:00 AM

State of Alaska Department of Transportation & Public Facilities Central Region Supply & Services 2200 E. 42nd Ave, Anchorage, AK 99508 RFQ Number: 2525C011 ATTN: Ben Wright

If Mailing your bid please use the address shown above.

If submitting a quote via email, the quote may be emailed to ben.wright@alaska.gov and must contain the RFQ number in the subject line of the email. The maximum size of a single email (including all text and attachments) that can be received by the state is 10mb (megabytes). If the email containing the quote exceeds this size, the quote must be sent in multiple emails that are each less than 10 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy quote, if you are emailing your quote, the state recommends sending it ahead of time to ensure the email is delivered by the deadline for receipt of bids.

It is the vendor’s responsibility to contact the issuing agency at 907-269-0811 to confirm that the quote has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

Confidentiality can only be assured for sealed quotes.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

NOTICE TO BIDDERS

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 24 hours in advance with the Procurement Officer:

Attn: Ben Wright Phone: (907) 269-0811 ben.wright@alaska.gov

REQUIRED FOR BID & AWARD

SEE PAGE 9 of this RFQ for Required documents

CENTRAL REGION MAINTENANCE & OPERATIONS RURAL AIRPORT MAINTENANCE

INSTRUCTIONS TO BIDDERS

1. SPECIAL INFORMATION

A. Location: Ekwok Airport (KEK) Alaska

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 RFQ. Questions, objections or comments should be made in writing and received by the Procurement Officer no later than three (3) 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 for Bids 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:

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

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

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

(3) Identification of the contracting 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.

(6) 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 there of, 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 fax, emailed, or mailed in a sealed envelope. Confidentiality can only be assured for sealed quotes.

D. FIRM OFFER: For the purpose of award, offers made in accordance with this RFQ must be good and firm for a period of ninety (90) days from the date of bid closing.

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.

COMPLIANCE: In the performance of a contract that results from this RFQ, the contractor must comply with all applicable federal, state, and borough regulations, codes, and laws; and be liable for all required insurance, licenses, permits and bonds; and pay all applicable federal, state, and borough taxes.

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.

DEFAULT: In case of default by the contractor, for any reason whatsoever, the State of Alaska may procure the goods or services from another source and hold the contractor responsible for any resulting excess cost and may seek other remedies under law or equity.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

CONTINUING OBLIGATION OF CONTRACTOR: Notwithstanding the expiration date of a contract resulting from this RFQ, the contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance and parts availability requirements have completely expired.

ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES: Prior to the award of a contract, a bidder must hold a valid Alaska business license.

Bidders should contact the Department of Commerce, Community and Economic Development, Division of Corporations, Business, and Professional Licensing for information on these licenses.

Website:

https://www.commerce.alaska.gov/web/cbpl/ProfessionalLicensing.aspx

Phone: (907) 465-2550

Email: license@alaska.gov

Acceptable evidence that the bidder possesses a valid Alaska business license may consist of any one of the following:

(a) copy of an Alaska business license;

(b) certification on the bid that the bidder has a valid Alaska business license and has included the li-cense number in the bid (see front page);

(c) a canceled check for the Alaska business license fee;

(d) a copy of the Alaska business license application with a receipt stamp from the state's occupational licensing office; or

(e) a sworn and notarized statement that the bidder has applied and paid for the Alaska business license.

The Department reserves the right to disqualify a bidder or refuse to issue an award 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.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

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 closing. Bids shall be submitted on the form furnished and must be in a sealed envelope marked and addressed as follows:

YOUR ADDRESS AND PHONE NUMBER

Ekwok Airport Maintenance

Bid Number: 2525C011

Bid amendments or withdrawals may be submitted by, email ben.wright@alaska.gov , or mailed in a sealed envelope. 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.

7. RECEIPT AND OPENING OF BIDS

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

B. QUOTE REJECTION: The State reserves the right to reject any or all quotes, combinations of items, or lot(s), and to waive defects or minor informalities.

C. This is an informal quotation that will not be read at public opening. The information may be publicly reviewed after award. The terms and conditions should be reviewed and understood before preparing a quotation. The quotation shall be the best net price. Return the quotation and the Bid Schedule by the above time and date to the above address.

Please reference the Procurement Officer’s name and the RFQ number on the outside of the return envelope, email.

8. WITHDRAWAL OF BIDS

Bids may be withdrawn by written email or fax 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.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

9. MORE THAN ONE BID

If more than one bid is offered by any one party, by or in the name of his or their clerk or partner, all such bids will be rejected. A party who has quoted prices to a bidder is not thereby disqualified from quoting prices to other bidders or from submitting a bid directly for the work.

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 Contract Award, if the Contract is to be awarded, will be issued to the lowest responsive, responsible, and qualified bidder as soon as practical.

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.

12. SUBCONTRACTOR(S): Within five (5) working days of notice from the state, the apparent low bidder must submit a list of the subcontractors that will be used in the performance of the contract. The list must include the name of each subcontractor and the location of the place of business for each subcontractor and evidence of each subcontractor’s valid Alaska business license.

The Contractor 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;

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

(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) assess a penalty on the bidder

13. ALASKA BIDDERS PREFERENCE

The award of a contract based on a Request for Quotation (RFQ) will be made to the lowest responsive and responsible bid-der after an Alaska bidder preference of five percent (5%) has been applied. An "Alaska bidder" is a person who: (1) holds a current Alaska business license; (2) submits a bid for goods, services, or construction under the name as appearing on the person's current Alaska business license; (3) has maintained a place of business within the state staffed by the bidder or an employee of the bidder for a period of six months immediately preceding the date of the bid; (4) is incorporated or qualified to do business under the laws of the state, is a sole proprietorship and the proprietor is a resident of the state, is a limited liability company organized under AS 10.50 and all members are residents of the state, or is a partnership under AS 32.06 or AS 32.11 and all partners are residents of the state; and, (5) if a joint venture, is composed entirely of ventures that qualify under (1) (4) of this subsection. AS 36.30.170, AS 36.30.321(a) and AS 36.30.990(2)

14. ALASKA VETERAN PREFERENCE: If a bidder qualifies for the Alaska bidder preference under AS 36.30.321(a) and AS 36.30.990(2) and is a qualifying entity as defined in AS 36.30.321(f), they will be awarded an Alaska veteran preference of five percent (5%). The preference will be given to a (1) sole proprietorship owned by an Alaska veteran; (2) partnership under AS 32.06 or AS 32.11 if a majority of the partners are Alaska veterans; (3) limited liability company organized under AS 10.50 if a majority of the members are Alaska veterans; or (4) corporation that is wholly owned by individuals and a majority of the individuals are Alaska veterans, and may not exceed $5,000. The bidder must also add value by actually performing, controlling, managing, and supervising the services provided, or for supplies, the bidder must have sold supplies of the general nature solicited to other state agencies, other governments, or the general public. AS 36.30.321(i)

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

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 bid closing.

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

2. Non-Collusion Declaration Form (1-page)

3. Contractor’s Questionnaire (3-pages)

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 Intent to Award letter:

1. Proof of Insurance (if using own equipment/vehicles)

2. Alaska Business License

3. Subcontractor List (if applicable)

4. List of Equipment (if using your own equipment)

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

CONTRACTOR'S QUESTIONNAIRE

CONTRACT NAME: Airport Maintenance Service – Ekwok APT (KEK)

RFQ NUMBER: 2525C011

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, failure to provide a response to any of the line items may find the bidder nonresponsive and the bid may be rejected.

1. Name of Firm/Business:

Authorized Signature: _____________________________________________________________

Mailing Address:

Location Address:

Email Address: _______________________________________________________

Contact Number(s) Business/Home/Cell:

Vendor Tax I.D or SSN: ___________________

Alaska Business License Number: ____________________________________________________

Type of Business: (Please check One)

TITLE NAME

Sole Owner

Partnership

Joint Venture

Corporation (Membership Organization)

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

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

Services (if applicable):

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

Bidder? (Please check One)

4. Airport Maintenance Contracts currently being performed by the Bidder (if applicable):

Contract Description

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

All other Contracts performed by the Bidder during the past two years (if applicable):

Reference Contact (Required); Telephone No. (Optional

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

CONTRACTOR'S QUESTIONNAIRE (Continued)

5. List of personal Equipment to be used in performance of this Contract:

(if applicable)

Item Age Condition Number

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

PROPOSAL

SOLICITATION NO.

2525C011 Date:

NAME AND ADDRESS OF CONTRACTOR:

CHECK APPROPRIATE BOX

Sole Owner/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 summer and winter maintenance of the airport facility which includes Alaska Department of Transportation and Public Facilities owned maintenance equipment, building structures, and roadways located on airport property unless otherwise designated.

LOCATION: Ekwok APT (KEK), Alaska

THIS CONTRACT, entered into this date by the State of Alaska, hereinafter called the State, represented by the Procurement Officer executing this contract, and the individual, partnership, or corporation named above, hereinafter called the Contractor, witness that the parties hereto do mutually agree as follows:

STATEMENT OF WORK: The Contractor shall furnish all labor, 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:

CONTRACT PERIOD: Date of Award through June 30 2025. w/Two (2) 1-year renewal terms

AIRPORT MANAGER:

Briana Bockhorst

PHONE: (907) 842-0749

EMAIL: briana.bockhorst@alaska.gov

Description

Quantity Unit of Measure

Unit Price Total Price

(Unit price x Qty)

Ekwok Airport (KEK) Rural AIRPORT

MAINTENANCE

1 Year

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

In witness whereof, the parties hereto have executed this contract as of the date entered on the first page hereof.

STATE OF ALASKA

By:

(Signature)

By:

CONTRACTOR

(Signature)

(Typed or Printed Name) (Typed or Printed Name)

(Title)

(Title)

(Date) (Date)

INSTRUCTIONS

1. This form shall be used, as required by State regulations, for contracts for the construction, alteration, or repair of public buildings or works.

2. 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.

3. 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.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

NON-COLLUSION DECLARATION

The Undersigned declares, under penalty of perjury under the laws of the United States, that neither he nor the firm, association or corporation of which he is a member, a bidder on this project has, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this bid.

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

Company Name or Contractor

Signature

Printed Name

Title of Person Signing

Phone Number

Fax Number (if applicable)

Email address

This document must be completed and returned with your bid in order to be considered responsive. Any submitted bids that do not include this signed document may be rejected.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

CENTRAL REGION MAINTENANCE & OPERATIONS

AIRPORT MAINTENANCE CONTRACT

GENERAL PROVISIONS & TECHNICAL SPECIFICATIONS

(I) SCOPE OF WORK

The Work shall consist of routine summer and winter maintenance of the Ekwok Airport (KEK) facility which includes Alaska Department of Transportation and Public Facilities owned maintenance equipment, building structures, and roadways 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 as identified in the letter of “Notice to Proceed". This is an integrated contract between the Department and the Contractor. All other agreements, whether oral or written, are merged into this contract. This contract may only be amended in writing. 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) CONTRACT WORK AREA

All state runways, taxiways, aprons, safety areas, state access roads, lighting systems, segmented circles, wind cones and State buildings at the Airport. It is the Contractor’s responsibility to contact the airport manager (Department representative) to clarify the work area boundaries.

(III) CONTRACT PERIOD

The Contract period shall be from Date of Award through June 30 2025. w/Two (2) 1-year renewal terms, renewal terms are at the sole discretion of the state.

(IV) SERVICE PERIOD

The Contractor shall perform all duties necessary to maintain and operate the Ekwok Airport during the Contract.

The airport shall be kept accessible 7 days a week, 365 day a 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 movement and convenient use of the airport by the public. The runway is to remain operational in the event of an emergency or MEDIVAC.

(V) CONTRACTOR AND EMPLOYEE QUALIFICATION

Contractor, subcontractors, and all employees must be capable and experienced and/or have the skills/ability to perform in the operation of heavy equipment and airport operations. The Contractor shall submit a list of personnel who will be operating the equipment. At any time, the Department reserves the right to require the Contractor, subcontractors, and all employees demonstrate skills/ability to successfully operate the State equipment prior to operating equipment. The Department reserves the option to conduct an equipment operation test of any person operating the State equipment prior to award in order to determine competency.

The Department reserves the right to require the removal of any worker from the work area whom it deems incompetent, insubordinate, or otherwise objectionable. The Department reserves the option to not award a contract based on the Department’s historical knowledge of the bidder’s past performance.

The Contractor shall take measures to comply with Alaska Statute 28.35.161 – “Use of electronic devices while driving; unlawful installation of television, monitor, or similar device.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

(VI) SERVICE CONTRACT DEFICIENCIES

The contractor’s failure to provide a service required by this contract will be grounds for the state to issue a Service Deficiency Claim (SDC) to the contractor. The SDC will be provided to the contractor in writing. The contractor will advise the state, in writing, of the corrective action being taken. If a deficiency is not corrected within 7.5 working hours from the time it is issued, the state may issue another SDC and procure, from another contractor, the services necessary to correct the problem.

The contractor will then be obligated to reimburse the state for the amount required to correct the problem. If a contractor gets more than two substantiated SDC’s in a 45-day period or a total of 4 substantiated SDC’s in a 90-day period it will be grounds for the state to declare the contractor in default.

(VII) EQUIPMENT

The Contractor shall contact the Airport Manager or District Superintendent and inquire about the use of existing Department equipment, at this location, that is available for the Contractor’s use to perform the required airport maintenance. All State furnished equipment shall be used for the sole purposes of performing this contract in accordance with the contract work areas. The Contractor shall exercise a high standard of care of all State equipment. Working equipment is paramount for the execution of this contract. The Department reserves the right to terminate the contract for failure to comply or damage beyond normal wear and tear to any equipment. The Contractor shall place signs approved by the Airport Manager on the Snow Removal Equipment Building (SREB) and State equipment stating “Only persons authorized by DOT&PF shall operate State Equipment”. It shall be the Contractor’s responsibility to provide all the equipment necessary to perform maintenance in accordance with this contract whether it is supplied by the Department or the Contractor.

(VIII) 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 of dependable means by which the Contractor or his authorized representative can be contacted within a reasonable length of time in order to respond to an unusual condition or accident at the airport. 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 from November 1 to April 30 and monthly inspections for the remainder of the year. Failure to do so may result in the termination of the contract. When the Contractor absents himself from his normal place of business, so as to make himself unavailable to the Department, the Contractor shall, prior to absenting himself, provide the Department representative with the business and/or personal telephone numbers of a competent/qualified person who has full authority to act for the Contractor in the conduct of this contract.

(IX) 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.

(X) 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 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.

(XI) DEFECTIVE WORK (DAMAGE AND PROTECTION)

Deficiencies in the work observed during inspection of the facility by the Department will be brought to the Contractors attention by written notification. The Contractor shall, at its own expense, immediately remedy and correct any defect in its work when the defect is brought to the Contractor’s attention, whether by written notice from the Department or otherwise. The Contractor must coordinate with the Department representative and obtain approval of all replacement materials to ensure system compatibility and conformance to specifications. If the Contractor fails to correct a deficiency within the time set forth by the Department

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK) representative, the Department may terminate the contract and/or obtain the contract services from other sources and hold the Contractor responsible for any excess costs occasioned thereby, and may deduct these costs from any payments due the Contractor.

If the Department determines the Contractor has presented a hazardous situation that could result in injury to the public and/or Department employees, the Department may immediately correct the deficiency at the Contractor’s expense, using either Department employees or a private contractor, and may deduct the costs incurred from moneys owed the Contractor.

(XII) 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.

(XIII) INDEMNIFICATION

A. The Contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the Contractor under this agreement. The Contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the Contractor and the independent negligence of the Contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “Contracting agency”, as used within this and the following article, include the employees, agents and other Contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the Contracting agency’s selection, administration, monitoring, or controlling of the Contractor and in approving or accepting the Contractor’s work.

B Without limiting Contractor's indemnification, it is agreed that Contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the policies of insurance listed in Section (XIII) of this contract. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the Contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the Procurement Officer prior to beginning work and must provide for notice of cancellation, nonrenewal or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the Contractor's services. All insurance policies shall comply with, and be issued by insurers licensed to transact the business of insurance under AS 21.

(XIV) INSURANCE REQUIREMENT (if applicable, using own equipment) The Contractor shall provide evidence of insurance with a carrier or carriers satisfactory to the Department covering injury to persons and/or property suffered by the State of Alaska or a third party, as a result of operations under this contract by the Contractor or by any subcontractor. This coverage will also provide protection against injuries to all employees of the Contractor and the employees of any subcontractor engaged in work under this contract. The delivery to the Department of a written notice is required before cancellation of any coverage or reduction in any limits of liability in accordance with policy provisions.

The Contractor shall maintain in force at all times, during the performance of work under this contract, the following policies of insurance. All insurance policies shall comply with, and be issued by insurers licensed to transact the business of insurance under AS 21. Failure to maintain the specified insurance may, at the option of the Procurement Officer, be deemed as breach of contract. Where specified limits and coverages are shown, it is understood that they shall be the minimum acceptable. Additional insurance requirements specific to this contract are contained in the Invitation for Bid, when applicable.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

Workers' Compensation Insurance: The Contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and; where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State of Alaska. If the Contractor does not have any employees, then the contractor shall provide a written statement as such.

Commercial General Liability Insurance: to include an aviation endorsement of not less than $1,000,000 bodily injury and property damage per accident or occurrence.

Commercial Automobile Liability Insurance: covering all vehicles used by the Contractor in the performance of services under this agreement with combined single limits not less than $1,000,000 bodily injury and property damage per accident or occurrence. If the contractor will not utilize any vehicles personal or contractor owned vehicles in the performance of their contract responsibilities, then the contractor shall provide a written statement as such.

Personal Automobile Liability Insurance: The Contractor shall provide a copy of personal automobile liability with minimum coverage limits of $300,000 combined single limit per occurrence. If the Contractor will not utilize personal automobiles or travels to and from work on a snow mobile, ATV, bicycle or walks, then the Contractor shall provide a written statement as such.

The Department of Transportation and Public Facilities shall be named as an additional insured for all automobile liability coverages. All of the above insurance coverages shall be considered to be primary and non-contributory to any other insurance carried by the State of Alaska, whether through self-insurance or otherwise.

In addition to providing the above coverage, the Contractor shall, in any contract or agreement with subcontractors performing work, require that all indemnities and waivers of subrogation it obtains, and that any stipulation to be named as an additional insured it obtains, also be extended to waive rights of subrogation against the State of Alaska and to add the State of Alaska as additional named indemnitee and as additional insured.

Evidence of Contractor's ability to obtain insurance shall be furnished to the Department prior to award.

Evidence of Insurance shall be furnished to the Department prior to issuance of a Notice to Proceed. Such evidence, executed by the carrier’s Representative and issued to the Department, shall consist of a certificate of insurance or the policy declaration page with required endorsements attached thereto which denote the type, amount, class of operations covered, effective (and retroactive) dates, and dates of expiration. Acceptance by the Department of deficient evidence does not constitute a waiver of contract requirements.

When a certificate of insurance is furnished, it shall contain the following statement:

“This is to certify that the policies described herein comply with all aspects of the insurance requirements of the Ekwok Airport.

(XV) 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.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

(XVI) TERMINATION

C. 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 utilizes any State furnished equipment, materials, facilities and etc. for any reason other than for the sole purposes of performing this contract in accordance with the contract work areas above.

D. The Department may terminate this contract in writing by providing seven (7) 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.

E. 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.

F. The Department may terminate the contract immediately, in whole or in part for the convenience of the

Department.

G. 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.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

(XVII) PAYMENTS

H. 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.

I. 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.

J. Payments to the Contractor by the Department for services provided under the terms of this contract will be based on quarterly 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 following the close of the quarter. Quarter’s end September 30, December 31, March 31 and June 30.

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

L. 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.

M. The annual prices bid by the Contractor referenced on the Proposal shall be inclusive of one full 12 month

State of Alaska Fiscal Year period. Any contract duration which does not contain 12 full months of the State of Alaska’s Fiscal Year shall be prorated beginning the Date of Award and paid accordingly with this contract and technical specifications.

N. 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.

or VENDOR SELF SERVICE (VSS): If you haven’t already done so; click the Below Link to Setup Your Iris Account Through Vendor Self Service (VSS). HTTP://DOA.ALASKA.GOV/DOF/IRIS/VENDOR.HTML (For Processing Payments Electronically)

O. Payment will be made in accordance with AS 37.05.285 (a)(2). 30 days after receipt of a proper billing for the amount of the payment due, if a date on which payment is due is not established by contract and if the billing contains or is accompanied by documents required by the contract or purchase order.

AS 37.05.285. PAYMENT FOR STATE PURCHASES.

(a) Payment for purchases of goods or services provided a state agency shall be made by a required payment date that is

(1) the date on which payment is due under the terms of a contract; or

(2) 30 days after receipt of a proper billing for the amount of the payment due, if a date on which payment is due is not established by contract and if the billing contains or is accompanied by documents required by the contract or purchase order.

(b) If a seller offers a discount from the amount otherwise due for property or services in exchange for payment within a specified period of time, the state agency may make payment in an amount equal to the discounted price only if payment is made within the specified period of time.

(c) If payment for goods or services purchased by the state is not made on or before a required payment date under (a) of this section, the state shall pay interest on the unpaid balance from the required payment date at the rate of 1.5 percent a month, unless an agreement exists between the seller and the state that establishes a lower rate of interest or precludes the charging of interest. If the interest-bearing period of time is either (1) a fraction of a month or (2) one or more full months plus a fraction of a month, the state agency shall pay the same amount of interest for the fraction of a month as it would pay for a full month.

RFQ 2525C011 RURAL AIRPORT MAINTENANCE SERVICE – Ekwok Airport (KEK)

(d) This section does not apply

(1) if the cost of the goods or services purchased exceeds $500,000;

(2) to payment for specific goods or services in dispute after a seller of goods or services receives notice from the state official responsible for authorizing payment for goods and services that the amount of the invoice or quality of specific goods or services is in dispute and stating the reasons for the dispute; the state agency shall pay for the specific goods or services in dispute within 30 days after resolution of the dispute; or

(3) to a contract covered by AS 36.90.200 - 36.90.290.

(e) Interest paid under (c) of this section shall be charged to the budget of the state agency that purchased the goods or services.

(f) In this section

(1) "dispute" means a determination by the state official responsible for authorizing the payments for the purchase of goods or services that the performance or price charged is not in compliance with the terms of the contract or purchase order;

(2) payment is considered made on the date when the payment is personally delivered to the seller or agent of the seller or on the date the payment is mailed;

(3) "state agency" has the meaning given in AS 37.05.990 and also includes the legislative and judicial branches.

P. If the contractor has not previously established a vendor number with the State of Alaska, the Contractor shall complete the Request for Taxpayer ID# and Information; Substitute Form W-9 currently located at http://doa.alaska.gov/dof/forms/resource/sub_form_w9.pdf and fax the completed form to (907) 269-0831 before payment can be processed. Delay in submitting the form will delay payment until the form has been completed.

Q. Consumer Price Index (CPI): Contract prices for service will remain firm through June 30, 2025. This contract allows for a contract price adjustment for each annual renewal period.

Contractors must request price adjustments, in writing, 30 days prior to the renewal date. If a contractor fails to request a CPI price adjustment 30 days prior, the adjustment will be effective the next quarter after the State receives their written request. Quarterly effective dates would be October 1, January 1 & April 1.

Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Consumer Price Index (CPI-U) for West Urban Alaska Consumers, All Items.

The price adjustment rate will be determined by comparing the percentage difference between the Base CPI in effect for the base year six-month average (July through December 2023); and July through December six month average as indicated in the First Adjustment Comparison below. The percentage difference between those two CPI issues will be the price adjustment rate. Further calculations for the Second and future adjustment comparisons are indicated below. No retroactive contract price adjustments will be allowed.

The CPI price adjustment for this contract would be based on…