REQUEST FOR QUOTATION
To: All Interested Contractors Fax: Quotations must be received by Friday, October 14, 2005, at 5 p.m. RFQ No.: 425 – SNOW REMOVAL
LEGISLATIVE AFFAIRS AGENCY
SUPPLY SECTION Jan Price, Supply Officer State Capitol Juneau, AK 99801-1182 PH: (907) 465-6705, FAX: (907) 465-2918, TDD: (907) 465-4980
Page 1 of 6 Date 2/26/2009
BIDDER NOTICE (This is NOT a Delivery Order or Contract) 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, FOB destination, to include all delivery charges, but exclude applicable taxes. Mail Page 1 of the quotation by the above time and date to the address listed above or fax Page 1 of the quotation to the fax number listed above. RFQ’s received after the time and listed above may be rejected. LOCATION: PURCHASING AUTHORITY:
Juneau, Alaska
VENDOR QUOTATION Item Description of Supply or Service
Jan Price, Supply Officer
Unit Price Extended Price
Qty
Unit
1.
The Legislative Affairs Agency is requesting price quotes for snow plowing, snow removal, and sanding of the parking areas. The work is to be done according to and as described in these RFQ specifications. The Bidder hereby offers the prices listed below to the Agency in accordance with the terms and conditions set forth in this Invitation to Bid. a. Hourly Rate for Plowing: b. Hourly Rate for Loader: c. Hourly Rate for Dump Truck: d. Hourly Rate for Sanding: $________________________ $________________________ $________________________ $________________________
TOTAL HOURLY RATE: $________________________ By signature on Page 1 of this RFQ, the Bidder certifies that the Bidder is (1) complying with the applicable portions of the Federal Civil Rights Act of 1964, the Equal Employment Opportunity Act, AS 18.80.200-18.80.295 and the regulations issued under those laws; and (2) agrees to comply with all terms and conditions set out in this Invitation to Bid. If a Bidder fails to comply with any of these requirements, the Agency reserves the right to disregard the quote. THIS SECTION MUST BE COMPLETED BY BIDDER Contractor Name
Alaska Business License No. Address City State ZIP Code Phone Number
Vendor Tax I.D. No.
Do you qualify for Alaska Bidders' Preference?
[ ] Yes
[ ] No
Signature
Date
Typed Name and Title
INSTRUCTIONS TO BIDDERS
1)
Bidders shall carefully review this RFQ for defects and questionable or objectionable material. Vendors' comments concerning defects and questionable or objectionable material in the RFQ must be made in writing and received by the Supply Officer before the date and time set for receipt of quotes. This will allow time for an amendment to be issued if one is required. It will also help prevent the opening of a defective quote, upon which award cannot be made, and the resultant exposure of Bidders’ prices. Bidders’ comments should be sent to the Supply Officer listed on the front of this RFQ. Bidders must use Page 1 of the RFQ for submitting quotes. A quote on a photocopied form may be submitted. Quotations shall be signed where applicable and received at no later than as indicated on Page 1. A Bidder must write their business license number on Page 1 of the RFQ. The Contractor must have a valid Alaska business license when the RFQ is submitted or submit one of the following forms of evidence of an Alaska business license with this RFQ: (a) a canceled check for the business license fee; (b) a copy of a business license application with a receipt date stamp from the state's business license office; (c) a receipt from the state's business license office for the license fee; (d) a copy of the Contractor's valid business license; or (e) a sworn notarized affidavit that the Contractor has applied and paid for a business license. If a Contractor fails to comply with this paragraph, the Agency reserves the right to disregard the RFQ. Prices quoted shall be in U.S. funds. All quotations shall be submitted exclusive of Federal, State and local taxes. The Alaska State Legislature complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to submit a RFQ should contact Jan Price, Supply Officer, Legislative Affairs Agency, (907) 465-6705 - Voice, (907) 465-4980 - TDD within a reasonable time, as determined by the Agency, before the RFQs are due, to make any necessary arrangements. The contract entered into as a result of this Request for Quotation is subject to termination by the Agency upon written notice from the Agency to the Contractor. In case of a breach of the contract, for whatever reason, by the Bidder, the Agency may procure the services and materials from other sources and hold the Bidder responsible for damages resulting from the breach. In addition to the other more specific indemnification requirements of this Request for Quotation, the Contractor shall indemnify, save harmless, and defend the Agency, and its officers, agents, employees, and invitees from a claim or action for injury or damage arising directly or indirectly from the bidder's performance of this contract, including, but not limited to, any costs, attorney fees, and other expenses related to the claim or action. The proposed contract may be subject to the minimum wage and other requirements of AS 36.05.010 36.05.110. The current minimum wages for various classes of laborers, mechanics, and field surveyors (as these terms are defined AS 36.95.010), are listed in Exhibit A to this RFQ and the rate of wages paid by the Contractor during the contract shall be adjusted to the wage rate indicated under AS 36.05.010. The Contractor is encouraged to contact the Wage and Hour Administration of the Department of Labor for more information. If Successful Bidder is subject to the minimum wage and other requirements of AS 36.05.010 – 36.05.110, the Agency will verify with the Department of Labor, Wage and Hour Division that the Contractor has met the minimum wage and other requirements of AS 36.05.010 – 36.05.110 prior to final payment of the contract. Insurance: Without limiting the Successful Bidder’s indemnification responsibilities under sec. 10 of this Notices to Bidders, it is agreed that the Successful Bidder shall purchase at its own expense and maintain in force at all times during the contract the following insurance: A. workers’ compensation insurance as required by AS 23.30.045(d) for all employees engaged in work under the contract and as required by any other applicable law; the Successful Bidder will be responsible for worker’s compensation insurance for any subcontractor who directly or indirectly provides services under this contract; this coverage must include a waiver of subrogation against the State of Alaska;
PAGE 2
2) 3) 4)
5) 6) 7)
8)
9)
10)
11)
12)
B.
comprehensive general liability insurance covering all business premises of, and operations by or on behalf of, the Successful Bidder in the performance of the contract, including, but not limited to, blanket contractual coverage, products coverage, premises and operations coverage, independent contractors coverage, broad form property damage endorsement, and personal injury endorsement; the policy must have minimum coverage limits of $1,000,000 combined single limit per occurrence and annual aggregates where generally applicable; unless waived by the Agency, the insurance policy shall name the Agency as an additional insured; commercial automobile liability insurance covering all vehicles used by the Successful Bidder or any subcontractor who directly or indirectly provides services under this contract in the performance of the contract, with minimum coverage limits of $500,000 combined single limit per occurrence;
C.
In addition, the bidder must have the policy for the insurance listed in A. – C. above in effect when the bidder submits the price quote to the Agency and shall submit with the price quote to the Agency a certificate of insurance for the insurance identified in A. – C. above. Each of the required insurance policies must provide for the Agency to receive a 30-day prior notice of any cancellation. Where specific limits are shown above, it is understood that they are the minimum acceptable limits. If a policy contains higher limits, the Agency will be entitled to coverage to the extent of the higher limits. All insurance policies must comply with, and be issued by, insurers licensed to transact the business of insurance in Alaska or in another state. All insurance shall be considered to be primary and non-contributory to any other insurance carried by the Agency through self insurance or otherwise. In addition to providing the above coverages, the Contractor shall require that all indemnities obtained from any Subcontractors be extended to include the Agency as an additional named indemnitee. The Contractor shall further require that the Agency be named as an additional insured on all liability insurance policies maintained by all Subcontractors under their contracts with the Contractor, and that an appropriate waiver of subrogation in favor of the Agency be obtained with respect to all other insurance policies. 13) Alaska Bidder: In addition to other preferences allowed the bidder under this ITB, an Alaska bidder will receive a five percent (5%) preference. An Alaska bidder is a bidder who: (a) holds a current Alaska business license; (b) submits a bid for the contract under the name as appearing on the person’s current Alaska business license; (c) has maintained a place of business in the state staffed by the bidder or an employee of the bidder for a period of six months immediately preceding the opening date of this bid; (d) 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 (e) if a joint venture, is composed entirely of ventures that qualify under (a) - (d) of this paragraph. Check the box on Page 1 of the RFQ to indicate your eligibility. In addition to the other requirements of this Invitation Bid, the Contractor must comply with all applicable Federal and State labor, wage/hour, safety and other laws which have a bearing on the contract, and must have all licenses and permits required by the Federal, State and/or municipality for performance of the contract covered by this Invitation to Bid. The Contractor must pay all fees associated with the licenses and permits required for performance of the contract. The Contractor shall pay all Federal, State, and local taxes incurred by the Contractor, in the performance of the contract covered by this Invitation to Bid. The Contractor’s certification that taxes have been paid will be verified with the Department of Revenue and Department of Labor and Workforce Development prior to final payment by the Agency. If any Federal, State or local tax is imposed, charged, or repealed after the date of RFQ opening and is made applicable to and paid by the Contractor on the articles or supplies herein contracted for, then the contract shall be increased or decreased accordingly by a Change Order. Additional Terms and Conditions: The Agency reserves the right to include additional terms and conditions in the contract. However, these terms and conditions must be within the scope of the original RFQ and may not amount to a material modification of this RFQ. Execution of this contract by the Legislative Affairs Agency Executive Director or her designee hereby constitutes a certification that funds are available in an appropriation to pay for the Agency’s monetary obligations under the contract through June 30, 2006. The availability of funds to pay for the Agency’s monetary obligations under the contract after June 30, 2006, is contingent upon the appropriation of funds for the particular fiscal year involved. In addition to any other right of the Agency under this contract to terminate
PAGE 3
14)
15)
16)
17)
the contract, if, in the judgment of the Legislative Affairs Agency Executive Director, sufficient funds are not appropriated, the contract will be terminated by the Agency or amended. To terminate under this section, the Agency shall provide notice of the termination to the Contractor. 18) This Request for Quotation does not obligate the Agency to award a contract or to pay any costs incurred in the preparation of the RFQ. This RFQ may be cancelled when the best interest of the Agency. If the amount of the contract will be over $25,000.00 this Request for Quotation may be cancelled as provided in Sec. 120 of the Procurement Procedures of the Alaska State Legislature. Among the reasons that justify cancellation is if all of the responsive RFQs exceed the funds available for the contract. A RFQ may be rejected in whole or in part when in the best interest of the Agency or, if this RFQ exceeds $25,000.00, a RFQ may be rejected in whole or in part when in the best interest of the Agency, as provided in Sec. 130 of the Procurement Procedures of the Alaska State Legislature. If this RFQ exceeds $25,000.00 or is subsequently amended to exceed $25,000.00, this Request for Quotation is subject to the Procurement Procedures of the Alaska State Legislature. The resulting contract may be terminated by the Agency upon delivery of written notice to the Contractor. If this contract is so terminated and the termination is not based on a breach by the Contractor, the Contractor shall be compensated for services and supplies provided under the terms of this contract to the date of termination if the Contractor provides the Agency with a written work report or billing for the work performed and supplies provided under this contract for the period from the date of any previous work report or billing to the date of termination. At no additional cost to the Agency beyond the amount of the RFQ, the Contractor shall pay all labor, materials, equipment, and other expenses that are necessary for the Contractor to carry out the Contractor’s obligations under this contract. Format of contract: The contract entered into as a result of this RFQ will be in the format desired by the Agency. In the event that the parties to the resulting contract find it necessary to litigate the terms of the contract, venue shall be State of Alaska, First Judicial District, at Juneau, and the contract shall be interpreted according to the laws of Alaska. For the purpose of award, offers made in accordance with this Request for Quotation shall be good and firm for a period of one hundred twenty (120) days from the date of RFQ opening, even though the contract is awarded during this period, unless the Contractor specifically limits the offer to a shorter period by written notification on the RFQ documents. However, a RFQ so modified may be declared non-responsive. IF THE AMOUNT OF THE CONTRACT EXCEEDS $25,000.00, AWARD OF THIS ITB IS SUBJECT TO LEGISLATIVE COUNCIL APPROVAL.
19)
20)
21)
22)
23)
24)
25)
PAGE 4
RFQ SPECIFICATIONS The Legislative Affairs Agency is requesting bids for snow plowing, snow removal, and sanding of its parking areas. The work will consist of snow plowing and removal of snow from the upper parking lot at the rear of the State Capitol Building, from the Third Street parking lot located behind the Court Plaza Building, the Telephone Hill parking lot located on Main Street, and the Terry Miller Legislative Office Building parking lot located in front of the building on 5th Street. The work also includes snow plowing and removal of snow starting from the corner of 5th and Seward Streets into the entrance of the Terry Miller Legislative Office Building parking lot to provide a clear passageway for motor vehicles. The Successful Bidder shall begin snow removal operations following any accumulation of snow, or upon request of the Project Director. Except as otherwise specified by the Project Director, the Successful Bidder shall conduct snow removal operations between the hours of 12:00 a.m. and 7:00 a.m., and shall complete removal of all snow by 7:00 a.m. on any day that snow removal is required. The term of the contract will be for the Fall of 2005 through April 30, 2006. The Successful Bidder shall submit billings on a monthly basis. The Project Director must approve a billing before it may be paid. In addition to the provisions of sec. 9 of the Instructions to Bidders, the Successful Bidder shall assume full responsibility and pay for any damage that results from the performance of the work by the Successful Bidder, including, but not limited to, damage to the parking lots, damage to real property adjacent to or near the parking lots, damage to property located on the parking areas, and damage to property located on real property adjacent to or near the parking lots, and this requirement applies whether or not the damaged real or personal property belongs to the Agency or to another person. Safety and Protection: The Successful Bidder alone shall be responsible for initiating, maintaining and supervising all safety precautions and safety programs related to the work. The Successful Bidder shall take all necessary precautions for the safety of, and shall provide the protections necessary to prevent damage, injury, or loss to: a. b. all employees on the work and other persons and organizations who may be affected by the work; other property located at the sites or on property adjacent to or near the work sites, including but not limited to, trees, shrubs, lawns, walks, pavements, roadways, structures, utilities, guardrails, fences, and vehicles.
The Successful Bidder shall erect and maintain all safeguards necessary for providing the required safety and protection. The Successful Bidder shall notify owners of adjacent property and utility owners when performance of the work may affect them, and shall cooperate with them in the protection, removal, relocation, and replacement of their property. All safety and protection measures and all damage, injury or loss to any property or person caused, directly or indirectly, in whole or in part, by the Successful Bidder, any subcontractor, supplier or any other person or organization directly or indirectly employed by any of them to perform or furnish any of the work or anyone for whose acts any of them may be liable, shall be remedied by the Successful Bidder with no change in contract price, except for damage or loss attributable to unforeseeable causes beyond the control of and without the fault or negligence of the Bidder, including but not restricted to acts of God, of the public enemy, or governmental authorities. The Project Director is the Building Manager for the Legislative Affairs Agency. He is located at the State Capitol, Room 12, Juneau, Alaska. His telephone number is (907) 465-3708, fax number is (907) 465-3724, and TDD number is (907) 465-4980.
PAGE 5
All interested Contractors are encouraged to attend a site visit with the Project Director. This site visit will be held on Monday, October 10, 2005, at 1:30 p.m. To attend, Contractors must assemble with the Project Director at the State Capitol, 120 4th Street, Room 12, Juneau, Alaska. This Site Visit is not mandatory and a bid will not be rejected if a bidder fails to attend the site visit with the Project Director. The work shall be performed in a professional, workmanlike manner and must comply with the best practices of the trade. Selection of the low bidder will be based on the total hourly rate for plowing, loader, dump truck, and sanding. If there is more than one low bidder, the low bidder will then be determined by the lowest hourly rate for the loader.
PAGE 6