Fill - Free fillable COVER SHEET Issue Date: November 10, 2020 Bid (City of Gustavus) PDF form

City of Gustavus, Alaska

RFQ FY21-03MF

Page 1 of 11

COVER SHEET

Important Dates:

Issue Date: November 10, 2020

Bid Submittal Due: December 1, 2020 Bid Opening: December 1, 2020

Deliver to: Gustavus City Hall Location: Gustavus City Hall

Time: by 3:00 p.m. Time: 3:00p.m.

Please provide quotes to furnish the services and materials for the repair of the boat launch at the Salmon

River Small Boat Harbor in Gustavus, Alaska. The repair comprises restoration of the toe blanket at the base

of the ramp where the original has been eroded.

The attached terms and conditions shall become part of any contract resulting from this Request for Quota-

tion. Quotations must be received at the location and by the date and time shown above. Quotations shall be

submitted on the forms furnished and must include original signatures.

COVID-19: Please contact the City Clerk at 907-697-2451 or visit the City of Gustavus website

https://cms.gustavus-ak.gov/administration/page/covid-19 for the latest COVID-19 guidelines relative to the

submission of this RFQ.

THE PERIOD OF PERFORMANCE for this work is flexible, with project commencement available anytime

after the contract is awarded and permitting is complete (taking into account any permit conditions). Project

must be completed by May 15, 2021. Once started, it is expected the work would be completed within a week

to allow continued use of the boat launch.

In providing a signature on this cover sheet, the Bidder agrees to all Terms and Conditions of this RFQ.

Date of Bid _________________

Alaska Business License # _______________ Contractor’s License Number #____________

City of Gustavus Business Permit # _______________

Insurance Company __________________________ Policy Date __________ Provided □

Business Name _______________________________________

Mailing Address _______________________ Physical Location _______________________

Cell or Business Phone # ____________________ Fax #___________________

Basic Bid $_________________________

By ____________________________________ ____________________________________

Print Name Signature

City of Gustavus, Alaska

PO Box 1

Gustavus, Alaska 99826

Phone: 907.697.2451

Fax: 907.697.2136

Email: treasurer@gustavus-ak.gov

Project: RFQ FY21-03MF

Marine Facilities

Salmon River Small Boat Harbor

Boat Launch Repair

THIS IS NOT AN ORDER

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City of Gustavus, Alaska

RFQ FY21-03MF

Page 2 of 11

GENERAL PROVISIONS

INSTRUCTIONS TO BIDDER

➢ Bidder must submit quotes for the basic bid listed on the bid sheet.

➢ Bid Schedule sheets must be manually signed (original signature).

➢ Erasure or other changes made to the Bid Schedule sheets must be initialed by the person signing the

bid. Note: "White Out" or other liquid correction methods must be initialed.

➢ The bids must be sealed in an envelope with RFQ number, opening date, and contractor's name written on

the outside of the envelope.

➢ Any response not meeting the requirements of the bidding documents shall be considered non-responsive.

➢ Offers made in accordance with the bidding documents must be good and firm for a period of ninety days

from the date of bid opening unless otherwise noted.

➢ Bids will be received at the time and place stated in the bidding documents. It is the sole responsibility of

the bidder to see that the bid is submitted on time. Any bid received after the scheduled opening time will

not be considered but will be held unopened. No responsibility will be attached to any officer for the prem-

ature opening of or failure to open a bid not properly addressed and identified.

➢ The City of Gustavus, hereinafter “City”, may accept or reject any or all bids for good cause shown, to

waive minor deviations from the specifications, and to waive any informality in bids received, when such

acceptance, rejection, or waiver is in the best interest of the City. Informalities in bids are matters of form

rather than substance evident from the bid document, or insignificant mistakes that can be waived or cor-

rected without prejudice to other bidders; that is, the effect on price, quantity, quality, delivery, or con-

tractual conditions is negligible, and waiver of the informality does not grant the bidder a competitive ad-

vantage.

➢ The City may cancel the RFQ if such cancellation is in the best interest of the City.

➢ It is the responsibility of the bidder to obtain a current copy of all bid documents from the City Treasurer.

➢ If any Addenda are issued pertaining to the bidding documents and subject Addenda are not acknowl-

edged, the bid will be considered non-responsive.

➢ Faxed transmittals will not be accepted unless specifically noted on the cover sheet and agreed to by the

City Administrator or Project Manager, or Mayor.

➢ Each bid shall be made on the form provided by the City or copy thereof and shall be signed by the bidder

with signature in full.

➢ After depositing a bid, a bidder may withdraw, modify, or correct their bid, providing the City receives the

request for such withdrawal, modification, or correction before the time set for opening bids. The original

bid, as modified by such written communication will be considered as the bid. No bidder will be permitted

to withdraw their bid after the time set for opening bids.

➢ The Contractor shall perform the duties specified in this solicitation. The Contractor understands that the

City makes no representation that it will look exclusively to the Contractor for the type of goods or services

requested. The Contractor will perform the duties under this agreement as an independent contract. The

City assumes no responsibility for any interpretation or representations made by any of its officers or

agents unless such interpretations or representations are made by Addenda.

City of Gustavus, Alaska

RFQ FY21-03MF

Page 3 of 11

METHOD OF AWARD

Award will be made to the lowest responsive, responsible bidder meeting all the requirements. In determining

whether the lowest bidder is “responsible” the City Council shall consider:

a. The Price;

b. The experience, capacity, and skill of the bidder to perform the contract within the time and

amount desired;

c. The potential bidder’s reputation, honesty and integrity shown in the commission of previous

City contracts;

d. The previous and existing compliance by the bidder with laws and ordinances relating to the

contract and the City;

e. The sufficiency of the financial resources and ability of the bidder to perform the contract.

When the award is given to other than the lowest bidder, a full and complete written statement of reasons will

be delivered to the unsuccessful low bidder or bidders and filed with the other papers relating to the transac-

tion. The minutes of the City Council meeting relating to the matter may be used as the required written

statement

The City Council may reject the bid of a bidder who is debarred by the City, in arrears on taxes, permits, spe-

cial assessments and/or any other monies that may be due the City or who failed to perform on a previous

contract with the City.

PURCHASE ORDER/CONTRACT

It is the intent of the City to use purchase orders and the bidding documents to establish the contractual rela-

tionship between the City and the lowest responsive, responsible bidder. The following conditions shall apply:

a. The unilateral right of the City to order, in writing, temporary stopping of

work or delaying performance that does not alter the scope of the contract;

b. Liquidated damages;

c. Termination of the contract for default;

d. Termination of the contract in whole or in part for the convenience of the City.

SUBCONTRACTING

Subcontracting is not permitted unless authorized in writing by the Project Manager or his/her designee. In

the event that subcontracting is authorized, the general contractor is responsible to the City to verify insur-

ance on all subcontractors and furnish copies of same to the City. All subcontractors must carry and show

proof of the minimum limits of liability insurance.

INSURANCE

The contractor must meet and have in place the insurance requirements listed below at all times during the

period set out above.

INDEMNIFY AND HOLD HARMLESS

The bidder shall defend and indemnify the City, its officers, agents, and employees, against any claims, loss,

or damages arising from injury to person(s), damage to property, or economic loss, arising out of, in whole or

in part, the bidder’s performance or non-performance of its duties under this agreement and any defects in

the goods and services provided by the bidder. This duty to defend and indemnify shall include responsibility

for all damages, costs, and attorney fees. This obligation shall be continuing in nature and extend beyond the

term of this agreement.

END OF GENERAL PROVISIONS

City of Gustavus, Alaska

RFQ FY21-03MF

Page 4 of 11

INSURANCE REQUIREMENTS

During the term of the contract, the CONTRACTOR shall obtain and maintain in force the insurance coverage

specified in this section with an insurance company rated “Excellent” or “Superior” by A.M. Best Company or

specifically approved by the City Council.

Limits: The CONTRACTOR shall obtain insurance for not less than the following limits:

• Commercial General Liability: Coverage written on an occurrence basis with limits of not less than

$1,000,000.00 per occurrence;

• Comprehensive automobile liability: $1,000,000.00 combined single limit;

• Workers’ Compensation: $100,000 each accident, $500,000 disease-policy limit, and $100,000 dis-

ease-each employee.

Automobile Liability Insurance: All vehicles or all owned, non-owned, and hired vehicles must be insured

when the CONTRACTOR is using them to do work under this Agreement. If the CONTRACTOR submits insur-

ance covering only scheduled vehicles, then the CONTRACTOR must assure that any additional vehicles are

insured before using them in the work under this Agreement.

Workers’ Compensation: Any employee of the CONTRACTOR must be covered by workers’ compensation in-

surance during the term of the Agreement. This policy must be endorsed with a waiver of subrogation in fa-

vor of the CITY. The CONTRACTOR is not required to provide a certificate of workers’ compensation covering

the owner(s) of the CONTRACTOR’s business under the following circumstances:

Corporations – If the executive officer(s) claims an exemption, then the CONTRACTOR must provide an Execu-

tive Officer Waiver for each officer from the Alaska Department of Labor and also provide the corporate filing

with the State showing the person(s) named on the waiver is an owner. Only the person or persons who have

the State Executive Officer Waiver and who are an owner shall be permitted to do any work or be on the work

site or work area. If the CONTRACTOR permits any other person on the work area or work site or to do any

work, and that person is injured, the CONTRACTOR shall defend, indemnify, and hold harmless the City from

any and all claims and liabilities for workers’ compensation benefits of any kind and any nature, including

costs and legal fees.

Sole Proprietors, Partnerships, or LLCs – If the sole proprietor, partner, or member claims an exemption, then

the CONTRACTOR must provide the City with the business permit filing with the State of Alaska showing the

person(s) are the owner, sole proprietor, partner, or member. Only the person or persons who are an owner,

sole proprietor, partner, or member shall be permitted to do any work or be on the work site or work area. If

the CONTRACTOR permits any other person on the work area or work site or to do any work, and that person

is injured, the CONTRACTOR shall defend, indemnify, and hold harmless the City from any and all claims

and liabilities for workers’ compensation benefits of any kind and any nature, including costs and legal fees.

Alternate Coverage: A combination of primary and excess/umbrella policies may be used to fulfill the insur-

ance requirements of this section.

Additional Insured: During the contract term, the CONTRACTOR shall add and maintain the CITY as an ad-

ditional insured in the CONTRACTOR’s commercial general liability policy. This policy will provide primary

coverage for the CITY, and it will provide that a policy treats each additional insured as though the insurer

had issued separate policies.

Certificate of Insurance: Prior to commencing any work under this Agreement, the CONTRACTOR will pro-

vide a certificate of insurance in a form acceptable to the CITY showing that the CONTRACTOR has the re-

quired insurance coverage.

City of Gustavus, Alaska

RFQ FY21-03MF

Page 5 of 11

Cancellation: The CONTRACTOR must assure that the CITY receives notice if the CONTRACTOR’s insurance

is going to be canceled, not renewed, or changed. The certificate of insurance must say that the insurer will

notify the CITY at least 30 days before the insurer cancels, refuses to renew, or materially changes the cover-

age.

Increased Coverage: If during the Agreement term the CITY requires higher limits of insurance than those

listed in this section, and if the insurer increases the premium as a result of the higher limits of insurance,

then the CITY will pay the CONTRACTOR the difference between the new and old premiums.

Subcontracting: The CONTRACTOR is responsible to the CITY to verify insurance on all subs and furnish

copies of it to the CITY upon request. All subs must carry and show proof of the minimum limits of liability

indicated above.

END OF INSURANCE REQUIREMENTS

City of Gustavus, Alaska

RFQ FY21-03MF

Page 6 of 11

SUPPLEMENTAL CONDITIONS

1. Elements of the bid schedule may be subject to the provisions of Alaska Statutes Title 36. AS Title 36

provides for the payment of prevailing rates of pay on public construction or public works as published in the

current State of Alaska Department of Labor Wage and Hour Administration Pamphlet No. 600, and requires

weekly submission of certified payrolls.

Public construction or public works means the on-site field surveying, erection, rehabilitation, alteration, ex-

tensions or repair, including painting or redecorating of buildings, highways or other improvements to real

property under contract for the state, a political subdivision of the state, or a regional school board.

It is the bidder’s responsibility to study the elements of bid schedule and determine the applicability of provi-

sions of AS Title 36. If you have questions regarding the applicability of Alaska Statute to the work to be per-

formed, please contact the Department of Labor, Wage and Hour Administration, 1111 W 8th St, Juneau, AK,

or call (907) 465-4842.

2. Bidders are encouraged to visit the premises to ascertain pertinent conditions, such as the area, loca-

tion, accessibility, and general character of the premises. Bidders assume the risk that actual site conditions

differ from the proposed contract documents or from those ordinarily encountered.

3. The City reserves the right to inspect the Contractor's equipment prior to award and to reject any bid if

the equipment is not in reliable operating condition or if the equipment is not able to produce the specified

work according to the specifications.

4. The Contractor shall supply knowledgeable and competent operators with each piece of equipment,

who are capable of doing the required work.

5. The City reserves the right to increase or decrease quantities to the limits of the available funding. Pay-

ment for work done shall be at the Unit Price Bid or fractional unit for each bid item completed.

6. All work required under the Contract shall be completed in a timely manner. Failure to complete work

in a timely manner shall be grounds for termination of this Contract. In case of default by the contractor, for

any reason whatsoever, the City may procure the goods or services from another source and hold the contrac-

tor responsible for any resulting increase in cost or other remedies under law or equity.

7. Debarment or Suspension: The Gustavus City Council may debar (for a period of not more than three

years) or suspend (for a period of not more than three months) a person for cause from consideration for

award of contracts. The causes for debarment include but are not limited to:

a. Deliberate failure without good cause to perform in accordance with the specifications or within

the time limit provided in the contract, or

b. A recent record of failure to perform or of unsatisfactory performance in accordance with the

terms of one or more contracts; provided that failure to perform or unsatisfactory performance caused

by acts beyond the control of the Contractor shall not be considered to be a basis for debarment.

c. Illegal, unprofessional, or abusive behavior toward City representatives or members of the com-

munity as determined by the City Council.

8. Contractor shall make all necessary efforts to protect existing privately or publicly owned facilities,

equipment, improvements and landscaping; the destruction, removal or relocation of which is not contem-

plated under this contract. In the event that protection of any existing facilities is not possible due to con-

struction requirements, the Contractor shall advise the Project Manager and/or City Administrator of the

problem and shall cooperate with the Project Manager and/or City Administrator in seeking a reasonable so-

lution to the problem. The Contractor shall not proceed with work resulting in damage to or destruction of

City of Gustavus, Alaska

RFQ FY21-03MF

Page 7 of 11

such existing facilities until the Project Manager or City Administrator has given approval to proceed in writ-

ing.

9. Contractor shall be responsible for any damage sustained by any and all parties affected by utility out-

ages caused by Contractor unless it is determined said utilities do not meet PUC Standard installations i.e.

bury depth, or setback requirements. The Contractor shall make all necessary efforts to prevent damage, i.e.

the location of electrical or telephone wire, and shall make all necessary efforts to promptly repair and restore

facilities or equipment damaged as a result of such outages.

10. The Project Manager and/or City Administrator will provide the necessary rights-of-way or easements

for the work. Contractor shall confine operations to the designated areas and observe all restrictions con-

tained in any easements.

11. All Contractors submitting a bid for this contract shall have and keep in effect an Alaska Business Li-

cense, a City of Gustavus Business Permit, and an Alaska Contractors License for the type of work being per-

formed. The Contractor shall be responsible for any additional licenses and/or permits required in the locality

of the work. The City is responsible for all special permits such as ADF&G and Army Corp of Engineers per-

mitting. The Contractor shall further be responsible for current licenses for all subcontractors and suppliers,

if allowed, as required by law, during the term of the Contract and provide proof thereof upon request. If proof

of required licensure is not submitted to the City Treasurer within 10 calendar days of bid closure, then bid-

der shall be determined to be non-responsive.

12. Other Goods and Services:

a. In addition to specifications listed in the bid schedule, other work may be required to fulfill the

scope of the agreement and may be requested by the Project Manager and/or City Administrator.

b. At the Project Manager and/or City Administrator’s discretion, the Contractor may be re-

quested to provide a written quotation prior to the work and in such case shall proceed only upon written

(or e-mailed) notice. The City shall have the right to reject any such quotation and to independently contract

with another party to perform the requested work.

c. After completion of the work, the Contractor shall provide to the Project Manager and/or City

Administrator all material invoices and receipts and a log of equipment and/or labor time for payment.

13. Billing and Payment:

The contractor will submit billing at the end of the month. The approved billing shall be paid within 30

days.

14. Notification and Acceptance of Work:

The contractor will submit a complete spreadsheet to the City Treasurer at the end of each month stat-

ing what type of service was provided and where.

15. Convenience Termination:

This contract may be terminated by: (A) mutual consent of the parties, (B) for the convenience of the

City, provided that the City notifies the Contractor in writing of its intent to terminate under this paragraph at

least 10 days prior to the effective date of the termination. (C) For cause, by either party where the other party

fails in any material way to perform its obligations under this contract; provided, however, that as a condition

of the exercise of its right of termination under this paragraph the terminating party shall notify the other

party of its intent to terminate this contract and state with reasonable specificity the grounds therefore, and

the defaulting party shall have filed within 30 days of receiving the notice to cure the default. (D) Termination

pursuant to this section shall not affect the parties' continuing obligations under this contract and all other

portions shall continue to be in full force and effect. The City shall pay the Contractor for all satisfactory work

performed before notice of termination.

END OF SUPPLEMENTAL CONDITIONS

City of Gustavus, Alaska

RFQ FY21-03MF

Page 8 of 11

SCOPE OF WORK

1.1 BACKGROUND

The project job site is located in Gustavus, Alaska, at the end of Boat Harbor Road at the boat launch in the

Salmon River Small Boat Harbor (SRSBH) (see Appendix A).

The City of Gustavus Small Boat Harbor is located on the tidally-influenced Salmon River. Originally built as

a breastwork for barges by MK Construction during World War II, the current boat launch and barge ramp

were constructed by Fairweather Construction in 2007. Since that time, the launch ramp has not knowingly

been repaired or upgraded in any way other than small repairs to the boat launch floats themselves. This is

the only boat launch outside of the national park in a city where most boaters have to launch and pull their

boats from the water with each use. The boat launch also sees multiple landing crafts a week for most of the

year.

1.2 SCOPE OF WORK

This work consists of repair to the SRSBH boat launch to restore the ramp rock toe blanket. The toe blanket

of the SRSBH boat launch ramp has eroded over time—see photos in Appendix B. This work consists of re-

pairing the boat launch by adding rock to the toe area to extend the area to its original state. See original

construction plan attached. Below the waterline it appears that the launch ramp has been undercut and is in

danger of collapsing. The contractor will need to dig out the area below the base of the concrete boat launch

and add approximately 30 yards of 6” minus rock (to be provided by the City of Gustavus) and pack it to cre-

ate a hardened surface from which to launch boats. While the rock is provided by the City of Gustavus,

transport of the rock will be the responsibility of the contractor. The rock is currently staged at the Disposal

and Recycling Center (DRC) also located on Boat Harbor Road (see Appendix A). Hauling will need to be coor-

dinated with the Marine Facilities Coordinator and/or the DRC Manager. All permits required for work within

the Salmon River will be applied for and submitted by the City of Gustavus.

Work on this project requires coordination the City of Gustavus Marine Facilities Coordinator to determine

the best time of year for the repair. Considerations for timing include requirements of any state or federal

agency and use/operations of the launch ramp. The period of performance for this work is flexible, with pro-

ject commencement available anytime after the contract is awarded and permitting is complete (taking into

account any permit conditions). Project must be completed by May 15, 2021. Once started, it is expected the

work would be completed within a week to allow continued use of the boat launch.

1.3 GENERAL SCOPE CONDITIONS

The work to be performed under this contract shall consist of the following:

a) providing all tools, equipment, materials, supplies, and manufactured articles not provided by the

City; furnishing all labor, transportation, housing, and services; and

b) performing all work or other operations required for the fulfillment of the contract.

The work shall be complete, and all work, materials, and services not expressly indicated or called for in the

Scope of Work, the Contractor shall provide which may be necessary for the proper completion of the work.

End Scope of Work

City of Gustavus, Alaska

RFQ FY21-03MF

Page 9 of 11

APPENDIX A – MAP OF CITY OF GUSTAVUS SALMON RIVER SMALL BOAT HARBOR

Boat

Launch

Barge

Ramp

City of Gustavus, Alaska

RFQ FY21-03MF

Page 10 of 11

APPENDIX B – PHOTOS ILLUSTRATING EROSION OF RAMP ROCK TOE BLANKET

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