RFQ 1127027 B - Meeting Space & Services - Yukon River Panel Meeting

REQUEST FOR QUOTATION PURCHASING OFFICE
Department of Fish and Game
Quotations will be received until 9/17/26 at 2pm AKST
Division of Administrative Services
RFQ No.: 1127027 B PO Box 115526 Juneau, AK 99811-5526
On behalf of the Division of Commercial Fisheries
Page 1 of 9 Date: 9/9/2026
VENDOR NOTICE (This is NOT a Purchase Order)
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. Delivery schedule and discount for early
payment shall be indicated in the spaces provided below. Return the quotation by the above time and date to
dfg.contracting@alaska.gov.
DELIVERY LOCATION: Fairbanks, AK BUYER: ADF&G Procurement - dfg.contracting@alaska.gov
VENDOR QUOTATION
Unit Extended
Item Description of Supply or Service Qty Unit
Price Price
The Department of Fish and Game (ADF&G) is soliciting quotes for
meeting space for the upcoming Yukon River Panel special session
to be held in Fairbanks, Alaska from November 16-19, 2026 (4
days). Please see the specifications attached for more information
and requirements.
4 Day $ $
1 Main Meeting Room
4 Day $ $
2 Breakout Room
4 Day $ $
3 Beverage Service
4 Day $ $
4 Audio/Visual Equipment
4 Night $ $
5 Accommodations - Room Rate
1 Total $ $
6 Additional Fees (if applicable)
*Total price of all additional fees/costs.
Quote Total: $
THIS SECTION MUST BE COMPLETED BY VENDOR
Delivery shall be made calendar days after receipt of
order.
Payment Terms:
Company Name Address City State ZIP Code Phone Number
Alaska Business License No. Vendor Tax I.D. No. Do you qualify for the Alaska Bidders' Preference?
[ ] Yes [ ] No
Do you qualify for the Alaska Veteran Preference?
[ ] Yes [ ] No
Typed Name Title
Do you qualify for the Military Skills Program Preference?
Signature Date [ ] Yes [ ] No
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RFQ 1127027 - Specifications
The Department of Fish and Game (ADF&G) will be using the meeting space for the upcoming
Yukon River Panel special session to be held in Fairbanks, Alaska. In addition to the meeting
space, there is a need for beverage service, audio/visual equipment & traveler accommodation.
Vendors submitting quotes must be able to provide the facilities and services listed. All costs
associated with providing the facilities and services listed in the RFQ must be included quote
total.
Requirements & Details
The facility must be ADA accessible
Dates: November 16 - 19, 2026 (4 days).
Location: Fairbanks, Alaska
Main Meeting Room:
This room must be able to accommodate around 60 people comfortably and should have at least
1,000 square feet of useable space.
Must include tables and chairs for up to 60 people. All tables must be covered in clean linens and
table skirts. See the attached diagram for layout.
Tables will need power to plug in computers.
Access to the room will be required from 8am to 6pm each day.
Please Provide the name of the main meeting room (if applicable):_________________________
Breakout Room:
This room must be able to accommodate around 25 people with tables and chairs.
Access to the room will be required from 8am to 6pm each day.
Please Provide the name of the breakout room (if applicable):_________________________
Beverage Service
ADF&G will require coffee (regular & decaf), tea selection and hot & cold-water service. The
beverage service must be provided throughout the day on meeting days.
Audio/Visual Equipment
ADF&G will require for the main meeting room, A projector, a projector screen, extension cords,
power strips, and a podium with microphone. (ADF&G will provide laptop)
Accommodations
Sleeping rooms for up to 40 people for 4 nights from November 15-19th, 2026

RFQ 1127027 - Specifications
The room rate price will not be evaluated or added to the overall quote price total, but quotes
submitted with room rates.
Number of rooms and room nights is approximate, and the State does not guarantee any
minimum usage. Individual meeting attendees will reserve and pay for their own rooms. We are
trying to determine if there will be adequate room availability to accommodate lodging for up to
40 meeting attendees during the dates specified. If possible, a reserved block of rooms and
estimated daily room rate for this meeting would be appreciated. Incidental expenses outside of
the contracted room rate will be the responsibility of each individual and shall be billed
accordingly.

RFQ 1127027 - Specifications
Preferred layout of the main meeting room

INSTRUCTIONS TO BIDDERS
TERMS AND CONDITIONS
1. REQUEST FOR QUOTATION (RFQ) REVIEW: Offerors shall carefully review this RFQ for defects and questionable or
objectionable material. Offerors' comments concerning defects and questionable or objectionable material in the RFQ
must be made in writing and received by the purchasing authority 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 offerors' prices. Offerors' original comments should be
sent to the purchasing authority listed on the front of this RFQ.
2. QUOTATION FORMS: Offerors shall use this and attached forms in submitting quotes. A photocopied quote may be
submitted.
3. SUBMISSION: Quotations shall be signed where applicable and received at the designated Purchasing Office no later
than as indicated.
4. 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.
5. EXTENSION OF PRICES: In case of error in the extension of prices in the quote, the unit prices will govern; in a lot bid,
the lot prices will govern. Negligence by the vendor in preparing the quotation confers no right for the withdrawal of the
quotation after it has been opened.
6. ALASKA PROCUREMENT CODE: The Procurement Code (AS.36.30) and its Regulations (2 AAC Ch. 12), are made a part
of this document as if fully set forth herein. Note: AS.36.30 and 2 AAC Ch. 12 are available at most public libraries and
legislative information offices; and both are available for review at Alaska State Purchasing Offices.
7. PRICES: The offeror shall state prices in the units of issue on this RFQ. Prices quoted for commodities must be in U.S.
funds and include applicable federal duty, brokerage fees, packaging, and transportation cost to the FOB point so that
upon transfer of title the commodity can be utilized without further cost. Prices quoted for services must be quoted in
U.S. funds and include applicable federal duty, brokerage fee, packaging, and transportation cost so that the services can
be provided without further cost. Prices quoted must be exclusive of federal, state, and local taxes. If the offeror believes
that certain taxes are payable by the State, the offeror may list such taxes separately, directly below the bid price for the
affected item. The State is exempt from Federal Excise Tax except the following:
* Coal - Internal Revenue Code of 1986 (IRC), Section 4121 - on the purchase of coal;
* "Gas Guzzler" - IRC, Section 4064 - on the purchase of low m.p.g. automobiles, except that police and other
emergency type vehicles are not subject to the tax;
* Air Cargo - IRC, Section 4271 - on the purchase of property transportation services by air;
* Air Passenger - IRC, Section 4261 - on the purchase of passenger transportation services by air carriers;
* Leaking Underground Storage Tank Trust Fund Tax (LUST) - IRC, Section 4081 - on the purchase of Aviation
gasoline, Diesel Fuel, Gasoline, and Kerosene.
8. PAYMENT FOR STATE PURCHASES: Payment for agreements under $500,000 for the undisputed purchase of goods or
services provided to a State agency, will be made within 30 days of the receipt of a proper billing or the delivery of the
goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5%
interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement which
establishes a lower interest rate or precludes the charging of interest.
9. PAYMENT DISCOUNT: Discounts for prompt payment will not be considered in evaluating the price you quote.
However, the State shall be entitled to take advantage of any payment discount(s) offered by the vendor provided
payment is made within the discount period. Payment discount periods will be computed from the date of receipt of the
commodities or services and/or a correct invoice, whichever is later. Unless freight and other charges are itemized, any
discount provided will be taken on full amount of invoice.
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INSTRUCTIONS TO BIDDERS
TERMS AND CONDITIONS
10. VENDOR TAX ID NUMBER: If goods or services procured through this RFQ are of a type that is required to be included
on a Miscellaneous Tax Statement, as described in the Internal Revenue Code, a valid tax identification number must be
provided to the State of Alaska before payment will be made.
11. INDEMNIFICATION: 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.
12. SEVERABILITY: If any provision of this contract is declared by a court to be illegal or in conflict with any law, the validity
of the remaining terms and provisions shall not be affected; and the rights and obligations of the parties shall be construed
and enforced as if the contract did not contain the particular provision held to be invalid.
13. TITLE: Title passes to the State for each item at FOB destination.
14. FILING A PROTEST: An offeror shall attempt to informally resolve a dispute with the procurement officer regarding a
small procurement. If the attempt is unsuccessful, the vendor may protest the solicitation or the award of a small
procurement contract under AS 36.30.320. The protest must be filed in writing with the commissioner of the purchasing
agency or the commissioner's designee and include the following information: (1) the 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; and (5) the form of relief requested. The protester must file a copy
of the protest with the procurement officer for the purchasing agency. Protests will be treated in accordance with AS
36.30.550 and 2 AAC 12.695.
15. 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.
16. SUITABLE MATERIALS, ETC.: Unless otherwise specified, all materials, supplies or equipment offered by an offeror
shall be new, unused, and of the latest edition, version, model or crop and of recent manufacture.
17. SPECIFICATIONS: Unless otherwise specified in the RFQ, product brand names or model numbers are examples of the
type and quality of product required, and are not statements of preference. If the specifications describing an item conflict
with a brand name or model number describing the item, the specifications govern. Reference to brand name or number
does not preclude an offer of a comparable or better product, if full specifications and descriptive literature are provided
for the product. Failure to provide such specifications and descriptive literature may be cause for rejection of the offer.
18. 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 quote opening.
19. QUOTE PREPARATION COSTS: The State is not liable for any costs incurred by the offeror in quote preparation.
20. CONSOLIDATION OF AWARDS: Due to high administrative costs associated with processing of purchase orders, a
single low quote of $50 or less may, at the discretion of the State, be awarded to the next low offeror receiving other
awards for consolidation purposes. This paragraph is not subject to the protest terms enumerated in "FILING A PROTEST"
above.
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INSTRUCTIONS TO BIDDERS
TERMS AND CONDITIONS
21. CONTRACT FUNDING: Offerors are advised that funds are available for the initial purchase and/or the first term of
the contract. Payment and performance obligations for succeeding purchases and/or additional terms of the contract are
subject to the availability and appropriation of funds.
22. CONFLICT OF INTEREST: An officer or employee of the State of Alaska may not seek to acquire, be a party to, or
possess a financial interest in, this contract if (1) the officer or employee is an employee of the administrative unit that
supervises the award of this contract; or (2) the officer or employee has the power to take or withhold official action so
as to affect the award or execution of the contract.
23. ASSIGNMENT(S): Assignment of rights, duties, or payments under a contract resulting from this RFQ is not permitted
unless authorized in writing by the procurement officer of the contracting agency. Quotes that are conditioned upon the
State's approval of an assignment will be rejected as nonresponsive.
24. 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.
25. FORCE MAJEURE (Impossibility to perform): The parties to a contract resulting from this RFQ are not liable for the
consequences of any failure to perform, or default in performing, any of its obligations under the contract, if that failure
or default is caused by any unforeseeable Force Majeure, beyond the control of, and without the fault or negligence of,
the respective party. For the purposes of this Agreement, Force Majeure will mean war (whether declared or not);
revolution; invasion; insurrection; riot; civil commotion; sabotage; military or usurped power; lightning; explosion; fire;
storm; drought; flood; earthquake; epidemic; quarantine; strikes; acts or restraints of governmental authorities affecting
the project or directly or indirectly prohibiting or restricting the furnishing or use of materials or labor required; inability
to secure materials, machinery, equipment or labor because of priority, allocation or other regulations of any
governmental authorities.
26. LATE QUOTES: Late quotes are quotes received after the time and date set for receipt of the quotes. Late quotes will
not be accepted.
27. CONTRACT EXTENSION: Unless otherwise provided in this RFQ, the State and the successful offeror/contractor agree:
(1) that any holding over of the contract excluding any exercised renewal options, will be considered as a month-to-month
extension, and all other terms and conditions shall remain in full force and effect and (2) to provide written notice to the
other party of the intent to cancel such month-to-month extension at least thirty (30) days before the desired date of
cancellation.
28. 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.
29. DISPUTES: If a contractor has a claim arising in connection with a contract resulting from this RFQ that it cannot
resolve with the State by mutual agreement, it shall pursue a claim, if at all, in accordance with the provisions of AS
36.30.620 - 632.
30. GOVERNING LAW; FORUM SELECTION: A contract resulting from this RFQ is governed by the laws of the State of
Alaska. To the extent not otherwise governed by section 29 of these Standard Terms and Conditions, any claim
concerning the contract shall be brought only in the Superior Court of the State of Alaska and not elsewhere.
31. CONSUMER ELECTRICAL PRODUCT: AS 45.45.910 requires that "...a person may not sell, offer to sell, or otherwise
transfer in the course of the person's business a consumer electrical product that is manufactured after August 14, 1990,
unless the product is clearly marked as being listed by an approved third party certification program." Electrical consumer
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INSTRUCTIONS TO BIDDERS
TERMS AND CONDITIONS
products manufactured before August 14, 1990, must either be clearly marked as being third party certified or be marked
with a warning label that complies with AS 45.45.910(e). Even exempted electrical products must be marked with the
warning label. By signature on this quote the offeror certifies that the product offered is in compliance with the law. A list
of approved third party certifiers, warning labels and additional information is available from: Department of Labor, Labor
Standards & Safety Division, Mechanical Inspection Section, P.O. Box 107020, Anchorage, Alaska 99510-7020, (907)269-
4925.
32. 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.
33. ORDER DOCUMENTS: Except as specifically allowed under this RFQ, an ordering agency will not sign any vendor
contract. The State is not bound by a vendor contract signed by a person who is not specifically authorized to sign for the
State under this RFQ. The State of Alaska Purchase Order, Contract Award and Delivery Order are the only order
documents that may be used to place orders against the contract(s) resulting from this RFQ.
34. BILLING INSTRUCTIONS: Invoices must be billed to the ordering agency's address shown on the individual Purchase
Order, Contract Award or Delivery Order. The ordering agency will make payment after it receives the merchandise or
service and the invoice. Questions concerning payment must be addressed to the ordering agency.
35. OFFERORS WITH DISABILITIES: The State of Alaska 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 participate in this
procurement should contact the procurement officer named on the cover page of this RFQ as soon as possible, but no
later than the date and time quotations are due to make any necessary arrangements.
36. COMPLIANCE WITH ADA: By signature of their quote the bidder certifies that they comply with the Americans with
Disabilities Act of 1990 and the regulations issued thereunder by the federal government. Services or activities furnished
to the general public on behalf of the State must be fully accessible. This is intended to ensure that agencies are in
accordance with 28 CFR Part 35 Section 35.130 and that services, programs or activities furnished to the public through a
contract do not subject qualified individuals with a disability to discrimination based on the disability.
37. ALASKA BIDDER PREFERENCE: The award of a contract based on a Request for Quotation (RFQ) will be made to the
lowest responsive and responsible bidder 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)
38. ALASKA MILITARY SKILLS PROGRAM 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
Military Skills Program preference of two percent (2%). The preference will be given to an entity which (1) Employs at
least one person who is currently enrolled in, or within the previous two years graduated from, a United States
Department of Defense SkillBridge or United States Army career skills program for service members or spouses of
service members that offers civilian work experience through specific industry training, pre-apprenticeships, registered
apprenticeships, or internships during the last 180 days before a service member separates or retires from the service;
or (2) has an active partnership with an entity that employs an apprentice through a program described above, and may
not exceed $5,000. The bidder must also add value by actually performing, controlling, managing, and supervising the
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INSTRUCTIONS TO BIDDERS
TERMS AND CONDITIONS
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)
39. 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)
40. USE OF LOCAL FOREST PRODUCTS: In a project financed by state money in which the use of timber, lumber and
manufactured lumber is required, only timber, lumber and manufactured lumber products originating in this state shall
be used unless the use of those products has been determined to be impractical, in accordance with AS 36.15.010 and AS
36.30.322.
41. LOCAL AGRICULTURAL AND FISHERIES PRODUCTS PREFERENCE: When agricultural, dairy, timber, lumber, or fisheries
products are purchased using state money, a seven percent (7%) preference shall be applied to the price of the products
harvested in Alaska, or in the case of fisheries products, the products harvested or processed within the jurisdiction of
Alaska, in accordance with AS 36.15.050.
42. ALASKA PRODUCT PREFERENCE: A bidder that designates the use of an Alaska Product which meets the requirements
of the RFQ specification and is designated as a Class I, Class II or Class III Alaska Product by the Department of Commerce
& Economic Development shall receive a preference in the bid evaluation in accordance with AS 36.30.332 and 3 AAC
92.010.
43. EMPLOYMENT PROGRAM PREFERENCE: If a bidder qualifies for the Alaska bidder preference, under AS 36.30.321(a)
and AS 36.30.990(2), and is offering goods or services through an employment program as defined under 36.30.990(12),
they will be awarded an Employment Program Preference of fifteen percent (15%) in accordance with AS 36.30.321(b).
44. ALASKANS WITH DISABILITIES PREFERENCE: If a bidder qualifies for the Alaskan bidder's preference under AS
36.30.321(a) and AS 36.30.990(2), and is a qualifying entity as defined AS 36.30.321(d), the will be awarded an Alaskans
with Disabilities Preference of ten percent (10%) in accordance with AS 36.30.321(d). A bidder may not receive both an
Employment Program Preference and an Alaskans with Disabilities Preference.
45. PREFERENCE QUALIFICATION LETTER: Regarding preferences 43 and 44 above, the Division of Vocational
Rehabilitation in the department of Labor and Workforce Development maintains lists of Alaskan: [1] employment
programs that qualify for preference and [2] individuals who qualify for preference as Alaskan's with disabilities. In
accordance with AS 36.30.321(i), in order to qualify for one of these preferences, a bidder must add value by actually
performing, controlling, managing, and supervising the services provided, or for supplies, a bidder must have sold supplies
of the general nature solicited to other state agencies, governments, or the general public.
As evidence of an individual's or a business' qualification for a certain preference, the Division of Vocational Rehabilitation
will issue a certification letter. To take advantage of the preferences 43 or 44 above, an individual or business must be on
the appropriate Division of Vocational Rehabilitation list at the time the quote is opened, and must attach a copy of their
certification letter to their quote. The bidder's failure to provide this certification letter with their quote will cause the State
to disallow the preference.
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