SEF2498 Request for Proposals - Used Case IH Quadtrac

Instructions to Procurement Officers

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EXAMPLE INSTRUCTION

Word choices in a section are in red, capital, bold print. For example, WILL / WILL NOT. You must make the choice and then enter the word in regular style print, for example, “will not”.

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Places where the procurement officer must make a choice between one set of language or another are formatted like the below:

This is the first language choice. This says a bunch of stuff about one way to do things.

OR

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Choose which piece of language you’d like to go with, edit as applicable, and remove the “OR” and the unused piece of language.

Things for the procurement officer to DOUBLE CHECK are also formatted LIKE THIS, for instance double check SECTION references in the final document if you’ve added, removed, or otherwise reorganized the RFP that resulting in renumbering of the sections.

Lastly, remember to update the TABLE OF CONTENTS before finalizing the document. To do this, 1) right click, 2) select update fields, 3) Select “update entire table,” and 5) click ok.

TIPS

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STATE OF ALASKA
REQUEST FOR PROPOSALS

SECTION 1. INTRODUCTION INSTRUCTIONS

Sec. 1.01 Purpose of the RFP

Procurement Officer Note: Enter Appropriate Information. Alter, Revise, Or delete As Required.

The Department of Transportation, State Equipment Fleet, is soliciting proposals to purchase a used CASE IH Quadtrac.

Sec. 1.02 Budget

Procurement Officer Note: Enter Appropriate Information. Alter, Revise, Or delete As Required.

Department of Transportation, State Equipment Fleet, estimates a budget of $350,000 for this purchase.

choose paragraph REVISE aS REQUIRED.

If a contract is expected to cross fiscal years, you must include the second statement.

Sec. 1.03 Deadline for Receipt of Proposals

• Proposals must be received no later than 2:30 PM Alaska Time on September 28, 2026 @ 2:30PM Alaska Time. Emailed proposals are acceptable. Oral proposals are not acceptable.

Sec. 1.04 Required Review

Procurement Officer Note: This Section Should Not Be Altered Or Deleted. However, If a shortened public notice period is used, or if a -proposal conference is held within 12 days of the proposal due date, a protest does not have to be filed at least days before the deadline. Protests be filed anytime before the deadline set for receipt of proposals (. 36.30.565). If that is the case, modify the paragraph below.

Offerors should carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and objectionable material must be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective solicitation and exposure of offeror's proposals upon which award could not be made. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the procurement officer, in writing, at least ten days before the deadline for receipt of proposals.

Sec. 1.05 Questions Prior to Deadline for Receipt of Proposals

Procurement Officer Note: Alter, Revise, Or Delete As Required.

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

PROCUREMENT OFFICER: Kristi Futrel, Contracting Officer IV. Kristi.futrel@alaska.gov

Return Instructions:

Procurement Officer Note: Enter Appropriate Information - Alter, Revise, Or delete As Required. You may want to require offerors to submit more than one copy of their proposal.

if accepting faxed or email proposals, use the example language provided below; Your agency or office should have a procedure in place to ensure the secure and proper submission of fax or email proposals. This means proposals should not be sent to, or be seen by, the procurement officer prior to the deadline for receipt of proposals.

fax proposals should immediately be placed into a sealed enveloped or package that is labeled with appropriate information (procurement officer, RFP number, project name). email proposals should, if possible, be printed out and placed into a sealed envelope or package with this same information. do not accept proposals in a modifiable format (no microsoft word documents).

Offerors must submit hard copies of their proposal, in writing, to the procurement officer in a sealed package. The cost proposal included with the package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed proposal package(s) must be addressed as follows:

Department of Transportation
State Equipment Fleet
Attention: Kristi Futrel
Request for Proposal (RFP) Number: 2498

RFP Title: used CASE IH Quadtrac

5420 Dr. MLK Jr. Avenue

Anchorage, AK 99507

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to Kristi.Futrel@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf” (Vendor A is the name of the offeror). The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes, and each email must comply with the requirements described above. It is the offeror’s responsibility to contact the issuing agency at 907.269.0793 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

An offeror’s failure to submit its proposal prior to the deadline will cause the proposal to be disqualified. Late proposals or amendments will not be opened or accepted for evaluation.

Procurement Officer Note: If Reproduction Cost Is Less Than Five Dollars delete The Following Two Sentences.

Sec. 1.06 Proposal Contents

The following information must be included in all proposals.

(a) Authorized Signature

Procurement Officer Note: This Section Should Not Be Altered Or Deleted.

All proposals must be signed by an individual authorized to bind the offeror to the provisions of the RFP. Proposals must remain open and valid for at least 90 days from the date set as the deadline for receipt of proposals.

(b) Offeror's Certification

Procurement Officer Note: this section should not be altered or deleted.

By signature on the proposal, offerors certify that they comply with the following:

A. the laws of the State of Alaska;

B. the applicable portion of the Federal Civil Rights Act of 1964;

C. the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government;

D. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;

E. all terms and conditions set out in this RFP;

F. a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury;

G. that the offers will remain open and valid for at least 90 days; and

H. that programs, services, and activities provided to the general public under the resulting contract conform with the Americans with Disabilities Act of 1990, and the regulations issued thereunder by the federal government.

If any offeror fails to comply with [a] through [h] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default.

(c) Vendor Tax ID

Procurement Officer Note: This section should not be altered or deleted.

A valid Vendor Tax ID must be submitted to the issuing office with the proposal or within five days of the state's request.

(d) Conflict of Interest

Procurement Officer Note: this section should not be altered or deleted.

Each proposal shall include a statement indicating whether or not the firm or any individuals working on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The Commissioner of the Department of Transportation reserves the right to consider a proposal non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the offeror. The Commissioner's determination regarding any questions of conflict of interest shall be final.

(e) Federal Requirements

Procurement Officer Note: Alter, Revise, Or Delete As Required.

The offeror must identify all known federal requirements that apply to the proposal, the evaluation, or the contract.

Procurement Officer Note: The amount of a Performance Bond and surety deposit should be what it would cost to pay the premium cost of a replacement contract.

Sec. 1.07 Assistance to Offerors with a Disability

Procurement Officer Note: This Section Should Not Be Altered Or Deleted.

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

Sec. 1.08 Amendments to Proposals

Procurement Officer Note: Alter, Revise, Or Delete As Required.

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

Sec. 1.09 Amendments to the RFP

Procurement Officer Note: THIS SECTION SHOULD NOT BE ALTERED OR DELETED.

If an amendment is issued, it will be provided to all who were mailed a copy of the RFP and to those who have registered with the procurement officer after receiving the RFP from the State of Alaska Online Public Notice web site.

Sec. 1.10 RFP Schedule

The RFP schedule set out herein represents the State of Alaska’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted by the same number of days.

• Issue RFP September 3, 2026

• Deadline for Receipt of Proposals September 28, 2026 @ 2:30PM Alaska Time

• Proposal Evaluation Committee complete evaluation by September 30, 2026

• State of Alaska issues Notice of Intent to Award a Contract October 1, 2026

• State of Alaska issues contract October 11, 2026

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Contracting Officer. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

Sec. 1.11 Alternate Proposals

Procurement Officer Note: Alter or Revise As Required. 2 AAC 12.830 makes alternate proposals non-responsive unless the solicitation specifically permits them.

Offerors may only submit one proposal for evaluation.

In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

Sec. 1.12 News Releases

Procurement Officer Note: Enter Appropriate Information. Alter, Revise, Or delete As Required.

News releases related to this RFP will not be made without prior approval of the project director.

Section 2.
BACKGROUND INFORMATION

Sec. 2.01 Background Information

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED. GIVE THE PROSPECTIVE offerors AS CLEAR A PICTURE AS YOU CAN OF HOW YOU GOT WHERE YOU ARE THE MORE THEy UNDERSTAND THE BACKGROUND, THE BETTER THEY WILL BE ABLE TO ZERO IN ON WHAT YOU WANT.

The State Equipment Fleet is seeking competitive proposals for a used CASE IH Quadtrac.

The purpose of the RFP is to identify those suppliers capable of meeting the requirements in a feasible, economical and timely manner, and with whom a contract can be negotiated. Subcontracting or partnership arrangements will not be accepted.

Section 3.
SCOPE OF WORK & Contract Information

Sec. 3.01 Scope of Work

The Department of Transportation, State Equipment Fleet is soliciting proposals for a used CASE IH Quadtrac.

The Contractor will provide expertise, equipment, resources, and materials necessary to establish a fully functioning unit.

Sec. 3.02 Contract Term and Work Schedule

This will be a one-time purchase.

Delivery will be required 30 days ARO. FOB Ted Stevens Anchorage International Airport, Anchorage, Alaska.

Deliverables

The contractor will be required to provide the following deliverables:

Used - CASE IH Steiger Quadtrac. Wheeled and two-track configurations are not acceptable.

Minimum Requirements:

• Model: CASE IH Quadtrac

• Model year 2017 or newer

• Operating Hours: Less than 3,000 engine hours

• Engine: Diesel, approximately 470-620 rated horsepower

• Track Configuration: Must be track-equipped with a four-track articulated Quadtrac-style system.

• Condition: Fully operational and ready for immediate service with no known major engine, transmission, hydraulic, articulation, track, or undercarriage deficiencies

• Maintenance: Preference for equipment with documented service/maintenance history

• Delivery: Ted Stevens Anchorage International Airport, Anchorage, Alaska

• Required Availability: Equipment must be available for acquisition and delivery.

Sec. 3.03 Contract Type

Procurement Officer Note: IDENTIFY APPROPRIATE TYPE OF CONTRACT.

THERE ARE SEVERAL DIFFERENT TYPES OF CONTRACTS WHICH MAY BE SUITABLE FOR YOUR PROJECT.

REVIEW THE CONTRACT TYPES LISTED BELOW TO DETERMINE WHICH WOULD BE THE MOST APPROPRIATE.

THE TYPE OF CONTRACT USED IS LIKELY TO HAVE AN IMPACT ON COSTS TO THE STATE. THE PROCUREMENT OFFICER SHOULD SELECT THE TYPE OF CONTRACT THAT WILL BEST SERVE THE STATE'S NEEDS AT THE MOST REASONABLE COST.

The following information is for preparer's information only and should not be printed in the final contract

Fixed Price Contracts

Firm Fixed Price

The most common and easiest contract to administer is a firm fixed price contract. A fixed price contract is one that obligates the contractor to performance at a specified price.

Fixed Price Incentive

A target price, ceiling price, and a profit formula are used in this type of contract. When the contractor performs below the costs stipulated in the target price, the contractor and the state share in the savings. If costs exceed those estimated, the contractor's profit margin declines and the price ceiling is adhered to. In these types of contracts, performance can be quantified in terms of costs and services and/or deliverables.

Cost Reimbursement Contracts

Cost Plus Fixed Fee

Under these contracts, contractors are paid for all allowable costs plus a predetermined fixed fee. These contracts have been found to be beneficial for research and development work.

Cost Plus Incentive Fee

Under this type of contract, a tentative fee based on estimated costs and a target price is established. If actual costs fall below estimated costs, the contractor and state share in the savings. The contractor can lose all or part of their fee, but they must be paid for all costs.

Cost Plus a Percentage of Cost

These contracts are prohibited by statute. Under this type of contract the contractor receives payment for costs of performance plus a specified percentage of such actual costs as a fee. These contracts provide no incentive for efficient and economical contractor performance and must not be used.

Other Types of Contracts

Time and Materials Contracts

In addition to a fixed labor rate, these contracts include separate costs for materials used under the contract.

Procurement Officer Note: Delete the previous contract information and include the following sentence with the appropriate information in the RFP.

This will be a one-time, fixed price purchase.

Procurement Officer Note: Depending on the industry and/or the market, prompt payment may carry more or less value than described in the default language below. You are encouraged to keep this language in and invite discussion around it during the Q&A period and/or the pre-proposal concert. It may also become a negotiation item with the apparent successful offeror. Depending on your research, Enter Appropriate Information. Alter, Revise, Or delete As Required.

Contract Payment

Procurement Officer Note: ENTER APPROPRIATE INFORMATION. ALTER, REVISE OR DELETE AS REQUIRED.

No payment will be made until the contract is approved by the Contracting Officer. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract.

The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in currency.

Sec. 3.04 Location of Work

Procurement Officer Note: Enter Appropriate Information. Alter, Revise, Or delete As Required.

procurement officer note: The following clause must be included in all solicitations. Do not alter, revise or delete this phrase UNLESS A WAIVER HAS BEEN APPROVED BY THE CHIEF PROCUREMEnt OFFICER. (Ref. AAM 81.015).

By signature on their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive, or cancel the contract.

Procurement Officer Note: Enter Appropriate Information. Alter, Revise, Or delete As Required.

Sec. 3.05 Subcontractors

Procurement Officer Note: REVISE as REQUIRED.

Subcontractors will not be allowed.

Sec. 3.06 Joint Ventures

Procurement Officer Note: Revise As Required.

Joint ventures will not be allowed.

Sec. 3.07 Right to Inspect Place of Business

Procurement Officer Note: Alter, Revise, Or Delete As Required.

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

Sec. 3.08 F.O.B. Point

Procurement Officer Note: Delete if goods will not be PURCHASED as a result of this contract.

All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all prices offered must include the delivery costs to any location within the State of .

Contract Personnel

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED.

Any change of the project team members named in the proposal must be approved, in advance and in writing, by the project director. Personnel changes that are not approved by the state may be grounds for the state to terminate the contract.

Inspection & Modification - Reimbursement for Unacceptable Deliverables

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED.

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

Liquidated Damages

Procurement Officer Note: ENTER APPROPRIATE INFORMATION. ALTER, REVISE, OR DELETE AS REQUIRED.

LIQUIDATED DAMAGES CLAUSES ARE NOT GENERALLY REQUIRED

MAKE SURE YOU REALLY NEED IT BEFORE YOU SPECIFY IT

IF YOU DECIDE TO INCLUDE A LIQUIDATED DAMAGES CLAUSE YOU MUST INDICATE THE AMOUNT

The amount of liquidated damages must be reasonable, you must

have a reasonable method to determine what amount will be used

EXPLAIN HOW YOU ARRIVED AT THAT AMOUNT

SPECIFY THE CONDITIONS UNDER WHICH YOU WILL INVOKE THE PROVISION

The state will include liquidated damages in this contract to ensure its timely completion. The amount of actual damages will be difficult to determine. For the purposes of this contract the state has set the rate of liquidated damages at $785.00 per day. This amount is based on our standard shop labor rate. If the contractor fails to deliver, the state will begin to collect liquidated damages to the time it takes to find replacement parts.

Contract Changes - Unanticipated Amendments

Procurement Officer Note: ENTER APPROPRIATE INFORMATION. ALTER, REVISE, OR DELETE AS REQUIRED.

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the project director has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Contracting Officer.

Nondisclosure and Confidentiality

Procurement Officer Note: This clause must be included when a contractor might have access to confidential information such as the state’s technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

Insurance Requirements

Procurement Officer Note: tHIS SECTION SHOULD NOT BE ALTERED OR DELETED.

The successful offeror must provide proof of workers' compensation insurance prior to contract approval.

The successful offeror must secure the insurance coverage required by the state. The coverage must be satisfactory to the Department of Administration Division of Risk Management. An offeror's failure to provide evidence of such insurance coverage is a material breach and grounds for withdrawal of the award or termination of the contract.

Procurement Officer Note: APPENDIX B2 REQUIRES PROFESSIONAL LIABILITY COVERAGE AND SHOULD BE USED WHEN CONTRACTING FOR PHYSICIANS, DENTISTS, ATTORNEYS, ARCHITECTS, ENGINEERS, ACCOUNTANTS, INSURANCE AGENTS AND BROKERS, APPRAISERS, LOSS CLAIMS ADJUSTERS, TAX CONSULTANTS, RISK MANAGEMENT and INSURANCE CONSULTANTS, INVESTMENT BROKERS, AND INVESTMENT and DIVESTITURE CONSULTANTS.

APPENDIX B1 SHOULD BE USED IN ALL OTHER APPLICATIONS.

FOR ASSISTANCE ON INSURANCE REQUIREMENTS, CONTACT THE DEPARTMENT OF ADMINISTRATION, DIVISION OF RISK MANAGEMENT.

CHOOSE APPROPRIATE FORM.

Offerors must review form APPENDIX B1, attached, for details on required coverage. No alteration of these requirements will be permitted without prior written approval from the Department of Administration, Division of Risk Management. Objections to any of the requirements in APPENDIX B1 must be set out in the offeror’s proposal.

Termination for Default

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED.

If the project director determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all of the remaining work.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 8. EXHIBITS.

Section 4.
PROPOSAL FORMAT AND CONTENT

Procurement Officer Note: THE INFORMATION YOU PROVIDE IN THIS SECTION SHOULD HELP offerors UNDERSTAND HOW YOU WANT THEIR PROPOSALS STRUCTURED AND IDENTIFY ITEMS YOU WANT THEM TO EMPHASIZE.

Introduction

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED.

Proposals must include the complete name and address of offeror’s firm and the name, mailing address, and telephone number of the person the state should contact regarding the proposal.

Proposals must confirm that the offeror will comply with all provisions in this RFP; and, if applicable, provide notice that the firm qualifies as an Alaskan bidder. Proposals must be signed by a company officer empowered to bind the company. An offeror's failure to include these items in the proposals may cause the proposal to be determined to be non-responsive and the proposal may be rejected.

Sec. 4.01 Proposal Format and Content

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED.

The state discourages overly lengthy and costly proposals, however, in order for the state to evaluate proposals fairly and completely, offerors must follow the format set out in this RFP and provide all information requested.

Cost Proposal

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED. If possible, you should develop a fill-in-the-blank cost schedule for all offerors to complete.

Cost proposals must include an itemized list of all direct and indirect costs associated with the performance of the contract, including, but not limited to, FOB Anchorage, Alaska.

Evaluation Criteria

Procurement Officer Note: ALTER, or revise as necessary

All proposals will be reviewed to determine if they are responsive. Proposals determined to be responsive will be evaluated using the criterion that is set out in Section 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION.

An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital status, pregnancy, parenthood, disability, or political affiliation of the offeror.

Section 5.
Evaluation CRITERIA AND CONTRACTOR SELECTION

These evaluation criteria should be used as starting points for developing your own criteria specific to your solicitation.

A good evaluation criteria is:

Open ended. Avoid “yes or no” questions.

Are tied to something you are asking for in Section 4.

Are reasonable, realistic, and clearly worded.

Remember, if you don’t include an evaluation criteria for it, you cannot score it!

Adjust the total number of points as necessary, remember to account for the 10% Alaska Offerors Preference.

THE TOTAL NUMBER OF POINTS USED TO SCORE THIS PROPOSAL IS 100

Sec. 5.01 MAINTENANCE DOCUMENTATION (30%)

Proposals will be evaluated against the questions set out below.

1. Are maintenance records available for this equipment?

a. Did bidder provide records?

2. Was this used in a rental fleet?

3. Will owners/maintenance manuals be provided?

4. Is there any warranty remaining or is there warranty available to be purchased?

a. Did bidder provide warranty details

5. How many hours/miles are on the meter?

6. Did bidder provide pictures?

7. Guaranteed Delivery within 30 days?

Contract Cost (60%)

Overall, a minimum of 60% of the total evaluation points will be assigned to cost. The cost amount used for evaluation may be affected by one or more of the preferences referenced under Section 6.12.

Converting Cost to Points

Procurement Officer Note: THIS SECTION SHOULD NOT BE ALTERED OR DELETED.

The lowest cost proposal will receive the maximum number of points allocated to cost. The point allocations for cost on the other proposals will be determined through the method set out in Section 3.15.

Alaska Offeror Preference (10%)

Procurement Officer Note: THIS SECTION SHOULD NOT BE ALTERED OR DELETED.

If an offeror qualifies for the Alaska Bidder Preference, the offeror will receive an Alaska Offeror Preference. The preference will be 10% of the total available points. This amount will be added to the overall evaluation score of each Alaskan offeror.

Section 6.
GENERAL PROCESS INFORMATION

Informal Debriefing

Procurement Officer Note: ALTER, REVISE, OR DELETE AS REQUIRED.

When the contract is completed, an informal debriefing may be performed at the discretion of the project director. If performed, the scope of the debriefing will be limited to the work performed by the contractor.

Alaska Business License and Other Required Licenses

Procurement Officer Note: This Section Should Not Be Altered Or Deleted.

Prior to the award of a contract, an offeror must hold a valid Alaska business license. However, in order to receive the Alaska Bidder Preference and other related preferences, such as the Alaska Veteran and Alaska Offeror Preference, an offeror must hold a valid Alaska business license prior to the deadline for receipt of proposals. Offerors should contact the Department of Commerce, Community and Economic Development, Division of Corporations, Business, and Professional Licensing, PO Box 110806, Juneau, Alaska 99811-0806, for information on these licenses. Acceptable evidence that the offeror possesses a valid Alaska business license may consist of any one of the following:

• copy of an Alaska business license;

• certification on the proposal that the offeror has a valid Alaska business license and has included the license number in the proposal;

• a canceled check for the Alaska business license fee;

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

• a sworn and notarized statement that the offeror has applied and paid for the Alaska business license.

You are not required to hold a valid Alaska business license at the time proposals are opened if you possess one of the following licenses and are offering services or supplies under that specific line of business:

• fisheries business licenses issued by Alaska Department of Revenue or Alaska Department of Fish and Game,

• liquor licenses issued by Alaska Department of Revenue for alcohol sales only,

• insurance licenses issued by Alaska Department of Commerce, Community and Economic Development, Division of Insurance, or

• Mining licenses issued by Alaska Department of Revenue.

Prior the deadline for receipt of proposals, all offerors must hold any other necessary applicable professional licenses required by Alaska Statute.

Sec. 6.01 Site Inspection

Procurement Officer Note: Alter, Revise, Or Delete As Required.

The state may conduct on-site visits to evaluate the offeror's capacity to perform the contract. An offeror must agree, at risk of being found non-responsive and having its proposal rejected, to provide the state reasonable access to relevant portions of its work sites. Individuals designated by the procurement officer at the state’s expense will make site inspection.

Clarification of Offers

In order to determine if a proposal is reasonably susceptible for award, communications by the procurement officer or the proposal evaluation committee (PEC) are permitted with an offeror to clarify uncertainties or eliminate confusion concerning the contents of a proposal. Clarifications may not result in a material or substantive change to the proposal. The evaluation by the procurement officer or the PEC may be adjusted as a result of a clarification under this section.

Sec. 6.02 Discussions with Offerors

Procurement Officer Note: Alter, Revise, Or Delete As Required.

Discussions Held Must Be Accessible To prospective offerors With Disabilities. This Means that The Location Must Be Accessible.

In Addition, Signing Interpreters Or other Accommodations Must Be Provided If Required.

The state may conduct discussions with offerors in accordance with AS 36.30.240 and 2 AAC 12.290. The purpose of these discussions will be to ensure full understanding of the requirements of the RFP and proposal. Discussions will be limited to specific sections of the RFP or proposal identified by the procurement officer. Discussions will only be held with offerors who have submitted a proposal deemed reasonably susceptible for award by the procurement officer. Discussions, if held, will be after initial evaluation of proposals by the procurement officer or the PEC. If modifications are made as a result of these discussions they will be put in writing. Following discussions, the procurement officer may set a time for best and final proposal submissions from those offerors with whom discussions were held. Proposals may be reevaluated after receipt of best and final proposal submissions.

If an offeror does not submit a best and final proposal or a notice of withdrawal, the offeror’s immediate previous proposal is considered the offeror’s best and final proposal.

Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for discussions so that reasonable accommodation can be made. Any oral modification of a proposal must be reduced to writing by the offeror.

Sec. 6.03 Evaluation of Proposals

Procurement Officer Note: REVISE AS REQUIRED. Cost Must Be An Evaluation Factor Unless The service Sought Is An Architectural, Engineering, Or Land Surveying Contract, That Is Selected In Accordance With As 36.30.270 (A)

The procurement officer, or an evaluation committee made up of at least three state employees or public officials, will evaluate proposals. The evaluation will be based solely on the evaluation factors set out in SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

Contract Negotiation

Procurement Officer Note: This Section Should Not Be Altered Or Deleted.

After final evaluation, the procurement officer may negotiate with the offeror of the highest-ranked proposal. Negotiations, if held, shall be within the scope of the request for proposals and limited to those items which would not have an effect on the ranking of proposals. If the highest-ranked offeror fails to provide necessary information for negotiations in a timely manner, or fails to negotiate in good faith, the state may terminate negotiations and negotiate with the offeror of the next highest-ranked proposal. If contract negotiations are commenced, they may be held at State Equipment Fleet HQ in Anchorage, Alaska.

If the contract negotiations take place in Anchorage, Alaska, the offeror will be responsible for their travel and per diem expenses.

Sec. 6.04 Failure to Negotiate

Procurement Officer Note: Alter, Revise, Or Delete As Required.

If the selected offeror

• fails to provide the information required to begin negotiations in a timely manner; or

• fails to negotiate in good faith; or

• indicates they cannot perform the contract within the budgeted funds available for the project; or

• if the offeror and the state, after a good faith effort, simply cannot come to terms,

The state may terminate negotiations with the offeror initially selected and commence negotiations with the next highest ranked offeror.

Sec. 6.05 Offeror Notification of Selection

Procurement Officer Note: This Section Should Not Be Altered Or Deleted.

After the completion of contract negotiation the procurement officer will issue a written Notice of Intent to Award (NIA) and send copies to all offerors. The NIA will set out the names of all offerors and identify the proposal selected for award.

Sec. 6.06 Protest

Procurement Officer Note: This Section Should Not Be Altered Or Deleted. However, If a shortened public notice period is used, or if a pre-proposal conference is held within 12 days of the proposal due date, a protest does not have to be filed at least ten days before the deadline. Protests may be filed anytime before the deadline set for receipt of proposals (ref. 36.30.565). If that is the case, modify the third paragraph below.

AS 36.30.560 provides that an interested party may protest the content of the RFP.

An interested party is defined in 2 AAC 12.990(a) (7) as "an actual or prospective bidder or offeror whose economic interest might be affected substantially and directly by the issuance of a contract solicitation, the award of a contract, or the failure to award a contract."

If an interested party wishes to protest the content of a solicitation, the protest must be received, in writing, by the procurement officer at least ten days prior to the deadline for receipt of proposals.

AS 36.30.560 also provides that an interested party may protest the award of a contract or the proposed award of a contract.

If an offeror wishes to protest the award of a contract or the proposed award of a contract, the protest must be received, in writing, by the procurement officer within ten days after the date the Notice of Intent to Award the contract is issued.

A protester must have submitted a proposal in order to have sufficient standing to protest the proposed award of a contract. Protests must include the following information:

• the name, address, and telephone number of the protester;

• the signature of the protester or the protester's representative;

• identification of the contracting agency and the solicitation or contract at issue;

• a detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and the form of relief requested.

Protests filed by telex or telegram are not acceptable because they do not contain a signature. Fax copies containing a signature are acceptable.

The procurement officer will issue a written response to the protest. The response will set out the procurement officer's decision and contain the basis of the decision within the statutory time limit in AS 36.30.580. A copy of the decision will be furnished to the protester by certified mail, fax or another method that provides evidence of receipt.

All offerors will be notified of any protest. The review of protests, decisions of the procurement officer, appeals, and hearings, will be conducted in accordance with the State Procurement Code (AS 36.30), Article 8 "Legal and Contractual Remedies.”

Application of Preferences

Procurement Officer Note: THis Section Should Not Be Altered Or Deleted.

Certain preferences apply to all contracts for professional services, regardless of their dollar value. The Alaska Bidder, Alaska Veteran, and Alaska Offeror preferences are the most common preferences involved in the RFP process. Additional preferences that may apply to this procurement are listed below. Guides that contain excerpts from the relevant statutes and codes, explain when the preferences apply and provide examples of how to calculate the preferences are available at the Department of Administration, Division of General Service’s web site:

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