ITB 2527H026 As Needed AC & Refrigeration Service

STATE OF ALASKA
INVITATION TO BID (ITB)
AS NEEDED AC & REFRIGERATION SERVICE
ITB 2527H026
ISSUED SEPTEMBER 25, 2026
The Department of Transportation and Public Facilities Division of Program Management and Administration is
soliciting bids for As Needed AC & Refrigeration Service for various locations in Northern Region Alaska.
IMPORTANT NOTICE: If you received this solicitation from the State of Alaska's "Online Public Notice" web site, you must register with the
Procurement Officer listed below if you desire to receive notification of subsequent amendments to the solicitation.
BIDDER'S NOTICE: By signature on this form, the bidder certifies that they comply with the following:
(1) the bidder has a valid Alaska business license or will obtain one prior to award of any contract resulting from this ITB. If the bidder possesses a valid
Alaska business license, the license number must be written below or one the following forms of evidence must be submitted with the bid:
* a canceled check for the business license fee;
* a copy of the business license application with a receipt date stamp from the State's business license office;
* a receipt from the State's business license office for the license fee;
* a copy of the bidder's valid business license;
* a sworn notarized affidavit that the bidder has applied and paid for a business license;
(2) the price(s) submitted was arrived at independently and without collusion, under penalty of perjury, and that the bidder is complying with:
* the laws of the State of Alaska;
* the applicable portion of the Federal Civil Rights Act of 1964;
* the Equal Employment Opportunity Act and the regulations issued thereunder by the state and federal government;
* the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the state and federal government;
* the bid will remain open and valid for at least 90 days;
* all terms and conditions set out in this Invitation to Bid (ITB).
If a bidder does not hold an Alaska Business License (1) at the time designated in the ITB for opening the state will disallow the Alaska Bidder Preference.
Bids must also be submitted under the name as appearing on the bidder's current Alaska business license in order to receive the Alaska Bidder Preference.
If a bidder fails to comply with (2) of this paragraph, the state may reject the bid, terminate the contract, or consider the contractor in default.
Department of Transportation & Public Facilities
Division of Program Management and Administration COMPANY SUBMITTING BID
AUTHORIZED SIGNATURE
PROCUREMENT OFFICER:
Adam Tolles PRINTED NAME
PHONE: (907) 451-1625
EMAIL: adam.tolles@alaska.gov DATE

STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
TABLE OF CONTENTS
SECTION 1. INTRODUCTION & INSTRUCTIONS ...............................................................................................4
SEC. 1.01 PURPOSE OF THE ITB............................................................................................................................................................................................ 4
SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS ............................................................................................................................................................................. 4
SEC. 1.03 REQUIRED REVIEW .............................................................................................................................................................................................. 4
SEC. 1.04 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS ................................................................................................................................................ 4
SEC. 1.05 RETURN INSTRUCTIONS ........................................................................................................................................................................................ 4
SEC. 1.06 ASSISTANCE TO BIDDERS WITH A DISABILITY.............................................................................................................................................................. 5
SEC. 1.07 AMENDMENTS TO BIDS ........................................................................................................................................................................................ 5
SEC. 1.08 AMENDMENTS TO THE ITB .................................................................................................................................................................................... 5
SEC. 1.09 ITB SCHEDULE .................................................................................................................................................................................................... 5
SEC. 1.10 ALTERNATE BIDS ................................................................................................................................................................................................. 6
SEC. 1.11 SUPPORTING INFORMATION .................................................................................................................................................................................. 6
SEC. 1.12 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER .................................................................................................................................................... 6
SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION ........................................................................7
SEC. 2.01 SCOPE OF WORK ................................................................................................................................................................................................. 7
SEC. 2.02 CONTRACT TERM .............................................................................................................................................................................................. 11
SEC. 2.03 CONTRACT TYPE ............................................................................................................................................................................................... 11
SEC. 2.04 PAYMENT FOR STATE PURCHASES ......................................................................................................................................................................... 11
SEC. 2.05 ELECTRONIC PAYMENTS ..................................................................................................................................................................................... 11
SEC. 2.06 SERVICE DEFICIENCY CLAIMS ................................................................................................................................................................................ 12
SEC. 2.07 CONTRACT ADMINISTRATION .............................................................................................................................................................................. 12
SEC. 2.08 CONTRACT PRICE ADJUSTMENTS .......................................................................................................................................................................... 12
SEC. 2.09 CONTRACT PERFORMANCE LOCATION ................................................................................................................................................................... 13
SEC. 2.10 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED ............................................................................................................................................. 13
SEC. 2.11 SUBCONTRACTORS ............................................................................................................................................................................................ 13
SEC. 2.12 JOINT VENTURES ............................................................................................................................................................................................... 13
SEC. 2.13 RIGHT TO INSPECT PLACE OF BUSINESS .................................................................................................................................................................. 13
SEC. 2.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES .................................................................................................... 14
SEC. 2.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS ............................................................................................................................................ 14
SEC. 2.16 CONTINUING OBLIGATION OF CONTRACTOR ........................................................................................................................................................... 14
SEC. 2.17 BILLING INSTRUCTIONS....................................................................................................................................................................................... 14
SEC. 2.18 INSURANCE ..................................................................................................................................................................................................... 14
SEC. 2.19 INDEMNIFICATION ............................................................................................................................................................................................ 15
SEC. 2.20 ESTIMATED QUANTITIES ..................................................................................................................................................................................... 16
SEC. 2.21 NONDISCLOSURE AND CONFIDENTIALITY ................................................................................................................................................................ 16
SECTION 3. BID FORMAT AND CONTENT ..................................................................................................... 17
SEC. 3.01 BID FORMS ...................................................................................................................................................................................................... 17
SEC. 3.02 PRICES ............................................................................................................................................................................................................ 17
SECTION 4. EVALUATION AND CONTRACTOR SELECTION ............................................................................. 18
SEC. 4.01 EVALUATION OF BIDS ......................................................................................................................................................................................... 18
SEC. 4.02 APPLICATION OF PREFERENCES ............................................................................................................................................................................ 18
SEC. 4.03 ALASKA BIDDER PREFERENCE ............................................................................................................................................................................... 18
SEC. 4.04 ALASKA VETERAN PREFERENCE ............................................................................................................................................................................. 19
SEC. 4.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE ..................................................................................................................................................... 19
SEC. 4.06 EMPLOYMENT PROGRAM PREFERENCE .................................................................................................................................................................. 20
SEC. 4.07 ALASKANS WITH DISABILITIES PREFERENCE ............................................................................................................................................................. 20
SEC. 4.08 PREFERENCE QUALIFICATION LETTER ..................................................................................................................................................................... 20
SEC. 4.09 EXTENSION OF PRICES ........................................................................................................................................................................................ 20
SEC. 4.10 METHOD OF AWARD.......................................................................................................................................................................................... 20
SEC. 4.11 NOTICE OF INTENT TO AWARD ............................................................................................................................................................................. 20
SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION .......................................................................... 21
SEC. 5.01 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES ....................................................................................................................................... 21
SEC. 5.02 AUTHORITY ..................................................................................................................................................................................................... 21
SEC. 5.03 COMPLIANCE ................................................................................................................................................................................................... 21
SEC. 5.04 SUITABLE MATERIALS, ETC. ................................................................................................................................................................................. 21
SEC. 5.05 SPECIFICATIONS ................................................................................................................................................................................................ 22
SEC. 5.06 WORKMANSHIP AND MATERIALS .......................................................................................................................................................................... 22
SEC. 5.07 ORDER DOCUMENTS .......................................................................................................................................................................................... 22
SEC. 5.08 HUMAN TRAFFICKING ........................................................................................................................................................................................ 22
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
SEC. 5.09 RIGHT OF REJECTION ......................................................................................................................................................................................... 22
SEC. 5.10 STATE NOT RESPONSIBLE FOR PREPARATION COSTS .................................................................................................................................................. 23
SEC. 5.11 DISCLOSURE OF BID CONTENTS ............................................................................................................................................................................ 23
SEC. 5.12 ASSIGNMENTS .................................................................................................................................................................................................. 23
SEC. 5.13 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM) ....................................................................................................................................................... 23
SEC. 5.14 DEFAULT ......................................................................................................................................................................................................... 24
SEC. 5.15 DISPUTES ........................................................................................................................................................................................................ 24
SEC. 5.16 SEVERABILITY ................................................................................................................................................................................................... 24
SEC. 5.17 CONTRACT CANCELLATION .................................................................................................................................................................................. 24
SEC. 5.18 GOVERNING LAW; FORUM SELECTION ................................................................................................................................................................... 24
SEC. 5.19 QUALIFIED BIDDERS ........................................................................................................................................................................................... 24
SEC. 5.20 FEDERALLY IMPOSED TARIFFS .............................................................................................................................................................................. 25
SEC. 5.21 PROTEST ......................................................................................................................................................................................................... 25
SECTION 6. ATTACHMENTS ........................................................................................................................ 27
SEC. 6.01 ATTACHMENTS ................................................................................................................................................................................................ 27
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
SECTION 1. INTRODUCTION & INSTRUCTIONS
SEC. 1.01 PURPOSE OF THE ITB
The Department of Transportation & Public Facilities (DOT&PF), Division of Program Management and
Administration (PMA), is soliciting bids for an As Needed Air Conditioning and Refrigeration Service contract for
various Division of Facility Services (DFS) locations in Northern Region Alaska.
SEC. 1.02 DEADLINE FOR RECEIPT OF BIDS
Bids must be received no later than 11:00 AM Alaska Time on October 20, 2026 at which time they will be publicly
opened. Late bids or amendments will be considered non-responsive and will not be opened or accepted for
evaluation.
SEC. 1.03 REQUIRED REVIEW
Bidders shall carefully review this ITB for defects and questionable or objectionable material. Comments
concerning defects and questionable or objectionable material in the ITB should be made in writing and received
by the Procurement Officer at least ten days before the deadline for receipt of bids. This will allow time for an
amendment to be issued if one is required. It will also help prevent the opening of a defective bid, upon which
award cannot be made, and the resultant exposure of bidders' prices.
SEC. 1.04 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS
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 ITB. These questions may be answered over email. Other questions may be
more complex and may require a written amendment to the ITB. The Procurement Officer will make that decision.
SEC. 1.05 RETURN INSTRUCTIONS
Bidders must submit one hard copy of their entire bid, in writing, to the Procurement Officer in a sealed package.
The sealed bid package must be addressed as follows:
If using U.S. mail, delivery service, or courier, please use the following address:
Department of Transportation & Public Facilities
Division of Program Management & Administration
Attention: Adam Tolles
Invitation to Bid (ITB) Number: 2527H026
ITB Title: As Needed AC & Refrigeration Service
2301 Peger Road
Fairbanks, AK 99709
If submitting your bid via email, the entire bid may be emailed to dotnrprocurement@alaska.gov and must
contain the ITB number in the subject line of the email. The maximum size of a single email (including all text and
attachments) that can be received by the state is 20mb (megabytes). If the email containing the bid exceeds this
size, the bid must be sent in multiple emails that are each less than 20 megabytes and each email must comply
with the requirements described above.
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
If submitting in person, the bid must be hand-delivered to Procurement at 2301 Peger Road, Building #4. Building
#4 is located behind the main DOT office building and can be accessed via the south parking lot.
Please note that email transmission is not instantaneous. Like sending a hard copy bid, if you are emailing your
bid, the state recommends sending it enough ahead of time to ensure the email is delivered by the deadline for
receipt of bids.
It is the bidder's responsibility to contact the issuing agency at 907-451-2222 to confirm that the entire bid has
been received. The state is not responsible for unreadable, corrupt, or missing attachments.
SEC. 1.06 ASSISTANCE TO BIDDERS WITH A DISABILITY
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 submit a bid should contact the
Procurement Officer no later than ten days prior to the closing of the bid to make any necessary arrangements.
SEC. 1.07 AMENDMENTS TO BIDS
Amendments to or withdrawals of bids will only be allowed if acceptable requests are received prior to the
deadline that is set for receipt of bids, in accordance with 2 AAC 12.140. No amendments or withdrawals will be
accepted after the deadline unless the delay is due to an error of the contracting agency, in accordance with 2
AAC 12.160.
SEC. 1.08 AMENDMENTS TO THE ITB
If an amendment is issued before the deadline for receipt of bids, the amendment will be posted on the State of
Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who
were notified of the ITB and to those who have registered with the Procurement Officer after receiving the ITB
from the OPN.
SEC. 1.09 ITB SCHEDULE
The ITB schedule below 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 bids, is delayed, the rest of the schedule may be
shifted accordingly. All times are Alaska Standard Time (AST).
ACTIVITY TIME DATE
Issue Date / ITB Released N/A September 25, 2026
Deadline for Receipt of Bids / Bid Due Date 11:00 AM October 20, 2026
Bid Evaluations Complete N/A October 21, 2026
Notice of Intent to Award N/A October 21, 2026
Contract Issued N/A November 2, 2026
This ITB does not, by itself, obligate the state. The state's obligation will commence when the contract is approved
by the Commissioner of the Department of Transportation & Public Facilities, or the Commissioner's designee.
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.
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
SEC. 1.10 ALTERNATE BIDS
Bidders may only submit one bid for evaluation. In accordance with 2 AAC 12.830 alternate bids (bids that offer
something different than what is asked for) will be rejected.
SEC. 1.11 SUPPORTING INFORMATION
Provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the state reserves
the right to request supplemental information from the bidder, after the bids have been opened, to ensure that
the products or services offered completely meet the ITB requirements. The requirement for such supplemental
information will be at the reasonable discretion of the state and may include the requirement that a bidder will
provide a sample product(s) so that the state can make a first-hand examination and determination.
A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the
state, may cause the state to consider the offer non-responsive and reject the bid.
SEC. 1.12 FIRM, UNQUALIFIED, AND UNCONDITIONAL OFFER
To be responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all the material
terms of the ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included
as material terms are those which are clearly identified in the ITB, and which must be complied with at risk of bid
rejection for non-responsiveness.
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION
SEC. 2.01 SCOPE OF WORK
This Invitation to Bid (ITB) is intended to result in a contract for as-needed commercial air conditioning (A/C) and
refrigeration maintenance, diagnostic, troubleshooting, repair, and related services for existing equipment
located at Department of Transportation & Public Facilities (DOT&PF) Northern Region facilities. Services shall
be performed only when requested and authorized by the Project Manager.
1.0 Scope
1.1 Provide the DFS Northern Region with qualified Air Conditioning & Refrigeration service and repair on an
hourly, as-needed basis for urgent-need support, pre-arranged preventive maintenance, and refrigerant
handling and charging on AC&R equipment in the Northern Region of Alaska. These services support the
normal facilities operations conducted by DOT&PF, Northern Region, Maintenance and Operations, and
Public Facilities Section.
1.2 Perform services in accordance with current ASHRAE, NEC, IMC, and EPA standards and guidelines, with
particular attention to equipment manufacturers' recommendations and limitations.
1.3 Current Locations and Systems. The locations and systems listed below serve as the equipment
reference for this as-needed service contract. Work will be performed only when requested and
authorized by the Project Manager. A Work Order will be issued for all requested services under the
resulting contract.
Site Address Equipment
A Regional Public Health Center 1025 West Rooftop unit and piping; commercial refrigerator; one split
Barnette, Fairbanks, AK system
Snyder General- ALP045C-X
B Department of Natural Resources 3700 Ground-level outdoor unit and piping; one split unit:
Airport Way, Fairbanks, AK York- YCAL0052EE
C Fairbanks Regional Office Building 675 7th Large commercial 120-ton water-cooled, 2-circuit, scroll-
Ave, Fairbanks, AK compressor R-410 refrigerant chiller with remote condenser
(Daikin WGZ130DW with KRACK LAV-24 condenser)
Liebert Condenser
D Hunter Education 1501 College Road, Lennox 10ACB30-9P
Fairbanks, AK Lennox 10ACB60-10P
Lennox 10ACB18-9P
E Peger Road Complex 2301 Peger Rd, Five separate rooftop condensing units on various buildings:
Fairbanks, AK Three Bard units
1 split system - Carrier
1 Daikin
F Rabinowitz Courthouse 101 Lacey St, Liebert Condenser
Fairbanks, AK
G Nome ARFF Mechanical A/C system: Liebert Condenser
H Dalton Highway, Jim River, Deadhorse, and "Air Stack" foundation freeze system: McQuay Model-
Point Barrow ACZ013ASS12-ER11
2.0 General
2.1 The Contractor shall provide all labor, equipment, tools, materials, supervision, transportation,
subsistence, and other incidentals necessary to perform all services.
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
2.2 All work and scheduling shall be under the direction of the Project Manager or their designee. A Work
Order will be issued for all requested services under the resulting contract.
2.3 The State reserves the right to increase or decrease the number of State facilities as additional buildings
or systems come online within the DOT Northern Region. Any added facilities or systems must be
approved by the Project Manager and must remain within the scope and service limits of this contract.
2.4 The Contractor warrants and guarantees to the State that all work will conform to the contract
documents and all applicable codes and will be free of defects. The Contractor is responsible for the
quality of its own work and inspections, and shall correct all defective work, at its own risk and expense,
within 7 working days.
2.5 Prompt notice of all defects shall be given to the Contractor.
2.6 The Contractor shall respond to emergency calls in the Fairbanks area (Sites A through F) within two (2)
hours on weekdays, and four (4) hours on weekends and holidays. For the Western region and Dalton
district response to emergencies will be specified in the work orders due to location. Emergency service
may be requested verbally by the Project manager and shall be confirmed in writing by email, with a
Work Order issued for the work.
3.0 Contractor Qualifications / Security - Required for Award
3.1 Contractors shall have a minimum of three full-time Journey-Level AC&R Mechanics, each with at least
three (3) years of commercial-sector experience to perform under the resulting contract. Mechanics or
other full-time personnel shall be proficient in reviewing, testing, alarm review, setpoint verification,
and operational troubleshooting of existing DDC systems, as many AC&R systems are controlled by DDC
(automated building controls). Bidders will provide documentation of qualifications and relevant
experience servicing large commercial refrigeration systems over 50 tons in capacity, and the DDC
systems that control and interface with them.
3.2 Contractors shall provide proof of a recycling and recovery program with an EPA-authorized reclamation
plant for a minimum of the past five years.
3.3 Bidders will provide training certification of journeyman mechanics. Evidence will include copies of
training certificates (initial or updated), or a letter documenting a minimum of three years' experience,
for the following systems:
A. Liebert, Daikin, Carrier, Bard, Trane, York and KRACK equipment, and any other manufacturer of
equipment identified in Section 1.3.
B. Documentation of continuing education for staff in advancing A/C and refrigeration technologies.
3.4 The Contractor shall hold a current Alaska business license and all contractors' registrations and licenses
required by the State of Alaska to perform mechanical, refrigeration, and related work under this
contract, and shall have been so licensed for a minimum of three years. The Contractors shall maintain a
dispatch capability sufficient to meet the emergency response requirements of Section 2.6.
3.5 The Contractor shall provide evidence of a proven record of maintaining equipment of the types
identified, and shall possess the capability - including qualified technicians, technical expertise, and
supporting infrastructure to provide all services required by these specifications.
3.6 The Contractor shall designate a supervisor or primary point of contact for work under this contract who
has five or more years of documented commercial AC&R experience.
3.7 All work performed under this contract requires all technicians performing the work to hold a current
EPA-recognized refrigerant handling card.
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
As Needed AC & Refrigeration Service
3.8 CJIS / Security Clearance Requirements. Each person performing on-site work under this contract at the
Fairbanks Regional Office Building (FROB) or the Fairbanks Rabinowitz Courthouse shall obtain and
maintain Criminal Justice Information Services (CJIS) certificate obtained through the Alaska Department
of Public Safety before performing any on-site work.
The Contractor shall submit the required Alaska Department of Public Safety, Division of Statewide
Services Personnel Security Clearance Form and User Agreement to DOT&PF's designated Terminal
Agency Coordinator (TAC) for processing.
TAC contact: Bonnie Scott
Email: bonnie.scott@alaska.gov
Phone: 907-978-9495
Onsite Contractor personnel performing services at the Fairbanks Rabinowitz Courthouse will provide
any additional information or documentation requested by the Alaska Court System to satisfy its facility
access requirements. Access to the courthouse will not be granted until all applicable security screening
and approval requirements have been completed.
The Contractor is responsible for any fees associated with security clearances and background checks
performed by the Alaska Court System or the Department of Public Safety and will not be compensated
for any costs associated with obtaining these security clearances.
Each background check or clearance may be individually reviewed by the State based on the location of
work, facility occupants, scope of work, and State security interests. Acceptance or denial of any
individual is at the sole discretion of the State.
CJIS clearances remain valid unless revoked, suspended, expired, or otherwise no longer accepted by the
State. Contractor personnel shall complete annual CJIS refresher training as required to maintain
clearance. Background checks shall remain confidential.
The Contractor shall notify the State Project Manager immediately of any change in clearance status,
employee action, arrest, judgment, or criminal activity that could affect the State's acceptance of any
assigned Contractor personnel.
All Contractor personnel working on State premises shall wear visible, company-issued photo
identification and comply with all site-specific security and access requirements. If a Contractor or
subcontractor employee's clearance is revoked, suspended, expired, denied, or otherwise not accepted
by the State, that individual may be denied access to State facilities to perform under the resulting
contract.
3.9 Prior to award, Contractors shall submit a list of proposed onsite employees and include security and
criminal background check information and certification in compliance with the requirements above.
4.0 Workmanship and Materials
4.1 All work shall comply strictly with applicable federal, state, and local regulations, standards, statutes,
and codes governing the work and any related trade work. The most recent edition of any applicable
regulation, standard, statute, document, or code shall govern.
4.2 Contractors will comply with all applicable laws and codes, OSHA safety and health regulations, and the
requirements of any governmental agency with jurisdiction over the work.
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STATE OF ALASKA - INVITATION TO BID ITB 2527H026
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4.3 The Contractor will recover refrigerants as necessary when performing the work, and comply with EPA
regulations for handling, documenting, and disposing of waste or unusable refrigerants.
4.4 The Contractor will tune, troubleshoot, repair, and maintain existing A/C and refrigeration systems in
accordance with accepted industry standards and manufacturers' recommendations. Repair work under
this contract is limited to corrective maintenance and like-for-like replacement of failed or worn
components needed to restore existing system operation. Preventive maintenance checklist tasks
(Attachment 1) will be performed only upon issuance of a Work Order by the Project Manager or their
designee.
4.5 All materials and parts used to repair existing systems must be new, current production, and approved
by the applicable system manufacturer.
4.6 The Contractor is responsible for work-site cleanup and restoration and shall remove and dispose of all
Contractor-generated debris upon completion of work. The Contractor shall protect adjacent surfaces
and other facility systems from damage during performance of the work. Any areas damaged by the
Contractor shall be restored to their prior condition at no expense to the State, to the satisfaction of the
Project Manager.
5.0 Reimbursements
5.1 Rates shall include all incidental costs, including but not limited to estimates, office support, insurance,
basic tools, routine equipment, local dispatch, scheduling, administrative support, overhead, and profit.
There shall be no additional charge for basic tools, equipment, routine shop supplies, or travel within
the Fairbanks area unless specifically authorized in writing by the Project Manager.
5.2 Billable Labor Hours. Labor may be billed only for authorized services performed while Contractor
personnel are physically on site at the assigned facility, or for remote troubleshooting/diagnostics
specifically requested and approved by the Project Manager with the issuance of a work order. Billable
on-site labor begins upon arrival at the work site and ends when personnel leave the work site.
Administrative time, estimating, scheduling, dispatch, routine tool loading, and travel within the
Fairbanks area are not billable unless specifically approved in writing. Travel time is addressed under
Section 5.4 and is not billable unless specifically approved in writing.
5.3 Material compensation will be at actual cost, F.O.B. final destination, with no markup, handling charge,
or other add-on. Evidence of the Contractor's cost - the supplier's invoice - shall be provided to the
Project Manager, who may withhold payment on any invoice until acceptable cost evidence is provided.
The Contractor shall pass through to the State the full benefit of any manufacturer, distributor, or
volume discount, rebate, or credit received on materials furnished under this contract. Contractor
overhead, profit, and the cost of procuring materials are included in the hourly rates established under
Section 5.1 and are not separately reimbursable. Reimbursement for other expenses necessary to carry
out the work, including but not limited to cab fare and parking fees (not parking tickets), shall be at
actual cost, with receipts required.
5.4 Reimbursement for work outside the Fairbanks area:
A. Airfare: regular coach fare (receipts required).
B. Lodging: actual cost (receipts required).
C. Travel time, when specifically approved in writing by the Project Manager before travel occurs,
shall be billed at the travel rate listed on Attachment 2 Bid Schedule. Travel time shall not be
billed at the regular service-call rate or after-hours/overtime rate unless separately authorized
in writing.
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