ITB 26-16-315930 Seward Yard Ballast Supply

Alaska Railroad Corporation
327 W. Ship Creek Avenue, Anchorage, AK 99501
P.O. Box 107500, Anchorage, AK 99510-7500
Tel: 907.265.2218
Fax: 907.265.2439
walkerr@akrr.com
March 25, 2026 INVITATION TO BID
26-16-315930
Seward Yard Ballast Supply
Response Requested,
This form must be completed and returned to insure receipt of future addenda or additional
information. Email this form to: walkerr@akrr.com
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be alerted to addendums by checking with the ARRC procurement officer or by checking
ARRC's internet site: www.alaskarailroad.com, select Corporate and then Procurement,
Solicitations. Bidders must acknowledge the receipt of all issued addendums in their
proposal/bid submittal.
Company __________________________________________________________________________________________
Address __________________________________________________________________________________________
__________________________________________________________________________________________
Contact __________________________________________________________________________________________
Phone __________________________________________________________________________________________
Fax __________________________________________________________________________________________
Email address __________________________________________________________________________________________
Website: www.alaskarailroad.com
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INVITATION TO BID (ITB) NUMBER: 26-16-315930
Seward Yard Ballast Supply
THIS IS NOT AN ORDER DATE ITB ISSUED: March 25, 2026
SEND MAILED BIDS TO: Alaska Railroad Corporation
Rob Walker
327 West Ship Creek Ave.
Anchorage, Alaska 99501
UNTIL 3:00 PM LOCAL TIME, April 15, 2026 THE MAILED BID SHALL CONTAIN THE
FOLLOWING INFORMATION IN THE TITLE WHEN SUBMITTED:
1: Offeror's Name
2: Date and Time for receipt of offer
3: ITB Solicitation number
*Only send required documentation, not the entire ITB solicitation
The Alaska Railroad Corporation ("ARRC") is soliciting bids from interested parties to deliver Type 5
Yard Ballast to designated location at ARRC Seward Yards. Interested parties are invited to submit a
bid to provide said product to ARRC. Bids must be submitted on the bid forms contained herein and
must be delivered to the above address. If mailing, tBhied bsi dr escheailvl ebde ivni aa sfeaaclseidm einlev etlroapnes wmiitshs tihoen boidr
e2m6-a1i6l- w31il5l 9b3e0 c colneasridlye prreidn tneodn o-nr ethspe ofancsei voef .the envelope. Bids must be complete and in U.S. dollars.
See instructions and conditions enclosed herein.
IMPORTANT
: Material associated with this bid may be funded in part by funds from the Federal
Transit Administration ("FTA") and/or the Federal Railroad Administration (FRA), agencies of the
United States Department of Transportation. This solicitation package contains some provisions that
are designated as applicable to FTA and FRA.
Please direct all responses and/or questions concerning this Invitation to Bid to Rob Walker, Alaska
Railroad Corporation, Supply Management, 327 W. Ship Creek Avenue, Anchorage, AK 99501,
telephone number 907-265-2218 or email at walkerr@akrr.com
All questions must be asked prior to close of business March 17, 2023. Any question received after
could result in not being answered.
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ARRC Disadvantaged Business Enterprise (DBE) Program: ARRC is an equal opportunity corporation
that encourages the participation of DBEs as prime contractors and subcontractors on its contracts
funded in whole or in part by the Federal Transit Administration (FTA) or the Federal Highway
Administration (FHWA). The ARRC has a race neutral DBE Program and does not set DBE goals on
individual solicitations. Nonetheless, the ARRC aspires to achieve an overall DBE participation on
federal contracts of 4% in FY 2024-2026. If this contract is funded in whole or in part by funds from
the FTA or the FHWA, it is imperative that you consult the Federal Terms and Conditions portion of
tBhIiDs DsoElRic/itVaEtiNonD.O R TERMS AND CONDITIONS: PROSPECTIVE BIDDERS ARE CAUTIONED TO PAY
PARTICULAR ATTENTION TO THIS CLAUSE.
Bidder/contractor-imposed terms and conditions
which conflict with this Invitation to Bid terms and conditions are considered counter offers and, as
such, will cause the Alaska Railroad Corporation to consider the bid non-responsive. If a bidder
attaches additional terms and conditions as part of the bid, such attachments must be accompanied
by a disclaimer stating that in the event of conflict between the terms and conditions of this Invitation
to Bid and the terms and conditions of the bidder/contractor, the terms and conditions of the
Invitation to Bid will prevail.
The Alaska Railroad is a member of Green Star (http://www.greenstarinc.org/). ARRC
earned an initial Green Star Award in 1994 and a Green Star Air Quality Award in 2007.
The Alaska Railroad considers Green Star membership to be a positive business attribute,
and regards a Green Star award as a tangible sign of an organization's commitment to
environmental stewardship and continual improvement within its operations.
Please direct all responses and/or questions concerning this Invitation to Bid to Rob Walker, Alaska
Railroad Corporation, Supply Management, 327 W. Ship Creek Avenue, Anchorage, AK 99501,
telephone number 907-265-2218 or email at walkerr@akrr.com
Sincerely,
Rob Walker
Logistics Manager
Alaska Railroad Corporation
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INDEX
APPENDIX A MINIMUM QUALIFICATION
APPENDIX B SUPPLY BID FORM
APPENDIX C SPECIFIC TERMS AND CONDITIONS
APPENDIX D STATEMENT OF SERVICES
APPENDIX E SPECIAL PROVISIONS
APPENDIX F COST SCHEDULE
APPENDIX G BIDDERS QUESTIONNAIRE
APPENDIX H GENERAL TERMS AND CONDITIONS
APPENDIX I FEDERAL TERMS AND CONDITIONS
SUBMITTALS: Bids will not be considered if the following documents are not
completely filled out and submitted at the time of bidding:
1. Supply Bid Form
2. Cost Schedule
3. Bidder's Questionnaire
4. Federal Requirements: Appendix H:
22. FTA BUY AMERICA REQUIREMENTS-49 USC 5323(j); 49 CFR Part 661
23. FRA BUY AMERICA REQUIREMENTS-SUPPLIES - 41 USC 10a-d; 48 CFR
Part 25
25. CERTIFICATION REGARDING USE OF CONTRACT FUNDS FOR
LOBBYING-31 USC 1352, 49 CFR Part 19, 20
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APPENDIX A
MINIMUM QUALIFICATIONS
Items to be purchased through this solicitation are important to the operation of the ARRC.
Vendors who respond to this solicitation must meet the following minimum qualifications in order
to be considered responsive:
1. Be the original manufacturer, or a distributor/dealer that is authorized by the
original manufacturer to serve the State of Alaska; and
2. Has the authority and capacity to provide full support for all product warranties,
including technical "trouble shooting" support; and
3. Be able to provide audited financial statements demonstrating the financial ability
to meet the requirements of any order that may result from this solicitation if asked
to do so.
The ARRC may conduct an inspection of the supplier's facility to include its offices and inventory of
the items being solicited prior to contract award. All offers submitted in response to this solicitation
must be signed by an individual with the legal authority to submit the offer on behalf of the
company. Bids/Proposals from vendors that do not meet the above qualifications will not be
considered.
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APPENDIX B
ALASKA RAILROAD CORPORATION
SUPPLY BID FORM
NAME ___________________________________________________
ADDRESS ___________________________________________________
____________________________________________________
To the CONTRACTING OFFICER, ALASKA RAILROAD CORPORATION:
In compliance with your Invitation for Bids No. ______________________, dated
___________________, the Undersigned proposes to furnish and deliver all the supplies, materials or
equipment and perform all the work required in said Invitation according to the specifications and
requirements contained therein and for the amount and prices named herein as indicated on the Cost
Schedule, which is made a part of this Bid.
The Undersigned hereby agrees to execute the said contract and bonds, if any, within Ten (10) Calendar
Days, or such further time as may be allowed in writing by the Contracting Officer, after receiving
notification of the acceptance of this Bid, and it is hereby mutually understood and agreed that in case the
Undersigned does not, the accompanying bid guarantee, if any, shall be forfeited to the Alaska Railroad
Corporation as liquidated damages, and said Contracting Officer may proceed to award the contract to
others.
The Undersigned agrees to commence performance within Ten (10) Calendar Days after the effective
date of the Notice to Proceed and to complete performance by _________________________, unless
extended in writing by the Contracting Officer.
The Undersigned acknowledges receipt of the following addenda to the requirements and/or
specifications for this Invitation for Bids (give number and date of each).
Addendum Number/Dated Addendum Number/Dated Addendum Number/Dated
________________________ _____________________ _______________________
Submission of Bids: If a bidder is unable to email their bid, prior to the closing time and date
they must contact the contracting officer and a Drop Box file location will be provided.
NON-COLLUSION AFFIDAVIT
The Undersigned declares, under penalty of perjury under the laws of the United States, that neither
he/she nor the firm, association, or corporation of which he/she is a member, has, either directly or
indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive bidding in connection with this Bid.
____________________________________________________________________________________
The Undersigned has read the foregoing proposal and hereby agrees to the conditions stated therein by
affixing his/her signature below:
________________________________________ _________________________________
Name and Title of Person Signing Signature
________________________________________ ______________________________________
Telephone Number Facsimile Number Form 395-0132
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APPENDIX C
SPECIFIC TERMS AND CONDITIONS
Any resulting contract from this Invitation to Bid shall incorporate the following terms and conditions
contained in this bid package.
Method of Bidding:
Bids must be submitted in the spaces provided on the bid sheets of this invitation in accordance with the
conditions of bid as stated herein. The bid will not be considered to be complete unless all spaces have
been filled. Consideration for award will be provided to complete bids only. If a bidder wishes to supply
additional information, it may include same along with the bid in the sealed bid envelope.
ARRC Rights in Regard to Bid:
The Alaska Railroad Corporation reserves the right to reject any or all bids, to waive any informality in
bids, to accept in whole or in part such bid or bids as may be deemed in the best interest of the
purchaser.
Bidder/Vendor Terms & Conditions: Prospective Bidders are Cautioned to Pay Particular Attention to this
Clause:
Bidder/contractor imposed terms and conditions which conflict with this Invitation For Bid terms and
conditions are considered counter offers and, as such, will cause the Alaska Railroad Corporation to
consider the bid non-responsive.
If a bidder attaches additional terms and conditions as part of the bid, such attachments must be
accompanied by a disclaimer stating that in the event of conflict between the terms and conditions of this
Invitation For Bid and the terms and conditions of the bidder/contractor, the terms and conditions of the
Invitation For Bid will prevail.
ASSIGNMENT:
The agreement to be established as a result of this solicitation shall not be assigned by the contractor in
whole or in part without the express written consent of the Alaska Railroad Corporation, nor shall the
contractor have the right to authorize or permit the use of the Alaska Railroad Corporation's equipment or
service facilities by third parties without the express written consent of the Alaska Railroad Corporation.
HOLD HARMLESS:
The contractor shall indemnify the Alaska Railroad Corporation against liability and hold it harmless from
loss in respect to any and all claims and demands whatsoever rising out of the performance of this
agreement, save and except the contractor shall not be liable for acts of negligence of Alaska Railroad
Corporation employees acting within the scope of their employment. The Alaska Railroad Corporation
shall not be liable for any costs incurred by the bidder in bid preparation.
WARRANTY:
Contractor shall warrant all equipment offered to be free of defects in materials and workmanship. In the
event of defects in materials and workmanship, Contractor's liability obligations shall be to repair or
replace defective parts or to refund lease payments from the date the Contractor is notified of the defects.
The Contractor shall deliver the equipment to the Delivery Point in first class operating condition and
equipped with all required devices so as to operate under safe, efficient, economical and continuous
service. If the equipment is not delivered in accordance with the foregoing requirements, the Contractor
shall promptly remedy the nonconforming conditions or remove the equipment from the Delivery Point
within forty-eight (48) hours after notice to do so from ARRC, and ARRC shall not be liable for any rental,
transportation or other charges or expenses.
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RISK OF LOSS:
ARRC shall be liable for loss or destruction of the rented equipment from the date of ARRC possession at
the Delivery Point (effective date of rental term) until possession is relinquished to the Contractor's agent
upon expiration/termination of the rental term. ARRC shall not be liable for loss or damage incurred
during Mobilization or Demobilization. In no event shall ARRC be liable for loss of rentals or any other
consequential damages.
CLAIMS:
After the Post-Rental Inspection and Condition Report has been completed and possession of the
equipment is returned to the Contractor or the Contractor's authorized representative, the Contractor shall
have thirty (30) calendar days to make written notice to ARRC for any claims for any such abnormal
conditions other than fair wear and tear as may be detailed on the Post-Rental Inspection and Condition
Report which were not noted on the Pre-Rental Inspection and Condition Report. In no event shall ARRC
be liable for loss of rentals or any other consequential damages.
GOVERNING LAW:
This contract shall be governed by all applicable Federal, State and Municipal laws. All concerning
actions shall be brought in the Superior Court of the State of Alaska.
SIGNATURE:
All offers shall be signed by an individual authorized to bind the respondent to its provisions, dated, have
proper address, and provide contact telephone number. Prices will be firm for ninety (90) days from the
closing date of this solicitation. Prices accepted for an award will be firm throughout the duration of the
contract.
TERMS AND CONDITIONS:
Any resulting contract from this Invitation to Bid shall incorporate the attached general terms and
conditions contained in this bid package.
METHOD OF BIDDING:
Bids must be submitted in the spaces provided on the bid sheets of this invitation in accordance with the
conditions of bid as stated herein. The bid will not be considered to be complete unless all spaces have
been filled in. Consideration for award will be provided to complete bids only. If a bidder wishes to
supply additional information, it may include same along with the bid in the sealed bid envelope.
PRICES:
Prices will be firm for duration of contract after bid opening date.
ALASKA RAILROAD CORPORATION RIGHTS IN REGARD TO BID:
The Alaska Railroad Corporation reserves the right to reject any or all bids, to waive any informality in
bids, to accept in whole or in part such bid or bids as may be deemed in the best interest of the ARRC.
PERFORMANCE ASSURANCES: Before final award of any contract as a result of this Invitation For Bid,
awarded vendor will be required to make adequate assurance of performance in the form of verifiable
information to the contract officer. Failure to make adequate assurance shall by signature of this bid
render the vendor's bid non responsive to this Invitation
BIDDER/VENDOR TERMS AND CONDITIONS:
PROSPECTIVE BIDDERS ARE CAUTIONED TO PAY PARTICULAR ATTENTION TO THIS CLAUSE.
Bidder/contractor imposed terms and conditions which conflict with this Invitation to Bid terms and
conditions are considered counter offers and, as such, will cause the Alaska Railroad Corporation to
consider the bid non-responsive.
If a bidder attaches additional terms and conditions as part of the bid, such attachments must be
accompanied by a disclaimer stating that in the event of conflict between the terms and conditions of this
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Invitation to Bid and the terms and conditions of the bidder/contractor, the terms and conditions of the
Invitation to Bid will prevail.
HOLD HARMLESS:
The contractor shall indemnify the Alaska Railroad Corporation against liability and hold it harmless from
loss in respect to any and all claims and demands whatsoever rising out of the performance of this
agreement, save and except the contractor shall not be liable for acts of negligence of Alaska Railroad
Corporation employees acting within the scope of their employment. The Alaska Railroad Corporation
shall not be liable for any costs incurred by the bidder in bid preparation.
F.O.B. POINT:
Designated location in the ARRC Seward Yard. Exact staging site will be discussed and determined prior
to material being delivered.
.
APPENDIX D
STATEMENT OF SERVICES
SCOPE OF WORK
Scope of this project includes the production, quality control, handling, delivery, and stockpiling
of Type 5 Yard Ballast within the ARRC's rail yards to support Terminal Track Rehabilitation
projects and maintenance tasks across the southern half of the Railbelt. See provided Maps for
stockpile location in Seward.
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APPENDIX E
SPECIAL PROVISIONS
Unless noted otherwise herein, the March 2025 edition of ARRC's Standard Specifications for
Construction (SSC) are to be referenced. Furthermore, unless explicitly noted, "Section" or "subsection"
shall be in reference to the SSC. The above-mentioned reference manual can be found at:
https://www.alaskarailroad.com/sites/default/files/procurement/2025%20ARRC%20SSC.pdf
SECTION 309
RAILROAD BALLAST
309-3.01 MATERIALS.
Delete Subsection in its entirety and replace with the following:
Ballast shall be unloaded as close as possible to the point of use so that unnecessary handling is prevented.
Excess ballast shall be picked up and redistributed at the Contractor's expense. Ballast shall be handled in
such a manner as to ensure it remains clean of deleterious materials and within specifications. The
Contractor shall coordinate work to avoid unnecessary stockpiling of ballast material. In the event that the
material is required to be stockpiled, the Contractor shall take care not to mix in fines and other deleterious
materials. The Contract Manager may reject stockpiled material or require the Contractor to perform
additional testing on field samples if the material does not appear to meet the standard gradation or other
physical properties for ballast specified in Subsection 703-2.17.
Add the following Subsections:
309-4.02 ACCEPTANCE SAMPLING AND TESTING.
Prior to the Contractor entering full production of ballast in support of this Contract, the Contractor is to
ensure that its key personnel have read and thoroughly understand the contents of this portion of the
work. The Contractor's key personnel will determine compliance both visually and through the
implementation of field testing throughout the "Start-up Period." The length of this period is solely
dependent on the Contractor's confidence level in the material it's producing. However, for
payment purposes; the "Start-up Period" shall not exceed ten (10) percent of the total quantity generated
under this Item. Once the Contractor has dialed in their operation, it is to submit its projected gradation to
the Owner for review prior to entering full production. The submitted gradation will become the target
gradation which will be used to track the consistency of the Contractor's material production
operation. Price adjustments will be calculated based on the sieve analysis results as compared to the
gradation envelope outlined in Table 309-1 below. Material found to conform to the Contract Documents
during the "Start-up Period" shall be entered for payment as outlined herein.
A sieve analysis shall be performed, in accordance with ATM 304, Method A (Sieve Analysis of Fine and
Coarse Aggregates and Material Finer than No. 200 Sieve in Mineral Aggregates by Washing), for every
1,000 tons of material produced and/or delivered. The result(s) shall be submitted to the Owner prior to
issuance of payment for the material that said result(s) represents. The Owner shall perform Quality
Assurance testing using a third party testing firm at a minimum frequency of 10% of the Contractor's
required frequency. The Contractor's results will be used to calculate the Ballast Price Adjustment as
mentioned below.
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