Request for Bids - University Davis Building Septic System Replacement

University Davis Building
Septic System
Replacement
Solicitation
July 16, 2026

UNDS Septic System Replacement July 16, 2026
I. Solicitation
Tanana Chiefs Conference (TCC) is soliciting bids from qualified contractors for the replacement of the septic
system for the University Davis Building located at 2175 University Ave, Fairbanks, AK 99709.
Registration/Questions: Each Proposer must register by 5:00 p.m. on July 21, 2026 to submit written questions
and receive addenda notifications. To register, please send an email to Project Managers, Daren Schlotfeldt
(Daren.Schlotfeldt@tananachiefs.org) and Tim Troppmann (Timothy.Troppmann@tananachiefs.org). Include firm
name, address, telephone, email address, and name of contact person. A sample contract will be sent to those
that register.
Minimum Contractor Qualifications: To be eligible to submit a bid for this project, Contractor is required to
demonstrate they have a minimum of three years' construction experience and have completed at least three
projects of similar size and scope.
Written Questions and Addenda Publication: All questions must be submitted in writing to
Daren.Schlotfeldt@tananachiefs.org and Timothy.Troppmann@tananachiefs.org on or before July 23, 2026 by
5:00 PM Alaska Time (AKT).
Bid Submission Deadline: Bids must be received by email no later than July 30, 2026, 2:00 PM (AKT), sent to
Daren.Schlotfeldt@tananachiefs.org and Timothy.Troppmann@tananachiefs.org. Bids received after the time
announced will not be considered, unless otherwise determined by TCC.
Additional bid submission details:
* Only emailed electronic bids will be accepted - recommend setting a delivery and read receipt
* Bids will not be opened publicly
* Faxed bids will not be accepted
II. Project Overview
Tanana Chiefs Conference is a non-profit Tribal Organization who provides health services, education, training,
and work force development opportunities to more than 10,000 Alaska Natives located in 42 Villages throughout
Interior Alaska.
Project Team:
Owner: Tanana Chiefs Conference
Project Manager: Daren Schlotfeldt (Daren.Schlotfeldt@tananachiefs.org)
Tim Troppmann (Timothy.Troppmann@tananachiefs.org)
Designer: AK Built Construction & Design
Project Delivery
Method: Design-Bid-Build
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UNDS Septic System Replacement July 16, 2026
III. Scope of Work
Each bidder shall thoroughly examine the work area and be familiar with the contract documents. The failure or
neglect of a bidder to receive or examine any contract document or any part thereof shall in no way relieve it from
any obligations with respect to its Bid or to the contract. No claim for additional compensation shall be allowed
which is based upon a lack of knowledge of any contract document.
The scope of work includes the following activities:
A. Demolition: Reference Appendix B for site specific drawings.
a. Remove and dispose of existing 2,500 gallon septic tank.
b. Remove and stockpile landscape rock for reinstallation.
c. Where proposed SAS overlaps existing SAS, over excavate a minimum of two feet beyond
proposed SAS limits. Backfill over excavation with classified fill.
d. Remove existing AC pavement to property line.
B. Soil Conditions
a. A test hole will be excavated to collect soil, percolation, and ground water data for the
designed system.
b. Should site conditions differ from the assumed conditions used for design, contractor shall
document conditions and contact TCC project manager to confirm alternative action and
means for financial compensation.
C. New Construction: Reference Appendix B for site specific drawings.
a. Install foundation clean out.
b. Install 2,500 gallon septic tank.
c. Install double clean out.
d. Install 24' W X 90' L bed SAS.
e. Reinstall riprap landscape.
f. Repave parking lot.
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UNDS Septic System Replacement July 16, 2026
g. Topsoil and seed remaining disturbed area.
D. Inspections
a. A substantial completion inspection shall be performed by TCC. One-week minimum notice
is to be provided prior to requesting inspection.
E. Work Plan & Schedule: Immediately after the Notice of Intent to Award, the Contractor is responsible
for developing and submitting a formal Work Plan & Schedule based on procurement of the required
materials and phasing of the project. Contractor shall also submit for approval, product data for all
products incorporated into the work. The Work Plan & Schedule will be used by TCC to notify building
users of upcoming activities and coordination. The Contractor will provide 3-week look ahead
schedule and update the document during construction activities. The Work Plan & Schedule shall be
submitted to TCC for review within 7 working days of the NOITA. Email to TCC Project Manager is an
acceptable method of submitting work plan, schedule, and product data.
a. Work Plan will be reviewed by TCC to coordinate any projects that may be in vicinity of work.
b. Contractor shall plan for and schedule the portion of work associated with the service of the
buildings waste line to be completed after hours and/or weekends to ensure no disruption to
the buildings occupants. The buildings domestic waste service must remain operational
during normal business hours for the duration of the project.
c. TCC intends to cancel any current routine septic pumping services at project start date and
any future pumping service required during the course of construction will be the
responsibility of the contractors to coordinate.
F. Close-Out: Contractor will provide as built drawings denoting variation from design, O&M data as
applicable to equipment, and provide any onsite owner training required to operate and maintain the
equipment safely and effectively.
Schedule
Issue Request for Bids to Contractors July 16, 2026
Deadline for Questions (5:00 PM AKT) July 23, 2026
Receive and Open Bids (2:00 PM AKT) July 30, 2026
Issue Notice of Intent to Award (NOITA) July 31, 2026
Execute Construction Contract/Notice to Proceed August 7, 2026
Substantial Completion September 11, 2026
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UNDS Septic System Replacement July 16, 2026
Complete Construction September 18, 2026
Final Invoice for Services September 24, 2026
All dates are approximate and contingent upon the completion of previous activities.
IV. Work Considerations/Restrictions
A. Site Access: Pedestrian access to adjacent building entrances/exits must be maintained for the
duration of construction. Contractor shall clearly demarcate pedestrian access paths, so they are
easily recognizable and safe.
B. Work Hours: The University Davis Building is occupied from 8am to 5pm Monday - Friday. Contractor
work hours shall not be limited, but will be confirmed and coordinated with the project manager.
C. Contractor Staging Area: A staging area for materials and equipment will be designated, and the
location will be maintained by contractor.
D. Construction Debris: Contractor will not be allowed to utilize existing dumpsters. All construction
debris must be placed in a contractor-controlled dumpster at the end of every shift. Debris will not
be allowed to accumulate on site. Coordinate location of dumpster with the project manager.
E. Restrooms: Restrooms will not be available for Contractor use. Contractor shall provide temporary
on-site provisions for construction personnel use for the duration of construction.
F. Road Closures: Contractor shall be responsible to coordinate any road closures with the appropriate
entities. A minimum of seven (7) days advance notice prior to the shutdown is required.
G. Construction Permit(s): Contractor will be responsible for procuring construction permit(s), including
permit fees, as applicable, prior to start of construction.
H. Inspections: Contractor will be responsible for coordinating substantial completion and final
completion inspections with the appropriate entities. A minimum of five (5) days advance notice prior
to the inspection is required.
I. Weekly Coordination Meetings: Contractor is required to report weekly construction coordination
information with TCC. A weekly progress call or email to the project manager stating current project
conditions is an acceptable format.
J. Protection: Contractor is responsible for protecting and maintaining existing roads, concrete,
asphalt, curbs, landscaping, etc. throughout construction.
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UNDS Septic System Replacement July 16, 2026
K. Safety Considerations: Contractor shall limit dust, excessive noise, and provide traffic controls as
needed to provide a safe work environment. Contractor shall follow all applicable OSHA
requirements for this project.
L. Warranty: Contractor will be required to provide a one (1) year workmanship warranty. The
warranty is to commence upon substantial acceptance of the work by TCC.
V. Alaska Native or American Indian (AN/AI) Requirements
TCC endeavors for its projects to contribute to the growth and development of Alaska Native community we serve.
Therefore, providing employment to AN/AI individuals during the project is required.
The prime contractor and its subcontractor firms are required to employ AN/AI workers in sufficient numbers to
equal, at minimum, 25% of the project's total workload hours. Project's total workload is defined as the sum of
prime contractor and subcontractor hours reported between mobilization and substantial completion.
It is at the contractor's sole discretion the extent of AN/AI employment required of its subcontractors as long as
a minimum 25% of the project's total work load hours can be reported to AN/AI. However, TCC encourages local
labor be sought first to meet AN/AI requirement.
Contractor is required to provide written notice in the event AN/AI requirements cannot be met, local labor
shortages exist, or other AN/AI issues arise.
VI. Bid Submission Requirements
Bidders shall complete the attached Bid Form (Appendix A) signed by an agent authorized to commit the company.
Each Bid shall provide the Bid Amount in figures and in words. Provide a qualifications summary sheet with the
bid form to include years of experience and three similar completed projects including the name, scope of work
and construction cost. Each bidder shall submit their bid in email with the subject line:
"BID - UNDS Septic System Replacement Solicitation".
Each Bid shall include specific acknowledgment of receipt of all addenda issued during the bidding period. Failure
to do so may result in the Bid being rejected as not responsive.
Bidders claiming Native Preference must also submit documentation verifying that they meet the ownership
requirements described in Section VII at the time of bid submission. Failure to provide the required verification
may result in the bidder being deemed ineligible for the preference.
Delivery Instructions: Email bids to Daren.Schlotfeldt@tananachiefs.org and
Timothy.Troppmann@tananachiefs.org no later than the bid submission deadline stated on page 1 of this
solicitation.
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UNDS Septic System Replacement July 16, 2026
VII. Bid Evaluation
The Bid Form will be used to evaluate each bidder. TCC will evaluate bids and select the lowest qualified bidder
subject to TCC's Native Preference Policy described below. Lowest qualified bidder is defined as lowest price bid
submitted and supported with verifiable evidence they meet minimum contractor requirements.
TCC reserves the right to not award any bids, award only certain portion(s) of the scope, or award the full scope
of work. The project will be awarded to one Contractor.
Native Preference:
Native preference will be applied to a bidder's total bid price for evaluation purposes only, in accordance with TCC
policy and TCC Resolution 2026-25, as amended, as follows:
(a) In-Region Native Preference. A contractor qualifying for the in-region Native preference will receive a ten
percent (10%) reduction in its total bid price for evaluation purposes only. To qualify for this preference, the bidder
must be majority-owned (more than 50% ownership interest) by one or more TCC-region tribal members or by a
TCC-region village corporation. The qualifying ownership interest must exceed 50% at the time the bid is
submitted.
(b) Alaska Native Preference. A contractor qualifying for the Alaska Native preference but not qualifying for the
in-region preference described in subsection (a), will receive a five percent (5%) reduction in its total bid price for
evaluation purposes only. To qualify for this preference, the bidder must be majority-owned (more than 50%
ownership interest) by one or more Alaska Native tribal members or by an Alaska Native village corporation. The
qualifying ownership interest must exceed 50% at the time the bid is submitted.
VIII. Terms and Conditions
A. Waiver of Minor Informalities: TCC expressly reserves the right to waive minor informalities,
negotiate changes or reject any and all proposals and to not award the proposed contract, if in its
best interest. "Minor informalities" means matters of form rather than substance which are evident
from the submittal or are insignificant matters that have negligible effect on price, quantity, quality,
delivery or contractual conditions and can be waived or corrected without prejudice to the other
Proposers.
B. Bid Preparation: By submitting a qualifications statement in response to this solicitation, each Bidder
acknowledges that TCC shall not be liable to any person, company or representative for any costs
incurred in preparation of their bid or any costs incurred in anticipation of TCC action approving or
disapproving any proposed agreement.
C. Questions: Only questions answered by formal written addenda to the solicitation will be binding;
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UNDS Septic System Replacement July 16, 2026
oral and other interpretations or clarifications will be without legal effect.
D. Bids: TCC reserves the right to not award any Bids, award only certain segments, or award the full
Bid. The Project will be awarded to one Contractor.
IX. Appendices
* APPENDIX A - Bid Form
* APPENDIX B - Drawings & Supporting Documents
* APPENDIX C - TCC Example Construction Short Form Contract
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APPENDIX A
Bid Form
UNDS Septic System Replacement July 16, 2026
Bid Form