Janitorial Services Contract Invitation for Bid

Kodiak Island Borough
Invitation to Bid
Date: April 24, 2026
Project: KIB Janitorial Services
Contract Number: FY2026-62
This project includes, but is not necessarily limited to:
Contractor is to provide janitorial services for the designated Borough facilities. See floor plans in
Appendix A.
* KIB/City Administration Building
* Kodiak Fisheries Research Center
* Research Corut Apartments
* KIB Landfill Office and Scale Shack
* KIB Cottages (fka Projects Office)
* North Star Facility
Sealed, physical copy, bid packages will be accepted until 2:00pm local time June 2, 2026, at the Office
of Finance, 710 Mill Bay Road, Kodiak, Alaska, 99615. The bids will be publicly opened and read at that
time. Electronic submissions of the bid package will not be accepted.
A mandatory pre-bid conference will be held at 1:30pm local time May 20, 2026, at the Kodiak Island
Borough Conference Room 121, 710 Mill Bay Road, Kodiak, AK, 99615 or via Microsoft Teams. All
interested bidders are encouraged to submit a registration form prior to pre-bid conference to ensure
receipt of notifications. Only registered bidders will receive a link to the Teams meeting a day prior to the
pre-bid conference.
Complete bidding documents for this project are available in electronic form on the Kodiak Island
Borough website, www.kodiakak.us. They may be viewed online and downloaded without charge and
without deposit.
Deadline for questions is 1:00pm local time May 22, 2026. Questions, clarifications, or interpretations
of the Bidding Documents shall be made through a written request to the Project Manager at
EFprojects@kodiakak.us. Any required clarification or interpretation of the Bidding Documents will be
made by Addendum, which will be posted on the Borough website. Only registered bidders will receive
notification that an addendum is available. For further information refer to the Instructions to Bidders.
All bids shall be accompanied by a bid bond, certified check, cashier check or money order in the amount
of not less than five percent (5%) of the total amount bid. Bid bonds shall be in a form satisfactory to the
Borough.
The Borough reserves the right to reject or accept any or all bids, to cancel the procurement, to waive
irregularities or informalities in the bid or in the bidding, to postpone the bid opening, and to give
particular attention to the qualifications of the Bidder.
The current minimum prevailing wage rates as published by the Alaska Department of Labor must be
paid if required by law. If required, certified payrolls must be submitted to the Alaska Department of
Labor. The requirement of the Alaska Employment Preference Act (AS 36.10) must be met. The Borough
encourages disadvantaged, minority, and women owned firms to respond to this invitation to bid (ITB).
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Contract No. FY2026-62

Kodiak Island Borough
Instructions to Bidders
Project: KIB Janitorial Services
Contract Number: FY2026-62
CAUTION:
Your bid may be rejected if it is not properly executed. Check that the following items have been
accomplished to help assure a responsive bid. Please read Sections 6 and 7 carefully.
1. Bidder Registration Form submitted.
2. Bid Form/Schedule
A. The Bid Form/Schedule has been executed and signed.
B. Addendum Acknowledgement Form has been executed and signed.
3. Bid Bond & Performance Bond
A. An executed Bid Security (Bid Bond) in the amount indicated on the ITB.
B. Verify that the Certificate showing the Corporate Principal on the form is executed if
applicable.
C. An executed Performance Bond required after award of contract.
4. Alaska Business License, a of copy your current license must be included.
5. Alaska Contactor Certificate of Registration
A. A copy of your current Alaska Contractor License of Registration in the bidder's name must
be included with the bid.
B. The Contractor is required to verify that the appropriate license(s) is in place prior to
submitting their bid for the project's scope of work.
6. A bid may be rejected if it contains any alterations or erasures that are not initialed by the signer
of the bid.
1.0 DEFINED TERMS. Terms used in these Instructions to Bidders and the Notice Inviting Bids,
which are defined in the General Conditions, have the meanings assigned to them in the General Conditions.
The term "Bidder" means one who submits a Bid directly to the Borough, as distinct from a sub-bidder,
who submits a Bid to a Bidder. The term "Borough" means the Kodiak Island Borough, who is the entity
who administers the invitation to bid, manages the contract, and/or owns the facility or property. The term
"ITB" means invitation to bid.
2.0 INTERPRETATIONS AND ADDENDA.
a. INTERPRETATIONS. Clarification or interpretation of the Bidding Documents shall be
made through a written request to the Project Manager at least five days prior to the date
for receipt of bids (12:00pm local time on December 20, 2024). Questions received less
than seven Days prior to the Deadline for Bids may not be answered. Only questions
answered by formal written Addendum will be binding. Oral and other interpretations or
clarifications will be without legal effect.
b. ADDENDA. Interpretations, corrections, and changes of the Bidding Documents will be
made by Addendum. Addenda will be made available through the Borough website.
Registered Bidders will receive notification that an addendum is available. Bidders are
responsible for downloading the addendum from the Borough website.
3.0 FAIR COMPETITION. More than one Bid from an individual, firm, partnership, corporation, or
association under the same or different names will not be considered. If the Borough believes that any
Bidder is interested in more than one Bid for the work contemplated, all Bids in which such Bidder is
interested will be rejected. If the Borough believes that collusion exists among the Bidders, all Bids will be
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Contract No. FY2026-62

rejected.
4.0 RESPONSIBILITY OF BIDDERS. Only responsive Bids from responsible Bidders will be
considered. A Bid submitted by a Bidder determined to be not responsible may be rejected.
Nothing contained in this section deprives the Borough of its discretion in determining the lowest
responsible bidder. Before a Bid is considered for award, a Bidder may be requested to submit information
documenting its ability and competency to perform the work, according to general standards of
responsibility and any special standards which may apply. It is Bidder's responsibility to submit sufficient,
relevant, and adequate information. Borough will make its determination of responsibility and has no
obligation to request clarification or supplementary information.
5.0 NON-RESPONSIVE BIDS. Only responsive Bids will be considered. Bids may be considered
non-responsive and may be rejected. Some of the reasons a Bid may be rejected for being non- responsive
are:
a. If a Bid is received by the Borough after the Deadline for Bids.
b. If the Bid is on a form other than that furnished by the Borough, or legible copies thereof;
or if the form is altered or any part thereof is detached; or if the Bid is improperly signed.
c. If there are unauthorized additions, conditional or alternate Bids, or irregularities of any
kind which may tend to make the bid incomplete, indefinite, ambiguous as to its meaning,
or in conflict with the Borough's Bid document.
d. If the Bidder adds any unauthorized conditions, limitations, or provisions reserving the
right to accept or reject any award, or to enter into a contract pursuant to an award. This
does not exclude a Bid limiting the maximum gross amount of awards acceptable to any
one Bidder at any one Bid opening, provided that any selection of awards will be made by
the Borough.
e. If the Bid does not contain a Unit Price for each pay item listed, except in the case of
authorized alternate pay items.
f. If the Bidder has not acknowledged receipt of each Addendum.
g. (If required) If the Bidder fails to furnish an acceptable Bid guaranty with the Bid.
h. If any of the Unit Prices Bid are excessively unbalanced (either above or below the amount
of a reasonable Bid) to the potential detriment of the Borough.
i. If a Bid modification does not conform to Article 10.0 of this Section.
6.0 BIDDER'S EXAMINATION OF CONTRACT DOCUMENTS.
It is the responsibility of each Bidder before submitting a Bid:
a. To examine thoroughly the Contract Documents, and other related data identified in the
Bidding documents (including "technical data" referred to below):
1. To consider federal, state, and local laws and regulations that may affect cost,
progress, or performance of the work,
2. To study and carefully correlate the Bidder's observations with the Contract
Documents, and other related data; and
b. To notify the Borough of all conflicts, errors, or discrepancies in or between the Contract
Documents and such other related data.
c. The submission of a Bid will constitute an incontrovertible representation by the Bidder
that the Bidder has complied with every requirement of Article 6.0, "Bidder's Examination
of Contract Documents " herein, that without exception the Bid is premised upon
performing the work required by the Contract Documents and such means, methods,
techniques, sequences, or procedures of construction as may be indicated in or required by
the Contract Documents, and that the Contract Documents are sufficient in scope and detail
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to indicate and convey understanding of all terms and conditions for performance of the
work.
7.0 BID FORM/SCHEDULE.
a. Bids and bidding information shall be submitted on the Bid Form/Schedule and other
documents provided and as stipulated in the ITB.
b. All blanks on the Bid Form/Schedule shall be filled out.
c. All requested Alternates shall be bid. If no change in the Base Bid is required, enter "0."
d. The Bidder shall make no stipulations on the bid form nor qualify the Bid in any other
manner.
e. All documents requiring a signature shall be signed by the person or persons legally
authorized to bind the Bidder to a contract. A Bid by a corporation shall further give the
state of incorporation and have the corporate seal affixed. A Bid submitted by an agent
shall have the current power of attorney attached certifying the agent's authority to bind
the Bidder.
8.0 SUBMISSION OF BIDS. All information required for bidding shall be submitted in accordance
with the ITB. The Bidder shall assume full responsibility for timely delivery at the location designated for
receipt of Bids. Oral, telephonic, telegraphic, facsimile or other transmitted bids will not be considered.
Alteration of bids by facsimile may be permitted as provided in section 10.0(c).
9.0 DISCREPANCIES IN BIDS. In the event there is more than one Pay Item in a Bid Schedule, the
Bidder shall furnish a price for all Pay Items in the schedule, and failure to do so may render the Bid non-
responsive and cause its rejection. In the event there are Unit Price Pay Items in a Bid Schedule and the
"amount" indicated for a Unit Price Bid Item does not equal the product of the Unit Price and quantity, the
Unit Price shall govern and the amount will be corrected accordingly, and the Bidder shall be bound by said
correction. In the event there is more than one Pay Item in a Bid Schedule and the total indicated for the
schedule does not agree with the sum of the prices Bid on the individual items, the prices Bid on the
individual items shall govern and the total for the schedule will be corrected accordingly, and the Bidder
shall be bound by said correction.
10.0 BID MODIFICATIONS AND UNAUTHORIZED ALTERNATIVE BIDS.
a. A Bid may not be modified, withdrawn, or canceled by the Bidder for 90 days following the
time and date designated for the receipt of Bids, and each Bidder so agrees in submitting a
Bid.
b. Prior to the date and time designated for receipt of Bids, a Bid submitted may be modified or
withdrawn by the Bidder.
c. See the Bid Modification form which must be used to modify a bid after it has been submitted.
The bid modification form may be delivered in person, by mail, by fax (907-486-9394) or
email to EFprojects@kodiakak.us. The Bid Modification form must be received by the
Contact Person no later than the deadline for bids. Modifications will be time and date stamped
which will establish the official time of receipt of the Modification. The Modification must
not reveal the bid price but should be in the form of an addition or subtraction or other
modification so that final prices will not be known until the sealed bid is opened. Submittal
by the bidder of any form other than the Bid Modification form included in this section may
deem the modification unacceptable and be cause for the bid to be rejected.
d. Withdrawn Bids may be resubmitted up to the date and time designated for the receipt of Bids
provided that they are then fully in conformance with these Instructions to Bidders.
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11.0 RIGHT OF REJECTION
Bidders must comply with all the terms of the ITB, the Borough Code, State Procurement Code (AS 36.30),
and all applicable local, state, and federal laws, codes, and regulations. The procurement officer may reject
any bid that does not comply with all the material and substantial terms, conditions, and performance
requirements of the ITB.
Bidders may not qualify the bid nor restrict the rights of the state. If a bidder does so, the procurement
officer may determine the bid to be a non-responsive counteroffer and the bid may be rejected.
Minor informalities that may be waived by the Engineering & Facilities Director are as follows:
a. Do not affect responsiveness,
b. Are merely a matter of form or format,
c. Do not change the relative standing or otherwise prejudice other bidders,
d. Do not change the meaning or scope of the ITB,
e. Are trivial, negligible, or immaterial in nature,
f. Do not reflect a material change in the work, or
g. Do not constitute a substantial reservation against a requirement or provision.
The Borough reserves the right to refrain from making an award if it is determined to be in the Borough's
best interest.
12.0 BID PROTESTS
In the event protest(s) are received, the Borough Manager shall address the protest as provided in the
procurement ITB and the Borough Code, as applicable. The protest period shall follow the requirements
outlined in this section.
In accordance with the Borough's General Conditions 3.1.5 the Protest period will begin on the date of the
Notice of Intent to Award. A formal written protest shall be filed by an aggrieved bidder within ten (10)
calendar days of the date on Notice of Intent to Award. Late protests shall not be considered. The written
protest shall, at a minimum, include the following:
* Name, address, and phone number of protesting contractor;
* Authorized signature of the protesting contractor, or the contractor's representative;
* Identification of the proposed award;
* A detailed statement of the legal and factual grounds of the protest;
* Copies of all relevant documents.
Protests will be evaluated by the Borough Manager within fifteen (15) calendar days of receipt of the
protest. The decision of the Borough Manager shall be final.
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13.0 KODIAK ISLAND BOROUGH NOT RESPONSIBLE FOR PREPARATION COSTS
The Borough will not pay any costs associated with preparation, submittal, presentation, or evaluation of
any bid.
14.0 AWARD OF CONTRACT.
Award of a contract, if it is awarded, will be made to the lowest responsive and responsible bidder whose
bid complies with all requirements of the Invitation for Bids.
The basis of award shall be the lowest total bid cost, calculated as the annual base lump sum plus the total
unit cost of as-needed services, as set forth in the Bid Schedule for the tasks described in the specifications
and drawings. A single award will be given for all bid items listed on the Bid Schedule. Unless otherwise
specified the award will be made within the period stated in the Invitation for Bids.
If the Borough has elected to include a base bid and alternative(s), the Borough may award the contract
based on the base bid alone or the base bid combined with one or more alternatives. In either case, award
shall be made to the responsive, responsible Bidder offering the lowest total cost, consisting of the annual
lump sum plus the total unit cost of as-needed services identified in the Base Bid table for the work awarded.
The Borough reserves the right to cancel the procurement without liability to the bidder, except return of
the bid security, at any time before the Agreement has been fully signed by all parties, including the
Borough.
15.0 DISCLOSURE OF BID CONTENTS
This section governs the ownership, return, and disclosure of any offer or other record a bidder submits in
response to this ITB. (Herein, any reference to "Record" includes all such records and the offer; any
reference to "Law" includes any federal or State of Alaska (State) law, including any court or administrative
order or rule.)
a. All Records belong to the Borough.
b. The Borough has sole discretion regarding whether to return any Record. In exercising this
discretion, the Borough will comply with all Laws.
c. Unless a notice of intent to award is issued, the Borough will, to the extent permitted by
Law, consider all Records confidential and not subject to the Alaska Public Records Act
(APRA).
d. If, and when a notice of intent to award is issued, the Borough will consider nonconfidential
any Record unless, at the time of submission, the bidder undertook the following protective
measures:
i. Marked information confidential;
ii. For any information marked confidential, identified the authority that makes that
specific information confidential; and
iii. Committed, in writing, to explain in detail, including with affidavits and briefs,
why each authority applies in any court or administrative proceeding in which any
nondisclosure is challenged.
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e. If the bidder did not undertake each protective measure, the Borough will not consider any
information in a Record confidential: the Borough will disclose the entire Record without
any redaction in response to an APRA or other request or, if it chooses, in the absence of a
request and the Borough will disclose the entire Record without notifying the bidder.
f. If the bidder undertook each protective measure, the Borough will withhold the information
marked confidential to the following extent:
i. The Borough agrees that the Law protects the information; and
ii. If the nondisclosure is challenged, the bidder fulfills its commitment to explain,
including with affidavits and briefs, how each authority applies to the information
marked confidential.
g. The Borough will only notify a bidder of a request for the Record and of a planned release
if the bidder undertook each protective measure, but the Borough disagrees that the marked
information is protected. If there is such a disagreement, then before releasing the Record,
the Borough will, to the extent permitted by Law and practicable, notify the bidder that it
will disclose the information unless the bidder convinces the Borough not to or obtains an
order prohibiting disclosure.
16.0 COMPLIANCE
In the performance of a contract that results from this ITB, the contractor must comply with all applicable
federal, state, borough and other local regulations, codes, and laws, and be responsible for all required
insurance, licenses, permits, and bonds.
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Contract No. FY2026-62

Kodiak Island Borough
Bidder Registration Form
IMPORTANT: In order to receive addenda and any other information which may impact the bid time or
quantities, bidder shall fill out the contact information below and return to the Borough.
ONLY REGISTERED BIDDERS WILL RECEIVE NOTIFICATIONS.
Bidder's Contact Information
Name of Company:
Contact Name:
Address:
Phone Number:
Fax Number:
Email:
Return this form via fax, email, regular mail, or hand delivered to the following location:
Engineering/Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615-6398
Phone: (907) 486-9341
Fax: (907) 486-9394
Email: EFprojects@kodiakak.us
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Contract No. FY2026-62