ITB 2526H098 AMHS Lubricating Oils- Reposted

ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
STATE OF ALASKA
INVITATION TO BID (ITB)
LUBRICATING OILS FOR ALASKA MARINE HIGHWAY SYSTEM
ITB 2526H098
ISSUED SEPTEMBER 30, 2026
THE PURPOSE OF THIS CONTRACT IS TO SECURE A DEPENDABLE VENDOR TO PROVIDE, AS NEEDED, COMMONLY USED LUBRICATING OILS AND RELATED
SUPPLIES ACROSS THE ALASKA MARINE HIGHWAY SYSTEM (AMHS) FLEET. THESE ITEMS WILL BE SUPPLIED AT CONTRACTED PRICES TO SUPPORT
CONSISTENT OPERATIONS, REGULATORY COMPLIANCE, AND COST-EFFECTIVE FLEET MAINTENANCE.
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 Division of Program Management & COMPANY SUBMITTING BID
Administrative Services
PROCUREMENT OFFICER: AUTHORIZED SIGNATURE
KAIDEN WARD
PHONE: (907) 465-8446 PRINTED NAME
KAIDEN.WARD@ALASKA.GOV
DATE
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
TABLE OF CONTENTS
SECTION 1. INTRODUCTION & INSTRUCTIONS ...............................................................................................4
SEC. 1.01 PURPOSE OF THE ITB ......................................................................................................................................................................................... 4
SEC. 1.02 BUDGET ........................................................................................................................................................................................................... 4
SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS ........................................................................................................................................................................... 4
SEC. 1.04 PRIOR EXPERIENCE ............................................................................................................................................................................................. 4
SEC. 1.05 REQUIRED REVIEW ............................................................................................................................................................................................. 4
SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF BIDS ............................................................................................................................................. 4
SEC. 1.07 RETURN INSTRUCTIONS ....................................................................................................................................................................................... 5
SEC. 1.08 ASSISTANCE TO BIDDERS WITH DISABILITY ........................................................................................................................................................... 5
SEC. 1.09 AMENDMENTS TO BIDS ....................................................................................................................................................................................... 5
SEC. 1.10 AMENDMENTS TO THE ITB ................................................................................................................................................................................... 5
SEC. 1.11 ITB SCHEDULE ................................................................................................................................................................................................... 6
SEC. 1.12 ALTERNATE BIDS ................................................................................................................................................................................................ 6
SEC. 1.13 SUPPORTING INFORMATION ................................................................................................................................................................................. 6
SEC. 1.14 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 ............................................................................................................................................................................................. 12
SEC. 2.03 CONTRACT TYPE ............................................................................................................................................................................................... 13
SEC. 2.04 PAYMENT FOR STATE PURCHASES ....................................................................................................................................................................... 13
SEC. 2.05 ELECTRONIC PAYMENTS ..................................................................................................................................................................................... 13
SEC. 2.06 CONTRACT ADMINISTRATION .............................................................................................................................................................................. 13
SEC. 2.07 CONTRACT PRICE ADJUSTMENTS ......................................................................................................................................................................... 13
SEC. 2.08 CONTRACT PERFORMANCE LOCATION .................................................................................................................................................................. 14
SEC. 2.09 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED .......................................................................................................................................... 14
SEC. 2.10 SUBCONTRACTORS............................................................................................................................................................................................ 14
SEC. 2.11 JOINT VENTURES .............................................................................................................................................................................................. 15
SEC. 2.12 RIGHT TO INSPECT PLACE OF BUSINESS ................................................................................................................................................................ 15
SEC. 2.13 F.O.B. POINT .................................................................................................................................................................................................. 15
SEC. 2.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES .................................................................................................. 15
SEC. 2.15 NEW EQUIPMENT ............................................................................................................................................................................................. 15
SEC. 2.16 DISCONTINUED ITEMS ....................................................................................................................................................................................... 16
SEC. 2.17 SHIPPING DAMAGE ........................................................................................................................................................................................... 16
SEC. 2.18 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS .......................................................................................................................................... 16
SEC. 2.19 CONTINUING OBLIGATION OF CONTRACTOR.......................................................................................................................................................... 16
SEC. 2.20 BILLING INSTRUCTIONS ...................................................................................................................................................................................... 16
SEC. 2.21 ESTIMATED QUANTITIES .................................................................................................................................................................................... 16
SEC. 2.22 WARRANTY ..................................................................................................................................................................................................... 17
SEC. 2.23 NONDISCLOSURE AND CONFIDENTIALITY............................................................................................................................................................... 17
SEC. 2.24 INDEMNIFICATION ............................................................................................................................................................................................ 18
SEC. 2.25 INSURANCE ..................................................................................................................................................................................................... 19
SECTION 3. BID FORMAT AND CONTENT ..................................................................................................... 21
SEC. 3.01 BID FORMS ..................................................................................................................................................................................................... 21
SEC. 3.02 PRICES ........................................................................................................................................................................................................... 21
SECTION 4. EVALUATION AND CONTRACTOR SELECTION ............................................................................. 22
SEC. 4.01 EVALUATION OF BIDS ....................................................................................................................................................................................... 22
SEC. 4.02 APPLICATION OF PREFERENCES ........................................................................................................................................................................... 22
SEC. 4.03 ALASKA BIDDER PREFERENCE .............................................................................................................................................................................. 22
SEC. 4.04 ALASKA VETERAN PREFERENCE ........................................................................................................................................................................... 23
SEC. 4.05 ALASKA MILITARY SKILLS PROGRAM PREFERENCE ................................................................................................................................................... 23
SEC. 4.06 ALASKA PRODUCT PREFERENCE ........................................................................................................................................................................... 24
SEC. 4.07 EMPLOYMENT PROGRAM PREFERENCE ................................................................................................................................................................. 25
SEC. 4.08 ALASKANS WITH DISABILITIES PREFERENCE ........................................................................................................................................................... 25
SEC. 4.09 PREFERENCE QUALIFICATION LETTER .................................................................................................................................................................... 25
SEC. 4.10 EXTENSION OF PRICES ....................................................................................................................................................................................... 25
SEC. 4.11 METHOD OF AWARD ........................................................................................................................................................................................ 25
SEC. 4.12 CONTRACTOR SELECTION PROCESS ...................................................................................................................................................................... 26
SEC. 4.13 NOTICE OF INTENT TO AWARD ........................................................................................................................................................................... 26
SECTION 5. GENERAL PROCESS AND LEGAL INFORMATION .......................................................................... 27
SEC. 5.01 INFORMAL DEBRIEFING...................................................................................................................................................................................... 27
SEC. 5.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES .................................................................................................................................... 27
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
SEC. 5.03 AUTHORITY ..................................................................................................................................................................................................... 27
SEC. 5.04 COMPLIANCE ................................................................................................................................................................................................... 28
SEC. 5.05 SUITABLE MATERIALS, ETC. ................................................................................................................................................................................ 28
SEC. 5.06 SPECIFICATIONS ............................................................................................................................................................................................... 28
SEC. 5.07 ITEM UPGRADES .............................................................................................................................................................................................. 28
SEC. 5.08 WORKMANSHIP AND MATERIALS ........................................................................................................................................................................ 28
SEC. 5.09 CONTRACTOR SITE INSPECTION ........................................................................................................................................................................... 28
SEC. 5.10 ORDER DOCUMENTS ......................................................................................................................................................................................... 28
SEC. 5.11 HUMAN TRAFFICKING ....................................................................................................................................................................................... 28
SEC. 5.12 RIGHT OF REJECTION ........................................................................................................................................................................................ 29
SEC. 5.13 STATE NOT RESPONSIBLE FOR PREPARATION COSTS ............................................................................................................................................... 29
SEC. 5.14 DISCLOSURE OF BID CONTENTS .......................................................................................................................................................................... 29
SEC. 5.15 ASSIGNMENTS ................................................................................................................................................................................................. 30
SEC. 5.16 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM) ..................................................................................................................................................... 30
SEC. 5.17 DEFAULT ........................................................................................................................................................................................................ 31
SEC. 5.18 DISPUTES ........................................................................................................................................................................................................ 31
SEC. 5.19 SEVERABILITY ................................................................................................................................................................................................... 31
SEC. 5.20 CONTRACT CANCELLATION ................................................................................................................................................................................. 31
SEC. 5.21 GOVERNING LAW; FORUM SELECTION ................................................................................................................................................................... 31
SEC. 5.22 QUALIFIED BIDDERS .......................................................................................................................................................................................... 31
SEC. 5.23 FEDERALLY IMPOSED TARIFFS ............................................................................................................................................................................. 32
SEC. 5.24 PROTEST ......................................................................................................................................................................................................... 32
SECTION 6. ATTACHMENTS ......................................................................................................................... 34
SEC. 6.01 ATTACHMENTS ................................................................................................................................................................................................ 34
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
SECTION 1. INTRODUCTION & INSTRUCTIONS
SEC. 1.01 PURPOSE OF THE ITB
The Department of Transportation & Public Facilities, Division of Alaska Marine Highway Systems (AMHS), is
soliciting bids to secure a reliable lubricating oils supply vendor to provide, on an as-needed basis, commonly
used lubricating oils and associated supplies required by marine engineering personnel for the maintenance and
operation of vessel machinery and onboard systems throughout the Alaska Marine Highway System fleet. The
contractor will furnish these items at contracted prices, supporting consistency, regulatory compliance, and
cost-effective fleet operations.
SEC. 1.02 BUDGET
The Department of Transportation and Public Facilities (DOT&PF), Alaska Marine Highway System (AMHS),
estimates a budget of $1,000,000 dollars for this contract. Bids priced at more than $1,000,000 will be
considered non-responsive.
Payment for the contract is subject to funds already appropriated and identified.
SEC. 1.03 DEADLINE FOR RECEIPT OF BIDS
Bids must be received no later than 2:00PM Alaska Time on Tue October 21, 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. 1.04 PRIOR EXPERIENCE
No specific minimums have been set for this ITB.
SEC. 1.05 REQUIRED REVIEW
Bidders must 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. 1.06 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 the telephone. Other
questions may be more complex and may require a written amendment to the ITB. The procurement officer will
make that decision.
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
SEC. 1.07 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:
Submitting by US Mail: Submitting by Courier Delivery Service
Department of Transportation and Public Facilities Department of Transportation and Public Facilities
Division of Program Management & Administrative Division of Program Management & Administrative
Services Services
Attn: Kaiden Ward Attn: Kaiden Ward
ITB: 2526H098 ITB: 2526H098
Lubricating Oils for Alaska Marine Highway System Lubricating Oils for Alaska Marine Highway System
P.O. Box 112500 3132 Channel Drive, Suite 350
Juneau, AK 99811-2500 Juneau, AK 99801
If submitting your bid via email, the entire bid may be emailed to dotstatewideprocurement@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 15mb (megabytes). If the email containing the bid
exceeds this size, the bid must be sent in multiple emails that are each less than 15 megabytes, and each email
must comply with the requirements described above.
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 907-465-8447 to confirm that the entire bid has
been received. The state is not responsible for unreadable, corrupt, or missing attachments.
SEC. 1.08 ASSISTANCE TO BIDDERS WITH DISABILITY
The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with
disabilities who may need auxiliary aid, 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. 1.09 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 by the contracting agency, in accordance with 2
AAC 12.160.
SEC. 1.10 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.
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
SEC. 1.11 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 Wednesday September 30, 2026
Deadline for Receipt of Bids / Bid Due Date 2:00PM AKST Wednesday October 21, 2026
Bid Evaluations Complete Wednesday October 21, 2026
Notice of Intent to Award Friday October 23, 2026
Contract Issued Monday 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.
SEC. 1.12 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. 1.13 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. 1.14 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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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
SECTION 2. SCOPE OF WORK AND CONTRACT INFORMATION
SEC. 2.01 SCOPE OF WORK
Product Requirements:
Lubricants
All lubricants supplied by the Contractor or Subcontractor(s) must be free of impurities such as water, dirt,
harmful oils, fibrous materials, bacteria, or any other contaminants. If contamination causes damage, the
Contractor is responsible for all resulting costs incurred by AMHS.
Product Testing
Before award and/or during the contract, the State may conduct tests, using appropriate equipment and
methods, to verify that the products meet the required specifications. The Contractor may participate in these
tests if they request to do so in writing.
Remedy
If lubricants are found to be below standard or contaminated, the Contractor is responsible for all related costs.
This includes removing contaminated lubricants from the vessel, crew labor, machinery damage, replacement
parts and filters, and any additional passenger expenses. Impurities include, but are not limited to, water, dirt,
fibrous materials, bacteria, and other contaminants.
Compatibility
Contractor products must be compatible with the Chevron products currently in use. When mixed either in
storage or while in service, they must not: separate, form sludge, precipitate, or degrade.
After award, the Contractor must promptly inform AMHS of any products that are not compatible with the
Chevron items being replaced. If either AMHS or the Contractor determines that existing lubricants must be
removed before introducing the Contractor's product, the removal and flushing must be scheduled to minimize
impacts on ferry operations.
If the low-bid products differ from the products currently used on a vessel, the Contractor may choose to begin
service earlier than the vessel's next scheduled oil and lube change. To do so, the Contractor must either:
* Provide written confirmation from both the current manufacturer and the Contractor's manufacturer
that the two lubricants can be safely mixed, or
* Replace all onboard oil and lubricants on a gallon-for-gallon and pound-for-pound basis at no cost to the
State. All removed oil becomes the Contractor's property and must be disposed of by the Contractor.
Non-Standard Orders
This specification covers all non-standard lubricant orders. Pricing for non-standard items will be based on the
percentage mark-up from the manufacturer's list price, identified by the Bidder on the Bid Schedule. For
evaluation purposes, the Bid Schedule will also require pricing for a sample item using that multiplier. This
accounts for future equipment needs.
Performance Requirements
The Contractor must supply all lubricants, greases, hydraulic fluids, and gear compounds listed in the Bid
Schedule necessary to support operations of the eight Alaska Marine Highway System (AMHS) vessels.
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
Phone or Email Orders
The State may place orders by phone or email. Phone orders will be confirmed by the vessel via email, and email
orders will be acknowledged with a return email. Each order will include the vessel name, delivery location,
delivery time, product type, and required quantity or package size.
Advance Notice
The State will make every effort to give the Contractor at least two working days' notice before delivery is
required.
Emergency Delivery
If delivery is needed with less than 48 hours' notice, the Contractor may charge an emergency delivery fee.
Bidders must list the emergency delivery cost on the Bid Schedule.
Delivery
Lubricants may be required while vessels are operating or during maintenance periods. Deliveries will be
scheduled based on the vessel's needs and must not delay vessel departures. AMHS schedules are available at
http://www.dot.state.ak.us/amhs/schedules.shtml, and vessel arrival times may vary due to weather.
The Contractor must be prepared to deliver to AMHS vessels at the ferry terminals and repair facilities listed in
the contract.
Terminals:
* Bellingham, Washington- 355 Harris Ave, Bellingham, WA 98225
* Ketchikan, Alaska- 3501 Tongass Ave, Ketchikan, AK 99901
* Juneau, Alaska- 6858 Glacier Hwy, Juneau, AK 99811
* Skagway, Alaska- Mile 0 Klondike Hwy, Skagway, AK 99840-0263
* Kodiak, Alaska- 100 Marine way, Ste. 100, Kodiak, AK 99615
* Homer, Alaska- 4693 Homer Spit Rd, Homer, AK 99603
* Valdez, Alaska- 520 Ferry Terminal Way, Valdez, AK 99686
* Whittier, Alaska- West Camp Rd, Whittier, AK 99693
Repair Sites:
* Ketchikan (Vigor Alaska) 3810 Tongass Ave, Ketchikan, AK 99901
* Seward (Vigor Alaska) 3306 Sorrel Rd, Seward, AK 99664
* Seattle, Bellingham, Washington area shipyards
Deliveries To Non Listed Locations
If delivery is required at a location not listed on the Bid Schedule, the unit price for the nearest listed location

will apply. Any additional shipping costs will be invoiced as a separate line item. The State may determine the
closest or most cost effective contracted location for pricing and may choose the most efficient shipping
method.

Advance Notice by Contractor
The Contractor must inform the freight carrier that AMHS terminals and ports require at least 24 hours' advance
notice before delivery.
Contractor Responsibilities at Delivery
1. Delivery personnel must arrive within 30 minutes of the scheduled delivery time.
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
2. The Contractor is responsible for ensuring timely delivery and must deliver all products at an adequate
flow rate.
3. The Contractor must provide necessary equipment-such as lift gates, hydraulic lifts, or pumping
equipment-to offload product to the vessel's car deck or into storage tanks.
4. The Contractor may charge demurrage if delayed more than one hour. Any demurrage cost must be
listed on the Bid Schedule.
5. Although most deliveries occur between 8:00 AM and 5:00 PM, Monday through Friday, approximately
20% will occur outside normal business hours. No call-out fees or overtime rates will be allowed. Bidders
must factor these non-business-hour deliveries into their bid price.
6. The Contractor may deliver engine oil in bulk or by drum. Products must be delivered at a flow rate
sufficient for pumping into vessel tanks.
7. Vessel engineers or other AMHS-designated personnel will sign delivery receipts and verify product
quantities.
8. Bulk pricing applies to all engine oil deliveries over 500 gallons.
Inventory
The Contractor must maintain adequate product inventory at each location serving vessels at that port. The
Contractor is responsible for monitoring seasonal schedule changes posted on the AMHS website.
https://www.dot.state.ak.us/oars/reservations/CalendarFM.amhsf
Other Requirements:
Product Changes
The Contractor must provide advance notice of any changes to the main engine oil formulation, including base
oil or additive package changes.
Reporting Changes
Every six months, the Contractor must provide a summary of any formulation changes to the main engine oil.
Product Documentation
The Contractor must provide DOT&PF/AMHS with current catalogs, product data sheets, and price lists,
including product names, name changes, discontinued items, and replacements. Materials must be supplied in
both hard copy and electronic format.
Volume Reports
Sixty calendar days before the end of each contract year, the Contractor must furnish the State a volume report
by product type, location, and individual vessel name.
Reports
All reports must be submitted electronically in MS Word, MS Excel, or Adobe PDF format.
Drums
The Contractor must remove all empty drums supplied under this contract. Some drums may be emptied by
vessel personnel and may be picked up from a different F.O.B. location than the original delivery point. All
empty drums must be removed within seven days of State notification. The Contractor is responsible for
collecting and disposing of drums in compliance with all applicable local, state, and federal regulations.
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ITB 2526H098
STATE OF ALASKA - INVITATION TO BID AMHS Lubricating Oils
Technical Support
The Contractor will provide technical assistance from a qualified lubricant engineer or technical expert to the
AMHS vessel crew and DOT&PF/AMHS staff regarding lubricant performance and analytical results. This
assistance must be available twenty four (24) hours a day, seven (7) days a week, including holidays. Upon
request from AMHS, the Contractor must provide their lubricant engineer or technical expert to assist AMHS in

reviewing test reports and recommending appropriate operational actions. These services must be provided at
no additional cost to the state.
The bidder must identify the lubricant engineer and/or technical expert who will provide these services and
submit a resume of qualifications. If this individual changes, the Contractor must provide a complete resume of
the replacement to the Procurement Officer and the Senior Port Engineer.
Within five (5) days after contract implementation, the Contractor must provide contact and emergency contact
information for the assigned lubricant engineer or technical expert to the Procurement Officer and the AMHS
Senior Port Engineer.
Additionally, the Contractor must provide AMHS with annual on site (Ketchikan) technical assistance from a
qualified lubricant engineer or technical expert to address questions regarding lubricant performance and

analytical results.
Protection Of State Property and Spill Prevention:
The Contractor must comply with all applicable federal, state, and local regulations, codes, laws, and port
authority requirements.
The Contractor may not damage or contaminate State buildings, equipment, pavement, soil, vegetation, or
other property. Any damage or contamination must be repaired or replaced at no cost to the State and to the
State's satisfaction. If the Contractor fails or refuses to make required repairs, the State may do the repairs and
hold the Contractor liable for all associated costs. The State may deduct such costs from payments due under
this contract.
The Contractor must take all legally required measures to prevent petroleum, oil, or lubricant (POL) spills,
including any release onto land or water. If the Contractor causes a POL spill-including gasoline, diesel, fuel oil,
lubricants, hydraulic oil, or aviation fuel-they are responsible for containment, cleanup, and disposal. If the
Contractor fails or refuses to act, the State may conduct the cleanup and require full reimbursement, including
any fines assessed by federal or local agencies.
Spill Clean-Up:
The Contractor is responsible for all POL spills caused by their negligence during transit or unloading. In Alaska,
Contractors must immediately report spills to the Alaska Department of Environmental Conservation (DEC) and
the U.S. Coast Guard National Response Center and begin cleanup. Required reporting numbers include:
DEC Spill Response Contact: 907-269-7558
In Washington State, Contractors must immediately report spills to all of the following 24 hour numbers and
begin cleanup:

Washington State Department of Ecology, Northwest Regional Office: 206 594 0000
Washington Emergency Management Division: 1 800 258 5990 or 1 800 OILS 911


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