KIB Landfill After-hours Bear RFP

KODIAK ISLAND BOROUGH
REQUEST FOR PROPOSALS
KIB Landfill After-Hours Bear Management
FY2027-39
September 11, 2026
Kodiak Island Borough
710 Mill Bay Road
Kodiak, AK 99615
(907) 486-9341

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Table of Contents
Request for Proposals ............................................................................................................................... 3
Proposer Registration Form ...................................................................................................................... 4
1. Introduction ...................................................................................................................................... 5
2. Important Dates ................................................................................................................................ 5
3. Scope of Work .................................................................................................................................. 5
4. Proposal Documentation .................................................................................................................. 6
5. Submittal information ...................................................................................................................... 7
6. Evaluation and Selection .................................................................................................................. 8
7. Contract .......................................................................................................................................... 10
8. Insurance Requrements .................................................................................................................. 10
9. Other Administrative Information .................................................................................................. 11
A. Contact Person ........................................................................................................................... 11
B. Submission of Proposals ............................................................................................................ 11
C. Proposers' Review and Substantive Questions .......................................................................... 11
D. Solicitation Amendments and Cancellation ............................................................................... 11
E. Proposal Modifications or Withdrawals .................................................................................... 11
F. Protests. ...................................................................................................................................... 12
G. Non-Responsive Proposals ........................................................................................................ 12
H. Right to Reject Proposals ........................................................................................................... 13
I. Disqualification .......................................................................................................................... 13
J. Retention and Ownership of Proposals ...................................................................................... 13
K. Cost of Proposal Preparation ..................................................................................................... 14
L. Delivery of Proposals ................................................................................................................. 15
M. Compliance with Laws .............................................................................................................. 15
N. Media Announcements .............................................................................................................. 15
O. Acceptance of Conditions .......................................................................................................... 15
P. Binding Contract ........................................................................................................................ 15
ATTACHMENT A ................................................................................................................................. 16
ATTACHMENT B ................................................................................................................................. 17
EXHIBIT A:............................................................................................................................................ 24
EXHIBIT B: ............................................................................................................................................ 25
EXHIBIT C: ............................................................................................................................................ 26
EXHIBIT D: Borough Bear Management Plan ...................................................................................... 27
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REQUEST FOR PROPOSALS
KIB Landfill After-Hours Bear Management
Proposals will be received until 2:30pm (local time) on October 2, 2026, by the Kodiak Island Borough
(Borough) for KIB Landfill After-Hours Bear Management.
Request for Proposal documents are available electronically through our website: www.kodiakak.us.
Contact information for questions regarding this request for proposals:
Engineering/Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615
Phone: (907) 486-9349
Fax: (907) 486-9394
Email: EFprojects@kodiakak.us
Proposals will be received until the date and time stated above by mail or hand-delivery in a sealed
proposal package in the format requested. Proposals received after the time stated above will be returned
unopened.
Submit Proposals to:
Office of Finance
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615
Envelopes must be clearly marked: KIB Landfill After-Hours Bear Management
The Borough reserves the right to reject or accept any or all proposals, to waive irregularities or
informalities in the proposals, to cancel the procurement at any time prior to contract signing, and to give
particular attention to the qualifications of the proposer.
Aimee Williams, Borough Manager
September 11, 2026.
Publish: Anchorage Daily News
September 18, 25, & 28, 2026
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Kodiak Island Borough
PROPOSER REGISTRATION FORM
IMPORTANT: In order to receive addenda and any other information which may impact the
proposal time or quantities, proposer shall fill out the contact information below and return to
the Kodiak Island Borough.
ONLY REGISTERED PROPOSERS WILL RECEIVE NOTIFICATIONS.
Proposer'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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1. INTRODUCTION
The Borough is requesting proposals from qualified wildlife management contractors to provide
professional, non-lethal bear management services during the hours of 6:00pm-8:00am Monday through
Saturday and 24/7 on Sundays, at the Kodiak Island Borough Landfill.
A. Registration required. All Proposers must register prior to submitting proposals. Proposals from
unregistered respondents will not be accepted.
B. For questions and clarifications regarding this Request for Proposals, contact the Projects Office,
Kodiak Island Borough, 710 Mill Bay Road, Kodiak, Alaska 99615, telephone (907)486-9349
or email EFprojects@kodiakak.us until the question deadline stated herein. Individual responses
will be provided, and all questions and responses will be released as an addendum.
C. Pre-Proposal Meeting: A mandatory/optional preproposal meeting will be held at 10:00am,
September 22, 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-proposal conference to ensure receipt of notifications. Only
registered proposers will receive a link to the Teams meeting a day prior to the pre-proposal
meeting.
2. IMPORTANT DATES
The following timeline shall apply:
Issue Date: September 11, 2026
Pre-proposal Meeting: September 22, 2026, at 10:00am
Questions Deadline: September 25, 2026, at 1:00pm
Proposal Deadline: October 2, 2026, at 2:30pm
Proposal Evaluations: October 2 - 9, 2026
Interviews/Negotiations: October 9 - 16, 2026
Notice of Intent to Award: October 16, 2026
Protest Period: October 16 - 26, 2026
Anticipated Contract Approval: November 5, 2026
The Borough reserves the right to modify or extend this timeline.
3. SCOPE OF WORK
A. Introduction.
The Borough desires to contract with a responsible contractor or firm to provide after-hours non-
lethal bear management at the Kodiak Island Borough Landfill. The non-lethal bear management
services must occur during the hours of 6:00pm-8:00am Monday through Saturday and 24/7 on
Sundays, at the Kodiak Island Borough Landfill.
The Kodiak Island Borough does not have a bear hazing permit and would like to rely on the
responsible contractor or firm to apply for and retain ownership of the State of Alaska
required permits as necessary.
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B. Contract Type
This contract is a Time and Materials contract, where the Borough will pay the weighted wage rate
for the contractors' billable hours.
C. Background.
The Kodiak Island Borough has been making increasing efforts to help mitigate bears entering
the landfill. As time has progressed, the Borough is not able to maintain daily operation of the
Baler Landfill alongside bear mitigation. The Borough is hoping to bring a qualified individual
or firm to help monitor bear activity inside the landfill and help mitigate the effects of bears in
the landfill after normal business hours.
D. Scope of the Project.
The Borough is seeking a qualified and experienced individual or firm to provide night shift, non-
lethal Bear Management services at the Borough Landfill.
The designated worker shall be required to be on site at the Borough Landfill during the hours of
6:00pm-8:00am Monday through Saturday and 24/7 on Sundays. Duties include but are not limited
to patrolling the Landfill open face municipal solid waste cell, providing non-lethal bear
management, monitoring bear activity at the landfill, and filling out required supporting
documentation as required by Alaska Department of Environmental Conservation Bear Management
Plan.
The individual or firm is required to ensure that the Borough maintains state and federal compliance
in accordance with the permits at the Borough Landfill.
E. Time to Complete Project.
The term of this contract shall be sixty (60) days, with the option for Month-to-Month up to one year
from the start of the contract.
F. Exhibits.
The following exhibits are attached to this solicitation:
* Exhibit A: Map of Landfill Bear Fence and Active Municipal Solid Waste
* Exhibit B: Map of the bathroom facilities available for use
* Exhibit C: Borough Holiday Calendar and Hours of Landfill Operation
* Exhibit D: ADEC/KIB Bear Management Plan
4. PROPOSAL DOCUMENTATION
Proposal Cover Page Signed by a person authorized to bind the respondent.
Cover Letter 1 page suggested maximum
Response to Criteria 5 pages suggested maximum
Credentials 1 page, suggested maximum
Price Proposal Per instructions.
A. Proposal Cover Page
Fill and sign Attachment A, Proposal Cover Page provided and include it in the front of the
proposal package.
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B. Cover Letter
In the cover letter, the respondent should:
1. State its understanding of the services to be performed;
2. Explain why the respondent firm is the best qualified to provide those services;
Including a description of the Proposer's business activities, and a description of the
Proposer's business qualifications,
3. State why the respondent firm is most likely to help the Borough achieve the goals
outlined in the Project Scope of Work portion of this Request for Proposals; and,
4. Provide the name and contact information of the individual who is authorized to make
representations and commitments on behalf of the respondent.
C. Response to Criteria
The narrative response to the Selection Criteria should specifically and accurately address each
criterion in the order listed in this proposal. Project and individual experience must be verifiable
by listed references. It is the responsibility of the Proposer to make certain that contact
information is current. Content should include:
1. A summary description of the key project personnel expected to participate on the
project listing the name, title, intended role and responsibilities for the duration of the
contract, educational background, and specific qualifications related to their role and
responsibilities for the project, past relevant experience, number of years of relevant
experience; attach a resume limited to one page for each key project personnel,
2. The proposed methodology for addressing the scope of this RFP,
3. A description of any intended use of subcontractors,
4. A description of experience with similar projects, particularly in the public sector in
Alaska, and
5. Reference contact information of at least two but no more than four other organizations
for work performed on similar projects.
D. Credentials
Provide credentials and qualifications for all key personnel who will be working on the project,
including, as applicable, bear-management certification, licensed guide credentials, and/or other
relevant certifications or qualifications.
E. Price Proposal
The price proposal information shall be included as a separate document clearly marked "Price
Proposal for KIB Landfill After-Hours Bear Management". Price proposals must be consistent
with the Contract Type outlined under Section 3, Scope of Work.
Proposal contents, including price, shall be valid for a period of ninety (90) days from the
submission deadline.
5. SUBMITTAL INFORMATION
To be considered, respondents must deliver proposals to the address stated herein on or before the
deadline.
A. Submittal Deadline.
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Proposals will be accepted until October 2, 2026, at 2:00pm local time.
B. Submittal Address.
Hand Delivery, Courier, or U.S. Mail:
Proposals shall arrive in a sealed envelope or box including one original and one digital copy on a
USB drive, and clearly addressed as follows:
Kodiak Island Borough
Attn: Finance Department
710 Mill Bay Road
Kodiak, Alaska 99615
RE: Sealed Proposal, KIB Landfill After-Hours Bear Management
Respondents should allow adequate time for mailing or special delivery of proposals. Kodiak is
considered a remote location and, as such, mail and special deliveries by couriers such as UPS or
FedEx are commonly delayed beyond the advertised guaranteed arrival of carriers and couriers due
to local weather and flight schedules.
C. Submittal Amendment and Withdrawal.
After depositing a proposal, a Proposer may withdraw, modify, or correct that proposal providing
that the designated representative of the Borough receives the request for such withdrawal,
modification, or correction before the time set for the submittal deadline. The original proposal, as
modified by such written communication, will be considered as the proposal. No changes may be
submitted after the deadline unless specifically requested by the Borough. Any proposal not so timely
withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to sell to the Borough
the services described in the attached specifications, or until one or more of the proposals have been
approved by the Borough, whichever occurs first.
PROPOSALS OR MODIFICATIONS THAT DO NOT ADHERE TO THE ABOVE
INSTRUCTIONS WILL NOT BE ACCEPTED OR OPENED FOR EVALUATION.
6. EVALUATION AND SELECTION
Selection of a proposal and execution of any agreement for services will be accomplished in accordance
with the Borough policies and procedures. Proposal contents will remain confidential until a contract is
awarded, subject to subsection F of this section permitting limited release of the successful proposal after
a Notice of Intent to Award. The Borough will select an individual or firm to provide the services
requested according to the following:
A. Minimum Qualifications.
To be considered for selection, Proposers must meet at least the following minimum
qualifications:
* The contractor or firm shall obtain all licenses and permits that are required to perform
the scope of work including, as applicable, bear-management certification, licensed
guide credentials, and/or other relevant certifications or qualifications.
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* *The Public Safety Permit (aka Bear Hazing Permit) will not be required as part
of the submission, but award is based on the ability for the contractor or firms to
obtain. *
A Proposer's failure to meet these minimum requirements shall cause their proposal to be
considered non-responsive and their proposal eliminated from further consideration.
B. Criteria.
Proposals will be evaluated on the following criteria:
CRITERIA POSSIBLE
POINTS
Qualifications 20
Methodology 20
Experience 20
Price 40
Total Possible 100 points
1. Qualifications (20 points): Evaluates the proposer's personnel, certifications, licenses, training,
equipment, staffing levels, and organizational capacity to safely perform overnight bear-
management services. Consideration will be given to bear-management /wildlife management
credentials, applicable guide or other licenses, employee training, and the ability to provide
adequate staffing and supervision.
2. Methodology (20 points): Evaluates the proposer's approach to providing overnight bear-
management services at the landfill, including patrol procedures, bear detection and management
methods, response protocols, safety practices, communication, documentation, equipment, and
coordination with landfill personnel. Emphasis will be placed on the practicality, effectiveness,
and completeness of the proposed approach.
3. Experience (20 points): Evaluates the proposer's demonstrated experience providing bear
management, wildlife deterrence, or similar services, particularly at landfills, waste facilities, or
other high-bear-activity locations. Consideration will be given to the similarity and complexity
of prior work, duration of experience, references, and demonstrated results.
4. Price (40 points): Evaluates the total proposed cost for the required services, including labor,
equipment, travel, mobilization, and other applicable costs. Consideration will be given to price
reasonableness, transparency, completeness, and overall value in relation to the proposed level
and quality of service.
C. Method.
Proposals will be reviewed and evaluated by a committee comprised of Borough staff members
whose positions include the proper knowledge to evaluate the criteria.
D. Preliminary Selection.
Based upon an evaluation of the above criteria, the Borough may select a short list of up to three
(3) individuals or firms for a more in-depth evaluation, reference checks and possible interviews.
The Borough reserves the right to use interviews for negotiations to clarify and assure full
understanding of the requirements of the request for proposals and to obtain last and best offers
as permitted in KIBC 3.30.110(E)
E. Final Selection.
The Borough will select the preferred individual or firm by considering any factors it deems
necessary and proper for best value, including price, quality of service, responsiveness to this
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Request for Proposals, and the general reputation and experience of the respondents. The
Borough reserves the right to cancel the procurement without liability to any proposer, other
than return of any proposal security, at any time before the Agreement has been signed by all
parties, including the Borough.
F. Notice of Intent to Award.
A notice of intent to award will be sent to all registered proposers, notifying them of the
recommended selection. After a notice of intent to award has been issued the proposal
recommended for award, and the summary of all proposal ratings, will be made available to the
public on the Assembly Meeting Agenda for the date it is to be awarded (www.kodiakak.us).
Individual ratings may be made available on written request after a contract has been entered
into. Information identified in a proposal as confidential proprietary information will be redacted
prior to release of that proposal and will not be released.
7. CONTRACT
The contract shall be awarded by the Manager or Assembly, as applicable under the Borough
Code, based upon the Borough's standard professional services contract form (Attachment B),
to the individual or firm which, in the Borough's sole judgment, is best suited to perform the
services required. If a protest has been filed, the contract award may be postponed until the
protest is resolved. If the time for protest has not yet expired, the contract may be awarded
conditioned on either no timely protests or resolution of any protests in a manner which allows
the award to stand.
Before execution of a contract, the successful proposer must have a current State of Alaska
business license; and must be in good standing in terms of all taxes, fees, and monies due to the
Borough.
8. INSURANCE REQUREMENTS
Throughout the term of the Contract, the selected respondent and/or any and all subcontractors retained
by the respondent shall maintain in force at their own expense, and provide to the Borough evidence of
insurance as follows:
Workers' Compensation: As required by AS 23.30.045, for all employees of the Consultant
engaged in work under this Contract. The Consultant shall be responsible for Worker's
Compensation Insurance for any subconsultant who performs work under this Contract. The
coverage shall include:
Employer's Liability Protection at $1,000,000 each accident/each employee and a $1,000,000
policy limit.
Commercial General Liability: On an occurrence policy form covering all operations with
combined single limits not less than:
$2,000,000 Each Occurrence;
$2,000,000 Personal Injury;
$2,000,000 General Aggregate; and
$2,000,000 Products-Completed Operations Aggregate.
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