HomeMy WebLinkAboutSusitna Hydro Stephan Lake Lodge RFP 2013=>
=
@@=-_ENERGY AUTHORITY
IMPORTANT NOTICE FOR
REQUEST FOR PROPOSALS (RFP)
RFP #2014-0800-1710 -
Remote Camp Services for the 2013 Field Season for the
Susitna-Watana Hydroelectric Project
IMPORTANT
If your company intends to respond to this Request for Proposals (RFP),you must provide the following
information requested on this page and return it to us via e-mail or fax for your company to be included
on our list of companies interested in this RFP.
The Authority may provide periodic e-mail notices regarding addenda or clarifications regarding this
solicitation to those companies on our list.
All addenda and other notices will be posted and available on the State of Alaska on-line notice web
site at:http://notes3.state.ak.us/pn
It is the Respondent's responsibility to assure they have received and reviewed all addenda and notices
related to the RFP.
Please provide the following information by facsimile or e-mail to the contact below:
Company Name
Contact Name
Company Address
Telephone Number
Fax Number
E-mail Address
Return to:
Contact:Andrew Morton,Procurement Officer
Alaska Energy Authority
813 West Northern Lights Blvd.
Anchorage,AK 99503
FAX:(907)771-3044
Phone:(907)771-3990
E-mail:amorton@aidea.orgRFPISSUEDATE:January 18",2013
EEE Ken etgyauthorityiorg!
813 West Northern Lights Boulevard Anchorage,Alaska 99503 1 907.771.3000 Toll Free (Alaska Only)888.300.8534 F 907.771.3044
Table of Contents
SECTION 1.INTRODUCTION AND INSTRUCTIONS 5
1.1 PURPOSE OF THIS REQUEST FOR PROPOSALS (REP).......:sscssccesecessececcesseseeseecsenecenscesssecsssenseecseessnacesasensecsueessaseoussesasens 5
1.2 MINIMUM CONTRACTOR REQUIREMENTS TO RESPOND .......ccssscsscossessecceceecssescuscecescsseceussusesesssesenssescssscsccccnssssaesenecess 5
1.2.3)LOT 1 -Exclusive use facility in within 1O-mile radius o....ccscseccccscssssceseesceseesensvesesessssesesacssesaessensesessaesessessenaes 5
1.2.2.)LOT 2-Exclusive use facility in within 40-miile radius ...ccccccccccccccesscssssecssceessessssescssenscenseesceessscnneesntsessesesnseneees 5
1.2.3 LOT 3 -Non-excusive use existing facilities ......cccsccccccsccessenssessseecnsceseesecesssenecnsessessenssenesnasasaeusesegsensensesaseaaesnaes 6
1.3 CONFLICTS OF INTEREST .......ccssscsssssecesescccesscccensctecnssseceeseecesseeessseseasscueasceacecsesssasecseesecsssssasessesececacsossdsevstacceseaacesonacerss 6
1.4 ISSUING OFFICE.....csccccsssscssscessseecesssnesecssctncssntcessscesnsceesesceecesseevesceseeseescessessssacsesessouseacsseuaeecansssessaensessascosedesensseeecessenses 6
1.5 MAILING ADDRESS AND DEADLINE FOR RECEIPT OF PROPOSALS .......ssssccesscsseseescnssccccevesssreccssssesecssssasscanssscssevsnesssesors 6
1.6 QUESTIONS ABOUT THE REP.ou...eccessessesseeseeseceecssescseesscescessesesessessessseescsesserssenstorsscaeesseessesssesssasssscsnecensenseseussseneneeses 7
1.7 LOCATION OF WORK.......ccssscccesessssecccrscssuscceseesesenstecessesneeesecsuscseecceesescgnansteuccssauecsseseecsenenacscesseuceecsscueeasacsecsessasesessce 7
1.8 FUNDING OF THE CONTRACT......scsssscsccecsesseecescecsscnnscecsessenncesessssenscesssesescussecesecseseaseeceescessuseccesecssaecscnscsseesececsssseseesease 7
1.9 PERIOD OF PERFORMANCE .....cccsssssoneesseseesenctecesesssnsseceecessanseseessneeeescecssnsceseesesesensscecesssecdeceeeceeaeaseeeusessecsesesseccssscnecesecs 7
1.10 SOLICITATION AND ADVERTISING ........cccccccesseceessseesensesssnessncecceesaceseccceseaccccccscsesssecsscesesesseasssscasessccsssceuauscscuacenssncssenseee 8
J.11 =RFP/CONTRACT MANAGEMENT........ccccessessrsccnseseecnsenecesseeeacenseseasassensunscacsccssccssnensecssccessuscessesessssesesscasssasossesssseseeroosscs 8
1.12 -DEFINITIONS .........cccccesessssssccesscececssecsonscsecsenccecesensensseesesesssanscsnenscensanasessnsececeseccuccecceessscessesssusseeseuscessacnssssacsssasceaseusaass 8
SECTION 2.STANDARD PROPOSAL INFORMATION 8
2.1 PROPOSAL PREPARATION COSTS.......ccssssseccesssssnesccevscsseecccesessatcesvessnneeececesesaccessssoeceansnscesscssesesecscuccesceesesssssassesescsesenens 8
2.2 REQUIRED REVIEW -PROTESTS PRIOR TO AWARD...ccsssssscecessssecsceeesscnseccecensecenesecesesseneacesesesunecessceseceecsssesssasseesessescsaes 8
2.3 QUESTIONS RECEIVED PRIOR TO OPENING OF PROPOSALS .....scssccsccsscsssessesstsscessoceenccseeensenscecsessentesnssaseenseenseseseseesseess 8
2.4 ADDENDA TO THE REP...cccccecosseecececeesceessesssssnssecsnsenscessecsecseenesssseseeesessseasessesscecesssseusesacenecssccssesssessscesescseseseeecesecns 9
2.5 CORRECTION,MODIFICATION,OR WITHDRAWAL OF PROPOSALS ......csssecccsessessssecesescnscacsessesaceusseeseecscsconscessussscsesseaces 9
2.6 AUTHORIZED SIGNATURE /OFFEROR'S CERTIFICATION .......cssscccesscensceecesseeceseactscsessescesssssessssesseusecsscssosenesssssssensaseoses 9
2.7 CONFLICT OF INTEREST -GENERAL ........ssccsssssecssseeccsnncessnssceessacesntccesneceesssuteecsecescensesesesescessescecesecesssesecuseeseveeesesseases 10
2.8 LICENSES .....ccccccesccescccesssnnnccccecencssseeccesesesseceesacsuscccsssasseesseesseeseeeseseceeeeseseseeseueusncesccssccccssccensssssscecsssessesssesscsscosceseceeecs 10
2.9 SUBCONTRACTORS ....ccsscccssseccsecscstsceccssenesceeseceesescececccesnscececcsesseuseseesasccesasaesesesnuessseseescucucsceseusnsesesescssescecssssasceseecensens 10
2.10 JOINT VENTURES........cssccsssecsercceceestecessteccssseccsseeecsenecesscecsssnecsensssssseseseossensnsseecsessecensuascuscecceneucessensecenscesesssesecscassereneas 11
2.11 DISCLOSURE OF PROPOSAL CONTENTS .....csssssccccesssscccccessecteecsesnseccessuceoseseesesssnnseaesesecesneueseseseaesesessssaseeenescsssuasooscss 11
2.12 MULTIPLE OR ALTERNATE PROPOSALS......sscsccccsssessscccesessenseesecsenseccsessannecssesssssusaueeesuscuecesccssensscscsssscscssssssssscnacsoscs 11
2.13 RIGHT OF REJECTION .......sscccsssccsssssccesssecesscecsentevsnesevscecesenuececneeescececsccesecceecesssseesesteesesseesescusessseasccsascccesseeseasecsecsasens 11
2.14 EVALUATION OF PROPOSALS ......csccessssrescessnnseccccseesnncecescssenccascessaneseusesenanessensceseesseescenseasassacesneacessecesusesesenscsssasesesns 12
2.15 ALASKAN OFFEROR'S PREFERENCE.......ccccccccscccccsssessssessssncsscceccescaseceeeseesscseceeseseuceseeacsesuscssassscescaasaceccerccesecesssoesonseoes 12
2.15.1 Qualifying as an Alaska Bidder/PropOser ...ccccccscccsssssessssssessessssssesssessecnsssecesescenseseeseeeastseacsaessecseaesensesessseasans 12
2.16 PRICE PREFERENCES ..........:ccssscecsosecsscecseccccccceecceccseecsesessussnnacsnsuseucesscceeceesesseseeaeeessccnerccssscccseassscansaecsssescoasoasescesseseecs 12
2.16.1 Alaskan Bidder's Preference....cccccscccsscsscsssessesseenesenenecsesseensssseneessceeesessauscaasessssssaasensecnssseueesesceassusnassssesusscassases 12
2.16.2 Alaska Employment Program Preference......scccsccsccsssscssssscssrsecusesecseecsessuaesdesvsnenscasssessessensesaeseestensessetenseenees 12
2.16.3 Alaskans with Disabilities Preference .....scecccscsscscsssssssesssseceseessescecessecsesessessessessesssaesaeaessscseauesssnecsteasceeeseees 13
2.16.4 Employers of People with Disabilities Preference ......sccsccscsssssssssesseseeccscessecscasesecasssessuesessessesesecnseassneesseseeaes 13
2.16.5 Certification of Qualification for Disability Preferences ...cccsccsscsssssssssesssesecessssssenssenseatesseseaseseessessecsssnnscensses 13
2.16.6 Alaska Veteran's Preference ......cccccsecsccensessceneenseneveessecsevssesseeneecscsaecsaeesecesssasssaeenseeseeneatseassesseasessencaseetesnecsees 13
2.17 PRICE EVALUATION FORMULA...........ccscceeceeeececssssssscenncescnesencesessssssssnnsssesssceccenscususeguscesseessesssssessssssesssavsrsnsssesescessecese 13
2.18 INTERVIEWS FOR CLARIFICATION .......ccsessseseecescsccessescesecescccesecesscesenseaessaacessaeassnacsesescuccncsescecsassccesausausesesssssscancconsrss 13
2.19 DISCUSSIONS FOR BEST AND FINAL OFFERS .........csescesstececeesnseceesssnsccersesennsesessescesscesesessaecscousucsesecasenssnsesecssssntaceesoes 14
2.20 CONTRACT NEGOTIATIONS ......csccseccscssssccecessestscseessrnsccesesesreceseestaneesecsnesseesssansescessesenseesessevessecesesenscaeeeccesseasssseeuesseses 14
2.21 FAILURE TO NEGOTIATE ....scssccsssssssnsaccssensseccsassnscssessnssssacesssuaeeceesennsacesessenusecesceecececessescesesesasnaseseccseseseacesecsusuausesesees 14
2.22 NOTICE OF INTENT TO AWARD.........cccsssecesessssecesessssnsecessesnececonsneccesessnnssecesescnncescesencunesecesenausescseesnestecesesssssausecesecenecs 14
2.23 INFORMAL DEBRIEFING.........ccsscsssenssccesscesstecsentencessecesseevesseccentesecseceesceecesceccesescasenteesesssesesessenavacessussecsasecssssesssersases 14
2.24 PROTESTS AFTER AWARD ......csssssssseccsssecsesessnnveecesseseccsessssceecenarsesccaseusucacasenenasaneasesennsaessesenuusesccesessuseceseserscaecesessuenes 14
SECTION 3.STANDARD CONTRACT INFORMATION 15
3.1 CONTRACT INTENT ........ccsscsssesccsstecccccecesesssssssececossscecessccassssnsaescnseaseccesceeseeececsceesceveesscesucscucesonsecceaecscesesensseesseaseaaaans 15
3.2 CONTRACT APPROVAL ......cccccssccosssessssssssecnnececseeeesessnrssscencossecesenesesssesssancnecaeneusscusssasseaeseeesacesssecenstecsecessucucesccsssucsesses 15
3.3 STANDARD CONTRACT PROVISIONS -APPENDIX A AND APPENDIX B.........ccccesssossscesessssesscsssensceceteeceesseecsecsssrsssceceess 15
3.4 STANDARD CONTRACT PROVISIONS -APPENDIX D..........cccsscscsscesscessscesscesevsscsccerscesessecovsessecussesessceesecesesesssescoseares 15
3.5 PROPOSAL AS PART OF THE CONTRACT.....scccsssssssscscsssesssssessceessreeessccesnsceesscuccecsauesesececssneeceensesssccacscancessnsessssansesesses 15
3.6 ADDITIONAL TERMS AND CONDITIONS ......cccssscccsssscsecssssnececesscetencesseescessousscsecesecssesesecsesessessesssecescesesecesesssssesscerserecs 15
RFP 2014-0800-1710 Page 2 01/18/2013
SECTION 4.BACKGROUND IN FORMATION 17
SECTION 5.SCOPE OF WORK 18
5.1 OVERVIEW .....sssccscsccscsstsesoesccccseesessereessnrescessssscaceecesesseeseccesesescecceusesecesesenseeeeeseecscuuaseeesessanenesessussssceeeeceuaueseesssaaeensceess 18
5.2.ESTIMATED USAGE OF REMOTE CAMP -LOT L......ccccecsececsssesssceecvesssscesseessecssscacneceseccecsccecseuseeseceesecscsessessseceserasessees 18
5.3.ESTIMATED USAGE OF EXISTING LODGES OR CAMP ON ROAD SYSTEM -LOT 2 .......ccsscsccennsssceececscesecscscevscscesesceeeseenes 18
5.4 CAMP LOCATION ......cccsccccsssrscessssnssessccsecsscecessesuseseseesaceesssesssaeensceeceseseesenscesesassneescesssseceaceecespeauensescesnerecescenecesecesscess 18
5.5 LOT 1 &2 GENERAL FACILITIES REQUIREMENTS .......ccccsssesssceccesssscensuecesescenseneeneeeeenncecesssesancaceseseuseseceserausseeseessnes 1918
5.5.1 Kitchen and dining facility [with electricity and heat]..ccccccsccccscssccsssssseesssesesescsssseseessessesescsesessatenassatsnaevsaesasesses 20
5.5.2 Office space [with electricity and Neat]..c..c.sceccescececcssccscescecsectenecsessesceaecaaesesesesscesesecsessessensesensvseeseerssaeessenseanes 20
5.5.3 Rock core storage building or tent...cccecsscscssescessesscscceessessessecsssssasescesceesdesdasseeeaesseesseeetensenadeaeeeaeeeenseseeeeneeeeaes 20
5.5.5 Lodging (Sleeping Quarters).occcccccccsccsccssssssesscssenccssesssseaecesessssesesescesaeessceaesaceseessseseseceeaeasaessesdaeseesassaeeesseneseaaees 20
5.5.6 Washing facilities ..ccccccccccccccsscccsscccssenceseesnsesnsesecsacnaccesseseeeaessaaessaeneecesenseaseeessesaacseescseseecaeeaessassaasasseassscsessseseeseaees 20
S.5.8 Dying SPACE ...ecceeccesscevseeeneteneesseseeeseeeeseeseeessseneeeeeseesseeenseseeeaeeeedseeeeeesaaseeaeeseseeeeecessesaeseadevssasesesesesseseseseseseeesesesenees 20
5.5.7 Toilet fACi1itieS ...ccecccsescecsecsccsscsssseaneecesecnncscenseacensscensosavecesacenseasensensessonsenecosssesaseaseasuqsssensenseaeesseaesaesaesevaseaevaesnaeasens 20
5.5.8 Refrigerator &Freezer Storage SPaCe .....csccscesssesseessnseseessenecsnenevenensenecnevaevesessuaseanseneseeeneessnesnavssenesneatensaseseaes 20
5.6 GENERATOR AND ELECTRICAL POWER NEEDS:.....cccccssssseecessscssnsnsnsnccceecesnsceeceseeseancescsssssaeseccessanaesesasessseceesessononseseress 21
5.6.1 Power needs includes ceccccccccccccccscccecevsssccccecssencececesaceesascnsecccsesassscsusseeessseesnsancecscassuseeenseesscnseecesseasaccesseanagseesensesens 21
5.6.2 Generator (ifpower is not available via commercial POWEY)..ccsssccsssccssescsssscsssesesesesseacaseseassssaeseesesessesessesasenss 21
S.6.3 -FUel ciccccccssccscesscsccssscessccsessccesecenscecsseseessesaecssaeessasecsesaeeseeseaeecessescessesenesaseeeseseesseusessseeceeasecesaeesesssaceaasseeaueeesesenseess 21
5.7 CAMP STAFF vccssccccssccscssssssssnsssccssessecesccestsssecseecsseeeeceeeessnsscesseecessaseesennecessenseceenseceensecesusasasnasesssceesuncescenueeeeeeecessaseceaneseesses 21
5.7.1 Camp Manager .....ccscccccssescessessssscsssssesssecscssessesssessessecssessnessesssesessneesseeseuneseeceecessosnesseessusseessseessecesssssnesssnstsneneneeeses 21
Ae O10)002016),ESET STSET SETI ETEEESEEESUNEESETOOUITSUOSEOIUTTOOINTONTIOVEOVIETIOTSINSITEOTOUVTETIOVEETIOSSOTTSTNTINSETOUVSETIOVEESNVEVTOLTOVIOVSOTTONTIST!21OVANY|]2)2.612 0)|Meee eee SE TESEETOTETESESEEESEEDELOUEDIOOvETNVEVSUDIOVOUTEOTSOVEET=USTESTTOTENEOSTOVIONTOTNTIOVESVENSUCSETIEVEESEETERSEVEENSTSEETESTINVOOTIOVENTSD 22
§.8 FOOD AND WATER REQUIREMENTS ......sscccescecesessseccerssseccesencessoeseccssessusnseceesoeonasoneesecenonsssesscosueeseessosacseteesenatesesenssnsnsoeeseess 22
5.8.1 Meal requirements ....cccccccccsccscsseseesssssesssscssssseseesssssesscnsenecnsesesseeneesseecessesesnensasenssseessessesesssesseseecsesesseaeseaeesease 22
SBD Waterceccccccccccccecevecsnnesscssesscssssssseassuucevecsescensesnnnncensaseecacssceeceesecssscassecesseeesessesesssgsssussussseneaausaeensessescesseseesevesesesvecs 23
5.9 COMMUNICATIONSG........c::ccssssscccssscscseccsecccenssseescesesseaccecscesaeauaesecesnssenesesesssaesaceesscessesseecsesauaeseecsesnsaeseesesnagseecsessenscanees 23
5.10 OTHER CONSIDERATIONS ......cccsssscssstccccecescnnsccessnsacecessssscaeceesesessasaseeseescaseeaenesssonsceeeceeseuaceeseceseacesesesesaseesececssasoaaseeeess 23
5.11 LOT 3 GENERAL FACILITIES REQUIREMENTS ......cccccscccceccccseceecscceseesseesceesseesetsrsssenccnseccncessesccsscesesecenssesssensnsssssnseessess 23
SECTION 6.PROPOSAL SUBMISSION FORMAT 24
6.1 INTRODUCTION ........cssssscscsssrscssscsssescecceesescuesssncssceceessansecesseeeseseneusesenssnsusecesssnseeescescsuneeceseuseuuaecesesnaceeesescunueesecesesss 24
6.2 LOCATION AND ACCESS TO THE CAMP.......ccssssscsessssccccseesssaccecesesenssacqececeensacectesessnasseeasesscaesessecsaueecesesnuaececssssneaneeeeees 24
6.2 DESCRIPTION OF FACILITIES ......sscccossceccesesseseecssesaccecsssssscecscssesenseasceessssaeeseeesesacoesesessusesesssesssusseseesssacacessensnsoneesesssens 24
6.3 STAFF ...cccessescecoscseccesscssssssesssssssssesecasseeeeescusssasesssecsssescenssacenneconeeesuneaesssenacesssevscsscassencessesecuauseuseessessassnseesacessaseenseeees 25
6.4.OPERATIONS AND SERVICES .....ccscssssssscescsesssresesesseescsscsnorseecesessssseaessesasoessessconsesscessoessuaneesuessaaasstessessaeesenssesasonsessessess 25
6.5 ADDITIONAL TERMS AND CONDITIONS .......ssssscssssssccccsesssccccescesssscnseceescssnacsecssssaceseeeesssseeeeesesseassesesessenateseseonenenececesens 25
6.6 COST PROPOSAL\.....cssccssesssscccsscccesenceesecsnsecesatscsesecsstsnssnseessaseccscnaesesscessssnseseeesessusecsssencseasecacessensacesssetersueeeessnseesseses 25
SECTION 7.EVALUATION CRITERIA 28
71 EVALUATION PROCESS.....cccsssscssseccsseccseneccesssccsssesncesssseraseccenenennuaceacessssssaececenseascececesnenscescunscssecesensuseeecesensusaeeeesessersens 28
7.1.1 Confidentially of the Evaluation ProCeSS ......cccscscsseccssesscscssssssssseesscesesssesessasssssceassesasersessesesseseesseeeseesesseaseesaaeates 28
7.1.2 Procurement Officer REVieW 0...csccssessecssectecsssscessccseseneesescceeescessessesseaseseeesesesessseesesasesssessedesssaseesseaessseedseasensenens 28
7.1.3 Conflict of Interest REViOw.....sccsescsetsssscescsssssescesscsccesssesessesssensssessessesessscsesssesesnessesesseceessesessseesesesseaseseeuseaeseeeasease 28
7.1.4 Evaluation Committee Review ....ccccccccccccccccscccccccnccccsssecsesucecccccncccveeesseccessscceueuenscescceccceeecaceusucssceeseecsenscceuseecenecass 28
7.2 EVALUATION CRITERIA.....cccccsscccsssssecesetccescesseeesessnsnccessessacecesssesanansesesesaneaeesessusasasessansnscecessensaaeesespecesesesesusnnanaeeeceress 29
7.2.1 Location and ACCESS 30%ciecccccccccsssecccccessnsccvsscsscesessencecseseccsnsnnseucessnneeeesesesasecsesuneascecassueeassasceasacsesecanaaaseetecseeers 29
7.2.2 -Staff qualifications 1OV0..cccccsccsccssssesssscssssscnessesessessssesseesecsesecseseesessessssesesseassseasassssessceessecsessesssecsesseasacesseaseneasegs 29
7.2.3 Operations 15%.icccccscessscssessssscnssscessessesssscnenecscssssessssesesessssessnessesscassesassessssnsuesssecsseesscsesesseseeeesuseaseessseeeuseaeesgags 29
7.2.3 Optional Services SVe..cccccccsssscccsscscssensensesessesssceseenessssecesensessssessssseassseescesscaeseeneasentasaeseeseensessaaseeanecateneqaeeagenssegs 29
7.2.5 COSt BO cecccccsecccscccerssecsesevscecnssansesssnseecssacenseaesesecsseecsnseesessuaecessacecssauecsseueessssesesssessessacessasessaseceuaeseseaeeeeeasaeaeesasaaes 29
7.2.6 10%Alaska Proposer Preference .oc..cscccscsssesscssssssessssccsscssecsseescevaneseeeaceasensnsnesssescecsssaseseseaaendceuesausaseseasesesenseeaetens 30
73 EVALUATION CRITERIA FOR LOT3 ...ssssssessessessccssnnccesessnsssecessnssnseesecaeasaeaeesessaeessessessneseeececsuceeccessacssesesessussecescevenessenes 30
TA CONTRACTOR SELECTION....ccscscccsssssssnscccssssseecssscasesessnsceecesesenseeececessusesesasensoneecsusnnesescsesnaseeesesssacescesensaeeeeeeassonsnaeeeses 30
7.4.1 Award for Lot 1 and/or Lot 2 .ccssissessssccssssssscssssssecsssesecesevsceseestesessesessassensseaaeceseseeseastaescensenensevatedessseadenesneneevess 30
7.4.2 Award for LOt 3 occccccsssssessescestessscesseesessssssseesssssessssessssssssessnsscseeaseassaseasesessssseaseaesseacesaeasesenessasseenennesnenseateneoneesaease 30
7.4.3 Final DeCiSiOns ..ccccccccssssssevesecsecssseccccccssssussesesssseeccesusssseesseseeecseseavseasescnsevsssesecsuacesascnsnscecessucgesesersunsacesessnansseaeesesescs 30
STANDARD AGREEMENT FORM FOR PROFESSIONAL SERVICES 32
RFP 2014-0800-1710 Page 3 01/18/2013
APPENDIX A -GENERAL PROVISIONS 33
APPENDIX A -SUPPLEMENTAL GENERAL PROVISIONS 35
ARTICLE 15.CONTRACT PERSONNEL ........ceccccsssesceesssccssssesencsesssvscesssteccsosautecsevsnssassaseesesecsecseesssssesssceesesussusnesusseetecesasenes 35
ARTICLE 16 SUBCONTRACTORS......sccccsssssccssssssscssscescssseecsesceeecesnecenstceseeseesecessseesusceceeascususecusensessecessessessescescecseseettesessestes 35
ARTICLE 17 CONTRACT INVALIDATION......ccccsscssessssccsscesncssecececscecsencessccsasscscesssesessussesctecvecsescesuseusassesessuecusesevoonacesnensenaa 35
ARTICLE 18 TERMINATION FOR DEFAULT ......cccccsccssescossessccececeeesentsesecseesesceceescescussassesssseevecceesesseescssseecuseesecesacoenautoneeaens 35
ARTICLE 19 CONTRACT CHANGES.....cccccccsscscscessscenseccsesessecescecceseussessnsecsssessescssescuscesursssuasssssusssssssesssasecensesssseessscseseseouns 35
ARTICLE 20 CONFIDENTIALITY AND OWNERSHIP OF DOCUMENTS .......csccccesssssceescetececceeesessesescecsenscatenseucssscsavacsesusnenevnees 36
ARTICLE 21 REIMBURSEMENT TO THE AUTHORITY FOR UNACCEPTABLE DELIVERABLES.......ccscsssssesseessessssssssensceccsssases 36
APPENDIX B -INDEMNITY AND INSURANCE 37
APPENDIX D CONSIDERATION (SAMPLE CONTRACT TERMS)38
D.1.AUTHORIZED CONTRACT LIMITS ......:.scsscecseccceescsccetccsseseeneeesecessnceessesenenesceseseececcceausoesuetatecsecsauscssesesceussccsseacsecesecsees 38
D.2 CONTRACTOR RATES ......:ecssssssccecssssessseecetessessserseccecesscsesesececeescseescesessnscsececesscssseeaseseceseteseossunseeascoveusuacssencesececceseuses 38
D3 EXPENSES:......cscsesesssccesossssesessnecsessesesesecceecesessnsneseesseessceseucesensenasececessunenesececesssseeaseccuseacuaceseesnacessecveneseacsvseesnssceeceaees 38
D4 MARK UDP....ccssccsessseesesesssnecseecesessecscsseecesscsessesesseescersecsscosuuceneusgessscusasenseasacasseenseceseeeeasseaeseseseneasacagnsauacasseceesesteneuseenes 38
D.5 NON-REIMBURSABLE COSTS......ssccssccesessssstscecsecsnsnseesecesssnseacesssnsanaccesseesenuseeeccessseeseccesssceaeseceseasseesccesceeeensesessseeeesazees 38
D.6 SELECTION OF CONTRACTOR AND ISSUING DELIVERY ORDERS......csscccsessssesessesesessececcscsnssceessesacatecsensssuacoecesneseeonane 38
D.7 PAYMENTS .......ccsesseccesesssnssecesnecscessnsessugecssesssaasacecensesauaseeeasesneaeeecessensseeescnseusuenseceesnenecevecsenecececessaeeeecenseseseteseeaceseece 39
APPENDIX E:LOT 3 PROPOSAL FORM
ATTACHMENTS
ATTACHMENT 1.TEN MILE RADIUM MAP
ATTACHMENT 2.PROPOSED CAMP LOCATION "A”
ATTACHMENT 3.PHOTOS OF PROPOSED CAMP LOCATION "A”
ATTACHMENT 4.PROPOSED CAMP LOCATION "B”
ATTACHMENT 5.PROPOSED CAMP LOCATION "C”
ATTACHMENT 6.FORTY MILE RADIUS MAP
RFP 2014-0800-1710 Page 4 01/18/2013
SECTION 1.INTRODUCTION AND INSTRUCTIONS
1.1 Purpose of this Request for Proposals (RFP)
The purpose of this RFP is to solicit proposals for "exclusive use camp facilities”from existing lodge
owners,or operators of field camps and non-exclusive use facilities as may be required to support field
services for AEA contractors for the 2013 and 2014 field season.Contracts may be extended to include
the 2015 field season if required.
We expect to award term contracts with one or more exclusive use operators by the end of February
with services anticipate starting May 1,2013 and continuing through completion of the field work in fall
of 2014 as identified in the scope of services.The Authority anticipates establishing two locations for
"exclusive use camps and anticipates awarding multiple term contracts for non-exclusive use of other
existing facilities in the area that could house staff during the course of the field season.
1.2 Minimum Contractor Requirements to Respond
Offers must meet the following minimum requirements for each lot.Offerors may propose on only one
or all lots.
The minimum requirements for proposing on each lot are indicated below:
1.2.3 LOT 1 -Exclusive use facility in within 10-mile radius
.Offerors must be able to establish an exclusive use "turn-key”field facility (remote
campsite),or have an existing facility for exclusive use within a 10-mile radius of the
proposed Susitna-Watana Dam Site.Any proposed remote camp site or existing facility
should be in a location which has,or will allow a dirt airstrip to be built at a later date,
possibly in 2013 or in 2014.Attached to this RFP are three locations identified which
could be suitable remote camp locations.Other locations,within the approximate 10-mile
radius,proposed by camp providers will be considered.
2.The offeror must demonstrate an understanding of,and ability to,obtain and comply with
any permits that may be required for operations of their facility.For example,new
camps will need to be constructed of multiple unit tent type structures with a wood floor
and a central corridor to prevent disturbance of the underlying ground to facilitate
compliance with any archeological permit requirements.
3.Facilities should be wood construction or constructed of multiple unit tent type structures
with a wood floor and a central corridor.
4.The facility must be of sufficient size and construction to be able to safely house the
following numbers of people for the following months of 2013 through 2014.
a.1-24 person camp May 1,2013 through May 30,2013
b.60 person camp June 1,2013 through September 30,2013.
c.24 person camp February 1,2014 through May 14,2014
d.60 person camp May 15,2014 through September 30,2014
-_1.2.2 LOT 2 -Exclusive use facility within 40-mile radius
1.Offerors must be able to establish an exclusive use "turn-key”field facility (remote
campsite),highway camp,or have an existing facility for exclusive use within a 40-mile
radius of the proposed Susitna-Watana Dam Site.Any proposed remote camp-site or
existing facility should be in a location which has fixed wing access by floatplane or a dirt
airstrip.Attached to this RFP is an area map indicating a 40-mile radius.All locations
that meet these minimum requirements proposed by offerors within the 40-mile radius
will be considered.
2.Facilities should be wood construction or constructed of multiple unit tent type structures
with a wood floor and a central corridor.
RFP 2014-0800-1710 Page 5 01/18/2013
3.The offeror must demonstrate an understanding of and ability to obtain and comply with
any permits that may be required for operations of their facility.For example;new
camps will need to be constructed of multiple unit tent type structures with a wood floor
and a central corridor to prevent disturbance of the underlying ground to facilitate
compliance with any archeological permit requirements.
4.The facility offered must be of sufficient size and construction to be able to safely house
the following numbers of people for the following months of 2013 through 2014.
a.24 person camp May 15,2013 to September 30,2013 and May 15,2014 to
September 30,2014.
1.2.3 LOT 3 -Non-excusive use existing facilities
1.Must be an existing facility within 40 miles of the proposed Susitna-Watana Dam site,
while the Authority is interested in full service facilities the Authority may also be
interested in renting cabins or other existing shelters depending on their proximity to the
study area and access.
1.3 Conflicts of Interest
Offeror's may have current or pending client relationships that may create an appearance of or an
actual conflict of interest regarding work that may be requested under this contract.Offerors should
document in their proposal any current or pending relationships they are aware of that may create a
conflict or an appearance of conflict of interest (Ref 6.1).Or might affect the availability of the camp.
Offeror's that identify potential conflicts of interest with existing clients may still be considered for award
provided the proposals submitted address all other requirements of the RFP.
1.4 Issuing Office
Physical and Mailing Address:Contact:Andrew Morton,Procurement Officer
Alaska Energy Authority (AEA)Telephone:(907)771-3990
813 West Northern Lights Blvd E-mail:amorton@aidea.org
Anchorage,AK 99503
One (1)free RFP,with associated contract documents,may be picked up or requested from the issuing
office during the regular work hours of 8:00 a.m.to 12:00 noon and 1:00 p.m.to 5:00 p.m.,Monday
through Friday excluding state holidays.
AIDEA/AEA assumes no liability for incorrect addresses or delivery of RFP packages by public or
private carriers.
1.5 Mailing Address and Deadline for Receipt of Proposals
Offerors must submit four (4)hard copies of their proposal and one electronic copy in PDF or MS
Word format on a CD or USB drive to the Issuing Office,in a sealed envelope(s)clearly labeled and
marked as a proposal in a manner noted below to avoid premature opening by staff:
From:Offeror's Return Address
To:Alaska Industrial Development and Export Authority
Alaska Energy Authority
813 West Northern Lights Blvd.
Anchorage,AK 99503
ATTN:Andrew Morton
RFP 2014-0800-1710 Page 6 01/18/2013
TITLE:RFP 2014-0800-1710,Remote Camp Services for the 2013 Field Season
DUE:February 13,2013.
Proposals must be received in writing at the AEA office,no later than 2:00 p.m.,(Alaska Standard
Time)February 13,2013.Failure to meet the deadline will result in disqualification of the proposal
without review.
1.6 Questions about the RFP
Any technical or procedural questions regarding the RFP or contractual documents should be directed
to the Procurement Officer.All questions,that require clarification or interpretation of this RFP,which
cannot be answered by careful review of the document,must be received in writing at the issuing office
address before the due date for proposals.The Procurement Officer will respond in writing if the
question cannot be answered by directing the Offeror to the appropriate section of the RFP.Copies of
any written response to questions will be made available to all parties that receive the RFP.
Any technical or procedural questions or correspondence concerning protest of the intent to award of a
contract (See Section 2.24)should be addressed to:
Andrew Morton,Procurement Officer
Alaska Energy Authority
813 West Northern Lights Blvd.
Anchorage,AK 99503
Phone:(907)771-3990
E-mail:amorton@aidea.org
1.7 Location of Work
Lot 1:The location of any existing facility or remote camp must be within a 10-mile
radius of the proposed Susitna-Watana dam site at river mile 184 to facilitate helicopter access
for AEA field teams conducting environmental and other work at on the project and surrounding
area.(See Map Attachments).
Lot 2 &3:The location of any existing facility,highway camp or remote camp must be
within a 40-mile radius of the proposed Susitna-Watana dam site at river mile 184 to facilitate
helicopter access for AEA field teams conducting environmental and other work at on the
project and surrounding area.(See Map Attachments).A highway camp is defined as a remote
type camp constructed on the highway system within the 40 miles limit from the project site as
defined in this RFP.
1.8 Funding of the Contract
The legislature provided a $65 million capital appropriation to fund the Susitna-Watana Hydroelectric
Project in FY2012 which includes funds for all staff,contractors,and expenses.This contract is
anticipated to be funded from that appropriation and the proposed appropriation from the FY2014
budget of $95.2 million.
1.9 Period of Performance
The period of performance will be February 2013 through September 2014.Following the initial period
of performance,one year extensions may be added and negotiated.
RFP 2014-0800-1710 Page 7 01/18/2013
1.10 Solicitation and Advertising
In accordance with 2 AAC 12.220 notice of this solicitation for proposals is being published on the State
of Alaska website at State.ak.us under Online Public Notices.Notices may also be sent to selected
vendors whom AEA believes may be capable of responding.
1.11.RFP/Contract Management
The Executive Director of the Authority,or her designee,must approve the contract and any
amendments prior to execution.
The AEA Procurement Officer,as referenced in this RFP,is the person responsible for conducting the
solicitation and overseeing the work of the Project Officer and Evaluation Committee to assure
compliance with state procurement policy and AEA guidelines,making determinations with respect to a
protest or claim as required by law,and final review and approval of the contract.
The AEA Project Officer will participate in the evaluation of proposals,make recommendations for
negotiations,and negotiate the final terms and conditions of the contract,subject to the Procurement
Officer's approval.The Project Officer is also responsible for contract administration that includes
reviewing proposals for changes,approving invoices and deliverables,and evaluating performance.
1.12 Definitions
For the purposes of this RFP and any resulting contract,the following definitions apply:
e "State”would be taken to mean AEA as an entity of the State or other departments within the
State depending on the context of the clause.
e "AEA”or "Authority”refers to the Alaska Energy Authority,a separate corporation as defined by
AS 44.83.020.
|SECTION 2.STANDARD PROPOSAL INFORMATION
2.1 Proposal Preparation Costs
The Authority will not pay any cost associated with the preparation,submittal,or presentation of any
proposal.
2.2 Required Review -Protests Prior to Award
Offerors must carefully review the RFP for defects and questionable or objectionable material.Such
defects must be reported to the Procurement Officer at the issuing office in writing and received prior to
the deadline for receipt of proposals.This will allow sufficient time for the Procurement Officer to issue
an amendment,if one is required;and it will help prevent the evaluation of proposals based on a
defective RFP.Protests based on an omission,error,or the content of the RFP,will be disallowed if
notice of the defect is not made as set out above.
AS 36.30.560-565,provides that an interested party may protest alleged improprieties or ambiguities in
a solicitation.If a potential Offeror wishes to protest the alleged improprieties or ambiguities in this RFP,
the protest must be received by the Procurement Officer in writing at least ten days prior to the deadline
for receipt of proposals.The protest must include the same information noted in Section 2.24,Protests
after the Award.Protests based on alleged improprieties or ambiguities in the RFP,will be disallowed if
notice of the defect is not made as set out above.
2.3 Questions Received Prior to Opening of Proposals
All questions must be addressed to the Procurement Officer.Two types of questions generally arise.
One may be answered over the telephone by directing the questioner to a specific section of the RFP.
Other questions may be more complex and may require a written amendment to the RFP.The
RFP 2014-0800-1710 Page 8 01/18/2013
Procurement Officer will make that decision.The interested party must confirm telephone
conversations that involve complex questions by following up in writing.
2.4 Addenda to the RFP
Addenda may be issued at the Authority's option.However,no oral change or interpretation of any
provision contained in this RFP made by any employee or representative of the Authority at any time
during the solicitation process should be construed by an Offeror as either an addition or change to the
RFP.Written addenda will be issued when changes,clarifications,or amendments to this RFP are
deemed necessary by the Procurement Officer.
All addenda and other notices will be posted and available on the State of Alaska on-line notice website
at:
http://notes3.state.ak.us/pn
An interested Offeror may request modifications to the scope,specifications,deadlines,or
administrative requirements.Final acceptance or denial of any request is the decision of the
Procurement Officer.Failure of the Procurement Officer to respond in writing to a request for addenda
to the RFP shall be considered a rejection of the request.
It is the Offeror's responsibility to assure they have received and reviewed all addenda and notices
related to the RFP.Proposals that fail to address material requirements in any addenda may be
rejected as non-responsive.
2.5 Correction,Modification,or Withdrawal of Proposals
A proposal may be corrected,modified or withdrawn by providing a written request from an authorized
agent of the Offeror to the Procurement Officer before the time and date set for receipt of the proposals.
After proposals are opened,modifications may be allowed prior to completion of the evaluation process
if the Evaluation Committee determines that it is in the best interest of the Authority to solicit
modifications or best and final offers.Modifications to proposals or best and final offers will be solicited
in accordance with AS 36.30.240 and 2 AAC 12.290.The apparent successful Offeror may be
requested to modify or correct his proposal during contract negotiations to the extent it is in the best
interest of the State (2 AAC 12.315).
2.6 Authorized Signature /Offeror's Certification
Proposals must be signed by an individual authorized to bind the Offeror to its provisions.By their
signature the Offeror is:
1.Certifying the proposal is valid for at least sixty (60)days from the proposal receipt deadline.
2.Certifying compliance of all terms and conditions set out in this RFP.
3.Certifying under penalty of perjury the price submitted was independently arrived at without
collusion.
4.Certifying compliance with:1)the laws of the State of Alaska;2)the applicable portion of the
Federal Civil Rights Act of 1964;3)the Equal Employment Opportunity Act,the Americans with
Disabilities Act (ADA)and the regulations issued there under by the federal government;
5.Certifying the Offeror is not established and headquartered or incorporated and headquartered
in a country recognized as Tier 3 in the most recent United States Department of State'sTraffickinginPersonsReport.(Ref2 AAC 12.725)
RFP 2014-0800-1710 Page 9 01/18/2013
The most recent United States Department of State's Trafficking in Persons Report can be
found at the following website:http:/Avwww.state.gov/q/tip/
If any Offeror fails to comply with the above certification requirements,the Authority reserves the right
to disregard the proposal,terminate the contract,or consider the contractor in default.
2.7 Conflict of Interest --General
Each proposal shall include a statement indicating whether or not the firm or any individual working on
the contract has a possible conflict of interest.If there is a conflict of interest or appearance of such a
conflict,a brief description of the nature of the conflict must be included in the statement.The Authority
will evaluate the nature of the conflict and the bidders'statement and make a determination whether in
its'opinion a conflict of interest exists.This decision shall be made solely in AEA's best interest.If the
Authority determines that there is a conflict of interest,the offer shall be determined to be
nonresponsive.If a conflict of interest is discovered after contract award,the Authority,after review of
the facts surrounding the conflict,may terminate the contract.
2.8 Licenses
All Offerors are required to hold a valid Alaska business license and the necessary applicable
professional licenses required by Alaska Statute.For more information on these licenses,contact the
Department of Commerce,Community,and Economic Development,Division of Occupational
Licensing,P.O.Box OD--LIC,Juneau,Alaska 99811.Telephone (907)465-2534,
www.dced.state.ak.us/occ/
AS 36.30.210(a)requires that Offerors submit evidence of a valid Alaska business license when
submitting offers in response to proposals.If evidence of a valid Alaska business license is not
submitted with the proposal,the Offeror's proposal will be rejected as nonresponsive.
Acceptable evidence that the Offeror possesses a valid Alaska business license may consist of any one
of the following:
a.acopy of the Alaska business license;
b.acertification by the Offeror in the proposal that the Offeror has a valid Alaska business license
with the license numbers included in the proposal;
c.acanceled check for the Alaska business license fee;
d.acopy of the Alaska business license application with a receipt stamp from the State's business
license office;or
e.asworn notarized affidavit that the Offeror has applied and paid for the Alaska business license.
Proposals submitted by joint ventures are required to have a license in the name of the joint venture.
The business licenses should be in the name of the Offeror,unless otherwise required by the
Department of Commerce,Community,and Economic Development.
2.9 Subcontractors
The Offerors may subcontract portions of the project tasks.Offerors will be required to submit the
names and addresses of all subcontractors and the type and percentage of work they will be providing.
The successful contractor must supply proof of appropriate subcontractors'Alaska business licenses
for those businesses that will be doing work inside Alaska,within a reasonable time,after the Notice of
Intent to Award is issued according to AS 36.30.210(a).
If the successful contractor proposes to accomplish more than 50%of the work through subcontractors,
they must provide a written statement that they are not operating as a joint venture with the other
contractors and will be solely responsible for all work products,profits,and losses,as they relate to the
performance of this contract.Failure to provide this statement may result in the proposal being
declared a "joint venture"proposal for the purpose of calculating the Alaska Proposer's preference.
RFP 2014-0800-1710 Page 10 01/18/2013
2.10 Joint Ventures
Joint Venture proposals will be accepted for the performance of this contract.However,the joint venture
must obtain an Alaska business license prior to submitting their proposal as required by Alaska Law.
2.11 Disclosure of Proposal Contents
All proposals and related documents submitted in response to this RFP are considered public
documents and subject to AS 40.25.
However,AS 36.30.230,requires the Procurement Officer open proposals so as to avoid disclosure ofcontentstocompetingOfferorsduringtheprocessofnegotiations.All proposal information will be kept
confidential until the Notice of Intent to Award is issued.
AS 36.30.230 also provided to the extent the Offeror designates and the Procurement Officer concurs,
trade secrets and other proprietary data contained in proposals may be considered confidential.Any
information and documents the Offeror considers is proprietary or a trade secret must be clearly
marked "Confidential”in the proposal and include a brief statement as to the need for confidentiality.
The Authority will follow the process identified under 7.1.2 in reviewing any request that information be
considered confidential.
Offerors are advised that it is the Authority's position that the cost information provided in response to
this solicitation is not considered proprietary and the Authority will not sign any Offeror's non-disclosure
agreement.
The contract files will include a copy of each proposal submitted and will be open to reasonable
inspection by the public.(Ref AS 36.30.510.)Information that the Procurement Officer concurs is
confidential will be kept in a sealed envelope with the contract file.
All proposals and material submitted become the property of the Authority and may be returned only at
the Authority's option.
One copy of each proposal submitted will be kept on file by the Authority for a minimum of two years.
The successful proposal will be kept on file for the duration of the contract plus seven years.
2.12 Multiple or Alternate Proposals
In accordance with 2 AAC 12.830,multiple or alternate proposals may be considered responsive and
will be evaluated separately.
2.13 Right of Rejection
Offerors must comply with all of the terms of the RFP,with AS 36.30,the State Procurement Code,and
all applicable local,state,and federal laws,codes,and regulations.
The Procurement Officer,based on recommendations of the Evaluation Committee,may reject any
proposals that do not comply with all of the material and substantial terms,conditions,and performance
requirements of the RFP.
Minor informalities,that do not affect responsiveness;that are merely a matter of form or format;that do
not change the relative standing or otherwise prejudice other offers;that do not change the meaning or
scope of the RFP;that are trivial,negligible,or immaterial in nature;that do not reflect a material
change in the work;or,that do not constitute a substantial reservation against a requirement or
provision;may be waived by the Procurement Officer.
RFP 2014-0800-1710 Page 11 01/18/2013
AEA reserves the right to reject all proposals if it is determined that award would not be in the best
interest of the Authority in accordance with AS 36.30.350.If all proposals are rejected,they will be
returned in accordance with AS 36.30.230(B).
2.14 Evaluation of Proposals
All responsive proposals received will be reviewed and evaluated by a committee that will be made up
of the Authority's representatives or staff.Other representatives may be added as appropriate,
provided the Evaluation Committee is made up of at least the designated Procurement Officer and two
Authority employees in accordance with 2 AAC 12.260.Each member shall exercise independent
judgment and no member's vote or score will be weighted more than any other.The evaluation will be
based on the evaluation factors set out in Section 7 of this RFP.
2.15 Alaskan Offeror's Preference
2 AAC 12.260 (e)provides an Alaskan Offeror's a 10 percent overall evaluation point preference.
Alaska bidders,as defined in AS 36.30.170,are eligible for the preference.This preference will be
added to the overall evaluation score of each qualified Alaskan Offeror.Each qualified Alaskan Offeror
will receive 10%of the total available points,added to their evaluation score,as a preference.
2.15.1 Qualifying as an Alaska Bidder/Proposer
AS 36.30.170 describes an Alaska bidder as a person who:
[a]Holds a current Alaska business license;
[b]Submits a proposal for services under the name as appearing on the person's current Alaska
business license;
[c]Has maintained a place of business within the state staffed by the Offeror or an employee of
the Offeror for a period of six months immediately preceding the date of the RFP;
[d]!s incorporated or qualified to do business under the laws of the state,is a sole proprietorship
and the proprietor is a resident of the state,or is a partnership and all partners are residents of
the state;and
[e]If a joint venture is composed entirely of ventures that qualify under [a]through [d]of this
subsection,if applicable,refer to 2.11.
It is the responsibility of the Offeror to include in their proposal,a statement of their qualification for
the Alaska Bidder/Proposer preference.
2.16 Price Preferences
What follows are references to preferences that may apply to certain Alaskan businesses when
calculating the cost.!f those Alaskan businesses qualify,the preference(s)will affect the evaluation of
the price offered.These preferences are applied before the proposals are evaluated for cost.
It is the Offeror's responsibility to state which preferences they qualify for in submitting their proposal.
2.16.1 Alaskan Bidder's Preference
For the purpose of evaluating cost,Alaska bidders,as defined in AS 36.30.170,will receive a
5%Alaska bidder's preference as set out in 2 AAC 12.260 (d).This percentage will be
deducted from the total cost of a qualified Alaskan bidder's proposal.The adjusted cost will be
the price used when evaluating the cost criteria.It is the responsibility of the Offeror to include
in their proposal a statement of their qualification for the Alaska Bidder/Proposer preference.
2.16.2 Alaska Employment Program Preference
If an Offeror qualifies for the Alaskan bidder preference,under AS 36.30.170,and is offering
services through an employment program,as defined under 36.30.990(17),the price of the
proposal may be reduced by 15%for evaluation purposes.
RFP 2014-0800-1710 Page 12 01/18/2013
2.16.3 Alaskans with Disabilities Preference
If an Offeror qualifies for the Alaska bidder preference,under AS 36.30.170,and is a sole
proprietorship owned by a person with a disability,as defined in AS 36.30.170,the price of the
proposal may be reduced by 10%for evaluation purposes.
2.16.4 Employers of People with Disabilities Preference
If an Offeror qualifies for the Alaska bidder preference,under AS 36.30.170,and,at the time the
proposal is submitted,employs a staff that is made up of 50%or more people with disabilities,
as defined in AS 36.30.170,the price of the proposal shall be reduced by 10%for evaluation
purposes.
2.16.5 Certification of Qualification for Disability Preferences
The Division of Vocational Rehabilitation in the Department of Education maintains a list of
Alaskan:[1]employment programs that qualify for preference,[2]individuals who qualify for
preference as Alaskans with disabilities,and [3]employers who qualify for preference as
employers of people with disabilities.
As evidence of an individual's or a business'right to a certain preference,the Division of
Vocational Rehabilitation will issue a certification letter.To take advantage of the employment
program or disabilities preferences described above,an individual or business must be on the
appropriate Division of Vocational Rehabilitation list at the time the proposal is opened and must
provide the Procurement Officer a copy of their certification letter.Offerors must attach a copy
of their certification letter to their proposal.The Offeror's failure to provide the certification letter
mentioned above,with their proposal,will cause the Authority to disallow the preference.
2.16.6 Alaska Veteran's Preference
lf an Offeror qualifies under AS 36.30.175 Alaska Veteran's preference,a 5%preference [not-
to-exceed $5,000]shall be applied to the offer.In order to qualify Offeror shall submit either a
DD Form 214 or a NGB Form 22 discharge certificate with their bid or proposal.
2.17 Price Evaluation Formula
The distribution of points based on price will be determined per AS 36.30.210,.250,and 2 AAC
12.260(d).The lowest priced proposal will receive the maximum number of points allocated to price
using the methodology defined in Section 7.
Price proposals from qualified Alaskan Offerors or Offerors entitled to other preferences documented in
Section 2.16 will be reduced by the appropriate percentage prior to scoring price.Reference 2 AAC
12.260 (d).
See Section 7 for additional Price evaluation criteria.
2.18 Interviews for Clarification
The Evaluation Committee may require Offerors to provide clarification of certain points in their
proposals prior to completion of the evaluation process.The purpose of these interviews is to ensure
that the Evaluation Committee has a more complete understanding of the Offeror's proposal.Material
changes to proposals or negotiations are not allowed in this process.Information requested for the
purposes of clarification will be limited to verification of statements made in the Offeror's proposal.All
Offerors will be given similar opportunities,as required,for clarification.Interviews will be conducted in
such a manner that information derived from competing Offerors is not disclosed.Interviews will be
scheduled at the convenience of the Issuing Office.AS 44.62.310,does not apply to meetings with
Offerors conducted under this section.Interviews may be conducted by teleconference.
RFP 2014-0800-1710 Page 13 01/18/2013
2.19 Discussions for Best and Final Offers
The Authority may require written or oral submittals from Offerors for the purpose of clarification in
accordance with AS 36.30.240 and 2 AAC 12.290.The purpose of these submittals will be to ensure
the Offeror has a full understanding of the requirements of the RFP.Discussions will be limited to
sections of the RFP identified by the Evaluation Committee.|
Discussions,if held,will be with Offerors who have submitted a proposal deemed reasonably
susceptible for award by the Evaluation Committee.Discussions would be after the Evaluation
Committee has completed the preliminary evaluation of proposals.If modifications are made as a
result of these discussions they will be put in writing.
Following discussions,the Evaluation Committee may set a time for best and final proposal
submissions from those Offerors with whom discussions were held.Re-evaluation of the best and final
proposals will be limited to the specific sections of the RFP opened to discussion by the Procurement
Officer.
2.20 Contract Negotiations
Upon completion of the evaluation process,contract negotiations will commence in accordance with 2
AAC 12.315.It is anticipated that all contract negotiations will be held at the Authority,813 West
Northern Lights Blvd.,Anchorage,Alaska,or by teleconference.
2.21 Failure to Negotiate
If the selected Offeror fails to provide the necessary information for negotiations in a timely manner,
negotiate in good faith,or cannot perform a substantial portion of the contract within the amount of
budgeted funds available for the project,the Authority may terminate negotiations and negotiate with
the next highest ranked contractor,or terminate the award of the contract.
2.22 Notice of Intent to Award
After completion of the evaluation process and contractor negotiations,the issuing office will issue a
Notice of Intent to Award to all Offerors.This notice will contain the names and addresses of all the
Offerors including the intended recipient(s)of the contract(s).
2.23.Informal Debriefing
Any unsuccessful Offeror may request and receive an informal debriefing either ten (10)working days
after the Notice of Intent to Award is mailed out or,if there is a protest,upon completion of the protest
process.The debriefing shall be limited to the Offeror's proposal,concentrating on the areas
considered deficient or inferior.The merits of other proposals will not be discussed.A formal review
may be requested by writing to the Procurement Officer at the Issuing Office address.
2.24 Protests after Award
In accordance with AS 36.30.560,an interested party may protest an award of contract or the proposed
award of a contract,or a solicitation by an agency.The protest shall be received in writing at the
address below within ten (10)calendar days after the Notice of Intent to Award is issued.
Andrew Morton,Procurement Officer
Alaska Energy Authority
813 West Northern Lights
Anchorage,AK 99503
Phone:(907)771-3990
The protest must include the following information:
1.The name,address,and telephone number of the protester;
RFP 2014-0800-1710 Page 14 01/18/2013
2.The signature of the protester or the protester's representative;
3.Identification of the contracting agency and the solicitation or contract at issue;
4.Adetailed statement of the legal and factual grounds of the protest,including copies of relevant
documents;and
5.The form of relief requested.
Protests filed by e-mail without a signature are not acceptable.Fax copies of the protest containing a
signature or scanned e-mail attachments with a signature are acceptable.
All Offerors will be notified of any protest.Review of protests,decisions of the Procurement Officer,
hearings and appeals will be conducted in accordance with AS 36.30,the State Procurement Code.
|SECTION 3.STANDARD CONTRACT INFORMATION
3.1 Contract Intent
The contracts award for either Lot 1 or Lot 2 will be for exclusive use of full service "turn-key”lodges,
highway camps,or remote campsites for the purpose of housing various project staff and consultants
during the 2013 and 2014 environmental study and engineering field season for the proposed Susitna-
Watana Hydroelectric Project.Contracts may be extended to the 2015 field season in the event
additional follow-on field work is required.
The contracts for Lot 3 will be non-guaranteed use contracts for non-exclusive facilities and services
anticipated to run from March 1,2013 through December 31,2014 with the option to renew for a year
subject to the same terms and conditions.(Actual dates of availability will be dependent on the dates of
service provided by the offeror.)
3.2 Contract Approval
This RFP does not,by itself,obligate AEA.The Authority's obligation will commence when the
Executive Director of the Authority,or the Executive Director's designee,approves the contract and
issues an NTP for work.Upon written notice to the Contractor,the Authority may,if it wishes,set a
different starting date for the contract.AEA 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 AEA.
3.3 Standard Contract Provisions -Appendix A and Appendix B
The Offeror must commit to comply with the standard contract provisions set out in Appendix A and
Appendix B.(Attached to this RFP)Objections to any of the provisions in Appendix A or Appendix B
must be set out in the Offerors proposal.The Authority will not consider alternations to any of the
standard terms of Appendix A or Appendix B if the Offeror fails to include their objections with their
proposal.
No alteration of these provisions will be permitted without prior written approval from the Department of
Law and the State of Alaska Division of Risk Management with regard to Appendix B.
The State reserves the right not to award a contract to an otherwise most qualified Offeror who will not
agree to all the standard terms and conditions of Appendix A and Appendix B2.
3.4 Standard Contract Provisions -Appendix D
Unless otherwise noted their proposal it is expected that Offeror agrees to and will comply with the
payment terms and conditions referenced in this RFP as Appendix D Consideration Sample Contract
terms.Objections to any of the provisions in this Appendix must be set out in the Offerors proposal.
3.5 Proposal as Part of the Contract
All or part of the final proposal may be incorporated into the final negotiated contract.
3.6 Additional Terms and Conditions
RFP 2014-0800-1710 Page 15 -01/18/2013
Appendix A Supplemental General Provisions (Attached to the RFP)will be incorporated into the final
contract award along with other terms and conditions identified in the Scope of Work.
AEA reserves the right to include additional terms and conditions during the contract negotiations.
These terms and conditions must be within the scope of the original RFP and contract documents,and
will be limited to cost,clarification,definition,and administrative and legal requirements.
lf after award of a contract:1)a conflict arises between terms offered in contractor's proposal and the
terms of the contract or RFP,the terms of the contract or RFP will prevail;and 2)the Authority's rights
would be diminished as a result of application of a contractor's supplemental term or condition included
in the contractor's proposal,the supplemental term or condition will be considered null and void.
RFP 2014-0800-1710 Page 16 01/18/2013
|SECTION 4.BACKGROUND IN FORMATION
The Susitna-Watana Hydro is in the early phases of a long and complex federal licensing process
under the Federal Energy Regulatory Commission (FERC).A major component of this phase involves
the planning,review,approval and implementation of a Study Plan that addresses a number of areas
related to the project.For details related to the study plans can be found at:
http://www.susitna-watanahydro.org/study-plan/
AEA,through its five prime contractors and multiple subcontractors began field work in 2012.To
manage costs and coordinate services needed by each of its contractors AEA solicited and entered into
one year contracts for helicopter services and lodges near the study area that could service 12 -25
field staff.AEA awarded contracts to Stephan Lake Lodge and Alpine Creek Lodge on the Denali
Highway to provide meals and lodging services for the 2012 field season.
Subject to continued legislative funding and approval of the study plans,AEA estimates having as
many as 150 contractor staff in the field at one time working on the study plans and conducting
geotechnical!investigations at multiple locations within the study area for the 2013 and 2014 field
season.As of January 2013,AEA is still working with the contractors on estimates as field plans have
not yet been finalized for all study plans and geotechnical work for the summer of 2013.
What we are currently requesting under lot 1 is the guaranteed or exclusive use of a facility within 10
miles of the proposed dam site as we believe the Authority may be able to reduce its helicopter
transportation costs and provide for a more efficient operations for our geotechnical contractors if we
are located closer to where that work is expected to be carried out.We expect that we will need to
accommodate a minimum of 24 persons to start,including the camp crew and have that facility ramp up
to 60 people by June 1,2013.
The intention of lot 2 is to be able to provide contractors access to facilities that may be outside the 10
mile dam radius but near where other studies are being conducted !t may also act as a transfer point for
persons accessing the site by fixed wing aircraft from Anchorage,Fairbanks,or Talkeetna,or possibly a
staging area on the road system for materials and supplies.We are also aware of a number of existing
private facilities in the area that may provide a reasonable alternative to establishing a remote camp
understanding there may be timing,permitting,and other issues in establishing a remote camp.
With lot 3 we aim to find lodges or cabins in the area that may be available for use on a daily or weekly
per person basis.We expect we may need road access to some of these areas and as we further
define our requirements we may be able to commit to a minimum number of nights or days stay;
however at this time we will not be able to commit so we cannot make any guarantees as to the number
of persons or days we would want to use these facilities.
More details on the how we intend to evaluate the proposals and award contracts are identified under
sections 6 and 7.
The goal of this RFP is to establish contract(s)with operators and lodge owners that can help us meet
our 2013-2014 requirements for housing of contractors and staff on the project with the option to extend
through the 2015 field season if necessary.
More Information about the project is available at Susitna-watanahydro.org and AKenergyauthority.org.
RFP 2014-0800-1710 Page 17 01/18/2013
SECTION 5.SCOPE OF WORK
5.1 Overview
AEA will have a number of engineering and environmental contractors conducting helicopter-supported
field work near the proposed Susitna-Watana Hydroelectric project from May 1,2013 through
September 30,2014.The purpose of this RFP is to establish contracts with operators to provide camp
services in support of these contractors and other support providers or AEA staff who may have use of
these facilities during the field season.
AEA anticipates there will be between 24 and 120 field members and pilots for most or all of the
duration of the project in 2013 and 2014 in various locations within the project corridor.
It is also expected that Contractors may need to accommodate AEA or other state of federal agencystaff,or other contractor staff,for partial days based on a limited notice.
The operator on Lot 1 and 2 are requested to provide the full complement of meal,sanitation,laundry,
and all other services besides lodging,as requested in this RFP.
Camp operators will be responsible for all permitting of the camp and that all sanitation,water quality,
camp safety,and hazardous materials storage,dispensing,and handling are in compliance with state
and federal standards and regulations.
All tree and brush clearing for any remote camp must be completed prior to May 1°,2013.No tree or
brush clearing is permitted after April 30,2013.
Food and lodging services may be satisfied by a temporary camp or permanent business.The word
"camp”in this section refers to either a temporary camp or permanent business.
5.2.Estimated Usage of Remote Camp -Lot 1
The Authority estimates a total of between 24 and 60 people,including camp/lodge staff working from
remote field camps between May 1,2013 and September 30,2014 however that time may be
extended.The actual number of persons may vary depending on the work.
5.3 Estimated Usage of Existing Lodges or Camp on the Road System -Lot 2
The Authority estimates a total of between 0 and 60 people,not including camp/lodge staff (working
from this camp/lodge)between May 15,2013 and September 30,2014,however that time may be
extended.The actual number of persons may vary depending on the work.
This is only an estimate.The Authority will provide ample notice to the camp/lodge operator on the
number of people working out of the camp at any given time.
5.4 Camp Location
Lot 1 -Exclusive use facility in within 10-mile radius
e Existing lodges or remote camps on the road system must be located within a 10-mile radius
of the proposed Susitna-Watana site at River Mile 184.(See Map Attachment).The
Contractor shall secure and maintain any necessary permits or permissions for the site.
e If an existing lodge contractor intends to use tents vs.permanent structures to meet any of
the facilities requirements they should note that in their proposal.
e If proposing to build a temporary remote campsite,the Contractor shall provide all necessary
personnel to install,manage,and remove the campsite.The campsite shall be located
within a 10-mile radius of the Susitna -Watana Hydroelectric Dam Site at river mile 184.
RFP 2014-0800-1710 Page 18 01/18/2013
5.5
The Contractor shall secure and maintain any necessary permits or permissions for the
access to the site and for the camp site including those permits from the Alaska Department
of Environmental Conservation for the operation of temporary camps.
Lot 2-Exclusive use facility in within 40-mile radius
e Existing lodges,remote camps or highway camps on the road system must be located within
a 40-mile radius of the proposed Susitna-Watana site at River Mile 184.(See Map
Attachment).The Contractor shall secure and maintain any necessary permits or
permissions for the site.
e If an existing lodge contractor intends to use tents vs.permanent structures to meet any of
the facilities requirements they should note that in their proposal.
e If proposing to build a temporary remote campsite,the Contractor shall provide all necessary
personnel to install,manage,and remove the campsite.The campsite shall be located
within a 40-mile radius of the Susitna -Watana Hydroelectric Dam Site at river mile 184.
The Contractor shall secure and maintain any necessary permits or permissions for the
access to the site and for the camp site including those permits from the Alaska Department
of Environmental Conservation for the operation of temporary camps.
Lot 3 -Non-exclusive use existing facilities
e Existing lodges on or off the road system must be located within a 40-mile radius of the
proposed Susitna-Watana site at River Mile 184.(See Map Attachment).The Contractor
shall secure and maintain any necessary permits or permissions for the site.
e If an existing lodge contractor intends to use tents vs.permanent structures to meet any of
the facilities requirements they should note that in their proposal.
Lot 1 &2 General Facilities Requirements (for Lot 3,see 5.11):
Non-smoking dining,work,and washroom facilities.
All facilities should be within reasonable walking distance of each other.
Facilities must include separate enclosed space for sleeping,kitchen and dining,office space,
toilet facilities,washing and laundry,and storage.
Facilities should have immediate access to a maintained landing strip or lake capable of
accommodating cargo and 4 -5 passengers in a single engine aircraft or float plane.
Facilities must be able to accommodate the use of three or more helicopters at its location and
be capable of storing fuel.The facilities should have a flat landing space,free of tall brush,for a
Robinson R44 and an A-Star B2 helicopter.The minimum size is 80 feet by 80 feet with open
space around this area for the helicopter to be able to fly in and out safely.This space must be
out of the general traffic area of other (ground)vehicles.The space must have a flat nearby
staging area clear of free tall brush,and clear of any general traffic area of other (ground)
vehicles for the purpose of lifting and placing external cargo..Remote camps should.
accommodate occasional use by heavy lift helicopters including Bell Huey and a Boeing Vertol
107.If highway lodges or highway camps can accommodate these larger helicopters it should
be noted in your proposal.
Facilities must have space designated for fuel storage for helicopter operations.Minimum space
must be available to accommodate fuel for 1,000 gallons each of AvGas and jet fuel.Power
from the camp must be available to operate pumps.Camps shall also store a minimum of one
months-worth of fuel for the general operation of the camp.
Facilities must have electrical power.
Enclosed facilities must have smoke and carbon monoxide monitors.
Facilities,depending on Lot proposal,must be able to house the amounts of people indicated in
section 1.2 of this RFP for the periods identified in section 1.2.
RFP 2014-0800-1710 Page 19 01/18/2013
Operators must provide all facilities,supplies,and equipment necessary for a sanitary kitchen,
Adequate tables and chairs are required in the dining facility for level of staffing at the location
Lodging facilities,with bunk,heat,and lights for personnel must include a minimum of 65 square
Bedding is not required but contractors should indicate if they are providing bunks,or cots and if
Contractor must provide a private shower facility with 1 shower for every 5 people at the camp
Adequate Laundry facilities are required to include washers and electric dryers to accommodate
the required staffing needs identified in 5.4.The Contractor shall provide laundry detergent and
Contractor to provide a heated space to hang and dry up to 10 pairs of the crew's wet raingear,
Contractor must provide at least 1 toilet for every 5 people,with toilet paper,paper towels,and
5.5.1 Kitchen and dining facility [with electricity and heat]
e
provide food storage,and dining for level of staffing at the location based on the provided
schedule in 5.4.
e
based on the provided schedule in 5.4.
5.5.2 Office space [with electricity and heat]
e An office space must be available for the exclusive use of AEA contractors for the entire
contract time.The office must have heat,a hard floor,reasonable security,and electrical
capabilities and outlets/power strips for numerous lights,up to 10 laptop computers,1 printer,
14 radio and satellite phone battery recharge stations,a photocopier,and miscellaneous
electronic items.
e The office must have adequate tables and chairs.Adequate lighting will be needed in the
evenings for map compilation work.See below for power specifications.
5.5.3 Rock core storage building or tent
e An area of approximately 200 square feet or larger is required for geologists to process,sort,
and store rock cores,and to store sample bags and field equipment.The area must be
furnished with either 5 camp chairs or folding chairs.A floor of some kind is required to keep
items off of wet ground.
5.5.5 Lodging (Sleeping quarters)
e
feet of living space per person.
e Men and women must be provided separate rooms/sleeping quarters.
e
they are providing any foam padding or mattress for either.
e Contractors should indicate the anticipated amount of beds/cots per room.
5.5.6 Washing facilities
e
based on the provided schedule in 5.4.
e Shower facility must have hot water,and be available in the evening hours each night.
e Contractor to provide an area with a sink,a mirror,and potable water for brushing teeth and
washing face/hands.,
e Contractor to provide liquid pump hand soap and paper towels.
e All other personal toiletry items will be provided by AEA contractor's field crew members.
wash bins,a clothes line and clothes pins for people to hang clothes to dry after washing in
bins.
5.5.8 Drying space
e
clothing,and boots.
5.5.7__Toilet facilities
e
liquid hand sanitizer or moist towelettes.
e Contractor must maintain the facilities in good working order at all times.
5.5.8 Refrigerator and Freezer storage space
RFP 2014-0800-1710 Page 20 01/18/2013
e Contractor must provide 1 large refrigerator (I.E.typical household size)and 1 large freezer (I.E.
upright with front door and of typical household size)for exclusive storing of samples collected
through environmental studies.
5.6 Generator and electrical power needs:
The Contractor is expected to have sufficient power to meet the minimum requirements noted in this
section.In addition,the highway camps and remote camp facilities should be sufficiently heated to
provide an acceptable working environment for AEA contractors.Acceptable heat levels should exceed
65 degrees F.
5.6.1 Power needs include:
e Lighting of office facilities (noted above)and power for kitchen utilities.
«Recharging the batteries of approximately 4-7 satellite phones each evening (at least 4 hours
per night).
e Recharging the batteries of approximately 4-7 hand-held radios each evening (at least 4 hours
per night).
e Up to 10 laptop computers may be in use at the same time in the evenings and during the day.
5.6.2__Generator (if power is not available via commercial power)
e Contractor to provide a generator,maintenance,fuel,fuel storage,and fuel resupply.¢The generator must be able to provide power at a consistent 60 Hz (cycles/second)in order for
photocopier and computer battery-backup units to function properly.At most,these pieces of
equipment will tolerate 5-7 percent variability in the 60 Hz rating.
e The generator must be able to start equipment rated with a starting wattage of 3500 watts.
e The generator must be available for use as needed.Expected hours of operation are from 6
a.m.until 11 p.m.,but the generator can be turned off when not needed for AEA field crew use.
5.6.3 Fuel
e The Facility must have reliable system for keeping an adequate fuel supply for camp operations.
e Permits and permissions to park and operate from the site up to 3 of helicopters (R44's and A-
Stars or equivalent)and fixed wing aircraft if useable runway available on site.
e Permits and permissions for two 1,000 gallon fuel storage site and fuel dispensing into
helicopter or fixed wing.Including AV Gas and Jet Fuel plus one months-worth of fuel capacity
for operating the camp at minimum.
5.7 Camp Staff
The contractor is required to provide sufficient staff to be able to manage the routine operations of the
camp.At a minimum operations are expected to include maintain communications,providing meals,
expediting,janitorial,laundry,security,camp maintenance and operations.The contractor may offer to
provide other support staff or services and should note that in their proposal.
5.7.1_Camp Manager
¢The Contractor must provide an experienced Camp Manager who can handle all aspects of
camp operation including dealing with emergencies,food and fuel shipments,directing staff and
dealing with clients.
5.7.2 Camp cook
e The contractor must provide an experienced cook capable of preparing two hot,appetizing,and
nutritionally well-balanced meals per day (breakfast and dinner)with at least one week's worth
of variety and of sufficient quantity to satisfy a hungry crew.(Ref 5.7.1)
e The cook must have previous experience preparing meals in a camp setting.
e Require documentation of the cook's qualifications/experience.
RFP 2014-0800-1710 Page 21 01/18/2013
5.7.3 Support Staff
Expeditor -Require a reliable means of supplying/re-supplying camp on regular and short-notice
basis,and a plan for how this will be accomplished (i.e.,an agreement with an expediter or a
written plan explaining how this will be done).
Maintenance Staff necessary to maintain equipment including generators and electrical systems
as well as kitchen equipment.Also require adequate staff to clean,do laundry and haul!and
dispose of trash.
Other staff as may be required to maintain and operate the facility or provide other support
services.
5.8 Food and Water Requirements
5.8.1 Meal requirements
Three meals per day must be provided for each crew member.Breakfast and dinner,as will be
agreed upon with the AEA designated project leader,will be served no earlier than 6:30 a.m.
and no later than 7:30 p.m.Breakfast and dinner will be eaten at the camp;sack lunches are
generally eaten out in the field.
Contractor to provide hot breakfast,typically some form of eggs,breakfast meat,and bread.
Suggestions for breakfast items that have worked well for us in the past include,but are not
limited to,eggs (to order),omelets,scrambles,bacon,sausage,hash,hash browns,fried
potatoes,pancakes,sausage-egg-muffin sandwiches,oatmeal,sweet buns and rolls,whole-
grain bread,whole-grain bagels,fresh fruit,yogurt,and a variety of cold cereal alternatives.
Juice,quality coffee,tea,milk,and water are suggested for beverages.
Contractor to provide lunch items,plastic sandwich bags,and lunch bags.Crew members will
make their own sack lunches each day.Lunch items must be available during or immediately
after breakfast.Please do not provide mayonnaise-based salad sandwiches since they tend to
spoil out in the field.Suggestions for lunch items include,but are not limited to,bread and/or
bagels (wheat,whole grain,mixed grain,sourdough),meat (pastrami,salami,roast beef,ham,
turkey),cheese (Swiss,cheddar,pepper jack),condiments (jalapeno peppers,ketchup,French
mustard,stone-ground mustard,horseradish,onion,lettuce),peanut butter (crunchy and
smooth),assorted jelly flavors,fresh vegetables (carrots),fruits (fruit cups,oranges,apples),
assorted chips,granola bars,trail mix,nuts,candy bars,cookies,beverages (for example,fruit
juice in small cardboard boxes),etc.
Contractor to provide hot supper,typically containing a meat,vegetable,and starch and (or)
bread.Although canned vegetables are generally acceptable,a mix of fresh vegetables and
leafy greens-based salads are required on a regular basis each week.Baked,roasted,and
broiled meals are preferred over fried items.Suggestions for supper items include,but are not
limited to,beef,fish,and chicken dishes,steak,pot pies,stews,hearty soups,stir fries,
casseroles,Mexican-and Italian-American dishes,broccoli,beans,green salad,spinach salad,
potatoes,bread,and rolls.Juice,water,and soda are suggested for beverages.Desserts,
especially freshly baked,are also preferred and highly desirable.
Contractor to provide an assortment of snack foods and beverages.Snack foods and beverages
should always be available in camp on a help-yourseff,all-you-can-consume basis.Bottomless
beverages will include water,coffee,tea,hot chocolate,fruit juices,and assorted regular and
diet soda.Alcoholic beverages should not be provided or available to contractors.
Some personnel might have food allergies that may significantly affect menu planning.If these
personnel participate in the project have food allergies they will be responsible for informing,the
cook will be informed in advance.
RFP 2014-0800-1710 Page 22 01/18/2013
5.8.2 Water
e Require either filtered,potable,or bottled water in adequate quantity for extended periods of
time for project staff who are exerting themselves for long hours.This water must be made
available at all times.
o First preference:filtered water
o Second preference:bottled water
e Drinking water must be provided in compliance with State of Alaska,Department of
Environmental Conservation (DEC)guidelines.
5.9 Communications
e The contractor must provide a reliable phone system for communicating with emergency
agencies,camp expediters,etc.
e High Speed Internet access,minimum 11 mbps download and 1 mbps upload.Dedicated
internet access for office and for personal use.
5.10 Other Considerations
¢Camp 1 must be fully operational mid-day May 1,2013 through mid-day August 31,2014.
e The camp must be able to provide an area for fuel storage for helicopters and the contractor
must be able to identify where and how that need might be met.
e tis the contractor's responsibility to obtain all required permissions,permits,and other such
legalities that may be necessary for legal operation of the camp during the contract period.
Clearing of all brush and trees to establish camps must be completed prior to May 1,2013.
e tis anticipated that a bulk fuel supply ITB will be advertised in the near future.
5.11 Lot 3 General Facilities Requirements:Under lot 3,AEA is looking for owners of existing
lodges or cabins that may be willing to offer their facilities for use by AEA's contractors.We are
looking for both full service providers,who may be able to meet the requirements above as well as
cabins or other existing facilities in the area that may not provide full services but could be used to
house teams in the study area if they provided their own meals.
Offerors submitting a lot 3 proposal will be required to describe and identify the location of their
facilities,photos,and provide a brief description of other services that may be available with lodging.
RFP 2014-0800-1710 Page 23 01/18/2013
|SECTION 6.PROPOSAL SUBMISSION FORMAT
The Authority wishes to discourage unnecessarily lengthy and costly proposal preparation,yet all
proposals must contain the following information,formatted as requested.Proposals should be
concise,limited to the requested information and easy to duplicate on a copy machine.
Those offerors responding to Lots 1 or 2 will need to address the information identified in 6.1 through
6.6.
Those Offerors interested in responding to Lot 3 should complete the form provided in Appendix E
(Microsoft Word document available for download)with any requested supplemental information.
Offerors interested in providing both lot 2 and lot 3 services must submit both a lot two and lot three
proposal to be considered for both.
Failure to follow this format for a proposal or failure to include complete information as requested may
result in a lower score or disqualification of the proposal depending on the severity of the discrepancy.
6.1 Introduction
Include a Letter of Transmittal containing the complete name and address of the firm;name of the
contact person for the proposa!,mailing address,and telephone number;email address and a
statement indicating you meet the minimum requirements of section 1.2 ;a copy or reference to your
Alaska Business License;a statement confirming that the proposal is valid for sixty (60)days from
closing date for receipt of proposals;a certification,as appropriate,that your firm qualifies as an
Alaskan vendor in accordance with Section 2.15;and any potential issues you may be aware of that
could cause a conflict of interest or appearance of conflict.
Include a title page showing:RFP #AEA-2013-045
Firm's Name
Date of Proposal
Include a Table of Contents.
6.2 Location,Access to the Camp,and Schedule
Identify the location of your facilities and access.If possible include GPS Coordinates.Include a
description of your landing strip and areas for helicopters.Discuss any arrangements you have with
charter operators or others regarding access to your landing facilities or use of helicopters on the site.
Include a rough site plan showing the location of landing areas and structures.The Authority has
provided three possible remote camp locations within a 10-mile radius of the proposed Susitna-Watana
Dam.Contractors are allowed to propose different locations than the locations AEA has identified.
Describe specifically why the selected location would be of benefit to AEA.
Identify how you propose to meet AEA's schedule to have the facility fully operational in accordance
with the schedule in section 1.2.
6.2 Description of Facilities .
Include a description of each your facilities with pictures or examples.At a minimum include pictures of
sleeping,kitchen and dining,office space,toilet facilities,washing and laundry,and storage.Include a
description of smoke and carbon monoxide monitors in enclosed buildings.Smoke and carbon
monoxide monitors will be required in all sleeping areas.
With respect to each of the facilities specifically address the size,type of construction,capacity,
furnishings,and age.Identify the use of tents or structures you would need to construct to meet any of
the camp requirements noted in the RFP.
RFP 2014-0800-1710 Page 24 01/18/2013
Indicate if your site could be expanded to accommodate additional crew members,how many,and how
much notice you would need,and how you would propose to modify your facilities to accommodate
more study team members.
Discuss your power source including the capacity of and age of generators,hours of operation and
redundancy or back up generation in case of primary generator failure.Include a description of heating
units or other methods used for heating the facilities.
Describe any additional information that your facilities have or can provide that may benefit the
Authority.
6.3 Staff
Provide a brief resume of key staff who will be managing the camp.Include at a minimum brief
resumes that Identify the years of experience,roles and responsibilities,and at least two references for
the following positions:Camp manager,Camp Cook,Lead Maintenance Person,and other key staff
who would provide assistance in supporting the camp and operations.Indicate the amount of camp
staff who will be located at the camp at given times and how many remaining beds will be available to
AEA for the purpose of housing project staff.
6.4.Operations and Services
Briefly discuss your operations and services you provide.At a minimum address safety,security,
logistics (re-supplying the camp)communications systems and capabilities to respond to emergency
situations,meal preparation,compliance with health standards,facility maintenance including
maintenance of the septic system,power system and other critical camp systems.In addition discuss
any other services you may be able to provide that may be of use or benefit to AEA and the project.
6.5 Additional Terms and Conditions
Discuss any issues or qualifications you may have regarding AEA's standard contract terms and
conditions.
6.6 Cost Proposal
Cost proposal should include all labor,materials,equipment,insurance,permits,fuel,and supplies
necessary to mobilize the facility and provide the services requested in the RFP.Contractor's shall
assume the Mob cost item includes set up of all camp operations.
Demob winter shut down between 2013 and 2014 seasons,should include all costs necessaryto
demob the camp per the operators proposal.Demob-project completion should include all costs
necessary for the contract to completely demob the camp and return the site to the condition as may be
required under any permits.
If AEA proposes to operate in 2015 the Demob winter shut down price would be used for the
completion of the 2014 field season and the monthly rates for the 2014 season would be applied to the
2015 field season.
Lot 1:Cost Items:Unit
Quantity |Price
Mobilization 2013 Field season All required All $
required
24-person Camp Operations Months 1 $
May 1,2013 through May 31,2013
60-person Camp Operations June 2013 through Months 4 $
September 2013
RFP 2014-0800-1710 Page 25 01/18/2013
Demob -winter shutdown All All
required requered
Mobilization/Start-up for 2014 season.(if All required All $
applicable)required
24-person Camp Operations February 1,2014 Months 3.5 $
through May 14,2014
60-person Camp Operations May15,2014 through Months 45 $
September 30,2014
Demob -Project completion All All $
Required |Required
TOTAL COST|$
Additive Alternative for Lot 1:Unit Quantity |Price
Maintain 24-person Camp,during Winter months Months 4 $
of October 2013 through January 2014.(Versus
Demobing in October 2013 and Mobilizing again
in January 2014.)
_TOTAL COST|$
Lot 2:Cost Items:Unit Total Cost
Quantity
Mobilization 2013 Field season All required All $
required
24-person Camp Operations Months 4.5 $
May 1,2013 through September 15,2014
Demob -winter shutdown All All
required required
24-person Camp Operations February 1,2014 Months 3.5 $
through September 154,2014
Demob -Project completion All All $
Required |Required
TOTAL COST|$
Additive Alternative for Lot 2:Unit Quantity |Price
Maintain 24-person Camp,during Winter months Months 4 $
of October 2013 through January 2014.(Versus
Demobing in October 2013 and Mobilizing again
in January 2014.)
TOTALCOST|$
Lot 3:Unit
Cost Items:Cost
Meals and Lodging cost Per Person,Per Night Per person $
Lodging only if no meals services is available (*if youare §§*Identify terms
offering a cabin or other type of lodging facility that does notofferfoodservicespleaseincludeyourproposedrateterms
and number of beds available.)
RFP 2014-0800-1710 Page 26 01/18/2013
In addition to the above information offerors should provide a unit cost for optional services they may
propose or discuss any other price options such as a per person rate if the facility is able to accomidate
more than the guaranteed number of persons AEA is requesting in Lot 1 or Lot 2.
RFP 2014-0800-1710 Page 27 01/18/2013
[SECTION 7.EVALUATION CRITERIA
7.1 Evaluation Process
All proposals received will be reviewed following the processes in this section.
7.1.1 Confidentially of the Evaluation Process
Proposals will be opened and evaluated in a manner that avoids disclosure of the contents to
competing Offerors during the evaluation process and negotiations.The makeup of the evaluation
team,number of responses received,and who responded will be kept confidential until contract
negotiations are completed and the notice of intent to award is issued.
7.1.2 Procurement Officer Review
Proposals will initially be reviewed by the Procurement Officer for the following minimum
responsiveness requirements:
1.Was the proposal received by the deadline for receipt of proposals?
2.Has the vendor submitted evidence of having a valid Alaska Business license?
3.Does the Offeror appear to demonstrate they meet the minimum experience and qualifications
requirements of Section 1.2?
Proposals that fail to meet these requirements will be declared non-responsive and will not be further
evaluated.
Prior to providing proposals to the evaluation committee the Procurement Officer will also review and
make a determination regarding concurrence with any request for confidentially related to trade secrets
or proprietary information submitted with a proposal per section 2.11.The Procurement Officer will
inform the Offeror of his decision.
If the Procurement Officer does not concur that the information is proprietary or a trade secret,the Offer
will have two business days from the date they are informed of the Procurement Officers decision to
withdraw their request for confidentially,redact the requested confidential information from their
proposal,or withdraw their proposal.Offerors may not resubmit or supplement their proposal to
account for any information that is redacted or withdrawn from their proposal.Offerors who fail to
respond within the time period may have their proposal determined to be non-responsive and will not
be evaluated.
In the event the Procurement Officer makes a determination that information submitted appears to be
proprietary or a trade secret the Authority will put the documents in a sealed envelope marked
"confidential”with the contract file after evaluation and prior to issuing the Notice of Intent to Award.
7.1.3 Conflict of Interest Review
If at any time during the evaluation process there is a concern that the Offeror or members of the
Offeror's team may have a conflict of interest or an appearance of a conflict of interest that could effect
the perceived objectivity of the Offeror's evaluation,the proposal may be set aside.If the proposal is
set aside the Procurement Officer will review the conflict in accordance with 1.3 of the RFP.
7.1.4 Evaluation Committee Review
All apparent responsive proposals received will be reviewed and evaluated by a committee made up of
qualified Authority representatives or staff.Other representatives may be added as appropriate,
provided the Evaluation Committee is made up of at least the designated Procurement Officer and two
AIDEA employees in accordance with 2 AAC 12.260.Each member shall exercise independent
judgment and no member's vote or score will be weighted more than any other.
RFP 2014-0800-1710 Page 28 01/18/2013
Should the evaluation committee in their review of proposals discover material defects in a proposal
they may request the Procurement Officer evaluate the defects and reconsider if the proposal should
be deemed non-responsive.
The evaluation committee may select the most qualified Offeror based on an initial review and scoring
of proposals and committee discussion.However the committee may also follow-up on references,
conduct interviews for the purpose of clarification per 2.18,or request best and final offers in
accordance with 2.19.If the committee chooses any of the follow-up options committee members may
re-evaluate and re-score the proposals using the same criteria as the initial review and identified in 7.2.
7.2 Evaluation Criteria
The following criteria and weights will be used to score and rank each responsive proposal offering
proposals for Lot 1 and Lot 2.
7.2.1__Location,Access &Schedule 30%
At a minimum this section may be evaluated against the following questions:
Does the location and access to the facility provide the best platform for conducting proposed field work
in that area?Are there limitations on who can have access to the landing areas for fixed wing aircraft?
Is the site acceptable for supporting helicopter operations for three helicopters?Is the site laid out in a
manner that would easily accommodate expansion?Is the proposed area for storing helicopter fuel
adequate to meet the projected field needs?What are the limitations or opportunities to using this site?
Can the schedule in section 1.2 be met with an expected award date of March 1,2013?
7.2.2 Staff qualifications 10%
Ata minimum qualifications and experience may be evaluated against the following questions:
Does the staff have experience in the operations of a facility?Does the cook have experience working
in a field camp?Has the contractor provided field services to similar clients in the past?
7.2.3 Operations 15%
Ata minimum,operations may be evaluated against the following questions:
Does the contractor have the right people in the right places to make for an adequate operation and
maintenance of the facilities and the ability to provide the needed services?Do they adequately
address health and safety concerns?Do they have a safety plan?Does the proposal demonstrate
contractor's commitment to provide necessary resources to meet the needs of the Authority?Does the
contractor have any issues or concerns with AEA's standard terms or conditions that would impact the
services they could provide or what we might need?
7.2.3 Optional Services 5%
At a minimum,operations may be evaluated against the following questions:
Would the additional services offered be beneficial to the project?Are the costs for those services
reasonable and competitive?Do they provide any unique opportunities for the project?Are they
exclusive?Can we acquire the same services from another service provider?
7.2.5 Cost 30%
Price will be evaluated based on the total proposed cost identified on the cost proposal form in 6.6 of
the previous section.Lot 1 will only be compared to other Lot 1 proposals and Lot 2 will only be
compared to Lot 2 proposals:
The lowest total cost for Lot 1 and for Lot 2 will be given the maximum number of points and will be
scored based on the criteria below.
(Lowest Total Cost from all Offerors)x (Maximum Points for Cost)=Points awarded for cost
Offeror's Total Cost
RFP 2014-0800-1710 Page 29 01/18/2013
Cost proposals from Alaska vendors will be reduced by 5%for this calculation.Ref 2 AAC 12.260.
7.2.66 10%Alaska Proposer Preference
10%of the total points available will be awarded to qualified Alaskan vendors in accordance with 2 AAC
12.260(e).For a definition of "Alaskan vendor"refer to Section 2 of this RFP.
7.3 Evaluation Criteria for Lot 3
Proposals submitted for Lot 3 will be evaluated based on the following factors:
Full service (Meals &Lodging)offers will be evaluated and ranked separately from those offers that are
only for lodging.
35%.Location,Access,and Services
5%Availability
10%Alaska Proposer Preference
40%Price (Including Alaska Bidder Preference)
AEA anticipates awarding multiple non-guaranteed contracts based on the anticipated need for the
2013 and 2014 field season taking into consideration Lot 1 and Lot 2 awards.
7.4 Contractor Selection
Upon completion of the evaluations,the Procurement Officer will review the evaluation process to
assure procedures were followed in accordance with this RFP and rank the proposals within each lot
offered.Lot three will include separate lists for full service and lodging only proposals.The Evaluation
Committee will review the list and recommend for negotiations to the Procurement Officer the
contractor(s)who will best meets the requirements of the project based on the criteria outlined in the
RFP and the order of Award that would be in the best interest of AEA and the project as noted below..
7.4.1 Award for Lot 1 and/or Lot 2
Based on the responses receivedif it is in the best interest of the Authority taking into consideration the
estimated total project cost the procurement officer may consider the following options for award;
e One contractor from Lot 1 and one contractor from Lot 2.
e One or more contractors from Lot 1 and no contractors from Lot 2.
e One or more contractors from Lot 2,and no contractors from Lot 1.
7.4.2 Award for Lot 3
AEA anticipates making multiple awards with no guaranteed use to operators based on the order of
ranking within the categories of full service and lodging to those facilities AEA believes it may use
during the project period.
7.3.3 Final Decisions
The final decision of the Evaluation Committee will be documented in writing and made a part of the
contract file.
The apparent successful contractors will be required to provide the following information during contract
negotiations before award of the final contract.
¢Certificate of Insurance
e Proof of any Subcontractor's Alaska Business License.
RFP 2014-0800-1710 Page 30 01/18/2013
e Proof of permissions to use proposed lands if awarded the contract.
e Any other information that may be needed for clarification of the Offeror's proposal.
RFP 2014-0800-1710 Page 31 01/18/2013
|STANDARD AGREEMENT FORM FOR PROFESSIONAL SERVICES
1.Agency Contract Number 2.ASPS Number 3.Financial Coding 4.Agency Assigned
5.Vendor Number 6.Project/Case Number 7.Alaska Business License Number
This contract is between the State of Alaska,
8.Department of Division
hereafter the State,and
9.Contractor
Hereafter the
Contractor
Mailing Address Street or P.O.Box City State ZIP+4
10.
ARTICLE1.Appendices:Appendices referred to in this contract and attached to it are considered part of it.
ARTICLE 2.Performance of Service:
2.1 Appendix A (General Provisions),Articles 1 through 14,governs the performance of services under this contract.2.2 Appendix B sets forth the liability and insurance provisions of this contract.2.3 Appendix C sets forth the services to be performed by the Contractor.
ARTICLE3.Period of Performance:The period of performance for this contract begins ,and
Ends
ARTICLE4.Considerations:
4.1.In full consideration of the Contractor's performance under this contract,the State shall pay the Contractor a sum not to
exceed $.in accordance with the provisions of Appendix D.
4.2.When billing the State,the Contractor shall refer to the Authority Number or the Agency Contract Number and send the
billing to:
11.Department of
Mailing Address Attention:
'
12.CONTRACTOR
Name of Firm
14.CERTIFICATION:{certify that the facts herein and on supporting
documents are correct,that this voucher constitutes a legal
charge against funds and appropriations cited,that sufficient
funds are encumbered to pay this obligation,or that there is a
Signature of Authorized Representative Date sufficient balance in the appropriation cited to cover thisobligation.|am aware that to knowingly make or allow false
entries or alternations on a public record,or knowingly destroy,
--.mutilate,suppress,conceal,remove or otherwise impair theTypedorPrintedNameofAuthorizedRepresentativeverity,legibility or availability of a public record constitutes
tampering with public records punishable under AS 11.56.815-
7 .820.Other disciplinary action may be taken up to and includingTitledismissal.
13.CONTRACTING AGENCY Signature of Head of Contracting Agency or Date
Desiqnee
Department/Division Date
Signature of Project Director Typed or Printed Name
Typed or Printed Name of Project Director Title
NOTICE:This contract has no effect until signed by the head of contracting agency or designee.
RFP 2014-0800-1710 Page 32 01/18/2013
APPENDIX A -GENERAL PROVISIONS
Article 1.Definitions.
1.1 In this contract and appendices,"Project Director"or "Agency Head”or "Procurement Officer"
means the person who signs this contract on behalf of the Requesting Agency and includes a
successor or authorized representative.
1.2 "State Contracting Agency”or "Authority”means the Alaska Energy Authority (AEA)for which
this contract is to be performed and for which the Authorized Designee acted in signing this
contract.
Article 2.Inspections and Reports.
2.1 The department may inspect,in the manner and at reasonable times it considers appropriate,all
the contractor's facilities and activities under this contract.
2.2 The contractor shall make progress and other reports in the manner and at the times the
department reasonably requires.
Article 3.Disputes.
Any dispute concerning a question of fact arising under this contract which is not disposed of by mutual
agreement shall be decided in accordance with AS 36.30.620-632.
Article 4.Equal Employment Opportunity.
4.1
4.2
4.3
4.4
The contractor may not discriminate against any employee or applicant for employment
because of race,religion,color,national origin,or because of age,disability,sex,marital status,
changes in marital status,pregnancy or parenthood when the reasonable demands of the
position(s)do not require distinction on the basis of age,disability,sex,marital status,changes
in marital status,pregnancy,or parenthood.The contractor shall take affirmative action to
insure that the applicants are considered for employment and that employees are treated during
employment without unlawful regard to their race,color,religion,national origin,ancestry,
disability,age,sex,marital status,changes in marital status,changes in marital status,
pregnancy or parenthood.This action must include,but need not be limited to,the following:
employment,upgrading,demotion,transfer,recruitment or recruitment advertising,layoff or
termination,rates of pay or other forms of compensation,and selection for training including
apprenticeship.The contractor shall post in conspicuous places,available to employees and
applicants for employment,notices setting out the provisions of this paragraph.
The contractor shall state,in all solicitations or advertisements for employees to work on State
of Alaska contract jobs,that it is an equal opportunity employer and that all qualified applicants
will receive consideration for employment without regard to race,religion,color,national origin,
age,disability,sex,marital status,changes in marital status,pregnancy or parenthood.
The contractor shall send to each labor union or representative of workers with which the
contractor has a collective bargaining agreement or other contract or understanding a notice
advising the labor union or workers'compensation representative of the contractor's
commitments under this article and post copies of the notice in conspicuous places available to
all employees and applicants for employment.
The contractor shall include the provisions of this article in every contract,and shall require the
inclusion of these provisions in every contract entered into by any of its subcontractors,so that
those provisions will be binding upon each subcontractor.For the purpose of including those
provisions in an contract or subcontract,as required by this contract,"contractor”and
"subcontractor”may be changed to reflect appropriately the name or designation of the parties
of the contract or subcontract.
RFP 2014-0800-1710 Page 33 01/18/2013
4.5 The contractor shall cooperate fully with State efforts which seek to deal with the problem of
unlawful discrimination,and with all other State efforts to guarantee fair employment practices
under this contract,and promptly comply with all requests and directions from the State
Commission for Human Rights or any of its officers or agents relating to prevention of
discriminatory employment practices.
46 cooperation in paragraph 4.5 includes,but is not limited to,being a witness in any proceeding
involving questions of unlawful discrimination if that is requested by any official or agency of the
State of Alaska;permitting employees of the contractor to be witnesses or complainants in any
proceeding involving questions of unlawful discrimination,if that is requested by any official or
agency of the State of Alaska;participating in meetings;submitting periodic reports on the equal
employment aspects of present and future employment;assisting inspection of the contractor's
facilities;and promptly complying with all State directives considered essential by any office or
agency of the State of Alaska to insure compliance with all federal and State laws,regulations,
and policies pertaining to the prevention of discriminatory employment practices.
4.7 Failure to perform under this article constitutes a material breach of contract.
Article 5.Termination.
The Project Director,by written notice,may terminate this contract,in whole or in part,when it is in the
best interest of the State.The State is liable only for payment in accordance with the payment
provisions of this contract for services rendered before the effective date of termination.
Article 6.No Assignment or Delegation.
The contractor may not assign or delegate this contract,or any part of it,or any right to any of the
money to be paid under it,except with the written consent of the Project Director and the Agency Head.
Article 7.No Additional Work or Material.
No claim for additional services,not specifically provided in this contract,performed or furnished by the
contractor,will be allowed,nor may the contractor do any work or furnish any material not covered by
the contract unless the work or material is ordered in writing by the Project Director and approved by the
Agency Head.
Article 8.Independent Contractor.
The contractor and any agents and employees of the contractor act in an independent capacity and are
not officers or employees or agents of the State in the performance of this contract.
Article 9.Payment of Taxes.
As a condition of performance of this contract,the contractor shall pay all federal,State,and local taxes
incurred by the contractor and shall require their payment by any Subcontractor or any other persons in
the performance of this contract.Satisfactory performance of this paragraph is a condition precedent to
payment by the State under this contract.
Article 10.Ownership of Documents.
All designs,drawings,specifications,notes,artwork,and other work developed in the performance of
this agreement are produced for hire and remain the sole property of the State of Alaska and may be
used by the State for any other purpose without additional compensation to the contractor.The
contractor agrees not to assert any rights and not to establish any claim under the design patent or
copyright laws.The contractor,for a period of three years after final payment under this contract,
agrees to furnish and provide access to all retained materials at the request of the Project Director.
Unless otherwise directed by the Project Director,the contractor may retain copies of all the materials.
RFP 2014-0800-1710 Page 34 01/18/2013
Article 11.Governing Law.
This contract is governed by the laws of the State of Alaska.All actions concerning this contract shall be
brought in the Superior Court of the State of Alaska.
Article 12.Conflicting Provisions.
Unless specifically amended and approved by the Department of Law the General Provisions of this
contract supersede any provisions in other appendices.The contractor specifically acknowledges and
agrees that provisions in any form contracts it appends hereto that purport to (1)waive the State of
Alaska's sovereign immunity,(2)impose indemnification obligations on the State of Alaska that are not
conditioned on legislative appropriation,or (3)seek to limit liability of the contractor for acts of contractor
negligence,are expressly superseded by this contract and are void.
Article 13.Officials Not to Benefit.
Contractor must comply with all applicable federal or State laws regulating ethical conduct of public
officers and employees.
Article 14.Covenant Against Contingent Fees.
The contractor warrants that no person or agency has been employed or retained to solicit or secure this
contract upon an agreement or understanding for a commission,percentage,brokerage or contingent
fee except employees or agencies maintained by the contractor for the purpose of securing business.
For the breach or violation of this warranty,the State may terminate this contract without liability or in its
discretion deduct from the contract price or consideration the full amount of the commission,percentage,
brokerage or contingent fee.
|APPENDIX A -SUPPLEMENTAL GENERAL PROVISIONS
Article 15.Contract Personnel
The Authority reserves the right to approve or disapprove any change in the successful Offeror's project
team members whose participation in the project is specifically offered in the proposal.Similarly,
changes in the amount of participation by key project members will require AEA approval.This is to
ensure that persons with vital experience and skill remain fully involved in the project.
Requests for any change in contractor personnel shall be submitted in writing to the Authority for the
Authority's review and sign-off before the change is made.Contractor personnel changes not approved
by the Authority may be cause for the Authority to terminate the contract.
Article 16 Subcontractors
The Authority must approve the use or replacement of subcontractors..
Article 17 Contract Invalidation
If any provision of the contract awarded as a result of this RFP is found to be invalid,such invalidation
will not be construed to invalidate the entire contract.
Article 18 Termination for Default
If the Contractor refuses or fails to perform the work,or any separable part thereof,with such diligence
as will ensure its completion within the written contracted time frame,the Authority may,by written
notice to the Contractor,terminate the right to proceed with the work or such part of the work as to
which there have been delays.This clause does not restrict AEA termination rights under the general
contract provisions of Appendix A,which is attached to this RFP in the contract documents package.
Article 19 Contract Changes
During the course of performing the work required by this contract,the Contractor may be requested to
perform additional work within the general scope of the contract.
RFP 2014-0800-1710 Page 35 01/18/2013
When additional work is required,the Project Officer shall send to the Contractor a description of the
work to be accomplished and request that a proposal be offered within a given time period.No
additional work shall commence by the Contractor without an approved written contract amendment by
the Procurement Officer.
Article 20 Confidentiality and Ownership of Documents
Contractor agrees that all confidential information shall be used only for purposes of providing the
deliverables and performing the services specified herein and shall not disseminate or allow
dissemination of confidential information except as provided for in this section.The contractor shall
hold as confidential and will use reasonable care (including both facility physical security and electronic
security)to prevent unauthorized access by,storage,disclosure,publication,dissemination to and/or
use by third parties of,the confidential information."Reasonable care”means compliance by the
contractor with all applicable federal and state law,including the Social Security Act and HIPAA.The
contractor must promptly notify the state in writing if it becomes aware of any storage,disclosure,loss,
unauthorized access to or use of the confidential information.
Confidential information,as used herein,means any data,files,software,information or materials
(whether prepared by the state or its agents or advisors)in oral,electronic,tangible or intangible form
and however stored,compiled or memorialized that is classified confidential as defined by State of
Alaska classification and categorization guidelines (i)provided by the state to the contractor or a
contractor agent or otherwise made available to the contractor or a contractor agent in connection with
this contract,or (ii)acquired,obtained or learned by the contractor or a contractor agent in the
performance of this contract.Examples of confidential information include,but are not limited to:
technology infrastructure,architecture,financial data,trade secrets,equipment specifications,user lists,
passwords,research data,and technology data (infrastructure,architecture,operating systems,
security tools,IP addresses,etc.).
Article 21 Reimbursement to the Authority for Unacceptable Deliverables
The Contractor is responsible for quality,occurrence and completion of all work identified by the
contract.All work shall be subject to evaluation and inspection by the Authority at all times to assure
satisfactory progress,to be certain that work is being performed in accordance with the contract
specifications,terms and conditions,and to determine if corrections and modifications are necessary.
Should such inspections indicate substantial failure on the part of the Contractor,the Authority may
terminate the contract for default.Furthermore,the Authority may require the Contractor to reimburse
any monies paid (pro rata based on the identified proportion of unacceptable products received)and
any associated damage costs.
RFP 2014-0800-1710 Page 36 01/18/2013
|APPENDIX B -INDEMNITY AND INSURANCE
Article 1.Indemnification
The Contractor shall indemnify,defend,and hold harmless the Authority from and against any claim of,
or liability for,negligent acts,errors,and omissions of the Contractor under this contract.The
Contractor shall not be required to indemnify,defend,or hold harmless the Authority for a claim of,or
liability for,the independent negligent acts,errors,and omissions of the Authority.If there is a claim of,
or liability for,a joint negligent act,error or omission of the Contractor and Authority,the
indemnification,defense and hold harmless obligation of this provision shall be apportioned on a
comparative fault basis.In this provision,"Contractor”and "Authority”include the employees,agents
and other contractors who are directly responsible,respectively,to each.In this provision,
"independent negligent acts,errors,or omissions”means negligence other than in the Authority's
selection,administration,monitoring,or controlling of the Contractor and in approving or accepting the
Contractor's work.
Article 2.Insurance
Without limiting Contractor's indemnification obligation,Contractor shall purchase at its own expense
and maintain in force at all times during the performance of services under this contract the following
policies of insurance.Where specific limits are shown,it is understood that they shall be the minimum
acceptable limits.If the Contractor's policy contains higher limits,the Authority shall be entitled to
coverage to the extent of such higher limits.Certificates of Insurance must be furnished to the
Procurement Officer prior to beginning work and must provide for a notice of cancellation,non-renewal,
or material change of conditions in accordance with policy provisions.Failure to furnish satisfactory
evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds
for termination of the Contractor's services.For Contractor's services performed in Alaska,all
insurance policies shall comply with,and be issued by insurers licensed to transact the business of
insurance under AS 21.
2.1 Workers'Compensation Insurance:The Contractor shall provide and maintain,for all
employees engaged in work under this contract,coverage as required by AS 23.30.045,and;
where applicable,any other statutory obligations including but not limited to Federal U.S.L.&H.
and Jones Act requirements.The policy must waive subrogation against the Authority and the
State of Alaska
2.2 Commercial General Liability Insurance:covering all business premises and operations
used by the Contractor in the performance of services under this contract with minimum
coverage limits of $300,000 combined single limit per occurrence.
2.3 Commercial Automobile Liability Insurance:covering all vehicles used by the Contractor
in the performance of services under this contract with minimum coverage limits of $300,000
combined single limit per occurrence.
02-093 B'(Rev.1-12)
RFP 2014-0800-1710 Page 37 01/18/2013
APPENDIX D CONSIDERATION (Sample Contract Terms)
D.1.2
D.1.3
D.2
D,2.1
D.3
D3.1
D.4
D.4.1
D.5
D.5.1
D.5.2
D.6
D.6.1
Authorized Contract Limits
The contract not to exceed limit in Article 4.1 on page one of the Standard Agreement form
represents the AUTHORITY's initial contract authorization and best estimate of the cost of initial
work required under this contract.The actual amount of funds committed under this contract will
be identified and approved upon award of each Work Order issued in accordance with thescopeofworkrequirementsandArticleA7.
The Authority makes no guarantees as to any minimum or maximum award amounts under this
contract and may choose to solicit sealed competitive proposals for similar work identified in this
RFP outside the framework of this contract.
The dollar amount of the potential authorization under the contract may be adjusted as needed,
at any time during the term of the agreement to reflect available project funds and work that may
be required.
Contractor Rates
The Contractor will be reimbursed in accordance with the following Rate schedule.
(To Be added)
Expenses:
All allowable expenses must be direct project expenses and will be pre-approved with rates and/
or costs incorporated as an exhibit to this contract or specifically identified in each approved
Delivery Order.
Mark up
The Authority will pay no mark up on direct expenses related to this contract.
Non-Reimbursable Costs
The contractor will not be reimbursed for cost that is not approved on a fully executed Delivery
Order.
Unless the Contractor provides written notice to the Procurement Officer,all services being
performed will be considered within the scope of the contract.The Contractor will not be
reimbursed for any extra work that is not approved on a Delivery Order.
Selection of Contractor and Issuing Delivery Orders
The Authority place orders based on a minimum number of person days with the contractor(s)
who are offering facilities that best meet the needs of the 2012 field operations taking into
consideration the quality and extent of the facilities and operations,the cost of the facilities,
access to the work,and overall project costs and benefits.
Contractors should not make plans for providing any services until they receive a Delivery Order
from the Procurement Officer regarding the number of days and contractor staff the Authority
intends to use their facility.
RFP 2014-0800-1710 Page 38 01/18/2013
D.7
D.7.1.
D.7.2.
D.7.3
D.7.4
Payments
The Authority intends to pay the contractor for services monthly in accordance with the contract
rates,terms,and subsequent DO upon submission of an invoice from the contractor.Final
invoices should be submitted within 30 days after completion of the field season.
When billing the Authority,the Contractor shall refer to the Agency Contract Number and send
the billing to Accounts Payable Department,AEA,813 West Northern Lights Blvd.,Anchorage,
AK 99503-2495.
No payment shall be made until the invoice has been approved and authorized by the Project
Officer or designee.Under no condition will the Authority be liable for the payment of any
interest charges associated with the cost of the contract.
The Authority is not responsible for and will not pay any local,state,or federal taxes.All costs
associated with the contract must be stated in U.S.currency.If a contractor is delinquent on
payment of state taxes the payment terms under any NTP may be subject to review and
approval by the Department of Revenue prior to award.
RFP 2014-0800-1710 Page 39 01/18/2013
APPENDIX E:LOT 3 Proposal Form RFP #2014-0800-1710
Name of Firm Property Name
AK Business and General Location
License Number
Contact Name
Contact Phone
Contact E-mail
Contact
Mailing Address
|Description of the Facilities Offered
Please provide a brief description of your facilities
Lodging |y/n |Meals &Lodging |y/n |Total number of overnight guests at one time |#
Period of Availability XX/00/2013 -to
Describe access to your facility;car,boat,4-wheeler,snow machine,float plane,wheeled plane,
and or helicopter.Provide GPS coordinates if not a mile marker or address on the road system.
(Type answer here)
Does your facility have area near by that could be used to land a helicopter?y/n
Describe your facility including at a minimum -age of facility,approximate sq ft,number of beds,
toilet facilities,washing facilities,heating,electricity,kitchen,Offerors may Include the
description on a separate page with pictures.
(Type answer here)
Description of available services
Briefly describe your staff and services you may have available -meals,internet,telephone,radios,fuel
storage,expediting,equipment rental,or other services.
(Type answer here)
Appendix E
Lot 3 Proposal Form Page 1 1/18/2013
Appendix E
Lot 3 Proposal Form Page 2 ;1/18/2013
[Price proposal
Please provide your price proposal based on the facilities and services you may offer.For the
purposes of evaluating costs AEA will only evaluate costs for daily rates for lodging,and meals
and lodging only.
Daily Rate
Services Per Person Complete Facility
Lodging only $
Meals and Lodging $
Other Services $
(List them here)
Document prepared by
Signature and Date
Appendix E
Lot 3 Proposal Form Page 3 1/18/2013
Legend
*sa :we Proposed Dam Sites
C3 Proposed Corndors
(3 Proposed Reservoir
>10-Mite Butter
Praechon Alaska Abers NAD 1983DateCreaed.0109/2013
Map Author AEA -Justin CrowtherFae.CampSte,10rweBuftes_010813 01/18/2013Page41RFP2014-0800-1710
git oanROAaanFEeeBoe"<SayOLR*ak
"e
at Sydeme ot OD8nptha?
C=),Proposed Reservoir
c3 Proposed Cordors |erqecaon aiasta aers Nap 1003DateCreated0100972013
.Map Author AEA-Justn Crowther20FootCountoursBeeseeManaote 01/18/2013Page42RFP2014-0800-1710
Susitna-Watana
j=Al ASKAENEAGYAUTHORITY
Legend
[1]CandidateAirfieldStee(1985)(C_]ProposedFeicamppasSPROR
-:
---=Contors 20 ft
Contours5ft
a é
Bes F*wv Date Gources:Gee Map References.hte,@evetenDatewesderivedfemiheMat®u LIDAR date weeng the horizontal
are
Page5of8
Susitne-Watana
:ray 4:.4sFigure 1-3.Proposed Engineering and Licensing Field Camp Location,Looking S-SW Towards the
ve at genie:
foow ss :
-
armenceeei8aEraeae .vemwed a on 2!shy =attr ahs nak Beye
e oye vn inig ate
en 405,5i=ey Sen
aNet Beir.
ahve me
Boee
*
¥eae ah
Figure 1-4.Proposed Engineering and Licensing Field Camp Location in Foreground,Looking NE.
Page6of8
Susitne-Watana
P Pee TE oP ,SVE Re he ais "ve teewhotfmtIRseeYe
Figure 1-5.Proposed Engineering and Licensing Field Camp Location.Relatively Flat Terrace-Like Upper Surface.
Fioat PlaneDockArea
ON ba
SF rat 4 2k '2 Tspte Bywigtteyaenaeoreeet¢42?-'
Figure 1-6.Proposed Engineering and Licensing Field Camp Location.Short Access to North Side of Camp Area to Lake And Float PlaneDockingArea.
wet aw
Page7of8
Susitna-Watana
Ney Soe big reninieaan.acaety
Figure 1-7.Proposed Temporary Airfield Site,Looking W-SW Towards the Dam Site.
5 te PS aae,TS Te pene”ora an?noe a32>-
Page8of8
*a a:en '"are
soy Ute
Legend
C23 Proposed Resevoir
C3 Proposed Corndors
_»20 Foot Countours
am
-_:
(ME EREAGY AUTHORITY
+200eeFeot nProectonAlaskaAlbersNAD1983
Date Created.617092013 ¢
Map Author AEA -Justin Crowther )Fae CarmpSte_Map8_010013 01/18/2013Page43RFP2014-0800-1710
cr a oyeatPerna ,ws
ws
.heyytal.oP ten:wer we as"Ree ee eeihos
"ated
ae
Pa
Wi
tnd
GM ERLHGY AUTHORITYC3,Proposed Reservoir 3900 wfeS|Y |C3 Proposed Corridors |proecion Alaska ters NAD 1083 \Date Created 011092013
Map Auinor AEA -Jusan Crowther20FootCountoursfaeCreSteruloneier?01/18/2013Page44RFP2014-0800-1710
i Proposed Dam Sites
C_>40-Mile Butter
oS Roads
Sie '*lox ff ak ae a #
Projection Alaska Abers NAD 1943CaeCeased.0100-2013hepAuPorAEA-astm CrowterPeCampte_é0m eB 98 1_010813 01/18/2013Page45RFP2014-0800-1710