FY25-FY27 Annual Exterior Facility Painting Services

The City of Unalaska requests sealed bids for an FY25-FY27 Annual Facility Painting Contract. The initial contract shall be for 2025 Scope of Services. The City shall have the option to add the 2026 Scope of Services. The contract shall be modified to include the 2027 Scope of Services if the parties mutually agree.

 Sealed bids will be addressed to the City of Unalaska and will be received at the following location:

City of Unalaska

Department of Public Works

Marc Kielmeyer, Project Manager

P.O. Box 610

Unalaska, AK 99685

Phone 907-581-1260

[email protected]

Sealed Bids will be received until 2:00 p.m., local time on March 20, 2025.  Any bids received after the time and date specified will not be considered. An electronic copy of the Invitation to Bid (ITB) documents may be obtained from the City of Unalaska website: http://www.ci.unalaska.ak.us/rfps, for no charge.

Questions regarding this ITB should be directed to: Marc Kielmeyer, Project Manager, via email to [email protected].

Each Bid must be submitted by March 20, 2025 at 2:00pm and accompanied by submittal information as prescribed in the Instruction to Bidders.  The successful Bidder will be required to furnish the necessary bonds for the faithful performance of the Contract, as prescribed in the Bidding Documents. Please note that the payment and performance bonds required for the contract shall be in an amount equal to 50% of the Contract Sum.

A pre-bid conference will be held on Friday, March 7, 2025 at 2:00 p.m. at the City of Unalaska Department of Public Works. The pre-bid conference can be attended telephonically via MS Teams. Please contact Marc Kielmeyer, Project Manager at [email protected] for an invitation.

The successful Bidder shall hold such Bidders and Business Licenses as required by State Statutes and City of Unalaska Municipal Code Section 9.04.020.  The City of Unalaska reserves the right to reject any or all Bids, to waive informalities or irregularities in the bidding, and to accept bids that are considered to be in the best interest of the City.

II. PURPOSE

The City of Unalaska Department of Public Works is soliciting bids from qualified contractors to provide painting services for the City of Unalaska’s facilities located in Unalaska, AK. The Department of Public Works maintains a painting schedule for its facilities. Currently (11) facilities need exterior painting services. These facilities range in size, from large public centers, housing units and utility service stations. Attachments H, I, and J have been provided with photos of each location.

The purpose of this ITB is to assess all bids and select a contractor to deliver the painting services meeting specification, schedules and quality assurance as outlined in this ITB. Owing to the City’s budgeting process, the work is divided into three phases or scopes of services: 2025 Work, 2026 Work and 2027 Work. The initial contract shall be for the 2025 Work only, with the City having the option of the 2026 Work performed for the amount bid by the selected contractor. If the City elects to have the 2026 Work performed by the selected contractor, it shall give written notice not later than December 31, 2025. If the City elects to have the 2027 Work performed by the selected contractor, it shall give written notice not later than December 31, 2026 and, if the contractor desires to perform the work, the City and contractor shall negotiate in good faith any adjustments to the 2027 Work or to the contractor’s bid for the 2027 Work.

III. SCOPE OF SERVICES

Overview

This ITB encompasses the exterior painting of all facilities. For all facilities, the required work includes:

1. 1. Preparation of all surfaces including: sanding, cleaning, scraping caulking and masking of non-painted surfaces.

   2. Procurement of exterior paint to match existing scheme, paint includes primer base.

   3. Product application per manufacture recommendations (two coats).

   4. Removal of all debris and thorough clean-up.

All work must be performed in accordance with the Technical Specifications.

2025 Work

1. Henry Swanson House, 149 West Broadway Avenue

2. 8-Plex Housing, 18 Ptarmigan Road

3. Power Substation, 176 Airport Beach Road

2026 Work (At City’s Option)

1. Unalaska High School & Wood Shop, 55 East Broadway Avenue

2. Aquatics Center, 55 East Broadway

3. Agnes Beach Building, 411 Airport Beach Road

2027 Work (By City & Contractor’s Mutual Agreement)

1. Museum of the Aleutians, 314 Salmon Way

2. Burma Road Chapel, 28 East Broadway Avenue

3. 4-Plex Housing, 63 Loop Road

4. Pump Control House, 1057 East Broadway Avenue

5. Carl E. Moses Harbor Waste Oil Building, 562 Henry Swanson Drive

See Attachments G, H, I and J for specifications and details of the Work.

Additional Work – Time & Materials

The City may request that the Contractor perform additional work of a similar character beyond the scope of services set forth above. If Contractor accepts the additional work, it shall be furnished on a time and materials basis at the rates bid unless the parties agree to a lump sum amount for any additional work.

IV. SCHEDULE

This ITB covers services for facilities in need of painting services between January 2025 through July of 2027.

• 2025 Work must be completed no later than October 31, 2025

• 2026 Work must be completed no later than October 31, 2026

• 2027 Work must be completed no later than July 1, 2027

Additional facilities or work may be added by addendum with agreement between the selected contractor and the City of Unalaska.

V. QUALIFICATIONS EXPERIENCE AND REFERENCES

Interested companies are required to submit a completed Bid with the following information which shall be used to determine if Bidders are qualified to bid on the contract.  Please see Attachment A.

COMPANY PROFILE: Provide an overview of your company, including years of experience, certifications, and any affiliations. Location of the home office and scope of services offered.

STAFF QUALIFICATIONS: Qualifications and training of your operations and staff.

NARRATIVE: Briefly describe the methodology you would use to provide the services needed.

REFERENCES: Include references from previous or current customers, preferably customers with similar needs. The City may determine that a Bidder lacking favorable references is not qualified.

EQUIPMENT: List of types of equipment and vehicles available for providing services. The City shall determine that a Bidder is not qualified if the Bidder does not identify vehicles and equipment necessary for safe and satisfactory delivery of Service.

VI. Product Bid & Pricing

Bidders shall provide:

1. A fixed, lump sum bid for the 2025 Work;

2. A fixed, lump sum bid for the 2026 Work;

3. A lump sum bid for the 2027 Work. However, if the City and selected contractor elect to proceed with the 2027 Work, the parties shall negotiate in good faith any adjustments to the 2027 lump sum bid to account for changes in labor, materials, and other costs between the bid due date and January 2027;

and for additional painting and related work not included in the 2025 Work, the 2026 Work or 2027 Work that may be requested to be performed on a time and materials basis:

1. A per hour labor rate;

2. Per diem and lodging per day per worker; and

3. Markup, expressed as a percentage, for materials and freight.

The submission of a Bid will constitute an incontrovertible representation by Bidder:

1. That Bidder has complied with every requirement of this Invitation to Bid;

2. That, without exception, the Bid is premised upon performing and furnishing the material required by the Bidding Documents;

3. That Bidder has given the City written notice of all conflicts, errors, ambiguities, and discrepancies that Bidder has discovered in the Bidding Documents and the written resolution thereof by the City is acceptable to Bidder;

4. And that the Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for per­forming and furnishing the Work.

All questions about the meaning or intent of the Bidding Documents are to be directed to the City of Unalaska. Interpretations or clarifications considered necessary by the City in response to such questions will be issued by Addenda mailed or delivered to all parties recorded by the Issuing Office as having received the Bidding Documents. Questions received less than 6 days prior to the date for opening of Bids may not be answered.

Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.  Addenda may also be issued to modify the Bidding Documents as deemed advisable by the City of Unalaska.

VII. Authorized Signature:

Bid forms must be signed by an individual authorized to bind the bidder. Bids shall remain valid for at least thirty (30) days from the bid receipt deadline.

VIII. SUBMITAL AND REQUIREMENTS:

Sealed bids clearly marked “FY25-FY27 Annual Exterior Facility Painting Services” can be submitted no later than March 20, 2025, 2 p.m. local time to:

City of Unalaska

Department of Public Works

Marc Kielmeyer, Project Manager

P.O. Box 610

Unalaska, AK 99685

Phone 907-581-1260

[email protected]

Bids must be submitted via email. It is the Bidder’s sole and independent responsibility to timely submit their bids and Bidders assume the risk of delays in delivery of mail or delay or interruption of facsimile transmissions. Note that mail service to Unalaska is regularly delayed due to bad weather. The City may, in its sole discretion, relax or extend the submission deadline if reasonably deemed necessary. Bids shall remain open for 30 days.

All questions or inquiries should be directed to:

Marc Kielmeyer, Project Manager           

City of Unalaska

P.O. Box 610

Unalaska, AK 99685                                                         

[email protected]                 

An electronic copy of the ITB documents may be obtained from the City of Unalaska website: http://www.ci.unalaska.ak.us/rfps, for no charge.

A pre-bid conference will be held on Friday, March 7, 2025 at 2:00 p.m. at the City of Unalaska Department of Public Works. The pre-bid conference can be attended telephonically via MS Teams. Please contact Marc Kielmeyer, Project Manager at [email protected] for an invitation.

The successful Bidder shall hold such Bidders and Business Licenses as required by State Statutes and City of Unalaska Municipal Code Section 9.30.010.  The City of Unalaska reserves the right to reject any or all Bids, to waive informalities or irregularities in the bidding, and to accept bids that are considered to be in the best interest of the City.

A contract, if any, shall be awarded based upon the lowest responsive bid from a responsible Bidder.

IX. OTHER ITEMS

The City reserves the right to reject any or all bids received. The selection of the lowest bid from a responsible Bidder shall be at the sole discretion of the City of Unalaska. No agreement between the City and any Bidder shall be effective until approved by the City Council of the City of Unalaska and signed by the City Manager or authorized City official. The City is not liable for any costs incurred by Bidders in preparing or submitting proposals.

1.            Award of Contract.

A.    The City reserves the right to reject any or all Bids, including without limitation the rights to reject any or all nonconforming, non-responsive, unbalanced or conditional Bids, and to reject the Bid of any Bidder if the City believes that it would not be in the best interest of the City to make an award to that Bidder, whether because the Bid is not responsive or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by Owner. The City also reserves the right to waive all informalities not involving price, time, or changes in the material specifications and to negotiate Contract terms with the successful Bidder(s).

B.    In evaluating Bids, the City will consider the qualifications of Bidders, whether or not the Bids comply with the prescribed requirements, and such other data, as may be requested in the Bid Form or prior to the Notice of Award.

C.    If, at the time this Contract is to be awarded, the total of the lowest acceptable Bid(s) exceeds the funds then estimated by the City as available, the City may reject all Bids, reduce quantities, or take such other action as best serves the City's interests.

D.    If the Contract is to be awarded, it will be awarded to the lowest responsive, responsible Bidder.

F.    In the event of failure of the lowest responsive, responsible Bidder to sign the Contract, the Owner may award the Contract to the next lowest responsive, responsible Bidder. Such award, if made, will be made within 60 days after the opening of Bids.

G.   The Low Bidder will be determined based on the total amount bid for the 2025 Work, the 2026 Work and the 2027 Work combined. However, the City may reject any bid for which the amounts bid for the 2027 Work and/or time and materials items are unbalanced.

2.            Signing of Agreement.

When the City gives a Notice of Award to the successful Bidder(s), it will be accompanied by the required number of unsigned counterparts of the Agreement, with all other written Contract Documents attached. Bidder agrees the form of that Agreement will be substantially the same as Attachment C. Within 10 days thereafter, Bidder shall sign and deliver the required number of counterparts of the Agreement and attached documents to the City with the required Bonds, Attachments D and E. Thereafter, the City shall deliver one fully signed counterpart to Bidder.

3.            Insurance.

The successful Bidder will be required to provide City with the appropriate insurance coverage. Please see Attachment B.

4.            Acceptance of ITB

Bidder has given the City written notice of all conflicts, errors, ambiguities, or discrepancies that it has discovered in the ITB and Attachments thereto and the written resolution thereof by the City is acceptable to Bidder, and the Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for supplying the product for which this Bid is submitted.