e-mail this page

Recipient's e-mail address Your e-mail address Your name Personal Message (optional)

BID/PROPOSAL INSTRUCTIONS

Standard Instructions for the Submission of Bids and Proposals
1.1 Amendments
The ARRC procurement officer will attempt to notify all who are known to have received the solicitation documents if any amendments are issued, but it shall be the bidder/offeror's responsibility to ascertain prior to submitting a bid/proposal that he/she has received all amendments issued.
1.2 Submission of Bids/Proposals
1.2.1
Interested vendors shall submit an original and one copy of their bids/proposals in sealed envelopes or packages (1) addressed to the office specified in the solicitation and (2) showing the time specified for receipt, the solicitation number, and the name and address of the bidder/offeror. Bids/proposals must be received by ARRC no later than the local time at the place and on the date set for receipt of bids/proposals in the solicitation.
1.2.2
Any required samples must be submitted within the time specified for receipt of bids/proposals. Unless otherwise specified in the solicitation, these samples shall be (1) submitted at no expense to the ARRC and (2) returned only upon the sender's request and at their expense.
1.2.3
ARRC may postpone the date and time announced for receipt of bids/proposals. Such postponement may be made at any time prior to the established date and time for receipt of bids/proposals by notice and addendum to the solicitation to all known potential bidders/offerors.
1.3 Explanation to Prospective Bidders/Offerors
Bidders/offerors shall promptly notify ARRC of any ambiguity, inconsistency, conflict, or error which they may discover upon examination of the solicitation documents. All inquiries regarding a solicitation shall be directed to the ARRC representative specified in the solicitation. Any prospective bidder/offeror desiring an explanation or interpretation of the solicitation, drawings, specifications,etc., must request it in writing soon enough to allow a reply to reach all prospective bidders/offerors before the submission of their bid/proposal. To facilitate the exchange of information, vendors' questions regarding a solicitation may be communicated by telephone, and then confirmed in writing. Oral explanations or instructions given before award of the contract will not be binding. Oral explanations or instructions given to a prospective bidder/offeror concerning a solicitation will be furnished promptly to all other prospective bidders/offerors as an amendment to the solicitation, if in the opinion of ARRC, such information is deemed necessary to submit bids/proposals or if the lack of it would be prejudicial to other prospective bidders/offerors.

1.4 Late Submissions, Modifications, and Withdrawals of Bids/Proposals
1.4.1
Any bid/proposal received at the office designated in the solicitation after the exact time specified for receipt will not be considered unless the delay was due to an ARRC error.
1.4.2
The only acceptable evidence to establish the time of receipt at the ARRC is the time/date stamp of ARRC's Procurement Office on the bid/proposal wrapper or other documentary evidence of receipt maintained by the ARRC.
1.4.3
Correction, modification, or withdrawal of bids/proposals will be allowed only as stated in ARRC Procurement Rule 1200.6.
1.5 Preparation of Bids/Proposals
1.5.1
Bidders/Offerors are expected to carefully examine the solicitation documents including all drawings, specifications, schedules, terms and conditions, and all instructions. Failure to do so will be at the bidder's/offeror's risk. Incomplete bids/proposals may be rejected as nonresponsive.
1.5.2
Each bidder/offeror shall furnish all information required by the solicitation. The bid/proposal must be signed by an officer or other official of the vendor's company who has legal authority to commit the vendor to the contract proposed. Erasures or other changes must be initialed by the person signing the bid/proposal.
1.5.3
Bids/proposals for supplies or services other than those specified, or bids/proposals conditioned upon receiving award of all or a portion of the contract shall be deemed nonresponsive and shall be rejected unless authorized by the solicitation.
1.5.4
Time, if stated as a number of days, will include Saturdays, Sundays, and holidays.
1.6 Evaluation of Bids/Proposals and Contract Award
ARRC shall review and evaluate each submission in accordance with the criteria established in the solicitation and ARRC's Procurement Rules. In addition to other factors, bids/proposals will be evaluated on the basis of advantages and disadvantages to ARRC that might result from making more than one award (multiple awards).
1.7 Reservations
1.7.1
ARRC may reject any or all bids/proposals, or any part thereof, and may waive technicalities and minor informalities if such action is deemed to be in its best interest.
1.7.2
If an award is made and, prior to entering into a contract, subsequent information indicates that such award was not in the best interest of ARRC. ARRC may rescind the award without prior notice to bidders/offerors and either award to another bidder/offeror or reject all bids/proposals.
1.7.3
ARRC may cancel any contract, if in its opinion the vendor fails at any time to perform adequately, or if there is any attempt to willfully impose goods/services upon ARRC which are, in ARRC's opinion, of an unacceptable quality. Any action taken pursuant to this latter stipulation shall not affect or impair any rights or claim of ARRC to damages for breach of any covenants of the contract by the vendor. ARRC also may reject the bid/proposal of any vendor who has previously failed to perform adequately under a prior contract for furnishing supplies/services to ARRC.

1.7.4
If the vendor fails to furnish any item or to complete the required work included in the contract, ARRC may withdraw such items or required work from the operation of the contract without incurring further liability.
1.7.5
ARRC may accept any item or group of items of a bid/proposal unless the bidder/offeror qualifies the bid/proposal by specific limitation.
1.7.6
ARRC may make an award on any item or quantities less than the quantity offered, at the unit cost or prices offered, unless the bidder/offeror specifies otherwise.
1.8 Aggrieved Bidder/Offeror
An aggrieved bidder/offeror may protest an ARRC procurement action by filing a written protest with the procurement officer in accordance with the procedures and time limits specified in ARRC Procurement Rules 1800.1-1800.11.
1.9 Incurred Costs
The issuance of a solicitation does not obligate ARRC to pay for any bid/proposal preparation costs incurred by bidders/offerors and does not obligate ARRC to award a contract for supplies/services. All costs incurred as a result of a solicitation or contract negotiations resulting from a solicitation, including travel and personal expenses, are the sole responsibility of the bidder/offeror.
1.10 Availability of Funds
The ARRC's obligation under any contract is contingent upon the availability of funds to pay for contract purchases. No legal liability on the part of ARRC may arise until funds are made available for a contract and until the Contractor receives written notice of such availability from the procurement officer. Signature by an authorized ARRC representative on the contract award document constitutes written notice of availability of funds.
1.11 Alaska Products and Bidder’s Preferences
Alaska vendors who meet the requirements specified in ARRC Procurement Rule 1200.9(b) will receive an Alaska Bidder's preference as specified in the Rules. Vendors who supply products that meet the requirements specified in ARRC Procurement Rules 1500.1-1500.8 will receive the preferences stated therein.
1.12 Public Information
All submitted bids/proposals will be considered confidential until notice of intent to award is issued. After notice of intent to award is issued, all bids/proposals will become public information.
1.13 Price
ARRC shall receive the benefit of any general reduction in bidder's/offeror's price prior to the delivery of supplies or services and in no event shall ARRC be charged higher prices than bidder’s/offeror's similar customers who purchase substantially similar supplies or services under substantially similar circumstances. All prices bid shall be exclusive of any federal, state, or local taxes from which ARRC is exempt.

DEFINITIONS
ARRC: Alaska Railroad Corporation, P.O. Box 107500, Anchorage, AK 99510-7500.
ARRC Property: All lands owned or withdrawn for the use of ARRC, in and including the ARRC's track right-of-way and communications pole line right-of-way.
Bidder: The party submitting a bid.
Contract: The agreement to provide supplies or services to ARRC pursuant to these General Terms and Conditions and Specification, the attached appendices, purchase order, and all specifications, drawings and other provisions and documents attached to, incorporated into or otherwise made a part of this Contract, all as the same may be amended, modified or supplemented from time to time in accordance with the provisions hereof.
Contractor: The company or entity set forth and named in the preamble to this contract and, where the context so admits, shall include its employees, agents and subcontractors.
Offeror: The party submitting a proposal.
Project Director or Procurement Officer: An ARRC employee with the authority to enter into, administer and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives or successor of the Project Director or Procurement Officer acting within the limits of their authority as delegated by the Procurement Officer.
Solicitation: An Invitation to Bid, Request for Proposals, request for quotation, or any other document issued by ARRC for the purpose of soliciting bids or proposals to provide supplies or services to ARRC.
Supplier: Contractor's suppliers and subcontractors of any tier; the respective officers, employees, agents and representatives of Contractor's suppliers and subcontractors of any tier; and any other person or entity acting under the direction or control or on behalf of Contractor or any of Contractor's suppliers or subcontractors of any tier in connection with or incident to the performance of this Contract.
Supplies: The goods, materials, items, products, commodities or equipment to be delivered to ARRC pursuant to the Contract.