26-26415 Meadow Lakes Substation Civil Site Prep Only

MESS Civil Site Preparation
WO 128594
I. NOTICE AND INSTRUCTIONS TO BIDDERS
1. Bid Documents & Submittal.
a. Matanuska Electric Association, Inc. (hereinafter called the "Owner") is requesting bids for
the project called Meadow Lakes (MESS) Civil Site Preparation (hereinafter called the
"Project"). The Plans, Specifications, and Construction Drawings together with all necessary
forms, attachments and other documents related to bidding the Project (hereinafter called the
"Bid Documents") may be obtained electronically through the Owner's ShareFile site. Access
to the ShareFile site can be obtained by emailing Procurement at
FormalQuestions@mea.coop. Bids shall be submitted electronically through uploading them
to the Owner's ShareFile site on or before 4:00 P.M. Alaska Standard Time (AKST) Monday,
August 17, 2026. Any bid uploaded subsequent to the time specified will be rejected.
Unverified bid results shall be posted to MEA's Share File site within two business days of the
bid due date.
b. A pre-bid meeting shall be held via a virtual meeting at 10:00 A.M. AKST, Friday, July 24,
2026. Attendance is mandatory. Please contact the Procurement department at
FormalQuestions@mea.coop a minimum of 24-hours prior to the conference to acquire the
information necessary to attend virtually. Questions related to the Bid Documents are due no
later than 12:00 P.M. AKST, Thursday, July 30, 2026. Questions must be submitted
electronically (email) to FormalQuestions@mea.coop. Bidders are prohibited from
contacting any employee, board member, agent, or other associate of MEA regarding this
request except as permitted in the question-and-answer process outlined in this paragraph.
Responses to questions will be provided to those who attended the mandatory pre-bid
meeting, by 5:00 PM, AKST, Wednesday, August 5, 2026.
2. Offer to Construct. The undersigned (hereinafter called the "Bidder") hereby proposes to receive
and install such materials and equipment as may hereinafter be specified to be furnished by the Owner, and
to furnish all other materials and equipment, all machinery, tools, labor, transportation, and other means
required to construct the Project: in strict accordance with the Bid Documents for the prices hereinafter
stated. It is understood that the term "Bidder" shall be interchangeable with "Contractor" for this Project
once the Owner issues the Notice to Proceed.
3. Description of Project. The Project will approximately consist of the following:
This project will be to perform the civil construction work only in preparation for the future Meadow Lakes
Substation Project.
The Project is located at 4429 North Church Road, Wasilla, AK 99654 in the Matanuska Susitna Borough.
All as more fully described in the Bid Documents.
4. Work on Energized Lines. Not used.
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5. Materials. All materials are to be furnished by the Bidder. Transportation of materials is incidental
to the affected bid unit; no additional compensation will be given for equipment and/or labor to transport
materials.
6. Obtaining Documents. The Bid Documents may be obtained from the Owner, electronically via
Owner's ShareFile site. Access to Owner's ShareFile site can be obtained by contacting Procurement at
FormalQuestions@mea.coop.
7. Manner of Submitting Bids. Bids and all supporting instruments must be submitted on the forms
furnished by the Owner and must be submitted electronically via Owner's ShareFile site. Bids must include
high quality scans of the original signatures. Bidder may submit Section VI. Bid Unit Schedule, and Section
V. Bid Summary & Schedule, on Microsoft Excel spreadsheets or a PDF of the Excel spreadsheet. No
alterations or interlineations will be permitted, unless made before submission, and initialed and dated.
8. Bidder Prequalification. Bidding is open to all contractors. Contractors are not required to pre-qualify
prior to bidding the Project. However, the following documents must be submitted with the bid. These
submittal documents are described below in 8.a through 8.e and shall hereinafter be called the "Reference
Documents."
a. Resumes of all proposed superintendents and foremen that will be working on the Project. Resumes
should include previous project experience that is similar to this Project.
b. A list of construction projects similar to this Project, completed by the Bidder in Alaska in the last
three (3) years.
c. Copies of Bidder's Alaska Business License and Alaska Contractor's License.
d. Bidder's list of key personnel designated for after-hours Project follow-up and emergency response
including business, home, and cellular numbers.
e. A copy of Bidder's OSHA 300 (summary page only) plus Recordable Incident Rates for the previous
two (2) calendar years.
f. MEA's Contractor Safety Review forms (Appendix K)
9. Alternate Designs. The Owner reserves the right to confine its consideration of the bids to the design
specified in the Bid Documents,.
10. The Time for Completion of Construction. Additional Completion of Construction information shall
be as specified in the Bid Documents, Appendix C, special provisions.
Milestones:
October 31, 2026 All site work substantially complete
December 31, 2026 Completion of project & final invoice
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11. Bid Bond. The Bid must be accompanied by a Bid Bond in the form attached or a certified check
drawn on a bank that is a member of the Federal Deposit Insurance Corporation, payable to the order of the
Owner, in an amount equal to ten percent (10%) of the maximum bid price. Each Bidder agrees, provided
its bid is one of the three low bids, that, by filing its bid together with such Bid Bond or check, if required,
in consideration of the Owner's receiving and considering such bid, said bid shall be firm and binding upon
each such Bidder and such Bid Bond or check shall be held by the Owner until a bid is accepted and a
satisfactory Contractor's Bond, if required, is furnished by the successful Bidder, or for a period not to
exceed sixty (60) days from the date hereinbefore set for the opening of bids, whichever period shall be the
shorter. If such bid is not one of the three low bids, the Bid Bond or check will be returned in each instance
within a period of ten (10) days to the Bidder furnishing same.
12. Contractor's Bond. The successful Bidder will be required to furnish a Contractor's Bond, in the
form attached hereto with sureties listed by the United States Treasury Department as Acceptable Sureties,
in a penal sum not less than the sum of the contract price.
13. Failure to Furnish Contract Documents. Should a Bidder fail or refuse to furnish a Contractor's Bond,
or any other documentation required in the Bid Documents, within ten (10) days of the written Notification
of Acceptance of the bid by the Owner, the Bidder will be considered to have abandoned the bid. In such
event, the Owner shall be entitled (a) to enforce the Bid Bond in accordance with its terms, or (b) if a certified
check has been delivered with the bid, to retain from the proceeds of the certified check, the difference (not
exceeding the amount of the certified check) between the amount of the bid and such larger amount for
which the Owner may in good faith contract with another party to construct the Project. The term
"Successful Bidder" also called the "Contractor" shall be the Bidder who has submitted all documentation
required in the Bid Documents, both before and after the Notification of Acceptance, and the Owner has
accepted and approved that documentation and issued a written Notice to Proceed (NTP).
14. Contract is Entire Agreement. The Contract to be affected by the Owner issuing a written NTP shall
be deemed to include the Bid Documents and the documentation in Section II, and shall be the entire
agreement between the parties thereto. There are no promises, terms, conditions, or obligations other than
those contained herein; and this Contract shall supersede all previous communications, representations, or
agreements, either written or oral, between the parties hereto.
15. Mutual Participation. The Bidder acknowledges that it has had the opportunity to have the Contract
reviewed by its attorney. Both parties agree and acknowledge that the terms of this Contract shall not be
construed in a manner to favor one party or the other.
16. Minor Irregularities. The Owner reserves the right to waive minor irregularities or minor errors in
any Bid, if it appears to the Owner that such irregularities or errors were made through inadvertence. Any
such irregularities or errors so waived must be corrected on the bid in which they occur prior to the
acceptance thereof by the Owner.
17. Balanced Bid. The Owner reserves the right to reject any or all bids. The attention of Bidders is
especially called to the desirability of a proper balance between the total prices for the respective Bid Units.
The Owner reserves the right to require changes in particular unit prices if, in the sole opinion of the Owner,
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an imbalance is present. Failure to adjust these unit prices to the satisfaction of the Owner may result in
rejection of the bid.
18. Discrepancy in Unit Prices. Where the unit prices in a bid are separated into columns designated as
"Unit Labor", "Unit Material", Unit Labor & Material" and "Extended Cost" where a discrepancy appears
between the unit costs and the calculated extended cost, the "Unit Labor & Material" cost shall control.
19. Definition of Terms. The terms "Engineer," "Work," "Notice of Acceptance," "Completion of
Construction", and "Completion of the Project" as used throughout the Bid Documents shall be as defined
in Article VI.1, of the Sample Contract in Appendix A.
20. The Owner Represents:
a. All easements and rights-of-way (ROW), except as shown on maps included in the Plans and
Specifications, have been obtained from the owners of the properties across which the Project
is to be constructed (including tenants who may reasonably be expected to object to such
construction). The Bidder shall be responsible for obtaining any additional ROW that is
necessary to perform the Work. Obtaining additional ROW is incidental to the affected bid
unit and no additional compensation shall be paid for obtaining ROW.
b. All Surveying and staking shall be performed by the Contractor using a certified Professional
Surveyor in the State of Alaska. Sufficient staking crews shall be available to maintain stakes
at all times in advance of construction.
c. All funds necessary for prompt payment for the construction of the Project will be available.
If the Owner shall fail to comply with any of the undertakings contained in the foregoing representations or
if any of such representations shall be incorrect, the Contractor will be entitled to an extension of time of
completion for a period equal to the delay, if any, caused by the failure of the Owner to comply with such
undertakings or by any such incorrect representation, provided the Contractor shall have promptly notified
the Owner in writing of its desire to extend the time of completion in accordance with the foregoing; pro-
vided, however, that such extension, if any, of the time of completion shall be the sole remedy of the
Contractor for the Owner's failure, because of conditions beyond the control and without the fault of the
Owner, to furnish materials in accordance with sub-paragraph a. hereof.
21. Payrolls and Associated Records.
a. The Bidder shall maintain payrolls and associated records relating thereto of all employees
employed during the course of this Work and shall preserve them for a period of three years
thereafter. Such records shall contain the name and address of each such employee, his correct
classification, rate of pay daily and weekly, number of hours worked, itemized deductions
made, actual wages paid, and benefits (including rate of contributions for, or costs assumed
to provide benefits).
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b. The Bidder may be required to submit weekly a copy of all payrolls to the Owner along with
a "Weekly Statement of Compliance." The copy shall be accompanied by a statement signed
by the Bidder indicating that the payrolls are correct and complete, that the wage rates and
benefits are not less than those specified in Paragraph 22(a) above, and that the classifications
set forth for each employee conform with the work he performed. Submission of the "Weekly
Statement of Compliance" required under this Contract shall satisfy the requirement for
submission of the above statement.
c. The Bidder shall make the records required under this clause available for inspection by
authorized representatives of the Owner and shall permit such representatives to interview
employees during working hours on the job.
d. Any breach of these conditions constitutes a substantial and material breach of the Contract
and may result in termination of the Contract and may result in the Contractor's removal from
the Owner's prequalified bidders list, or both.
22. Designated Representative. The Owner's designated representative with respect to the work to be
performed under this Contract shall be the Project Engineer or such other person as the Owner may designate
in writing. Such person shall have complete authority to approve invoices and change orders, transmit
instructions, receive information, and interpret and define the Owner's policies and decisions with respect
to materials, equipment, elements and systems pertinent to the Work.
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