RFP 18-08 Fire Plans Review 7.26.18

Agency: City of Fairbanks
State: Alaska
Type of Government: State & Local
  • C - Architect and Engineering Services - Construction
Posted Date: Jul 26, 2018
Due Date: Aug 15, 2018
Solicitation No: RFP 18-08
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFP 18-08 Fire Plans Review 7.26.18

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RFP #18-08
Issue Date:
Pre-Proposal Question Deadline:
Proposal Deadline:
Proposal Delivery Location:
Proposal Review:
Purchasing Contact:
July 26, 2018
August 8, 2018
August 15, 2018 @ 2:00 PM
City Clerk’s Office
800 Cushman Street
Fairbanks, Alaska 99701
August 15, 2018 @ 3:00 PM
Christina Rowlett, Purchasing Agent
Phone: 907.459.6779
Preferred Method of Contact
Email: purchasing@fairbanks.us
This is not an order. The attached terms and conditions shall become part of the contract resulting from this Request
for Proposal. Proposals shall be submitted in the indicated format. Original signatures must be submitted on the form
provided herein.
Table of Contents
Section 1 – Instructions
Section 2 – Specifications / Scope of Work
Section 3 – Terms and Conditions
Section 4 – Required Forms
1. Proposal Form
2. Non-Collusion Form
3. Price Sheet
4. Offeror Questionnaire
5. Business License Waiver
6. W-9 Form
7. Vendor Registration Form
8. Electronic Payment Form
Page 16
Page 18
Page 19
Page 20
Page 21
Attachment A
Attachment B
Attachment C
City of Fairbanks RFP #18-08
Page 2 of 21
Page 3
Page 4
Page 8
Page 10
Page 15
City of Fairbanks RFP #18-08
Page 3 of 21
Request for Proposal
The City of Fairbanks is requesting proposals from firms qualified and interested in providing:
RFP 18-08
DESCRIPTION: The City of Fairbanks is requesting proposals for fire plan review services for all sites and
structures for compliance with the International Fire Code 2015 Edition and the City of Fairbanks
Ordinance 6017.
PROPOSAL DOCUMENTS: A copy of this RFP can be obtained on the City of Fairbanks website,
www.fairbanksalaska.us. It is the Offeror’s sole responsibility to check this website for additional
information and / or addendums. Any RFP may also be requested by contacting the Purchasing Agent
listed in this document. If you have any questions call the Purchasing Agent listed in this document.
Sealed proposals are due PRIOR to the deadline noted above. Sealed proposals must be delivered to the
City of Fairbanks, City Clerk’s Office, located at 800 Cushman Street, Fairbanks, Alaska 99701. Late
proposals will not be accepted – NO EXCEPTIONS. It is the Offeror’s responsibility to confirm the
proposal documents are received.
PUBLISHED: Fairbanks Daily News Miner on July 29 and August 1 & 5, 2018
Section 1 – Instructions
City of Fairbanks RFP #18-08
Page 4 of 21
1. Communications: The only communication concerning modifications, clarifications, questions,
amendments, and addendums will be processed through the Purchasing Agent listed on the cover page.
No contact with any other agents of the City is permitted and will be grounds for disqualification. Any
exceptions to this will be clarified in this document.
2. Pre-Proposal Questions and Information: If an Offeror finds a discrepancy, error, or omission in this
document they are instructed to contact the Purchasing Agent, listed on the cover page, who will send
written clarification to all prospective offerors and posted on the City of Fairbanks website. All questions
must be submitted to the Purchasing Agent in writing via e-mail: purchasing@fairbanks.us or by mail:
City of Fairbanks – Purchasing, 800 Cushman Street, Fairbanks, AK 99701, by the deadline listed on the
cover page of this document. All answers will be issued in writing.
3. Modifications: Clarifications, questions, amendments, and addendums may be made to this document
by the City at any time prior to the proposal submittal deadline. It is the Offeror’s sole responsibility to
check the City website for these updates and or addendums.
4. Proposal Submission: All required documents must be submitted by mail, express service or hand
delivered, in a sealed envelope, box, or package and clearly marked with the RFP title, RFP number,
submittal date and time, and the Offeror’s company name, address, phone number, and contact name.
All required documents must be delivered to the City Clerk’s office at 800 Cushman Street, Fairbanks,
Alaska 99701 prior to the deadline listed on the cover page of this document. This responsibility rests
entirely on the Offerors, regardless of delays with mailing or any other reasons. Proposals can be accepted
by the Clerk’s office Monday – Friday between 8:00am – 5:00pm, except for City Holidays, which are
listed on the City of Fairbanks website. The Clerk’s time stamp is the official time stamp of receipt.
a. The accepting and opening of a proposal document does not constitute the City’s acceptance of
the Offeror as a responsive and responsible Offeror. By accepting and opening a proposal, the
City only presumes the Offeror is familiar with the proposal documents and agrees and understands
all requirements in this document.
b. All prices and notations must be typed or written in ink. Pencil markings will not be accepted.
Any mistakes must be crossed out and initialed by the person signing the proposal.
c. Proposals will not be accepted via facsimile or email.
d. All costs associated with preparation and presentation of this proposal are the Offerors’
responsibility. No pre-proposal costs will be reimbursed to any Offeror. All documentation
submitted to the City will become property of the City.
5. Confidential and Proprietary Information: If any information is confidential, it should be placed in a
separate sealed envelope and marked CONFIDENTIAL. If any information is proprietary, an original
shall be delivered which is clearly marked PROPRIETARY and an additional copy shall be submitted
City of Fairbanks RFP #18-08
Page 5 of 21
omitting the proprietary information for city use. The copy containing proprietary information will be
solely for city use and then disposed of after the proposal is awarded. The omitted copy will remain on
file as part of the RFP documents for future use or records requests.
6. Exceptions: Any exception must be clearly defined and referenced to the proper section or paragraph of
this document. The exception must include the Offeror substitution language and explanation as to the
reason why this would provide an equivalent or better service or product. If no exceptions are explained
in this proposal submittal, the City will assume the Offeror can perform accordingly.
7. Bid Guarantee: Per the Fairbanks General Code Sec. 54-163, bid security is required for all construction
contracts. Bid security must be in an amount equal to at least:
a. Ten percent (10%) of bid amount if bid amount does not exceed $100,000; or
b. Ten percent (10%) of the first $100,000 and five percent (5%) of the amount of the bid over
$100,000, up to a maximum of $200,000 in security.
8. Duplicate Proposals: The City will only accept one (1) proposal per Offeror, including its subsidiaries,
affiliated companies, organizations, or franchises. If multiple proposals are received from the same
Offeror, all proposals from the Offeror will be rejected.
9. Withdrawal or Corrections: Proposals may be withdrawn by written notice prior to the submittal
deadline. Corrections may be made to proposals submitted if prior to the submittal deadline.
10. Rejection: The City reserves the right to reject any or all proposals and to waive any minor informalities
or irregularities in proposals received if it is determined by the Purchasing Agent that it is in the City’s
best interest to do so. If any Offeror fails to provide any requested information in the consideration stage
of the evaluation process, its proposal will be deemed non-responsive and rejected without any further
evaluation. The City may reject any proposals from any Offeror which is in arrears or in default to the
City on any contract, debt, or other obligation. The City may reject a proposal if the Offeror has been
debarred per Fairbanks General Code Sec. 54-297, or has violated any other section of the Fairbanks
General Code. The City may reject a proposal if the Offeror has been debarred by the State of Alaska or
any Federal agency. The City has the right to reject all non-conforming, non-responsive, and unbalanced
11. Procurement Policy: Procurement for the City is based on the Fairbanks General Code Sec. 54 –
Procurement and any applicable State of Alaska statutes. The Fairbanks General Code is available online
at www.fairbanksalaska.us.
12. Non-Discrimination: The City will not contract with any persons or entities that discriminate against
employees or applicants for any reasons other than those related to job performance. Prospective Offerors
will comply with all Federal, State, and local laws and policies that prohibit discrimination in the
workplace. The City will not discriminate because of race, religion, color, national origin, ancestry, sex,
sexual orientation, age, marital status, change in marital status, pregnancy, parenthood, physical or mental
disabilities, genetic information, or political affiliation.

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