INTENT : The intent of this Bid is to establish a term contract to purchase and deliver food for the City and Borough of Juneau (CBJ), Eaglecrest Ski Area (Eaglecrest). SUBMISSION INSTRUCTIONS : Timely responses are accepted via Electronic Submission at Public Purchase CBJ’s eProcurement Provider. Late responses will not be accepted. To respond complete the free, easy, and quick online registration. Registration is a two-step process; be sure to complete both steps. Get help registering using the Public Purchase Help Menu Tab. Register early to avoid missing a deadline as Registration may take up to 24-hours to complete. Contractors who successfully register may submit a pricing schedule and be considered if they complete the following: Access the solicitation online at Public Purchase and complete pricing for the line item listed, or download the provided PDF sheet, fill out all fields and upload to Public Purchase. Do not submit more than one pricing schedule. Download, complete and upload ALL REQUIRED solicitation documents. (e.g. Bidders Signature page, Equivalent/Variance page, References page.) Online acknowledgement of the Terms & Conditions (ATTACHMENT A) and the Insurance Requirements (ATTACHMENT B). NOTE: Use only the documents provided. Contractors are provided the opportunity to acknowledge, acknowledge with exceptions, or not accept the required documents. Exceptions may not qualify for award. CONTACT, QUESTIONS & ADDENDA : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this solicitation. Submit any questions to
contact@example.gov . You can also utilize the “Ask Questions” link available on Public Purchase CBJ’s eProcurement platform. No oral interpretations will be made. Submit all questions in writing, noting issuing buyer, solicitation number and title. Requests must be received a minimum of seven (7) business days prior to the solicitation deadline. Any changes to CBJ issued documents will be in the form of an addendum to the solicitation, and will be issued as promptly as possible to all plan holders. All such addenda will become part of the solicitation. PRE-BID MEETING : A non-mandatory Pre-Bid teleconference is scheduled for June 24, 2025 at 10:00 a.m. Alaska time. To attend call
+1 (555) 000-0000, Participation ID Code 748914. Interested Vendors are encouraged to provide notice of participation and submit questions via email to
contact@example.gov a minimum of twenty-four (24) hours prior to the scheduled meeting. CONTRACT PERIOD : The contract will be in effect from July 1, 2025 through June 30, 2026 with an automatic annual renewal period for three (3) additional years, with the final expiration date of June 30, 2029. Contractor or Vendor may provide written notice to terminate the contract without penalty providing the notice is given sixty (60) days prior to the upcoming renewal period. CONTRACT PRICE: Contract prices are to remain firm for the duration of the contract period including any automatic annual renewal or hold over periods unless a price adjustment is requested and agreed upon. CONTRACT ADMINISTRATOR: The Contract Administrator for this contract will be Chris Goedeker, Director of Base Operations , for Eaglecrest Ski Area or upon notification, an alternative assigned designee. PRICE & F.O.B. POINT : Pricing submitted is to include all related costs, including shipping and delivery to the final destination or FOB Point. Shipping costs must be imbedded into the unit price. F.O.B. destination is: City and Borough of Juneau, Eaglecrest Ski Area Day Lodge, 3000 Fish Creek Road, main floor, food service storage area. QUANTITIES : The City anticipates issuing a purchase order for the quantities listed. Additional quantities may be needed during the contract or renewal periods. The City does not guarantee any minimum or maximum orders. NO SUBSTITUTE : When a specific brand name or item and the words no substitute is specified, no other brands or item will be accepted. CONFORMS/VARIES : Bidders will offer item(s) which meet the Technical Specifications. If a bidder requests a variance to the specified item(s), it is the responsibility of the bidder to describe their proposed item/variance in detail on the attached Variance/Equivalent Page. Bidders will indicate the item and state what effect their variance will have. The Variance/Equivalent Page must be submitted with your bid. Failure to describe variances may be grounds to reject the bid as non-responsive. Note the following words provide parameters for what the city will allow on a variance: Minimum, No less than, At least, Maximum, No more than, Not to exceed, Must, Is required, Not acceptable, No substitute. City approved equivalent : When a specific brand/model and the words “or Approved Equivalent” are specified, the intent is to indicate and guarantee a quality or performance level, but not to limit offers of other brands/models. Consideration will be given to an equivalent, provided that the brand/model proposed is of the same general design and of equal substance, quality, function, and finish as the specified brand/model(s). If a bidder offers an equivalent, submit the Variance/Equivalent page with your bid and provide justification of how the brand/model offered meets or exceeds the quality or performance level of the brand/model specified. The City may request additional literature or information from the bidder. Information must be provided upon request. Failure of the bidder to provide requested Information within the specified time, or failure to justify the quality level of the brand/model offered will be grounds to reject the bid as non-responsive. The City is the sole judge of the quality and suitability of any offered equivalent. ACCEPTANCE & RETURNS : The City reserves the right to determine suitability of items offered. All goods or materials are subject to approval by the City. Any items rejected because of non-conformity of the terms and conditions or specifications of this contract, whether held by the City or returned, will be at the Contractor's risk and expense. REFERENCES : References may be a factor in determining the bidder’s ability to provide a quality services for the City. When considering the bidder’s experience the CBJ may request the Contractor to provide references from current customers. Failure or the bidder to produce acceptable references upon request may deem the services offered unacceptable and the bid non-responsive. PERMITS : The Contractor must comply with all applicable Federal, State, City laws which have a bearing on this contract and must have all licenses and permits required by the State and/or City for performance of this contract. Review of General Terms & Conditions & Insurance : Attached to this Bid are documents required for this project (ATTACHMENTS A, B). Vendors should carefully review all these attachments. Awarded Vendor is expected to comply with these requirements. AWARD : Award will be made by Total Bid to the lowest responsive, responsible bidder meeting all requirements. In the event the primary Contractor cannot meet their obligation, the City will contract with the next available Contractor and will hold the original Contractor responsible for any incidental and consequential damages incurred. CONTRACT SPECIFICATIONS: DELIVERY: Delivery will be to the Eaglecrest Ski Area, located at 3000 Fish Creek Road, Juneau AK. Delivery will be once a week. Product must be delivered on a Monday, Thursday or Friday, between 7am-9am or 4-5pm. PRODUCT : Product must be available locally on an "as-needed" basis. Product will be ordered once per week for delivery. Product will be ordered by case lot. The CBJ will have the option to purchase product not listed during the contract period at standard mark-up rate. Contractor may be requested to provide access to their facility for pick-up of needed products on Sunday mornings by an Eaglecrest employee. Indicate on the Bid Signature Page if you are able to provide a contact for Sunday access. The City retains the option to require buy back of all unopened frozen product by the Contractor at the end of the season. ADAPTABILITY : If the products offered require specific dispensers, it is the responsibility of the vendor to provide appropriate dispensers at no cost to the City. All equipment supplied will be in new condition. SEE ATTACHED PDG DOCUMENTS FOR COMPLETE INFORMATION
