Term Contract for Shared Library Courier Services for the City & Borough of Juneau (CBJ), University of Alaska, Southeast (UAS) and the Alaska State Library (ASL)

SUBMISSION INSTRUCTIONS : Timely responses are accepted via Electronic Submission * at Public Purchase the CBJ’s eProcurement Provider. *Late responses will not be accepted. To respond complete the free online registration. Tips: Registration is a two-step process; Use the ‘Help’ Menu Tab Public Purchase , Register early - Registration may take up to 24-hours to complete. Contractors who successfully register may submit a response by doing the following: Access the solicitation online at Public Purchase and complete line-item pricing. Public Purchase will calculate the totals. Download the PDF Quote Schedule & Signature Page: complete the fields shown, sign the document and upload to Public Purchase. Use only the documents provided. Completeonline acknowledgement of the CBJ Terms & Conditions* (ATTACHMENT A), and Insurance Requirements (ATTACHMENT B). *Vendors must acknowledge or acknowledge with exceptions. (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 procurement. No oral interpretations will be made. Submit any interpretation requests in writing, noting issuing Buyer and quote number. Request must be received a minimum of three (3) business days prior to the quote deadline via email to contact@example.gov or the Public Purchase “Ask Questions” link or Fax to +1 (555) 000-0000. Any changes to CBJ issued documents will be in the form of an addendum to the quote. Addenda are issued as promptly as is practical to all plan holders. All such addenda shall become part of the quote. INTENT & SCOPE OVERVIEW : The intent of this quote is to establish a term contract with a responsive and responsible Contractor to provide complete professional daily courier services that will include pickup and delivery services between the Capital City Libraries. Prospective Bidders must be able to schedule, coordinate, and assure effective performance of all courier services provided in accordance with the standards, frequencies and duration as described in detail in the specifications listed for each facility To be considered responsible a Contractor’s firm and/or their employees must be capable of providing management, supervision, labor, materials, supplies, and equipment as required by quote specifications. References may be required to establish and determine a bidder’s level of capacity. The Contractor will be expected to be able to commence all work beginning July 1, 2025 after successful award. The required services shall be provided Monday through Friday, except as otherwise indicated. The Contractor shall coordinate facility access with the staff of each library at the start of the contract term. CONTRACT TERM & PRICE : The contract will be in effect from July 1, 2025 through June 30, 2026 with an automatic annual renewal period for four (4) additional years, with the final expiration date of June 30, 2030. Contractor 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 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. See CBJ General Terms and Conditions (Attachment A), Price Adjustment for specific information. CONTRACT ADMINISTRATION : This is a multi-organizational contract; therefore, each location will have a Site Manager that will be responsible for daily operational administration at their specific location. The CBJ Library Downtown Branch will serve as the primary contact point for questions and will provide the contract management for any contractual questions, services notifications, performance issues, etc. The Contract Administrator, will be Erica Roguska, Admin Coordinator, or upon notification, an alternative assigned designee may be assigned. QUANTITIES , INVOICING & PAYMENT : The City anticipates issuing a purchase order for the quantities specified. The City does not guarantee any minimum or maximum quantities for this contract. Payment will be initiated upon receipt and acceptance of accurate invoices. All invoices must be submitted via email the CBJ Contract Administrator, and the CBJ Accounts Payable (AP) Office at contact@example.gov The CBJ Contract Administrator will review invoices with each Site Manager and if correct will submit the invoices to CBJ AP office for payment. CBJ will be the responsible party for all contract charges and will subsequently bill back the charges for the UAS and ASL pickups and deliveries. SERVICE CHANGES : At this time, CBJ does not intend to change the scope of work to include other organizations, departments or divisions. However, if additional courier services are needed, the CBJ may verify if using this contract to provide those services falls within the contract’s scope of work. For any contact changes, the CBJ Purchasing Division will review and approve mutually acceptable changes between the Contractor and CBJ User Department (UD) by providing a written contact amendment. The CBJ Purchasing Division will draft a contract amendment that the UD and the Contractor will approve and sign. Any changes or work performed without such approval, even if approved by the CBJ UD, will be at the Contractor's expense. If there is a disagreement on a request to amend the Contract and the parties cannot agree, the CBJ may choose to cancel the contract, and if appropriate to offer the contract to the next ranked available bidder or re-bid the services entirely. The City reserves the right to temporarily suspend services at specific buildings for budgetary, emergency, safety, remodeling, or any other eventuality within the City’s discretion. Fifteen (15) days’ notice shall be adequate to suspend services without incurring any cost to the City. Email notification from the CBJ Contract Administrator will provide sufficient documentation for a temporary suspension of services. SAFE PRACTICES, LICENSES & PERMITS : Acceptable safe practices must be followed in the performance of the work for this contract. The Contractor must comply with all standards of the State of Alaska, Dept. of Labor, Division of Labor Standards and Safety, and the City and Borough of Juneau. The Contractor must comply with all applicable Federal, State, and City laws and safety laws which apply to all contractual duties. Bidders must also have all licenses and operating permits required by the State and/or City for performance of this contract. PERSONNEL & SUBCONTRACTING : The Contractor shall exercise reasonable procedures and precautions to determine the suitability of an employee to work under this contract. The Contractor should have professional hiring quality standards that may include performing background checks on current and prospective employees. The Contractor is discouraged from hiring employees who have a history of crimes of violence, substance abuse, theft, dishonesty, or sexual offenses, including any which may have occurred in any other jurisdiction, regardless of whether the individual is or was required to register as a sex offender. The Contractor must train employees so they are capable, knowledgeable and competent of performing the work required by this contract. The Contractor’s workforce must be of sufficient size to perform all work as scheduled even when there is a scheduled or unscheduled employee absence. The Contractor’s personnel shall present a neat appearance, work courteously, and when appropriate pay special regard to having positive public interactions. The Contractor shall maintain a list of its employees, their Social Security numbers, and number of hours worked each day on this contract. The Contractor nor their employees may be under the influence of a controlled substance while performing any contractual duties. The City’s Contract Administrator, with just cause, may request that the Contractor immediately replace an incompetent, abusive, or disorderly employee. Failure by the Contractor, to exercise reasonable precautions with regards to their hiring practices or any other security issues may be cause for termination of the contract. The Contractor will not be allowed to subcontract any of the contract services contained without prior approval of the City. PERFORMANCE EXPECTATIONS : This is a performance-based contract. Responsive and responsible Contractors are those who can meet an acceptable level of performance by providing a skilled work, proficient management and essential communication. The Contractor and their employees must be able to perform duties in a courteous and professional manner. Communication must include regular and timely status updates as needed. Any delays, or issues whether planned or unplanned must be communicated to the CBJ Contract Administrator as soon as feasible. Failure of the Contractor to regularly meet the required performance expectations may be cause for contract cancellation. If terminated, the contract may be offered to the next responsible, responsive bidder or re-bid. QUALIFICATIONS & REFERENCES : The Contractors business must be regularly or routinely engaged in performing courier services as the main source of services they provide. The Contractor’s work force must be of sufficient size to perform scheduled work and have equipment necessary to perform services as described. The City reserves the right to determine suitability of services offered and if the bidder is capable of performing the required duties of the contract. References will be used to determine the bidder’s ability to qualify as responsible . To verify a Contractor’s experience the CBJ may require references from at least two (2) current or recent contracts (within the last seven (7) years) involving similar services at facilities comparable in size and scope of work that demonstrate excellent performance. CBJ’s own experience with the Contractor may also be used to determine Contractor’s responsibility. Failure of the bidder to produce acceptable references upon request may deem the Contractor’s services offered unacceptable and the quote non-responsive. The City reserves the sole and exclusive right to determine an acceptable level of Contractor’s responsibility and their ability to satisfactorily perform all duties of this contract. If a Contractor is judged non-responsible their bid will be deemed non-responsive and the CBJ may choose to award to the next lowest response received. REVIEW OF QUOTE ATTACHMENTS : Attachment A is the CBJ General Terms & Conditions, and Attachment B is the Insurance Requirements, both are obligatory for this contract. CBJ expects that all bidding Contractors will carefully review these attachments and all contract documents. The Awarded Contractor is expected to comply with these requirements. CONTRACTING DOCUMENTS : The contracting documents for these services will consist of the CBJ’s complete quote document, including all attachments, exhibits and any issued addenda, and the awarded Contractor’s submitted signed quote. Combined these documents make up the complete contract for these services. INSURANCE : See ATTACHMENT B for the types and amounts of insurance required for this contract. The Contractor must provide certification of proper insurance coverage or binder to the City and Borough of Juneau prior to the award of the contract. AWARD : Award will be made by Total Quote 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. TECHNICAL SPECIFICATIONS SCOPE OF WORK : The Contractor shall provide complete professional Courier Services for the City & Borough of Juneau (CBJ), Public Libraries, the University of Alaska Southeast-Juneau (UAS), and the Alaska State Library (ASL). SERVICE LOCATIONS : CBJ Library Downtown Branch (JUN): 292 Marine Way, Juneau, AK 99801 CBJ Library Valley Branch (VAL): 3025 Dimond Park Loop, Juneau, AK 99801 CBJ Library Douglas Branch (DGL): 1016 3rd Street, Douglas, AK 99824 Alaska State Library (ASL): APK Building, 395 Whittier Street, Juneau, AK 99801 William A. Egan Library, University of Alaska SE (UAS): 11066 Auke Lake Way (BE1), Juneau, AK 99801 ESTIMATED ANNUAL STOPS TOTAL BY LOCATION & MONTH : The approximate number of required stops are listed below. The figures are not exact but are based on historical usage and show the best estimate of the required services. The total number of stops may vary as each facility maintains their own schedule for closure days. MONTH UAS JUN/DGL/VAL ASL TOTAL July 20 105 21 146 August 23 115 23 161 September 19 95 19 133 October 23 110 22 155 November 20 100 20 140 December 15 100 20 135 January 21 105 21 147 February 20 95 19 134 March 20 100 20 140 April 22 110 22 154 May 22 110 22 154 June 20 100 19 139 TOTAL 245 +1 (555) 000-0000 HOLIDAY CLOSURE SCHEDULE : The Holiday Closure Schedule is provided to outline the anticipated closures for each library. However, changes to this schedule, if any, will be determined by individual library directors. Payment will only be made for services performed; no payments will be made for closure days. Upon commencement of the contract, the awarded Contractor will be provided with a list that shows the observed holiday closure schedule for that contract term. The actual day that is taken for Holiday closures can vary depending on the day of the week that the holiday falls on. Below are the typical observed holidays for libraries participating in this contract. JANUARY: New Year’s Day observed (All libraries closed – No Deliveries), Martin Luther King, Jr. Day (All libraries closed – No Deliveries) FEBRUARY: Presidents’ Day (No deliveries to ASL, JUN, VAL, DGL) MARCH: Spring Break (No delivery to UAS), Seward’s Day (No deliveries to ASL, JUN, VAL, DGL) APRIL: No Closures MAY: Memorial Day (All libraries closed – No Deliveries) JUNE: Juneteenth (No deliveries to ASL) JULY: Independence Day (All libraries closed – No Deliveries) AUGUST: No Closures SEPTEMBER: Labor Day (All libraries closed – No Deliveries) OCTOBER: Alaska Day (No deliveries to ASL, JUN, VAL, DGL) NOVEMBER: Veterans Day (No deliveries to ASL, JUN, VAL, DGL), Thanksgiving (All libraries closed – No Deliveries) Day after Thanksgiving (No deliveries to JUN, VAL, DGL, UAS) DECEMBER: Winter Break (No delivery to UAS until break is over) Christmas observed (All libraries closed – No Deliveries) PICKUP & DELIVERY SPECIFICATIONS : The number of containers (bags) to be picked up at each library will average five (5) and is not expected to exceed ten (10) for any single day. Items transported will be books, audio and video media, and papers only. Typical containers will be bags not exceeding eleven inches wide (11” W), fourteen inches high (14”H) and seventeen inches long (17” L), and may weigh up to forty pounds (40lbs). After the last daily stop, there may be containers that the Contractor has picked up that will require overnight storage for delivery on the following workday. The Contractor will be responsible for providing secure storage for any such containers. The Contractor will maintain a delivery log indicating the number of stops made per location on each delivery day. This log will be submitted with the monthly invoice. The Contractor is responsible for providing, operating, and maintaining a vehicle appropriate for performing the services required under this contract. The Contractor is responsible for ensuring that all items for delivery are maintained in appropriate conditions, kept dry and secure, during transport and storage. STOPS SCHEDULE : The times listed below are required and may not be changed or deviated from without prior approval by the affected facility site manager. Between 8 PM the night before, and 6 AM the day of Pick-up and Delivery to: CBJ Library Valley Branch (VAL) Pick-up and Delivery from: CBJ Library Downtown Branch (JUN), CBJ Library Douglas Branch (DGL), Alaska State Library (ASL), and William A. Egan Library (UAS) Between 8 PM the night before, and 6:30 AM the day of Pick-up and Delivery to: JUN Pick-up and Delivery from: DGL, ASL, UAS, and VAL Between 8 PM the night before, and 6:50 AM the day of Pick-up and Delivery to: DGL Pick-up and Delivery from: ASL, JUN, UAS, and VAL Between 8 PM the night before, and 7:30 AM the day of Pick-up and Delivery to: ASL Pick-up and Delivery from: JUN, UAS, VAL, and DGL Between 8 PM the night before, and 7:45 AM the day of Pick-up and Delivery to: JUN Pick-up and Delivery from: UAS, VAL, DGL, and ASL Between 8 PM the night before, and 8 AM the day of Pick-up and Delivery to: UAS Pick-up and Delivery from: VAL, JUN, DGL, and ASL Between 8 PM the night before, and 8:30 AM the day of Pick-up and Delivery to: VAL Pick-up and Delivery from: JUN, DGL, ASL, and UAS