FY2025-56 Facilities Annual Sweeping Contractor Agreement With AIM Maintenance LLCCONTRACTS TRANSMITTAL FORM
RETENTION SCHEDULE: CL -09 CONTRACTS
Records related to obligations under contracts, leases, and other agreements between the Borough and outside parties,
successful bids, and proposals. Active records are kept by the corresponding department. Apply retention (plus 4 years) once
contract or agreement expires, or once product is procured. Apply retention (plus 25 years) for agreements that involve
real property.
DATE: 05/13/25 TRANSMITTED BY: Patricia Valerlo
DEPT: Engineering & Facilitie
CONTRACT NO.: FY 2025-56 VENDOR OR CONTRACTOR: AIM Maintenance LLC
CONTRACT TITLE(Please provide details that are available such as purpose and/or the amount):
Facilities Annual Sweeping
Administrative contracts are contracts approved by the manager that are within the spending
authority allowed by code. Assembly approved contracts are beyond the manager's spending
authority and require approval by the Assembly during a meeting.
APPROVED BY: Administrator DATE OF APPROVAL: 05/07/25
TYPE OF CONTRACT: Contract
PROVIDE DETAILS FOR ANY AUTOMATIC RENEWALS OR EXTENSIONS BELOW:
N/A
EXPIRATION OR REVIEW DATE: 05/07/2027 PURGE DATE: 05/07/2029
If there's no expiration date or the contract is open-ended, enter 9999 in the date field and explain when
it should be flagged for review:
Two years should be good for review date.
Are all relevant attachments, exhibits, referenced documents attached? ❑1
Are the successful bids and proposals incorporated in the attachments? P1
ONLY COMPLETE THIS SECTION IF THE RECORD AMENDS, EXTENDS, IS A
CHANGE ORDER, OR AN ADDENDUM TO AN EXISTING CONTRACT
m7_r N Z
CONTRACT NO.: FY
REQUESTED BY:
CATEGORY: Select One
APPROVED BY: Select One TYPE OF CONTRACT: Select One
PROVIDE DETAILS FOR ANY AUTOMATIC RENEWALS OR EXTENSIONS BELOW:
EXPIRATION DATE:
PURGE DATE:
If there is no expiration/purge date, enter 9999 as the year for open-ended contracts AND explain the
process below on how or when it should be flagged for review.
Rev. 04/09/2025
Kodiak Island Borough
Contractor Agreement
Page 1 of 3
Project: Facilities Annual Sweeping
Project Number: *Project No.*
Contract FY2025-56
This CONTRACT ("Contract"), between the Kodiak Island Borough, Alaska, herein called the Borough,
acting by and through its Borough Manager, and
AIM Maintenance LLC
Company Name
377 Neva Way, Kodiak, AK 99615
Company Address (Street or PO Box, Kodiak Island Borough, State, Zip)
a/an ❑x Individual ❑Partnership ❑Joint Venture ❑Sole Proprietorship ❑Corporation
incorporated under the laws of the State of Alaska, its successors and assigns, herein called the Contractor,
is effective the date of the signature of the Borough Manager on this document.
The Contractor, for and in consideration of the payment or payments herein specified and
agreed to by the Borough, hereby covenants and agrees to furnish and deliver all the materials
and to do and perform all the work and labor required in the construction of the above -
referenced project as bid by the Contractor, which bid and prices named, together with the
Contract Documents (as hereinafter defined) are made a part of this Contract and accepted as
such.
2. It is distinctly understood and agreed that no claim for additional work or materials, done or
furnished by the Contractor and not specifically herein provided for, will be allowed by the
Borough, nor shall the Contractor do any work or furnish any material not covered by this
Contract, unless such work or materials is ordered in writing by the Borough. In no event shall
the Borough be liable for any materials furnished or used, or for any work or labor done, unless
the materials, work, or labor are required by the Contract or on written order furnished by the
Borough. Any such work or materials which may be done or furnished by the Contractor
without written order first being given shall be at the Contractor's own risk, cost, and expense
and the Contractor hereby covenants and agrees to make no claim for compensation for work
or materials done or furnished without such written order.
3. Payment under this Contract shall not exceed _Eighteen Thousand_ dollars
($_18,000.00, . The Parties acknowledge that funds for the payment of this contract are
subject to the availability of funds lawfully appropriated for that purpose.
4. The Contractor further covenants and agrees that all materials shall be furnished and
delivered and all work and labor shall be done and performed, in every respect, to the
satisfaction of the Borough, on or before: June 27, 2025 or within 56 calendar days
following the date of notice to proceed. [The Borough's signature below shall constitute
notice to proceed.] It is expressly understood and agreed that in case of the failure on the part
of the Contractor, for any reason, except with the written consent of the Borough, to complete
the furnishing and delivery of materials and the doing and performance of the work before the
aforesaid date, the Borough shall have the right to deduct from any money due or which may
Contract No. FY2025-56
Facilities Annual Sweeping Pagel of 3
CPQ`
become due the Contractor, or if no money shall be due, the Borough shall have the right to
recover Liquidated Damages as described in the Special Conditions for each calendar day
elapsing between the time stipulated for achieving substantial completion of an individual
phase and the actual date of completion of that phase in accordance with the terms hereof,
such deduction to be made, or sum to be recovered, not as a penalty but as liquidated
damages. Provided, however, that upon receipt of written notice from the Contractor of the
existence of causes over which the Contractor has no control and which must delay
furnishing of materials or the completion of the work, the Contracting Officer may, at his or
her discretion, extend the period specified for the furnishing of materials or the completion of
the work, and in such case the Contractor shall become liable for liquidated damages for
delays commencing from the date on which the extended period expires.
5. The Contractor further covenants and agrees that the entire construction will be done under the
administration of and to the complete satisfaction of the Borough subject to the inspection at
all times and approval by any regulatory agency, and in accordance with the laws of the State
of Alaska and the Borough.
6. For purposes of this Contract, Contracting Officer means Borough Engineering Director,
Project Manager, or any other person designated by the Borough Manager.
7. The Contractor is an independent contractor and not an employee or agent of the Borough.
Contract Documents shall have the meaning ascribed by the General Conditions of the
Construction Contract which can be found at Projects Office I Kodiak Island, AK - Official
Website, and include but are not limited to this Contract, the General Conditions of the
Construction Contract, the Special Conditions, and the following listed documents:
(1) Request for Quotes Issued April 15, 2025
(2) Contractor Quote Submission Dated, May 1, 2025.
Contract No. FY2025-56
Facilities Annual Sweeping Page 2 of 3
IN WITNESS WHEREOF the parties hereto have executed this Contract and agree to its terms and
conditions.
KOD AK ISLAND B ROUGH
w ` `"w
Signature of Borough Manager
P, wp-
Printed Name
0'1 AA/ky 2.5
Date
Borough Clerk (Attest)S�
CONTRACTOR
AIM Maintenance LLC
Company Name
Signature of Authorized Representative
Athenas Williamson
Printed Name of Authorized Representative
05/06/2025
Date
Contract No. FY2025-56
Facilities Annual Sweeping Page 3 of 3
a,
Kodiak Island Borough
REQUEST FOR QUOTES
Page 1 of 2
Project: KIB Facilities Annual Parking Lot Sweeping
Project Number: *Project Number* / Contract Number: *Contract Number*
April 15,2025:
Dear Contractor
This project includes, but is not necessarily limited to the following scope of work:
Contractor will provide all labor, materials and equipment for required to sweep the Kodiak Island
Borough (KIB) facilities parking lots and associated walkways of remaining gravel and debris left
from snow and ice control. The contractor is responsible for disposal of the material removed.
KIB is soliciting via request for quotes (RFQ) on a lump sum basis for the following locations:
Locations
Est. Sq. Footage
KIB Administration Complex Parking
37,227
Kodiak High School & Auditorium Parking
153,711
Kodiak Middle School Parking
96,425
Public Pool Parking
42,568
Main Elementary Parking
22,286
North Star Parking & Side Road
86,321
Peterson Elementary Parking
99,454
Bayside Fire Department Parking
66,214
Kodiak Fisheries Research Center KFRC Parking
59,112
KIB Mental Health Buildings
14,604
Bike Path from East Elem. To Abercrombie
1.94 Miles
This Request for Quotes will be used for quotes for services under $25,000.
REQUEST FOR QUOTES
Page 2 of 2
Project: HIB Facilities Annual Parking Lot Sweeping
Project Number: *Project Number* / Contract Number: *Contract Number*
A copy of the quote schedule is attached for your use in submitting quotes. Quotes will be accepted until
1:00 pm local time on May 2, 2025, at the Office of Finance, 710 Mill Bay Road, Kodiak, Alaska,
99615. The quotes will be publicly opened and read at that time.
Quotes will be accepted via email, fax, mail, or in person. Fax number: 907-486-9347.
There will be a non -mandatory Pre -Quote meeting will be held at the office of the Engineering and
Facilities Director, 710 Mill Bay Road, Kodiak, Alaska, 99615 on April 23, 2025, at 2:00 pm.
All work shall be completed in accordance with the General Conditions of the Construction Contract
which can be found at Projects Office I Kodiak Island, AK - Official Website and/or from the
written Notice to Proceed until contract termination on May 23, 2025.
All interested quoters should submit a registration form and visit the site(s) and view existing conditions
before submitting quotes.
The following items must be included within your quote:
1. Copy of current Alaska Contractor License.
2. Copy of current Alaska Business License.
The Kodiak Island Borough reserves the right to waive any irregularities or informalities in a quote, to
reject any and all quotes without cause, and to re -solicit for quotes.
The current minimum prevailing wage rates as published by the Alaska Department of Labor must be
paid if required by law.
If required by law, the requirement of the Alaska Employment Preference Act (AS 36.10) must be met in
performing the work of this Quote.
If required by law, certified payrolls must be submitted to the Alaska Department of Labor.
Kodiak Island Borough
Quote Schedule
Page 1 of 2
Project: Facilities Annual Parking Lot lSweeping
Project Number: *Project Number* / Contract Number: *Contract Number*
Item
No.
Item Description
Quantity
Unit
Total Item Price
1
Mobilization and demobilization
1
LS
J�
2
KIB Administration Complex Parking
1
LS
l
3
Kodiak High School & Auditorium Parking
1
LS
I o O
4
Kodiak Middle School Parking
I
LS
I �Od
5
Public Pool Parking
1
LS
IrJou
Main Elementary Parking
I
LS
.-
G
North Star Parkin; & Side Road
I
LS
Peterson Elementary Parking
1
LS
s
9
Bayside Fire Department Parking
1
LS
�ov
Kodiak Fisheries Research Center (KFRC)
1
LS
1 d
Parking
O
11
KIB Mental Health Buildings
1
LS
v
12
Bike Path from East Elem. To Abercrombie
1
LS
I jj�
i
Ell
..
Kodiak Island Borough
Quote Schedule
Page 2 of 2
Project: Facilities Annual Parking Lot i,Sweeping
Project Number: *Project Number* / Contract Number: *Contract Number*
Total Quote Amount:
4-scl-
Al
I, �e�t-h ' ti0�"S. -,hereinafter called Contractor, an individual doing
business as _,444,'•) to 4k4ac< 1-4L , (strike out i, inapplicable words:) a partnership, a
corporation incorporated in the State of Alaska, a joint vet tune, hereby submits this bid and agrees: to
hold this bid open for forty five (45) days, to accept the provisions of the Request for Quotes, to
accomplish the work in accordance with the contract documents, plats, specifications, for the lump sum
and unit price amounts as set forth in this quote schedule.
Respectfully submitted this 'i day of k 02
Contractor: U
Company Name Authorizing Rame
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Address Title
Kodiak Islan Borough, State, Zip Code "pature
7 3y c1, -
Telephone Number ail Address
LeCORPORATESEAL
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Federal I.D. or S.S.N.
ATTEST:
I
S pature of Corporate Sec.
I
Print Namel
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Kodiak Island M)rongh
Addendum Acknowledgement
Project: Facilities Annual Parking Lot 'Sweeping
Project Number: *Project Number* / Contract Number: *Contract Number*
The Contractor acknowledges receipt of the following addenda and certifies that their contents have been
considered in the preparation of this Bid. If there are no a4dendums please state NONE above your name
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Company Name
Date
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Date
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ADDENDUM 1
KODIAK ISLAND BOROUGH
KIB Facilities Annual Parking Lot Sweeping
Kodiak, AK
April 23, 2025
TO ALL PLAN HOLDERS OF RECORD:
This addendum forms part of and modifies the contract documents as noted below. Bidders must
acknowledge receipt of this addendum in the space provided on the Acknowledgement of
Addenda form. Failure to do so may submit Bidder to disqualification.
This addendum consists of 2 pages and an attachment.
RESPONSES TO BIDDER QUESTIONS:
QUESTION 1: Will the school sidewalks be included in the parking lots identified in the RFQ?
RESPONSE 1: No, the Kodiak Island Borough School District (KIBSD) facilities identified in
the scope of work will not include the sweeping of the sidewalks.
QUESTION 2: When is this anticipated deadline for this work, and why before school is out?
RESPONSE 2: The original deadline for the project was May 23, 2025. KIB anticipates that
this work would be completed after normal business hours for the locations being serviced.
To reduce the impact of patrons and students alike. Based on recent discussions with the
KIBSD Maintenance team, this deadline will be extended to accommodate the removal of
debris from all KIBSD sidewalks. The new deadline for the project will be June 27, 2025.
No work can begin at the KIBSD facilities until May 23, 2025.
QUESTION 3: What about vehicles and other obstacles in the parking lots?
RESPONSE 3: The contractor is required to give the KIB E&F Director 48 hours' notice for
the areas that they are wanting to sweep. KIB anticipates that this work would be completed
after normal business hours for the locations being serviced. If any cars are in the way or
obstructing progress after notification has been given, the contractor is to immediately notify
the E&F Director and/or Project Manager.
QUESTION 4: What is KIB's expectation on quality control and quality assurance?
RESPONSE 4: The contractor is expected to remove all gravel and debris left from snow and
ice control to the best of their ability. At the completion of work for each location, the contractor
is to notify the KIB Project Manager and request a visual inspection of each location. Any
concerns will be identified and documented at that time on the Sweeping Inspection Form
(attached). After the completion of all locations, the E&F Director will conduct the final
inspection.
KODIAK ISLAND BOROUGH
Facilities Annual Parking Lot Sweeping
ADDENDUM NO. 1
PAGE 1
Updated Timeline by Location:
Areas where work can commence immediately after notice to proceed:
Locations
Est. Sq. Footage
KIB Administration Complex Parking
37,227
Bayside Fire Department Parking
66,214
Kodiak Fisheries Research Center KFRC Parking
59,112
KIB Mental Health Buildings
14,604
Bike Path from East Elem. To Abercrombie
1.94 Miles
Areas where work cannot commence until after May 23, 2025:
Locations
Est. Sq. Footage
Kodiak High School & Auditorium Parking
153,711
Kodiak Middle School Parking
96,425
Public Pool Parking
42,568
Main Elementary Parking
22,286
North Star Parking & Side Road
86,321
Peterson Elementary Parking
99,454
KODIAK ISLAND BOROUGH
Facilities Annual Parking Lot Sweeping
ADDENDUM NO. 1
PAGE 2
KODIAK ISLAND BOROUGH
Annual Facilities Sweeping Inspection Report
PROJECT
Annual Facilities Sweeping
CONTRACTOR
TBD
REPORT BY
TBD
DATE/TIME
TBD
REPORT NO.
#1
WEATHER
TBD
LOCATION
TBD
WORK COMPLETED
AREAS OF CONCERN
OTHER CONCERNS (DELAYS, SAFETY ISSUES, DISCUSSIONS, ETC.)
I hereby certify that the above location has been inspected and is in compliance with the intent of the
project scope of work. Any identified concerns will be addressed accordingly, and the area will be re-
inspected as necessary.
Inspected by:
Printed Name Signature Date
Engineering/Facilities Rep.
Approved By:
Printed Name Signature Date
Engineering/Facilities Director
Contractor
Acknowledgement
Printed Name Signature Date
END OF ADDENDUM NO. 1
KODIAK ISLAND BOROUGH
Facilities Annual Parking Lot Sweeping
ADDENDUM NO. 1
PAGE 3
ADDENDUM
KODIAK ISLAND BOROUGH
KIB Facilities Annual Parking Lot Sweeping
Kodiak, AK
April 30, 2025
TO ALL PLAN HOLDERS OF RECORD:
This addendum forms part of and modifies the contract documents as noted below. Bidders must
acknowledge receipt of this addendum in the space provided on the Acknowledgement of
Addenda form. Failure to do so may submit Bidder to disqualification.
This addendum consists of 1 page.
Clarification on Prevailina Waaes
In the Request for Quotes there is a statement that the quotes are intended for services under
$25,000. KIB code only allows for the solicitation of quotes for projects up to $25,000. State of
Alaska prevailing wages also do not begin until $25,000. If this project exceeds those thresholds,
there will be a need to modify the procurement methodology used.
END OF ADDENDUM NO. 2
KODIAK ISLAND BOROUGH
Facilities Annual Parking Lot Sweeping
ADDENDUM NO. 2
PAGE 1
License##: 141486
Effective: 8/15/2024 State of Alaska
Expires: 09/30/2026 Department of Commerce, Community, and Economic Development
Division of Corp.orati`ons",Builness, and Professional Licensing
Regulation of. Construction Contractors and 'Home Inspectors
Licensee: A I M Maintenance LLC
License Type: General Contractor Without Residential Coritracto:r Endorsement
Status: Active
Doing Business As: A I M Maintenance LLC
Note: Contractor held prior license CONE" B639,
Commissioner: Julie Sande
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