The first step in selling goods or services to the Fairbanks North Star Borough is to contact the Purchasing Division at
purchasing@fnsb.us. The bidder must provide business name, phone number, physical address, email address and a list of goods and/or services being offered. The Purchasing Division maintains bidder lists and notifies bidders of upcoming solicitations.
Bidders do not pay to utilize the Fairbanks North Star Borough website. To view and download IFB/RFP documents a vendor is not required to register. However, to be electronically notified of amendments or changes to bid documents, the bidder must register. Please visit
http://fnsb.us/gs to submit a Bidder's Registration.
The web-based system provides:
·Electronic Bidders Registration and Management
·Email Notification of Bid Opportunities
·Download of Solicitation Documents
·Review Bid Tabulation and Awarded Bid Information
BID AND PROPOSAL PROCESS
Purchasing uses a variety of competitive methods to acquire goods and services for the Fairbanks North Star Borough.
All competitive solicitations for goods and services are issued through the
Online Procurement Solicitations and are published in the legal section of the Fairbanks Daily News Miner. The minimum value of each bid is $20,000.
Although the Fairbanks North Star Borough prefers a competitive process to acquire goods and services, in unusual circumstances, where the claim can be adequately justified, a Bid Waiver or a Sole Source process may be used.
HOW DOES THE FNSB BUY?
PURCHASES OVER $20,000
Purchases over $20,000 are procured by formal sealed bids. These bids are advertised a minimum of 15 days prior to bid opening. Bids are advertised in the Fairbanks Daily News-Miner and posted on the Fairbanks North Star Borough website at Online Procurement Solicitations.
A Request for Proposals (RFP) process may be used when the scope of work cannot be clearly defined.
Bids must be delivered to the Purchasing Division prior to the bid deadline to be accepted.
Bids are opened in an open forum at the FNSB Juanita Helms Administration Center 2nd floor, Purchasing Division, 809 Pioneer Road, Fairbanks, Alaska 99701, at the time and date stated in bid specifications. Bidders are welcome (but not required) to attend Bid Openings.
Contracts resulting from bid solicitations in excess of $100,000 are awarded by the Fairbanks North Star Borough Assembly during regularly scheduled Thursday meetings. The agendas for these meetings are posted at the Fairbanks North Star Borough JHAC Building and in Fairbanks Daily News-Miner.
Annual contracts may be used to purchase many goods and services the Fairbanks North Star Borough buys repetitively over the course of a year. Annual contracts are bid for estimated quantities of commodities, equipment, or services at firm prices, for a specified period of time, usually one year increments with possible annual renewals. Awards are made to qualified single or multiple bidders who meet specifications and conditions. Quantities are based on prior usage by Fairbanks North Star Borough Departments but are not guaranteed.
FNSB requires successful bidder to have proof of:
1. Commercial general liability, occurrence basis: $1,000,000 limit per occurrence;
2. Comprehensive automobile liability: $1,000,000 combined single limit;
3. Workers' Compensation coverage including Employer's Liability with limits of: $100,000 each accident, $500,000 disease--policy limit, and $100,000 disease--each employee
When a construction contract is awarded in excess of $100,000, the following bonds are required:
1. Bid Bond of 5 percent of the bid price; and
2. Performance and Payment bond in an amount equal to 100 percent of bid/contract price.
PURCHASES UNDER $20,000
Purchases under $20,000 are considered small purchases. Small purchases are handled using telephone or written quotes depending on the technical nature of the requested item. A minimum of three bidders are contacted.
If you would like to provide goods or service, please contact us at
purchasing@fnsb.us.
VENDOR INVOICES
Original invoices must be addressed and mailed to:
Fairbanks North Star Borough
Accounting Division / Accounts Payable
P.O. Box 71267
Fairbanks, AK 99707-1267
To ensure prompt payment, original invoices must be sent to Accounts payable, payment will be delayed if invoices are sent to the departments placing the order, or to purchasing. Invoices must include: 1) Purchase Order Number; 2) Invoice number; 3) Complete descriptions of the goods or services furnished; 4) Unit and total prices as stated on the Purchase Order and freight charges, if any; 5) Quantity; 6) Payment remittance address; and 7) Name of department receiving the commodities.
PAYMENT
The vendor receives payment from the Borough after delivery and acceptance of the goods, or services and original invoice for goods or services has been submitted. Departments need to provide Accounts Payable with evidence that goods have been received. Payment is then processed within a 30-day term.
DISADVANTAGED BUSINESS ENTERPRISE (DBE) POLICY STATEMENT
It is the policy of Fairbanks North Star Borough to ensure nondiscrimination in the award and administration of DOT-assisted contracts. We create a level playing field on which DBEs and other small businesses can compete fairly. Bidders are required to make "Good Faith Efforts" to subcontract, where applicable, or purchase supplies from these businesses. Fairbanks North Star Borough bids require the bidder to submit certain documentation with their bid to ensure compliance with this policy.
The list of certified AUSP DBEs is available online
http://www.dot.state.ak.us/cvlrts/directory.shtml. For more information, contact Cory Beal, DBE Liaison Officer at (907) 459-1297 or
purchasing@fnsb.us. Alaska Civil Rights office could be found at:
Civil Rights Office
2200 E. 42nd Avenue
PO Box 196900
Anchorage AK 99519-6900
Phone: 907-269-0851
Phone: 800-770-6236 inside Alaska
Fax: 907-269-0847
website
SMALL BUSINESS ADMINISTRATION (SBA)
To assist in the development of firms and remove barriers in order for small business to compete successfully in the market place.
LOCAL BIDDER PREFERENCE
In the award of
contracts for goods or
services, if otherwise in full conformity with the
invitation for bids, a local bidder who has a valid
business license to provide such goods or
services shall be considered as low bidder if its bid is the lesser of five percent or $40,000 in excess of the lowest bid received from a nonlocal bidder located elsewhere in Alaska, or the lesser of 10 percent or $80,000 in excess of the lowest bid received from non-Alaska bidders. This
local bidder preference shall be applied to all
invitation for bids unless:
1. Prohibited by federal or state law or a grant requirement; or
2. The purchased good or service will be included in the cost allocation pool from which the administrative fee is determined.
Fairbanks North Star Borough Code of Ordinances
Title 16 §16.16.050.
BID PROTEST
Fairbanks North Star Borough Bid Protest procedure can be found at
Title 16 §16.40.010 of Code of Ordinances.
