2026 Additional Terms and Conditions MA - HVAC ALDOT.pdf

Additional Terms and Conditions

Introduction and Purpose:

The purpose of this solicitation and resulting contract is to provide HVAC maintenance and minor repairs, Lumisys Lighting System and Teletrol eBuilding control for the Alabama Department of Transportation Central Office Campus and facilities. eTeletrol services for the Birmingham Area and Alexander City Area of the Alabama Department of Transportation.

Minor repairs may include changing out bad parts, fixing connections such as thermostat wires and capacitors, clearing clogged drain lines, repairing existing duct work, replacing belts, repairing small refrigerant leaks, etc. At no point shall new HVAC units be installed or entire systems be replaced using this contract. Also, any work that would include taking down sheetrock, breaking up concrete, or any change in the design of the current equipment must not be done through this contract.

This contract is not to be used for new construction, or for major renovations in excess of $15,000.00. These services shall be procured through an individual requisition process by competitive bid solicitation, as required under Code of Alabama, Title 41, Section 16, or in accordance with declared emergency bid exemption processes. The contract service provider will be responsible for assisting in the development of competitive biddable specifications for said bid process.

Requirements:

• Suppliers shall provide with their bid proof of certification by the State of Alabama Board of Heating, Air Conditioning and Refrigeration Contractors.

• Suppliers shall have a minimum of $1,000,000.00 per occurrence liability coverage with $2,000,000.00 aggregate must be in effect for the contract period. Insurance certificate with the coverage provided from the insurance company must be submitted with their bid. Supplier is responsible for all losses/damages caused by its employees. Insurance certificate, when issued, must show the State of Alabama as the certificate holder. Suppliers are required to hold Workman’s Compensation Insurance to satisfy local, state, and federal regulations.

• Awarded supplier will be required to submit E-Verify documentation-see section 13 of the ITB Standard Boilerplate.

• Awarded suppliers will be required to submit the State of Alabama Vendor Disclosure Statement documentation – see section 15 of the ITB Standard Boilerplate.

Contract Period:

The resulting contract(s) will have an initial 12-month term with an option to extend for a second, third, fourth, and fifth 12-month term with the same minimum discounts and terms & conditions. The second, third, fourth, or fifth 12-month period, if agreed by both parties, would begin the day after the first, second, third, or fourth 12-month term expires.

Each successive extension must have written approval of both the state and the supplier no later than 30 days prior to the expiration of the previous 12-month term.

Quantity:

The exact quantity of purchases for each item listed is not known. Any quantity shown reflects estimated usage only. The Division of Procurement does not guarantee that any purchases will be made against resulting contract(s).

Award:

Award will be “all or none” to the lowest responsible bidder meeting all specifications.

Suppliers shall submit a price for all commodity lines.

Bid Submission Instructions:

Beginning on the Alabamabuys supplier portal page, select the desired sourcing project.

Once project is opened, make sure the left panel is expanded. If not, click on small double arrows to expand. Be sure to review each tab for necessary information and enter bid amounts on item grid as needed. After you have checked and completed each tab, you can validate and submit your bid.

Procurement reserves the right to confirm any submitted discount percentage that is unreasonable compared to other bidders.

*Bidders must enter the percentage discount in the unit price section of the item grid.

Example if you are bidding a 15% markup for repair parts, you will enter “15.00” in the unit price section.

Questions:

Questions pertaining to this ITB solicitation must be submitted no later than August 11, 2026, at 5:00 PM Central Time. Questions are to be submitted in the Discussion tab of the solicitation.

Requested Information:

Any additional requested information related to this ITB must be furnished by the supplier within five (5) days of request. Failure to provide requested information may result in the submitted bid being deemed non-responsive and not eligible for award.

Price Escalation:

If, during the performance of this contract, the cost of material, labor, or any other contract component significantly increases through no fault of the supplier, a price increase may be considered. Supplier should provide justification of any price increase for materials, labor or any other contract component, including documentation from the manufacturer where applicable. Any proposed increase in labor and/or materials should not exceed the increase during the same time period in industry specific price index or in CPI (Consumer Price Index) if no industry index is available. All price increases must be approved by both the state and the supplier in writing. Any de-escalation in price shall be passed onto the state immediately while still meeting all specifications, terms, and conditions of the contract.

Quote Requirement:

The final contract will require using entity to obtain quotes prior to placing an order. Quotes provided for contracts shall reflect the master agreement number, master agreement line numbers and repair parts with the bid markup for parts. Contract suppliers may offer a deeper discount on any transaction as well as volume discounts for larger quantity purchases.

Payment:

The State of Alabama pays thirty (30) days in arrears after receipt of invoice.

Assignment of Contract:

To assign, sublet, subcontract, or transfer any contract resulting from this solicitation, the supplier’s written request must be approved by the Chief Procurement Officer.

Performance:

If the contract supplier defaults on delivery, service, and/or does not comply with the specification and terms and conditions of the contract, it will be viewed as failure to perform. Supplier negligence or failure to perform or meet specifications may be reviewed for impacts to responsibility status as defined in Code of Alabama 1975, 41-4-130, at the discretion of the Chief Procurement Officer.