27 GKIC Baggage_Scanner_Additional terms and conditions.pdf

Governor Kay Ivey Correctional Complex

Buyer Notes

Baggage Scanner ITB

Alabama Department of Corrections

Contract Request

Purpose:

The purpose of this ITB is to establish an agency X-Ray Baggage Scanner master agreement

(MA). This MA is to include an X-ray Baggage Scanner and all its required components to include (but not limited to) roller tables, viewing monitors, operating system, training, etc.

This MA will be utilized by ADOC to fit up the Governor Kay Ivey Correctional Complex and replace existing scanners across the state as replacements are required.

Award:

Award will be made to the qualified bidder meeting ALL specifications, capable to provide all lines, and lowest unit price of Line 1. Bidder is to specify Manufacturer/Brand and model number for Line 1. Supporting documents such as product literature and/or product cut sheets are required. Lines 2-6 are to be bid as zero ($0.00) and must be compatible with Line 1. Bidder must have the ability to provide all lines, 1-6. Purchasing agency reserves the right to refuse any item determined not to meet defined specifications.

Agency award will be made ALL LINES or NONE.

Bidding Instructions:

Beginning on the AlabamaBuys Supplier Portal, select the desired sourcing project. Once project is opened, make sure the left panel is expanded. If not, click the small double arrows to expand. Be sure to review each tab for necessary information and enter bid amounts on the item grid in the appropriate column. After you have checked and completed each tab, you can validate and submit your bid.

Note: Bid price for each line is to be entered as a dollar value to include two decimals. (Ex.

1.99) To be considered a responsive bidder, bidders must enter a dollar value for all lines 1-

6. Lines 2-6 are to be bid as zero ($0.00) and will be quotable after award.

Quote Requirements:

All quotes to ADOC submitted after award shall include a description of the order (per item) with unit price reflected. ADOC is seeking a full-service, turnkey solution for these X-ray baggage scanners. Shipping is to be quoted comprehensively; including freight, installation, and to home location determined by ADOC.

Assignment of Contract:

To assign, sublet, or transfer any contract resulting from this solicitation, the vendor’s written request must be approved by the State purchasing director.

Quantity:

The exact purchase quantity is not known under this ITB and resulting contract. The

Division of Purchasing does not guarantee that the state will buy any amount. Orders will be placed by the agency as needed. Shipping instructions will be provided to the awarded at the time a quote is requested.

Electronic Payment:

Vendors awarded in response to this ITB must accept multiple forms of electronic payment at no additional cost to the State of Alabama. Payment forms include but are not limited to state issued credit cards, P-cards, EFT, or other forms of electronic payment.

Specifications / Descriptive Literature:

Lines in this ITB are not restricted to any one manufacturer or model. Suppliers bidding on this ITB, regardless of manufacturer or model being bid, must provide descriptive/technical literature for consideration and evaluation with their bid. Failure to provide the required literature may result in the rejection of your bid. If requested, further information must be provided within five (5) business days after receipt of request. Failure to provide this information within the allotted time may result in the rejection of your bid. Physical inspection and operational evaluation may also be required without cost or obligation to the State of Alabama.

New Equipment:

All equipment must be new, unused, and newest and latest model acceptable by the original manufacturer for their warranty and maintenance.

At time of delivery/installation, the supplier must provide operational, safety, and maintenance training on the equipment.

Contract Period:

Establish a 12-month contract with an option to extend for a second, third, fourth, and fifth

12-month period with the same pricing, terms and conditions. The second, third, fourth, and fifth 12-month period, if agreed by both parties, would begin the day after the first, second, third, or fourth 12-month period expires. Any successive extension must have written approval of both the state and vendor no later than 30 days prior to expiration of the previous 12-month period.

Indemnity:

Contractor shall be fully liable for the actions of it’s agents, employees, oBicers, partners, and subcontractors, and shall fully indemnify, defend, and hold harmless the Division, eligible users, and the State of Alabama from all claims, losses, suits, actions, damages, and costs of every name and description arising out of contractor’s performance of this contract caused by any intentional act or negligence of contractor, its agents, employees, oBicers, partners, or subcontractors, without limitation; provided however, that the contractor shall not indemnify for that portion of any claim, loss, or damage arising hereunder due to the sole fault of the Division, Eligible users, or the State of Alabama. The parties agree that if there are any limitations of the contractor’s liability, including a limitation of liability clause for anyone for whom the contractor is responsible, such limitations of liability will not apply to injuries to persons, including death, or to damages to property.

Non-appropriation of funds:

Continuation of any agreement between the state and a bidder beyond a fiscal year is contingent upon continued legislation appropriation of funds for the purpose of this bid and any resulting agreement. Non-availability of funds at any time shall cause any agreement to become void and unenforceable and no liquidated damages shall accrue to the state as a result. The State will not incur liability beyond the payment of accrued agreement payment.

Proration:

Any provision of a contract resulting from this bid to the contrary notwithstanding, in the event of failure of the State to make payment hereunder as a result of partial unavailability, at the time such payment is due, of such suBicient revenues of the State to make such payment (proration of appropriated funds for the State having been declared by the governor pursuant to Section 41-4-90 of the Code of Alabama 1975), the contractor shall have the option, in additional to the other remedies of the contract, of renegotiating the contract (extending or changing payment terms or amounts) or terminating the contract.

Volume Discounts:

Volume discounts are allowed via the quote process. The State will not file for rebates; the vendor must oBer and bill the net discounted price for any applicable oBerings.

Warranty:

Manufacturer’s warranty must cover complete parts and labor (except for normal service or maintenance items) for a minimum of one year from the date of delivery.

ADOC SPECIFIC TERMS AND CONDITIONS

Security Requirements:

All persons entering a correctional facility are subject to a search of their person and/or personal items. Search may be frisking, search by metal detectors, or searches by narcotics K9’s.

No person who appears to be under the influence of drugs or alcohol or who is otherwise impaired will be allowed entry into a correctional facility.

ADOC reserves the right to deny entrance to or remove from any facility anyone who is suspected of breach of security for failure to follow published rules, regulations, or procedures.

Delivery/Service Requirements:

No deliveries are accepted on weekends or State holidays.

Deliveries and/or scheduled service appointments at inappropriate times, as determined by the Warden of the facility, are subject to be delayed and may be refused at the Warden’s discretion. Re-delivery and/or rescheduled appointment will be at supplier’s expense.