Additional Terms and Conditions - ABPP Prep Center Generator Maintenance.docx

Additional Terms and Conditions Purpose:

The purpose of this solicitation is to establish a contract with a qualifier supplier for the Alabama Bureau of Pardons and Paroles to procure a yearly inspection and preventive maintenance for the generator at the ABPP Prep Center. The supplier will also provide a yearly load bank test of the unit six months after the yearly inspection and service.

Award Criteria:

Award will be made all or none to the lowest responsible and responsive bidder that meets all stated specifications. An award matrix will be utilized to determine the lowest bid on the line item, which will be disclosed during the public bid opening.

Bid Submission Instructions:

Beginning on the Alabama Buys 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.

Please Note:

Part Replacement line will be cost + % mark-up. Bidders will need to enter their percentage mark-up in the unit price section of the item grid.

Question Deadline:

The deadline to submit questions is 5/26/26 at 5:00 PM Central Time.

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, or 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 supplier no later than 30 days prior to expiration of the previous 12-month period.

Sub-Contracting:

The awarded bidder on this solicitation is restrained from assigning or subcontracting any portion of the work under this contract without the express written consent of the Chief Procurement Officer.

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 for any price increase for materials, labor, or any other contract component, including documentation from the manufacturer where applicable. Any proposed increases in labor and/or materials should not exceed increases 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.

New Equipment:

All equipment must be new and unused and acceptable by the original equipment manufacturer for their maintenance.

Certifications and Licenses:

Suppliers must possess all certifications and licenses as required by State of Alabama laws. If requested by contract user document must be submitted in 5 calendar days of request.

Quality of materials and labor:

Materials used that are not otherwise specified shall be the kind and quality consistent with the trade practice for such work and shall comply with all local codes. All labor shall be well experienced in this type of work and it shall be completed in a professional manner.

Requested information:

Any additional information requested from a vendor must be furnished within five (5) days from receipt of request.

Budget Considerations:

The Alabama Bureau of Pardons and Paroles reserves the right to withhold award decisions due to budget constraints. All procurement decisions will be made within the framework of the agency’s budgetary limits.

Payment:

Payments will be made thirty (30) days in arrears following receipt of a valid invoice. Invoices must be submitted to invoices.payables@paroles.alabama.gov.