Additional Terms and Conditions.docx

Pricing submission instructions:

Suppliers are required to enter a unit price and a supplier part number. If the part number is not applicable, you may enter “N/A” in this field. On the supplier portal page, click the link titled “Alabama Buys Supplier Support” to access training Quick Reference Guides to assist in the electronic submission process.

Award:

Award will be made "all or none" to the lowest responsible bidder meeting all specifications.

Unit of Measure:

The unit of measure indicated is to be bid, is “case”. Vendors must bid this unit of measure, or it could result in rejection of that line item.

Packaging:

Bids are required in units as specified and packaged as indicated in the item listing. Alternate packaging will not be considered.

Rejected Products:

The cost of return freight and any storage cost of rejected product or other expenses incurred by Alabama Department of Corrections due to failure to conform to specification or to the quality of products/supplies (defective products etc.) received shall be charged to the supplier making such shipments.

Default:

When a supplier defaults on a contract and/or purchase order, the State may procure the goods or services under the contract from other sources and the defaulting supplier shall be responsible for any additional costs incurred by the State for the procurement from other sources. The defaulting supplier may also be subject to suspension and/or debarment in accordance with the Code of Alabama or the State of Alabama Department of Finance Administrative Code.

Freight:

Bid is F.O.B. destination. Any freight charges must be included in the bid prices.

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

Ordering Process:

The Department of Corrections (DOC) will place orders on an “as needed basis” for locations within the state’s 67 counties. The state does not guarantee that any amount will be purchased.

Delivery:

Note: No deliveries are accepted on weekends or Alabama legal holidays or Federal holidays.

Delivery times are only between 7:00 am – 2:00 pm central time.

Upon arrival at the ADOC facility, Vendor is responsible for unloading product from the delivery vehicle, ADOC is responsible for moving the product once it has been unloaded.

All packing slips must contain purchase order number(s) or they will be rejected.

Non-appropriation of funds:

Continuation of any agreement between the State and a bidder beyond a fiscal year is contingent upon continued legislative 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.

Requested information:

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

Electronic Payment:

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

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