Additional_Terms_and_Conditions.docx

Additional Terms and Conditions

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.

Bid Opening Location:

Division of Procurement 100 N. Union Street Suite 192 / Auditorium Montgomery, AL 36104 Date: 12/20/2024 Time: 11:30 am Award:

Award will be made "all or none" to the lowest responsible bidder meeting all specifications. The lowest bidder will be determined by using the Vendor Pricing Spreadsheet. The vendors will enter one (1) in the unit price on the item grid. The bid prices must be filled out on the Vendor Pricing Spreadsheet, provided in the Documents section, and attached in the questionnaire. If the Vendor Pricing Spreadsheet is not attached to the questionnaire, or not filled out correctly, the bid will be rejected.

***Any additional fees, pricing, terms or conditions added to your bid will be cause for rejection.

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.

New equipment:

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

Equipment Substitutions:

In the event of changes in industry standards and/or Federal regulations that require equipment model updates/changes, the awarded vendor must submit the request in writing. The changes must be reviewed by the ABC Board and submitted to State Purchasing for approval and contract modification.

Sub-Contracting:

Sub-contracting is not allowed without prior written consent of the State.

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.

Quantity:

The exact quantity of purchases for each item listed is not known. Any quantity shown reflects estimated usage only. The Office of Procurement does not guarantee that the state will buy any amount. Orders will be placed by agencies as needed and will give complete shipping instructions.

Price Increase:

At the renewal of each contract period, up to a 5% price increase may be allowed, if agreed upon by both the contract vendor and the State of Alabama. The request for a price increase must have justifiable proof in writing and be submitted to the State of Alabama sixty (60) days prior to renewal date. Justifiable proof may be copies of materials, fuel, or labor costs increase over the current year of the contract. Any price increase allowed will be based on a percentage difference of the current contract price in effect and must not exceed 5%. Any price resulting from an agreed upon increase, must be firm for the next 12-month period of the contract.

Requested information:

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

Questions:

Questions must be submitted through the vendor portal in Alabamabuys from the Discussions tab by 12/9/2024.