Additional Terms & Conditions.pdf

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, as well as any applicable questionnaire, you can validate and submit your bid.

• Bidders must enter a percentage discount in the unit price field for clothing items as listed on the target list (i.e. 30% should be entered as 00.30). The percentage discount offered should be based on the market price readily available to the public at large. See section titled Market Pricing. Pursuant to Alabama Administrative Code §355-4-3-.02, the Division of Procurement reserves the right to confirm any submitted discount percentage that is unreasonable compared to other bidders.

• Bidders will enter 0.00 in the unit price field of line 5 – Freight. This line will not be included in the evaluation and will be quotable based on the actual freight costs on a transactional basis under the awarded contract. Freight charges will be subject to compliance audits at the Division of Procurement’s discretion.

Questions:

Questions must be submitted through the supplier portal in Alabama Buys from the discussion tab by Tuesday, October 6, 2026, at 5:00 pm CT.

Requested information:

Any additional requested information related to this ITB must be furnished by 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.

Samples:

If requested, after the bid is opened, samples are to be furnished at supplier’s expense within (10) calendar days after notification. If not destroyed during evaluation, samples will be returned, provided a request for return accompanies the sample and includes UPS, pickup slip or other mode of return. Individual samples should be labeled with supplier name, bid number, item reference number, manufacturer and stock number.

Failure to furnish samples on the requested item will result in the bid on that item being rejected.

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, maximum markups, 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. Contracts with low usage will be subject to non-renewal.

Business reviews may be required during contract period at discretion of Division of Procurement.

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). Orders will be placed by the agency as needed.

Award:

Award will be made by individual line to multiple responsible bidders by accepting up to

(3) bidders meeting all specifications and offering the highest percentage discount off market price. In the event of a tie for third awarded bidder meeting all specifications, the State shall award to both bidders.

Market Pricing:

Market price readily available to the public at large is the current, transparent, and verifiable price at which an asset, good, or service can be bought or sold in an active, open market at the time of purchase. It represents the price openly available on supplier’s website or other public sales channel without membership or negotiated access.

The awarded minimum discount percentage shall remain firm throughout the term of the contract. The State reserves the right to verify pricing at any time and require supporting documentation.

The discount percentage represents the minimum discount to be applied. Higher discounts can be applied to any transaction.

The State shall receive the lowest of:

(1) awarded discount price,

(2) any lower publicly available price offered by the awarded supplier, or

(3) any promotional price offered to the general public by the awarded supplier.

The State shall never pay more than the Market price readily available to the public at large less awarded discount.

Base pricing may not be increased to offset contracted discount amounts.

Unless expressly authorized, hidden or undisclosed fees are prohibited

Pricing will be subject to compliance audits at the Division of Procurement’s discretion.

Supplier negligence or inability 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.

Most Favored Customer:

If, during the term of the contract, the Supplier offers lower pricing or more favorable terms to another governmental or commercial customer for comparable items or services, the Supplier shall immediately extend the same pricing or terms to the State.

Delivery:

Items may be delivered to various locations throughout the State of Alabama. The exact locations and quantities will be provided by the ordering agency. There are no minimum order requirements. Agency may order as few as one of any items listed on the contract.

Delivery Timeframe:

All items ordered must be delivered to the "ship to" address shown on the P.O. within thirty (30) days of the supplier's receipt of order, unless previously agreed upon by the ordering agency.

Quote Requirements:

The final contract will require using entities to obtain quotes prior to placing an order.

Quotes for new clothing items must include the current supplier’s selling price and the discounted price. Suppliers may offer a deeper discount on any transaction as well as a volume discounts for large quantity purchases.

Ordering Process:

Purchases for a state agency will be made by Purchase Order. A quote must be attached showing specific information, such as manufacturer, quantity, item number, stock number, model, etc., and shipping/billing information.

Requirements:

Awarded suppliers will be required to submit E-Verify documentation – see section 13 of the ITB Standard Boilerplate

Awarded suppliers will be required to submit a completed Vendor Disclosure Statement, which will be provided to the awarded suppliers upon notice of intent to award.

Awarded suppliers must be fully registered and active in Alabama Buys.