Additional Terms & Conditions.pdf

Additional Terms and Conditions

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. Click the “Participate in RFX button”. You will be prompted to log in and register. 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.

Suppliers must attend the Mandatory Site Visit. Failure to attend will result in your bid being rejected. The Mandatory Site Visit is scheduled for Friday, November 19, 2026, at 2:30 pm.

Locations:

AIDT

2913 E. South Blvd.

Montgomery, Alabama 36117

If no responsive and responsible supplier attends the required site visit, the State reserves the right to solicit additional quotes and conduct additional site visits as the State determines are necessary until an award can be made in compliance with all other solicitation requirements.

Requested Information:

If any additional information is requested by the Division of Procurement (DOP), the supplier must furnish it within five (5) days from receipt of request. Failure to provide the information may result in bid rejection.

Questions:

Questions must be submitted through the supplier portal in Alabama Buys from the Discussions tab by Wednesday, November 25, 2026, at 5:00 pm C.T.

Award:

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

A bidder having negative past performance during the three years immediately preceding this solicitation of which the State or its agencies is aware, may result in a bidder being excluded from consideration for the award.

Contract period:

The resulting contracts 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 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.

Supplier References:

Suppliers are required to provide (3) three references with their bid response.

Reference should include company name where the service was provided, address, telephone number, name of contact person, and time the service was provided. Supplier must list references that are equal or greater in square footage. References will be checked.

Price Escalation:

If, during the performance of this contract, the price of the material or cost of the labor involved significantly increases through no fault of the supplier, a price increase may be considered. Documentation of a price increase for materials is required from the manufacturer. Documentation of a price increase for labor is required from the supplier. Any proposed increases in labor and/or materials may not exceed increases in CPI (Consumer Price Index) for the same time period. 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.

Liability Insurance:

Supplier must have a minimum of $2,000,000.00 liability coverage with $1,000,000.00 for each occurrence and must be in effect for the contract period. Insurance certificate or letter of intent to provide the amount of coverage from the insurance company must be submitted with the bid, or the bid will be rejected. Supplier is responsible for all losses/damages caused by its employees. Insurance certificate, when issued, must show the State of Alabama as the certificate holder.

Worker’s Compensation Certificate:

Worker’s Compensation Certificate is required when employing five (5) or more employees. The awardee will be required to provide the certificate upon notice of award.

Performance:

If the supplier defaults on delivery, service, and/or does not comply with the specifications and terms and conditions of the contract, it will be viewed as a failure to perform. Supplier negligence or failure 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.

Requirement:

Suppliers will be required to carry liability insurance for the life of the awarded contract:

– see section titled Liability Insurance

Supplier will be required to submit references – see section titled Supplier References

Supplier will be required to attend a mandatory site visit – see section titled Mandatory Site Visit

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.