ADOC GKIC Smoke Hood terms and conditions.pdf

Additional Terms and Conditions

Purpose:

To establish an Alabama Department of Corrections (ADOC) contract for Fire and Smoke Evacuation Hoods.

Supplier Qualification:

Supplier must provide documentation of being an authorized manufacturer’s representative for the brand listed with the response. Failure to provide this information may result in rejection of bid.

Award:

Award shall be made all or none to the lowest acceptable bidder meeting all specifications and offering the highest discount percentage off MSRP.

NOTE: Line 4 will not be evaluated as part of the award.

A quote will be requested, as needed, after award.

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.

****Note:

Supplier must enter a discount percentage on Lines 1 – 3.

Supplier must enter zero ($0.00) for Lines 4.

Shipping Charge will be a quotable line and will not be part of evaluation. Bidders are to enter at

0.00 in the unit price section.

Quantity:

The exact quantity of purchases is not known under this ITB and resulting contract. The Division of Purchasing does not guarantee that the state will buy any amount. Orders will be placed on an as needed basis.

Quote Requirement: All quotes to ADOC shall include/show the description of order (per item) with both the current MSRP and the discounted unit price.

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.

Freight:

The supplier is liable for risk or loss or damage to the merchandise up to the destination.

Freight/Shipping Charges can be quoted and/or invoiced.

Materials, Supplies or Equipment:

All materials, supplies or equipment being bid and delivered to the State shall be new, unused, of recent manufacture, first class in every respect, and suitable for their intended purpose. Items shall be delivered within 60 days of receipt of purchase order, unless communicated to the Department of Corrections.

ADOC Security Requirements:

All persons entering a prison is subject to a search of their person and/or personal items. Search may be frisking searches, searches by metal detectors or searches by narcotics detection canines.

No person who appears to be under the influence of drugs or alcohol or who is otherwise impaired will be allowed entry into a prison. ADOC reserves the right to deny entrance to or remove from any facility anyone who is suspected of breach of security for failure to follow published rules, regulations, or procedures.

ADOC Delivery Information:

Deliveries arriving at inappropriate times, as determined by the Warden of the facility, are subject to be delayed and may be refused at the Warden’s discretion. Re-delivery at an appropriate time will be at Vendor’s expense.

No deliveries are accepted on weekends nor State holidays.

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

Payment of invoices:

Payment will be made only after receipt of all items ordered. Invoices should be in duplicate and accompany each shipment. Invoices will not be paid until all items have been received /delivered to the facility in satisfactory condition, 30 days in arrears.

Electronic Payment:

Vendors awarded in response to this ITB 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.

Requested information:

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

Question Deadline:

July 21, 2026, by 3:00 pm.