ALEA Specific Terms and Conditions - General maintenance and minor Repairs.pdf

Specific Terms and Conditions

General Contractor's License:

An Alabama General Contractor's License is required for this bid. All vendors must attach a copy of their general contractor's license to the questionnaire of this RFB. Failure to have an Alabama general contractor's license and to provide a copy of this license may result in bid rejection.

Supplier must also meet all requirements of chapter 8 of title 34 of the Code of Alabama, 1975, as amended.

Award: Award will be made "all or none" by Region (See attached Region listing) to the lowest responsible bidder meeting all specifications.

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.

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.

***Note: You may enter “NA” in the supplier part number section of the item grid.

Assignment of contract: To assign, sublet or transfer any contract resulting from this solicitation, the vendor's written request must be approved by the Chief Procurement Officer.

Indemnity: Contractor shall be fully liable for the actions of its agents, employees, officers, partners, and Subcontractors, and shall fully indemnify, defend, and save harmless the Division, Eligible Users, and the State of Alabama from all claims, losses, suits, actions, damages, and costs of every name and description arising out of Contractor’s performance of this Contract caused by any intentional act or negligence of Contractor, its agents, employees, officers, partners, or Subcontractors, without limitation;

provided, however, that the Contractor shall not indemnify for that portion of any claim, loss, or damage arising hereunder due to the sole fault of the Division, Eligible Users, or the State of Alabama. The parties agree that if there are any limitations of the Contractor’s liability, including a limitation of liability clause for anyone for whom the Contractor is responsible, such limitations of liability will not apply to injuries to persons, including death, or to damages to property.

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 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: Vendor must have a minimum of $1,000,000.00 liability coverage with $500,000.00 per 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 may be rejected. Vendor is responsible for all losses/damages caused by its employees. Failure to provide this documentation with the bid package could be cause for rejection of the bid. Insurance certificate, when issued, must show the State of Alabama as the certificate holder. Vendor must have workman’s compensation insurance in accordance with the laws of the state of Alabama and furnish proof of insurance with the bid.

Quality of materials and labor: Materials used that are not otherwise specified shall be the kind and quality consistent with the trade practice for such work and shall comply with all local codes. All labor shall be well experienced in this type of work, and it shall be completed in a professional manner.

Quantity: The exact quantity of each item is unknown. The Division of Procurement does not guarantee the State will buy any amount. Orders will be placed by the agency as needed and give complete shipping instructions.

Quote Requirements: Quote for work request must include location services are to be provided, complete description of work being quoted, estimated hours times (x) awarded hourly rate, and materials cost plus awarded percentage (%) markup. All hours and materials to be billed for work requested must be itemized on the quote.

Agency will submit a Purchase Order request for each separate work request against the awarded contract and will attach a current copy of the vendor quotation to the request. Any change orders against purchase order to increase or decrease funds will require an updated quote to be attached.

Open-ended purchase orders will not be allowed against this contract.

Supplier References: Supplier should provide a minimum of two references with their bid. Include company, address, telephone, contact person and period service was performed. References will be used to prove supplier has at least 3 years of experience.

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