Construction Equipment Specific Terms and Conditions.pdf

Construction Equipment Specific Terms and Conditions

Mandatory Pre-bid Conference: There will be a mandatory pre-bid conference to participate in this solicitation. Suppliers must be in attendance at the location listed in the RFB and will be required to sign in. If you fail to attend the pre-bid conference, your bid will be rejected. If have any questions before the pre-bid conference, please contact the buyer, Wayne Gautney at

Wayne.Gautney@purchasing.alabama.gov

Purpose: The purpose of this RFB is to establish a statewide master agreement for road construction and highway building equipment. This MA will have categories to include various dozers, excavators, wheel loaders, backhoes, motor graders and paving equipment. Option lines are to be utilized for options and attachments not standard equipment. Third-Party options / attachments are for items that are not from the manufacturer, but the agency is requesting. This line can be used for the purchase and installation of those attachments or options. This MA excludes any item specifically covered under any other current existing MA. This master agreement must be utilized by all State agencies and is available for use to city and county governmental entities, schools, and universities within the State of Alabama.

Award: Multiple contracts may be awarded as a result of this solicitation. Award will be made by line to multiple bidders offering the highest discount and meeting all specifications.

***Note: Only one discount per line will be accepted. Suppliers that have multiple discounts will need to enter their lowest discount. The State of Alabama will accept higher discounts when items are quoted.

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 supplier 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, documentation and enter bid amounts on item grid as needed. After you have checked and completed each tab, you can validate and submit your bid.

Suppliers may enter “NA” in the supplier part number section of the item grid.

Note: All third-party attachment lines will be quotable lines. Please enter $0.00 for all third-party attachment lines. Lines 69 and 70 will be quotable lines, please enter $0.00 for lines 69 and 70.

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

mailto:Wayne.Gautney@purchasing.alabama.gov

Administrative fee: Awarded bidder(s) are to pay the State an administrative fee for all sales paid under this contract. This fee will be 1.0% (0.01) of the total dollar amount for all sales paid. The fee is to be remitted the first month of each quarter before the 20th and will represent a single, one-time payment for all sales paid during the prior quarter and as adjusted for errors associated with earlier quarters.

This fee is not to be listed as a separate cost on invoices. The awarded bidder(s) will be required to provide a summary report each quarter before the 20th listing sales paid during the prior calendar quarter. This report is to include the quarter being reported, the master agreement number, purchasing entity, sales amount, and fee amount. A report is due even when there is no activity. This report is to be sent electronically to telecom.admin@oit.alabama.gov. A copy of the summary report is to also accompany the payment. The remittance is to be identified with the reporting quarter and master agreement number. Failure to comply with provisions of this paragraph will be grounds for termination of the contract(s).

Reports and Payments will be due according to the following schedule:

October, November, December – Due by January 20th

January, February, March – Due by April 20th

April, May, June – Due by July 20th

July, August, September – Due by October 20th

Remittance is to be payable to the "State of Alabama Department of Finance" and be sent to:

Alabama Department of Finance

Division of Accounting and Administration

PO Box 300658

Montgomery, Alabama 36130-0658

Quote Requirement: All quotes to end users shall include the list price and discounted price, delivery cost, if applicable, associated with the equipment purchase. An awarded vendor may offer volume discounts for large quantity purchases. When ordering, the agency will request a quote from the contract supplier. All quotes must show the MSRP less the percentage discount off MSRP for each line item to equal the quoted contract price.

Delivery/Pick-up: Equipment is to be delivered to various locations throughout the 67 counties in

Alabama. The exact locations will be provided by the ordering agency, school, or university. An equipment loaded mileage rate will be added for delivery. The agency, school, or university may also choose to pick-up the equipment with no equipment loaded mileage rate for that line item.

Electronic Payment: suppliers awarded in response to this RFB 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.

New equipment: All equipment must be new, unused, and newest and latest year’s model acceptable by the original equipment manufacturer for their warranty and maintenance. All equipment must include the standard equipment per the manufacturer and meet all ISO compliance requirements for safety.

Factory Warranty: All equipment must come with a factory warranty that will go into effect at the time of delivery. Warranty must include time and travel for service truck for all warranty claims.

Awarded suppliers shall have a location located within the State of Alabama.

Delivered equipment must include a minimum of one (1) printed copy (and make a digital copy available) of the manufacturer owner’s/operator manual, service manual, parts manual, manufacturer’s warranty, and a minimum of two (2) ignition keys (if applicable). At time of delivery, the supplier must provide operational, safety, and maintenance training on the equipment at no additional charge.

Price Escalation Clause: If, during the performance of this contract, the price of the material significantly increases, through no fault of the vendor, a price increase may be considered based upon product cost ONLY. Documentation of the price increase is required from the manufacturer. All price increases must be approved by both the state and the vendor 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.