DOT Aerial Truck Bodies Specific Terms and Conditions.pdf

Specific Terms and Conditions

Purpose: The purpose of this RFB is to establish a Statewide Master Agreement to purchase

Aerial Truck Bodies. In addition to the State of Alabama Agencies, this contract will also be made available to city and county government entities, schools, and universities within the

State of Alabama.

Award: Award will be made "all or none" to the lowest responsible bidder meeting all specifications. The total of all product lines will be used to determine the lowest bidder.

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 Alabama Buys supplier Portal, select the desired sourcing project. Once project is opened, make the left panel is expanded. If not, click the small double arrows to expand. Be sure to review each tab for necessary information and enter bid amounts on the item grid in the appropriate column. After you have checked and completed each tab, you can validate and submit your bid.

Note: Suppliers may enter “NA” in the Supplier Part Number section of the item grid. The

Supplier Part Number must have a value to submit the RFB.

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. 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. 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. 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. 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. 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

Delivery Time Frame: All items ordered must be delivered within 180 days from receipt of purchase order.

Freight: Bid is F.O.B. destination. Any freight charges must be included in the bid prices.

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.

Quantity: The exact quantity of purchases for each item listed is not known. Any quantity shown reflects estimated usage only. The Division of Purchasing does not guarantee that the state will buy any amount. Orders will be placed by agencies as needed and will give complete shipping instructions.

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

Factory Warranty: All Aerial Truck Bodies must include standard factory warranty. All accessories must include factory warranty.

Firm Pricing: All prices quoted must be firm for a period of one (1) year from the vendor’s notification of award.

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.