HP Poly Products and Services Terms and Conditions.pdf

Solicitation Instructions:

On the supplier portal page (https://alabamabuys.gov), you should find several Quick Reference Guides (QRG) to assist in the electronic submission process. Note that from time to time, the QRGs may be updated. Please revisit the materials from time to time to ensure you are utilizing the latest versions.

Price Submission for this solicitation:

Bidders are required to enter a percent discount with no more than 2 places after the decimal. Suppliers are required to bid on all lines to be considered for award. Below is a sample pricing grid. Note that there may be a slight variation of how this is presented in your supplier portal.

Purpose:

Establish a contract(s) for HP Poly branded products and services for all state agencies. Contract prices are available to all local governmental agencies and schools.

Award:

Award will be “all or none” to the lowest responsible bidder(s) meeting all specifications. Supplier must bid on all lines to be considered for award. The score will be determined by applying the bidder’s price(s) to a matrix that will be released at bid opening.

Contract shall be awarded to multiple bidders that meet 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 supplier no later than 30 days prior to expiration of the previous 12-month period.

Quote Requirement:

All quotes to end users shall include the catalog price as well as the discounted price. An awarded supplier may offer volume discounts for large quantity purchases. Any items from the miscellaneous catalog must be noted as such on the quote

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 agencies as needed and give complete shipping instructions.

Authorized OEM Letter:

Bidders are required to submit with their response an OEM authorization letter. Failure to include the authorization letter may result in a rejected bid.

Division of Procurement Supplier Expo:

Contract holders are required to attend the Supplier Expo in the initial year of this agreement.

Participation is optional for the remainder of the contract term.

Freight:

Bid is F.O.B. destination. Any freight charges must be included in the bid prices. Do not include freight as separate line item.

If expedited shipping is requested, those charges may be passed on to the end user. Any expedited rate charges must be substantiated with written documentation from the courier or USPS.

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.

Electronic Payment:

Suppliers 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.

Data Control and Ownership:

All data provided by the State of Alabama to the Contractor to accomplish the purposes of this Contract shall be made available to the contracting State Agency/Department upon its request, in the form and format reasonably requested by the Agency/Department. Ownership, control, title, and any other manner of authority over such data will remain the sole property of the Agency/Department and/or become property of the Department upon receipt and acceptance. The Contractor shall not possess any means of authority or assert any lien or other right against or to any such data.

Contractor will not use such data provided by the State of Alabama to accomplish the purposes of this

Contract for any purpose not expressly authorized by the Agency/Department. Contractor will fully comply with all applicable laws, regulations, and reasonable requests of the Agency/Department with respect to the protection and transfer of such data.

Contractor shall notify the State Agency/Department as soon as practical regarding any suspected breach of this Data Control and Ownership clause that involves any data provided by the State of Alabama to the

Contractor to accomplish the purposes of this Contract, to include, but not limited to, a suspected breach of any applicable law or regulation.

Administrative fee:

Awarded bidder(s) are to pay the State an administrative fee for all sales paid under this contract. This fee will be 2% (0.02) 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

Question Deadline:

Questions must be submitted through the Discussions tab on the SRC prior to July 17, 2026 at 5:00 p.m.

C.T. Questions will be answered and posted as quickly as possible from question submission. Questions and Answers will be made available to view on the public portal.

Requested information:

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