ITB ABC Board Liquor Transportation SPECS 072926.pdf

SPECIFICATION SHEET FOR TRANSPORTATION BID

GENERAL SERVICE REQUIREMENTS:

Supplier has previous experience hauling spirits.

OVERVIEW:

This contract is for the transportation of liquor and other ancillary items primarily from the Alabama ABC Board warehouse (hereinafter referred to as “HQ Warehouse”) located at the following address:

1905 Congressman W.L. Dickinson Drive, Montgomery, Alabama 36110 to state liquor stores, military outlets, and non-ABC operated retail outlets throughout the State of Alabama. The awarded supplier will also be responsible for disposal of corrugated cardboard boxes and stretch wrap from the HQ Warehouse and various state liquor stores. Any empty pallets remaining on carrier’s trucks after delivery must be returned to HQ Warehouse.

LOADING/TRANSPORTATION SPECIFICATIONS:

Equipment, Materials, Labor—The supplier is responsible for providing all equipment, materials, and labor for the transportation of alcoholic beverages and other Alabama ABC Board (hereinafter referred to as “ABC”) cargo. Other ancillary items may consist of but are not limited to basic items, such as paper, shelving, display cases, safes, paper bags, janitorial supplies, and other similar items. Other items will not exceed 10% of any trailer load.

Loading of Trucks /Trailers—The HQ Warehouse will be responsible for loading merchandise onto the truck/trailers.

Unloading of Trucks/Trailers—The supplier will be responsible for unloading merchandise from the truck/trailer to the delivery destination’s door.

Scheduling—ABC will be responsible for monthly delivery of a “Delivery Calendar” to the appointed supplier. The Delivery Calendar will detail Group Generation Days, Loading Days and Delivery Days.

Load Sheets— ABC will determine the merchandise to be delivered to each store and provide a “Store Replenishment Sheet” to the supplier no later than 12:00 pm Central Time the day before delivery. The supplier will develop a “Loading Sheet” based on the list provided by ABC. The Loading Sheet must contain the load/route number, store numbers/direct delivery customer names, total cases of liquor per route, Transfer Order Number (“TO”), Sales Order Number (“SO”), and total cases going to each delivery location. The Loading Sheet produced by the supplier must be sent to ABC as soon as possible, but at any event no later than 2:00 pm Central Time on the day identified as Route Generation Day in the Monthly Delivery Calendar. In the event ABC is late in sending the Store Replenishment File to the supplier, the supplier must send the Loading Sheet as soon as possible, with a maximum 2 hours after receiving the Store Replenishment File. The supplier must be able to electronically receive and send the load files in a manner that enables the load file to be uploaded into Microsoft Dynamics 365 (“HQ Warehouse Management System”).

ABC Store Transfers—The supplier will pick up transfer products from each ABC Store location and return them to the HQ Warehouse upon completion of deliveries scheduled for that day. If the destination receiving the transfer is scheduled after the pick-up, these cases will be delivered to the destination designated to receive them. Products identified for transfer will not be stored overnight at the supplier’s location without written consent from ABC.

Onsite Equipment and Personnel—The supplier is responsible for having trailers, yard spotter trucks, and personnel onsite at the HQ Warehouse to facilitate the timely swapping of trailers and staging during the loading process associated with the daily production schedule.

Onsite Coordinators (HQ Warehouse)—The supplier is responsible for having a minimum of two

(2) individuals onsite at the HQ Warehouse during scheduled daily operations to assist with the loading of trailers, confirming loads are secured properly, placing empty trailers onto the shipping doors, and removing fully loaded trailers from the shipping doors. Onsite coordinators will be provided with a cubicle area from which to work.

Delivery Locations and Days—Delivery will be made to various locations throughout the state of Alabama. A Delivery Calendar will be provided to the Supplier monthly. Deliveries will be made on a weekly basis, Monday through Thursday for all ABC operated retail stores and ABC operated combination (retail/wholesale) stores but may vary based on peak and non-peak consumer demand/seasonal needs. Saturday delivery of all wholesale stores will be required. ABC currently has fifteen (15) wholesale stores. Sunday deliveries may be required on an as-needed basis. ABC will give the supplier notice in writing a minimum of 24 hours prior to requesting any Sunday deliveries. The number of store locations is subject to change due to store openings, closings, and location changes. ABC will provide the supplier with an updated list of store locations as changes are made. (See “Exhibit A” attached hereto for current list)

Delays—Delays due to foreseeable circumstances (i.e. inclement weather, road conditions, equipment breakdown, lack of drivers, etc.) must be communicated, in writing to ABC personnel at least 12 hours in advance of the delivery day that will be impacted.

No Comingling—When an ABC merchandise is present within the supplier’s equipment, the supplier is not permitted to transport any other items for any other customer.

Backhauls—There will be no backhauls permitted on trailers assigned to the ABC trailers without written permission from a member of the executive management team in product management.

Security—ABC will provide locking systems/seals to the supplier that must be used to secure trailers once loaded and while in transit to ABC operated stores. No personal items, including but not limited to bags, totes and coolers will be allowed inside the trailers at any time. ABC will have the supplier’s permission to have ABC personnel inspect any personal item(s) found inside the any supplier operated trailer at any time.

Campaign Logo—ABC may place campaign logo(s) (i.e. “Stop Underage Drinking”, “Don’t Drink and Drive”, etc.) on the supplier’s equipment while ABC owned liquor or other ABC owned cargo is on board. Exact dimensions, content, and placement of any such logo will be mutually agreed between the supplier and ABC. Said agreement will not be unreasonably withheld by the supplier. Any such logo will be at ABC’s expense and will not cause any permanent damage to the supplier’s equipment.

EQUIPMENT REQUIREMENTS (HQ Warehouse):

Immediate Volume Estimates—ABC estimates 4 – 4.2 million cases will be shipped from the HQ Warehouse annually.

The supplier must be able to accommodate the following workload on day one of the contract: An average of 20 loads a day on a regular basis with the ability to accommodate up to 26 loads the weeks leading up to and following major holidays. Our projections for future load accommodations are included in the chart attached hereto as “Exhibit B”.

In addition, ABC currently serves, via Direct Delivery Shipment (hereinafter referred to as “DDS”) approximately 250 non-ABC operated retail outlets throughout the state. These non-ABC operated retail outlets may require a lift gate to complete delivery.

Power Units (hereinafter “Trucks”) —Trucks must be “day cab” trucks. The receiving areas are not deep enough to accommodate “overnight” trucks. Supplier must have the ability to provide substitute trucks to ensure no interruption of daily truck availability.

Dry Van Trailers—Dry Van Trailers must not exceed 53-foot in length and be watertight with a minimum of 2 rows of E-track on each wall and be available to be loaded and unloaded by forklift.

Dry Van Trailers must have either a curb side or street side door, to facilitate unloading. Approximately 60% of ABC locations will require trailers less than 48-foot to deliver efficiently.

Lift Gate Trailers—Lift Gate Trailers must not exceed a 48-foot maximum length and be able to be loaded and unloaded by forklift.

Box Trucks—Box Trucks must not exceed 30-foot and be able to be loaded and unloaded by forklift. Box trucks must also have roll up or swinging rear doors.

Trailer Spotters—Supplier must provide two (2) hydraulic fifth-wheel lift type trailer spotters.

Supplier must also have ability to provide substitute hydraulic fifth-wheel lift type trailer spotters to ensure no interruption of daily trailer spotter availability.

Miscellaneous—Supplier must provide rollers, roller stands, conveyors, and hand trucks as needed to unload items from the Box Truck and/or Dry Van Trailers to the delivery location’s dock/door.

EQUIPMENT REQUIREMENTS (DDS):

Immediate Volume Estimates—ABC estimates that of the approximately 4 million cases shipped from HQ Warehouse, approximately 600,000 cases will be shipped as DDS. These shipments will be sent to approximately 250 non-ABC operated retail outlets throughout the state. ABC estimates 1,500 to 4,000 cases will be shipped as DDS per day. ABC predicts DDS shipments will be made for 4 delivery days per week. As every DDS order will be built on pallets, all deliveries may require a lift gate.

Dry Van Trailers— Dry Van Trailers must not exceed 53-foot in length and be watertight with a minimum of 2 rows of E-track on each wall and be available to be loaded and unloaded by forklift.

Dry Van Trailers must have either a curb side or street side door, to facilitate unloading. Approximately 60% of ABC locations will require trailers less than 48-foot to deliver efficiently.

Lift Gate Trailers— Lift Gate Trailers must not exceed a 48-foot maximum length and be able to be loaded and unloaded by forklift.

Box Trucks— Box Trucks must not exceed 30-foot and be able to be loaded and unloaded by forklift. Box trucks must also have roll up or swinging rear doors.

Miscellaneous—Supplier must provide rollers, roller stands, conveyors, and hand trucks as needed to unload items from the Box Truck and/or Dry Van Trailers to the delivery location’s dock/door.

The HQ Warehouse yard has a maximum capacity for staging ten thirty-eight (38) contractor trailers plus 7 Shipment Doors. This space should be used to accommodate the storage needs for both DDS and main warehouse deliveries.

TECHNOLOGY REQUIREMENTS:

Supplier must have fleet technology for continuous oversight of delivery trucks with real-time access via PC, tablet, or smart phone via Microsoft, Android, and Apple platforms.

Each Truck must be equipped with a real time GPS tracking system. Access for designated ABC personnel must be granted for tracking at any time while deliverers are in transit.

Supplier must possess and maintain a valid working email address with capability of receiving up to 20 MB of data. All forms of written communication and information (billing, transfers, breakage, recycling, etc.) must be submitted electronically via Microsoft software.

Supplier must have GPS geo-fencing applications to provide automated electronic delivery arrival alerts to recipients. The radius of setting for the application will be set and adjusted by mutual agreement between the supplier and ABC to maximize effectiveness during the offloading of items. Said agreement must not be unreasonably withheld by Supplier.

ABC Stores personnel will be responsible for confirming the accuracy of deliveries to ABC Stores and Military Accounts.

Supplier must have the capability to confirm accuracy of deliveries to licensees serviced by DDS.

Supplier drivers must also obtain a signature upon completion of deliveries to non-ABC operated retail outlets. All DDS palletized orders loaded onto supplier Box Trucks or Dry Vans are the sole responsibility of the supplier until delivery is executed to the satisfaction of ABC.

INSURANCE:

Supplier must possess and maintain the following insurance, at minimum, for the contract duration:

A) Combined Single Limit (CSL)--$1,000,000.00 (ABC must be named as additional insured) B) General Liability (GL)--$3,000,000.00 (ABC must be named as additional insured) C) Cargo--$350,000.00 per load D) Workers Compensation must be kept on all employees of the supplier who will perform services on the contract.

Proof of Insurance must be provided within 3 business days from date of request. Failure to have coverage or provide proof of coverage will result in contract cancellation.

RECYCLING:

The supplier will provide a method of recycling corrugated cardboard boxes, shrink wrap, and pallets to recycling dealers at no additional charge. Items for recycling must be removed from ABC property at least once per month. Any funds received for recycling these items may be kept by the supplier.

OFFSITE SECURITY:

The supplier is responsible for providing security at its terminal and any other locations where loaded Box Trucks and Dry Vans with ABC goods are stored, except while parked at HQ Warehouse. The secured area must include a fence which is a minimum of 6 feet in height, topped with minimum 3 strands of barbed wire and anchored at the bottom. The secured area must also be manned 24 hours per day by a security guard who has not been assigned duties extraneous to their responsibility as a security guard. Security locations and arrangements must be verified and approved by ABC prior to contract award and must be maintained for the duration of the contract.

FEDERAL, STATE. LOCAL PERMITS/LICENSES AND REGULATIONS:

The supplier is responsible for complying with all Federal, State, and Local regulations regarding the equipment and services related to this contract, as well as obtaining and maintaining all licenses and permits needed. This includes the FMSCA ELD (“Electronic Logging Device”) requirement effective 12/18/17. All drivers transporting ABC merchandise must also comply with all requirements, such as CDL licenses, as necessary.

ABC will not pay for the expense of any of these requirements. Failure of the supplier to comply with all laws and regulations will result in contract cancellation.

BILLING:

Invoices must be submitted electronically semi-monthly, no later than the 5th and 20th of each month. Billing must be for services rendered during the preceding period. The invoice must reference the contract number, current Fiscal Year PO number, and the format must be approved by ABC prior to implementation. Any changes to the invoice format during the contract period must be approved by ABC.

ESTIMATED TOTAL ANNUAL QUANTITIES: (See “Exhibit B” attached hereto for current list) Liquor—4 million cases per year currently (FY 2025) *Estimated annual growth rate of 2% Corrugated cardboard boxes—300 tons

EXHIBIT A

(See Spreadsheet Attached Separately)

EXHIBIT B

3600000

3800000

4000000

4200000

4400000

2026 2027 2028 2029 2030 2031

Projected 5 Year Forcast - Shipping Cases

Projected Shipping Cases

3,800,000

4,032,590 3,953,520

3,876,000

4,113,242 4,195,507