ITB ADOC Hospital Guard Service Terms and Conditions 070926.pdf

MANDATORY PRE-BID CONFERENCE:

There will be a mandatory pre-bid conference with site visit for all suppliers bidding on this ITB. Suppliers will be required to sign in at the mandatory pre-bid conference. Only those suppliers that are signed in will be allowed to bid on this ITB. Failure to attend the mandatory pre-bid conference or failure to sign in will result in the rejection of your bid.

Suppliers attending the pre-bid conference should come prepared to ask questions related to this ITB.

Questions related to the ITB requested services, specifications, and requirements must be asked during the mandatory pre-bid conference. Only procedural questions will be accepted outside the pre-bid conference.

Date: 07/29/2026

Time: 10:00 AM CST

Location: RSA Union Building - Procurement Auditorium 100 N. Union Street, Suite 192 Montgomery, AL 36130

Purpose: Alabama Department of Corrections is seeking to establish a contract for hospital guard services for incarcerated inmates. The current contract expires August 20, 2026, and the new contract will take effect August 21, 2026.

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.

Award:

Award will be made by individual line to multiple bidders by accepting up to three (3) lowest responsible bidders meeting all specifications per line.

Liability Insurance:

Supplier must have a minimum of $2,000,000.00 liability coverage with $2,000,000.00 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. Supplier is responsible for all losses/damages caused by its employees. Insurance certificate, when issued, must show the State of Alabama as the certificate holder.

Supplier must have workman’s compensation insurance in accordance with the laws of the state of Alabama and furnish proof of insurance with the bid.

Pricing - Unrealistically Low Prices must be accurate and complete including all materials and supplies to cover the costs required to performance all services for the duration of the entire contract period.

All bid prices are final, firm, and cannot be increased (with the exception of a federal minimum wage increase).

Pricing unrealistically low will adversely affect the contract supplier’s ability to perform the services per the specifications and the terms and conditions of the contract. The supplier’s inability to perform per the specifications and the terms and conditions of the contract will result in the cancellation of the supplier’s contract and the contract supplier being debarred from bidding with the State for an indeterminate period. The State reserves the right to analyze a submitted proposal for price realism and/or price reasonableness and, at the State’s sole discretion, reject proposals that contain unrealistic or unreasonable pricing.

Price Escalation Clause:

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 time 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.

Quantity:

The exact quantity of purchases for each item listed is not known. The Division of Purchasing does not guarantee that the state will buy any amount. Orders will be placed as needed by ADOC and will give complete shipping instructions.

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.

Default:

When a supplier defaults on a contract and/or purchase order, the State may procure the goods or services under the contract from other sources, and the defaulting supplier shall be responsible for any additional costs incurred by the State for the procurement from other sources. The defaulting supplier may also be subject to suspension and/or debarment in accordance with the Code of Alabama or the State of Alabama Department of Finance Administrative Code.

Contract:

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.

Requested Information:

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