ITB ADPH Cytology Terms and Conditions 011526.pdf

Terms and Conditions

Purpose:

The Alabama Department of Public Health (ADPH) is seeking to establish a contract effective June 29, 2026, with a laboratory supplier to read and report on Image-Guided Pap Smears, Aptima HPV tests, HPV primary screening, biopsy tissue samples, genotyping, and p16 biomarker analysis. The biopsy tissue samples will be collected from Colposcopy (vulva, vagina, cervix), Endocervical Curettage (ECC), Endometrial Biopsy (EMB), Loop Electrosurgical Excision Procedure (LEEP), Cervical Polypectomy, Endocervical Brushings (ECB), and Punch Biopsy. The existing contract will expire on June 28, 2026.

Award:

Award will be made "all or none" to the lowest responsible bidder meeting all specifications.

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

Freight:

Bid is f.o.b. destination. Any freight charges must be included in the bid prices.

Liability Insurance:

Supplier must have general liability coverage with $1,000,000.00 for each 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 and bid copy or the bid will 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 References:

Suppliers are required to provide a minimum of (3) three references with their bid. References must be of similar service to the required services of this Invitation to Bid (ITB). References must include the name and phone numbers.

Ordering Process: Purchases for state agencies will be made by PO (Purchase Orders) showing specific shipping information.

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.

Electronic Payment: Supplier 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.

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. Any quantity shown reflects estimated usage only. The Office of Procurement does not guarantee that it will provide any specific number of specimens. Orders will be placed by agency 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.

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.

Questions:

Questions must be submitted through the supplier portal in Alabamabuys from the Discussions tab by Thursday, March 19, 2026.