ITB Insurance Uniforms FM & Fraud Terms and Conditions 072726.pdf

Terms and Conditions Award

Purpose:

To establish a contract for the Alabama Department of Insurance (ADOI) for Uniforms. The current contract expires August 24, 2026, and the new contract will take effect August 25, 2026.

Award will be made by individual line to multiple bidders by accepting up to four (4) responsible bidders meeting all specifications and offering the highest percentage discount off list/catalog prices. In the event of a tie for the third awarded bidder meeting all specifications, the State shall award to both bidders.

*** NOTE: ONLY ONE PERCENTAGE DISCOUNT FOR EACH LINE/CATEGORY BID MAY BE

SUBMITTED*** Percentage discount bid is the minimum for each line/category.

To be considered for award of a line item, supplier must provide all items requested on the target list within a category, whether it is the exact item listed or a comparable alternate.

Bid Submission Instructions:

Beginning on the Alabama Buys 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.

***Note: When bidding on a category, supplier must enter a percent discount in the “Unit Price” section of the item grid. Percentage discounts can have up to two numbers after the decimal (example: you are bidding a 25.30% discount off list price; you will enter 25.30 in the “Unit Price” section). You may enter your VC# (supplier number) in the “Supplier Part Number” section of the item grid.

Line 7 – Supplier must enter “0.00” in the unit price section. This line will not be considered as part of the evaluation. This line is quotable upon award.

Line 8 - Embroidery/silk screening do not need to be factored into the percentage discounts. An additional line for embroidery and silk screening will be added to the master agreement. Supplier must enter “0.00” in the unit price section. This line will not be considered as part of the evaluation. This line is quotable upon award.

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.

Delivery:

Items are to be delivered to various locations throughout the state of Alabama. The exact locations and quantities will be provided by the ordering agency. There are no minimum order requirements. Agency may order as few as one of any items listed on the contract.

The state does not guarantee any amount will be purchased from this contract. All items ordered must be delivered to the “ship to” address shown on the PO within 30 days of supplier’s receipt of the order unless previously agreed upon by the ordering agency. The delivery timeframe may be extended on large orders, but supplier or must provide valid justification to agency at time of quotation.

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:

Quotes for catalog items must include the catalog price, percentage off, and the final discounted price. When request for quotation is placed against the contract, if embroidery or screen printing is required for the requested items, the cost must be itemized in the quotation and added to the final cost per item quoted. The percentage discount against list price will apply to the purchase of clothing items only and not embroidery or screen printing. Volume discounts are allowed. The state will not file for rebates; the supplier must offer and bill the net discounted price for any applicable offerings.

Performance:

If the supplier defaults on delivery, service, and/or does not comply with the specifications, and terms and conditions of the contract, it will be viewed as failure to perform per the specifications, and terms and conditions of the contract. As a result, the contract supplier will be given a 30-day written notice to conform to the specifications and terms and conditions of the contract, and to refrain from that behavior in the future. Repeated offenses of failure to perform may result in the supplier’s contract termination, and the contract supplier being barred from doing business with the state of Alabama for an indeterminate period.

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.

Requested information:

Any additional information requested from a supplier must be furnished within five (5) days from receipt of request. Samples: If requested, after the bid is opened, samples are to be furnished at supplier’s expense within ten (10) calendar days after notification. If not destroyed during evaluation, samples will be returned provided a request for return accompanies the sample and includes UPS pickup slip or other mode of return. Individual samples should be labeled with supplier name, SRC number, item reference number, manufacturer and stock number. Failure to furnish samples on the requested item will result in the bid on that item being rejected.

Target List:

Items must be same as or equal to the brands listed on the target list included in the specifications.