RFB_Terms_and_Conditions_-_ADOC__1_ (2).pdf

RFB Terms and Conditions

ADOC Custom Shower Curtains, PREA

Purpose:

To establish a contract for the Alabama Department of Corrections (ADOC) to purchase Shower Curtains to include Custom-Made Shower Curtains.

Bid submission instructions:

Beginning on the Alabamabuys supplier portal page, select the desired souring 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 shall be multi award to the three (3) lowest responsible bidders meeting all specifications. In the event of a tie for the third awarded bidder meeting all specifications, the State shall award to both bidders.

NOTE: Suppliers must enter $0.00 for Lines 2 & 3. These lines will be quotable and will not be evaluated.

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 vendor no later than 30 days prior to expiration of the previous 12-month period.

Freight:

The contract supplier is liable for risk or loss or damage to the merchandise up to the destination.

Quote Requirement:

All quotes to end users shall be itemized to include the price of each item individually.

Deliveries:

No deliveries are accepted on weekends or State holidays.

Deliveries arriving at inappropriate times, as determined by the Warden of the facility, are subject to be delayed and may be refused at the Warden’s discretion. Re-delivery at an appropriate time will be at Supplier’s expense.

Upon arrival at the ADOC facility, Supplier is responsible for unloading product from the delivery vehicle, ADOC is responsible for moving the product once it has been unloaded.

Delivery Time Frame:

All items ordered must be delivered.

to the “Ship To” address shown on the PO (purchase order) within thirty (30) days of supplier’s receipt of order.

The supplier must maintain an inventory sufficient to make shipments on all orders within the delivery timeframe stated.

A supplier who consistently ships late or incomplete may be considered a non-responsive supplier and may be cause for the contract to be cancelled. Any bids submitted by a non-responsive supplier may be rejected.

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.

Rejected Products:

The cost of return freight and any storage cost of rejected product or other expenses incurred by Alabama Department of Corrections due to failure to conform to specification or to the quality of products/supplies received shall be charged to the supplier making such shipments.

ADOC Security Requirements:

All persons entering a correctional facility are subject to a search of their person and/or personal items. Search may be frisking, searches by metal detectors or searches by narcotics detection canines.

No person who appears to be under the influence of drugs or alcohol or who is otherwise impaired will be allowed entry into a correctional facility.

ADOC reserves the right to deny entrance to or remove from any facility anyone who is suspected of breach of security for failure to follow published rules, regulations, or procedures.

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.

New Supplies:

All items must be new and unused and acceptable.

Requested Information:

Any additional information requested from a vendor must be furnished within five (5) days from receipt of request. Failure to provide the requested information may result in the rejection of your bid.