Round-Square Hay specifications 2024.docx

Auburn University College of Veterinary Medicine Request for Bid for Coastal Bermuda Hay

Auburn University is seeking bids for perennial grass hay (Bermuda, Bahia, or equivalent), annual Ryegrass hay, and perennial or annual wrapped baleage (Ryegrass, clover, Sorgham-Sudangrass, or equivalent) for Auburn University’s College of Veterinary Medicine (AUCVM) Large Animal Teaching Hospital. The dry hay will be fed to AUCVM equine and ruminant units, the baleage will be fed to dairy and beef cattle. All requested products will be ordered on an “as needed” basis. The prices quoted in your bid response shall be a firm price, valid for a period of one year from the date of award.

The resulting contract may be renewed at the expiration of the initial term by AUCVM. Renewals shall be based on the same terms and specifications as the initial term unless otherwise specified by AUCVM. Any increase in commodity price for each renewal year must be agreed upon by AUCVM and the Awarded Vendor. Auburn University reserves the right to rebid if the Supplier and AUCVM cannot come to a mutual agreement on pricing and terms and conditions.

Please review requirements throughout this bid document.

Year one quantities, for the dry round hay, will be on the lower end of the estimates, with subsequent years being in the 150 – 200 tons/year

Specifications are based on a dry-matter basis

Requirements for Square Bales

1. Total Estimated Tonnage: 25 - 50 Tons

2. Weight: 40 - 75 lbs. per square bale

3. Square bales must be tightly packed with no sign of collapse while lifting and transporting.

4. Delivery tickets with a precise bale count and tonnage are required in order to ensure accurate and timely payment.

5. Total Digestible Nutrient >/= 58.7%

6. Ideal Protein Content >/= 11%

7. Dry Matter >/=88%

8. Hay must be FREE OF FOREIGN OBJECTS and must contain NO WEEDS.

9. Hay shall be delivered dry and without fungus or mold.

10. Hay will be delivered in enclosed semi-trailers 36 – 53 feet in length and in good working condition, free of leaks that could compromise the quality of hay.

Requirements for Dry Round Bales

1. Total Estimated Tonnage: 125 - 200 Tons

2. Size: Minimum 4’ x 5’, 4’ x 6’, or 5’ x 5’

3. Delivery tickets with a precise bale count and tonnage are required to ensure accurate and timely payment.

4. Rolls must be net wrapped and transportable. They cannot fall apart once unloaded and reloaded in transport to other locations.

5. Total Digestible Nutrient >/= 58.7%

6. Ideal Protein Content >/= 11%

7. Dry Matter >/=88%

8. Hay must be FREE OF FOREIGN OBJECTS and must contain NO WEEDS.

9. Hay shall be delivered dry and without fungus or mold.

Requirements for Wrapped Baleage

1. Total Estimated Tonnage: 150 - 200 Tons

2. Size: Minimum 4’ x 5’, 4’ x 6’, or 5’ x 5’

3. Delivery tickets with a precise bale count and tonnage are required to ensure accurate and timely payment.

4. Rolls must be net wrapped and transportable. They cannot fall apart once unloaded and reloaded in transport to other locations.

5. Total Digestible Nutrient >/= 58.7%

6. Ideal Protein Content >/= 11%

7. Dry Matter: 40 – 50%

8. Hay must be FREE OF FOREIGN OBJECTS and must contain NO WEEDS.

9. Hay shall be delivered dry and without fungus or mold.

Acceptance The Auburn University College of Veterinary Medicine will take random core samples as it sees appropriate. Core samples taken from a particular load will be thoroughly mixed before analysis takes place.

· Any hay which does not meet the contract specifications and/or quality standards may be rejected by AUCVM.

· In the case of such event, AUCVM will not be liable for any charges and the awarded vendor must deliver replacement product which meets contract specifications and/or quality standards within two (2) consecutive working days.

Delivery and Lead Time

· Square hay is to be delivered when and as requested within 48 hours (2 consecutive working days) after notification by AUCVM.

· Round hay may be delivered following a 48-hour notice from the vendor that they are able to make deliveries that prevent hay from being potentially damaged due to the weather.

· AUCVM establishes that consecutive working days are Monday through Friday, excluding holidays.

· AUCVM will only receive deliveries from 6:00 a.m. to 2:00 p.m. CST, Monday through Friday, unless another specified time is negotiated and accepted by both the awarded vendor and AUCVM.

· The enclosed semi-trailer(s) must be 36 – 53 feet in length.

· The enclosed semi-trailer(s) must be available to leave onsite until the next order of hay is placed and delivered.

· Enclosed semi-trailer(s) must be dry and must not leak.

· Enclosed semi-trailer usage is to be at no additional cost to Auburn University.

· Time will be of the essence for any orders placed as a result of this bid.

· If any type of delay is anticipated, the Vendor must establish communication, either written or verbal to AUCVM.

· The Vendor must always keep AUCVM informed on the status of the order(s) requested.

· Pricing must include price of product(s), packaging of goods and delivery to Auburn University CVM Central Receiving, 1500 Wire Road, Auburn, AL, 36849. No additional fuel surcharges will be accepted.

· Weigh Tickets must be included with all deliveries.

Invoices and Payment

· Invoices must show the description of products to include the weight of each product or line item fulfilled.

· All invoices must match delivery/weigh tickets.

· All invoices must reference an invoice number, bid number, description, quantity, price per unit of measure and invoice total. A purchase order will not be issued; therefore, the bid number MUST be reflected on each invoice to ensure payment in a timely manner.

· All invoices must be sent to:

Auburn University College of Veterinary Medicine JT Vaughan Large Animal Teaching Hospital 1500 Wire Rd.

Auburn University, AL 36849 Attn: Teri Dunaway tcd0001@auburn.edu, taylosh@auburn.edu

Invoices can be hand delivered, mailed through USPS or sent to the e-mail address indicated above, preferred.

Termination/Default Clause

· Either party may terminate this agreement effective thirty (30) days after providing written notice to the other party that such party has breached any material provisions of this agreement if such other party fails to cure said breach within the thirty (30) day notice period. Such notice shall set forth the basis of the termination.

· The contract may also be canceled by convenience by either party. The effective date of cancelation shall be sixty (60) days after written notice of intent by one of the parties. The Vendor will, however, be required to honor all orders placed prior to the date of cancelation if required to do so by the University.

· The Vendor and the University, their successors, executors, administrators, and assigns, hereby agree to the full performance of the covenants herein contained.

· If the awarded vendor shall be in breach or default on any requirement or specification from this bid, AUCVM may procure the items and/or services from other sources.

· When AUCVM must purchase off-contract as a result of a default or breach by the awarded vendor, the prices paid to a non-contract vendor shall be considered the prevailing market price for reimbursement purposes only. Furthermore, the price difference reimbursed to AUCVM is only for the period in which default occurred.

Risk of Loss

· The awarded vendor(s) will assume the risk of loss or damage to goods in transit to AUCVM premises at which point AUCVM will take possession.

· The vendor shall immediately repair, replace or make good on the loss or damage without cost to AUCVM, whether the loss or damage results from acts or omissions (negligent or not) of the vendor or a third party contracted through the Awarded Vendor.

Auburn University College of Veterinary Medicine shall reserve the right to:

· Accept the quotation(s) that it judges are in the best interest of the school, staff, clients, and patients.

· Award contract in whole or in part according to the outcome of the bids received. AUCVM will make its award(s) with the interest of the University and the Alabama taxpayers in mind.

· When awarding this bid, AUCVM will consider the safety of our staff, clients, and patients. Price alone will not necessarily be the determining factor of this bid.

· Cancel this bid in part or whole if any specification is violated.

Quantities of Product and/or Services Requested

· Quantities indicated in this Request for Bid are for information, tabulation, and estimate purposes only, and may not indicate the actual quantity to be ordered since such quantity will depend upon requirements which develop during the contract period.

· Quantities requested shall not relieve the vendor of its obligation to fill all orders placed by AUCVM within the contract time frame.

· AUCVM rights and remedies shall not be considered exclusive but in addition to any other rights and remedies as established by Auburn University and contract law. The bidder warrants that the prices quoted in this bid will be firm for acceptance by AUCVM for a period of sixty (60) days from the date of bid opening unless otherwise stated by AUCVM in writing.

Immigration Requirement By signing this bid request, all parties affirm, for the duration of any resulting agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.