Specialty_Vans_and_Buses_Terms_and_Conditions_7-28 (1).pdf

Transit Vans and Buses

Introduction and Purpose:

The purpose of this solicitation and resulting contract(s) is to provide a statewide contract(s) for the purchase of various transit vans and buses. The resulting contract(s) will be utilized by State agencies and will be eligible for use by other local government entities such as cities, counties, schools, universities, etc. unless prohibited by the governing statutory code of such entity. Non-Governmental agencies, such as non-profits, are not eligible to purchase from this contract regardless of funding.

The awarded contract(s) will be used to purchase various seating capacities, handicapped accessible vans and buses needed statewide by various organizations in Alabama.

Requirements:

• Buy American Documentation

• Awarded suppliers will be required to submit E-Verify documentation – see section 13 of the ITB Standard Boilerplate

• Awarded suppliers will be required to submit the State of Alabama Vendor

Disclosure Statement documentation – see section 15 of the ITB Standard Boilerplate

Contract Period:

The resulting contract(s) will have an initial 12-month term with an option to extend for a second, third, fourth, and fifth 12-month term with the same minimum discounts and terms & 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 term expires. Each successive extension must have written approval of both the state and the supplier no later than 30 days prior to the expiration of the previous 12-month term. Contracts with low usage will be subject to non-renewal. Business reviews may be required during contract period at discretion of Division of Procurement.

The State of Alabama reserves the right and may reopen this solicitation or create a new solicitation if it determines there may be more competition for the procurement items than when the original solicitation was posted.

Price Escalation Clause:

If, during the performance of this contract, the price of the material significantly increases, through no fault of the vendor, a price increase may be considered based upon product cost ONLY. Documentation of the price increase is required from the manufacturer. All price increases must be approved by both the state and the vendor 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 Division of Procurement does not guarantee that any purchases will be made against resulting contract(s). Orders will be placed by agencies and other governmental entities as needed.

Award:

Award will be by line (per vehicle) to the bidder(s) meeting all specifications and offering the lowest overall pricing. Option line pricing will be awarded with each awarded vehicle.

Options:

All options are quotable should be factory or dealer installed at the time of assembly. Example: vehicle wrap, catalytic converter cage, camera systems.

***Note: Suppliers must enter “0.00” in the unit price section of the item grid.

***Note: There are five (5) vans that are currently under a previous master agreement that will expire February 20, 2027.

1. High Roof Transit Van No-Hap

2. Hight Roof Transit Van Rear Lift Hap 1

3. High Roof Transit Van Rear Lift Hap 2

4. Minivan Rear Ramp

5. Minivan Side Ramp

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 the small double arrows to expand. Select the “Participate in Rfx”. 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.

Questions:

Questions must be submitted through the supplier portal in Alabama Buys from the Discussion tab. (September 9, 2026, by 5:00 pm)

Requested Information:

Any additional requested information related to this ITB must be furnished by the supplier within five (5) days of request. Failure to provide requested information may result in the submitted bid being deemed non-responsive and not eligible for award.

Most Favored Customer:

If, during the term of the contract, the contract supplier offers lower pricing or more favorable terms to another governmental or commercial customer for comparable items the contract supplier shall immediately extend the same pricing or terms to the State.

New equipment:

All equipment must be new, unused, and acceptable by the original equipment manufacturer for their warranty and maintenance. All equipment must include the standard equipment per the manufacturer and meet all FTA compliance requirements.

Factory Warranty:

All equipment must come with a factory warranty that will go into effect at the time of delivery. Warranty must include time and travel for service truck for all warranty claims and/or have a repair facility located within the State of Alabama.

Inspection:

Agencies reserve the right to inspect all materials and workmanship at all times during the progress of the work. Final inspections and acceptance of the vehicles covered by these specifications shall be made by the ordering agency.

Ordering Process:

Purchases for state agencies will be made by Purchase Order. A quote must be attached showing specific information, such as master agreement number, master agreement line number, quantity, make and model of vehicle, options, etc. and shipping/billing information.

Cities, counties, school systems and other political subdivisions will be responsible for issuing their own purchase orders directly to the contract supplier.

Freight:

Bid is F.O.B. Destination. Any freight charge must be included in the bid prices.

Electronic Payment:

Suppliers 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.

Payment Terms:

All state agencies and universities payment terms are net 30 after vehicle delivery and receipt of correct invoice.

All other local governmental entities payment terms are upon delivery and receipt of correct invoice.

Assignment of Contract:

To assign, sublet, subcontract, or transfer any contract resulting from this solicitation, the supplier's written request must be approved by the Chief Procurement Officer.

Administrative fee:

Awarded bidder(s) are to pay the State an administrative fee for all sales and services paid to supplier under this contract. This fee will be 1.0% (0.01) of the total dollar amount for all sales paid. The fee is to be remitted the first month of each quarter before the 20th and will represent a single, one-time payment for all sales and services paid during the prior quarter and as adjusted for errors associated with earlier quarters. This fee is not to be listed as a separate cost on invoices. The awarded bidder(s) will be required to provide a summary report each quarter before the 20th listing sales paid during the prior calendar quarter.

This report is to include the quarter being reported, the master agreement number, purchasing entity, sales amount, and fee amount. A report is due even when there is no activity. This report is to be sent electronically to telecom.admin@oit.alabama.gov. A copy of the summary report is to also accompany the payment. The remittance is to be identified with the reporting quarter and master agreement number. Failure to comply with provisions of this paragraph will be grounds for termination of the contract(s).

Reports and Payments will be due according to the following schedule:

October, November, December – Due by January 20th January, February, March – Due by April 20th April, May, June – Due by July 20th July, August, September – Due by October 20th

Remittance is to be payable to the "State of Alabama Department of Finance" and be sent to:

Alabama Department of Finance Division of Accounting and Administration PO Box 300658 Montgomery, Alabama 36130-0658

Performance:

If the contract 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. Supplier negligence or failure to perform or meet specifications may be reviewed for impacts to responsibility status as defined in Code of Alabama 1975, §41-4-130, at the discretion of the Chief Procurement Officer.

Division of Procurement Supplier Expo:

Contract holders are required to participate in the first Supplier Expo hosted by the State of Alabama occurring within the term of the agreement. Participation is optional for the remainder of the contract term.

The Alabama Department of Transportation Documentation required with each vehicle at time of delivery:

Certification of origin for body and/or chassis.

Vendor list: Alabama Department of Transportation as the first lien holder on the

Certificate of Origin.

All other vehicles will be delivered to the address on the purchase order.

**Note** Only for vehicles purchased by ALDOT.

Certificate Of Origin: To be assigned as follows:

(First Lienholder) Alabama Dept. of Transportation 1409 Coliseum Boulevard Montgomery, AL. 36110

• Odometer Statement

• Bill of Sale

• Warranty Information (Chassis, Body, Additional options)

• Maintenance Schedule

• Spare Key(s)

• Operators’ Manual

• Quality Control Inspections

• FMVSS Certification (MFR and Vendor)

• Vendor Customer Service Guide

• Parts Manual

• Wheel Alignment Certificate

Buy America Documentation Requirements The manufacturer shall provide the following documents prior to delivery for each vehicle.

Post-Delivery Buy American Certification.

• A detailed list of components and subcomponents which include the manufacturer/supplier and country of origin.

• Cost of each component and corresponding subcomponent.

• Both domestic and foreign content. In dollars and/or as a percentage.

• The final assembly location.

• Description of all work performed at the final assembly location.

Cost of the work performed at the final assembly location