Specific Terms and Conditions - ADOC Inmate Wristbands.docx

Purpose:

To establish a contract for the Alabama Department of Corrections (ADOC) to purchase Inmate Wristbands

Award:

Award will be made by “all or none” to the lowest responsible bidder meeting all specifications.

Award evaluation will consist of the lowest overall price for lines 1-3. Lines 4 & 5 will not be used as part of the evaluation.

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, and 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.

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, 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.

***PLEASE NOTE:

· Lines 1-3: Bidders will enter a dollar amount in the unit price section of the item grid.

• Line 4: Bidders must enter a minimum discount percent in the unit price section of the item grid (Example: If you are bidding a 25.30% minimum discount off MSRP, you will enter 25.30 in the Unit Price section).

· Line 5: Bidders will need to enter “0.00” in the unit price section of the item grid.

· Bidders may enter “NA” in the supplier part number section of the item grid for each line.

Materials, Supplies or Equipment:

All materials, supplies or equipment bid on and delivered to the ADOC shall be new, unused, of recent manufacture, first class in every respect, and suitable for the intended purpose.

Freight:

Bid is F.O.B. destination, which is the location where merchandise is delivered and unloaded. The contract supplier is liable for risk or loss or damage to the merchandise up to the destination.

Quantity:

ADOC makes no guarantee, expressed or implied, regarding the actual volume of goods to be received.

The Division of Purchasing does not guarantee the State will buy any amount. Orders will be placed by the Alabama Department of Corrections as needed and will give shipping instructions on the PO (purchase order). Shipping will be statewide.

Price Escalation:

If, during the performance of this contract, the cost of material, labor, or any other contract component significantly increases through no fault of the supplier, a price increase may be considered. Supplier should provide justification of any price increase for materials, labor, or any other contract component, including documentation from the manufacturer where applicable. Any proposed increases in labor and/or materials should not exceed increases during the same time period in industry specific price index or in CPI (Consumer Price Index) if no industry index is available. 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.

Quote Requirement:

Once contract is awarded, all quotes requested from the agency shall include manufacturer’s suggested retail price and the discounted price, plus any delivery cost, if applicable, associated with the purchase.

The awarded supplier may offer volume discounts for large quantity purchases.

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.

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.

Requested information:

Any additional information requested from a supplier must be furnished within five (5) days from receipt of request.