Specific Terms and Conditions - AFC Pinhoti Trail Maintenance.docx

Specific Terms and Conditions Award:

Award shall be made all or none to the lowest responsible bidder meeting all specifications. An award matrix will be used to determine the lowest responsible bidder.

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.

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 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

· Lines 1-3: Bidders will need to enter a unit price for 1 hour of work per worker.

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

Supplier Qualifications:

The contractor must possess and submit proof of the appropriate certification licenses/permit(s) issued through the Alabama Department of Agriculture and Industries for the application of pesticides (including herbicides) in the specific type of chemical control required.

To expedite the evaluation process, bidders should submit a copy of their company’s current Custom Pesticide Business License with the appropriate Business Operation Categories/Types necessary to perform the specified scope of work.

Liability Insurance:

Vendor must have a minimum of $1,000,000.00 general aggregate general liability coverage and must be in effect for the contract period. Insurance certificate, or letter of intent to provide the amount of coverage from the insurance company must be submitted with the bid, or the bid may be rejected. Vendor is responsible for all losses/damages caused by its employees. Insurance certificate, when issued, must show the State of Alabama as the certificate holder.

Vendor must have workman’s compensation insurance in accordance with the laws of the state of Alabama and furnish proof of insurance with the bid.

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.

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 work and it shall be completed in a professional manner.

Quantity:

The exact quantity of each item is unknown. The Division of Procurement does not guarantee the State will buy any amount. Orders will be placed by the agency as needed and give complete shipping instructions.

Requested information:

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