Specific_Terms_and_Conditions_-_ALDOT_Tuscumbia_Area_HVAC.docx

ALDOT HVAC Services Terms and Conditions

Award:

Award will be by grouping of Counties as indicated to the lowest responsible bidder meeting all specifications. All lines for the same location will be awarded to one vendor. All six (6) lines in each group must be bid on or the bid will be rejected. An “Award Matrix” will be used for the overall lowest bidder for each group.

The successful bidder must be located within one hundred (100) mile driving distance of the primary ALDOT facility within the county for which a bid is submitted. Please read the ALDOT specifications carefully.

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:

· Suppliers will enter the number “15.00” for all of the repair parts line, as the mark-up percentage will be set at 15%.

· Suppliers may enter “NA” in the Supplier Part Number section of the item grid.

Contractor's Qualifications and Requirements:

EACH BIDDER MUST PROVIDE WITH THEIR BID PROOF OF CERTIFICATION BY THE STATE OF ALABAMA BOARD OF HEATING, AIR CONDITIONING, AND REFRIGERATION CONTRACTORS. FAILURE TO PROVIDE SAID DOCUMENTATION MAY RESULT IN REJECTION OF THE BID.

Each bidder must provide with their bid a minimum of two (2) commercial references to document a minimum of three (3) years total experience in plumbing services for facilities of a similar size, nature, and scope to the facility in which they are submitting a bid. Each reference must include complete contact information. Failure to provide these references with your bid may result in rejection of your bid.

Liability Insurance:

Please read the ALDOT specifications CAREFULLY to ensure you comply and submit the insurance requirements for this contract.

Requested information:

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

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.

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. Prior to delivery of materials to the job site, the contractor shall submit to the area maintenance engineer a complete list of all materials proposed to be furnished and installed.

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.

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.