Specific Terms and Conditions - ALEA Fire Extinguisher Inspection.docx

Specific Terms and Conditions

Award:

Award will be made by location to the lowest responsible bidder meeting all specifications. Supplier must bid on all 4 (four) lines in each location or bid will be rejected. An “Award Matrix” will be used for the overall lowest bidder for each location.

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 and enter bid amounts on item grid as needed. After you have checked and completed each tab, you can validate and submit your bid.

· “New Equip/Part Replacement” lines must be entered as a percent markup and will need to be entered in the “Unit Price” section. (Example: If you are bidding a cost plus 15% markup, you will enter “15.00” in the “Unit Price” section).

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

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.

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.

New Equipment:

All equipment must be new and unused and acceptable by the original equipment manufacturer for their maintenance.

Liability Insurance:

Supplier should provide proof of general business liability insurance in the minimum amount of $1,000,000.00 per occurrence, $1,000,000.00 aggregate 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 should be submitted with the bid, or the bid may be rejected. Supplier is responsible for all losses/damages caused by its employees. Insurance certificate, when issued, should show the State of Alabama as the certificate holder. Supplier should further provide proof of Workman’s Compensation Insurance to satisfy any and all legal requirements of the State of Alabama.

Certifications and Licenses:

Supplier must possess all certifications and licenses as required by State of Alabama laws. If requested by contract user document must be submitted in 5 calendar days of request.

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.

Price Escalation:

If, during the performance of this contract, the price of the material or cost of the labor involved significantly increases through no fault of the supplier, a price increase may be considered. Documentation of a price increase for materials is required from the manufacturer. Documentation of a price increase for labor is required from the supplier. Any proposed increases in labor and/or materials may not exceed increases in CPI (Consumer Price Index) for the same time period. 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.

Requested information:

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