Specific Terms and Conditions - ALEA Handheld Lidars.docx

Specific Terms & Conditions

Award:

Award will be made "all or none" to the lowest responsible bidder meeting all specifications.

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 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:

· Line 1: Suppliers will need to enter a dollar amount in the unit price section of the item grid

· Line 2: Suppliers will need to enter “0.00” in the unit price section of the item grid. This will be a quotable line and will be used if needed after contract is established.

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

Descriptive literature:

The brands and model numbers referenced provide a level of quality, and unless otherwise specified, are not restrictive. Vendors bidding alternate items must provide complete descriptive/technical literature for consideration and evaluation with their bid. Reference to literature with a previous bid will not satisfy this requirement. Failure to provide the required literature may result in the rejection of the bid. Physical inspection and operational evaluation may also be required without cost or obligation to the State of Alabama.

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.

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, unless previously agreed upon from the ordering agency. The supplier must maintain an inventory sufficient to make shipments on all orders within the delivery timeframe stated.

Freight:

Bid is F.O.B. destination. The contract supplier is liable for risk or loss or damage to the merchandise up to the destination.

Requested information:

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

Payment:

The State of Alabama pays thirty (30) days in arrears after receipt of invoice.

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 purchases for each item listed is not known. The Division of Procurement does not guarantee that the state will buy any amount. Orders will be placed by the ordering agency as needed and will give complete shipping instructions.

New equipment:

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