Specific_Terms_and_Conditions.docx

Pricing submission instructions:

Suppliers are required to enter a unit price and a supplier part number. If the part number is not applicable, you may enter “N/A” in this field. On the supplier portal page, click the link titled “Alabama Buys Supplier Support” to access training Quick Reference Guides to assist in the electronic submission process.

Award:

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

A bidder having negative past performance during the three years immediately preceding this solicitation of which the State or its agencies is aware, may result in a bidder being excluded from consideration for the award.

Supplier Qualification:

Suppliers must attend the Mandatory Pre-Bid Conference/Site-Visit for bids to be accepted.

Mandatory Pre-Bid Conference is scheduled for March 20, 2025 at 10 am.

Location:

Alabama Department of Rehabilitation Services Andalusia CRS/VRS Office 1082 Village Square Drive Andalusia, AL 36420

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 supplier no later than 30 days prior to expiration of the previous 12-month period.

Supplier References:

Suppliers are required to provide (3) three references with their bid response. Reference should include company name where the service was provided, address, telephone number, name of contact person, and time the service was provided. Supplier must list references that are equal or greater in square footage. References will be checked.

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.

Liability Insurance:

Supplier must have a minimum of $100,000.00 liability coverage with $50,000.00 for each occurrence 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 will be rejected. Supplier is responsible for all losses/damages caused by its employees. Insurance certificate, when issued, must show the State of Alabama as the certificate holder.

Worker’s Compensation Certificate:

Worker’s Compensation Certificate is required when employing five (5) or more employees. The awardee will be required to provide the certificate upon notice of award.

Performance:

If the supplier defaults on delivery, service, and/or does not comply with the specifications, and terms and conditions of the contract, it will be viewed as failure to perform per the specifications, and terms and conditions of the contract. As a result, the contract supplier will be given a 30-day written notice to conform to the specifications and terms and conditions of the contract, and to refrain from that behavior in the future. Repeated offenses of failure to perform, may result in the supplier’s contract termination, and the contract supplier being barred from doing business with the state of Alabama for an indeterminate period.

Non-appropriation of funds:

Continuation of any agreement between the State and a bidder beyond a fiscal year is contingent upon continued legislative appropriation of funds for the purpose of this bid and any resulting agreement. Non-availability of funds at any time shall cause any agreement to become void and unenforceable and no liquidated damages shall accrue to the state as a result. The State will not incur liability beyond the payment of accrued agreement payment.

Requested Information:

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

Electronic Payment:

Suppliers awarded in response to this RFB must accept multiple forms of electronic payment at no additional cost to the State. Payment forms include but are not limited to state issued credit cards, P-cards, EFT or other forms of electronic payment.

Questions:

Questions must be submitted through the supplier portal in Alabama Buys from the Discussions tab by Tuesday, March 25, 2025.

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