Specific_Terms_and_Conditions_-_HVAC_MA_.pdf

ALDOT Area 8 Grove Hill HVAC Services (ITB) Terms and Conditions

The purpose of this solicitation and resulting contract is to provide HVAC maintenance and minor repairs to all equipment listed in the agency specifications. Minor repairs may include changing out bad parts, fixing connections such as thermostat wires and capacitors, clearing clogged drain lines, repairing existing duct work, replacing belts, repairing small refrigerant leaks, etc. At no point shall new HVAC units be installed or entire systems be replaced using this contract. Also, any work that would include taking down sheetrock, breaking up concrete, or any change in the design of the current equipment, must not be done through this contract.

Award:

Award will be made per grouping to the lowest responsible bidder meeting all specifications. The lowest bidder will be determined by an award matrix revealed at the bid opening.

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:

• HVAC Repair Parts line: Bidders are to enter a mark-up percentage in the Unit Price section of the item grid. Example: If you are bidding a 15% markup on repair parts, you will enter 15.00 in the unit price section.

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

Contractor's Qualifications and Requirements:

Each bidder shall provide proof of certification by the State of Alabama Board of Heating, Air Conditioning, and Refrigeration Contractors. Failure to provide said documentation may result in the rejection of your bid.

Liability Insurance:

Supplier must have a minimum of $1,000,000.00 liability coverage with $500,000.00 per 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 may 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. Suppliers are required to hold Workman’s Compensation Insurance to satisfy local, state, and federal regulations.

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.

Applicable Laws:

The supplier will comply with all applicable Federal and State of Alabama laws and all municipal ordinances that apply to these services.

Liability of Supplier:

The supplier will be responsible for the damage to the State of Alabama property/building when the damage is caused by supplier/employees while executing services.

Assignment of contract:

To assign, sublet, sub-contract, or transfer any contract resulting from this solicitation, the supplier's written request must be approved by the Chief Procurement Officer.

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.

Deadline for Questions: July 1, 2026, by 5:00 pm.