Truck Accessoryt Specific Terms and Conditions.pdf

Truck Accessory Specific Terms and Conditions

Mandatory Pre-bid Conference: There will be a mandatory pre-bid conference to participate in this solicitation. Suppliers must be in attendance at the location listed in the RFB and will be required to sign in. If you fail to attend the pre-bid conference, your bid will be rejected. If have any questions before the pre-bid conference, please contact the buyer, Wayne Gautney at

Wayne.Gautney@purchasing.alabama.gov

Purpose: The purpose of this RFB is to establish a statewide master agreement for truck accessories.

This master agreement must be utilized by all State agencies and is available for use to city and county governmental entities, schools, and universities within the State of Alabama.

Award: Multiple contracts may be awarded as a result of this solicitation. Award will be made by line to multiple bidders offering the highest discount and meeting all specifications.

Note: Lines 18, 20, 22, and 24 are add-on lines and are quotable, additionally, the Labor rate on line

33 is a quotable line. Please enter $0.00 for lines 18, 20, 22, 24, and 33.

***Note: Only one discount per line will be accepted. Suppliers that have multiple discounts will need to enter their lowest discount. The State of Alabama will accept higher discounts when items are quoted.

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.

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, documentation and enter the discount percentage off MSRP in the unit price column. After you have checked and completed each tab, you can validate and submit your bid.

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, and with the bid copy as required by the RFB submission instructions. Reference to literature with a previous bid will not satisfy this requirement. Failure to provide the required literature will result in the rejection of the bid.

mailto:Wayne.Gautney@purchasing.alabama.gov

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

Administrative fee: Awarded bidder(s) are to pay the State an administrative fee for all sales paid under this contract. This fee will be 1.0% (0.01) of the total dollar amount for all sales paid. The fee is to be remitted the first month of each quarter before the 20th and will represent a single, one-time payment for all sales paid during the prior quarter and as adjusted for errors associated with earlier quarters.

This fee is not to be listed as a separate cost on invoices. The awarded bidder(s) will be required to provide a summary report each quarter before the 20th listing sales paid during the prior calendar quarter. This report is to include the quarter being reported, the master agreement number, purchasing entity, sales amount, and fee amount. A report is due even when there is no activity. This report is to be sent electronically to telecom.admin@oit.alabama.gov. A copy of the summary report is to also accompany the payment. The remittance is to be identified with the reporting quarter and master agreement number. Failure to comply with provisions of this paragraph will be grounds for termination of the contract(s).

Reports and Payments will be due according to the following schedule:

October, November, December – Due by January 20th

January, February, March – Due by April 20th

April, May, June – Due by July 20th

July, August, September – Due by October 20th

Remittance is to be payable to the "State of Alabama Department of Finance" and be sent to:

Alabama Department of Finance

Division of Accounting and Administration

PO Box 300658

Montgomery, Alabama 36130-0658

Quote Requirement: All quotes to end users shall include the list price and discounted price, Master

Agreement (MA) number, line number, line-item, delivery cost, if applicable, associated with the purchase. An awarded vendor may offer volume discounts for large quantity purchases. When ordering, the agency will request a quote from the contract supplier. All quotes must show the MSRP less the percentage discount off MSRP for each line item to equal the quoted contract price.

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 EFT or other forms of electronic payment.

New equipment: All equipment must be new, unused, and newest and latest year’s model acceptable by the original equipment manufacturer for their warranty.

Factory Warranty: All equipment must come with a factory warranty that will go into effect at the time of delivery. Warranty must include time and travel for service truck for all warranty claims.

Awarded suppliers shall have a location located within the State of Alabama.

Price Escalation Clause: If, during the performance of this contract, the price of the material significantly increases, through no fault of the vendor, a price increase may be considered based upon product cost ONLY. Documentation of the price increase is required from the manufacturer. All price increases must be approved by both the state and the vendor 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.