INVITATION
TO
BID # 49-12
“OFFICE SUPPLIES, GENERAL”
RETURN THE ENCLOSED BID IN A
SEALED ENVELOPE TO:
Jefferson County Commission
DARRYL TAVEL, PURCHASING COORDINATOR
ROOM 830*716 RICHARD ARRINGTON JR. BLVD NORTH
BIRMINGHAM, AL 35203
BID DUE DATE: JANUARY 23, 2012 BY 5:00 PM (CST)
BID OPENING DATE: JANUARY 24, 2012 AT 2:00 PM (CST)
For inquiries about this bid contact: DOROTHEA ROBINSON, PRINCIPAL BUYER
Full document can be viewed and downloaded at http://paca.jccal.org.
RELEASED BY:
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PURCHASING ASSOCIATION OF CENTRAL ALABAMA
TO ALL BIDDERS:
The attached Invitation to Bid presents a cooperative bid for the Purchasing Association of Central Alabama (PACA) members below:
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Adamsville
Alabama School of Fine Arts
Alabaster, City of
Bessemer, City of
Bessemer Board of Education
Bibb County Commission
Bibb County Firefighters Assoc
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Public Library
Birmingport Fire Districts
Brighton, City of
Brookside, City of
Cahaba Valley Fire & Rescue
Center Point, City of
Chelsea, City of
Chilton/Shelby Mental Health Board
Clay, City of
Concord Fire Department
Copeland Ferry Fire Department
Eastern Valley Volunteer Fire Dept
Fairfield, City of
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale, City of
Glennwood Fire District
Gardendale, City of
Helena, City of
Homewood, City of
Hoover, City of
Hueytown, City of
Irondale, City of
Jefferson County Board of Education
Jefferson County Commission
Jefferson County Assisted Housing Corp
Jefferson County Housing Authority
Jefferson County Library Coop
Jefferson State Community College
Kimberly, Town of
Lakeview Fire Department
Lakeview, Town of
Lawley Fire Department
Lawson State Community College
Leeds Board of Education
Leeds, City of
McAdory Fire Departments
Midfield, City of
Midfield Board of Education
Minor Heights Fire Department
Morris, City of
Mountain Brook, City of
Mountain Brook Board of Education
Mt Olive Fire & Rescue
Mulga, Town of
North Shelby Fire Department
Palmerdale Fire Department
Pelham, City of
Pelham Civic Center
Pelham Water Department
Pell City Fire Department
Pleasant Grove, City of
Rocky Ridge Fire/Rescue
Shannon Fire Department
Shelby County Board of Education
Shelby County Community Corrections
Storm Water Management Authority
Sylvan, Town of
Tarrant, City of
Tarrant City Board of Education
Trafford, City of
Trussville Board of Education
Trussville Volunteer Fire Department
Tuscaloosa County Board of Education
Tuscaloosa County Commission
Tuscaloosa County Firefighters Assn
University of South Alabama Hospitals
Vestavia Hills, City of
Vestavia Hills Board of Education
Warrior, City of
Warrior River Fire & Rescue Service
Water River Water Authority
West Blocton Volunteer Fire & Rescue
Westwood Rescue 209
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Other government entities and all school systems within Jefferson County and counties adjoining thereto may elect to participate in this cooperative bid. Vendors must agree that if any additional government entity does join the Association, vendors shall honor prices on this Invitation to Bid for those additional entities that may join the Association.
ITB/RFP #: 49-12
Commodity: “OFFICE SUPPLIES, GENERAL”
Principal Buyer: DOROTHEA ROBINSON
Telephone: (205) 521-7593
The bid award will be made by the Jefferson County Commission on behalf of the Association in accordance with the provision of the intergovernmental agreement between the Jefferson County Commission and the members of the Association. Each participating governmental entity of the Association will be responsible for issuing its own purchase orders, delivery instructions, invoicing, insurance requirements, and issue its own tax exemption certificate as required by vendors.
This cover letter is considered an integral part of this Invitation to Bid document and shall be included by reference into any contract.
Acknowledged by
_______________________________________________ __________________________________________
Vendor Name Authorized Signature/Title
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DOROTHEA ROBINSON JANUARY 4, 2012
ITB #: 49-12
INVITATION TO BID
Sealed bids marked "OFFICE SUPPLIES, GENERAL" will be received by the Purchasing Coordinator, Room 830 * 716 Richard Arrington Jr Blvd N, Birmingham, Alabama.
Bids will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on
January 23, 2012. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 2:00 P.M. on January 24, 2012.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid/proposal responses, which are received later than the date and time, indicated above. Late bids/proposals will be retained in the bid/proposal file, unopened.
TERM OF CONTRACT
Any contract resulting from this ITB will become effective upon bid award (or within 30 days of award notification, approval of the County Commission and purchase order is issued). Contract will expire on January 31, 2013. However, the contract may be extended, at the County’s option, for a period of up to (2) additional 1 year terms.
CONTRACT PERIOD
Contract will be good for the period 2/1/12 – 1/31/13 with renewal, at County’s option, each fiscal year until 2015.
NOTIFICATION OF INTENT
All recipients of this ITB are asked to return a letter of Notification of Intent indicating that they intend to submit a Bid. Only those vendors submitting the Notification of Intent will be advised of any clarifications, addendum, answers to inquiries, etc. pertaining to this Bid. Notification of intent must be sent via faxed (205) 214-4034 or e-mailed to Dorothea Robinson at .
TELEPHONE INQUIRIES – NOT ACCEPTED
Telephone inquiries with questions regarding clarification of any and all specifications of the ITB will not be accepted. All questions must be e-mailed to Dorothea Robinson at .
TELEGRAPHIC/ELECTRONIC ITB RESPONSES
Bid responses sent by electronic devices (i.e., facsimile machines and email) are not acceptable and will be rejected upon receipt. Vendors will be expected to allow adequate time for delivery of their ITB responses either by airfreight, postal services, or by other means.
INTERPRETATIONS AND ADDENDA
No interpretation or modification made to any respondent as to the meaning of the ITB shall be binding on the Jefferson County Commission unless submitted in writing and distributed as an addendum by the Jefferson County Purchasing Department. Interpretations and/or clarifications shall be requested in writing and directed to Dorothea Robinson, Principal Buyer, Jefferson County Purchasing Division, 830 Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL 35203, (Fax 205 214-4034) or email: . Verbal information obtained otherwise will not be considered in awarding of contract. All addenda shall become part of the ITB.
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DOROTHEA ROBINSON JANUARY 4, 2012
ITB #: 49-12
INVITATION TO BID
STATEMENT OF PURPOSE
The purpose of this ITB is to establish a contract for a manufacturer’s entire line of Office Supplies. For purpose herein used, the term “entire line”, shall include all none manufactured by bidder (or the bidder’s supplier). Unit prices of items specifically listed on BID will be compared with the price list submitted, to determine if proportionate pricing can be established for every item of the manufacturer’s entire line. IF PROPORTIONATE PRICING CAN NOT BE DETERMINED, THE BID MAY BE REJECTED.
SPECIFICATIONS
GROUP 1: Folders and Dividers
GROUP 2: School Supplies
GROUP 3: Storage Boxes
GROUP 4: Miscellaneous
GROUP 5: Pads/Sheet Protectors/Labels
GROUP 6: Desk Accessories
GROUP 7: Pens/Pencils/Marker/Corrections
GROUP 8: Calendar
GROUP 9: Cards/Indexes
GROUP 10: Adding Paper/Clips/Staples
GROUP 11: Binders/Binding Combs
GROUP 12: Envelopes
Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely for the purpose of indicating the type, size and quality of materials, products, service, or equipment considered best adapted to the County's intended use.
Proprietary specifications may be waived for functional equivalents offered.
LANGUAGE, WORDS USED INTERCHANGEABLY
The word COUNTY refers to the JEFFERSON COUNTY COMMISSION and/or JEFFERSON COUNTY, ALABAMA throughout this document. Similarly, RESPONDENT, VENDOR, and BIDDER refer to the person or company submitting an offer to sell its goods or services to the COUNTY. The words PROPOSAL, QUOTATION, and ITB are all offers from the BIDDER. The County has established for the purposes of this ITB that the words SHALL, MUST or WILL are equivalent in this ITB and indicate a mandatory requirement or condition, the material deviation from which shall not be waived by the County. A deviation is material if, at the sole discretion of the County, the deficient response is not in substantial accord with this ITB’s mandatory condition requirements. The words SHOULD and MAY is equivalent in the BID and indicates very desirable conditions or requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of a proposal, but may result in being considered as not in the best interest of the County.
BID SUBMITTAL:
The County shall not reimburse any firm for cost incurred in the preparation and presentation of their bid. Bidders submitting bids shall provide an original and two (2) hardcopies of the bid.
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DOROTHEA ROBINSON JANUARY 4, 2012
ITB #: 49-12
INVITATION TO BID
BID SUBMITTAL REQUIREMENTS:
FAILURE TO INCLUDE THE FOLLOWING SHALL RESULT IN THE DISQUALIFICATION OF BID:
1. Original and two (2) hard copies
2. Completed bid form on Page 13 - 14 and 20 – 49 of this ITB – pricing is required for evaluation and qualification for award (costs must include all billable charges).
3. Signed and notarized Non-Collusion Affidavit – Page 16 of this ITB
4. Bidder must sign the EEOC Form (non-discrimination form – Page 17 of this ITB) and return as part of bid response.
5. Completed and signed Signature Page – Page 18 of this ITB).
DELIVERY
Delivery will be to Jefferson County and PACA members. All deliveries will be required within forty-eight (48) hours after receipt of order.
INVOICING
All invoices must agree with the purchase order in description and price and include the following information:
1) Purchase Order Number; 2) Ship-to department name and address.
In order to ensure prompt payment, ALL ORIGINAL INVOICES*MUST BE SENT TO:
Jefferson County Commission
Finance Department
Room 820 County Courthouse
716 Richard Arrington Jr. Blvd. North
Birmingham, AL 35203
*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the County to process payment. Invoices that do not reference an authorized Purchase Order will be returned to the vendor.
THIRD-PARTY “REMIT-TO”
If Bidder has a third-party “remit-to” company, that information must appear on the Bidder’s response. Jefferson County will send payment to the company designated by Bidder on its response, but will not be responsible for resolving payment issues, should the Bidder change payment processing companies after a payment has been mailed or without forty-five (45) days written notification to the Purchasing and Accounting division of Jefferson County.
Purchase orders will be issued as deliveries are required.
F.O.B. Destination via best way.
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DOROTHEA ROBINSON JANUARY 4, 2012
ITB #: 49-12
INVITATION TO BID
CANCELLATION
Failure to deliver as specified and in accordance with the bid submitted, including promised delivery will constitute sufficient grounds for cancellation of the order at the option of the County Commission.
TERMINATION OF CONTRACT
This contract may be terminated by the County with a thirty (30) day written notice to the other party regardless of reason. Any violation of this agreement shall constitute a breach and default of this agreement. Upon such breach, the
County shall have the right to immediately terminate the contract and withhold further payments. Such termination shall not relieve the Contractor of any liability to the County for damages sustained by virtue of a breach by the Contractor.
PRICES
Include transportation (including fuel surcharge, if applicable).
PRE-PAYMENTS
No prepayments of any kind will be made prior to shipment.
If mutually agreed upon, additional contracts may be executed, based upon this bid for the same item(s) or related types and/or sizes.
Bidder agrees that Jefferson County will be charged no more for item(s) bid than the State of Alabama, and that in the event of a price reduction; the County will receive the benefit of such reduction on any undelivered portion of contract.
PRICE REDUCTION
In the event of a general price reduction, the County will receive the benefit of such reduction on any undelivered portion of contract.
WAREHOUSE STOCK
Warehouse stock located in or near Jefferson County will be a requirement.
SAMPLES
If requested, bidder will furnish a sample of each item on which he has bid within seven (7) day (s).
Samples will be returned within thirty (30) days following the bid opening, if picked up by the bidder.
QUANTITIES
Quantities shown are estimates, and are not a guarantee to buy in the amount shown.
GUARANTEE
Bidder certifies by bidding, that he is fully aware of the conditions of service and purpose for which item(s) included in this bid are to be purchased, and that his offering will meet these requirements of service and purpose to the satisfaction of the Jefferson County Commission and its agent.
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DOROTHEA ROBINSON JANUARY 4, 2012
ITB #: 49-12
INVITATION TO BID
QUALIFICATIONS
Bids will be considered only from companies that have been established for a minimum of three (3) years under the same name and ownership.
REQUIREMENTS
Vendor must have the capability to provide the following:
· Core list items and items other than core items.
· Provide an electronic CD with all core list items.
· Provide a hard copy net pricer of all catalog items showing manufacturer list price, selling price and percentage discounted from full line catalog.
· Include the number of items from full-line catalog (general office supplies / school supplies) to which your discount applies.
· Deliveries in a 2-day/48-hour turn around after receipt of order.
· Discrepancies must be handled promptly (within 7-days on incorrect delivery and within 30-days for invoicing errors/problems.
· Vendor must be able to quote on brand name listed or a quality product commensurate with the item specified. Substitutions must be approved by Dorothea Robinson, Principal Buyer / Purchasing Department. Vendor must list the item number and manufacturer number of all items that are substituted.
· Vendor must provide the percentage of discount for all core items and all items in its catalog. Discount must be given on core items and a separate discount for non-core items listed in the full-line catalog.