JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: (205) 325-5381 / FAX: (205) 325-5221
BUYER: HELEN RUMLEY-CUNNINGHAM DECEMBER 07, 2011
TO: / Prospective BiddersINVITATION TO BID NUMBER: / 25-12R Full document available at http://paca.jccal.org
INVITATION TO BID : / “Testing of Backflow Prevention”
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Helen Rumley-Cunningham, Buyer
Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, AL 35203-0009
***IMPORTANT SOLICITATION DATES***
BID DUE DATE: / BID OPENING DATE:
December 14, 2011 by 5:00 PM
(Central Standard Time) / December 15, 2011 at 2:00 PM
(Central Standard Time)
Return responses to this Invitation to Bid in a sealed envelope marked:
“BID 25-12R – Testing of Backflow Prevention”
BID OPENING WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Department, Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203-0009
NOTIFICATION OF INTENT:
All recipients of this solicitation notice must indicate intent to submit a bid. Those vendors submitting a Notification of Intent will be sent a complete copy of the bid, any related addendum, answers to inquiries, etc. pertaining to this ITB. Notification of intent must be faxed to (205) 214-4034 or e-mailed to Helen Rumley-Cunningham 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 written and faxed to (205)214-4034 or e-mailed to Helen Rumley-Cunningham @ .
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date. Any submission modification(s) submitted after the “Bid Opening Due Date” may not be considered.
John S. Young, Jr. LLC, Receiver, Jefferson County, Alabama (henceforth referred to as “The Owner”) reserves the right to accept or reject any or all bids, or any part of any bid, and to waive any informalities or irregularities in the bid.
All costs incurred by the company to respond to this solicitation may be wholly the responsibility of the Bidder. All copies and contents of the bid, attachments, and explanations thereto submitted in response to this ITB, except copyrighted material, shall become the property of the Owner regardless of the Bidder selected. Response to this solicitation does not constitute an agreement between the Bidder and the Owner.
The Owner is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of Jefferson County, or any other means of delivery employed by the Bidder. Similarly, the Owner is not responsible for, and will not open, any bid responses which are received later than the date and time indicated above. Late bid responses will be retained in the ITB file, unopened.
Released by:
______
INVITATION TO BID
# 25-12R
“Testing of Backflow Prevention”
Helen Rumley-Cunningham, Buyer
Room 830*716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203
Phone: (205) 214-8589
Email:
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:
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
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 #: 25-12R
Commodity: “TESTING OF BACKFLOW PREVENTION”
Principal Buyer: HELEN RUMLEY-CUNNINGHAM
Telephone: (205) 214-8589
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 DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8589
BUYER: HELEN RUMLEY-CUNNINGHAM BID NO: 25-12R
SHEET NO: 3
DECEMBER 07, 2011
INVITATION TO BID
Sealed bids, one original and two (2) copies, marked “ITB # 25-12R Testing of Backflow Prevention will be received by the Purchasing Manager, 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
Monday, December 14, 2011. Bids submitted after this date and time will not be considered, if determined to be in the best interest of the Owner.
Bids will be publicly opened at 2:00 P.M. (Central Standard Time) on Tuesday, November 15, 2011.
The Owner 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 approval and execution by the Owner. The term of this contact shall be for one year with two additional one-year renewals upon mutual agreement by both parties.
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 Owner 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 Helen Rumley-Cunningham, 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.
STATEMENT OF PURPOSE
This ITB provides interested parties with sufficient information to enable them to prepare and submit a response for consideration by the Owner. By submitting a response, you are affirming that you (in the case of individuals) and/or your organization are interested in contracting with the County to provide services covered herein. This document serves a two-fold purpose in that it is the County’s document of record showing our specifications, terms and conditions, besides the purchase order, that will be executed with regard to the purchase of the services requested herein.
SCOPE OF WORK
Provide labor and materials for testing of Back Flow Assemblies for Jefferson County General Services and Jefferson County Environmental Services, and provide reports to all parties due this information.
Continued on sheet 4
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8589
BUYER: HELEN RUMLEY-CUNNINGHAM BID NO: 25-12R
SHEET NO: 4
DECEMBER 07, 2011
INVITATION TO BID (Cont’d)
SPECIFICATIONS
Testing shall be performed by personnel certified and approved by the Birmingham Water Works. All reports required by the Birmingham Water Works of other water utility operations shall be submitted to them and copies of these reports shall be sent to the Jefferson County Department request testing. Any Back Flow Assembly that fails shall be reported as soon as possible to the Jefferson County Department requesting testing. All repairs must be approved by the Jefferson County Department requesting testing representative
BID SUBMITTAL:
The Owner 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.
PERMITS, CODES & REGULATIONS: All equipment, construction, and installation will comply with City, County, State and Federal codes and Regulations. Successful bidder will obtain and pay for all permits necessary, notify proper authorities for inspections and furnish any certificates required for the work.
MINIMUM QUALIFIED BID:
The following are the minimum qualifications for Bidders:
· Is authorized to conduct business in the State of Alabama and Jefferson County
PERFORMANCE BOND:
Successful bidder will furnish surety bond equal to the amount of contract at no cost to the County, to guarantee that all conditions and specifications of this Invitation will be fulfilled. Bond will be furnished to the Purchasing Agent not later than fourteen (7) days after requested.
EXAMINATION OF SITE:
All bidders are expected to visit the site of the work to ascertain existing conditions. Failure to do so will in no way relieve the successful bidder from the necessity of furnishing all materials and equipment, and performing all work required for completion of the contract.
INSTALLATION/QUALITY ASSURANCE:
Use adequate numbers of skilled workmen, under proper supervision, who are thoroughly trained and experienced in the necessary crafts and who are completely familiar with the specified requirements and the methods needed for proper performance of the work in these specifications. All areas must be cleaned of dirt and debris after each day’s work.
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 Jefferson County Commission
Finance Department Environmental Services
Room 820 County Courthouse John S. Young, Jr. Receiver
716 Richard Arrington Jr. Blvd. North 716 Richard Arrington Jr. Blvd. N. Suite A-300
Birmingham, AL 35203 Birmingham, AL 35203
*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the Owner to process payment. Invoices that do not reference an authorized Purchase Order will be returned to the vendor.
Continued on sheet 5
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8589
BUYER: HELEN RUMLEY-CUNNINGHAM
BID NO: 25-12R
SHEET NO: 5
DECEMBER 07, 2011
INVITATION TO BID (Cont’d)
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.
CANCELLATION
Failure to deliver as specified and in accordance with the ITB submitted, including promised delivery will constitute sufficient grounds for cancellation of the order at the option of the Owner.
TERMINATION OF CONTRACT
This contract may be terminated by the Owner 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 Owner 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 Owner for damages sustained by virtue of a breach by the Contractor.
PRICES
Include transportation (including fuel surcharge, if applicable). Prices quoted must include delivery. Prices must remain firm for 12 months.
PRICES MUST BE FIRM, FIXED PRICES FOR THE INITIAL YEAR OF THE CONTRACT PERIOD.
PRE-PAYMENTS
No pre-payments of any kind will be made prior to shipment.
TAX
Jefferson County is exempt from all tax. Provided however, bidder shall be responsible for payment of all sales, use, lease, ad valorem and any other tax that may be levied or assessed by reason of this transaction.
In the event of a general price reduction, the County will receive the benefit of such reduction on any undelivered portion of contract.