NOTICE TO BIDDER
THE ATTACHED ITB (INVITATION TO BID) IS BEING SENT VIA EMAIL AND/OR FACSIMILE TRANSMISSION
VENDORS INTERESTED IN SUBMITTING A BID MUST RETURN THE ATTACHED ITB IN A SEALED ENVELOPE VIA US POSTAL SERVICE, FEDEX, OR OTHER MEANS THAT WILL COMPLY WITH THE REQUIREMENTS FOR THE BID TO REACH OUR OFFICE BY 5:00PM ON THE RETURN DATE.
FAXED OR E-MAILED BIDS CANNOT BE ACCEPTED
RETURN THE ENCLOSED INVITATION TO BID IN A SEALED ENVELOPE TO:
JACK C. COLLAR,
PURCHASING MANAGER
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD NORTH
BIRMINGHAM, AL 35203
YOU MUST MARK ON THE ENVELOPE:
SEALED BID#166-07
“LABORATORY DISHWASHERS”
RETURN BY 5:00 P.M. ON
Wednesday, March 14, 2007
For questions concerning this RFP or ITB
Contact: Janice Ridgeway, Principal Buyer
Phone: (205) 214-8588
Email:
No faxed or email responses will be accepted
PURCHASING ASSOCIATION OF CENTRAL ALABAMA
TO ALL BIDDERS:
The attached Request for Proposal presents a cooperative proposal for the Purchasing Association of Central Alabama (PACA) members below:
Adamsville
Alabama School of Fine Arts
Alabama Technology Network
Alabaster, City of
Bessemer, City of
Bessemer Board of Education
Bessemer State Technical College
Bibb County Commission
Bibb County Firefighters Assoc
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Library System
Brighton, City of
Brookside, City of
Cahaba Valley Fire & Rescue
Center Point, City of
Chelsea, City of
Chilton County Board of Education
Chilton/Shelby Mental Health Board
Columbiana, City of
Concord Fire Department
Copeland Ferry Fire Department
Cook Springs Fire Department
Cullman County Commission
Eastern Valley Volunteer Fire Dept
Fairfield, City of
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale, City of
Gardendale, City of
Graysville, City of
Greenpond Fire Department
Hay Valley Fire Department
Helena
Homewood, City of
Hoover, City of
Hoover Board of Education
Hueytown, City of
Indian Ford Fire Department
Irondale, City of
Jefferson County Board of Education
Jefferson County Commission
Jefferson County Fire Districts
Jefferson County Housing Authority
Jefferson County Library Coop
Jefferson State Community College
Kimberly, City of
Lakeview Fire Department
Lakeview, Town of
Lawley Fire Department
Lawson State Community College
Leeds Board of Education
Leeds, City of
Lipscomb, City of
McAdory Fire Department #1
McAdory Fire Department #2
Midfield, City of
Midfield Board of Education
Minor Heights Fire Department
Morris, City of
Mountain Brook, City of
Mountain Brook Board of Education
Mulga, Town of
North Johns
North Shelby Fire Department
Oneonta City Board of Education
Palmerdale Fire Department
Pelham, City of
Pelham Civic Center
Pelham Water Department
Pell City Fire Department
Pleasant Grove, City of
Riverside Fire Department
Rocky Ridge Fire/Rescue
Saragossa Volunteer Fire Department
Shannon Fire Department
Shelby County Board of Education
Shelby County Commission
Shelby County Work Release
St. Clair County Fire & EMS
Storm Water Management Authority
Sylvan, 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
Vestavia Hills, City of
Vestavia Hills Board of Education
Virginia Mines Volunteer Fire Dept
Walker County Firefighters Assn
Warrior, City of
Warrior River Fire & Rescue Service
West Blocton Volunteer Fire & Rescue
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.
Commodity: “LABORATORY DISHWASHERS”
Bid #: BID 166-07
Principal Buyer: JANICE RIDGEWAY
Telephone: (205) 214-8588
The proposal 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 Request for Proposal 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, ALABAMA 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
MARCH 7, 2007
BID #166-07
SHEET 2
INVITATION TO BID
Sealed bids marked “LABORATORY DISHWASHERS” will be received by the Purchasing Manager, Room 830 * 716 Richard Arrington Jr. Blvd N, Birmingham, Alabama.
BID DUE DATE: Wednesday, March 14, 2007 until 5:00 P.M. central time (standard or daylight savings time, as applicable). Bids submitted after this date and time will not be considered.
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.
PUBLIC BID OPENING: Thursday, March 15, 2007 @ 2:00 p.m. Central Time (Standard or Daylight Savings Time, as applicable) Jefferson County Purchasing Department, Room 830, Courthouse, Birmingham, AL 35203
ATTENTION BIDDERS: Included as a part of this contract is a cover sheet that lists members of the Purchasing Association of Central Alabama (PACA), who will be entitled to utilize this bid when awarded. Bidders who submit bids are thereby agreeing to provide commodities and services included in this contract to present and future members of the Purchasing Association of Central Alabama (PACA).
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.
BID EVALUATION/AWARD: The award will be made on an all or none basis, or by groups, all or none, or in a manner that is in the best interest of the County. Bidder must quote on all items listed in this bid to be qualified for evaluation and award. Evaluation of this bid will be based on pricing, product quality, availability, and service.
CONTINUED ON SHEET 3
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR. BLVD N
BIRMINGHAM, ALABAMA 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
MARCH 7, 2007
BID #166-07
SHEET 3
INVITATION TO BID (CONTINUED)
BRAND NAMES: 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.
SUBSTITUTION: Must be evaluated and approved prior to the bid opening or bid will be considered null and void. For further information and evaluation of your substituted item, contact Valerie Hand @ 205-238-3833. Substitution approval documentation must include the brand name of item substituted and be signed and dated by Lynn Wood King, Director of Barton Lab, and submitted with the bid or bid will be considered null and void.
If requested by the Jefferson County Commission or its agent, bidder will have substituted equipment available for an onsite evaluation upon request of using department. Substituted items must meet or exceed specifications offered.
BIDDER REQUIREMENTS:
· BID BOND: State Bid Law requires a bid bond or cashier’s check be submitted for 5% of bid for any bid exceeding $10,000.00
· Proposals will be considered only from companies that have been established for a minimum of
three (3) years under the same name and ownership.
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, if applicable.
JEFFERSON COUNTY GENERAL SERVICES DEPARTMENT WILL PERFORM ALL CONNECTIVITY FOR UTILITIES (ELECTRICAL, PLUMBING, GAS) WHERE APPLICABLE.
PARTS & SERVICE: A local parts and service facility considered adequate by the Jefferson County Commission will be required.
WARRANTY: Equipment furnished will be serviced by Jefferson County in accordance with manufacturer's recommendations, and shall carry the standard warranty offered to the general public.
The successful bidder will furnish two (2) parts books and two (2) service manuals for each type of equipment (Microsoft Word on CD or diskette also acceptable). At the County's option, each bidder will submit his standard replacement parts catalog with price list and discount.
CONTINUED ON SHEET 4
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR. BLVD N
BIRMINGHAM, ALABAMA 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
MARCH 7, 2007
BID #166-07
SHEET 4
INVITATION TO BID (CONTINUED)
DELIVERY: Will be F.O.B. Destination to:
Environmental Services – Barton Laboratory
1290 Oakgrove Road
Birmingham, AL 35209
Contact Person: Valerie Hand – 205-238-3833
Inside Delivery Required
Delivery is guaranteed within ______days after order date.
ORDER CANCELLATIONS: 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 Jefferson County Commission.
GENERAL SERVICES WILL PERFORM ALL CONNECTIVITY FOR UTILITIES (ELECTRICAL, PLUMBING, GAS) WHERE APPLICABLE, AND REMOVAL OF EXISTING DISHWASHERS, AND
INSTALLATION OF NEW DISHWASHERS.
PRICES: Must include freight, shipping, and handling charges.
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.
QUANTITIES: Quantities shown are estimates, and are not a guarantee to buy in the amount shown.
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
If mutually agreed upon within twelve (12) months from bid opening date, this bid may be used as the basis for additional purchases.
CONTINUED ON SHEET 5
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR. BLVD N
BIRMINGHAM, ALABAMA 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
MARCH 7, 2007
BID #166-07
SHEET 5
INVITATION TO BID (CONTINUED)
VENDOR INVOICING INSTRUCTIONS: (APPLIES TO JEFFERSON COUNTY DEPARTMENTS ONLY):
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 Finance Department
Room 820, Birmingham 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.
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 the 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 a 45-day written notification to the Purchasing and Accounting Divisions of Jefferson County.
PRE-PAYMENTS: No pre-payments of any kind will be made prior to shipment.
PROTECTION DAMAGE: Contractor will be responsible for any damage to property of the County or others caused by him, his employees or sub-contractors, and will replace and make good such damage. The Contractor will maintain adequate protection to prevent damage to his work and property of others, and take all necessary precautions for the safety of his employees and others. The Contractor will comply with all safety laws and regulations in effect in the locality.
INSURANCE
The successful bidder will maintain such insurance as will protect him and the County from claim under Workmen's Compensation Acts, and from claims for damage and/or personal injury, including death, which may arise from operations under this contract. Insurance will be written by companies authorized to do business in Jefferson County, Alabama and shall include Jefferson County, Alabama as Added Additional Insured including a thirty (30) day(s) written cancellation notice. Evidence of insurance will be furnished to the Purchasing agent not later than seven (7) day(s) after Purchase Order/contract date.
CONTINUED ON SHEET 6
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR. BLVD N
BIRMINGHAM, ALABAMA 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
MARCH 7, 2007
BID #166-07
SHEET 6
AMENDED INVITATION TO BID (CONTINUED)
Insurance Minimum Coverage:
Contracting party shall file the following insurance coverage and limits of liability with the County's Risk Management Office and Purchasing Department before beginning work with the County.
General Liability:
$1,000,000 - Bodily injury and property damage combined occurrence
$1,000,000 - Bodily injury and property damage combined aggregate
$1,000,000 - Personal injury aggregate
Comprehensive Form including Premises/Operation, Products/Completed Operations, Contractual, Independent contractors, Broad Form property damage and personal injury.
Automobile Liability:
$1,000,000 - Bodily injury and property damage combined coverage
Any automobile including hired and non-owned vehicles
Workers Compensation and Employers Liability:
$100,000 - Limit each occurrence
Umbrella Coverage:
$1,000,000 - Each occurrence
$1,000,000 - Aggregate
Added Additional Insured:
Jefferson County, Alabama