ATTENTION ALL BIDDERS
RETURN THE ENCLOSED 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 #258-05
“GENERAL OFFICE SUPPLIES”
RETURN BY 5:00 P.M. ON
AUGUST 31, 2005
BUYER: DOROTHEA ROBINSON
For questions concerning this ITB
Contact: Dorothea Robinson, Buyer
Phone: (205) 521-7593
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
Bessemer
Bessemer Board of Education
Bessemer State Technical College
Bibb County Commission
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Library System
Brighton
Brookside
Center Point
Chelsea
Chilton County Board of Education
Chilton/Shelby Mental Health Board
Clay
Columbiana
Concord Fire Department
Copeland Ferry Fire Department
Cullman County Commission
Eastern Valley Volunteer Fire Dept
Fairfield
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale
Gardendale
Graysville
Greenpond Fire Department
Hay Valley Fire Department
Helena
Homewood
Hoover
Hoover Board of Education
Hueytown
Indian Ford Fire Department
Irondale
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
Lakeview Fire Department
Lakeview, Town of
Lawley Fire Department
Lawson State Community College
Leeds
Lipscomb
McAdory Fire Department
Midfield
Midfield Board of Education
Minor Heights Fire Department
Morris
Mountain Brook
Mountain Brook Board of Education
Mulga
Mulga Fire Department
North Johns
Oneonta City Board of Education
Pelham, City of
Pelham Civic Center
Pelham Water Department
Pell City Fire Department
Pleasant Grove
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 Springs
Tarrant
Tarrant City Board of Education
Trafford
Trussville Board of Education
Trussville Volunteer Fire Department
Tuscaloosa County Board of
Education
Tuscaloosa County Commission
Vestavia Hills
Vestavia Hills Board of Education
Virginia Mines Fire Department
Warrior
Warrior River Fire & Rescue Service
Westover 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: “GENERAL OFFICE SUPPLIES”
Bid #: 258-05
Principal Buyer: DOROTHEA ROBINSON
Telephone: (205) 521-7593
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, AL 35203
(205) 521-7593
BUYER: DOROTHEA ROBINSON
AUGUST 10, 2005
BID NO: 258-05
SHEET NO: 1
INVITATION TO BID
Sealed bids marked GENERAL OFFICE SUPPLIES 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 August 31, 2005. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 2:00 P.M. on September 1, 2005.
Contract for the period 10/01/05 thru 09/30/06 with renewal, at County’s option, each October 1st until 2008.
SCOPE OF CONTRACT
PRE-BID CONFERENCE
Mandatory pre-bid conference will be held 08/22/05 @ 10:30am Room 903 Courthouse. All bidders must be present in order for bid response to be accepted.
SPECIFICATIONS: 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.
DELIVERY:
Will be to: Jefferson County and PACA member locations
Purchase orders will be issued as deliveries are required.
F.O.B. Destination via best way.
Will be required within forty-eight (48) hours after receipt of order.
Failure to deliver as specified and in accordance with the proposal submitted, including promised delivery will constitute sufficient grounds for cancellation of the order at the option of the County Commission.
PRICES: Must be firm for each annual period of the contract for core and non-core items and must include transportation, inside delivery, handling, packaging, and service charges.
CONTINUED ON SHEET 2
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 521-7593
BUYER: DOROTHEA ROBINSON
AUGUST 10, 2005
BID NO: 258-05
SHEET NO: 2
INVITATION TO BID-CONTD
TAX: Jefferson County is exempt from all tax. Provided however, vendor 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.
Vendor 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.
Warehouse stock located in or near Jefferson County with 48 hour turn around delivery will be a requirement.
EVALUATION: If requested by the Jefferson County Commission or its agent, vendor will furnish references from a minimum of three (3) local customers for which they have provided services of the same type, size, and scope as requested herein so Jefferson County Commission can determine the vendor’s ability to fulfill this contract as specified.
AWARD: Pricing will not be the prime factor in determining award; service and availability will also be used to determine award that is in the best interest of Jefferson County.
GUARANTEE: Vendor certifies by responding, that he is fully aware of the conditions of service purpose for which item(s) included in this bid are to be purchase, and that his offering will meet these requirements of service and purpose to the satisfaction of the Jefferson County Commission and its Agent.
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.
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
30 day(s) written cancellation notice
CONTINUED ON SHEET 3
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5383
BUYER: DOROTHEA ROBINSON
AUGUST 10, 2005
BID NO: 258-05
SHEET NO: 3
INVITATION TO BID-CONTD
BID BOND: Each bid will require a bid bond, or cashier’s check for $500.00 of bid, and hereby agrees that in case of failure to execute a contract and furnish a performance bond, within 14 days after notice of award, the Jefferson County Commission will be paid by his bonding company the difference between the amount of the low proposal as submitted, and the amount of the proposal of the next higher bid, or if no other proposal is received, the full amount of the proposal guaranty will be recovered as liquidated damages for such default.
QUALIFICATIONS: Proposals 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
*Delivery 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 Jennifer Sherrod-Inventory or Dorothea Robinson-Purchasing.
*Vendor must provide the same percentage of discount for all core items and all items in its catalog.
*Successful vendor will be required on an annual basis to conduct in-house instructions and overview of the terms and conditions of this contract including the distribution of current catalog and core list catalog. These meetings may take place over several days and at different county or PACA member locations.
*Unit prices shall be firm for the initial annual term of contract. Increase in unit prices, if any,
for subsequent annual periods shall be within the percentage of increase indicated in vendor’s bid and must be submitted thirty-days prior to contract expiration date. Notification and documentation of increase shall be submitted to Jefferson County Purchasing Department for approval by Jefferson County Commission. Contract renewal/extension will constitute acceptance of price increases.
CONTINUED ON SHEET 4
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 521-7593
BUYER: DOROTHEA ROBINSON
AUGUST 10, 2005
BID NO: 258-05
SHEET NO: 4
INVITATION TO BID-CONTD
*Unit price shown on purchase order and price on vendor’s invoice must match in order to be processed for payment. Therefore, vendor must notify Jefferson County Purchasing Department of pricing errors within eight hours of receipt of purchase order.
*Vendor must, on a quarterly basis (minimum), monitor order history for Jefferson County and PACA members and submit to the County a listing of duplicate items that have been ordered in different units of measure (i.e. each, dozen, package of 2, 4, 6, 8, or 12, etc) then show the County and PACA members the unit of measure or packaging that will produce the best value for the dollar.
*Vendor must have a liberal return policy. Please include return policy in your response.
*Vendor must notify Jefferson County and PACA members of changes in packaging of item, e.g. each changed to box of two or pkg changed to each, etc., within five (5) working days.
*Vendor must be capable of furnishing, at no charge, catalogs as follows: complete product line catalog, custom catalog. (Core items only)
*Order placement shall be via facsimile, Internet or 800 toll free numbers. If Internet ordering is provided, it must be real-time. Also, any software and/or modem required to access successful bidder’s Internet site must be furnished at no charge to Jefferson County or PACA members participating in this contract.
*Vendor must furnish, within three days, notification of discontinued products with recommendation for replacement item. Notification must include the complete description of the item, item/sku number,
and any other pertinent information to assist the County with proper identification of commodity.
*At the end of each contract period, vendor must document the percentage ratio of core items versus non core items purchased by Jefferson County Commission and PACA members.
SUBSTITUTIONS: The items and manufacturers listed in this ITB have proven to be of a grade, quality and availability which are acceptable to Jefferson County, therefore, substitutions will not be considered unless approved prior to scheduled opening of ITB. Substitutions must be submitted to Jennifer Sherrod and Dorothea Robinson for evaluation. Approval of substitute item(s) must be signed, dated and returned with ITB response.
The award will be made on all or none basis. Vendor will quote on all items.
TERMINATION: Jefferson County may, by a thirty (30) day written notice, terminate this contract in whole or in part if vendor fails to perform adequately the services, terms or promises vendor proposed in their response to this ITB.
GENERAL: The Jefferson County Commission expressly reserves the right to reject any or all proposals, or parts of proposals, and to make the award or awards as the best interest of the County appears.
______
Dorothea Robinson
Buyer
CONTINUED ON SHEET 5
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 521-7593
BUYER: DOROTHEA ROBINSON AUGUST 10, 2005
BID NO: 258-05
SHEET NO: 5
INVITATION TO BID-CONTD
BID
PRICING
(Vendor must use this form)
Fill in all spaces.
Annual prices guaranteed for the period 10/01/05 to 10/01/06 on all core and non-core list items.
Currently, 50% of the purchases from this contract are made utilizing this core list. It is the intent of Jefferson County to increase these core list purchases to a minimum of 90% or more during the contract period.
I. $______Grand Total for Core Items
II. ______% Discount for All Items (Office supply consumables, this does not include furniture, office machines or copy paper). Toner and other computer consumables are not be included in this bid.