JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5382 (Office); (205) 214-4034 (Fax)
PRINCIPAL BUYER: SANDRA TELLIS JULY 21, 2016 M.D. MATTHEWS, PURCHASING AGENT MUNIS #16070/ITB: 113-16
TO: / Prospective BiddersINVITATION FOR BID NUMBER: / 113-16 (Full document available for download at http://paca.jccal.org)
SEPARATE SEALED BIDS FOR : / SELF PROPELLED BROOM (2016)
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Sandra Tellis, Principal Buyer
Room 830, 716 Richard Arrington Jr. Blvd North
Birmingham, AL 35203-0009
***IMPORTANT SOLICITATION DATES***
BID DUE DATE: / BID OPENING DATE:
AUGUST 11, 2016 BY 11:59 P.M.
(Central Standard Time) / AUGUST 12, 2016 @ 10:00 A.M.
(Central Standard Time)
Return responses to this Invitation to Bid in a sealed envelope marked:
ITB # FOR “2016 SELF PROPELLED BROOM”
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 no later than JULY 28, 2016 by 5:00P.M. CST. Those vendors submitting a Notification of Intent will be sent any related addendum, answers to inquiries, Excel Pricing Spreadsheet, etc. pertaining to this ITB. Notification of intent must be e-mailed to on for before the date indicated.
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 Sandra Tellis at no later than Thursday, July 28, 2016 by 5:00 PM.
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date.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.
The County 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 will 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 Jefferson County Commission regardless of the Consultant selected.
Response to this solicitation does not constitute an agreement between the Bidder and the County.
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 responses which are received later than the date and time indicated above. Late bid responses will be retained in the bid file, unopened.
Released by:
______
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JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5382 (Office); (205) 214-4034 (Fax)
PRINCIPAL BUYER: SANDRA TELLIS JULY 21, 2016 M.D. MATTHEWS, PURCHASING AGENT MUNIS #16070/ITB: 113-16
INVITATION TO
BID #113-16/MUNIS #16070
“2016 SELF PROPELLED BROOM”
Sandra Tellis, Principal Buyer
Room 830*716 Richard Arrington Jr. Blvd N
Birmingham, Alabama 35203
Phone: (205) 325-5382
Email:
Page 21 of 23
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5382 (Office); (205) 214-4034 (Fax)
PRINCIPAL BUYER: SANDRA TELLIS JULY 21, 2016 M.D. MATTHEWS, PURCHASING AGENT MUNIS #16070/ITB: 113-16
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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JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5382 (Office); (205) 214-4034 (Fax)
PRINCIPAL BUYER: SANDRA TELLIS JULY 21, 2016 M.D. MATTHEWS, PURCHASING AGENT MUNIS #16070/ITB: 113-16
Adamsville, City of
Alabama School of Fine Arts
Alabaster, City of
Alabaster Board of Education
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
Eastern Valley Volunteer Fire Dept
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale, City of
Glennwood Fire District
Gardendale, City of
Auburn d/b/a Harris Early Learning Center
Helena, City of
Homewood, City of
Hoover, City of
Hueytown, City of
Irondale, City of
Jefferson County 911 Emergency
Communication District, Inc.
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
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
North Shelby Fire Department
Palmerdale Fire Department
Pelham, City of
Pelham Civic Center
Pelham Water Department
Pell City School System
Pinson, City of
Pleasant Grove, City of
Rocky Ridge Fire/Rescue
Shannon Fire Department
Shelby County Board of Education
St. Clair County Board of Education
Storm Water Management Authority
Sylvan, Town of
Tarrant, City of
Tarrant City Board of Education
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
Warrior, City of
Warrior River Fire & Rescue Service
Water River Water Authority
Page 21 of 23
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5382 (Office); (205) 214-4034 (Fax)
PRINCIPAL BUYER: SANDRA TELLIS JULY 21, 2016 M.D. MATTHEWS, PURCHASING AGENT MUNIS #16070/ITB: 113-16
Page 21 of 23
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5382 (Office); (205) 214-4034 (Fax)
PRINCIPAL BUYER: SANDRA TELLIS JULY 21, 2016 M.D. MATTHEWS, PURCHASING AGENT MUNIS #16070/ITB: 113-16
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 #: MUNIS #16070/ITB 113-16
Commodity: “2016 SELF PROPELLED BROOM”
Principal Buyer: SANDRA TELLIS
Telephone: (205) 325-5382
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
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JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5382 (Office); (205) 214-4034 (Fax)
PRINCIPAL BUYER: SANDRA TELLIS JULY 21, 2016 M.D. MATTHEWS, PURCHASING AGENT MUNIS #16070/ITB: 113-16
INVITATION TO BID
Sealed bids marked "2016 SELF PROPELLED BROOM” will be received by the Purchasing Manager, Room 830 * 716 Richard Arrington Jr Blvd N, Birmingham, Alabama.
Bids will be accepted until 11:59 P.M. central time (standard or daylight savings time, as applicable) on Thursday, AUGUST 11, 2016. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 10:00 A.M. on Friday, AUGUST 12, 2016.
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 AUGUST 25, 2017. However, the contract may be extended, at the County’s option, for a period of up to two additional 1 year terms.
CONTRACT PERIOD:
Contract will be good for the period August 25, 2016 to August 25, 2017.
BACKGROUND:
The mission of Jefferson County Commission is to find a reliable, qualified dealer/vendor to provide and maintain the vehicle(s)/Equipment, as outline in our specifications, for Jefferson County’s Fleet Management and Purchasing Cooperative. All equipment furnished and the parts thereof shall be of the manufacturer’s latest listed and published stock models, which meet all the applicable requirements of the specification.
SCOPE OF SERVICES:
To provide dependable, affordable, vehicle(s)/Equipment, as outline in our specifications for use by departments of Jefferson County and it’s Purchasing Cooperative. The specifications for the Item(s) pertaining to this bid, represents features which are best suited for our intended use. Vehicles/Equipment will be purchased on an as needed basis by User Department and Purchasing Cooperative.
SPECIFICATIONS:
SEE PAGE(S) 11-15 FOR COMPLETE SPECIFICATIONS
All equipment will meet applicable Federal Motor Vehicle Standards, including O.S.H.A. and will include all applicable safety items required by Federal and State DOT regulations.
DELIVERY:
Will be to: Jefferson County Commission
Fleet Management Facility
1717 Vanderbilt Rd.
Birmingham, AL 35234
Attn: Charles Tyler
And other county entities and members of its Purchasing Cooperative.
INVITATION TO BID (CONTINUED)
PRICES:
Include transportation and Alabama Certification of Title and Registration. Title is to be made to JEFFERSON COUNTY COMMISSION or to individual members of PACA. It is REQUIRED that the bidder give the County and other PACA members credit for any manufacturer's fleet incentive program or governmental concession program benefits received. If mutually agreed upon within 36 months of bid opening this bid may be used as the basis for additional purchases.
Prices for auxiliary equipment will include installation
Questions pertaining to this invitation to bid should be addressed to Sandra Tellis, Principal Buyer at .
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.
If mutually agreed upon, additional contracts may be executed, based upon this bid for the same item(s) or related types and/or sizes.
Proprietary specifications may be waived for functional equivalents offered if approved by the County’s designated authorized
representative.
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.
PARTS AND SERVICE:
A local factory designated parts and repair/service dealership within ten (10) miles of Jefferson County borders and considered
adequate by the County will be required.
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
Department of Fleet Management
1717 Vanderbilt Road
Birmingham, AL 35234
*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 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 bid submitted, including promised delivery will constitute sufficient
grounds for cancellation of the order at the option of the County Commission.
INVITATION TO BID (CONTINUED)
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). Prices quoted must include delivery. Prices must remain firm for 12 months.
PRE-PAYMENTS:
No prepayments of any kind will be made prior to shipment.
TAX:
Jefferson County is exempt from all Federal Tax, and sales and use tax, except Alabama tax on oils, lubricants and fuels specifically bought for over-the-road transportation use.
PRICES:
Prices shall include transportation (including fuel surcharge, if applicable) and all billable charges related to the successful performance of this contract.
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.