2014 Celebrating Excellence Magazine - Purchasing
Contents
1. Certification of Compliance Complete the E Verify document online if your company is located in Alabama or your company has employees working in Alabama e Contractor s one page E verify Employment Eligibility Verification form see example included in Appendix E Verify If you have previously enrolled in E Verify follow these instructions Log onto www uscis gov everify Click Edit Company Profile and print this one page document This one page document must be submitted prior to a contract or purchase order being issued If you are not currently enrolled in E Verify follow these instructions Log onto www uscis gov everify Click Getting Started for information about the program requirements and enrollment process Click Enroll in E Verify and begin enrollment process When enrollment process is complete click Edit Company Profile and print this one page document This one page document must be submitted prior to a contract or purchase order being issued For further assistance please consult the E Verify Quick Reference Guide 2 0 3 0 4 0 5 0 INVITATION FOR BID QUALIFICATIONS AND STANDARDS Due to the importance of maintaining a safe University environment it is imperative that the successful bidder meet certain qualifications that will guarantee The University of Alabama the successful Bidder is qualified to furnish and deliver products equipment and services or furnis2. board or director member employee or holder of more than 5 of the fair market value of your firm or any member of their households is an employee of The University of Alabama and you or your firm is awarded a contract as a result of this solicitation then within ten 10 days after the contract is entered into you agree to file a copy of that contract with the State of Alabama Ethics Commission in accordance with Code of Alabama Section 36 25 11 and upon request by the University furnish evidence of such filing 3 By accepting payments agreed to in any purchase order resulting from this bid Contractor certifies that to its knowledge no University employee or official and no family members of a University employee or official will receive a benefit from these payments except as has been previously disclosed in writing to the University on the Disclosure Statement of Relationship Between Contractors Grantees and Employees Officials of The University of Alabama AUTHENTICATION OF BID AND STATEMENT OF NON COLLUSION AND NON CONEFLICT OF INTEREST hereby swear or affirm under the penalty for false swearing as provided in Code of Alabama 6 5 180 that 1 In accordance with Code of Alabama Section 41 16 25 amended 1975 that the attached response has been arrived at independently and has been submitted without collusion with and without any agreement understanding or planned common course of action with any other vendor of materials supplies equ
3. Conditions All Bidders submitting a bid must read all specifications carefully and respond accordingly Failure to do so may eliminate your bid from consideration due to non compliance 1 0 GENERAL SPECIFICATIONS 1 1 1 3 1 4 1 5 1 6 1 7 Any contract resulting from this request will be made available to other eligible entities This may include but is not limited to The University of Alabama System comprised of The University of Alabama The UAB Enterprise consisting of The University of Alabama at Birmingham the UAB Health System and their related foundations and affiliates and The University of Alabama in Huntsville Huntsville AL and other state entities Contracts resulting from the award of this request cover shipments by any entity listed above Each entity will generate its own purchase orders payments etc and delivery must be made according to the instructions on the purchase order The thrust of the contract is to obtain greater volume price discounts by combining the volume of purchases from participating entities within the State of Alabama All bid responses technical information and any other attachments furnished to The University of Alabama in response to this request for quotation must be submitted in duplicate THE ORIGINAL BID AND ATTACHMENTS WITH ORIGINAL SIGNATURE AND ONE EXACT COPY OF THE ENTIRE BID RESPONSE Bidders who fail to follow this format may be disqualified from the evaluation and award
4. be provided or uploaded to printer s Web site Job will be provided in PDF format unless otherwise specified Publication must be delivered within thirteen 13 working days of printer s receipt of disk or PDF via Web site A 2 penalty per day may be assessed for late delivery Printer must show a fully assembled color proof before printing Mail proof to Stephanie Brumfield College of Arts and Sciences Dean s Office The University of Alabama 712 Capstone Drive Tuscaloosa AL 35487 MAILING SPECIFICATIONS Mail approximately 56 000 copies Mailing list will be provided in Excel with separate fields for name address 1 address 2 city state and zip DELIVERY Deliver approximately 1 000 copies to Stephanie Brumfield College of Arts and Sciences Dean s Office The University of Alabama 712 Capstone Drive Tuscaloosa AL 35487 Deliver approximately 4 000 copies to University Mail Services The University of Alabama Barnwell Hall 800 Bryant Drive Tuscaloosa AL 35487 THE UNIVERSITY OF ALABAMA CERTIFICATION OF COMPLIANCE WITH THE STATE OF ALABAMA IMMIGRATION LAW The undersigned officer of Company certifies to the Board of Trustees of the University of Alabama that the Company does not employ an individual or individuals within the State of Alabama SIGNATURE OF COMPANY OFFICER PRINT COMPANY NAME PRINT NAME OF COMPANY OFFICER PRINT TITLE OF COMPANY OFFICER DATE PALS k pi
5. federal immigration law or knowingly employ hire for employment or continue to employ an unauthorized alien within the state of Alabama Furthermore a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom To the fullest extent permitted by law the Contractor shall defend indemnify and hold harmless the University from any and all losses consequential damages expenses including but not limited to attorneys fees claims suits liabilities fines penalties and any other costs arising out of or in any way related to Contractor s failure to fulfill its obligations contained in this paragraph or contained in the Alabama Immigration Law Act 2011 535 as amended State of Alabama Immigration Law Act 2011 535 The successful contractor will be required to provide written certification they are in compliance with Section 9 of the State of Alabama Immigration Law Act 2011 535 One of the two required documents must be submitted prior to issuance of a University contract or purchase order Please complete and submit the form or document that applies to your company Complete this document only if your company is not located in Alabama and your company does not have employees or subcontractors that work in the State of Alabama e Certification of Compliance and affidavit forms included with this solicitation see Appendix
6. member of such employee or official that will enable such employee or official or his her family member to benefit from this contract If so please state the names relationships and nature of the benefit For employees of the University family members include spouse and dependents For members of the Board of Trustees officials family members include spouse dependents adult children and their spouses parents in laws siblings and their spouses This Disclosure Form will be available for public inspection upon request The above information is true and accurate to the best of my knowledge Signature of Authorized Agent of Contractor Grantee Date RETURN FORM TO The University of Alabama Purchasing Dept Box 870130 Tuscaloosa AL 35487 0130 Ph 205 348 5230 Fax 205 348 8706 www purchasing ua edu
7. phase of this bid The stated requirements appearing elsewhere in this solicitation shall become a part of the terms and conditions of any resulting contract Any deviations there from must be specifically defined If accepted by the University the deviations shall become part of the contract but such deviations must not be in conflict with the basic nature of this solicitation Note Bidders shall not submit their standard terms and conditions or purchase order terms as exceptions to or modification of the terms and conditions of this solicitation Each exception to or modification of a University term and condition shall be individually listed by the bidder Failure to follow this instruction may result in the determination that a bid submission is non responsive to a solicitation and the rejection of that bid The issuance of a University Purchase Order P or a signed Contract document is required to constitute a contract between the successful Bidder and the University which shall bind the successful Bidder to furnish and deliver the commodities ordered at the prices terms and conditions quoted and in accordance with the specifications of this Solicitation as well as the terms and conditions of the University s Purchase Order or Contract No shipments are to be made to The University of Alabama without the issuance of a Purchase Order P Bidders are not to accept or ship items against a requisition number R Any questions con
8. OF ALABAMA PURCHASING DEPARTMENT Street Address 1101 Jackson Ave Suite 3000 Tuscaloosa Alabama 35401 Buyer Jana Weaver OR Mailing Address Box 870130 Phone 205 348 3954 Tuscaloosa Alabama 35487 Email jweaver fa ua edu PHONE 205 348 5230 FAX 205 348 8706 Bid Responses may NOT be faxed or emailed IMPORTANT SEALED BIDS MUST BE RECEIVED BY 03 17 2014 2 00 P M CST TIME Bid number and opening date must be clearly marked on the outside of all bid packages 1 Pursuant to the provisions of the State of Alabama Competitive Bid Law Section 41 16 20 and or 39 2 rules and regulations adopted there under sealed bids will be received on the items noted herein by The University of Alabama Purchasing Department until the date and time stated above In accordance with Alabama State Bid Law Section 41 16 27 where applicable the University reserves the right to enter into negotiations within thirty 30 days of the bid opening 2 The University s General Terms and Conditions and Instructions to Bidders apply to this Solicitation and shall become a part of any contract issued hereunder 3 For purposes of this Solicitation the Solicitation documents shall consist of the following components a Invitation for Bid and any Addenda b General Terms and Conditions c Instructions to Bidders In the event that any provision of the component parts of the Solicitation conflicts with any provision of any other component parts the component
9. RATION IN THE BID EVALUATION DUE TO NON COMPLIANCE THE UNIVERSITY WILL NOT ACCEPT AN OVERAGE OR UNDERRUN FROM THE QUANTITIES SPECIFIED ON THE PURCHASE ORDER Cost to ship remaining copies of the CELEBRATING EXCELLENCE MAGAZINE to The University of Alabama as specified should be FOB Tuscaloosa AL 35487 and therefore must be included in the cost for printing DO NOT show as a separate shipping cost ITEM APPROX NO QUANTITY DESCRIPTION TOTAL PRINTING OF CELEBRATING EXCELLENCE MAGAZINE 8 pgs 1 58 000 copies Base price 1000 copies up to 62 000 1000 copies down to 56 000 PAPER STOCK QUOTED MAILING 2 47 000 copies Mailing list will be provided in Excel with separate fields for name address 1 address 2 city state and Zip Delivery of remaining copies as per attached schedule Mailing and Delivery can be made as specified yes no If not when INVITATION FOR BID 11 0 TECHNICAL SPECIFICATIONS DEPARTMENT TITLE College of Arts and Sciences Dean s Office 2014 CELEBRATING EXCELLENCE MAGAZINE PRINTING SPECIFICATIONS APPROX QUANTITY 58 000 PAPER SIZE FINISHED SIZE NO OF PAGES STOCK INK BLEEDS BINDING DISK TURNAROUND PROOFS 17 X 11 folded to 8 5 x 11 8 5x 11 8 finished 100lb dull text Color White 4 color process 2 sides Bleed all sides front and back Saddle stitch Disk with camera ready art will
10. SE Up f a a fe VisTRe f 4 lfe 5 J gt AS LAND Str Employment Eligibility Verification Welcome User ID Last Login Log Out Click any Bro help ill Company Information My Cases New Cases o View Cases Company Name View Edit Search Cases Company ID Number Doing Business As DBA My Profile Edit Profile Name Change Password DUNS Number Change Security Questions Edit Company Profile Physical Location Mailing Address Add New User Address 1 Address 1 View Existing Users Address 2 Address 2 Close Company Account City City State State View Reports Zip Code Zip Code View Essential Resources County Take Tutorial View User Manual Additional Information Contact Us Employer Identification Number Total Number of Employees Parent Organization Administrator Organization Designation Employer Category Federal Contractor Category Employees being verified NAICS Code Total Hiring Sites Total Points of Contact View MOU U S Department of Homeland Security www dhs gov U S Citizenship and Immigration Services www uscis gov Accessibility Download Viewers THE UNIVERSITY OF ALABAMA DISCLOSURE STATEMENT 1 Contract Purchase Order No 2 Name of Contract Grantee Address Telephone Fax 3 Nature of Contract Grant 4 Does the contractor grantee have any relationships with any employee or official of the University or a family
11. THE UNIVERSITY OF ALABAMA INVITATION FOR BID T054060 NAME 2014 Celebrating Excellence Magazine ADDENDUM 2 Date March 11 2014 ATTENTION This is not an order Read all instructions terms and conditions carefully IMPORTANT RESPONSE TO IFB MUST BE RECEIVED BY MARCH 17 2014 2 00 P M CST Offeror must acknowledge receipt of this and any addendum as stated in the Invitation For Bid The following shall become part of the Invitation For Bid Mailing to include all costs associated with shipping and handling Cost for postage to be invoiced after all items have been mailed In order for postage to be paid successful contractor must submit an official US postal receipt with quantities and postal charges listed along with an itemized invoice The IFB may be found at http purchasing ua edu pdfs PendingBids T054060 pdf THE UNIVERSITY OF ALABAMA INVITATION FOR BID T054060 NAME 2014 Celebrating Excellence Magazine ADDENDUM 1 Date March 7 2014 ATTENTION This is not an order Read all instructions terms and conditions carefully IMPORTANT RESPONSE TO IFB MUST BE RECEIVED BY MARCH 17 2014 2 00 P M CST Offeror must acknowledge receipt of this and any addendum as stated in the Invitation For Bid The following shall become part of the Invitation For Bid Please note the correction in the approximate quantity of copies mailed The attached quote sheet should be used to submit your bid Thank you The IFB m
12. ay be found at http ourchasing ua edu pdfs PendingBids T054060 pdf Revised 3 7 14 10 0 ITEM NO QUOTE SHEET QUOTE THE FOLLOWING ITEMS AS INDICATED OR EQUAL NOTE PLEASE READ THE BID REQUIREMENTS CAREFULLY AND RESPOND ACCORDINGLY FAILURE TO COMPLETE ALL INFORMATION REQUESTED MAY ELIMINATE YOUR BID FROM CONSIDERATION IN THE BID EVALUATION DUE TO NON COMPLIANCE THE UNIVERSITY WILL NOT ACCEPT AN OVERAGE OR UNDERRUN FROM THE QUANTITIES SPECIFIED ON THE PURCHASE ORDER Cost to ship remaining copies of the CELEBRATING EXCELLENCE MAGAZINE to The University of Alabama as specified should be FOB Tuscaloosa AL 35487 and therefore must be included in the cost for printing DO NOT show as a separate shipping cost APPROX QUANTITY DESCRIPTION TOTAL PRINTING OF CELEBRATING EXCELLENCE MAGAZINE 8 pgs 58 000 copies Base price 1000 copies up to 62 000 1000 copies down to 56 000 PAPER STOCK QUOTED MAILING 56 000 copies Mailing list will be provided in Excel with separate fields for name address 1 address 2 city state and Zip Delivery of remaining copies as per attached schedule Mailing and Delivery can be made as specified yes no If not when THE UNIVERSITY OF ALABAMA INVITATION FOR BID ATTENTION This is not an order Read all instructions and terms and conditions carefully INVITATION NO 1054060 RETURN ALL COPIES OF BIDS TO Issue Date 03 04 2014 THE UNIVERSITY
13. cerning these specifications should be directed to the Buyer listed on the signature page No department school or office at the University has the authority to solicit or receive official Solicitations nor authorize Solicitation or Contract changes other than the Purchasing Department All solicitations are issued under the direct supervision of the Associate Director for Purchasing and in complete accordance with the State of Alabama Bid Law Section 41 16 20 and University policies and procedures The terms and conditions included in this Solicitation along with any addenda any University contract and or University purchase order s issued referencing this Solicitation the University s General Terms and Conditions Instructions to Bidders shall constitute the entire and exclusive Contract between the University and the successful Bidder 1 8 INVITATION FOR BID State of Alabama Immigration Law Compliance Compliance Notice By submitting a proposal to this RFP a Respondent agrees that it will fully comply with the State of Alabama Immigration Law Act 2011 535 as amended A Respondent also shall enroll in the E Verify Program prior to performing any work or continuing to perform any on going work and shall remain enrolled throughout the entire course of its performance of the contract awarded pursuant to this RFP By signing this contract the contracting parties affirm for the duration of the agreement that they will not violate
14. dder Failure to provide the bond letter or bond will eliminate your bid from consideration in the bid award REFERENCES References must include at least three 3 other universities institutions or businesses which the bidder has successfully provided products services or installation of equipment similar to those required in this Solicitation in terms of manufacturer size features service or type of installation The references must include company name address project delivery date contact name phone number and email address PRODUCT SPECIFICATIONS Specify all terms and conditions of the warranties associated with your products with your bid response PRICE QUOTATION 5 1 IMPORTANT It is required that the PRICE QUOTATION SHEET S furnished with this Request for Price Quotation be completed and submitted with your proposal DO NOT send generated price lists as your bid Failure to comply with this request may eliminate your bid from consideration in the bid award 5 2 All prices shall be quoted furnish and install if applicable FOB The University of Alabama Tuscaloosa AL 35487 prepay and allowed Unit prices quoted must include any and all shipping and handling charges Any freight claims will be the responsibility of the Bidder The successful Bidder must transport at the time of set up the equipment and supplies necessary for this installation to campus No direct shipments will be accepted 5 3 It is the Bidder s respo
15. h deliver install service and or repair equipment whichever is applicable as required in this Solicitation In order for Bidders to qualify the following requirements must be fulfilled 2 1 The Bidder if requested must provide in writing a statement that the Bidder has been regularly engaged in business for a minimum three 3 years engaging in furnishing delivering servicing repairing and installing equipment goods or services required in this Solicitation In lieu of the minimum number of years in business a performance bond may be required in the amount of one hundred 100 percent of the contract price This bond will be used to secure the completion of the project should the successful Bidder default for any reason Failure to comply with this requirement may eliminate your bid response from consideration 2 2 Each bidder required to provide a bond shall submit a letter from a bonding agent licensed to do business in the State of Alabama stating that if the bidding company is the successful bidder said bonding agent will furnish a 100 performance and payment bond covering and including products and service for the duration of the contract period Said bond shall be subject to the approval and acceptance of The University of Alabama The Letter and Bond shall be submitted to the University Purchasing Department and must be furnished within forty eight 48 hours after request The premium of the bond shall be paid by the successful bi
16. ion may be grounds for elimination of your bid from consideration DELIVERY INSTALLATION AND TRAINING REQUIREMENTS 6 1 Proposed delivery dates shall be stated in number of calendar days after receipt of order 6 2 All items must be delivered directly to the University by the successful Bidder and placed according to the instructions supplied by the University INSURANCE 7 1 See General Terms and Conditions for general Insurance Requirements Additional Insurance requirements may be listed in the Special Conditions Section 7 2 The successful Bidder shall provide the University Purchasing Department a certificate of insurance listing the required types of insurance and minimum liabilities specified in the General Terms and Conditions unless otherwise modified in the Special Conditions 7 3 The certificate must be received by The University of Alabama Purchasing Department within three 3 days of request Failure to comply with this request may eliminate your bid from consideration in the bid award 7 4 The University reserves the right to terminate any resulting contract if the Bidder fails to keep these policies in force for the above amounts or for the duration of the contract period 7 5 The umbrella policy must be listed on the insurance certificate with an explanation of the coverage RESTRICTIONS ON COMMUNICATIONS WITH UNIVERSITY STAFF From the issue date of this Solicitation until a Contractor is selected and a contract award i
17. ipment or services described in the Invitation for Bids designed to limit independent bidding or competition 2 The contents of the bid or bids have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid or bids and will not be communicated to any such person prior to the official opening of the bid or bids 3 The bidder is legally entitled to enter into contracts with The University of Alabama and is not in violation of any prohibited conflict of interest including those prohibited by the Code of Alabama 13A 10 62 as amended 1975 4 Ihave fully informed myself regarding the accuracy of the statement made above THIS AREA MUST BE COMPLETED DELIVERY AFTER RECEIPT OF ORDER NAME OF COMPANY FEDERAL EMPLOYER ID NO ADDRESS FAX PAYMENT TERMS ADDRESS E MAIL SHIPPING TERMS CITY STATE amp ZIP CODE DATE F 0 B DESTINATION PREPAID AND ALLOWED QUOTE VALID UNTIL SIGNATURE Typed Printed Name of Signor SIGNATURE REQUIRED This bid cannot be considered valid unless signed and dated by an authorized agent of the bidder Type or print the information requested in the spaces provided An Equal Opportunity University Revised December 6 2013 INVITATION FOR BID The University of Alabama requests sealed bids as per attached general and technical specifications or equal unless otherwise specified in the Special
18. nsibility to verify any information measurements and obtain any clarifications prior to submitting the bid response The University is not liable for any errors or misinterpretations made by the Bidder in response to this Solicitation 5 4 The successful Bidder under the specifications required in this Solicitation shall furnish at its expense all equipment labor tools supplies transportation insurance and other expenses necessary to fully perform any phase of the requirements of this Solicitation 5 5 Quote prices firm for a period of ninety 90 days following the bid opening date unless otherwise stated in the Special Conditions Bids that do not guarantee pricing firm for this period may be eliminated Failure to quote the term for which your prices will remain firm may eliminate your bid from consideration 6 0 7 0 8 0 INVITATION FOR BID 5 6 The quoted price must include but not be limited to all cables wires connectors etc to make a complete functioning unit unless specifically stated in the special conditions 5 7 Include with your bid response complete details of your company s Return Merchandise policy including but not limited to amount of any restocking fee required procedures limitations contact person and phone number While the University does not enter into any purchase with the intent to return items ordered we do require this information be included with your bid response Failure to include this informat
19. part first enumerated shall govern 4 This Agreement and any disputes hereunder shall be governed by the laws of the State of Alabama without regard to conflict of law principles Title 2014 Celebrating Excellence Magazine CERTIFICATION PURSUANT TO ACT NO 2006 557 Alabama law section 41 4 116 code of Alabama 1975 provides that every bid submitted and contract executed shall contain a certification that the vendor contractor and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered collecting and remitting Alabama state and local sales use and or lease tax on all taxable sales and leases in Alabama By submitting a response to this solicitation the bidder is hereby certifying that they are in full compliance with Act No 2006 557 they are not barred from bidding or entering into a contract pursuant to 41 4 116 and acknowledges that The University of Alabama may declare the contract void if the certification is false DISCLOSURE STATEMENT 1 If you or any owner officer partner board or director member employee or holder of more than 5 of the fair market value of your firm or any member of their households is an employee of The University of Alabama this information must be included in your solicitation response Failure to disclose this information in your response may result in the elimination of your proposal from evaluation 2 If you or any owner officer partner
20. rcised samples must be received on The University of Alabama campus within forty eight 48 hours from request Failure to comply with this requirement during allotted time may be grounds for eliminating bid from consideration Mailing of the magazine and delivery of remaining copies MUST be received within thirteen 13 working days after receipt of disk or PDF and purchase order Specify your earliest possible delivery Turnaround time is critical A 2 penalty per day will be assessed for late delivery Failure to comply with quoted delivery commitments may be grounds for revocation of bid award and may possibly jeopardize the bidder s position on the University s list of responsible bidders Only the highest quality product will be acceptable to The University of Alabama The University of Alabama reserves the right to go to the next lowest responsible bidder in the event the successful contractor cannot comply with all terms and conditions expressed in the Request for Price Quotation Invitation For Bid 2 0 does not apply to this solicitation 3 0 does not apply to this solicitation 4 0 does not apply to this solicitation 5 6 does not apply to this solicitation 7 0 does not apply to this solicitation INVITATION FOR BID 10 0 QUOTE SHEET QUOTE THE FOLLOWING ITEMS AS INDICATED OR EQUAL NOTE PLEASE READ THE BID REQUIREMENTS CAREFULLY AND RESPOND ACCORDINGLY FAILURE TO COMPLETE ALL INFORMATION REQUESTED MAY ELIMINATE YOUR BID FROM CONSIDE
21. s made Bidders are not allowed to communicate about the subject of the IFB with any University administrator faculty staff or members of the Board of Trustees except e The Purchasing Department representative any University Purchasing Official representing the University administration or others authorized in writing by the Purchasing Office and e University Representatives during Bidder presentations If violation of this provision occurs the University reserves the right to reject the Bidder s response to this Solicitation 9 0 INVITATION FOR BID SPECIAL CONDITIONS 9 1 9 2 9 3 9 4 9 5 9 6 The University of Alabama is requesting sealed bids for the production of the 2014 CELEBRATING EXCELLENCE MAGAZINE as per attached specifications or equal The University anticipates purchasing the quantities specified and according to the delivery schedule included with this Request for Price Quotation Successful contractor will be responsible for providing a fully assembled color proof for approval prior to production Production without a signed and verified proof will be in violation of the bid Failure to provide proofs and receive approval by the University may result in the contractor not being paid for the production of the job cancellation of the bid award and removal from the list of responsible bidders Samples of printing offered may be required for evaluation purposes at bidder s expense If this option is exe
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