Standing Contract for Ground Tarps and Growth Blankets
Contents
1. An Equal Opportunity University Revised February 4 2015 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 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 request2. 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 equipment 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
3. 48 hours after request The premium of the bond shall be paid by the successful bidder 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 installat
4. 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 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 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 Univers
5. MENT 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 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
6. NOT list shipping and handling as a separate charge QUOTE FOB THE UNIVERSITY OF ALABAMA TUSCALOOSA AL 35487 ITEM APPROX DESCRIPTION UNIT TOTAL NO QTY COST COST 1 4 EVERGREEN Turf Blanket Size 95 x 180 Type Radiant Manufacturer Product Colors Available 2 1 Wind Weighted Tarp Size 262 x 262 Manufacturer Product Colors Available 3 1 Wind Weighted Tarp Size 18 Round Manufacturer Product Colors Available 4 1 Wind Weighted Tarp Size 20 x 17 Manufacturer Product Colors Available 5 1 Wind Weighted Tarp Size 36 x 17 Manufacturer Product Colors Available INVITATION FOR BID NOTE Warranty on Equipment quoted Delivery Time from receipt of order UNANTICIPATED ITEMS This section allows for the purchase of unanticipated items to be purchased under this contract Please quote your firm discounted price from your list price that will apply for the duration of this contract Please note when the University contacts you for a quote for items that fall under this section your quote must show your list price the percentage off of list and then the extended price the University will be expected to pay Discounted Percentage off of List Price 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 Alabam
7. THE UNIVERSITY OF ALABAMA INVITATION FOR BID ATTENTION This is not an order Read all instructions and terms and conditions carefully INVITATION NO T054376 RETURN ALL COPIES OF BIDS TO Issue Date 11 02 2015 THE UNIVERSITY OF ALABAMA PURCHASING DEPARTMENT Title EAN TARO ONA TaN Street Address 1101 Jackson Ave Suite 3000 Growth Blankets Tuscaloosa Alabama 35401 Buyer Robin Schmitt OR Mailing Address Box 870130 Phone 205 348 5385 Tuscaloosa Alabama 35487 Email rschmitt 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 11 12 2015 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
8. a 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 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 STATE
9. contractors that work in the State of Alabama e Certification of Compliance and affidavit forms included with this solicitation see Appendix 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 e 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 e Log onto www uscis gov everify Click Enroll in E Verify and follow the directions to 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 e 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 B
10. ded pursuant to this RFP By signing this contract the contracting parties affirm for the duration of the agreement that they will not violate 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 sub
11. his information be included with your bid response Failure to include this information 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
12. idder is qualified to furnish and deliver products equipment and services or furnish 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
13. ion to campus No direct shipments will be accepted 5 3 It is the Bidder s responsibility 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 t
14. issue date of this Solicitation until a Contractor is selected and a contract award is 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 SPECIAL CONDITIONS 9 1 9 2 9 3 9 5 9 6 9 7 The University of Alabama is requesting sealed bids for Ground Tarps and Growth Blankets as per attached Technical Specifications Quotation Sheet or equal to be requested as needed for requirements as they arise during the contract period of 11 13 2015 through 11 12 2016 The University does not guarantee any purchase will be made as the result of this bid Pricing for this contract must be firm for an initial twelve month 12 period beginning 11 13 2015 through 11 12 2016 However upon mutual agreement between the successful contractor and The University of Alabama this contract may be renewed for four 4 additional twelve 12 month periods in years two 2 through five 5 The University will consider adjustment clauses necessary to assure the most aggressive
15. ity 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 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
16. out the issuance of a Purchase Order P Bidders are not to accept or ship items against a requisition number R Any questions concerning 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 awar
17. overall proposal To be considered in the bid evaluation bidders shall complete all the price quotation sheets included in this RFQ The University reserves the right to negotiate pricing with the successful contractor when quantities needed exceed those listed on the quotation sheets An electronic version of University s Terms and Conditions and instructions to Respondents are available through The University of Alabama website https finance estus fa ua edu financepub procpub Purchasing General Terms and Conditions pdf https finance estus fa ua edu financepub procpub Purchasing instructions to bidders pdf INVITATION FOR BID 10 0 QUOTE SHEET QUOTE ON THE FOLLOWING ITEMS AS INDICATED OR EQUAL SCOPE THE UNIVERSITY OF ALABAMA REQUESTS SEALED BIDS TO FURNISH GROUND TARPS AND GROWTH BLANKETS AS PER ATTACHED GENERAL AND TECHNICAL SPECIFICATIONS OR EQUAL IMPORTANT NOTES 10 1 The manufacturer and product number for each item that you are quoting must be completed for your bid to receive consideration 10 2 PLEASE INCLUDE PRODUCT TECHNICAL SPECIFICATIONS FOR YOUR BID TO RECEIVE CONSIDERATION 10 3 Allitems must be fully warranted for a minimum period of the specified manufacturer s warranty Service or replacements of any defective items are to be proved by the successful contractor at no charge to the University during the period of guarantee 10 4 THE UNIT COST OF EACH ITEM must include any shipping and handling charges Do
18. pricing structure Any proposed clause must provide an explanation of the cost to be included in the increase There should be no adjustments for inflation cost of living fuel and insurance or profit enhancements A documentable publication or report that is agreeable to both parties recognized as reliable and consistent with the market must support all proposed clauses Adjustments can be made no more than once per year at renewal for any group of items All other terms conditions delivery requirements etc will remain the same as the original bid document The successful contractor should furnish a written agreement including any price adjustment clauses to renew the contract to the University sixty 60 days before the expiration date of the bid Invitation for Bid No 2 0 does not apply to this solicitation No 3 0 is amended and the University reserves the right to require references prior to the bid award If requested references shall be provided within seventy two 72 hours No 5 5 is amended to include pricing firm for the period of twelve 12 months after the award of the contract No 5 6 does not apply to this solicitation No 7 0 does not apply to this solicitation General Terms amp Conditions No 6 0 does not apply to this solicitation Bid Award It is the intent of the University to award this contract to a single contractor that is deemed to be the most qualified cost effective responsible bidder submitting the best
19. shall be submitted sealed in two formats as an original copy WITH SIGNATURE and an electronic PDF preferred copy on a USB flash drive unless otherwise stated 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 with
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