JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: 205.521.7593 / FAX: 205.214.4034
DOROTHEA ROBINSON, PRINCIPAL BUYER MAY 12, 2017
MICHAEL MATTHEWS, PURCHASING AGENT ITB: 14 – 17R
TO: / Prospective BiddersINVITATION TO BID NUMBER: / 14-17R (Full document available for download at http://paca.jccal.org)
SEPARATE SEALED BIDS FOR: / MOVING SERVICES – ELECTION EQUIPMENT DELIVERY AND PICKUP
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Dorothea Robinson, Principal Buyer
716 Richard Arrington Jr. Blvd North,
Room 830 Courthouse
Birmingham, AL 35203-0009
***IMPORTANT SOLICITATION DATES***
MANDATORY PRE-BID
CONFERENCE DATE: / BID DUE DATE: / BID OPENING DATE:
MAY 22, 2017 by 10:00 AM
(Central Standard Time) / MAY 30, 2017 at 5:00 PM
(Central Standard Time) / MAY 31, 2017 at 2:00 PM
(Central Standard Time)
Return responses to this Request For Proposal in a sealed envelope marked:
“ITB #14-17R MOVING SERVICES – ELECTION EQUIPMENT DELIVERY AND PICKUP ”
BID OPENING WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Department, Room 830 Courthouse
716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203-0009
MANDATORY PRE BID CONFERENCE:
Location: Election Service Department 520 Medco Rd, Tarrant, AL 35217
NOTIFICATION OF INTENT:
All recipients of this solicitation notice must indicate intent to submit a bid. Bidders providing a Notification of Intent will be sent any related addendum, answers to inquiries, etc. pertaining to this solicitation. The Notification of Intent form located on Sheet 14 of the Bid must be sent to the attention of M.D. Matthews or Dorothea Robinson via fax 205.214.4034 or emailed to .
PLEASE RESPOND NO LATER THAN, MAY 24, 2017 WITH YOUR INTENT.
TELEPHONE INQUIRIES – NOT ACCEPTED:
Telephone inquiries with questions regarding clarification of any and all specifications of the bid will not be accepted. All questions must be submitted to Dorothea Robinson via email or fax 205.214.4034.
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid due date. Any submission modifications submitted after the “ITB Due Date” will not be considered.
Jefferson County (henceforth referred to as “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. Any materials submitted in response to this solicitation shall not be returned. 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. Late bids will be retained in the bid file, unopened.
RELEASED BY:
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JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: 205.521.7593 / FAX: 205.214.4034
DOROTHEA ROBINSON, PRINCIPAL BUYER MAY 12, 2017
MICHAEL MATTHEWS, PURCHASING AGENT ITB: 14 – 17R
INVITATION TO BID# 14-17R
“MOVING SERVICES – ELECTION EQUIPMENT DELIVERY AND PICKUP”
Dorothea Robinson, Principal Buyer
Room 830*716 Richard Arrington Jr. Blvd N
Birmingham, Alabama 35203
Phone: 205.521.7593
Email:
Page 6 of 19
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: 205.521.7593 / FAX: 205.214.4034
DOROTHEA ROBINSON, PRINCIPAL BUYER MAY 12, 2017
MICHAEL MATTHEWS, PURCHASING AGENT ITB 14-17R
INVITATION TO BID – Continued
Sealed bids marked "MOVING SERVICES-ELECTION EQUIPMENT DELIVERY AND PICKUP" will be received by the Purchasing Manager, Room 830 * 716 Richard Arrington Jr. Blvd N, Birmingham, Alabama.
Mandatory Pre-Bid Conference will be held on MAY 22, 2017 at 520 Medco Road, Tarrant Al at 10:00 A.M.
Bids will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on Tuesday, MAY 30, 2017. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 2:00 P.M. on Wednesday, MAY 31, 2017.
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 not received later than the date and time, indicated above. Late bids/proposals will be retained in the bid/proposal file, unopened.
INTERPRETATIONS AND ADDENDA
No interpretation or modification made to any respondent as to the meaning of the Bid shall be binding on the Jefferson County Commission unless repeated in writing and distributed as an addendum by Jefferson County Purchasing. Interpretations and/or clarifications, or questions shall be requested in writing and directed to Dorothea Robinson, Jefferson County Purchasing Division, 830 Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL 35203, Fax 205-214-0434 or email: . Verbal information obtained otherwise will not be considered in awarding of contracts. Facsimile and/or e-mail shall be considered an acceptable method for the transfer of written documents for this purpose. All addenda shall become part of the contract documents and shall be acknowledged and dated on the Signature Page.
LANGUAGE, WORDS USED INTERCHANGEABLY
The word COUNTY refers to the JEFFERSON COUNTY COMMISSION and/or JEFFERSON COUNTY, ALABAMA throughout this document. Similarly, RESPONDENT, VENDOR, and BIDDER refer to the person or company submitting an offer to sell its goods or services to the COUNTY. The words PROPOSAL, QUOTATION, and ITB are all offers from the BIDDER. The County has established for the purposes of this RFP that the words SHALL, MUST or WILL are equivalent in this ITB and indicate a mandatory requirement or condition, the material deviation from which shall not be waived by the County. A deviation is material if, at the sole discretion of the County, the deficient response is not in substantial accord with this ITB’s mandatory condition requirements. The words SHOULD and MAY is equivalent in the BID and indicates very desirable conditions or requirements but are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not in and of itself cause automatic rejection of a proposal, but may result in being considered as not in the best interest of the County.
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 be for three (3) years based on the needs of the County.
BACKGROUND AND SCOPE OF SERVICES
Jefferson County Commission desires to enter into a three (3) year contract with successful vendor for delivery of election system equipment and for complete assembly of each Jefferson County Polling Place, the total of which shall not exceed 200 polling places for any election, and safe return of all equipment. In addition to the delivery of electronic voting equipment, vendor shall be responsible for the delivery of tables, chairs and election supplies. The contract shall include services for all county wide elections. The bid shall be priced per precinct for any given county wide election. There are 6 schedule election each year with two (2) of them having runoff. There are one (1) special election that are not schedule, vendor will be notified of these beforehand.
SPECIFICATIONS
ELECTION SYSTEM DELIVERY AND PRECINCT ASSEMBLY
1. The election system components include sensitive computerized tabulation and ballot marking equipment. Specialized care of this equipment, especially during the delivery and return of this equipment, will insure the functional operation and extended lifespan of the voting system.
2. The election equipment includes precinct specific election supplies, ADA handicap accessible equipment, and tabulation equipment that must be staged, transported and accurately delivered to each precinct during a specified election.
3. The election system must be transported and delivered to precincts, and efficiently assembled during a very limited timeframe. This process is limited to just days and sometimes hours prior to the election.
4. The election system, to operate effectively, should be assembled at each precinct in a very efficient manner to adhere to the detailed planning of the Jefferson County Election Division. Equipment precinct delivery and assembly will clearly impact the success of the election being conducted.
5. Delivery mistakes or damaged equipment could clearly jeopardize voter and poll worker confidence on Election Day. Therefore damaged equipment should be reported to the County ASAP, otherwise damage will be assumed to have taken place during vendor services and vendor will be liable for the machine.
Collectively, the above five factors demonstrate the need for professional and experienced assistance in the delivery of our county’s state-of-the-art voting system. The success of an election system delivery and retrieval proposal is reliant upon the management skills and established resources of a professional entity that is experienced in all aspects of transporting and facilitating electronic equipment and machinery. A professional relationship with an experienced and reputable vendor for the delivery of our voting equipment is essential for the county’s success in all elections.
6. Successful vendor shall be responsible for any damage of election system components during loading, transporting, unloading and assembly of equipment.
7. Vendor responsible for any site damages to precinct facilities caused by vendor or their employees.
8. Successful vendor shall have an adequate number of crews, at least five (5) to sufficiently deliver and assemble equipment at precincts simultaneously.
9. Vendor to furnish all labor and moving equipment to successfully complete the job.
10. Delivery trucks must be of the enclosed/cab over design between 16 to 28 feet in length, have tie down rails/tie slats. No Stake bed (open bed) trucks may be used. Each delivery truck must be operated by one driver and at least one spotter.
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SPECIFICATIONS – Continued
11. Prospective bidder must include in submission package:
(1) A company profile.
(2) Description of available fleet.
(3) Number of full time employees.
(4) Length of time in business.
(5) Bid Bond
(6) List of references of like services that have been performed elsewhere.
Please note: Successful vendor shall furnish a 100% performance bond and $1,000.00 Bid Bond
12. Vendor cannot work on other jobs while performing services for Jefferson County.
13. All empty ballot boxes should be brought back to warehouse.
14. Vendor must not stacking machines.
15. The vendor will be responsible if it is put into the contract; to assemble booths to have a forms signed to indicate that assemble was performed.
16. Vendor must at all times provide good customer services, vendor must notify the county personnel of any issues that are encountered immediately.
17. If the vendor cannot get in touch with a personnel at a delivery/pickup location, the vendor is to notify the county. County personnel request that voicemail not be considered as a confirmation of delivery or pickup. Must be a verbal confirmation. Any failed delivery or pick up will not be considered as a missed delivery or rejection.
18. Vendor must submit one (1) original copy and two (2) copies of bid.
PERMITS, CODES & REGULATIONS
Successful bidder will obtain and pay for all permits necessary and furnish any certificates required for the work.
PROPRIETARY DOCUMENTS
Any documents considered proprietary by the Bidder must be clearly marked as proprietary. Documents will be handled in compliance with the rules of Jefferson County Commission and the Bid Laws of the State of Alabama.
AWARD
The award may be made on all or none basis. The County shall award this contract to the lowest responsible and responsive bidder who best meets the terms and conditions of this bid. The County expects to award contract for secured pricing and services for a minimum of 12 months, maximum of 36 months. The county will award based on what is in the best interest of the County.
SINGLE BID
If a single bid response is received for this ITB, the bid will be rejected in accordance with Title 41-16-50-a-1 of the Alabama Code. The bids will be opened, and read publicly. We will proceed with negotiations for a lower price with the rejected Bidders and other Bidders by means of sealed quotes. The rejected Bidders initial offer will not be disclosed to other Bidders, prior to the awarding of a contract. The award will be made to the company offering the lowest negotiated quotation, provided that all conditions and specifications required by the Jefferson County Commission are met.
ASSIGNMENT
No portion of the proposal or resulting project contract may be sold, assigned, transferred or conveyed to a third party without the express written consent of Jefferson County. Should Jefferson County authorize the Successful Bidder to subcontract (assign) any portion of this contract, the Successful Bidder will maintain the ultimate legal responsibility for all services according to contract specifications. In the event of a subcontract, the Successful Bidder must maintain a continuous effective business relationship with the sub-contractor(s) including, but not limited to, regular payment of all monies owed to any sub-contractor. Failure to comply with these requirements, in whole or part, will result in termination of the contract and/or legal ramifications, due to nonperformance.
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.
PRICES
Include transportation (including fuel surcharge, if applicable), labor, equipment and material shall remain firm for the term of the contract.
NEGOTIATIONS
Jefferson County reserves the right to enter into contract negotiations with the selected bidder. If the County and the selected bidder cannot negotiate a successful contract, the County may terminate negotiations and begin negotiation with the next selected bidder. This process will continue until a contract has been executed or all proposals have been rejected. No bidder shall have any rights against the county arising from such negotiations.