ATTENTION ALL BIDDERS
RETURN THE ENCLOSED PROPOSAL 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 #243-06
“JEFFERSON COUNTY PAYROLL CHECKS”
RETURN BY 5:00 P.M. ON
MONDAY, JUNE 19, 2006
For questions concerning this bid
Contact: Janice Ridgeway, Principal Buyer
Phone: (205) 214-8588
Email:
No faxed or email responses will be accepted
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JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-3588
PRINCIPAL BUYER: JANICE RIDGEWAY BID #243-06
SHEET #2
5/30/2006
INVITATION TO BID
Sealed bids marked "JEFFERSON COUNTY PAYROLL CHECKS" 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 MONDAY, JUNE 19, 2006. BIDS SUBMITTED AFTER THIS DATE AND TIME WILL NOT BE CONSIDERED.
BID OPENING DATE: TUESDAY, JUNE 20, 2006 @ 2:00 P.M. CENTRAL TIME (STANDARD OR DAYLIGHT SAVINGS TIME, AS APPLICABLE).
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.
CONTRACT TERM:
STATEMENT OF PURPOSE:
This ITB provides interested parties with sufficient information to enable them to prepare and submit a bid response for consideration by the Jefferson County Commission for Jefferson County Treasurer’s Office. By submitting a bid response, Vendors are affirming that their organization is interested in contracting with the County to provide services covered herein.
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.
BID/CONTRACT AWARD: The award will be made on an all or none basis in a manner that is in the best interest of the County.
CONTINUED ON SHEET 3
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #3
5/30/2006
INVITATION TO BID (CONT’D)
SPECIFICATIONS, TERMS AND CONDITIONS:
ITEM 1: (TAG REQ #735763)
JEFFERSON COUNTY PAYROLL CHECKS
“MOORE PRESSURE SEAL LASER MATE 14-INCH Z-FOLD (CG14EZ)”
1. All printed information on current check must be printed on new checks
2. Parameters: 8.1 lines per inch and 13.6 characters per inch
3. Weight of paper: #24 Pressure Seal
4. Check range begins #934174 and ends with #999173 (65,000 checks ordered)
5. Safety Features Included:
· Security mark on back of check portion
· Warning border
· Micro print signature line to read: Jefferson County Treasurer
6. All printed information on sample check must be printed on new checks.
7. New checks must match color of sample check.
8. Proof of new checks to be printed must be shown and approved by:
Karen Lemley or Susan Clayburn
Jefferson County Treasurer’s Office – Room 300
716 Richard Arrington Jr. Blvd N
Birmingham, AL 35203
PH: 205-325-5373
9. No cost overruns
10. DO NOT PACKAGE MORE THAN 1,000 PER BOX.
11. See Janice Ridgeway, Principal Buyer, for sample (Room 830, Courthouse – 205-214-8588)
CONTINUED ON SHEET 4
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #4
5/30/2006
INVITATION TO BID (CONT’D)
SPECIFICATIONS, TERMS AND CONDITIONS:
ITEM 2: (TAG REQ #735766)
ACCOUNTS PAYABLE PRESSURE SEAL LASER CHECKS 14” ECCENTRIC Z-FOLD
1. All printed information on current check must be printed on new checks.
2. Parameters: 8.1 lines per inch and 13.6 characters per inch.
3. Check range beginning #388061and ending #418060 (30,000 checks ordered).
4. Weight of paper: #24 pressure seal
5. Safety Features included:
· Security mark on back of check portion
· Warning border
· Micro print signature line to read: Jefferson County Treasurer
6. All printed information on sample check must be printed on new checks.
7. New checks must match color of sample check.
8. Proof of new checks to be printed must be shown and approved by:
Karen Lemley or Susan Clayburn
Jefferson County Treasurer’s Office – Room 300
716 Richard Arrington Jr. Blvd N
Birmingham, AL 35203
PH: 205-325-5373
9. No cost overruns
10. DO NOT PACKAGE MORE THAN 1,000 PER BOX.
11. See Janice Ridgeway, Principal Buyer, for sample (Room 830, Courthouse – 205-214-8588)
CONTINUED ON SHEET 5
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #5
5/30/2006
INVITATION TO BID (CONT’D)
SPECIFICATIONS, TERMS AND CONDITIONS:
ITEM 3: (TAG REQ #735769)
PRESSURE SEAL LASER FORMS 14” ECCENTRIC Z-FOLD BLANK STOCK
FOR PRINTING DIRECT DEPOSITS
1. On the strip above the address portion, the following should appear:
“See Reverse Side for Easy Opening Instructions”
2. Weight of paper: #24 pressure seal.
3. New checks must match color of sample check.
4. Proof of new checks to be printed must be shown and approved by:
Karen Lemley or Susan Clayburn
Jefferson County Treasurer’s Office – Room 300
716 Richard Arrington Jr. Blvd N
Birmingham, AL 35203
PH: 205-325-5373
5. Fifty-thousand (50,000) being ordered
6. No cost overruns
7. DO NOT PACKAGE MORE THAN 1,000 PER BOX.
8. See Janice Ridgeway, Principal Buyer, for sample. (Room 830, Courthouse – 205-214-8588)
CONTINUED ON PAGE 6
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #6
5/30/2006
INVITATION TO BID (CONT’D)
VENDOR REQUIREMENTS:
TO VIEW SAMPLES:
For security purposes, bidders must view samples of these checks in the Principal Buyer’s Office (Janice Ridgeway – Room 830, Courthouse, Birmingham, AL 35203). There will not be any samples available to give out to bidders.
SUBCONTRACTOR:
Subcontractors are not permitted without express written permission of the County.
PERMITS, CODES, REGULATIONS and PAYMENT OF ALL TAXES:
All services performed will comply with City, County, State and Federal codes and Regulations. Successful vendor will obtain and pay for all permits necessary (i.e., business license, payment of taxes (Federal, State, Local, etc.).
WORK PRODUCT:
All artwork, disks, film, etc. will become the property of Jefferson County and cannot be used by Vendor on any project other than those approved by Jefferson County’s Treasurer’s Office.
PRINTED MATERIAL:
Any rejected printed materials produced, will be delivered to the County at no expense, or destroyed by the vendor at the County's option.
INSIDE DELIVERY TO:
Jefferson County Treasurer’s Office
Room 300, 716 Richard Arrington Jr. Blvd. North
Birmingham, AL 35203
DELIVERY TIME: Maximum three (3) weeks delivery on all printed materials, after final approval of proofs by authorized department representatives.
F.O.B. Destination via best way.
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.
CONTINUED ON SHEET 7
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #7
5/30/2006
INVITATION TO BID (CONT’D)
PRICES:
Include transportation, handling and packing, must include inside delivery to using department
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.
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 Finance Department
Room 820, Birmingham Courthouse
716 Richard Arrington Jr. Blvd. North
Birmingham, AL 35203
*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 the 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 a 45-day written notification to the Purchasing and Accounting Divisions of Jefferson County.
CONTINUED ON SHEET 8
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #8
5/30/2006
INVITATION TO BID (CONT’D)
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
Certificate of Insurance should include the Jefferson County Bid and Purchase Order numbers.
CONTINUED ON SHEET 9
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #9
5/30/2006
INVITATION TO BID (CONT’D)
GUARANTEE:
Bidder certifies by bidding that he is fully aware of the conditions of service and purpose for which equipment, material, installation, and/or construction included in this bid are to be purchased, and that his offering will meet these requirements of service and purpose to the satisfaction of the Jefferson County Commission and its agent.
GENERAL:
The Jefferson County Commission expressly reserves the right to reject any or all bids, or parts of bids, and to make the award or awards by item or by all or none as the best interest of the County appears.
______
Janice Ridgeway
Principal Buyer
CONTINUED ON SHEET 10
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY
BID #243-06
SHEET #10
5/30/2006
BID
(Bidder must use this form)
Fill in all spaces.
ITEM 1: JEFFERSON COUNTY PAYROLL CHECKS
“MOORE PRESSURE SEAL LASER MATE 14-INCH Z-FOLD (CG14EZ)”
$ ______PER THOUSAND
65,000 x $ ______PER THOUSAND = $ ______TOTAL
ITEM 2: ACCOUNTS PAYABLE PRESSURE SEAL LASER CHECKS 14” ECCENTRIC Z-FOLD
$ ______PER THOUSAND
30,000 x $ ______PER THOUSAND = $ ______TOTAL
ITEM 3: PRESSURE SEAL LASER FORMS 14” ECCENTRIC Z-FOLD BLANK STOCK
FOR PRINTING DIRECT DEPOSITS
$ ______PER THOUSAND
50,000 x $ ______PER THOUSAND = $ ______TOTAL
ITEMS 1 – 3 GRAND TOTAL: $ ______GRAND TOTAL
VENDOR NAME: ______DATE: ______
CONTINUED ON SHEET 11
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 214-8588
PRINCIPAL BUYER: JANICE RIDGEWAY BID #243-06
SHEET #11
5/30/2006
INVITATION TO BID (CONT’D)
The Jefferson County Commission, or it's Agent, shall have the right to waive any informality or irregularity. Under certain limited conditions, the Purchasing Department may apply a local preference option in determining the low proposal for purchases of personal property.
All provisions of this Invitation are accepted by vendor as part of any contract or purchase resulting therefrom.
Please specify terms of payment below; otherwise, the terms will be 2% 10th Prox.
Date:______Company Name:______Web Address:______
Terms:______Address:______City:______
County:______State:_____Zip:______Phone:(_____)______
If Jefferson County Business Licenses were issued to your company for the past twelve (12) months, please list numbers:______.
Vendor's Federal I.D. Number:______
I certify that ______has ___ has not ___ been in operation for one year at
(Company Name) (Check one)
location(s) zoned for the type of business conducted by my company at the address stated above.
______
(Authorized Signature)
______
(Print Name)
______
(E-Mail Address)
Toll Free Phone:______Fax Number:______
Return original proposal in sealed envelope. Authorized signature of vendor must be in ink.
Proposals received in our office after the specified date and hour will not be considered.
INDICATE THE FOLLOWING ADDRESSES IF DIFFERENT FROM ABOVE:
1. BID AWARD NOTICE ADDRESS
2. PURCHASE ORDER ADDRESS
3. REMITTANCE ADDRESS (AND NAME IF DIFFERENT THAN ABOVE)
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