ATTENTION ALL BIDDERS
RETURN THE ENCLOSED BID 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 #148-05
“KRONOS HARDWARE AND SOFTWARE MAINTENANCE”
RETURN BY 12:00P.M. ON
MARCH 16, 2005***
For questions concerning this ITB
Contact: Nancy Ling, Inventory Manager
Phone: (205) 325-5956
Email:
No faxed or email responses will be accepted
***PLEASE NOTE THE RETURN TIME ABOVE IS 12:00PM
PURCHASING ASSOCIATION OF CENTRAL ALABAMA
TO ALL BIDDERS:
The attached Request for Proposal presents a cooperative proposal for the Purchasing Association of Central Alabama (PACA) members below:
Abernant Fire Department
Adamsville
Bessemer
Bessemer Board of Education
Bessemer State Technical College
Bibb County Firefighters Assoc
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Library System
Brighton
Brookside
Cahaba Heights Fire Department
Cahaba Valley Fire & Rescue
Center Point
Center Point Fire District
Chelsea
Chilton County Board of Education
Chilton/Shelby Mental Health Board
Clay
Columbiana
Concord Fire Department
Copeland Ferry Fire Department
Eastern Valley Volunteer Fire Dept
Fairfield
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale
Gardendale
Graysville
Greenpond Fire Department
Hay Valley Fire Department
Helena
Homewood
Hoover
Hoover Board of Education
Hueytown
Indian Valley Fire Department
Irondale
Jefferson County Board of Education
Jefferson County Commission
Jefferson County Fire Districts
Jefferson County Housing Authority
Jefferson County Library Coop
Jefferson State Community College
Kimberly
Kingdom Fire Department
Lakeview Fire Department
Lakeview, Town of
Lawley Fire Department
Leeds
McAdory Fire Department
McCalla Area Fire District
Middle Alabama Area Agency on
Aging
Midfield
Midfield Board of Education
Minor Heights Fire Department
Morris
Mountain Brook
Mountain Brook Board of Education
Mulga
Mulga Fire Department
North Johns
Oneonta City Board of Education
Palmerdale Fire Department
Pelham
Pell City
Pell City Fire Department
Pleasant Grove
Riverside Fire Department
Rocky Ridge Fire/Rescue
Saragossa Volunteer Fire Department
Shannon Fire Department
Shelby County Board of Education
Shelby County Commission
Shelby County Work Release
St. Clair County Fire & EMS
Storm Water Management Authority
Sylvan Springs
Tarrant
Tarrant City Board of Education
Trafford
Trussville Volunteer Fire Department
Tuscaloosa County Board of
Education
Tuscaloosa County Commission
Tuscaloosa County Housing Authority
Vestavia Hills
Vestavia Hills Board of Education
Warrior
Warrior River Fire & Rescue Service
Westover Volunteer Fire & Rescue
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.
Commodity: “Kronos Hardware and Software Maintenance”
Bid #: 148-05
Principal Buyer: NANCY LING
Telephone: (205) 325-5956
The proposal 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 Request for Proposal document and shall be included by reference into any contract.
Acknowledged by
______
Vendor Name Authorized Signature/Title
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 214-8584
INVENTORY MANAGER: NANCY LING
MARCH 8, 2005
BID NO: 148-05
SHEET NO: 1
INVITATION TO BID
Sealed bids marked “ KRONOS HARDWARE AND SOFTWARE MAINTENANCE” will be received by the Purchasing Manager, Room 830 * 716 Richard Arrington Jr Blvd N, Birmingham, Alabama.
Bids will be accepted until 12:00 P.M. central time (standard or daylight savings time, as applicable on MARCH 16, 2005. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 2:00 P.M. on MARCH 16, 2005
MAINTENANCE CONTRACT FOR THE PERIOD 4/1/05 THROUGH 4/1/06,
WITH THE RENEWAL, AT COUNTY'S OPTION, EACH APRIL 1ST UNTIL 2008.
SCOPE OF CONTRACT(S):
Jefferson County is seeking qualified bidders to provide maintenance and software support for the following KRONOS products:
Kronos Touch ID FVD Product # 8601823-002 20 each
4500 Full, Numeric Product # 8602000-001 20 each
4500 Full, Numeric, TID Product # 8602000-301 52 each
4500 Touch ID, Numeric Bar Code Modem Product # 8602000-311 19 each
Workforce TK V.4.3, 4050 ees Product # 8800012-073 1 each
Workforce Managers- up to 125 Product # 8800015-008 1 each
Workforce Connect Prim, 4050 ees Product # 8800021-053 1 each
Workforce Employee V.4.3, 1800 ees Product # 88000027-058 1 each
Workforce Record Manager V.5.0, 4050 Product # 8602374-055 1 each
No less than Platinum Service level will be accepted for Software.
No less than Depot Repair will be accepted for Hardware.
Bidders MUST furnish at least 3 references that include the following:
þ Software supported, including version numbers
þ Total number of employees in the supported company using the above software version
þ Number of clocks in the supported company- what options are included
CONTINUED ON SHEET 2
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 214-8584
INVENTORY MANAGER: NANCY LING
MARCH 8, 2005
BID NO: 148-05
SHEET NO: 2
INVITATION TO BID
Continued
SCOPE OF CONTRACT(S) CONT.
In addition to the supplying the references, bidder must include documentation showing the following:
þ Number of years experience supporting Kronos version 4.3
þ Number of years supporting Kronos in the Health Care industry
It is anticipated that Jefferson County will purchase additional licenses and time clocks within given maintenance period. Please address in your response the ability to add these to the proposed maintenance agreement and your method of prorating additional purchases.
The proposed additions may include but are not limited to the following:
§ Increase Workforce TK V.4.3 from 4050 to 4600
§ Increase Workforce Managers from 125 to 150
§ Increase Workforce Connect Prim from 4050 to 4250
Proposals will be considered only from firms that have been established for a minimum of four (4) years under the same name and ownership.
State number of years your company, under present name and ownership, has been in the business of servicing the make and models of equipment bid (minimum 4 years are required): ______
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.
Failure to furnish maintenance/repairs in accordance with your standard contract and bid submitted will constitute sufficient grounds for cancellation of the contract at the option of the County Commission.
If mutually agreed upon, additional contracts may be executed, based upon this bid for the same item(s) or related types and/or sizes.
GUARANTEE: Bidder certifies by bidding, that he is fully aware of the conditions of service and purpose for which contract(s) 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.
CONTINUED ON SHEET 3
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 214-8584
INVENTORY MANAGER: NANCY LING
MARCH 8, 2005
BID NO: 148-05
SHEET NO: 3
INVITATION TO BID
CONTINUED
PROTECTION DAMAGE: Contractor will be responsible for any damage to property of the County or others caused by him, his employees or subcontractors, and will replace and make good such damage. The contractor will maintain adequate protection to prevent damage to his work and property of others, and take all necessary precautions for the safety of his employees and others. The contractors will comply with all safety laws and regulations in effect in the locality.
If any equipment is found within 30 days following expiration of the contract period, which has not been properly maintained by the Contractor for the previous period, equipment must be repaired by the Contractor for the previous period at no additional charge to the County. Repairs will be made within 10 days following notification.
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 By Endorsement 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. Successful bidder is also required to include the bid number on the evidence of insurance.
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 By Endorsement:
Jefferson County, Alabama
30 day(s) written cancellation notice
CONTINUED ON SHEET 4
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 214-8584
INVENTORY MANAGER: NANCY LING
MARCH 8, 2005
BID NO: 148-05
SHEET NO:4
INVITATION TO BID
CONTINUED
EXAMINATION OF SITE: All bidders are expected to visit the site of the work to ascertain existing conditions. Failure to do so will in no way relieve the successful bidder from the necessity of furnishing all materials and equipment, and performing all work required for completion of the contract.
BID BOND: Each bidder will furnish a bid bond, or cashier's check for five percent (5%) of bid, and hereby agrees that in case of failure to execute a contract and furnish a performance bond within 14 days after notice of award, the Jefferson County Commission will be paid by this bonding company the difference between the amount of the low bid as submitted, and the amount of the proposal of the next higher bid, or if no other bid is received, the full amount of the proposal guaranty will be recovered as liquidated damages for such default.
PERFORMANCE BOND: Successful bidder will furnish surety bond equal to the amount of contract at no cost to the County, to guarantee that all conditions and specifications of this Invitation will be fulfilled. Bond will be furnished to the Purchasing Agent no later than 14 days after requested.
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.
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 as the best interest of the County appears.
Nancy W. Ling
Inventory Manager
CONTINUED ON SHEET 5
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 214-8584
INVENTORY MANAGER: NANCY LING
MARCH 8, 2005
BID NO: 148-05
SHEET NO:5
INVITATION TO BID
CONTINUED
Maintenance/service call contract for the period 4/1/05 to 4/1/06, for:
ITEM 1:
Kronos Touch ID FVD Product # 8601823-002 20 ea @ $______
ITEM 2:
4500 Full, Numeric Product # 8602000-001 20 ea @ $______
ITEM 3:
4500 Full, Numeric, TID Product # 8602000-301 52 ea @ $______
ITEM 4:
4500 Touch ID, Product # 8602000-311 19 ea @ $______
Numeric Bar Code Modem
ITEM 5:
Workforce TK V.4.3, Product # 8800012-073 1 ea @ $______
4050 ees
ITEM 6:
Workforce Managers- Product # 8800015-008 1 ea @ $______
up to 125
ITEM 7:
Workforce Connect Prim, Product # 8800021-053 1 ea @ $______
4050 ees
ITEM 8:
Workforce Employee Product # 88000027-058 1 ea @ $______
V.4.3, 1800 ees
ITEM 9:
Workforce Record Manager Product # 8602374-055 1 ea @ $______
V.5.0, 4050
Please quote prices for the following license upgrade, upgrade may be added to the maintenance agreement within the specified maintenance dates:
§ Increase Workforce TK V.4.3 from 4050 to 4600 $______
§ Increase Workforce Managers from 125 to 150 $______
§ Increase Workforce Connect Prim from 4050 to 4250 $______
Maximum increase in rate for the period 4/1/06 to 4/1/07 and 4/1/07 to 4/1/08, guaranteed not to exceed ______% per year.
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203
(205) 214-8584
INVENTORY MANAGER: NANCY LING
MARCH 8, 2005
BID NO: 148-05
SHEET NO:6
INVITATION TO BID
CONTINUED
The Jefferson County Commission, or its 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 bid for purchases of personal property.
All provisions of this Invitation are accepted by bidder as part of any contract or purchase resulting therefrom.
Date:_____ Company Name:______Web Address:______
Terms:______Address:______City:______
County:______State:______Zip:______Phone:(___)______
If Jefferson County Business License were issued to your company for the past twelve (12) months, please list numbers.______