JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: (205) 325-5662 / FAX: (205) 214-4034
MELINDA CUNNINGHAM, BUYER MAY 16, 2017
MICHAEL MATTHEWS, C.P.M., PURCHASING AGENT ITB# 108-17
TO: / Prospective BiddersITB NUMBER: / 108-17 (Full document can be viewed and downloaded at http://paca.jccal.org)
SEPARATE SEALED BIDS FOR: / CATALOG BID FOR MISCELLANEOUS PLUMBING SUPPLIES
(COMMODITY CODE 67058)
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Melinda Cunningham, Buyer
716 Richard Arrington Jr. Blvd North,
Room 830 Courthouse
Birmingham, AL 35203-0009
· * * I M P O R T A N T S O L I C I T A T I O N D A T E S * *
MANDATORY PRE-BID CONFERENCE / BID DUE DATE / BID OPENING DATE
MAY 25, 2017 at 10:00 AM
(Central Standard Time) / JUNE 1, 2017 by 5:00 PM
(Central Standard Time) / JUNE 2, 2017 at 10:00 A.M.
(Central Standard Time)
Return responses to this Invitation to Bid in a sealed envelope marked:
“ ITB# 108-17 FOR CATALOG BID FOR MISCELLANEOUS PLUMBING SUPPLIES”
BID OPENING WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Department, Room 830 Courthouse
716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203-0009
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 16 of the bid must be sent to the attention of Melinda Cunningham via fax 205-214-4034 or emailed to .
PLEASE RESPOND NO LATER THAN MAY 25, 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 Melinda Cunningham via email or fax 205-214-4034.
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date. Any submission modification(s) submitted after the “Bid Opening Due Date” will not be considered.
The Jefferson County Commission, Alabama (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 may 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 County regardless of the Bidder selected. Response to this solicitation does not constitute an agreement between the Bidder and the County.
The Owner is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of Jefferson County, or any other means of delivery employed by the Bidder. Similarly, the Owner is not responsible for, and will not open, any bid responses which are received later than the date and time indicated above. Late bid responses will be retained in the ITB file, unopened.
RELEASED BY:
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INVITATION TO BID# 108-17
“CATALOG BID FOR
MISCELLANEOUS PLUMBING SUPPLIES”
Melinda Cunningham, Buyer
Room 830*716 Richard Arrington Jr. Blvd N
Birmingham, Alabama 35203
Phone: (205) 325-5662
Email:
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PURCHASING ASSOCIATION OF CENTRAL ALABAMA
TO ALL BIDDERS:
The attached ITB/RFP presents a cooperative bid/proposal for the Purchasing Association of Central Alabama (PACA) members below:
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Alabama School of Fine Arts
Alabaster Board of Education
Bessemer, City of
Bessemer Board of Education
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Public Library
Birmingport Fire Districts
Blount County Board of Education
Cahaba Valley Fire & Rescue
Center Point, City of
Center Point Fire District
Chelsea, City of
Chilton County Board of Education
Chilton/Shelby Mental Health Board
Clay, City of
Concord Fire Department
Eastern Valley Volunteer Fire Dept
Fairfield Board of Education
Forestdale Fire Department
Four Mile Fire Department
Fultondale, City of
Glennwood Fire District
Gardendale, City of
Helena, City of
Homewood, City of
Homewood Board of Education
Hoover, City of
Hoover City Schools
Hueytown, City of
Indian Ford Fire District
Irondale, City of
Jefferson County 911 Emergency
Communication District, Inc.
Jefferson County Board of Education
Jefferson County Assisted Housing Corp
Jefferson County Economic & Industrial Development Authority (JCEIDA)
Jefferson County Housing Authority
Jefferson County Library Coop
Jefferson State Community College
Kimberly, Town of
Lawson State Community College
Leeds Board of Education
Leeds, City of
McAdory Fire Departments
Midfield, City of
Midfield Board of Education
Minor Heights Fire Department
Morris, Town of
Mountain Brook, City of
Mountain Brook Board of Education
North Shelby Fire Department
Palmerdale Fire Department
Pelham, City of
Pelham Board of Education
Pell City School System
Pickens County Board of Education
Pinson, City of
Pleasant Grove, City of
Rocky Ridge Fire/Rescue
Shannon Fire Department
Shelby County Board of Education
St. Clair County Board of Education
Tarrant, City of
Tarrant City Board of Education
Trussville Board of Education
Trussville Volunteer Fire Department
Tuscaloosa City Schools
Tuscaloosa County Board of Education
Tuscaloosa County Commission
Vestavia Hills, City of
Vestavia Hills Board of Education
Walker County Board of Education
Warrior, City of
Warrior River Fire & Rescue Service
Winston County Schools
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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.
ITB/RFP #: 108-17
Commodity: “CATALOG BID FOR MISCELLANEOUS PLUMBING SUPPLIES”
Buyer: MELINDA CUNNINGHAM
Telephone: (205) 325-5662
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
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JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: (205) 325-5662 / FAX: (205) 214-4034
MELINDA CUNNINGHAM, BUYER MAY 16, 2017
MICHAEL MATTHEWS, C.P.M., PURCHASING AGENT ITB# 108-17
INVITATION TO BID
Sealed bids marked "MISCELLANEOUS PLUMBING SUPPLIES” 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 JUNE 1, 2017. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 10:00 A.M. (Central Standard Time) on JUNE 2, 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 received later than the date and time, indicated above. Late bids/proposals will be retained in the bid/proposal file, unopened.
MANDATORY PRE-BID CONFERENCE:
A mandatory pre-bid conference will be held on MAY 17, 2017 at 10:00 A.M. at the following address:
Jefferson County Courthouse
Purchasing Department
Room 830 Courthouse
716 Richard Arrington Jr Blvd North
Birmingham, Alabama 35203
THIS IS A MANDATORY PRE-BID CONFERENCE AND ONLY THOSE IN ATTENDANCE WILL BE CONSIDERED AS RESPONSIBLE BIDDERS TO PROVIDE THE SERVICES REQUIRED BY THIS ITB. ANY OTHER BIDS RECEIVED FROM THOSE NOT ATTENDING THE PRE-BID CONFERENCE WILL NOT BE CONSIDERED.
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 one (1) year with the County’s option to renew for two (2) additional one (1) year terms. Jefferson County expressly reserves the right to reject any or all bids, and to make the award or awards as the best interest of the County. If mutually agreed upon, additional contracts may be executed, based upon this bid for the same item(s) or related types and/or sizes.
PURCHASING COOPERATIVE (PACA)
Included with this ITB is a cover sheet that lists current members of the Purchasing Association of Central Alabama (PACA), a purchasing cooperative, hosted by the Jefferson County Commission who will be entitled to utilize this ITB when awarded. The resulting contract will primarily be utilized by PACA School Board Members. For a complete list of PACA school board members, please log on to our website http://paca.jccal.org and click on the Membership tab.
PROPERTY OF JEFFERSON COUNTY
All copies and contents thereof of any Bid, attachment, and explanation thereto submitted in response to this ITB, except copyrighted material, shall become the property of the Jefferson County Commission regardless of the bidder selected. All copyrighted material must be clearly marked in indication of its copyrighted status. The Jefferson County Commission shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm.
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.
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: (205) 325-5662 / FAX: (205) 214-4034
MELINDA CUNNINGHAM, BUYER MAY 16, 2017
MICHAEL MATTHEWS, C.P.M., PURCHASING AGENT ITB# 108-17
INVITATION TO BID Continued
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 Melinda Cunningham, 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.
INCURRING COSTS All costs incurred in preparing the Bid, or costs incurred in any other manner by the respondent in responding to this Invitation to Bid will be wholly the responsibility of the respondent. All materials, supporting materials, correspondence and documents submitted in response to this Invitation to Bid will become the property of Jefferson County and will not be returned.
CORRECTIONS/AUTHORIZED SIGNATURE
Bids having any erasures or corrections must be initialed in ink. Bid must be signed in ink by an official authorized representative. RESPONSES CAN NOT CONTAIN LIQUID PAPER (WHITE OUT).
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 BID 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 RFP 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 RFP’s mandatory condition requirements. The words SHOULD and MAY is equivalent in the RFP and indicates very desirable conditions or requirements but is 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.
STATEMENT OF PURPOSE
This ITB provides interested parties with sufficient information to enable them to prepare and submit a response for consideration by the County. By submitting a response, you are affirming that you (in the case of individuals) and/or your organization are interested in contracting with the County to provide services covered herein. This document serves a two-fold purpose in that it is the County’s document of record showing our specifications, terms and conditions, besides the purchase order, that will be executed with regard to the purchase of the services requested herein.
STATEMENT OF INTENT:
The purpose of this Invitation to bid is to establish a contract for a vendor’s entire line of plumbing supplies. To establish an annual agreement between the County and qualified vendor(s) to provide plumbing supplies that are free of defect and safe environmentally for County facilities and PACA member’s facilities in a timely and efficient manner and at the lowest price available on an “as-needed” basis. For purposes herein used, the term “entire line”, shall include all or none manufactured by bidder (or the bidder’s supplier) Unit prices of items specifically listed on bid will be compared with price lists submitted, to determine if proportionate pricing can be established for every item of the manufacturer’s entire line. IF PROPORATIONATE PRICING CAN NOT BE DETERMININED, THE BID MAY BE REJECTED.
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, AL 35203-0009
OFFICE: (205) 325-5662 / FAX: (205) 214-4034
MELINDA CUNNINGHAM, BUYER MAY 16, 2017
MICHAEL MATTHEWS, C.P.M., PURCHASING AGENT ITB# 108-17
INVITATION TO BID Continued
SCOPE OF SERVICE:
The successful vendor must be able to provide the following:
Ø Delivery in a 2-hour turn around for all in stock parts, a 48-hour on all other after receipt of order and must be available for pick up.
Ø Discrepancies must be handled promptly (within 7-days on incorrect delivery and within 30-days for invoicing errors/problems)