JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
Prospective Bidders
TO:
144-13 – Full Document Available at http://paca.jccal.org
INVITATION TO BID NUMBER:
METAL OFFICE SYSTEMS & FURNITURE
SEALED BIDS FOR :
Dorothea Robinson, Principal Buyer
INVITATION TO BID
716 Richard Arrington Jr. Blvd North, Room 830
RESPONSES WILL BE
Birmingham, AL 35203-0009
RECEIVED BY:
***IMPORTANT SOLICITATION DATES***
BID DUE DATE:
BID OPENING DATE:
SEPTEMBER 4, 2013 by 5:00 PM
SEPTEMBER 5, 2013 at 2:00 PM
(Central Standard Time)
(Central Standard Time)
Return responses to this Invitation to Bid in a sealed envelope marked:
“ITB #144-13 METAL OFFICE SYSTEMS & FURNITURE”
BID OPENING WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Department, Room 830
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. Those vendors submitting a Notification
of Intent will be sent a complete copy of the bid, any related addendum, answers to inquiries, etc. pertaining to this
ITB. Notification of intent must be faxed to (205) 214-4034 or e-mailed to Dorothea Robinson at
robinsond@jccal.org.
TELEPHONE INQUIRIES – NOT ACCEPTED:
Telephone inquiries with questions regarding clarification of any and all specifications of the ITB will not be
accepted. All questions must be written and faxed to (205)214-4034 or e-mailed to Dorothea Robinson at
robinsond@jccal.org.
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date.
submission modification(s) submitted after the “Bid Opening Due Date” will not be considered.
Any
The County reserves the right to accept or reject any or all proposals, or any part of any proposal, and to waive any
informalities or irregularities in the proposal.
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 proposal, 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. Response to this solicitation does not constitute an agreement between the Offeror 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. Similarly, the County 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 bid file, unopened.
Released by:
___________________________________________________________
Page 1 of 34
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:
Adamsville, City of
Alabama School of Fine Arts
Alabaster, City of
Bessemer, City of
Bessemer Board of Education
Bibb County Commission
Bibb County Firefighters Assoc
Birmingham Board of Education
Birmingham-Jefferson Civic Center
Birmingham Public Library
Birmingport Fire Districts
Brighton, City of
Brookside, City of
Cahaba Valley Fire & Rescue
Center Point, City of
Chelsea, City of
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
Auburn d/b/a Harris Early Learning
Center
Helena, City of
Homewood, City of
Hoover, City of
Hueytown, City of
Irondale, City of
Jefferson County 911 Emergency
Communication District, Inc.
Jefferson County Board of Education
Jefferson County Commission
Jefferson County Assisted Housing Corp
Jefferson County Housing Authority
Jefferson County Library Coop
Jefferson State Community College
Kimberly, Town of
Lawley Fire Department
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, City of
Mountain Brook, City of
Mountain Brook Board of Education
Mt Olive Fire & Rescue
North Shelby Fire Department
Palmerdale Fire Department
Pelham, City of
Pelham Civic Center
Pelham Water Department
Pell City Fire Department
Pinson, City of
Pleasant Grove, City of
Rocky Ridge Fire/Rescue
Shannon Fire Department
Shelby County Board of Education
Storm Water Management Authority
Sylvan, Town of
Tarrant, City of
Tarrant City Board of Education
Trussville Board of Education
Trussville Volunteer Fire Department
Tuscaloosa County Board of Education
Tuscaloosa County Commission
Tuscaloosa County Firefighters Assn
Vestavia Hills, City of
Vestavia Hills Board of Education
Warrior, City of
Warrior River Fire & Rescue Service
Water River Water Authority
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 #:
Commodity:
Principal Buyer:
Telephone:
144-13
“METAL OFFICE SYSTEMS & FURNITURE”
Dorothea Robinson
(205) 521-7593
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
Page 2 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID
STATEMENT OF PURPOSE:
The Jefferson County Commission is seeking bids from qualified bidders to establish a contract for a manufacturer’s
entire line of metal office and systems furniture, which includes, but is not limited to, workstations, desks, desk units, file
and storage cabinets, bookcases, task and executive chairs. Systems offered must be compatible (match & interlock) for
the purpose of possible reconfiguration with the County’s existing modular systems which are: Allsteel Terrace 2.6 and
3.4 Modular System Components with Modular Desks & Work Surfaces. For purposes used herein, the term “entire line”
shall include all office and systems furniture manufactured by bidder (or by the bidder’s suppliers).
Sealed bids marked “METAL OFFICE & SYSTEMS FURNITURE” will be received by the Purchasing Manager,
Room 830 * 716 Richard Arrington Jr. Blvd N, Birmingham, Alabama.
BID DUE DATE:
September 4, 2013 until 5:00 P.M. central time (standard or daylight savings time, as applicable). Bids submitted after
this date and time will not be considered.
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.
BID OPENING DATE:
September 5, 2013 @ 2:00 p.m. Central Time (Standard or Daylight Savings Time, as applicable) Jefferson County
Purchasing Department, Room 830, Courthouse, Birmingham, AL 35203
ATTENTION BIDDERS:
Included as a part of this contract is a cover sheet that lists members of the Purchasing Association of Central Alabama
(PACA), who will be entitled to utilize this bid when awarded. Bidders who submit bids are thereby agreeing to provide
commodities and services included in this contract to present and future members of the Purchasing Association of
Central Alabama (PACA).
CONTRACT PERIOD:
October 1, 2013 – September 30, 2014, with renewal, at County’s option each October 1, to 2016 or Bidder also
needs to provide cost for a 3 year contract with 30 day cancellation provision.
TELEGRAPHIC/ELECTRONIC BID RESPONSES:
Bid responses sent by electronic devices (i.e., facsimile machines and email) are not acceptable and will be rejected upon
receipt. Vendors will be expected to allow adequate time for delivery of their bid responses either by airfreight, postal
services, or by other means.
TERMS OF CONTRACT:
Any contract resulting from this ITB will become effective upon bid award and approval of the County Commission.
Work resulting from bid award shall not begin until fully executed contract (signed by both contractor and County
Commission) is in place.
Page 3 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
TELEPHONE INQUIRIES:
Telephone inquires with questions regarding clarification of any and all specifications of the bid will be not accepted. All
questions will be written and faxed or e-mailed to Dorothea Robinson, Jefferson County Purchasing Department (fax 205214-4034) or robinsond@jccal.org no later than the end of the business day five (5) days prior to the bid opening date.
Correspondence with individuals other than those listed herein will not be allowed.
BID EVALUATION/AWARD:
The award will be made on an all or none basis in a manner that is in the best interest of the County. Bidder must quote
on all core list items (Groups 1-4) contained in this bid document in order for bid to be qualified for evaluation and award.
Evaluation of this bid will be based on pricing, product quality, availability, and service. Pricing will not be the sole
criteria determining award of this ITB. If requested by the Jefferson County Commission or its agent, bidder will deliver
a model of each item bid to the Jefferson County Commission for evaluation within seven (7) days of County’s request.
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.
INTERPRETATIONS AND ADDENDA:
No interpretation or modification made to any respondent as to the meaning of the ITB shall be binding on the Jefferson
County Commission unless submitted in writing and distributed as an addendum by the Jefferson County Purchasing
Department. Interpretations and/or clarifications 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 205-214-4034) or (email: robinsond@jccal.org) Verbal information obtained otherwise will not be
considered in awarding of contract. All addenda shall become part of the ITB.
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 ITB 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 are
equivalent in the ITB 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 bid
proposal, but may result in being considered as not in the best interest of the County.
Page 4 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
CLARIFICATION:
Respondent may be requested to provide additional information and/or clarify contents of their bid package. Other than
information requested by the County, no bidder will be allowed to alter their bid or add new information after the final
filing date.
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.
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 County shall be held
harmless from any claims arising from the release of proprietary information not clearly designated as such by the
proposing firm.
SPECIFICATIONS:
The following furniture is considered acceptable:
ALL STEEL EQUIPMENT*: Terrace 2.6 and 3.4 Modular System Components
Modular Desks & Work Surfaces
Persona Series Lateral Files with Integral Pull
Handle Pull Series Vertical Files
Trooper Series Chairs
Dealers in these lines are requested to limit bids to the lines listed above, unless an equal or superior quality in a matching
style is offered. Equipment bid other than what is listed above must also be demonstrated to be matching and interlocking
with the County’s existing systems. If dealer bids upon equipment other than the line listed above, a written approval
statement signed by the Director of General Services must be submitted with the bid in order to qualify for evaluation.
Dealers are encouraged to make onsite visits to examine the County’s existing systems. Failure to do so will not relieve
bidder of the requirements contained in this ITB.
*BRAND NAMES:
Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely
for the purpose of indicating the type, size and quality of materials, products, service, or equipment considered best
adapted to the County's intended use. Proprietary specifications may be waived for functional equivalents offered.
Page 5 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
1. MODULAR SYSTEMS CRITERIA:
A. PANEL FRAMES

Panel frames: 56”H & 69” H with lay-in metal base raceway for horizontal voice, data/power
management along with beltline management of voice, data/power management.

Panel frames must also accommodate vertical transition of voice, data/power management from base to
beltline within the context of the panel frame and at increments within the frame and along the top of the
frame.

Panel frames must have either an internal or lockable external consolidation box integrated into the base
raceway for mounting of voice & data patches and provide for punch down
blocks

Panel frames must have ability to terminate cables on the inside of the panel and allow for internal
mounting of a 24-port patch panel.

Panel frames construction must be welded tubular steel.

Panel frames must have ability to add additional height without replacing entire panel or dismantling
workstation. All multiple stacking frames must be load bearing

Panel frames must be able to accommodate standard “L”, “T”, “X”, and 120 degree connections and also
allow for complete off modular connections without modifications to standard product with metal-tometal connections from panel-to-panel and allow for 90 degree bends radii for voice, data/power
management.

Panel frames must have ability to be segmented, monolithic, or stackable or a combination thereof i.e.:
monolithic tile on one side of frame and segment on the other and easily converted without replacing
frame or dismantling of workstation.

Panel frames tiles must be available in incremental sizes from 13” to 69” and available in the following
finishes/options: Tackable/Acoustical, Data Port, Glass, Pass thru, Marker Board, Tool, Steel, Mesh,
Painted, Hard Surface, COM, Veneer (Recut & Natural)

Panel frames fabric must be tackable and acoustical

Panel frames must have metal top caps, base raceways, end caps, end trim and have ability to be color
matched.

Panel frames must offer a locking door, ADA-friendly hinging and threshold free sliding door option.
B. ELECTRICAL

8 Wire, 20 amp system offering 4 circuit 3+1, 2+2, 3 circuit separate neutrals

Electrical must have capability to jump both vertically and horizontally

Power in-feeds must be non-handed
Page 6 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
C. WORK SURFACES

Work surfaces must have built in hat channels to prevent warping and provide durability, and pre-drilled
threaded metal inserts.

Work surfaces will have 3mm plastic laminated top with PVC edging for durability.

Work surfaces must be height adjustable in 1” increments

Work surfaces must be universal i.e.: transferable between panel-based and freestanding solutions (non
handed panel legs, support legs, columns freestanding pedestals, or lateral files)

All desks & returns must have full modesty panels and fully integrated with the systems furniture.
D. STORAGE

Pedestals must have double wall drawer front , 18-20 gauge full steel construction

Pedestals must be available in support, freestanding, suspended, mobile & convertible in the table

File cabinets must have premium grade steel bearing suspension and be fully extending

Overheads and storage must ship fully assembled and include an integrated backstop

Metal Overheads must have concealed locks

Pedestals must have fully extending drawers
*ALL ITEMS OFFERED MUST BE FROM THE SAME MANUFACTURER.
2. METAL OFFICE FURNITURE CRITERIA:
A. DESKS & TABLES:


Desk and tables shall be furnished with Plastic Laminated tops.
All desks and returns shall have modesty shields.
B. CHAIRS:

Chairs shall be furnished with top grade of fabric upholstery (ASE Grade B or equal).
C. FILING CABINETS:

File cabinets must have premium grade steel bearing suspension.
Page 7 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
3. DESIGN AND OTHER SERVICES CRITERIA:

A complete itemized bill of materials and revised cost quote based on the final design will be required.

Design, project management, installation drawings and installation from award of contract through
final punch list completion for each job in scope of work will be required.
a. Project Description to include:
1. Bill of Material for each building
2. Submittal of fabric and finish selections for approval
3. Review of submittals to ensure coordination with global color palette.

A report detailing all finish materials for all furniture specified will be required

Product specific installation drawings will be required

Based on finish materials report, provide three (3) project binders and one electronic copy to include all
approved finish selections and approved fabric selections. Binders shall include both written and graphic
(physical sample or image) representation of the selections.

Project schedule which outlines the order and duration of each phase of installation will be required.
4. INSTALLATION CRITERIA:
 Installation of furniture and associated with furniture, fixtures and equipment to include all unpacking,
damage inspection, freight/damage claims, placement, assembly and leveling (where necessary), and
coordination of access to site for delivery and passage for installation.

Installation shall occur during normal business hours unless exceptions are pre-approved and shall be
scheduled through the General Services Department – 214-5504.

Removal of debris, including labor as required. All delivery and trash removal accomplished after normal
duty hours.

Site Survey/Field Verification shall include verification of critical dimensions on site to ensure
manufacturer specific products will work with each specified space. Conduct site surveys to also confirm
corridors, elevators, floors, power, voice and data installations etc. are clear for access for both delivery
and installation of furniture, fixtures and equipment.

Provide copies of all product orders for all selected furniture and associated furniture, fixtures and
equipment to include bill of materials with product number, finishes, cost and quantity by building.
This action is required for payment.
Page 8 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)

Provide off-site storage with proof of insurance for furniture and all associated furniture, fixtures and
equipment for required time frames based on the deliverable time for each site. Installation is contingent
upon the construction schedule of each site. All dates for installation provided by the Design-Builder
estimates are based on the construction schedule. The Dealer will be required to store the furniture and
associated products at an off-site location.

Provide protection to prevent damage to the premises during delivery and installation of the furniture and
associated furniture, fixtures and equipment. Any damage to the premises during the installation or
delivery of the furniture will be the sole responsibility of the dealer.

Coordinate and provide five (5) working days notification to the Design-Builder or the General Services
Department for start date of installation. Notification shall include installation point of contact name,
phone number and e-mail. Any persons associated with the project may be required to sign in and out of
the premises daily and may be subject to a security clearance check.

Provide labor and material for all final connection for hardwired components relating to furniture.

Certificate of Insurance for off-site storage
5. QUALITY ASSURANCE CRITERIA:

The Design Builder/ Project Manager will review preliminary or draft documentation that the Dealer
submits for completeness, and may return it to the Dealer for correction.

Absence of any comments by the Design-Builder/ Project Manager or the General Services
Department will not relieve the Dealer of the responsibility for complying with the requirements of
this work statement.

Final approval and acceptance of documentation required herein shall be by letter of approval and
acceptance by the Design-Builder/ Project Manager.

The dealer shall not construe any letter of acknowledgment of receipt material as a waiver of review,
or as an acknowledgment that the material is in conformance with this work statement.
Page 9 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
BIDDER REQUIREMENTS:

A local distribution center located in or near Jefferson County is required.

Bidder must be licensed to do business in the State of Alabama/Jefferson County.

Bidder agrees by bidding that he will furnish manufacturer's price lists current at time of bid (specifying any
applicable discounts) with prices proportionate to those quoted herein for his entire line of office and systems
furniture. Failure of successful bidder to furnish complete price lists at time of bid, will not relieve him of
promptly delivering any item of his entire line proportionately priced to that quoted herein. Copies of price
lists substantiating proportionate pricing will be furnished by successful bidder for any item of his entire line
not included with the original bid.

State bidders will be granted preference over non-residents to the same extent as provided by laws of the state
of domicile of the non-resident on all projects.
EVALUATION OF BIDS:
Bids will be evaluated using the following criteria:
a. Whether or not items bid meet specifications spelled out in this ITB
b. Pricing & Fee Structures
c. Pricing alone will not be a determining factor.
RE-BID:
The Jefferson County Commission expressly reserves the right to reject any or all bids, or parts of bids, or to re-bid and
make the award or awards as the best interest of the County appears.
AWARDED VENDOR REQUIREMENTS:
 On all orders, vendor is responsible for verifying style, color, etc. with each Jefferson County department
and/or PACA member prior to placing orders with the manufacturer.

Vendor must have an authorized representative of the ordering department initial selections confirming style,
color, price, etc. of items ordered for extensive projects involving large projects, cubicle components,
reconfigurations and relocations.

Vendor must furnish the following services at no additional cost:
1. Installation of furniture
2. Architectural design and support
3. Drawings indicating layouts of new-installations or changes
to existing configurations
4. Manufacturer footprint (lay-out) audits for viability and correctness of large installations
Page 10 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
REFERENCES:
If requested, successful bidder will furnish a minimum of three (3) references. References will be accepted only from
companies that have had service contracts for two (2) or more years with the bidder.
CAPABILITY FORM:
A two-page Capability Form is located at the end of this bid document that must be completed and submitted with
bid response in order to qualify for award of this contract.
BID SUBMITTAL REQUIREMENTS:

All bids shall be submitted on this ITB form and enclosed in a sealed envelope and shall include
the name and address of the bidder and the bid number on the face of the envelope.

All bids shall be sent by mail or hand-delivered to: Jefferson County Purchasing Department,
Room 830, Courthouse, 716 Richard Arrington, Jr. Blvd. N, Birmingham, AL 35203.

Capability Form must be completed and submitted with bid.

Warranty must be submitted with bid in order for bid to qualify for evaluation and award.
PUBLIC DISCLOSURE:
Subject to applicable State and Local law or regulations, the content of each Bidder’s Bid shall become public information
upon the effective date of any resulting contract. A Bidder’s disclosure or distribution of the Bid, other than to the
County, will be grounds for disqualification at the County’s option. All electronic files; audio and/or video recordings;
and all papers pertaining to any activity performed by the Successful bidder for or on behalf of the County shall be the
property of the County and shall be turned over to the County upon request. Bids submitted are not publicly available
until after awarded contract is signed by the Jefferson County Commission. Jefferson County reserves the right to retain
all Bids submitted and to use any ideas in a Bid regardless of whether that Bid is selected.
NEGOTIATIONS:
Jefferson County reserves the right to negotiate the terms and conditions of the contract with any of the evaluated Bidders.
Should the successful Bidder and Jefferson County fail to come to an agreement, Jefferson County may at its sole
discretion award services to any of the remaining Bidders. The Bidder to whom the contract is awarded shall be required
to enter into a written contract with Jefferson County in a form approved by legal counsel for Jefferson County. This ITB
and the Bid, or any part thereof, shall be incorporated into and made a part of the final contract.
LICENSES/CERTIFICATES:
Jefferson County reserves the right to require documentation that each Bidder is an established business and is abiding by
the Ordinances, Regulation, and Laws of their community and the State of Alabama. If you are required by any regulatory
agency to maintain professional license or certification to provide any product and/or service solicited under this ITB, the
County reserves the right to require you to provide documentation of your current license and/or certification before
considering your Bid and/or before awarding a contract.
Page 11 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
SOLE CONTRACTOR/IMPLEMENTER:
The Jefferson County Commission intends to award the contract to a sole contractor. The successful Bidder shall assume
total responsibility for all Deliverables whether a sub-contractor or third-party produces them in whole or in part. Further,
the County will consider the successful Bidder to be the sole point of contact with regard to contractual matters, including
payment of all charges resulting from the Contract. The successful Bidder will be fully responsible for any default by a
sub-contractor, just as if the successful Bidder itself had defaulted. No sub-contractor will be paid directly by Jefferson
County. The successful Bidder will be solely responsible for the success of the entire Project.
PERMITS, CODES & REGULATIONS:
All equipment, construction, and installation will comply with City, County, State and Federal codes and Regulations.
Successful bidder will obtain and pay for all permits necessary, notify proper authorities for inspections and furnish any
certificates required for the work.
ASSIGNMENT:
No portion of the Bid 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.
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.
CANCELLATION:
Failure to deliver as specified and in accordance with the ITB submitted, including promised delivery will constitute
sufficient grounds for cancellation of the order at the option of the County Commission.
GOVERNING LAW/DISPUTE RESOLUTION:
Any contract agreement that is issued based on this ITB, the parties shall agree that the contract agreement is made and
entered into in Jefferson County, Alabama, and that all services, materials and equipment to be rendered pursuant to said
contract agreement are to be delivered in Jefferson County, Alabama. The interpretation and enforcement of this contract
agreement will be governed by laws of the State of Alabama. The parties agree that jurisdiction and venue over all
disputes arising under this contract agreement shall be the Circuit Court of Jefferson County Alabama, Birmingham
Division.
WARRANTY:
Equipment furnished will be serviced by Jefferson County in accordance with manufacturer's recommendations, and shall
carry the standard warranty offered to the general public. Attach a copy of your complete warranty, which shall become a
part of your bid.
Page 12 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
QUANTITIES:
Quantities shown in this ITB are estimates, and are not a guarantee to buy in the amount shown.
ORDER CANCELLATIONS:
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.
DELIVERY REQUIREMENTS:

F.O.B. Destination via truck

Must not exceed 60-days A/R/O

Will be to various Jefferson County and PACA member locations

No Direct Factory Shipments will be accepted.

Inside Delivery Required - Vendor will install and adjust furniture in the offices as directed.

Vendor will be responsible for removing all furniture cartons from premises (including loading dock). All
deliveries to the Birmingham Courthouse must be scheduled in such a way that the loading dock will not be
blocked for more than one hour at a time.
DELIVERY FOR ALL ITEMS IS GUARANTEED NOT TO EXCEED_____DAYS A/R/O.
PRICES:
Must include transportation, handling, service charge, and installation.
Bidder agrees that Jefferson County will be charged no more for item(s) bid than the State of Alabama, and that in
the event of a price reduction; the County will receive the benefit of such reduction on any undelivered portion of
contract.
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.
VENDOR INVOICING INSTRUCTIONS: (APPLIES TO JEFFERSON COUNTY DEPARTMENTS ONLY):
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.
Page 13 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
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.
PRE-PAYMENTS:
No pre-payments of any kind will be made prior to shipment.
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 Contractor will comply with all safety laws and regulations in effect in the locality.
DISCLAIMER OF LIABILITY:
The County will NOT hold harmless or indemnify any successful Bidder for any liability whatsoever.
HOLD HARMLESS AND INDEMNIFICATION:
Contracting party agrees to indemnify, hold harmless and defend Jefferson County, Alabama, its elected officers and
employees (hereinafter referred to in this paragraph collectively as “County”), from and against any and all loss expense
or damage, including court cost and attorney’s fees, for liability claimed against or imposed upon County because of
bodily injury, death or property damage, real or personal, including loss of use thereof arising out of or as a consequence
of the breach of any duty or obligations of the contracting party included in this agreement, negligent acts, errors or
omissions, including engineering and/or professional error, fault, mistake or negligence of Integrator, its employees,
agents, representatives, or subcontractors, their employees, agents or representatives in connections with or incident to the
performance of this agreement, or arising out of Worker’s Compensation claims, Unemployment Compensation claims, or
Unemployment Disability compensation claims of employees of company and/or its subcontractors or claims under
similar such laws or obligations. Company obligation under this Section shall not extend to any liability caused by the
sole negligence of the County, or its employees. Before beginning work, contract party shall file with the County a
certificate from his insurer showing the amounts of insurance carried and the risk covered thereby. Liability insurance
coverage must be no less than $1,000,000. During performance the company must effect and maintain insurance from a
company licensed to do business in the State of Alabama. Coverage required includes 1) Comprehensive General
Liability; 2) Comprehensive Automobile Liability; 3) Worker’s Compensation and Employer’s Liability.
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.
Page 14 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
INSURANCE- CONT’D:
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 shall include the Jefferson County Bid and Purchase Order numbers.
NON- DISCRIMINATION POLICY:
The Jefferson County Commission is strongly committed to equal opportunity in solicitation of ITB’s and ITB’s. The
County encourages bidders and proposers to share this commitment. Each bidder submitting a Bid agrees not to refuse to
hire, discharge, promote, demote, or to otherwise discriminate against any person otherwise qualified solely because of
race, creed, sex, national origin or disability.
CONFIDENTIAL OR PROPRIETARY INFORMATION:
If a bidder’s proposal contains material noted or marked as confidential and/or proprietary that, in the County’s sole
opinion, meets the disclosure exemption requirements of the Alabama Public Records Law, then that information will not
be disclosed pursuant to a request for public documents. If the County does not consider such material to be exempt from
disclosure under the Alabama Public Records Law, the material will be made available to the public, regardless of the
notations or markings. If a bidder is unsure if its confidential and/or proprietary material meets the disclosure exemption
requirements of the Alabama Public Records Law, then it should not include such information in the bid proposal.
Page 15 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
INVITATION TO BID (CONT’D)
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 bid will be opened, but will not be read publicly. We will proceed with negotiations for a lower price
with the rejected bidder and other bidders by means of sealed quotes. The rejected bidder’s 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 County are met.
STATEMENT REGARDING BANKRUPTCY:
Jefferson County filed for chapter 9 bankruptcy protection on November 9, 2011. The County filed for chapter 9 so it can
pursue a readjustment of its debts under the protection of the federal bankruptcy laws. While it is in chapter 9, the County
will continue to operate its business and affairs in the ordinary course. Maintaining business relationships with the
County’s vendors and suppliers is critical to the County’s restructuring efforts. Accordingly, the County Commission
has resolved that it will pay its trade debts that arose before the County filed for chapter 9 as and when those debts
become due, so long as the vendor to whom such debt is due continues to provide goods and services to the County
while it is in chapter 9 on the same terms that it provided goods and services to the County before it filed for
chapter 9. Also, any goods and services provided to the County after it filed for chapter 9 will, of course, be paid by the
County in accordance with the parties’ agreed upon terms. The County appreciates greatly the support that our vendors
and suppliers have provided us over the years, and will continue to provide during this time of restructuring.
BUSINESS LICENSE:
In the event you receive a notification of intent to award letter, you will be required to provide your Jefferson County
business license within 7 days of receipt of notice of intent to award. If you are not currently registered with Jefferson
County Revenue Department, and do not have a business account number, applications may be obtained by logging on to
http://jeffconline.jccal.org/revenue. Once you have logged on, click on Business License and then **New Applicants.
Failure to submit the requested information may result in the notice of intent to award being revoked.
GUARANTEE:
Bidder certifies by bidding, that he is fully aware of the conditions of service and purpose for which item(s) included in
this bid are to be rented, 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 as the best interest of the County appears.
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 appears.
Dorothea Robinson,
Principal Buyer
Page 16 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID
(Bidder must use this form. Fill in all spaces)
Use same price list and discount on all items within each group. Bid on all items. The following quantities are
estimates only to establish a pricing basis for your entire line of equipment. Varying discounts within a group will
not be accepted. All desks to have center drawers and modesty panels, unless otherwise specified.
ALL ITEMS OFFERED MUST BE FROM THE SAME MANUFACTURER.
GROUP 1 – CUBICLE COMPONENTS FOR WORKSTATIONS:
Components Description
 Duplex Receptacle Circuit 1 (20 AMP) 3+1 & 2+2 S
 Duplex Receptacle Circuit 2
 Duplex Receptacle Circuit 4
 Base Panel Frame 69Hx36W
 "E" End Trim Kit 69H Painted Metal
 "L" 90-Degree Connector Kit 69H Fabric
 "L" 90 Degree Connector Kit 3.4 to 2.6 69H Fabric
 Tackable Acoustic Tile Ported 13Hx36W Gr 3 Fabric
 Hard Surface Tile 13Hx36W
 Tackable Acoustic Tile 13Hx36W GR 3 Fabric
 Hard Surface Tile 26Hx36W
 Tackable Acoustic Tile26Hx36W Gr 3 Fabric
 Monolithic Tackable Acoustic Tile 69Hx36W Gr 3 Fabric
 Trooper Task Chair Mid-Back w/All-Adjustable Arms 100% wool fabric
 Persona Freestanding Ped FF 28-1/8H 23-3/8D I Pull
 Persona Freestanding Ped BBF 28-1/8H 23-3/8D I Pull
 Cantilever Bracket 18D Left
 Cantilever Bracket 18D Right
 Work surface 24D x 36W Lam w/Grommet Wave Edge
 Corner W/S w/Radial Leading Wave Edge 36Wx24D w/Gr
 Ess OH Stg Cab 36W/Flat Pntd Dr/Non-Assist/No Pull
 Panel Frame 69H x 36W Flat Painted Top Cap
 Beltline Electrical Tile 13H x 36W
 Hard Surface Tile 13H x 36W
Page 17 of 34
Quantity
2
1
1
5
2
1
2
1
1
2
2
1
6
1
1
1
3
3
2
1
2
2
1
1
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
GROUP 1 – CUBICLE COMPONENTS FOR WORKSTATIONS (CONT’D):
Components Description









Quantity
Tackable Acoustic Tile 13H x 36W Gr 3 Fabric
Hard Surface Tile 26H x 36W
Tackable Acoustic Tile 26H x 36W Gr 3 Fabric
Tackable Acoustic Tile 69H x 36W Gr 3 Fabric
Power Harness 36W
Base power Infeed
Flat Bracket 24D
Task light w/electronic Ballast for 30W
Art Keyboard Arm 21" track, Lift + Lock, and
PL215 Platform, Gel Wristmate
2
2
1
4
4
1
2
2
1
Quantity
Total Cost of Components for 1 Workstation
$ __________EA X
4
Extended Cost
=
$_____________*
Name of Your Mfg. & Product Number_____________________________________________________________
*GROUP 1 – EXTENDED TOTAL (4 WORKSTATIONS)………………………$________________________
GROUP 2 – DESKS/WORK SURFACES
NOTE: ALL CASE GOODS MUST BE COMPLETELY MODULAR WITH INTER-CHANGEABLE
COMPONENTS (NON-HANDED)
Item 1 – 60-inch x 30-inch (w/return – modular style) Desk consisting of:
Quantity






Extended Cost
60" Laminate Top
30" End Panel (2 per desk)
60" Full Height Modesty Panel
Suspended file/file pedestal with integrated pull & lock
Suspended box/box/file pedestal with integrated pull & lock
19"W Metal Center drawer with lock
Total Cost of Components for one (1) desk
$____________EA
X
4
=
$ _____________
Name of Your Mfg. & Product Number_________________________________________________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 18 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
GROUP 2 – DESKS/WORK SURFACES (CONTINUED)
Quantity
Extended Cost
Item 2 – 72-inch x 30-inch Desk consisting of:






72" Laminate Top
30" End Panel (2 per desk)
72" Full Height Modesty Panel
Suspended file/file pedestal with integrated pull and lock
Suspended box/box/file pedestal with integrated pull and lock
19"W Metal Center drawer with lock
Total Cost of Components for one (1) desk
$____________EA
X
4
=
$ ____________
Name of Your Mfg. & Product Number________________________________________________________________
Item 3 – 60-inch x 30-inch Desk w/return consisting of:









66" Laminate top
42"x 24"D Laminate top return
30" End Panel (2 per desk)
24" End Panel
66" Full Height Modesty Panel
42" Full Height Modesty Panel
Suspended file/file pedestal w/integrated pull & lock
Suspended box/box/file pedestal w/integrated pull & lock
19"W Metal Center drawer with lock
Total Cost of Components for one (1) desk
$___________ EA
X
4
=
$____________
Name of Your Mfg. & Product Number_______________________________________________________________
Item 4 – 36-inch x 72-inch, rectangular work-surface w/T-Base
Consisting of:


36" x 72" Rectangular Work-surface with vinyl edge
26" Metal "T" base with glides (2 per table)
Total Cost of Components for one work-surface $___________EA
X
4
=
$____________
Name of Your Mfg. & Product Number_______________________________________________________________
GROUP 2 EXTENDED COST GRAND TOTAL (ITEMS 1-4)……………….$_____________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 19 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
GROUP 3 – METAL FILING / STORAGE CABINETS
NOTE: CABINETS MUST HAVE STEEL BEARING SUSPENSION.
A. VERTICAL FILE CABINETS
Quantity
ITEM 1 - TWO-DRAWER, LETTER, VERTICAL FILE
CABINET W/LOCK
$____________ EA
X
10
Extended Cost
=
$ _____________
Name of Your Mfg. & Product Number__________________________________________________________
ITEM 2 – THREE-DRAWER, LETTER, VERTICAL FILE
CABINET W/LOCK
$____________ EA
X
10
=
$ _____________
Name of Your Mfg. & Product Number__________________________________________________________
ITEM 3 – FOUR-DRAWER, LETTER, VERTICAL FILE
CABINET W/LOCK
$____________ EA
X
10
=
$ ______________
Name of Your Mfg. & Product Number___________________________________________________________
ITEM 4 – TWO-DRAWER, LEGAL, VERTICAL
FILE CABINET W/LOCK $___________ EA
X
10
=
$ ______________
Name of Your Mfg. & Product Number___________________________________________________________
ITEM 5 - THREE-DRAWER, LEGAL, VERTICAL
FILE CABINET W/LOCK $__________ EA
X
10
=
$ ______________
Name of Your Mfg. & Product Number___________________________________________________________
ITEM 6 – FOUR-DRAWER, LEGAL, VERTICAL
FILE CABINET W/LOCK $ __________ EA
X
10
=
$_______________
Name of Your Mfg. & Product Number___________________________________________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 20 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
GROUP 3 – METAL FILING / STORAGE CABINETS – CONT’D
NOTE: CABINETS MUST HAVE STEEL BEARING SUSPENSION.
Quantity
ITEM 7 – FIVE-DRAWER, LEGAL, VERTICAL
FILE CABINET W/LOCK $__________ EA
X
10
Extended Cost
=
$ _______________
Name of Your Mfg. & Product Number____________________________________________________________
B. LATERAL FILE CABINETS
NOTE: CABINETS MUST HAVE STEEL BEARING SUSPENSION.
ITEM 8 - TWO-DRAWER, 30” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$___________ EA
X
1
=
$ ________________
Name of Your Mfg. & Product Number_____________________________________________________________
ITEM 9 – THREE-DRAWER, 30” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$___________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 10 - FOUR-DRAWER, 30” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$___________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 11 – TWO-DRAWER, 38” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$___________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 21 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
B. LATERAL FILE CABINETS – CONT’D:
NOTE: CABINETS MUST HAVE STEEL BEARING SUSPENSION.
Quantity
ITEM 12 – THREE-DRAWER, 38” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$___________ EA
X
1
Extended Cost
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 13 – FOUR-DRAWER, 38” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$____________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 14 – TWO-DRAWER, 42” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$____________ EA
X
1
=
$__________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 15 – THREE-DRAWER, 42” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$_____________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 16 – FOUR-DRAWER, 42” WIDE LATERAL FILE
CABINET W/INTEGRAL PULLS
W/LOCK
$_____________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 22 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
C. – STORAGE CABINETS
NOTE: CABINETS MUST HAVE STEEL BEARING SUSPENSION.
Quantity
ITEM 17 - STORAGE CABINET
46H x 36W x 22D
$_____________ EA
X
1
Extended Cost
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 18– STORAGE CABINET
66H x 33W x 18D
$_____________ EA
X
1
=
$_________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 19 – STORAGE CABINET
72H x 36W x 24D
$_____________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
D. – FIRE RESISTANT FILE AND STORAGE CABINETS
ITEM 20 - FOUR-DRAWER, LETTER SIZE, VERTICAL
FILE CABINET - UL CERTIFIED ONE-HOUR
FIRE RESISTANT W/ PICK RESISTANT
LOCK
$ _____________ EA X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
ITEM 21 - FOUR-DRAWER, LEGAL SIZE, VERTICAL
FILE CABINET - UL CERTIFIED ONE-HOUR
FIRE RESISTANT W/ INTEGRAL PULLS AND
PICK RESISTANT LOCK $_____________ EA
X
1
=
$ _________________
Name of Your Mfg. & Product Number______________________________________________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 23 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
D. – FIRE RESISTANT FILE AND STORAGE CABINETS – CONT’D
Quantity
ITEM 22 - FOUR-DRAWER, 38” WIDE, FIRE RESISTANT
LATERAL FILE CABINET - UL
CERTIFIED ONE-HOUR FIRE RESISTANT
W/INTEGRAL PULLS AND PICK
RESISTANT LOCK
$____________ EA
X
1
Extended Cost
=
$ _____________
Name of Your Mfg. & Product Number__________________________________________________________
ITEM 23 - FOUR-DRAWER, 31” WIDE, FIRE RESISTANT
LATERAL FILE CABINET W/INTEGRAL PULLS
W/LOCK
$____________ EA
X
1
=
$______________
Name of Your Mfg. & Product Number__________________________________________________________
ITEM 24 - FIRE RESISTANT STORAGE CABINET
UL CERTIFIED ONE-HOUR FIRE PROTECTION
44H x 36W x 19 ¼ D, 3 SHELVES, PICK
RESISTANT LOCK
$____________ EA
X
1
=
$ ______________
Name of Your Mfg. & Product Number___________________________________________________________
ITEM 25 – FIRE RESISTANT STORAGE CABINET
UL CERTIFIED ONE-HOUR FIRE PROTECTOIN
72H x 36W x 19 ¼H, 4 SHELVERS, PICK
RESISTANT LOCK $____________ EA
X
1
=
$ _____________
Name of Your Mfg. & Product Number__________________________________________________________
GROUP 3 - EXTENDED COST GRAND TOTAL (ITEMS 1-25)……………$________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 24 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
GROUP 4 – SEATING
Quantity
Extended Cost
A. TASK CHAIRS (Must Be 100% Wool Fabric)
ITEM 1 - TASK CHAIR, MID BACK, ARMLESS,
FABRIC GRADE: B
$______________ EA X
10
=
$ ____________
Name of Your Mfg. & Product No. ____________________________________________________________
ITEM 2 – TASK CHAIR, MID BACK W/ARMS,
FABRIC GRADE: B
$______________ EA X
10
=
$ ____________
Name of Your Mfg. & Product No. ____________________________________________________________
ITEM 3 - TASK CHAIR, HIGH BACK W/O ARMS,
FABRIC GRADE: B
$______________ EA X
10
=
$ ____________
Name of Your Mfg. & Product No. ____________________________________________________________
ITEM 4 - TASK CHAIR, HIGH BACK, ALL ADJUSTABLE ARMS, ASYNCHRONOUS ERGONOMIC
MOTION WITH SLIDING SEAT PAN,
FABRIC GRADE: B
$______________ EA X
10
=
$_____________
Name of Your Mfg. & Product No. _____________________________________________________________
B. EXECUTIVE CHAIRS
ITEM 5 – EXECUTIVE CHAIR, ERGONOMIC, MESH
CHAIR, FULLY ADJUSTABLE ARMS &
HEADREST, MESH BACK WITH PADDED,
MESH SEAT W/ SEAT DEPTH ADJUSTMENT
$______________ EA X
5
=
$_____________
Name of Your Mfg. & Product No. _____________________________________________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 25 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
C. SIDE CHAIRS
Quantity
Extended Cost
ITEM 6 – SIDE CHAIR WITHOUT ARMS,
KEYSTONE, FABRIC GRADE: B
$______________ EA X
10
=
$_____________
Name of Your Mfg. & Product No. _____________________________________________________________
ITEM 7 – SIDE CHAIR WITH ARMS,
KEYSTONE, FABRIC GRADE: B
$______________ EA X
10
=
$______________
Name of Your Mfg. & Product No. ______________________________________________________________
GROUP 4 - EXTENDED COST GRAND TOTAL (ITEMS 1-7)……………$_________________________
EXTENDED GRAND TOTAL – (GROUPS 1 – 4)…………………...……… $_________________________
VENDOR NAME____________________________________________________________DATE_______________
Page 26 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
BID (CONT’D)
(Bidder must use this form. Fill in all spaces)
Option 1: Pricing for the first year of this contract must remain fixed and firm.
After first contract year, pricing for each contract year is guaranteed not to increase more than _____________%
(percent). Contract pricing increases, if applicable, must be specified each year at contract renewal time. The
contract is renewed only at the County’s option.
Your price discount will be ___________________ percent off your list price and list must be submitted with your
bid. Bids submitted without the list price will not be evaluated and considered for award.
MAXIMUM DISCOUNT:
Guaranteed maximum discount available if contract is renewed for 2nd year ________________%
Guaranteed maximum discount available if contract is renewed for 3rd year ________________%
Option 2: Pricing for the 3-yr contract (must remain fixed and firm).
Your price discount will be ___________________ percent off your list price and list must be submitted with your
bid. Bids submitted without the list price will not be evaluated and considered for award.
Vendor must allow the same discount from the price list as shown on this bid response for all groups, and will offer
the same pricing discount for all items of our entire line of office and systems furniture during the contract period.
VENDOR NAME_______________________________________________________________DATE______________
Page 27 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
JEFFERSON COUNTY COMMISSION
BIDDER CAPABILITY FORM - PAGE ONE
(MUST BE SUBMITTED WITH BID RESPONSE – BID #144-13)
1. Can you provide a customized catalog of contract items specific to this ITB?___________________
Can this be made available on-line or viewable via the web?________________________________
2. Do you have furniture library software? ________________________________________________
If yes, what type of format is this software available? _____________________________________
________________________________________________________________________________
Are there any requirements or setup required to using your software in the normal course of
business? ________________________________________________________________________
________________________________________________________________________________
3. Are there any discontinue or end of life notices or expected end of life dates for your product(s)?
________________________________________________________________________________
4. If you are quoting on a remanufactured product, explain your process for obtaining remanufactured
product and the availability? _________________________________________________________
________________________________________________________________________________
5. What is your product(s) lead-time after receipt of order?___________________________________
What options do you have available to reduce lead-times? _________________________________
________________________________________________________________________________
6. Do you have quick-ship capabilities, please explain? ______________________________________
Is this service charged at a premium cost? ______________________________________________
If so, please detail all costs __________________________________________________________
7.
Can the deliveries be scheduled?______________________________________________________
If so, explain any limitations, include hours and days _____________________________________
________________________________________________________________________________
VENDOR NAME______________________________________________________________DATE_______________
Page 28 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
JEFFERSON COUNTY COMMISSION
BIDDER CAPABILITY FORM - PAGE TWO
(MUST BE SUBMITTED WITH BID RESPONSE – BID #144-13)
8. Provide the locations of all your full-service provides and warehouse locations that would
service Jefferson County and PACA members:
___________________________________________________________________________
___________________________________________________________________________
9. What kind of design services do you have available per product (s)?
____________________________________________________________________________
____________________________________________________________________________
Are there any costs for these services? _____________________________________________
____________________________________________________________________________
List key design personnel that will be available to Jefferson County:
____________________________________________________________________________
____________________________________________________________________________
10. List details of your design support to Jefferson County; include design or drawing
audits, specifications, order details, etc.
11. List project name and location of 3 to 5 projects (preferably government projects) that would
Demonstrate the design experience described in this ITB ______________________________
_____________________________________________________________________________
12. Do you have computer aided design software? _______________________________________
If so, what kind and what version? _________________________________________________
13. Where is the final assembly and shipment location for your products? _____________________
_____________________________________________________________________________
Please list by the product quoted.
VENDOR NAME______________________________________________________________DATE_______________
Page 29 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
NOTIFICATION OF INTENT TO RESPOND
Reference ITB 144-13
(
)
On behalf of myself/my firm/institution, I hereby certify that I/we intend to submit
a response.
(
)
On behalf of myself/my firm/institution, I hereby certify that I/we do not intend
to submit a response.
______________________________________
Authorized Signature
______________________________________
Individual/Institution/Firm
______________________________________
Title
______________________________________
Date
Page 30 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
STATEMENT OF COMPLIANCE WITH ALABAMA CODE SECTION 31-13-9
By signing this contract, the contracting parties affirm, for the duration of this 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.
_______________________________________________
Printed Name Authorized Representative)
_____________________________
Title
_______________________________________________
Signature Authorized Representative)
_____________________________
Date Signed
_______________________________________________
Name of Business
Page 31 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
Affidavit of Contractor
Alabama Act 2011-535
I affirm the following:
1.
I will not knowingly employ, hire for employment, or continue to employ an unauthorized alien; and,
2.
I affirm that the below listed Business Organization is enrolled in the E-Verify program, that the Business
Organization listed below will remain enrolled in the E-Verify program during the term of the contract and
that every employee that is required to be verified will be verified according to the applicable federal rules
and regulations; and,
3.
I acknowledge that §9(e) Alabama Act 2011-535 authorizes the County to terminate this contract for a first
violation of §9(a) of said Act, and requires the County to terminate this contract for a second violate of §9(a)
of said Act.
__________________________________________________________
____________________________
Printed Name of Contractor (or Authorized Representative)
Title
__________________________________________________________
____________________________
Signature of Contractor (or Authorized Representative)
Date Signed
__________________________________________________________
____________________________
Name of Business Entity
Phone Number
State of ____________________________
County of __________________________
Sworn to and subscribed before me on
This __________ day of ________________, 20 ______.
__________________________________________________
NOTARY PUBLIC
My Commission Expires: ____________________________
Page 32 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
Non-Collusion Affidavit
I, ___________________________________________________, an authorized agent/representative of
________________________________attest that the Bid is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the Bid is genuine and
not collusive or sham; that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a
false or sham ITB, and has not directly or indirectly colluded, conspired, connived or agreed with any Offeror or
anyone else to put in a sham ITB, or than anyone shall refrain from proposing; that the Offeror has not in any manner,
directly or indirectly sought by agreement, communication or conference with anyone to fix the ITB of the Offeror or
any other Offeror, to fix any overhead profit, or cost element of the ITB price or of that of any Offeror, or to secure
any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all
statements contained in the ITB are true; and further, that the Offeror has not, directly or indirectly submitted his/her
ITB price or any breakdown thereof or the contents thereof, of divulged information or data relative thereto, or paid,
and will not pay any fee to any corporation, partnership, company, association, organization, ITB depository, or to any
member or agent thereof, to effectuate a collusive or sham ITB.
I, the undersigned, hereby certify that I have read and understand this Non- Collusion Affidavit and guarantee complete
compliance with all the terms, conditions and stipulations.
Subscribed and Sworn to
Before me this ________ day
of ___________ 20____.
BY: ___________________________________
Authorized Signature of Offeror
Date
_____________________________________
Print or Type Name of Offeror
___________________________________
Notary Public of
My Commission expires
Page 33 of 34
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)521-7593/FAX: (205)214-4034
PRINCIPAL BUYER: DOROTHEA ROBINSON
PURCHASING AGENT: MICHAEL MATTHEWS
AUGUST 21, 2013
ITB 144-13
SIGNATURE PAGE
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 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.
Please specify terms of payment below:
Date: ___________Company Name: ___________________________________
Terms: ______________Address: ______________________City:_________
Phone :( )____________County: ______________State: ____Zip:______
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)
locations(s) zoned for the type of business conducted by my company at the address stated above.
_____________________________________
(Authorized Signature)
_____________________________________
(Print Name)
Toll Free Phone: _____________________________
Return original bid in enclosed envelope. Authorized signature of bidder must be in ink. Bids 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)
Page 34 of 34