PROG ID: POCNBK3A STATE OF ALABAMA DATE: 04/01/08 DEPARTMENT OF FINANCE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TRUCK RENTAL TRI-COUNTIES CONTRACT T-NUMBER....... : T116 USAGE.......... : STATEWIDE CONTRACT PERIOD......... : APRIL 20, 2007 TO APRIL 19, 2009 SOLICITATION NO : 2158577 CONTRACT BUYER...... : ROGER MCKEAN BUYER PHONE.. : (334) 242-7256 PURCHASING NUMBER......... : (334) 242-7250 FAX NUMBER... : (334) 242-4419 DATE PRINTED. : 04/01/08 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 2 FAMILIARIZE YOURSELF WITH THIS CONTRACT AND THE TERMS AND CONDITIONS REGARDING THE RESPONSIBILITIES OF THE STATE AND THE VENDORS. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IT IS THE RESPONSIBILITY OF THE ORDERING AGENCY TO MAKE SURE THAT * * ALL OF THE INFORMATION SUBMITTED ON THEIR REQUISITION IS CORRECT. * * ALWAYS BE SURE TO RECHECK YOUR COMMODITY NUMBERS. AS SOON AS YOUR * * PURCHASE ORDER ARRIVES, CHECK IT FOR ACCURACY. IF THERE ARE ANY * * DISCREPANCIES, PLEASE NOTIFY THE VENDOR FIRST, THEN CONTACT THE * * BUYER LISTED ON THE FRONT OF THIS CONTRACT AS SOON AS POSSIBLE. * * IN MOST INSTANCES, PROBLEMS CAN BE CORRECTED. * * * * COMPLAINTS MUST BE DOCUMENTED & SUBMITTED TO THE BUYER IN WRITING.* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ******************** TERM AND CONDITION T116 *********************** **********WHO CAN USE THIS CONTRACT? THIS BID IS TO ESTABLISH A CONTRACT FOR THE RENTAL OF TRUCKS BY THE STATE OF ALABAMA. STATE UNIVERSITES AND POLITICAL SUB- DIVISIONS OF THE STATE OF ALABAMA MAY HAVE THE OPTION OF USING THIS CONTRACT IF THEY SO CHOOSE. **********WHERE IS THE MAIN START/PICK UP POINT? THE CONTRACT MUST HAVE PICK UP POINTS IN THE MONTGOMERY AREA TO ACCOMMADATE THE STATE OF ALABAMA CAPITOL COMPLEX. IF YOUR COMPANY IS AWARDED THE CONTRACT AND YOU HAVE OTHER PICK UP POINTS YOU WOULD LIKE TO OFFER/PROVIDE SERVICE TO, PLEASE LIST THOSE LOCATIONS ON AN ATTACHED SUPPLEMENT TO YOUR BID. **********WHAT PERIOD OF TIME CAN THIS CONTRACT RUN? ESTABLISHES A 12 MONTH CONTRACT WITH AN OPTION TO ISSUE A SECOND AND THIRD 12 MONTH CONTRACT WITH THE SAME PRICING, TERMS AND DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 3 CONDITIONS.THE SECOND OR THIRD CONTRACT, IF AGREED BY BOTH PARTIES, WOULD BEGIN THE DAY AFTER THE FIRST OR SECOND CONTRACT EXPIRES. ANY SUCCESSIVE CONTRACT MUST HAVE WRITTEN APPROVAL OF BOTH THE STATE AND VENDOR NOLATER THAT 30 DAYS PRIOR TO THE EXPIRATION OF THE PREVIOUS CONTRACT. **********HOW IS THE CONTRACT AWARDED? THE VENDORS BID SHALL BE SUBJECTED TO A TARGET SYSTEM TO DETERMINE THE LOW BID AND SUBSEQUENT AWARD. THIS FORMULA/INFORMATION WILL BE PROVIDED TO THE VENDORS WHO ATTEND THE BID OPENING. *********WHAT IS THE PROCEDURE FOR AN AGENCY TO USE THIS CONTRACT? THE USING AGENCY MUST GIVE THE CONTRACT VENDOR 24 HOUR NOTICE PRIOR TO PICKING UP THE RENTAL. ONLY IF THE VENDOR DOES NOT HAVE THE REQUIRED RENTAL MAY A STATE AGENCY GO OUT SIDE THE CONTRACT BY SUBMITTING A NON- AVAIILABILITY CERTIFICATE FROM THE CONTRACT VENDOR WITH THE AGENCY'S REQUISITION TO STATE PURCHASING. *********WHAT ARE THE TERMS REGARDING DELIVERY/RETURN OF RENTALS? ALL VENDORS WHO BID ON THIS CONTRACT MUST BE ABLE TO PROVIDE PICK UP SERVICE IN THE MONTGOMERY TRI-COUNTY AREA. ALL RENTALS MUST BE EXCUTED WITHIN A REASONABLE TIME FRAME TO THE USING AGENCY. DOCUMENTED FAILURES TO PROVIDE ADEQUATE RENTAL SERVICE SHALL BE GROUNDS TO CANCEL THE CONTRACT FOR NON- PERFORMANCE. **********WHAT ABOUT INSURANCE? ALL STATE OF ALABAMA EMPLOYEES ARE COVERED UNDER A BLANKET LIABILITY POLICY FOR UP TO $1,000,000.00 . THE STATE OF ALABAMA HOWEVER DOES NOT COVER ANY COMPREHENSIVE AND COLLISION INSURANCE UNDER UNDER THIS CONTRACT. IT SHALL BE THE CONTRACT VENDOR'S RESPONSIBLITY TO INSURE THAT ADEQUATE COVERAGE FOR COMPREHENSIVE* AND COLLISION ARE INCLUDED IN YOUR RENTAL PRICE BID. COMPREHENSIVE INSURANCE SHALL INCLUDE ALL ACTS OF GOD/NATURAL DISASTERS. IT SHALL BE THE CONTRACT VENDOR'S RESPONSIBILITY TO DETERMINE THE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 4 COVERAGE FOR ALL POLITICAL SUBDIVISIONS WHO ELECT TO USE THIS CONTRACT. VENDOR TO GO OVER ALL MAINTENANCE AND SAFETY REQUIREMENTS PRIOR TO ACCEPTANCE BY THE USING AGENCY. USING AGENCY IS REQUIRED TO PROVIDE ALL EMPLOYEES NAMES, TO INCLUDE JOB CLASSIFICATION, WHO ARE RESPONSIBLE FOR OPERATING AND MAINTAINING THE RENTAL'S WELFARE UNDER THE RENTAL CONTRACT. IT SHALL BE THE CONTRACT VENDOR'S RESPONSIBLITY TO INSURE THIS REQUIREMENT HAS BEEN DOCUMENTED AND MADE PART OF THE RENTAL AGREEMENT. ALL STATE AGENCIES THAT WOULD LIKE PAI/CARGO INSURANCE SHOULD CONTACT DEPARTMENT OF FINANCE/RISK MANAGEMENT. THEY PROVIDE THIS TYPE INSURANCE FOR THE AGENCY. *********WHAT ABOUT FUELS AND LUBRICANTS? ALL RENTALS SHALL COME FULLY FUELED AND SERVICED/INSPECTED BY THE CONTRACT VENDOR. ALL ROUTINE MAINTENANCE SHALL BE THE RESPONSIBILITY OF THE CONTRACT VENDOR. HOWEVER, WHEN RENTALS ARE FOR EXTENDED PERIODS THE CONTRACT VENDOR IS TO PROVIDE THE USING AGENCY WITH AUTHORIZED SERVICE FACILITIES AND MAINTENANCE FREQUENCY TO INSURE THE RENTAL IS BEING ADEQUATELY MAINTAINED. IT WILL THE CONTRACT VENDOR'S RESPONSI- BILITY TO PROVIDE ALL NEEDED DOCUMENTATION HAS BEEN SUPPLIED TO THE USING AGENCY AT THE TIME OF RENTAL. UPON COMPLETIONS OF THE RENTAL TERM IT SHALL BE THE USING AGENCY RESPONSIBILITY TO RETURN THE RENTAL TO SPECIFIED LOCATION WITH THE RENTAL FULLY FUELED AND ALL REQUIRED DOCUMENTATION, AS SPECIFIED AT THE TIME OF RENTAL, TO THE CONTRACT VENDOR. IF THE USING AGENCY DOES NOT ADHERE TO THOSE REQUIREMENTS THE CONTRACT VENDOR MAY CHARGE FOR A FULL TANK OF FUEL AND TO CHARGE THE USING AGENCY THE DAILY RATE UNTIL THE REQUIRED DOCUMENTS ARE PRODUCED TO FINALIZE THE RENTAL PERIOD. *********WHAT ABOUT REPAIRS OF THE EQUIPMENT? THE CONTRACT VENDOR WILL BE RESPONSIBLE FOR ANY REPAIRS RELATING TO THE EQUIPMENT, UNLESS THE VENDOR CAN PROVIDE DOCUMENTED PROOF DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 5 TO STATE PURCHASING THAT THE USING AGENCY ABUSED OR NEGLECTED THE RENTAL. THE BURDEN OF PROOF RESTS SOLELY ON THE CONTRACT VENDOR. *********WHAT ABOUT RENTAL FEES DURING "DOWN TIME"? RENTAL FEES DO NOT ACCRUE DURING DOWNTIME. DOWNTIME STARTS FROM THE TIME THE VENDOR IS NOTIFIED BY PHONE.THE CONTRACT VENDOR MUST HAVE ROADSIDE ASSISTANCE TOLL FREE NUMBER TO RESPOND 24 HOURS A DAY, 7 DAYS A WEEK, 365 DAYS OF THE YEAR TO ALL TYPE OF PROBLEMS/EMERGENCY ARISING FROM RENTALS. *********WHAT ARE THE USING AGENCY'S RIGHTS DURING "DOWN TIME" DUE TO A COLLISION? THE AGENCY WOULD STILL BE RESPONSIBLE FOR PAYING THE RENTAL FEES. IF THE COLLISION WAS THE OTHER PARTY'S FAULT THEN THOSE FEES WOULD BE INCLUDE IN THE SETTLEMENT TO THE STATE? THE AGENCY MUST UNDERSTAND THAT A COLLISION PUTS THE VENDOR'S VEHICLE OUT OF SERVICE THEREFORE EFFECTS HIS PROFIT. THE COMPREHENSIVE AND COLLISION OFFERED BY THE DOES NOT PROVIDE FOR LOSS OF USE. *********WHAT ARE THE USING AGENCY'S RIGHTS DURING "DOWN TIME"? THE USING AGENCY'S MUST HAVE IMMEDIATE REPLACEMENT/REPAIR OF THE DOWNED TRUCK, THE CONTRACT VENDOR HAS TO RESPOND TO THOSE CONCERNS IMMEDIATELY AT TIME OF NOTIFICATION.THE DECISIONS TO REPLACE OR REPAIR WILL BE DETERMINE BY THE USING AGENCY AND THE CONTRACT VENDOR ON A CASE BY CASE BASES GIVING FULL CONSIDERATION TO THE CARGO INVOLVED. *********WHAT IS THE TIME BASIS OF RATES? RENTAL - A DAY'S RENTAL WILL BE BASED ON A TWENTY FOUR HOUR DAY WHICH WILL BE A MINIMUM RENTAL PERIOD. *********WHAT CONDITION IS THE EQUIPMENT TO BE DELIVERED IN? THE CONTRACT VENDOR IS TO HAVE ALL RENTALS IN GOOD OPERATING CONDITION. IF THE USING AGENCY DETERMINES THE RENTAL IS NOT, THE USING AGENCY HAS THE RIGHT TO REFUSE RENTAL TRUCK AT THE TIME OF PROPOSED RENTAL. THIS REFUSAL MUST BE DOCUMENTED IN DETAIL AT TIME OF REFUSAL TO THE BUYER WITH A COPY TO THE CONTRACT VENDOR. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 6 STATE PURCHASING FAX # 334-242-4419 *********WHAT ABOUT PROBLEMS/COMPLAINTS? STATE CONTRACT VENDORS ARE EXPECTED TO DEMONSTRATE PROFESSIONAL COURTESY INCLUDING PROMPT RESPONSIVENESS TO APPOINTMENTS AND PHONE CALLS MADE REGARDING RENTALS. IF A COMPLAINT AGAINST A VENDOR ARISES, THE USING AGENCY IS REQUESTED TO ATTEMPT TO SOLVE THE PROBLEM(S) - INCLUDING DELAYED DELIVERIES - BY WORKING DIRECTLY WITH THE VENDOR. YOU ARE ADVISED TO DOCUMENT ALL PROBLEMS. IF NOT PROPERLY DOCUMENTED IT IS HARD TO DEVELOP A CASE. PLEASE SEND A COPY OF ALL CORRESPONDENCE TO THE BUYER'S ATTENTION AT STATE PURCHASING. WHEN STATE PURCHASING RECEIVES DOCUMENTED COMPLAINTS REGARDING A VENDOR'S FAILURE TO RESPOND TIMELY, THE VENDOR WILL BE PROMPTLY NOTIFIED AND GIVEN FIVE (5) DAYS IN WHICH TO REBUKE THE ACCUSATIONS. IF NO RESPONSE IS RECEIVED THE ACCUSATION WILL STAND. FIVE (5) DOCUMENTED COMPLAINTS RECEIVED BY STATE PURCHASING FROM STATE AGENCIES AND/OR ITS POLITICAL SUBDIVISIONS DURING THE CONTRACT PERIOD TO WHICH STATE PURCHASING HAS RECEIVED NO WRITTEN OR JUSTIFIED REBUTTAL WILL BE GROUNDS TO CANCEL THE CONTRACT AND REMOVE THE VENDOR FROM BIDDING FOR A PERIOD OF ONE (1) YEAR. SOLICITATION NUMBER : 2158577 CONTRACT PERIOD: ESTABLISH A 12 MONTH CONTRACT WITH AN OPTION TO EXTEND FOR A SECOND, THIRD, FOURTH, AND FIFTH 12 MONTH PERIOD WITH THE SAME PRICING, TERMS AND CONDITIONS. THE SECOND, THIRD, FOURTH, OR FIFTH 12 MONTH PERIOD, IF AGREED BY BOTH PARTIES, WOULD BEGIN THE DAY AFTER THE FIRST, SECOND, THIRD, OR FOURTH 12 MONTH PERIOD EXPIRES. ANY SUCCESSIVE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 7 EXTENSION MUST HAVE WRITTEN APPROVAL OF BOTH THE STATE AND VENDOR NO LATER THAN 30 DAYS PRIOR TO EXPIRATION OF THE PREVIOUS 12 MONTH PERIOD. PURPOSE: ESTABLISH A CONTRACT FROM THE ITEMS LISTED FOR ALL STATE AGENCIES. CONTRACT PRICES ARE AVAILABLE TO ALL LOCAL GOVERNMENTAL AGENCIES AND SCHOOLS. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD CONTRACT VENDORS PAGE: 8 CONTRACT VENDOR NUMBER CONTACT PERSON TERMS AND NUMBER NAME AND ADDRESS PHONE NUMBERS/FAX DELIVERY 4009605 630832185-10 CHRIS REED NET SOUTHLAND INTERNATIONAL TRUCKS 205-254-1823-0000 3 DAYS ARO INC 888-844-1821 214 10TH STREET S BIRMINGHAM AL 35233 205-254-1824 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 9 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME 4009605 00005 975-14-086569 .00 % 630832185-10 NET LOT SOUTHLAND INTERNATIONAL TRUCKS RENTAL, TRUCK, 16' DIESEL, DRY VAN WITH INC POWER LIFT GATE. **************************************** PICK UP MUST BE WITHIN THE MONTGOMERY, AUTAUGA OR ELMORE COUNTY FOR STATE-WIDE USE. THE DAILY RENTAL PRICE SHALL BE ENTERED UNDER THE UNIT PRICE FIELD TO THE LEFT. DAILY MILEAGE SHALL BE 100 MILES PER 24 HOUR DAY. - WEEKLY MILEAGE RATE SHALL BE 500 MILES PER 7/24 HOUR DAYS. - MONTHLY MILEAGE RATE SHALL BE FIGURED UPON A 31/24 HOUR DAYS AND THE MILEAGE SHALL BE 2200 MILES. - MILEAGE RATE OVER THE CONTRACTED MILES SHALL BE: .20 PER MILE. - PRICING TO INCLUDE INSURANCE AS PER TERMS AND CONDITIONS: DAY: $90.00 WEEKLY: $450.00 MONTHLY: $1950.00 AT TIME OF RETURN: IF THE AGENCY DOES NOT USE THE SPECIFIED DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 10 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME MILEAGE THEN THE MILEAGE RATE SPECIFIED ABOVE SHALL BE REIMBURSED BY CONTRACT VENDOR. 4009605 00006 975-14-086209 .00 % 630832185-10 NET LOT SOUTHLAND INTERNATIONAL TRUCKS RENTAL, TRUCK, 24' DIESEL, DRY VAN WITH INC POWER LIFT GATE. DOES NOT REQUIRE A "COMMERCIAL DRIVER'S LICENSE" (CDL) **************************************** PICK UP MUST BE WITHIN THE MONTGOMERY, AUTAUGA OR ELMORE COUNTY FOR STATE-WIDE USE. THE DAILY RENTAL PRICE SHALL BE ENTERED UNDER THE UNIT PRICE FIELD TO THE LEFT. DAILY MILEAGE SHALL BE 100 MILES PER 24 HOUR DAY. - WEEKLY MILEAGE RATE SHALL BE 500 MILES PER 7/24 HOUR DAYS. - MONTHLY MILEAGE RATE SHALL BE FIGURED UPON A 31/24 HOUR DAYS AND THE MILEAGE SHALL BE 2200 MILES. - MILEAGE RATE OVER THE CONTRACTED MILES SHALL BE: .20 PER MILE. - PRICING TO INCLUDE INSURANCE AS PER TERMS AND CONDITIONS: DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 11 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME DAY: $110.00 WEEKLY: $550.00 MONTHLY: $2383.33 AT TIME OF RETURN: IF THE AGENCY DOES NOT USE THE SPECIFIED MILEAGE THEN THE MILEAGE RATE SPECIFIED ABOVE SHALL BE REIMBURSED BY CONTRACT VENDOR. 4009605 00008 975-14-086570 .00 % 630832185-10 NET LOT SOUTHLAND INTERNATIONAL TRUCKS RENTAL, TRACTOR TRUCK SINGLE AXLE (NON- INC SLEEPER). REQUIRES A "COMMERCIAL DRIVER'S LICENSE" (CDL). **************************************** PICK UP MUST BE WITHIN THE MONTGOMERY, AUTAUGA OR ELMORE COUNTY FOR STATE-WIDE USE. THE DAILY RENTAL PRICE SHALL BE ENTERED UNDER THE UNIT PRICE FIELD TO THE LEFT. DAILY MILEAGE SHALL BE 100 MILES PER 24 HOUR DAY. - WEEKLY MILEAGE RATE SHALL BE 500 MILES PER 7/24 HOUR DAYS. - MONTHLY MILEAGE RATE SHALL BE FIGURED UPON A 31/24 HOUR DAYS AND THE MILEAGE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 12 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME SHALL BE 2200 MILES. - MILEAGE RATE OVER THE CONTRACTED MILES SHALL BE: .18 PER MILE. - PRICING TO INCLUDE INSURANCE AS PER TERMS AND CONDITIONS: DAY: $125.00 WEEKLY: $625.00 MONTHLY: $2708.33 AT TIME OF RETURN: IF THE AGENCY DOES NOT USE THE SPECIFIED MILEAGE THEN THE MILEAGE RATE SPECIFIED ABOVE SHALL BE REIMBURSED BY CONTRACT VENDOR. 4009605 00009 975-14-086571 .00 % 630832185-10 NET LOT SOUTHLAND INTERNATIONAL TRUCKS RENTAL, TRACTOR TRUCK TANDEM AXLE (NON- INC SLEEPER). REQUIRES A "COMMERCIAL DRIVER'S LICENSE" (CDL). **************************************** PICK UP MUST BE WITHIN THE MONTGOMERY, AUTAUGA OR ELMORE COUNTY FOR STATE-WIDE USE. THE DAILY RENTAL PRICE SHALL BE ENTERED UNDER THE UNIT PRICE FIELD TO THE LEFT. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 13 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME DAILY MILEAGE SHALL BE 100 MILES PER 24 HOUR DAY. - WEEKLY MILEAGE RATE SHALL BE 500 MILES PER 7/24 HOUR DAYS. - MONTHLY MILEAGE RATE SHALL BE FIGURED UPON A 31/24 HOUR DAYS AND THE MILEAGE SHALL BE 2200 MILES. - MILEAGE RATE OVER THE CONTRACTED MILES SHALL BE: .18 PER MILE. - PRICING TO INCLUDE INSURANCE AS PER TERMS AND CONDITIONS: DAY: $135.00 WEEKLY: $675.00 MONTHLY: $2925.00 AT TIME OF RETURN: IF THE AGENCY DOES NOT USE THE SPECIFIED MILEAGE THEN THE MILEAGE RATE SPECIFIED ABOVE SHALL BE REIMBURSED BY CONTRACT VENDOR. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IF YOU NEED ASSISTANCE CONCERNING THIS CONTRACT, PLEASE CONTACT THE BUYER LISTED ON THE COVER PAGE. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * THIS CONTRACT CONTAINS 14 PAGES.