MADISON COUNTY COMMISSION
100 Northside Square
Huntsville, AL 35801
INVITATION TO BID
Bid Opening Date
For Copying and Printing for Various
Madison County Departments
Please submit a sealed price quotation of the items listed herein. (Faxed bids will not be
accepted.) The submissions will be addressed to Madison County Purchasing; 100 Northside
Square, Room 700; Huntsville, AL 35801 until the date and time shown above, and publicly
opened on date specified above. If unable to quote, write "NO BID" on the enclosed response
form and return.
Complete specifications of items not adequately defined herein may be obtained upon request.
Brand names and catalog numbers identified are used solely to indicate expected levels of
quality. If you are unable to furnish an item as specified and desire to furnish a substitute, give a
full description of the item. Final determination as to equal quality of substitution will be made
by the Procurement Specialist.
The Madison County Commission reserves the right to award this bid on an all-or-none or
item by item basis, to refuse all bids, and to waive technicalities.
Questions regarding this bid should be directed to: firstname.lastname@example.org
Vendor Name must show on envelope along with the bid number and opening date.
Each numbered bid must be in a separate envelope.
All documents submitted to Madison County will be subject to Alabama's Open Records Laws (Code of
Alabama, Title 36-12-40 and 41, as last amended). Due to the provisions of the Open Records Laws and the
Competitive Bid Laws (especially Code of Alabama, Title 41-16-24(b)), the Madison County Commission
cannot assure any Bidder that any information submitted with the bid, even though marked "Proprietary" will
not be open to public inspection and copying.
Terms of payment _____________________________________________________________________
I hereby affirm that I have not been in any agreement or collusion among vendors or prospective vendors in
restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding, or
THIS BID MUST BE NOTARIZED.
Subscribed and sworn to before
COMPANY NAME: _____________________________________
Me this______________ day of
PRINT NAME: _________________________________________
STREET ADDRESS: ____________________________________
CITY: _________________STATE:______ ZIP CODE: _________
PHONE #:____________________ FAX #:___________________
Madison County Commission
EMAIL ADDRESS: _____________________________________
FEDERAL ID# _________________________________________
GENERAL CONDITIONS AND INSTRUCTIONS
Bid Number must appear on the outside of the bid envelope.
No oral, telephonic, facsimile, e-mailed modifications or alternate bids will be considered. Bids
from firms, individuals, or the same owners of separate companies submitting more than
one bid will not be considered.
Bidders must submit an original and one (1) copy of its bid. Incomplete and/or irregular bids may be
subject to rejection. The following forms must be submitted:
a) Bid Response Form (included in Bid Packet)- must be completed in its entirety and signed by an
authorized agent of the company. Bid forms that are not signed will be disqualified. All
submissions must be printed or written in ink.
b) Bid Detail Form – (included in Bid Packet) – must be signed by person completing form
c) Bid Specification Sheet (if included in bid packet) – each specification must be initialized to
d) Business License – a copy of a current City of Huntsville business and Madison County Business
License, if required by law, and shall be current on payment of all city and county sales taxes.
If vendor is not required to have a City of Huntsville Business License or a Madison County
Business License, vendor must specify why a license is not required.
e) Sworn Affidavit of Employer Regarding Unauthorized Aliens - (Included in bid package or
available on-line at county website)
f) Sworn Affidavit of Subcontractor Regarding Unauthorized Aliens - (Included in bid package
or available on-line at county website)
g) Memo of Understanding (available on E-Verify website after registration)
Madison County Commission may add or delete locations, as needed, during the
period of the contract.
Shipping shall be F.O.B., Destination. Delivery address will be specified in the awarded Purchase Order.
Vendors having a place of business within the legal boundaries of Madison County
shall be given a 5% preference over vendors located outside of the legal boundaries of
Unless otherwise specified, the contract period will be for one year with two one year renewable option
period.. Prices shall remain firm for the entire contract period.
1. Successful vendors will keep in effect at all times, and must furnish the Madison County
Commission, with Certificates for the following insurance coverage:
a. $1 million General Liability
b. $1 million Auto Liability
c. $1 million Workers Compensation
2. Successful vendors must provide performance bond in the amount of the contract. This provision
is bid specific and will be defined in the bid specifications or relevant contract, if required.
Such bond will be required before the start of work by the successful vendor.
3. Successful vendor must provide completed W-9 form.
4. The Madison County Commission and successful vendor reserves the right to terminate agreement
at any time during the contract period, providing either party gives a sixty (60) day written notice
The attached item list is representative of the potential printing services needed county-wide. Please
respond as fully as possible. Bid alternates and exclusions may factor in award. Madison County reserves
the right to award in part or on an all-or-none basis.
• Partial deliveries are acceptable for individual orders. Payment will not be processed until full
delivery is made.
• No additional charges shall be incurred by Madison County as a result of errors made by the
• All prices shall be FOB Destination.
• The successful bidder should meet specified deadlines as materials are ordered. Please indicate,
within the bid documents, items which would regularly require processing beyond 72 hours.
• The successful vendor shall provide proofs as requested.
• Pricing shall exclude sales tax and include labor costs related to the finished product
• No minimum order requirements
• Responsible bidders must possess anti-virus software to protect stored data.
• County files are considered proprietary and will be treated as such