MADISON COUNTY COMMISSION
100 Northside Square
Huntsville, AL 35801
INVITATION TO BID
Bid Opening Date
For Recap Tires for the Madison County
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:
Stan Thurman: firstname.lastname@example.org
Ray Boles: email@example.com
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
COMPANY NAME: _____________________________________
THIS BID MUST BE NOTARIZED.
Subscribed and sworn to before
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
BID AWARD TERM- The bid will be awarded for a 1 year period with the condition that Madison
County and the successful vendor may mutually option to extend the bid award for two (2)
additional and consecutive one year periods. How long will you honor your pricing? ______
The attached are minimum specifications for recap tires. Vendor shall indicate compliance or
list any exceptions for consideration. Items not clearly specified will be treated as exceptions.
Please make efforts to contact the below indicated parties before bid opening with exceptions.
Retreads shall be designed for waste fleets where there is constant turning with rib design
capable of high scrub operations.
Warranty information will be included with a responsive bid. The bid pricing should reflect any
Madison County reserves the right to cancel this bid at any time by thirty day written notice
The following are examples of an acceptable retread: Michelin XZU S, Bandag BDM.
If you have any questions or concerns regarding any of the specifications, please contact Stan
Thurman: firstname.lastname@example.org, or Ray Boles: email@example.com.
EST. QTY WITH CASING NO CASING
WITH CASING NO CASING
**ADDITIONAL SPECS ATTACHED**