RFQ Terms and Conditions

STANDARD CLAUSES FOR JEFFERSON COUNTY REQUEST FOR QUOTATION 

1. WHEN SUBMITTING A QUOTE, PLEASE SUBMIT THE OFFICIAL QUOTE FORM PROVIDED BY JEFFERSON COUNTY'S PURCHASING OFFICE.  YOU MAY ALSO ATTACH ADDITIONAL FORMS IF NECESSARY. 
2. ALL QUOTES MUST BE SUBMITTED BASED ON FOB DELIVERED, SIGNED, AND RETURNED BY THE DATE DUE.
3.  PLEASE FAX QUOTES BETWEEN 9:00AM AND 4:00PM, FAXES SENT AT ANY OTHER TIME WILL NOT BE RECEIVED. 
4. If you are quoting on an alternate or substitution that meets our requirements, please furnish complete details or description with your quotation.
5. UNLESS OTHERWISE NOTED THE COUNTY RESERVES THE RIGHT TO AWARD EACH ITEM LISTED TO A SINGLE VENDOR OR TO MULTIPLE VENDORS AT OUR DISCRETION.
6. Jefferson County reserves the right to reject any or all quotes.  All quotations must remain valid for thirty (30) days unless otherwise noted.  Any quotation not accepted within thirty (30) days from the due date will be considered withdrawn.

The County has endeavored to incorporate within these specifications all the elements which it reasonably anticipates will be required to obtain responses from qualified Vendors. By submission of a quote you agree to provide goods or services consistent with these specifications unless otherwise stated. The quote will be awarded to the lowest responsive and responsible Vendor meeting the specifications or providing acceptable deviation.

If two or more Vendors submit identical quotes as to price, the decision of the County to award a contract to one of such Vendors shall be final. If, after review it is determined that both quotes are essentially equivalent the names of both vendors will be placed in a container and the winning quote selected by a draw witnessed by a minimum of two members of the Purchasing Department and a member of the County Audit department. The resulting contract award shall be deemed executory only to the extent of the monies appropriated and available, and no liability on account thereof shall be incurred by the County beyond the amount of such monies. It is understood that neither this contract nor any representation by any public employee or office creates any legal or moral obligation to request, appropriate or make available monies for the purpose of the contract.  The County intends to issue a formal Purchase Order to purchase the goods and/or services described in this solicitation. It is understood that the successful Contractor is an independent Contractor and shall not be considered an agent of the County, nor shall any of the Contractor’s agents or employees be considered subagents for the County.

7. The County may cancel any contract that may result from the award of this purchase in whole or part by providing the successful vendor with a 30 day notice of intent to cancel in writing.
8. Upon agreement of both parties in writing the County may add or delete like items from the subsequent contract awarded during the term of the contract.
9. This purchase will be made in accordance with the Jefferson County Purchase Order Terms & Conditions which may be found in the Purchasing section of the County Website using this link: (https://www.jeffersoncountyny.gov/departments/Purchasing/purchase-order-terms-conditions).

ALL CONTRACTS WHICH MAY RESULT FROM THIS QUOTATION SHALL BE SUBJECT TO THE PROVISIONS OF NEW YORK STATE GENERAL MUNICIPAL LAW 103.

A CONTRACTUAL OBLIGATION BETWEEN JEFFERSON COUNTY AND A SUCCESSFUL CONTRACTOR SHALL EXIST ONLY UPON RECEIPT OF A VALID PURCHASE ORDER NUMBER ISSUED BY AN AUTHORIZED JEFFERSON COUNTY PURCHASING DEPARTMENT REPRESENTATIVE.