100407 TRUCK BID.doc

STATE OF MAINE

Division of Purchases

REQUEST FOR QUOTATIONS FOR HEAVY EQUIPMENT

on behalf of

MAINE DOT FLEET SERVICES

INSTRUCTIONS TO BIDDERS

SCOPE: The Division of Purchases is requesting bids on behalf of the Maine DOT Fleet Services for HEAVY DUTY TRUCKS AND PLOWS AND ACCESSORY EQUIPMENT for up to a two-year purchase cycle. Maine DOT Fleet Services requires a staggered delivery schedule, anticipating 3 to 4 trucks per month for a period of 30 months. After the bids have been awarded a firm schedule detailing the number of units and types of units that will be expected each month will be established for the first twelve months. A Purchase Order for the first 12 months of the 30 month cycle will be awarded to the successful bidder after bid evaluation. The State reserves the right to cancel or amend the quantity of the second year of the cycle due to unforeseen circumstances. If the State decides to pursue a second year purchase, a Purchase Order will be awarded to the same successful bidder no later than 90 days before the start of the second 12 month period.

CONTRACT PERIOD: 3/1/2008 to 8/1/2010

PRICES: Prices are expected to remain firm for the 30 month contract period.

AMENDMENTS AND/OR ADDENDUMS: Any and all amendments and or addendums to this bid will be posted on Vendor Self Service (VSS) as an amendment. It is the bidder’s responsibility to periodically check the bid on VSS for amendments.

EMISSIONS: In accordance with the Maine Department of Environmental Protection Rules Chapter 127 New Motor Vehicle Emission Standards, all new vehicles purchased in Maine and equipped with a heavy-duty diesel engine (HDDE), beginning with Model Year 2008 must be certified to meet California Emissions Standards.

The State of Maine requires on any heavy duty diesel on-road vehicle/engine supplied that the total emissions of NOx (Oxides of Nitrogen) plus NMHC (Non-Methane Hydrocarbons) shall not exceed .01 grams per HP (Horsepower) per hour.

Bidders must supply certificate of compliance indicating that the vehicles being bid are equipped with engines meeting the model year 2008 emissions standard of .01 G/BHP-HR or less. This information (certification) must be submitted with your bid package in order to be considered for award.

EVALUATION AND AWARD: The following information MUST be electronically entered to your response in Vendor Self Service:

Price is to be submitted electronically in VSS. Enter one lot totals for items being bid. (System purpose only). Line item award consideration will be given. NOTE: Your grand total price for all items you are bidding must be submitted electronically in order for your response to be considered. Delivery days also must be entered – enter in as a number only. For example, you would not enter in 15 days but just 15.

A CD of all the specifications and instructions will be available upon request by e-mail to Terry.L.DeMerchant@maine.gov. There are 12 line items for this bid. You only need to print off the line items that you will be submitting your bid on. Be specific on what you are bidding: you may bid the cab & chassis as one unit, and all the accessories as another. The State of Maine will consider bids for all components within the accessory package. Award will be made for accessory package as a whole.

1) A separate sheet noting any and all EXCEPTIONS which are being taken to the specifications MUST be included with your response Please follow the specification format by referencing Bid Item #, page number, title of specification page, and the specific spec. number.

2) A copy of the specification MUST be returned noting these same exceptions and also identifying the make, model, brand, type, Size, etc. of the components which are being supplied.

3) The most recent advertising literature pertaining to the vehicle, equipment and/or accessories which are being offered to also include any technical specifications or information.

4) EMISSIONS: Certification of Compliance (California Certified-NTE-testing) documentation required.

5) Once you have completed your bid package containing all of the above, please place in an envelope and plainly mark on the outside with HEAVY DUTY TRUCKS AND PLOWS AND ACCESSORY EQUIPMENT BID and also the Bid Number and deliver to the Division of Purchases at the address listed below by 5:00 pm local time on 11/17/2007.

Division of Purchases Burton M. Cross Building 4th Floor 111 Sewall Street 9 State House Station Augusta, Maine 04333-0009

AWARD: It is the Division of Purchases and Maine DOT Fleet Service’s intention to award items 1 through 5 to the same truck manufacturer. Items 6 through 12 will also be combined in the bid evaluation process and will be awarded to a single manufacturer. Pricing will be evaluated by combining the above items and factoring the total quantity of each item to determine the lowest price from a single manufacturer. In determining which bid reflects the Best Value to the State of Maine, we will consider the factors listed in the attached special bid instructions.

It is also the States intention to award all the accessory packages to one contractor considering best value to the State.

NOTE: The State of Maine reserves the right to evaluate alternates and determine equivalency.

ORDERING PROCEDURE: Purchase Order(s) will be issued upon award for the determined number of units and accessories to be purchased. (1st yr. contract) approx. 3/1/2008. The Division of Purchases will also issue Purchase Orders to cover the 2nd year order cycle approximately 6/1/2009.

INSPECTIONS

PRE-DELIVERY INSPECTION: A factory pre-delivery inspection is required after vehicles are completed but before delivery to dealer. Inspection to be completed by State of Maine DOT Fleet Services, or their designated representatives. Inspectors shall number two (2) people. The cost of inspection, including round trip airfare (if necessary) and lodging for a period not exceeding 3 days, 2 nights, shall be included in the bid price.

Maine DOT Fleet Services also reserves the right to: (no costs to the bidder)

1. Send in factory inspectors to your factory at anytime during the building of these vehicles.

2. Have a Pre-manufacturing meeting which shall include a meeting with the bidder and the factory representatives, a tour of the factory, and a complete review of the specifications.

The completed vehicle shall be inspected by the State of Maine DOT Fleet Services, prior to delivery to the procuring agency at a location determined by Maine Department of Transportation Fleet Services.

DELIVERY: Delivery is expected to be 90 days from receipt of a Purchase Order from the Division of Purchases or sooner.

EXTENSION OF CONTRACT: The State reserves the right to extend contract(s) from the date of the award for as long as the 2008 model year is available.

CANCELLATION OF CONTRACT: The State of Maine Division of Purchases reserves the right to cancel a contract with a thirty day written notice or cancel immediately if the contractor does not conform to terms and conditions of contract.

POINT OF CONTACT: Any questions or correspondence pertaining to this bid should be directed in writing to Terry DeMerchant, Division of Purchases at Terry.L.DeMerchant@maine.gov. Terry DeMerchant is the sole point of contact during the bid process.

Specifications are available on a CD at Terry Demerchant's office located at Division of Purchases, Burton M. Cross Building, 4th Floor, 111 Sewall Street, 9 State House Station, Augusta, Maine 04333-0009 or call Purchases at 624-7334.