2008_BEARINGS_BID TERMS (2).rtf

BID INSTRUCTIONS & SPECIFICATIONS

BEARINGS, AUTOMOTIVE & INDUSTRIAL

1. SCOPE: State of Maine Div. Of Purchases is requesting quotes to furnish the normal requirements of the Me. Dept.of Transportation, Motor Transport Division and ALL State Agencies for AUTOMOTIVE AND INDUSTRIAL BEARINGS, to establish a contract for a one year period.

2. CONTRACT PERIOD: Any contract issued as a result of this quote is to be for a period of one year beginning at the time of award.

3. BID PRICES: Prices shall be net, including transportation and delivery charges fully prepaid by the contractor F.O.B., Destination. PRICES TO REMAIN FIRM FOR CONTRACT

PERIOD AND NO FUEL SURCHARGES APPLIED TO INVOICES.

4. DISCOUNT BASIS: All items will be purchased on a net or discount from list price basis. The bidder shall quote his discount from list and SUBMIT WITH HIS BID A CURRENT PRICE LIST OR SHEET AND MANUFACTURER’S CATALOG TO WHICH THE QUOTED DISCONT APPLIES. CROSS REFERENCE SHEETS & MFG. #’S REQUIRED WHERE APPLICABLE. SEE ITEMS LISTED ON VENDOR SPREADSHEET.

PRICE SHEETS: The price sheets used for this bid should be the latest in effect, and are to remain firm for 1-year. If latest price sheets are not used, bid will not be considered.

NOTE: DESCRIPTIVE LITERATURE AND CURRENT PRICE LISTS MAY BE MAILED TO DIVISION OF PURCHASES, BURTON M. CROSS BLDG. 4TH FLOOR, 111 SEWALL STREET, #9 STATE HOUSE STATION, AUGUSTA, ME. 04333-0009 ATTN: TERRY DEMERCHANT, PROCUREMENT MANAGER OR ATTACHED TO YOUR BID RESPONSE.

5. BID SUBMISSION: YOU MUST ENTER YOUR RESPONSE ELECTRONICALLY IN VENDOR SELF SERVICE ATTACHING YOUR PRICING SPREADSHEET

6. QUANTITIES: Quantities listed are estimated yearly usages. Items listed are the most commonly purchased products. However, contract will cover any other product that may be ordered during the contract period.

7. ESTIMATED VALUE: It is estimated that the value of contract items purchased during the life of the contract will be $10,000. It is understood and agreed, however, that the contract shall cover only the quantities ordered for State agencies for delivery during the term of the contract, whether more or less than the amount indicated.

8. DETAIL REQUIREMENTS: All items shall be of first grade material and workmanship, conforming to standards of the best commercial practice, and must be of domestic origin. The quality of items and components offered shall be equal or superior to those of the original manufacturer.

9. PACKAGING & PACKING: All items shall be packaged and packed in accordance with prevailing commercial practice, and in such manner as to insure delivery in first class condition.

10. ORDERING PROCEDURE: Delivery Orders (DO) will be created in AdvantageME for all orders against Master Agreements (MA), unless the State of Maine Procurement Card is used for payment. Orders in the amount of $5000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5000.00 will workflow to the Division of Purchases’ Buyers for approval and encumbrance. The Division of Purchases will e-mail the .pdf order to the Vendor.

11. DELIVERIES: Items purchases shall be delivered to the stated destinations within 7 days from the receipt of order. Delivery may be a factor in award.

MDOT DELIVERY LOCATIONS: Awarded vendor would be required to ship to any or all of 100 or so DOT facilities. MDOT has locations from York to Madawaska and we will provide the awarded vendor the specific locations and other pertinent details.

MDOT INVOICES: To expedite payments we would like the awarded vendor to e-mail invoices in PDF format. If vendor is unable to e-mail then we would like to have them faxed to us. If that is not possible they could be mailed. Please indicate in your comment field which scenario works best for you.

12. AWARD: The award will be made to the lowest qualified bidder and best value consideration.

13. SPECIAL NOTE: The successful bidder will be expected to comply with the following provisions:

14. PROCUREMENT CARD: State policy requires vendors to accept the State of Maine Procurement Card as a form of payment, with very rare exceptions. Your company will be required to accept these cards. The pricing offered to the State of Maine shall be the final cost to the State of Maine regardless of payment method. No surcharge or other compensation will be allowed. The State of Maine reserves the right to reject your bid if you are unwilling to accept this condition.

15. EXTENSION CLAUSE: The State Director of Division of Purchases reserves the right to extend a contract beyond the indicated expiration date with the mutual consent of the contractor.

16. CANCELLATION: The 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 with the terms and conditions of contract.

17. Opportunities for Political Subdivisions and School Districts:

The Division of Purchases is committed to providing purchasing opportunities for political subdivisions and school districts in Maine by allowing them access, through our vendors, to our contract pricing. The successful bidder’s willingness to extend contract pricing to these entities will be considered in making this award.

Will you accept orders from political subdivisions and school districts in Maine at the prices quoted?

Yes, unconditionally.

Yes, with conditions. Specify:

No.