2008 CW Battery_Bid_Instructions_and_Spec.rtf

BID INSTRUCTIONS & SPECIFICATIONS

“HEAVY DUTY INDUSTRIAL DRY CELL ALKALINE BATTERIES”

SCOPE: To establish a one year contract for Heavy Duty Industrial Dry Cell Alkaline Batteries to be stocked in our Central Warehouse for distribution to using State Agencies.

CONTRACT PERIOD: Any contract issued as a result of this bid is to be for a period of one year beginning approximately August 1, 2008 thru July 31, 2009.

EXTENSION OF CONTRACT: The State of Maine reserves the right, with the consent of the contractor, to renew any contract issued for two additional years in one year increments, with the consent of the contractor, providing pricing and the terms of the contract remain in the best interest of the State.

ESTIMATED VALUE: The estimated yearly value of this contract is approximately $45,000. It is understood and agreed, however, that the contract shall cover all the quantities ordered by the Central Warehouse during the term of the contract, whether more or less than the amount indicated.

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

BID PRICES: – Prices shall be net, including transportation and delivery charges on orders for standard packages to be fully prepaid by the contractor F.O.B. Destination.

PRODUCTS BID: – Vendors shall bid heavy-duty industrial, dry cell Alkaline only batteries. All bids must state brand and provide detailed information on specifications including attaching applicable Material Safety Data Sheets. Consideration for the contract award will be given for what is in the best interest of the State.

SAMPLES: – Samples will be requested from all vendors submitting bids on this contract before an award is made in order to perform testing of the batteries for load values, shelf life, lifespan and longevity. Vendors will submit one standard package (minimum of 12 batteries required) for each type/size battery being bid on. Testing will be at the expense of the vendors submitting bids on this contract.

TESTING: - Testing of these samples will be required and will be performed independently at the University of Southern Maine, Manufacturing Application Center Product Testing Lab, Attention: Dr. William H. Moore, 37 College Avenue, Gorham, ME 04038. Vendors submitting a bid will contact Dr. Moore at (207) 780-5313 prior to shipping your samples. All samples must be received no later than June 23, 2008 at 3 P.M. Vendors will absorb cost of testing ($140.00 / hour), and all charges related to shipping the samples. There will be a minimum charge of one hour for each battery size/type. Fifty (50%) percent of the testing fee is required when the sample is submitted for testing.

TEST RESULTS: - The individual test results will be provided to the Division of Purchases and to the vendor who submitted the samples. All of the test results will be considered in evaluating what is in the best interest of the State of Maine when making the award.

GOVERNOR’S EXECUTIVE ORDER: In keeping with the Executive Order #12, FY 06/07 (see attached): AN ORDER PROMOTING SAFER CHEMICALS IN CONSUMER PRODUCTS AND SERVICES, we continue our commitment to environmentally preferable procurement. Through this Request for Quotations (RFQ), we intend to purchase products that have a reduced negative impact on human health and the natural environment in comparison to other products that serve similar purposes to the extent feasible, balancing price, performance, availability and safety.

LAWS: - The successful bidder must conform to M.R.S.A. 38 § 2165 (see attached) in its entirety before any contract is awarded. Each bid submitted must provide an affirmative statement that the products bid meet the requirements of M.R.S.A. 38 § 2165 paragraph 6.

ORDERING PROCEDURE: The Central Warehouse will fax or telephone all Contract Release Orders (CRO) created by their internal system to the Vendor.

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.

DELIVERIES: Items purchased shall be delivered to Central Warehouse within 14 days or less from the receipt of order. Deliveries must be made on 40 X 48 non-exchangeable pallets. Vendor will schedule delivery 24 hours in advance by calling Tina Lapierre at the Central Warehouse at (207) 287-3644 during receiving hours: 7:30 AM to 3:30 PM, Monday thru Friday. The Contractor will be responsible for the delivery of material in first class condition and in accordance with good commercial practice.

INVOICES: Invoice must reference the Delivery Order number and Contract number. Failure to do so could cause lengthy delay of payment of invoices.

TAXES: The State is exempt from the payment of federal excise taxes and State sales taxes. Exemption certificates will be furnished upon request from the Division of Purchases.

REPORT OF PURCHASES: Contractor will be required to furnish the Director of Purchases with a detailed summary of total Purchases made under this contract. This summary may be requested annually or at any time during the contract period and will be required for any extension of the contract.

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

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.

CONTACT INFORMATION:

State of Maine / Purchases Attn: Phillip Bort, Buyer II Burton M. Cross Building, 4th Floor 9 State House Station 111 Sewall Street Augusta, ME 04333-0009

TEL: 207-624-7337

FAX: 207-624-5086

Email: phillip.j.bort@maine.gov" phillip.j.bort@maine.gov