2008_Fasteners Nuts and Bolts _BID_INST.rtf

Bid Instructions and Specifications

To issue a Blanket Contract for “Fasteners, Nuts, Bolts and Screws of all Types”

SCOPE: The Division of Purchases is seeking discount pricing to provide a portion of the normal requirements for all using agencies for “Fasteners of all types including washers” during a period of one year.

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 through July 31, 2009. 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.

ESTIMATED VALUE: The yearly value of this contract is approximately $60,000. It is understood and agreed, however, that the contract shall cover all the quantities ordered by state agencies during the term of the contract, whether more or less than the amount indicated.

PRICES & DISCOUNTS: The State of Maine is looking for a net price for the most common items provided for on a spreadsheet with this bid. This spreadsheet will be used for evaluation purposes. Other items may be offered at a net price each, or as a discount off list price. In either case, the offered price or discount must remain firm for the duration of the contract.

Prices shall include all transportation charges F.O.B. Destination. Bidders can offer a SINGLE percentage discount list using current catalogs and price lists. Where more than one column is shown, state the column that applies. Discounts and/or pricing may be greater for more quantities being ordered, if so, bidders must submit this with their bid.

LIST PRICES: The list price used for this bid should be the latest in effect and must state the effective date of the list or catalog. List prices can change no more frequently than once a year on the anniversary of the contract.

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 $5,000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5,000.00 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.

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.

INVOICES: Separate invoices are required for each order number. All invoices must reference Contract Number, Departmental PO Number and Vendor Customer Number, failure to do so could cause lengthy delays of payment of invoices. All invoices should be issued within 30 days of delivery and paid in a timely manner agreed upon between the using agency and the successful vendor.

MINIMUM ORDERS: Bidders to specify if any minimum orders apply to bid submittals, reference any additional charges or minimum order requirements, dollar or quantities.

AWARD: The State of Maine expects to award a single contract from this bid or whatever is determined by the State to cover the needs of all using agencies. We reserve the right to gather additional information for evaluation purposes. Completeness of product line may be taken into consideration when making the contract award. Bidders not supplying a complete line may not be considered in the award process. Any incomplete bids may be rejected. Any contract issued will be made on a basis of best value, taking into consideration each individual bid response including, but not limited to:

PRICE ADJUSTMENTS: Price increases may be allowed due to changes in State and/or Federal law(s) with proper documentation. Any reduction in price may occur anytime during the contract period. The reduced price shall apply on all shipments made on or after the date the reduction price becomes effective.

The State reserves the right to seek additional discounts from the contractor, or to contract separately for single purchase for a particular State project or other immediate use if, in the judgment of the Division of purchases, the quantity required is sufficiently large to enable the State to realize a cost savings over and above the published contract prices, whether or not such a savings actually occurs.

DELIVERY: Deliveries shall be made as specified by the ordering agency in a timely manner and during the normal receiving hours of such agency. Delivery shall be ten (10) days or less from receipt of order. The contractor shall be responsible for the delivery of items in first class condition at the point of delivery, and in accordance with good commercial practice.

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

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

CANCELLATION OF CONTRACT: The State of Maine reserves the right to cancel contracts upon a thirty day written notice OR cancel contracts IMMEDIATELY if the contractor does not conform to the terms and conditions of bid/contract.

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the contractor extend the contract beyond the indicated expiration date providing it is in the States best interest.

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. All bid responses will include in the comments field of their bid whether or not they will accept orders with or without condition from political subdivisions and Maine school districts at the prices quoted.

NOTE: BIDS NOT MEETING ALL OF THE ABOVE REQUIREMENTS MAY NOT BE CONSIDERED WHEN MAKING AN AWARD.

THE STATE RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS.

BID DELIVERY AND SOLE CONTACT INFORMATION:

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

Tel: 207-624-7337 Fax: 207-287-6578 Email: phillip.j.bort@maine.gov