2008 Specialty Lumber Bid Terms and Conditions.rtf

BID TERMS AND CONITIONS

FOR SPECIALTY LUMBER

SCOPE: To furnish the normal requirements to cover the quantities ordered by various state agencies and institutions for specialty lumber.

CONTRACT PERIOD: Any contract issued as a result of this bid is to be for a period of one year beginning approximately April 1, 2008 thru March 31, 2009. The State of Maine reserves the right, with the consent of the contractor, to renew any contract issued for two additional periods in one year increments.

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

PRICES & DISCOUNTS: It is understood and agreed that contract discounts and/or pricing will remain firm for the duration of the contract. Prices shall include all transportation charges F.O.B. Destination.

PRODUCT SPECIFICATIONS:

4/4 Ash Lumber #1 common or better, kiln dried with Moisture Content of 6-8%, 4 “and up in widths in 6’ to no longer than 10’ board lengths. Lumber shall be delivered rough with no planed surfaces and be at least 1” or better in thickness for delivery. Each lift will be metal banded and wrapped for protection.

8/4 Ash Lumber #1 common or better, kiln dried with Moisture Content of 6-8%, 4 “and up in widths in 6’ to no longer than 10’ board lengths. Lumber shall be delivered rough with no planed surfaces and be at least 2” or better in thickness for delivery. Each lift will be metal banded and wrapped for protection.

4/4 Birch Lumber #1 common or better, kiln dried with Moisture Content of 6-8%, 4 “and up in widths in 6’ to no longer than 10’ board lengths. Lumber shall be delivered rough with no planed surfaces and be at least 1” or better in thickness for delivery. Each lift will be metal banded and wrapped for protection.

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. For Delivery Orders greater than $5000.00, 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 and Delivery Order 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.

PRICE ADJUSTMENTS: Prices quoted shall remain firm for the duration of the contract. 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. 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. Bidders must provide documentation on delivery times and procedures. Please respond to electronic bid with number of delivery days from receipt of order.

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.

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

CONTACT INFORMATION:

Sole contact for this bid is Phillip Bort, TEL. 207-624-7337, FAX. 207-624-5086, or email: phillip.j.bort@maine.gov" phillip.j.bort@maine.gov. Please reference bid number on any mailings.

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