2008 Water Test Kits Bid Terms and Spec.rtf

Bid Instructions and Specifications “Water Testing Kits and Supplies”

COMMODITY: Water Testing Kits

SCOPE: To furnish a portion of the normal requirements to cover the quantities ordered by the State of Maine, Department of Health and Human Services, Health and Environmental Testing Laboratory.

CONTRACT PERIOD: Any contract issued is expected to be for a period of one year beginning approx. October 1, 2008 and ending September 30, 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 dollar value ordered during a one-year period of this contract is approx. $75,000. Any contract item will be ordered on an “as needed” basis. It is understood and agreed, however, that the contract shall cover all the quantities ordered under this contract, by the Health and Environmental testing Laboratory, whether more or less than the estimated amounts indicated.

BID PRICES: PRICES WILL REMAIN FIRM FOR THE DURATION OF THIS CONTRACT. Prices shall include all transportation charges to one destination, F.O.B. destination.

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.

CREDIT CARD: Please be advised that the State of Maine is requiring vendors to accept credit cards as a form of payment for the procurement of the goods and services under this contract. Your company may be required to accept these cards; the pricing offered to the State of Maine shall be the final cost to the State regardless of the 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. NOTE: Currently the using agency does not use a procurement card as a purchasing tool. This is for any possible future use of such card.

AWARD: It is the State’s intent to award one (1) contract. Any award issued will be determined by the Division of Purchases, by whatever is in the best interest of the State.

Delivery: Contractor will be responsible for delivery of materials in first-class condition at the point of delivery, and in accordance to good commercial practice. All deliveries will be delivered to the stated destination in a timely manner.

INVOICES: Separate invoices are required for each order number. All invoices must reference Contract 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.

Taxes: The State is exempt from the payment of federal excise taxes and state sales taxes. Exemption certificates may 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 the total purchases made under this contract. This total may be requested yearly or at any time during the contract period.

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.

Cancellation: The Director of Purchases reserves the right to cancel this contract upon a thirty (30) day written notice, or to cancel this contract immediately if the contractor fails to conform to the terms and conditions of this contract.

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

The State of Maine reserves the right to evaluate products and determine equivalency to establish what is in the best interest of the State.

CONTACT INFORMATION:

Sole contact for this bid is Phillip Bort, TEL. 207-624-7337, FAX. 207-287-6578, 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