2009-2010 Fasteners Final Contract Terms.rtf

Contract Terms and Conditions

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

SCOPE: To furnish the normal requirements for all using agencies for all locations throughout the State of Maine for “Fasteners of all types including nuts, bolts, screws, washers, etc.” for a period of one year.

SPECIFICATIONS: All items must comply with the SAE J429 specification. All items to be Grade #8 steel. Successful bidder will be required to provide certificate of compliance as to the manufacturer country of origin, lot and date code, along with conformity to SAE J429. This will be required on first shipment and subsequent shipments as requested.

Additionally, some Grade #5 steel items may be required and will require similar discounts and same considerations. The higher volume items in Grade #5 have been left intact on the attached spreadsheet for a representative sample of State of Maine needs.

PACKAGING: All shipping containers (smallest unit) must be marked when requested with the State of Maine part number. If requested, the vendor will also mark the same unit with a location code of the customer. These requirements will become more important to the State of Maine as we modify and improve our inventory methodology.

CONTRACT PERIOD: Contract issued for a period of one year beginning October 1, 2009 through September 30, 2010. 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: Net pricing applies to this contract. All prices shall include all transportation charges. Individual prices to be on attached spreadsheet. The items listed are high volume, most common items. A relative percentage discount for all other items must be listed in your quote. A method must also be provided to check this discount, such as a website, CD or other proven methodology.

LOCATIONS: See attached list of State of Maine locations. This is not inclusive. There may be several specific locations not listed. All State of Maine locations will be supported by this agreement.

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. Vendor is required to accept these cards. The pricing offered to the State of Maine is the final cost to the State of Maine regardless of payment method. No surcharge or other compensation will be allowed.

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: No minimum order requirements are applicable either in dollar or quantity.

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 three (3) days or less from receipt of order. The vendor shall be responsible for the delivery of items in first class condition at the point of delivery and in accordance with good commercial practice. If a problem should occur, the vendor will active in a responsible manner to get the issue resolved immediately, with a commercially acceptable RMA and credit process, followed by a corrective action to avoid further issues.

FREIGHT: FOB destination to all State of Maine sites.

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.

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

Yes, unconditionally.

Yes, with conditions. Specify:

No.

Company Representative Signature: ______________________________________

Printed Name: __________________________________

Date: ___________________________________________

SOLE CONTACT INFORMATION: Any questions should be sent in writing via email to:

State of Maine / Purchases Attn: Bambi Tefft Bahr, Buyer II 9 State House Station 111 Sewall Street Augusta, ME 04333-0009

TEL: 207-624-7341

FAX: 207-287-6578

bambi.t.bahr@maine.gov" bambi.t.bahr@maine.gov