2009 2010 GRADE STAKES BID SPECS.rtf

STAKES: SURVEY, CONSTRUCTION, GRADE

SPECIFICATIONS, CONTRACT TERMS AND CONDITIONS

SCOPE: Contract issued to cover a portion of the normal requirements of ALL using State Agencies for STAKES; SURVEY, CONSTRUCTION, GRADE, for a one year contract period.

CONTRACT PERIOD: Contract issued for a period of one year beginning approximately July 1, 2009 through July 31, 2010

PRICE: Prices 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. Prices include ALL transportation charges, F.O.B. Destination.

QUANTITIES: Quantities listed in the quote are based on estimated requirements. It is understood and agreed that the contract will cover the actual quantities ordered whether more or less than the amounts indicated.

DELIVERY: 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. All deliveries should be scheduled to arrive during normal business hours with agreement between the State Agency and the contractor.

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 $5000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5000.00 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: With very rare exceptions, State policy requires vendors to accept the State of Maine Procurement Card as a form of payment. Contractor agrees 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.

INVOICES: Separate invoices are required for each order number. All invoices must reference Delivery Order Number or Credit Card Information and the Master Agreement 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 accordance with the commodity terms and conditions attached to the contract (Net 30).

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 any contract issued. This total may be requested yearly or at any time during the contract period.

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.

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the Contractor extend the contract period for up to two additional periods beyond the indicated expiration date providing it is in the best interest of the State.

SPECIFICATIONS

SURVEY STAKES: M.D.O.T. Estimated Quantities: 4,000 each strapped 100 per bundle with two (2) metal or polypropylene straps per bundle.

Material: Spruce and/or Pine dried to a moisture content of 12-18%, whether kiln dried or air dried. Free from any edge knots that would exceed 25% of any finished width at the knot placement and free of any other knots that would exceed more than 50% of any finished width at the knot placement.

The two longitudinal edges of each stake and both ends may be rough sawed. Both faces shall be planed smooth such that a light contrasting background is provided when black lumber crayon is used in labeling said stakes.

Dimensions: The finished thickness shall not be less than 11/16” nor more than 13/16”.

The finished width at the extreme top shall not be less than 3-1/8” nor more than 3-5/16”.

The finished width at the extreme bottom shall not be less than 3/16” nor more than 5/16” The finished length shall not be less than 23-7/8” nor more than 24-1/8”.

CONSTRUCTION STAKES: M.D.O.T. Estimated Quantities: 600 each strapped 50 per bundle with two (2) metal or polypropylene straps per bundle.

Material: Spruce and/or Pine dried to a moisture content of 12-18% whether kiln dried or air dried. Free from any edge knots that would exceed 25% of any finished width at the knot placement and free of any other knots that would exceed more than 50% of any finished width at the knot placement.

The two longitudinal edges of each stake and both ends may be rough sawed.

Dimensions: The finished thickness shall not be less than 1-9/16” nor more than 1-3/4”.

The finished width at the extreme top shall not be less than 3-1/8” nor more than 3-5/16”.

The finished width at the extreme bottom shall not be less than 3/16” nor more than 5/16” The finished length shall not be less than 23-7/8” nor more than 24-1/8”.

GRADE STAKES: M.D.O.T. Estimated Quantities: 5,000 each strapped 25 per bundle with two (2) metal or polypropylene straps per bundle.

Material: Grade Stakes are to be 1” x 1” x 4’, hardwood (oak, maple, beech, ash or birch). Stakes to be pointed one end. Free from all knots. (If any knots appear they should not be over 1/8”)

GENERAL CONDITIONS:

All partial shipments or any bundle of an order in which 10% or more of the bundles fail to meet the above specifications, may be subject to rejection at the discretion of the State.

All stakes shall be protected from moisture weathering by the covering of said stakes from the time of manufacture to the time of delivery.

No stakes shall be produced for ANY State Agency until an order has been issued by the using State Agency.

All stakes produced for the Agency shall be appropriately marked on one end of each bundle such that they are easily distinguished from each other.

The Contractor will notify the requesting agency five (5) days prior to delivery for possible inspection. This applies to partial deliveries as well.

All communications with the State in regards to inspection of any order shall be made through the ordering agency.

CONTACT: Any questions or correspondence pertaining to this contract should be directed to Phillip Bort, Buyer II Tel: 207-624-7337 Fax: 207-287-6578 E-Mail: Phillip.J.Bort@maine.gov