2009 Industrial Gases Bid Terms and Specifications[1].rtf

BID INSTRUCTIONS AND SPECIFICATIONS

Industrial Gases

SCOPE: To furnish a portion of the normal requirement to cover the quantities ordered by All Agencies of the State of Maine for Industrial Gases.

CONTRACT PERIOD: Any contract issued as a result of this bid to be for a period of one year beginning approximately May 01, 2009 through April 30, 2010.

ESTIMATED VALUE: It is estimated that the value of this contract during a one-year period will be $20,000 more or less. It is understood and agreed, however, that any contract issued shall cover only the quantities ordered for delivery during the term of the contract, whether higher or lower than the amount indicated.

PRICE: Prices shall remain firm for the duration of any 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.

Price to include ALL transportation charges, F.O.B. destination with exception as noted below.

EMERGENCIES: Charges for deliveries outside normal business hours and outside normal delivery dates shall apply. Contractor may charge a delivery and/or service fee as identified on the bid.

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.

HAZARDOUS MATERIAL CHARGES: No hazardous material charges will be assessed to the State of Maine and its using agencies at any time during this contract period.

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. 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 unwilling to accept this condition.

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).

AWARD: The award will be determined by the overall best value for the State of Maine. The State reserves the right to evaluate products and determine equivalencies to establish what is in the best interest of the State. Any incomplete bids may be rejected. Evaluation will take into consideration each individual bid response including, but not limited to

24 Hour Emergency Deliveries as Needed Customer Service Availability of Representatives

AGENCY VISITATIONS: Contractor will be required to do an on site visit with each major account holder at least once a month. Small and infrequent users will not receive weekly delivery service but instead will be contacted via telephone or email to determine delivery schedule or service as needed.

ADDITIONS/SUBTRACTIONS: From time to time the needs of the agencies at the State of Maine change. Agencies may add or remove equipment using specific industrial gases. Contractor agrees that industrial gases could be added or removed from catalog as determined by need.

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.

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

SOLE CONTACT INFORMATION:

Burton M. Cross Bldg, 4th Floor 111 Sewall Street Augusta, Maine 04333-0009