2009 Lobster Trap Tags Bid Terms.rtf

Bid Terms and Conditions

“Lobster Trap and Elver Tags”

SCOPE: To furnish the normal requirement to cover the quantities ordered by the State of Maine Department of Marine Resources, for “Lobster Trap Tags” during a period of one year.

CONTRACT PERIOD: Contract to be for a period of one year beginning November 1, 2009 and ending October 31, 2010.

PRICES & DISCOUNTS: Prices will remain firm for the duration of the contract. All prices are 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.

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 the Master Agreement Number, Vendor Customer Number and the Agency 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 accordance with the commodity terms and conditions attached to the contract.

PRICE ADJUSTMENTS: Prices quoted shall remain firm for the duration of the contract. 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 within fifteen (15) days of receipt of the order as specified by the contractor and in Attachment A during the normal receiving hours of the ordering 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.

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.

SOLE CONTACT INFORMATION:

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

Tel: 207-624-7334 Fax: 207-287-6578 Email: Terry.L.Demerchant@maine.gov