2009_MFS_VEHICLE_SETUP_BID[1].rtf

REQUEST FOR BID

MAINE FOREST SERVICE

MAY 8, 2009

The Department of Conservation (Maine Forest Service) is seeking bids to modify approximately 10 - law enforcement vehicles to the department’s specifications. In addition to modifying these new trucks, the successful bidder will also be expected to strip out and recondition the same number (10) of existing vehicles to their original wiring configuration prior to modification. The equipment removed from these vehicles will be bench tested and cleaned (if necessary). This equipment will be reinstalled in the new vehicles.

The vehicles to be modified will include approximately:

7 - 2009 Dodge 3/4 ton 4x4 pick ups with 8’ beds 2 - 2009 GMC ½ ton 4x4 pick ups club cabs.

1 – 2009 GMC ½ ton 4x4 pick up w/ 8’ bed.

The successful bidder will be expected to pick up and deliver all vehicles included in this bid at the Dept. of Conservation Bolton Hill facility located at 2870 North Belfast Ave. in Augusta, Me. 04330.

Award of this bid will be based on a price per vehicle set up and strip out. Prior experience in modifying emergency response vehicles will be a must.

Modifications to all vehicles will vary from make to make and possibly vehicle to vehicle. The department representative will notify the successful bidder of any changes to be made on a case by case basis. These changes could include but are not limited to installing different radios, sirens, etc. or installing emergency lights in different locations from vehicle to vehicle.

The successful bidder will be awarded a 2 year contract. The department reserves the right to renew the contract to the successful bidder for up to an additional 3 years in 1 year increments based on the performance of the bidder during the 2009 contract. The criteria to renew will be based on work quality and overall performance, such as delivery and project management.

The successful bidder will be expected to manage this project keeping the department representative informed as to the status of the vehicles, and the quantities of parts and supplies owned by the department that the bidder holds and uses for the installation into the vehicles.

The average number of vehicles that the department will require to be completed is 2 per week. That number may increase at any given time up to a maximum of 3 per week, based on the department’s needs.

The successful bidder must be flexible to stop working on one vehicle and complete another vehicle at any given time based on the department’s needs. This should be considered a priority project by the bidder.

The department reserves the right to inspect any and all vehicle modifications and installations. The inspection may take place at the bidders location or at the departments Bolton Hill facility located on Route 3 in Augusta. A qualified electronics technician selected by the department representative will conduct the inspection. All areas of work are to be inspected, and the recommendations of the technician are to be implemented as directed, not only on the inspected vehicle but on all subsequent vehicles as well.

The department will give the successful bidder a reasonable opportunity to make corrections needed to any or all vehicles as recommended by the technician selected by the department.

The department reserves the right to pull the contract from the successful bidder and award the contract to the next bidder in line, if the requirements listed in this document are not met as determined by the department representative.

All materials and methods used by the successful bidder for modifications will be approved in advance by the department representative. These materials include but are not limited to wiring, connectors, nuts and bolts, and all other hardware.

A meeting of the department representatives and bidders may be required after the bids have been sent in but before an award is made. All bidders should be prepared to present and discuss their plans for this project, prior experience, facility where project will take place, material and methods, and proof of insurance. The department representative will be prepared to the best of his ability to give more details for the project. All information discussed will be kept confidential.

maine DEPARTMENT OF CONSERVATION FOREST service

VEHICLE BID

Price per vehicle for modifications $______________________________________________

Price per vehicle for strip-outs $_________________________________________________

Price per hour for any work not covered by contract $______________________________

Signature of authorized representative___________________________________________

Company___________________________________________________________________

Date________________________________________________________________________