2009_SEALS_AUTOMOTIVE_INSTR.rtf

SEALS, AUTOMOTIVE

BID INSTRUCTIONS & SPECIFICATIONS

SCOPE: State of Maine Div. Of Purchases requesting quotes to furnish the normal requirements of the Maine Dept. of Transportation Motor Transport Division for AUTOMOTIVE SEALS.

CONTRACT PERIOD: One year from date of award

BID PRICES: Prices shall be net, including transportation and delivery charges fully prepaid by the contractor F.O.B., Destination. PRICES TO REMAIN FIRM FOR CONTRACT PERIOD.

DISCOUNT BASIS: All items will be purchased on a net or discount from list price basis. The bidder shall quote a discount from list and SUBMIT WITH YOUR BID A CURRENT PRICE LIST OR SHEET AND GIVE US INTERNET ACCESS TO MANUFACTURER’S CATALOG TO WHICH THE QUOTED DISCOUNT APPLIES. CROSS REFERENCE SHEETS & MFG. #’S REQUIRED WHERE APPLICABLE. IF CATALOG IS NOT AVAILABLE ON-LINE, THEN IT CAN BE MAILED TO THE DIVISION OF PURCHASES, ATTN TERRY DEMERCHANT, 9 STATE HOUSE STATION, AUGUSTA ME 04333-0009.

PRICE SHEETS: The price sheets used for this bid should be the latest in effect, and are to remain firm for 1 year. If latest price sheets are not used, bid will not be considered. Price sheets are to be attached to your response.

PRODUCTS LISTED: It is understood and agreed that products listed are the most commonly purchased items and that the Contract will actually cover all similar products. The State is expected to receive discount pricing on these products as well.

ESTIMATED VALUE: It is estimated that the value of contract items purchased during the life of the contract will be $11,000.00. It is understood and agreed, however, that the contract shall cover only the quantities ordered for State agencies for delivery during the term of the contract, whether more or less than the amount indicated.

DETAIL REQUIREMENTS: All items shall be of first grade material and workmanship, conforming to standards of the best commercial practice, and must be of domestic origin. The quality of items and components offered shall be equal or superior to those of the original manufacturer.

PACKAGING: All items shall be packaged and packed in accordance with prevailing commercial practice, and in such a manner as to insure delivery in first class condition.

DELIVERIES: Items purchased shall be delivered to the stated destinations within 7 days from the receipt of order. MDOT DELIVERY LOCATIONS: Awarded vendor would be required to ship to any or all of 100 or so DOT facilities. MDOT has locations from York to Madawaska – please see the attached spreadsheet with the delivery locations.

SPECIAL NOTE: The successful bidder will be expected to comply with the following provisions;

contract.

AWARD: The award will be made to the lowest qualified bidder and best value consideration.

ORDERING PROCEDURE: Product will be ordered by Maine DOT or using agencies on an “as needed” basis. 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: 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.

EXTENSION CLAUSE: The State Director of Purchasing may with the consent of the contractor, extend the contract period beyond the indicated expiration date.

CANCELLATION: The Division of Purchases reserves the right to CANCEL A contract with a thirty day written notice or cancel immediately if the contractor does not conform with the terms and conditions of contract.

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.