Terms and Conditions

Delineator Posts and Anchors

SCOPE: Contract issued to cover the normal requirements of the Maine Department of Transportation for Delineator Posts and Anchors.

CONTRACT PERIOD: Any contract issued as a result of this bid is to be for a period beginning approximately April 15, 2010 through May 31, 2011. The State of Maine reserves the right, with the consent of the contractor, to renew any contract issued for two additional years in one year increments.

ESTIMATED VALUE: The yearly value of this contract is approximately $25,000. It is understood and agreed, however, that the contract shall cover all the quantities ordered by state agencies during the term of the contract, whether more or less than the amount indicated.

PRICES & DISCOUNTS: Prices will remain firm for the duration of the contract. Prices shall include all transportation charges 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 Contract Number and Vendor Customer 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 a timely manner agreed upon between the using agency and the successful vendor. Electronic invoicing (email) is preferred.

DELIVERY: Deliveries shall be made as specified by the ordering agency in a timely manner and during the normal receiving hours of such 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, quarterly, 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 the contract.

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the contractor, extend the contract period beyond the indicated expiration date providing pricing remains the same or with reduced costing and the terms and conditions remain the same.

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. All bid responses will include in their bid a copy of the below signed by the appropriate representative from the company and check the box whether or not they will accept orders with or without condition from political subdivisions and Maine school districts at the prices quoted.

Will you accept orders from political subdivisions and school districts in Maine at the prices quoted?

Yes, unconditionally.

Yes, with conditions. Specify:

No.

Company Representative Signature: ______________________________________

Printed Name: __________________________________

Date: ___________________________________________

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

BID DELIVERY AND SOLE CONTACT INFORMATION:

9 State House Station Burton M. Cross Bldg, 4th Floor Email:: bambi.l.tefft@maine.gov" bambi.l.tefft@maine.gov 111 Sewall Street Augusta, Maine 04333-0009