2010SPECS_TIRE CHAIN AND CUTTING EDGE.doc

SPECIFICATIONS FOR ANNUAL TIRE CHAIN AND

CUTTING EDGE (PLOW SHOES) MASTER AGREEMENT

BID TERMS AND CONDITIONS

October 2, 2009

1. SCOPE: This request is for a one year contract to cover the normal requirements of the Maine Department of Transportation for Tire Chains and Cutting Edges (Plow Shoes). Other State Agencies may also participate in the contract.

It is the intent of these specifications to set forth the criteria to be met in this RFQ. Vendor must meet requirements specified below and on the attached spread sheets.

2. CONTRACT PERIOD: October 15, 2009 to October 14, 2010. The State of Maine reserves the right, with the consent of the contractor, to renew contract.

3. PRODUCT QUALITY CERTIFICATION and WARRANTY:

A. Tire Chains – Product must meet NACM (National Association of Chain Manufacturers) specification 92805; steel must meet ASTM E18 (hardness)

B. Cutting Edges (Plow Shoes) – Product must meet AISI 1074.

The reference standards include but are not limited to the following: type, size, dimension, material, workmanship, finish, detail requirements, methods of sampling, inspection and test. Other reference standards may include NACM 5179(TC) and SAE J683-86 or J1232-78 or any revisions thereto.

4. NOTE: Warranty (see attached spread sheet for minimum warranty) must be specified in bid and may be used as a portion of the evaluation and award process.

5. BID PRICES: Price shall include transportation, pick up and delivery charges fully prepaid by the Contractor F.O.B. destination. The requirements specified are approximate in part number and quantity; other items may be required and will be subject to the same cost structure and discount as the items awarded. Prices bid will not be subject to increase during the period covered by this agreement.

PRICES: Prices shall remain firm for the duration of the contract. Prices to include all transportation and delivery charges fully prepaid by the contractor 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 $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.

INVOICES: Separate invoices are required for each order number. All invoices must reference Master Agreement Number and 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 accordance with the commodity terms and conditions attached to the contract.

DELIVERY: Contractor will be responsible for delivery of materials in first-class condition at the point of delivery, and in accordance to good commercial practice. All deliveries will be delivered to the stated destination in a timely manner.

MINIMUM ORDERS: The State of Maine will make every attempt to use consideration in placing orders that meet a reasonable order quantity in either units or dollars for delivery, although there may be times when a small dollar amount or item may be needed.

CERTIFICATE OF COMPLIANCE: A certificate of compliance with manufacturing site and date may be required upon request. If there are manufacturer’s defects, a metallurgy report may be required, along with the Rockwell hardness test data.

REPORT OF PURCHASES: Contractor may be required to furnish the Director of Purchases with a detailed summary of total purchases made under this contract. This total may be requested yearly or at any time during the contract period.

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.

TAXES: The State of Maine 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.

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the Contractor extend the contract period beyond the indicated expiration date.

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 this 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. Upon award, this document must be signed, dated, and returned to buyer.

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: ___________________________________________

SOLE CONTACT INFORMATION:

Any questions must be submitted in writing to the Buyer. All questions and answers will be posted on the Vendor Self Serve AdvantageME website.

State of Maine / Purchases

Attn: Bambi Tefft Bahr, Buyer II

9 State House Station

111 Sewall Street

Augusta, ME 04333-0009

TEL: 207-624-7341

FAX: 207-287-6578

Email: bambi.t.bahr@maine.gov