2011 - 2012 Contract Terms Conditions.rtf

Contract Terms and Conditions “Water Test Kits and Supplies”

COMMODITY: Water Test Kit Supplies

SCOPE: To furnish the normal requirements to cover the quantities ordered by the State of Maine, Department of Health and Human Services, Health and Environmental Testing Laboratory.

CONTRACT PERIOD: This contract is to be for a period of one year beginning at the time of award.

Estimated Value: The estimated annual dollar value of this contract is approximately $55,000. Contract items will be ordered on an “as needed” basis. It is understood and agreed, however, that the contract shall cover all the quantities ordered under this contract, by the Health and Environmental Testing Laboratory, whether more or less than the estimated amounts indicated.

CONTRACT PRICES: Prices shall remain firm for the duration of the contract. Prices must include all transaction charges F.O.B. destination.

PRICING EXCEL SPREADSHEET: Please complete the attached Excel spreadsheet and attach to your response. Fill out only the columns with headings highlighted in yellow.

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 contractor compensation will be allowed. The State of Maine reserves the right to cancel this contract if is unwilling to accept this condition.

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.

INVOICES: Invoice must reference the Delivery Order number and Contract number. Failure to do so could cause lengthy delay of payment of invoices.

Taxes: The State 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.

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

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the contractor, extend the contract for two (2) additional one year periods, providing pricing and the terms of the contract are in the best interest of the State.

Cancellation: The Director of the Division of Purchases reserves the right to cancel this contract upon a thirty (30) day written notice, or to cancel this contract immediately if the contractor fails to conform to the terms and conditions of this contract.

QUESTIONS & ANSWERS:

If you have a question regarding this RFQ, you must submit your questions thru the Question and Answer link on the Solicitation Details View page. Your answer will appear there as well. It is the vendor’s responsibility to log in to view all questions and answers posted there. Questions and Answers obtained any other way will not be valid for this RFQ.