Agric-Jacket_RQS1151_Bid2012.rtf

DEPARTMENT OF AGRICULTURE

BID TERMS CONDITIONS AND SPECIFICATIONS

COMMODITYT: 3 Season Jacket with embroidery, Tri Mountain #8800 Mountaineer or approved equivalent. See below for complete description

NOTE: Proofs are required. Department will be responsible for approving all artwork, department must sign off on all proofs before production.

CONTRACT PERIOD: Immediately thru January 31, 2013.

BID PRICES: A one (1) year contract with the option of (2) two (1) one year renewals will be issued as a result of this contract. Prices shown are to be net including transportation charges fully pre-paid by the contractor FOB destination. Prices are to remain firm for the duration of the contract.

AWARD: Award will be made to the lowest price bidder whose bid fully meets the specifications contained herein and offers the best value to the State. The State of Maine reserves the right to accept or reject any or all bids.

It is understood that all specifications are minimums. Approved equals may be considered. The State of Maine reserves the right to accept or reject any and all bids that do not meet specifications and award however is in the States best interest. The State also reserves the right to consider alternates and determine equivalency.

SAMPLES: Sample may be required of lowest acceptable bidder. Sample is to be sent to the Division of Purchases, Attn: Sue Garcia, Burton Cross Bldg., 4th Floor, Augusta, ME 04333. Samples of items, when required, must be furnished free of charge and, if not destroyed, will upon request be returned to vendor at vendors cost.

QUANTITIES: The quantity of items is approx. 50 throughout the year. It is understood and agreed that the contract will cover the actual quantities ordered by the agency over the length of the contract. Orders may be more or less of the anticipated quantities.

DELIVERY: Successful bidder MUST inspect all garments thoroughly before shipment to State Agency. Inspection will not release contractor of the responsibility for faulty workmanship and any faulty item or component part will be repaired or replaced by the vendor.

The Contractor will be responsible for the delivery of material in first class condition at the point of delivery, and in accordance with good commercial practice.

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.

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 with a thirty day written notice OR cancel immediately if the contractor does not conform to terms and conditions and specifications of contract.

CREDIT CARD: Please be advised that the State of Maine is requiring vendors to accept credit cards as a form of payment for the procurement of the goods and services under this contract. Your company may be required to accept these cards; the pricing offered to the State of Maine shall be the final cost to the State 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.

CODE OF CONDUCT ANTI-SWEATSHOP FEE: Any Vendor who is awarded a contract or purchase order for apparel, footwear or textiles from the State of Maine shall be subject to a 1% fee of the total amount of the contract or purchase order. This fee will be applied to the costs of implementing and administering the Code of Conduct, including the development of a consortium to monitor and investigate alleged violations of the Code. Payment of the fee must be made separately by the Vendor and is exclusive of the cost of the contract or purchase order. Payment of the fee is to be made within 30 days of the execution of a purchase order, or within 30 days of the end of each calendar quarter on the amount purchased under a term contract during that quarter. Failure to pay the 1% fee may result in: (1) Loss of future contracts or purchase orders with the State of Maine and/or (2) Immediate termination of the existing contract, within 30 days of written notification.

Code of Conduct: Please complete and Notarized attached form and fax to 207-287-6578 no later than bid opening date and time.

Bid MUST be submitted on Vendor Self Serve (VSS). Bids can not be faxed or e-mailed.

QUARTERLY REPORT: It will be the responsibility of the vendor to produce a quarterly report. The Division of Purchases requires a quarterly report, please see Code of Conduct Anti Sweatshop fee clause.

QUESTIONS/ANSWERS: Vendors will be required to post all questions on VSS.

All substantive questions received 48 hours before the deadline will be answered and communicated to all on VSS. Questions asked in other than written form thru VSS will not be answered. The State reserves the right, at its sole discretion, to answer or not answer any question.

SOLE CONTACT: Sole contact for this bid is Sue Garcia/Buyer II. No other person is empowered to make binding statements regarding this bid.

Specifications:

Embroidered logo - Embroidery on left breast - please see attached for sample and sizing.

Tri-Mountain #8800 Mountaineer Jacket, shell constructed of wind proof, water resistant, polyurethane-coated heavyweight Toughlan nylon & lined w/super heavyweight 11.5 anti-pilling panda-fleece.

Sizes: Unisex – Regular X-Small – 4-XLarge & Tall Medium – 4-XLarge.