Bed Chain Specs.doc

SPECIFICATIONS FOR BED CHAINS

BID TERMS AND CONDITIONS

1. SCOPE: This request is for a one year contract to cover the normal requirements of the Maine Department of Transportation for Bed Chains.

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: August 25, 2011 to August 24, 2012. The State of Maine reserves the right, with the consent of the contractor, to renew contract.

3. PRODUCT QUALITY CERTIFICATION and WARRANTY:

Bed Chains – Must use D667K side chain and meet the specs outlined Bed Chain Testing – Low bidders are required to send in a one foot sample section of each chain to be reviewed and tested (at vendor’s expense) at the below address:

MDOT Fleet Services

Attn: Bill Allen

105 Capital Street

Augusta ME 04330

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 called in by the requesting region. 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 PO 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.

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.

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: ___________________________________________