Car Seat bid terms.doc

Scope: This bid is for a variety of car seats for a period of 1 year starting Feb 10 2010. Prices to remain firm for the term of the contract. Ordering will be on either a quarterly basis or monthly basis.

Seats are shipped to distribution sites (approx. 93 sites) throughout the state on a quarterly or monthly basis. Shipping and handling must be included in the cost. Billing should not reflect shipping and handling as a separate charge.

If a certain car seat is only sold 2 to a box then please state that in your comment section.

All orders are handled via e-mail thru the Advantage system. Please e-mail the contact person stated on the Delivery Order a return receipt for each order sent to the supplier and copy the distribution site on the e-mail to the supplier. It is imperative that the suppler be able to accommodate an e-mail system of ordering and be able to accurately track shipments of seats.

It is imperative that the supplier be easily accessible to the Bureau staff in case of a misplaced shipment or an emergency situation in which a seat needs to be shipped on short notice. We provide over 2,000 seats annually to income-eligible families and support fitting stations with seats as well. This type of volume will require a supplier who is willing and able to spend some time on the account to ensure accurate shipping and billing protocol.

If a seat is backordered and delivery cannot be accomplished, vendors must notify the Bureau within two business days from receipt of the order. Notification should include a projected availability date.

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.

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.

EXTENSION CLAUSE:

The State Purchasing Director reserves the right to extend the contract period beyond the indicated expiration date with the consent of the contractor.

CANCELLATION CLAUSE:

The Director of the Division of Purchases reserves the right to cancel the contract with a thirty (30) day written notice, or to conform to the terms and conditions of the 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.

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

Yes, unconditionally.

Yes, with conditions. Specify:

No.