Car Seat bid terms.doc
DOC document 33 KB Posted
- Solicitation number
- RFQ - 16A - 13012400000000000641
- Issued by
- Maine
About this file
This is a Scope of Work and bid terms document for the State of Maine's Division of Purchases soliciting bids for a one-year car seat supply contract. The contract covers a variety of car seats to be distributed to approximately 93 distribution sites throughout Maine, with the successful vendor supplying over 2,000 seats annually to income-eligible families and supporting fitting stations. Bidders must submit completed specifications sheets, descriptive literature on proposed units, and acknowledge understanding of the ordering and shipping procedures. The contract term is one year from the date of award, with pricing to remain firm throughout the contract period. Orders will be processed through the Advantage system via email, with delivery orders of $5,000 or less sent directly to vendors by using agencies and orders exceeding $5,000 routed through the Division of Purchases Buyers for approval before transmission to the vendor.
Pricing must be inclusive of all shipping and handling costs to the distribution sites, with billing not to reflect shipping and handling as separate charges. Vendors must accept the State of Maine Procurement Card as payment with no surcharges permitted regardless of payment method, and pricing offered to the state must be the final cost regardless of payment method. The State Purchasing Director reserves the right to extend the contract beyond the initial one-year term with contractor consent and may cancel with thirty days' written notice. Vendors must be able to accommodate email ordering, accurately track shipments, provide accessible communication with Bureau staff for emergency situations, and notify the Bureau within two business days if any car seat is backordered with a projected availability date. The solicitation also requests vendors indicate their willingness to extend contract pricing to Maine political subdivisions and school districts.
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Other files
| File | Type | Posted |
|---|---|---|
| Solicitation_terms.doc | DOC document | |
| Car Seats for January 2013 Bid.xls | XLS spreadsheet | |
| Child Restraint Specifications.doc | DOC document |
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Text version
Scope: This bid is for a variety of car seats for a period of 1 year starting at time of award. Prices are to remain firm for the term of the contract. Ordering will be on an as needed basis.
As per the specifications attached and made part of this RFQ. Please fill out the word document and attach to your response along with descriptive literature on the unit you are bidding. Failure to do this may result in disqualification of your bid.
Seats are shipped to distribution sites (approx. 93 sites) throughout the state - 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.
CHILD RESTRAINT SPECIFICATION SHEET: Potential Seats listed are approved seats, if you are bidding an alternate seat please provide descriptive literature on the seat. Alternates must be an approved equal or better.
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.
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.
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