About this file
This is a solicitation document from the State of Maine's Division of Purchases for a Master Agreement contract to supply car seats to the Maine Injury Prevention Program (MIPP). The contract will have a one-year term with the potential for extension by the State Purchasing Director with contractor consent. The solicitation seeks bids on multiple car seat models including convertible seats, combination seats, booster seats, and specialty models such as baby beds. Specific product requirements include at least one combination seat model compatible with a wide variety of vehicles, convertible seats accommodating rear-facing children up to at least 30 pounds, and at least one combination seat with a harness rated over 40 pounds. Historical purchasing data indicates annual volumes of approximately 2,200 units across various models, though actual orders will be determined on an as-needed basis. Bidders must complete an attached Excel spreadsheet listing their offerings, and those bidding alternate models must provide descriptive literature. The solicitation document does not specify a response deadline or award date.
Pricing must remain firm for the contract term and must include all shipping and handling costs to distribution sites throughout Maine. The State anticipates multiple awards based on the lowest bid for each car seat model meeting specifications. Orders of $5,000 or less will be processed directly via email, while larger orders require Division of Purchases approval. Successful bidders must demonstrate capability to process orders through an email-based system, maintain accurate shipment tracking records, and fulfill requests within 48 hours. Bidders are required to indicate their willingness to extend contract pricing to Maine political subdivisions and school districts. The supplier must be accessible to MIPP staff and capable of managing the significant annual volume of over 2,000 seats distributed to income-eligible families and fitting stations. The contract includes a cancellation clause allowing the Director of the Division of Purchases to terminate with 30 days' written notice.
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Other files
| File | Type | Posted |
|---|---|---|
| Car Seat Delivery Locations 1.pdf | ||
| Car Seat Delivery Locations 2.pdf | ||
| Car Seat Spreadsheet.xls | XLS spreadsheet | |
| Solicitation_terms.doc | DOC document |
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Text version
This solicitation will result in the award(s) of a Master Agreement contract for a period of 1 year. This will not be an all or nothing award, most likely there will be multiple awards based on the low bid on each car seat that meets spec. Prices to remain firm for the term of the contract.
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.
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.
(Please put in your response to the above in the comment field on your SR document).
During the last fiscal year (October 1, 2006 through September 30, 2007) we purchased the following car seats. This does not mean that we will purchase this many for the new contract – we could order more or less as it would be on an as needed basis only.
1221 ea. Cosco Scenera Model # 93-120FSM Convertible Seats 461 ea. Evenflo Express Combination seat model #3182198
428 ea. Evenflo High Back Booster model # 269218 (we will also accept bids on Graco Turbo Hi Back Booster model #8693 INC or Graco Turbo Hi Back Booster model #8693 INC) 48 ea. Cosco/Dorel Apex 65 model #22-530
4 ea. Safety First Apex Combination seat with harness rated to 65 pounds
2 ea. Dream Ride Baby Beds
33 ea. Angel Ride Baby Beds
The attached excel spreadsheet will list the above models plus other car seats that we have purchased in the past. Please complete the spreadsheet and attach to your response. The column headings that are in yellow are mandatory, however you can fill in other columns if you wish to. The commodity code for car seats is 05513. If you are bidding an alternate model, please add that model to the spreadsheet and attach descriptive literature with your response.
We require:
· At least one model of combination seats compatible with a large variety of vehicles and easy to work with.
· Convertible seats must accommodate a child rear facing to at least 30 pounds.
· At least one model of combination seat that has a harness that is rated over 40 pounds.
Seats are shipped to distribution sites throughout the state upon request from our office (Please see the 2 attachments which list the locations of all the ship to addresses). Shipping and handling must be included in the cost. Currently the Scenera, Evenflo Express and Evenflo High Back Booster seats are shipped in cartons containing two each. The Cosco/Dorel Apex 65 is shipped individually.
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.
Currently the supplier provides the Maine Injury Prevention Program, hereinafter referred to as “MIPP,” with a spread sheet that includes model name, model number and a certificate number for each seat. When a seat is ordered to be shipped to a distribution site, the name of the site and the date is entered into the spread sheet. Both the supplier and our office maintain this type of record.
It is imperative that the supplier be able to ship seats immediately upon receipt of request for the seat from our office. Our distribution sites expect a 48 hour turn around between placing their order and our placing an order with the supplier.
It is imperative that the supplier be easily accessible to the MIPP 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.
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