Conditions and Instructions to Bidders.doc

CONDITIONS AND INSTRUCTIONS TO BIDDERS

1. Quotes must be submitted electronically. Additional and alternate quotes may also be submitted. Vendors pricing must be entered electronically, file attachments are required to be uploaded to the electronic quote response. If bidder is unable to attach supporting documents such as, descriptive literature, the bidder must contact Buyer listed on the request for quote for additional instructions. Whenever, in quotes and specifications, an article or material is defined by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal”, if not inserted therewith, shall be implied. Any reference to a particular manufacturer's product either by trade name or by limited description has been made solely for the purpose of more clearly indicating the minimum standard of quality desired. The term “or approved equal” is defined as meaning any other make which in the opinion of the Director is of such character, quality and performance equivalence as to serve the purpose for which it is to be used equally as well as that specified. Consideration will be given to proposals submitted on alternate commodities to the extent that such action is deemed to serve the best interests of the State. The bidder quoting on a commodity other than as specified shall furnish complete identification, descriptive literature or data with respect to the alternate commodity he/she proposes to furnish. Lack of such information on the quote may be construed to mean that the bidder proposes to furnish the commodity as described.

2. Submit a separate unit price for each item unless otherwise specified in the quote request.

3. Vendors will be required to post their questions on VSS through 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. If the answer is more than what can fit in the answer box, the buyer will issue an amendment to the RFQ and the vendor can find the questions/answers on an attachment to the amendment. No questions should be answer via any other process. The State of Maine shall not be bound by any oral representations by any person(s) including the Buyer associated with the RFQ.

4. Electronic secure responses must be submitted. Quotes close at 2:00 p.m., local time, on the announced day. The State of Maine is not responsible for delays due to network congestion. Bidders log into Vendor Self Service (VSS) with a user id and password to submit electronically. Quote pricing, discount terms, comments if any and to upload file, if applicable, as part of their response. Vendors pricing must be entered electronically, file attachments are required to be uploaded to the electronic quote response. If bidder is unable to attach supporting documents such as, descriptive literature, the bidder must contact Buyer listed on the request for quote for additional instructions.

5. Quotes may be withdrawn by written notice provided such notice is received prior to the final contract/order.

6. Tabulations will, after the award of the Master Agreement or Purchase Order, be available for public inspection.

7. Any discrepancy between unit and total prices will be governed by unit price on the original quote.

8. The Division of Purchases reserves the right to reject any or all quotes, to waive any formality and technicality in quotes, and, unless otherwise specified by the bidder, to accept any item or items in the quote deemed best for the interest of the State of Maine.

9. Awards will be made based on two options. Strictly low quote, the quality of the services supplies, materials or equipment to be supplied, their conformity with specifications, the purpose for which required, and ultimate cost thereof to the State, are the general value components will best secure the greatest possible economy consistent with the grade or quality of services, supplies, materials and equipment best adapted for the purpose for which needed. Prices should be stated in units of the quantity specified, delivered to destination, including all trade or quantity discounts. Cash discounts of payments 20 days or more are considered in determining low bidder as specified in item 17 a response to a quote is considered valued upon submission by acceptance into the electronic system. Award via scoring criteria, award criteria will be stated in the request for quotation. Price must receive a minimum of 25% of the total weight of all criteria.

10. Tie quotes shall be resolved on the basis of factors deemed by the Director to serve the best interests of the State or by the drawing of lots, provided that price, quality, availability and other factors being equal, master agreements or purchases shall be awarded to the in-state bidder or to bidder offering commodities produced or manufactured in the State of Maine, and services rendered by Maine bidders.

11. Where grades are not specified in inquiry, give grade on which you quote, using forms which have a definite meaning to the trade.

12. Samples of items, when required, must be furnished free of charge and, if not destroyed, will upon request be returned COLLECT, unless STAMPS for postage and insurance must be forwarded with sample. Delivery included with the text of quote document.

13. The contractor must furnish the item as specified on the Purchase Order and any deviation therefrom will be grounds for rejection.

14. The Division of Purchases reserves the right to increase or decrease by 10% the quantities of any item or items ordered unless otherwise stated.

15. All transportation charges, including expense for freight, transfer, express, mail etc., shall be prepaid and be at the expense of the contractor unless otherwise specified in the quote – Should note that.

16. All deliveries shall comply in every respect with all applicable Federal, State and local laws and regulations.

17. Please specify terms and cash discounts. Time, in connection with discount offered, will be computed from date of delivery at destination after final inspection and acceptance, or from date of receipt of correct invoice, whichever is later. A discount percentage under 20 days will not be considered in the awarding of a contract due to normal accounting procedure in the issuance of payment. A quote with terms stating “less than 25 net” will not be considered unless in the best interest of the State.

18. Time of delivery must be stated in definite terms. If time varies for different items, the bidder shall so state. If time is of the essence, the earliest delivery date may be a factor in the award.

19. The State is exempt from the payment of Federal Taxes on articles not for resale. Please quote less these taxes. Upon application, exemption certificate will be furnished with Purchase Order when required.

20. Maine State Sales and Use Taxes should not be included in your quote as the State is exempt from the payment of such taxes and no certificate of exemption is necessary.

21. No Purchases Order or master agreement may be assigned, sublet or transferred without the written consent of the Director.

22. In case of default by the contractor, the right is reserved by the Division of Purchases to procure the material or supplies from other sources and charge any excess cost occasioned thereby to the contractor. However, the contractor shall not be held liable for any failure or delays in fulfillment of his contract arising from strikes, fires, or Act of God, or any other cause(s) which by reasonable diligence could not be prevented.

23. The Maine CHEMICAL SUBSTANCE IDENTIFICATION LAW (26 M.R.S.A. 1709-1725) requires that all manufacturers, importers, suppliers, or distributors of hazardous chemicals doing business in this State provide a copy of the current material safety data sheet for any hazardous chemical to their direct purchasers of that chemical.

DIRECTOR OF PURCHASES

Revised 1/22/2010