Contract RetreadSpecs.doc

SPECIFICATIONS FOR RETREAD TIRE CONTRACT

BID TERMS AND CONDITIONS

PART I

1. SCOPE:

1 year contract to cover a portion of the normal requirements of the Maine Department of Transportation-Fleet Services Division for RE-TREAD TIRES. Other State Agencies may also participate in the contract.

It is the intent of these specifications to set forth the criteria to be met in this tire re-treading contract. Vendor must meet the certification and quality control requirements specified.

2. CONTRACT PERIOD: September 21, 2009 to September 20, 2010

3. PRODUCT QUALITY CERTIFICATION:

Tires re-treaded under this contract will conform to the latest version of the Cooperative Approved Tire List (CATL) and the Cooperative Tire Qualification Program (CTQP-441).

4. FACILITY QUALITY CERTIFICATION:

Vendor must be an active re-treader operating retread plants within the area defined by the contract requirements as approved by the government agency.

Vendor must be inspected by an approved national organization and follow recognized retread manufacturing procedures. Such inspection procedures may be by the retread plant’s tread rubber supplier in accordance with specific procedural guidelines set forth in re-treader, dealer, purchase or franchise agreements.

Vendor must provide evidence of certification of the production facility from a nationally recognized tire re-treading association within the previous 12-month period.

The agency reserves the right to accept or reject the certification of the plant. Retread Plants and their suppliers approved under guidelines of Procurement Specification CTQP-441 Administrators Approval & Requirement Manual for Tires, Pneumatic Re-treaded and Repaired (formerly ZZ-T-441) are considered certified as to manufacturing procedures and competence.

5. BID PRICES:

Price shall include transportation, pick up and delivery charges fully prepaid by the Contractor F.O.B. destination. Although the sizes listed cover most of the states requirements, should a requirement arise for sizes not listed, those sizes are to be furnished under the same discount and price schedule at the time of bid opening. Prices bid will not be subject to increase during the contract period.

6. QUANTITIES:

A. The quantities shown in the proposal are approximate only. It is understood and agreed that the contract shall cover the quantities actually ordered by agencies of the State for delivery during the term of the contract, whether more or less than the quantity shown.

B. The State reserves the right to buy re-tread tires from non-contracted vendors for testing purposes.

7. 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.

8. DELIVERIES:

Pick up and deliveries at the Fleet Services Garage at the Augusta location shall be made on Mondays, unless Monday is a holiday, then deliveries shall be made Tuesday. For all other Fleet locations and other State Agencies they shall be made at such times and in such quantities as ordered. Delivery of finished work shall be made within 7 days of pick up date for any size or type tire included in the published prices list, except motor grader and off road tires shall be delivered within 30 days. Fleet Services locations would include:

Augusta Fleet Services, Wade Street, Augusta 04330 Caribou Fleet Services, 1 Evergreen Parkway, Caribou ME 04736 Houlton Fleet Services, 159 Bangor Street, Houlton ME 04730 Bangor Fleet Services, 185 Hogan Rd

Dixfield Fleet Services, 547 Main Street, Dixfield ME 04224

Scarborough. Fleet Services, 61 Pleasant Hill Road

9. PAYMENT: Please be advised that the State of Maine is requiring vendors to accept credit cards as a form of payment for the procurement of the goods and services under this contract. Your company may be required to accept these cards; the pricing offered to the State of Maine shall be the final cost to the State 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.

10. CANCELLATION OF CONTRACT:

The Division of Purchases reserves the right to cancel a contract upon a thirty day written notice, or cancel a contract immediately if the contractor does not conform to the terms and conditions of contract.

11. EXTENSION OF CONTRACT: The Director of Purchases may with the consent of the contractor extend the contract period beyond the indicated expiration date providing pricing and terms of contract remain the same or possible re-negotiated lower pricing.

12. 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.

13. POINT OF CONTACT: Any questions or correspondence pertaining to this bid should be directed to Terry DeMerchant, Procurement Manager, Terry.L.DeMerchant@maine.gov.