CONTRACT TERMS.rtf

CONTRACT TERMS AND CONDITIONS

ChemPro 100i – Handheld Chemical Detector

SCOPE: To furnish the normal requirements for the ChemPro 100i – Handheld Chemical Detector for the Maine Emergency Management Agency and any Municipalities and Political Sub-Divisions.

CONTRACT PERIOD: Contract to be for a period of one-year beginning the date an award is made with possible two (2) one (1) year extensions. The award will be made no later than mid February.

ESTIMATED VALUE: It is estimated that the value of this contract is $70,000 for the first year. It is understood and agreed, however, that the contract shall cover the quantities ordered by the using agencies, noted above, for delivery during the term of the contract, whether more or less than the amount indicated.

MEMA is setting up a commodity contract with the intent to purchase 4 in the first year of the contract and an additional 2-4 the following year. It is expected that any item purchased by MEMA will be in one bulk purchase annually.

PRICES: Prices shall remain firm for the duration of the contract. Prices to include all transaction charges, F.O.B. Destination.

DELIVERY: Contractor will be responsible for delivery of materials in first-class condition at the point of delivery, and in accordance with good commercial practice. All deliveries will be delivered to the stated destination in a timely manner.

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 contractor compensation will be allowed. The State of Maine reserves the right to cancel this contract if is unwilling to accept this condition.

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 $5,000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5,000.00 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.

INVOICE: Invoice must reference the Delivery Order number and Contract number. Failure to do so could cause lengthy delay of payment of invoices.

TAXES: The State of Maine is exempt from the payment of federal excise taxes and state sales taxes. Exemption certificates may be furnished upon request from the Division of Purchases.

REPORT OF PURCHASES: Contractor may be required to furnish the Director of Purchases with a detailed summary of total purchases made under this contract. This total may be requested yearly or more frequently as required.

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

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the contractor, extend the contract for one (1) additional one year period, providing pricing and the terms of the contract are in the best interest of the State.

QUESTIONS AND ANSWERS: 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.