Corr_Fac_Inmate_Sup_Bid_Terms2013.rtf

CORRECTIONAL FACILITY INMATE SUPPLIES

BID TERMS& CONDITIONS

COMMODITY ITEM: Various Inmate Supplies and Toiletries etc.

CONTRACT PERIOD: Immediately thru August 31, 2014

BID PRICES: A One (1) year contract with a two (2) year option for renewal will be issued as a result of this bid. Bid prices shown are to be net including transportation charges fully pre-paid by the contractor FOB destination. Prices are to remain firm for the duration of the contract.

QUANTITIES: State wide Correctional Facilities contract, quantities/value is not known. It is understood and agreed that the contract will cover the actual quantities required by State Agency over the length of the contract.

SAMPLES: Samples are required. Mattresses are exempt. Samples must be received no later than bid opening date & time. Samples must be marked with item # and vendor name. If this information is not supplied your bid may be considered none responsive. SEND TO: Division of Purchases, attn: Sue Garcia, #9 SHS, Burton Cross Bldg., 4th Floor, Augusta, ME 04333-0009.

AWARD: Award will be made to the lowest price bidder whose bid fully meets the specifications contained herein and offers the best value to the State. The State of Maine reserves the right to make a single award or to split the award, whichever option it determines offers the best value to the State. The State of Maine reserves the right to accept or reject any or all bids.

It is understood that all specifications are minimums. Approved equals may be considered. The State of Maine reserves the right to accept or reject any and all bids that do not meet specifications and award however is in the States best interest. The State also reserves the right to consider alternates and determine equivalency.

QUESTIONS/ANSWERS: Vendors will be required to post questions on VSS.

All substantive questions received 48 hours before the deadline will be answered and communicated to all on VSS. Questions asked in other than written form thru VSS will not be answered. The State reserves the right, at its sole discretion, to answer or not answer any question.

SOLE CONTACT: Sole contact for this bid is Sue Garcia/Buyer. No other person is empowered to make binding statements regarding this bid.

DELIVERY: The Contractor will be responsible for the delivery of material in first class condition at the point of delivery, and in accordance with good commercial practice.

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.

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 OF CONTRACT: The Director of Purchases may, with the consent of the contractor extend the Contract period beyond the indicated expiration date.

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

QUARTERLY REPORT: It will be the responsibility of the vendor to produce a quarterly report. The Division of Purchases requires a quarterly report.

MUNICIPALITY: A State law permits municipalities, political subdivisions and school administrative districts to participate in the State of Maine, bidding process. Please indicate below whether you would accept orders from such municipalities or districts at the bid price, or if not, under what conditions would you do.

YES_____NO_____Yes, with conditions as follows:_________________________________________

USING AGENCIES:

DOWNEAST CORRECTIONAL FACILITY, 64 Base Road, Machiasport, ME 04655 LONG CREEK YOUTH DEV. CENTER, 675 Westbrook St., So. Portland, ME 04106 MAINE CORRECTIONAL CENTER, 17 Mallison Falls Rd., Windham, ME 04062 MAINE STATE PRISON, 807 Cushing Rd., Warren, ME 04864-4600 MOUNTAIN VIEW YOUTH DEV. CENTER, 1202 Dover Rd., Charleston, ME 04422