CupBidInst2012.rtf

BID INSTRUCTIONS - 2012

PAPER DISPOSABLE CUPS

COMMODITY ITEM: Disposable Cups & Lids.

CONTRACT PERIOD: Immediately thru April 30, 2012. With option for 2 additional 1 year renewals.

SCOPE: This bid is issued to cover the normal requirements of ALL USING AGENCIES, thru the Central Warehouse for Disposable Cups as listed below.

BID PRICES: Prices quoted shall be net including transportation and delivery charges fully prepaid by the contractor to a single destination which is, Central Warehouse, 85 Leighton Road., Augusta, ME 04333. Prices to be firm for the duration of the contract and are in effect at the time the order is placed.

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.

QUANTITIES: Quantities shown on the bid are estimates based on current inventory experience. It is understood and agreed that the contract shall cover the quantities actually ordered for delivery during the term of the contract, whether more or less than the amounts stated. Approximate value of Contract for one year period $44,304.92.

COMPLIANCE WITH SPECIFICATIONS: Unless otherwise noted by the vendor it will be assumed that the proposal is submitted in complete compliance with the specs.

The paper cups described herein shall be of first grade materials conforming to standards of the best commercial practice. Tests to determine physical characteristics may be made according to methods outlined in Federal Specifications UU-C-806H. Any product not meeting this specification may be rejected.

STYROFOAM PRODUCTS: Styrofoam Products are not acceptable to the State of Maine. DO NOT BID THEM.

NOTE: Item #4 Lids for 8 oz. Cups. Successful bidder MUST accept lids left over at the end of the final contract period. (Credited to the Central Warehouse). Intent is to carry both cups & lids that fit each other.

*****SAMPLES PREVIOUSLY SUBMITTED*****: Currently approved products list is attached. These products have previously been tested. If you are going to bid on a brand other than those listed, samples MUST be submitted prior to the bid opening. One hundred (100) cups must be submitted for testing. Clearly mark your samples with item # it pertains to. Also please submit descriptive literature with your samples, or bid may be rejected. Samples to be sent to: Division of Purchases, Attn: Sue Garcia, #9SHS, 111 Sewall St., Burton Cross Bldg., Augusta, ME 04333.

RECYCLE: The State of Maine is encouraged by law, to buy recycled materials whenever possible. Therefore it will be necessary for bidders to provide detailed recycle content information if choosing to bid recycled products.

Certification from the manufacturer on recycle content MUST accompany your bid.

Maine Law gives a price preference on bids offering paper products with recycled materials content. Bids that are within 10% of the lowest acceptable and meets all other specifications may receive up to a 10% price preference.

There does not appear to be an EPA guideline for Paper Cups as to what the recycle content should be.

AWARD: Award shall be by item or lot, whichever is deemed to be in the best interest of the State.

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 accept or reject any or all bids.

PACKAGING: All items shall be packed in accordance with prevailing commercial practices in such a manner as to insure delivery in good condition. Each carton or case shall be marked with the manufacturer's name, type and style of commodity, size and quantity contained.

DELIVERY: Deliveries MUST be made on 40 x 48 non-exchangeable pallets, 14 calendar days after receipt of order. In the event that the shipment is not palletized, it may be rejected or a penalty charge assessed as per the following: Vendor will be charged 10% of total order payable to the Central Warehouse. Penalty is not to be deducted from invoice. Shipper to contact Central Warehouse (207) 287-3644, 24 hours prior to delivery. Receiving hours: 7:30 am to 3:30 pm, Monday thru Friday. The Contractor will be responsible for the delivery of material in first class condition and in accordance with good commercial practice.

ORDERING PROCEDURE: Contract Release Orders will be created by Central Warehouse using the Axiom System and will be faxed 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.

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 contract.

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

QUARTERLY REPORT: It will be the responsibility of the vendor to produce a quarterly report. The Division of Purchases requires a quarterly report, please see Code of Conduct Anti Sweatshop fee clause.

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 II. No other person is empowered to make binding statements regarding this bid.

APPROVED LIST -- PAPER CUPS

Sweetheart #RD3 Maui Cup 8HDC Dopaco #4834 Dopaco #4931 GenPak #F100 Sweetheart GUR1 Sweetheart R3-43107

Requesting bids for Contract to furnish a portion of the normal requirements of all using agencies thru Central Warehouse, for single service DISPOSABLE CUPS as listed below during a period of one year, ending October 31, 2005, in accordance with instructions attached & made a part of this bid. See Approved Product List Above.

COST PER EXTENDED

Appox Usage M TOTALS

WH050

1. 40 cs. Cups, cold drink 3 oz., treated, round nested, $__________ $__________

BRAND:_______________________ Mfg. No. BIDDING:________

Quantity case:__________ COST PER CASE:_________ ___Virgin ___Recycled_____%

WH051

2. 116 cs. Cups, cold drink 5 oz., treated, round nested, $__________ $__________

BRAND:_______________________ Mfg. No. BIDDING:________

Quantity case:__________ COST PER CASE:_________ ___Virgin ___Recycled_____%

WH060

3. 886 cs. Cups, hot drink 8 oz., treated, round nested, $__________ $__________ two-piece construction, rolled rim, recess bottom, paper. Quantity case 1,000

BRAND:_________________________ Mfg. No. BIDDING:_________

Quantity case:__________ COST PER CASE:__________ ___Virgin ___Recycled_____%

COST PER EXTENDED

Appox Usage M TOTALS

WH061

4. 50 cs. Lids for 8 oz. Hot drink cups, plastic $ __________ $__________ Quantity case 1,000.

BRAND:_____________________________ Mfg. No. BIDDING:_________

BRAND:_____________________________ Mfg. No. BIDDING:_________

NOTE: MANUFACTURERS NAME MUST BE INDICATED ON ALL ITEMS

Clearly indicate if bidding Virgin Stock or Recycle.

Vendor:_______________________________________

Contact Person:________________________________

Tel. #:________________________________________

E-Mail:_________________________________________

NOTE: THIS PRICING SHEET MUST BE RE-ATTACHED TO VENDOR SELF SERVICE (VSS) BID.