CW_Calculators_Bid_Terms_2010.rtf

BID TERMS AND CONDITIONS

Calculators/Adding Machines

CENTRAL WAREHOUSE

COMMODITY: Calculators/Adding Machines, please see attached spreadsheet for item description.

CONTRACT PERIOD: September 1, 2010 thru Augusta 30, 2011

SCOPE: Requesting bids to cover a portion of the normal requirements for the Division Of Purchases, Central Warehouse for Calculators/Adding Machines herein described for a period of one year with possible 2 (1) year extensions in accordance with the terms and conditions of this bid.

BID PRICES: Prices quoted shall be net including transportation and delivery charges fully prepaid by the contractor to a single destination which is Bureau of General Services, 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.

QUANTITIES: It is understood and agreed that the contract shall cover the actual quantities ordered by the State for delivery during the term of the contract, whether more or less than the amounts indicated. Approximate dollar value spent against this contract in the previous year $ 12,200.00.

AWARD: Award will be made to the lowest price bidder whose bid fully meets the specifica-tions contained herein. 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.

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

DELIVERY: Deliveries MUST be made on 40 x 48 non-exchangeable pallets, 2-5 business 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 the Bureau of General Services, Central Warehouse, (207) 287-3641, 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.

PENALTY CLAUSE: Deliveries to the State of Maine’s Central Warehouse are expected to comply with the terms of contract. Failure to meet delivery as specified could mean loss of the contract. All additional expenses of acquiring product in the event that Contractor cannot meet the acceptable delivery times then may be de-ducted from Contractor’s pending invoices.

PROCUREMENT CARD: State policy requires vendors to accept the State of Maine Procure-ment 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 Div. 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.

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

MONTHLY REPORT: It will be the responsibility of the vendor to produce a monthly report. The Division of Purchases requires a monthly report, due the first week of each month, for what was purchased during the previous month. The Report must include the agency name, date of order, quantity, and dollar amount. A grand total of the number of transactions along with the total dollar amount must also be included.

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.