Hyd Hose BID TERMS AND CONDITIONS.doc

BID TERMS AND CONDITIONS

AUTOMOTIVE: HYDRAULIC HOSE & STEMS

SCOPE: Requesting bids to furnish a portion of the normal requirements of all using agencies for HYDRAULIC HOSE & STEMS as listed on attached spreadsheets for a contract period of 1-year.

CONTRACT PERIOD: Any contract issued as a result of this quote is to be for a period of one year beginning at the time of award.

The resulting contract is intended to include the day to day requirements of all State Agencies particularly Me. Dept. of Transportation as they will be the higher user.

PRICES: Prices shall include all transportation charges F.O.B. Destination to state agency. PRICES TO REMAIN FIRM FOR THE DURATION OF CONTRACT. (The State cannot guarantee any minimum order requirements) MDOT DELIVERY LOCATIONS: Awarded vendor would be required to ship to any or all of 100 or so DOT facilities. MDOT has locations from York to Madawaska – please see the attached spreadsheet with the delivery locations.

MDOT INVOICES: To expedite payments we would like the awarded vendor to e-mail invoices in PDF format. If vendor is unable to e-mail then we would like to have them faxed to us. If that is not possible they could be mailed. Please indicate in your comment field which scenario works best for you.

DISCOUNT: Items listed in the spreadsheet is fairly complete as to what Dept. of Transportation purchases. Contract will actually cover all similar products. The State is expected to receive discount pricing on these products as well.

SPECIFICATIONS: The State of Maine is using “Parker Mfg.” at this time. Other Manufacturers may be bid but will require evaluation prior to an award. Please be clear on spreadsheet which manufacturer you are bidding. If you choose to bid multiple manufacturers, then re-produce the spreadsheet and submit one per manufacturer. If a non Parker product is award, vendor must replace all crimping machines statewide at no additional charge (this means equipment and labor).

ESTIMATED VALUE: It is estimated that the value of contract items purchased during the life of the contract will be $45,000.00. It is understood and agreed, however, that the contract shall cover only the quantities ordered for State agencies for delivery during the term of the contract, whether more or less than the amount indicated.

The contractor is expected to furnish a sufficient number of catalogs to supply all using State Agencies. Approximately 11 will be required. Contractors name and address & telephone number and fax number should appear on ALL catalogs. Bidder may submit catalog in electronic format which is preferred by the State of Maine. However bidder is required to complete the attached spreadsheet and indicate NET pricing to the State of Maine.

PLEASE NOTE: ONLY CURRENT CATALOG AND NET PRICE LIST, SUBMITTED WITH RESPONSE WILL BE CONSIDERED AS PART OF THIS CONTRACT.

SPECIAL NOTE: The Contractor is expected to comply with the following provisions:

a. Have full time field service personnel

b. Supply fresh stock. Surplus material not acceptable

c. Allow credit during the contract period for any obsolete stock purchased on contract

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.

DELIVERY: Delivery shall be made as specified by the ordering agency and during the normal receiving hours of each agency. All items shall be packaged and packed in accordance with prevailing commercial practice, and in such a manner as to insure delivery in first class condition.

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 State Director of Purchases may with the consent of the contractor, extend the contract period beyond the indicated expiration date.

CANCELLATION: 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 with the terms and conditions of contract.

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.

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.