LITHIUM BATTERIES AA AAA BID INSTRUCTIONS Final.pdf

BID INSTRUCTIONS & SPECIFICATIONS

“LITHIUM BATTERIES SIZES AA & AAA”

SCOPE: To establish a one year contract for Lithium Batteries to be stocked in our Central Warehouse for distribution to using State Agencies.

CONTRACT PERIOD: Any contract issued as a result of this bid is to be for a period of one year beginning approximately April 1, 2013 thru March 31, 2013.

EXTENSION OF CONTRACT: The State of Maine reserves the right, with the consent of the contractor, to renew any contract issued for two additional years in one year increments, providing pricing and the terms of the contract remain in the best interest of the State.

ESTIMATED VALUE: The estimated yearly value of this contract is unknown. This will be a new item being offered out of our Central Warehouse. Usage currently for alkaline dry cell batteries AA is 4,602 packs of 12 a year and, 1840 AAA packs of 12, alkaline dry cell from 1/1/2012 to 12/31/2012.

Lithium batteries will not replace alkaline batteries but a sizable amount of customers are asking for lithium batteries as an alternate to alkaline batteries. It is understood and agreed, however, that the contract shall cover all the quantities ordered by the Central Warehouse during the term of the contract, whether more or less than the amount indicated.

PACKAGING: – 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.

BID PRICES: – Prices shall be net, including transportation and delivery charges on orders for standard packages to be fully prepaid by the contractor F.O.B. Destination. There is will be no set minimum per order threw out the contract so price should include any surcharges for minimum orders.

PRODUCTS BID: – Vendors shall bid lithium AA and AAA batteries only, batteries must be in packages of 8 batteries per pack, with an expiration date on each battery. All bids must state brand and provide detailed information on packaging. The State of Maine will accept bids on the following brands of batteries: Energizer Advanced Lithium, Energizer Ultimate Lithium, and Duracell Ultra Lithium. Other equivalent lithium batteries will ne ed to tested by The University of Southern Maine Materials Testing Unit. Consideration for the contract award will be given for what is in the best interest of the State.

BATTERY TESTING: Batteries being bid must be tested & evaluated through the University of Southern Maine, Materials Testing Unit (at the cost of the vendor). The testing rate is $140.00 per hour with a 1 hour minimum. Actual time involved will be charged. A deposit of one half of estimated test cost required prior to test at the expense of the bidder. The University of Southern Maine Materials Testing Unit, address is as follows: (207) 780-5440, University of Southern Maine, Attn: Manufacturing Application Center, 37 College Ave., Gorham, ME 04038.

Please contact Manufacturing Application Center prior to submitting batteries for testing to assure proper procedure. Batteries are to be submitted no later than bid closing.

GOVERNOR’S EXECUTIVE ORDER: In keeping with the Executive Order #12, FY 06/07 (see attached): AN ORDER PROMOTING SAFER CHEMICALS IN CONSUMER PRODUCTS AND SERVICES, we continue our commitment to environmentally preferable procurement. Through this Request for Quotations (RFQ), we intend to purchase products that have a reduced negative impact on human health and the natural environment in comparison to other products that serve similar purposes to the extent feasible, balancing price, performance, availability and safety.

LAWS : - Button cell batteries. This subsection governs the sale of mercury-added button cell batteries.

After June 30, 2011, a person may not sell or offer to sell or distribute for promotional purposes a mercury-added button cell battery identified in this paragraph or a product that contains a mercury-added button cell battery identified in this paragraph:

(1) A zinc-air button cell battery;

(2) An alkaline manganese button cell battery; or

(3) A silver oxide button cell battery stamped with the designation 357, 364, 371, 377, 395, SR44W, SR621SW, SR626SW, SR920SW or SR927SW or a silver oxide button cell battery that is interchangeable with a battery that is stamped with one of those designations; and [2009, c.501, §22

(AMD).]

See attached 38 MRSA §1661-C paragraph 9.

ORDERING PROCEDURE: The Central Warehouse will fax or telephone all Contracts Release Orders (CRO) created by their internal system 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.

DELIVERIES: Items purchased shall be delivered to Central Warehouse within 10 days or less from the receipt of order. Vender will contact Michelle Kirk via email (michelle.kirk@maine.gov) or fax (207-287-3640) with shipping confirmation information. Deliveries must be made on 40 X 48 non-exchangeable pallets if necessary or packed safely and shipped in a cardboard box (es). Vendor will schedule pallet delivery 24 hours in advance by calling Michelle Kirk at the Central Warehouse at (207) 287-3644 during 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.

INVOICES: 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 is exempt from the payment of federal excise taxes and State sales taxes. Exemption certificates will be furnished upon request from the Division of Purchases.

REPORT OF PURCHASES: Contractor will be required to furnish the Director of Purchases or Manager of Central Warehouse with a detailed summary of total Purchases made under this contract.

This summary may be requested annually or at any time during the contract period and will be required for any extension of the contract.

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 the contract

CONTACT INFORMATION:

State of Maine / Purchases todd.cummings@maine.gov Attn: Todd Cummings, Buyer II TEL: 207-624-7336 Burton M. Cross Building, 4th Floor FAX: 207-287-6578 9 State House Station 111 Sewall Street Augusta, ME 04333-0009