Lottery Ticket Dispensers2011.rtf

LOTTERY TICKET DISPENSERS

BID TERMS AND CONITIONS

SCOPE: The State of Maine, Division of Purchases is requesting bids to furnish a portion of the normal requirements for Lottery Ticket Dispensers. Please note: Prices to include delivery. The contract will be for a period of one year beginning immediately and ending October 31, 2012, with possible (2) one year extensions.

COMMODITY: Lottery Ticket Dispensers

DELIVERIES: Successful bidder MUST inspect all merchandise thoroughly before shipment to State Agency. Inspection will not release contractor of the responsibility for faulty workmanship and any faulty item or component part will be repaired or replaced by the vendor.

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.

BID PRICES: Prices include all transportation fully prepaid by the vendor and shall remain firm for the duration of the contract. However, decreases should be passed along to the State. Any reduction in price may occur anytime during the contract period. The reduced price shall apply on all shipments made on or after the date the reduction price becomes effective.

The State reserves the right to seek additional discounts from the contractor, or to contract separately for single purchase for a particular State project or other immediate use if, in the judgment of the Division of Purchases, the quantity required is sufficiently large to enable the State to realize a cost savings over and above the published contract prices, whether or not such a savings actually occurs.

AWARD: Evaluation may include but not limited to, price, warranty, delivery days, etc. The Division of Purchases reserves the right to reject any or all bids, to waive any formality or technicality in bids, to accept any item or items in the bid deemed best for the interest of the State of Maine.

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the contractor extend the contract beyond the indicated expiration date providing it is in the States best interest.

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.

INVOICES: Separate invoices are required for each order number. All invoices must reference Contract Number and Vendor Customer Number, failure to do so could cause lengthy delays of payment of invoices. All invoices should be issued within 30 days of delivery and paid in a timely manner agreed upon between the using agency and the successful vendor.

TAXES: The State is exempt from the payment of excise taxes. Exemption certificates will be furnished upon request.

REPORT OF PURCHASES: Contractor will be required to furnish the Director of Purchases with a detailed summary of the total purchases made under this contract. This total may be requested yearly or at any time during the contract period.

CANCELLATION OF CONTRACT: The State of Maine reserves the right to cancel contracts upon a thirty day written notice OR cancel contracts IMMEDIATELY if the contractor does not conform to the terms and conditions of bid/contract.

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.

THE STATE RESERVES THE RIGHT TO REJECT ANY OR ALL INCOMPLETE BIDS.

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.