Maine Department of Transportation[1].doc

BID TERMS AND CONDITIONS

Mechanical Fuel Dispenser

SCOPE: Bid issued to cover the normal requirements of the Maine Department of Transportation for Mechanical Fuel Dispensers, for a period of one year.

CONTRACT PERIOD: 5/1/2009 to 4/30/2010

PRICES: Prices shall include all transportation charges to MaineDOT Fleet Service, 105 Capitol St. Augusta Me. 04330. PRICES TO REMAIN FIRM FOR THE DURATION OF CONTRACT.

SPECIFICATIONS:

The below specifications require providing all things necessary, or proper for, or incidental to the furnishing and delivery of the bid item and associated equipment to Fleet Service/Maine D.O.T., Augusta. The bid item shall be of heavy-duty design and construction for extreme service or application. All things not expressly mentioned in these specifications, but involved in carrying out their intent, are required by these specifications and the vendor shall perform the same as though they were specifically mentioned, described and delineated.

Awarded vendor is expected to supply hoses, nozzles and breakaway swivels with the pumps. The nozzles to be supplied with each pump would be for diesel fuel.

The bid item and all associated equipment shall be furnished complete and in readiness for use as required by the terms of these specifications and in strict accordance therewith. The bid item and all equipment furnished shall be the manufacturer's current or 2007 listed and published stock model, or model which meet or exceed all the applicable requirements of these specifications. All design, materials and workmanship shall in every respect be in accordance with the best current practices in the industry and all materials used shall be new.

The bid item shall be in full compliance with any and all Federal and State of Maine, rules, regulations or codes. Any and all bids or accessory items furnished by the vendor, distributor and/or manufacturers shall be installed in accordance with the highest standards of the industry, full compliance of all applicable Federal and State of Maine rules, regulations or codes and must be completely inspected and serviced prior to delivery.

Fleet Service/Maine D.O.T. reserves the right to expect replacement of any item, component or associated equipment from the vendor, distributor or manufacturer, at no cost to Fleet Service for failure to perform. Fleet Service also reserves the right to require training for operation or maintenance and repair where necessary at no additional cost.

All Warranties and Guarantees are to become effective the date the State of Maine places the bid item into service.

Since the continuous operation of the bid item as specified is of the utmost importance and sometimes of an emergency nature, it is necessary that the successful bidder be in a position to render prompt parts and if necessary, service. The successful bidder and subcontractor (if any) must maintain and/or have access to parts inventory within the time frame specified by the State. The parts inventory shall be applicable to the bid item supplied to the State of Maine and must be of sufficient quantity and variety to offer a level of parts availability of 95% within 48 hours from time of order by Maine DOT.

During the term of the manufacturer's warranty Fleet Service reserves the right to perform any and all warranty work "in house" to meet operational needs or demands. Fleet Service will recover all parts and labor cost (labor time as allowed by manufacturer's rate manual Fleet Service standard labor rate at the time of repair) by billing the manufacturer and/or dealer. O.E.M. parts may be supplied at no cost by the manufacturer or dealer and will not be billed by Fleet Service, or may be purchased by Fleet Service on the open market to meet operational demands. Any and all defective parts will be returned to the manufacturer or dealer upon request. Additionally Fleet Service will perform no other paper work other than what is necessary for Fleet Service to track the cost of warranty repair through its own billing system. Manufacturers, dealers or vendors who are selected to any equipment, or accessories to Fleet Service, must place Fleet Service on a mailing list to provide warranty recalls and/or technical updates or service bulletins to the Fleet Manager’s Office of Fleet Service, 105 Capitol St., Station #26, Augusta, Maine 04333.

Either before or after final acceptance any equipment which does not meet these requirements may be rejected in whole or returned for correction at no cost.

ORDERING PROCEDURE: Orders to be placed on an “as needed” basis. 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

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 Director of the Division of Purchases may with the consent of the contractor extend the contract beyond the indicated expiration date.

CANCELLATION OF CONTRACT: The Division of Purchases reserves the right to cancel this contract with a 30 days written notice or immediately if contractor fails to conform to contract terms and conditions.

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.

Specifications

Mechanical Fuel Dispenser

The purpose and intent of these specifications is to describe a single product, Single Hose, Mechanical Fuel Dispenser for Fleet use. Designed to deliver reliable, long term fueling performance in the harshest environments. Dispenser shall the compatibility of dispensing Gasoline, Diesel, or Bio-diesel type fuels.

Item 1 Pump

1.1 Pump shall be suction type only no other will be accepted.

1.2 Pump shall be single product and single hose.

1.3 Pump shall be a self-priming, positive displacement, gear or vain type with cast iron or aluminum housing.

1.4 Pump shall come with an integral centrifugal air separator and adjustable bypass valve.

1.5 Pump shall come with suction strainer at inlet connection.

1.6 Pump shall be capable of delivering a minimum of 20 GPM and a maximum 22 GPM.

1.7 Pump shall have the compatibility of dispensing low viscosity petroleum fuels such as diesel, Bio-diesel blends up to 20%, gasoline, including oxygenated blends, and kerosene.

1.8 Pump motor shall be a maximum 3/4 HP, 115 volt, 50/60 HZ not to exceed a maximum circuit size of 20 Amp’s, with a maximum wire size of 12.

1.9 Motor to pump connection shall be by V belt type only no other will be accepted, belt tension shall be adjustable.

1.10 All junction boxes shall be explosion proof.

1.11 Pump inlet shall be 1 ½ inch NPT centered with in the cabinet, offsets will no be accepted.

1.12 Pump outlet shall be 1 inch NPT.

1.13 Pump solenoid valve shall be a two stage valve with 1 inch NPT.

Item 2 Meter, Totalizer, Register

2.1 Meter shall be a of reliable design, micro-accurate 2 piston positive displacement design

2.2 Meter shall be weights and measures sealable.

2.3 Totalizer shall be non resettable volume totalizer shall up to 9999999.9.

2.4 Register shall be displayed on a minimum of one side the cabinet face.

2.5 Register shall display a maximum volume of 999.9 on a minimum of one side of the cabinet face.

2.6 Both totalizer and register display shall be displayed on the front dial face.

2.7 Register shall come complete with a pulsar unit wit a 10:1 ratio capable of transmitting an electrical pulses for each revolution for connection to fuel control system.

Item 3 Cabinet, Nozzle, and Hook

3.1 Cabinet shall be designed for extreme durability and toughness for use in extreme conditions.

3.2 Cabinet sides, doors, and base shall be painted white.

3.3 Cabinet dimensions shall be a maximum of 33 inches Wide x 20 inches Deep x 55 inches High.

3.4 Nozzle and Hook shall be a side location for access from either fueling lane

3.5 Nozzle shall be standard U.L. interchangeable automatic nozzle.

3.6 Nozzle shall come complete with and on / off handle for dispenser activation.

Item 4 Warranty

4.1 Manufactures standard warranty will apply.

4.2 Please state terms and conditions of warranty with bid proposal.

4.3 Manufactures warranty will start with the in-service date.

Item 5 General 5.1 Primer and top coat shall be lead free.

2.2

Two operator’s manual per unit.

2.3

Two maintenance and repair manual per unit.

2.4

Two parts manual per unit.

2.5 Bidders shall supply a specification sheet with their bid proposals.

2.6 Exceptions to specifications shall be listed on a separate paper, noted as exceptions, and submitted with bid proposal.

2.7 If exceptions are not listed as such, it shall be considered that the vendor will comply with all specifications as listed.