MDOT Bid Spec.doc

BID FOR ANNUAL CONTRACT

FILTERS, AIR/OIL/FUEL

BEARINGS

SEALS

1. SCOPE: Requesting bids to cover the normal requirements of Maine Department of Transportation (MDOT) for AUTOMOTIVE FILTERS/BEARING/SEALS for a contract period of one year.

2. CONTRACT PERIOD: One year from date of award.

3. PRICES: SEE ATTACHED EXCEL SPREADSHEET (WITH 3/TABS-ON BOTTOM). ALL PART NUMBERS LISTED ARE THE PART NUMBER WE ARE CURRENTLY BUYING. PLEASE UPDATE THIS SPREADSHEET WITH THE ITEMS YOU ARE BIDDING (ALL COLUMNS WITH THE HEADINGS IN YELLOW) AND ATTACH TO YOUR REPONSE.

4. PRODUCTS LISTED: It is understood and agreed that products listed are the most commonly purchased items and that the Contract will actually cover all similar products. The State is expected to receive discount pricing on these products as well. Winning vendor will be expected to provide a excel spreadsheet for all items in their catalog and to periodically update the spreadsheet as new filters come onto the market. All Filters need to meet or exceed NAPA Gold Series Filters standards - Documentation of equivalency and samples may be required by bidders.

5. PRICE ADJUSTMENT: NO price adjustments will be allowed during contract period. PRICES TO REMAIN FIRM FOR THE DURATION OF CONTRACT.

6. DETAIL REQUIREMENTS: All items shall be first grade materials and workmanship conforming to standards of the best commercial practice. 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. The oil filters and oil filter elements shall comply in all respects with Fed Spec (current) OEM including any and all applicable amendments and supplements thereof in effect on date of invitation to bid.

7. 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

8. DELIVERIES: Items purchased shall be delivered to the stated destinations within 7 days from the receipt of order. PRODUCT TO BE DELIVERED FOB DESTINATION. TRANSPORTATION CHARGES FULLY PREPAID BY THE CONTRACTOR. DELIVERY WILL BE STATEWIDE. . 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 delivery locations listed on the attached spreadsheet.

9. 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.

10. REPORT OF PURCHASE: Upon request, the contractor will be required to furnish the Director of Purchases with a summary of total purchases made under contract issued.

11. EXTENSION CLAUSE: The Director of Purchases may with the consent of the Contractor, extend the contract period up to two years beyond the indicated original expiration date.

12. CANCELLATION: The Division of Purchases reserves the right to cancel a contract with a 30 day written notice or cancel immediately if the contractor does not conform with the terms and conditions of contract.

13. 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.

14. 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.