NR_Pant_Vertx1000_Bid2013.rtf

Uniform Pant Department of ACF (Agriculture, Conservation & Forest Service) Bid Terms and Conditions

COMMODITYT: Fechheimer – Vertx 1000 Series, O.D. Green. No substitute must match existing Uniform and inventory.

CONTRACT PERIOD: January 1, 2014 thru December 31, 2014

PRICES: A one (1) year contract with the option of three (3) one year renewals will be issued as a result of this contract. Prices shown are to be net including transportation charges fully pre-paid by the contractor FOB destination. Prices are to remain firm for the duration of the contract.

QUANTITIES: Approx value of this contract over the duration of the past year is $14,331.00, aprox. 431 pair of pants. It is understood and agreed that the contract will cover the actual quantities ordered by the Department, over the length of the contract.

DELIVERY: Successful bidder MUST inspect all garments 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. Items (all sizes including special sizes) must be received within 10 working days from receiving order from Department.

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.

Failure to comply with the above provisions could be considered a breach of 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 $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.

CODE OF CONDUCT ANTI-SWEATSHOP FEE: Within 30 days of the end of each calendar quarter, you are required to pay a fee in the amount of 1% of the total dollar value of goods purchased through this contract during that quarter. Your payment must be accompanied by a report showing the dollar value of goods purchased, broken down by Department, the total dollar value of purchases by all Departments, and the calculation of 1% of the total dollar value as the fee for the quarter. Checks must be made payable to the Treasurer, State of Maine and must be delivered, along with the quarterly report, to:

Division of Purchases Attn: Vendor Fee Burton M. Cross Building, 4th Floor 9 State House Station 111 Sewall St.

Augusta, ME 04333-0009 Failure to pay the 1% fee may result in: (1) Loss of future contracts or purchase orders with the State of Maine and/or (2) Immediate termination of the existing contract, within 30 days of written notification.

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 Kathy Paquette, Procurement Manager. No other person is empowered to make binding statements regarding this bid.

Bid must be entered in VSS

CODE OF CONDUCT MUST BE FILLED OUT AND FAX TO #207-287-6578 ATTN: KATHY PAQUETTE NO LATER THAN BID OPENING DATE & TIME.

SAMPLE: May be required from low bidder.

PROCURMENT 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 Purchases may, with the consent of the contractor extend the Contract period beyond the indicated expiration date.

CANCELLATION OF CONTRACT: 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 to terms and conditions and specifications of contract.

APPROVED EQUIVALENT: It is understood that all specifications are minimums and 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.