RetreadSpecs.doc

SPECIFICATIONS FOR RETREAD TIRE CONTRACT

BID TERMS AND CONDITIONS

PART I

1. SCOPE:

Requesting bids to cover a portion of the normal requirements of the Maine Department of Transportation-Motor Transport Service Division for RE-TREAD TIRES to establish a contract for a one year period. Other State Agencies may also participate in the contract.

It is the intent of these specifications to set forth the criteria to be met in a tire re-treading contract. Bids are requested only from re-treaders that meet the certification and quality control requirements specified.

2. CONTRACT PERIOD: January 1, 2008 to December 31, 2008

3. PRODUCT QUALITY CERTIFICATION:

Tires re-treaded under this contract will conform to the latest version of the Cooperative Approved Tire List (CATL) and the Cooperative Tire Qualification Program (CTQP-441).

4. FACILITY QUALITY CERTIFICATION:

All bidders must be re-treaders operating retread plants within the area defined by the bid requirements as approved by the government agency.

Qualifying bidders must be inspected by an approved national organization and follow recognized retread manufacturing procedures. Such inspection procedures may be by the retread plant’s tread rubber supplier in accordance with specific procedural guidelines set forth in re-treader, dealer, purchase or franchise agreements.

The prospective retread supplier must provide evidence of certification of the production facility from a nationally recognized tire re-treading association within the previous 12-month period.

The agency requesting the bid reserves the right to accept or reject the certification of the plant. Retread Plants and their suppliers approved under guidelines of Procurement Specification CTQP-441 Administrators Approval & Requirement Manual for Tires, Pneumatic Re-treaded and Repaired (formerly ZZ-T-441) are considered certified as to manufacturing procedures and competence.

Contractors with the International Standard ISO9001 Certification of Quality Management System(s) to address customer satisfaction may be given special consideration, but is not a requirement of the bid request.

5. BID PRICES:

Bidder shall quote items listed in Cost Schedule attached to this quotation. Price shall include transportation, pick up and delivery charges fully prepaid by the Contractor f.o.b. destination. Although the sizes listed cover most of the states requirements, should a requirement arise for sizes not listed, those sizes are to be furnished under the same discount and price schedule at the time of bid opening. Prices bid will not be subject to increase during the contract period.

6. QUANTITIES:

A. The quantities shown in the proposal are approximate only. It is understood and agreed that the contract shall cover the quantities actually ordered by agencies of the State for delivery during the term of the contract, whether more or less than the quantity shown. Where a zero quantity is shown prices must be given for future purchase reference. Failure to do so will result in a non-responsive bid.

B. The State reserves the right to buy re-tread tires from non-contracted vendors for testing purposes.

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:

Pick up and deliveries at the Motor Transport Service Garage shall be made on Mondays, unless Monday is a holiday, then deliveries shall be made Tuesday. For other State Agencies they shall be made at such times and in such quantities as ordered. Delivery of finished work shall be made within 7 days of pick up date for any size or type tire included in the published prices list, except motor grader and off road tires shall be delivered within 30 days.

9. INFORMATION TO BE FURNISHED WITH BID:

A. A copy of the latest published price list of the tire recapping materials offered in this bid proposal must be submitted with bid. The awarded Contractor will be required to furnish a sufficient number of such price lists for distribution to using agencies.

B. Product Liability: Bidder must submit proof of product liability coverage in the amount of at least one million dollars. Such proof in no way affects the immunity of the State under the

Maine Tort Claims Act.

10. AWARD: Award will be made on an “all or none” basis or however is in the best interest of the State with best value consideration.

11. PAYMENT: Please be advised that the State of Maine is requiring vendors to accept credit cards as a form of payment for the procurement of the goods and services under this contract. Your company may be required to accept these cards; the pricing offered to the State of Maine shall be the final cost to the State 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.

12. CANCELLATION OF CONTRACT:

The Division of Purchases reserves the right to cancel a contract upon a thirty day written notice, or cancel a contract immediately if the contractor does not conform to the terms and conditions of contract.

13. EXTENSION OF CONTRACT: The Director of Purchases may with the consent of the contractor extend the contract period beyond the indicated expiration date providing pricing and terms of contract remain the same or possible re-negotiated lower pricing.

14. 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.

15. POINT OF CONTACT: Any questions or correspondence pertaining to this bid should be directed to Terry DeMerchant, Procurement Manager, Div. Of Purchases, #9 State House Station, Burton M. Cross Off. Bldg. 111 Sewall St., Augusta, Me. 04333-0009. Tel: 207-624-7334 Fax: 207-287-6578 e-mail: Terry.L.DeMerchant@maine.gov