RubberStamps_Bidt2010.rtf

Contract – 2010

Rubber Stamps, Numbering Machines, Daters, Notary Seals

Scope: To establish a one-year contract for Rubber Stamps, Numbering Machines, Daters and Notary Seals.

Contract Period: September 1, 2010 thru August 30, 2011. A one (1) year contract with two (1) year options for renewal will be issued as a result of this bid resulting in a total of a 3 year contract.

Commodity Item: Rubber Stamps, Numbering Machines, Daters, Notary Seals

Bid Prices: Bid prices on all items 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.

Estimated Contract Value: The estimated value of this contract is approx. $ 20,000.00 based on last year. It is understood and agreed that the contract will cover the actual quantities required by State Agency over the length of the contract.

Questions/Answers: All substantive questions received 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. No other person is empowered to make binding statements regarding this bid.

Award: Award will be made to the lowest price bidder whose bid fully meets the specifications contained herein. The State of Maine reserves the right to make a single award, or to split the award – whichever option it determines offers the best value to the State.

Delivery: 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.

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 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.

The State reserves the right to accept or reject any and all bids. Award will be made in the best interest of the State and in conjunction with the ordering agency. Specifications must be closely adhered to. Award will be made on basis of compliance with strict specifications.

Monthly Report: It will be the responsibility of the vendor to produce a monthly report. The Division of Purchases requires a monthly report, due the first week of each month, for what was purchased during the previous month. The report must include the agency name, date of order, quantity, and dollar amount. A grand total of the number of transactions along with the total dollar amount must also be included.

Municipality: 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.

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.

Catalog: You must submit a current catalog, listing all products that will be covered under this contract. Catalog must be submitted no later than bid opening date and time. Please send to: Division of Purchases, Attn: Sue Garcia, #9 SHS, Burton Cross Bldg., Augusta, ME 04333-0009. Clearly mark outside of package Rubber Stamp Bid Spec/Catalog.

Make sure your catalog and pricing includes all 4 items (Rubber Stamps, Numbering Machines, Daters, and Notary Seals.

You must complete this document and re-attach to your VSS bid. DO NOT mail or fax pricing, bid will be rejected. You must submit Pricing thru Vendor Self Service (VSS). Please enter 1.00 in unit cost of VSS Bid.

Catalog Prices:

Catalog Number and Date: _______________

Price Sheet Number and Date: _______________

Discount: __________________________________________________________

Bid Prices: Contract items are most commonly used stamps.

One-Line Hand Stamp $_______________

Two-Line Hand Stamp $_______________

Three-Line Hand Stamp $_______________

Signature Hand Stamp $_______________

Most Used Stamps:

1. Ideal Self-Inking Stamp – Ideal 50 5/8 x 1 5/8 Inches $ _______________

2. Ideal Self-Inking Stamp – Ideal 100 ¾ x 2 3/8 Inches, 4 Line Max $ _______________

3. Ideal Self-Inking Stamp – Ideal 200 1 x 2 ½ Inches, 6 line Max $ _______________

4. Ideal Self-Inking Stamp – Ideal 300 1 ½ x 3 Inches, 8 line Max $ _______________