Softwood 2013 2014 Contract Terms.rtf

BID TERMS AND CONDITIONS FOR SPECIALTY LUMBER

Softwood – “PINE”

SCOPE: To furnish the normal requirements to cover the quantities ordered by various state agencies and institutions for specialty softwood lumber.

CONTRACT PERIOD: Any contract issued as a result of this bid is to be for a period of one year beginning approximately July 1, 2013 through June 30, 2014. The State of Maine reserves the right, with the consent of the contractor, to renew any contract issued for two additional periods in one year increments.

ESTIMATED VALUE: It is estimated that the yearly value of this contract is approximately $20,000. It is understood and agreed, however, that the contract shall cover all the quantities ordered for state agencies during the term of the contract, whether more or less than the amount indicated.

PRICES & DISCOUNTS: It is understood and agreed that contract discounts and/or pricing will remain firm for the duration of the contract. Prices shall include all transportation charges F.O.B. Destination.

PRODUCT SPECIFICATIONS:

4/4 Premium Grade White Pine Lumber with Moisture Content of 8-10%, Planed 3 sides, 6” to 10” width and 6’ to no longer than 10’ lengths. Each lift will be wrapped for protection.

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. For Delivery Orders greater than $5000.00, 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.

INVOICES: Separate invoices are required for each order number. All invoices must reference Contract Number and Vendor Customer Number, failure to do so could cause lengthy delays of payment of invoices. All invoices should be issued within 30 days of delivery and paid in a timely manner agreed upon between the using agency and the successful vendor.

PRICE ADJUSTMENTS: Prices quoted shall remain firm for the duration of the contract. Prices may be subject to an increase ONLY based on general industry changes as evidenced by revised printed price lists or notices from the manufacturer and such evidence may be requested by the Division of Purchases before a price change notice will be issued. All contract orders (oral or written) dated prior to the effective date of the increase shall be filled at the old price(s). The State reserves the right to reject any price increase it deems excessive. Price increases may be allowed due to changes in State and/or Federal law(s) with proper documentation. Any reduction in price may occur anytime during the contract period. The reduced price shall apply on all shipments made on or after the date the reduction price becomes effective. The State reserves the right to seek additional discounts from the contractor, or to contract separately for single purchase for a particular State project or other immediate use if, in the judgment of the Division of purchases, the quantity required is sufficiently large to enable the State to realize a cost savings over and above the published contract prices, whether or not such a savings actually occurs.

DELIVERY: Deliveries shall be made as specified by the ordering agency in a timely manner and during the normal receiving hours of such agency. The contractor shall be responsible for the delivery of items in first class condition at the point of delivery, and in accordance with good commercial practice. Bidders must provide documentation on delivery times and procedures. Please respond to electronic bid with number of delivery days from receipt of order.

TAXES: The State is exempt from the payment of excise taxes. Exemption certificates will be furnished upon request.

REPORT OF PURCHASES: Contractor will be required to furnish the Director of Purchases with a detailed summary of the total purchases made under this contract. This total may be requested yearly or at any time during the contract period.

CANCELLATION OF CONTRACT: The State of Maine reserves the right to cancel contracts upon a thirty day written notice OR cancel contracts IMMEDIATELY if the contractor does not conform to the terms and conditions of bid/contract.

EXTENSION OF CONTRACT: The Director of Purchases may, with the consent of the contractor extend the contract beyond the indicated expiration date providing it is in the States best interest.

SOLE CONTACT INFORMATION:

Todd Cummings, Buyer II State of Maine, Division of Purchases, DAFS Burton M. Cross Building, 4th Floor 9 State House Station 111 Sewall Street Augusta, ME 04333-0009 Tel: 207-624-7336; Fax: 207-287-6578 todd.cummings@maine.gov