Sorbent_Pads_Terms_

Sorbent Pads

Sorbent Pads

CONTRACT TERMS & CONDITIONS – 2012 - 2013

COMMODITY: Sorbent Pads

SCOPE: To furnish the normal requirements for Sorbent Pads for the Department of Environmental Protection.

CONTRACT PERIOD: One year from date of award with possible two (2) one (1) year extensions.

ESTIMATED VALUE: It is estimated that the amount spent this contract was approximately $20,000.00 for this past year. It is understood and agreed, however, that the contract shall cover the quantities ordered for the Department of Environmental Protection during the term of the contract, whether more or less than the amount indicated.

PRICES: It is understood and agreed that contract prices will remain firm for the duration of the contract. Prices include all transportation charges, FOB destination.

DELIVERY: Specify minimum bales per order. One order may include multiple delivery locations. Deliveries shall be made as specified by the Department of Environmental Protection and during the normal receiving hours. The contractor shall be responsible for the delivery of the items in first class condition. Contractor shall notify the proper person at each of the three delivery locations 24-hours in advance. (see specifications)

TESTING: Department of Environmental Protection staff will evaluate specific characteristics of the pads before the award of a contract. See specifications for details.

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.

REPORT OF PURCHASES: Contractor will be required to furnish the contract administrator with a detailed summary of the total purchases made under this contract. This report will be mandatory at the contract yearly ending period. Contract Administrator: Terry L. DeMerchant, Supervisor, Div. of Purchases, e-mail Terry.L.DeMerchant@maine.gov" Terry.L.DeMerchant@maine.gov

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

INVOICES: Separate invoices are required for each order number. All invoices must reference Contract Number and Federal Id Number, failure to do so could cause length 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.

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 the contract. Also, in the event that the Supplier/Vendor switches product or changes the specifications, the State of Maine can refuse delivery and/or cancel this contract.

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

MUNICIPALITIES: State law permits any political subdivision or school administrative district in the State of Maine to benefit from the State purchasing process.

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. All bid responses will include in the comments field of their bid whether or not they will accept orders with or without condition from political subdivisions and Maine school districts at the prices quoted. Please fill out, sign, and attach this to your bid submission.

Will you accept orders from political subdivisions and school districts in Maine at the prices quoted?

Yes, unconditionally.

Yes, with conditions. Specify:

No.

DELIVERY LOCATIONS

Contractor must give 24-hour notice prior to delivery. Deliveries will be made to any of the three (3) locations.

Maine Department of Environmental Protection Shipping Addresses

Maine DEP Response Warehouse 106 Hogan Road, Suite 6 Bangor, ME 04401

Maine DEP Response Warehouse 3 Blossom Lane Augusta, ME 04333

Maine DEP Response Warehouse 10 Bell street Portland, ME 04101