SorbentBooms2009_BidInstructions.rtf

Sorbent Booms

BID INSTRUCTIONS & SPECIFICATIONS - 2009

COMMODITY: Sorbent Booms

SCOPE: The State of Maine, Division of Purchases is seeking bids to furnish the normal requirements for the Department of Environmental Protection, resulting in a contract for a one-year period ending February 28, 2010.

CONTRACT PERIOD: Any contract issued as a result of this bid is to be for a one year period ending February 28, 2010 with possible two (2) one (1) year extensions. The State reserves the right, with the consent of the contractor, to renew any contract issued for two additional one year increments.

ESTIMATED VALUE: It is estimated that the amount spent against this contract was approximately $ 6000 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.

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

SAMPLES: One (1) bale of the same product(s) bidders are proposing for this bid shall be delivered for evaluation purposes prior to bid opening. Samples will be at no expense to the State of Maine. Products will be field tested for acceptance and will be given a pass or fail grade on performance. Bidders must not assume that a product which passes field testing will be accepted for purchase. The bid will be awarded on, but not limited too, the following criteria: quality/performance, price and delivery. Delivery of SAMPLES ONLY shall be made to:

Department of Environmental Protection (DEP) Attn: Bart Newhouse Response Services 4 Blossom Lane Augusta, Maine 04330

AWARD: As a result of this bid, one contract is expected to be awarded. The State of Maine will be awarding this bid in the best interest of the State along with best value consideration. The State reserves the right to evaluate products and determine equivalencies to establish what is in the best interest of the State. The State of Maine reserves the right to accept or reject any or all bids. Any contract issued will be made on the basis of best value, taking into consideration each individual bid response including, but not limited to:

Price

Delivery Quality/Performance (Based on Specifications and Bid Sample Evaluations)

DELIVERY: Bidders must specify if any minimum order requirements, (dollars or quantities), apply and reference any additional charges that may apply. 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 delivery information, page 5)

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: Sue Garcia, Buyer II, Div. of Purchases, e-mail sue.h.garcia@main.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.

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. When the award is made, therefore, consideration may be given this provision. Please indicate below if you will accept orders from such political subdivision or school administrative districts at the price quoted.

Yes_______ No_______ Yes w/conditions as follows:___________________________

WHAT TO SUBMIT WITH BID, NO LATER THAN MARCH 12, 2009:

SAMPLES – To be mailed to DEP in Augusta (See page 1)

NOTE: BIDS NOT MEETING THE ABOVE NECESSARY REQUIREMENTS WILL NOT BE CONSIDERED WHEN MAKING AN AWARD.

SOLE CONTACT: Sole contact for this bid is Sue Garcia, Procurement and Contracting Specialist, State of Maine Division of Purchases, 9 State House Station, Burton M. Cross Building, 4th Floor, 111 Sewall Street, Augusta, Maine 04333, Tel. 207-624-7338, Fax. 207-287-6578, Email: sue.h.garcia@maine.gov" sue.h.garcia@maine.gov.

Bidders must complete the following and submit with your bid.

COMPANY BIDDING:

CONTACT PERSON:

TELEPHONE NUMBER:

EMAIL ADDRESS:

MANUFACTURER BIDDING:

PRODUCT BIDDING:

DELIVERY INFORMATION:

Alternate bid information, if any:

MAINE DEP

DIVISION OF RESPONSE SERVICES

SORBENT BOOM SPECIFICATION

February 26, 2009

All bids will be evaluated by the State of Maine, Department of Environmental Protection. The State reserves the right to evaluate products, gather additional information and determine equivalencies to establish a contract that is in the best interest of the State.

Booms will be similar to sorbent products Chemtex B5*.

*Any bidder may submit an alternate offer but must state in detail any variations from the terms of this bid. Consideration may be given to such alternates provided such action is in the best interest of the State. The State of Maine has the right to accept alternates and determine equivalencies.

Please mark “Yes” or “No” to whether your company complies with the following “minimum” specifications. Bidders must state if product bidding has any deviations to these specifications. These are minimum performance figures and nothing in these specifications prevents the State of Maine from looking for maximum performance.

________ Oil Sorbant Booms to be microfiberous meltblown polypropylene fill only.

________ Boom to be hydrophobic and oleophilic polypropylene material arranged in a cylindrical shape with clips and rings such that when the boom is connected, the boom ends can be overlapped.

________ Boom to be non-linting

________ Boom shall not shred under physical activity.

________ Dimensions: 4-5” (inches) in diameter by 10’ (feet) in length.

________ Packaging: 4-pieces per a bale.

________ Pallets: Bales to be shrink-wrapped palletized with 20-bales per pallet not to exceed 8’ (feet) in height.

Comments, if any:

DELIVERY LOCATIONS

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

Department of Environmental Warehouse Attn: Bart Newhouse 4 Blossom Lane Augusta, Maine 04330 Telephone: (207)287-7800

Department of Environmental Warehouse Attn: Chris Estes 69 Bell Street Portland, Maine 04103 Telephone: (207)822-6300

Department of Environmental Warehouse Attn: Milton Ketch 106 Hogan Road Bangor, Maine 04401 Telephone: (207)941-4570