SorbentPads2009bidinstructions.rtf

Sorbent Pads

BID INSTRUCTIONS & SPECIFICATIONS - 2009

COMMODITY: Sorbent Pads

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.

ESTIMATED VALUE: It is estimated that the amount spent this contract was approximately $36,750.00 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.

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

SAMPLES: One (1) bale (100 Pads) 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: Minimum of 200 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)

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:

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, Buyer II, 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.

PLEASE FILL OUT THIS FORM AND RE-ATTACH TO YOUR VSS BID WITH YOUR ASTM STANDARDS.

COMPANY BIDDING:

CONTACT PERSON:

TELEPHONE NUMBER:

PRODUCT NAME:

PRODUCT NUMBER:

PRODUCT SIZE:

DELIVERY TIME:

Bid Specifications for Sorbent PadS

Pads shall be heavyweight (approx. 12 oz) pads, sized approximately 17” x 20” and shall be 3/8” thick. The color is to be white. Pad composition shall be 1-ply, nonwoven mat of 100% meltblown polypropropylene. Bonding will be by mechanical entanglement with no coverstock. Pads will be hydrophobic and oleophilic. Test data using ASTM F726-99, Test 9.2.1, 9.3.1, 9.4.1, 10.2 & 10.3 to be submitted with the bid. Any cost associated in getting these test results are at the expense of the bidder and should reflect in the cost of the pads. Absorbent Capacity of the pads for medium viscosity oil shall be minimum of 15x on a weight basis based on ASTM F726-99. Absorbtion of water shall be less than 1.0x on a weight basis based on ASTM F726-99.

These are minimum performance figures and nothing in these specifications prevents the State of Maine from looking for maximum performance. The pads shall be free of excessive linting, dry or oil saturated. Pads will be similar to sorbent products company model ENV100 Pads.*

*Any bidder may submit an alternate, “approved equal”, 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.

Pads will be packaged in bales of 100 pads that weigh 18-22 pounds. Bales of pads will be shipped securely palletized with approximately 36 bales per pallet. SHIPMENT OF THE PALLETIZED PADS IS TO BE TO THE THREE (3) RESPONSE SERVICE WAREHOUSES. TWENTY FOUR-HOUR PHONE NOTICE OF DELIVERY IS TO BE PROVIDED.

DEP Response Warehouse, Attn: Chris Estes (207) 822-6300, 69 Bell Street, Portland, Maine

DEP Response Warehouse, Attn: Bart Newhouse (207) 287-7800, 4 Blossom Lane, Augusta, Maine 04330

DEP Response Warehouse, Attn: Milton Ketch (207) 941-4570, 106 Hogan Road, BMHI, Bangor, Maine 04401

ALL BIDDERS WILL SUPPLY ONE (1) SAMPLE BALE OF THE PROPOSED PRODUCT. THE PROPOSED PRODUCT WILL BE FIELD TESTED FOR ACCEPTANCE. BIDDERS MUST NOT ASSUME THAT A PRODUCT WHICH PASSES FIELD TESTING WILL BE ACCEPTED FOR PURCHASE. THE BID WILL BE AWARDED BASED ON BEST PERFORMANCE AND PRICE.

Pricing to be submitted electronically via State’s Internet Purchasing System. All descriptive information, including ASTM Test Results and this completed form, can be mailed to the State of Maine, Division of Purchases, Attn: Sue Garcia, Burton Cross Bldg., 9 State House Station, Augusta, ME 04333, DO NOT MAIL THIS INFORMATION WITH THE SAMPLES.