SPRINGS_CHASSIS_Bid Specs.rtf

SPRING & CHASSIS PARTS SPECIFICATIONS

SCOPE: The State of Maine Div. of Purchases is issuing a contract to furnish the normal requirements of the Maine Dept. of Transportation Fleet Services and ALL using State agencies for

SPRING AND CHASSIS PARTS for a contract period of one year.

CONTRACT PERIOD: Contract period of one year beginning approx. April 1, 2008 and ending March 31, 2009.

BID PRICES: Prices shall be net, including transportation and delivery charges fully prepaid by the contractor FOB Destination. PRICES TO REMAIN FIRM FOR THE CONTRACT PERIOD.

DISCOUNT BASIS: All items will be purchased on a net or discount from list price basis.

PRICE SHEETS: The attached price sheet lists the most used items – please enter in your pricing as this will be used for evaluation purposes.

PRODUCTS LISTED: It is understood and agreed that products listed are the most commonly purchased items and that the Contract will actually cover all similar products. The awarded vendor will be sent a spreadsheet to load ALL items offered along with the most used items. The State is expected to receive discount pricing on these products as well.

ESTIMATED VALUE: It is estimated that the value of contract items purchased during the life of the contract will be around $75,000 to 100,000 annually. It is understood and agreed, however, that the contract shall cover only the quantities ordered for State agencies for delivery during the term of the contract, whether more or less than the amount indicated.

DETAIL REQUIREMENTS: All items shall be of first grade material and workmanship, conforming to standards of the best commercial practice, and must be of domestic origin. The quality of items and components offered shall be equal or superior to those of the original manufacturer.

PACKAGING: All items shall be packaged and packed in accordance with prevailing commercial practice, and in such a manner as to insure delivery in first class condition.

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 $5000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5000.00 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.

DELIVERIES: Items purchased shall be delivered to the stated destinations within 1 day from the receipt of order or 3 to 5 days on special orders. See attached list of DOT delivery locations. However in the midcoast region, Edgecomb, Richmond, Augusta, North Augusta, Winthrop, West Gardiner, China, Northport, Waldoboro, Washington, and in the down east area Hancock and Baileyville are all locations that will need deliveries of the parts. Sporactic deliveries may be requested to other smaller statewide DOT garages. The delivery orders will have the shipping location address listed on them.

SPECIAL NOTE: The successful bidder will be expected to comply with the following provisions:

EXTENSION CLAUSE: The State Director of Purchases may with the consent of the contractor, extend the contract period beyond the indicated expiration date.

CANCELLATION: 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 with the terms and conditions of contract.

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.

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

Yes, unconditionally.

Yes, with conditions. Specify:

No.