STATE POSTAL CENTER Specifications.doc

STATE POSTAL CENTER

RFQ# 11093000000000000352

Lease/Rental of Postal Machine Inserters

RFQ Coordinator: Arlene Jones, Buyer II Tel: (207) 624-7871 e-mail: arlene.b.jones@maine.gov Fax: (207) 287-6578 For the Deaf or Hard of Hearing: 1-800-606-0215 From the time this RFQ is issued until award notification is made, all contact with the State regarding this RFQ must be made through the aforementioned RFQ Coordinator. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Deadline for Submitted Questions: 10/12/11, 5:00 p.m. local time

Bid Response Due: 10/19/11, not later than 2:00 p.m. Local Time

All bid responses MUST be submitted electronically through the Division of Purchases

Vendor Self Service Procurement Any additional materials or literature that can not be attached electronically may be submitted to:

Division of Purchases

Burton M. Cross Building, 4th Floor, 111 Sewall Street

9 State House Station, Augusta ME 04333-0009

TABLE OF CONTENTS

PART I

INTRODUCTION

A.

Purpose and Background

B.

General Provisions

C.

Eligible to Submit Bids

D.

Contract Terms

PART II

SCOPE OF SERVICES

Required Services & Expectations

PART III

KEY RFP EVENTS

Questions….

1.

General Instructions

2.

Written Questions Due

3.

Summary of Questions and Answers (Q&A)

B. Submitting the Proposal

Bid proposals Due

PART IV

BID PROPOSAL SUBMISSION REQUIREMENTS AND EVALUATION

Bid Proposal Format

Bid Proposal Outline

Section I:

Equipment Specifications – Option 1

1.

List of Equipment

Equipment Specification/Requirements

Service Requirements

4.

Service Availability

5.

Training Requirements

6.

Delivery Installation Requirements

7.

Billing Requirements

Section II:

Equipment Specifications – Option 2

1.

Equipment below must meet all requirements in Option 1.

2.

List of Equipment

Additional Specifications

Section III:

References

1. Provide a list of all clients and contact information for those clients using the specific equipment offered in the bid.

2. The State of Maine reserves the right to contact any of the bidder’s clients for reference checks.

Section IV:

Pricing

All costs for equipment adjustments if any, to accommodate future USPS postage increases pertaining to the meter updates.

If there is a fee for the meter it must be incorporated in the total lease price.

Equipment is to be priced on a 4 and 5 year term lease/rental for both Options 1 & 2.

Section V:

Cost Proposal

1.

General Instructions

Bid Proposal Evaluation and Selection

Evaluation Process – General Information

Scoring Weights and Process

Selection and Award

PART V

CONTRACT ADMINISTRATION & CONDITIONS

A.

Contract Effective Date and Project Commencement

B.

Standard State Agreement Provisions

PART VI

APPENDICES

A.

Appendix A

B.

Appendix B

PART VII

EXHIBITS

Exhibit 1

Exhibit 2

Exhibit 3 (file attached)

STATE POSTAL CENTER

RFQ 11093000000000000352

Lease/Rental of Postal Machine Inserters

PART I

INTRODUCTION

A.

Purpose and Background The State Postal Center is seeking proposals to provide Postal Machine Inserters as defined in this Request for Quotation (RFQ). This document provides instructions for submitting proposals, the procedure and criteria by which the Provider(s) will be selected and the contractual terms which will govern the relationship between the State of Maine and the awarded Provider.

B.

General Provisions

1.

Issuance of this RFQ does not commit the Department to issue an award or to pay expenses incurred by a bidder in the preparation of a response to this RFQ. This includes attendance at personal interviews or other meetings and software or system demonstrations.

2.

Subject to #6 below, all bid proposals should adhere to the instructions and format requirements outlined in this RFQ and all written supplements and amendments, such as the Questions and Answers Summary, issued by the Department. Bid proposals are to follow the format and respond to all questions and instructions specified in Part IV. – Bid Proposal Submission Requirements and Evaluation.

3.

Bidders shall take careful note that only materials offered in the bid proposal, information provided through interviews (if any) and Department information of previous contract history will be criteria for award consideration. The bid proposal shall be submitted by a person authorized to legally bind the Bidder and shall contain a statement that the proposal and the total fixed price contained therein will remain firm for a period of 180 days from the date and time of the bid opening.

4.

The selected Bidder’s proposal, including all appendices or attachments, will be incorporated in the final contract.

5.

According to State procurement law, the content of all bid proposals, correspondence, addenda, memoranda, working papers and other medium which discloses any aspect of the request for bid proposals process will be considered public information when the award decision is announced. This includes all bid proposals received in response to this RFQ, both the selected bid proposal(s) and the bid proposal(s) not selected, and the information in those bid proposals that a Bidder may consider proprietary in nature. Therefore, the State makes no representation it can or will maintain the confidentiality of such information.

6.

The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities for proposals received in response to this RFQ.

7. The Department reserves the right to seek clarification of bid proposals submitted by bidders in response to this RFQ.

C.

Eligible to Submit Bids Public agencies, private for-profit corporations and non-profit corporations [including 501(c) (3)] and institutions are invited to submit bids in response to this Request for Quotation.

D.

Contract Terms

The Department is seeking a cost-efficient bid proposal to provide services, as defined in this RFQ, for the anticipated contract period 1/1/12 through 12/31/15 or 12/31/16. Please note that this estimated contract start date may need to be adjusted in order to complete all procedural requirements associated with this RFQ and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of this Agreement, the contract may be renewed annually for up to two additional one year periods, subject to continued availability of funding and satisfactory performance.

PART II

SCOPE OF SERVICES

A.

Required Services & Expectations The State Postal Center is looking to Lease/Rent (2) Postal Machine Inserters for two separate locations.

PART III

KEY RFQ EVENTS

A.

Questions

General Instructions a.

It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification in writing if you do not understand any information or instructions.

b.

Questions must be submitted in writing through Vendor Self Service “Questions and Answers” and submitted as soon as possible but no later than the date and time specified below.

2.

Written Questions Due: Written questions must be submitted through Vendor Self Service “Questions and Answers” no later than 5:00 p.m. local time on 10/12/11. No questions will be accepted after the Written Question due date.

Summary of Questions and Answers (Q&A)

Responses to all substantive questions will be compiled in writing and posted on Vendor Self Service. It is the bidder’s responsibility to check the Questions and Answers section in Vendor Self Service throughout the bid period. Only those answers issued in writing by the RFQ Coordinator will be considered binding.

B. Submitting the Proposal

1. Bid proposals due: Bid proposals must be submitted electronically through Vendor Self Service no later than 10/19/11 -- by 2:00 p.m. local time.

a. Only bid proposals received electronically through Vendor Self Service prior to the stated deadline will be considered. Bidders submitting bid proposals are responsible for allowing adequate time for electronic bid submission. Bid proposals received after the 2:00 p.m. deadline will be rejected without exception.

b. Any additional materials or literature that can not be attached electronically to the bid response may be delivered to the Division of Purchases. Address the package as follows:

Bidder Name/Return Address

Arlene Jones

Division of Purchases, DAFS

Burton M. Cross BLDG 4th Floor

111 Sewall ST

9 State House Station

Augusta ME 04333-0009

RFQ# 11093000000000000352

PART IV

BID PROPOSAL SUBMISSION REQUIREMENTS AND EVALUATION

This section contains instructions for Bidders to use in preparing their bid proposals. The Bidder’s proposal must follow the outline used below, including the numbering and section and sub-section headings as they appear here. Failure to use the outline specified in this section or to respond to all questions and instructions throughout this document may result in the bid proposal being considered non-responsive or a reduced score. The Department and its Evaluation Team described in Section C (1) below have sole discretion to determine whether a variance from the RFQ specifications should result in either disqualification or reduction in scoring of a bid proposal. Please Note: Rephrasing of the content provided in this Request for Proposal will, at best, be considered minimally responsive. We are interested in a detailed yet succinct response that demonstrates your experience and ability to perform the requirements specified throughout this document.

Bid Proposal Format

It is the responsibility of the bidder to provide all information requested in the RFQ package at the time of submission. Failure to provide information requested in this RFQ may, at the discretion of the Evaluation Review Team, result in a lower rating for the incomplete sections and may result in the bid proposal being disqualified for consideration.

B. Bid Proposal Outline Section I Equipment Specifications – Option 1

1. List of Equipment

a. One (1) Inserter is capable of finishing 7000 sets of an 8 ½ by 11 flat sheet into a standard #10 envelope per hour: to be delivered to 45 Commerce Drive in Augusta Maine.

b. One (1) Inserter is capable of finishing 7000 sets of an 8 ½ by 11 flat sheet into a standard #10 envelope per hour: to be delivered 68 Sewall Street in Augusta, Maine.

2. Equipment Specifications/Requirements:

a. All the equipment must be new. Refurbished or retro fitted equipment will not be considered.

b. Capable of applying postage with a meter while interfacing with the Business Manager accounting system, currently located at State Postal Services.

c. The meter must be capable of accepting class codes for jobs. Class codes are attached as Exhibit 1.

d. The machine must have the ability to insert work without applying postage.

e. Must have 6 or more Insert stations that will handle tri-folded 8 ½ by 11 bond, and 2 of the 6 stations must be able to accommodate a booklet that’s 8 ½ by 3 inches with up to 50 pages.

f. Also 3 of the 6 stations must be able to select a feed option that is triggered by the integrity marks on the sheets that are fed through sheet feeder.

g. Must also have a sheet feeder with at least a 6 roll folder capable of folding up to 8 sheets at the same time.

h. The machine must include a double detector on all feeding stations, and must it be equipped with a sonic double detector on the sheet feeder.

i. The sheet feeder must be able to feed sheets at a rate fast enough to allow the machine to operate at 75% when reading the marks and processing sets of 8 pages.

j. The sheet feeder must be able to accommodate 8 ½ by 11 to 8 ½ by 14 sheets of 18lb to 24 lb bond.

k. Equipment must have a finish stacker capable of holding at least 800 one ounce envelopes.

l. Equipment must be capable of scanning OMR, 2 of 5, 3 of 9 and 2d barcodes on the high capacity sheet feeder input.

m. Must be capable of scanning 2 of 5 and 2d barcodes after the letter is complete. This exit scan barcode shows through the address window. An example is supplied in Exhibit 2.

n. The machine must have tracking capabilities of accepting a flat file (exhibit 3) then reconciling the flat file to the sheets that must be processed. This reconsolidation consists of an entry scan and also an exit scan (exhibit 2).

o. The machine must track the pieces and generate a report or file that lists all pieces from the file. It also must explain if they were processed or not, and if not completed where in the process was the issue to make it fail the audit process.

p. The machine must have a divert station so that pieces that have processing problems such as, double insert or missing scans are diverted away from finished pieces before postage is applied allowing the machine to continue cycling with out stopping.

q. Both machines must be capable of inserting into envelopes ranging from a #9 (4” X 9”) to a #11 oversized (4 ½” X 9 ¾”).

i. Please explain in detail the process used to track mail pieces from the high capacity accumulator to the stacker when the machine is reading integrity marks, and comparing the pieces to the flat file.

ii. The preferred footprint for equipment and operator is 35 feet long and 15 wide for a square footage of 525.

iii. Include dimensions of equipment. Please include any free space that your equipment requires for service access.

iv. Include in the bid the electrical requirements for each machine.

v. The State will not be responsible to pay for replacement or repairs from lighting strikes, power surges etc. that could damage equipment. It will be the responsibility of the vendor to supply the proper surge protecting/power filtering device for each unit that will need to meet their current manufacturer’s specifications for protection if required.

3. Service Requirements:

a. All maintenance, service and parts are required in total lease/rental price.

b. Service/maintenance will have four (4) hours or less response time for a service call (a phone call will not be considered a response). You must provide a toll-free number to call for service available 24/7. Servicing technicians must be certified on any equipment that requires service. The State expects the lease agreement to include service to be dispatched from 8 am to 5 pm Monday through Friday. But would also like to have after hour charges listed out, and the pricing for this service included in the bid.

c. It is very important that we receive service in a reasonable amount of time. If it becomes problematic that service is unable to provide the appropriate response times these actions will be taken:

d. After the 2nd missed response time in a 30 day period the quarterly payment will be reduced by 1% for every time the technician is non responsive for the agreed- upon response time.

e. If service response time problems continue over a 3 month period the State of Maine may choose to have both pieces of equipment removed and replaced by a competitor with-out paying penalties. The vendor is responsible for all fees and cost of removal of equipment.

f. Vendor must maintain service history on each piece of equipment, and must be available to the State upon request. This history must include the following information on each call:

g. Date and time for call service

h. Name of caller

i. Nature of problem

j. Date and time that technician arrived at site

k. Actual problem

l. Parts used

m. Date and time equipment became fully operational

n. The vendor must have technical support for the State to call if/when problems arise (Help Desk) as far as pre -press issues/operational issues etc. Technical Support must have a toll-free number.

o. Service/maintenance on the department’s equipment is very important, and the State expects that we receive prompt responses, accurate diagnoses/repair with the successful vendor, and will hold them to a high standard. The State will expect that the servicing technician will properly test/operate equipment before closing out the call to avoid any unnecessary call back for the same issue/problem.

p. Include preventative maintenance requirements such as frequency and down time required to complete such maintenance.

q. Any change or improvement e.g. retrofits made by the manufacturer, must be incorporated on equipment at no cost to the State when such change is ascertained by manufacturer to improve performance, and/or quality of existing equipment (this is to include any patches or upgrades).

r. Vendor must maintain an ample parts inventory for all the equipment that we rent so that the equipment can be repaired the day of the service call. On the rare occasion that a part is not on hand, available from another company site or technician, it will need to be ordered Next Day so that the machine is not down any longer than 24 hours from the time the problem was diagnosed.

4. Service Availability:

a. Bid responses must include numbers of service technicians (and their qualifications such as equipment currently trained on) that are available to support this contract.

b. Bid responses must include the geographic area in which technicians cover.

5. Training Requirements

a. The State of Maine Postal Services is to provide 6 staff members who are capable to operate the equipment. They must be fully trained and comfortable operating the rented equipment with the initial training. All training must meet the States needs and schedule. Training needs to be done on site. This department can not afford to be down due to staff inexperience based on the operation of equipment.

b. A contractor will be responsible for furnishing Material Safety Data Sheets (MSDS) upon installation of machines on all supplied items, or items needed to operate the machine. A contractor will be responsible to incorporate regular equipment training, safety training on all the items needed to operate equipment.

6. Delivery Installation Requirements

a. One Inserter must be up and processing mail before the other installation can begin. Both machines must be operational no later than 12/31/11.

b. Shipping, delivery, setup and removal at the conclusion of the contract must be included in the price.

7. Billing Requirements

a. Billing invoices are required to be quarterly, and sent to the State Postal Services, 88 State House Station, Augusta Me 04333-0088 then the bill must be itemized by each location covered under the agreement.

b. All Invoices must be issued from contracted vendor and will be paid directly to the contracted vendor.

Section II

Equipment Specifications – Option 2

1. Equipment below must meet all requirements in option 1.

2. List of Equipment

a. One (1) Inserter capable of at least finishing 7000 sets of an 8 ½ by 11 flat sheet into a standard #10 envelope per hour: that runs standard envelope sizes listed below installed at 68 Sewall Street, Augusta Maine.

b. One (1) inserter capable of at least finishing 7000 sets of an 8 ½ by 11 flat sheet into a standard #10 envelope per hour: of inserting up to flat size pieces as outlines below installed at 45 Commerce, Augusta Maine.

3. Additional Specifications

a. 45 Commerce Drive - the equipment being used requires that the machine must also be capable of inserting into envelopes ranging from a #9 (4”X 9”) to a 10” X 13”.

b. 68 Sewall Street – the machine must be capable of inserting into envelopes ranging from a #9 (4”X 9”) to a #11 oversized( 4 ½ “ X 9 ¾” ).

i. Please list the steps that are needed to make the machine capable of processing flats from a letter set up and include a time line or the minutes needed for each step.

Section III References

1. Provide a list of all clients and contact information for those clients using the specific equipment offered in the bid.

a. Option 1 - Give two references with contact information that are currently using this mailing equipment, and a file type tracking software to monitor pieces against a flat file.

b. Option 2 - Give two references of current business or State Governments that are currently using this equipment for both letter and flat size inserting.

i. Please make sure to designate what equipment they are currently using.

ii. How long they have had the equipment.

iii. Whether or not they have on-site service

2. The State of Maine reserves the right to contact any of the bidder’s clients for reference checks.

Section IV

Pricing

1. All costs for equipment adjustments if any, to accommodate future USPS postage increases pertaining to the meter updates.

2. If there is a fee for the meter it must be incorporated in the total lease price.

3. Equipment is to be priced on a 4 and 5 year term lease/rental for both Options 1 & 2.

Section V Cost Proposal

1. General Instructions

1.1 The Bidder must submit a cost proposal covering the entire period of the contract. It is the State’s intention to award both inserters to the same vendor. Please use the expected contract start date of 1/1/12 and an end date of 12/31/15 or 12/31/16 in preparing this section.

1.2 The cost proposal shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions, RFQ requirements and any amendments to those requirements and the responses provided in the bidder’s proposal. For information that is not applicable, please identify it as such by indicating N/A, and explain.

1.3 Failure to provide the requested information, or to follow required response format, may result in the exclusion of the proposal from consideration, at the discretion of the Department.

1.4 No costs related to the preparation of the response to this RFQ or to the negotiation of the contract with the Department may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included in the budget.

Bid Proposal Evaluation and Selection:

Evaluation of the submitted bid proposals shall be accomplished as follows:

Evaluation Process - General Information a.

An evaluation team composed qualified reviewers will judge the merits of the proposals in accordance with the criteria defined in this RFQ.

b.

Officials responsible for making decisions on the selection of a contractor shall ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the bidder whose bid proposal best satisfies the criteria of the RFQ.

c.

The Department reserves the right to schedule interviews with the bidders if needed to obtain clarification of information contained in the bid proposals and may revise the scores assigned in the initial evaluation to reflect those interviews. However, the Department reserves the right to make a contract award without any further discussion with the bidders regarding the bid proposals received. Therefore, bid proposals should be submitted initially on the most favorable terms available from a price and technical standpoint.

2.

Scoring Weights and Process a.

Scoring Weights: The score will be based on a 100 point scale and will measure the degree to which each proposal meets the following criteria. Information gathered as part of reference checks will be included when applicable:

Service performance and References (25 points)

Footprint of Equipment (25 points)

Cost Proposal (50 points)

Includes total cost and budget to perform all functions outlined in this RFQ, accuracy and completeness, financial stability, assumptions used in calculating the costs.

b.

Scoring Process: The review team will use a consensus approach to evaluate the bids. Members of the review team will not score the proposals individually but instead will arrive at a consensus as to assignment of points on each category of each bid proposal. However, the Cost section will be scored according to a mathematical formula described below.

c.

Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in this RFQ will be assigned a score according to a mathematical formula. The lowest bid will be awarded 50 points. Proposals with higher bids will be awarded proportionately fewer points calculated in comparison with that lowest bid.

The scoring formula is:

(Lowest submitted cost/cost of proposal being scored) x 50 points = pro-rated score

No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any bidder in this procurement process. All bidders are expected to provide their best value pricing with the submission of their bid proposal.

d.

The Department reserves the right to negotiate with the successful bidder in the finalization of the contract at the same rate or cost of service as presented in the selected bid proposal. However, such negotiations may not significantly vary the content, nature or requirements of the bid proposal or the Department’s Request for Proposals to an extent that may affect the price of goods or services requested. (5 MRSA 1825-A sub-section 7) The Department reserves the right to terminate contract negotiations with a selected respondent who submits a proposed contract significantly different from the bid proposal they submitted in response to the advertised RFQ.

3.

Selection and Award a.

The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Purchases Review Committee.

b.

Notification of selection or non-selection will be made in writing and forwarded by e-mail and fax with original letter to follow by regular mail.

c.

Issuance of this RFQ in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to this request or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the bidder.

d.

The Department reserves the right to reject any and all proposals or to make multiple awards.

PART V

CONTRACT ADMINISTRATION & CONDITIONS

A.

Contract Effective Date and Project Commencement

The successful bidder will be required to execute a standard State of Maine Agreement. A list of Applicable Riders is as follows:

Rider A: Specification of Work to be Performed

Rider B: Method of Payment and Other Provisions (Included in this section)

Rider C: Exceptions to Rider B

Rider G: Identification of Country in Which Contracted Work Will Be Performed

The complete set of current contract documents may be found on the Department’s Division of Purchases web site:

http://www.maine.gov/purchases/forms/BP54_EO_Compliance_091809.doc

Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Purchases Review Committee. “A contract is not considered fully executed and valid until approved by the State Purchases Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to bidders.” (Regulations of the Department of Administrative and Financial Services, Bureau of General Services, Division of Purchases: Ch. 110, 3.B.i.):

http://www.maine.gov/purchases/policies/chapter110.html

This provision means that a contract cannot be effective until at least 14 days after award notification.

3.

The Department estimates having the Agreement in place by 11/4/11. However, we recognize that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation and preparation and approval by the Contract Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date may need to be adjusted, if necessary, to comply with mandated requirements.

4.

Independently, and not as an agent of the State of Maine, the contractor shall furnish all necessary labor, materials, equipment, qualified personnel, facilities and services, as needed to perform and provide the services described.

B.

Standard State Agreement Provisions

1.

Agreement Administration a.

Following the award, an Agreement Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after award for consultation with the successful bidder in the finalization of the contract.

b.

In the event that an acceptable contract cannot be negotiated, the Department may withdraw its award and accept the next-highest ranked bid that meets the requirements, or may cancel the RFP, at its sole discretion.

c.

The Department will designate a primary liaison who will provide data and information to the contractor as necessary. The Department shall assure its best efforts to provide reasonable and timely resolution of questions of policy or procedure as they affect the execution of the contract.

2.

Program Administration Following the award, a Department representative will be designated as the Program Administrator for this Agreement and shall be responsible for oversight of the programmatic aspects of this Agreement. The Program Administrator will work closely with the Agreement Administrator in developing the final contract and in monitoring the achievement of objectives and desired outcomes as set forth in this Request for Quotations.

3.

Payments and Other Provisions

The Contractor will be paid on a monthly the basis in arrears.

The first payment will be issued one month after start of contract.

4.

Standard Contract Requirements

Any contract or Agreement issued by the Department requires the provider to comply with certain standard requirements. Please refer to the list of Riders applicable to this RFQ in Part V – A. 1. above.

PART VI

APPENDICES

APPENDIX A

Bid Proposal Cover Page and Required Forms

State of Maine

State Postal Services

BID PROPOSAL COVER PAGE

RFQ 11093000000000000352: Lease/Rental of Postal Machine Inserters Applicant/Agency:

Chief Executive Name/Title:

Street Address:

City/State/Zip:

Federal Taxpayer ID Nbr:

Pricing

· This proposal and the total fixed price contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

· No personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

· No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal.

· The undersigned is authorized by the Board of Directors [or other head official of the bidding organization] to enter into contractual obligations on behalf of the above-named organization. To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Authorized Signature

Date

Name and Title (Typed)

APPENDIX B

State of Maine

Division of Purchases

Vendor Acknowledgement of Contract Conditions

The vendor understands and agrees that they are the sole recipient of funds under this contract/lease. No alternate payee will be allowed. The vendor is responsible for the payment of any sub-contractor involved in execution of this contract.

The vendor understands and agrees that the equipment remains the property of the vendor. The vendor is responsible for any and all taxes, fees and filing costs related to the use of the rented/leased equipment.

Vendor Signature: _________________________________________Date: ______________

EXHIBIT 1

EXHIBIT 2

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