Trap Tag Terms Conditions 2018-2021.doc

2018-2021 TERMS AND CONDITIONS

TRAP TAGS

STATE OF MAINE

DEPARTMENT OF MARINE RESOURCES

SCOPE: To furnish an estimated 3-5 million tags per year to cover the quantities ordered by the State of Maine, Department of Marine Resources for “Specialized Tags”. The supplier may be asked to supply tags outside of the agreed amount and types of tags.

CONTRACT PERIOD: Contract to begin January 1, 2018 for 2 years with the possibility of 2 (two), 1 (one) year extensions, but may start processing tags as soon as the contract is awarded in 2017. The Department reserves the right to cancel the contract early if a new contract is awarded and the start date is November 1st, or if the requirements and payables within this contract are not successfully met and the guidelines are not adhered to.

PRICES & DISCOUNTS: Prices will remain firm for the duration of the contract. All prices are F.O.B. Destination. We are requesting two quotes for lobster tags. One with a 2D bar code with specific information and one without the 2D bar code, and two quotes for square tags and zip ties, along with other miscellaneous tags. See specifications on Attachment A and Bid Items spreadsheet.

ORDERING PROCEDURE: Tags will be ordered daily based on a batch report. All tags are to be processed by the tag company within 15 business days and sent to each individual harvester or sent directly to the Department or designee. Any additional tag orders required will follow the requirement listed in Attachment A.

INVOICES: Separate invoices are required for each batch date. Invoices will be sent monthly – along with the TRACKING numbers and dates of each batch date that was produced and shipped. All invoices must reference the Master Agreement Number, Vendor Customer Number and the Agency Delivery Order number, if one is supplied, otherwise the batch dates need to be included on each invoice. Failure to do so could cause lengthy delays of payment of invoices. All invoices should be issued within 30 days of delivery and paid in accordance with the commodity terms and conditions attached to the contract.

PRICE ADJUSTMENTS: Prices quoted shall remain firm for the duration of the initial period of the contract. Price increases may be allowed due to changes in State and/or Federal law(s) with proper documentation.

Any reduction in price may occur anytime during the contract period. The reduced price shall apply on all shipments made on or after the date of the reduction price becomes effective.

The state reserves the right to seek additional discounts from the contractor, or to contract separately for single purchase for a particular State project or other immediate use if, in the judgment of the Division of Procurement Services, the quantity required is sufficiently large to enable the State to realize a cost savings over and above the published contract prices, whether or not such a savings actually occurs.

DELIVERY: Deliveries shall be made within fifteen (15) business days of receipt of the order as specified by the contract, and in Attachment A, during the normal receiving hours of the ordering agency. The supplier shall be responsible for the delivery of items in first class condition at the point of delivery and in accordance with good commercial practices. Any deliveries that are damaged, lost, or missing will be the responsibility of the supplier.

PAYMENT: All invoices that are received by the Department will be processed using a delivery order against a Master Agreement, and a check will be cut and forwarded to the vendor once the invoices have been reviewed and confirmed tags were ordered and received. 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.

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

REPORT OF PURCHASES: Supplier will be required to furnish the Director of the Division of Procurement Services with detailed summary of the total purchases made under this contract. This total may be requested yearly or at any time during the contract period.

CANCELLATION OF CONTRACT: The State of Maine reserves the right to cancel contracts upon a sixty day written notice OR cancel contracts IMMEDIATELY if the contractor does not conform to the terms and conditions of bid/contract.

EXTENSION OF CONTRACT: The Director of the Division of Procurement Services may, with the consent of the supplier, extend the contract beyond the indicated expiration date providing it is in the State’s best interest.

SECURE PROCESSING OF TAGS: The State of Maine is the issuing Agency for all tags that are listed within the RFP and Attachment A. No tag will be sold, shipped or produced by the company awarded this bid that has designations on the tags that are like what is requested in Attachment A, unless approved by the Department.

September 12, 2014- Page 2