VIALS_BOTTLES BID TERMS AND CONDITIONS.doc

BID TERMS AND CONDITIONS

LAB SUPPLIES – VIALS AND BOTTLES

SCOPE: To furnish the normal requirement to cover the quantities ordered by the State of Maine Health & Environmental Labs for the items listed on the attached excel spreadsheet. This sheet is to be filled out and attached to your response.

CONTRACT PERIOD: Any contract issued as a result of this quote is to be for a period of one year beginning at the time of award.

PRICES: Prices to include all transportation charges FOB destination to state agency. Prices to remain firm for the duration of the contract period. No fuel surcharge will be allowed in this contract.

ESTIMATED VALUE: The agency has spent 30,969.07 so far in fiscal year 2011. 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.

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.

DELIVERY: Delivery shall be made as specified by the ordering agency and during the normal receiving hours of the agency. 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.

PROCUREMENT CARD: State policy requires vendors to accept the State of Maine Procurement Card (Mastercard) 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.

EXTENSION OF CONTRACT: 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.

TAXES: The State is exempt from the payment of federal excise taxes and state sales taxes. Exemption certificates may be furnished upon request from the Division of Purchases.

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

QUESTIONS/ANSWERS: If you have a question regarding this RFQ, you must submit your questions thru the Question and Answer link on the Solicitation Details View page. Your answer will appear there as well. It is the vendor’s responsibility to log in to view all questions and answers posted there. Questions and Answers obtained any other way will not be valid for this RFQ.