WipingCloths2008.rtf

TERMS AND CONDITIONS

WIPING CLOTHS

COMMODITY ITEM: Wiping Cloths

CONTRACT PERIOD: May 1, 2008 thru April 30, 2009 with possible 2 (1) year extensions.

BID PRICES: Prices quoted shall be net including transportation and delivery charges fully prepaid by the contractor. Prices on bid shall not be subject to increase during the Contract period, and they shall be reduced if at any time during the Contract period there is a reduction in price.

QUANTITIES: Quantities shown in the proposal schedule are estimates based on current inventory experience. It is understood and agreed that the Contract shall cover the actual quantities ordered by the State for delivery during the term of the Contract.

SPECIFICATIONS:

1. Wiping Cloths, blend of fabrics, could be mixed light colors, shall consist mainly of reclaimed garments of 35% or more cotton fabric. All cloths shall be soft, absorbent, and light weight. (3oz. to 6 oz. range with a 4 oz. average.)

2. Wiping Cloths, white un-dyed, shall consist mainly of cotton terry from factory mill ends of remnants. All cloths shall be soft, absorbent and shall be in the (6 to 12 oz. range with a 9 oz. average per yard).

3. All Wiping Clothes shall be of 100% recycle material.

DETAIL REQUIREMENTS:

A. All buttons, hooks, eyes, pins, zippers, straps, elastic bands, snaps, and other plastic, rubber or metallic items shall be prohibited.

B. All cloths shall be washed and sterilized.

C. All cloths in each box shall have a minimum area of 2 square feet, but not less than 9” wide nor more than 44” long. Not more than two pieces of cloth may be sewn together in order to obtain the minimum size.

UNACCEPTABLE MATERIALS:

A. Cloth of the following types of materials will not be acceptable: khaki, poplin, rayon, silk, duck, sateen,, lustrous fabrics, mesh fabrics having an opening larger than 1/8” square or weighing less than 3 oz. per square yard, heavily napped fabrics, starched or stiffened fabrics, and fabrics made of hard twisted yarns.

B. Cloths with the following defects will not be acceptable: Paint and oil stains which are unsightly or retard absorbency: cloth dyed to obliterate stain and or such defects; cloth made from unopened sleeves, trouser legs, and other tubular fabric; unopened hems over 1” wide; trouser cuffs of fabrics weighing more than 6 oz. per square yard; collars, patches, cuffs, pockets, buttonholes, and cloths so badly worn or tender as to be unsuitable for the use intended; waistband reinforcements on fabrics weighing more than 6 oz. per square yard; cloths have stray ends narrower than 3” and protruding from the body of the cloth more than 2” long; cloths made from flags of the United States or other nations or remnants thereof, or common pins.

COMPLIANCE WITH SPECIFICATIONS: Any deviation from the specifications must be explained in detail. Unless otherwise noted by bidder, it will be assumed that the proposal is submitted in complete compliance with specifications.

DELIVERY: Delivery to be made within 5 working days from receipt of order.

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.

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

CANCELLATION OF CONTRACT: 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 to terms and conditions and specifications of contract.

After Contract has been awarded, if contractor provides any wiping cloths that do not meet specifications attached to and made a part of the contract, the wiping cloths will be immediately returned to contractor, at the contractor’s expense.

Vendor will then be removed from bidders list and will not be considered for any future bidding.

CLEAN GOVERNMENT INITIATIVE CLAUSE: ALL CHEMICALS PURCHASED FOR USE IN MAINE STATE GOVERNMENT WILL BE EVALUATED BASED ON NEED. ALTERNATIVE PRODUCTS MAY BE SUBSTITUTED WHERE PRACTICAL AND COST EFFECTIVE. ALL CHEMICALS AND WASTES WILL BE DISPOSED IN THE SAFEST AND MOST PROPER MANNER.

REPORT OF PURCHASES: Vendor will be required to furnish the director of purchases with a summary of total purchases made under this contract.

OPPORTUNITIES FOR POLITICAL SUBDIVISIONS AND SCHOOL DISTRICTS CLAUSE:

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.

At this time the State of Maine is requesting your company to consider an extension of contract. Will you accept orders from political subdivisions and school districts in Maine at the prices indicated in your contract renewal? Willingness to extend contract pricing to these entities will be considered in this renewal option.

_____ Yes, unconditionally.

Yes, with conditions. Specify: ______________________

No.

1. WIPING CLOTHES, BLEND OF FABRICS, MIXED COLORS, 50LB BOXES - $______ PER POUND.

2. WIPING CLOTHES, BLEND OF FABRICS, MIXED COLORS, 25LB BOXES - $______ PER POUND.

3. WIPING CLOTHS, WHITE UNDYED, 50LB BOXES - $_________ PER POUND.

4. WIPING CLOTHS, WHITE UNDYED, 25LB BOXES - $_________ PER POUND, .

5. WIPING CLOTHS, COTTON T-SHIRT WIPER, MIXED COLORS, 50LB BOXES - $________ PER POUND.

6. WIPING CLOTHS, COTTON T-SHIRT WIPER, MIXED COLORS, 25LB BOXES - $________ PER POUND