Bid for 1 year contract for a variety of Car Seats

The State of Maine Division of Purchases is requesting bids for a one-year contract to supply a variety of car seats to approximately 93 distribution sites throughout Maine, with bids due February 7, 2013. Awards will be made to the lowest responsible bidder offering best value, with tie-break preference given to in-state bidders or those offering Maine-manufactured products.

The scope encompasses infant seats (5-point harness, 0–22 pounds or 4–22 pounds), forward-facing convertible seats (50–65 pounds, harness-slot heights 18–19 inches maximum), combination seats (20–65 pounds or 22–65 pounds with height ranges 27–52 inches or 34–52 inches), and booster seats in high-back and backless configurations (30–100 pounds, height ranges 34–57 inches to 43–57 inches). The specifications document lists potential models including Evenflo Embrace, Combi Navette, Evenflo Tribute, Graco Nautilus, and Cosco Top Side, with preference for 5-point harnesses without rear adjusters or cup holders and seat widths not exceeding 19 inches. All car seats must be NFPA-compliant child restraints. The vendor must supply over 2,000 seats annually to income-eligible families and support fitting stations across the state.

Pricing must be inclusive of all shipping and handling costs to distribution sites, remain firm throughout the contract period, and be the final cost regardless of payment method (the State accepts its Procurement Card with no surcharges permitted). Orders of $5,000 or less are processed directly through the Advantage system; larger orders route through the Division of Purchases for approval. Vendors must accept email ordering, track shipments accurately, provide accessible communication for emergencies, and notify the Bureau within two business days of any backorder with a projected availability date. Bidders must submit completed specification sheets and descriptive literature for proposed units. The State reserves the right to increase or decrease ordered quantities by up to 10 percent, extend the contract beyond one year with contractor consent, or cancel with thirty days' written notice. Electronic bid submission closes at 2:00 p.m. local time on February 7, 2013. Cash discounts of 20 days or more will be considered in award determination.