PURCHASING DEPARTMENT

UNIVERSITY OF MAINE

ORONO, MAINE 04469-5765

NEW HEAVY DUTY PRODUCTION ENVIRONMENT INSERTER

1.0 GENERAL INFORMATION:

1.1 Purpose: The University of Maine System, acting through The University of Maine, is seeking proposals for the provision of a new heavy duty production environment inserter.

This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.

1.2 Definition of Parties: The University of Maine will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."

1.3 Scope: This equipment will be utilized at the University of Maine Printing and Mailing Services Department. Only new equipment will be considered. The University is considering purchase and lease purchase options. Please provide pricing for both.

1.4 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to cost, durability of equipment, service capability, availability of parts, warranty, ability for equipment expansion, ability to meet specifications, responsiveness to terms and conditions, and references.

1.5 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.

Inquiries must be made to: Anne-Marie Nadeau

Purchasing Department

University of Maine

5765 Service Building

Orono, Maine 04469-5765

(207) 581-2690

1.6 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of proposals. The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.

1.7 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.

1.8 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.

1.9 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.

1.10 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.

1.11 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 60 days from the due date of the proposal.

1.12 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that limits competition, a specification protest may be sent to the Purchasing Department. Specification Protests will be responded to within five (5) business days of receipt. Determination of protest validity is at the sole discretion of the University. The due date of the bid may be changed if necessary to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be presented to the University in writing as soon as identified, but no less than five (5) business days prior to the bid opening date and time. No protest against the award due to the specifications shall be considered after this deadline. Protests shall include the reason for the protest and any proposed changes to the specifications. Protests should be delivered to the Purchasing Department in sealed envelopes, clearly marked as follows:

SPECIFICATION PROTEST, RFP #______

1.13 Proposal Submission: A SIGNED original and one (1) copy of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Wednesday, August 7, 2002, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any single vendor, however, additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:

Name of Bidder

Address of Bidder

Due Date

RFP #

2.0 GENERAL TERMS AND CONDITIONS:

2.1 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.

2.2 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.

2.3 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.

2.4 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in a state court located in the State of Maine.

2.5 Assignment: Neither party of the contract shall assign the contract without the prior written consent of the other, nor shall the contractor assign any money due or to become due without the prior written consent of the University.

 

3.0 PERFORMANCE TERMS AND CONDITIONS:

3.1 Payments: Payment will be upon submittal of an invoice to the Purchasing Department by the Contractor on a net 30 basis, after acceptance, unless discount terms are offered. Invoices must include a purchase order number.

3.2 Acceptance Tests: The acceptance tests required to demonstrate that performance specifications can be met must be carried out in exacting accordance with the capabilities as described in the user and technical documentation/operation manuals(s) delivered with the equipment. Failure to satisfy this acceptance test may result in rejection of the equipment with no financial obligation incurred by the University.

3.3 Furnish and Install: The items on this proposal will be provided on a Contractor furnish and install basis. The Contractor will have the complete responsibility for the items or system until it is in place and working. Any special installation requirements will be submitted with the bid to the University. All transportation and installation arrangements will be the responsibility of the Contractor. Equipment will be delivered directly to the installation site. Delivery notification must be made to Jim Vaillancourt, 207-581-3760 at least 48 hours prior to delivery. All crating and other debris must be removed from the premises. The Contractor will be solely responsible for correcting damage to premises resulting from the installation process.

3.4 Transportation Charges: Proposals must be F.O.B. Destination. Prices quoted will be considered to include all charges for transportation, packaging, crates, containers, insurance, duty and brokerage charges, etc. necessary to complete delivery.

3.5 Training: Pricing must include complete training for University personnel.

3.6 Manuals: The Contractor shall provide with each piece of equipment owners manual and/or maintenance instructions and parts lists.

 

4.0 SPECIFICATIONS

Buhrs ITM BB300 Envelope inserting system or acceptable equivalent:

• Inserting Size: 4 x 6 to 10 x 13

• Feeders: 6 feeder base with 4 and 6 feeder options (please quote cost for 4 and 6 feeder)

• Cycle Speed: 8000/hour

• Product Thickness: Maximum 1/8" per feeder
• Product Maximum Height 3/8"
• Product Size (W x L): Minimum 3-15/16" x 3-1/8", Maximum 12-3/16" x 8-5/8"

4.0 PROPOSAL CONTENT:

4.1 Facility Requirements: Special conditions essential to the equipment area must be specified. Appropriate modifications to the area will be the responsibility of the University. Indicate the physical dimension and weight of the largest piece. Floor load requirement must also be indicated.

4.2 Warranty: Provide warranty information, both on parts and labor, applying to all equipment that may be purchased as a result of this Request for Proposal. This would include units/components not manufactured by the seller.

4.3 Service Agreement: Please provide information on service agreements that are available after expiration of warranty. Include cost, list of items covered under the service agreement, supplies and parts for which local stocking is recommended.

Cost (annual): $________________

Description of covered services/parts:

Parts not covered under service agreement that you recommend we stock locally (include costs):

Service Representatives Name:

Service Representatives Office Location:

Average Response Time to Service Calls:

4.4 Training: Describe the training which is included in the cost:

4.5 Lead Time: State the number of days to delivery after receipt of the order: ______________

4.6 Price:

Buhrs BB300 or acceptable equivalent

Manufacturer: Model #

Purchase Price: $

Lease Price (60 months) $ /month

Lease Price (5 years) annually with 1^st payment in advance: $ /year

(Include all leasing contract information)

Purchase Price: $

Lease Price (60 months) $ /month

Lease Price (5 years) annually with 1^st payment in advance: $ /year

(Include all leasing contract information)

Attach a separate list of supplies with costs:

Provide all information below for the equipment that you are quoting.

Inserter Specifications for

Manufacturer Model #

a. Cycle Speed cyc/hr

b. Largest Mail Out Envelope inches

c. Smallest Mail Out Envelope inches

d. Largest Insert inches

e. Smallest insert inches

f. Thickest Insert (per feeder) inches

g. Maximum Insertable Thickness inches

(total thickness to be inserted into envelope)

h. Total Number of Feeders Possible

(for future expansion)

 

 

 

 

4.7 References: A list of three references is required to be submitted with your proposal. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.

 

Company Name:____________________________________________________

Address:_________________________________________________________

City:__________________ State:______ Zip Code:________________

Contact Person:__________________________________________________

Phone Number: ( ) _____________ Fax Number: ( ) _____________

 

 

Company Name:____________________________________________________

Address:_________________________________________________________

City:__________________ State:______ Zip Code:________________

Contact Person:__________________________________________________

Phone Number: ( ) _____________ Fax Number: ( ) _____________

 

 

Company Name:____________________________________________________

Address:_________________________________________________________

City:__________________ State:______ Zip Code:________________

Contact Person:__________________________________________________

Phone Number: ( ) _____________ Fax Number: ( ) _____________

5.0 SIGNATURE:

COMPANY NAME _______________________

By:

(Signature)

(Print Name)

(Title)

(Telephone Number)