REQUEST FOR BID

Request for Bid #14-03 August 2, 2002

UNIVERSITY OF MAINE

PURCHASING DEPARTMENT

ORONO ME 04469

The University of Maine System, acting through the University of Maine is seeking bids for kitchen appliances as specified below.

1.0 GENERAL INFORMATION:

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

1.2 Award: It is the intent of the University to award this bid by groups of items or all to one vendor. The University reserves the right to conduct any tests it may deem advisable, and to make all evaluations. The University reserves the right to reject any or all bids, in whole or in part, and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interests of the University. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University will not be considered in the evaluation of bids. A bid may be rejected if it is in any way incomplete or irregular. When there are tie bids, there shall be a preference for "in-state bidders". When tie bids are both in-state or both out-of-state, the award will be made to the bid that arrives first in the Purchasing Department.

1.3 Evaluation: Award will be made to the low bidder provided that all other requirements are satisfactorily met. However, consideration will be given to delivery, warranty, and references.

1.4 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 award notice, with a copy of the protest to the successful bidder. The protest must contain a statement of the basis for the challenge.

1.5 Alternates: Unless otherwise provided for in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named; but conveys the general style, type, character, and quality of the article desired. Any article which the University, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. It is the bidder's responsibility to clearly and specifically indicate the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the University to determine if the product offered meets the requirements of the solicitation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid non-responsive. Unless the bidder clearly indicates in its bid that the product offered is an "equal" product, such bid will be considered to offer the brand name products referenced in the solicitation.

1.6 Bid Understanding: By submitting a bid, 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.

1.7 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFB that is not understood. Responses to inquiries, if they change or clarify the RFB in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFB. 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

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

1.9 Debarment: Submission of a signed bid 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 Bid Envelope: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned in an envelope or package, sealed and identified as follows:

From ________________ __________ __________ __________

Name Due Date Time Bid No.

1.11 Submission: A signed original plus one (1) copy of the bid must be received at the University Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, no later than 2:00 P.M. local time Monday, August 26, 2002, for a public opening. Bidders are strongly encouraged to submit bids in advance of the due date to avoid the possibility of missing the 2:00 deadline due to 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 bid. Bids must be date and time stamped by the Purchasing Department on time to be considered. In the event that the University is closed due to inclement weather at the time that a bid is due, the bid will be opened at the same time 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. Bids received after the due date and time will be returned unopened. 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 BIDS OR E-MAIL BIDS WILL NOT BE ACCEPTED.

2.0 CONTRACT TERMS AND CONDITIONS

2.1 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.

2.2 Clarification of Responsibilities: If the Contractor needs clarification of or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Larry Violette, Purchasing Manager for Student Auxiliary Services, 207-581-4577.

2.3 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.

2.4 Transportation Charges: Quotations 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.

Furnish and Install: The items on this bid will be provided on a Contractor furnish and set-in place basis. The Contractor will have the complete responsibility for the items or system until it is in place. Any special installation requirements will be submitted with the bid to the University. All transportation and deliver and set-in place arrangements will be the responsibility of the Contractor. Equipment will be delivered directly to the installation site. Delivery notification must be made to Larry Violette 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. NOTE: Use of an elevator is not guaranteed. Please bid delivery as a separate item and provide 2 costs: one if use of an elevator is possible and one for not having use of an elevator.

Delivery will be made to a 3 floor, 5400 square foot residence hall that will house 197 students in suite style living. Ramp access is available to the building.

Delivery is required between the dates of December 15^th and December 30^th, 2002.

2.6 Manuals: The Contractor shall provide with each piece of equipment owners manual and/or maintenance instructions and parts lists. (50 for the stoves, 50 for the refrigerators)

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

3.0 SPECIFICATIONS: Bidders may bid one or both items. Color will be White on all items.

3.1 Stove: 24" Electric Range (Peerless Premier ECK LOHW or acceptable equivalent)

(Same as ECK100W but w/individual surface indicator lights and interior oven light)

Standard Porcelain, Lift-Up Top w/Support Rod, Recessed Design

Standard Solid Removable Oven Door

4" Porcelain Backguard

Individual Surface Element Signal Light

Front Controls

(3) 6" and (1) 8" Surface Elements (lifetime warranty)

Removable Reflector Bowls

Storage Drawer

Oven: Full size, completely insulated, door seals, keep warm thermostat 150 degrees, interior light, removable oven bottom.

(2) Heavy Duty Oven Racks w/stop position (nickle plated), Broiler Pan & Tray (porcelain finish)

Anti-Tip Bracket (attaches to floor)

Broiler: Waist High, Variable Broil Control, Closed Door Broiling

Dimensions: Overall - 24"w, 40"h, 26"d (not including handles)

Oven – 19"w, 15"h, 18"d

Weight: 140 lbs. approximately

Leg Levelers (4) installed

4-wire Range Cord (attached) included

Refrigerator: 17.6 cu. ft.Top-Freezer Refrigerator (GE #GTS18FBMWW or acceptable equivalent)

17.6 cu. ft. Capacity (Fresh Food 13.6 cu. ft/Freezer 4.01 cu. ft.), Shelf Area 20.3 sq. ft.

Frost Free, NeverClean Condensor, Interior Light, Automatic Moisture Control.

(2) Ice Trays

Snack Pan

(2) Vegetable/Fruit Crispers

Fresh Food Cabinet Shelves (adjustable) 3

Fresh Food Cabinet Shelves- total number of shelves –(3) 1-Full Width/1Split Wire, 1 Split Glass

Fresh Food Door Shelves – 2 Fixed w/Gallon Storage (NOTE: Gallon storage not required)

Freezer Cabinet Shelves – Step Shelf

* Square Doors, Reversible, W/Door Stops

Deluxe Quiet Design

Adjustable Front Rollers

Dimensions: Overall 32-3/8"d, 67-3/8"h, 28"w

Warranty: Full One Year. Limited 5-Year Sealed System or Compressor

* Direction of Door Swing will be determined at time of order. Vendor will be responsible for changing door swing directions as required.

BID SUBMITTAL

Quantity Unit Price Total Price

4.1 Electric Range 50 $ $

4.1.2 Delivery if an Elevator is available: $

4.1.3 Delivery if an Elevator is not available: $

Brand: Model #:

Quantity Unit Price Total Price

4.2 Refrigerator 50 $ $

4.2.2 Delivery if an Elevator is available: $

4.2.3 Delivery if an Elevator is not available: $

Brand: Model #:

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

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

Stove

Refrigerator

Delivery is required between the dates of December 15^th and December 30^th, 2002.

4.5 Energy Rating: For the refrigerator, please provide an Energy Usage Rating as based on Standard US Government tests. Ratings are required in order to determine if the item meets the standard. Energy Ratings will not be considered as an evaluation tool to determine successful bidder.

4.6 References: A list of three references is required to be submitted with your quotation. 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: ( ) _____________