1.0 GENERAL INFORMATION

1.1 The University of Maine System, acting through The University of Maine at Fort Kent, is seeking quotations for the purchase of one (1) new 2003 mid-size sedan as described below.

The University of Maine at Fort Kent will hereinafter be referred to as the "University". Respondents to the RFB shall be referred to as "Bidders". The Bidder to whom a contract is awarded shall be referred to as the "Contractor".

1.2 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 that 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 vehicle being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the University to determine if the vehicle 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.

1.3 Award: The University reserves the right to award this bid in whatever way is in its best interest, price and other factors considered. 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.

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

 

 

1.6 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.

1.7 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:

Hal Wells

Purchasing Department Room 101J

University of Maine

5765 Service Building

Orono, Maine 04469-5765

(207) 581-2708

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

1.9 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, RFB #______

1.10 Submission: A signed original plus one 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, Wednesday, October 23, 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 because of 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 vendor. Additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAILED BIDS WILL NOT BE ACCEPTED.

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

 

2.0 CONTRACT TERMS

2.1 Delivery Notification: The University shall be notified twenty-four (24) hours prior to delivery so that personnel may be available to receive delivery of the vehicle. Notification shall be made to Dick Bouchard at 207-834-7671.

2.2 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.

2.3 Transportation Charges: Quotations must be F.O.B. Destination. Prices quoted will be considered to include all charges for transportation, insurance, duty and brokerage charges, etc. necessary to complete delivery on a F.O.B. Destination basis.

2.4 Payments: Payment will be upon submittal of an invoice to the University of Maine at Fort Kent by the Contractor on a net 30 basis unless discount terms are offered. Invoice must include the purchase order number.

2.5 Temporary Plates: All vehicles must be delivered to the University with 10-day plates.

3.0 SPECIFICATIONS

One (1) new 2003 model 4-door, mid-size sedan, Chevrolet Malibu, Ford Taurus LX, Dodge Stratus SE or acceptable alternate with the following specifications delivered to The University of Maine at Fort Kent:

Air bags Next Generation multistage driver and front passenger

Air Conditioning Factory installed

Alternator Heaviest available

Audio System AM/FM with CD player

Battery Heaviest available

Brakes Power/ABS/anti-lock

Cigarette lighter One

Color To be selected, enclose charts for int./ext. colors

Cooling System To -40 degrees Fahrenheit with block heater installed

Engine V-6, electronic fuel injected, 2.5 liter minimum

Floor mats Front and rear

Mirror, Inside Standard rear view, adjustable day/night

Mirrors, Outside Two (2) – driver’s side adjustable from inside

Rear window defroster Installed

Seating Minimum of 5-passenger seating

Seat covering Cloth upholstery

Side molding Body side protection moldings

Speed Control Factory installed with resume function

Steering Power assisted with tilt steering wheel

Tires All season steel belted radials

Transaxle Front wheel drive

Transmission Automatic

Wheel Base 103" minimum

Windshield Wipers Dual electric, multi-speed or variable speed intermittent

Additional Requirements 10-Day plate

4.0 SUBMISSION:

2003 MID SIZE 4-DOOR SEDAN

MAKE AND MODEL ________________________________

PRICE AS SPECIFIED (clean sale; no trade-in) $_______________________________

LESS UNIVERSITY DISCOUNT ($______________________________)

NET DELIVERED COST TO THE UNIVERSITY

OF MAINE AT FORT KENT

$_______________________________

DELIVERY TIME FROM RECEIPT OF P.O. ________________________________

ALTERNATIVE NET COST

(With trade-in of 1999 Ford Taurus sedan – in excess of 97,000 miles)

$_______________________________