REQUEST FOR BID #33-03 November 21, 2002
UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
VEHICLE BID
¾ TON HD PICKUP TRUCK
1.0 GENERAL INFORMATION
1.1 The University of Maine System, acting through the University of Maine, is seeking quotes for a ¾ ton, 4 wheel drive pickup truck as outlined in the attached documents.
For reference, the University of Maine will hereinafter be referred to as the "University." Each firm responding to this Request for Bid will be referred to as the "Bidder", and the bidder selected to provide equipment to the University will be referred to as the "Contractor."
1.2 Purpose: The University is asking for bidders to submit prices for a new factory ordered vehicle and an in-stock vehicle, if available. The University will purchase only one truck, but will consider the option of buying a truck available for quick delivery with only minor deviations from the listed specification.
1.3 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.
1.4 Award: The University reserves the right to award this bid on an item by item basis, a group of items or all items, whichever the University deems to be 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/proposals. 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.
1.5 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.
1.6 Debarment: Submission of a signed bid or 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.
1.7 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: Robert Eslin
Purchasing Department Room 101A
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2688
1.8 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.
1.9 Submission: A signed original 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 Tuesday, December 3, 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.
1.10 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.
1.11 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.
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, RFB #______
1.13 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.
2.0 TERMS AND CONDITIONS
2.1 Delivery Notification: The University shall be notified 24 hours prior to delivery so that personnel may be available to receive the truck. Notification shall be made to:
Marie Pottle 581-2645
2.2 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.
2.3 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 on an F.O.B. Destination basis.
3.0 SPECIFICATIONS
SCHEDULE I – FACILITIES MANAGEMENT – one new, ¾ ton, heavy duty pick-up truck, 4-wheel drive with the following specifications delivered to Orono. No duel rear wheel trucks will be accepted.
Air Conditioning Factory installed
Driver’s Air Bag Preferred, if available
Alternator Heavy duty
Balanced Wheels Front, rear & spare, aligned front end
Battery Extra heavy duty
Body Type and Size Fleetside, 8 foot box length
Brakes Power 4-wheel anti-lock, if available
Bumpers Front bumper and rear step and tow bumper
Color Blue
Cooling System To -40° Fahrenheit
Cruise Control Factory installed with resume
Engine 5.7L V-8 minimum
Fuel Tank 30-35 Gallon
GVW 9,200 GVW minimum
Heater/Defroster Heavy duty fresh air
Lights Inside Dome
Mirrors Inside Standard rear view, adjustable day/night
Mirrors, Outside Right and left
Radio AM/FM, factory installed
Seat 3-Passenger, cloth, split bench
Shock Absorbers Heavy duty, front and rear, if available
Steering Power
Skid Plate Skid plate package
Sun Visors Standard, left and right
Suspension Two-stage, multi-leaf spring, rear
Heavy-duty front springs
Tires 16" Mounted full spare, all weather tread
Transmission Automatic w/HD cooler, 3- or 4-speed w/OD, heavy duty
Upholstery Cloth
Windshield Washers/Wipers Dual electric, 2-speed intermittent
10 day plate
Make, Model and Year
Net Price Delivered $
Repair Manual Cost $
Delivery Time from Receipt of P.O.
Below, quote a truck that is in stock or will be available shortly that meets or has only minor deviations from the above specification.
Make, Model and Year
Net Price Delivered $
Delivery Time from Receipt of P.O.