REQUEST FOR BID #5-04 July 2, 2003
Administered by:
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
1.0 GENERAL INFORMATION
1.1 Purpose: The University of Maine System, acting through The University of Maine at Augusta, is seeking bids for Virco oversized study top desks, set up and delivered as described below.
1.2 Definition of Parties: The University of Maine at Augusta 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."
1.3 Evaluation: Award will be made to the low bidder provided that all other requirements are satisfactorily met. However, consideration will be given to delivery.
1.4 Alternates: The University will not accept substitutes.
1.5 Award: It is the intent of the University to award this bid 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.
1.6 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.
1.7 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.
1.8 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.
1.9 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
1.10 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.
1.11 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, Tuesday, July 15, 2003, 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 p.m. 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 BIDS OR E-MAIL BIDS WILL NOT BE ACCEPTED.
1.12 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.
2.0 TERMS AND CONDITIONS
2.1 Delivery: The University requires delivery not later than August 15, 2003.
2.2 Delivery Notification: The University shall be notified twenty-four (24) hours prior to delivery so that personnel may be available to allow access to the building and verify items received. Notification shall be made to:
University of Maine at Augusta: Peter St. Michel at 207-621-3119
University College, Bangor: Fred Ouellette at 207-262-7730
2.3 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.
2.4 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.
2.5 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 until they are in place and working. All transportation and installation arrangements will be the responsibility of the Contractor. 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.
University College, Bangor Eastport Hall and Belfast Hall
Eastport Hall is a single story building with no loading dock.
Belfast Hall is a three story building with no loading dock. Tables shall be delivered and set up in classrooms on the first, second and possibly third floors. There is an elevator in the building.
University of Maine at Augusta Jewett Hall
Jewett Hall does not have a loading dock, it does have an elevator. Tables will be delivered and set up in classrooms on the first and second floors.
2.6 Payments: Payment will be upon submittal of an invoice to the Department of Administrative Services at Augusta by the Contractor on a net 30 basis unless discount terms are offered. Invoice must include the purchase order number.
3.0 SPECIFICATIONS:
Virco Manufacturing Corporation
Oversized study top desks, model 723M
Adjustable height, 20 x 34 work surface. Height ranges from 26 34.
Tops are to be Martest 21ฎ hard plastic surface the color is to be Sandstone.
Upper legs are to be Char Black, lower legs are chrome.
4.0 QUANTITIES: 400 tables, distributed as shown below:
University College, Bangor Eastport Hall and Belfast Hall
Eastport Hall 185 each.
Belfast Hall 115 each.
University of Maine at Augusta Jewett Hall
Jewett Hall 100 each.
5.0 SUBMISSION REQUIREMENTS:
Total cost, delivered and set up: _____________________________________________
Lead Time: State the number of days to delivery after receipt of order: ________________
Note: Delivery is an evaluation criteria
6.0 SIGNATURE:
COMPANY NAME _______________________
By:
(Signature)
(Print Name)
(Title)
(Date)