UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
The University of Maine System, acting through the University of Maine, is seeking bids for musical instruments according to the specification contained in this document.
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 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 of Maine, 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 of Maine 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.
1.3 Award: It is the intent of the University to award this bid by groups of items (schedule I, II, III, IV) 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 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 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 service capability.
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 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
1.7 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.
1.8 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 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 Friday, July 18, 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 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 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 Request for Bids, the signed bid 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 Delivery Notification: The University shall be notified 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 the following individuals:
Schedule I-Brass Instruments, Curvin Farnham, 207-581-1254
Schedule II & III-Woodwind Instruments, Louis Hall, 207-581-1248
(Buffet R-13 A-Clarinet Beth Wiemann, 207-581-1244)
Schedule IV-Percussion Instruments, Stuart Marrs, 207-581-1247
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.
2.4 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.
2.5 Service (Schedule I): Items in Schedule one will require on-site service two times each month.
3.0 SPECIFICATIONS
3.1 Schedule I Brass Instruments Include a hard case for each item
Quantity Description Alternative Brand Allowed
12 King or Conn Trumpets (once rented acceptable) yes
12 King or Conn Trombones (once rented acceptable) yes
2 * Yamaha model 567 Double Horns (French horns) yes
3.2 Schedule II Bassoon Include a hard case for each item
Quantity Description Alternative Brand Allowed
2 Amati model 41S student-line Bassoons yes
3.3 Schedule III Woodwind Instruments Include a hard case for each item
Quantity Description Alternative Brand Allowed
2 Yamaha model 211 student-line Oboes no
1 Buffet model B12 student-line Clarinet no
1 Yamaha model YAS 23 Saxophone yes
1 Buffet R-13 A-Clarinet no
3.4 Schedule IV Percussion Instruments
Quantity Description Alternative Brand Allowed
1 #MS514CD BlackSwamp Multisonic 5X14 no
Snare Drum Carbon/Diecast, w/SB5514 Snare Bag
1 Yamaha CTS3456B Concert Tom, low range yes
1 * TX427 bag for 13 tom yes
1 * TX431 bag for 14 tom yes
1 * TX432 bag for 15 tom yes
1 * TX607 bag for 16 tom yes
1 * Renaissance Alum/Hazy timp head #RC-3400-RA yes
1 * Renaissance Alum/Hazy timp head #RC-3100-RA yes
1 * Renaissance Alum/Hazy timp head #RC-2800-RA yes
1 * Renaissance Alum/Hazy timp head #RC-2500-RA yes
1 * Renaissance Alum/Hazy timp head #RC-2200-RA yes
1 * LP388 LP Gajate Bracket yes
1 * LP1210 LP Granite Blocks yes
Items marked with an asterisk may or may not be purchased based on available funds.
4.0 BID SUBMITTAL
Please note that there are 2 columns; one for prices based on receiving all schedules and one for prices based on receiving that schedule only.
Schedule I Brass Instruments
Unit Price for Unit Price for Brand & Model Number
Qty Item all Schedules Schedule I only if offering an alternative
12 King or Conn Trumpets $ $
12 King or Conn Trombones $ $
2 * Yamaha French Horns $ $
Schedule II Bassoon
Unit Price for Unit Price for Brand & Model Number
Qty Item all Schedules Schedule II only if offering an alternative
2 Amati Bassoon $ $
Schedule III Woodwind Instruments
Unit Price for Unit Price for Brand & Model Number
Qty Item all Schedules Schedule III only if offering an alternative
2 Yamaha Oboe $ $ NO ALTERNATIVE
1 Buffet Clarinet $ $ NO ALTERNATIVE
1 Yamaha Saxophone $ $
1 Buffet A-Clarinet $ $ NO ALTERNATIVE
Schedule IV Percussion Instruments
Unit Price for Unit Price for Brand & Model Number
Qty Item all Schedules Schedule IV only if offering an alternative
1 BlackSwamp Snare Drum $ $ NO ALTERNATIVE
1 Yamaha Concert Tom $ $
1 * Total price for all 4 bags
for various size Toms $ $
1 * Renaissance RC-3400-RA $ $
1 * Renaissance RC-3100-RA $ $
1 * Renaissance RC-2800-RA $ $
1 * Renaissance RC-2500-RA $ $
1 * Renaissance RC-2200-RA $ $
1 * LP388 LP Gajate Bracket $ $
1 * LP1210 LP Granite Blocks $ $
Items marked with an asterisk may or may not be purchased based on available funds.
Service (Schedule I): Explain your ability to provide service twice monthly and explain what is included in the preventive service checks:
Lead Time: State the number of days to delivery after receipt of the order:
Schedule I:
Schedule II:
Schedule III:
Schedule IV:
Warranty: Include warranty information for each instrument offered.