REQUEST FOR BID #13-04 August 14, 2003
UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
1.0 GENERAL INFORMATION
1.1 The University of Maine System, acting through the University of Maine, is seeking quotes for a John Deere 5220, 50 hp tractor, or acceptable alternate for Highmoor Farm in Monmouth, ME 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 Scope: The University of Maine Highmoor farm, Monmouth ME may be using this tractor for orchards and row crops, therefore, the size of the tractor and wheel spacing capabilities are very important.
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 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.
1.5 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 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 101
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2688
email: eslin@maine.edu
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 Wednesday, September 3, 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.
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, warranty and the spacing of wheels.
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 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 tractor or submitted with the bid response. Failure to satisfy this acceptance test may result in rejection of the tractor with no financial obligation incurred by the University.
2.2 Delivery Notification: The University shall be notified 24 hours prior to delivery so that the farm manager will be available to allow access to the building and verify items received. Notification shall be made to:
Justin Jamison 207-933-2100
2.3 Manuals: The Contractor shall provide with each piece of equipment owners manual and/or maintenance instructions and parts lists.
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.
3.0 SPECIFICATIONS
Diesel Engine
Std. Transmission with forward and reverse
50 hp (minimum)
2 wheel drive
Fully enclosed spray cab with air conditioning, heat, and radio
Two hydraulic outlets
PTO hp 40 (minimum)
Wheel spacing capabilities from 56-80 inches (measurement from middle of tread to middle of tread)*
Tires – 16.9 X 30 – set up 72” on center
Front weight package – price separately (see submittal section)
Draft controls
OSHA compliant ROP
Interchangeable -Cat 2 - Cat I - 3 pt hitch
* The large variation is very important due to different row spacing in crops on the farm
4.0 SUBMISSION REQUIREMENTS
4.1 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.
4.2 Warrantee: _____________________________________________________
_______________________________________________________________
_______________________________________________________________
4.3 Available weight packages and prices
________________________ $__________________
________________________ $__________________
________________________ $__________________
4.4 Lead Time: State the number of days to delivery after receipt of the order: _________________
4.5 Make and Model Tractor: __________________________________________.
4.6 Price Quotes:
Price delivered to the University of Maine with no trade-in: $___________________
Less trade-in of 1987 YM 336d Yanmar tractor w/4 wheel $___________________
drive with 1840 hours and YFL 1500loader. *
Net Cost $___________________
*The trade-in can be seen, or further information can be obtained, by calling Highmoor Farm Manager Justin Jamison at 207-933-2100.