REQUEST FOR BID #15-04 August 21, 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 bids for equipment 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: Equipment provided in this bid will be used in the Food Science and Human Nutrition Departments Pilot Plant located in Hitchner Hall. Successful bidder will be responsible for set-up and setting in place all equipment as well as removal of all packing materials. Final hookups will be the responsibility of the University. Training on equipment will be provided, upon request, at no charge to the University.
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. 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: Anne-Marie Nadeau
Purchasing Department Room 101
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2690
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 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 Monday, September 8, 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 and warranty.
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 equipment or submitted with the bid response. Failure to satisfy this acceptance test may result in rejection of the equipment with no financial obligation incurred by the University.
2.2 Furnish and Install: The items on this bid will be provided on a Contractor furnish and install basis. The Contractor will have the complete responsibility for the items or system until it is in place. Any special installation requirements will be submitted with the bid to the University. All transportation and installation arrangements will be the responsibility of the Contractor. Equipment will be delivered directly to the installation site. Delivery notification must be made to Fred Stoddard, (207) 581-2634, at least 48 hours prior to delivery. 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.
2.4 Manuals: The Contractor shall provide with each piece of equipment owners manual and/or maintenance instructions and parts lists.
2.5 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.
2.6 Training: Contractor will be required to provide training of University personnel on equipment at the Universitys request. Training shall include basic overview of equipment operation, cleaning instructions, and recommended maintenance & service schedule. Training will be scheduled after all equipment has been installed.
3.0 SPECIFICATIONS
3.1 Quantity: 1
Worktable-Advance Tabco Model No. TMG-306 or acceptable equivalent.
Work Table, 30 wide flat top/no splash, 72 long, with galvanized legs and galvanized side & rear crossrails, 16 gauge/type 304 stainless steel top.
To include the following options:
FS-2020 Budget 20 x 20 x 5 stainless steel drawer
TA-25 & TA-25B Casters, 5 swivel, with rubber wheels, (4 locking).
3.2 Quantity: 1
Worktable-Advance Tabco Model No. MS-305 or acceptable equivalent.
Work Table, 30 wide flat top/no splash, 60 long, w/adjustable undershelf, stainless steel frame & shelf, 16 gauge.
To include the following option:
TA-25 Casters (2 locking)
3.3 Quantity: 1
Bun Pan Rack-Kelmax Model No APR2018-3ED or acceptable equivalent.
Pan Rack, mobile, full height, holds (20) 18 x 26 bun or sheet pans, slides on 3 centers, all welded heavy duty aluminum construction, end loading, 5 poly U swivel plate casters, NSF
Lifetime warranty against rust on all shelving
Construction: Heavy duty extruded type 6063 aluminum alloy. All uprights and runners fully welded.
Uprights and cross-braces: Sides/upright consist of two vertical posts made of 1-1/4 square aluminum tubing (.109 thick) continuously welded.
Reinforced tubing at bottom.
Runners: All runners are double welded to the uprights. Thickness and size of runners is 1 x 1-7/8 x .100.
Casters: Plate caster with polyurethane 5 x 1-1/2 wheel, with full swivel.
21W x 26L x 69H
3.4 Quantity: 6
Wire Shelving Metro Model No. 2448NK3 of acceptable equivalent.
Total weight load of unit 600 lbs with use of casters.
To include the following options:
74PK3 Super Erecta Site Select Post, 74-5/8H, adjustable leveling
5M Super Erecta Stem Caster, swivel, 5 D wheel, 1-1/4 face, resilient
5MB Super Erecta Stern Caster, brake (foot operated), 5 D wheel, 1-1/4 face, resilient wheel tread, 200lb capacity, brakes are foot operated 2 per unit
3.5 Quantity: 1
Blodgett Combi Model BC-14E Electric Oven NO SUBSTITUE
Power Supply: 208VAC, 3 phase (50) amp
To Include the following options:
SSDC Digital Control Panel
ACS-22-8 Open Stand with Pan Storage
BCCS-Casters
(3) FS-20-8 Wire Shelves
SD Synergy Semi Automatic Deliming
SS-8 Side Shield
3.6 Quantity: 1
Hobart Model A120-2B Mixer or acceptable equivalent
Planetary, bench, 12-qt. capacity, three fixed speed, gear-driven transmission, 15 min. timer, open base, #12 taper attachment hub, manual bowl lift, s/s bowl, aluminum B beater & s/s D wire ship, 115/60/1, 1/3 HP, cord 2/plug.
To include the following options:
EDOUGH-ALU112 12 Qt. Bowl, E Dough Hook
SPLASH-LEX012 12 Qt. Bowl, Splash Cover LEXAN
3.7 Quantity: 1
Hobart Model D340 Mixer or acceptable equivalent
Power Supply: 208/60/3
Planetary, Floor style, 40-qt. capacity, three fixed speed, gear-driven transmission, 15 min. timer, #12 taper attachment hub, manual bowl lift, s/s/ bowl, aluminum B beater, s/s D wire ship, ED dough hook, s/s bowl guard
To include the following options:
CHUTE-D34 D340 Ingredient Chute
TRUCK-BWL340 40 Qt. Bowl, Bowl Truck (aluminum)
3.8 Quantity: 1
Univex Model 1404-4 Burger Patty Press or acceptable equivalent
Molds up to 5 oz. into 4-ince dia. Patties, polished die-cast aluminum and stainless steel, receptacle holds wax paper (1000 included) or film interleaves.
OPTION: The following item may or may not be purchased.
3.9 Quantity: 1
Univex Model MG22 Meat Grinder or acceptable equivalent
Power Supply: 100-120/60/1
Bench style with #22 attachment hub, approx. 25-lbs capacity per minutes, gear driven, aluminum pan & housing, 3/16 grinding plate, #22 knife, plastic meat container, feed stomper & cleaning brush, 1 HP.
To include the following option:
1000733 ½ Sausage Stuffer for #22 head
4.0 SUBMISSION REQUIREMENTS
4.1 Facility Requirements: Special conditions essential to the equipment area must be specified. Appropriate modifications to the area will be the responsibility of the University. Indicate the physical dimension and weight of the largest piece. Floor load requirement must also be indicated.
4.2 Service: The service and engineering support available must be described, with costs specified for:
1. Service contract agreement that would be effective upon warranty expiration.
2. Individual service calls as required.
3. Spare parts for which local stocking is recommended.
4.3 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.
4.4 Warranty: Provide warranty information, both on parts and labor, applying to all equipment that may be purchased as a result of this Request for Bid. This would include units/components not manufactured by the seller.
4.5 Training: Pricing must include complete training for University personnel, upon request. Describe the training included in the price.
4.6 Energy Star Compliance: The University prefers to buy products that are Energy Star Compliant whenever possible. Please provide all pertinent and verifiable information with regard to Energy Star Compliance. The bidder is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the University to determine if the product offered meets the requirements of this solicitation. Verification from the manufacturer of Energy Star Compliance must be provided.
5.0 PRICE QUOTATION
Provide pricing based on all 3 award scenarios (item by item, groups of items, all items).
Unit Cost Unit Cost Unit Cost
Item #/Description Qty (If award item by item) (if award by group) (if awarded all items)
Group A (items 1-4)
1 Work Table 30 x 72 1 $ $ $
2 Work Table 30 x 60 1 $ $ $
3 Bun Pan Rack 1 $ $ $
4 Wire Shelving 6 $ $ $
x qty 6
Total, Group A (items 1-4) $
Group B (item 5)
5 Blodgett Combi Oven 1 $ $ $
Total, Group B (item 5) $
Group C (items 6-9)
6 Mixer, 12-quart 1 $ $ $
7 Mixer, 40-quart 1 $ $ $
8 Patty Press 1 $ $ $
9 Meat Grinder (option) 1 $ $ $
Total, Group C (items 1-8 & possibly 9) $
Leadtime: State the number of days to delivery after receipt of order for each item:
Item 1: Item 6:
Item 2: Item 7:
Item 3: Item 8:
Item 4: Item 9:
Item 5:
COMPANY NAME (please print)
REPRESENTATIVE NAME (please print)
SIGNATURE
TELEPHONE NUMBER