REQUEST FOR BID #31-04 February 3, 2004
Administered by the
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
USM POLICE DEPARTMENT BID
2004 Ford Crown Victoria Police Interceptors
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through the University of Southern Maine is seeking quotations for the purchase of two (2) new 2004, Ford Crown Victoria Police Interceptors, as described below. Note: The University will NOT accept substitutes for the vehicles specified in this RFB.
1.2 Definition of Parties: The University of Southern 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."
1.3 Evaluation: Award will be made to the low bidder provided that all other requirements are satisfactorily met.
1.4 Award: 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 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
1.7 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 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, Wednesday, February 18, 2004, 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.
1.9 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.
1.10 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.
1.11 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.
1.12 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 #______
2.0 CONTRACT TERMS:
2.1 Delivery Notification: The University shall be notified twenty-four (24) hours prior to delivery so that personnel may be available to receive the vehicle. Notification shall be made to: Lt. James Stanhope at 207-228-8307.
2.2 Transportation Charges: Quotations must be F.O.B. Destination. Prices quoted will be considered to include all charges for transportation, insurance, duty and brokerage charges, etc. necessary to complete delivery on a F.O.B. Destination basis.
2.3 Payments: Payment will be upon submittal of an invoice to the University of Southern Maine by the Contractor on a net 30 basis unless discount terms are offered. Invoices must include a purchase order number.
2.4 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 federal court or state court located in the State of Maine.
2.5 Temporary Plates: All vehicles must be delivered with 14-day plates.
3.0 SPECIFICATIONS: Two (2) new 2004, Ford Crown Victoria (body code P71) Police Interceptors (order code 720A-POL INTR 327) with the following specifications.
NO SUBSTITUES
Air Bags Driver and Front Passenger
Air Conditioning Factory Installed
Audio (Radio Suppression Package) Required (53M)
Audio System Electronic AM/FM stereo (58F)
Battery Heavy duty
Brakes Power/ABS/anti-lock
Color, Exterior Vibrant White Clear coat (WT)
Deck Release On door and instrument panel, ignition powered (61H)
Door Locks / Handles, Rear Inoperable rear door handles / locks (157)
Engine 4.6L OHC SEFI V-8
Floor covering Heavy duty rubber floor covering
Glass, Side Laminated Security Side Glass (68G)
Keys Keyed alike (both vehicles) (432)
Lamp, Spot Driver’s side spot lamp (51A)
Lamps, Courtesy Disabled (478)
License Plate Bracket, Front Required (153)
Rear Axle, Limited Slip 3.27 ratio; Traction-LOK (45C)
Seats, Front Front buckets, power driver’s seat (21A)
Seat, Rear Bench
Steering Wheel Tilt
Tires Police tires with full size spare wheel tire assembly
Traction Control Required (553)
Transmission Electronic automatic with overdrive
Upholstery Dark charcoal, cloth front / vinyl rear (IW)
Windshield Wipers Dual electric, two-speed intermittent
Additional Requirements
Keys, Additional Four (4) additional ignition keys per vehicle
Wheels (w/o tires), Additional Two (2), one additional full size spare wheel per vehicle
Must be for Police Service – identical to those w vehicle
Make, Model and Year ___________________________________________
Net Price Delivered to the
University of Southern Maine $__________________________________________
Delivery Time from Receipt of P.O. _____________________________________
Delivery address:
The University of Southern Maine
Department of Facilities Management
Anita Higgins
25 Bedford Street
Portland, Maine 04104-9300
207-780-4160