REQUEST FOR BID #36-04                                                                    March 2,  2004

 

 

                                                            UNIVERSITY OF MAINE

                                                        PURCHASING DEPARTMENT

                                                         ORONO, MAINE 04469-5765

 

                                                                LETTER JACKETS

 

 

1.0        GENERAL INFORMATION:

 

The University of Maine System, acting through the University of Maine, is seeking quotations for letter jackets with sewn on chenille M's and sport insert for its Department of Athletics Equipment Room.

 

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        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.

 

1.3        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 jacket that 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.

 

1.4        Evaluation Criteria:  Bids will be evaluated on the following criteria: price, sample, delivery.

 

 

 

 

 

 

 

1.5        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.

 

1.6        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:         

                                                                        Robert Eslin

Purchasing Department Room 101

University of Maine

5765 Service Building

Orono, Maine 04469-5765

(207) 581-2688

 

1.7        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 2:30 P.M. local time Tuesday, March 16, 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 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.

 

1.8        Costs of Preparation:  Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.

 

1.9        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 #______

1.10      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.

 

1.11      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.

 

1.12      Contract Term:  The contract term shall be for a period of one year commencing upon award of a contract.  With mutual written agreement of the parties this contract may be extended for two additional one-year periods. 

 

 

2.0        SPECIFICATIONS:  Jackets will be ordered as needed during the term of this agreement.  The price of the jacket must include the sewn on Chenille M with sport insert.

 

Item      Qty                   Description                                                                   

 

 1.        As Needed        Letter Jackets:              

80% virgin wool 20% nylon  with white snap closures.

Body and sleeves 24oz 80% colorfast virgin wool - navy blue with Raglan sleeves

Pocket Trim - white leather preferred

Cuffs, collar and waistband - navy with white stripes

Lining - 100% nylon, quilting 6oz 100% bonded polyester.

 

                                    Chenille M's.

Body of M-Columbia blue. Border of M-navy blue.

Sport inserts to be sewn on M.

Hockey, Soccer, Men's Swimming,

X-Country, Track, Baseball,                                

 

See attached picture.  (Current jacket used is Awards U.S.A)

                         

            Typical Annual                                                Specify if Different

Avg. Qty.          Sizes:                           Sizes                            Price             Extension                                  

16                     Medium (40-42)               ________                    $_______       $_______

21                     Large    (44-46)                ________                   $_______       $_______

15                     Xlarge   (48-50)                ________                   $_______       $_______

24                     2XLarge 2+2 (52-54)          ________                   $_______       $_______

16                     3XLarge (56-58)     ________                   $_______       $_______            

15                     3XLarge 2+2 (56-58)         ________                   $_______       $_______

            14                     4XLarge 2+2  (60)              ________                   $_______       $_______

 

Number of day’s delivery from receipt of a purchase order: ____________________________

 

            How long will the above prices remain firm?                          ____________________________

 

            2nd year of the contract prices will be list + or -                            %

 

            3rd year of the contract prices will be list + or -                             %

 

 

2.2        Samples:  Bidders must provide a sample jacket and letter.  Samples shall be exact and true representatives of the jackets and letters offered.  Each sample shall be properly tagged or labeled with the name of the bidder, the bid opening date, and the specific commodity or item number.  Samples must be provided at no cost to the University and will be returned after the bid award.  In the event the delivered product fails to conform to the sample provided, the Contractor shall immediately replace the portion of the delivered commodity with acceptable material conforming to the contract requirements at no additional cost to the University.

 

Samples must have the bid number and date clearly identified on the package

 

Jackets need to be sent in individual clear plastic bags with size indicated on the garment and the bag.   

 

            Sample Chenille Letter with sport insert must be sent for evaluation and approval