REQUEST FOR BID #37-04 March 5, 2004
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 high and low density polyethylene trash can liners as specified herein.
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 can liners to the University will be referred to as the "Contractor."
1.2 Purpose: The University inventories can liners to provide supplies to the campus. The selected Contractor will supply high and low density can liners to the University's Central Supply to meet it's inventory requirements. Usage shown on the bid form are for the most recent 12 twelve month period for which data is available, however, the Contract shall cover the actual needs of the University throughout the contract period regardless of whether the quantities are more or less than those listed in the bid.
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: It is the intent of The University 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/proposals. 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 of the challenge.
1.6 Debarment: Submission of a signed bid or proposal 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 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 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.
1.9 Evaluation Criteria: Award will be made to the low bidder provided that all other requirements are satisfactorily met. However, consideration will be given to references and delivery time.
1.10 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 BIDDING REQUIREMENTS
2.1 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 must be noted in your response.
2.2 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, Interim Director of Purchasing
Purchasing Department Room 101
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2688
2.3 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 Thursday, March 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 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 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.
3.0 GENERAL TERMS AND CONDITIONS
3.1 Assignment: Neither party of the Contract shall assign the Contract without the prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of the University.
3.2 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.
3.3 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
3.4 Contract Term: The contract term shall be for a period of one (1) year commencing upon the issuance of a standing purchase order. With mutual written agreement of the parties this contract may be extended for two (2) additional one-year periods.
3.5 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
3.6 Cancellation/Termination: If the Contractor defaults in its agreement to provide can liners to the University's satisfaction, or in any other way fails to provide service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within forty-eight (48) hours, the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Except for such cancellation for cause by the University, either the University or the Contractor may terminate this Contract by giving thirty (30) days advance written notice to the other party. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the contract during the notification period.
3.7 Contract Administration: The University of Maine Purchasing Department or its designee shall be the University's authorized representative in all matters pertaining to the administration of this contract.
3.8 Clarification of Responsibilities: If the Contractor needs clarification or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Robert Eslin, Interim Director of Purchasing.
3.9 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veterans status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
3.10 GLB (Confidentiality of Information): The Contractor shall comply with all aspects of the Gramm Leach Bliley Act regarding safeguarding confidential information.
3.11 Quantities: The quantities shown on the bid form are approximate only. The Contract shall cover the actual needs of the University throughout the contract period regardless of whether they are more or less than the quantities shown.
3.12 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.
4.0 SPECIFICATIONS AND SUBMISSION REQUIREMENTS
4.1 Specifications and Bid Pricing: The bid shall be in the form of a firm price for each line item for one (1) year. The bid price shall include charges such as installation, shipping, insurance, and all other costs necessary to make delivery F.O.B. destination. Charges not specified in the bid will not be honored. Usage shown on the bid form are for the most recent twelve (12) month period for which data is available.
Schedule I: High Density Polyethylene Can Liners (minimum 6 microns): Minimum acceptable net weight of polyethylene per 1000 can liners will be based on the following formula: 6/25.4 x L x W/14.5. Where L = liner length, and W = liner width.
Item # Size Case Pack Color Avg. Annual Usage Price/Case Total Cost
1. 24" x 33" 1000 Clear 325 cs $______ $_________
Schedule II: Low Density Polyethylene Can Liners: Low density can liners shall meet or exceed the specifications listed below. Minimum acceptable net weight of polyethylene per 100 can liners bill be based on the following formula: L x W x mil/150. (Where L = liner length, W = liner width, and mil = the liner thickness measured in thousandths of an inch.)
Item # Size Mil Case Pack Color Avg.Ann.Usage Price/Case Total Cost
1. 40 x 46 1.25 100 Clear 774 cs. $________ $________
2. 40 x 46 1.25 100 Black 1826 cs. $________ $________
3. 38 x 60 1.25 100 Black 962 cs. $________ $________
Total $________
If any of the above bags have a recycled material content, please identify the % content.
How will you determine your price increases in the extension years?
4.2 Lead Time: State the number of days to delivery after receipt of the order:
__________________
4.3 Minimum Quantity: State the minimum order case quantity, if any, to guarantee pricing:
____________
4.4 Product Information: The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the University of Maine to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered non-responsive.
4..5 Sample Can Liners: After the bid opening and prior to award, sample can liners may be requested of bidder in order to further evaluate products offered in response to this request. Samples shall be exact and true representatives of the material 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 shall be provided at no cost to the University. 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
4.6 EPP Commitment: The University has made a commitment to purchase Environmentally Preferred Products (EPP) to the extent possible and to buy from vendors who are being good stewards of the environment as well. To that end we ask that you provide us with information that will help us to do that in the future. Please submit with your bid/proposal the ways in which your company is working to be better stewards of the environment. If that information is on your website, please provide us with the web address. Include:
1) Products that display one or more positive environmental attributes (recycled content, energy or water efficiency, lox toxicity or biodegradability.)
2) Products that generate less waste by containing less packaging or by being more durable, reusable or remanufactured.
3) Products that meet certain environmental criteria during production (chlorine free, wood from a sustainably managed forest.)
4) If you will reclaim or take back items (batteries, electronics, carpeting, oil products, tires and toner cartridges.)
5) Any credentials or awards you have received for being good stewards of the environment.
4.7 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.
4.8 References: A list of three references is required to be submitted with your quotation. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________.