REQUEST FOR BID #11-05 September 14, 2004
UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
VEHICLE BID FALL 2004
1.0 GENERAL INFORMATION
1.1 The University of Maine System, acting through the University of Maine, is seeking quotations for the purchase of vehicles according to the attached schedules.
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 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 that 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 vehicle being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the University to determine if the vehicle 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.
1.3 Award: The University reserves the right to award this bid on a schedule-by-schedule basis, 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.
1.4 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.
1.5 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 Evaluation Criteria: Awards will be made to the low bidder, providing delivery needs and all other requirements are satisfactorily met. However, in keeping with the spirit of the State’s Clean Government Initiative the University will consider passenger sedans with a 30 mile per gallon or greater efficiency (highway) rating even if they do not have the lowest purchase price.
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 101A
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2688
email: eslin@maine.edu
1.8 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 Federal department or agency. It is also agreement that the University will be notified of any change in this status until such time as an award has been made.
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 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, Tuesday, September 28, 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 OR E-MAILED BIDS WILL NOT BE ACCEPTED.
1.11 Costs of Preparation: Bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.
1.12 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 CONTRACT TERMS
2.1 Delivery Notification: Notification must be made to the following people at these locations twenty-four hours prior to delivery so that personnel may be available to receive delivery.
Campus Contact Phone Number
University of Maine Mike Hambrock 207-581-2742
University of Maine at Machias Jim Miner 207-225-1315
University of Maine at Farmington Robert Lawrence 207-778-7006
University of Maine at Presque Isle David St. Peter 207-768-9577
University of Maine at Fort Kent Robert Bouchard 207-834-7671
University of Southern Maine Anita Higgins 207-780-4160
2.2 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 state court located in the State of Maine.
2.3 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 a F.O.B. Destination basis.
2.4 Payments: Payment will be upon submittal of an invoice to the address provided on the purchase order, on a net 30 basis unless discount terms are offered with the bid document. Invoice must include the purchase order number.
2.5 Temporary Plates: All vehicles must be delivered with a 14-day plate.
NOTICE TO ALL BIDDERS
The owner of record on the title application for any vehicle purchased by the University shall be: The University of Maine System, 107 Main Avenue, Bangor, Maine 04401. The legal residence on the vehicle registration shall reflect the campus location, i.e. Orono; Farmington; Presque Isle; etc.
INDEX TO SCHEDULES
Schedule Number Vehicle Description Quantity
I ¾ ton 4X4 Pick-up 1
II Mini-van 1
III ½ ton 2WD Pick-up 2
IV 8 PAX Vans 3
V ¾ ton 2WD Pick-up 1
VI ¾ ton 4X4 Pick-up 1
VII Toyota Hybrids 2
VIII 1 ton 4X4 Pick-up 1
IX Step vans 2
X ¾ ton 4X4 Pick-up 1
XI Compact 2WD Pick-ups (Chassis only) 2
XII ¾ ton 4X4 Pick-up 1
XIII Mini-van 1
XIV ½ ton 4X4 Pick-up 1
XV Mini-van 1
XVI 12 PAX Van 1
XVII 12 PAX Van 1
XVIII Mini-van 1
XIX ¾ ton 4X4 Pick-up 1 or 2
3.0 SPECIFICATIONS AND PRICE QUOTES
SCHEDULE I - The University of Maine – University Forests. One (1) new 2004 or 2005, ¾ ton, 4X4, extended cab 4 door pickup truck fleetside, 8 ‘ body, with the following specifications:
Air Bags Driver and pssenger
Air Conditioning Factory Installed
Audio System AM/FM stereo, factory installed
Auxiliary Battery Heavy duty, installed
Body Type and Size Extended cab 4 door; Fleetside – with 8’ box
Brakes Power/ABS, if available
Bumper Front and rear step and tow
Color To be selected (solid color not white)
Cooling System To -40 degrees Fahrenheit
Cruise Control Factory installed
Differential Limited slip or locking
Engine Gasoline, V-8, 5.4L or better
Floor covering Full floor rubber or vinyl (preferred)
Floor mats Required, if floor is carpeted
Fuel Tank 26 gal or larger
Mirrors, outside Adjustable from inside, if available
Seats Bench, w/fold down arm rests, if available
Snow Plow Prep Package Installed
Steering Power
Tires All weather tread, LT rated
Tire, spare Full size
Trailering package Heavy duty, 10,000 lb., installed
Trailer Hitch Frame mounted with wiring harness
Transmission Automatic, with transmission cooler – if available
Upholstery Cloth
Make, Model and Year
Net Price Delivered to the
University Maine $
Delivery Time from Receipt of P.O.
Optional Equipment
The University may purchase a v-plow for this vehicle. Bidders are asked to provide separate pricing for this plow as if it were installed and delivered with the truck.
Snow Plow 9 ½ ‘V- Plow, quick hitch with hand held control installed in truck
$____________________________________
SCHEDULE II – University of Maine – Hutchinson Center. One (1) new, 7 passenger, 2004 or 2005 model mini-van, Dodge Caravan or acceptable alternate, as described below, delivered to the University of Maine Garage, Orono, ME 04469:
Air Bags Driver and passenger
Air Conditioning Factory installed, CFC free
Audio System AM/FM Radio
Brakes Power assisted
Carpeting Wall to wall
Color Blue preferred will consider other colors
Cooling System To -40° Fahrenheit
Cruse Control Factory installed
Doors Sliding side doors, driver and passenger sides
Door Locks Power
Engine V-6, electronic fuel injected
Floor Mats Required
Lights, Interior Dome w/automatic switches on all doors
Mirror, Inside Standard rear view, adjustable day/night
Mirrors, Outside Two (2), adjustable from inside
Rear Window Electric defroster and wiper/washer
Seating 7-passenger seating (belts and shoulder harnesses)
Seat Covering Cloth upholstery
Steering Power assisted with tilt steering column
Tires Radial steel belted, all-weather tread
Transmission Automatic
Windows Power
Windshield Tinted
Make, Model and Year
Net Price Delivered with no trade-in
$
Delivery Time from Receipt of P.O.
NOTE: Please enclose chart for selection of interior and exterior colors and pamphlet on the vehicle quoted.
SCHEDULE III – University of Maine – Pest Management. Two (2) new 2004 or 2005, ½ ton, 2 wheel drive, extended cab pickup trucks with the following specifications:
Air Bags Driver and passenger
Air Conditioning Factory Installed
Body Fleetside with 6 foot box
Brakes Power/ABS
Bumper Front and Rear step and tow
Color Blue
Cooling System To -40 degrees Fahrenheit
Doors 2 full size and 2 smaller doors
Engine 6 cylinder
Mirrors Two outside, left & right, left (adjustable from inside optional)
Radio AM/FM Stereo, factory installed
Seats Bench
Steering Power
Suspension package Trailering, heavy duty
Transmission 4-Speed automatic w/overdrive
Tires All weather tread steel belted radials w/full size spare
Upholstery Cloth
Windshield Wipers Electric, variable intermittent
Differential Locking Rear or limited slip Differential
Trailer Hitch Reese hitch with wiring harness
Make, Model and Year
Net Price Delivered to the
University of Maine $
Delivery Time from Receipt of P.O.
SCHEDULE IV – University of Maine - Department of Facilities Management. Three (3) new 2004 or 2005, 8-passenger window vans with the following specifications:
Air Bags Driver and passenger
Air Conditioning Factory installed, front & rear
Alternator Heaviest available
Balanced Wheels Front, rear & spare, aligned front end
Battery Heaviest available
Brakes Power, 4-wheel anti-lock
Bumpers Front & rear step & tow
Color Dark Blue
Cooling System To -40 degrees Fahrenheit
Cruise Control Factory installed w/resume
Doors Open out side, open out rear w/glass
Engine V-8
Floor Full vinyl flooring
Fuel Tank 30 - 35 Gallon
GVW 8,600 (approximate)
Heater/Defroster Heavy duty, fresh air
Lights, Inside Dome w/map & reading light
Mirrors, Outside Two below eye level, 7x9 swivel
Radio AM/FM factory installed
Rear Heater Factory installed
Seats Quick release
Stabilizer Bar Front & rear
Steering Power
Sun Visors Standard, left & right
Suspension Heavy duty
Tires Full spare mounted and secured, all-weather tread
Transmission Automatic w/HD cooler, 3-speed w/overdrive
Upholstery Cloth
Wheelbase Approximately 135"
Windshield Washers/Wipers Electric, variable intermittent
Additional equipment Repair Manual
Make, Model and Year
Net Price Delivered to the $
University of Maine w/no trade
Delivery Time from Receipt of P.O.
Trade-in of 2004 Chrysler 300M, 4 door Sedan Bright Silver, VIN #2C3HE66G34H597209
Approximately 21,000 miles, in very good condition. The vehicle will be available to the dealer after October 15, 2004.
Trade- value $________________________________
SCHEDULE V – University of Maine - Department of Facilities Management. One (1) new, ¾ ton, 2004 or 2005 pick-up truck, 2-wheel drive with the following specifications:
Air Bags Driver and pssenger
Air Conditioning Factory installed
Alternator Heaviest available
Battery Heaviest available
Body Type and Size Fleetside, 8 foot box length
Brakes Power 4-wheel anti-lock, if available
Bumpers Front bumper and rear step and tow bumper
Color Dark Blue
Cooling System To -40° Fahrenheit
Cruise Control Factory installed with resume
Engine V-8 gasoline
Flooring Full vinyl flooring
Floor Mats If rubber flooring is not available
Fuel Tank 30-35 Gallon
Heater/Defroster Heavy duty fresh air
Lights Inside Dome
Mirrors Inside Standard rear view, adjustable day/night
Mirrors, Outside Right and left
Radio AM/FM, factory installed
Seat 3-Passenger, split bench
Shock Absorbers Heavy duty, front and rear, if available
Steering Power
Skid Plate Skid plate package, if available
Sun Visors Standard, left and right
Suspension Heaviest available
Tires Mounted full spare, all weather tread
Transmission Automatic w/HD cooler, 3- or 4-speed w/OD, heavy duty
Upholstery Cloth
Windshield Washers/Wipers Electric, variable intermittent
Make, Model and Year
Net Price Delivered to the $
University of Maine
Delivery Time from Receipt of P.O.
SCHEDULE VI - AROOSTOOK FARM. One (1) new, 2004 or 2005, ¾ ton, regular cab, pick-up truck, 4-wheel drive with the following specifications delivered F.O.B to the Garage in Orono, ME.
Air Bags Driver and passenger
Air Conditioning Factory installed
Alternator Heavy duty
Balanced Wheels Front, rear & spare, aligned front end
Battery Heaviest available (aux heavy duty 600 cca battery)
Bed Liner Spray on, including top of rail
Body Type and Size Fleetside, 8 foot box length
Brakes Power 4-wheel anti-lock, if available
Bumpers Front bumper and rear step and tow bumper
Cab Regular cab
Color Silver or Light Charcoal
Cooling System To -40° Fahrenheit
Cruise Control Factory installed with resume
Differential Limited slip or locking
Door locks Power
Engine V-8, EFI, gasoline
Flooring Vinyl
Mirrors, Outside Right and left (heated) if available
Radio AM/FM, factory installed
Seat