REQUEST FOR BID #17-05 October 22, 2004
Administered by:
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 Southern Maine, is seeking quotes for equipment as outlined in the attached documents.
For reference, the University of Southern 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: To purchase print/mail equipment for the University’s Mail Services according to the specifications attached.
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 or Purchasing within five (5) business days of the date 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: Hal Wells
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2708
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 of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, no later than 2:00 P.M. local time Tuesday, November 9, 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 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.
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 and working. 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; Printing Services, 46 Bedford Street, Portland, ME 04104. Delivery notification must be made to Bob Smith 207-780-5246 at least three (3) working days 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.
2.3 GLB (Confidentiality of Information): The Contractor shall comply with all aspects of the Gramm Leach Bliley Act regarding safeguarding confidential information.
2.4 Manuals: The Contractor shall provide an owners manual and/or maintenance instructions and parts lists with each piece of equipment.
2.5 Payments: Payment will be upon submittal of an invoice to the University of Southern Maine’s business office by the Contractor on a net 30 basis unless discount terms are offered. Invoice must include the purchase order number.
2.6 Delivery: Delivery, installation and acceptance should be completed by January 1, 2005.
3.0 SPECIFICATIONS
SCHEDULE I: MODULAR FOLDER/INSERTER SYSTEM
A. Minimum requirements: 3,000 finished pieces per hour
B. Maximum sheet size: 8 ˝” x 14”
C. Minimum sheet size: 3 ˝” x 5 1/8”
D. Paper weight: 16 to 60 pound
E. Minimum 6 bin capability:
· 1 bin #10 envelope
· 1 bin #9 envelope
· 4 bins at assorted stock sizes
F. Preferred capability to feed, fold and insert
· Coated paper
· Stapled sets
G. Minimum of 12 job presets
H. Exit conveyor/stacker preferred
I. Power requirement: 120 volt, UL Listed
J. Furniture: include work surface furniture with storage
K. Complete operator training: minimum of two (2) lead operators
SCHEDULE II: BLIND MATCH MAILER
A. Feed capabilities:
· #10 envelope
· Up to two (2) 8 ˝” x 11” preprinted sheets
· Up to two (2) internal laser printed sheets
· One (1) #9 envelope
· Collate, fold and insert all into #10 envelope
· Address #10 envelope to match information on laser printed sheets
B. PC driver:
· Full database management
· Address correction
· Postnet bar coding
· Print tray labels
· Print postal forms
· Purge duplicate addresses
· Tray break capable
· Cass certification
· Zip sorting
C. Power requirement: 120 volt, UL Listed
D. Complete operator training: minimum of two (2) lead operators
SCHEDULE III: TABBER
A. Minimum required pieces 12,000 per hour
B. Multiple tab heads
C. High speed feeder
D. Power output conveyor/stacker
E. Minimum media size: 3 ˝” x 8 ˝”
F. Maximum media thickness: up to 5/32”
G. Media stock capability:
· Coated
· Bond
· Card
H. Tabs:
· Minimum size 7/8”
· Stock to be clear, colored and white
· Square and round
I. Feeding: bottom feed/top load
J. Power requirement: 120 volt, UL Listed
K. Complete operator training: minimum of two (2) lead operators
SCHEDULE IV: ENVELOPE ADDRESSING SYSTEM
A. 150 dpi to 600 dpi print resolution
B. Maximum speed 20,000 or greater
C. Minimum addressing area: 3”
D. Media size: minimum 3” x 5”
E. Minimum media thickness: .375”
F. Multiple color capability
G. Power conveyor/stacker
H. PC compatible
I. Software capabilities:
· Zip sorting
· Postnet bar coding
· Cass certification
· Forms generation
· Tray labels
· Address corrections
· Tray break capable
· Full database management
· Purge duplicate addresses
J. Furniture: include work surface furniture with storage
K. Power requirement: 120 volt, UL Listed
L. Complete operator training: minimum of two (2) lead operators
4.0 SUBMISSION REQUIREMENTS
4.1 Early Payment: Bidders are to provide information on any early payment discount schedules that may be applicable to this procurement.
4.2 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, if appropriate.
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 Service Agreement: Provide the annual cost of a service agreement beyond the warranty period and the names of service representatives who would service this account.
4.6 Training: As noted in the specification for each schedule, pricing must include training for University personnel.
4.7 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.
4.8 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.
5.0 PRICE QUOTATION
5.1 SCHEDULE I: Modular Folder/Inserter System
Manufacturer and Model
Cost $
Lead Time: State the number of days to delivery after receipt of the order:
__________________
Any additional costs:
5.2 SCHEDULE II: Blind Match Mailer
Manufacturer and Model
Cost $
Lead Time: State the number of days to delivery after receipt of the order:
__________________
Any additional costs:
5.3 SCHEDULE III: Tabber
Manufacturer and Model
Cost $
Lead Time: State the number of days to delivery after receipt of the order:
__________________
Any additional costs:
5.4 SCHEDULE IV: Envelope Addressing System
Manufacturer and Model
Cost $
Lead Time: State the number of days to delivery after receipt of the order:
__________________
Any additional costs: