REQUEST FOR BID #2-05                                                                                       June 23, 2004

Administered by:

UNIVERSITY OF MAINE

PURCHASING DEPARTMENT

ORONO, MAINE  04469-5765

EQUIPMENT BID FOR REPLACEMENT COMMERCIAL

DISHWASHER, KILBURN COMMONS, UMM

DISHWASHER NOLAND HALL, UMFK

1.0    GENERAL INFORMATION

         1.1     The University of Maine System, acting through The University of Maine at Machias (UMM) and The University of Fort Kent (UMFK) is seeking bids for two (2) Hobart CRS-66A commercial dishwashers or equal as described below.  One dishwasher will be delivered and installed at each campus.

                  For reference, The University of Maine at Machias and The University of Maine at Fort Kent 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:  The dishwashers provided in this bid will be used in the Kilburn Commons at UMM and Noland Hall at UMFK.  The ‘drop dead’ date for installation (fully installed and operational) is August 21, 2004.  Note:  At UMM, installation can not commence until August 16, 2004.  The Contractor will be responsible for removal and disposal of the existing Hobart dishwashers and installation of the new dishwashers including the removal of all packing materials.  All hookups will be the Contractor’s responsibility.  The University has only one dishwasher on each campus therefore the Contractor’s commitment to service and ability to meet the required response times are critical.

         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, however the University reserves the right to award to multiple vendors (one vendor for UMM and a different vendor for UMFK) if it is in the University’s best interests to do so.  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     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 Room 101J

            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 (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, July 8, 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.

         1.10   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 and service.

         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     On-Site Inspection Prior to Ordering Equipment:  Contractor will be required to do on-site inspection with University personnel to assist in final ordering process. 

           2.2   Time is of the Essence:  All work, including the successful conclusion of final acceptance, shall be completed by August 21, 2004.  It is understood and agreed by the Contractor that time is of the essence in the delivery of supplies, services, materials or equipment of the character and quality specified in this document.  In the event these specified supplies, services, materials or equipment are not delivered by the date specified, there will be deducted 1% of the bid amount per day for each and every calendar day of delay beyond the time specified; except that if the delivery be delayed by acts of God, civil or military catastrophes, transportation delays, inability to obtain materials or parts from suppliers, or other force majeure beyond the Contractor's reasonable control, an extension of time as the University deems appropriate may be granted.  Upon receipt of a written request and justification for an extension from the Contractor, the University may extend the time for performance of the contract or delivery of goods herein specified, at its sole discretion, for good cause shown.

         2.3     Delivery Notification:  The Contractor shall notify Jim Miner, Department of Facilities Management, 207-255-1315 (UMM) and Dick Bouchard, Department of Facilities Management, 207-834-7671 (UMFK) at least one week before delivery.

         2.4     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.  The Contractor shall be responsible for connecting the new equipment to utilities, located not more than 5’ from the equipment.  Any special installation requirements will be submitted with the bid to the University.  The Contractor will secure the existing tables to the new unit and modify the dish rack shelf so that it doesn’t impede operation.  All transportation and installation arrangements will be the responsibility of the Contractor.  Equipment will be delivered directly to the installation site. 

                  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.

                  Responsibility for removal of the existing dishwasher and installation of the new dishwasher rest with the Contractor, however the University will:

                  Assist if any problems develop with any piping or electrical equipment that are to be reconnected to the new dishwasher.

         2.5     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.

2.6     Manuals:  The Contractor shall provide with each piece of equipment owners manual and/or maintenance instructions and parts lists.

         2.7     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.

         2.8     Payments:  Payment will be upon submittal of an invoice to The University of Maine at Fort Kent and The University of Maine at Machias, respectively, by the Contractor on a net 30 basis after acceptance unless discount terms are offered.  Invoice must include the purchase order number.  Note: Each campus, UMM and UMFK, will issue its own purchase order.

         2.9     Training:  Contractor will be required to provide training of University personnel on all equipment.  Training shall include basic overview of equipment operation, cleaning instructions, and recommended maintenance & service schedule.  Training will be scheduled after all equipment has been installed.

3.0         SPECIFICATIONS: Two (2) Hobart CRS-66A Dishwashers or equal as described below.  There are two minor differences between the UMM and UMFK machines.  These are highlighted in bold.

SPECIFICATIONS FOR THE UNIVERSITY OF MAINE AT MACHIAS  

SPECIFICATIONS FOR THE UNIVERSITY OF MAINE AT FORT KENT     

NOTE:  IF THE INFORMATION TO BE PROVIDED IN SECTIONS 4 AND 5 BELOW, IS IDENTICAL FOR BOTH UMM AND UMFK, THEN BIDDERS NEED MAKE ONLY ONE ENTRY.  IF HOWEVER, ANY OF THE INFORMATION TO BE SUBMITTED IS DIFFERENT FOR ONE OF THE TWO CAMPUSES, BIDDERS MUST MAKE IT PERFECTLY CLEAR WHAT INFORMATION IS DIFFERENT AND TO WHICH CAMPUS THE INFORMATION APPLIES.

4.0     SUBMISSION REQUIREMENTS:

         4.1     Installation:  If removal and installation is to be performed by other than the bidder, identify the company / individual and their qualifications / experience on similar removals / installations.  Describe any special installation requirements.

         4.2     Service:  The service and engineering support available must be described.  If service is to be performed by other than the bidder, identify the company / individual and their qualifications.      Provide costs for:

                  4.2.1     Service contract agreement that would be effective upon warranty expiration.

                              $_____________________________________________________________

                  4.2.2     Individual service calls as required (labor, travel, etc.).

                              $______________________________________________________________

                  4.2.3     Spare parts for which local stocking is recommended.

                              $______________________________________________________________

         4.3     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.

                  __________________________________________________________________

         4.4     Lead Time:  State the number of days to installation after receipt of the order:

                  __________________________________________________________________

(Note: The drop dead date is August 21, 2004)

         4.5     Training:  Pricing must include complete training for University personnel.  Describe the training included.

                  ____________________________________________________________________

5.0     PRICE QUOTATION:  Two (2) Hobart CRS-66A Dishwashers or equal as described:

         5.1     Make and Model      __________________________________________________

Price for each, installed:

$________________________________________________________________

         5.2     Service contract agreement that would be effective upon warranty expiration:

Price for each:

$________________________________________________________________

         5.3     Individual service calls as required (labor, travel, etc.):

$________________________________________________________________