REQUEST FOR BID #29-05 February 16, 2004
UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
VEHICLE BID SPRING 2005
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 States 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, March 1, 2005, 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 Farmington Robert Lawrence 207-778-7006
University of Southern Maine Facilities Anita Higgins 207-780-4160
University of Southern Maine Telecom Nancy Austin 207-780-4393
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
1 1 ton 4X4 Pick-up 1
2 4 door Mid size Sedan 1
3 Ύ ton 4X4 Pick-up 1
4 Ύ ton Cargo Van 1
5 Ύ ton Cargo Van 1
6 7 Passenger Mini Vans 2
7 ½ ton Cargo Van 1
8 Small Cargo Vans 2
3.0 SPECIFICATIONS AND PRICE QUOTES
SCHEDULE 1- The University of Maine Darling Center Walpole. One (1) new 2005 model, full size pick-up truck, 4-wheel drive, 1-ton, with the following specifications:
Air Conditioning Factory installed
Alternator Heaviest available
Battery Heavy duty
Body Type and Size Regular cab, wideside, 8-foot box length with
Rhino lining up over rails
Brakes Power, ABS all four wheels
Bumpers Front bumper; rear step and tow bumper
Color, exterior Red
Color, interior Pewter
Cooling System To -40° Fahrenheit
Cruise Control Installed
Differential Rear Locking
Door locks Power
Drive Train 4 X 4, engaged from inside cab no outside manual
locking hubs
Engine gas or diesel, 450 ft. lb. torque minimum
Engine block heater Installed
Floor covering Color keyed carpeting
Floor Mats Rubberized vinyl (color keyed or black)
Fog lamps Front, installed
Heater/Defroster Heavy duty
Instrumentation Full
Mirror, Inside Rear view, adjustable day/night
Mirrors, Outside Power adjustable, folding, and heated, no turn signals in
Mirrors, if available
Rear axle 4.10 ratio, Single rear wheels
Seat Split bench
Shock Absorbers Heavy duty, front and rear
Skid Plate Package To protect front underbody, oil pan, differential and transfer case
Snow Plow 8 Fisher Minute Mount 2 with steel trip edge,
vehicle mount, wiring, hydraulic unit, headlight adapters, lights, metal snow foil, blade markers, dash mounted joystick, 6-7 rotating yellow beacon in center of overhead cab all installed.
Snow Plow Package Installed
Sound System AM/FM with CD player
Suspension Heavy duty, 1-ton
Steering Power
Tires LT rated on / off road, mounted full size spare
Tow Package Installed, 10,000 lb minimum rated hitch, 7 wire harness
pigtail receptacle installed
Transmission Heavy duty automatic with transmission oil cooler
Upholstery Premium Cloth
Window, Rear defogger Electric, factory installed
Windows Deep tinted
Windows, door locks Power
Windshield Washers/Wipers Dual electric, multi-speed, intermittent
14 DAY PLATE
Make, Model and Year
Net Price Delivered to the $
University of Maine
Delivery Time from Receipt of P.O.
SCHEDULE 2 University of Maine - College of Education and Human Development One 2005, 5 or 6 passenger, mid-size, 4-door sedan, Ford Taurus or acceptable alternate with the following specifications:
Air Conditioning Factory installed
Air Bags Factory installed next generation
Side-impact air bags (if available)
Brakes Power/ABS/anti-lock
Color Solid color to be determined
Cooling System To -40 degrees Fahrenheit
Cruise Control Factory installed
Engine V-6
Mirrors Power
Radio AM/FM stereo
Seats Cloth bench or bucket seats acceptable 5 or 6 passenger
Steering Power w/tilt adjustable steering wheel
Defogger Rear window defogger
Transmission 4-Speed automatic w/overdrive
Tires All season steel belted radials
Windshield Wipers Electric, variable intermittent
Windows and door locks Power
14-Day plates
Make, Model and Year
Net Price Delivered to the
University of Maine $
Delivery Time from Receipt of P.O.
SCHEDULE 3 University of Maine SAS Property Management One (1) new 2005, Ύ ton, 4X4, pickup truck fleetside, 8 box, with the following specifications:
Air Bags Driver and passenger
Air Conditioning Factory Installed
Audio System AM/FM stereo, factory installed
Battery Heaviest Available
Body Type and Size Regular cab; Fleetside with 8 box
Brakes Power/ABS, if available
Bumper Front and rear step and tow
Color Dark Blue
Cooling System To -40 degrees Fahrenheit
Cruise Control Factory installed
Engine Gasoline, V-8 5.4L or better
Floor covering Full floor vinyl
Floor mats Required, if floor is carpeted
Keys Two extra sets of keys
Mirrors, outside Adjustable from inside, if available
Seats 3 passenger bench
Steering Power
Tires All weather tread
Tire, spare Full size
Transmission Automatic, 3 or 4 speed, HD
Upholstery Cloth
Make, Model and Year
Net Price Delivered to the
University Maine $
Delivery Time from Receipt of P.O.
SCHEDULE 4 University of Maine Bookstore - One new 2005, Ύ ton, cargo van with the following specifications:
Air Conditioning Factory installed
Air Bags Driver's & Passenger Air Bags
Battery Heaviest available
Body Type & Size 3/4 Ton, 2-passenger
Brakes Power, 4-wheel anti-lock
Bumpers Front & Rear (step and tow)
Color Solid (to be selected)
Cooling System To -40 degrees Fahrenheit
Differential Limited slip or locking Differential
Doors Open out side, w/ fixed glass Open out rear w/ fixed glass
Engine V8
Floor Covering Black full length vinyl
Mirrors, Outside Dual fold-away, black
Mirror, Inside Standard rear-view, adjustable day/night
Radio AM/FM, factory installed
Seats Dual front bucket seats (Cloth Covering)
Steering Power
Tires All season w/full size spare
Transmission 4-Speed automatic w/overdrive
Wheelbase 135" approximate
Wipers Intermittent
Cargo Barrier Installed behind seats w/door if available
Make, Model and Year
Net Price Delivered to the $
University of Maine
Delivery Time from Receipt of P.O.
SCHEDULE 5 University of Maine - Printing Services - One new 2005, 3/4 ton, cargo van with the following specifications:
Air Conditioning Factory installed
Air Bags Driver's & Passenger Air Bags
Battery Heaviest available
Body Type & Size 3/4 Ton, 2-passenger
Brakes Power, 4-wheel anti-lock
Bumpers Front & Rear Painted
Color Solid (to be selected)
Cooling System To -40 degrees Fahrenheit
Differential Limited slip or locking Differential
Doors Open out side, w/ fixed glass Open out rear w/ fixed glass
Engine V8
GVW 7300 approximate
Floor Covering Black full length vinyl
Mirrors, Outside Dual fold-away, black
Mirror, Inside Standard rear-view, adjustable day/night
Radio AM/FM, factory installed
Seats Dual front bucket seats (Cloth Covering)
Steering Power
Tires All season w/full size spare
Transmission 4-Speed automatic w/overdrive
Wheelbase 135" approximate
Wipers Intermittent
Make, Model and Year
Net Price Delivered to the $
University of Maine
Delivery Time from Receipt of P.O.
SCHEDULE 6 University of Maine at Farmington (Facilities) - Two (2) new 7-passenger, regular wheel base, 2005 model mini-vans, Dodge Caravan, or acceptable alternate, as described below, delivered to the University of Maine at Farmington:
Accessory Power Outlet One (can be cigarette lighter)
Air Bags Second generation depowered dual, factory installed
Air Conditioning Factory installed, CFC free
Arm Rests Front and rear
Audio System AM/FM stereo, factory installed
Brakes 4-wheel ABS, power assisted
Carpeting Wall to wall
Color Maroon, preferred
Cooling System To -40° Fahrenheit
Doors Sliding second row doors on driver and passenger sides
Engine V-6, electronic fuel injection
Floor Mats Required
Glass Tinted
Lights, Interior Dome with automatic switches on all doors
Mirror, Inside Standard rear view, adjustable day/night
Mirrors, Outside Two (2), adjustable from inside if available
Rear Window Electric defroster and wiper
Seating 7-passenger seating
Seat Covering Cloth upholstery
Speed Control Factory installed with resume function
Steering Power assisted with tilt steering column
Tires Radial steel belted, all-weather tread
Transaxle Automatic, front wheel drive
Windshield Tinted
Windshield Wiper/Washer Variable-timed interval wipers w/washers
Additional requirement 14 day plates
Make, Model and Year
Net Price Delivered with no trade-in to
the University of Maine at Farmington $
Delivery Time from Receipt of P.O.
Delivery address:
The University of Maine at Farmington
Department of Facilities Management
Robert Lawrence
147 Farmington Falls Road
Farmington, Maine 04968
207-778-7009
NOTE: Please enclose chart for selection of interior and exterior colors and pamphlet on the vehicle quoted.
SCHEDULE 7 University of Southern Maine (Telecommunications) - One (1) new 2005, rear wheel drive, full size, regular wheel base, ½ ton cargo van, GMC Savana 1500 Cargo Van, or acceptable alternative with the following specifications delivered to the University of Southern Maine at Portland:
Accessory power outlet One (can be cigarette lighter)
Air Bags Driver and passenger
Air Conditioning Factory installed
Audio System AM/FM stereo, factory installed
Battery Heavy duty, approximately 800 cca
Brakes Power with 4-wheel anti-lock
Cargo Doors Manual sliding right side door; rear barn doors
Cargo Door Windows, Fixed Required both side and rear
Color TBD
Cooling System Protected to -40° Fahrenheit
Differential Locking rear
Drive Train Rear Wheel Drive
Engine V-6, electronic fuel injection
Floor covering Black rubberized vinyl, full length
Insulation