Request for Bid #35-05                                                                                                  March 11, 2005

Administered by:

UNIVERSITY OF MAINE

PURCHASING DEPARTMENT

ORONO, MAINE  04469-5765

REQUEST FOR BIDS

DENTAL HEALTH PROGRAM

HU-FRIEDY STUDENT INSTRUMENT KITS

1.0     GENERAL INFORMATION

1.1     The University of Maine System, acting through the University of Maine at Augusta, is seeking quotes for the purchase of Hu-Friedy dental hygiene student instrument kits for its Dental Health Program.

For reference, The University of Maine at Augusta 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     Evaluation Criteria: Award will be made to the low bidder provided that all other requirements are satisfactorily met.

         1.3     Alternates: The University will not accept substitutes for the equipment specified. 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.  The University, in its sole discretion, will determine if the product offered is the equal of that specified.

1.4     Award: It is the intent of the University to award this 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.  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     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.

         1.7     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, Friday, March 25, 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 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.

         1.8     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

2.0     CONTRACT TERMS

         2.1     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.

         2.2     Contract Administration: The Dental Health Program’s Clinic Coordinator at the University College Bangor or a designee shall be the University's authorized representative in all matters pertaining to the administration of this contract.

         2.3     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.

         2.4     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.

         2.5     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.

         2.6     Delivery:  The University requires delivery within four (4) weeks of order.

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     Quantities: The quantities shown on the bid form are approximate only. The contract shall cover the actual needs of the University throughout the term of the contract regardless of whether they are more or less than the quantities shown.

         2.9     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.

         2.10   Payments: Payment will be upon submittal of an invoice to the Dental Health Programs, 29 Texas Avenue, Bangor, ME 04401, by the Contractor on a net 30 basis unless discount terms are offered.  Invoice must include the purchase order number.

         2.11   Pricing: Quoted prices will remain in effect until September 30, 2005

         2.12   Damaged Goods: Credit must be given for damaged goods.

3.0               EQUIPMENT LIST

Hu-Friedy Dental Hygiene Instruments

Each of the following kits is to be individually packaged.  Please use the following colors.

            Diagnostic                                             Yellow

            After-Five Curettes                                 Green

            Mini-Five Curettes                                  Purple

            Universal Curettes                                  White

            Sickle Scalers                                       Red

            Standard Gracey Curettes                      Blue

            Whenever possible, we would PREFER the resin instruments with the #8 handle.

Cylindrical stones included in the kits need to be packaged separately.  Not included in the cassette.

            Basic Kit – Please Package into 24 Kits

            Standard Kit – Please Package 24 Kits

            Combination After Five and Mini 5 Kit – Please Package 24 Kits

4.0        SUBMISSION:  All prices quoted shall be FOB destination.

4.1        Price for 24 Basic Kits:               $______________________________

4.2        Price for 24 Standard Kits:          $_______________________________

4.3        Price for 24 Combination:            $_______________________________

After Five and Mini Five Kits