state of maine
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1. 4 No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation 5 The State is exempt from the payment of Federal Taxes on articles not for resale Please provide quotations that do not include these taxes Upon application an exemption certificate can be furnished by the State at the point of contract finalization Maine State Sales and Use Taxes should also not be included in any quotation as the State is exempt from the payment of such taxes QUOTATION EVALUATION AND SELECTION Evaluation of the submitted quotations shall be accomplished as detailed below Evaluation Process 1 State of Maine RFQ documents are evaluated on a Best Value basis The term Best Value takes into consideration the qualities of the goods or services to be supplied their conformity with the specifications listed in the RFQ the purposes for which they are required the date of delivery and the best interest of the State Once the goods or services have been determined to conform to the specifications listed and other Best Value considerations have been made then the Division will make its award decision based on the lowest price among the Bidders State of Maine RFQ 09A 150519 922 3 Rev 11 14 At the discretion of the State if a Bidder s submission is deemed to not conform to the specifications listed in the RFQ or otherwise not conform to the requireme2. FORM RFQ 09A 150519 922 IF amp W Leica TS 02 Plus 7 R500 Total Station Package Trimble Nomad Package EVR 10 0 Software In addition to all other information requested within this RFQ each Bidder should complete the table below to quantify the Bidder s economic impact upon and within the State of Maine The use of economic impact in making contract award decisions is outlined in Executive Order 2012 004 which states that certain contracts advertised for competitive bid shall include scoring criteria evaluating the responding Bidder s economic impact on the Maine economy and State revenues For the purposes of this RFP the term economic impact shall be defined as through the Economic Impact Factors listed in the table below To complete the economic impact section of the Bidder s response the Bidder shall provide the information requested below describing the Bidder s recent economic impact with the State of Maine This information will be evaluated as described in Part IV A Economic Impact Factors Factors Expressed in Dollars Salaries paid to Maine residents in past 12 month period Payments made to Maine based subcontractors in past 12 month period Payments of State and local taxes in Maine within past 12 month period Payments of State licensing fees in Maine within past 12 month period Charitable contributions made to Maine based not for profit organizations in pas
3. appendixes made part of this RFQ e Appendix A detailed specifications or requested item s e Appendix B Suspension amp Debarment form e Appendix C Economic Impact Form Cost Response All responses to this RFQ will require a cost quotation response in a format selected by the State of Maine That format is described below Bidder is to enter Unit Price in their response in VSS Submitting a Quotation 1 Quotations Due Quotations must be received no later than 2 00 p m local time on the date listed on the cover of this RFQ Quotations received after the 2 00 p m deadline will not be accepted 2 Submission Instructions Bidders must submit their bids in the State of Maine s electronic procurement system Advantage Vendor Self Service VSS More information on this system can be found at the following internet link http www maine gov purchases venbid rfg shtml 3 Multiple Quotations Unless specifically prohibited in Section 1 of this RFQ Bidders are permitted to submit multiple quotations for this RFQ offering alternative items or pricing for the State of Maine to consider in its best value determination 4 Withdrawal of a Quotation Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations To do so a Bidder must enter the Advantage VSS system as referenced above identify and open their submitted quotation and click the Withdraw button fo
4. required supporting documents as applicable and any other specific and agreed upon requirements listed within the contract that results from this RFQ State of Maine RFQ 09A 150519 922 7 Rev 11 14 PART II APPENDICES Appendix A State of Maine Department of Administrative and Financial Services Bureau of General Services Division of Purchases QUOTATION SPECIFICATION FORM RFQ RFQ 09A 150519 922 IF amp W Leica TS 02 Plus 7 R500 Total Station Package Trimble Nomad Package EVR 10 0 Software Bidders MUST be a certified MapScenes Dealer authorized Leica Dealer authorized MapScenes and EVR instructors and accredited by ACTAR the Accreditation Commission for Traffic Accident Reconstruction Please attach verification documents to your bid ALL training and technical support shall be included in quote ALL shipping and handling included in total quote FOB Destination Ship to IF amp W 284 State Street 41 State House Station Augusta ME 04333 0041 NO SUBSTITUTIONS Description 1 Leica TS02 Plus 7 R500 Reflectorless Total Station complete with TSO2 Plus 7 R500 Total Station 1 keyboard with laser plummet onboard memory carrying case containing screwdriver shade adjusting pins hex key and rain cover Bluetooth unit with USB port TPS400 User manual English CD ROM TPS User Documentation GDF111 BASIC Tribrach w o plummet Red amp Green 2 GEB 211 Lithium Ion batteries 2ah recha
5. STATE OF MAINE DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES BUREAU OF GENERAL SERVICES DIVISION OF PURCHASES RFQ 09A 150519 922 IF amp W Leica TS 02 Plus 7 R500 Total Station Package Trimble Nomad Package EVR 10 0 Software Quotations Responses Due May 26 2015 not later than 2 00 p m local time Note All questions and responses must be provided via the State of Maine s e Procurement system AdvantageME Vendor Self Service VSS General Instructions on Bidder Questions It is the responsibility of each Bidder to examine the entire RFQ and to seek clarification by submitting your questions through the Q amp A List tab on the Solicitation page Your answer will appear there as well It is the vendor s responsibility to log in to view all questions and answers posted there Questions and Answers obtained any other way will not be valid Summary For this competitive Request for Quotations RFQ process the State of Maine Division of Purchases Division is acting on behalf of Inland Fisheries and Wildlife Requesting Department The Division and the Requesting Department seek quotations also referred to as bids or responses herein to provide the goods services listed above This document provides instructions and descriptions of requirements for this competitive process State of Maine RFQ 09A 150519 922 Rev 11 14 Description of Requirements The following is a description of the
6. ds making false statements or receiving stolen property iii are not presently indicted for or otherwise criminally or civilly charged by a governmental entity Federal State or Local with commission of any of the offenses enumerated in paragraph b of this certification and iv have not within a three 3 year period preceding this proposal had one or more federal state or local government transactions terminated for cause or default c Have not entered into a prior understanding agreement or connection with any corporation firm or person submitting a response for the same materials supplies equipment or services and this proposal is in all respects fair and without collusion or fraud The above mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines prison sentences and civil damage awards e Failure to provide this certification may result in the disqualification of the Bidder s proposal at the discretion of the Department To the best of my knowledge all information provided in the enclosed proposal both programmatic and financial is complete and accurate at the time of submission Name Title Authorized Signature Date State of Maine RFQ 09A 150519 922 11 Rev 11 14 Appendix C State of Maine Department of Administrative and Financial Services Bureau of General Services Division of Purchases ECONOMIC IMPACT
7. e Standard Terms and Conditions used with the aforementioned contract types may be found on the Division of Purchases website at the following link http www maine gov purchases info forms BPO_General_Terms doc In the event that the State of Maine s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ then the State is willing to consider a Bidder s standard terms and conditions Consideration or use of a Bidder s standard terms and conditions shall only occur under the general agreement that in the event of a conflict the State of Maine s Standard Terms and Conditions and RFQ provisions shall take precedence Other forms and contract documents commonly used by the State can be found on the Division of Purchases website at the following link http www maine gov purchases info forms shtml B Independent Capacity In providing services and performing under the contract the successful Bidder shall act independently and not as an agent of the State of Maine C Payments and Other Provisions The State anticipates paying the selected Bidder on the basis of net 30 payment terms upon the receipt of an accurate and acceptable invoice An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number contains correct pricing information relative to the contract and provides any
8. ervices as defined above in Section 1 of this document This document provides instructions for submitting quotations the procedure and criteria by which the Bidder s will be selected and the contractual terms which will govern the relationship between the State and the awarded Bidder s Following Bidder selection and upon reaching a mutual agreement the State and the selected Bidder will enter into a contract taking the form of a State of Maine Master Agreement or Buyer Purchase Order all generally referred to as contract herein as applicable B General Provisions 1 Issuance of this RFQ does not commit the Division or the Requesting Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFQ This includes attendance at personal interviews or other meetings and software or system demonstrations where applicable 2 All responses to this RFQ should adhere to the instructions and format requirements outlined in this RFQ and all written supplements and amendments such as the State s written answers to the Bidders written questions as issued by the Division Responses are to follow the format and respond to all questions and instructions specified below in the Quotation Submission Requirements section of this RFQ 3 Bidders shall take careful note that in evaluating a quotation submitted in response to this RFQ the Department may consider materials provided in the q
9. for the State to do so 8 All applicable laws whether or not herein contained shall be included by this reference It shall be Bidder s responsibility to determine the applicability and requirements of any such laws and to abide by them C Eligibility to Submit Bids Public agencies private for profit companies and non profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations D Delivery Terms For the purchase of goods the Division and selected Bidder will decide upon a delivery date in accordance with the State s requirements and the terms offered in the Bidder s quotation Unless stated otherwise in Section 1 of this RFQ all deliveries are expected with shipping terms of Free on Board FOB Destination The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges if any to the State s desired location Augusta Maine unless otherwise specified in Section 1 The FOB Destination shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery E Alternate Bids and Approved Equals When in bid forms and specifications an article or material is identified by using a trade name and catalog number of a manufacturer or vendor the term or approved equal if not inserted with
10. nted in the selected quotation Such negotiations may not significantly vary the content nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested The Division reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder the Department may withdraw its award and negotiate with the next highest ranked Bidder and so on until an acceptable contract has been finalized Alternatively the Department may cancel the RFQ at its sole discretion State of Maine RFQ 09A 150519 922 4 Rev 11 14 TERMS AND CONDITIONS FOR RFQ AND CONTRACT PARTI GENERAL INFORMATION ON RFQs A Purpose and Background The State of Maine State Department of Administrative and Financial Services Department Bureau of General Services Bureau Division of Purchases Division acts as the purchasing agent on behalf of all Executive Departments and other agencies within State Government For this competitive Request for Quotations RFQ process the Division is acting on behalf of the Requesting Department listed on the cover page The Division and the Requesting Department seek quotations also referred to as bids or responses herein to provide the goods s
11. nts of the RFQ then that Bidder s submission may not be considered for contract award In the event that no Bidder submission conforms to the specifications of this RFQ then the State may choose not to make any award Alternatively the State may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ For example if there are five specification requirements and two responses are received with one Bidder meeting four requirements and one bidder meeting three requirements then the State at its discretion may make a contract award to the Bidder meeting four requirements If the specifications provided with this RFQ are of a technical nature then the Division s RFQ Coordinator at his or her discretion may seek to use an evaluation team comprised of subject matter experts end users from the Requesting Department or other State Department representatives In such a case the evaluation team will judge the merits of the quotations received in accordance with the criteria defined in the RFQ Negotiations No Best and Final Offers The State of Maine will not seek a best and final offer BAFO from any Bidder in this procurement process All Bidders are expected to provide their Best Value pricing with the submission of their quotation The Division reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as prese
12. rgeable GKL211 Charger BASIC for Li_Ion batteries GEB221 amp GEB 211 car adapter cable and adapter included State of Maine RFQ 09A 150519 922 Rev 11 14 1 Trimble Nomad comes with Windows Mobile Version 6 1 806 MHz CPU 128 MB RAM Bluetooth Supported with Evidence Recorder 10 0 Software Serial cable Nomad to computer Tripod Brackets for Data Collector included in price of Nomad Trauma Carrying Bag included in price of Nomad Nomad to Leica Cable included in price of Nomad 1 Tripod wood and fiberglass includes fee carrying bag and steel tape 1 Seco tripod stabilizer and heads up level for prism poles 1 12 Pole with Bipod thumb releases 1 GPR 111 Economical all in one prism with holder prism target plate 1 360 Data Turntable Holder 1 Seco Strobe Prism and Seco 6416 00 BLK and Holder Plate Please attach any product information you have that supports your bid State of Maine RFQ 09A 150519 922 Rev 11 14 Appendix B State of Maine DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES DIVISION OF PURCHASES BID COVER PAGE Bidder s Organization Name Chief Executive Name Title Tel Fax mal Headquarters Street Address Headquarters City State Zip provide information requested below if different from above Lead Point of Contact for Bid Name Title Tel Fax Eval Street Address City State Zip e This bid and the pricing str
13. t 12 month period Ft S GA A Total Economic Impact Value For the table above the following definitions are provided e Maine resident any person whose primary residence is located within the State of Maine e Maine based any organization whose primary operations are located within the State of Maine e Past 12 month period the past 12 months starting on the date that the RFP was publicly released Certification Statement To the best of my knowledge all information provided above is complete and accurate at the time of submission and I confirm that I am authorized to make such a determination on behalf of my organization Name Title Authorized Signature Date State of Maine RFQ 09A 150519 922 Rev 11 14 12
14. the identification is implied Any Bidder that seeks to propose an alternate item from what is specified in this RFQ should refer to State of Maine Statute 5 MRSA 1825 B for Bids awards and contracts found here http www mainelegislature org legis statutes 5 titleSsec1825 B html Appeal of Contract Awards Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA 1825 E and 18 554 Code of Maine Rules Chapter 120 found here http www maine gov purchases policies 120 shtml The appeal must be in writing and filed with the Director of the Bureau of General Services 9 State House Station Augusta Maine 04333 0009 within 15 calendar days of receipt of notification of contract award State of Maine RFQ 09A 150519 922 6 Rev 11 14 If this RFQ results in the creation of a pre qualified or pre approved list of vendors then the appeal procedures mentioned above are available upon the original determination of that vendor list but not during subsequent competitive procedures involving only the pre qualified or pre approved list participants PART II CONTRACT ADMINISTRATION AND CONDITIONS A Contract Document The successful Bidder will be required to execute a contract which may be in the form of a State of Maine Buyer Purchase Order State of Maine Master Agreement or Agreement to Purchase Services Th
15. ucture contained herein will remain firm for a period of 180 days from the date and time of the bid opening e No personnel currently employed by the Department or any other State agency participated either directly or indirectly in any activities relating to the preparation of the Bidder s proposal e No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal e The undersigned is authorized to enter into contractual obligations on behalf of the above named organization State of Maine RFQ 09A 150519 922 10 Rev 11 14 Debarment Performance and Non Collusion Certification By signing this document I certify to the best of my knowledge and belief that the aforementioned organization its principals and any subcontractors named in this proposal a Are not presently debarred suspended proposed for debarment and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency b Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for i fraud or a criminal offense in connection with obtaining attempting to obtain or performing a federal state or local government transaction or contract ii violating Federal or State antitrust statutes or committing embezzlement theft forgery bribery falsification or destruction of recor
16. und at the bottom of the screen Quotations cannot be withdrawn after the due date and time for receipt of quotations 5 Attachments Any attachments provided with the Advantage VSS bid submission must be in MS Word MS Excel or Adobe pdf format unless otherwise specified in Section 1 of this RFQ 6 Vendor specifications Unless otherwise stated in this RFQ document limited specification information will be required upon submission of a bid in response to this RFQ It will otherwise be assumed that the Bidder s response complies with all requirements of this RFQ unless the State of Maine RFQ 09A 150519 922 2 Rev 11 14 Bidder specifically addresses how its bid differs from the specifications and why the differences should be deemed acceptable by the State Cost Response All responses to this RFQ will require some form of cost response as detailed in the Description of Requirements section Additional General Instructions to submitting the cost response are provided below General Instructions 1 The Bidder must submit a cost quotation response that covers the goods and term of the contract including any optional renewal 2 The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements 3 Failure to provide the requested information may result in the exclusion of the quotation from consideration at the discretion of the Division
17. uotation information obtained through interviews presentations if any and internal information of previous contract history between the State and the Bidder if any The Department also reserves the right to consider other reliable references and publicly available information available in evaluating a Bidder s experience and capabilities if needed All responses to this RFQ shall be considered to be authorized to legally bind the Bidder and if selected for award shall contain or be considered to contain a statement that the quotation and the pricing contained therein will remain valid and binding for a period of at least 180 days from the date and time of the bid opening 4 The RFQ and the selected Bidder s quotation including all appendices or attachments may be incorporated in the final contract 5 Following announcement of an award decision all submissions in response to this RFQ will be considered public records available for public inspection pursuant to the State of Maine Freedom of Access Act FOAA 1 M R S 401 et seq State of Maine RFQ 09A 150519 922 5 Rev 11 14 6 The Division at its sole discretion reserves the right to recognize and waive minor informalities and irregularities found in quotations received in response to this RFQ 7 The State of Maine Division of Purchases reserves the right to authorize other State Departments to use the contract s resulting from this RFQ if it is deemed to be beneficial
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