2-B26-07 Copy Paper.pdf

BID# B26-07

Multi-Purpose Copy Paper

Date: May 11, 2026

To: All Bidders

The Forsyth County School System’s Purchasing Department would like you to supply us with a Bid for Multi- Purpose Copy Paper. Pricing shall remain firm as per the terms and conditions of the contract. The Forsyth County School System is tax-exempt. Responses to this Request for Bid must be submitted electronically through the FCS Euna procurement portal.

The Bid Opening is: # B26-07 May 28, 2026 11:00 AM

(BID #) (DATE) (TIME)

Bids will be opened at the Forsyth County School System’s Purchasing Department located at 2150 Keith Bridge Rd Cumming, Georgia.

Respectfully, Brad Richardson Director of Procurement Services

PURCHASING DEPARTMENT

2150 Keith Bridge Rd Cumming, GA 30040 Phone: 770-781-6603 www.forsyth.k12.ga.us

FORSYTH COUNTY SCHOOL SYSTEM

Purchasing Department

1.0 PURPOSE

1.1 The purpose of this bid is to secure a vendor pool for the purchase of multi-purpose copy paper to be delivered to Forsyth County School System on an as-needed basis. This solicitation is only to pre-qualify a pool of vendors that will be notified during the contract year to provide a current quote for the purchase of copy paper as per the terms and conditions below.

2.0 CONTRACT DETAILS

2.1 During the contract year, FCS will request a quote for copy paper in truckload quantities from the vendors pre-selected through this bid. All vendors will indicate their current price and lead time for the time period requested. For this contract, FCS will order truckload quantities. Orders may reflect a mix/match of the products specified in order to reach truckload quantity.

2.2 All prices at the time of quote request shall be F.O.B. Destination and must include all charges for tailgate delivery. All shipments shall be delivered to the Forsyth County School System Procurement and Distribution Center located at 2150 Keith Bridge Road, Cumming, GA 30040.

All shipments shall be palletized and shall not exceed 2,500 lbs. per pallet.

2.3 The time of delivery of products may be a consideration for awarding quotes under this bid.

Vendors must state all delivery times upon quote request.

2.4 Product Specifications- Bidders are required to meet the paper specifications listed in this bid document when submitting quotes under this bid.

2.5 Domestic Paper- For the purposes of this bid, FCS will only consider pricing for a domestically made paper meeting the minimum product specifications below. No imported products will be considered as the basis for the award.

2.6 FCS estimates between 14,000 -16,000 cases in a twelve-month period. FCS will order on an as-needed basis and purchase in truckload quantities, typically 1680 cases or more per order. No minimum purchase quantities are guaranteed, and inclusion in the vendor pool does not obligate the issuing agency to purchase any minimum volume or dollar amount.

2.7 In the event this particular make or model becomes discontinued, the vendor may offer a replacement for that particular item. The replacement brand/model must meet or exceed the minimum specifications of the discontinued item and be pre-approved by FCS. FCS may require testing of samples when offered a product we have never used.

2.8 Contract Term- This contract will be awarded as a twelve-month contract with the option to renew four additional annual periods if in the best interest of both parties.

2.9 FCS reserves the right to evaluate the performance and quality of all awarded products throughout the term of the contract. If a specific brand is found to be inconsistent with required specifications or exhibits quality concerns, FCS reserves the right to discontinue use of that brand or product for future purchases under this contract.

3.0 PRODUCT SPECIFICATIONS

3.1 All paper shall be free from lint, wrinkles, waviness, folds, holes, tears, wrapper glue, damaged edges, and any scraps of foreign material and/or other defects.

3.2 Paper shall be first-quality production and not mill seconds, off-grade stock, closeouts, remanufactured stock, or irregular production runs.

3.3 All paper furnished must run trouble-free consistently through high-speed copier/fax systems and must be capable of being printed on two sides without excessive curling or otherwise jamming the copier.

3.4 Paper shall be precision cut with square corners and smooth edges suitable for high-speed digital equipment. Excessive edge roughness, paper dust, or poorly cut sheets shall constitute cause for rejection.

3.5 Paper shall produce minimal paper dust during high-speed copying and printing operations and shall not contribute to abnormal equipment maintenance requirements.

3.6 All paper shall be mill-processed and mill-wrapped in moisture proof package, carefully and tightly wrapped so all sheets lie flat and free of wrinkles. Each ream package should indicate the brand, size, weight, and number of sheets.

3.7 Reams shall be packed in durable corrugated cartons with telescopic lid-type tops suitable for warehouse stacking, transportation, and repeated handling within school environments.

3.8 The following are the minimum specifications for the copy paper to be provided.

Domestic Paper, 8 ½ x 11, Long Grain, Multipurpose

Feature

Minimum Specification Grade Premium Bond Use Copiers, Plain Paper Fax, Laser and Ink Jet Printers, Duplicators

Brightness At least 92 using the TAPPI brightness scale Opacity 88 or above

Smoothness 100-200 Moisture Protective Wrap –Low Moisture Weight 20 Lb. (Only)

Packaging 500 Sheet Ream – 5000 Sheet Carton (10 Reams/Carton) Domestic Paper, 8 ½ x 14, Long Grain, Multipurpose

Use Copiers, Plain Paper Fax, Laser and Ink Jet Printers, Offset and Spirit Duplicators

Brightness At least 92 using the TAPPI brightness scale Opacity 88 or above

Smoothness 100-200 Moisture Protective Wrap – Low Moisture Weight 20 Lb. (Only)

Packaging 500 Sheet Ream – 5000 Sheet Carton (10 Reams/Carton) Domestic Paper, 11 x 17, Multipurpose

Use Copiers, Plain Paper Fax, Laser and Ink Jet Printers, Offset and Spirit Duplicators

Brightness At least 92 using the TAPPI brightness scale Opacity 88 or above

Smoothness 100-200 Moisture Protective Wrap – Low Moisture Weight 20 Lb. (Only)

Packaging 500 Sheet Ream – 2500 Sheet Carton (5 Reams/Carton)

3.9 Paper shall be delivered on non-returnable pallets approximately 48” x 36” in size. Total pallet weight, including product and pallet, shall not exceed 2,100 pounds. Overall pallet height, including product, shall not exceed five (5) feet. Cartons shall be securely stacked and palletized to prevent shifting during transit. Pallets shall be banded or stretch wrapped with protective corner boards or cushioning protectors to prevent carton damage. Damaged, unstable, or poorly palletized shipments may be rejected at the vendor’s expense.

4.0 SAMPLES

4.1 The district reserves the right to request evaluation samples prior to award or during the contract term for testing in district equipment. A sample of at least two reams of paper must be submitted with the bid or delivered to 2150 Keith Bridge Road, Cumming, GA 30040, prior to bid opening.

Bids without samples at the time of bid opening shall be considered non-responsive. It is the bidder’s responsibility to ensure samples are delivered on time.

4.2 All submitted samples must have the following information securely attached:

a. name of supplier

b. item and stock numbers

c. bid number

5.0 INSURANCE

5.1 Insurance- The successful bidder shall be required to submit proof of insurance prior to contract execution and commencement of work, and at any time upon request during the term of the contract. All insurance requirements shall comply with FCSS General Terms and Conditions and applicable provisions of Georgia law.

Workers’ Compensation Insurance - Contractor shall maintain Statutory Workers’ Compensation Insurance in accordance with the requirements of the Official Code of Georgia Annotated (O.C.G.A.), including Employer’s Liability coverage as required by law.

Additional Insurance - Contractor shall obtain and maintain, at its own expense, all insurance coverage required by the solicitation and contract documents, with limits and terms as specified therein, to protect FCSS against claims for bodily injury, property damage, or other losses arising out of or related to the Contractor’s performance of the contract.

Proof of Coverage - Contractor shall furnish FCSS with a Certificate of Insurance evidencing required coverage prior to the start of work. Certificates may be submitted electronically during the submission of the solicitation. Failure to maintain required insurance shall constitute a material breach of contract.

Commercial General Liability Insurance:

Contractor shall maintain Commercial General Liability Insurance with limits of at least $1,000,000. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

Limits of Liability (Primary Policy):

• $1,000,000 each occurrence

Forsyth County School District must be named as an additional insured on all applicable policies.

Commercial Automobile Liability Insurance:

Contractor shall maintain Commercial Automobile Liability Insurance covering owned, non-owned, and hired vehicles.

Limits of Liability:

• $1,000,000 Combined Single Limit per accident for bodily injury and property damage.

Umbrella / Excess Liability Insurance:

Contractor shall maintain Umbrella or Excess Liability Insurance in excess of the Commercial General Liability and Commercial Automobile Liability policies described above, with limits of not less than:

• $2,000,000 per occurrence

• $2,000,000 aggregate

The Umbrella/Excess Liability policy shall be follow-form and provide coverage for both General Liability and Automobile Liability.

Acceptability of Insurance Companies- All insurance shall be written by insurance companies licensed to do business in the State of Georgia and having an A.M. Best rating of A- or better.

6.0 BID FORM

6.1 All bidders are required to utilize the bid form that can be downloaded as a secondary attachment on the Euna Procurement Portal. Only the pricing submitted in this format will be considered.

Pricing offered in differing formats, or on owner forms, will not be accepted as a cost submission.

6.2 The pricing requested in this Bid Form is for informational and evaluation purposes only and is intended to reflect current market conditions.