2-part claim forms.docx

December 18, 2014

REQUEST FOR BIDS

FOR:

2-Part Claim Forms with and without Envelopes

Bid #15-53

GENERAL:

· The Massachusetts State Lottery Commission is requesting bids under statewide contract OFF33, category 1.

· Submission of a bid in response to this request is confirmation of acceptance of and agreement to comply with all specifications listed herein.

PURPOSE OF PROCUREMENT:

· To purchase 220,000 2-part claim forms in three separate deliveries (breakdown under Technical Specifications)

· 180,000 2-part claim forms without envelopes and 40,000 2-part claim forms with envelopes

ACQUISITION METHOD:

· Outright Purchase.

ANTICIPATED EXPENDITURE:

· The expenditure associated with this procurement is to be determined. Please submit pricing per unit. Per the terms of Contract #OFF33, no delivery fees may be charged.

BIDDING INSTRUCTIONS/INFORMATION:

· Bids submitted in response to this Request are due by Friday, December 26, 2014 at 3:00 P.M.

· PLEASE NOTE: Bids are to be submitted electronically via the Massachusetts CommBuys system – www.commbuys.com.

· Any inquiry related to this Request must be emailed to Julie Chochrek, Procurement Coordinator, at jchochrek@masslottery.com and Kathy Chipman, Accounts Payable Supervisor, at kchipman@masslottery.com

· Please note that all bidders are required to direct their inquiries regarding this engagement to Ms. Chochrek and Ms. Chipman. Communications as to this request with any other Lottery employee or employee of the State Treasurer’s Office will result in disqualification.

· The Lottery will award the contract based on an evaluation of responses to the Specification Requirements set forth below.

SPECIFICATIONS:

· Cost:

· Prices should be entered into the Massachusetts CommBuys system – www.commbuys.com. Additional information may be submitted as an attachment with your electronic bid in the CommBuys system. Vendors also need to submit delivery and packaging information in the comment field of the quote document within the CommBuys system.

· Technical Specifications:

Total of 220,000 2-part claim forms (no carbon required). The SOCIAL SECURITY NO. section on the 2nd page (pink copy) must not be visible to protect privacy.

· 180,000 2-part claim forms without envelope (sample attached)

· 40,000 2-part claim forms with envelope attached and removable adhesive strip (sample attached)

Three delivery dates:

1st delivery- January 12, 2015-will consist of 45,000 claim forms without envelopes and 10,000 claim forms with envelopes. Replacing Steven Grossman’s name and signature with Deborah B. Goldberg (signature attached)

2nd delivery- date to be determined by Lottery -will consist of 45,000 claim forms without envelopes and 10,000 claim forms with envelopes. The Lottery reserves the right to alter any part of this claim form including names and signatures for this delivery.

3rd delivery- date to be determined by Lottery-will consist of 90,000 claim forms without envelopes and 20,000 claim forms with envelopes. The Lottery reserves the right to alter any part of this claim form including names and signatures for this delivery.

· The Lottery reserves the right to request a sample.

DELIVERY:

· Packaging:

· In written response to this solicitation, vendor must provide:

· Number of 2-part claim forms per case

· Number of cases that will be provided per skid.

· Number of skids that will be provided.

· Shipping Requirements:

· Staggered Delivery:

· 1st Shipment must be delivered by: January 12, 2015.

· 2nd and 3rd delivery dates to be determined

· Deliveries can be made Monday- Friday 6AM- 1PM only.

· Each skid must be labeled with product description and quantities as well as contain Purchase Order information.

· All cases must be labeled with Purchase Order information.

· Packing slip must also contain the Purchase Order Information.

· Any trucking service used to make deliveries must also have the Purchase Order information clearly marked on all paperwork.

· All inside deliveries must be made to:

· Massachusetts State Lottery Canton Warehouse 40 Industrial Drive Canton, MA 02021 image2.png image1.jpeg image10.jpeg