25PSX0200_Questions and Answers_A1.pdf

STATE OF CONNECTICUT

DEPARTMENTOF ADMINISTRATIVE SERVICES

PROCUREMENTDIVISION

450 Columbus Boulevard

Hartford, CT 06103

SOLICITATION# 25PSX0200

SOLICITATION TITLE: Office Supplies, Copy Paper and Toner

ADDENDUM # 1

DATE: 12/10/2025

DESCRIPTION: Questions and Answers

No. Question Answer

1. It appears that this award will be made to a single contractor, is that the State’s intent?

Refer to the solicitation summary posted on the bid board for details on how the award may be made.

2. The bid specifically states price preferences for Microbusinesses and Veteran Owned microbusinesses, is there a price preference for MBE or SBE’s?

No. There is no preference for MBE or SBE’s.

3. Are there any Supplier Diversity/set-aside goals for certified Minority owned business (MBE) and/or Small Business Enterprises (SBE) associated with this contract?

No. There are no supplier diversity set-aside goals assigned to this contract;

however, participation by small and minority owned businesses is encouraged.

4. Can you share an unprotected file so that we can enter it into our software program.

Yes. The updated unprotected file is provided for your use;

however, please submit the protected file when submitting your bid.

5. Could you please provide a unprotected usage report excel file?

The bid reference quantities are estimates based on a two-year annual average and do not represent guaranteed usage. Actual usage may be higher or lower.

6. Does the State have a big deal contract with HP. If so, can you please share with all of us so that we all have the same cost.

No. The State does not have a Big Deal contract with HP.

Any such agreement is between HP and the Contractor.

PROCUREMENTDIVISION

7. The estimated contract value for this solicitation exceeds $3 million. If a company currently qualifies as a Micro Business under state guidelines, and performance of this contract would increase its gross sales beyond the $3 million threshold—resulting in loss of Micro Business certification—will the company still be permitted to continue performing under the contract?

Yes. Exceeding the $3 million threshold as a result of this contract does not affect the Contractor’s ability to continue to perform under the contract.

8. Para 4.b.2 Says the State will pay for goods received.

The RFP implies that state offices, local government offices, schools and non profits will be able to use this catalog. - Is it the Government’s expectation that the State will pay for all orders made by all the organizations?

- How will the winner receive payment from the State that the winner has delivered to any non-profit organization? – Will the State collect from the non-profit, and then reimburse the winner? - Who will be responsible for providing the State evidence that all these organizations received the delivered products and can make payment?

- What is the expected “turn-around” time for such payments after delivery of products?

No. Each eligible entity issues its own purchase order and pays the Contractor directly.

Client Agencies follow standard State payment terms (45 days from receipt of a properly submitted invoice).

9. Para 4.b.5 States “The Price Schedule will be adjusted to reflect any increase in the standard or minimum wage rates that may occur during the Term of this Contract as mandated by State law and in accordance with the terms of this Section. Contractor shall provide documentation, in the form of certified payroll or other documentation acceptable to the State substantiating the amount of any increase in Contractor labor costs as a result of changes to the standard or minimum wage rates within ninety (90) days of the statutorily identified effective date of any increase in the minimum wage. Upon receipt, and verification of Contractor documentation DAS shall adjust the Price Schedule accordingly through a supplement to this Contract.” - Does the Government anticipate being charged for labor costs, or simply products?

No. The provision is not applicable. This contract is for products only.

10. Exhibit B, the cost proposals, does not show any place to charge for labor costs associated with this contract. The RFP has a number of places where it discusses the expectation of labor costs. - Is there any expectation that the State anticipates paying the winner any labor costs (or other costs) associated with this performance, or only the costs for the individual supply items noted in the spreadsheet?

Only items purchased under Exhibit B, Price Schedule or the approved catalog are billable. No labor costs are reimbursable.

PROCUREMENTDIVISION

11. If a manufacturer in a given category of Non-Core goods has price adjustments that increase its list price by 5%, but the contract only allows a price increase of the lesser of the PPI index or 3%, this will result in a higher discount off list for that manufacturer within that category. Does that higher discount off list apply only to that manufacturer’s items that have adjustments, or to all non-core items in the category?

No. The percentage discount remains unchanged. Only the specific items that exceed the allowable annual increase must be capped. All other non-core items in the category may receive the full allowable increase, which is the lesser of the PPI or 3%.

12. Delivery a. Delivery shall be made as ordered and in accordance with this Contract. Unless otherwise specified in this Contract, delivery shall be to a loading dock or receiving platform. The Contractor or Contractor’s shipping designee shall be responsible for removal of Goods from the carrier and placement on the Client Agency loading dock or receiving platform. The receiving personnel of the Client Agency are not required to assist in this process. The decision of DAS as to reasonable compliance with delivery terms shall be final and binding.

The burden of proof of proper receipt of the order shall rest with the Contractor.” Exhibit A, Para 9.3 Delivery Points states “Deliveries may include multiple drop points within each delivery location that could encompass either desktop or departmental deliveries or both. Delivery points shall be designated by the ordering entity and may be “inside delivery” or dock delivery, as defined below. • Inside delivery: Delivery to a designated d

Delivery expectations are defined in Exhibit A. If additional clarification is needed, Section 9.3 of the Contract applies.

13. Does the Government anticipate that CT state sales tax will be due on ANY sales made to any organization authorized to use any awarded contract? What about sales to non profits that may be able authorized to use this contract?

Each authorized entity is responsible for providing a Connecticut tax-exempt certificate. Tax treatment depends on the certificate provided.

14. Exhibit A, 6.4 Catalog Requirements The Contractor shall maintain an up-to-date catalog in electronic, printed, and online formats, including punch-out or hosted ordering platforms(if applicable), which shall be available upon request by the Client Agency (hereinafter referred to as the “Contractor’s Published Catalog”). The Contractor’s Published Catalog shall include all Goods offered under this Contract, along with the applicable pricing, discounts, effective date and any other information necessary for accurate order placement by the Client Agency. - Is it required to provide a printed catalog of available goods, which may change from time to time due to available, discontinuance, unavailability of individual supply items?

No. A printed catalog is not required. An up-to-date catalog must be maintained in electronic, printed or online format, with updates approved by the Contract Administrator.

PROCUREMENTDIVISION

15. Exhibit A, Para 10. Invoicing Requirements states :

Invoices shall be submitted in the matter requested by each ordering Client Agency. Contractor’s billing system shall be capable of accommodating the requirement of varying accounting systems used by Client Agencies.

Each ordering agency, as its direction, shall determine the format and method for receiving invoices, including any specific requirements. - Please explain the anticipated invoicing requirements and payment expectations. This Section of Exhibit A implies that invoicing (and payment?)

may made be made to a variety of “Client Agencies”.

Other portions of the RFP imply that payment (and invoicing?) will be made by the “State”.

Each ordering Client Agency establishes its own invoicing format and payment process.

The Contractor is required to submit invoices according to the requirements of the ordering Client Agency, which also pays the Contractor directly.

Please indicate in the respondent questionnaire any requirements you cannot meet.

16. Referencing ITB document "Description of Objectives (pages 5 and 6), "The Contract term will be effective for three (3) years from March 1, 2026 through February 28, 2029". Will the State entertain any extension(s) to the contract after February 28, 2029, and, if so, how many possible extensions might there be and what would the duration of any such extension(s) be?

DAS, in its sole discretion, may extend this Contract for additional terms beyond the Term, prior to Termination or expiration, one or more times for a combined total period not to exceed the complete length of the original Term.

17. Referencing the IFB questionnaire "Company Information" section which asks, specifically: "List any relevant certifications, licenses, registrations etc. that qualifies your company to meet the requirements of this solicitation, if applicable.", is the State referencing any specific forms or certifications that are required of the bidder, such as a Business Registration Certificate, Certificate of Good Standing, Certificate of Tax Compliance, etc.?

No specific certificates are required. Bidders may list any relevant certifications or registrations.

18. Echoing a question previously raised, does the IFB stated price escalator found on the "Price Adjustments" tab of the Exhibit B Price Schedule" apply to Non-Core Catalog Items? Insofar as Non Core items are subject to discount from list price, if a specific item had a list price increase from Year 1 to Year 2 from, say, $10.00 to $11.00 and the discount for that item category were 50%, as a Non-Core item the item would increase in net price from $5.00 to $5.00. Is the State saying here that the CPI cap applies to these Non-Core Items as well and as such the increase for this hypothetical item would be capped for that year at 3% with a net price of $5.15? Also, would paper and toner, as commodity products, be subject to a CPI index other than WPU091506 Office Supplies and Accessories?

Yes.

Only Non-core copy paper will use this index WPU091301.

All other paper and toner items follow the PPI for Office Supplies WPU091506

PROCUREMENTDIVISION

19. Regarding the IFB Catalog or Price List Submission, is that due with the January 8 submission or as part of the Reverse Auction and required only of qualifying bidders?

The catalog/price list must be submitted with your January 8th submission.

20. Can you provide information if a bid and or performance bonds is required? (Page 12 Section 11)

No. This solicitation does not require a bid bond or a performance bond.

21. Could you please provide a unprotected usage report excel file?

Please see response to Question 4.

22. Is there currently an HP Big Deal? If so, please release pricing to bidders.

Please see response to Question 5.

23. Can you please confirm where files should be submitted such as COI?

Please refer to the link provided below. supplier-solicitation-response-and-addenda-guide.pdf

End of questions submitted.

https://portal.ct.gov/das/-/media/das/ctsource/documents/supplier-solicitation-response-and-addenda-guide.pdf?rev=e64da588f2a14769a560c69e78bd61c0 https://portal.ct.gov/das/-/media/das/ctsource/documents/supplier-solicitation-response-and-addenda-guide.pdf?rev=e64da588f2a14769a560c69e78bd61c0 https://portal.ct.gov/das/-/media/das/ctsource/documents/supplier-solicitation-response-and-addenda-guide.pdf?rev=e64da588f2a14769a560c69e78bd61c0