ATTACHMENT__2_ADMIN.pdf

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ADMINISTRATIVE REQUIREMENTS

1. SAMPLES

A. PRE-PRODUCTION PRODUCT PERFORMANCE TEST

For machinability of the envelopes, a test run of up to 2,500 envelopes of each line item may be required within fifteen (15) working days after notification by the agency for machine ability test. Performance test shall be comprised of running samples in quantity of no less than 8,000 letter/5,000 booklet envelopes on well-maintained equipment (Mass Mail and/or Jets) for three

(3) passes. Any pass that has one or more jams caused by envelope(s) will be considered failure. Contractor should provide remedy plan to resolve the failure within ten (10) working days or a pre-defined period mutually agreed by agency and contractor. Should the contractor fail to resolve the failure and offer the compliant products in three (3) attempts, it may be considered a breach of contract and subject to General Provisions paragraph 26 entitled “Rights and Remedies of State for Default”.

2. RANDOM SAMPLE COMPLIANCE REVIEW

The State has the option of randomly sampling offered products after receiving award from any order to ensure compliance to contract requirements. Any products failing random sample review will be replaced by the supplier(s) free of charge and re-evaluated by the State. The State has the option of removing listed line items that fail random sample compliance review. Notice may be made by phone, fax, or email.

3. STATE OF CALIFORNIA ENVIRONMENTALLY PREFERABLE PURCHASING (EPP)

The State of California, DGS-PD is responsible for the implementation of Environmentally Preferable Purchasing (EPP) as mandated by PCC Chapter 6, sections 12400-12404. By signing the Agreement Cover Letter, the Bidder is certifying that the products offered under this solicitation are in compliance with the Federal Trade Commission’s Guidelines for the User of Environmental Marketing Terms, per PCC section 12404.

4. DELIVERY

Delivery for orders resulting from this solicitation shall be in accordance with the following:

A. Location Department of General Services, OSP 1000 Riverside Parkway, West Sacramento, CA 95605

B. Schedule Delivery of ordered product shall be completed in full after receipt of order (ARO) as follows:

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It will be the Contractor’s responsibility to check with the OSP representative Daniel Silva (daniel.silva@dgs.ca.gov) for their specific delivery hours before delivery occurs.

The Contractor must notify OSP within twelve (12) hours of scheduled delivery time, if delivery cannot be made within the time frame specified on the Order Confirmation.

5. PACKAGING, PACKING AND MARKING

All shipments must comply with Non-IT General Provisions rev 06/08/2010, Paragraph 12 entitled “Packing and Shipment.”

All packaging and shipping shall conform to applicable Federal and State Regulations and conform to good commercial practices. The gross weight of each shipping carton shall not exceed fifty (50) pounds. All shelf boxes and shipping cartons shall be of adequate crush strength to accommodate double stacking of pallets and be reusable for repackaging.

A. Envelopes shall be packaged as specified below:

Class 1 - Commercial & Official Envelopes

• Shelf Box: All envelopes shall be packed in 500 per shelf box, vertically, on long edge with the flaps folded, the open side of the envelope up (towards top of box) and facing the same direction.

• Shipping Carton: Envelopes shall be packed with five (5) shelf boxes per shipping carton. Over size cartons, holding five (5) shelf boxes will not be acceptable.

• Exceptions: MCC 150102 and MCC 150103 shall be packaged 1,000 per shipping carton, on long edge, flaps with latex adhesive not folded, the open side of the envelopes up (towards top of box) and facing the same direction. Vendor shall ensure that the envelopes do not stick together.

The inside of the box must include a corrugated cardboard section divider, 500 envelopes on each side. The cardboard section divider is required to reinforce the shipping carton and reduce the possibility of any crushing of the latex seal envelopes inside the carton.

Class 2 - Booklet Envelopes

• Shipping Carton: Booklet envelopes shall be packaged vertically, on long edge, flap side up, flaps folded, all in same direction, 500 per shipping carton.

• Exceptions:

1. MCC 150061 shall be packaged vertically, on long edge, flap side up, flaps folded, two adjacent rows of 250 across the short side of the box, one row of envelopes all facing the same direction, the other row reversed, 500 per shipping carton.

mailto:daniel.silva@dgs.ca.gov

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2. MCC 150107, envelopes shall be preprinted, flaps folded, envelopes folded in half on long edge, front side facing outwards, packaged vertically, flap side up, two (2) adjacent rows of 250 across the short side of the box, one row of envelopes all facing the same direction, the other row reversed, 500 per shipping carton.

Class 3 - Open End (Catalog & Clasp) Envelopes:

• Catalog Envelopes shall be packaged vertically on long edge, 500 per shipping carton, flaps folded, reversed every 100.

• Exceptions:

MCC 150104, MCC 150105, and MCC 150106 shall be packaged vertically, on long edge, latex adhesive flaps extended, direction reversed every 100.

Vendor shall ensure that the envelopes do not stick together.

• Clasp Envelopes shall be packaged flat, 250 per shipping carton, reversed every fifty (50) with flaps extended.

B. PALLETIZING:

• All shipments shall be palletized.

• Pallets shall comply with Attachment 2C – Pallets, Wooden Specification #

3990-01A-01, dated January 2001.

• The cartons shall be interlocked stacked, and/or plastic film wrapped; or, if the cartons are not interlocked stacked, or plastic film wrapped, a corrugated fiberboard sheet, shall be placed between each tier and the pallet load banded four (4) ways to minimize shifting of the cartons.

• There shall be no overhang (carton extending past the edge of the pallet) of shipping cartons.

• The cartons shall be stacked no more than four (4) cartons high and shall be capable of being double stacked without any crushing of cartons.

• Maximum height of loaded pallet (including pallet) shall be five (5) feet.

• The cartons shall be protected from cutting, crushing or breaking resulting from banding pressure.

• The cartons shall be palletized such that the pallet load contents can be identified from any of the four (4) sides.

• All cartons on a single pallet shall contain the same identical product.

C. MARKING:

• A packing slip shall accompany each shipment.

• Each pallet load shall be identified with the manufacturer’s lot number.

• Each shipping carton shall be marked on one end with the name of manufacturer, description, size, sub weight, color, quantity, MCC number, and purchase order and/or contract number.

• Lettering on labels shall be upper case, 3/8 inch height minimum and printed or stenciled in bold type.