CareerCenter Letterhead Envelopes and Business Cards[1].doc

ANNUAL CONTRACT

CareerCenter Business Cards, Envelopes and Letterhead

SPECIFICATIONS, TERMS AND CONDITIONS

Scope:

To establish an annual contract for the printing of CareerCenter Business Cards, Envelopes and Letterhead.

Estimated Value:

Approximately $2500 was spent against these items in the previous year, consisting of a total of 27 orders of the following:

Business Cards:

48 lots of 500, 1 lot of 1000

Letterhead:

2 lots of 500, 1 lot of 1500 Envelopes:

4 lots of 500, 1 lot of 1000, 1 lot of 1500 Contract Period:

November 1, 2013 to October 31, 2014

Delivery:

To be delivered to 12 different CareerCenter locations throughout the State of Maine. Prices are to be FOB delivered.

Deliveries must be made within 5-10 working days after receipt of order.

Ordering Procedure:

Delivery Orders (DO) will be created in AdvantageME for all orders against Master Agreements (MA), unless the State of Maine Procurement Card is used for payment. Orders in the amount of $5000.00 or less will be e-mailed by the using agency to the Vendor as a PDF file. Delivery Orders in amounts greater than $5000.00 will workflow to the Division of Purchases’ Buyers for approval and encumbrance. The Division of Purchases will e-mail the PDF order to the Vendor.

Billing:

Vendor to bill agency directly referencing DO number on all invoices.

Monthly Report:

Vendor will be responsible for generating a “Monthly Report” to be submitted to the Division of Purchases no later than the 5th of each month for the previous month’s activities.

Each report is to include each order received for the month and must have the following information: Order Date, Ordering Location, Quantity Ordered, Item Ordered and Dollar Amount.

Typesetting & Proofs:

Agency will provide files for the 12 CareerCenters for Letterhead and Envelopes. A template will be provided for the Business Cards. Vendor will be responsible for typesetting of contact information. Typesetting is to be included in the price (see samples attached for reference).

Proofs are required.

Procurement Card:

State policy requires vendors to accept the State of Maine Procurement Card as a form of payment, with very rare exceptions. Your company will be required to accept these cards. The pricing offered to the State of Maine shall be the final cost to the State of Maine regardless of payment method. No surcharge or other compensation will be allowed. The State of Maine reserves the right to reject your bid if you are unwilling to accept this condition.

VENDOR INSTRUCTIONS FOR RESPONSE:

Vendor to download attached spreadsheet, fill in required information, and re-attach spreadsheet to response by the due date and time indicated.

Required information to be filled in by vendor on spreadsheet includes:

Vendor Customer Code (VC or VS number) Supplier Part Number (unique part number for each item) Supplier Name (Vendor Name) List Price (numeric, 2 decimal places) Delivery Days (numeric)

Vendor must submit a cost of “0.00” on the electronic response. Vendor must also indicate if they are bidding recycled stock (minimum of 30% PC).

CareerCenter Letterhead

All letterhead is to be 24 lb. recycled White Bond.

Letterhead Size:

8-1/2” x 11” Ink:

To be printed two colors, PMS 187 and PMS 404 Packaging:

Standard packaging required, 500/ream.

CareerCenter Envelopes

All envelopes are to be 24 lb. white wove recycled stock with full-gummed flap and diagonal seams. Windows are to be poly material.

Envelope Sizes:

#10 Regular – 4-1/8” x 9-1/2”

#10 Window – 4-1/8” x 9-1/2”

Standard Window Size:

1-1/8” x 4-1/2”

Standard Window Position:

7/8” from left and 1/2” from bottom

All envelopes to be printed one side, two colors (2/0)

Packaging:

Envelopes to be packaged in boxes of 500, 2500 per case.

CareerCenter Business Cards

All Business Cards are to be printed one side on White 80 lb. recycled cover stock.

Business Card Size:

3-1/2” x 2”

Packaging:

All business cards MUST be packaged in rigid business card boxes. Use standard packaging.