CREST Copy Paper Bid.docx

1 Branch Street, Methuen, MA 01844 Phone 978.685.3000 | Fax 978.689.7466 crestcollaborative.org

Memorandum

To: Copy Paper Vendors

From: Collaborative for Regional Educational Services and Training (CREST)

Re: Invitation for Bid - Supply of Copy Paper

Date: May 13, 2020

Attached please find the specifications for the supply of copy paper to the School Districts and/or the cities/towns of: Amesbury, Andover, Beverly, Billerica Public Schools, City of Chelsea, City of Methuen, CREST Collaborative, Danvers Public Schools, Groton Dunstable Regional School District, Hamilton Wenham Regional School District, Haverhill, Ipswich Public Schools, Lawrence, Lowell, Manchester Essex Regional School District, Marblehead Public Schools, Melrose Public Schools, Methuen Public Schools, Newburyport Public Schools, North Andover Public Schools, Northshore Education Consortium, North Shore Agricultural & Technical School District, Pentucket Regional School District, City of Salem & Salem Public Schools, Saugus, SEEM Collaborative, Triton Regional School District, Tritown School Union and Wakefield Public Schools

Please note the following conditions, as contained in the specifications:

1. High speed copy paper must run well. Paper that jams will not be considered for purchase.

2. Two (2) reams of 8 1/2“x 11” white paper must be submitted with your bid for performance testing.

3. The purchasing entities participating in this bid must have the ability to request delivery at any time during the contract period.

4. The contract period is from July 1, 2020 through June 30, 2021 with the option for a one-year extensions at the same price.

For full consideration, please ensure that your bid complies with all conditions set forth in the specifications. All bids must be received at 1 Branch Street, Methuen, MA 01844 in a sealed envelope by 9:00 am on Tuesday, June 16, 2020, at which time the bids will be opened publicly. The decision to enter into a contract for any and all of the services described herein will be at the discretion of the individual purchasing entities. If you have any questions, please do not hesitate to call.

CERTIFIED MAIL

RETURN RECEIPT REQUESTED

LEGAL NOTICE

COOPERATIVE INVITATION FOR BID

OPENING DATE: June 16, 2020

Sealed proposals for furnishing copy paper to the school districts and cities/towns of Amesbury, Andover, Billerica Public Schools, City of Haverhill, City of Lowell, City of Salem, CREST Collaborative, Danvers Public Schools, Essex North Shore Agricultural & Technical School District, Ipswich Public Schools, Lawrence Public Schools, Manchester Essex Regional School District, Marblehead Public Schools, Melrose Public Schools, Middleton, Newburyport Public Schools, North Andover Public Schools, Northshore Education Consortium, Pentucket Regional School District, Salem Public Schools, SEEM Collaborative, Triton Regional School District, Tritown School Union, Wakefield Public Schools and Woburn (“CREST paper purchasing group”) will be received by the Director of Finance, Collaborative for Regional Educational Services and Training (CREST), 1 Branch Street, Methuen, Massachusetts 01844 until 9:00 a.m. on Tuesday, June 16, 2020.

Specifications and proposal forms may be obtained from CREST. Duplicate copies of proposals shall be submitted in a sealed envelope and shall be clearly labeled with the bidder’s name and the words “copy paper bid”.

CREST paper purchasing group as a whole, and the individual members thereof, reserve the right to accept any proposal in whole or in part and to reject any or all proposals as deemed to be most advantageous to each participant.

J. Eric Boes Director of Finance

CREST

1 Branch Street, Methuen, MA 01844 Phone 978.685.3000 | Fax 978.689.7466 crestcollaborative.org

Copy Paper Competitive Bid - FY21

General Specifications

A. All questions must be fully answered and all requested information must be contained within the bid envelope. Return all material received in the bid envelope.

B. The successful bidder, upon failure to deliver paper within three weeks of the placement of an order, will forfeit the contract with the Collaborative or to individual purchasing entities.

C. Purchasing entities may place orders and request delivery at any time within the agreed upon contract period. All shipments are to be made after receipt of purchase orders, will include inside delivery and will be made to various locations and floors, as may be required by the individual purchasing entities. Each purchasing entity will be billed directly for any purchase.

D. Bid sheets shall be filled in completely. Bid forms that are incomplete, conditional or obscure with additions not called for, may be rejected.

E. All questions from prospective bidders must be in writing regarding this Invitation for Bid. CREST will respond to each question in writing and provide a copy of the answers to all prospective bidders.

F. Bidders may correct, modify or withdraw the original bids on or before the date and time stated. Corrections or modifications shall be in sealed envelopes, clearly marked to indicate the contents, with the name and address of the bidder. A bidder, who wishes to withdraw a bid, prior to the bid opening, must make the request in writing.

G. Any bid received after the date and time stated shall not be opened. Unopened bids will be returned to the bidder.

H. Bids will be publicly opened and read at the date and time stated. All interested parties are invited to be present.

I. A bidder may withdraw a bid after the public opening of the bid only if a mistake is clearly evident on the face of the bid document, and the intended correct answer is not evident.

J. No award will be made to any bidder who cannot satisfy the awarding authority that he has sufficient ability and experience in this class of work and sufficient capital and plant to enable the completion of the work successfully within the time named. The awarding authority’s decision or judgment on these matters shall be final, conclusive and binding. Conditional bids will not be accepted.

K. At the time of the opening of bids, each bidder shall be presumed read and to be thoroughly familiar with the contract documents, including any addendum thereto. The failure or omission of any bidder to examine the site, or any form, instrument or document shall in no way relieve any bidder from any obligation in respect to his/her bid.

L. Each bidder shall acknowledge receipt of any and all addendum issued to the invitation for bids by so indicating on the bid sheet. Failure to do so shall be cause to reject the bid as being non-responsive.

M. If at any time the bidder is unable to furnish materials or services as ordered by the awarding authority, the parties of this bid may order such materials or services from such places as are available and the bidder shall pay to the party all expenses incurred above the contract price.

N. The Bidder will bill for deliveries as ordered and delivered. Payments for purchases will be processed after the using agency receives the original invoice and a signed delivery slip. The bidder will receive payment within a 30 day period after the agency receives the statement.

O. The contract may be terminated by any party, upon 90 days written notice.

Prices will hold firm for the contract period of July 1, 2020 to June 30, 2021 and bidders must provide an explanation of the basis of the price determination. A one-year renewal option at the same price may be mutually agreed upon.

The proposed contractor agrees to carry at all times executing such work covered in this specification and contract or any mutually agreed upon change or amendment thereof or addition thereto, Public Liability Insurance being held responsible for all damages the individual participants may have to pay individuals or corporations in consequence of any acts or neglects of said contractor or the participating entities or its employees in connection with the work called for by this specification.

The proposed contractor will also conform to all applicable laws, rules and regulations established by legal authority. The contractor further agrees to insure to his employees or their beneficiaries the compensation provided for in the several acts of the General Court relating to Worker's Compensation and general safety and further agrees to indemnify, keep and save harmless said participants from all claims, judgments, awards and costs which may in any way come against said participants by reason of any injuries or death suffered by any of his employees in and about the performance of the contract.

BID EVALUATION CRITERIA

One contract will be awarded, subject to the availability of funds, to the responsive and responsible bidder who offers the lowest overall price provided it complies with all conditions and requirements set forth in the bid document and further provided that the bid, in the opinion of the awarding authority, is reasonable and is in the best interest of the awarding authority. CREST reserves the right to reject all bids.

INDEMNIFICATION

The contractor shall assume the defense, indemnify and hold harmless the municipality, the municipality’s agents and employees from and against all losses and all claims, demands, payments, suits, actions, recoveries and judgments of every nature and description brought or recovered against them, including attorney fees, by reasons of acts, inactions, omissions, negligence, reckless or intentional misconduct caused by or related to any and all activities of the Contractor, its agents, officers, employees or subcontractors.

INSURANCE COVERAGE

Worker's Compensation: The contractor must carry Workers’ Compensation coverage with Statutory Limits, including Employers Liability (Each Accident) of $1,000,000.00. The contractor shall, before commencing the work, provide assurance for the compensation, and the furnishing of other benefits under Chapter 152 of the General Laws (Ter. Ed.) to all persons employed under the contract and he shall continue such insurance in force and effect during the term thereof.

Comprehensive General Liability Insurance: The contractor shall carry Commercial General Liability Insurance with an insurance company satisfactory to the municipality so as to hold the municipality harmless from any and all claims including Pollution Liability Claims, Environmental Damage Claims and Claims related to Hazardous Materials or damages arising out of bodily injury to or destruction of property caused by accident resulting from the use of implements, equipment or labor used in the performance of the contract or from any neglect, default, or omission or want of proper care, or misconduct on the part of the contractor or for anyone in his employ during the execution of the work. Comprehensive General Liability for Bodily Injury, including Accidental Death: $1,000,000.00 each occurrence, $2,000,000.00 aggregate. Liability for Property Damage: $1,000,000.00 each occurrence and $2,000,000.00 aggregate.

Comprehensive Automobile Liability: The contractor shall carry Comprehensive Automobile Liability Insurance (including owned, non-owned and hired vehicles) of at least the following limits:

· Comprehensive Automobile Liability for Bodily Injury: $1,000,000.00 each person/each occurrence, and

· Comprehensive Automobile Liability for Property Damage: $1,000,000.00 each occurrence, or

· Combined Single Limit of $1,000,000.00.

The above insurance policies shall also be subject to the following requirements:

1. Prior to starting work on this contract, the contractor shall deposit with the municipality certificates from the insurers clearly stating that the insurance policies required in the above paragraphs have been issued to the contractor. The certificates must be on a form satisfactory to the municipality and name the municipality as an additional insured on all policies.

2. Renewal Certificates shall be addressed and filed with the municipality at least ten (10) days prior to the expiration date of required policies.

1. No cancellation of any insurance, whether by the insurer or by the insured, shall be effective unless written notice thereof is given to the municipality at least fifteen days prior to the intended effective date thereof, which date has been expressed in the notice. Prior to the effective date of any such cancellation, the contractor shall take out new insurance to cover the policies so cancelled.

No contract shall be assigned or any part of the same subcontracted without the written consent of the individual participating entities and in no case shall such consent relieve the contractor from his obligation or change the terms of the contract.

It is mutually agreed that the proposed contractor is in no way an agent, servant or employee of any one of the purchasing entities.

The individual purchasing entities reserve the right to terminate for cause, its obligations under the contract. Further, the individual purchasing agencies reserve the right to use the state contract if the price is beneficial.

The undersigned represents that this bid proposal is made in good faith, without fraud, collusion or connection of any kind with any other bidder for supplying the same materials.

Company Name:______________________________________________________________

Address:____________________________________________________________________

Telephone # :_______________________________

Date: _____________________________________

Signature of Authorized Representative: ___________________________________________

Printed Name of Authorized Representative: ________________________________________

Title of Authorized Representative: _______________________________________________

ALL MATERIALS RECEIVED MUST BE RETURNED IN THE BID ENVELOPE

NO LATER THAN 9:00 AM on TUESDAY, JUNE 16, 2020 The bid will be publicly opened at 9:00 AM on Tuesday, June 16, 2020

Copy Paper Competitive Bid Form – FY21

High-speed copier paper must be guaranteed for use and must run smoothly, without "jamming," on high-speed copiers. Free replacement of inferior paper will be required. Two (2) reams of high-speed copier paper (white) must be submitted with bid for performance testing, if bids are submitted for these items. All paper must provide clear, bright copies and be moistureproof wrapped. All paper must meet a brightness factor of at least 92 unless otherwise specified. Quantities are approximate. All bid pricing must be inclusive of the costs of inside delivery to multiple designated locations.

PLEASE BID ON THE FOLLOWING ESTIMATED QUANTITIES:

A. Copier Paper (8 1/2" x 11" white, Sub. 20 lbs.)

Ensures clear, bright copies. Moistureproof wrapped. Ten (10) reams/carton. Orders will conform to pallet lot shipments (40 cartons). No less than one pallet lot will be requested to be shipped to any one location.

___________________Price Per Carton Estimated Total: 10,500 cartons

B. As in A. above, but minimum shipments of 800 cartons to any location.

____________________Price Per Carton Estimated Total: 29,600 cartons

C. As in A. above, but no minimum shipment of cartons

____________________Price Per Carton Estimated Total: 321 cartons

D. As in A. above, but with a brightness factor of at least 97

____________________Price Per Carton Estimated Total: 4,136 cartons

E. 8 ½ x 11 White, but paper containing no less than 30% post-consumer recycled materials. Packaging shall include an imprint identifying the recycled content of the paper and the recycling symbol Orders will conform to pallet lot shipments (40 cases). No less than one pallet lot will be requested to be shipped to any one location.

_____________________Price Per Carton Estimated Total: 6,880 cartons

F. As in E. above, but no minimum carton requirement.

_____________________Price Per Carton Estimated Total: 80 cartons

H. As in G. above, but price by ream with no minimum.

____________________Price Per Ream Estimated Total: 7,901 reams

__________________Price Per Carton Estimated Total: 110 cartons

__________________Price Per Ream Estimated Total: 106 reams

________________Price Per Carton Estimated Total: 187 cartons

L. Copier Paper 3-hole punched white (8 1/2” x 11” white, sub. 20 lbs.)

________________Price Per Carton Estimated Total: 144 cartons

Company Name:____________________________________ _________________ Address:____________________________________________ _______________ Telephone No._____________________________________________ _________ Printed Name of Authorized Representative: ________________ _________________ Title of Authorized Representative:__________________________________________ Date: _________________________________________ _____________________

REFERENCES

Please provide the name and contact information for at least three references who can attest to your company’s ability to fulfill the needs of this bid:

NAME:_________________________________________ TITLE:____________________________________

COMPANY/AGENCY:_____________________________________ PHONE:___________________________

PLEASE RETURN ALL MATERIALS RECEIVED IN THE BID ENVELOPE

NO LATER THAN 9:00 AM ON TUESDAY, JUNE 16, 2020

CERTIFICATIONS

IN WITNESS WHEREOF, the undersigned certifies, under the pains and penalties of perjury that:

(1) It is in compliance with all of the provisions, and shall remain in compliance with the provisions for the life of any Contract resulting from this solicitation: That the bidder is qualified to perform any such Contract and possesses, or shall obtain, all requisite licenses and permits to complete performance; shall maintain all unemployment, workers’ compensation, professional and personal liability insurance policies sufficient to cover its performance under any such contract; and shall comply with relevant prevailing wage rates and employment laws.

(2) To the best of its knowledge and belief has paid all local taxes, tax titles, utilities, motor vehicle excise taxes, water and wastewater bills to the above named entities, as required by law.

Certificate of Non-Collusion The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Tax Compliance Certification Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Company Name:_____________________________________________________

Address:___________________________________________________________

Telephone No.______________________________________________________

Printed Name of Authorized Representative: __________________________________

Signature of Authorized Representative: __________________________________

Title of Authorized Representative:__________________________________________

Date: ______________________________________________________________

___________________________________ State of incorporation/City of Business Federal Identification Number (D/B/A) Registration:________________ image1.jpeg