Envelope Specifications (2).pdf

Illinois Department of

Beverly J. Walker

Director Bruce Rauner Governor Children & Family Services

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DCFS: PO19‐271

BidBuy Requisition: 19‐418DCFS‐PROCU‐R‐24222

Envelope Specifications:

ENVELOPE DESIGN AND CONSTRUCTION:

ENVELOPES PROVIDED AS A RESULT OF THIS SOLICITATION MUST MEET CURRENT U.S. POSTAL REGULATIONS.

WINDOW SIZE:

WINDOW SIZE SHALL BE DEFINED BY PROVIDING A VERTICAL MEASUREMENT

(PERPENDICULAR TO TOP FLAP OPENING) AND HORIZONTAL MEASUREMENT

(PARALLEL TO TOP FLAP OPENING) OF THE WINDOW OPENING IN THE FOLLOWING

FORMAT: VERTICAL INCHES X HORIZONTAL INCHES.

THIS CONTRACT SHALL CONTAIN THE STANDARD WINDOW SIZE OF 1‐1/8" X

4‐1/2" FOR ALL SINGLE WINDOW ENVELOPES

WINDOW PLACEMENT:

THE WINDOW PLACEMENT SHALL BE DEFINED BY STATING THE DISTANCE FROM

LEFT SIDE OF ENVELOPE TO LEFT SIDE OF WINDOW OPENING AND DISTANCE FROM

BOTTOM OF ENVELOPE TO BOTTOM OF WINDOW OPENING.

THIS CONTRACT CONTAINS THE STANDARD WINDOW POSITION OF 7/8" FROM THE

LEFT EDGE AND 1/2" FROM THE BOTTOM EDGE OF SINGLE WINDOW ENVELOPES

PRINTING PROCESS FOR RETURN ADDRESS AND LOGOS:

THE PRINTING PROCESS SHALL BE FLEXOGRAPHY OR LITHO PRINTING. PRINT

ON FACE OF ENVELOPE SHALL BE PRINTED IN BLACK INK THAT IS RESISTANT

TO RUB. PROOFS ARE REQUIRED BEFORE PRINTING AND SUBJECT TO

AGENCY APPROVAL BEFORE PRINTING.

ALL TYPESETTING AS REQUIRED BY THE AGENCY IS THE RESPONSIBILITY OF

THE VENDOR. DCFS WILL PROVIDE ARTWORK FOR PRINTING REQUIRED.

PACKAGING:

ENVELOPES SHALL BE PACKAGED IN CARTONS; CONSISTING OF 5 INDIVIDUAL BOXES HAVING 500 ENVELOPES

EACH (2,500 ENVELOPES PER CARTON).

CARTONS MUST BE FULLY PACKED, WITH A MINIMUM OF AIR SPACE, SO THAT

THEY CAN BE STACKED AND PALLETIZED FOR SHIPMENT AND STORAGE WITHOUT

THE BOTTOM CARTONS COLLAPSING.

ALL ENVELOPES, UNLESS OTHERWISE SPECIFIED BY THE USING AGENCY, MUST

BE PACKAGED WITH THE FLAP FOLDED IN THE DOWN POSITION.

Director Bruce Rauner

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ALL ENVELOPES MUST BE SO MANUFACTURED AND PACKED TO ENSURE THAT NO

ONE ENVELOPE ADHERES TO ANOTHER DUE TO EXCESS GLUE, TIGHT PACKING,

HAVING INSUFFICIENT DRYING TIME OR OTHER VARIABLES WITHIN THE CONTROL

OF THE MANUFACTURER.

VENDOR WILL PACKAGE THE ORDER SO AS TO AVOID DAMAGE TO THE ITEMS.

ALL CARTONS AND BOXES MUST BE PLAINLY MARKED INDICATING CONTENTS,

STATE OF ILLINOIS RELEASE/PURCHASE ORDER NUMBER, QUANTITY, SIZE AND

STYLE OF ENVELOPE, AND FORM NUMBER IF PROVIDED.

EXAMPLE OF BOX LABEL:

¦ FORM NUMBER: ¬PLACE HERE IF PROVIDED| ¦

¦ QUANTITY OF CONTENTS: 500 ENVELOPES ¦

¦ SIZE: #10 ENVELOPE ¦

¦ STYLE: DIAGONAL SEAM ¦

¦ 1" X 4" POLY WINDOW, 7/8" FROM LEFT AND 5/8" FROM BOTTOM ¦

¦ PRE‐PRINTED RETURN ADDRESS ¦

¦ 2‐1/4" ROUNDED FLAP ¦

¦ SPLIT GUM ¦

EXAMPLE OF CARTON LABEL:

¦ FORM NUMBER: ¬PLACE HERE IF PROVIDED| ¦

¦ STATE OF ILLINOIS RELEASE ORDER NUMBER: ####### ¦

¦ PACKAGE NUMBER: 2 OF 20 ¦

¦ QUANTITY OF CONTENTS: 2,500 ENVELOPES ¦

¦ SIZE: #10 ENVELOPE ¦

¦ STYLE: DIAGONAL SEAM ¦

¦ 1" X 4" POLY WINDOW, 7/8" FROM LEFT AND 5/8" FROM BOTTOM ¦

¦ PRE‐PRINTED RETURN ADDRESS ¦

¦ 2‐1/4" ROUNDED FLAP ¦

¦ SPLIT GUM ¦

DELIVERY:

DELIVERY OF ORDER SHALL BE MADE WITHIN TWENTY‐FIVE (25) CALENDAR DAYS

OF AGENCY PROVIDING PROOF APPROVAL.

ALL ENVELOPES MUST BE DELIVERED TO THE CUSTOMER IN GOOD ORDER, AND

SUBJECT TO THE INSPECTION FOR DAMAGE, COUNT, WEIGHT, MEASUREMENT AND

Director Bruce Rauner

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TEST OF THE DEPARTMENT.

SHIPMENTS CONTAINING BROKEN OR COLLAPSED CARTONS MAY BE REJECTED.

NO OVERRUNS OR UNDERRUNS WILL BE ACCEPTED.

ALL BID PRICES SHALL INCLUDE PRINTING AND INSIDE DELIVERY EXCEPT LINE ITEM #4 and LINE ITEM #12.

DOCK DELIVERY FOR LINE ITEM #4 and LINE ITEM #12 (CHAMPAIGN AREA OFFICE)

DOCK DELIVERY MEANS THAT THE REQUESTING AGENCY HAS A LOADING DOCK AND WILL

BE UNLOADING THE ENVELOPES WITH THEIR EQUIPMENT. ANYTHING DIFFERENT MEANS

THAT THE REQUESTING AGENCY WILL NEED TO ADD A SPEARATE COMMODITY LINE(S) FOR

INSIDE DELIVERY.

ALL DELIVERIES SHALL BE ACCOMPANIED BY A PACKING SLIP.

PALLETIZING:

EACH PALLET MUST BE NON‐RETURNABLE WOODEN TYPE, WITH OPENINGS ON ALL

FOUR SIDES TO ALLOW A FORKLIFT TO ENTER FROM ANY SIDE. EACH PALLET

MUST BE AT LEAST 36" WIDE X 36" LONG WITH AT LEAST 4" OF CLEARANCE ON

THE BOTTOM TO ALLOW ENTRY OF A FORKLIFT.

SOME USING AGENCIES MAY REQUIRE A DIFFERENT SIZE WOODEN PALLET OR

DESIGN FOR THEIR WAREHOUSE NEEDS. EACH VENDOR WILL BE RESPONSIBLE FOR

MEETING THOSE NEEDS.

NO ADDITIONAL CHARGES FOR PALLETS WILL BE ALLOWED.

VENDOR WILL PALLETIZE THE ORDER SO AS TO AVOID DAMAGE TO THE

ITEMS.

VENDOR WARRANTY:

THE AWARDED VENDOR WARRANTIES THE PRODUCTS DESCRIBED IN THIS

SOLICITATION TO BE FREE OF DEFECTS AND PRODUCED IN A MANNER CONSISTENT

WITH THE DESCRIPTIVE LANGUAGE CONTAINED HEREIN. ENVELOPES, ENVELOPE

BOXES, AND CARTONS THAT DEVIATE FROM THIS STANDARD ARE TO BE RETURNED

TO VENDOR AND REPLACED AT VENDOR'S EXPENSE. THIS SPECIAL TERM AND

CONDITION IS IN ADDITION TO THE STANDARD WARRANTY INFORMATION LOCATED

IN THE STANDARD TERMS AND CONDITIONS.