FlatPrintBusinessCardsQuoteDec2009.rtf

REQUEST FOR QUOTATION

ANNUAL CONTRACT

FLAT PRINT BUSINESS CARDS

01/01/10 TO 12/31/10

SPECIFICATIONS, TERMS AND CONDITIONS

SCOPE: To establish an annual contract for the printing of Flat Print Business Cards

ESTIMATED VALUE: Approximately $8000.00 was spent against this contract in 2009. There were approximately 250 orders.

CONTRACT PERIOD: January 1, 2010 to December 31, 2010

SIZE: 3-1/2” x 2”, printed one or two sides, on 80 lb. White Mohawk Vellum Recycled Cover Stock.

TYPE STYLE: State Government format (sample supplied upon request) Goudy Hand Tooled. All State Agencies are to comply with this format. State to supply one State Seal – Vendor to duplicate as required.

INK: Ink to be one standard color – Black or Reflex Blue

ORDERING PROCEDURE: Delivery Orders (DO) will be created in AdvantageME unless the State of Maine Procurement Card is used for payment. Delivery 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, and then the Division of Purchases will e-mail the PDF order to the Vendor.

PROOFS: Vendor to provide proof on all cards prior to printing. Proof MUST be furnished within one calendar week after receipt of order.

DELIVERY: Delivery MUST be within one calendar week after receipt of approved proof.

INVOICING: Vendor is to invoice each agency directly. Vendor is to reference DO number on all invoices. Do not invoice for more than the number of cards requested.

PRICE: Price to include all delivery costs. Major portion of cards are within the Augusta area.

PACKAGING: All business cards MUST be packaged in rigid business card boxes.

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.

Report must include the Ordering Agency, Order Date, Quantity, and the Dollar Amount.

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.

EXTENSION CLAUSE: The State Purchasing Director reserves the right to extend this contract period beyond the indicated expiration date with the consent of the contractor. Total contract period may not exceed three years.

CANCELLATION CLAUSE: The Director of the Division of Purchases reserves the right to cancel this contract with a thirty (30) day written notice, or cancel immediately due to non-compliance with terms & conditions of contract.

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 price of “0.00” in the unit price and fill in the delivery days on the electronic response. Vendor must also indicate if they are bidding recycled stock (minimum of 30% PC).