GoldSealBusinessCardsMASpecifications2014.doc

PRINTING OF GOLD SEAL BUSINESS CARDS

REQUEST FOR QUOTATION

SPECIFICATIONS, TERMS, AND CONDITIONS

Commodity: Printing of Gold Seal Business Cards Scope: To establish a Master Agreement (MA) for the Printing of Gold Seal Business Cards Contract Period: April 1, 2014 to March 31, 2015

The estimated value of this agreement is approx. $5,000 (150 orders) annually based on the last year of activity. The majority of the orders are for 250 or 500 cards in blue ink.

Specifications: This Master Agreement is for the complete printing of the Gold Seal Business cards with an engraved Gold Seal. Previously this contract was for the imprinting only of the Gold Seal Cards, and the State Central Warehouse supplied the Gold Seal Card stock (8-up on a sheet) with the engraved Gold Seal already printed. The Central Warehouse will no longer supply the Gold Seal card stock so we are looking for a vendor that can supply the entire card.

Finished size of business card is 3.5” x 2”. Stock required is 80 lb. White Rolland Opaque recycled cover. The cards are to be flat print only, one or two sides, reflex blue or black ink, typeset in “Goudy Handtooled” and to be set up in the Governor’s standardized format and they have an engraved Gold State of Maine Seal in the upper left corner. The State of Maine owns the printing die for the engraved Gold Seal Stock (8-up), and will supply the die to the successful vendor if needed. The vendor will be required to pick up the die at the Division of Purchases. The die will remain with the vendor until the end of the contract, and the vendor will be responsible for returning the die to the Division of Purchases when the contract has ended. All set-up charges are to be included in the price.

A scanned sample card is attached for reference.

As part of this contract, the vendor will be asked to buy the current stock on hand at Central Warehouse. The current stock is supplied 8-up on sheet. Sheet size is 7-1/4” x 8-3/4” (see scanned sample attached for reference). The State of Maine currently has 12,000 sheets. The vendor will be required to pay for the stock at the time of receipt. The stock will need to be picked up and paid for at the Central Warehouse, 85 Leighton Rd., Augusta, ME 04330, no later than Monday, April 7, 2014 (approx. one week after the award has been made). Please indicate on your bid the date you will be able to pick up the stock.

NOTE: The Gold Seal cards in the exact quantities (250, 500 or 1000) and format as specified are the only cards to be printed against this contract. Any variances from these specifications are not to be printed against this agreement.

Packaging: All business cards MUST be packaged in rigid business card boxes in uniform quantities (250 or 500 per box).

Order Method: Delivery Orders (DO) will be created in AdvantageME for all orders against the Master Agreement (MA), unless the State of Maine Procurement Card is used for payment. Delivery Orders will be e-mailed by the using agency to the Vendor as a PDF file.

If a State of Maine Procurement Card is used for payment, a DO will NOT be issued, and agency will use an alternate method of ordering (email, telephone, etc.). Agency will call vendor with procurement card information.

Proofs: Vendor to provide proof on all cards prior to printing. Proof with the original copy is to be sent to the requesting agency. Proof is required to be furnished within one calendar week after receipt of order.

Delivery: To be delivered/shipped to various locations throughout the State of Maine. Prices are to be FOB delivered. Prompt delivery is required. Delivery is to be within 5 – 10 working days after receipt of order.

Price: Price is to be per LOT. Lots consist of 250, 500 or 1000 business cards. Price is to be all-inclusive. Price to include all delivery, shipping and/or mailing costs, all typesetting/set-up charges, and prices are to remain firm throughout the contract.

Invoicing: Individual invoices are to be forwarded to the ordering agency for payment, always listing the Delivery Order (DO) number and Master Agreement (MA) number.

Report: It is the responsibility of the vendor to produce a monthly report. The Division of Purchases will require the vendor to submit a monthly report due by the 5th working day of each month on what was purchased during that month. The agency name must be listed as well as how many cards purchased, and the amount of money.

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 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.

Cancellation Clause: The Director of the Division of Purchases reserves the right to cancel this Master Agreement with a thirty (30) day written notice, or cancel immediately due to non-compliance with Terms and Conditions of Agreement.

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.

Samples: Vendor is required to submit samples of similar work for review.

Please forward samples to:

Division of Purchases ATTN: Deborah Jacques

9 State House Station

Burton Cross Building, 4th Floor

111 Sewall Street

Augusta, ME 04333-0009

Samples must be received in this office prior to the closing date and time of this RFQ, and may be considered in the bid award. Vendor to reference RFQ number and their company name on the samples submitted for easy identification.

Vendor Instructions for Response: Vendor to download attached spreadsheet, fill in the required information, and reattach spreadsheet to response by the due date and time indicated. Detailed instructions for filling out the spreadsheet are also attached.

Vendor MUST submit a price of “0.00” in the unit price and fill in the delivery days on the electronic solicitation response.