GoldSealBusinessCardsSpecifications2013.doc

IMPRINTING OF GOLD SEAL BUSINESS CARDS

REQUEST FOR QUOTATION

SPECIFICATIONS, TERMS, AND CONDITIONS

Commodity: Imprinting of Gold Seal Business Cards Scope: To establish a Master Agreement (MA) for the Imprinting of Gold Seal Business Cards Contract Period: April 1, 2013 to March 31, 2014

The estimated value of this annual agreement is approx. $1,000 (50 orders) to $2,500 (85 orders) annually based on the last two years of activity. The majority of the orders are for 500 cards in blue ink.

Specifications: This Master Agreement is for the imprinting only of the Gold Seal Business cards. The Gold Seal Card stock will be supplied (8-up on a sheet) with the engraved Gold Seal already printed. The ordering Agency will obtain the necessary amount of Gold Seal card stock from the State of Maine Central Warehouse and have them shipped directly to the vendor.

Cards are to be flat print only, reflex blue or black ink, typeset in “Goudy Handtooled” and to be set up in the Governor’s standardized format. All set-up charges are to be included in the price.

A scanned sample card is attached for reference.

NOTE: The Gold Seal cards in the exact quantities 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: Prompt delivery is required. Delivery is to be within one calendar week after receipt of card stock and/or approved proof.

Price: Price is to be all inclusive. Price to include all delivery 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 prior to the closing date and time, 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 response.