RELEASE DATE:

STATE PROCUREMENT OFFICE

INVITATION FOR BIDS NO. 26003

IMPRINTED ENVELOPES,

BUSINESS CARDS, AND GOLD FOIL

STATE SEAL STATIONERY

WILL BE RECEIVED UP TO 2:00 P.M. HST

ON APRIL 23, 2026

OR AS RECEIVED THROUGH ADDENDA IF APPLICABLE, THROUGH THE STATE OF

HAWAII ELECTRONIC PROCUREMENT SYSTEM (HIePRO). DIRECT QUESTIONS

RELATING TO THIS SOLICITATION, QUESTIONS OR ISSUES RELATING TO THE

ACCESSIBILITY AND REQUESTS FOR ACCOMMODATIONS FOR PERSONS WITH

DISABILITIES IN CONNECTION TO THIS IFB TO KELLI NEKOMOTO AT (808) 586-0567

OR E-MAIL AT kelli.r.l.nekomoto@hawaii.gov.

Dayna Omiya

Procurement Officer

March 4, 2026 mailto:kelli.r.l.nekomoto@hawaii.gov..

https://stateofhawaii.na1.adobesign.com/verifier?tx=CBJCHBCAABAApfc1vuVhrcJ8-vc32SIyEeXVe0JihCm0

IMPRINTED ENVELOPES, 2 IFB No. 26003

BUSINESS CARDS, AND GOLD

FOIL STATE SEAL STATIONERY

TABLE OF CONTENTS

1. Bidder Checklist

2. Scope of Work

3. Definitions

4. Contract Administrator

5. Term of Contract

6. Bidder Qualification and Responsibility

7. Estimated Schedule and Significant Dates

8. Pre-Bid Conference

9. Format Instructions for Submitting a Bid on HIePRO

10. Bidder’s Authority to Submit Bid

11. Required Review

12. Certification of Independent Cost Determination

13. Tax Liability

14. Order of Precedence

15. Past Annual Usage

16. Estimated Usage for Gold Foil State Seal Items

17. Bid Preparation

18. Group A: Specifications for Imprinted Envelopes, Gummed

19. Group B: Specifications for Imprinted Envelopes, Peel and Seal

20. Group C: Specifications for Business Cards

21. Group D: Specifications for Business Cards with Gold Foil State Seal

22. Group E: Specifications for Letterheads with Gold Foil State Seal

23. Group F: Specifications for Certificates and Notecards with Gold Foil State Seal

24. Group G: Specifications for 11” x 15” Paper with Gold Foil State Seal

25. Group H: Specifications for Blue Linen Certificate Folder with Gold Foil State Seal

26. Group I: Specifications for Large Blue Folder with Gold Foil State Seal

27. Price Adjustment

28. Purchasing Agency Samples

29. Bidder’s Samples

30. Bidder Preparation Costs

31. Responsibility of Bidder

32. Quality of Product

33. Applicable License and Certification

34. Electronic Submission of Bid

35. Modification Prior to Submittal Deadline

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36. Method of Award

37. Preference: Printing, Binding, and Stationary Work

38. Receipt, Opening and Recording of Bids

39. Mistakes in Bid

40. Protest Procedures

41. Approvals

42. Payment to Hawaii Information Consortium, LLC (HIC) dba Tyler Hawaii

43. Notice to Proceed

44. Contract Execution

45. Contract Invalidation

46. Quarterly Sales Report and Vendor Collected Administrative Fee (VCAF)

47. Insurance

48. State’s Commitment

49. Ordering by Purchasing Agencies

50. Digital Proofs

51. Same-Island Delivery from Contractor’s Local Warehouse

52. Inter-Island Delivery from Contractor’s Local Warehouse

53. Invoicing and Payment

54. Use of Price List Contract by Nonprofit Organizations

55. Subcontractor(s)

56. Failure to Deliver and Product Substitution

57. Liquidated Damages

58. Vendor and Product Evaluation

IMPRINTED ENVELOPES, 4 IFB No. 26003

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Exhibits:

Exhibit A, AG-008 103D General Conditions

Exhibit B, General Provisions

Exhibit C, Past Annual Usage

Exhibit D, Agency Samples

Attachments:

OF1 (Offer Form 1)

OF2 (Past Performance)

OF3 (SPO 008 Certificate of Recycled Content)

OF4 (Imprinted Envelopes, Gummed)

OF5 (Imprinted Envelopes, Peel and Seal)

OF6 (Business Cards)

OF7 (Business Cards with Gold Foil State Seal)

OF8 (Letterheads with Gold Foil State Seal)

OF9 (Certificates and Notecards with Gold Foil State Seal)

OF10 (11x15 Paper with Gold Foil State Seal)

OF11 (Blue Linen Certificate Folder with Gold Foil State Seal)

OF12 (Large Blue Folder with Gold Foil State Seal)

IMPRINTED ENVELOPES, 5 IFB No. 26003

1. Bidder Checklist

The following documents are required to be submitted for any responsible, responsive

Bidder to be considered for an award.

IFB Section 17, Bid Preparation includes additional details.

No. Description

OF1 Offer Form 1

OF2 Past Performance

OF3 SPO 008 Certificate of Recycled Content and sufficient information to support SPO-008 (Manufacturer’s specifications or manufacturer’s certification)

OF4 to OF12 Group(s) being bid on

2. Scope of Work

The State Procurement Office (SPO) is seeking Contractor(s) to provide printing and delivering for Imprinted Envelopes, Business Cards, and various Gold Foil State Seal stationery for Agencies statewide. Gold Foil State Seal stationery includes Business

Cards, Letterheads, Certificates, Notecards, 11” X 15” Paper, Blue Linen Certificate

Folders, and Large Blue Folders. This shall be in accordance with the information herein and the State Procurement Office (SPO) General Provisions (Rev. 11/2023), or as amended, and the AG-008 103D General Conditions (Rev. 1/10/2023).

Services to be provided shall include:

a. Printing shall be complete, consistent, and of high quality according to Purchasing

Agency specifications.

b. Digital Proofs shall be required for all items covered under this contract. Contractor shall submit Digital Proof(s) to each Purchasing Agency for written approval prior to production.

c. Contractor shall keep the Purchasing Agency advised, at all times, of the status of the order, including any delays in printing, delivery, or other related issues.

A SPO Price List Contract Number will be issued as a result of any award made for this

Invitation for Bids (IFB). This is a non-mandatory contract, and participating Agencies shall place orders on an “as needed” basis during the term of the contract.

3. Definitions

a. “Bidder” means any individual, partnership, firm, corporation, joint venture, or other legal entity submitting, directly or through a duly authorized representative or agent, a bid for the good or service contemplated.

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b. “Business day” means a government agency business day, Monday through

Friday, excluding observed State holidays.

c. “Contractor” also Vendor, means any individual, partnership, firm, corporation, joint venture, or other legal entity undertaking the execution of the work under the terms of the contract with the State, and acting directly or through its agents or employees.

d. “CPO” means Chief Procurement Officer.

e. “Diagonal seam” means a seam running diagonally across the back or insertable side of an open side envelope to the top of the throat.

f. “Digital Proof” means an electronic preliminary version of a printed piece.

g. “DPI” means Dots Per Inch, the number of dots in a printed inch.

h. “GET” means General Excise Tax.

i. “Gum/Gumming” means a strip of water-soluble glue, or gum, on its flap.

j. “HAR” means Hawaii Administrative Rules.

k. “HCE” means Hawaii Compliance Express.

l. “HIePRO” means Hawaii Electronic Procurement System.

m. “HRS” means Hawaii Revised Statues.

n. “IFB” means Invitation for Bids, all documents, whether attached or incorporated by reference, utilized for soliciting bids.

o. “Imprinted Envelope” means an envelope with a printed or embossed indicium indicating the prepayment of postage.

p. “Jurisdiction” means purchasing jurisdictions are the government entities headed by a Chief Procurement Officer (CPO) pursuant to HRS §103D-203.

q. “May” means something that is not mandatory, but permissible.

r. “Metallic Gold Foil” also is known as foiling printing means a process that uses heat, pressure, metal dies and foil film, resulting in a reflective gold finish.

s. “Nesting” means packing of envelopes where they are nesting together with flaps extended.

t. “Four-color process (4CP)” means an industry-standard printing method also known as CMYK (Cyan, Magenta, Yellow, and Key/Black). Additional colors are created by layering varying percentages of these four base-colors.

u. “Peel and Seal” means an envelope with a pressure-sensitive adhesive applied to the sealing flap that is activated by direct contact with the corresponding adhesive surface, requiring no moisture, glue, tape or additional fastening materials to seal.

v. “Post-consumer recovered material” means any product used by a consumer, including a business that purchases the material, that has served its intended end-use, and that has been separated or diverted from the solid waste stream for the purpose of use, reuse, or recycling.

w. “Procurement Officer” means any person with delegated authority to enter into and administer contracts and make written determination with respect thereto. The term includes an authorized representative acting withing the limits of authority.

The delegated authority is received from the Chief Procurement Officer directly or through the Head of a Purchasing Agency or designee to the Procurement Officer.

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x. “Purchasing Agency” means any governmental body which is authorized by this chapter or its implementing rules and procedures, or by way of delegation, to enter into contracts for the procurement of goods or services.

y. “Recovered material” is a material that has been separated, diverted, or removed from the solid waste stream after a manufacturing process for the purpose of use, reuse, or recycling. This term does not include those materials that are generated and normally reused on-site for manufacturing processes (such as mill broke, in the case of paper products).

z. “Security lined” is a pattern printed on the inside of an envelope so that when it is held up to the light, the contents of the envelope cannot be seen.

aa. “Shall/Must” means a mandatory requirement. Failure to meet a mandatory requirement will result in rejection of the bid as being non-responsive.

bb. “Solid waste stream” means discarded material moving from the point of discard to ultimate disposition.

cc. “SPO” means State Procurement Office.

dd. “State” means Judiciary, the Legislature, Office of Hawaiian Affairs, Department of

Education, University of Hawaii, Hawaii Health Systems Corporation, remaining departments of the executive branch and all governmental bodies administratively attached to them, and the Counties.

ee. “Throat” means the space between a top of an envelope’s back flap and its seal flap crease line.

ff. “Typesetting” means the process of arranging text and images for printing.

gg. “USPS” means the United States Postal Service.

hh. “Window covering material” means a plastic (typically film or Bi-Oriented

Polystyrene film (BOP)) window to all the recipient’s address to be printed on the paper contained within.

ii. “Wove paper” is a type of paper made with a revolving roller covered with wires so woven as to produce no fine lines running across the grin.

4. Contract Administrator

For the purposes of this contract, Kelli Nekomoto, Purchasing Specialist, (808) 586-0567, kelli.r.l.nekomoto@hawaii.gov, is designated the Contract Administrator, or as updated in the SPO Price List.

5. Term of Contract

The initial term of the contract shall be for twenty-four (24) months starting on the date specified on the Notice to Proceed. Unless terminated, the contract may be extended without re-bidding, upon mutual agreement in writing between the State and the

Contractor, prior to the expiration date for not more than three (3) twelve-month (12) periods, or parts thereof. Provided, the contract price for the extended period shall remain the same or lower than the initial contract price, subject to any price increases allowed by the contract.

mailto:kelli.r.l.nekomoto@hawaii.gov

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The State or Contractor may terminate any extended contract period at any time upon ninety (90) days prior written notice.

6. Bidder Qualification and Responsibility

Location of Wholesale or Retail Business. Bidder shall maintain an island-based inventory operation or retail business at the time of bidding and during the contract period with inventory operations for supplying the items awarded. Award(s) shall not be made to any

Bidder not meeting this qualification requirement. Island-based inventory operation or retail business location, contact person, phone and facsimile numbers shall be provided on the OF1.

7. Estimated Schedule and Significant Dates

Contract Released

Exhibit D (Agency Samples) available for Bidders to view at the SPO

Contract Released Date through Bid Due Date

Pre-Bid Conference March 12, 2026; 10:00 am HST

Question Submittal Deadline March 25, 2026; 2:00 pm HST

All questions must be submitted through HIePRO by this date.

Answers to Questions April 6, 2026; 2:00 pm HST

Bid Due Date April 23, 2026; 2:00 pm HST

Submit bids electronically via HIePRO.

Start Date / Notice to Proceed Date August 1, 2026

8. Pre-Bid Conference

An optional pre-bid conference will be held on March 12, 2026; 10:00 AM HST on Microsoft

Teams. The link to attend is: SPO IFB No. 26003 Imprinted Envelopes, Business Cards, and Gold Foil State Seal Stationery - Pre-Bid Conference | Meeting-Join | Microsoft

Teams. Register for this online event via the Teams link. A summary of the pre-bid conference will be provided via an addendum posted in HIePRO.

Meeting ID: 244 625 640 711 86

Passcode: Xd68vS9k

March 4, 2026 https://events.gcc.teams.microsoft.com/event/3cd8cbaa-34f7-49d1-a072-b768214c47e0@3847dec6-63b2-43f9-a6d0-58a40aaa1a10 https://events.gcc.teams.microsoft.com/event/3cd8cbaa-34f7-49d1-a072-b768214c47e0@3847dec6-63b2-43f9-a6d0-58a40aaa1a10 https://events.gcc.teams.microsoft.com/event/3cd8cbaa-34f7-49d1-a072-b768214c47e0@3847dec6-63b2-43f9-a6d0-58a40aaa1a10

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9. Format Instructions for Submitting a Bid on HIePRO

The State has established the HIePRO [pronounced ‘HI-PRO’] to electronically solicit and receive bids for procurements. Bidders interested in responding to this electronic contract must be registered on the HIePRO in order to participate in this procurement. Registration information is available at the State Procurement Office (SPO) website:

http://spo.hawaii.gov, click on HIePRO (eProcurement System), then click on the link to sign up and create an account.

a. Bids shall be submitted as attachments on HIePRO.

b. Proprietary/Confidential Information, if any, shall be contained in a separate file that is clearly identified as “proprietary/confidential” information.

c. When submitting a bid in HIePRO, under Offer Information, use the “TOTAL SUM

BID PRICE” from the applicable Offer Form for the “Unit Price in US Dollars” for each Group being bid on.

d. If bidding on multiple Groups, only one submission of the OF1, OF2, and OF3 is required. Submit these documents as attachments to any one of the Groups being bid on.

Visit https://hiepro.ehawaii.gov/videos.html to watch Help Videos for Vendors on User

Roles Overview, Vendor Registration, Responding to a Solicitation, and Adding

Commodity Codes.

10. Bidder’s Authority to Submit Bid

The State will not participate in determinations regarding a Bidder's authority to sell a product or service. If there is a question or doubt regarding a Bidder 's right or ability to obtain and sell a product or service, the Bidder shall resolve that question prior to submitting a Bid. If a Bidder offers a product that meets the specifications, is acceptable, and the price submitted is the lowest price offered, the contract will be awarded to that

Bidder.

11. Required Review

a. Before submitting a bid, each Bidder must thoroughly and carefully examine this contract, attachment(s), addendum(s), and other relevant documents, to ensure the Bidder understands the requirements of the contract. The Bidder must also become familiar with State, local, and federal laws, statutes, ordinances, rules, and regulations that may, in any manner, affect cost, progress, or performance of the required work.

b. Should the Bidder find defects and questionable or objectionable items in the contract, the Bidder shall notify the SPO as soon as possible. This will allow the issuance of any necessary corrections and/or amendments to the contract by http://spo.hawaii.gov/ https://hiepro.ehawaii.gov/videos.html

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addenda, and mitigate reliance of a defective contract upon which award could not be made.

12. Certification of Independent Cost Determination

The Bidder shall comply with Chapter 480, HRS, Monopolies; Restraint of Trade.

By submission of a bid in response to this contract, Bidder certifies as follows:

a. The costs quoted have been arrived at independently, without consultation, communication, or agreement with any other Bidder, as to any matter relating to such costs for the purpose of restricting competition.

b. Unless otherwise required by law, the cost which has been quoted in response to this contract has not been knowingly disclosed by the Bidder prior to award, directly or indirectly, to any other Bidder or competitor prior to the award of the contract.

c. No other attempt has been made or will be made by the Bidder to indicate any other person or firm to submit or not to submit for the purpose of restricting competition.

d. Failure to comply with an independent cost determination may lead to corporation and individual fines and jail sentences.

13. Tax Liability

a. Work to be performed under this contract is a business activity taxable under HRS

Chapter 237, and if applicable, taxable under HRS Chapter 238. Bidders are advised that they are liable for the Hawaii GET and County Surcharge at the current 4.5% for Oahu, Maui, Hawaii, and Kauai. If, however, a Bidder is a person exempt by the

HRS from paying the GET or County Surcharge and therefore not liable for the taxes on this contract, the Bidder shall state its tax-exempt status and cite the HRS chapter or section allowing the exemption.

b. Federal I.D. Number and Hawaii General Excise Tax License I.D. Bidder shall submit its current Federal I.D. No. and Hawaii General Excise Tax License I.D.

number in the space provided on Offer Form, OF1, thereby attesting that the Bidder is doing business in the State and that the Bidder will pay such taxes on all sales made to the State.

14. Order of Precedence

The terms and conditions stated in this contract, including Exhibits A to D shall supersede any other terms and conditions proposed by a Contractor.

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15. Past Annual Usage

See Exhibit C, Past Annual Usage for Group A (Imprinted Envelopes, Gummed) and

Group C (Business Cards).

*Note: There is no past annual usage for Group B (Imprinted Envelopes, Peel and Seal) or Groups D through I (Gold Foil State Seal items).

The past annual usage amounts are not a commitment by the State to procure. The State reserves the right to purchase larger or smaller quantities at the prices quoted in this contract.

16. Estimated Usage for Gold Foil State Seal Items

Below is the estimated total usage for Gold Foil State Seal items over the course of the term of contract, including any extension periods (total of five (5) years).

The estimated usage represents quantities from State agencies, departments, and jurisdictions via an SPO survey. The estimated usages for Gold Foil State Seal items are not a commitment by the State to procure. The State reserves the right to purchase higher quantities at the prices quoted in this contract.

Gold Foil State Seal Items Estimated

Total Usage

Unit

Business Cards 220

Boxes of 250

Boxes of 500

Letterheads 10 Boxes of 500

Certificates 8 Boxes of 500

Notecards 20 Boxes of 500

11” x 15” Paper 12 Boxes of 500

Blue Linen Certificate Folder 5 Boxes of 500

Large Blue Folder 4 Boxes of 500

17. Bid Preparation

The following Offer Forms (OF) are required to be submitted.

a. Offer Form (OF), OF1. Offer Form 1. The Bidder shall submit its current Federal I.D.

No. and Hawaii General Excise Tax License I.D. number in the space provided on the OF1, thereby attesting that the Bidder is doing business in the State and that the

Bidder will pay such taxes on all sales made to the State. Bidder shall submit its bid using Bidder’s exact legal name as registered with the Department of

Commerce and Consumer Affairs, if applicable; and indicate the exact legal name in the appropriate space on OF1. Failure to do so may delay proper execution of

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the contract. The authorized signature on the first page of the OF1 may be submitted with an electronic signature with audit trail OR an original signature in ink, which shall be required before an award, if any, can be made. Ink signatures are not required for electronic submission of a bid on HIePRO but shall be required upon Notice of Award. The submission of the bid on HIePRO shall indicate the

Bidder’s intent to be bound.

b. Offer Form (OF), OF2. Past Performance. Past Performance will be determined based on the data collected in the Hawaii Awards & Notices Data System (HANDS) https://hands.ehawaii.gov/hands/contractorperformance. If no entries exist for the

Bidder, the Bidder is required to complete the OF2 and provide a minimum of three

(3) responsive references. References may include companies or State/ City

Agencies that the Bidder has provided in the past or is currently providing for identical or similar items as specified herein. The State reserves the right to contact the listed references to inquire about the Bidder’s past and/or current performance.

c. Offer Form (OF), OF3. SPO 008 Certificate of Recycled Product and supporting documents are required to be submitted by Bidder.

i. All items being bid on shall be recycled paper products with a minimum of

10% post consumer recovered material. Failure to certify the recycled content on the OF3 for every item being bid on will result in rejection of the bid as being non-responsive.

ii. Bidder shall also submit sufficient information to support the stated recycled content of the products offered. This shall include but not be limited to, manufacturer’s specifications or manufacturer's certification. The

Procurement Officer reserves the right to request additional information deemed necessary to qualify products and shall have the sole discretion in determining acceptance of products.

iii. The OF3 shall be signed by an authorized official, or the Bidder, to sign on behalf of the paper manufacturer. The OF3 is pre-populated with all solicitation items, with items sharing the same paper type consolidated into one line. The Bidder may leave columns blank for any items not being bid on.

d. Offer Form (OF), OF4 to OF12. Bid Quotation. Unit bid prices shall include the following pricing inclusions and conditions:

i. Unit prices shall be firm for the term of the contract, including mutually agreed upon extension period(s), except for increases allowed under Section 27

Price Adjustment.

ii. Include all applicable taxes, except the GET or use tax and county surcharge for all sales. The GET or use tax and county surcharge may be added to the invoice as a separate line item and shall not exceed the current max pass-on tax rate(s) for each island. No other charges will be honored, except as specified herein.

iii. Include labor, equipment, installation, transportation, storage, training, all applicable taxes, pCard transaction fee not to exceed 4%, the cost of https://hands.ehawaii.gov/hands/contractorperformance

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typesetting, proofs, printing, packaging, delivery, and any other costs incurred to provide services specified.

iv. Unit prices shall be submitted in terms of the unit shown.

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18. Group A: Specifications for Imprinted Envelopes, Gummed

All imprinted envelopes are 24lb., white wove, gummed top flap opening

Item: Size No.: Envelope

Dimension:

Security Lined and/or Window Dimension:

A 6-3/4 3-5/8” x 6-1/2” n/a

B 9 3-7/8” x 8-7/8” n/a

C 10 4-1/8” x 9-1/2” n/a

D 10 4-1/8” x 9-1/2” Single window is 1-1/8” x 4-1/2”, positioned 1/2” from the bottom and 7/8” from the left edge of the envelope.

E 10 4-1/8” x 9-1/2”

Security Lined.

Single window is 1-1/8” x 4-1/2”, positioned 1/2” from

a. Composition

May include any of the following:

i. Black ink text

ii. Standard State logo and/or Department logo (300 DPI or above)

iii. Department and Division

iv. Address and/or P.O. Box Number, zip code, telephone number, and fax number

b. Construction

The following minimum specifications shall apply to all orders:

Style: Diagonal seam, square style.

Printing:

Black ink text printing shall be in accordance with each

Purchasing Agency’s request.

Recycled

Content

Certification:

Paper shall be of recycled content as follows: minimum 10% post consumer recovered material. See Section 17.c, Offer Form

(OF), OF3 for submission requirements.

Glue:

Flaps and windows shall be glued securely and as near to their edges as possible without exposing glue inside the envelope.

Window covering material must adhere completely and firmly around all edges of the window with no un-gummed spots to impede the insertion of material to be mailed. There shall be no excess or exposed glue on the outside or inside of the envelope

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that could cause envelopes to stick together or make the interior walls of the envelope stick.

Gumming:

Flap shall have gumming applied in three places – left side, center, right side, with gums omitted on those sections of the flap which overlap the seams.

Gumming must be of a quality that will seal envelopes easily and remain sealed.

Contractor must also consider high moisture and humidity conditions that are unique to Hawaii’s environment.

Packaging:

Order quantities of 500, 1000, 2500, 5000, 7500, or 10000 envelopes. There shall be no nesting of envelopes.

Resolution:

Minimum 300 DPI for State and/or Department logo.

Other: Envelopes shall be suitable for insertion into machines currently in operation at the various departments of the State without the necessity of making any changes or adjustments to any of the machines to avoid jamming. In the event of any work stoppage due to incompatibility between envelopes and machines, the

State shall have the right to request complete remanufacture of the envelopes at the expense of the Contractor, or to buy replacement envelopes from another supplier at emergency or premium cost, if necessary, and assess the entire cost to the

Contractor.

The Procurement Officer shall have the sole right to determine the facts of and reasons for any and all work stoppages and to take any emergency action provided for in the preceding paragraph if the Procurement Officer determines the cause of a stoppage to be an incompatibility between envelopes and the machines. For this purpose, it is presumed that each insertion machine in use is properly adjusted and in proper working order.

In the event of incompatibility, the burden of proof that the machine is at fault lies with the Contractor.

All window covering material shall meet the specifications to allow the use of United States Postal Service (USPS) optical scanners and be free of wrinkles, streaks, fogging, colors, and other conditions that can obscure the address or barcode during processing. All addresses and barcode information as read

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through the window, must satisfy these minimum reflectance and contract guidelines:

1. A Print Contrast Ration (PCR) equal to or more than 40% in the red and the green portions of the optical spectrum is necessary for the optical character reader to recognize address information.

2. A Print Reflectance Difference (PRD) equal to or more than

30% in the red and the green portions of the optical spectrum is necessary.

Upon request, Purchasing Agency shall provide their postage permit number for printing in the upper right corner of envelopes:

PRESORTED

FIRSTCLASS

U.S. POSTAGE PAID

HONOLULU, HI

PERMIT NO. ____

19. Group B: Specifications for Imprinted Envelopes, Peel and Seal

All imprinted envelopes are 24lb., white wove, peel and seal top flap opening

Item: Size No.: Envelope

Dimension:

Security Lined and/or Window Dimension:

F A6 4-3/4” x 6-1/2” n/a

G 10 4-1/8” x 9-1/2” Single window is 1-1/8” x 4-1/2”, positioned 1/2” from

H 10 4-1/8” x 9-1/2”

Security Lined.

Single window is 1-1/8” x 4-1/2”, positioned 1/2” from

i. Black ink text

ii. Standard State logo and/or Department logo (300 DPI or above)

iii. Department and Division

iv. Address and/or P.O. Box Number, zip code, telephone number, and fax number

IMPRINTED ENVELOPES, 17 IFB No. 26003

Style: Flat seams along the sides with a self-adhesive closure.

Black ink text printing shall be in accordance with each Purchasing

Agency’s request.

consumer recovered material. See Section 17.c, Offer Form (OF), OF3 for submission requirements.

Glue:

Flaps and windows shall be glued securely and as near to their edges as possible without exposing glue inside the envelope.

Window covering material must adhere completely and firmly around all edges of the window with no un-gummed spots to impede the insertion of material to be mailed. There shall be no excess or exposed glue on the outside or inside of the envelope that could cause envelopes to stick together or make the interior walls of the envelope stick.

Peel and

Seal:

The single, continuous self adhesive (peel and seal) closure flap is applied to the inside surface of the top flap, running horizontally along the full width of the flap.

Peel and seal must be of a quality that will seal envelopes easily and remain sealed.

Contractor must also consider high moisture and humidity conditions that are unique to Hawaii’s environment.

Order quantities of 500, 1000, 2500, or 5000 envelopes. There shall be no nesting of envelopes.

Resolution:

Minimum 300 DPI for State and/or Department logo.

Other: All window covering material shall meet the specifications to allow the use of United States Postal Service (USPS) optical scanners and be free of wrinkles, streaks, fogging, colors, and other conditions that can obscure the address or barcode during processing. All addresses and barcode information as read through the window, must satisfy these minimum reflectance and contract guidelines:

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1. A Print Contrast Ration (PCR) equal to or more than 40% in the red and the green portions of the optical spectrum is necessary for the optical character reader to recognize address information.

2. A Print Reflectance Difference (PRD) equal to or more than

30% in the red and the green portions of the optical spectrum is necessary.

Upon request, Purchasing Agency shall provide their postage permit number for printing in the upper right corner of envelopes:

PRESORTED

FIRSTCLASS

U.S. POSTAGE PAID

HONOLULU, HI

PERMIT NO. ____

20. Group C: Specifications for Business Cards

All business cards are size 3-½" x 2”, 100lb., white, offset text, smooth

Item: Description

I Business Cards, black ink

J Business Cards, black ink text with State seal in color ink

K Business Cards, black ink with text on both sides

L Business Cards, black ink with text on both sides and State seal in color ink

a. Composition:

i. One name, title, department, division, address and/or P.O. Box number, zip code, phone, fax, email, and website

ii. Standard State logo and/or Department logo (300 DPI or above)

iii. Black ink and/or 4CP color

iv. Items K and L – Black ink text on both sides (ie. another language or QR code on the backside of the card). If another language is to be printed, the

Purchasing Agency shall provide a translation to the Contractor.

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b. Construction:

Order quantities of 100, 250, or 500 business cards.

Resolution: Minimum 300 DPI for State and/or Department logo.

21. Group D: Specifications for Business Cards with Gold Foil State Seal

All business cards are size 3-½" x 2”, 100lb., white, offset text, smooth

Gold Foil State Seal: 5/8” diameter, centered, 1/8” from top

Item: Description:

M Business Cards, black ink with Gold Foil State Seal

N Business Cards, black ink with text on both sides and Gold Foil State Seal

i. One name, title, department, division, address and/or P.O. Box number, zip code, phone, fax, email, and website

ii. Standard State Seal size and position in Gold Foil

iii. Item N – Black ink text on both sides (ie. another language or QR code on the backside of the card). If another language is to be printed, the

Purchasing Agency shall provide a translation to the Contractor.

b. Construction:

Gold Foil

State Seal:

All Gold Foil State Seals under this contract are standardized.

However, Agencies may request an alternative position, which the

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Contractor may accommodate at no additional cost to the Agency, subject to the Contractor’s availability.

Number:

Gold Foil shall be a metallic gold foil (Great Western Foils #120, or similar).

If Bidder would like to request to submit a similar gold foil catalog number, other than Gold Western Foils #120, Bidder shall mail or drop off to the Contract Administrator, the catalog number and a physical sample of the proposed gold foil on a similar item/ paper, at the Bidder’s expense, by the Question Submittal Deadline.

Section 29, Bidder’s Samples shall apply. If the SPO accepts, it shall be posted via an Addendum.

Packaging: Order quantities of 250 or 500 business cards.

22. Group E: Specifications for Letterheads with Gold Foil State Seal

Letterhead paper with Gold Foil State Seal: size 8-1/2” x 11”

Gold Foil State Seal: 1” diameter, centered, ½” from top

Item: Description: Paper Type:

O Letterheads, Cotton Bond Paper with Gold Foil State Seal

24lb., white, 25% cotton bond, with commercial watermark

i. Standard State Seal size and position in Gold Foil

Orientation: Horizontal or vertical, in accordance with each Purchasing

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drop off to the Contract Administrator, the catalog number and a physical sample of the proposed gold foil on a similar item/ paper, at the Bidder’s expense, by the Question Submittal Deadline.

Packaging: Order quantity of 500 letterheads.

23. Group F: Specifications for Certificates and Notecards with Gold Foil State Seal

Certificate paper with Gold Foil State Seal: size 8-1/2” x 11”

Gold Foil State Seal: 2” diameter, centered, ½” from top

Notecard paper with Gold Foil State Seal: size 6” x 9”

Gold Foil State Seal: 2” diameter, centered, 5-5/8” from top

P Certificates with Gold Foil State Seal, White Paper

80lb., white, offset text, smooth

Q Certificates with Gold Foil State Seal, Natural Parchment Paper

65lb., natural parchment, offset text, smooth

R Certificates with Gold Foil State Seal, Cotton Bond Paper

24lb., white, 25% cotton bond, with commercial watermark

S Notecards with Gold Foil State Seal, White Paper

100lb., white, offset text, smooth

T Extra charge for black ink text n/a

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ii. Item T – Black ink text such as “Certificate of Service Presented to”, line for the date, and signature line drop off to the Contract Administrator, the catalog number and a physical sample of the proposed gold foil on a similar item/ paper, at the Bidder’s expense, by the Question Submittal Deadline.

Layout for

Notecard:

Full notecard is size 6” x 9” with a horizontal score line at 4-1/2”.

Each notecard is pre-folded at the score line, resulting in a finished size of 6” x 4-1/2”, with the Gold Foil State Seal on the outer panel.

Packaging: Order quantity of 500 certificates or pre-folded notecards.

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24. Group G: Specifications for 11” x 15” Paper with Gold Foil State Seal

Gold Foil State Seal: 2” diameter, centered, 5/8” from top

U 11” x 15” Paper with Gold Foil State Seal, Natural Paper

100lb., natural, offset text, smooth

V Extra charge for black ink text n/a

ii. Vertical orientation

iii. Item V – Black ink text

Black ink text printing shall be in accordance with each

Purchasing Agency’s request.

However, Agencies may request an alternative position, which the Contractor may accommodate at no additional cost to the

Agency, subject to the Contractor’s availability.

Gold Foil shall be a metallic gold foil (Great Western Foils

#120, or similar).

If Bidder would like to request to submit a similar gold foil catalog number, other than Gold Western Foils #120, Bidder shall mail or drop off to the Contract Administrator, the catalog number and a physical sample of the proposed gold foil on a similar item/ paper, at the Bidder’s expense, by the Question

Submittal Deadline. Section 29, Bidder’s Samples shall apply.

If the SPO accepts, it shall be posted via an Addendum.

Paper shall be of recycled content as follows: minimum 10% post consumer recovered material. See Section 17.c, Offer

Form (OF), OF3 for submission requirements.

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Packaging: Order quantity of 500 papers.

25. Group H: Specifications for Blue Linen Certificate Folder with Gold Foil State Seal

Blue Linen Certificate Folder with Gold Foil State Seal is 100lb., blue, linen cover, 19” x 24”

Gold Foil State Seal: 2” diameter, 2-1/2” from top, 3-3/4” from the right

W Blue Linen Certificate Folder with Gold Foil State Seal drop off to the Contract Administrator, the catalog number and a physical sample of the proposed gold foil on a similar item/ paper, at the Bidder’s expense, by the Question Submittal Deadline.

Paper:

Certificate Folder shall be a 100lb., patriot blue, linen textured paper, full sheet size 19” x 24” (Neenah Paper Classic Linen –

Patriot Blue 100C, or similar).

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If Bidder would like to request to submit a similar linen blue 100lb.

paper, in place of the Neenah Paper Classic Linen – Patriot Blue

100C, Bidder shall mail or drop off to the Contract Administrator, the catalog number and a physical sample of the proposed paper at the Bidder’s expense, by the Question Submittal Deadline.

Section 29, Bidder’s Samples shall apply.

If Bidder does not yet possess the paper, Bidder may present in-person at the SPO, a swatch book that includes the proposed paper for the Contract Administrator to view at the Bidder’s expense by the Question Submittal Deadline. To request a date and time to present the swatch book at the SPO, email the

Contract Administrator, as listed in this IFB. If the SPO accepts, it

Layout:

Full sheet is size 19” x 24” with a vertical score line at 9-1/2”. Full sheet has 4 rounded die cut corners, ¼” in size. On the left panel, adjacent to the score line, there are 4 half-moon slits positioned

½” inward. Each certificate folder is pre-folded at the score line, resulting in a finished size of 9-1/2” x 12”, with the Gold Foil State

Seal on the outer panel.

*Agencies, on their own, must be able to fit an 8-1/2” x 11” 80 lb.

paper in the 4 half-moon slits.

Packaging: Order quantity of 500 pre-folded folders.

26. Group I: Specifications for Large Blue Folder with Gold Foil State Seal

Large Blue Folder with Gold Foil State Seal is Navy Blue, Crescent Board, 23” x 31-1/4”

Gold Foil State Seal: 3-1/2” diameter, 4” from top, 4” from the right

X Large Blue Folder with Gold Foil State Seal

ii. Vertical orientation

IMPRINTED ENVELOPES, 26 IFB No. 26003 drop off to the Contract Administrator, the catalog number and a physical sample of the proposed gold foil on a similar item/ paper, at the Bidder’s expense, by the Question Submittal Deadline.

Paper:

Large Folder shall be a Navy Blue, Crescent Board, full sheet size

23” x 31-1/4”. One side of the folder shall be laminated.

If Bidder would like to request to submit a similar blue crescent board paper, in place of the Navy Blue color, Bidder shall mail or drop off to the Contract Administrator, the catalog number and a physical sample of the proposed paper at the Bidder’s expense, by the Question Submittal Deadline. Section 29, Bidder’s Samples shall apply.

If Bidder does not yet possess the paper, Bidder may present in-person at the SPO, a swatch book that includes the proposed paper for the Contract Administrator to view at the Bidder’s expense by the Question Submittal Deadline. To request a date and time to present the swatch book at the SPO, email the

Contract Administrator, as listed in this IFB. If the SPO accepts, it

Layout:

Full sheet is size 23” x 31-1/4” with a vertical score line at 11-1/2”.

Each folder is pre-folded at the score line, resulting in a finished

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size of 11-1/2” x 15-5/8”, with the Gold Foil State Seal on the outer-laminated panel.

When folded, the inside right panel includes the following:

An 11” x 15” white cardstock paper and a removable clear 11” x

15” acetate film sheet shall be inserted into 4 – 90 degree blue fabric stick-on mounts. The white cardstock paper and 4 blue fabric stick-on mounts shall be affixed on the inside right panel, centered.

There shall be no excess adhesive or exposed glue present on the exterior of the cardstock or on any blue fabric stick-ons, as this could cause unintended sticking.

*The blue fabric stick-on mounts shall allow Agencies, on their own, to fit an 11” x 15” 100 lb. paper underneath the removable clear acetate film sheet and into the 4 fabric stick-on mounts.

Packaging: Order quantity of 500 pre-folded folders.

27. Price Adjustment

All prices shall be fixed for the initial period of twenty-four (24) months of the contract. A

Contractor may request a price increase, not to exceed 5% from the previous year, no later than ninety (90) days prior to the option period start date. Requests made at any other time shall not be considered. Such requests must be supported by documentation demonstrating a substantial increase in the cost of materials or freight and shall be subject to approval of the Procurement Officer. The following conditions must be met:

a. Request for a price increase shall be limited to the costs imposed upon the

Contractor by the manufacturer or supplier of the materials. (No allowances will be given for Contractor's increased labor or operating expenses.)

b. Request for a price increase due to higher transportation costs shall be limited to the cost imposed upon the Contractor by the freight forwarder.

c. Contractor shall submit at the time of such written request, documentation, or verification the increase is the result of a manufacturer or supplier increase in the cost of materials or transportation.

d. No price increase adjustment shall be allowed during the first twenty-four (24) months of the contract. The Contractor may submit a price increase adjustment request once every twelve (12) months for item(s) awarded provided proper documentation is submitted to substantiate the increase as detailed in items a through c.

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The State shall make the final determination for allowance of price increase requests. Any accepted price increase shall take effect upon the exercised option effective date. In the event of a general price decrease, the State will be entitled to reductions; provided, however, the amount of such decrease shall not exceed the amount of any increase granted herein. Contractor shall notify the State within five (5) business days of such price decrease. All price adjustments allowable by the “Price Adjustment” clause in the IFB that does not affect the scope, term, or other conditions will be addressed via a SPO Price List

Contract change. A formal supplemental agreement addressing the price change is not required.

28. Purchasing Agency Samples

Select Purchasing Agency samples for the items listed in this contract are scanned in

Exhibit D, Agency Samples. Samples in Exhibit D will be available for inspection and photography at the SPO from the date the contract is released until the bid due date, per

Section 7, Estimated Schedule and Significant Events. The SPO will not photocopy samples for the Bidder, as they are already provided in Exhibit D. It shall be the Bidder’s responsibility to examine the items and further familiarize themselves with the expected work to be performed.

Gold Foil sample for Bidders. A blank version of Group D, Item M, Business Card with

Gold Foil State Seal is available for Bidders to pick up at the SPO. The Business Card with Gold Foil State Seal is the Gold Foil Number expected to be provided to Purchasing

Agencies during the term of the contract for all Gold Foil State Seal items (Groups D through I), as specified in Sections 21 through 26. Bidders may retain this sample and are not required to return to the SPO.

To request a date and time for inspection of samples in Exhibit D or to pick up a blank

Business Card with a Gold Foil State Seal at the SPO, email the Contract Administrator, as listed in this IFB.

No additional compensation will be made by reason for any misunderstanding or error regarding the items listed in this contract to be printed or the amount and kind of work involved. Submission of a bid shall be evidence that the Bidder understands the scope of the work and will comply with the specifications if awarded the contract.

29. Bidder’s Samples

When requested by the State, the Bidder shall submit to the SPO one (1) sample of each item being bid on at the Bidder’s own expense, within seven (7) business days from date of the State’s request, detailed specifications and sample(s) of the item(s) bid, properly identified. Failure to do so shall be cause for rejection of the bid. Any sample submitted for testing purposes will become the property of the State and will not be returned to the

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Bidder. The State shall be the sole judge as to the suitability of the item, and its decision will be final.

Groups D through G. If the Bidder does not yet possess the State Seal die for gold foiling, the Bidder may submit to the SPO a sample of each item being bid on using a similar alternative gold foil die.

Groups H through I. Bidders will not be expected to submit a sample of Group H (Blue

Linen Certificate Folder with Gold Foil State Seal) and Group I (Large Blue Folder with

Gold Foil State Seal). However, no additional compensation will be made by reason for any misunderstanding or error regarding the items listed in this contract to be printed or the amount and kind of work involved. Submission of a bid shall be evidence that the

Bidder understands the scope of the project and will comply with the specifications if awarded the contract.

30. Bidder Preparation Costs

Any and all costs incurred by the Bidder in preparing or submitting a bid shall be the

Bidder’s sole responsibility whether or not any award results from this contract. The State shall not reimburse such costs.

31. Responsibility of Bidder

a. The Bidder is advised that in order to be awarded a contract under this contract, Bidder will be required, to be compliant with all laws governing entities doing business in the State including the following chapters and pursuant to Hawaii

Revised Statutes (HRS) §103D- 310(c):

i. Chapter 237, General Excise Tax Lax;

ii. Chapter 383, Hawaii Employment Security Law;

iii. Chapter 386, Worker’s Compensation Law;

iv. Chapter 392, Temporary Disability Insurance;

v. Chapter 393, Prepaid Health Care Act; and

vi. §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State.

b. Contractor Compliance – Hawaii Compliance Express (HCE)

i. Contractor may use the HCE, which is an electronic system that allows

Vendors/Contractors/service providers doing business with the State to quickly and easily demonstrate compliance with applicable laws. It is an online system that replaces the necessity of obtaining paper compliance certificates from the Department of Taxation, Federal Internal Revenue

Service, Department of Labor and Industrial Relations, and Department of

Commerce and Consumer Affairs. Timely Registration on HCE.

Vendors/Contractors/service providers intending to use the HCE to demonstrate compliance are advised to register on HCE as soon as

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possible at https://vendors.ehawaii.gov. The annual registration fee is

$12.00 and the ‘Certificate of Vendor Compliance’ is accepted for the execution of a contract and final payment. If a Vendor/Contractor/service provider is not compliant on HCE at the time of award, the Bidder will not receive the award.

ii. Verification of Compliance on the HCE. Prior to awarding this contract, the

SPO shall verify compliance of the Contractor(s).

c. Contractor Compliance – Paper Documents

i. HRS Chapter 237 (Tax Clearance) requirement for award. Pursuant to

Section 103D-328, HRS, the Contractor shall be required to submit a tax clearance certificate issued by the Hawaii State Department of Taxation

(DoTAX) and the Internal Revenue Service (IRS). Tax clearance certificates will have a scannable QR code that can be validated. This enables tax clearance certificates to be processed electronically and printed by the taxpayer. The QR code can be scanned using a web enabled device, such as a smart phone, to confirm authenticity and validity. The Tax

Clearance Application, Form A-6, and its completion and filing instructions, are available on the DoTAX website: http://tax.hawaii.gov/forms/.

ii. HRS Chapters 383 (Unemployment Insurance), 386 (Workers’

Compensation), 392 (Temporary Disability Insurance), and 393 (Prepaid

Health Care) requirements for award. Pursuant to Section 103D-310(c), HRS, the Contractor shall be required to submit a certificate of compliance issued by the Hawaii State Department of Labor and Industrial Relations

(DLIR). The certificate is valid for six (6) months from the date of issue. A photocopy of the certificate is acceptable to the SPO. The DLIR Form

LIR#27 Application for Certificate of Compliance with Section 3-122-112, HAR, and its filing instructions are available on the DLIR website:

http://labor.hawaii.gov/forms/.

iii. Compliance with Section 103D-310(c), HRS, for an entity doing business in the State. The Contractor shall be required to submit a Certificate of

Good Standing (COGS) issued by the State of Hawaii Department of

Commerce and Consumer Affairs (DCCA) - Business Registration Division

(BREG). The…