ITB 1368 - Administrative Document - Amendment 1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Idaho Office of Drug Policy

Invitation To Bid

Printing Services – AMENDMENT 1

ITB Number: 1368

Table of Contents

Section 1 Administrative Information and Overview

1.1 Purpose

The State of Idaho’s (“State”) Division of Purchasing (“DOP”), on behalf of the Idaho Office of Drug Policy (“ODP”) is issuing this Invitation To Bid (“ITB”) to solicit Bids from qualified and experienced firms (“Bidders”), that can perform a variety of marketing, administrative and operational printing services on an on-going, as needed basis throughout the contract period. Background information is provided in Exhibit 1. General requirements are set forth in Exhibit 2. Specifications and scope of service are provided in Exhibit 3.

1.2 Procurement Schedule

Deadline to submit questions:

Closing Date (deadline to submit Bid):

Public Opening Date:

Bid Opening Link:

The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule.

Thursday, September 24th @ 11:59 pm MT See IPRO Event Main Page for current closing date and time.

First business day after event has closed @ 10:30 am MT ITB 1368 - Public Bid Opening

1.3 ITB Lead

Name:

Title & Agency:

Email:

The individual listed below (referred to as “ITB Lead”) is responsible for the conduct of this procurement. From the issue date of this ITB, until a contract is awarded, or the ITB is cancelled, Bidders are prohibited from communicating with any State employee, Official, or Evaluators regarding this ITB or procurement.

Kevin Jarrett Purchasing Officer, Division of Purchasing Kevin.Jarrett@adm.idaho.gov

1.4 IPRO eProcurement System

This Solicitation is issued by the State via the State’s eProcurement system, IPRO. It is the Bidder’s responsibility to monitor IPRO for any updates or amendments.

Link: IPRO POWERED BY LUMA

1.6 Questions

The Bidder must review this entire ITB solicitation, including associated documents. All questions, requests for clarification, or other correspondence must be submitted in writing through the Q&A section within the event page in IPRO. See Exhibit 4 for additional instructions. Questions must be submitted using the table provided within Exhibit 4.

1.7 Modifications and Exceptions to Requirements, Terms, and Conditions

1.7.1 Vendors are strongly encouraged to submit any proposed modifications to the requirements, terms, or conditions of the ITB on Exhibit 5 – Contract Modification and Exceptions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

1.7.1.1 The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

1.7.1.2 Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

1.7.1.3 Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

1.7.2 In the event that a Bid contains modifications or exceptions to any Solicitation requirements, terms, or conditions which are not addressed during the question and answer period, they must be identified and submitted on Exhibit 5 - Modification and Exception Form and must contain the same information outlined in Section 1.8, above. The State will not consider any modifications or exceptions that are not identified specifically on Exhibit 5.

1.7.3 The State has sole discretion to determine if the modifications or exceptions submitted by a Bidder would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. If the Bidder has conditioned its Bid on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Bid. Failure to do so will result in the Bidder’s Bid being found non-responsive, after which it will receive no further consideration.

1.7.4 Non-material modifications or exceptions may be discussed with the apparent successful Bidder, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Bidder to amend its Bid and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Bid non-responsive.

1.7.5 Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the ITB Closing Date.

1.8 Amendments

The State may issue amendments to make changes to the ITB, or to respond to any questions. Amendments will be posted on IPRO. Bidders are responsible for monitoring IPRO for updates and amendments. All published amendments must become part of this ITB, and must be considered by the Bidder in its Bid. Oral interpretations or clarifications of this ITB are not binding and should not be relied upon.

1.9 Authority

This procurement is conducted in accordance with IDAPA 38.05.01 and pursuant to Title 67, Chapter 92 of the Idaho Code.

Section 2 Format & Submission Requirements

2.1 Adherence to Requirements

The Bid must be submitted in accordance with the requirements set forth in this document. Any Bid that does not adhere to the requirements may be deemed non-responsive and rejected. The State reserves the right, in its sole discretion, to waive any minor informalities or immaterial non-compliance.

2.2 Deadline to Submit

All Bids are due at the date and time specified in the Procurement Schedule (Section 1.2). Late Bids must not be accepted or considered. The State must not be responsible for any technical issues, difficulties, or delays. Bidders are strongly encouraged to begin the process of submitting the Bid response far enough in advance of the Closing Date/Time to allow for resolution of any technical difficulties.

2.3 General Format Requirements

The Bid response must meet the following requirements:

2.3.1 The Bidder must not embed information, embed files, or embed any links within the Submittals.

2.3.2 The Bidder must not attach additional information to any Submittal Form (unless it has been explicitly requested). Any additional attachments submitted will not be considered in the evaluation process.

2.3.3 Cost information must only be contained within the Bid Schedule Submittal Form. No other document or Submittal Form may contain cost or pricing information.

2.4 Electronic Submission Instructions

The Bidder must submit the Bid as follows:

2.4.1 The Bid must be submitted electronically through IPRO powered by LUMA. The State will not accept Bids in any other manner (i.e. facsimile, email, or hardcopy submissions). All Bidders participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free.

2.4.2 Please make sure that the entity profile under which the Bid is submitted in IPRO, is the same legal entity presented in the uploaded response materials. If there are any discrepancies, the entity information provided within Submittal Form A prevails.

2.4.3 The Bid must be submitted in the following forms:

* If applicable. Applies to Bids with trade secrets as discussed below.

2.4.4 All electronic files must be in Adobe PDF, Microsoft Word, or Microsoft Excel format as noted in the table above.

2.4.5 The Bid file(s) must not be password protected or locked in any way.

2.4.6 All submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

2.4.7 Alternate Bids are not allowed.

2.4.8 Note: When submitting through IPRO, enter your Cost in IPRO as “$0.01”.

2.4.9 If your Bid contains trade secrets (see Section 2.5), submit an additional redacted version. This submittal must have 'Redacted' in the file name.

2.5 Trade Secrets and Non-Public Information

The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure.

In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

2.5.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret” or “exempt from disclosure.”

2.5.2 Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Act.

2.5.3 Submit a redacted copy of any Bid response document (e.g. Scope of Work Response) with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically in the Supplier Attachments section of IPRO, with the word “redacted” in the file name.

Section 3 Evaluation & Award Procedures

3.1 Mandatory Submission Requirements

All Bids will be reviewed on a "pass" or "fail" basis to ensure compliance with all mandatory submission requirements. Bids determined by the State, at its sole discretion, to be responsive in this regard will proceed to the evaluation process outlined in this Section. Bids that do not meet the mandatory submission requirements will be deemed non-responsive. Mandatory submission requirements include, but are not limited to, the following:

3.1.1 The Bid was submitted prior to the specified Closing Date and Time.

3.1.2 The Bid complies with the submission instructions detailed in Section 2.4.

3.1.3 The Bid includes a fully completed and signed Submittal Form A.

3.1.4 The Bid includes all required Submittal Forms.

3.1.5 If you intend to utilize subcontractors, you must include with your bid a description of the extent to which they will be used to comply with Contract requirements. Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Bidder will ensure that all subcontractors and their employees will meet all Scope of Work requirements. If you do not intend to utilize subcontractor(s), provide a statement to that effect. This description can be included in the question related to subcontracting in the Questions tab of the event in IPRO.

3.1.6 Samples

3.1.6.1 Interested parties must send physical samples of the items stated below for ODP to review and evaluate on a pass/fail basis. The items required for samples include Stickers and Booklets. Do not include any other items in the sample pack.

3.1.6.2 If a bidder does not provide samples by the deadline on the day the event closes or their sample does not match up with the provided specifications below, they may be found non-responsive.

3.1.6.3 Samples must be received by the State of Idaho, Division of Purchasing prior to the 5 PM MT deadline on the day the event closes. Any cost involved in sending samples is the responsibility of the sending bidder. Please ensure you allow enough time for the items to be processed through the State mail office if sending USPS (2-3 days) or other shipping methods (UPS, FedEx). Items must be delivered directly to the Project Lead. Items may also be hand delivered. Items must be delivered to:

3.1.6.3.1 Kevin Jarrett, Division of Purchasing

650 W State Street, Room 100 Boise, ID 83702

3.1.6.4 Examples of the sample sticker (example document titled ODP – Sticker Sample – 2026) and booklet (example document titled ODP – Booklet Sample – 2026) can be found in the Attachments section of the event in IPRO. Interested bidders are required to provide samples based on the example documents. Alternate samples that do not match the examples provided may be rejected.

3.1.6.5 Sample booklets must meet the following requirements:

3.1.6.5.1 Must be eight point three inches (8.3”) by eleven point seven inches (11.7”);

3.1.6.5.2 Must fold lengthwise with a saddle-stitched binding;

3.1.6.5.3 Material must be light-medium weight text paper for interior pages and heavier cover weight;

3.1.6.5.4 Must be glossy paper coating/finish type;

3.1.6.5.5 Must format booklets for printing so that the top and bottom halves of each page print properly across the pieces of paper;

3.1.6.5.6 Must be four (4) pages;

3.1.6.5.7 Must include the same content as what is provided in the example document.

3.1.6.6 Sample stickers must meet the following requirements:

3.1.6.6.1 Must be contour cut around outer blue border with rounded edges;

3.1.6.6.2 Must be three inches (3”) by four inches (4”);

3.1.6.6.3 Material must be seventy (70) lb sticker paper;

3.1.6.6.4 Must be three hundred (300) dots per inch (dpi);

3.1.6.6.5 Must be printed in full color;

3.1.6.6.6 Must be printed in front only;

3.1.6.6.7 Must include the same content as what is provided in the example document.

3.2 Clarification Discussions

The ITB Lead may, in the State’s sole discretion, perform clarification discussions with the Bidder(s) to verify and validate that the Bid will meet the needs of the Agency. At any time during this period, if it is discovered that the Bidder has not met a mandatory requirement, or has failed to adequately respond to an item below, the State may find the Bidder non-responsive.

3.2.1 The Bidder may be required to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Bidder being deemed non-responsible. IDAPA 38.05.01.81

3.2.2 If requested, provide any additional documentation that may be requested, which may include a detailed project/work plan, testing and commissioning plan, training, change management plan, safety plan, staffing plan, operational plan, maintenance plans, warranties, bonding and insurance, background checks, etc.

3.2.3 The clarification discussion cannot materially alter the Bid. The State does not expect to negotiate any terms or conditions requested by the Bidder, unless they were submitted by the Bidder prior to the deadline for submitting questions (see Section 1.8), or they provide the State an opportunity to secure more advantageous terms or pricing.

3.3 Best-And-Final-Offer (BAFO)

The State reserves the right to request Best and Final Offers (BAFOs) from Bidders. If BAFOs are requested, the State will issue written instructions to the selected Bidders identifying the scope of the BAFO request and the deadline for submission. Bidders must not modify any aspect of their Bid except as specifically requested by the State. BAFO responses must be submitted in accordance with the instructions provided. Failure to submit a BAFO, if requested, may result in the Bidder’s original Bid being considered as its final offer.

3.4 Award

An award will be made to the responsive and responsible Bidder with the lowest total estimated cost submitted through Submittal Form B. Idaho Code §60-103 regarding Idaho Reciprocal Preference Law applies: For bids or quotations for printing being produced outside of the State of Idaho, 10% additional cost is added to the bid for evaluation proposes only. The additional 10% is not added to any purchase order or contract that may result from the bidding process; it is for bid evaluation and award purposes only.

3.5 Resulting Contract

If the State awards Contract(s) from this solicitation, it will do so by issuing a Blanket Purchase Order (BPO) from the State’s ERP system (Luma). The State anticipates issuing a single contract from this solicitation, incorporating the Terms and Conditions, Scope of Work, General Requirements, Insurance Requirements, and any additional documents from the solicitation.

EXHIBIT 1

Background Information

1. About The Department / Agency The Idaho Office of Drug Policy (ODP) leads Idaho’s drug and substance misuse prevention efforts by building collaborative partnerships, improving access to high-quality primary prevention programs, and implementing public awareness and education initiatives to reduce substance abuse and the related consequences statewide. As part of these efforts, ODP develops, utilizes, and disseminates a variety of print materials to support agency and partner activities including, but not limited to, implementing public awareness and educational behavioral health initiatives, community engagement activities, and direct-service primary prevention programs; organizing or participating in events, trainings, and workshops; and creating and/or disseminating parent and family support resources.

2. Background Information ODP currently uses an external media/marketing vendor as well as in-house designers for the development of its marketing materials. ODP houses its printed materials at either the ODP offices and/or the Idaho Regional Alcohol and Drug Awareness Resource (RADAR) Center, an information clearinghouse that provides resources to Idaho residents free of charge.

3. Current Challenges ODP has experienced delayed communication in previous agreements which in turn disrupted coordination with grantees and internal scheduling. The awarded Contractor must follow the requirements related to communication stated in Exhibit 2, Section 4.3.

ODP has historically received proofs that did not meet formatting specifications. Requiring rework, clarification, and delayed production of time-sensitive materials. The awarded Contractor must follow the requirements related to products that do not meet ODP’s specifications stated in Exhibit 2, Section 2.

4. Reference Documents Attachment 1 – Printing Specifications Checklist is located in the Questions section of the event in IPRO. This document covers all the mandatory specifications covered in Exhibit 3, Section 2 as well as all additional specifications that ODP may include in an order.

EXHIBIT 2

General Requirements

The following provisions establish the contractual performance requirements applicable to the resulting contract. These requirements are mandatory and will be incorporated into the contract upon award. Bidders should carefully review each provision and ensure their bid reflects the ability to comply.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this ITB, the following provisions will take precedence:

1. Delivery Contractor must finalize print specifications, quantities, pricing and delivery location with ODP within two (2) days of receipt of order (ARO). All property delivered must be shipped on an F.O.B Destination freight prepaid and allowed basis with all transportation, unloading, uncrating, drayage, or other associated delivery and handling charges paid by the Contractor. Delivery must take place within five (5) to ten (10) business days ARO. Delivery locations will include but are not limited to:

Idaho RADAR Center Boise State University 2103 University Drive, Boise, ID 83706 Hours: Tuesday and Wednesday: 9:00am – 4:00pm MT Contact: 208-426-3471 OR 208-426-4105

Office of Drug Policy 450 W State Street, 3rd Floor, Boise, ID 83702 Hours: Monday – Friday: 8:00am-5:00pm MT Contact: (208) 854-3040 Call ahead to meet a staff member for building access.

2. Acceptance In the event the specifications are not met, the Contractor must arrange for the inaccurate items to be picked up and returned to the vendor, correct any discrepancies, and re-deliver the items within three (3) business days after notification from ODP, at no additional cost to ODP.

3. Subcontractors For subcontractor requirements, see the State of Idaho Contract Terms and Conditions, found in the Questions tab of the event in IPRO, Section 1.13 Subcontracting

4. Warranty, Service and Support, Maintenance, etc.

4.1. The Contractor must provide a minimum warranty period of one (1) year on all printed materials, covering defects in materials and workmanship.

4.2. The Contractor must provide comprehensive customer support for the duration of the contract, including assistance with any issues related to printing quality, delivery, or specifications.

4.3. The Contractor must provide an email address and phone number to ODP for questions and assistance related to the contract. Contractor must respond to all emails and phone calls within forty-eight (48) business hours.

5. Billing Procedure Prior to ODP placing a print order, the Contractor must provide the Agency with a project specific cost estimate based on the pricing provided in the Bid Schedule. The cost estimate will be reviewed and accepted in writing by ODP. After receipt of the written approval by ODP the Contractor must provide proof of the printed product for ODP to review via email. Upon written approval of the proof, the Contractor must complete the printing services. The Contractor must provide a signed invoice upon delivery of the printed materials and Agency acceptance. The invoice must be submitted no later thirty (30) calendar days after acceptance. No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contract must provide the following information with each invoice:

5.1. IPRO contract number ( and name of project/product, if appropriate) and Agency PO number

5.2. Identification of billing period

5.3. Total amount billed for billing period

5.4. Print materials used

5.5. Print quantity

5.6. Name of authorized individual and contact information for Contractor

5.7. Invoice number

5.8. Remittance Address

Invoices and reports are to be submitted via email to:

· Agency Contact Person: Contact information will be shared with the awarded vendor.

· Agency Name: Office of Drug Policy

· Email Address: Contact information will be shared with the awarded vendor.

· Physical Address: Office of Drug Policy, 450 W State Street, Third Floor Boise , Idaho 83702 Boise, Idaho 83720-0198

6. Price Adjustment Clause

6.1. Prices must be firm for the initial one (1) year term of the Contract. After the initial term, a price adjustment may be considered two (2) times per year. If a price adjustment is requested, the Contractor must notify DOP and ODP in writing as further detailed below. The Contractor must notify DOP and ODP of their request at least ninety (90) days prior to the end of any subsequent contract year. Price adjustments based on special orders must be negotiated between the vendor and ODP. Special orders would include specifications outside of the standard specifications listed in Exhibit 3, Section 2 and can be found in Attachment 1 - Printing Specifications Checklist. The Printing Specifications Checklist is located in the Questions section of the event in IPRO.

6.2. The Contractor must provide a letter to both DOP and ODP identifying the line item(s) of the Contract, the amount of the increase for each item, and a detailed reason for the increase. The Contractor must provide supporting documentation such as letters from suppliers, price indexes, or other industry conditions that have had an impact leading to increased costs to the Contractor. Increases will be limited to the actual increases to the Contractor that are applicable industry wide. Price increases will not be effective until an Amendment to the Contract is agreed to by all parties and executed by DOP.

6.3. If there is an industry-wide price decrease, the Contractor must notify DOP and ODP immediately and make the price decrease effective on the same day it becomes effective for the Contractor.

7. Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

8. Printing Preference The resulting contract is subject to the provisions of Idaho Code Title 60 Chapter 1. Except as provided in this paragraph, the Contractor shall ensure all printing, binding, engraving, and stationery work is executed within the State of Idaho. The Contractor may execute such work outside the State of Idaho if any of the exemptions in Idaho Code §60-103 apply.

9. Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

EXHIBIT 3

Specifications

1. Requirements The following requirements represent the minimum mandatory specifications for this contract. Bidders must demonstrate the ability to meet all requirements identified herein. Requirements designated as mandatory are non-negotiable; additional specifications can be found in Attachment 1 – Printing Specifications Checklist. Attachment 1 can be found in the Questions section of the event in IPRO.

2. Print File Requirements

2.1. The Contractor must not exceed a maximum overrun of ten percent (10 %).

2.2. The Contractor must be able to receive and utilize print files from ODP in the following formats: PDF, AI, INDD, PSD, JPEG/JPG, PNG, TIFF.

2.3. Contractors should be aware that any of the print materials may be printed in English, Spanish, or both.

3. Printing Specifications

3.1 Brochures

3.1.1. Brochures must be able to meet the following fold types:

3.1.1.1. Trifold; and

3.1.1.2. Half-fold.

3.1.2. Brochures must meet the following dimensions:

3.1.2.1. Letter size – eight and one half (8.5”) inches by eleven (11”) inches;

3.1.3. Brochures must meet the following print process details:

3.1.3.1. Print one-sided and front-back; and

3.1.3.2. Print in full color.

3.1.4. Brochures must be available in the following paperweights/stocks:

3.1.4.1. Eighty (80) pound (lb) text.

3.1.5. Brochures must meet the following paper coating/finish types:

3.1.5.1. Gloss.

3.2. Rack Cards

3.2.1. Rack Cards must meet the following dimensions:

3.2.1.1. Four (4”) inches by eight and one half (8.5”) inches;

3.2.2. Rack Cards must meet the following print process details:

3.2.2.1. Trim & Box;

3.2.2.2. Print one sided;

3.2.2.3. Print front-back; and

3.2.2.4. Print in full color.

3.2.3. Rack Cards must be available in the following paperweights/stocks:

3.2.3.1. One hundred (100) pound (lb) cover.

3.2.4. Rack Cards must meet the following paper coating/finish types:

3.2.4.1. Gloss.

3.3. Booklets

3.3.1. Booklets must be able to meet the following type:

3.3.1.1. Muti-page booklets with outside, self-cover and four to twenty (4-20) pages.

3.3.2. Booklets must meet the following print process details:

3.3.2.1. Trim;

3.3.2.2. Fold Stitch;

3.3.2.3. Print front-back; and

3.3.2.4. Print in full color.

3.3.3. Booklets must meet the following dimensions:

3.3.3.1. A4 – eight point three (8.3”) inches by eleven point seven (11.7”) inches; and

3.3.3.2. Five and one half (5.5”) inches by eight and one half (8.5”) inches.

3.3.4. Booklets must meet the following binding methods:

3.3.4.1. Saddle-stitch binding.

3.3.5. Booklets must be available in the following paperweight/stock:

3.3.5.1. Eighty (80) pound (lb) cover.

3.3.6. Booklets must meet the following paper coating/finish types:

3.3.6.1. Gloss.

3.3.7. Booklets must meet the following packing requirements:

3.3.7.1. Shrink wrap in packs of fifty (50), packed in eleven (11”) inches by eight point five (8.5”) inch boxes.

3.4. Stickers

3.4.1. Stickers must meet the following shapes and dimensions:

3.4.1.1. Rectangle – three (3”) inch by four (4”) inch;

3.4.1.2. Circle – one (1”) inch diameter; and

3.4.1.3. Custom – three (3”) inches by four and one half (4.5”) inches, other custom sizes as needed.

3.4.2. Resolution must be three hundred (300) dots per inch (DPI)

3.4.3. Material must be seventy (70) pound (lb) sticker paper.

3.4.4. Stickers must meet the following print process details:

3.4.4.1. Print front only; and

3.4.4.2. Print in full color.

3.4.5. Stickers must meet the following printing and packaging requirements:

3.4.5.1. Print stickers in rolls of one hundred (100), package in boxes with sixty-four (64) rolls each.

3.5. Flyers

3.5.1. Flyers must meet the following print details:

3.5.1.1. Print one sided;

3.5.1.2. Print front-back; and

3.5.1.3. Print in full color.

3.5.2. Flyers must meet the following dimensions listed below.

3.5.2.1. Letter – eight point five (8.5”) inches by eleven (11”) inches; and

3.5.2.2. Half letter – five and one half (5.5”) inches by eight and one half (8.5”) inches.

3.5.3. Flyers must be available in the following paperweight/stocks:

3.5.3.1. Seventy (70) pound (lb) text.

3.5.4. Flyers must meet the following paper coating/finish types:

3.5.4.1. Gloss; and

3.5.4.2. Matte.

3.6. Magnets

3.6.1. Magnets must be able to meet the following type:

3.6.1.1. Flexible ferrite magnet.

3.6.2. Magnets must meet the following shapes listed below:

3.6.2.1. Rectangle.

3.6.3. Magnets must meet the following dimensions:

3.6.3.1. Rectangle – four (4”) inches by three (3”) inches.

3.6.4. Magnets must meet the following thickness requirements:

3.6.4.1. 0.015” to 0.030” (0.38mm to 0.76 mm).

3.6.5. Strength must be twenty-two (22) grams per square centimeter.

3.6.6. Resolution must be three hundred (300) dots per inch (DPI)

3.6.7. Magnets must meet the following print methods:

3.6.7.1. Direct digital printing.

3.6.8. Magnets must meet the following coating/finish types:

3.6.8.1. Matte; and

3.6.8.2. Gloss.

3.6.9. Magnets must meet the following print details:

3.6.9.1. Print one sided; and

3.6.9.2. Print in full color.

3.7. Folders

3.7.1. Folders must meet the following folder types:

3.7.1.1. Pocket folders.

3.7.2. Folders must meet the following dimensions:

3.7.2.1. Letter – nine (9”) inches by twelve (12”) inches.

3.7.3. Folders must be available in the following paperweight/stocks:

3.7.3.1. One hundred (100) pound (lb) cover.

3.7.4. Folders must meet the following coating/finish types:

3.7.4.1. Gloss; and

3.7.4.2. Matte.

3.7.5. Folders must meet the following print details:

3.7.5.1. Print in full color.

3.8. Posters

3.8.1. Posters must meet the following dimensions:

3.8.1.1. Eleven (11”) inches by seventeen (17”) inches;

3.8.2. Posters must meet the following print details:

3.8.2.1. Print one sided; and

3.8.2.2. Print in full color.

3.8.3. Posters must be available in the following paperweight/stocks:

3.8.3.1. Seventy (70) (pound) lb text;

3.8.4. Posters must meet the following paper coating/finish types:

3.8.4.1. Gloss;

3.9. Retractable Banners

3.9.1. Retractable Banners must meet the following dimensions:

3.9.1.1. Thirty-three (33”) inches by forty-seven (47”) inches.

3.9.2. Retractable Banners must meet the following print details:

3.9.2.1. Print one sided; and

3.9.2.2. Print in full color.

3.9.3. Material of retractable banners must be thirteen (13) oz vinyl or polyester with PVC coating as needed.

3.9.4. Resolution of retractable banners must be a minimum of one hundred and fifty (150) DPI, with two hundred (200) to three hundred (300) DPI ideal.

3.10. Wall Clings

3.10.1. Wall Clings must meet the following dimensions:

3.10.1.1. Twenty-four (24”) inches by thirty-six (36”) inches.

3.10.2. Wall Clings must meet the following print details:

3.10.2.1. Print one sided; and

3.10.2.2. Print in full color.

3.10.3. Material must be four (4) mil adhesive vinyl.

3.10.4. Adhesive must be low-tack, removable, and repositionable. Adhesive must have peel-and-stick application and be removable without residue.

3.10.5. Resolution must be at least three hundred (300) DPI.

3.11. Table Tents

3.11.1. Table tents must be printed in an A-frame style.

3.11.2. Table tents must meet the following print process details:

3.11.2.1. Print with score lines for folding table tent in half;

3.11.2.2. There must be score lines folding top and bottom ends of the table tent, along with either interlocking tabs or adhesive, to ensure that the table tents can stand upright;

3.11.2.3. Trim & Box;

3.11.2.4. Print one sided and front-back; and

3.11.2.5. Print in full color.

3.11.3. Table Tents must meet the following dimensions listed below.

3.11.3.1. Five (5”) inches by nine (9”) inches folded/five (5”) inches by eighteen (18”) inches flat, including flaps.

3.11.4. Table Tents must be available in the following paperweights/stocks:

3.11.4.1. One hundred (100) pound (lb) cover.

3.11.5. Table Tents must meet the following paper coating/finish types:

3.11.5.1. Gloss;

EXHIBIT 4

Questions

Bidder Questions Form Instructions The following instructions must be followed when submitting questions using the Bidder Question form on the following page.

· Questions form must be uploaded into the Q&A Forum section within IPRO.

· Questions must be received by the deadline specified in the Procurement Schedule (Section 1.2).

· The Bidder must use the Bidder Questions form on the following page, to submit all questions .

· Do not change the format, font, font style, or font colors.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

· Do not enter text in the “Response” field (column 5). This is for the State’s use only.

Bidder Questions ITB 1368 ODP Printing Services

EXHIBIT 5

Contract Modifications and Exceptions

Instructions Complete this form and submit with your ITB submittal if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the ITB, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See ITB Section 1.7 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

· All modifications and exceptions to the State’s Contract Terms and Conditions must be submitted using the Contract Modification and Exceptions form and upload the form into the Q&A Forum section within IPRO.

· All requested modifications and exceptions must be received by the deadline specified in the Procurement Schedule (Section 1.2).

· Bidders must specifically address any and all proposed modifications and exceptions.

· Blanket requests to negotiate requirements, terms, or conditions will not be considered.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Bidders must provide an explanation as to why the requirement, term, or condition should be considered non-material. Bidder must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in ITB Section 1.7.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Bidder, at the discretion of the State, and as otherwise provided in ITB Section 1.7.3.

Modification & Exception Form ITB 1368 ODP Printing Services

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Bid being deemed non-responsive.

PROJECT INFORMATION

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS Number:

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Bid, and who can be contacted for clarification on this Bid

Contact Name:

Title:

Email:

Telephone:

AMENDMENT ACKNOWLEDGEMENT

CONFLICT OF INTEREST

The Bidder must select an option below:

☐ The Bidder declares that there are potential, perceived, or actual conflicts of interest that may arise as a result of their response to this ITB and/or subsequent award of Contract. The Bidder must attach additional information to explain the conflicts.

CERTIFICATIONS

1) Is Bidder a legal entity with the legal right to contract?

☐ Yes ☐ No

2) Is Bidder in compliance with applicable equal employment regulations?

☐ Yes ☐ No

3) Does Bidder affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs? Note: vendor information is available at https://sam.gov

☐ Yes ☐ No

4) Does the Bidder affirm that the Bid will be firm and binding for ninety (90) calendar days from the Bid opening date?

☐ Yes ☐ No

6) The Bidder confirms that it has the financial strength to perform the services required under this ITB.

☐ Yes ☐ No

7) The Bidder confirms that they can provide financial information (records, documents, etc.) and financial statements (Balance Sheet, Income Statement, and Cash-Flow Statement), to the State upon request.

☐ Yes ☐ No

* Failure to answer, or answering “No” may be grounds for disqualification. Attach additional information on any subject where the Bidder responded “No” to a question above.

CONTRACT TERMS AND CONDITIONS

Important Note: Any modifications or exceptions to the Contract may be rejected by the State. Therefore, the Bidder is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period (see Section 1.8).

* Failure to answer, or answering “No” may be grounds for disqualification. Complete the information below if you have responded “No” to the question above.

The Bidder must review Exhibit 5 for additional information regarding the State’s Terms and Conditions. Non-material modifications or exceptions may be discussed with the apparent successful Bidder, at the discretion of the State. The State has sole discretion to determine if the modifications or exceptions would result in a material change or otherwise threaten the integrity of the procurement process. The State must have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Bidder to amend its Bid and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Bid non-responsive. The determination of materiality will be made at the State’s sole discretion. In the event that the Bidder has conditioned its Bid on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Bid. Failure to do so will result in the Bidder’s Bid being found non-responsive, after which it will receive no further consideration.

The Bidder must identify all modifications or exceptions to the Contract Terms & Conditions, provided in IPRO. The Bidder must use the template that is provided in Exhibit 5. Blanket requests to negotiate requirements, terms, or conditions will not be considered.

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. I certify that I have read and understand this ITB and I am authorized to sign this Bid on behalf of the Bidder.

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Bid Schedule

Submittal Form B – Bid Schedule is an excel document that can be found in the Questions section of the event in IPRO. All instructions for Submittal Form B can be found in the excel document.

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