STATE OF IDAHO

DIVISION OF PURCHASING

Invitation To Bid

Statewide Envelopes

ITB Number: 1412

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 all State Agencies, is issuing this Invitation To Bid (“ITB”) to solicit Bids from qualified and experienced firms (“Bidders”), that can support purchases of a variety of envelopes by all State Agencies and other eligible participants. Background information is provided in Exhibit 1. General requirements are set forth in Exhibit 2. Specifications 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.

Wednesday, October 7, 2026 @ 11:59 pm MT See IPRO Event Main Page for current closing date and time.

Wednesday, October 28, 2026 @ 10:30 am MT Microsoft Teams Meeting

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.

Alex Limber Purchasing Officer, Division of Purchasing Alex.Limber@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

THE ADMINISTRATIVE FEE DETAILED IN ARTICLE 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

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 via the IPRO Q&A Forum. See Exhibit 5 for additional instructions. Questions must be submitted using the table provided within Exhibit 5.

1.7 Modifications and Exceptions to Requirements, Terms, and Conditions

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1.1.

1.2.

1.3.

1.4.

1.5.

1.6.

1.7.

1.7.1. Vendors are strongly encouraged to submit any proposed modifications to the requirements, terms, or conditions of the ITB on Exhibit 5 - Bidder Questions 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 6 – Contract Modification and Exceptions Form and must contain the same information outlined in Section 1.7.1, above. The State will not consider any modifications or exceptions that are not identified specifically on Exhibit 6.

1.7.3. The State has sole discretion to determine if the modifications or exceptions submitted by an 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.

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.

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.

2.4.2 The Bid must be submitted in the following forms:

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

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

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

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

2.4.6 Alternate Bids are not allowed.

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

2.4.8 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:

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2.

2.1.

2.2.

2.3.

2.4.

2.5.

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.

3.2 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.

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3.1.

3.2.

3.3.

3.3.1. 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

3.3.2. 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.

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 1.7), 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 on an “All or None” basis to the lowest responsive and responsible Bidder based on their Total Evaluated Cost. Cost will be evaluated based on historical contract usage, as further outlined in Submittal Form B.

3.5 Resulting Contract

If the State awards Contract(s) from this solicitation, it will do so by issuing a Statewide Blanket Purchase Order (SBPO) 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 Division of Purchasing (DOP) is responsible for the administration and execution of Statewide solicitations and Contracts for use by all participating State Agencies and other eligible state entities. Typically, DOP solicits proposals for Statewide use when Agencies across the State have a mutual demand for a product or service, and it becomes beneficial to the State to consolidate these needs.

2. Background Information The purpose of this solicitation is to establish a Statewide Contract for the State of Idaho, its agencies and political subdivisions, for the purchase of a variety of envelopes, e.g. Kraft, Tyvek, White Wove, etc. The State is divided into three (3) geographical areas (A, B, and C), as detailed on Exhibit 4 – Area Map. The items requested in this solicitation are divided into four (4) schedules (I, II, III, IV). The resulting contract will be an indefinite quantity, indefinite delivery contract.

3. Public Agencies The Offeror(s) must accept orders from and extend Contract terms, conditions, and price to all Idaho Public Agencies, referred to in this ITB as “Agency”, “Agencies”, or “Ordering Agency(ies)” as defined in Section 67-2327 of Idaho Code, which provides as follows: “Public Agency” means any city or political subdivision of this state, including, but not limited to counties; school districts; highway districts; port authorities; and instrumentalities of counties, cities, or any political subdivision created under the laws of the State of Idaho.

The resulting Contract(s) will be mandatory use for all State of Idaho Agencies as defined in Section 67-9203(3) of Idaho Code. The Contract(s) will be optional use for public Agencies (cities, counties, school districts, and any other Ordering Agency that is not a State Agency).

4. Existing Data It is anticipated that the State of Idaho Agencies, and other eligible users, may expend approximately four hundred thousand dollars ($400,000.00) annually [approximately eight million five hundred thousand (8,500,000) envelopes] under any Contract resulting from this bid. These estimated figures are given only as a guideline for preparing a bid, there is no guarantee of any minimum purchases off of the resulting Contract. The number and types of envelopes procured will fluctuate based on individual Agency need.

5. Objectives and Expectations The State of Idaho has an ongoing requirement for the material indicated in this solicitation. The successful Bidder will review the impact of this award and take the necessary steps to ensure adequate coverage and Contract compliance. It is an express condition of any award that Contractor must maintain stock on hand for delivery in accordance with Exhibit 2, Section 2 - Delivery.

6. Exceptions to Use Unless this Contract is designated “optional use” or other exceptions to use are listed in the State’s bidding documents (e.g. orders of less than one case); State Agencies will obtain their requirements from this Contract. The State reserves the right to purchase property elsewhere on an emergency basis where delivery or minimum order requirements (including shipments with prepaid freight charges added) are restrictive or burdensome. Agencies will not be required to utilize this contract for purchasing quantities less than one (1) case. See Exhibit 2, Section 3, Minimum Order.

Use of the Contract resulting from this solicitation by State of Idaho Agencies is mandatory. Any other “public Agencies” will have the option to utilize the Contract.

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. Schedule & Term Expectations The Contractor must be able to begin taking orders on January 1, 2027.

The initial term of this Contract will be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

2. Delivery

2.1. All prices bid in Submittal Form B include delivery to the Agency within fifteen (15) calendar days for printed items and seven (7) calendar days for unprinted items after receipt of order (ARO).

2.2. Orders must be delivered FOB destination freight prepaid and allowed for all Agency ordering/delivery locations within a fifty (50) mile radius of the city limits of Coeur d’Alene, Lewiston, Boise, Twin Falls, Pocatello, and Idaho Falls, provided the one (1) case minimum order requirement is met.

2.3. Occasionally an Agency may request turnaround for expedited service which is less than the agreed upon turnaround specified in this schedule.

2.3.1. If there is an additional fee associated with this expedited service, it must be identified in Submittal Form C.

2.3.2. If no fee is indicated, the Contractor may not charge an additional fee for expedited service.

3. Minimum Order Quantity

3.1. For Schedule I, the minimum order is one (1) case (a case is considered to be five (5) boxes or 2,500 envelopes).

3.2. For Schedules II and III, the minimum order is one (1) case, (a case is considered to be 500, 1,000 or 2,500 envelopes based on the style and size).

3.3. For Schedule IV, the minimum order is one (1) case, (a case is considered to be four (4) boxes or 2,000 envelopes).

3.4. The Contractor is not required to break a case for orders less than the minimum order. If the Agency places an order for less than the minimum, the Contractor may add a reasonable surcharge.

4. Order Confirmation All orders must be acknowledged within twenty-four (24) hours ARO. Confirmation may be acknowledged via email or telephone; whichever is the most convenient to the Contractor. Confirmation must be directed to the Agency representative that placed the order. Contact must also be made with the Agency representative if there are any problems with the original order.

5. Phone/Email Support The Contractor must maintain a toll-free number for Agency usage. Contractor must provide office and personnel resources for responding to requests, including telephone coverage weekdays (excluding state-observed holidays, found here) during the hours of 8:00 a.m. through 5:00 p.m. local time of the ordering agency.

In addition to phone support, Contractor may also provide support and ordering capabilities electronically, via e-mail, and/or a dedicated website.

6. Catalogs/Brochures The Contractor, upon request from an Agency, must provide and distribute color catalogs and other product brochures or information after award of the Contract. Catalogs must illustrate the available products offered. Catalogs may be provided electronically.

7. Additions The State reserves the right to add similar products to the contract during the contract term. Pricing will be based upon contract items of a similar nature.

8. Deletions At the end of the initial Contract Term (or any Renewal Term), the State reserves the right to delete items which have nominal usage [defined as less than one thousand dollars ($1,000) per contract year].

9. Prompt Payment Discount The Contractor may quote a prompt payment discount based upon early payment; however, discounts offered will not be considered for award of a Contract. The prompt payment discount will apply to payments made with purchasing cards and checks. The date from which discount time is calculated will be the date a correct invoice is received or receipt of shipment, whichever is later; except if testing is performed, the date will be the date of acceptance of the merchandise.

10. Price Adjustment Clause Prices must be firm against any increase for a period of at least one (1) year from the effective date of the Contract, except for decreases (See Section 11 below). Upon completion of this initial one (1) year period, if the Contractor receives an increase in prices from the mill or manufacturer, the Contractor may make a written request for a price increase, which must be substantiated by a letter from the mill or manufacturer. In no event will any price increase exceed five percent (5%) in any six (6) month period. A price increase request may cover all or part of the items on Contract. Price increases will not be effective until approved, in writing, by the State and will not be effective until at least thirty (30) calendar days after receipt of the request by the State.

11. Price Decreases The State must be given the immediate benefit of any price decrease. Contractor must promptly notify the Division of Purchasing of the amount and effective date of decrease. Invoices must reflect contract prices in effect on the date the order was written.

12. Billing Procedure Cost centers or branch offices within an Agency may require separate invoices as specified by each Agency. The Contractor’s billing system must be flexible enough to meet the needs of varying accounting systems in use by different Agencies. Electronic billing capabilities may be required by some Agencies.

Payment must be allowed by Agencies using a State issued Purchasing Card (P-Card). The Contractor agrees to accept P-Card payments without any additions or surcharges. The Contractor must have the capability to accept credit cards for payment.

The Contractor must provide the following information with each invoice.

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

· Identification of billing period;

· Total amount billed for the billing period;

· Detailed description of products provided and associated $ amounts, as appropriate; and

· Name of authorized individual and contact information for Contractor.

Invoices are to be sent to the ordering Agency’s designated contact person.

13. Reporting Requirements The Contractor will be required to submit to the Division of Purchasing reports (in electronic format) that will provide, at a minimum, quarterly summary and detailed line item usage reports by any ordering Agency using the Statewide Contract and by the ordering Agency’s receiving location, indicating:

13.1. All the products purchased;

13.2. The date ordered;

13.3. The date received;

13.4. The quantity of each product by the State’s catalog identification number; and

13.5. The total cost.

The report must be broken down by the three designated areas, A, B, and C. These reports must also include any purchases made by Agencies using a P-Card. When possible, reports should be in the same format as the product bidding schedule(s). Electronic reports in Excel or other approved format are required.

The Division of Purchasing may require custom reports from time to time.

Reports will be due to the Division of Purchasing as prescribed in Section 5.1.1 of the State of Idaho Contract Terms and Conditions.

14. 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 must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the last three (3) years have been completed, whichever is later.

15. 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 meet all requirements identified herein.

2. General Specifications

2.1. Copy Prep

Negatives or camera-ready copy will be supplied by the Agency with each order, but remain the property of, and must be returned to, the Agency. Contractor must have the ability to accept orders electronically in a variety of standard/commonly used formats. When it is necessary for the Contractor to provide negatives for the completion of an order, the cost of the negatives must be included as a separate item in the price and these negatives also returned to the Agency. Bidder must indicate the cost per 4” X 5” line shot on Submittal Form C.

2.2. Printing

All envelopes ordered from this contract are to be printed one-sided only, unless otherwise specified in the schedule-specific requirements. Ink color is to be Black or Reflex Blue.

2.3. Boxes

The envelope box must be constructed to withstand stacking; with the lid of the box constructed in order to enable the bottom box to be removed from a stack of five (5) high by using the lid as a pull.

2.4. Shipping Cartons or Cases

200 lb. test (minimum) standard corrugated cartons.

2.5. Markings

2.5.1. Each case must be labeled with the following information:

2.5.1.1. Manufacturer or Contractor’s name;

2.5.1.2. Type and style of stock;

2.5.1.3. Quantity;

2.5.1.4. Size; and

2.5.1.5. Weight.

2.5.2. Each box must be labeled with the following information:

2.5.2.1. Type and style of stock;

2.5.2.2. Quantity; and

2.5.2.3. Size.

2.6. Flatness

All envelopes must be guaranteed flat with de-curled flaps. Envelopes must be able to flow through high speed stuffing and mailing devices without stoppage.

3. Envelope Specifications These specifications cover types of envelopes and specified classes of paper stock envelopes used by the State. The envelopes described by this specification are regular commercial, catalog, booklet, and special envelopes, as listed below and further described in Submittal Form B.

3.1. Envelope Paper Stock

3.1.1. White Wove Paper or White Kraft Paper

For white wove or Kraft paper, fiber content of paper supplied under this specification must be ninety five percent (95%) minimum chemical cellulose, and not more than five percent (5%) groundwood fiber pulp.

3.1.2. Brown Colored Kraft Paper

Fiber content of paper supplied under this specification must be ninety percent (90%) minimum chemical cellulose and not more than ten percent (10%) groundwood pulp.

3.2. General Envelope Requirements

Applies to Schedule I, II, and III envelopes covered by this specification, unless otherwise specified in the schedule-specific requirements.

3.2.1. Gumming

Brush gumming. Light colored or clear seal gum. Thickness of gum must be a minimum of 0.0007” and a maximum of 0.0009”. The minimum gum strip width must be 1/2".

3.2.2. Optical Character Reader (OCR) Requirements

All envelopes must meet OCR readability requirements.

3.2.3. Window Material

Window envelopes must use a clear or translucent material, having a maximum opacity of twenty five percent (25%). The material must be free of wrinkles, streaks, and excessive glare. The Window must allow clear non-glare readability of OCR equipment.

3.2.4. Window Construction

The Window material of window envelopes must be securely glued to the inside of envelopes and lie flat without curl or protruding unglued edges.

3.2.5. Standard Window Size and Position

Unless specified otherwise, the window must be a rectangle, one point one two five inches by four point five inches (1.125” X 4.50”), positioned zero point eight seven five inches (0.875”) in from the left side, and zero point six two five inches (0.625”) from the bottom of the envelope, to allow room to spray Intelligent Mail Barcode (IMB).

3.2.6. Imprinting

Must be available in either Reflex Blue or Black ink, at the option of the ordering Agency. Imprinting must be on one side of the envelope only, and must consist of Post Office related indicia only.

3.2.6.1. Quality and Composition

Imprinting quality must be clean and have well defined image density, and complete and uniform characterization. Reasonable care must be given to spacing, word division, uniformity of style, and good lineup of characters, subject to the ordering Agency’s final approval.

3.2.7. Address/Label Placement Marks

Printed, non-window envelopes may contain the four (4) placement marks for address or label position within the OCR read areas. This addition is at the option of the ordering Agency, and must be at no additional cost to the Agency.

3.2.8. Camera Ready Requirement

Ordering Agencies will supply Camera Ready Copy or art work for address information on envelopes. Copy or art work must be returned to the ordering Agency upon completion of each order, if requested. Any errors in the Copy or art work supplied by the Agency is the responsibility of the ordering Agency.

3.2.9. Typesetting Services to Ordering Agencies

When ordering Agencies require typesetting services, all proofs must be submitted to the order Agency for approval prior to printing.

3.2.10. Endorsement Placement and Type

Endorsement must be readable and printed in the same direction as the address. There must be a clear space of zero point two five inches (0.250”) minimum both above and below the endorsement. Type must stand out clearly and must be a minimum of eight (8) point.

3.2.11. Measurements and Tolerances

Items must be produced as described in Submittal Form B. All measurements must be referenced to the left and bottom sides of the envelope. All sizes, dimensions, and window placement positions must be plus or minus zero point zero six two five inches (0.0625”) of the specified measurements.

3.2.12. Peel & Seal Feature

When specified, this must be a pressure sensitive adhesive with a release liner that requires no moistening.

3.2.13. Packing

Envelopes must be packed in standard industry units. All Items must be packed to ensure safe delivery to the destination at the lowest cost.

3.2.14. Marking

Unless otherwise specified, shipping containers must be marked with the type of envelopes, quantity contained therein, and the name of the Contractor or Manufacturer.

3.2.15. Substitutions

Commodities procured under these specifications must not deviate from those originally contracted for without written approval from the Division of Purchasing.

3.2.16. Construction

Envelopes must be conventional solid die cut from a high die or AMC-branded or equal die cutter with regular round seal flaps and diagonal seams folded in.

3.2.17. Unacceptable Envelopes

Executive style envelopes, diamond shaped flaps, or diaper fold style envelopes are not acceptable.

3.2.18. Inserting and Mailing Equipment

Envelopes must perform to the satisfaction of the ordering Agency in automatic inserting and mailing equipment used by State Agencies and the US Postal Service.

3.2.19. Brightness

Brightness must be seventy-five percent (75%) minimum.

3.2.20. Opacity

Envelopes must have sufficient opacity within the OCR read area to screen out non-address printing on envelope inserts and the envelope’s inner walls.

3.3. Schedule I Specifications – Regular, Window, and Fast Forward Envelopes

3.3.1. Stock – #4 Sulphite smooth finish, white wove mill brand.

3.3.2. Gumming – Brush Gumming. Light colored or clear seal gum. Thickness of gum minimum 0.0007” and maximum 0.0009”. Minimum gum strip width 0.5”.

3.3.3. Folding – To be folded on rotary folding machines equipped with decurlers with no holes in corners.

3.3.4. Style – Open side. Must be guaranteed for use on all State of Idaho inserting machines. Acceptable style based on past usage is die cut, open side, diagonal seam with rounded commercial flap, minimum seam overlap 0.5” minimum flap dimension at center #6-3/4” – 1/2", #9 & #10 – 1 5/8”.

3.3.5. Box Count – Five hundred (500) on all sizes, two thousand five hundred (2,500) per case.

3.4. Schedule II Specifications

3.4.1. Peel & Seal Catalog

3.4.1.1. Stock – Brown Kraft

3.4.1.2. Gumming – Pressure sensitive adhesive with release.

3.4.1.3. Folding – To be folded on standard rotary open end folding machine with tight corners. Delivered flaps closed.

3.4.1.4. Style – Die cut. Open end, center seam rounded flaps, with construction as per description for each size.

3.4.1.5. Bulk packed, five hundred (500) per case.

3.4.2. Brown Kraft Catalog

3.4.2.1. Stock – Brown Kraft

3.4.2.2. Gumming – Rotary gumming. Light colored or clear seal gum. Thickness of gum minimum 0.0008”.

3.4.2.3. Folding – To be folded on standard rotary open end folding machine with tight corners. Delivered flaps closed.

3.4.2.4. Style – Die cut. Open end, center seam rounded flaps, with construction as per description for each size.

3.4.2.5. Bulk packed, five hundred (500) per case.

3.5. Schedule III Specifications – Tyvek or equal

3.5.1. Stock – Tyvek or equal, 10 X 13 14# minimum, and 12 X 15.5 18# minimum.

3.5.2. Gumming – Latex-seal that requires no moistening. Pressure sensitive with release liner.

3.5.3. Format – Plain White.

3.5.4. Style – Tyvek or equal catalog, open end.

3.5.5. Bulk packed, five hundred (500) per case.

3.6. Schedule IV Specifications

3.6.1. Stock – Camping 24# color wove 3.25 X 6.25 printed both sides.

3.6.2. Gumming – 3” extended flap with perforation and drop gumming, sequentially numbered.

3.6.3. Format – Canary/MVEF and Blue.

3.6.4. Bulk packed, five hundred (500) per case.

EXHIBIT 4

Area Map

EXHIBIT 5

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 1412 Statewide Envelopes

EXHIBIT 6

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 1412 Statewide Envelopes

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, 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 1.7).

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

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 6. 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 is attached separately as an Excel document within IPRO

SUBMITTAL FORM C

Additional Information

The Bidder must complete and submit all information requested in this Submittal Form. Prices requested in this form will not be used for evaluation, but will be incorporated into the resulting Contract. Failure to complete the required information in this Form may result in the Bid being found non-responsive, and receiving no further consideration.

1. Public Agency Clause Contract prices must be extended to other "Public Agencies" as defined in Idaho Code §67-2327, which reads: "Public Agency" means any city or political subdivision of this state, including, but not limited to counties; school districts; highway districts; port authorities; instrumentalities of counties; cities or any political subdivision created under the laws of the State of Idaho. It will be the responsibility of the Public Agency to independently contract with the vendor and/or comply with any other applicable provisions of Idaho Code governing public contracts.

Authorized Signature: ______________________________________

Printed Name/Title: ________________________________________

2. Locations The Bidder must list the locations of store or warehouse facilities and dealers that would service the State under this Contract. Extra lines may be added as needed.

3. Reference List Bidders must provide the Company name, address, phone number, and name of contact person for three (3) firms or government organizations (excluding State of Idaho Agencies) for which the Bidder is currently furnishing or has furnished similar products in the last year.

Company 1:

Company 2:

Company 3:

4. Specification Attestation Do your envelopes meet or exceed all specifications detailed in Exhibit 3, Section 3 – Envelope Specifications?

YES ________ NO _______

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