LetterheadSpecificationsOct11.doc

LETTERHEAD STATIONERY

11/1/11 – 10/31/12

Scope:

To establish a one-year Contract to cover the printing of Letterhead Stationery for the State of Maine.

Contract Period: November 1, 2011 through October 31, 2012 Quantities:

This contract will cover quantities from 500 to 10,000 (1 ream to 20 reams). The estimated amount spent against this contract per year is approx. $10,000.

Stock:

All Letterhead stock is White, 8-1/2” x 11”. All stock is to be watermarked. All stock is to be recycled. Vendor is to supply three (3) different stocks:

20 lb. Bond 24 lb. w/25% Cotton Content 24 lb. Laid Vendor must be able to supply all three.

Ink Colors:

All Letterhead is to be one color, Reflex Blue or Black ink only.

Contract Prices: Prices are to be based on camera ready copy. All prices MUST remain firm for the duration of the contract.

Typesetting:

There is a standardized format and font requirement for State Letterhead (see attached samples). If typesetting is needed, vendor will be responsible for typesetting and providing proofs to departments. If there is an additional cost for typesetting, include that cost on the attached spreadsheet.

Packaging:

Standard packaging required – 500 per box, 5 boxes per ctn. (2500/ctn) Ordering Procedure:

Delivery Orders (DO) will be created in AdvantageME for all orders against Master Agreements (MA), unless the State of Maine Procurement Card is used for payment. Orders in the amount of $5000.00 or less will be e-mailed by the using agency to the vendor. Delivery Orders in amounts greater than $5000.00 will workflow to the Division of Purchases’ Buyers for approval and encumbrance. The Division of Purchases will e-mail the order to the Vendor.

Delivery:

To be delivered to various locations throughout the state. The majority of all orders will be delivered to the Augusta area. ALL shipping and delivery charges are to be included in the unit price.

Delivery is to be made within 5 work days from proof approval, and no more than 10 days from receipt of order.

Billing:

Vendor to bill each agency directly referencing DO number on all invoices.

Monthly Report: Monthly reports are REQUIRED. Vendor will be responsible for generating a “Monthly Report” to be submitted to the Division of Purchases no later than the 5th of each month for the previous month’s activities.

Each report should include each order received for the month and include:

Date, Ordering Department, Quantity, and Dollar Amount.

Procurement Card: State policy requires vendors to accept the State of Maine Procurement Card as a form of payment, with very rare exceptions. Your company will be required to accept these cards. The pricing offered to the State of Maine shall be the final cost to the State of Maine regardless of payment method. No surcharge or other compensation will be allowed.

Vendor Instructions for Response:

Vendor to download attached spreadsheet, fill in required information, and re-attach spreadsheet to electronic response by the due date and time indicated. Detailed instructions for filling out the spreadsheet are also attached.

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

Vendor MUST include descriptive information on the papers being bid (Brand, Name, Recycled content, etc.) for each of the three types of paper on this contract. Please include this information on the spreadsheet or in the comments section of the solicitation response. Vendors may be asked to submit samples prior to award.

All questions on this bid must be submitted electronically through the “Questions and Answers” forum on the solicitation.