QQ#120713 POD Sign Printing.pdf

PROCUREMENT OFFICE

7450 FREIGHT WAY

MECHANICSVILLE, VA 23116

QUICK QUOTE (QQ) FOR SERVICES

QUICK QUOTE NUMBER 120713

TITLE POD Sign Printing

ISSUE DATE May 20, 2026 PAGE 1 OF 9

CONTRACT OFFICER MATTHEW MCGOVERN, VCO

EMAIL ADDRESS Matthew.mcgovern@virginiaabc.com

PHONE 804-213-4428 FAX N/A

SOLICITATION DUE

DATE

Sealed bids will be received until the date/time listed below for furnishing the goods/services described herein.

Date: June 10, 2026 Time: 1:00 PM (Eastern Standard Time, EST) eVA Mandatory All Bidders must be eVA registered prior to the closing date and time of this solicitation.

PERIOD OF

CONTRACT

Date of award through one (1) year after award with the option of four (4) subsequent one (1) year renewals.

SERVICE/DELIVERY

DATE

Virginia ABC’s desired delivery date is July 1st,2026, with the first order delivered NLT August 26, 2026.

SERVICE/DELIVERY

LOCATION

Direct shipment to various retail locations across the Commonwealth of Virginia.

INQUIRIES There is no pre-bid meeting for this Quick Quote. All inquiries for information should be directed via email to the Contract Officer listed above. All inquiries must be received in writing on or before June 1st ,2026, no later than 12:00 PM (EST).

TERMS &

CONDITIONS

This solicitation is subject to the provisions of Virginia ABC’s General Terms and Conditions and any changes or revisions thereto, which are hereby incorporated into this Quick Quote in their entirety. The attached Special Terms and Conditions shall also be a part of the solicitation.

In compliance with this Quick Quote (QQ) and all conditions imposed in this QQ, the undersigned firm hereby offers and agrees to furnish all goods/services required by this QQ at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete. Any resulting agreement shall be defined by a written contract, which shall be binding only when fully executed by both parties.

BIDDER INFORMATION:

Date: Virginia Contractor License # ☒ Not Required ☐ Required (enter #):

Name of Firm: DUNS #:

Address of Firm: City, State, Zip:

Email Address: Phone: Fax:

Is the firm eVA registered? ☐ No ☐ Yes (enter the eVA Vendor ID #):

Is the firm SWaM certified? ☐ No ☐ Yes (enter the DSBSD SWaM certification #):

Does the firm accept the Commonwealth’s Small Purchase Charge Card? ☐ Yes ☐ No

Signature:

Printed Name: Title:

Virginia Alcoholic Beverage Control Authority does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a Bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment.

QQ # 120713 Page 2

TABLE OF CONTENTS

Section Page #

Background 3

Purpose 3

Definitions 3

Statement of Needs 3

Bidder’s Instructions and Checklist 4

Method of Payment 4

Pricing Schedule 4

General Terms and Conditions 5

Special Terms and Conditions 5

Attachment A – Vendor Data Sheet 8

Attachment B – POD Example 9

Attachment C – 2026 POD Sign Print Specs Separate File

QQ # 120713 Page 3

1. BACKGROUND:

The Virginia Alcoholic Beverage Control Authority (Virginia ABC) and its nearly 4,000 employees are proud to serve the Commonwealth of Virginia as an independent political subdivision and one of 11 public safety agencies working with the Secretariat of Public Safety and Homeland Security. The Authority administers ABC laws with an emphasis on public safety by ensuring an orderly and regulated system for convenient sales and responsible consumption of alcohol.

Virginia ABC is a leading revenue producer for the Commonwealth and a source of future economic growth and innovation for the State. The profits that Virginia ABC contributes – collected from sales of distilled spirits at Virginia ABC stores, taxes collected on beer and wine sales, violation penalties and license fees – provide much-needed funding for use in a multitude of State programs, thus benefiting all Virginians. Since its establishment in 1934, Virginia ABC has contributed $10.3 billion to the Commonwealth’s General Fund, which supports major education, health and transportation initiatives.

As one of 17 control states across the United States – where the state government manages the sale and distribution of distilled spirits at the wholesale level, Virginia ABC stores are the only retail outlets in Virginia where customers may purchase liquor.

Our Stores and Products: With more than 395 stores in convenient locations throughout the Commonwealth, Virginia ABC is dedicated to providing those ages 21 and older with an enjoyable, modern shopping environment. Considerable planning is involved in determining locations for new stores to ensure optimum customer service. Virginia ABC also strives to make sure that customers can easily obtain the spirits they want by being timely and nimble in response to market changes, product availability, and consumer desires.

Virginia ABC offers a wide selection of merchandise – including mixers, vermouth, and Virginia-made wines in addition to liquor – with more than 3,000 items available in its product catalog. These products are stored in the 292,285-square-foot Virginia ABC warehouse – the size of about five and a half (5½) football fields – located in Mechanicsville, VA. The warehouse daily receives and ships about 20,400 cases of distilled spirits for a total of more than 4.8 million last year.

Virginia ABC stores receive weekly deliveries to restock items available for sale to customers of legal drinking age.

2. PURPOSE:

The purpose of Quick Quote is to establish a term contract for 2026 POD sign printing services, with direct shipment to some 140 Virginia ABC retail locations throughout the Commonwealth.

3. DEFINITIONS:

BIDDER: The term “Bidder” as referenced in this solicitation refers to the individual or firm preparing and submitting a bid in response to this Invitation for Bids.

CONTRACTOR: The term “Contractor” refers to an individual or firm that has entered into an agreement to provide goods or services to Virginia ABC. In addition, it also refers to a firm who, when awarded the contract, will be responsible for the goods or services required, as a result of this solicitation.

TERMINOLOGY: The terms “must”, “shall”, “should”, and “may” are used to identify the criticality of the requirements.

“Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the Contractor to provide required goods or services. Items labeled as “should” are highly desirable, although their absence will not have as large an impact. Items labeled “may” will be useful but are not necessary.

4. STATEMENT OF NEEDS:

Detailed print specifications can be found in separate Attachment C. titled, “2026 POD Sign Print Specs”. An example of previous print template provided in Attachment B.

*Each design should be bulk packed individually*

QQ # 120713 Page 4

5. BIDDER’S INSTRUCTIONS AND CHECKLIST:

Please be sure to fill out and return the following for this solicitation:

A. Cover sheet completely filled out and signed (only if not responding in eVA).

B. Pricing Schedule completed.

C. Discount Clause (only if offering a discount – this can also be put in the Comment Section of eVA).

D. Completed Vendor Data Sheet, included as Attachment A.

* All pricing should be entered in eVA Quick Quote unless the Contractor is having difficulties utilizing the system.

6. METHOD OF PAYMENT:

The Contractor will be paid on the basis of invoices submitted. Payments will be made according to §20315 of the CAPP Manual, which is thirty (30) days after receipt of a proper invoice by Virginia ABC’s Accounts Payable Department or receipt of goods or services, whichever is later. Virginia ABC will have the option of paying the Contractor in less than thirty (30) days if a discount is offered for expedient payment.

A _____% prompt payment discount is offered by Contractor for prompt payment of _____ calendar days.

The Commonwealth of Virginia encourages Contractors to accept electronic and charge card payments. The Commonwealth of Virginia Small Purchase Charge Card may be used as the method of payment at the discretion of Virginia ABC if the Contractor has an established Merchant Account/Agreement. Merchant bank fees shall not be charged back to Virginia ABC. Invoices shall be submitted to the following address:

Virginia Alcoholic Beverage Control Authority Attention: Accounts Payable

P.O. BOX 3250

Mechanicsville, VA 23116 *Preferred method of invoice submittals: Accounts.Payable@virginiaabc.com

7. PRICING SCHEDULE:

The Contractor agrees to provide the described goods/services herein based on the prices indicated below. Prices shall include all expenses (i.e., parking, meals, lodging, photocopying, airfare, mileage, communication cost, automobile rental, etc.). In case of arithmetic errors, the unit price will govern. Virginia ABC will provide its shipping courier account information and will be billed directly for shipping.

Item Promotion

Period Promotion Dates Quantity Unit Cost Total

1 P1 2026 Sept. 1 – Sept. 30 4 signs x 140 each EA $ $

2 P2 2026 Oct. 1 – Oct. 31 4 signs x 140 each EA $ $

3 P3 2026 Nov. 1 – Dec. 31 4 signs x 140 each EA $ $

4 P4 2027 Jan. 1 – Jan. 31 4 signs x 140 each EA $ $

5 P5 2027 Feb. 1 – Mar. 31 4 signs x 140 each EA $ $

6 P6 2027 April 1 – May 31 4 signs x 140 each EA $ $

7 P7 2027 June 1 – Aug. 31 4 signs x 140 each EA $ $

GRAND TOTAL $

QQ # 120713 Page 5

8. GENERAL TERMS AND CONDITIONS:

The General Terms and Conditions are located on Virginia ABC’s website at the following link:

https://www.abc.virginia.gov/about/procurement/terms-conditions

The Contractor will be responsible for reading and understanding the General Terms and Conditions.

9. SPECIAL TERMS AND CONDITIONS:

AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for three (3) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia ABC, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

AWARD: An award will be made to the lowest responsive and responsible Bidder. Evaluation will be based on the unit price. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern.

Virginia ABC reserves the right to conduct any test it may deem advisable and to make all evaluations. Virginia ABC reserves the right to reject any and all bids in whole or in part and waive any informality prior to making an award.

BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for thirty (30) days. At the end of the thirty

(30) days, the bid may be withdrawn at the written request of the Bidder. If the bid is not withdrawn at that time, it remains in effect until an award is made or the program is canceled.

CANCELLATION OF CONTRACT: Virginia ABC reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

DELIVERY: Delivery of goods or performance of services shall be within the number of calendar days stated below after receipt of order (ARO) by the Bidder. Virginia ABC requires the Bidder to deliver within a reasonable time after ARO. If the Bidder does not insert a stated delivery time in the blank below, the Bidder will be deemed to offer delivery in accordance with Virginia ABC’s desired delivery time as stated below:

• Virginia ABC’s desired delivery time: 15 calendar days ARO

• Bidder’s stated delivery time: ________ calendar days ARO

DISCOUNTS, PROMPT PAYMENT: Discounts for prompt payment will not be calculated in determining net low bid.

Discounts for prompt payment will be shown on the purchase order/contract and taken if invoices are processed and payment made within the stipulated time frame. If discounts are not offered, payment shall be made thirty (30) days after receipt of an accurate invoice by Virginia ABC’s Accounts Payable Department.

A _____% prompt payment discount is offered by Contractor for prompt payment of _____ calendar days.

eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one (1) purchase order(s) with the applicable eVA transaction fee assessed for the order.

Vendors desiring to provide goods and/or services to Virginia ABC shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for Virginia ABC to reject your offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to eVA-catalog-manager@dgs.virginia.gov.

https://www.abc.virginia.gov/about/procurement/terms-conditions mailto:eVA-catalog-manager@dgs.virginia.gov

QQ # 120713 Page 6

PRE-AWARD CONFERENCE: Virginia ABC will have the option to request a conference call, prior to award, with the apparent successful Bidder to ensure the Bidder clearly understands all requirements of the solicitation. The Bidder shall include in the conference call the individual(s) who will be fulfilling the contractual requirements.

PRINTING DEFINITIONS:

CLASS 1 - CRITICAL QUALITY PRINTING: Best quality, highest quality, tightest tolerances

Fidelity of Reproduction - the information transmitted requires maximum fidelity to the furnished reproducible in detail, color, and resolution.

Typical Physical Description - at this level products are generally multicolor or process color work. Illustrations may be very fine line drawings, multicolor illustrations, or up to 200-line screen halftone. Finishing and bindery operations shall be of the same critical quality.

PRINTING – OVERRUNS/UNDERRUNS: Bids for printing will be rejected if the quoted overrun cost exceeds the base lot price quoted for the equivalent incremental unit quantity. On bids for multiple part forms, envelopes, and signage, the additional overrun quoted shall not exceed the base lot price quoted for the equivalent incremental quantity. Virginia ABC may at its discretion accept an underrun, provided credit is allowed Virginia ABC at the full base price per unit for the quantity of the underrun.

PRINTING – OWNERSHIP OF PRINTING MATERIALS: This Contract confers no ownership rights to the Contractor nor any rights or interests to use or to disclose Virginia ABC data or inputs. The Contractor agrees that all drawings, specifications, blueprints, data, information, findings, memoranda, correspondence, documents or records of any type, whether written or oral or electronic and all documents generated by the Contractor or its subcontractors as a result of Virginia ABC request for services under this Contract, are the exclusive property of Virginia ABC ("Record" or "Records"), and all such Records shall be provided to and/or returned to Virginia ABC upon completion, termination, or cancellation of this Contract. The Contractor shall not use, willingly allow, or cause such materials to be used for any other purpose other than performance of all obligations under the Contract without the written consent of Virginia ABC. Additionally, the Contractor agrees that the Records are confidential records and neither the Records nor their contents shall be released by the Contractor, its subcontractors, or other third parties; nor shall their contents be disclosed to any person other than the Project Officer or his or her designee. The Contractor agrees that all oral or written inquiries from any person or entity regarding the status of any Record generated as a result of the existence of this Contract shall be referred to the Project Officer or his or her designee for response. At Virginia ABC’s request, the Contractor shall deliver all Records to the Project Officer, including "hard copies" of computer records, and at Virginia ABC’s request, shall destroy all computer records created as a result of Virginia ABC’s request for services pursuant to this Quote. The Contractor agrees to include the provisions of this section as part of any contract or agreement the Contractor enters into with subcontractors or other third parties for work related to work pursuant to this Quote. No termination of this Contract shall have the effect of rescinding, terminating or otherwise invalidating this section of the Contract.

QUANTITIES: Quantities set forth in this solicitation are estimates only, and the Contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

RENEWAL OF CONTRACT: This contract may be renewed by Virginia ABC upon written agreement of both parties for four

(4) successive one (1) year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

SMALL BUSINESS, WOMAN-OWNED, AND MINORITY-OWNED (SWaM) BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE: It is the goal of Virginia ABC that 42% of purchases are made from SWaM businesses. This includes discretionary spending in prime contracts and subcontracts. Unless the Bidder is registered as a Department of Small Business and Supplier Diversity (DSBSD)-certified SWaM business and where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the Contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified SWaM businesses. No Bidder or subcontractor shall be considered a SWaM Business unless certified as such by the Department of Small Business and Supplier Diversity by the due date for receipt of bids. If SWaM business subcontractors are used, the prime Contractor agrees to report the use of SWaM business subcontractors by providing the Procurement Office at a minimum the following information: name of SWaM business with the DSBSD certification

QQ # 120713 Page 7 number, phone number, total dollar amount subcontracted, category type (DSBSD-certified small, women-owned, minority-owned, micro, 8A, Service Disabled Veteran, Federal Service Disabled Veteran, economically disadvantaged woman-owned small business, or Employment Services Organization), and type of product/service provided.

Will there be any subcontracting to SWaM businesses for the performance of this contract?

Yes No

If so, please provide the SWaM Business Name and DSBSD certification Number:

Name:

DSBSD Certification #:

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ATTACHMENT A

VIRGINIA ALCOHOLIC BEVERAGE CONTROL AUTHORITY – VENDOR DATA SHEET

1. Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2. Vendor’s Primary Contact:

Name: Phone:

Email:

3. Years in Business: Indicate the length of time you have been in business providing this type of good or service:

Years Months

4. Indicate below a listing of at least three (3) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact.

Company: Contact:

Phone: Email:

Dates of Service: Value:

Project:

Company: Contact:

Phone: Email:

I certify the accuracy of the information provided.

Signed: Title:

Date:

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Attachment B – POD Example

SIZE: 11.5"(w) x 47"(h) One-sided