Raised_Print_Business_Card_Bid_2016.rtf

REQUEST FOR QUOTATION

ANNUAL CONTRACT

RAISED PRINT BUSINESS CARDS

05/01/16 TO 04/30/17

SPECIFICATIONS, TERMS AND CONDITIONS

SCOPE: To establish a Master Agreement (MA) for the printing of Raised Print Business Cards

CONTRACT PERIOD: May 1, 2016 to April 30, 2017

The estimated value of this annual agreement is $9,347.00. (This estimate is based on approximately 562 orders over a one year period or an average of 47 orders per month). See attached Annual Usage spreadsheet.

SIZE: 3-1/2” x 2”

STOCK: 80 lb. White Mohawk Vellum Recycled Cover Stock.

TYPE STYLE: State Government format (see attached) Goudy Hand Tooled. All State Agencies are to comply with this format. State to supply one State Seal – Vendor to duplicate as required.

INK: Ink to be one standard color – Black or Reflex Blue – Printed one or two sides.

PACKAGING: All business cards MUST be packaged in rigid business card boxes.

ORDERING PROCEDURE: Delivery Orders (DO) will be created in AdvantageME unless the State of Maine Procurement Card is used for payment. Delivery Orders will be e-mailed by the using agency to the Vendor as a PDF file. If a State of Maine Procurement Card is used for payment, a DO will NOT be issued, and agency will use an alternate method of ordering (email, telephone, etc.). Agency is to call vendor with procurement card information.

PROOFS: Vendor to provide proof on all cards prior to printing. Proof MUST be furnished within one calendar week after receipt of order.

DELIVERY: Delivery MUST be within one calendar week after receipt of approved proof.

INVOICING: Vendor is to invoice each agency directly. Vendor is to reference DO number on all invoices. Do not invoice for more than the number of cards requested.

PRICE: Price is to be all inclusive. Price to include all delivery costs, all typesetting/set-up charges, and prices are to remain firm throughout the contract.

REPORT: 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.

Report must include the Ordering Agency, Order Date, Quantity, and the 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. The State of Maine reserves the right to reject your bid if you are unwilling to accept this condition.

EXTENSION CLAUSE: The State Purchasing Director reserves the right to extend this contract period beyond the indicated expiration date for up to two (2) additional renewals with the consent of the contractor. Total contract period may not exceed three years.

CANCELLATION CLAUSE: The Director of the Division of Purchases reserves the right to cancel this contract with a thirty (30) day written notice, or cancel immediately due to non-compliance with terms & conditions of contract.

SAMPLES: Bidders are required to submit samples. Samples of business cards supplied should be equivalent to the style of business cards we are requesting in the specifications outlined in this quote (raised print), and the quality we should expect receive.

Please mail your samples to:

State of Maine, Division of Purchases ATTN: Deborah Jacques 9 State House Station Burton Cross Building, 4th Floor 111 Sewall Street Augusta, ME 04333

Samples must arrive at the Division of Purchases prior to the solicitation closing date and time, and may be considered in the bid award. Vendor to reference the RFQ number and their company name on the samples submitted for easy identification.

Vendor Instructions for Response: Vendor to download attached spreadsheet, fill in required information, and re-attach spreadsheet to the electronic response by the due date and time indicated.

Detailed instructions for filling out the spreadsheet are also attached. Vendor is to submit a price of “0.00” in the unit price and fill in the delivery days on the electronic response.

Vendor must also indicate if they are bidding recycled stock (minimum of 30% PC).