RFQ26006718 Specifications.pdf

2021-1.B Page 1 of 3 Revised 01/17/2023

RFQ26006718 – AGENCY SOLICITATION SPECIFICATIONS

SPECIALTY/MISCELLANEOUS PAPER FOR THE CORRECTIONAL

INDUSTRIES PRINT SHOP

SECTION A. BACKGROUND

The mission of the Rhode Island Department of Corrections (RIDOC) is to contribute to public safety by maintaining a balanced correctional system of institutional programs that provide a range of custodial options, supervision, and rehabilitative services to facilitate successful offender reentry into the community upon release.

Rhode Island is one of six states that have a unified corrections system, incorporating the jail and state prison into one Department. This centralized, comprehensive correctional system for men and women is located on the Pastore Complex in Cranston, Rhode Island. There are approximately 2,300 sentenced and awaiting trial incarcerated individuals housed in six facilities on a one-mile square complex. Facilities include the State's only jail for pretrial detainees, four sentenced male facilities and one for incarcerated women.

RIDOC is committed to making available, to the greatest extent possible, programs and services that offer offenders the opportunity to improve their education, health, interpersonal and vocational skills, and acceptance of responsibility for their past criminal behavior.

In alignment with its mission and commitment, RIDOC has established a Print Shop to support operational and programmatic needs across the Department. The Print Shop operates as a centralized hub for all orders for RIDOC customers. Once an order is submitted, the requested items will be securely shipped to RIDOC's facility at 33 Power Road, Cranston, RI 02920.

This process creates a seamless workflow while also providing valuable hands-on training for inmates. By participating in printing, organizing, and managing these paper orders, inmates gain practical experience in the print and production world—skills such as layout handling, form processing, inventory tracking, and quality control. These transferable skills help prepare them for future employment opportunities in printing, packaging, and related industries.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

PURPOSE AND SCOPE

The purpose and intent of this Request for Quote is to identify a qualified vendor to provide the supply and delivery of print materials, equipment, and related services needed to support and maintain a comprehensive print shop operation for the exclusive use of RI Correctional Industries.

RI Correctional Industries operates a professional printing and production program, offering printed materials such as forms, brochures, manuals, signage, and other customized print products to its customers, including state colleges, universities, and state agencies.

2021-1.B Page 2 of 3 Revised 01/17/2023

PRODUCT AND GENERAL REQUIREMENTS/TERMS

The initial product lines covered by this RFQ may include, but are not limited to, the following categories of paper and paper-related materials commonly used in print production:

a. Standard Printing Papers:

• Bond paper

• Offset paper

b. Specialty Papers:

• Gloss, matte, and satin coated papers

• Cover stock

• Text-weight stock

• Cardstock

c. Large Format & Specialty Substrates:

• Wide-format rolls

• Poster paper

• Labels and adhesive-backed materials

d. Finishing & Production Paper Products:

• Pre-cut sheets

• Pre-drilled or pre-punched paper

• Carbonless (NCR) paper

These product categories are intended to support the diverse printing, finishing, and production needs of R.I. Correctional Industries’ print shop operations.

GENERAL REQUIREMENTS AND TERMS:

Packing & Shipping All paper and print supplies must be packed in a manner that provides adequate protection and ensures safe, damage-free shipment to the destination.

Shipping cases must be clearly marked to show the supplier’s name, R.I. Correctional Industries’ shipping address, the Correctional Industries’ shop order number, and purchase order number.

Any goods damaged in transit to R.I. Correctional Industries or to an end user via drop-shipment will be returned to the shipper for credit at the shipper’s expense.

Payments Payment of invoices will occur only after goods have been received and there is proof of delivery, obtained either directly from the RI Correctional Industries Warehouse or the vendor in cases where a copy(ies) of the delivery slip(s) was (were) not delivered directly to the Warehouse.

Contract Award The Division of Purchases may award one or as many contracts as may be in the best interest of the State of Rhode Island and R.I. Correctional Industries.

Discounts A detailed discount structure must be provided. All bidders must specify in writing that the prices

2021-1.B Page 3 of 3 Revised 01/17/2023 quoted to R.I. Correctional Industries represent the absolute lowest pricing offered to comparable print shop customers for the same products. If additional paper grades, print materials, or supply items are introduced by the manufacturer during the term of the contract, these new items must be made available to the State at the same discount rates established in the original bid proposal.

Updated product lines must be submitted to Correctional Industries along with the corresponding catalog and price list.

Delivery The bidder shall furnish a delivery schedule for each type of paper or print-related material, indicating the time required for delivery after receipt of order. Delivery of all products shall be made within 40 days of the order date or sooner. R.I. Correctional Industries must be notified by phone at least forty-eight hours prior to delivery and must also receive an email from the vendor confirming the delivery date and time so that appropriate arrangements can be made. Only specific delivery hours are permitted for different levels of secure correctional warehouses. Non-compliance with delivery hours may result in delays or refusal of delivery.