S 185- IFB Seed Bags~1.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000185 Solicitation Issued: September 26, 2022

Description: Nursery Supplies: Seedling Bags

Department: Arkansas Department of Agriculture

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: October 3, 2022 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Jessica Lowder Buyer’s Direct Phone Number: 501-683-2222

Email Address: Jessica.lowder@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the Office of State Procurement (OSP) to obtain competitive pricing for a term contract. This term contract is for the printing and delivery of Natural Kraft Bags for Arkansas Department of Agriculture – Forestry Commission – Baucum Nursery located in North Little Rock, Arkansas. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Arkansas Department of Agriculture – Forestry Commission.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/89648079386?pwd=SWpwUUVwV0kzMUZNSlVlVjNmKzl1QT09 Meeting ID: 896 4807 9386 Meeting Password: 363573 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before September 26, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on September 27, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

https://arkansas-gov.zoom.us/j/89648079386?pwd=SWpwUUVwV0kzMUZNSlVlVjNmKzl1QT09

C. “Author’s Alterations" (AA) means a change order or adjustments made by the agency after the copy and artwork have been received by the Contractor

D. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

E. “Recycled paper”, as it applies to coated stock, means any paper that contains no less than ten percent (10%) post-consumer material by fiber weight; as it applies to uncoated stock, it means any paper that contains no less than twenty percent (20%) post-consumer material by fiber weight.

F. “Requirement” means something required.

G. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

H. “Shall” and “Must” mean the imperative and are used to identify requirements.

I. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

J. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

K. “Calendar Quarter” means any one of the four three (3) month calendar periods beginning in January, April, July, and October of each year as follows:

Quarter 1: January 1st – March 31st

Quarter 2: April 1st – June 30th

Quarter 3: July 1st – September 30th

Quarter 4: October 1st – December 31st

1.5 QUANTITY

The quantities stated within this IFB are estimated for bidding purposes only. The State may order more or less (+/-) as needed throughout the lifetime of the contract.

1.6 MINIMUM ORDER QUANTITY

There are no minimum orders for this solicitation.

1.7 ORDERING PROCEDURE

All orders placed against this contract will be on an as-needed basis.

1.8 PAPER STOCK BRAND NAME

A. Paper stock brand names are used for purposes of quality identification only.

B. Comparable and acceptable other brands must be determined by reference to the most recent annual edition of “The Competitive Grade Finder” published by Grade Finders, Inc.

C. In the event a paper is bid which is not listed in the “The Competitive Grade finder”, it shall be the responsibility of the Contractor to provide satisfactory proof that the paper being bid meets or exceeds the specifications of the paper specified.

1.9 SUBSTITUTION OF BRAND

A. After contract award, the Contractor shall obtain approval in writing by the TSS Office of State Procurement prior to delivery of any substitutions of brand.

B. Brand substitutes must be the same or higher GRADE with same or better brightness level. Any delivery of unauthorized substitutions must be considered contract default.

1.10 MISCELANEOUS CHARGES/ALLOWANCES

A. The Contractor shall obtain written authorization from the Office of State Procurement prior to any work being performed under this contract that results in additional costs. Any costs incurred in production and not provided for in these instructions and specifications may be invoiced at the “fair market price” as established by the Office of State Procurement.

B. These costs may include, but are not limited to:

• Halftones

• Author’s Alterations

• Extra composition

• Overruns

• Any other unforeseen costs

1.11 SAMPLES

The Contractor shall provide a minimum of one (1) printed sample produced under this contract from line items one (1) and three (3) and four (4). See Section 1.13.

Mail printed samples to:

TSS/Office of State Procurement Attention: Jessica Lowder, CPPB, Statewide Procurement Specialist 501 Woodlane, Suite 220 Little Rock, AR 72201

1.12 QUALITY

A. The Natural Kraft Bags provided under the scope of this contract must be of GOOD quality.

Accurate registration must be required.

B. Trimming must be even with no jagged or torn edges.

C. Hollow or pitted type, hairlines, broken serifs, fluctuating alignment, varying density, roller marks, and ghosting must not be accepted.

D. The Natural Kraft Bags must meet industry standards for good quality on any procedures or techniques not previously stated for construction in this IFB.

• Hickies

• Set-off

• Smudges

• Hollow or pitted type

• Hairlines

• Broken serifs

• Fluctuating alignment

• Varying density

• Roller marks

• Ghosting

These may result in possible rejection of the printing job on a quality basis.

E. Receipt of the merchandise does not necessarily constitute acceptance. The using agency will be granted a minimum of fifteen (15) days in which to inspect the merchandise and to determine if its quality meets the Requirements or standards of the contract.

F. If quality problems are evident, OSP, in coordination with AAD – FC - BN, will review the problems and if the specifications of the contract are not met, will assess any damages for the inferior merchandise. At their discretion, OSP and AAD-FC-BN will determine if the merchandise is unacceptable. The Contractor may be offered an opportunity to reprint the material within a reasonable time. At the time authorization for the reprint is given, OSP will establish, in writing, a new delivery date.

1.13 SIZES

Item 1: Forty and one half by eleven by thirty-six inches (40.5” x 11” x 36”) Printed.

Item 2: Forty and one half by eleven by twenty-four inches (40.5” x 11” x 24”) Printed.

Item 3: Twenty-five by ten by thirty-six inches (25” x 10” x 36”) Printed.

Item 4: Twenty by eight by thirty-one inches (20”x8”x 31”) Printed

Item 5: Forty and one half by eleven by thirty-six inches (40.5” x 11” x 36”) BLANK

1.14 KRAFT BAG PAPER STOCK

The Natural Kraft Bags, Item(s) 1-5, must be fifty pound (50 lb.) wet strength, Brown Kraft, 2 ply or approved equal.

INDICATE BRAND NAME OF NATURAL KRAFT PAPER QUOTED ON OFFICIAL PRICE SHEET.

1.15 INK (ALL ITEMS)

Black ink.

INDICATE BRAND NAME OF INK (SOY OR OTHER) QUOTED ON OFFICIAL PRICE SHEET.

1.16 COMPOSITION/PRODUCTION MATERIALS (including Samples/Examples)

A. The AAD-FC-BN will provide sample artwork via email for printed Natural Kraft Bags to the awarded Contractor.

B. Contractor’s artwork shall adhere exactly to agency sample provided.

C. Contractor shall have the capability to utilize a JPEG file.

D. The Contractor shall be responsible for output to film and to provide all required stripping, flatting, and plates for production of the printed Natural Kraft Bags when using agency files and/or samples.

E. After receipt from the agency, the Contractor shall inspect and make a determination as to the usability of provided production materials, including flash drives, digital files, etc. If the contractor fails to comply with this requirement, the State may disallow, as a valid reason for failing to meet the required delivery schedule, any claim involving agency provided production materials.

1.17 PRESSWORK

A. The Natural Kraft Bags must have the text and logo prints on the front side only and must be in black ink.

B. Contractor shall pull measurements from artwork provided by agency.

C. A die cut logo must be printed on the front of the Natural Kraft Bags. (See Attachment A)

1.18 UPCHARGE AND/OR SETUP FEES (If applicable)

The State will allow a one (1) time upcharge and/or setup fee for the production of printed Natural Kraft Bags if applicable.

INDICATE CHARGE FOR FEES ON THE OFFICIAL PRICE SHEET.

1.19 PROOFS

A. Contractor shall provide proofs to AAD-FC-BN before and after production (final proof) of printed Natural Kraft Bags.

B. Charge for Author’s alterations on proofs:

• Four dollars ($4.00) per line

• Not to exceed thirty dollars ($30.00) per page

C. Both the using agency, AAD-FC-BN, and the Contractor are responsible for keeping accurate records showing time interval copy and proofs are mailed and received in order to calculate the final delivery date of the finished product. These records must show the dates proofs are mailed or delivered to the using agency and the date(s) they are returned.

D. When the proofs are returned to the using agency, the Contractor shall provide a proofing document for AAD-FC-BN to sign indicating if corrections are necessary.

E. The proofing document must show the following to include but not be limited to:

• The signature of the person reviewing the document

• The date it was reviewed

• Necessary corrections to be made if any

F. The Contractor shall not proceed without this signature on the proofing document.

F. The time proofs must not count against production time when they are out of the Contractor’s plant.

G. When proofs are submitted to AAD-FC-BN, the agency will be responsible for making any necessary corrections.

H. All corrections should be made in blue, not-reproducing pencil.

I. There will be a fifteen-dollar ($15.00) charge for the production plate on AA’s after proofs have been approved.

J. Mail proofs (FOB Destination, Inside Delivery, and Freight Paid) to:

Arkansas Agriculture Department Forestry Commission – Baucum Nursery

Attention: Gina Moye 1402 Hwy 391 North North Little Rock, Arkansas 72117

1.20 OVERRUNS/UNDERRUNS

A. A two percent (2%) overrun will be allowed. Overruns must be billable at only eighty percent (80%) of the unit contract price.

B. Underruns must not be allowed with this contract.

1.21 PACKAGING

A. The Natural Kraft Bags should be packaged a maximum of fifty (50) bags to a box.

B. All shipping cartons should be of the same dimensions.

C. The Natural Kraft Bags should arrive at AAD-FC-BN in pristine condition and protected from any damage during shipping and handling (S/H).

D. When delivering to AAD-FC-BN, each package slip should include the following information on the outside of the shipping carton:

• Purchase Order number

• Quantity contained within

• Name of item

E. Carton shipping weight should not exceed thirty pounds (30 lb.) for ease of transporting and lifting.

1.22 PALLET REQUIREMENTS

A. Each pallet should be forty by forty-eight inches (40” x 48”) and must not exceed a maximum height of fifty-one inches (51”) from the floor when loaded.

B. Cartons must be shrink wrapped and secured on each pallet in a manner acceptable to the freight line industry.

C. Pallets not meeting the above specified pallet requirements must be rejected at the dock.

1.23 DELIVERY: FOB DESTINATION

AAD-FC Baucum Nursery ATTN: James Shelton 1402 HWY 391 North North Little Rock, AR 72117

A. The Department requests delivery within 15 days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. The Prospective Contractor shall designate the alternate delivery date on the Official Solicitation Price sheet.

C. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the

Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

D. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

E. The State assumes no liability for commodities produced, processed, or shipped in excess of the amount specified on the Department’s purchase order.

1.24 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is October 20, 2022, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Official Bid Price Sheet attached as a separate excel spreadsheet to the solicitation posting. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

https://arbuy.arkansas.gov/

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

2.6 PAYMENT AND INVOICE PROVISIONS

All invoices should be forwarded to:

Arkansas Agriculture Department Forestry Commission –Baucum Nursery Attention: Accounts Payable 1402 Hwy 391 North North Little Rock, Arkansas 72117

A. Payment will be made in accordance with applicable State of Arkansas accounting procedures upon acceptance by the AAD-FC-BN. The State may not be invoiced in advance of delivery and acceptance of any commodity. Payment will be made only after the contractor has successfully satisfied the AAD-FC-BN as to the goods purchased.

B. The Contractor shall provide an itemized invoice addressed to the ordering agency reflecting the following:

• Agency’s Purchase Order number

• Item Quantity

• Contract number

• Item Description (Kraft Bags)

• Item Unit Price https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/

2.7 COST

A. All charges must be included on the Official Bid Price Sheet and must include all associated cost for the goods, being bid. Bid pricing must be printed or typed in ink and must be valid for sixty (60) days following IFB opening to allow sufficient time to tabulate and evaluate bid responses.

B. Bidders may bid Virgin or Recycled.

1. The State will not be obligated to pay any costs not identified on the Official Bid Price Sheet.

2. Any cost not identified by the bidder but subsequently incurred in order to achieve completion and delivery of items shall be borne by the bidder.

3. Official Price Sheet may be reproduced as needed.

4. Limit your unit price to no more than two (2) decimal places (e.g., $10.50) Bids stated otherwise will be rounded up or down to the nearest cent (3.g., $10.5304 rounded to $10.53 or $10.5308 rounded to $10.54).

2.8 PRICE ESCALATION

A. All prices bid will remain firm for the first term of the contract.

B. In the event of an industry wide price increase, the Contractor may request a price adjustment at the time of the contract extension request, provided the Contractor submits documentation from the manufacturer certifying/justifying the increased cost. After receipt of required documentation and in the event a price change is authorized thereafter, said prices will remain firm for any period agreed upon for extension. Under no circumstances will Contractor be retroactively compensated for any increased costs covered by this subsection.

C. In the event of a paper stock shortage, the Contractor may request additional price increases as justified by the entire merchant network/market, with the State requesting additional price adjustments coincide with a quarterly price adjustment schedule as closely as possible.

D. In the event of a general price decrease, the State shall be guaranteed full benefit of the price reduction for all undelivered purchase orders on the effective date of the decrease and thereafter.

E. The State further reserves the right to reject any proposed price increase, cancel the contract and re-bid if such actions are determined to be in the best interests of the State.