SP-21-0072 Stationery.Final.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: SP-21-0072 Solicitation Issued: April 14, 2021

Description: Stationery

Department: Arkansas State Senate

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: April 28, 2021 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: Heather Bailey Buyer’s Direct Phone Number: 501-324-9320

Email Address: Heather.v.bailey@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website: https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Heather.v.bailey@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 TSS Office of State Procurement (TSS OSP) for the Arkansas State Senate to obtain pricing and a contract to provide printing, packaging, and delivery of Stationery products in the quantities estimated herein. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Arkansas State Senate.

The Stationery products provided must include letterhead, blank second sheets, #10 envelopes, business cards, note cards, envelopes for note cards, and note pads.

The Arkansas State Senate typically places one large order prior to the beginning of an odd numbered year’s legislative session (For example: The first large order, as indicated in Table A on the Official Solicitation Price Sheet will be placed in late November or early December of 2022 prior to January 2023, which is when the legislative session begins.)

The Arkansas State Senate anticipates placing smaller orders beginning during the initial term of the contract and throughout the contract terms on an as needed basis.

The State strictly provides estimates as a courtesy to Prospective Contractors. Prospective Contractors shall not interpret any estimate provided in this IFB or on the Official Solicitation Price Sheet to be a guarantee of actual contract volume existing during the aggregate term of a resulting contract.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/82281702136?pwd=VlhaSHhnd09TTG0vYURvSm5yOEhTZz09 Meeting ID: 822 8170 2136 Meeting Password: 693052 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. 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.

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

C. 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.

https://arkansas-gov.zoom.us/j/82281702136?pwd=VlhaSHhnd09TTG0vYURvSm5yOEhTZz09

B. “Bid Submission Requirement” means a task a Prospective Contractor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or must” in the requirement.

C. “Contractor” means a person who sells or contracts to sell commodities and/or services.

D. “Inside Delivery Service” means delivery to a building with or without an accessible dock where the product ordered is brought into the building by the delivery drive to certain rooms or areas.

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

F. “Overrun” means additional printed Stationery in excess of the quantity ordered.

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

H. “Recycled Paper” as it applies to coated stock, means any paper that contains 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.

I. “Registration” means the intended alignment and placement of the aspects and elements of

Stationery.

J. “Requirement” mans a specification that a Contractor’s commodity must and/or service shall meet or exceed in the performance of its contractual duties under any contract awarded as a result of this IFB.

These specifications will be distinguished by using the terms “shall” or “must” in the requirement.

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

L. “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 State Department using such a contract.

M. “Stationery” means letterhead, blank second sheets, #10 envelopes, business cards, note cards, envelopes for note cards, and note pads.

N. “Stationery Proof” means a prestige quality sample of the Stationery supplied to the State by the Contractor in electronic format via email and via hard copy printed digitally that represents a near-exact model of how the finished Stationery will appear in all aspects possible.

O. “Underrun” means less Stationery printed than the quantity ordered.

P. “Working Days” means Monday through Friday (M-F) of each week, exclusive of official State holidays. A list of Arkansas State Holidays can be found here.

1.5 PROSPECTIVE CONTRACTOR QUALIFICATIONS

A. Upon bid response submission, the Prospective Contractor shall have an open and operational commercial printing facility.

B. The State reserves the right to make whatever investigation necessary to determine whether a Prospective Contractor meets the minimum qualifications of this IFB.

https://www.sos.arkansas.gov/news/state-holiday-calendar/

1.6 GENERAL REQUIREMENTS

A. The Stationery provided under a resulting contract must be of excellent quality and must meet or exceed the quality Requirements of this IFB.

B. The Contractor shall print the Stationery in accordance with applicable State and Federal laws and industry standards.

C. The Contractor shall provide precise Registration, consistent ink coverage and density, and accurate packaging which meets the Requirements of this IFB throughout the aggregate term of the resultant contract.

D. The Contractor shall not make any paper stock substitutions without prior written approval from the

Arkansas State Senate.

E. The Contractor shall not use subcontractors to perform its obligations under a resultant contract. The use of subcontractors is not allowed.

F. Measurements provided in this IFB must not deviate beyond what is generally accepted as industry standard.

1.7 STATIONERY REQUIREMENTS

A. The Contractor shall print the Stationery according to the following Requirements. An example of the

Stationery to be provided under a resultant contract is provided and posted as Attachment A:

Stationery Examples to this IFB. Please note, the images represented in Attachment A are not actual size.

B. Letterhead

1. The size of the letterhead must be eight and one half inches by eleven inches (8 ½” x 11”).

2. The paper stock must be seventy-five (75) pound, text weight, Neenah Classic Laid Recycled Paper in Natural White color or approved equal.

3. Ink must be PMS 540 plus gold foil stamped.

4. The State of Arkansas State Seal in gold foil measuring approximately one and one quarter inch

(1 ¼”) in diameter and two (2) lines of type measuring one half inch high by one and three quarter inches long (1/2” H x 1 ¾” L) must be foil stamped at the top center of the letterhead.

5. One (1) line of type measuring three sixteenths of an inch high by six inches long (3/16” H x 6” L) must be foil stamped at the bottom of the letterhead.

6. The print must be on one side only and must not be thermographed.

7. The finished letterhead document must be compatible with being run through a laser jet printer.

Should the letterhead fail to be compatible with the Arkansas State Senate’s current printers, then upon the Arkansas State Senate’s request and approval, the Contractor shall make all reasonable modifications necessary to achieve printer compatibility. The Contractor shall adjust the unit cost down should the modifications result in a reduction in production cost.

C. Blank Second Sheets

1. The size of blank second sheets must be eight and one half inches by eleven inches (8 ½” x 11”).

3. The blank second sheets must not be printed, or foil stamped.

D. #10 Envelopes

1. The size of the envelopes must be four and one eighth by nine and one half inches (4 1/8” x 9

½”).

2. The paper stock must be twenty-four (24) pound, writing, Neenah Classic Laid Recycled Paper in Natural White color or approved equal.

3. Ink must be PMS 540 plus gold foil stamped.

4. The State of Arkansas State Seal in gold foil measuring approximately one inch (1”) in diameter must be foil stamped at the top left of the front of the envelope.

5. Print must be done at the corner card position only and must not be thermographed.

E. Business Cards

1. The size of the business cards must be two inches by three and one half inches (2” x 3 ½”).

2. The paper stock must be eighty (80) pound, cover weight, Neenah Classic Laid Recycled Paper in Natural White or approved equal.

3. Ink must be PMS 540 plus gold foiled stamped.

4. The Arkansas State Seal in gold foil measuring approximately one inch (1”) in diameter must be foil stamped at the top center on the front of the card.

5. The print must be thermographed on one (1) side.

F. Note Cards

1. The size of the note cards must be flat size nine inches by six and one fourth inches (9” x 6 ¼”) score and folded to a finished size of four and one half inches by six and one fourth inches (4 ½” x 6 ¼”)

2. The paper stock must be eighty (80) pound, cover weight, smooth finish, Neenah Classic Crest Recycled Paper in Natural White color or approved equal.

3. Ink must be PMS 540 gold foil stamped.

4. The Arkansas State Seal in gold foil measuring approximately three inches (3”) in diameter must be foil stamped at the center on the front on the note card.

5. The print must be thermographed on one (1) side.

G. Note Card Envelopes

1. The size of the note card envelopes must be a six (6) announcement style, four and three quarters inch by six and one half inch (4 ¾” x 6 ½”) with a flap depth of two and one fourth inches (2 ¼”).

2. The paper stock must be seventy (70) pound, text weight, smooth finish, Neenah Classic Crest Recycled Paper in Natural White color or approved equal.

3. Ink must be PMS 540 gold foil stamped.

4. The Arkansas State Seal in gold foil measuring approximately one inch (1”) in diameter must be foil stamped at the top left of the front of the note card envelope.

5. The print must be thermographed on the flap.

H. Note Pads

1. The size of the note pads must be five and one half inches by eight and one half inches (5 ½” x 8

½”).

3. Ink must be PMS 540 without gold foil on the note pads.

4. The print must be on one side with the Arkansas State Seal and two lines of type centered at the top of the note pad.

5. The print on the note pads must not be thermographed.

6. The note pads must have a chipboard backing and each note pad must have two hundred fifty

(250) sheets per pad.

1.8 QUALITY

A. The Contractor shall provide printing quality for the Stationery that meets or exceeds industry standards and the Requirements of this IFB.

B. Registration must be accurate, and the finished Stationery must be evenly trimmed and free of jagged or torn edges.

C. Finished Stationery must be free of press and production defects including but not limited to:

1. Hollow or Pitted Type: the misdistribution of ink that appears as a partially printed letter in type.

2. Hairlines: unwanted tiny or fine lines that appear in the final printed product.

3. Broken Serifs: the broken short lines stemming from, and at an angle, to the upper and lower ends of the strokes of a letter.

4. Fluctuating Alignment: changing frequently and uncertainly the proper positioning or state of adjustment of parts or print in relation to each other.

5. Varying Density: variations in the degree of color or darkness in print or an image.

6. Roller Marks: the unwanted transfer of ink from equipment to a printed sheet or page.

7. Ghosting: unwanted faint images of a design in solid printing areas that is not intended to receive that portion of the image.

8. Bleeds: a printed image extending beyond the trim edge of the sheet or page.

9. Hickeys: an unwanted spot or imperfection caused by debris on the printing plate, blanket, gravure cylinder, or other image carrying surface.

10. Hot Spots: unwanted weak ink coverage or visible dot gain caused by an air bubble or debris on the printing plate.

11. Ink Spots: inappropriate and unintended spots of ink throughout the printed document that are not supposed to be there.

D. Receipt of the merchandise does not necessarily constitute acceptance. The Arkansas State Senate reserves the right and the Contractor shall allow two (2) Working Days in which to inspect the merchandise and to determine if its quality meets the Requirements and standards of the contract.

1.9 COMPOSITION / SAMPLE MATERIALS

A. The Arkansas State Senate will provide either a hard copy or electronic file sample of the Stationery items when the initial order is placed. The Contractor shall retain the artwork at their location for use for future reprints, as needed. After the contractor’s final expiration or upon termination or cancellation, the artwork must be returned back to the Arkansas State Senate.

B. The Contractor shall inspect and decide as to the usability of agency provided sample materials, including but not limited to electronic devices such as flash drives. Problems encountered with the provided sample materials must be reported immediately to the Arkansas State Senate.

1.10 PROOF(S)

A. The Contractor shall provide Stationery Proofs for agency approval before the printing process begins on the initial order.

B. The Contractor shall provide Stationery Proofs to the Arkansas State Senate within ten (10) calendar days after order submission.

C. The Arkansas State Senate will review and make note of needed Author’s Alternations (notated with an “AA”) and / or Printer’s Errors (notated with a “PE”) in the margin of the copy alongside each correction.

D. Should the Arkansas State Senate require revisions, the Contractor shall make revisions as indicated by the AA and PE notations on the returned Stationery Proofs.

1. Within five (5) Working Days, the Contractor shall make revisions as indicated by the AA and PE notations on the returned Stationery Proofs and resend a new Stationery Proof to the Arkansas State Senate.

2. The Contractor shall repeat the Stationery Proof process until the Stationery meets the approval of the Arkansas State Senate.

E. Both the using agency and the Contractor shall be responsible for keeping accurate records showing the date and time that Stationery Proofs are send and received after each alteration.

F. The time the Stationery Proof is out of the Contractor’s hands for agency approval will not count against production time.

G. The Contractor shall mail the final, hard copies of the Stationery Proofs after all PE’s and AA’s have been corrected and finalized with FOB Destination, Inside Delivery Service, freight paid to:

Arkansas State Senate Attention: Ann Cornwell, Secretary of the Senate 500 Woodlane Street, Suite 320 Little Rock, AR 72201

Email Address: ann.cornwell@senate.ar.gov

H. Within ten (10) Working Days of receiving final approval from the Arkansas State Senate for

Stationery, the Contractor shall print, package, ship, and deliver the full Stationery order per the Requirements of the IFB and as specified by the Arkansas State Senate.

1. Should the Arkansas State Senate provide the Contractor with the final Stationery Proof approval for only a portion of the Stationery order, (for example, approval of the letterhead but the note cards still need adjustment) the Contractor shall begin printing the approved Stationery products and deliver them as they are completed. The Contractor shall not hold the whole order until the approval of all of the Stationery Proofs have been received but shall print the items as approvals come.

1.11 ESTIMATED QUANTITY AND ORDERING

A. The quantity of Stationery is estimated for contract bidding purposes only and may vary according to individual agency needs. The Arkansas State Senate may require more or less during the term(s) of the contract.

B. Orders placed against this contract will be in the form of a written purchase order.

1. Re-orders will be placed on an as needed basis.

C. The Arkansas State Senate will notify the Contractor by email to let them know how many gold seals to have on hand within fifteen (15) Working Days of an order.

1.12 OVERRUN /UNDERRUNS

A. The Arkansas State Senate will allow for a two percent (2%) Overrun per Stationery item ordered.

The Contractor shall not invoice the Arkansas State Senate for more than a two percent (2%) Overrun without written approval from the Arkansas State Senate.

B. The Contractor shall not print less than the specified quantity for each order placed by the Arkansas State Senate. Underruns are not allowable.

1.13 PACKAGING

A. The Contractor shall poly-wrap the completed Stationery items before placing them in corrugated shipping boxes.

1. The shipping boxes must be comparable in size to the Stationery items it contains in order to keep the Stationery in pristine condition and protect the contents from smudges and damage during shipping and handling.

2. The Contractor shall package the Stationery in shipping boxes not to exceed thirty-five pounds (35 lbs.) total weight per box.

B. Each box must be sealed with string-reinforced tape that will not break open in normal handling.

mailto:ann.cornwell@senate.ar.gov

C. The Contractor shall secure each box for shipping and take all reasonable precautions to prevent damage to the Stationery during shipping and handling.

1. The Arkansas State Senate will notify the Contractor via email regarding receipt of damaged

Stationery.

2. The Contractor shall credit a prorated amount to the State’s account for each item of Stationery damaged during shipment.

D. In addition to standard shipping information, the Contractor shall affix a shipping label to each box that indicates the following:

1. The purchase order number.

2. The number of Stationery items contained within the box.

E. Deliveries of Stationery not meeting the packaging Requirements as stated herein may be rejected upon attempted delivery.

1. Should a Stationery delivery be rejected, the Contractor shall reschedule delivery to meet the

Requirements as stated herein for a time and date approved by the Arkansas State Senate at no additional cost to the State.

F. The Contractor shall package all of a Senator’s Stationery items into one package.

1. A package may contain more than one Senator’s Stationery (Box 1 contains all Stationery items for Senator A or all Stationery items for Senator A and Senator B).

1.14 DELIVERY: FOB DESTINATION

A. Deliveries must be made on Working Days from 9:00 a.m. through 3:00 p.m., Central Time, within the number of Working Days stated in the delivery schedule, unless otherwise arranged and coordinated with the Arkansas State Senate.

1. Extended delivery dates may be considered when it is in the best interest of the State.

B. If the delivery schedules cannot be met, the Prospective Contractor shall indicate on Table D of the

Official Solicitation Price Sheet an alternate number of days required to place the commodity in the ordering agency’s designated location.

C. Failure to state an alternate delivery schedule obligate the Contractor to complete delivery in accordance with the Delivery Schedule.

D. The Contractor shall notify the Arkansas State Senate as soon as practicably possible after the discovery of anticipated delivery delays or events that might affect delivery Requirements.

E. The Contractor shall incur the loss or damage that occurs to delivery(s) prior to the delivery(s) being received by the Arkansas State Senate. Orders must be properly packaged to prevent damage during the shipping and handling.

F. Pricing must include the costs of shipping and the Contractor providing Inside Delivery Service.

Delivery Schedule

Delivery made within 10 Working Days After Receipt of Order and approval of final Stationery Proof.

10 Working Days

1.15 RUSH ORDER DELIVERY

A. The Contractor shall provide rush delivery to the Arkansas State Senate on orders that require delivery in fewer Working Days than is stated in the delivery schedule. Such orders may be subject to a rush delivery fee.

1.16 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.

1.17 PERFORMANCE STANDARDS

A. State law requires that contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration. Table A: Performance Standards below identifies expected deliverables, performance measures, or outcomes; and defines the acceptable standards.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Performance Standards will continue throughout the aggregate term of the contract.

E. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

F. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services.

In these instances, the State has final determination of the performance acceptability.

G. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

Table A: Performance Standards

CRITERIA PERFORMANCE STANDARD DAMAGES

Quality Printing, thermograph, and gold foil stamping quality meets or exceeds industry standards and the Requirements of this IFB.

20% credit as an itemized notation on the first invoice generated after the Contractor receives notification from the State for each instance whereby the Contractor fails to provide Stationery items with quality that meets or exceeds industry standards and the Requirements of this IFB.

Timeliness

Stationery items are delivered to the Arkansas State Senate according to the delivery schedule or as otherwise requested by the Arkansas State Senate.

5% credit as an itemized notation on invoice for each Working Day whereby the Stationery items are not received by the Arkansas State Senate.

Packaging Packaging is completed according to the Requirements specified in the IFB.

Full cost of damages credited as an itemized notation to the first invoice generated after notification from the State that Stationery items were damaged during shipping and delivery due to improper packaging.

Delivery Deliveries are made using Inside Delivery Service as stated in the IFB.

20% credit as an itemized notation on the first invoice generated after the Contractor receives notification from the State for each instance whereby the Contractor fails to provide Inside Delivery Service as specified in the IFB.

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 June 1, 2021, 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 on the Official Solicitation Price Sheet attached to solicitation posting in ARBuy. Pricing must be proposed in U.S. dollars and cents.

d. 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.

2.4 PRICING

A. Prospective Contractor(s) shall include all pricing on the Official Solicitation Price Sheet(s) only.

B. If any cost is not identified by the successful Contractor but is subsequently incurred in order to achieve successful operation, the Contractor shall bear this additional cost.

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C. The Official Solicitation Price Sheet is provided as a separate electronic file posted with this Bid

Solicitation.

D. Table A:

1. In the blue shaded cells under the Paper Stock Brand column, the Contractor shall enter the brand name of the paper stock that will be used to produce each Stationery item.

2. In the blue shaded pricing cells under the Cost Per Order column, the Contractor shall enter the cost per order to print, package, and ship the Stationery in the quantities estimated.

3. Table A will automatically total and auto populate into the Estimated Grand Total Cost for

Stationery items cell and be used to determine lowest cost.

E. Table B:

1. In the blue shaded pricing cell, the Contractor shall enter the percentage of the Cost Per Order price entered into Table A to be charged fore the allowable two percent (2%) overrun per order.

Overruns must not exceed eighty percent (80%) of the Cost Per Order price entered into Table A.

F. Table C:

1. In the blue shaded pricing cell, the Contractor shall enter the cost for rush delivery.

2. The Contractor shall only charge the rush delivery fee if rush delivery is elected by the Arkansas

State Senate and indicated on the purchase order.

3. Table C will not be used to determine lowest cost.

G. Table D:

1. In the blue shaded cell, the Contractor shall provide an alternate delivery schedule only if the ten

(10) Working Day delivery time frame stated in the Delivery Schedule cannot be met.

2. Table D will not be used to determine lowest cost.

H. To allow time to review bids, prices must be valid for 90 days following the bid opening.

I. The Prospective Contractor’s pricing must include all costs associated with fulfilling the Requirements of this IFB including but not limited to:

1. Shipping and handling expenses required for Stationery Proofs and the Inside Delivery Service of completed Stationery to the Arkansas State Senate’s desired location.

J. DO NOT submit any ancillary information not related to actual pricing on or with the Official Solicitation Price Sheet.

K. Prospective Contractor shall price all items on the Official Solicitation Price Sheet.

2.5 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.

2.6 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 2.6.A and 2.6.C.

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

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION