User_Instructions_Supplement_11.docx

Department of General Services Procurement Division 707 Third Street, 2nd Floor West Sacramento, CA 95605-2811

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES

PROCUREMENT DIVISION

Contract (Mandatory) Contract Number 1-22-75-45A Contract User Instructions, *Supplement 11*

Page 12 *6/11/2025* State of California

STATEWIDE CONTRACT

USER INSTRUCTIONS

All changes to most recent Supplement are in bold red italic. Additions are enclosed in asterisks, *, and deletions are enclosed in brackets, [].

MANDATORY

*SUPPLEMENT 11*

*(Incorporates Supplement 1 – 11)*

The contract user instructions, products, and pricing are included herein. All purchase documents issued under this contract incorporate the contract terms and applicable California General Provisions:

Non-IT General Provisions, rev 06/08/2010 (https://www.dgs.ca.gov/-/media/DD14F21678F64EBFADBC227F2C517C79.ashx) Cal eProcure link: www.caleprocure.ca.gov

ORDER PLACEMENT INFORMATION

Mailing Address:

3510 Carlin Drive West Sacramento, CA 95691 Fax/Email:

Fax: 678-248-5626 Email: corporatesales.team@veritivcorp.com

Contact Information:

Veritiv Operating Company Shad Smith

Phone: 833-847-5778 Email: corporatesales.team@veritivcorp.com

All changes to most recent Supplement are in bold red italic. Additions are enclosed in asterisks; deletions are enclosed in brackets.

SUMMARY OF CHANGES

· Front Page: Contract term has been extended (1) additional year.* *6/11/2025*

· Article 40: [Exemption to] Gen AI Procurement Procedures, updated language.

4/16/2025

· Attachment A – Contract Pricing, Supplement 8 has been replaced with Attachment A – Contract Pricing, Supplement 9 for price adjustment.

1/22/2025

· Attachment A – Contract Pricing, Supplement 7 has been replaced with Attachment A – Contract Pricing, Supplement 8 for product refresh.

· Attachment C - Postconsumer Content Certification Workbook, Supplement 7 has been replaced with Attachment C – Postconsumer Content Certification Workbook, Supplement 8.

1/02/2025

· Front Page – Description updated.

· Article 1 – Scope, language updated.

· Attachment A – Contract Pricing, Supplement 3 has been replaced with Attachment A – Contract Pricing, Supplement 7 for product substitution and removal.

10/10/2024

· Article 39 – Vetted/Forms Certifications language added.

· Article 40 – Exemption to GEN-AI Procurement Procedures language added.

7/31/2024

· Front Page: Contract term has been extended (1) additional year.

· Article 13.A.3 – Blanket Orders, language has been updated.

4/23/2024

· Article 20.A – Delivery address has been updated.

8/2/2023

· Attachment A – Contract Pricing, Supplement 2 has been replaced with Attachment A – Contract Pricing, Supplement 3.

10/1/2022

· Articles 38 and 39 to update language.

· Attachment A – Contract Pricing, Supplement 1 has been replaced with Attachment A – Contract Pricing, Supplement 2.

6/30/2022

· Articles 7, 8, 21, and 39 to update language.

· Attachment A – Contract Pricing, 3/12/2022 has been replaced with Attachment A – Contract Pricing, Supplement 1.

5/11/2022

All other terms and conditions remain the same.

TABLE OF CONTENTS

SCOPE

The State’s contract with Veritiv Operating Company (Contractor) provides Paper, (Offset Book, Roll, and Bond) at contracted pricing to the Department of General Services, Office of State Publishing (DGS-OSP), Employment Development Department (EDD), and Department of Motor Vehicle (DMV) in accordance with the requirements of Contract #1-22-75-45A. The Contractor shall supply the entire portfolio of products as identified in the contract and will be the primary point of contact for data collection, reporting, and distribution of Paper, (Offset Book, Roll, and Bond) to the State.

The contract term is for three (3) years with an option to extend the contract for two (2) additional one (1) year period or portion thereof. The terms, conditions, and prices for the contract extension option shall be by mutual agreement between the Contractor and the State. If a mutual agreement cannot be met the contract may be terminated at the end of the current contract term.

CONTRACT USAGE/RULES

State Departments

· The use of this contract is mandatory for DGS-OSP, EDD, and DMV.

· State departments must adhere to all applicable State laws, regulations, policies, best practices, and purchasing authority requirements, e.g. California Codes, Code of Regulations, State Administrative Manual, Management Memos, and State Contracting Manual Volume 2 and Volume Fi$Cal, as applicable.

· Prior to placing orders against this contract, State departments must have been granted non-IT purchasing authority by the Department of General Services, Procurement Division (DGS-PD) for the use of this statewide contract. State departments that have not been granted purchasing authority by DGS-PD for the use of the State’s statewide contracts may contact DGS-PD’s Purchasing Authority Management Section by e-mail at pams@dgs.ca.gov.

· State departments must have a Department of General Services (DGS) agency billing code prior to placing orders against this contract. Ordering departments may contact their Purchasing Authority contact or their department’s fiscal office to obtain this information.

Local Governmental Agencies This contract is not available to local governmental agencies.

DGS ADMINISTRATIVE FEES

A. State Departments The DGS will bill each State department an administrative fee for use of this statewide contract. The administrative fee should NOT be included in the order total, nor remitted before an invoice is received from DGS.

Current fees are available online in the Price Book & Directory of Services (https://www.dgs.ca.gov/OFS/Price-Book) (go to Price Book Download and click on Purchasing under Procurement Division).

Local Governmental Agencies This contract is not available to local governmental agencies.

SB/DVBE OFF-RAMP PROVISION

There is no SB/DVBE off ramp associated with this contract.

EXEMPT PURCHASES

There are no exempt purchases associated with this contract.

PROBLEM RESOLUTION/SUPPLIER PERFORMANCE

Ordering agencies and/or Contractor shall inform the State Contract Administrator of any technical or contractual difficulties encountered during contract performance in a timely manner. This includes and is not limited to informal disputes, supplier performance, outstanding deliveries, etc. The ordering agency should include all relevant information and/or documentation (e.g., purchase documents).

CONTRACT ITEMS

All available line items and associated pricing are listed on Attachment A, Contract Pricing.

SPECIFICATIONS

All products listed on Attachment A, Contract Pricing conform to Bid Specification Numbers 9310-5729, dated 8/12/2021, 9310-5730, dated 8/12/2021, 9310-5732, dated 8/12/202, 9310-5733, dated 12/10/2021, 9310-5734, dated 8/12/2021, and 9310-5782, dated 12/10/2021, Attachment B.

CUSTOMER SERVICE

Contractor will have a customer service unit that supports this contract. The customer service unit shall provide office and personnel resources for responding to inquiries, including telephone and email coverage weekdays during the hours of 8:00 AM through 5:00 PM (PT).

TECHNICAL SUPPORT

The Contractor shall provide technical support for paper supplied. The Contractor shall respond to requests for technical support within eight (8) working hours of request. The request may be a documented phone call. When necessary, on-site technical support shall be provided within three (3) working days.

PRODUCT SUBSTITUTIONS

Product substitution shall be in accordance with the General Provisions (rev 06/08/10), Article 16 entitled “Substitutions”.

PROMOTIONAL PRICING

The Contractor shall immediately notify the State Contract Administrator of all manufacturer’s price declines and ordering agencies shall receive full benefit of such declines, effective on the date of manufacturer’s public announcement.

PURCHASE EXECUTION

1. State Departments Std. 65 Purchase Documents State departments not transacting in FI$CAL must use the Purchasing Authority Purchase Order (Std. 65) for purchase execution. An electronic version of the Std. 65 is available at the Office of State Publishing web site (https://www.dgsapps.dgs.ca.gov/osp/StatewideFormsWeb/Forms.aspx) (select STD Forms).

All Purchasing Authority Purchase Orders (Std. 65) must contain the following:

· Agency Order Number (Purchase Order Number)

· Ordering Agency Name

· Agency Billing Code

· Purchasing Authority Number

· Leveraged Procurement Number (Contract Number)

· Supplier Information (Contact Name, Address, Phone Number, Fax Number, E-mail)

· Line Item number

· Quantity

· Unit of Measure

· Commodity Code Number

· Product Description

· Unit Price

· Extension Price

FI$CAL Purchase Documents State departments transacting in FI$CAL will follow the FI$CAL procurement and contracting procedures.

Blanket Orders The use of blanket purchase orders against this statewide contract are allowed. Ordering agencies issuing blanket purchase orders must adhere to the following guidelines:

a) If the purchase crosses into a different Fiscal Year (FY); the ordering entity must warrant they have budget authority for the expenditure.

b) The order is only used for items on the contract.

c) The order does not exceed the contract period.

d) All orders placed against the blanket purchase order must be in writing.

e) When funds are exhausted a new order is issued.

f) The order is issued only to one contract supplier.

All orders placed against the blanket purchase order (BPO) shall be invoiced at the current contract price at the time the individual order is placed. BPOs should not include a contract unit price, however, if the BPO specifies a contract unit price, an amendment to the BPO is required.

Local Governmental Agencies This contract is not available to local governmental agencies.

MINIMUM ORDER

Rolls: The minimum order shall be 100 hundred weight (HW) (10,000 lbs.) of any combination of line items within the same paper type rolls.

Sheets: The minimum order shall be 10,000 sheets.

The Contractor shall deliver products in the quantity specified only, no shortage or overages, unless authorized in advance by the ordering agency. If authorized, overages shall be invoiced at the same unit price offered on the contract.

ORDERING PROCEDURE

Ordering agencies are to submit appropriate purchase documents directly to the Contractor via one of the following ordering methods:

· U.S. Mail

· Facsimile

· Email The Contractor’s Order Placement Information is as follows:

ORDER PLACEMENT INFORMATION

3510 Carlin Drive West Sacramento, CA 95691 Facsimile:

678-248-5626 Email:

corporatesales.team@veritivcorp.com

When using any of the ordering methods specified above, all State departments must conform to proper State procedures.

ORDER ACCEPTANCE

The Contractor shall accept orders from any ordering agency. The Contractor shall not accept purchase documents for this contract that:

· Are incomplete

· Are submitted without State Contract Administrator approval of non-core items

· Contain non-contract items

· Contain non-contract terms and conditions The Contractor must not refuse to accept orders from any ordering agency for any other reason without written authorization from the State Contract Administrator.

ORDER RECEIPT CONFIRMATION

The Contractor must confirm receipt of the purchase order, either via email or facsimile, within two (2) business days of receipt. Order Receipt Confirmation to each ordering agency shall include the following information:

· Ordering Agency Name

· Purchase Order Number

· Total Cost

· Anticipated Delivery Date

OUT OF STOCK REMEDY

Upon receipt of an order acknowledgment identifying out of stock items, the ordering agencies shall have the following options:

· Request a back order

· Cancel the item from the order with no penalty The Contractor will provide notification to the ordering agencies regarding out-of-stock items which have been back ordered.

Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products.

DISCONTINUED ITEM REMEDY

Upon receipt of an order acknowledgment identifying discontinued items, the ordering agencies shall have the following options:

· Amend purchase document to reflect State-approved substitute item (per Article 10, Product Substitutions)

· Cancel the item from the order Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval from the State Contract Administrator.

DELIVERY SCHEDULES

Deliveries shall be made to the locations listed below. The specific delivery location will be included on the purchase order document.

A. Locations Department of General Services, OSP Main Plant 1000 Riverside Parkway West Sacramento, CA 95605

EDD Warehouse 1733W Sports Drive Sacramento, CA 95834

DMV Warehouse/Printing Services 4201 Sierra Point Drive Suite 112 Sacramento, CA 95834 B. Schedule Delivery of ordered product shall be completed in full within fifteen (15) calendar days after receipt of an order (ARO) unless otherwise agreed to by the ordering agency. Since receiving hours for each ordering agency will vary by facility, it will be the Contractor’s responsibility to check with each facility for their specific delivery hours before delivery occurs. The Contractor must notify the ordering agency within twelve (12) hours of scheduled delivery time, if delivery cannot be made within the time frame specified on the Order Confirmation.

C. Security Requirements Deliveries may be made to locations inside secure grounds that require prior clearances or special entry procedures for delivery drivers.

Security procedures may vary from facility to facility. The Contractor will be responsible for contacting the secure location for security procedures, hours of operation for deliveries and service, dress code, and other rules of delivery.

Deliveries that are delayed due to drivers not being cleared to enter secure grounds may be cause for contract default.

JUST-IN-TIME DELIVERY

This contract includes Just-In-Time delivery (JIT) for specific line items. These line items are identified on Attachment A – Contract Pricing and Attachment D – Just-In-Time Stock.

Attachment D – Just-In-Time Stock has multiple line items for the same CLIN, these line items differentiate between the width, diameter, and weight of the paper. The purchase order must note the CLIN and include the specific features (width, diameter, weight etc.) required for the line item the ordering agency is purchasing.

When JIT Stock is ordered before 3:00 p.m., it shall be delivered by 4:00 p.m. the following business day. When JIT Stock is ordered after 3 p.m., it shall be delivered by 4 p.m. the second business day after ordering. The Contractor shall make the order available for pickup within a two (2) hours’ notice, when, at the State’s sole discretion, it has been determined that it is more efficient or convenient to pick the order up.

FREE ON BOARD (F.O.B.) DESTINATION

All prices are F.O.B. destination; freight prepaid by the Contractor, to the ordering agency’s receiving point. Responsibility and liability for loss or damage for all orders will remain with the Contractor until final inspection and acceptance, when all responsibility will pass to the ordering agency, except the responsibility for latent defects, fraud, and the warranty obligations.

PALLETS

Pallets shall be glue interlocked and/ or plastic film wrapped and press ready, as required. When palletized or stacked to a height of 16 feet, there shall be no crushing or yielding of the bottom containers. The gross pallet weight shall not exceed 2,200 pounds.

All packaging and shipping containers shall conform to applicable Federal and State Regulations and conform to good commercial practices. Banding may be used to further stabilize the pallet; the container shall be protected from cutting, crushing, or breaking resulting from banding pressures. Pallets shall be of sturdy construction and adequate condition to assure delivery of the goods without damage to the goods or safety hazards. Exchange pallets may be available; however, the State assumes no responsibility for the availability to exchange pallets. Delivery drivers shall not remove more pallets than delivering at the time of delivery. Container contents on palletized load shall be readily identifiable when pallet is viewed from each of four pallet sides.

SHIPPED ORDERS

All shipments shall be in accordance with the General Provisions, Article 12 entitled “Packing and Shipment”.

PACKAGING, PACKING, AND MARKING

A. Packaging:

Each roll of stock shall be individually wrapped and sealed to insure delivery in first class condition with a minimum change in moisture content. The rolls shall be adequately wrapped to withstand handling with a clamp-type lift. Each roll shall be shipped individually, on end, with adequate protection to prevent the edge of the roll from nicking. Rolls less than 25 inches in width may be requested to be twin or triple packaged. All rolls, including those in twin and triple packs shall have chucks in both ends of the roll.

Packaging, shipping containers, and supplies employed by the Contractor for shipping shall be recyclable. Packaging shall be easily deconstructed for recycling and not contaminated with any non- recyclable stickers or inks.

B. Marking:

Rolls: Each roll shall have a label on the outer surface and on one (1) side of the roll marked with the following:

· Date of manufacture

· Weight in pounds

· Width

· Diameter

· Sub weight

· Roll number

· Agency name

· Material Cost Center number (MCC)

· Agency order number

· Mill run number

· Contract number

· Finish

· Brightness

· Postconsumer Recycled Content

· Sustainable Forest Certified

· Third-Party Environmental Certifications (if applicable)

· Description of stock

Sheets: Sheets shall be delivered on skids in cartons and have a label on the outer surface, marked with the following:

· Brand

· Description of Stock

· Product Number

· PO Number

· MCC number

· Size

· Reams

· Quantity/Total Sheets

· Basis weight

· Grain

· Color/Color Sequence

· Width

· Length

· Postconsumer Recycled Content

· Sustainable Forrest Certified

· Third-Party Environmental Certifications (if applicable)

Cartons: Each carton shall be clearly end marked with the following:

· Brand

· Date of manufacture

· Quantity

· Size

· Sub weight

· Postconsumer Recycled Content

· Sustainable Forest Certified

· Brightness

· Color Palletized Cartons: Palletized cartons shall have a label on the outer surface, marked with the following:

· Number of cartons

· Agency name

· Agency order number

· Contract number

· MCC number (if applicable)

· Postconsumer Recycled Content

· Sustainable Forest Certified

PACKING LABEL

A packing label will also be included with each order shipped and include the following items, visible on the outside of the box:

· Ordering agency name

· Delivery address, unit, and/or floor

· Department and floor

· Ordering agency contact name

· Ordering agency telephone number

INSPECTION AND ACCEPTANCE

In accordance with the General Provisions, unless otherwise noted in the ordering agency’s SOW, rejection of deliverables must be processed within thirty (30) days of delivery, or it shall be deemed as accepted by the State.

CONTRACT ADMINISTRATION

Both the State and the Contractor have assigned contract administrators as the single points of contact for problem resolution and related contract issues.

Attn: Willie Orphé III 707 Third Street, 2nd Floor, MS 201 West Sacramento, CA 95605 Veritiv Operating Company Attn: Shad Smith 3510 Carlin Drive West Sacramento, CA 95691

CREDIT POLICY

The Contractor shall offer a credit/refund for the following items:

· Items shipped in error

· Items that are returned within thirty (30) calendar days of delivery

· Defective or freight-damaged items In all cases, the ordering agency shall have the option of taking an exchange or receiving a credit or receiving a refund.

The Contractor will be responsible for the credit or replacement of all products, including those covered by manufacturer warranties. The Contractor cannot require the ordering agency to deal directly with the manufacturer.

INVOICING

Ordering agencies may require separate invoicing, as specified by each ordering agency. Invoices will contain the following information:

· Contractor’s name, address, and telephone number

· Leveraged Procurement Agreement Number (Contract Number)

· Agency order number (purchase order number)

· Item and commodity code number

· Quantity purchased

· Contract price and extension

· State sales and/or use tax

· Prompt payment discounts/cash discounts, if applicable

· Totals for each order

PAYMENT

A. Terms Payment terms for this contract are net forty-five (45) days. Payment will be made in accordance with the provisions of the California Prompt Payment Act, Government Code Section 927, et seq. Unless expressly exempted by statute, the Act requires State departments to pay properly submitted, undisputed invoices not more than forty-five (45) days after the date of acceptance of goods, performance of services, or receipt of an undisputed invoice, whichever is later.

B. CAL-Card Use State departments may use the CAL-Card for the payment of invoices. Use of the CAL-Card requires the execution of a Purchasing Authority Purchase Order (Std. 65) in accordance with Article 12, Purchase Execution and must include all required documentation applicable to the purchase.

The CAL-Card is a payment mechanism, not a procurement approach and, therefore, does not relieve State departments from adhering to all procurement laws, regulations, policies, procedures, and best practices, including those discussed in the State Contracting Manual (SCM) Volume 1 and Volume 2. This includes but is not limited to the application of all sales and use tax laws, rules and policies as applicable to the purchase.

C. Payee Data Record Each State department’s accounting office must have a copy of the Contractor’s Payee Data Record (Std. 204) in order to process payments. State departments should forward a copy of the Std. 204 to their accounting offices. Without the Std. 204, payment may be unnecessarily delayed. State departments should contact the Contractor for copies of the Payee Data Record.

CAL-CARD INVOICING

All CAL-Card invoices are to be processed separately from other payment methods and include the elements identified in Article 31, Invoicing. CAL-Card invoices shall be submitted to the CAL-Card account holder. The total invoice amount for each CAL-Card order must reflect a zero (0) balance due or credit, if applicable, and state “paid by CAL-Card”.

This website contains additional information regarding DGS-PD’s CAL-Card program (https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Enroll-in-CAL-Card-Program-for-Government-Entities).

CALIFORNIA SELLER’S PERMIT

The California seller permit number for the Contractor is listed below. Ordering Agencies can verify that permits are currently valid at the following website: www.cdtfa.ca.gov. State departments must adhere to the file documentation identified in the State Contracting Manual Volume 2 and Volume Fi$Cal.

QUALITY ASSURANCE

All products shall conform to the bid specifications and be free of any defects. Product inspected and rejected (non-compliant to specifications or out of tolerance) are subject to return for full credit. The State will document the defect and submit the report to the Contractor. The Contractor shall arrange for and pick up the rejected product within fourteen (14) calendar days of notification. Failure to pick up the rejected product within this time frame will be grounds for the State to dispose of the product. The contractor shall be liable for any damage to press equipment or loss of production time (including press, bindery, and mail inserting) caused by non-compliant stock. Replacement product shall be provided in compliance with the contract delivery schedule requirement. When necessary, express shipping shall be provided at no cost to the State.

RANDOM SAMPLE COMPLIANCE REVIEW

During the term of the contract, the State has the option of randomly sampling offered products from any order to ensure compliance to contract requirements. Any products failing random sample review will be replaced by the Contractor free of charge and re-evaluated by the State. The State has the option of removing listed line items that fail random sample compliance review. Notice may be made by phone or email.

RECYCLED CONTENT

State departments are required to report purchases in many product categories. The Postconsumer-Content Certification Form for the Contractor is attached (Attachment C).

SB/DVBE PARTICIPATION

There is no Small Business (SB) or Disabled Veteran Business Enterprise (DVBE) participation for this contract.

BIDDER DECLARATION/COMMERCIALLY USEFUL FUNCTION (CUF)

The DGS-PD, as the awarding department, has assessed the Contractor and subcontractor certifications, (i.e. Darfur, Russian Sanctions, SB/DVBE, etc.), Bidder Declaration, and CUF during the solicitation evaluation process. Consequently, when executing purchase documents pursuant to this contract, it is not necessary for State departments operating under statewide contract purchasing authority to request the completion of State required certifications, a Bidder Declaration document, or perform additional CUF analysis. The State department should make a notation of this within their procurement file.

VETTED FORMS/CERTIFICATIONS

The DGS-PD, as the awarding department, has assessed the Contractor and subcontractor forms, certifications, and compliance to performing a commercially useful function (CUF) during the solicitation evaluation process. Consequently, when executing purchase documents pursuant to this contract, it is not necessary for State departments operating under statewide contract purchasing authority to conduct a CUF evaluation or request the completion of the following required certifications and forms:

· Bidder Declaration Form (GSPD 05-105)

· DVBE Declaration Form (DGS-PD 843)

· Darfur Contracting Act Form

· California Civil Rights Certification Form

· Iran Contracting Act Certification

· Russian Sanctions Agreement

· Federal Debarment

State departments should make a notation of this within their procurement file.

Any irregularities or concerns regarding prime or SB/DVBE sub-contractor responsibilities are to be immediately documented and reported to the State Contract Administrator for further investigation. Information provided to the State Contract Administrator includes, but is not limited to:

· Copy of executed purchase document

· Value-added service description

· Work performance issue or concern

· State department contact name, email, and phone number.

GEN-AI PROCUREMENT PROCEDURES

GenAI contract provisions (rev. 2/20/2025) have been incorporated into the contract. Contractor does not intend to utilize GenAI as a deliverable. If GenAI is disclosed by the Contractor, state departments must follow the required GenAI purchase procedures outlined in SCM Vol.2, Chapter 23, Generative Artificial Intelligence.

ATTACHMENTS

Attachment A – Contract Pricing, Supplement 9 Attachment B – State of California Bid Specifications, Supplement 7:

· 9310-5729 dated 8/12/2021

· 9310-5730 dated 8/12/2021

· 9310-5732 dated 8/12/2021

· 9310-5733 dated 12/10/2021

· 9310-5782 dated 12/10/2021 Attachment C – Postconsumer Content Certification Workbook, Supplement 8 Attachment D - Just-In-Time Stock image1.jpeg