9" x 12" Flat Envelopes to Create a Master Agreement

The State of Maine Department of Administrative and Financial Services, Office of State Procurement Services, is requesting quotations to establish a Master Agreement for 9" x 12" flat envelopes on behalf of the Department of Health and Human Services, Office for Family Independence, with quotations due August 11, 2026, at 4:00 p.m. EST.

The scope covers 9" x 12" flat envelopes with a 1-7/8" x 4" poly window positioned 7/8" from the side and 2-5/16" from the top, printed one-side with black ink corner card on 24 lb. white recycled stock, full gummed flap, and open side/booklet opening. The estimated annual usage is 330,000 envelopes (660 cartons of 500 envelopes each), though actual quantities may vary based on state needs. Envelopes must be delivered in increments of 30,000 (60 cartons) within four calendar days of request unless otherwise approved.

Quotations must be submitted on a per-carton basis with FOB Destination shipping to the State Postal Center in Augusta, Maine; all production, printing, proofing, storage, and delivery costs must be included in the unit price with no separate charges permitted. The total evaluated bid price is calculated by multiplying the quoted unit price per carton by 660 cartons. Quoted prices must remain firm for a minimum of one year from the initial contract period, with any price adjustment requests requiring sixty days' advance notice and manufacturer documentation.

The initial contract period runs August 1, 2026, through July 31, 2027, with four optional renewal periods extending through July 31, 2031. Award will be made to the lowest-priced qualified bidder meeting all specifications and requirements. Bidders must provide manufacturer literature, equivalency documentation for any alternate items, and execute a Responsible Bidder Form certifying non-debarment and compliance with applicable laws. Quotations must be submitted through AdvantageME Vendor Self Service.