Annual Contract for State of Maine Letterhead Stationery

The State of Maine Division of Purchases is requesting bids on an annual contract for state letterhead stationery, with bids due October 25, 2011. The contract runs from November 1, 2011 through October 31, 2012 with an estimated annual expenditure of approximately $10,000.

The scope covers three paper stocks — 20 lb. Bond, 24 lb. with 25% Cotton Content, and 24 lb. Laid — all white 8.5" x 11", printed in one color (Reflex Blue or Black ink). Order quantities range from 500 to 10,000 sheets per delivery order. All materials must include recycled content and watermark. Delivery must occur within 5 business days from proof approval and no more than 10 days from order receipt. Standard packaging is 500 sheets per box, 5 boxes per carton (2,500 per carton). Vendors must provide typesetting and proofs where needed based on camera-ready copy provided by the State.

A certified wood products preference applies: bidders must specify the percentage of post-consumer recycled fiber content and certified virgin fiber content for each product and identify the certification source (FSC, SFI, ATFS, PEFC-affiliated, or MLCP). The State will award to the lowest responsible bidder offering best value, with preference given to paper containing the highest percentage of recycled or certified fiber content, provided the product is purchased for no more than 4% above the lowest bid price. If bids achieve 100% post-consumer recycled or certified virgin fiber content, the State will pay up to 4% premium above the lowest bid.

Pricing must remain firm for the entire contract duration, with all shipping and delivery charges included in unit pricing. The State accepts the Procurement Card as payment with no surcharges. Vendors must submit monthly reports by the 5th of each month detailing all orders received. In case of tie bids, preference is given to in-state bidders or those providing Maine-manufactured or Maine-produced commodities. Electronic bid submission closes at 2:00 p.m. local time on October 25, 2011. Bidders must complete and submit a standardized pricing spreadsheet with detailed product specifications and may be required to submit paper samples prior to award.