Bid No. 256023 Paper & Envelopes

The City of Salem, Oregon, through its Contracts & Procurement Division, is soliciting bids for an annual paper and envelope supply contract (Bid No. 256023) for Marion County. The procurement seeks to establish a contract for various paper products, including white paper, color paper, NCR paper, index paper, and envelopes, with estimated annual quantities ranging from 5 to 25,000 units. Bidders must provide a web-based ordering portal, offer free next-day delivery, and demonstrate the capability to supply all listed products. The contract requires a minimum recycled content for most paper products (15-30%), with brand preferences including Aspen, Earthchoice, and Mohawk, though "approved equal" submissions are permitted with proper documentation. The bid is scheduled to close on April 23, 2025, at 11:00 a.m. local time, with electronic submissions required through Equity Hub's Bid Locker. The initial contract term will run from July 1, 2025, to June 30, 2026, with potential for up to four additional one-year renewals subject to city approval and satisfactory performance. Pricing will be evaluated on a total bid basis, with the lowest responsive bidder expected to be awarded the contract.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The contract includes provisions for cooperative purchasing, allowing other public agencies to potentially utilize the resulting contract. Bidders must maintain appropriate insurance and comply with Oregon state tax laws. The procurement includes potential price escalation/de-escalation provisions of up to 15% per 30-day period. While specific budget ranges are not explicitly stated, the contract appears to be designed to accommodate significant annual paper and envelope requirements for the City of Salem and potentially other participating public agencies. The procurement allows for flexibility in brand offerings, provided they meet the specified recycled content and quality requirements. The city reserves the right to inspect and test goods, with the ability to reject items that do not meet specifications, ensuring a comprehensive quality assurance approach to the contract.