Custom Color Coded Case File Folders & Supplies

The Commonwealth of Virginia Department of Forensic Science is requesting bids for custom color-coded case file folders and supplies under unsealed invitation for bids QQ-125165, with bids due August 4, 2026 at 10:00 a.m. EST. This solicitation carries a small-business set-aside with award priority for DSBSD-certified micro businesses and small businesses—micro business bids receive priority if they do not exceed $10,000 and the agency determines the price is fair and reasonable; otherwise, small business bids receive priority if they do not exceed $100,000.

The scope covers 11-point manila letter-size folders with reinforced side tabs, custom color-coded labels, and numeric numbering systems for four laboratory locations: Mechanicsville (13,999 folders), Norfolk (9,500), Manassas (10,999), and Roanoke (11,350), for a total estimated quantity of 45,848 folders. Delivery occurs in two shipments: the first by December 31, 2026, and the second by mid-June 2027. The contract term is one year with four optional one-year renewal periods; folder and label quantities may vary during renewals. A lift-gate is required for all shipments to the Norfolk location.

Bidders must submit firm unit prices for each location and must provide bid samples representing exact specifications, delivered to the Mechanicsville location at no cost. The contractor must provide a one-year warranty against defective materials and workmanship, with replacement within ten days of notification at no cost to the Commonwealth. Bidders must register in eVA and are subject to transaction fees capped at $500 for DSBSD-certified small businesses and $1,500 for other businesses. All bids are submitted electronically through eVA. Payment occurs 30 days after delivery or invoice receipt, whichever is later. Bidders must complete and submit the Supplier Data Sheet (Attachment D) documenting at least four current or recent governmental accounts they are currently servicing or have previously serviced. Written inquiries must be submitted to DFS Contracting Officer Jennifer Taylor no later than one working day before the due date.