Envelopes, purchase and delivery of, term contract

The Palm Beach County Board of County Commissioners Purchasing Department issued Request for Quotation (RFQ) #900472/LP for the purchase and delivery of envelopes under a term contract. This procurement is organized into three lots: Lot 1 encompasses six items of clasp envelopes ranging from 6" x 9" to 12" x 15" with estimated annual quantities from 200 to 6,500 units; Lot 2 includes two items of white business envelopes (#10 standard and #10 with window) with annual quantities between 3,000 and 34,500 units; and Lot 3 comprises two items of inter-department envelopes in 10" x 13" and 10" x 15" sizes with annual quantities from 3,800 to 7,500 units. All envelopes must meet specified industry standards and salient characteristics, with environmental preference given to products bearing Green Seal, Ecologo, Forest Stewardship Council certification, or post-consumer fiber content. Pricing must be quoted per envelope with prices limited to four decimal points and remain firm throughout the initial term and any renewal periods. Awards will be made on an item-by-item basis to the lowest responsive and responsible quoter, with delivery required within ten calendar days of receiving a term contract delivery order at the F.O.B. point of Palm Beach County Purchasing Warehouse in West Palm Beach. The quotation submission deadline was September 29, 2020, at 4:00 p.m. local time, with responses acceptable via fax or email. The successful quoter will be awarded a twelve-month term contract with the option to renew for four additional twelve-month periods, subject to mutual written agreement and appropriation of funds.

The procurement is subject to Small/Minority/Women Business Enterprise (S/M/WBE) provisions and local preference ordinances that allow for price adjustments up to 5% in favor of certified local or Glades businesses. All quoters must register in the County's Vendor Self Service system, maintain all applicable licenses and permits, comply with the Commercial Non-Discrimination Policy and Equal Business Opportunity Ordinance, and provide references. Quoters offering alternative manufacturers must submit manufacturer descriptive literature demonstrating compliance with specifications and may be required to provide samples at no cost to the County. The County is exempt from federal and state taxes and reserves the right to reject responses resulting in awards of less than $1,000 or multiple small fragments due to administrative complexity. No incumbent vendors or existing contractors were identified in the solicitation documents. The specific award values or budget ranges were not disclosed in the procurement documentation provided.