Open Shelf Filing Supplies for Courts

The State of Maine Department of Administrative and Financial Services, Division of Procurement Services, on behalf of the Maine Judicial Branch, is requesting quotations for open shelf filing supplies to support courts statewide, with quotations due April 29, 2021 at 4:00 p.m. Eastern time through the Maine Vendor Self Service electronic procurement system.

The scope includes pre-labeled folders, case-type labels, number sets, mylar tabs, out guide pads, arch ring binders, and binder indexes. Folders are specified as 14-point manila double-ply end tab stock in multiple colors (manila, canary yellow, green, blue, dark orange) corresponding to case types including civil, family, criminal, juvenile, mental health, protective custody, probate, adoption, appellate, real estate, administrative, and small claims. Detailed specifications consolidate requirements from approximately 30 court locations across Maine counties, with folder quantities ranging from 100 units at smaller jurisdictions to 5,000 units at major centers including Portland, Lewiston, Presque Isle, and Kennebec County. All pricing must include product costs, shipping, handling, and labor charges with FOB Destination terms.

The State will evaluate quotations on a best value basis, considering product conformity to specifications, delivery timeframes, and pricing, with award favoring the lowest-priced compliant bid. The resulting contract will be structured as a State of Maine Master Agreement or Buyer Purchase Order with net 30 payment terms. Quotations must remain valid and binding for 180 days from bid opening. Vendors may submit alternate or approved equal items with equivalency documentation approved by the requesting department. The State reserves the right to authorize other state departments to use the resulting contract. Questions must be submitted through the Q&A List tab in the procurement system; answers are posted publicly for all vendors to review.