22029p01/T01hb
Procurement Services Group
Corning Tower Building
Empire State Plaza
Albany, New York 12242
http://www.ogs.ny.gov
PURCHASING MEMORANDUM
CONTRACT AWARD NOTIFICATION UPDATE
AWARD NUMBER
:DATE
: September 19, 2012PLEASE ADDRESS INQUIRIES TO:
GROUP
: 50022 – QUICK COPY/DUPLICATING STATE AGENCIES & CONTRACTORS(All State Agencies – Albany Area) Harry Brown
Purchasing Officer I
(518) 474-7902 Fax: (518) 474-5052 [email protected]
CONTRACT PERIOD
: September 26, 2010 toSeptember 25, 2012 OTHER AUTHORIZED USERS
Customer Services
(
518) 474-6717CONTRACTOR/
CONTRACT NO.:
Shipmates Printmates Holding Corp. d/b/a Velocity Print Solutions PC65209SUBJECT
: EXPIRATION OF CONTRACT & PENDING CONTRACT RENEWALTO ALL STATE AGENCIES AND OTHERS AUTHORIZED TO USE STATE CONTRACTS:
Please be advised that this contract expires on September 25, 2012. The Office of General Services is currently processing a renewal of this contract. However, there are still pending necessary approvals.
In the event there is a lapse of the contract, needed product may be necessary to procure on the open market until the renewal has been approved. All such procurements should be made in accordance with applicable statutory
requirements and purchasing guidelines.
In addition, authorized users are also reminded that the OGS Central Printing and Copy Center is a possible option for their copying and duplicating needs as well.
Please refer to the attached URL addresses below for additional information relative to the OGS Central Printing and Copy Center.
Corning Tower Building - 38th Floor
Empire State Plaza
Albany, New York 12242
http://www.ogs.ny.gov
CONTRACT AWARD NOTIFICATION
Title
:
Group 50048 - THERMOGRAPHED
BUSINESS CARDS, LETTERHEADS AND
ENVELOPES (All State Agencies)
Classification Code
: 82
Award Number
:
(
Replaces Award 21770-RS)
Contract Period
:
October 9, 2011 to October 8, 2013
Bid Opening Date
:
July 19, 2011
Date of Issue
:
October 11, 2011
Specification Reference :
As Incorporated In The Invitation for Bids
Contractor Information :
Appears on Page 2 of this Award
Address Inquiries To:
State Agencies & Vendors
Name :
Title
:
Phone :
Fax
:
E-mail :
Harry Brown
Purchasing Officer I
518-474-7902
518-474-5052
The Procurement Services Group values your input.
Complete and return "Contract Performance Report" at end of document.
Description
Thermographed Business Cards, Letterheads and Envelopes. This contract award contains paper
that is recycled and elemental chlorine free.
(continued)
FED.IDENT.#
CONTRACT # CONTRACTOR & ADDRESS
TELEPHONE #
NYS VENDOR ID#
141621837 PC65658 MATT INDUSTRIES 800/724-2477 1000027542
D/B/A DUPLI ENVELOPE AND GRAPHICS 315/472-1316 One Dupli Park Drive J. Kemper Matt P.O. Box 11500 Fax No.: 315/422-3637
Syracuse, NY 13218 E-mail: [email protected] [email protected]
Website: www.duplionline.com
For online ordering registration and technical support:
MATT INDUSTRIES 800/724-2477, Ext. 227 D/B/A DUPLI ENVELOPE AND GRAPHICS 315/234-7227
One Dupli Park Drive Danielle Oberholtzer P.O. Box 11500 Fax No.: 315/234-7207
Syracuse, NY 13218 E-mail: [email protected] Website: www.duplionline.com Cash Discount, If Shown, Should be Given Special Attention.
INVOICES MUST BE SENT DIRECTLY TO THE ORDERING AGENCY FOR PAYMENT. (See "Contract Payments" and "Electronic Payments" in this document.)
AGENCIES SHOULD NOTIFY THE PROCUREMENT SERVICES GROUP PROMPTLY IF THE CONTRACTOR FAILS TO MEET DELIVERY OR OTHER TERMS OF THIS CONTRACT. PRODUCTS OR SERVICES WHICH DO NOT COMPLY WITH THE SPECIFICATIONS OR ARE OTHERWISE UNSATISFACTORY TO THE AGENCY SHOULD ALSO BE REPORTED TO THE PROCUREMENT SERVICES GROUP.
SMALL, MINORITY AND WOMEN-OWNED BUSINESSES:
The letters SB listed under the Contract Number indicate the contractor is a NYS small business. Additionally, the letters MBE and WBE indicate the contractor is a Minority-owned Business Enterprise and/or Woman-owned Business Enterprise.
RECYCLED, REMANUFACTURED AND ENERGY EFFICIENT PRODUCTS:
The Procurement Services Group supports and encourages the purchase of recycled, remanufactured, energy efficient and "energy star" products. If one of the following codes appears as a suffix in the Award Number or is noted under the individual Contract Number(s) in this Contract Award Notification, please look at the individual awarded items for more information on products meeting the suffix description.
RS,RP,RA Recycled RM Remanufactured SW Solid Waste Impact EE Energy Efficient E* EPA Energy Star
NOTE TO AUTHORIZED USERS:
When placing purchase orders under the contract(s), the authorized user should be familiar with and follow the terms and conditions governing its use which usually appears at the end of this document. The authorized user is accountable and responsible for compliance with the requirements of public procurement processes. The authorized user must periodically sample the results of its procurements to determine its compliance. In sampling its procurements, an authorized user should test for reasonableness of results to ensure that such results can withstand public scrutiny.
The authorized user, when purchasing from OGS contracts, should hold the contractor accountable for contract compliance and meeting the contract terms, conditions, specifications, and other requirements. Also, in recognition of market fluctuations over time, authorized users are encouraged to seek improved pricing whenever possible.
Authorized users have the responsibility to document purchases, particularly when using OGS multiple award contracts for the same or similar product(s)/service(s), which should include:
• a statement of need and associated requirements,
• a summary of the contract alternatives considered for the purchase,
• the reason(s) supporting the resulting purchase (e.g., show the basis for the selection among multiple contracts at the time of purchase was the most practical and economical alternative and was in the best interests of the State).
ANNOUNCEMENT OF CONTRACT AWARD:
OGS distributes email notification to registered customers announcing the resultant contract award. The email includes a hyperlink to the posted award on the OGS website and is sent via the OGS Purchaser
Notification Service (PNS) to registered authorized users. Authorized users may register for the PNS at the following URL address: http://www.ogs.ny.gov/PNS/default.asp. All subsequent contract updates are also sent out via the PNS. Authorized users of the contract submit purchase orders or other such order documents directly to the contractor. See Appendix B Clause 44. Purchase Orders.
PSG's DISPUTE RESOLUTION POLICY:
It is the policy of the Office of General Services’ Procurement Services Group (PSG) to provide vendors with an opportunity to administratively resolve disputes, complaints or inquiries related to PSG bid solicitations or contract awards. PSG encourages vendors to seek resolution of disputes through consultation with PSG staff. All such matters will be accorded impartial and timely consideration. Interested parties may also file formal written disputes. A copy of PSG’s Dispute Resolution Procedures for Vendors may be obtained by contacting the person shown on the front of this Invitation for Bids or through the OGS website (www.ogs.ny.gov). PRICE:
Prices include all customs duties and charges and on orders that total $50.00 or more are net F.O.B. destination any point within New York State, and must include inside delivery.
On orders under $50.00, shipment must be made by the most economical method for proper delivery of the item. The cost of transportation on such orders shall be figured from the contractor's address (as stated on the bid) to the point of destination and shall be included in contractor's invoice. In such cases a receipted invoice (or copy thereof) from the carrying agent including proof of delivery must be attached to the contractor's invoice.
(continued)
STOCK, COMPOSITION AND THERMOGRAPHY 8-1/2" x 11" LETTERHEADS MONARCH LETTERHEADS
Order Price Order Price
Quantity Per Quantity Per
500 $ 42.00 Lot 500 $ 42.00 Lot 1,000 $ 49.50 Lot 1,000 $ 49.50 Lot 1,500 $ 69.85 Lot 1,500 $ 69.85 Lot 2,000 $ 85.00 Lot 2,000 $ 79.25 Lot 2,500 $ 95.00 Lot 2,500 $ 87.75 Lot 3,000 $115.00 Lot 3,000 $ 90.00 Lot 4,000 $145.00 Lot 4,000 $115.00 Lot 5,000 $165.00 Lot 5,000 $140.00 Lot 10,000 $330.00 Lot 10,000 $205.00 Lot 15,000 $395.00 Lot 15,000 $310.00 Lot 20,000 $520.00 Lot 20,000 $415.00 Lot 25,000 $640.00 Lot 25,000 $520.00 Lot
#10 ENVELOPES MONARCH ENVELOPES
Order Price Order Price
Quantity Per Quantity Per
500 $ 57.00 Lot 500 $ 67.00 Lot 1,000 $ 75.00 Lot 1,000 $ 85.00 Lot 1,500 $ 85.00 Lot 1,500 $100.00 Lot 2,000 $105.00 Lot 2,000 $125.00 Lot 2,500 $122.00 Lot 2,500 $135.00 Lot 3,000 $147.00 Lot 3,000 $150.00 Lot 4,000 $195.00 Lot 4,000 $180.00 Lot 5,000 $245.00 Lot 5,000 $210.00 Lot 10,000 $411.00 Lot 10,000 $380.00 Lot 15,000 $610.00 Lot 15,000 $560.00 Lot 20,000 $800.00 Lot 20,000 $746.00 Lot 25,000 $950.00 Lot 25,000 $875.00 Lot
BUSINESS CARDS UNPRINTED LETTERHEADS
Order Price Order Price
Quantity Per Quantity Per
8-1/2"x11" 1,000 $ 28.00 M 250 $ 9.25 Lot 5,000 $ 28.00 M 500 $ 10.00 Lot Monarch 1,000 $ 28.00 M 1,000 $ 14.00 Lot 5,000 $ 28.00 M 1,500 $ 16.50 Lot 10,000 $ 28.00 M 2,000 $ 18.00 Lot 2,500 $ 22.50 Lot 3,000 $ 26.00 Lot 4,000 $ 32.00 Lot 5,000 $ 39.50 Lot 10,000 $ 80.00 Lot 20,000 $150.00 Lot
Additional charge for one logo or seal other than the NYS Seal or the Seal of the State University of New York. (This charge does not apply when completed camera-ready copy
suitable for scanning is furnished.) $5.00 Additional charge for each additional logo or
seal, other than the NYS Seal or the Seal of the State University, on the same item. (This charge does not apply when completed camera-ready copy
suitable for scanning is furnished.) $5.00 Proofs per item $10.00 Guaranteed Delivery: 15 working days A/R/O
Brand Name of Stock for Letterheads: Via 25% Cotton Manufacturer of Stock: Mohawk Fine Papers, Inc. Post Consumer Content: 30%
This product is Elemental Chlorine Free (ECF). Product third party certifications: Green Seal™
Forest Stewardship Council (FSC) Green-e® 100% Windpower Brand Name of Stock for Envelopes: Via 25% Cotton Envelopes Manufacturer of Stock: Mohawk Fine Papers, Inc.
Post Consumer Content: 30%
This product is Elemental Chlorine Free (ECF). Product third party certifications: Green Seal™
Forest Stewardship Council (FSC) Green-e® 100% Windpower Brand Name of Stock for Business Cards: Via Smooth – 80lb Manufacturer of Stock: Mohawk Fine Papers, Inc.
Post Consumer Content: 30%
This product is Elemental Chlorine Free (ECF). Product third party certifications: Green Seal™
Forest Stewardship Council (FSC) Green-e® 100% Windpower
Electronic Access Ordering (EDI) is available. Contact contractor for details.
Contractor will accept the New York State Procurement Card for orders up to $15,000.00 and offers an additional 2% discount for using the card. Contractor offers an online ordering system.
ONLINE ORDERING SYSTEM:
Please be advised that the contractor has an online ordering system which allows agencies to place orders electronically over the Internet and to also proof them online prior to going to production. Agencies are encouraged to take advantage of this and should contact the contractor for additional details regarding use of the online ordering system.
REQUEST FOR CHANGE:
Any request by the agency or contractor regarding changes in any part of the contract must be made in writing to the Office of General Services, Procurement Services Group, prior to effectuation.
(continued) CONTRACT PAYMENTS:
Payments cannot be processed by State facilities until the contract products have been delivered in satisfactory condition or services have been satisfactorily performed. Payment will be based on any invoice used in the supplier's normal course of business. However, such invoice must contain sufficient data including but not limited to contract number, description of product or service, quantity, unit and price per unit as well as federal identification number.
State facilities are required to forward properly completed vouchers to the Office of the State Comptroller for audit and payment. All facilities are urged to process every completed voucher expeditiously giving
particular attention to those involving cash discounts for prompt payment.
If the contract terms indicate political subdivisions and others authorized by law are allowed to participate, those entities are required to make payments directly to the contractor. Prior to processing such payment, the contractor may be required to complete the ordering non-State agency's own voucher form.
See "Contract Billings" in Appendix B, OGS General Specifications. CONTRACT BILLINGS AND PAYMENTS:
a. Billings. Contractor and the dealers/distributors/resellers designated by the Contractor, if any, shall provide complete and accurate billing invoices to each Authorized User in order to receive payment. Billing invoices submitted to an Authorized User must contain all information required by the Contract and the State Comptroller or other appropriate fiscal officer. Submission of an invoice and payment thereof shall not preclude the Commissioner from requesting reimbursement or demanding a price adjustment in any case where the Product delivered is found to deviate from the terms and conditions of the Contract or where the billing was inaccurate.
Contractor shall provide, upon request of the Commissioner, any and all information necessary to verify the accuracy of the billings. Such information shall be provided in the format requested by the Commissioner and in a media commercially available from the Contractor. The Commissioner may direct the Contractor to provide the information to the State Comptroller or to any Authorized User of the Contract.
b. Payment of Contract purchases made by an Authorized User when the State Comptroller is responsible for issuing such payment. The Authorized User and Contractor agree that payments for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances. Such electronic payments shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Authorization forms are available at the State Comptroller website at www.osc.state.ny.us, by e-mail at [email protected], or by telephone at 518-486-1255. Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract that are payable by the State Comptroller if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.
c. Payment of Contract purchases made by an Authorized User when the State Comptroller is not responsible for issuing such payment. The Authorized User and Contractor agree that payments for such Contract purchases shall be billed directly by Contractor on invoices/vouchers, together with complete and accurate supporting documentation as required by the Authorized User. Such payments shall be as mandated by the appropriate governing law from the receipt of a proper invoice. Such Authorized User and Contractor are strongly encouraged to establish electronic payments.
NOTE TO CONTRACTOR:
This Contract Award Notification is not an order. Do not take any action under this contract except on the basis of purchase order(s) from the agency or agencies.
DEBRIEFING:
Contractors and bidders are accorded fair and equal treatment with respect to the opportunity for
debriefing. OGS shall, upon request, provide a debriefing to any bidder or awarded contractor that responded to the IFB or RFP regarding the reason that the proposal or bid submitted by the unsuccessful bidder was not selected for a contract award. The post award debriefing should be requested by the bidder or awarded contractor within thirty days of posting of the contract award on the OGS website.
NOTE TO AGENCY:
Orders under this contract are to be submitted directly to the contractor. PROCUREMENT LOBBYING TERMINATION:
OGS reserves the right to terminate this contract in the event it is found that the certification filed by the Offerer/bidder in accordance with New York State Finance Law §139-k was intentionally false or intentionally incomplete. Upon such finding, OGS may exercise its termination right by providing written notification to the Offerer/bidder in accordance with the written notification terms of this contract.
MERCURY-ADDED CONSUMER PRODUCTS:
Offerers are advised that effective January 1, 2005, Article 27, Title 21 of the Environmental Conservation Law bans the sale or distribution free of charge of fever thermometers containing mercury except by prescription written by a physician and bans the sale or distribution free of charge of elemental mercury other than for medical pre-encapsulated dental amalgam, research, or manufacturing purposes due to the hazardous waste concerns of mercury. The law further states that effective July 12, 2005, manufacturers are required to label mercury-added consumer products that are sold or offered for sale in New York State by a distributor or retailer. The label is intended to inform consumers of the presence of mercury in such products and of the proper disposal or recycling of mercury-added consumer products. Offerers are encouraged to contact the Department of Environmental Conservation, Bureau of Solid Waste, Reduction & Recycling at (518) 402-8705 or the Bureau of Hazardous Waste Regulation at 1-800-462-6553 for questions relating to the law. Offerers may also visit the Department's web site for additional information: http://www.dec.ny.gov/chemical/8512.html.
CONTRACTOR REQUIREMENTS AND PROCEDURES FOR EQUAL EMPLOYMENT AND BUSINESS PARTICIPATION OPPORTUNITIES FOR MINORITY GROUP MEMBERS AND NEW YORK STATE CERTIFIED MINORITY/WOMEN-OWNED BUSINESSES
In accordance with Article 15-A of the New York State Executive Law (Participation by Minority Group Members and Women with Respect to State Contracts) and in conformance with the Regulations promulgated by the Minority and Women’s Business Development Division of the New York State Department of Economic Development set forth at 5 NYCRR Parts 140-144, the Offerer/Contractor agrees to be bound by the following to promote equality of economic opportunities for minority group members and women, and the facilitation of minority and women-owned business enterprise participation on all covered OGS contracts.
a. Equal Employment Opportunity Requirements
By submission of a bid or proposal in response to this solicitation, the Offerer agrees with all of the terms and conditions of Appendix A including Clause 12 - Equal Employment Opportunities for Minorities and Women. The contractor is required to ensure that the provisions of Appendix A clause 12 – Equal Employment Opportunities for minorities and women, are included in every subcontract in such a manner that the requirements of these provisions will be binding upon each subcontractor as to work in connection with the State contract.
b. Participation Opportunities for New York State Certified Minorities and Women-Owned Businesses Authorized Users are encouraged to make every good faith effort to promote and assist the participation of New York State Certified Minority and Women-owned Business Enterprises (M/WBE) as subcontractors and suppliers on this contract for the provision of services and materials. To locate New York State Certified M/WBEs, the directory of Certified Businesses can be viewed at:
(continued)
DIESEL EMISSION REDUCTION ACT OF 2006 (NEW REQUIREMENT OF LAW):
On February 12, 2007 the Diesel Emissions Reduction Act took effect as law (the “Law”). Pursuant to new §19-0323 of the N.Y. Environmental Conservation Law (“NYECL”) it is now a requirement that heavy duty diesel vehicles in excess of 8,500 pounds use the best available retrofit technology (“BART”) and ultra low sulfur diesel fuel (“ULSD”). The requirement of the Law applies to all vehicles owned, operated by or on behalf of, or leased by State agencies and State or regional public authorities. They need to be operated exclusively on ULSD by February 12, 2007. It also requires that such vehicles owned, operated by or on behalf of, or leased by State agencies and State or regional public authorities with more than half of its governing body appointed by the Governor utilize BART.
As a contract vendor the Law may be applicable to vehicles used by contract vendors “on behalf of” State agencies and public authorities. Thirty-three percent (33%) of affected vehicles must have BART by December 31, 2008, sixty-six percent (66%) by December 31, 2009 and one-hundred percent (100%) by December 31, 2010. The Law provides a list of exempted vehicles. Regulations currently being drafted will provide further guidance as to the effects of the Law on contract vendors using heavy duty diesel vehicles on behalf of the State. The Law also permits waivers of ULSD and BART under limited circumstances at the discretion of the
Commissioner of Environmental Conservation. The Law will also require reporting from State agencies and from contract vendors in affected contracts.
Therefore, the bidder hereby certifies and warrants that all heavy duty vehicles, as defined in NYECL §19-0323, to be used under this contract, will comply with the specifications and provisions of NYECL
§19-0323, and any regulations promulgated pursuant thereto, which requires the use of BART and ULSD, unless specifically waived by NYSDEC. Qualification and application for a waiver under this Law will be the
responsibility of the bidder.
CONTRACT PERIOD AND RENEWALS:
It is the intention of the State to enter into a contract for the term as indicated on the Award.
Prices are firm for the entire period of the contract. Price increases or discount reductions will not be allowed and is specifically excluded from the terms and conditions of this contract award.
If the Printing Law permits, and if mutually agreed between the Procurement Services Group and the contractor, the contract may be renewed under the same terms and conditions for additional periods not to exceed a total contract term of five (5) years.
CANCELLATION FOR CONVENIENCE
The State of New York retains the right to cancel this contract, in whole or in part without reason provided that the Contractor is given at least sixty (60) days notice of its intent to cancel. This provision should not be understood as waiving the State's right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. Any such cancellation shall have no effect on existing Agency agreements, which are subject to the same 60 day discretionary cancellation or cancellation for cause by the respective user Agencies.
SHORT TERM EXTENSION:
If the Printing Law permits, in the event the replacement contract has not been issued, any contract let and awarded hereunder by the State, may be extended unilaterally by the State for an additional period of up to one month upon notice to the contractor with the same terms and conditions as the original contract including, but not limited to, quantities (prorated for such one month extension), prices, and delivery requirements. With the concurrence of the contractor, the extension may be for a period of up to three months in lieu of one month. However, this extension terminates should the replacement contract be issued in the interim.
SCOPE:
This contract award is for state agencies to procure thermographed printed business cards, letterheads and envelopes. State agencies may also order unprinted letterhead stationary through the contract.
ESTIMATED QUANTITIES:
Quantities are estimated only and contract shall be only for the actual quantities ordered during the contract period. The only quantities to be ordered are those listed in this award.
RESERVATION:
The State reserves the right to negotiate lower pricing, or to advertise for bids, any unanticipated excessive purchase. An "unanticipated excessive purchase" is defined as an unexpected order for contract items as follows:
Letterheads, Monarch Letterheads, #10 Envelopes and Monarch Envelopes – Orders in excess of 25,000 copies.
Business Cards – Orders in excess of 20,000 copes.
Blank Letterheads – Orders in excess of 5,000 sheets; 10,000 sheets for Monarch
No order in excess of these amounts are to be released to the contractor unless it is approved in writing by the Office of General Services. Contractor is cautioned not to act upon any order which exceeds the limitations unless it contains such approval.
OVERRUNS AND UNDERRUNS:
Overruns or underruns shall not exceed five percent (5%). PACKING:
Each item is to be individually packaged and labeled in packaging suitable for the item ordered. PROOFS:
Copy submitted by agency should be a clearly typewritten sample, camera-ready copy suitable for
scanning or PDF electronic file. Proofs will not be shown unless requested by agency. An additional cost will be allowed when proofs are requested and bidders should quote a price where requested herein. Desktop proofs or equivalent shall be provided when proofs are requested.
REPRINTS:
Requests for reprints that are the result of the contractor’s error should be made within ten (10) business days of delivery. Contractor will not be required to reprint jobs at no additional charge in which the agency has approved a proof or that are the result of agency error. Any disagreements over who is responsible for incurring the cost to reprint a job shall be resolved by the Office of General Services, Procurement Services Group. DELIVERY:
Delivery shall be made in accordance with instructions on Purchase Order from each agency. *If there is a discrepancy between the purchase order and what is listed on the contract, it is the contractor’s obligation to seek clarification from the ordering agency and, if applicable, from the Office of General Services, Procurement Services Group.
ORDERS:
Orders will be placed directly by State Agencies. An order may consist of any number of lots to be produced and shipped at one time to one location. Orders must clearly indicate the item required in detail and must be placed in the exact quantities listed in this Invitation for Bids and subsequent Contract Award Notification. Contractor shall not be obligated to accept any order not drawn in accordance with the contract. TELEPHONE ORDERS MUST NOT BE ACCEPTED. Contractor is cautioned not to perform any additional work at the direction of the ordering agency without OGS approval. By so doing, payment for the additional work may be refused.
(continued) WORKMANSHIP:
Contractor guarantees by submission of a bid, that all work will be quality thermography with clear and sharp reproduction on all orders. Completed jobs must be free from any fill in, broken letters, improperly fused thermographic powder; thermography must not crack. Contractor will be required to reproduce both the New York State Seal and the State University of New York Seal at no additional charge. Repro proofs of these seals are available to the contractor upon request.
Agencies, however, are alerted that this contract is designed to provide a source of economical stationery and is not suitable for demanding and critical esthetic requirements.
PERFORMANCE GUARANTEE:
The majority of the printed letterheads and envelopes will be processed on laser printers; therefore, all inks used on letterheads and envelopes must be heat proof, suitable for processing thru laser printers. Also, glue seams on envelopes must be able to withstand the high temperatures of laser printers without allowing seams to open. Gumming on flaps must be laser safe to prevent flaps from sealing when processed thru laser printers. SUBLET:
No orders issued may be assigned or sublet. All orders under this contract must be manufactured by the contractor.
INK:
The sum or incidental concentration levels of lead, cadmium, mercury or hexavalent chromium in ink shall not exceed 100 parts per million (ppm) by weight. In accordance with Article 2, section 7-a of the New York State Printing and Public Documents law, unless it is determined that the cost of printing with vegetable-based ink is significantly greater than the cost of printing with petroleum-vegetable-based ink, all lithographic inks used in the production of New York State printing requirements shall contain the following minimum percentages of vegetable oil: News Inks - 40%; Sheet Fed Inks - 20%; Forms Inks - 20%; Heat Set Inks - 10%.
RECYCLED STATEMENT/SYMBOL:
When printing is provided on recycled stock, contractor must include a printed statement or symbol on the printed material which indicates that the document is printed on recycled stock.
The emblem or statement is to be positioned on the back of all recycled stock. REPORT OF CONTRACT PURCHASES:
Contractor shall furnish semi-annual reports containing total sales for state agency contract purchases no later than fifteen (15) calendar days after the close of each six month period.
In addition to contractor direct sales, if applicable contractor shall submit sales information for all
resellers, dealers, distributors or other authorized distribution channels, where such contract sales are provided by other than the contractor. Contractors shall verify if each alternate vendor is a NYS Certified Minority (MBE) or Women (WBE) Owned Businesses. Contractors shall verify such status through the Empire State Development Minority and Women Owned Businesses Database web site at:
http://www.nylovesmwbe.ny.gov/cf/search.cfm.
The sales report form is forwarded to each contractor at time of award for completion in accordance with the contract terms and conditions:
REPORT OF CONTRACT PURCHASES: (Cont’d)
LETTERHEAD 8-1/2" x 11"
Agency Quantity Number of Lots
Date Order Received
Date
Delivered Value Conservation 1,000 1 5/22/08 6/12/08 $35.00
The report is to be submitted electronically in Microsoft Excel 2007 or lower format to the Office of General Services, Procurement Services Group, Tower Bldg., Empire State Plaza, Albany, NY 12242, to the attention of the individual shown on the front page of the Contract Award Notification and shall reference the Group Number, the Award Number, Contract Number, sales period, and contractor's (or other authorized agent) name.
The outlined sales report is the minimum information required. Additional related sales information, such as monthly reports, and/or detailed user purchases may be required and must be supplied upon request.
The same format is to be followed for envelopes and business cards.
ITEM 1 - LETTERHEADS:
SIZE: 8-1/2" x 11" and Monarch (7-1/4" x 10-1/2"). RECYCLED STOCK:
20 lb. 25% Cotton Fiber Bond, White, Cockle or Light Cockle Finish. COMPOSITION:
When typesetting is required, prices shall include the setting of all required composition plus the use of either the New York State Seal or the Seal of the State University of New York. Contractor must closely match any styles ordered. An additional charge shall be allowed for the use of logos other than the New York State Seal or the Seal of the State University of New York. An additional charge shall also be allowed for the use of multiple logos on the same item other than the State Seal and/or the Seal of the State University of New York. CAMERA-READY COPY/PDFs:
When complete camera-ready copy, suitable for scanning and with all elements in position (except for recycled logo) or fully formatted PDFs are furnished by agencies, no additional charges shall be allowed. Agencies are advised that the submission of handwritten copy for reproduction is unacceptable. PRESSWORK/INK:
Thermographed on one side, black or blue, at ordering agency's option. Recycled logo may be either thermographed or printed offset, and is to be positioned on the front, bottom center, or on the back, bottom center.
(continued) ITEM 2 - ENVELOPES:
SIZE: #10 (4-1/8" x 9-1/2") and Monarch (3-7/8" x 7-1/2"). RECYCLED STOCK:
24 lb. 25% Cotton Fiber Bond, White, Cockle or Light Cockle Finish. COMPOSITION:
Same as Item 1. PRESSWORK/INK:
Corner card only, thermographed black or blue at agency’s option. Recycled logo may be either thermographed or printed offset and is to be positioned on the bottom front or bottom back of the envelope.
ITEM 3 - BUSINESS CARDS: SIZE: 3-1/2" x 2". RECYCLED STOCK:
80# (basis 20" x 26") recycled uncoated smooth finish cover, white (minimum 92 brightness), NOTE: Vellum finish is not acceptable.
COMPOSITION:
Same as Item 1. PRESSWORK/INK:
Thermographed on one side, black or blue at agency's option. Recycled logo may be either thermographed or printed offset and is to be positioned on the back bottom center of the card.
Office of General Services PROCUREMENT SERVICES GROUP
Contract Performance Report
Please take a moment to let us know how this contract award has measured up to your expectations. If reporting on more than one contractor or product, please make copies as needed. This office will use the information to improve our contract award, where appropriate. Comments should include those of the product’s end user.
Contract No.: Contractor.
Describe Product* Provided (Include Item No., if available):
*Note: “Product” is defined as a deliverable under any Bid or Contract, which may include commodities (including printing), services and/or technology. The term “Product” includes Licensed Software.
Excellent Good Acceptable Unacceptable
• Product meets your needs
• Product meets contract specifications
• Pricing CONTRACTOR
Excellent Good Acceptable Unacceptable
• Timeliness of delivery
• Completeness of order (fill rate)
• Responsiveness to inquiries
• Employee courtesy
• Problem resolution Comments:
(over)
Agency: Prepared by:
Address: Title:
Date: Phone: E-mail:
Please detach or photocopy this form & return by FAX to 518/474-2437 or mail to: OGS PROCUREMENT SERVICES GROUP
Customer Services, 38th Floor Corning 2nd Tower - Empire State Plaza
Albany, New York 12242 * * * * *
