**STATE OF VERMONT**

**BUILDINS AND GENERAL SERVICES DEPARTMENT**

**PURCHASING AND CONTRACT ADMINISTRATION**

**128 STATE STREET**

## DRAWER 33

**MONTPELIER, VERMONT 05633-7501**

# REQUEST FOR PROPOSAL

PCF HIGH SPEED COPY PAPER

+----------------------------------------+-----------------------------+
| DATE:                                  | FEBRUARY 15, 2002           |
+----------------------------------------+-----------------------------+
|                                        |                             |
+----------------------------------------+-----------------------------+
| PURCHASING AGENT:                      | #### KENNETH FELD           |
+----------------------------------------+-----------------------------+
|                                        |                             |
+----------------------------------------+-----------------------------+
| ### TELEPHONE:                         | \(802\) 828-4658            |
+----------------------------------------+-----------------------------+
|                                        |                             |
+----------------------------------------+-----------------------------+
| FAX:                                   | \(802\) 828-2222            |
+----------------------------------------+-----------------------------+

NAME: PCF HIGH SPEED COPY PAPER

RFQ #: 01154-1

DATE OF BID OPENING: WEDNESDAY, MARCH 6, 2002

TIME OF BID OPENING: 2:00 PM

LOCATION OF BID OPENING: 128 State St, Montpelier, VT

**THIS IS A SEALED BID RESPONSE**

REQUEST FOR PROPOSAL FOR CONTRACT

**REQUEST FOR QUOTE \# 01154-1**

**HIGH SPEED PCF COPY PAPER**

## February 15, 2002

1\. **GENERAL INFORMATION**

> **1.1 OVERVIEW**
>
> The Vermont Purchasing and Contract Administration Division is
> requesting proposals for **High Speed PCF Copy Paper** to be used by
> state agencies throughout Vermont. This product will be used on
> high-speed copiers such as Docutechs, laser printers, and offset
> duplicating machines throughout state government. The State of Vermont
> is requesting prices on a product that is high in recycled content
> (see below) and a product that does not use chlorine or chlorine
> derivatives in the pulping and bleaching process (see below). PCF is
> defined as "Processed Chlorine Free".
>
> Any contract arising from this request for proposal will be for a
> period of 6 months with an option to renew for up to five additional
> 6-month periods.
>
> All communications concerning this RFP should be addressed in writing
> to the attention of: Kenneth Feld, Purchasing Agent, State of Vermont,
> Purchasing and Contract Administration Division, 128 State Street,
> Montpelier, VT 05633-7501. Mr Feld is the sole contact for this
> proposal. Attempts by bidders to contact any other party could result
> in the rejection of their proposal.
>
> **1.2 BASIC REQUIREMENTS**
>
> **1.2.1. CLOSING DATE**: The closing date for the receipt of proposals
> is **2:00 PM, March 6, 2001**. Bid must be delivered to: [Vermont
> Purchasing and Contract Administration Division, 128 State St, Drawer
> 33, Montpelier, VT]{.underline} prior to that time. Proposals or
> unsolicited amendments submitted after that time will not be accepted
> and will be returned to the vendor. Vendors are cautioned that it is
> their responsibility to originate the mailing of bids in sufficient
> time to insure receipt prior to closing time on the date specified at
> the appointed place of the bid opening. FAX BIDS WILL NOT BE ACCEPTED.
>
> The bid opening will be held at 128 State Street, Montpelier, VT and
> is open to the public.
>
> **1.2.2. PROPOSAL SUBMISSION**: All proposals shall be submitted in a
> sealed package and must be clearly marked as follows:
>
> **PROPOSAL FOR PCF COPY PAPER**
>
> If bids are being sent via an express delivery service, be certain
> that this designation is clearly shown on the outside of the delivery
> envelope or box.

**1.2.3 ATTACHMENTS: CUSTOMARY STATE CONTRACT PROVISIONS** dated June
12, 1996, **PURCHASING AND CONTRACT ADMINISTRATION TERMS &**
**CONDITIONS** dated June 11, 1998 and **SEALED BID INSTRUCTIONS** dated
June 11, 1998 are incorporated as part this proposal. Vendors who are
not prepared to accept these provisions may be disqualified from
consideration

> **1.2.4 CLARIFICATION OF INFORMATION**: The State reserves the right
> to obtain clarification or additional information necessary to
> properly evaluate a proposal or any part thereof. Proposers may be
> asked to give a verbal presentation of their proposal after
> submission. Failure of vendor to respond to a request for additional
> information or clarification could result in rejection of that
> vendor\'s proposal in whole or in part.
>
> **1.2.5 TAX CERTIFICATION**: To meet the requirements of V.S.A Title
> 32,
>
> Chapter 103, § 3113, the attached certification must be completed,
> signed and returned with your proposal. By law, no agency of the State
> may enter into, extend or renew any contract for the provision of
> goods, services or real estate space with any person unless such
> person first certifies, under the pains and penalties of perjury, that
> he or she is in good standing with the Department of Taxes. A person
> is in good standing if no taxes are due, if the liability of any tax
> that may be due is on appeal, or if the person is in compliance with a
> payment plan approved by the Commissioner of Taxes.
>
> **1.2.6 COMPLIANCE WITH LAWS**: Contractor shall comply with public
> laws, ordinances, and requirements respecting the work, obtain and pay
> for all required permits and comply with regulations of any insurance
> company which issues a policy on any part of the work or site. All
> work shall be done in such a manner as not to interfere with the
> State\'s operating functions. Contractor and his/her employees shall
> familiarize themselves and comply with all posted rules.
>
> **1.2.7 STATEMENT OF RIGHTS**: The State of Vermont reserves the right
> to accept or reject any and all bids, with or without cause, and in
> such event the proposer submitting a bid makes such bid and submission
> without recourse. The State of Vermont reserves the right to waive
> technicalities to secure a project that provides the greatest benefit
> to the State. A bid may be rejected for one or more of the following
> reasons, or for any other reason deemed to be in the best interest of
> the State:
>
> Failure of the vendor to adhere to one or more provisions in this RFP.
>
> Failure of the vendor to submit required information in the format
> specified in this RFP.
>
> Failure of the vendor to follow generally accepted ethical and
> professional standards during the RFP process.
>
> **1.2.8 CONTRACT**: The state reserves the right to incorporate
> standard contract provisions which can be mutually agreed upon into
> any contract negotiated as a result of any bid submitted in response
> to this RFP. These provisions may include such things as the normal
> day-to-day relationships with the vendor, but may not substantially
> alter the requirements of this RFP.
>
> The successful bid, as well as this RFP, will be incorporated in the
> final contract.
>
> **1.2.9 VENDOR BIDDING INFORMATION**: This request for Proposal
> contains the specifications for the response. Proposals should comply
> with all of the requirements set forth in this RFP and should be
> submitted according to the format described. The specifications
> contained in this proposal are mandatory and must be satisfied by
> vendors to be considered responsive.
>
> All proposals will be screened for general acceptability and
> compliance with the RFP requirements. If there is insufficient
> information to evaluate a specific feature, it will be assumed that
> the feature will not be supplied. It is in a vendor\'s best interest
> to be as thorough as possible in responding to this RFP.
>
> **1.2.10 METHOD OF AWARD**: Proposals will be evaluated in accordance
> with V.S.A. Title 29, Chapter 49, § 903, and an award or awards made
> that represents \"the best interest of the State\".
>
> **1.2.11 CONFIDENTIALITY**: The successful proposal as well as all
> other responses received will become a matter of public record once an
> award is made. If the proposal includes material which is considered
> by the bidder to be proprietary and confidential under V.S.A. Title 1,
> Chapter 5, § 317 the bidder shall clearly designate the material as
> such, explaining why such material should be considered confidential.
> The bidder must identify each page or section of the proposal that it
> believes is proprietary and confidential with sufficient grounds to
> justify each exemption from release, including the prospective harm to
> the competitive position of the bidder if the identified material were
> to be released. The State will be the sole arbitrator as to the
> validity of the claimed confidentiality. [Under no circumstances can
> the entire response or price information be marked as
> confidential.]{.underline} Proposals so marked will not be considered.
>
> **1.2.12 POLITICAL SUBDIVISIONS AND INDEPENDENT COLLEGES OF THE STATE
> OF VERMONT**: It is required that bidders complete, sign and return
> the attached questionnaire regarding their willingness to extend the
> same contract pricing to these entities.
>
> **1.2.13 ESTIMATED QUANTITIES**: Quantities as listed are based on
> past (six months) usage and are estimates only for the proposed
> contract period. The contract will cover actual usage.

2.  **BACKGROUND INFORMATION**:

    1.  **GOVERNOR'S EXECUTIVE ORDER:** On April 22, 1994 The Governor
        of Vermont issued Executive order 06-94 which states in part:

NOW THEREFORE, BE IT RESOLVED THAT I, Howard Dean, by virtue of the
power vested in me as Governor, do hereby order state agencies,
departments, and offices to manage wastes by giving preference to
pollution prevention, source reduction, and recycling strategies in
advance of those representing treatment and disposal. To help state
government do this, I am directing the establishment of a Clean State
Program for state agencies. This program will be managed by a Vermont
Clean State Council, which will include members of the Extended cabinet
or their designees, to be coordinated by the Department of Environmental
Conservation. The council shall be responsible for the development of
programs, plans and policies that promote pollution prevention and
resource conservation throughout state government. The council shall
convene quarterly during the year and be responsible for the following:

1\. Development of a Materials Management Plan, in collaboration with
the State\'s Purchasing Advisory Council, to enhance continued wise
purchase, use and reuse of as many products as possible, whenever
feasible, that promote resource conservation and pollution prevention.
This plan shall be prepared and disseminated throughout state government
by July 1, 1995 and shall include the following:

[(b) Practices and procedures to maximize the use of chlorine-free
recycled paper with the highest post-consumer content
feasible]{.underline}.

2.  **USERS:** The two users for this contract will be the General
    Services Center, US Route 2, Middlesex VT 05602 and the Vermont
    Offender Work Program Print Shop, Northwest State Correctional
    Facility, 3649 Lower Newton Road, St. Albans VT 05488.

.

3.  **MULTIPLE AWARDS:** The State may award one or more contracts. It
    also reserves the right to make additional awards to other vendors
    who submitted proposals at any time during the first year of the
    contract if such award is deemed to be in the best interest of the
    State. Such an award would be made on the basis of the vendor's
    ranking during the evaluation.

4.  **MINIMUM SHIPMENTS:** The State will order in truckload lots. To
    promote the use of this contract by other entities (political
    subdivisions) please submit pricing for smaller shipments, i.e.
    pallet lots and 20 case lots.

5.  **ALTERNATE QUOTES:** Please feel free to offer suggestions on
    alternative products that will meet our environmental mandates.
    Please include pricing and specifications of this alternate product.

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3.  **DETAILED REQUIREMENTS**:

    1.  **USAGE REPORT**: Vendor must be able to supply to the state a
        sales report on a quarterly basis in an approved format that
        will list the product and quantity purchased, the purchaser and
        the price paid.

    2.  **TEST SAMPLES**: Successful vendor may be required to provide a
        pallet of items listed in RFP for testing purposes to ensure it
        will run satisfactorily in equipment. If this is required, the
        state will purchase the test pallet from the vendor.

    3.  **PRICING**: Prices shall be firm for the six month contract
        period. Please use attached pages for your price quotes.

    4.  **PAPER WEIGHTS**: Quotations will be made in accordance with
        basis weights specified.

    5.  **PAPER GUARANTEE**: The bidder must guarantee to supply all
        paper needed by the Department of General Services, Central
        Supply Division, Vermont Offender Work program, and any other
        state agency or any political subdivision (if bidder elects they
        are eligible) using the contract as per the terms of the RFP.

    6.  **SERVICE**: Bidders are to have an area representative
        available to meet with users on demand and to make periodic
        visits to the major user, the state Central Supply Department.

    7.  **DELIVERY**: All prices are quoted on an "F.O.B. delivered"
        basis. The two users have a loading dock with a forklift
        available to receive deliveries.

    8.  **RECYCLED CONTENT**: The State of Vermont requires all paper to
        contain at least 30% post consumer fiber. Successful bidder may
        be required to provide certification documents from the
        manufacturer showing that products quoted meet or exceed
        recycled content and specifications as listed.

    9.  **CHLORINE FREE**: Per Executive Order 06-94 (see above) the
        state desires to reduce the use of chlorine in the products it
        purchases to protect the environment from pollution. PCF paper
        is "Processed Chlorine Free, i.e. recycled paper in which the
        recycled content is processed unbleached or bleached without
        chlorine or chlorine derivatives. Any virgin material portion of
        the paper must be TCF (Totally Chlorine Free)." Successful
        bidder may be required to provide certification documents from
        the manufacturer showing that products quoted meet chlorine free
        specifications as listed.

    10. **SHIPPING & INVOICING INSTRUCTIONS:** The following are the
        "ship to" and "invoice to" addresses. The main user is the
        General Services Supply Center. The other user is the Vermont
        Offender Work Program who orders less frequently.

# Ship to Invoice to

General Services Center General Services Center

US Rte. 2 Drawer 33

Middlesex VT 05633-7601 Montpelier VT 05633-7601

Contact: Ken Hoadley, 802-828-3718

*Ship to Invoice to*

> Vermont Offender Work Program Vermont Offender Work Program

Print Shop 37 Commercial Drive

3649 Lower Newton Road Waterbury VT 05676-9506

St. Albans VT 05488

Contact: Joanna Raycraft, 802-241-1472

11. **PAPER SPECIFICATIONS:** Bidders are required to complete the
    following on paper stocks quoted:

> **BRAND NAME:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**
>
> **MANUFACTURER
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**
>
> **RECYCLED CONTENT \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**
>
> **POST CONS RECYCLED CONTENT \_\_\_\_\_\_\_\_\_\_\_\_**
>
> **BRIGHTNESS
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**
>
> **OPACITY
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

12. **REFERENCES:** Please provide three current customers who use the
    brand and weight of the item you are quoting: