<<

INVITATION FOR BID

PAPER & SUPPLIES

Forsyth County General Services

Bids Will Be Opened

10:00 a.m., April 21, 2021

SUITE 324, PURCHASING DEPARTMENT

CITY HALL BUILDING

101 NORTH MAIN STREET WINSTON-SALEM, NORTH CAROLINA

ADVERTISEMENT FOR BIDS

PAPER AND SUPPLIES

Pursuant to Section 143-129 of the General Statutes of North Carolina, sealed proposals endorsed Paper & Envelopes Supplies to be furnished to Forsyth County General Services will be received by the City/County Purchasing Department in Suite 324, City Hall Building, 101 North Main Street, Winston-Salem, NC until 10:00 a.m., April 21, 2021 at which time they will be publicly opened and read.

Instructions for submitting bids and complete specifications may be obtained during regular office hours, Monday – Friday, 8:00 a.m. to 5:00 p.m. at the same location, or by contacting TaWanna Gates via email [email protected] or phone 336-747-6938. The City reserves the right to reject any or all proposals.

FB 21257 PAPER & ENVELOPES SUPPLIES NOTICE TO BIDDERS Paper & Envelopes Supplies It is the policy of the City of Winston-Salem & Forsyth County that an employee, officer, or agent of the City/County may not participate in any manner in the bidding, awarding, or administering of contracts in which they, or a member of their immediate family, their business partner, or any organization in which they serve as an officer, director, trustee, or employee, have a financial interest.

The successful bidder must comply with all provisions of the Americans with Disabilities Act (ADA) and all rules and regulations promulgated thereunder. By submitting a proposal, the successful bidder agrees to indemnify the City/County from and against all claims, suits, damages, costs, losses, and expenses in any manner arising out of, or connected with, the failure of the company, its subcontractors, agents, successors, assigns, officers, or employees to comply with the provisions of the ADA or the rules and regulations promulgated thereunder.

All bids must be firm and not subject to increase, unless specified within the provisions of this bid and mutually agreed upon by the City/County and the bidder. No special inducements will be considered that are not a part of the original bidding .

City/County Rights and Options The City/County, at its sole discretion, reserves the following rights:  To supplement, amend, substitute or otherwise modify this bid at any time  To cancel this bid with or without the substitution of another bid  To take any action affecting this bid, this bid process, or the services subject to this bid that would be in the best interests of the City/County  To issue additional requests for information  To require one or more service providers to supplement, clarify or provide additional information in order for the City/County to evaluate the responses submitted Public Records Any material submitted in response to this bid will become a “public record” once the bidder’s document(s) is opened and the bidder is determined to be a participant in the solicitation process and shall be subject to public disclosure consistent with Chapter 132, North Carolina Statutes. Bidders must claim any applicable exemptions to disclosure provided by law in their response to this bid. Bidders must identify materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary and legal. The City reserves the right to make all final determination(s) of the applicability of North Carolina General Statutes § 132-1.2, Confidential Information.

Familiarity with Laws and Ordinances The submission of a bid on the items requested herein shall be considered as a representation that the bidder is familiar with all federal, state, and local laws, ordinances, rules and regulations which affect those engaged or employed in the provision of such services, or equipment used in the provision of such items, or which in any way affects the conduct of the provision of such items; and no plea of misunderstanding will be considered on account of ignorance thereof. If the bidder discovers any provisions in the bid that are contrary to or inconsistent with any law, ordinance, or regulation, it shall be reported to the City/County in without delay.

FB 21257 PAPER & ENVELOPES SUPPLIES

Ethics Policy / Code of Conduct The City of Winston-Salem & Forsyth County has established guidelines for ethical standards of conduct for City/County representatives and to provide guidance in determining what conduct is appropriate in particular cases. City/County representatives should maintain high standards of personal integrity, truthfulness, honesty, and fairness in carrying out public duties; avoid any improprieties in their roles as public servants including the appearance of impropriety; and never use their position or power for improper personal gain. In establishing an ethics policy, the City of Winston-Salem & Forsyth County desires to protect the public against decisions that are affected by undue influence, conflicts of interest, or any other violation of these policies as well as promote and strengthen the confidence of the public in their governing body. For a complete review of the policy click: http://www.cityofws.org/Home/Departments/Purchasing/Articles/Bids

Iran Divestment Act; Provider hereby certifies that it is not on the North Carolina State Treasurer’s list of persons engaging in business activities in Iran, prepared pursuant to NCGS §147-86.58, nor will Provider utilize on this agreement any subcontractor on such list.

Divestment from Companies that Boycott Israel Contractor hereby certifies that it is not on the North Carolina State Treasurer’s list of companies engaged in a boycott of Israel in violation of NCGS 147-86.80 et. seq. and that it will not utilize on this agreement any subcontractor on said list.”

FB 21257 PAPER & ENVELOPES SUPPLIES INSTRUCTIONS FOR BIDDERS Paper & Envelopes Supplies Bidders MUST have their bid delivered by the specified time and date. This bid sets forth the minimum requirements that all submissions shall meet. Failure to submit proposals in accordance with this request may render the bid unacceptable. Costs incurred by any bidder in the preparation of his/her response to the bid are the responsibility of the bidder and will not be reimbursed by the City of Winston-Salem & Forsyth County. Bidders shall not include any such expenses as part of their proposals.

PREPARATION OF BID It is certified that this bid is made in good faith and without collusion with any person submitting a bid for these items or with any officer or employee of the City of Winston-Salem & Forsyth County. The undersigned further agrees that in connection with supplying the specified items, not to discriminate against any employee or applicant for employment because of race, religion, color, sex, age, handicap, political affiliation, or national origin. Bids MUST be on the standard forms as furnished in this bidding document by the City/County Purchasing Department.

Two bids shall be submitted (please mark the original copy) on the Bid Proposal . Forms are to be produced from this file. Hand-written forms will not be accepted. Copy shall be properly signed and witnessed. Bids shall be submitted on or before the time set forth for the opening of bids, addressed and labeled as set forth in the Instructions for Bidders. Late bids will not be considered. Neither emailed nor faxed bids are acceptable.

INTERPRETATION OF DOCUMENTS Should any bidder find any discrepancies in, or omission from, the specifications or other contract documents, or should the bidder be in doubt as to their meaning, he shall at once notify TaWanna A. Gates at (336) 747-6938 [email protected] and obtain an interpretation or clarification prior to submitting his bid. Any request for interpretation or clarification given in accordance with this provision shall be in writing.

Questions relative to this bid shall be submitted by 12 noon, April 13, 2021 per email to [email protected] and copy [email protected]

ADDENDA The bidder may, during the bidding period be advised by addenda of additions, deletions or alterations in any of the documents forming a part of this bid. All such changes shall be included in the work covered by the bid and shall become a part of the contract. The bidder shall acknowledge receipt of each addenda.

SUBMIT BIDS TO THE FOLLOWING LOCATION:

US Postal Service address: or Hand-delivery or FedEx address: City/County Purchasing Department City/County Purchasing Department Office 2511 101 N. Main Street, 324 City Hall Winston-Salem, North Carolina 27102 Winston-Salem, North Carolina 27101

FB 21257 PAPER & ENVELOPES SUPPLIES Forsyth County Invitation for Bids Paper & Envelope Supplies

1. General Information

Forsyth County is requesting bids from qualified suppliers for the purchase of various sizes and weights of paper and envelope supplies as specified in Attachment A labeled Paper, Envelopes, and Supplies Bid Sheet. The intent is to award the entire business to a single vendor. Attachment A is an estimated quantity projection for a 12-month time period, based on past orders over a six-month time period. Orders will be placed incrementally, on an as-needed basis, over the course of 12 consecutive months. Quantities are subject to change during the proposed Term. Therefore, the quantities listed in Attachment A are not to be considered guaranteed quantities during the proposed Term.

2. Scope Awards will be based on bidder’s pricing of items as outlined in Attachment A. Bidders should submit Brand Specific pricing for items noted as being Brand Specific Items on Attachment A. Submitted pricing should be valid for a one-year order period of July 1, 2021 – June 30, 2022, contingent upon Forsyth County Board of Commissioners approval. Pricing should be firm and not be subject to increase during this time. Vendor must be able to supply all the items listed in Attachment A.

3. Taxes Prices provided by the vendor should not include any applicable taxes.

4. Transportation/Freight Charges Any applicable delivery, transportation, and/or freight charges should not be incorporated in the per price.

5. Placement of Orders Orders will be placed incrementally, on an as-needed basis, for the quantity required at a given time.

6. Delivery The vendor will complete order deliveries within 3-4 consecutive business days upon receipt of the order.

In the event order deliveries are not received by Forsyth County within 3-4 consecutive business days, the vendor may be held in default, which may result in the removal from the purchasing list and the County may procure the articles or services from other sources.

Deliveries shall be made during normal business hours of 8:00 a.m. until 5:00 p.m. Eastern Standard Time, Monday – Friday.

FB 21257 PAPER & ENVELOPES SUPPLIES All deliveries shall be made to:

Forsyth County Government Center 201 N. Chestnut Street Winston-Salem, NC 27101

All shipments must be FOB destination with freight and packing paid by the shipper when the order value is equal to or exceeding $50.00. Prompt delivery and efficient service are essential; failure to furnish such delivery and service may result in the removal from the purchasing list.

7. Invoices Invoices are to be billed to Forsyth County General Services Department and mailed to:

Forsyth County General Services Attn: Property Management 201 N. Chestnut St Winston-Salem, NC 27101

Invoices will be sent to the County on a per order basis and will be sent within five business days of order fulfillment. The County will submit payment to vendor no later than 30 days after the entire order has been received, onsite by the County. Failure to invoice correctly as per these bid requirements will result in default on the part of the Provider. The County may elect to cease business operations with Provider as a result of Provider’s default.

Invoices must include the following information. Failure to include required information will delay processing.

1. Name of the supplier 2. Address of the supplier 3. Invoice remittance address 4. Invoice Number 5. Order Date 6. Unit cost, which must contract pricing 7. Unit quantity 8. Description of the product and/or service to be understood by a layperson

8. Item Pricing Information The invitation for bid requires the vendor to provide a Paper and Envelope Supplies Proposal with per carton pricing for each item listed in Attachment A, total annual price for each item listed in Attachment A, and a total cumulative annual price for all items listed in Attachment A. Bidders should submit Brand Specific Item pricing for items noted as being Brand Specific on Attachment A. Responses with alternate brand pricing for items noted as being Brand Specific will not be accepted.

FB 21257 PAPER & ENVELOPES SUPPLIES Any terms or conditions that cannot be fulfilled should be clearly stated. Proposal pricing shall be irrevocable for a one-year contract period.

9. Warranty All materials provided must be free from any and all defects. The vendor will replace, without charge, any items that fails to provide acceptable quality at no charge to the County.

10. Returned Items Any rejected and/or defective items will be returned to the vendor at vendor’s expense. Vendor shall supply pre-paid mailing or shall pick up defective cartridge(s) at the buyer's location.

The vendor shall replace the defective item free of charge to the Buyer within five (5) business days. Such replacement shall include fees inclusive of parts, freight, labor, and round-trip travel to the user’s site, all of which will be the responsibility of the vendor.

11. Evaluation Criteria of Bids

Forsyth County will evaluate vendor bids based on the total cumulative price for all paper and envelope supply items and the vendor’s ability to supply all paper and envelope supplies as outlined in Attachment A. Bidders should indicate the brand for which a price is being submitted on all items not indicated as being Brand Specific Items. Bidders should submit brand specific pricing for items noted as being Brand Specific Items on Attachment A; alternate brands for these items will not be accepted. Awards will be based on the lowest total cumulative bid for all estimated paper and envelope supplies as outlined in Attachment A. Forsyth County reserves the right to reject any and all bids at its sole discretion.

Forsyth County is eligible to purchase directly from many North Carolina State and federal contracts. In the event the proposals received are in excess of any existing North Carolina State or federal contract pricing which is available, Forsyth County may, at its sole discretion, reject all proposals and purchase directly from the vendor awarded the North Carolina State or federal government contract. Forsyth County reserves the right to accept or reject any or all proposals, in whole or in part, as is deemed to be the best interest of Forsyth County.

12. Proposal Format

Attachment B – Proposal for Paper & Envelope Supplies Bids Attachment C – Proposal Authorization and Signature

FB 21257 PAPER & ENVELOPES SUPPLIES Attachment A: Paper, Envelopes, and Supplies Bid Sheet

Estimated Annual Quantity of Item Sheets/Envelopes/Items 20# Copy Paper 8.5x11 10,800,000 20# Copy Paper 8.5x14 130,000 20# Copy Paper 11x17 15,000 MP 20# Colors 8.5x11 70,000 MP 20# Colors 8.5x14 10,000 Bright colors 8.5x11 60# Text 30,000 Bright colors 8.5x11 65# Cover 109,500 Bristol Colors 8.5x11 67# Cover 12,000 Opaque Digital Cover Smooth Natural 8 1/2x11 80# 4,000 Color Copy 8.5x11 60# Cover 10,000 Opaque 65# Cover 8.5x11 20,000 Opaque Dig Smooth 8.5x11 80# Cover 36,000 Fine Color Copy 8.5x11 28# Text 500,000 Color Copy 8.5x14 28# Text 18,000 Fine Color Copy 17x11 28# Text 8,000 Fine Color Copy 12x18 28# Text 2,500 Pressure Sensitive White Offset 60# 8.5x11 4,000 Pressure Sensitive Green Offset 60# 8.5x11 2,000 Carbonless paper 8.5 X 11 20-CB Blue 10,000 Carbonless paper 8.5 X 11 20-CF Blue 10,000 2 Part Rev/Str Carbonless 8.5x11 70,000 3 Part Straight (only) Carbonless 8.5x11 250,000 4 Part Straight (only) Carbonless 8.5x11 10,000 Jumbo Door hanger 2 Up, White 67#VB; 250/PK 8 packs Jumbo Door hanger 2 Up, Green, Yellow, and Orange Color 10 packs 67#VB; 250/PK paper 36lb 42"x 300' with a 2" core 24 rolls Microperf 8.5x11 24# 3-2/3" from bottom 2500/ctn 60 SW Laminating Film 5mil 25"x200' 1" Core 2rls/cs 16 cartons Wafer Seal - Mailing Labels - Clear or white Acetate, 1.5 10,000 Business cards hard 7.25 X 3.5 X 2 400 Shipping boxes 17.25 x 11.5 x 12" 12,10,8, 600 Shipping boxes 11.25 x 8.75 x 6.25" 12,10,8, 400 Shipping boxes 26" x 20" x 12" variable depth 50 Clear carton sealing tape 2" 72 rolls 15 x 2,000 8 rolls

FB 21257 PAPER & ENVELOPES SUPPLIES Estimated Annual Quantity of Brand Specific Items Sheets/Envelopes/Items Simpson Security Design Secure Basketweave Blue 24# 100,000 8.5x11 Classic Crest Whitestone 8.5x11 80# Cover 4,000 Nekoosa Synaps XM 8Mil 12x18 750/ctn 12,000 Mohawk Crane's Crest Fluorescent White 24# 8.5x11 20,000 Classic Crest Avon Brilliant White 8.5x11 80# Cover 5,000 Classic Crest Baronial 8.5x11 80# Cover 4,000 Classic Crest Avon Brilliant White 24 lb. #10 Envelopes 5,000 Classic Crest Avon Brilliant White 24 lb. A7- 70 Envelopes 1,000 Accent Opaque Text Vellum 23 X 25 80# white 4,400 Strathmore Write Cover Bristol 8.5 x 11 88# White 4,000 DOCUGARD BLUE VOID 8.5 X 11 10,000 Print Master #10 Regular WW Diag. Seam 150,000 Print Master #9 Regular WW Diag. Seam 360,000 Print Master #10 Digital Window 24# OSDS 200,000 Print Master #10 Custom Digital Right Hand Window 80,000 Print Master Catalog 6x9 24#WW 40,000 Print Master Catalog 9 x 12 24# WW 10,000 Print Master Catalog 10 x 13 24# WW 2,000

* The quantities listed in Attachment A are estimated annual. Quantities are subject to change during the proposed Term, and the amounts listed above are not to be considered guaranteed quantities during the proposed Term.

FB 21257 PAPER & ENVELOPES SUPPLIES Attachment B – Proposal for Paper & Envelope Supplies Bids The undersigned bidder hereby declares that they have carefully examined the specifications contained herein and will provide all labor, supervision, equipment, materials, supplies, transportation and incidentals to fulfill the bid requirements as specified herein and the requirements under the following sum to wit: Total Annual Estimated Annual Per Carton Price for Item Quantity of Brand Price Estimated Sheets/Envelopes/Items Quantity 20# Copy Paper 8.5x11 10,800,000 20# Copy Paper 8.5x14 130,000 20# Copy Paper 11x17 15,000 MP 20# Colors 8.5x11 70,000 MP 20# Colors 8.5x14 10,000 Bright colors 8.5x11 60# Text 30,000 Bright colors 8.5x11 65# Cover 109,500 Vellum Bristol Colors 8.5x11 67# Cover 12,000 Opaque Digital Cover Smooth Natural 8 4,000 1/2x11 80# Color Copy 8.5x11 60# Cover 10,000 Opaque 65# Cover 8.5x11 20,000 Opaque Dig Smooth 8.5x11 80# Cover 36,000 Fine Color Copy 8.5x11 28# Text 500,000 Color Copy 8.5x14 28# Text 18,000 Fine Color Copy 17x11 28# Text 8,000 Fine Color Copy 12x18 28# Text 2,500 Pressure Sensitive White Offset 60# 8.5x11 4,000 Pressure Sensitive Green Offset 60# 8.5x11 2,000 Carbonless paper 8.5 X 11 20-CB Blue 10,000 Carbonless paper 8.5 X 11 20-CF Blue 10,000 2 Part Rev/Str Carbonless 8.5x11 70,000 3 Part Straight (only) Carbonless 8.5x11 250,000 4 Part Straight (only) Carbonless 8.5x11 10,000 Jumbo Door hanger 2 Up, White 67#VB; 8 packs 250/PK Jumbo Door hanger 2 Up, Green, Yellow, 10 packs and Orange Color 67#VB; 250/PK Plotter paper 36lb 42"x 300' with a 2" core 24 rolls Microperf 8.5x11 24# 3-2/3" from bottom 60 cartons 2500/ctn SW Laminating Film 5mil 25"x200' 1" Core 16 cartons 2rls/cs Wafer Seal - Mailing Labels - Clear or white 10,000 Acetate, 1.5

FB 21257 PAPER & ENVELOPES SUPPLIES Business cards hard boxes 7.25 X 3.5 X 2 400 Shipping boxes 17.25 x 11.5 x 12" 12,10,8, 600 Shipping boxes 11.25 x 8.75 x 6.25" 400 12,10,8, Shipping boxes 26" x 20" x 12" variable 50 depth Clear carton sealing tape 2" 72 rolls Stretch wrap 15 x 2,000 8 rolls

Total Annual Estimated Annual Per Carton Price for Brand Specific Items Quantity of Price Estimated Sheets/Envelopes/Items Quantity Simpson Security Design Secure Basketweave Blue 24# 8.5x11 100,000 Classic Crest Whitestone 8.5x11 80# Cover 4,000 Nekoosa Synaps XM 8Mil 12x18 750/ctn 12,000 Mohawk Crane's Crest Fluorescent White 24# 8.5x11 20,000 Classic Crest Avon Brilliant White 8.5x11 80# Cover 5,000 Classic Crest Baronial Ivory 8.5x11 80# Cover 4,000 Classic Crest Avon Brilliant White 24 lb. #10 Envelopes 5,000 Classic Crest Avon Brilliant White 24 lb. A7- 70 Envelopes 1,000 Accent Opaque Text Vellum 23 X 25 80# white 4,400 Strathmore Write Cover Bristol 8.5 x 11 88# White 4,000 DOCUGARD BLUE VOID 8.5 X 11 10,000 Print Master #10 Regular WW Diag. Seam 150,000 Print Master #9 Regular WW Diag. Seam 360,000 Print Master #10 Digital Window 24# OSDS 200,000 Print Master #10 Custom Digital Right Hand Window 80,000 Print Master Catalog 6x9 24#WW 40,000 Print Master Catalog 9 x 12 24# WW 10,000 Print Master Catalog 10 x 13 24# WW 2,000

Vendor can supply all items as specified above: YES NO

Are there any additional fees/costs associated with this bid for the purchase of these items? YES NO If yes, please explain on a separate sheet of paper and attach to the proposal.

TOTAL CUMULATIVE ANNUAL PRICE FOR ESTIMATED PAPER AND ENVELOPE SUPPLIES:

______

FB 21257 PAPER & ENVELOPES SUPPLIES

PLEASE NOTE THE FOLLOWING: The award period will be from July 1, 2021 through June 30, 2022, contingent upon Forsyth County Board of Commissioners approval. Submission of a bid shall indicate that the contractor is fully aware of the requirements for supplying the product as requested by Forsyth County and acknowledges all bids are firm and NOT subject to increase during the one-year award period.

By signing below the Bidder agrees to the following: The County reserves the right to hold bids open for a period of sixty days (60) days after due date and reserves the right to reject any or all bids at the County’s discretion.

The Bidder certifies that the proposal is made in good faith and without collusion with any person submitting a proposal in response to this RFP or with any officer or employee of Forsyth County. The undersigned further agrees, in connection with the performance of this agreement, not to discriminate against any employee or applicant for employment because of race, religion, color, gender, age, handicap, political affiliation or national origin.

FB 21257 PAPER & ENVELOPES SUPPLIES ATTACHMENT C - PROPOSAL AUTHORIZATION AND SIGNATURE

The signature must be completed and submitted with the proposal: Proposals are to be signed by an officer of the company authorized to bind the submitter to its provisions. Failure to manually sign the appropriate proposal form will disqualify the proposer and the proposal will not be considered.

Firm Name Authorized Signature (Notarized)

Date Street Address (P.O. Box)

Federal Identification No. City, State and Zip Code

Telephone Number Email Address

On this ____day of ______, 20____ before me ______(name) to me personally known, being duly sworn, did execute the foregoing proposal, and did so state that he/she was properly authorized by ______(Company name) to execute the proposal and did so on his/her free act and deed. SEAL

Notary Public______My commission expires ______

FB 21257 PAPER & ENVELOPES SUPPLIES

FB 21257 PAPER & ENVELOPES SUPPLIES