Mailing Services

Agency: State Government of Arkansas
State: Arkansas
Level of Government: State & Local
Opps ID: NBD10010505574330794
Posted Date: Feb 1, 2019
Due Date: Feb 7, 2019
Solicitation No: SP-19-0038
Source: Members Only

Current Bid Proposals

Bid Information
Bid Number: SP-19-0038
Agency: Department of Parks and Tourism
Amended: 01/31/2019 03:48 PM CST
Opening Date & Time: 02/07/2019 01:30 PM CST
Description: Mailing Services
Buyer's Email:
Bid Documents PDF XLS Other
SP-19-0038 IFB Final
Attachment A - Sample Driving Sheet
Bid Response Packet Final
Contract and Grant Disclosure Form
Addendum 1
Written Questions and Answers

Attachment Preview

1509 West 7th Street, Room 300
Little Rock, Arkansas 72201-4222
Bid Number:
Mailing Services
Arkansas Department of Parks and Tourism (ADPT)
January 15, 2019
Bid Opening Date: February 7, 2019
Bid Opening Time: 1:30 p.m. Central Time
Deliver bid submissions for this Invitation For Bid to the Office of State Procurement on or before the designated bid
opening date and time. In accordance with Arkansas Procurement Law and Rules, it is the responsibility of Prospective
Contractors to submit bids at the designated location on or before the bid opening date and time. Bids received after the
designated bid opening date and time may be considered late and may be returned to the Prospective Contractor without
further review. It is not necessary to return "no bids" to OSP.
Delivery Address:
Bid’s Outer
Office of State Procurement
1509 West 7th Street, Room 300
Little Rock, AR 72201-4222
Delivery providers, USPS, UPS, and FedEx deliver mail to OSP’s street address on a schedule
determined by each individual provider. These providers will deliver to OSP based solely on the
street address. Prospective Contractors assume all risk for timely, properly submitted
Seal outer packaging and properly mark with the following information. If outer packaging of bid
submission is not properly marked, the package may be opened for bid identification purposes.
Bid number
Date and time of bid opening
Prospective Contractor's name and return address
OSP Buyer:
Email Address:
OSP Website:
Julia Shackelford
Buyer’s Direct
Phone Number:
OSP’s Main Number:
Page 1 of 19
Bid Solicitation Document
Bid No. SP-19-0038
Do not provide responses to items in this section unless specifically and expressly required.
This Invitation for Bid (IFB) is issued by the Office of State Procurement (OSP) for Arkansas Department of Parks
and Tourism (ADPT) to obtain pricing from mail service contractors to package and distribute tourism literature to
potential customers worldwide.
A. As a result of this IFB, OSP intends to award a contract to a single Contractor.
B. The anticipated starting date for any resulting contract is July 1, 2019, except that the actual contract start date
may be adjusted forward unilaterally by the State for up to three calendar months. By submitting a signed bid in
response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held
open as irrevocable for this period.
C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and
agency, the contract may be renewed by OSP for up to six (6) additional one-year terms or portions thereof, not
to exceed a total aggregate contract term of seven (7) consecutive years.
OSP, as the issuing office, is the sole point of contact throughout this solicitation process.
Bids will be opened at the following location:
Office of State Procurement
1509 West Seventh Street, Room 300
Little Rock, AR 72201-4222
A. A Prospective Contractor must unconditionally accept all Requirements in the Requirements Section(s) of this
IFB to be considered a responsive Prospective Contractor.
B. A Prospective Contractor’s bid will be rejected if a Prospective Contractor takes exceptions to any
Requirements in the Requirements Section(s) of this IFB.
A. The State Procurement Official has made every effort to use industry-accepted terminology in this Bid
Solicitation and will attempt to further clarify any point of an item in question as indicated in Clarification of Bid
B. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law and used herein have the
same definitions herein as specified therein.
C. Prospective Contractor” means a person who submits a bid in response to this solicitation.
D. Contractor” means a person who sells or contracts to sell commodities and/or services.
E. The terms “Invitation For Bid”, “IFB,” “Bid Solicitation,” and “Solicitation” are used synonymously in this
F. “Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to
this IFB.
G. Bid Submission Requirement” means a task a Prospective Contractor must complete when submitting a bid
response. These requirements will be distinguished by using the term “shall” or “mustin the requirement.
Page 2 of 19
Bid Solicitation Document
Bid No. SP-19-0038
H. “Requirement” means a specification that a Contractor’s product and/or service must perform during the term
of the contract. These specifications will be distinguished by using the term “shall” or “mustin the
I. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the
State under a contract that results from this solicitation, that obligation is limited to the State agency using such
a contract.
A. Bid Response Packet
1. The following are Bid Submission Requirements and must be submitted in the original Bid Response
a. Original signed Bid Signature Page. (See Bid Response Packet.)
i. An official authorized to bind the Prospective Contractor(s) to a resultant contract must sign the
Bid Signature Page included in the Bid Response Packet.
ii. Prospective Contractor’s signature signifies agreement to and compliance with all Requirements
in this IFB, and that any exception that conflicts with a Requirement or Bid Submission
Requirement of this Bid Solicitation will cause the Prospective Contractor’s bid to be rejected.
iii. Bid response must be in the English language.
b. One (1) original hard copy of the Official Bid Price Sheet. Pricing must be proposed in U.S. dollars
and cents.
2. The following items should be submitted in the original Bid Response Packet as a hard copy and as an
electronic copy, preferably on a flash drive and in PDF format.
a. One (1) copy of the Official Bid Price Sheet
b. EO 98-04 Disclosure Form. (See Standard Terms and Conditions, #25. Disclosure.)
c. Copy of Prospective Contractor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)
d. Voluntary Product Accessibility Template (VPAT). (See Technology Access.)
e. Proposed Subcontractors Form. (See Subcontractors.)
3. DO NOT include any other documents or ancillary information, such as a cover letter or
promotional/marketing information.
A. Submit any questions requesting clarification of information contained in this Bid Solicitation in writing via email
by 4:00 p.m., Central Time on or before January 24, 2019 to the OSP buyer as shown on page one (1) of this
Bid Solicitation.
1. For each question submitted, Prospective Contractor should reference the specific solicitation item number
to which the question refers.
2. Prospective Contractors’ written questions will be consolidated and responded to by the State. The State’s
consolidated written response is anticipated to be posted to the OSP website by the close of business on
January 31, 2019. If Prospective Contractor questions are unclear or non-substantive in nature, the State
may request clarification of a question(s) or reserves the right not to respond to that question(s).
Page 3 of 19
Bid Solicitation Document
Bid No. SP-19-0038
B. The Prospective Contractor should notify the OSP buyer of any term, condition, etc., that precludes the
Prospective Contractor from submitting a compliant, responsive proposal. Prospective Contractors should note
that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those
relating to the terms and conditions of the contract, prior to the submission of a bid.
C. Prospective Contractors may contact the OSP buyer with non-substantive questions at any time prior to the bid
D. An oral statement by OSP will not be part of any contract resulting from this solicitation and may not reasonably
be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and
expressly adopted by OSP.
E. Prospective Contractors entering into a contract with the State shall comply with all the terms and conditions
contained herein.
A. Prospective Contractor should complete, sign and submit the Proposed Subcontractors Form included in the
Bid Response Packet.
B. Do not attach any additional information to the Proposed Subcontractors Form.
C. The utilization of any proposed subcontractor is subject to approval by the State agency.
A. Prospective Contractor(s) shall include all pricing on the Official Bid Price Sheet only. If any cost is not
identified by the successful Contractor but is subsequently incurred in order to achieve successful operation,
the Contractor shall bear this additional cost. The Official Bid Price Sheet is provided as a separate electronic
file posted with this Bid Solicitation.
B. To allow time to review bids, prices must be valid for ninety (90) days following the bid opening.
C. DO NOT submit any ancillary information not related to actual pricing on or with the Bid Price Sheet.
A. A single Prospective Contractor must be identified as the prime Contractor.
B. The prime Contractor shall be responsible for the contract and jointly and severally liable with any of its
subcontractors, affiliates, or agents to the State for the performance thereof.
A. By submission of this bid, the Prospective Contractor certifies, and in the case of a joint response, each party
thereto certifies as to its own organization, that in connection with this bid:
The prices in the bid have been arrived at independently, without collusion.
No prior information concerning these prices has been received from, or given to, a competitive
B. Evidence of collusion warrants consideration of this bid by the Office of the Attorney General. All Prospective
Contractors shall understand that this paragraph may be used as a basis for litigation.
A. Submission documents pertaining to this Bid Solicitation become the property of the State and are subject to
the Arkansas Freedom of Information Act (FOIA).
B. In accordance with FOIA and to promote maximum competition in the State competitive bidding process, the
State may maintain the confidentiality of certain types of information described in FOIA. Such information may
include trade secrets defined by FOIA and other information exempted from the Public Records Act pursuant to
Page 4 of 19
Bid Solicitation Document
Bid No. SP-19-0038
C. Prospective Contractor may designate appropriate portions of its response as confidential, consistent with and
to the extent permitted under the Statutes and Rules set forth above, by submitting a redacted copy of the
D. By so redacting any information contained in the response, the Prospective Contractor warrants that it has
formed a good faith opinion having received such necessary or proper review by counsel and other
knowledgeable advisors that the portions redacted meet the requirements of the Rules and Statutes set forth
E. Under no circumstances will pricing information be designated as confidential.
F. One (1) complete copy of the submission documents from which any proprietary information has been redacted
should be submitted on a flash drive in the Bid Response Packet. A CD is also acceptable. Do not submit
documents via email or fax.
G. Except for the redacted information, the redacted copy must be identical to the original hard copy, reflecting the
same pagination as the original and showing the space from which information was redacted.
H. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring the
electronic copy is protected against restoration of redacted data.
I. The redacted copy will be open to public inspection under the Freedom of Information Act (FOIA) without
further notice to the Prospective Contractor.
J. If a redacted copy of the submission documents is not provided with Prospective Contractor’s Bid Response
Packet, a copy of the non-redacted documents, with the exception of financial data (other than pricing), will be
released in response to any request made under the Arkansas Freedom of Information Act (FOIA).
K. If the State deems redacted information to be subject to FOIA, the Prospective Contractor will be contacted
prior to release of the documents.
L. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective Contractor’s
confidential information ordered by a court of competent jurisdiction pursuant to FOIA or other applicable law.
A. Prior to any contract award, address all communication concerning this Bid Solicitation through the OSP buyer.
B. Do not alter any language in any solicitation document provided by the State.
C. Do not alter the Official Bid Price Sheet.
D. All official documents and correspondence related to this solicitation become part of the resultant contract.
E. The State has the right to award or not award a contract, if it is in the best interest of the State to do so.
F. As requested, provide clarification regarding Prospective Contractor’s bid response to OSP.
G. Qualifications and proposed services must meet or exceed the required specifications as set forth in this Bid
H. Prospective Contractors may submit multiple bids.
A. Only an addendum written and authorized by OSP will modify this Bid Solicitation.
B. An addendum posted within three (3) calendar days prior to the bid opening may extend the bid opening and
may or may not include changes to the Bid Solicitation.
Page 5 of 19
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.


Not a USAOPPS Member Yet?

Get unlimited access to thousands of active local, state and federal government bids and awards in All 50 States.

Start Free Trial Today >