RFP Office Supplies

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Agency:	State of Vermont
State:	Vermont
Level of Government:	State & Local
Category:	71 - Furniture 75 - Office Supplies and Devices
Opps ID:	NBD14408899529652924
Posted Date:	Oct 31, 2023
Due Date:	Nov 17, 2023
Source:	Members Only

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP Office Supplies Attachment A1: Price Schedule	11/07/2023 04:30PM		11/17/2023 04:30PM

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Office Supplies

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

October 31, 2023

November 7, 2023 – 4:30 PM (EST)

November 17, 2023 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS SOLICITATION.

STATE CONTACT:

E-MAIL:

Mike Kennedy, State Purchasing Agent

Michael.n.kennedy@vermont.gov

Use Email Subject Line: Office Supplies

NOTICE:

If you receive only a one (1) page document, this is an Invitation to Bid, as notice of issuance of

this RFP. The complete RFP documents of this bid event can be accessed at

http://www.bgs.state.vt.us/pca/bids/bids.php .

The multiple page RFP will contain details to scope, due dates relevant to the bid event and all

other valuable criteria related and required to submit a proposal for the bid event. This one-page

document only serves as notification of the bid event.

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting (hereinafter the “State”) is seeking to establish contracts with one or more companies that

can provide Office Supplies.

1.1.1.Purchasing Entities: The resulting contract may be used by (a) all departments, offices, institutions,

and other agencies of the State of Vermont and counties (each a “State Purchaser”) according to the

process for ordering and other restrictions applicable to State Purchasers set forth herein; and (b)

political subdivisions of the state (including, but not limited to, cities, towns, and school districts) and

any institution of higher education chartered in Vermont and accredited or holding a certificate of

approval from the State Board of Education as authorized under 29 V.S.A. § 902 (each an “Additional

Purchaser”). Issues concerning interpretation and eligibility for participation are solely within the

authority of the State of Vermont Chief Procurement Officer. The State of Vermont and its officers and

employees shall have no responsibility or liability for Additional Purchasers. Each Additional

Purchaser is to make its own determination whether this Participating Addendum and the Master

Agreement are consistent with its procurement policies and regulations.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of two years with

an option to renew for up to two additional twelve-month periods. The State anticipates the start date for

such contract(s) will be as soon as practicable.

1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in

writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with

any other individual from the State concerning this solicitation is strictly prohibited and may result in

disqualification.

1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation

or wishing to comment on any requirement of the solicitation must submit specific questions in writing no

later than the deadline for question indicated on the first page of this solicitation. Questions may be e-

mailed to the point of contact on the front page of this solicitation. Questions or comments not raised in

writing on or before the last day of the question period are thereafter waived. At the close of the question

period a copy of all questions or comments and the State's responses will be posted on the State’s web

site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions.

1.5. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the

State through the issuance of an Addendum to this solicitation and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

1.6. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are

estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual

purchases may be higher or lower depending on the State’s needs.

2. DETAILED REQUIREMENTS:

2.1. CUSTOMIZED ON-LINE CATALOG GENERATION: The State will require that the contractor create a

customized 24-hour access online catalog for State contract users only at no additional cost. The contract

will allow only authorized users purchasing capabilities from this on-line catalog. This “fixed price” catalog

will consist of the 500 most ordered items (core list) from the list attached. This tool will be used to drive

users to choose the items on the contract receiving the greatest discount. Vendor will supply alternate

items for purchase when a non core list item is selected.

2.2. CUSTOMIZED CATALOGS: Contractor that will show all products available. These catalogs will be

“customized” with a special cover and binder and bound with an informational letter plus other possible

bound-in additions developed in conjunction with the Office of Purchasing and Contracting. A sample copy

of your current “big book” must accompany the bid response. The State will require at no additional charge

to the State a special Environmentally Preferable Office Products catalog supplement to be distributed to all

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users. A using agency may request an electronic version of the catalog instead of a paper bound copy.

This electronic version will be in the form of a PDF, CD-ROM, or USB flash drive copy and will reflect the

same information in the customized catalog.

2.3. ON-LINE ORDERING SYSTEM: Contractor must have a web-based ordering system that allows State

Agencies/Departments to order items directly via the Internet. Contractor shall provide group and individual

training sessions to new users of this system as required.

2.4. VTBuys. This Contract may become part of VTBuys, an electronic procurement system which provides

electronic contract and catalog hosting and management services. Ordering Agencies access this system

to place orders for the procurement of goods and services using State of Vermont contracts. When the

Contract becomes part of VTBuys, the Contractor agrees to establish, maintain, and support its contract

and catalog in VTBuys.

2.5. ADDRESS BOOK: Contractor’s ordering system must be able to maintain a current address book of all

State Agency locations and verify that the “Ship to” on the order matches the one on the packing slip.

2.6. NEXT DAY DELIVERY: Contractor must be able to make next day, office (desktop) delivery to any location

in the State of Vermont. This requires that if the vendor receives the order by 5:00 pm, the item(s) will be

delivered by close of business on the next business day. There will be no charge for delivery. With each

order there will be a packing slip which will show the item, quantity orders, quantity shipped and quantity

back-ordered. All deliveries are to be signed for by the receiving department. The State of Vermont will not

accept responsibility for any shipment made without proof of delivery. The contract will have full

responsibility for tracking orders and reissuing orders not received by the customer. All supplies and

equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will

be honored. All equipment shall be delivered assembled, services, oiled and ready for immediate use,

unless otherwise requested by the purchasing agency. Liability for product delivery remains with the

contractor until properly delivered and signed for in accordance with the Standard State Contract

Provisions and the Office of Purchasing and Contracting Commodity terms and conditions.

2.6.1.There are currently approximately 1,038 delivery locations for the State of Vermont.

2.7. ORDER SIZE: Contractor shall identify any applicable minimum order size in the price schedule.

2.8. NO RESTOCKING CHARGE: The contractor will not impose a restocking charge for returned items.

2.9. PRODUCT AVAILABILITY: The contractor will have a means of immediately notifying the State when a

product has been discontinued and provide details and samples of the proposed substitute. When an order

is received for a discontinued item, the substitute item must be of equal or greater dollar value and/or

approved by the Office of Purchasing and Contracting. The State reserves the right to reject any proposed

substitutions that it feels does not meet its quality standards. A sample of the proposed item may be

required prior to the Office of Purchasing and Contracting accepting the substitution.

2.10. LOCK OUT ITEMS: The State of Vermont maintains a number of separate contracts for products that will

not be covered under this agreement. These contracts represent areas that the State of Vermont feels

are best dealt with by a specific bid process and the products made available to all State Agencies. Office

supplies designated as “blocked” items cannot be purchased from this contract. The Contractor shall

instruct contract users that they are not able to authorize the purchase of any “blocked” item from the

contract award. The blocked item list associated with this contract includes the following items as well as

any additional items that are on contract:

2.10.1. OFFICE EQUIPMENT: Fax machines, computers, printers, telephones, copiers, etc.

2.10.2. OFFICE FURNITURE: File cabinets, desks, chairs, bookcases, credenzas, etc.

2.10.3. APPLIANCES: Refrigerators, microwaves, etc.

2.10.4. AUDIO/VIDEO and PHOTGRAPHIC EQUIPMENT: Televisions, camcorders, cameras etc.

2.10.5. INFORMATION TECHNOLOGY (IT) ITEMS: Computer hardware, software, training etc.

Revised April 19, 2023

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2.10.6. NON-COMPLIANT PRODUCTS: Copy paper that does not meet the State’s requirement for

Processed Chlorine Free and Recycled content. See Special Paper Requirements below.

2.10.7. CLEANING PRODUCTS: Sanitizing wipes, chemical cleaners (glass, carpet) etc.

2.10.8. PERSONALIZED GIFT/CLOTHING ITEMS: T-shirts, hats, mugs, pencils etc.

2.10.9. PRINTING: To include but not limited printing of brochures, magazines, flyers etc.

2.10.10. SPECIAL PAPER REQUIREMENTS: The State is seeking for all agencies and departments of

the Vermont State Government use only Processed Chlorine Free 100% recycled content

copy/printer paper. Consequently, the awarded contractor will disallow or block all on-line orders

for cut paper that is not Chlorine Free and 100% recycled content. Indicate in your bid the brand

of copy paper you will offer that will meet this requirement. Provide pricing for ream, carton, and

pallets of 8.5x11 inches copy paper that is Chlorine Free and is 100% recycled content. A ream

consists of 500 sheets of paper; a carton contains 10 reams of paper and a pallet is 40 cartons of

paper. The paper volumes are approximately 8,601 cases and 8 pallets of recycled paper.

2.11.SPECIAL RECORD BOX REQUIREMENT: Vermont State Archives and Records Administration require

all state of Vermont agencies to use a specific brand of record box made by the Paige Company call the

Miracle Box. The vendor will be required to stock this brand in addition to other brands of record storage

boxes. Include in your bid pricing for this item in quantities of cartons and pallets.

2.12.REBATES OR INCENTIVE PLANS: The Office of Purchasing and Contracting recognizes the potential to

realize additional savings by partnering with the vendors who work with the State of Vermont to offer

incentives that benefit both parties. The vendor may propose price incentives, rebates and/or additional

discounts for large orders to the State and municipalities. This should be reflected in your bid response.

2.13.RETAIL STORES: The contractor should provide identical pricing to the state when its employees

purchase items at physical retail locations provided such locations exist. Identical pricing means that the

purchases at physical retail locations would receive the same pricing as stated in this RFP. If there is a

sale price that is lower than the contract price at the time of purchase, the customer will receive the lower

price for that item. Indicate locations (if any) of retail stores in the State of Vermont in your bid and provide

Vendor must provide the process by which a Purchasing Entity can access product information and pricing

to ensure the category discounts are applied to the contracted items.

2.14.TRANSITION: Contractor must provide transition/implementation plan to smoothly and effectively train

users to order supplies via the vendor’s on-line system and allow a continuous uninterrupted ordering

supply. The State intends to award this contract on or about May 15, 2017. Use this date in developing a

timeline for the implantation/transition period. The cost for transition and/or training will not be charged to

the State.

2.15.QUARTERLY MEETINGS: Contractor shall be required to attend quarterly meetings with the Office of

Purchasing and Contracting staff where problems can be discussed, and marketing plans formulated.

Contractor may also arrange visits by State personnel to their facilities.

2.16.PROBLEM RESOLUTION: Contractor will provide a detailed “chain of command” that will provide prompt

answering of questions, resolution of problems and a means of escalating a complaint until the problem

has been resolved. At a minimum, an individual in accounting, sales and warehousing will be dedicated to

the State and act as a single point of contact in their respective areas. Problems must be resolved to the

satisfaction of the State within 5 business days.

2.17.INFORMATION SECURITY REQUIREMENTS: In cases where the State is not permitted to

manage/modify the automation equipment (server/computer/other) that controls testing or monitoring

devices, the Contractor agrees to update and provide patches for the automation equipment and any

installed operating systems or applications on a quarterly basis (at minimum). The Contractor will submit

a report to the State of updates installed within 30 days of the installation as well as a Plan of Actions and

Milestones (POA&M) to remediate any vulnerabilities ranging from Critical to Low. The contractor will

provide an upgrade path or compensatory security controls for any operating systems and applications

Revised April 19, 2023

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listed as beyond “end-of-life” or EOL, within 90 days of the EOL and complete the EOL system’s upgrade

within 90 days of the approved plan.

2.18.SOV CYBERSECURITY STANDARD 19-01: All products and service provided to or for the use of the

State under this Contract shall be in compliance with State of Vermont Cybersecurity Standard 19-01,

which Contractor acknowledges has been provided to it, and is available on-line at the following URL:

https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives .

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be

allowed over and above the price quoted. Prices quoted for printing are to include printing, binding,

wrapping, and packaging.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this solicitation. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

contracts where it is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance for

this solicitation.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote

clean energy and address climate change as identified in the Certification, shall be given favorable

consideration in the competitive bidding process. Such favorable consideration shall be consistent with

and not supersede any preference given to resident bidders of the State and/or products raised or

manufactured in the State, as explained in the Method of Award section. But, such favorable

consideration shall not be employed if prohibited by law or other relevant authority or agreement.

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