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Contract Terms and Instructions


Start Date: 04/2002

End Date: 07/2014

  1. CONTRACT NO: 966-A1

    Enter requisition(s) into the TxSmartBuy on-line ordering system. Only purchase orders issued through TxSmartBuy are eligible for contract pricing.

    The Contractor agrees not to ship any materials until issuance of a Purchase Order through TxSmartBuy by the State Agency, Higher Education, or Cooperative member.


    Minimum order of 5M for No. 9 and No. 10 Envelopes and must be ordered as follows:
    5M, 10M, 15M, Etc.

  4. TERM OF CONTRACT: April 1, 2002 thru April 30, 2013

    Extension: May 1, 2013 through August 31, 2013
    Extension: September 1, 2013 through December 31, 2013
    Extension: January 1, 2014 through March 31, 2014
    Extension: April 1, 2014 through July 31, 2014


    Orders $500.00 or More: FOB Destination, freight prepaid and allowed
    Customer must not be charged freight for partial shipments for orders totaling $500.00 or more.

    Orders $500.00 or Less: Freight prepaid and added as separate line item on invoice.

    Inside Delivery Fees invoiced as separate line item:
    Deco Press - $30.00
    Cenveo - $35.00

    Palletizing: No additional charges are allowed for palletizing.
    Skid packed material in bulk is permitted under this contract as requested by the customer. Otherwise, all items must be in individual cartons.

    No. 9 and No. 10 envelopes are to be palletized 36 cartons per pallet. The pallets are to be secured with either straps or film wrapping with no boxes extending beyond the edge of the pallet. Pallets must fit a standard pallet jack. When requested by the qualified ordering entity, four-way "non-returnable and reusable" pallets are to be provided by the contractor in a 48" X 40" size unless other dimensions are requested. Pallet and envelope (combined) must not exceed 5" in height and must not exceed 3,000 lbs.


    Paper products are in accordance with the most current U.S. Environmental Protection Agency (EPA) guidelines, unless explicitly exempted in whole or in part by specific product specification as to percent of post-consumer and recovered materials and/or waste paper. EPA has specifically excluded "mill broken" from the definition of "recovered material."

    The Paper Products RMAN II recommends recycled-content levels. The RMAN recommends ranges for many paper products, which reflect what is currently available in the United States. The website for the EPA is: State agencies may purchase non-green items (i.e., the virgin equivalent) instead of First Choice products in certain circumstances. Agencies must create a First Choice Justification Letter (MS Word) to include in the procurement file for that particular purchase transaction. This justification document is subject to possible audit by the Texas Comptroller of Public Accounts.


    Samples may be provided to the contractor by the customer by attaching the document within the TxSmartBuy ordering systems or forwarding under separate cover.


    Exact quantities as specified on the purchase order is required to be shipped by the contractor. The customers are not bound by trade customs concerning overruns and will have the option to accept and they may be considered donations to the State/customer.


    Unless otherwise requested, all envelopes are to be packed in standard industry packaging, such as 2500 envelopes per carton for #9 and #10 envelopes with five boxes of 500 envelopes packed inside.

    Interoffice envelopes will be packaged 100 envelopes per box, five boxes per carton. Boxes must be constructed in such a manner that the envelopes retain their original construction and integrity and must not allow for shifting, bending or curling.

  11. USPS

    All envelopes must meet USPS automation compatible mail requirements as set forth in the current issue of the USPS Domestic Mail Manual, e.g. texture, opacity, tolerances, material, construction, etc. They must accept application of POSTNET bar codes by jet printers (or other accepted industry print methods). The POSTNET bar codes affixed to envelopes must be machine readable by sorting equipment.


    Each carton is to be labeled in such a manner to indicate the contents, delivery date, and the customer’s purchase order/requisition number.


    All envelope windows must be made of polystyrene and solid seal flapped on all edges. Envelopes which do not meet these specifications will be rejected and remanufactured by vendor at no additional cost to the customer.


    Good quality printing is required on all envelopes with good registration.

    • Camera-Ready Copy:
      The contractor will be responsible for creating all camera-ready copy at no additional charge. Samples of pre-existing envelopes may be received directly from the customer. Special agency Seal Flaps and logos will be furnished camera-ready by the customer.
    • Proofs:
      Prepress proof may be requested prior to production by the customer. Proofs may be e-mailed or faxed.
    • Optical Scanning Codes:
      If optical scanning codes are required, printing and ink must be of such quality that optical scanning can be performed without undue quality problems. Note: A customer may require more than one optical scanning code.
    • Inks:
      The State prefers the use of vegetable based inks (such as soy bean) in all printing.

    All envelopes must be of excellent quality and conform to all applicable U.S. Postal regulations. All materials and operations such as paper, printing, Registration, type, ink density, position, construction, stock, and/or glue shall be of such high quality that their use will ensure satisfactory operation. Ink coverage on all parts must be full and uniform, free from imperfections. The qualified ordering entities may require close register printing. All envelopes must be capable of being processed through mechanical insertion equipment including high speed inserters. Vendor will be required to reprint orders at no additional charge if the quality does not meet the customer’s expectations. This includes type, ink density, position, construction, stock and/or glue.

  16. SUBSTITUTIONS: During the Contract term, the Contractor shall not substitute a product or brand unless the Contractor has obtained prior written approval from the CPA Contract Manager in coordination with the Customer. The Contractor must have written confirmation from the CPA Contract Manager of the substitution before making delivery.
  17. CPA CONTRACT MANAGEMENT: Questions regarding contract management issues, price changes, amendments or other post-award concerns should be directed to:

    TPASS Contract Management Office (TCMO)
    Texas Comptroller of Public Accounts (CPA)
    Fax: (512) 936-0040

  18. ADDING NEW PRODUCTS TO THE CONTRACT: Following the contract award, additional products of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. Customers are encouraged to request additional items by contacting the TPASS contract manager.

    The Comptroller of Public Accounts (CPA) administers a vendor performance program for use by all ordering entities per Texas Government Code, Title 10, Subtitle D, Section 2155.077. The Vendor Performance and Debarment Program relies on the ordering entity's participation in gathering information on vendor performance. Ordering Entities shall report vendor performance on purchases over $25,000 from contracts administered by the commission or any other purchase over $25,000 made through delegated authority granted by CPA (TAC 20.108). Agencies are additionally encouraged to report vendor performance on purchases under $25,000.

    Vendor Performance shall be reported through the CPA VENDOR PERFORMANCE TRACKING SYSTEM.

    • The purpose of the Vendor Performance Tracking System is to:
    • Identify vendors that have exceptional performance.
    • Aid purchasers in making a best value determination based on vendor past performance.
    • Protect the state from vendors with unethical business practices.
    • Provide performance scores in four measurable categories for the CMBL vendors.
    • Track vendor performance for delegated and exempt purchases.
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