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Contract Terms and Instructions

966-A4 PRINTED ENVELOPES, CUSTOM

Start Date: 4/2012

End Date: 8/2014

  1. CONTRACT NO: 966-A4 PRINTED ENVELOPES, CUSTOM

  2. This contract is for custom made envelopes for CPA TPASS customers. Contact the TPASS Contact (Section H) for adding custom made envelopes to the contract.

    Envelopes currently on contract:
    HHSC 5753 Tiers
    TxDMV Registration Renewal

  3. HOW TO ORDER:

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

    For State Agencies: PCC A

    NIGP Code(s):
    966-31

    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.

  4. TERM OF CONTRACT: April 30, 2012 thru August 31, 2013
    Renewal Period: September 1, 2013 thru August 31, 2014

    RENEWAL OPTIONS:
    2nd Renewal Period: September 1, 2014 thru August 31, 2015
    3rd Renewal Period: September 1, 2015 thru August 31, 2016
    4th Renewal Period: September 1, 2016 thru August 31, 2017

  5. CONTRACTORS:

    TxDMV Registration Renewal Envelopes
    Payee ID No.: 10505469600
    Deco Press, Inc.
    6231 Keyko Suite B
    Houston TX 77041
    Contact: Emery Cano-Ready
    Phone: 713-538-1188
    E-mail: emery_decopress@yahoo.com

  6. CONTRACT SPECIFICS:

    1. Requirements Applicable to All Envelopes
      1. United State Post Office Requirements

        Envelopes shall meet all USPS automated mail specifications as found in the Domestic Mail Manual (DMM) at the time of this solicitation and all future DMM specifications for the life of the contract.

        This includes but is not limited to all windows located in the correct places, no clips or clasps on the sealing flap and envelope size.

        Mailing Standards of the United States Postal Service Domestic Mail Manual (DMM): For complete information regarding mail pieces of any type and answers to questions regarding mailing standards for envelopes.

      2. Recycled Content

        Paper products are to be 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. Further information may be found through the Environmental Protection Agency Printing and Writing Papers.

        The recycled content for envelopes printed on wove paper should be 30% recovered fiber which includes post-consumer fibers.

      3. Camera-Ready Copy/Artwork:

        The contractor will be responsible for creating all camera-ready copy at no added expense to the customer. Special agency seals and logos will be furnished camera-ready by the customer.

        Artwork and/or samples of pre-existing envelopes may be provided by the customer.

      4. Proofs:

        Prepress proofs may be requested prior to production by the customer and to be transmitted as requested by the customer.

      5. 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: More than one optical scanning code may be required by the customer.

      6. Inks:

        Unless specified otherwise for the custom envelopes, the State prefers the use of water based or vegetable based inks (such as soy bean) in all printing. Ink coverage on all parts must be full and uniform, free from imperfections. Ink requirements will be specified in the specifications for each custom envelope.

      7. Overruns and Under Runs:

        The State is not bound by trade customs and customers will have the option to accept or reject overruns and under runs.

      8. Mechanical Insertion:

        Envelopes must be capable of being processed through mechanical insertion equipment including high speed inserters and postage metering machines.

    2. Condition of Products

      Envelopes to be provided in first class condition, including containers suitable for shipment and storage, unless otherwise specified in the solicitation

      Providing printed envelopes or materials which do not meet all customer specification requirements, which includes type, ink density, position, construction, stock and/or glue does not constitute delivery and re-prints may be required by the customer at no additional charge.

      Contractor shall meet all applicable specifications at the time of shipment. Customer is responsible for determining whether the product is fit for its intended purpose and user's application. A limited amount of fading may be experienced with extended UV exposure. Customer is responsible for storing in an appropriate location.

      Delivery does not occur until the Contractor delivers envelopes in full compliance with the specifications to Customer's F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the Customer. Customer reserves the right to require new delivery or a refund in the event that the envelopes or materials not meeting specifications are discovered after payment has been made.

  7. CPA CONTRACT MANAGEMENT: For a copy of the contract and/or 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
    Email:tpass_cmo@cpa.state.tx.us

  8. TPASS CONTACT: Questions concerning technical specifications should be directed to:

    Dee Dorsey, CTPM
    Texas Procurement and Support Services
    Phone: (512) 475-2459
    dee.dorsey@cpa.state.tx.us

  9. ADDING CUSTOM ENVELOPES TO THE CONTRACT: Following the contract award, additional custom envelopes may be added. State Agencies must submit an Open Market Requisition with estimated monthly and annual quantities and include requirements and specifications in a Word document. Submit the documentation by email to: Email:open.market@cpa.state.tx.us

  10. CONTRACTOR PERFORMANCE:

    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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