Department of Buildings and General Services
Office of Purchasing & Contracting
109 State Street
Montpelier VT 05609-3001
Agency of Administration
REQUEST FOR PROPOSAL
Judiciary Complaint Forms
QUESTIONS DUE BY:
RFP RESPONSES DUE BY:
January 9, 2020
January 16, 2020 at 3:00PM
January 23, 2020 at 2:30PM
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT:
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 RFP.
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &
Contracting (hereinafter the “State”) on behalf of the Judiciary to is seeking to establish contracts with
one or more companies that can provide various complaint forms.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 24 months with an option to
renew for up to two additional twelve-month periods. The State anticipates the start date will be February
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later
than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the
point of contact on the front page of this RFP. 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://www.bgs.state.vt.us/pca/bids/bids.php . 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. CONTRACT QUANTITY: The annual quantities are estimated only based on prior usage; actual
purchases may be higher or lower depending on the state’s needs.
2. DETAILED REQUIREMENTS:
2.1. Form 452 FISH AND WILDLIFE CRIMINAL FORMS
2.1.1. ESTIMATED QUANTITIES: 200 books
2.2.2. SIZE: Overall size including stub (located at top 5 inch edge) approximately 5 inches x 8-5/8 inch
2.2.3. PRINTING: Printed in batches of approximately 1,000 once per year
2.2.4. FACE: The face of all parts prints identically in black ink
2.2.5. COVER: Cover Stock 125# Manila tag, Front cover prints one side in black ink and has a 1-3/8 inch
die cut opening to expose numbers.
2.2.6. BACKERS: Backer of parts 1 (yellow) 4 (green) white (defendant's)
2.2.7 NUMBERING: Each snap set will be numerically numbered with a 6 digit number. Number prints in
red on part 1 and crash imprinted thru other 4 parts. Starting ticket number will be provided at each printing.
Manufacturer to supply customer with list of missing numbers.
2.2.8. COLOR COLLATION: Paper specifications and marginal printing as follows:
Part 1- Yellow 15# carbonless bond original (file with Court Copy)
Part 2 - White 16# carbonless bond Department of Fish and Wildlife
Part 3 - Pink 16# carbonless bond Prosecutor's Copy
Part 4 - Green 33# ledger Officer's Copy
Part 5 - White (thicker paper) Defendant's Copy
2.2.9. STOCK: Glatfelter carbonless bond 30% recycled content and 30% post consumer content
2.2.10. FINISHING: Only parts 1, 2, and 3 are to be spot glued at bottom of form. Forms to be gathered in
10 sets per book with a chipboard backer, stub position at top (5 inch edge) bound with 2 wires. Booklets to
have opening type wrap around tag cover for snap sets with a tag cover on front of booklet extending from
the binding stub to end of form.
2.2.11. PROOF: Proof required prior to each printing. Changes are made from time to time and printer must
be able to accommodate those changes.
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2.2.12. PACKAGING: Packaged in cartons clearly marked with vendor name, item enclosed beginning
and ending numbers in box. Cartons must not weigh more than 25 lbs each.
2.2.13. INSIDE DELIVERY REQUIRED TO:
82 Railroad Row
White River Junction, VT 05001
Attn: Joanne Charbonneau
Phone: White River Junction - (802)296-5536
Phone: Burlington - (802)-651-5211
2.3. FORM 500 COMBINED COMPLAINT TICKETS
2.3.1. SIZE: Overall size including stub (located at top 5 inch edge) approximately 5 inches x 8-5/8 inches
2.3.2. FACE: The face of all parts prints identically in black ink
2.3.3. COVER: Front cover prints on one side in black ink
2.3.4. BACKERS: Backers of parts 2, 3, and 4 prints differently in grey ink
2.3.5. PERFORATIONS: All parts have horizontal perforation 5/8 inches from the top of the form
2.3.6. NUMBERING: Each snap set will be numerically numbered with a 7 digit number and bar code. Bar
code not printed on officer copy. Serial number prints in red on part 2 and crash imprinted thru to other 3
parts. Beginning and ending serial numbers will be printed on the front cover. Starting ticket number will be
provided at each printing. Manufacturer to supply customer with the list of missing numbers.
2.3.7. COLOR COLLATION: Paper specifications and marginal printing as follows:
Part 1 - White 15# carbonless bond Court Copy CB
Part 2 - Yellow 16# carbonless bond Officer copy CFB
Part 3 - Pink 16# carbonless bond Defendant copy (retain for your records) CFB
Part 4 - White 33# ledger Defendant copy (return to Judicial Bureau) CF
2.3.8. STOCK: Glatfelter carbonless bond 30% recycled content and 30% post consumer content
2.3.9. FINISHING: Forms to be gathered in 10 sets per book with a chipboard backer, stub position at top
(5 inch edge) bound with 2 wires. Booklets to have end opening type wrap-around tag cover for snap sets
with a tag cover on front of booklet extending from the binding stub to end of form.
2.3.10. PROOF: Proof required prior to each printing. Changes are made from time to time and printer
must be able to accommodate those changes.
Clerk of the Statewide Courts
White River Jct. - 802-296-5536
Burlington - 802-651-5211
2.3.11. INSIDE DELIVERY REQUIRED TO:
82 Railroad Row, 2nd FL
White River, Junction, VT 05001
Attn: Joanne Charbonneau
2.3.12. PACKAGING: Packaged in cartons clearly marked with vendor name, item enclosed beginning
and ending numbers in box. Cartons must not weigh more than 25 lbs each.
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3. PRODUCTION CONDITIONS
3.1. Paper Stock
• Production costs and conditions must be based on the paper stock(s) stated in specifications or
functional equivalent regarding quality, recycled content, and performance.
3.2. Quality Control
• All work shall be performed by the contractor in accordance with the specifications in a thoroughly first-
class manner and must be satisfactory to the agency. Presswork shall be first grade, producing a clear,
• In order to avoid unnecessary changes in composition and presswork, the agency’s representative
shall provide the contractor with directions.
• All cost for the movement of proofs and/or copy shall be the responsibility of the contractor.
• If the agency’s complete copy, artwork, etc. are not ready for the contractor on the date listed in the
specifications, the delivery date may have to be extended.
• The Division or Agency Representative shall be permitted, by appointment, to visit the contractor’s
plant during the time the job is being printed.
• All disputes or problems between the agency and contractor that cannot be settled at the agency level
shall be referred to the Office of Purchasing and Contracting.
• When equipment that forms are run on is listed on the form specification, by submission of a bid, the
Bidder is guaranteeing that the items bid will run on the equipment listed.
• Days meaning working days.
• Unless otherwise stated, the State will not accept overruns.
• All printed matter must be securely wrapped in paper or other material of adequate strength to protect
the contents from damage, and the packages shall be sufficiently tight to keep out dust.
• Packages or containers shall be approximately uniform in size and convenient for handling and shall
contain equal numbers of copies, when applicable.
• Each package must be marked with a description of the printed materials, quantity, and name of the
department ordering the work, and printing order number. The quantities stated on the labels must
coincide with the quantities in the packages.
• If any job is rejected because of error attributable to the contractor, the contractor shall promptly reprint
the job without any additional charges to the agency.
• All completed work must be delivered in good order to the designated location(s) and at the
• Delivery terms shall be FOB delivered. It is agreed by the parties hereto that delivery by the contractor
to the common carrier does not constitute delivery to the State. Any claim for loss or damage shall be
between the contractor and the carrier(s).
3.5. Record Keeping
• The contractor shall be responsible for the safekeeping of all materials submitted by facility, that are
used in a contract. The contractor shall be held as the insurer of the same and save and keep harmless
the State from all damages or loss by fire or otherwise.
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• If any such materials are damaged or lost, they shall be replaced by the contractor at no cost to the
State. All materials used in a contract are the property of the State, and the contractor must keep these
materials on file for a period of 2 years.
• The contractor must notify the Agency before destroying the material.
The Office of Purchasing and Contracting or Agency may request that these materials be returned when
the contract is completed and may withhold payment until such time as the materials are returned.
4. GENERAL REQUIREMENTS:
4.1. 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.
4.1.1.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.
4.1.2.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.
4.2. BEST AND FINAL OFFER:
4.2.1.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
126.96.36.199. 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
4.2.2.Evaluation of Responses and Selection of Bidder(s). 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 RFP.
4.3. ENVIRONMENTAL INFORMATION:
Bidders are requested to complete the Environmental Information Form which is included in the Certificate
of Compliance for this RFP identifying the following for each product being quoted:
a. Percent (%) of recycled content and post-consumer content; and
b. Mercury content certification.
4.4. 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
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.
4.5. METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. § 903. The State may
award one or more contracts and reserves the right to make additional awards to other compliant bidders
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