645-N1-PAPER, FOR OFFICE AND PRINT SHOP USE
11/2001 THRU 02/2010 645-N1 For Further information contact Yvette Marietta, Purchaser C at (512) 463-6988 or e-mail at Purchaser.C@cpa.state.tx.us
NOTE: The products listed are for the use by eligible State of Texas entities ONLY and are not for personal purchase or purchase by commercial entities.
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General Contract Information
GENERAL CONTRACT INFORMATION Section 1 1.1 DESCRIPTION OF CONTRACT: 645-N1 Text Papers and Text Envelopes, and Text Covers (Recycled and Virgin). 1.2 TYPE: Non-Automated Discount-From-List. 1.3 TERM OF CONTRACT: November 1, 2001 through August 31, 2009 (Note: Extended from September 1,2009 through February 28, 2010) 1.4 DELIVERY: 20 days after receipt of order (ARO). Delivery for special mill orders must be within 30 days from date of purchase order. A special mill order is defined as an order for an unusually large quantity over and above the vendor's normal stocking level or a size not stocked by the vendor, but offered by the manufacturer. Premium-type deliveries may be requested by a qualified ordering entity; If available for an extra charge, such services shall be billed to qualified ordering entity as a separate item on invoice (See Sec. 2.2 for more information). Delivery to the House and Senate when in session must be on an eight to 16-hour basis unless the express permission of the purchasers of these legislative bodies allow a different delivery schedule. 1.5 MINIMUM ORDER: None. 1.6 SPOT PURCHASE OPTION: Qualified ordering entities may use this contract or spot purchase procedures on orders under $250.00. 1.7 ZONE: All items awarded by zone. 1.8 SHIPPING INFORMATION: F.O.B. Destination, freight prepaid and allowed for orders totaling $250.00 or more shipped to a single destination. Orders totaling less than $250.00 are to be shipped freight prepaid and added as a separate item on invoice. Qualified ordering entities must not be charged freight for partial shipments of any order with a net total of $250.00 or more. 1.9 WARRANTY: Not applicable. 1.10 CASH DISCOUNT: Not applicable. 1.11 EDUCATIONAL DISCOUNT: Not applicable. 1.12 QUANTITY OR LARGE ORDER DISCOUNT: Not applicable. 1.13 PRICE CHANGES: Prices may be increased during the term of this contract based upon changes in an approved manufacturer's price list. All prices remain firm for 90 days from the effective date of the contract. Prices may be decreased at any time after award. If a vendor offers a decrease to its customers, the vendor must also offer the same discount to the state of Texas for the term of the contract. 1.14 RECYCLED PRODUCTS: Efforts have been made to identify any product meeting the criteria definitions of recycled. If you have questions regarding recycled products, please contact the Recycling Coordinator at (512) 463-3034. 1.15 FUNDING OUT: Any blanket purchase order (an order calling for multiple deliveries over a specified period of time) is contingent upon the continued availability of appropriations. 1.16 POINT OF CONTACT: Vendor contacts are listed at the end of the contract. 1.17 HUB VENDORS: HUB vendors are identified in the Contract Vendor List as "HUB." 1.18 INTERPRETATION: Questions concerning terms and conditions and technical specifications should be directed to: Yvette Marietta, CTP Purchaser C Texas Comptroller of Public Accounts (512) 463-6988 FAX (512) 475-0851 E-mail: yvette.marietta@cpa.state.tx.us 1.19 PURCHASE ORDERS: Only contract purchase orders issued by the Texas Comptroller of Public Accounts (CPA) or orders issued through a CPA contract are eligible for contract pricing. 1.20 COMMODITY CODE CONVERSION: In order to facilitate with the CPA's conversion to the NIGP commodity codes, the commodity code numbers for items on this contract may change at some point during the term of the contract. The specification, price, and other terms of the contract will remain the same. Section 2 - Specific Contract Instructions 2.1 PRICE LISTS: A. Discounts on the text papers, text envelopes and text covers must be calculated from the one carton published price. B. The awarded vendor(s) shall furnish a properly edited published price list to all requesting qualified ordering entities at no cost to the State. C. The prices shown shall include all wrapping charges, if any. D. Additional charges for cutting and/or re-wrapping will not be allowed. 2.2 DELIVERY: A. Multiple Destinations: If an qualified ordering entity requests shipments to more than one location on a single order, the vendor may add $10.00 to an invoice for each additional location which does not meet minimum freight requirements. B. Inside Delivery: Qualified ordering entities may request "inside " or "room" delivery. Any additional charges for this service are to be added to the vendor's invoice as a separate item. If a vendor splits a shipment, the flat rate charge shall be applied only once. Per carton charge should apply to total number of items shipped. The State may require documentation for inside delivery charges. The following vendors have a flat rate per delivery: 1. Clark Papers $0.00/Delivery 2. Unisource $50.00/Delivery 3. Xpedx $26.00/Delivery C. If requested by the qualified ordering entity, skid packed material in bulk is permitted under this contract. Otherwise, all items must be in individual cartons. D. Palletizing: When requested by the qualified ordering entity, four-way "non-returnable & reusable" pallets are to be provided by the vendor in a 48" X 40" size unless other dimensions are requested. The pallets are to be secured with either straps or film wrapping. The vendor may add a net charge per pallet as a separate item to their invoice. The following vendors have a pallet charge: 1. Clark Papers $0.00/Pallet 2. Unisource $25.00/Pallet 3. Xpedx $8.00/Pallet 2.3 OVERSHIPMENTS OR UNDERSHIPMENTS: Exact quantities will be required. The qualified ordering entities are not bound by trade customs concerning over shipments. All over-shipments will be considered donations to the State. 2.4 INVOICES, PACKING SLIPS, CARTONS, AND PACKAGES: Awarded vendor shall provide purchase order and requisition numbers on all invoices and packing slips; marked on all cartons, packages and bundles. The vendor is obligated to provide with the invoice a copy of the bill of lading memorandum showing the number of cartons shipped and total weight of shipment. 2.5 LARGE ORDER EXEMPTION: On any order of 40,000 lbs. or more for a single commodity item, the State reserves the option to purchase on the open market. 2.6 RECYCLED CONTENT CRITERIA: The minimum brightness for paper and envelopes will be 80 unless otherwise stated. They 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. The website for the EPA is:http://www.epa.gov/epaoswer/non-hw/procure/pdf/paper-00.pdf 2.7 DEFINITION OF RECYCLED: The Texas Administrative Code, Title 1, Part 5, Chapter 113, Subchapter A, Rule ' 113.2 Definitions: "(49) Recycled product--A product that meets the requirements for recycled material content as prescribed by the rules established by the Texas Commission on Environmental Quality (TCEQ) formerly the Texas Natural Resource Conservation Commission in consultation with the CPA." The TCEQ definition for recycled products is the 4th definition under 30 TAC '328.7 "Definitions of Terms and Abbreviations." 2.8 RECYCLED INFORMATION: In accordance with Texas Government Code, Title 10, Subtitle D, Chapter 2155.448 (SB 1127), each state fiscal year, the Texas Comptroller of Public Accounts (CPA), in coordination with the Recycling Market Development Board (RMDB), may designate as "first choice" certain recycled, remanufactured or environmentally sensitive commodities or services, as those terms are defined in 1, TAC 113.136 and 113.137. The RMDB and CPA designated the following item as one of the 1st Choice products for Texas state agencies: Recycled-content Printing, Computer, and Copier Paper and Business Envelopes. 1st Choice products essentially become the default items for purchase by state agencies. For a list of frequently asked questions and answers regarding this designation, please see our website at:1ST CHOICE PRODUCTS - FREQUENTLY ASKED QUESTIONS By law, agencies must give these 1st Choice items preference over their virgin counterparts. 1st Choice items are recycled, remanufactured or environmentally sensitive products. You may choose to buy the virgin (non-recycled) counterpart of these designated products; however, a justification letter signed by the executive head explaining why the agency did so, along with applicable supporting documentation, must be filed with the CPA. A sample justification letter is provided for your information. If a recycled item costs too much to buy, is a justification letter still required? Yes, if a virgin (non-recycled) counterpart is purchased instead of the recycled product due to cost then a justification letter signed by executive head is required. This cost information is important for the RMDB to evaluate 1st Choice products and services. There is a sample justification letter available on our website at:JUSTIFICATION LETTER (revised 9/23/02 to include new products) When using the procurement card to purchase products and services are justification letters needed each time? The purchase of 1st Choice products is still a requirement even when using the procurement card to pay for the purchase. The procurement card is a payment method and not a procurement method. The procurement card can not be used to circumvent purchasing statutes, rules, policies and procedures. However, if CPA approves a minimum dollar amount policy in conjunction with a recommendation by the RMDB, then a justification letter may not be required provided that the total purchase amount is equal to or less than the amount set in the policy. Recycled Reporting: Each state agency is responsible for compiling a final recycled product report by combining the Texas Comptroller of Public Accounts (CPA) Procurement Division non-delegated recycled, remanufactured and environmentally sensitive report and the state agencys delegated recycled, remanufactured and environmentally sensitive purchases. For more information on Recycled Reporting, see our website at:RECYCLING MARKET DEVELOPMENT BOARD - RECYCLING REPORTS A final combined report using the format on our website is to be sent to CPAs Procurement Division and is also available at the following website:REPORTING FORMAT Following are the Texas Government Code rules regarding recycling: PREFERENCE FOR RECYCLED, REMANUFACTURED, OR ENVIRONMENTALLY SENSITIVE PRODUCTS: Texas Government Code, Title 10, Subtitle D, Subchapter H, 2155.445. (a) The Commission and state agencies shall give preference to recycled, manufactured, or environmentally sensitive products, as those terms are defined by rule of the Commisssion, in purchases made under this subtitle if the product meets state specifications regarding quantity and quality. PURCHASE AND USE OF PAPER CONTAINING RECYCLED FIBERS: Texas Government Code, Title 10, Subtitle D, Subchapter H, 2155.446 states: (a) "The commission shall contract for paper containing the highest proportion of recycled fibers for all purposes for which paper with recycled fibers may be used and to the extent that the paper is available at a reasonable price through normal commercial sources to supply the state's needs." (b) A state agency that purchases through the commission shall place orders for papers containing recycled fibers to the highest extent of its needs and to the extent that the paper is available through the commission's purchasing procedures. EXPENDITURES FOR RECYCLED, REMANUFACTURED, OR ENVIRONMENTALLY SENSITIVE COMMODITIES OR SERVICES: Texas Government Code, Title 10, Subtitle D, Subchapter H, 2155.448. (a) Each fiscal year, the commission, in coordination with the Recycling Market Development Board, by rule may identify recycled, remanufactured, or environmentally sensitive commodities or services, as those terms are defined by rule of the commission, and designate purchasing goals for the procurement of those commodities and services by state agencies for that fiscal year. (b) A state agency that intends to purchase a commodity or service that accomplishes the same purpose as a commodity or service identified under Subsection (a) that does not meet the definition of a recycled product or that is not remanufactured or environmentally sensitive, as those terms are defined by rule of the commission, shall include with the procurement file a written justification signed by the executive head of the agency stating the reasons for the determination that the commodity or service identified by the commission will not meet the requirements of the agency. (c) A state agency shall report in its annual financial report, and in an annual report to the commission at a date and in a manner and form prescribed by the commission, the expenditures made during the preceding state fiscal year for each of the commodities or services identified under Subsection (a). The report must at a minimum identify the total amount spent on those commodities and services and the services purchased that accomplish the same purpose. Additionally, state agencies shall report the amount spent for all other recycled, remanufactured, and environmentally sensitive commodities and services by type of commodity and service as prescribed by the commission. Item No.: COVER STOCK - TEXT (Including Recycled) 645-35-10 Zone 1 Clark Papers Less 35% Discount 645-35-20 Zone 2 Xpedx Less 38% Discount 645-35-30 Zone 3 Xpedx Less 38% Discount 645-35-40 Zone 4 Unisource Less 40% Discount 645-35-50 Zone 5 Unisource Less 40% Discount Item No.: TEXT PAPER AND TEXT ENVELOPES (Including Recycled) 645-90-10 TEXT PAPER Zone 1 Clark Papers Less 35% Discount 645-90-15 TEXT ENVELOPES Zone 1 Clark Papers Less 35% Discount 645-90-20 Zone 2 Xpedx Less 38 % Discount 645-90-30 Zone 3 Xpedx Less 38 % Discount 645-90-40 Zone 4 Unisource Less 40% Discount 645-90-50 Zone 5 Unisource Less 40% Discount Non-Automated Vendors: 67015 1-75-286-0002-000 Clark Papers HUB WO/F 139 Old Gate Path Holly Lake Ranch, TX 75765 Jean Clark Phone: 903-613-2016 Fax: 903-769-0726 E-mail: LARRY@CLARKPAPERS.COM 85518 1-13-536-9500-709 Unisource Worldwide, Inc. 2828 Trade Center Dr., Suite 140 Carrollton, TX 75007 Mike Freeman Phone: 800-564-1174 Fax: 800-488-8504 E-mail: freemm01@unisourcelink.com 62736 1-13-087-2805-105 Xpedx 5903 Northwest Parkway San Antonio, TX 78249 Lance Robuck Phone: 800-292-7850, Ext. 3237 Fax: 877-348-4887 E-mail: lance.robuck@ipaper.com
General Contract Information