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Sent: Tuesday, July 14, 2009 10:18 AM
Subject: Agreement 20552YYY12M for Computer - Toner Cartridges

Agreement Number:
20552YYY12M
MANDATORY
Agreement Status:
Current
State of Colorado
Price Agreement
 Colorado State Seal
   
Category:
Computer - Toner Cartridges
Department of Personnel and Administration
State Purchasing Office
633 17th Street, Suite 1520
Denver, CO 80202-3609

Please direct purchasing agent
inquiries on this award to:
Jeff Wylde at (303) 866-6191
Commodity Description:
New Compatible Toner Crtridges
 
Period Covered:
07/01/2009 - 06/30/2010
 
Option to Renew for 4 More Year(s)
Commodity Code: 205-52
 
Contract Status: Not applicable
1343 Certification Date:

Amendment Number: Amendment Effective on:
Reason For Amendment:
Amendment History:


Ordering Information

Contact:
 Terry Herbert
Company:
 Green Cartridge Company
Order Number:
 (970) 223-0489
Does Business As:
 Green Cartridge Company
Toll Free Number:
Address:
 4031 S. Mason Street Unit C
Fax:
 (970) 223-0766
City, State, Zip:
 Fort Collins, CO 80525
Contact Email:
 terry.herbert@greeninkco.com
Terms:
 Net 30
F.O.B.:
 Destination
Delivery:
 1-3 Business Days ARO
Minimum Order:
 n/a
   
This Agreement Results from Solicitation Number: IFB-JW-SPO-00006-09

Conditions of Agreement:
SCOPE AND DURATION: as a result of open competitive solicitation, the State of Colorado is awarding a one (1) year statewide Mandatory price agreement for NEW COMPATIBLE toner cartridges for various name-brand peripheral printing equipment, with the option to renew for up to four (4) additional one year periods at the sole discretion of the State.

The State of Colorado issued separate solicitations for statewide price agreements for OEM, New Compatible toner, and for Remanufactured toner cartridges. The state included OEM cartridges and NEW COMPATIBLE cartridges for Laser printers, inkjet, and cartridges for other manufacturers of name-brand peripheral printing equipment, fax machines, and multi-function machines. This Price Agreement establishes pricing, terms, and conditions for NEW COMPATIBLE cartridges is MANDATORY for all Colorado State agencies that purchase compatible toner cartridges. State pricing established by this price agreement is also made available to other ordering entities such as Institutions of Higher Education, Political Subdivisions and local government entities within Colorado who wish to utilize State awards.

POSTED PRICES: There will be no price increases for an initial six (6) month period for the price agreement. Any requests for price increases during subsequent renewal term(s) of the Price Agreement must be submitted to the State Purchasing Office 30 days in advance of the effective date. Requests must be accompanied by written supporting documentation for increases from the manufacturer/ vendor's suppliers. Should the State determine the price increase to be unjustified, it reserves the right to negotiate with the price agreement vendor or to award the line item(s) to the next lowest bidder. Awarded vendor must notify the State Purchasing Office of any price decreases and make the lower prices part of the price agreement. If awarded vendor should offer special promotional prices for items, which are listed on the award and are lower than the State's price agreement pricing, the special pricing should be applied to the price agreement.

Quoted prices: All products offered in response to this solicitation will be quoted as delivered price to the Front Range area. Additional costs for shipment to locations outside this area will be provided to the ordering entity for review and documented approval prior to order fulfillment. On orders to areas of Colorado that are not included in the Front Range Corridor, the awarded vendor(s) must provide a quote to the end user which would include all applicable shipping charges. Upon documented approval from the end user, the awarded vendor could then proceed with fulfilling the order with the shipping terms being treated as a pre-paid and added it to the invoice. Vendor is encouraged to find ways to consolidate orders or create ordering minimums or schedules for recurring or volume toner cartridge purchases whenever feasible. The freight terms for all products purchased using this Price Agreement will be F.O.B. Destination.

The Front Range area is defined as an area that includes Pueblo and Canon City on the southern extreme; this includes Colorado Springs, the Denver metro area and Boulder in the central section and extends to include Fort Collins and Greeley on the northern end and Sterling to the east). Product prices and offered discounts will be the same for agencies throughout the State of Colorado.

RENEWAL: The State has the option to renew the agreement at its discretion for four additional one-year periods. Any price increases for the optional years must be approved by the State 30 days in advance of the renewal date in accordance with the protocols established above.

WEB SITE: The State of Colorado State Purchasing Office (SPO) will publish the awarded price agreement and the price/product list on-line, available to State purchasing agents (Web site is: www.gssa.state.co.us). The awarded vendor will provide the State Purchasing Office with current electronic file(s) containing list prices (from which discounts will be taken), product numbers, and descriptions for printers and printer products, and will also provide the SPO with a URL of the vendor's home page which contains this information. The URL will only show the products and pricing for the particular price agreement. All content must be pre-approved by the State Purchasing Office. The electronic file or URL must be functional within two weeks after vendor is notified of award.

Please note that the vendor based website will provide offered NEW COMPATIBLE toner cartridges at the rates or percentage discount off list as reflected/ posted on the state website. Note: Copier toner is NOT part of this award; additional services are not awarded.

Regardless of the format employed for product/price lists, it is the vendor's responsibility to keep the information current and to notify the State Purchasing Office of any changes. This is a mandatory requirement.

REPORTING: Awarded vendor must furnish sales reports each calendar quarter. The reports must include: 1) The total dollars spent by State of Colorado agencies and institutions in conjunction with the price agreement, 2) The total estimated dollars saved by State agencies and institutions on the price agreement for that period, 3) The total dollars spent by State institutions of higher education (State universities and State colleges) in conjunction with the price agreement, 4) The total estimated dollars saved by State institutions of higher education on the price agreement for that period, 5) The total dollars spent by political subdivisions in conjunction with the price agreement, 6) The total estimated dollars saved by political subdivisions on the price agreement. 7) The volume of purchase paid for with procurement card as opposed to traditional methods of payment. 8) The total dollars spent by each of these aforementioned entities on Environmentally Preferable products, including applicable discount savings.

This is a mandatory requirement. Failure to provide these reports may result in the cancellation of the agreement. A convenient form for submitting this information to the State Purchasing Office will be provided to awarded price agreement vendors.

Vendor will also be required to provide a comprehensive sales history once per year or within 15 days of request from the State Purchasing Office. The comprehensive reports must show the number of products sold, description, unit price and extended dollar amount. Failure to provide these reports can be considered cause for cancellation of the vendor's agreement and could jeopardize vendor's ability to be awarded a future price agreement.

ORDERING PROCEDURES: Orders shall be placed online (using vendor website), by fax, phone, or email by ordering entities on an "as needed" basis. Each entity will utilize its own appropriate purchasing procedure and documentation.

State agencies are using commercially issued credit cards (P-Card) to purchase commodities. Awarded vendor will accept the State Procurement Card. Vendor may not charge any additional fees for orders placed on credit cards.

DELIVERY: All orders throughout the State will be shipped FOB Destination.

QUANTITIES: No actual purchase quantities are implied or guaranteed under any price agreement resulting from this solicitation.

PRODUCT ADDITIONS: During the term of the resulting agreement(s), vendor will be required to notify the State of any new cartridges that have become available or are being frequently requested by State agencies. The State reserves the right to add new products to an existing agreement or to re-bid these items at its discretion.

CANCELLATION: The State reserves the right to cancel, for cause, any price agreement that results from this bid by providing 30 days written notice. Vendor's failure to provide products that meet or exceed original bid specifications, repeated failure to correct pricing errors, excessive back orders, unresolved customer service problems or any deviation form the terms and conditions stated in this document will be considered cause for cancellation. In the case of cancellation, the State reserves the right to make an award to the next low bid vendor or to rebid the item(s) at no penalty.

SUSTAINABILITY: The State of Colorado recognizes the importance of sustainability and minimizing adverse impacts to the environment, and desires to do business with vendors who share this concern. Accordingly, the vendor who is awarded this solicitation agrees that: wherever practicable, any reports, catalogs, correspondence, or other submittals will be made available electronically, or if required, on recycled paper with text utilizing both sides of each page. (Recycled paper means not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 30% total weight consisting of post-consumer waste). It is preferred that most communications, including product lists or catalogues, and billing and payment transactions, be conducted electronically.

Vendor is requested to reduce environmental impact by:
· offering a selection of high quality toner cartridge products;
· utilizing alternative fuel vehicles for deliveries, when possible;
· reducing packaging, when able;
· committing to less frequent deliveries of smaller quantities whenever possible
o by implementing coordinated ordering/delivery schedules, and
o by consolidating deliveries to create better transportation efficiencies (thereby reducing carbon emissions).
· offering a free environmentally responsible return/ recycling program for spent cartridges.

PERFORMANCE:
Awardee has committed to provide the following:
  • Website is provided for users at www.greencartridgecolorado.com for product preview, ordering, invoicing, reporting, returns/credits, or any customer service issues.
  • All orders, phone calls, emails, mail, fax(es) will be handled by contract administrator listed above. P-Card accepted in addition to traditional payment methods.
  • Recycling of spent cartridges is cost-free using pre-paid labels requested from vendor website listed above, or request a collection box and arrange pick up of multiple cartridges.Contact vendor for further details.
  • Aggregated/consolidated ordering, ordering schedules (Fed-Ex Ground)

    Agreement Prices:
    Computer Toner Cartridges - (New Compatible)
    20552YYY12M
     
    New Compatible Computer Toner Cartridges Mandatory Price Agreement effective 7/1/2009