BURKE REQUEST FOR PROPOSAL TO PROVIDE OFFICE PAPER PRODUCTS TO VARIOUS BURKE BUILDING LOCATIONS

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1 BURKE REQUEST FOR PROPOSAL TO PROVIDE OFFICE PAPER PRODUCTS TO VARIOUS BURKE BUILDING LOCATIONS Burke is a Community Mental Health and Mental Retardation Center authorized under Chapter 534 of the Texas Health and Safety Code. Burke employs approximately 375 professionals and support personnel, serving citizens in Angelina, Houston, Jasper, Nacogdoches, Newton, Polk, Sabine, San Augustine, San Jacinto, Shelby, Trinity and Tyler Counties. Burke is requesting proposals from qualified and experienced suppliers to provide quality and affordable office paper products delivered to the following areas of office locations: Crockett Kirbyville Livingston Lufkin Nacogdoches San Augustine Trinity Woodville Contract Term. Burke anticipates a two-year contingency contract for the period September 1, 2015, through August 31, 2017, with one (1) additional 12-month extension option. This is subject to change based upon the information received in the Proposals. The contingency and extension options are: should the price significantly increase in the following years, the Center reserves the right to rebid. Burke reserves the right to make one total award, one award for each product type, multiple awards, or a combination of awards, and to exercise its judgement concerning the selection of one or more proposals, the terms of any resulting agreements and to determine which proposal(s), if any, best serve the interests of Burke. Eligible Proposers. Proposers must be licensed and / or certified to do business in Texas. SECTION I SCOPE OF SERVICES PROPOSAL A. Must provide an on-line ordering system capable of identifying Burke employees, ship-toaddresses, department names and locations. Each of Burke s offices will individually, at their discretion, order office paper products.

2 B. Must ensure that price quotes for all paper products are the maximum for a period of 365 days from the date the contract becomes effective. Pricing shall include all anticipated charges, including but not limited to, freight and delivery, cost materials and products, overhead, profits and other costs or expenses incidental to the vendor s performance. C. Proposer must submit required information as noted in Section II. SECTION II SUBMISSION AND INFORMATION REQUIREMENTS Instructions for Submission of Proposals Proposers must follow the submission requirements to facilitate objective review. Proposals must be received no later than 4 p.m., Wednesday, August 26, Proposals received after the due date will not be considered for review and will be returned. Proposals must be sent to Burke, Attention: Burke, Attn: Melanie Taylor, 2001 South Medford Drive, Lufkin, Texas 75901, or via at Proposals may not be faxed. One (1) copy of the proposal is required. Proposals will be time and date stamped upon receipt by Burke. Timetable Activity Date/Time Location RFP Issuance August, 6, (click on About Burke, then click on Bid Opportunities) or 2001 South Medford Drive Lufkin, Texas Proposals Due August 26, South Medford Drive Lufkin, Texas or Award Date August 31, 2015

3 SECTION III SUBMISSION REQUIREMENTS A. Each Proposer must submit a complete list of office paper products available, including brand name and final pricing. If delivery costs will vary by location, this information must be included by location. The Proposer must state if there are any current or pending legal actions against the company relative to providing the services anticipated in this RFP. If so, explain in detail. B. Please attach a detailed explanation of your company s ordering process. Also in this detail, explain your company s return policy and any costs associated with returns. C. Either separately, or in the information under B above, indicate the company s delivery process. Include information on delivery timeframes once an order is submitted. D. Attach any relevant information your company feels is necessary to provide as part of this RFP process. Burke reserves the right to hold subsequent face-to-face or telephone interviews for clarification and / or negotiation purposes. Interviews will not be solicited for the purpose of completing incomplete proposals. Questions regarding this proposal should be ed to No questions via telephone will be accepted. Burke does not guarantee a response to any questions after August 21, Questions should reference the section number from the RFP. False statements by any Proposer will disqualify the proposal. Burke reserves the right to reject any or all proposals and reopen, or terminate the RFP process in total. Any amendments to a proposal must be made by the Proposer in writing and must be received prior to the submission date for proposals. Following contract award, the contents of all proposals may be made available upon written request. Therefore, any information contained in your proposal that is deemed to be proprietary in nature must clearly be so designated in your proposal. Such information may still be subject to disclosure under the Public Information Act depending on opinions from the Attorney General's Office. Page 3 of 5

4 SECTION IV ASSURANCES DOCUMENT Proposer assures the following: A. That Proposer has the capacity and experience to provide the services as outlined in the RFP. B. That Proposer does not discriminate in its services or employment practices on the basis of race, color, religion, sex, national origin, disability, veteran status or age. C. All cost and pricing information is reflected in the RFP response documents or attachment(s). D. Proposer accepts the terms, conditions, criteria and requirement set forth in the RFP. E. Proposer accepts Burke s right to cancel the RFP at any time prior to contract award, even without award. F. Proposer accepts Burke s right to alter the timetables for procurement as set forth in the RFP. G. Unless otherwise required by law, the information in the proposal submitted by the Proposer has not been knowingly disclosed by the Proposer to any other Proposer prior to the notice of intent to award. H. Proposer accepts the terms and conditions of the Burke s Standards of Conduct as follows: 1. Prohibited Acts of Proposer a. Proposer and its officers and employees have not attempted to induce any business entity to submit or not to submit a response. b. Proposer and its officers and employees have arrived at its response independently and without consultation, communication or agreement for the purposes of restricting competition. c. Proposer and its officers and employees do not have a relationship with any person, at the time of submitting the response or during the contract term, that may interfere with fair competition. d. Proposer and its officers and employees have not participated in the development of specific criteria for award of the contract, nor participated in the selection of the response to be awarded the contract. Page 4 of 5

5 2. Conflict of Interest: If such conflict as described below exists, the proposer must agree to file an affidavit to Burke s official record keeper stating the nature and extent of the official s interest in the matter. a. A conflict of interest exists when an employee or officer, a partner of the employee or officer, or a person related within the second degree of consanguinity or affinity to the employee or officer, Burke has or intends to have: (1) employment with a Proposer; (2) paid consultation with a Proposer; (3) membership on a Proposer's Board of Trustees; (3) ownership of 10% or more of the voting stock of shares of a Proposer; (4) ownership of 10% or more or $5,000 or more of the fair market value of a Proposer; or (5) income from a Proposer in excess of 10% of the employee's, officer's or related person's gross income for the previous year. I. No claim will be made for payment to cover costs incurred in the preparation of the submission of the proposal or any other associated costs. J. Burke has the right to complete background checks and verify information. K. The individual signing this document and the contract is authorized to legally bind the Proposer. L. The Proposer is not currently held in abeyance or barred from the award of a Federal or State contract nor is Proposer delinquent in a tax owed to the State of Texas. M. The address submitted by the Proposer is to be used for all notices sent by Burke and is current and correct. Signature Authority for the Proposer Date Written Name of Above Signature Title of Organization Page 5 of 5

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