PA036-26 Purchase of File Folders on an Annual Contract

PA046-21 Page 1
July 21, 2026
INVITATION TO QUOTE
PA036-26
Gwinnett County is soliciting competitive quotes from qualified suppliers for the Purchase of File
Folders on an Annual Contract with four (4) renewal options for the Gwinnett County Clerk of Court
and Gwinnett County Probate Court.
Quotes should be typed or submitted in ink and returned to the attention of Blake Christopher,
Purchasing Associate II. Quotes should be received by 2:50 P.M., July 31, 2026 via email at
Blake.Christopher@GwinnettCounty.com or sent to the Gwinnett County Financial Services -
Purchasing Division - 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.
Questions regarding quotes should be directed to Blake Christopher via e-mail at
Blake.Christopher@GwinnettCounty.com or calling 770-822-8820 by 2:50 P.M., July 24, 2026. Quotes
are legal and binding upon the bidder when submitted.
Successful service provider will be required to meet insurance requirements. The Insurance Company
must be authorized to do business in Georgia by the Georgia Insurance Department and must have an
A.M. Best rating of A-10 or higher.
Gwinnett County does not discriminate on the basis of disability in the admission or access to its
programs or activities. Any requests for reasonable accommodations required by individuals to fully
participate in any open meeting, program or activity of Gwinnett County Government should be
directed to the ADA Coordinator at the Gwinnett County Justice and Administration Center, 770-822-
8165.
The written Quote documents supersede any verbal or written prior communications between the
parties.
Award will be made to the supplier submitting the lowest responsive and responsible quote. Gwinnett
County reserves the right to reject any or all quotes, to waive technicalities, and to make an award
deemed in its best interest. Quotes may be split or awarded in entirety. Gwinnett County reserves the
option to negotiate terms, conditions, and pricing with the lowest responsive, responsible bidder(s) at
its discretion.
We look forward to your quote and appreciate your interest in Gwinnett County.
Blake Christopher
Purchasing Associate II
The following pages should be returned with your quote: Quote Schedule, Pages 5-12
References, Page 14
Contractor Affidavit, Page 19

PA036-26 Page 2
REQUIREMENTS AND SPECIFICATIONS
GENERAL
I. DELIVERY
The carrier shall deliver the product to an area designated by the ordering department. The
awarded supplier and carrier shall coordinate delivery with the ordering department, and a
vendor representative from the awarded supplier must be on hand to assist the carrier and
verify that the shipment is correct.
1. Section A: Clerk of Court
i. The carrier shall assist in bringing the shipment to the designated area with
directions from the awarded supplier. The vendor representative from the
awarded supplier shall then verify that the shipment is correct.
ii. Each series to be shipped in order on pallets and shall remain on pallets once
delivered; no double stacking of pallets for shipping. Pallet jack required for
inside delivery to Clerk of Court room 1E100 or alternate location in building to
be determined at time of delivery.
2. Section B: Probate Court
i. The carrier must unload the order on a pallet, transfer the order to a hand truck
or dolly, and deliver the order to the Probate Court office. Orders for Probate
Court must be stacked in numerical order. The vendor representative from the
awarded supplier will then verify that the shipment is correct. The awarded
supplier will be responsible for providing a dolly or hand truck.
II. SAMPLES
1. Samples and specifications of the listed equivalent and product number may be utilized to
determine equivalency.
2. Samples must be furnished at the vendor's expense and at no cost to Gwinnett County.
3. If requested, samples should be provided within five business days.
4. Samples are to be tagged or labeled with vendor name, item #, and manufacturer
name/number.
5. Samples not used or destroyed in testing will be returned to the vendor at vendor's request
and expense.
6. Gwinnett County assumes no responsibility for items lost, damaged or destroyed when being
inspected or tested.
7. Samples of prior year folders and labels are available for viewing. Please contact Blake
Christopher at Blake.Christopher@GwinnettCounty.com or 770-822-8820 to inquire about
viewing these items.
III. AWARD
The successful supplier will be required to submit a color proof prior to final production at the
supplier's expense.
IV. ORDERS
1. The successful vendor shall obtain final approval from the respective department prior to
production of each order to confirm numbering, color, etc. is accurate.
2. The colors, lettering and number of files are subject to change for each renewal option.

PA036-26 Page 3
V. Color Code
1. Double Digit Color Code Determined by First Numeral.
2. The colors, lettering and number of files are subject to change from one year to another.
SECTION A: CLERK OF COURT
I. CLERK OF COURT COLOR CODE (SECTION A)
Year Bar "27" = Gray
* ALPHA "AA"= BLUE*
* ALPHA "AD" -BLUE
* ALPHA "B" = BROWN
* ALPHA "BB" BROWN*
* ALPHA "D" = YELLOW
* ALPHA "DD" = YELLOW*
* ALPHA "M" = PURPLE
* ALPHA "F" = GREEN
* ALPHA "FT" = PINK**
* ALPHA "SL" = BLACK**
* ZERO (0) = YELLOW
* ONE (1) = BLUE
* TWO (2) = PINK
* THREE (3) = PURPLE
* FOUR (4) = ORANGE
* FIVE (5) = BROWN
* SIX (6) = GREEN
* SEVEN (7) = GRAY
* EIGHT (8) = RED
* NINE (9) = BLACK
*ONE (1) LABEL SPACE **TWO (2) LABEL SPACES

PA036-26 Page 4
SECTION B: PROBATE COURT
I. PROBATE COURT COLOR CODE (SECTION B)
Year Bar "27" = NAVY BLUE
* E = PINK
* C = GREEN
* F = ORANGE
* G = PURPLE
* MH = RED
* T = BLUE
* ZERO (0) = YELLOW
* ONE (1) = ROYAL BLUE
* TWO (2) = RED
* THREE (3) = GREEN
* FOUR (4) = GRAY
* FIVE (5) = OLIVE GREEN
* SIX (6) = DARK GREEN
* SEVEN (7) = NAVY BLUE
* EIGHT (8) = ORANGE
* NINE (9) = BLACK

PA036-26 Page 5
FAILURE TO RETURN THIS PAGE AS PART OF YOUR QUOTE DOCUMENT MAY RESULT IN QUOTE BEING DEEMED NON-RESPONSIVE.
QUOTE SCHEDULE
APPROX.
ANNUAL
ITEM MFG. NAME & TOTAL
QTY 0BDESCRIPTION DELIVERY A.R.O. UNIT PRICE
# NO. PRICE
(Per
1,000)
SECTION A: CLERK OF COURT
File Folders Series AA
Custom File Folders: Pre-numbered (9 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: series 18aa having 15-point manila
stock & being Smead et2-200l folder or
comparable equivalent. Single applied color-
coded strip label beginning at top with year code.
1. .20 EA Alpha letter AA & four numerical color codes to $ $
match Clerk's existing color system (see
attached color codes) fourth color bar is two
digits. Reverse block numbers imprinted in color
bars situated on folder as in samples. All labels
to have mylar reinforced covering. Number must
be affixed so will not fall off and must be straight
up and down.
File Folders Series B
Custom File Folders: Pre-numbered (8 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: 15-point manila stock with double
thick back and side tab with back having 30-point
thickness: 45-point overall thickness. single
applied color-coded strip label beginning at the
top with year code. Alpha letter B & three
2. 8 EA numerical color codes to match Clerk's existing $ $
color system (see attached color codes) fifth
color bar is two digits. Make sure there is enough
room for 1 inch judge number at bottom to be
added by Clerk. Reverse block numbers imprinted
in color bars situated on folder as in samples. All
labels to have mylar reinforced covering. Number
must be affixed so will not fall off and must be
straight up and down.

PA036-26 Page 6
APPROX.
ANNUAL
ITEM MFG. NAME & TOTAL
QTY 0BDESCRIPTION DELIVERY A.R.O. UNIT PRICE
# NO. PRICE
(Per
1,000)
File Folders Series BB
Custom File Folders: Pre-numbered (9 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: series 18BB having 15 point manila
stock & being Smead ET2-200L folder or
comparable equivalent. single applied color-
coded strip label beginning at top with year code.
3. 4.5 EA Alpha letter BB & three numerical color codes to $ $
match Clerk's existing color system (see
attached color codes) fifth color bar is two digits.
Reverse block numbers imprinted in color bars
situated on folder as in samples. All labels to
have mylar reinforced covering. Number must be
affixed so will not fall off and must be straight up
and down.
File Folder Series D
Custom File Folders: Pre-numbered (8 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: 15-point manila stock & being
Smead ET2-200L folder or comparable
equivalent. Single applied color-coded strip label
beginning at the top with year code. Alpha letter
D & three numerical color codes to match Clerk's
4. 10 EA $ $
existing color system (see attached color codes)
fifth color bar is two digits. Make sure there is
enough room for 1 inch judge number at bottom
to be added by Clerk. Reverse block numbers
imprinted in color bars situated on folder as in
samples. All labels to have mylar reinforced
covering. Number must be affixed so will not fall
off and must be straight up and down.
File Folders Series DD
Custom File Folders: Pre-numbered (9 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: 15-point manila stock & being
Smead ET2-200L folder or comparable
5. 3.5 EA $ $
equivalent. Single applied color-coded strip label
beginning at the top with year code. Alpha letter
DD & three numerical color codes to match
Clerk's existing color system (see attached color
codes) fifth color bar is two digits. Make sure

PA036-26 Page 7
APPROX.
ANNUAL
ITEM MFG. NAME & TOTAL
QTY 0BDESCRIPTION DELIVERY A.R.O. UNIT PRICE
# NO. PRICE
(Per
1,000)
there is enough room for 1 inch judge number at
bottom to be added by Clerk. Reverse block
numbers imprinted in color bars situated on
folder as in samples. All labels to have mylar
reinforced covering. Number must be affixed so
will not fall off and must be straight up and down.
File Folders Series F
Custom File Folders: Pre-numbered (8 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: 15-point manila stock & being
Smead ET2-200L folder or comparable
equivalent. Single applied color-coded strip label
beginning at the top with year code. Alpha letter F
& three numerical color codes to match Clerk's
6. 3 EA $ $
existing color system (see attached color codes)
fifth color bar is two digits. Make sure there is
enough room for 1 inch judge number at bottom
to be added by Clerk. Reverse block numbers
imprinted in color bars situated on folder as in
samples. All labels to have mylar reinforced
covering. Number must be affixed so will not fall
off and must be straight up and down.
File Folders Series FT
Custom File Folders: Pre-numbered (9 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: 15-point manila stock & being
Smead ET2-200L folder or comparable
equivalent. Single applied color-coded strip label
beginning at the top with year code. Alpha letter
FT & three numerical color codes to match
7. .75 EA $ $
Clerk's existing color system (see attached color
codes) fifth color bar is two digits. Make sure
there is enough room for 1 inch judge number at
bottom to be added by Clerk. Reverse block
numbers imprinted in color bars situated on
folder as in samples. All labels to have mylar
reinforced covering. Number must be affixed so
will not fall off and must be straight up and down.
File Folders Series IW
8. .5 EA Custom File Folders: Pre-numbered (9 digit #s) $ $
letter size manila folder side tab. Overall size #9

PA036-26 Page 8
APPROX.
ANNUAL
ITEM MFG. NAME & TOTAL
QTY 0BDESCRIPTION DELIVERY A.R.O. UNIT PRICE
# NO. PRICE
(Per
1,000)
12 x 12 1/4 #: 15-point manila stock & being
Smead ET2-200L folder or comparable
equivalent. Single applied color-coded strip label
beginning at the top with year code. Alpha letter
IW & three numerical color codes to match
Clerk's existing color system (see attached color
codes) fifth color bar is two digits. Make sure
there is enough room for 1 inch judge number at
bottom to be added by Clerk. Reverse block
numbers imprinted in color bars situated on
folder as in samples. All labels to have mylar
reinforced covering. Number must be affixed so
will not fall off and must be straight up and down.
File Folders Series M
Custom File Folders: Pre-numbered (8 digit #s)
letter size manila folder side tab. Overall size #9
12 x 12 1/4 #: 15-point manila stock & being
Smead ET2-200L folder or comparable
equivalent. Single applied color-coded strip label
beginning at the top with year code. Alpha letter
M & three numerical color codes to match Clerk's
9. 69 EA $ $
existing color system (see attached color codes)
fifth color bar is two digits. Make sure there is
enough room for 1 inch judge number at bottom
to be added by Clerk. Reverse block numbers
imprinted in color bars situated on folder as in
samples. All labels to have mylar reinforced
covering. Number must be affixed so will not fall
off and must be straight up and down.
File Folders Series SL
Custom File Folders: Pre-numbered (9 digit #s)
letter size manila file folders, side tab. Overall
size #9 12 x 12 1/4 #. Series 18SL having 15-point
manila stock & being Smead ET2-200L folder or
comparable equivalent. Single applied color-
10. .25 EA $ $
coded strip label beginning at top with year code.
Alpha letters SL and three numerical color codes
to match Clerk's existing code system (see
attached color codes) fifth color bar is two (2)
digits. Reverse block numbers imprinted in color
bars situated on folder as in samples. All labels

PA036-26 Page 9
APPROX.
ANNUAL
ITEM MFG. NAME & TOTAL
QTY 0BDESCRIPTION DELIVERY A.R.O. UNIT PRICE
# NO. PRICE
(Per
1,000)
to have mylar reinforced covering. Number must
be affixed so will not fall off and must be straight
up and down.
File Folders Series For Adoptions AD
Custom File Folders: pre-numbered (7 digit #s)
letter size manila folder w/ side tab. Overall size
9 12 x 12 14 inch. 15 point manila stock and being
Smead ET2-200L folder or equivalent. Single
applied color coded strip label beginning at the
11. .20 EA top with year code and five numerical color codes $ $
to match existing color system. Reverse block
numbers imprinted in color bars situated on
folder as in samples. All labels have mylar
reinforced covering. Number must be affixed so
it will not fall off and must be straight up and
down.
SECTION A TOTAL $
SECTION B: PROBATE COURT
"E" File Folders
To be numbered (11 character numbering). Letter
size, overall 9 12 x 12 14. Side tab, front to be 15-
point manila stock with double thick back having
30-point thickness, 45-point overall thickness.
Single applied color-coded strip label beginning
at top with year code. Reverse block numbers
imprinted on color bars situated on folders. All
1. 2.4 EA $ $
labels to have mylar-reinforced covering. Mylar
should cover the entire label. Factory installed
fastener on both sides, tab side of folder will have
2" flap with fastener. Folder must be undercut on
right vertical edge. Additional fastener on left
side of folder without flap is required. Six (6)
consecutive numerical codes. Fifth color is two
digit, to match existing color-coded labels in use.

PA036-26 Page 10
APPROX.
ANNUAL
ITEM MFG. NAME & TOTAL
QTY 0BDESCRIPTION DELIVERY A.R.O. UNIT PRICE
# NO. PRICE
(Per
1,000)
"C" File Folders
To be numbered (11 character numbering). Letter
size, overall 9 12 x 12 14. Side tab, front to be 15-
point manila stock with double thick back having
30-point thickness, 45-point overall thickness.
Single applied color-coded strip label beginning
at top with year code. Reverse block numbers
imprinted on color bars situated on folders. All
2. .625 EA $ $
labels to have mylar-reinforced covering. Mylar
should cover the entire label. Factory installed
fastener on both sides, tab side of folder will have
2" flap with fastener. Folder must be undercut on
right vertical edge. Additional fastener on left
side of folder without flap is required. Six (6)
consecutive numerical codes. Fifth color is two
digit, to match existing color-coded labels in use.
"MH" File Folders
To be numbered (10 character numbering).
Letter size, overall 9 12 x 12 14. Side tab, front to
be 15-point manila stock with single back, 30-
point overall thickness. Single applied color-
coded strip label beginning at top with year code.
Reverse block numbers imprinted on color bars
situated on folders. All labels to have mylar-
3. .225 EA $ $
reinforced covering. Mylar should cover the entire
label. Factory installed fastener on both sides,
tab side of folder will have 2" flap with fastener.
Folder must be undercut on right vertical edge.
Additional fastener on left side of folder without
flap is required. Four (4) consecutive numerical
codes. Third color is two digit, to match existing
color-coded labels in use.
"G" File Folders
To be numbered (10 character numbering). Letter
size, overall 9 12 x 12 14. Side tab, front to be 15-
point manila stock with single back, 30-point
4. .05 EA overall thickness. Single applied color-coded strip $ $
label beginning at top with year code (23).
Reverse block numbers imprinted on color bars
situated on folders. All labels to have mylar-
reinforced covering. Mylar should cover the entire