Imprinted Env, Business Cards & Gold Foil State Seal Stationery

RELEASE DATE: M arch 4, 2026
STATE PROCUREMENT OFFICE
INVITATION FOR BIDS NO. 26003
IMPRINTED ENVELOPES,
BUSINESS CARDS, AND GOLD FOIL
STATE SEAL STATIONERY
WILL BE RECEIVED UP TO 2:00 P.M. HST
ON APRIL 23, 2026
OR AS RECEIVED THROUGH ADDENDA IF APPLICABLE, THROUGH THE STATE OF
HAWAII ELECTRONIC PROCUREMENT SYSTEM (HIePRO). DIRECT QUESTIONS
RELATING TO THIS SOLICITATION, QUESTIONS OR ISSUES RELATING TO THE
ACCESSIBILITY AND REQUESTS FOR ACCOMMODATIONS FOR PERSONS WITH
DISABILITIES IN CONNECTION TO THIS IFB TO KELLI NEKOMOTO AT (808) 586-0567
OR E-MAIL AT kelli.r.l.nekomoto@hawaii.gov.
Dayna Omiya
Procurement Officer

TABLE OF CONTENTS
1. Bidder Checklist ................................................................................................................. 5
2. Scope of Work .................................................................................................................... 5
3. Definitions .......................................................................................................................... 5
4. Contract Administrator ........................................................................................................ 7
5. Term of Contract ................................................................................................................ 7
6. Bidder Qualification and Responsibility ............................................................................... 8
7. Estimated Schedule and Significant Dates ......................................................................... 8
8. Pre-Bid Conference ............................................................................................................ 8
9. Format Instructions for Submitting a Bid on HIePRO .......................................................... 9
10. Bidder's Authority to Submit Bid ..................................................................................... 9
11. Required Review ............................................................................................................ 9
12. Certification of Independent Cost Determination ............................................................10
13. Tax Liability ...................................................................................................................10
14. Order of Precedence .....................................................................................................10
15. Past Annual Usage ........................................................................................................11
16. Estimated Usage for Gold Foil State Seal Items ............................................................11
17. Bid Preparation ..............................................................................................................11
18. Group A: Specifications for Imprinted Envelopes, Gummed ..........................................14
19. Group B: Specifications for Imprinted Envelopes, Peel and Seal ...................................16
20. Group C: Specifications for Business Cards ..................................................................18
21. Group D: Specifications for Business Cards with Gold Foil State Seal...........................19
22. Group E: Specifications for Letterheads with Gold Foil State Seal .................................20
23. Group F: Specifications for Certificates and Notecards with Gold Foil State Seal ..........21
24. Group G: Specifications for 11" x 15" Paper with Gold Foil State Seal ...........................23
25. Group H: Specifications for Blue Linen Certificate Folder with Gold Foil State Seal .......24
26. Group I: Specifications for Large Blue Folder with Gold Foil State Seal .........................25
27. Price Adjustment ...........................................................................................................27
28. Purchasing Agency Samples .........................................................................................28
29. Bidder's Samples ..........................................................................................................28
30. Bidder Preparation Costs...............................................................................................29
31. Responsibility of Bidder .................................................................................................29
32. Quality of Product ..........................................................................................................31
33. Applicable License and Certification ..............................................................................32
34. Electronic Submission of Bid .........................................................................................32
35. Modification Prior to Submittal Deadline ........................................................................32
IMPRINTED ENVELOPES, 2 IFB No. 26003
BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

36. Method of Award ...........................................................................................................32
37. Preference: Printing, Binding, and Stationary Work .......................................................33
38. Receipt, Opening and Recording of Bids .......................................................................33
39. Mistakes in Bid ..............................................................................................................34
40. Protest Procedures ........................................................................................................35
41. Approvals ......................................................................................................................36
42. Payment to Hawaii Information Consortium, LLC (HIC) dba Tyler Hawaii ......................36
43. Notice to Proceed ..........................................................................................................36
44. Contract Execution ........................................................................................................36
45. Contract Invalidation ......................................................................................................37
46. Quarterly Sales Report and Vendor Collected Administrative Fee (VCAF) ....................37
47. Insurance ......................................................................................................................40
48. State's Commitment ......................................................................................................41
49. Ordering by Purchasing Agencies .................................................................................42
50. Digital Proofs .................................................................................................................42
51. Same-Island Delivery from Contractor's Local Warehouse ............................................42
52. Inter-Island Delivery from Contractor's Local Warehouse ..............................................43
53. Invoicing and Payment ..................................................................................................44
54. Use of Price List Contract by Nonprofit Organizations ...................................................44
55. Subcontractor(s) ............................................................................................................44
56. Failure to Deliver and Product Substitution ....................................................................45
57. Liquidated Damages ......................................................................................................45
58. Vendor and Product Evaluation .....................................................................................46
IMPRINTED ENVELOPES, 3 IFB No. 26003
BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

Exhibits:
Exhibit A, AG-008 103D General Conditions
Exhibit B, General Provisions
Exhibit C, Past Annual Usage
Exhibit D, Agency Samples
Attachments:
OF1 (Offer Form 1)
OF2 (Past Performance)
OF3 (SPO 008 Certificate of Recycled Content)
OF4 (Imprinted Envelopes, Gummed)
OF5 (Imprinted Envelopes, Peel and Seal)
OF6 (Business Cards)
OF7 (Business Cards with Gold Foil State Seal)
OF8 (Letterheads with Gold Foil State Seal)
OF9 (Certificates and Notecards with Gold Foil State Seal)
OF10 (11x15 Paper with Gold Foil State Seal)
OF11 (Blue Linen Certificate Folder with Gold Foil State Seal)
OF12 (Large Blue Folder with Gold Foil State Seal)
IMPRINTED ENVELOPES, 4 IFB No. 26003
BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

1. Bidder Checklist
The following documents are required to be submitted for any responsible, responsive
Bidder to be considered for an award.
IFB Section 17, Bid Preparation includes additional details.
No. Description
OF1 Offer Form 1
OF2 Past Performance
OF3 SPO 008 Certificate of Recycled Content and sufficient
information to support SPO-008 (Manufacturer's
specifications or manufacturer's certification)
OF4 to OF12 Group(s) being bid on
2. Scope of Work
The State Procurement Office (SPO) is seeking Contractor(s) to provide printing and
delivering for Imprinted Envelopes, Business Cards, and various Gold Foil State Seal
stationery for Agencies statewide. Gold Foil State Seal stationery includes Business
Cards, Letterheads, Certificates, Notecards, 11" X 15" Paper, Blue Linen Certificate
Folders, and Large Blue Folders. This shall be in accordance with the information herein
and the State Procurement Office (SPO) General Provisions (Rev. 11/2023), or as
amended, and the AG-008 103D General Conditions (Rev. 1/10/2023).
Services to be provided shall include:
a. Printing shall be complete, consistent, and of high quality according to Purchasing
Agency specifications.
b. Digital Proofs shall be required for all items covered under this contract. Contractor
shall submit Digital Proof(s) to each Purchasing Agency for written approval prior
to production.
c. Contractor shall keep the Purchasing Agency advised, at all times, of the status of
the order, including any delays in printing, delivery, or other related issues.
A SPO Price List Contract Number will be issued as a result of any award made for this
Invitation for Bids (IFB). This is a non-mandatory contract, and participating Agencies shall
place orders on an "as needed" basis during the term of the contract.
3. Definitions
a. "Bidder" means any individual, partnership, firm, corporation, joint venture, or other
legal entity submitting, directly or through a duly authorized representative or
agent, a bid for the good or service contemplated.
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BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

b. "Business day" means a government agency business day, Monday through
Friday, excluding observed State holidays.
c. "Contractor" also Vendor, means any individual, partnership, firm, corporation, joint
venture, or other legal entity undertaking the execution of the work under the terms
of the contract with the State, and acting directly or through its agents or
employees.
d. "CPO" means Chief Procurement Officer.
e. "Diagonal seam" means a seam running diagonally across the back or insertable
side of an open side envelope to the top of the throat.
f. "Digital Proof" means an electronic preliminary version of a printed piece.
g. "DPI" means Dots Per Inch, the number of dots in a printed inch.
h. "GET" means General Excise Tax.
i. "Gum/Gumming" means a strip of water-soluble glue, or gum, on its flap.
j. "HAR" means Hawaii Administrative Rules.
k. "HCE" means Hawaii Compliance Express.
l. "HIePRO" means Hawaii Electronic Procurement System.
m. "HRS" means Hawaii Revised Statues.
n. "IFB" means Invitation for Bids, all documents, whether attached or incorporated
by reference, utilized for soliciting bids.
o. "Imprinted Envelope" means an envelope with a printed or embossed indicium
indicating the prepayment of postage.
p. "Jurisdiction" means purchasing jurisdictions are the government entities headed by
a Chief Procurement Officer (CPO) pursuant to HRS 103D-203.
q. "May" means something that is not mandatory, but permissible.
r. "Metallic Gold Foil" also is known as foiling printing means a process that uses
heat, pressure, metal dies and foil film, resulting in a reflective gold finish.
s. "Nesting" means packing of envelopes where they are nesting together with flaps
extended.
t. "Four-color process (4CP)" means an industry-standard printing method also
known as CMYK (Cyan, Magenta, Yellow, and Key/Black). Additional colors are
created by layering varying percentages of these four base-colors.
u. "Peel and Seal" means an envelope with a pressure-sensitive adhesive applied to
the sealing flap that is activated by direct contact with the corresponding adhesive
surface, requiring no moisture, glue, tape or additional fastening materials to seal.
v. "Post-consumer recovered material" means any product used by a consumer,
including a business that purchases the material, that has served its intended end-
use, and that has been separated or diverted from the solid waste stream for the
purpose of use, reuse, or recycling.
w. "Procurement Officer" means any person with delegated authority to enter into and
administer contracts and make written determination with respect thereto. The
term includes an authorized representative acting withing the limits of authority.
The delegated authority is received from the Chief Procurement Officer directly or
through the Head of a Purchasing Agency or designee to the Procurement Officer.
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BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

x. "Purchasing Agency" means any governmental body which is authorized by this
chapter or its implementing rules and procedures, or by way of delegation, to enter
into contracts for the procurement of goods or services.
y. "Recovered material" is a material that has been separated, diverted, or removed
from the solid waste stream after a manufacturing process for the purpose of use,
reuse, or recycling. This term does not include those materials that are generated
and normally reused on-site for manufacturing processes (such as mill broke, in
the case of paper products).
z. "Security lined" is a pattern printed on the inside of an envelope so that when it is
held up to the light, the contents of the envelope cannot be seen.
aa. "Shall/Must" means a mandatory requirement. Failure to meet a mandatory
requirement will result in rejection of the bid as being non-responsive.
bb. "Solid waste stream" means discarded material moving from the point of discard
to ultimate disposition.
cc. "SPO" means State Procurement Office.
dd. "State" means Judiciary, the Legislature, Office of Hawaiian Affairs, Department of
Education, University of Hawaii, Hawaii Health Systems Corporation, remaining
departments of the executive branch and all governmental bodies administratively
attached to them, and the Counties.
ee. "Throat" means the space between a top of an envelope's back flap and its seal
flap crease line.
ff. "Typesetting" means the process of arranging text and images for printing.
gg. "USPS" means the United States Postal Service.
hh. "Window covering material" means a plastic (typically film or Bi-Oriented
Polystyrene film (BOP)) window to all the recipient's address to be printed on the
paper contained within.
ii. "Wove paper" is a type of paper made with a revolving roller covered with wires so
woven as to produce no fine lines running across the grin.
4. Contract Administrator
For the purposes of this contract, Kelli Nekomoto, Purchasing Specialist, (808) 586-0567,
kelli.r.l.nekomoto@hawaii.gov, is designated the Contract Administrator, or as updated in
the SPO Price List.
5. Term of Contract
The initial term of the contract shall be for twenty-four (24) months starting on the date
specified on the Notice to Proceed. Unless terminated, the contract may be extended
without re-bidding, upon mutual agreement in writing between the State and the
Contractor, prior to the expiration date for not more than three (3) twelve-month (12)
periods, or parts thereof. Provided, the contract price for the extended period shall remain
the same or lower than the initial contract price, subject to any price increases allowed by
the contract.
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BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

The State or Contractor may terminate any extended contract period at any time upon
ninety (90) days prior written notice.
6. Bidder Qualification and Responsibility
Location of Wholesale or Retail Business. Bidder shall maintain an island-based inventory
operation or retail business at the time of bidding and during the contract period with
inventory operations for supplying the items awarded. Award(s) shall not be made to any
Bidder not meeting this qualification requirement. Island-based inventory operation or
retail business location, contact person, phone and facsimile numbers shall be provided
on the OF1.
7. Estimated Schedule and Significant Dates
Contract Released M arch 4, 2026
Exhibit D (Agency Samples) available Contract Released Date through Bid Due Date
for Bidders to view at the SPO
Pre-Bid Conference March 12, 2026; 10:00 am HST
Question Submittal Deadline March 25, 2026; 2:00 pm HST
All questions must be submitted through HIePRO
by this date.
Answers to Questions April 6, 2026; 2:00 pm HST
Bid Due Date April 23, 2026; 2:00 pm HST
Submit bids electronically via HIePRO.
Start Date / Notice to Proceed Date August 1, 2026
8. Pre-Bid Conference
An optional pre-bid conference will be held on March 12, 2026; 10:00 AM HST on Microsoft
Teams. The link to attend is: SPO IFB No. 26003 Imprinted Envelopes, Business Cards,
and Gold Foil State Seal Stationery - Pre-Bid Conference | Meeting-Join | Microsoft
Teams. Register for this online event via the Teams link. A summary of the pre-bid
conference will be provided via an addendum posted in HIePRO.
Meeting ID: 244 625 640 711 86
Passcode: Xd68vS9k
IMPRINTED ENVELOPES, 8 IFB No. 26003
BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

9. Format Instructions for Submitting a Bid on HIePRO
The State has established the HIePRO [pronounced 'HI-PRO'] to electronically solicit and
receive bids for procurements. Bidders interested in responding to this electronic contract
must be registered on the HIePRO in order to participate in this procurement. Registration
information is available at the State Procurement Office (SPO) website:
http://spo.hawaii.gov, click on HIePRO (eProcurement System), then click on the link to
sign up and create an account.
a. Bids shall be submitted as attachments on HIePRO.
b. Proprietary/Confidential Information, if any, shall be contained in a separate file
that is clearly identified as "proprietary/confidential" information.
c. When submitting a bid in HIePRO, under Offer Information, use the "TOTAL SUM
BID PRICE" from the applicable Offer Form for the "Unit Price in US Dollars" for
each Group being bid on.
d. If bidding on multiple Groups, only one submission of the OF1, OF2, and OF3 is
required. Submit these documents as attachments to any one of the Groups being
bid on.
Visit https://hiepro.ehawaii.gov/videos.html to watch Help Videos for Vendors on User
Roles Overview, Vendor Registration, Responding to a Solicitation, and Adding
Commodity Codes.
10. Bidder's Authority to Submit Bid
The State will not participate in determinations regarding a Bidder's authority to sell a
product or service. If there is a question or doubt regarding a Bidder 's right or ability to
obtain and sell a product or service, the Bidder shall resolve that question prior to
submitting a Bid. If a Bidder offers a product that meets the specifications, is acceptable,
and the price submitted is the lowest price offered, the contract will be awarded to that
Bidder.
11. Required Review
a. Before submitting a bid, each Bidder must thoroughly and carefully examine this
contract, attachment(s), addendum(s), and other relevant documents, to ensure
the Bidder understands the requirements of the contract. The Bidder must also
become familiar with State, local, and federal laws, statutes, ordinances, rules, and
regulations that may, in any manner, affect cost, progress, or performance of the
required work.
b. Should the Bidder find defects and questionable or objectionable items in the
contract, the Bidder shall notify the SPO as soon as possible. This will allow the
issuance of any necessary corrections and/or amendments to the contract by
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BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY

addenda, and mitigate reliance of a defective contract upon which award could not
be made.
12. Certification of Independent Cost Determination
The Bidder shall comply with Chapter 480, HRS, Monopolies; Restraint of Trade.
By submission of a bid in response to this contract, Bidder certifies as follows:
a. The costs quoted have been arrived at independently, without consultation,
communication, or agreement with any other Bidder, as to any matter relating to
such costs for the purpose of restricting competition.
b. Unless otherwise required by law, the cost which has been quoted in response to
this contract has not been knowingly disclosed by the Bidder prior to award, directly
or indirectly, to any other Bidder or competitor prior to the award of the contract.
c. No other attempt has been made or will be made by the Bidder to indicate any
other person or firm to submit or not to submit for the purpose of restricting
competition.
d. Failure to comply with an independent cost determination may lead to corporation
and individual fines and jail sentences.
13. Tax Liability
a. Work to be performed under this contract is a business activity taxable under HRS
Chapter 237, and if applicable, taxable under HRS Chapter 238. Bidders are advised
that they are liable for the Hawaii GET and County Surcharge at the current 4.5%
for Oahu, Maui, Hawaii, and Kauai. If, however, a Bidder is a person exempt by the
HRS from paying the GET or County Surcharge and therefore not liable for the taxes
on this contract, the Bidder shall state its tax-exempt status and cite the HRS
chapter or section allowing the exemption.
b. Federal I.D. Number and Hawaii General Excise Tax License I.D. Bidder shall
submit its current Federal I.D. No. and Hawaii General Excise Tax License I.D.
number in the space provided on Offer Form, OF1, thereby attesting that the Bidder
is doing business in the State and that the Bidder will pay such taxes on all sales
made to the State.
14. Order of Precedence
The terms and conditions stated in this contract, including Exhibits A to D shall supersede
any other terms and conditions proposed by a Contractor.
IMPRINTED ENVELOPES, 10 IFB No. 26003
BUSINESS CARDS, AND GOLD
FOIL STATE SEAL STATIONERY