Check Printing Services
Final Bid: $2,428,947.40
 First Bid:$2,700,000.00
Reverse-Auction ID:   4373
Date Ended: November 04, 2009
Duration:   48 days   2 hr  
Start:   Thu Sep 17, 2009 at 11:45 am CT
End:     Wed Nov 4, 2009 at 2:08 pm CT
Category:   Printing

Qty: 5   Unit: Year


Change Log

10/2/2009 Requirements removed in the Scope of Work

10/8/2009 – Courier Fees content removed in the Scope of Work

10/9/2009 -  Postage Price Fluctuation added to Terms & Conditions

10/13/2009 - End Date extended

10/21/2009 - End Date extended


CSX is accepting bids on a 5-year term for Check Printing Services. The anticipated start date of the implementation process for this award is January, 2010.

The Buyer would like to establish a long-term relationship with one Supplier who is able to provide the products, quality and service-levels outlined in this bid document.

This is a company-wide program and will purchase through this award, which should provide assurance to the awarded bidder that the dollar value awarded is intended to be met.

Although price is an important element of this award, the quality and service-levels included in this document reveal that this is not a price-only decision.  Other factors to be considered include; service-levels, responsiveness, terms and conditions, and relationship.  It is the Buyers intention to contact several low bidders so they have an opportunity to discuss their capabilities, and any other benefits, before an award is made.


Any direct contact with the Buyer regarding this opportunity, prior to, during, or after the Online Bidding Event, until the Buyer contacts you, will cause you to be in violation of the bid process (see Sorcity Member Agreement) and be eligible for a penalty.


The quantities listed in the Line Item Worksheet for each product are expected to be minimum purchasing requirements during the next 5-years, based on the last 12-months of actual usage.  Currently suppliers should know the buyer does not intend to award a price higher than what they are currently paying, so please bid aggressively.



Suppliers who are able to provide and bid on all items listed, and meet all terms and conditions stated, are invited to bid in this Online Bid Event (Ebid). You may not bid otherwise.  Bids will only be accepted in this Ebid.  Bidding in any other manner will disqualify you for this opportunity.  We look forward to your participation and ask that you read ALL specifications before placing your bid.


  1. Please read and comply with the instructions in the Bid Notice email you were sent informing you of this opportunity.

  2. Sorcity is providing the bidder this Line Item Worksheet to list Per Unit pricing, which will automatically calculate the “Total” bid price. Only the “Total” from the Worksheet may be entered as your bid in the Event. Do not attempt to enter line item prices online or your bid will be inaccurate.

  3. Please be sure to save the Line Item Worksheet to your desktop first, then use it to work up your Bid.  This will allow you to promptly return this worksheet once the bidding ends.

  4. Substitutes, of equivalent or better quality and performance, will be allowed for those items highlighted in yellow on the Line Item Worksheet. If you bid a substitute, then you must enter the Description and Price in the respective "Substitute" columns, highlighted in yellow.

  5. Please note that this is not a commitment to buy all specified line items or quantities listed, but a good faith effort to meet or exceed the dollar amount awarded for goods in this general category.

  6. Your Dun & Bradstreet number should be entered in the Line Item Worksheet where noted. 

  7. The Buyer does not intend to change the requirements or process, but due to supplier optimizations over time, or changes within the Buyer's process, or other unknown factors, the supplier should factor in a couple of changes during the term, which may include several elements, without the change impacting price if the process and features needed are equivalent to the current process and features.  Where the process and features are not equivalent to what is currently being used, the price increases or decreases must be equivalent in discount to the discount provided in this bid and not market up.  

  8. For changes that are needed, market comparisons may be made by the Buyer to confirm price changes and discounts.  If the awarded supplier's price for changes is not in line with this market comparison, it can be grounds for award termination based on supplier performance.

  9. Once the bidding ends, ALL enders must send in their electronic Line Item Worksheet to within one (1) hour after the bidding ends.

Boiler Plate Contract: We have provided an advanced look at the standard CSX Boiler Plate Contract that is to be signed by the awarded Provider. We urge all Providers to review this in advance so that you are aware of the general terms and conditions of CSX before bidding.


Here are requirements specific to this purchase:


Click on the link to review the 10/2/09, 10/8/09 - Requirements Removed Scope of Work in its entirety


Check Printing



511,095 AP Checks
4,556,130 Payroll Checks
17,170 1099


 KEY DATES:   Anticipated for Award (U.S. Central Time) 





9/22 by

10:00 a.m.

I confirm I meet all terms and Will-Bid Event #4373

9/25 by

10:00 a.m.

All clarifying questions should be entered online

10/2 by

10:00 a.m.

Suppliers must be registered with Sorcity (no cost)

11/3 10/20 10/13 by

2:00 p.m.

Receive Access Code and place opening bid

11/4 10/21 10/14 by

2:00 p.m.

Final bids due for Event #4373 - Check Printing Services

11/4 10/21 10/14 by

3:00 p.m.

Supplier to send Line Item Worksheet to Sorcity

11/5 10/22 10/15 by

4:00 p.m.

Buyer will contact low bid Suppliers

11/12 10/29 by

4:00 p.m.

Samples due, if requested by the Buyer

12/3 11/12 by

4:00 p.m.

Buyer will award to best qualified Supplier



Sorcity is committed to following the Institute for Supply Management’s Ethics Guidelines for procurement and has therefore implemented the following bid guidelines to ensure all suppliers are treated fairly. Please comply with the following or you may be disqualified from bidding on this opportunity. 

  • All clarifying questions or exceptions should be entered above through the [Question] button. Answers will be posted, shortly thereafter, for all Suppliers to view. 

  • If you need to speak directly to a representative, please contact Sorcity at (972) 661-3265. Any direct contact with Buyer is strictly prohibited and may result in immediate disqualification to participate in this Ebid. 

  • By placing a bid in this Event, you represent that your firm agrees to all terms, stated in the Sorcity Member Agreement, and all content, terms, and conditions contained in this document, except for any exception Sorcity, or the Buyer, may grant in writing, or on the Question & Answer page linked above.

  • The Supplier understands that no assumptions are to be made, and that content, or clauses, not contained in this event do not apply, unless approved in writing by the Buyer and Sorcity. 

  • This bid must be honored for the duration of your discussions with the purchasing organization, per the terms stated in the Ebid. If you are unable to honor this bid at any time, you MUST cease discussions with the Buyer and notify Sorcity. Please read the Sorcity Member Agreement regarding not honoring your bid and any associated penalty fees. 

Online Bid Procedures:

The Seller must honor the Bid Price until October 2014.

Other criteria:

  1. You must bid on all items listed in this Event. 

  2. Buyer's standard terms and conditions apply

  3. Payment Terms: Net 30

  4. Regarding substitutes - Must be equal to or better than current spec's

  5. Samples may be required at the end of this Event for quality assurance

  6. Each party may terminate this Agreement if the other party breaches any material representation, warranty, term, condition, or obligation of this Agreement and fails to cure such breach within thirty (30) days after receipt of written notice of such breach.

  7. Each party may terminate this Agreement if the other party becomes the subject of a voluntary petition in bankruptcy or any voluntary proceeding relating to insolvency, receivership, liquidation, or composition for the benefit of creditors, or become the subject of an involuntary petition of an involuntary petition in bankruptcy or any involuntary proceeding relating to insolvency, receivership, liquidation, or composition for the benefit of creditors, if such petition or proceeding is not dismissed within sixty (60) days of filing.

  8. Based on the frequent price fluctuations on this commodity, the Buyer agrees to a price increase or decrease, based upon a mutually agreeable industry index, at each 12-month interval.  Buyer and supplier will use the cost published in Pulp and Paper Weekly. The Supplier agrees to provide Sorcity and the Buyer reports by email, 15-days prior to the end of each 12-month term, identifying any change in this index and explaining the impact on a change in price, if any. 

  9. Added 10/9/2009: Due to the potential for price change on Postage, pricing must be fixed unless the vender in which you are paying postage increases your pricing. Changes in price must be based on verifiable documentation, provided by the awarded Supplier to the Buyer and Sorcity, documenting how pricing should change.  Notice should be provided, 30-days prior to the price increase to take effect.  

  10. Requests for price changes shall be subject to written acceptance before becoming effective.  In the event new prices are not in conformance with the industry changes, this award may be cancelled based on Supplier performance.

  11. Failure to provide this report, when prices are increasing, will result in supplier honoring current price for the subsequent quarter.  If it is a price decrease that failed to be reported by the Seller, then a 1% price reduction, in addition to the price reduction that should have been provided at the beginning of that period, will be retroactively provided to the Buyer for that quarter's total quantity ordered.

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