Contract Details: # 908-A1

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Number 908-A1
Description Bookbinding, Rebinding, and Repair Services
Category TxSmartBuy
Type Term
Start Date 7/15/2020
End Date 5/31/2021
Purchase Category Code(Agencies Only) PCC A
Optional Renewal Terms June 1, 2021, through May 31, 2022
June 1, 2022, through May 31, 2023
June 1, 2023, through May 31, 2024
Purchase Orders Only purchase orders issued through Texas SmartBuy are eligible for contract pricing. The Contractor will not ship any products or provide related services until receipt of a Purchase Order generated by the Texas SmartBuy system.
NIGP Code(s) 908-20  
CPA Contract Management Questions regarding contract management issues, price changes, amendments or other post-award concerns should be directed to:

SPD Contract Management Office (SCMO)
Texas Comptroller of Public Accounts (CPA)
Phone: (512) 463-3034 option 3
Contract Specifics/Notes Customers must provide written notification with shipment of orders that contain any item(s) with an individual replacement cost of $300 or greater.
Warranty Details a. Warranty
The warranty will cover the completed product and all parts of the product, together with the cost of all labor, materials, and parts required to repair any faults or defects of design, material, or workmanship of the product. 

At a minimum, the warranty period will begin on the date the library materials are accepted by the Customer, and will continue in effect for a continuous period of (i) 4 years from that date, or (ii) the duration of the Contractor’s standard warranty, whichever is longer. If no time or specific protocol for acceptance is specified elsewhere in the Contract or the Customer purchase order, items are presumed accepted ten working days after receipt. The warranty will apply to any warranty service or repair requested by Customer during the warranty period by contacting the Contractor with such request, regardless of the amount of time required to complete the requested warranty service or repair. It is the intention of the parties to this contract that Contractor’s warranty obligations hereunder will survive the termination of this contract.

The Contractor will provide warranty service free of any charge, including all necessary repairs, and any shipping necessary to return the volumes or ship them to a repair site. The Contractor will repair any materials and parts that are defective in materials or workmanship. In the event that repairs are not possible, reference Section A.7.9.b.

b. Replacement
1) Contractor must guarantee replacement of improperly repaired or processed library materials due to defective materials or workmanship during the warranty period.
2) The replacements must be processed and received by the Customer within 28 days of written notification.
3) Contractor will provide replacement free of any charge, including any shipping necessary to return the product when necessary.
4) Contractor will either replace the product with new product or refund the full purchase price of the product, whichever the Customer prefers.
Adding New Products to the Contract Additional products or services of the same general category that are not already on the contract may be added by submitting an Open Market Requisition to the Statewide Contract Development section at .
Delivery Delays by Contractor If delay is foreseen, Contractor shall give written notice to the Customer and must keep Customer advised at all times of status of order.

Default in promised Delivery Days After Receipt of Order (ARO) without accepted reasons or failure to meet specifications authorizes the Customer to purchase goods and services of this contract elsewhere and charge any increased costs for the goods and services, including the cost of re-soliciting, to the Contractor.

Failure to pay a damage assessment is cause for contract cancellation and/or debarment or removal of the contractor, as applicable, from the State’s Centralized Master Bidders List (CMBL).
Compliant Products by Contractor Delivery does not occur until the Contractor delivers products, materials or services in full compliance with the specifications to Customer’s F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the Customer. Providing products, materials or services which do not meet all specification requirements does not constitute delivery.

Customer reserves the right to require new delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made.
Purchase Order Cancellation The Customer may request that a Contractor cancel a specific line item or an entire purchase order. There shall be no fees charged for cancellation of an item and/or order prior to shipment by the Contractor. A Purchase Order Change Notice should be processed and sent to Contractor.
Restocking Fee for Returned Products The Customer may request that a Contractor accept return of products already delivered. If the return is required through no fault of the Contractor, the Contractor may request a reasonable restocking charge. The Customer may pay a restocking charge if the CPA or Customer determines that the charge is justifiable. As a guideline, such charges shall not exceed 10% for contractors.
Substitutions During the Contract term, the Contractor shall not substitute a product or brand unless the Contractor has obtained prior written approval from the CPA Contract Manager in coordination with the Customer. The Contractor must have written confirmation from the CPA Contract Manager of the substitution before making delivery.
Contractor Performance The Statewide Procurement Division Contract Management Office (SCMO), a division of the Comptroller of Public Accounts (CPA), administers a vendor performance program for use by all customers per Texas Government Code (TGC), §2262.055, and 34 Texas Administrative Code (TAC), §20.108. The Vendor Performance relies on the customer's participation in gathering information on vendor performance. State agency customers shall report vendor performance on purchases of $25,000 or more from contracts administered by CPA, or any other purchase of $25,000 or more made through delegated authority granted by CPA (TAC 20.108), or purchases exempt from CPA procurement rules and procedures. State agencies are additionally encouraged to report vendor performance on purchases under $25,000.

Vendor Performance shall be reported through the CPA VENDOR PERFORMANCE TRACKING SYSTEM.

The purpose of the Vendor Performance Tracking System is to:
• Identify vendors that have exceptional performance
• Aid purchasers in making a best value determination based on vendor past performance
• Protect the state from vendors with unethical business practices
• Track vendor performance for delegated and exempt purchases

Contractor Information

VID: 12041014692

Contractor: HF Group, LLC

Contact Name: Sally Rhudy


Phone: (260) 982-2107

Address: 8844 Mayfield Road Chesterland, OH 44026