COMPTROLLER'S SEAL STATE OF CONNECTICUT
STATE OF CONNECTICUT
NANCY WYMAN
COMPTROLLER
OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MARK OJAKIAN
DEPUTY COMPTROLLER

MEMORANDUM NO. 96-34

July 8, 1996

TO THE HEADS OF ALL STATE AGENCIES

Attention:Chief Administrative and Fiscal Officers, Business
Managers
Subject:Transition of Forms Management Contract from Moore
Business Systems to the Vanguard Group
  1. PURPOSE

    The purpose of this memo is to advise all State Agencies of the awarding of the Total Forms Management System contract to the Vanguard Group.

    The duration of the new contract with Vanguard (contract award #956-A-14-647-C), which replaces the current one with Moore Business Systems, is from August 1, 1996 through December 31, 2001.

  2. GUIDELINES AND PROCEDURES

    The Office of the State Comptroller is requesting that agencies do not order any forms from July 18, 1996 through July 31, 1996 from Moore or Vanguard. These two weeks represent the transition period from Moore to Vanguard.

    On August 1 agencies can place an order for forms by fax or mail to:

    The Vanguard Group
    90 West Street, Suite 1801
    New York, New York 10006

    or Fax No. (212) 587-0835

    Attached to this memorandum is the new account information sheet, new forms price list, new account and ordering procedures and a sample requisition form.

    Please have the appropriate designated agency personnel complete the new account information sheet and return it to Vanguard.

    Please note that as of August 1, 1996 the B-107 (Allotment or Appropriation Adjustment Request Form) will be available for purchase under the new contract, and will no longer be available through the Office of Policy and Management.

  3. QUESTIONS

    Questions regarding this memorandum may be directed to the Policy Evaluation & Review Division at (860) 566-5337 (after 8/2/96 860-702-3440).

    Nancy Wyman
    State Comptroller

    THE VANGUARD GROUP
    OF PRINTING COMPANIES

    NEW ACCOUNT INFO SHEET

    CUSTOMER: __________________SALESPERSON: __________________
    BILL TO ADDRESS: ___________ CUSTOMER NO: __________________
    ____________________________ A/P CONTACT: __________________
    ____________________________ TAX ID#: ______________________
    ____________________________ TAXABLE SALE: __ YES __ NO
    A/P TELEPHONE: _____________ FORMS MANAGEMENT: __ YES __ NO
    A/P FAX: ___________________ IF YES, FISCAL YEAR END
    PURCHASING CONTACT: ____________ TEL #: _______ FAX #: _______
    RECEIVING CONTACT: _____________ TEL #: _______ FAX #: _______
    OTHER CONTACTS: ________________ TEL #: _______ FAX #: _______
    1. SHIP TO ADDRESS:
    (If different from Bill To)
    _________________________________________________________ _________________________________________________________  _________________________________________________________ __________________________________________________________ __________________________________________________________ 
    OTHER TAX CODE
    2. SHIP TO ADDRESS:
    _________________________________________________________ _________________________________________________________  _________________________________________________________ __________________________________________________________ __________________________________________________________ 
    OTHER TAX CODE
    3. SHIP TO ADDRESS:
    _________________________________________________________ _________________________________________________________  _________________________________________________________ __________________________________________________________ __________________________________________________________ 
    OTHER TAX CODE

    ______________________________________________________________________________ ACCOUNTING USE ONLY:

    ___ CREDIT APPLICATION MAILED 

    ___________________________________________________
    date/initials

     ___ CREDIT APPROVED

     ___ CREDIT DENIED
    SPECIAL INSTRUCTIONS FOR SALES/BILLING: ___________________________________________

    ___________________________________________________________________________________ ___________________________________________________________________________________

    THE VANGUARD GROUP
    OF PRINTING COMPANIES

    NEW ACCOUNT INFO SHEET ADDITIONAL SHIP TO

    CUSTOMER: __________________CUSTOMER NO: __________________
    4. SHIP TO ADDRESS: _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ 
    OTHER TAX CODE 
    5. SHIP TO ADDRESS: _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________
    OTHER TAX CODE
    6. SHIP TO ADDRESS: _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________
    OTHER TAX CODE
    7. SHIP TO ADDRESS:

      _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ 
    OTHER TAX CODE 

    8. SHIP TO ADDRESS:

      _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ 
    OTHER TAX CODE 

    THE VANGUARD GROUP
    OF PRINTING COMPANIES

    State of Connecticut: Total Forms Management List of Procedures

    1. New Account Information Sheet
      This must be completed by each ordering agency and faxed or mailed to Vanguard on or before August 1, 1996. Joe Corbo or Sue Pabst can be reached at 800-369-0570, should you have any questions.

    2. Agency Purchase Orders
      1. Blanket purchase orders may be used for this contract. Blanket orders should be created to cover expenditures for a period of time (i.e., 6 months or 1 year). Blanket orders must be issued to Vanguard prior to the shipment/requisition of any printed products.

      2. As an alternative to blanket orders, individual purchase orders may be used at the agency's option. This type of order would be prepared each time a requisition is sent.

    3. Requisition: A menu of printed products by Vanguard used for making releases.
      1. If a blanket order is issued, a requisition is the only requirement for a release. Blanket purchase order number must be referred to.

      2. If individual purchase orders are issued, requisitions are not required but may be used at agency's option.

      3. Requisitions and purchase orders must be faxed to one of the numbers listed on the requisition.

      4. Note unit of packaging for each item (i.e., M=1000, Pk=Package, Bk=Book, Pd=Pad, Ct=Carton, etc.). Quantities requested must be made in those units of issue.

      5. Delivery will be made approximately two days after receipt of requisition.

      6. Rush deliveries (i.e., overnight or same day) must be made via telephone, the cost of freight or messenger will be billed to your agency.

      7. Requisitions must be properly completed and signed by an authorized agency representative.

    4. Billing
      1. When blanket orders are used: Vanguard will invoice the agency one time per month at the end of each month. This summary billing will be supported by detailed packing slips. Cut-Off: Invoice will include only completed shipments occurring before the end of the month.

      2. If individual orders are used: Vanguard will invoice agency on an order-by-order basis with supporting packing slips.

      3. Discount terms: Vanguard will offer a prompt payment discount of 2%, 15 days. Normal payment terms are net forty-five (45) days.

    5. Other
      1. A point person must be designated at each agency to perform the following:

        1. Act as Vanguard's Agency contact
        2. Control flow of requisitions/purchase orders
        3. Request release tracking

      2. Form numbers will be the same as those used on the previous contract. CO #'s will be referred to as the primary form number. All stock numbers from the previous contract (6938-101-01) will be used, however, "6938" has been eliminated from each number, the resulting stock # on this form would be #101-01.

      3. Contacts
    Sales - Don O'Connell, Vice President of Sales
    Support - Joe Corbo, Vice President Operations
    - Sue Pabst, Senior Customer Service Representative
    Electronic - Steven Becker, Systems Coordinator
    1. Look for our new toll-free fax number in the next few weeks.

    NEW FORMS PRICE LIST AND SAMPLE REQUISITION FORM

    TO FOLLOW AT A LATER DATE

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