MVD Postcards

21 December 2023 MVD Postcards Set a Price Agreement between Tax & Revenue and a qualified vendor to produce and mail postcard and double postcard applications for Motor Vehicle Registration and Driver's License /Real ID renewals. 21 December 2023 Released 12/14/2023 7:59 AM MST Type Invitation to Bid - Agency Price Agreement Open 12/14/2023 8:00 AM MST Number 40-33300-23-25590 Close 1/3/2024 2:00 PM MST Currency US Dollar Sealed Until 1/3/2024 2:00 PM MST Payment Terms 0% 0, Net 30 21 December 2023 Contacts Kimberly Hunt-Brown kimberly.hunt-brown@gsd.nm.gov 21 December 2023 Commodity Codes Commodity Code Description 96676 Print-On-Demand Printing Services (Including Print and Distribute Services) 96642 Imprinting Services 21 December 202321 December 202321 December 2023 NEW MEXICO GENERAL SERVICES DEPARTMENT NEW MEXICO GENERAL SERVICES DEPARTMENT mailto:

href="mailto:kimberly.hunt-brown@gsd.nm.gov">kimberly.hunt-brown@gsd.nm.gov Note to Bidders: Ten representative samples shall be submitted by responding vendors with their bid response in accordance with directions in the ITB by the date and time the bid closes. Specifications: Establish a Price Agreement between New Mexico Taxation and Revenue Department (TRD) and a qualified vendor for the production and mailing of postcard and double postcard applications, both for Motor Vehicle Registration, and for Drivers License/Real ID Renewal. Term: The term of this agreement shall be for one (1) year from date of award with an option to extend for up to three (3) additional years, on a year-by-year basis, and, by mutual agreement of all parties and approval of the New Mexico State Purchasing Agent, at the same price, terms and conditions. This Price Agreement shall not exceed four (4) years. Method for Award/Multiple Awards: Pursuant to the Procurement Code, Sections 13-1-153 and 13-1-154, the State reserves the right to issue multiple awards to obtain the items listed. However, this Invitation to Bid (ITB) is intended to be awarded to one qualified Vendor. Determination for award shall be based upon the lowest total cost of all items listed and the Bidders abilities to meet both the "minimum and the submittal requirements of this ITB. Compensation: The prices quoted herein represent the total compensation to be paid by the State for the goods and/or services provided including any and all labor, equipment, tools, materials, federal taxes, permits, licenses, fees, or other costs necessary to complete the service or goods provided. Tax Note: Price shall not include state gross receipts tax or local option tax. Such tax or taxes shall be added at time of invoicing at current rate, and shown as a separate item to be paid by user. Shipping Note: When applicable, freight shall be prepaid by the Awarded Vendor(s) and the cost shall be added to the invoice by the Awarded Vendor(s) as a separate item to be reimbursed by the State. Bidding Information: The conditions and specifications set out in this ITB are inseparable and indivisible. Any Bidder, by submitting a bid, agrees to be bound by all such conditions and/or specifications. All conditions and specifications in the ITB, and all other documents required to be submitted, shall be submitted by the Bidder in their bid package. Failure to do so or any attempt to vary or change the conditions or specifications of the invitation to bid shall, at the discretion of the State of New Mexico, constitute grounds for rejection of the entire bid. The prices quoted herein represent the total compensation to be paid by the State of New Mexico for goods and/or services provided. The prices quoted in a Bidders submitted ITB response shall include an amount sufficient to cover any and all such costs. When bidding, enter the amounts for the respective bid item unit prices to a maximum of three (3) decimal places. Any Awarded Vendor shall be considered an independent Contractor and not an employee of the State of New Mexico. The Agency shall provide direction regarding the time and place of performance and compliance with rules and regulations required by this price agreement. Brand Name or Equal: The use of a brand name is for the purpose of describing the standard of quality, performance and a characteristic desired and is not to limit or restrict competition. Escalation / Reduction Clause: An Awarded Vendor shall keep pricing fixed for the first year of this Agreement. Thereafter, SPD and the Awarded Vendor may adjust pricing no more than once annually through an amendment to the Agreement at the time of Agreement renewal. An Awarded Vendor shall submit all pricing increase requests to SPD directly or through the agency contact in writing and provide substantiating evidence that each request is based on demonstrable market changes impacting the cost of products. The request must show all proposed increases by line item and include supporting documentation acceptable to SPD (such as a letter from a manufacturer indicating price increases, etc.) SPDs decision on what is acceptable in this context is final and shall be accepted by all parties to the Agreement. Requested price increases that exceed 10% will not be accepted. No price increase may result in a higher profit margin for the Awarded Vendor than at the beginning of the initial term of this Agreement. Pricing changes will apply to Agreements and amendments to Agreements entered on and after the effective date of the price change. Price decreases as well as increases shall apply in the same manner. If an Awarded Vendor's prices are reduced for any reason, users shall receive the benefit of such reductions, immediately. Price increases will not be retroactive to orders already in house or backorders. Orders will be filled at the price in effect on the date of receipt of the order by the Awarded Vendor. To facilitate prompt consideration, all requests for price increase must include all information listed below: 1. Agreement Item Number 2. Current Item Price 3. Proposed New Price 4. Percentage of Increase Description 5. Mill/Supplier Notification of price increase indicating percentage of increase and including the reason for the increase. Hold Harmless Clause: Contractor shall indemnify and hold harmless the State, its officers, and employees, against liability, claims, damages, losses, or expenses arising out of bodily injury to persons or damage to properties caused by, or resulting from, Contractor's and/or its employees, own negligent acts or omissions while Contractor, and/or its employees perform or fail to perform its obligations and duties under the terms and conditions of this Price Agreement. This Save Harmless and Indemnification Clause is subject to the immunities, provisions, and limitations of the Tort Claims Act (Section 41-4-1, et seq., NMSA 1978 Comp. and Section 56-7-1 NMSA 1978 Comp.) and any amendments thereto. It is specifically agreed between the parties executing this Price Agreement that it is not intended by any of the provisions of any part of the Price Agreement to create the public or any member hereof a third party beneficiary or to authorize anyone not a party to the Price Agreement to maintain a suit for wrongful death, bodily and/or personal injury to persons, damage to properties and/or other claims whatsoever pursuant to the provisions of this Price Agreement. Minimum Requirements: Bidder shall attach ten representative samples with their bid response. Samples shall be submitted to: MVD Financial Management, Attn: Marla Rivera 1100 S. St. Francis Drive Santa Fe, NM 87505 Samples must be received at the address given above by the date and time the bid closes. Bids submitted without required documentation may be considered non-responsive and eliminated from consideration. Note: See Attachment A, Examples of Motor Vehicle Department Vehicle Registration and Renewal Postcards, Driver's License Postcards, and Real ID Postcards, for examples of postcard formats. Attachment A is a separate PDF document. Minimum Production Requirements: 1. Specifications for Items #1 and #2: MVD-10851, Commercial Vehicle Registration Renewal Postcards (Monthly) [Includes Item #3] 1. Estimated Annual Quantities: Item 1 48,000 Item 2 48,000 Item 3 1 or less on average 1. Illustration See Attachment A, pages 1 and 2, Front and Back 1. Packet: 1. 125# Tag Litho for Roll Stock. 2. Pre-print 2 sides 5-color over 1 color (black). 3. Variably imaged Black. 4. Approximately 60 fields mapped. 5. Static printing varies sheet to sheet. 6. Variably barcoded in two places. Facing Identity Mark (FIM) on reply portion (static) Intelligent Mail Barcode (IMB) on reply portion (static). IMB on outgoing (variably imaged). Code PDF417 (variably imaged several fields mapped). There may be changes to the barcode requirements during the course of this Price Agreement. Bar code symbology shall be decided by MVD as needed. 7. Optical Character Recognition (OCR) variably imaged (55 characters). 8. Variable imaging maps differently on front page than interior pages. 9. One sheet per packet are micro-perfed with a full horizontal perforation. 10. Print, collate, and mail. 11. Finished double postcard size is 6 X 4.25. (Two layers, imaged, folded and sealed, with each end open per USPS regulations.) 12. Full, tear-off perforation on long dimension, stub is glued. 13. Seal must be permanent adhesive and paper fibers must tear if attempts to separate it are made. Glue line must be thin enough to not encumber United States Postal Service (USPS) automated processing equipment. Sealed glue line must run the full length of the long edge, with no residual adhesive or ooze. 14. The job is programmed into two copies with different copy for pre-print, static imaging and variable imaging. Copy 1 is anything under 26,000 pounds. Copy 2 is anything over 26,000 pounds, with a Vehicle Type of 12 or 13. 1. Print/Mail Runs 1. Awarded Vendor shall provide the variable print and imaging of TRDs forms based on data files containing data field record layouts with variable and selectable perforations included as needed. 2. Estimated print/mail runs and quantities (packages) are as follows: Monthly: 800 1. Awarded Vendor will provide postage requests based on the estimated quantities, and at the completion of the job, provide a postage report to the New Mexico Taxation and Revenues Revenue Processing Division and to the Finance Manager of the Motor Vehicle Division. 2. TRD will reimburse when invoiced Awarded Vendor for the cost of postage, including any increases instituted after the effective date of this Agreement. 1. Specifications for Items #4 and #5: MVD-10852, Vehicle Registration Renewal Postcards (Monthly) [Includes Item #6] 1. Estimated Annual Quantities: Item 4 1,400,000 Item 5 1,400,000 Item 6 1 or less on average 1. Illustration See Attachment A, pages 3 and 4, Front and Back 1. Packet: 1. 125# Tag Litho for Roll Stock. 2. Pre-print 2 sides 5-color over 1 color (black). 3. Variably imaged Black. 4. Approximately 60 fields mapped. 5. Static printing varies sheet to sheet. 6. Variably barcoded in two places. Facing Identity Mark (FIM) on reply portion (static) Intelligent Mail Barcode (IMB) on reply portion (static) IMB on outgoing (variably imaged). Code PDF417 (variably imaged several fields mapped). There may be changes to the barcode requirements during the course of this Price Agreement. Barcode symbology shall be decided by MVD as needed. 7. Optical Character Recognition (OCR) - variably imaged (55 characters). 8. Variable imaging maps differently on front page than interior pages. 9. One sheet per packet are micro-perfed with a full horizontal perforation. 10. Print, collate, and mail. 11. Finished double postcard size is 6 X 4.25. (Two layers, imaged, folded and sealed, with each end open per USPS regulations.) 12. Full, tear-off perforation on long dimension, stub is glued. 13. Seal must be permanent adhesive and paper fibers must tear if attempts to separate it are made. Glue line must be thin enough to not encumber USPS automated processing equipment. Sealed glue line must run the full length of the long edge, with no residual adhesive or ooze. 14. The job is programmed into two copies with different copy for pre-print, static imaging and variable imaging. Copy 1 is anything under 26,000 pounds. Copy 2 is anything over 26,000 pounds, with a Vehicle Type of 12 or 13. 1. Print/Mail Runs: 1. Awarded Vendor shall provide the variable print and imaging of TRDs forms based on data files containing data field record layouts with variable and selectable perforations included as needed. 2. Estimated print/mail runs and quantities (packages) are as follows: Monthly: 124,000 1. Vendor will provide postage requests based on the estimated quantities, and at the completion of the job, provide a postage report to the New Mexico Taxation and Revenues Revenue Processing Division and to the Finance Manager of the Motor Vehicle Division. 2. TRD will reimburse when invoiced Awarded Vendor for the cost of postage including any increases instituted after the effective date of this Agreement. 1. Specifications for Items #7 and #8: MVD-10285, Vessel Registration Renewal Postcards (Annually) [Includes Item #9] 1. Estimated Annual Quantities (Mailed in late December): Item 7 14,000 Item 8 14,000 Item 9 1 or less on average 1. Illustration See Attachment A, pages 5 and 6, Front and Back 1. Packet: 1. 125# Tag Litho for Roll Stock. 2. Pre-print 2 sides 5-color over 1 color (black). 3. Variably imaged Black. 4. Approximately 60 fields mapped. 5. Static printing varies sheet to sheet. 6. Variably barcoded in two places. Facing Identity Mark (FIM) on reply portion (static) Intelligent Mail Barcode (IMB) on reply portion (static) IMB on outgoing (variably imaged). Code PDF417 (variably imaged several fields mapped). There may be changes to the barcode requirements during the course of this Price Agreement. Barcode symbology shall be decided by MVD as needed. 7. Optical Character Recognition (OCR) - variably imaged (55 characters). 8. Variable imaging maps differently on front page than interior pages. 9. One sheet per packet are micro-perfed with a full horizontal perforation. 10. Print, collate, and mail. 11. Finished double postcard size is 6 X 4.25. (Two layers, imaged, folded and sealed, with each end open per USPS regulations.) 12. Full, tear-off perforation on long dimension, stub is glued. 13. Seal must be permanent adhesive and paper fibers must tear if attempts to separate it are made. Glue line must be thin enough to not encumber USPS automated processing equipment. Sealed glue line must run the full length of the long edge, with no residual adhesive or ooze. 1. Specifications for Items #10 and #11: MVD-10854, Drivers License Renewal Postcards (Monthly), and Item #7: MVD-10854, Version 1 Driver's License or Version 2 REAL ID Renewal Postcard [Includes Item #12] 1. Estimated Annual Quantities (Note: The State has stopped sending postcards as of 2016 but may do so in the future): Item 10, Version 1: Real ID Renewal 166,860 Item 11, Version 2: Divers License Renewal 166,860 Item 12 1 or less on average 1. Illustration See Attachment A, pages 7 and 8, Front and Back Printed monthly, this application consists of a postcard that is pre-printed front and back including a QR Code and is variably imaged with approximately 8 fields and mailed. 1. Postcard: 1. 4 x 6 Postcard. 2. Approximate quantity 14,000/run. 3. 4cp/4cp. 4. QR Code must be printed in black, tested and have 100% readability. 5. Bleeds. 6. 10pt C1S Cover. 7. Trim. 8. Inkjet, sort, tray and mail. 9. Verimove (or equivalent)/NCOA (or USPS equivalent) to be applied for best postage rates and must be included in unit price. Other than type of postcard renewal (title), all other information printed on the drivers license renewal postcard uses the same variable data fields used in other card types 1. Specifications for Items #13 through #17: 1. Item 13: Per Hour Charge for Initial Programming.Provide a per-hour charge for the initial programming, to include all variable and static mapping, testing, and IMB, for MVD-10851,-10852,-10285, and 10854 Version 1 and 10854 Version 2. 2. Item 14: Average Number of Hours for Initial Programming, (Total Number, Averaged). Provide atotal number, averaged based upon the forms listed in the items table, for the activity needed, and the number of fields needed for variable and static mapping, testing, and IBM. This item is not evaluated and is requested for informational purposes only. 3. Item 15: Per Hour Charge for Programming Revisions.Provide an average based upon the forms listed in this table and correlating to the time needed to revise fields, map, test, and perform other activities needed to produce a working final form revision. 4. Item 16: Per Hour Charge for Composition Revisions. Provide an average, based upon the forms listed in this table, correlating to the time needed to produce a working final form revision. 5. Item 17: Per Piece Charge for Verimove/NCOALink (or equivalent system that interfaces to the USPS systems for mailing cost). This information is required from all bidders. Provide the amount to be charged per piece that will be processed via the postage processing system that will be used. *** End of Specifications ***