Printing PA Data for MVD Postcards

16 November 2022 Printing PA Data for MVD Postcards Establish a Price Agreement with a qualified vendor for production and mailing of postcard and double postcard applications, for Motor Vehicle Registration, and for Drivers License/Real ID Renewal. 16 November 2022 Released 9/29/2022 7:59 AM MDT Type Invitation to Bid - Agency Price Agreement Open 9/29/2022 8:00 AM MDT Number 30-33300-22-24267 Close 11/29/2022 2:00 PM MST Currency US Dollar Sealed Until 11/29/2022 2:00 PM MST Payment Terms 0% 0, Net 30 16 November 2022 Contacts Kimberly Hunt-Brown kimberly.hunt-brown@gsd.nm.gov 16 November 2022 Commodity Codes Commodity Code Description 96636 Forms Printing (Not Continuous) 91544 Fulfillment (Includes. Data Processing, Packaging, Labeling and Mailing of Literature as a Package) 91557 Mailing/Postage and Shipping Services, Electronic 91558 Mailing Services (Includes, Addressing, Collating, Packaging, Sorting and

Delivery) 96611 Card Printing: Tab, Post, Form, etc. 16 November 202216 November 202216 November 2022 NEW MEXICO GENERAL SERVICES DEPARTMENT NEW MEXICO GENERAL SERVICES DEPARTMENT mailto:kimberly.hunt-brown@gsd.nm.gov Specifications: The New Mexico Taxation and Revenue Department (TRD or Department) wishes to establish a Price Agreement with 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. Under the terms and conditions of this Price Agreement, TRD may issue purchase documents for items described in this ITB. The terms and conditions of this Price Agreement shall form a part of each order issued hereunder. Term: The term of this Price Agreement shall be for two (2) years from date of award, with the option to extend for a period of two (2) additional years, on a year-to-year basis, by mutual agreement between the parties and approval by the 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 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 the "minimum and submittal requirements of this Invitation to Bid. Award of Bid: This is an all or nothing bid. Any Bidder who fails to bid all the items listed in the Items List below, or who does not submit/meet any requirements stated herein, will be deemed non-responsive. SPD reserves the right to refuse the award of bid to any Bidder deemed non- responsive or non-responsible. The Award will be based on totals of Items 1, 4, 7, and 10. Hourly cost for additional composition is requested in the Bidders pricing response for Items 3, 6, 9, and 12 is for the purpose of providing TRD with a reference point for potential future costs only, and does not guarantee any specific amount of composition work. Historically, costs for items 3, 6, 9, and 12 represent less than 1% of the total cost of lines 1, 4, 7, and 10. 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. 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. 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, taxes, permits, licenses, or other costs necessary to complete the service or goods provided. It is understood that no guarantee or warranty is made or implied by either the State Purchasing Division (SPD) or TRD that any order for any definite quantity will be issued under this Price Agreement. The Awarded Vendor shall, upon award of this Price Agreement, furnish the items and service in accordance with the requirements specified for each order issued. All purchase documents issued hereunder shall bear both an order number and this Price Agreement number. Tax Note: Prices bid for this ITB 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. No Brokers/Subcontractors Allowed on This Contract: The Awarded Vendor MUST be the manufacturer and printer of the final products. No part of this process shall be subcontracted. The Awarded Vendor shall produce, mail, and manage products resulting from this ITB in-house, and shall produce, mail, and manage reports and archives related to this ITB in-house. Mail shall not be shipped to a co-mail house for comingling unless it is wholly owned and secured by the producing vendor. A signed statement shall be provided by the bidder with the bid, identifying compliance with this requirement. Minimum Requirements: 1. General Requirements: Per New Mexico State Statute 66-3-19 A3, TRD will notify each registered vehicle owner by mail at the last known address within an appropriate period prior to the beginning of the next registration period to which the owner has been assigned. The Awarded Vendor shall provide TRD with services of printing, static and variable imaging, mailing, and reports as necessary for auditing and reconciliation. The Awarded Vendor will be responsible for all labor, supervision, and utilities at their plant or place of manufacturing and processing work under this ITB. The Awarded Vendor shall additionally be responsible for any or all forms and other product stock in their possession, and for inventory management, storage, overlay printing, and presorting. The Awarded Vendor shall also provide statement formatting, custom report generation, and shall ensure the highest postal discounts possible. Description The Awarded Vendor shall provide TRD with an emergency contact number to be used in the event of an emergency. The Awarded Vendor shall respond to the agency within a 24-hour period if MVD has an emergency related to the production of materials under this Price Agreement. 1. Notices and Data Files: The Awarded Vendor shall provide to the vehicle registered owner a notice that includes a renewal-of-registration application form specifying the amount of registration fees due and the specific dates of the registration period covered by the renewal application. Said notifications occur monthly. Any vendor submitting a bid for this Invitation to Bid will be required to meet the Award of Bid requirements described in this ITB, and shall be ready to print within 60 days of award. The Awarded Vendor will provide the variable print on a template form and mail as required. File must use a software program approved by USPS, such as the NOCALink process, to validate addresses that have moved in the file. Data type will be a flat file. Type: Secure, Encrypted FTP transmission Data Type: ZIP or TEXT file Zip file will contain Flat file(s). Data will arrive at the vendor facility via secure, encrypted FTP portal. Data processing through NCOALink (or USPS equivalent) to meet USPS Move Update requirements begins as soon as the transmission is complete. Quantities are verified using the files totals in the trailer record. Awarded Vendor will upload PDFs for proofing and archiving to FTP site. Awarded Vendor must be able to provide selective messaging as required by TRD as needed and when triggered by one or more criteria in a database record. Address updates (Verimove or equivalent) and maximum USPS postage discounts based on automation, mail sorting, and Intelligent Mail Barcode (IMB): If using other than Verimove, provide the name of the service that will be used on the ITB response (use a comment box on the electronic Items List). Full Service IMB is required. Bidder must include a statement of confirmation that it has the ability to meet this requirement within bid submission. Two-day service level agreement (SLA) for mail pieces unless otherwise indicated in individual project specifications. Damaged mail pieces (recoveries) will be mailed one day after the original mail date. Bidder must include a statement of confirmation that it has the ability to meet this requirement when responding to bid. Specific applications are outlined by project. TRD will utilize individual project specifications, if and when they are needed. Specific, individual project items covered by this agreement are outlined under Minimum Specifications. 1. Programming: Awarded Vendor will be supplied .pdf templates of all forms for existing projects and will be responsible for formatting and programming these forms to meet all of the requirements for print, mail, intelligent messaging (if required), formatting and mapping, and ensuring the highest postal discounts possible. Awarded Vendor shall ensure that formatting and programming will ensure reporting/archiving functions can be accomplished as required. 1. Archiving, Reporting and Database Maintenance: Specifications for Archiving: Bidder must include a statement of confirmation that it has the ability to archive files if required based on the following bulleted criteria, should archiving be required for any project during the term of this agreement. Files in .pdf format shall be delivered via secure File Transfer Protocol (FTP) or specified electronic transfer. Files shall be indexed for retrieval using five to six (5-6) search criteria identified by TRD. File transfer frequency shall be every 30 days. Custom Reports: Data file audits (record verification) and monthly Invoice Report which includes postage, volume, and component usage. Vendor must be able to generate additional custom reports as required by TRD. Composition and Construction: If camera ready copy is not supplied by the department, the department is willing to pay a one-time charge for each different composition involved in a new or revised item. No composition charge will be paid for exact reprint printing of an existing item by the same vendor from a previous order. Artwork required by vendor and set up charges for this are to be included in all prices listed in the price schedule below. Vendor must be able to work with artwork supplied by the department in a PDF or Adobe InDesign PC format. There may be changes to the barcode requirements during the course of this Price Agreement. Barcode symbology shall be decided by MVD as needed. Vendor must include a statement in their bid response that they have flexibility to utilize any MVD required barcode symbology, and the ability to program, map, and image these barcodes as needed to the data files provided by MVD, and that there will be no additional cost for production for these changes other than reasonable initial programming costs. Changes outside this scope may be reimbursed on a case-by-case basis under the item for discount percentage off the most current price list. *** Unless the Bidder has previously produced NM MVD postcards using the specifications described in this ITB, ten (10) samples of the documents manufactured by the Bidder and incorporating the features described under "Minimum Production Requirements below must be submitted, for testing quality. Bid submitted without samples, if they are required, will be deemed non-responsive. *** Samples must be received by TRD for evaluation by the date and time of bid closing. Send required samples to: Marla Rivera Taxation & Revenue Department, Motor Vehicle Division P. O. Box 1028 Santa Fe, New Mexico 87504-0168 Phone: (505) 660-2672 Email: marla.rivera@state.nm.us 1. Proofs: Proofs, in hard copy or electronic format, may be required by Department on orders. Awarded Vendor will be required to submit in the format indicated upon request. 1. Mailing: Mailing times allowed are described for each postcard type within the Minimum Production Requirements. If proofs are required, the department will allow an additional maximum seven (7) calendar days after receipt of the order by the Approved Vendor for proofs to be received back by TRD. Once approval of proofs has been completed, mailing will be the original mailing time stated. Vendor must notify the department by phone call, email and in writing by overnight UPS of any situation that would delay mailing and delivery. 1. Disaster Recovery Plan: Bidders must include a detailed disaster recovery plan with their bid to address the following: 1. An overview of manufacturing recovery that will include physical locations and equipment redundancy and operations; 2. Description of the disaster recovery center and its ability to provide a mirror backup of production data; 3. Detailed internal procedures for recovery of both, operations as well as customer data, and programming used for data mapping. 1. Infringements: The Awarded Vendor shall defend, protect and save harmless, at its own expense, the State of New Mexico and the Taxation & Revenue Department, its officers, agents and employees against all suits of law or inequity and from all damages, claims or demands for actual or alleged infringement of any patents or copyrights, and shall pay all costs, damages and attorneys' fees that a court or arbitrator finally awards as a result of any such claim. Nor will the Taxation & Revenue Department be held liable for vendors falsely claiming to hold patents/copyrights or Sole Source status applicable to the items covered by this agreement. 1. Security: The complete printing operation must be conducted in the Awarded Vendor's plant or manufacturing facility. No work may be subcontracted. The facility must be highly secured and monitored 24 hours a day. Vendor must submit with bid the following: mailto:marla.rivera@state.nm.us 1. A list of security measures or features offered by vendors production facility in general, and the actual specific manufacturing/storage areas within the plant itself (e.g.: armed guards, centralized alarm system, fire alarm system, sprinkler system, video surveillance system, personnel clearances, fingerprinting, logged entry and exit of personnel and visitors from secured areas). 2. On-site data security measures and practices. 3. Awarded Vendor must certify in writing that any valid, waste, or salvage certificates printed but not shipped with order will be destroyed or disposed of in such a manner as not to be reusable. If printed certificates are kept on hand as examples they must bear the words "SAMPLE", SPECIMEN" or "VOID" printed, punched or stamped across the face; printed examples must not be printed with any variable data. 4. Measures shall be taken to secure all artwork, plates, negatives, documents and e-files before, during and after print run. 5. All data will be encrypted at rest and in motion. Access to data will be based upon certificate-based authentication and authenticated user roles. 1. Printing Preparatory Materials (PPMs): All printing preparatory materials (PPMs) used to create and composite artwork, electronic or otherwise, including hand sketches, PDFs, and any other related items, are the property of the State of New Mexico, Taxation & Revenue Department. Awarded Vendor must hold secure all PPMs for a minimum of one year after completion of order. TRD may request the return of any PPMs at any time. Approval must be obtained from the TRD prior to disposal of any PPM. In the event an Awarded Vendor goes out of business (or ceases business with the TRD or the State of New Mexico) approval must be obtained from the department prior to disposal of any PPM. 1. Billing: Vendor will submit one original monthly invoice by email to the Agency for validation and payment of all services completed within each calendar month. Invoices shall be addressed and uniquely numbered as prescribed by the standard form used to invoice TRD, and shall include a calculation of the payment due for the invoiced period. A backup sheet detailing dates, times, and service performed must be attached in the format prescribed by the Agency. Monthly invoices submitted by the vendor to the agency must be received by the agency no later than fifteen (15) days after the end of the preceding month. However, because the carryover of any unspent non-postage funds between fiscal years is not permitted, invoices must be received no later than ten (10) calendar days after the end of June. Failure to adhere to this requirement may result in a reduction of available funds and non-payment of invoices. Awarded Vendor will not be paid for any materials damaged during the storage, printing or mailing process. Awarded Vendor will not be paid for any documents damaged while in transport to or from the vendor's site. Postage will be handled with a prearranged and separate postage account established by the vendor. 1. Penalties: The Awarded Vendor may be subject to penalties from either TRD and/or the State Purchasing Division (SPD). State Purchasing Division Penalties: SPDs policy is outlined under the "Terms and Conditions" and Articles sections of this ITB. Any action taken by the State Purchasing Division may be in addition to any penalties specified by TRD. Nothing in this ITB or any resulting Price Agreement shall prohibit cumulative penalties. Taxation & Revenue Department Penalties: 1. Penalty for late delivery is one percent (1%) of total cost of order per calendar day delivery is late. 2. Penalty for late receipt of proofs (if required) is one-half of one percent (1/2%) of total cost of order per calendar day proofs are late. 3. Penalty for not complying with product or general requirement specifications (other than late delivery of product or proofs), short of totally unacceptable merchandize or 100% Bidder default, may be up to and including ten percent (10%) of total cost of order for each noncompliance TRD may be forced to accept due to time constraints or other overriding factors. Minimum Production Requirements: 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. 1. Specifications for Items #1 and #2: MVD-10851, Commercial Vehicle Registration Renewal Postcards (Monthly) 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 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 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) 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 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) 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 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 Exhibit A pages 7-8 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. 2. 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. *** End of Specifications ***