Printing Animal Carcass Tags, Control Numbers, and Tag Shipping

02 December 2021 Printing Animal Carcass Tags, Control Numbers, and Tag Shipping NM Game and Fish wants to establish a Price Agreement with a qualified printer for printing and delivery of tags to be used to tag lawfully harvested game animals carcasses. 02 December 2021 Released 11/25/2021 7:59 AM MST Type Invitation to Bid - Agency Price Agreement Open 11/25/2021 8:00 AM MST Number 20-51600-21-05597 Close 12/9/2021 2:00 PM MST Currency US Dollar Sealed Until 12/9/2021 2:00 PM MST Payment Terms 0% 0, Net 30 02 December 2021 Contacts Kimberly Hunt-Brown kimberly.hunt-brown@state.nm.us 02 December 2021 Commodity Codes Commodity Code Description 96652 Licenses and Back Tags Printing Services (Hunting, Fishing, etc.) 02 December 202102 December 202102 December 2021 mailto:kimberly.hunt-brown@state.nm.us Specifications: The New Mexico Department of Game

and Fish (NMDGF) wishes to establish a Price Agreement with a qualified printer for the printing and shipping or delivery of various tags to be used by customers throughout the State to tag lawfully hunted game animal carcasses, and to be used internally by the NMDGF for various purposes and programs associated with the taking of game animals. Term: The term of this Price Agreement shall be for two (2) years from the date of award with the option to extend for an additional two (2)-year period, by mutual agreement of all parties and with the approval of the New Mexico State Purchasing Agent at the same price, terms, and conditions. This Price Agreement shall not exceed a total of four (4) years. Methodof Award: NMDGF intends to select a single vendor for award of the Price Agreement based on satisfactory completion of all stated ITB requirements, evaluation of provided samples, and in consideration of the lowest price bid for all items in the Items List below. NMDGF will award the Price Agreement based on the vendor’s ability to successful fulfill the requirements for all items. Following initial award of this ITB, NMDGF will require samples to enable evaluation of the materials and adhesive used in the production of the tags, as well as ink adhesion and NMDGF’s print capability by December 30, 2021. NMDGF will request additional samples as necessary to ensure that all requirements are met. Send samples to: NMDGF 1 Wildlife Way Santa Fe, NM 87507 Attn: Chad Nelson Name Brand or Equivalent: NMDGF does not require a specific name brand to be used or furnished in fulfillment of the requirements in this ITB. Any use of a name brand in this ITB is only for establishing a standard of comparison in performance or manufacture, and may not be used to restrict competition. Bidders may offer name brand or an equivalent to the name brand in their bid. Escalation / Reduction Clause: Contractor shall keep pricing fixed for each year of this Agreement. Thereafter, the State Purchasing Division (SPD) and the Contractor may adjust pricing no more than once annually through an amendment to the Agreement at the time of Agreement renewal. Contractor 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.) SPD’s 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 Contractor 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 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 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 5. Mill/Supplier Notification of price increase indicating percentage of increase and including the reason for the increase. Annual Tag Requirements: The annual number of tags estimated for calendar year 2022 is currently set at 120,000 tags. This number may be subject to change from one calendar year to the next, but is not anticipated to exceed the annual minimum set during the license year, which runs from April 1 to March 31 of the following calendar year. Since the number of draw license tags is evaluated on a four-year basis, and the evaluation period for Description the next four (4) years occurs in 2022, the number of draw license tags may change for the 2023 game license year. NMDGF will amend the awarded Price Agreement in a mutually agreeable fashion to address escalations or reductions in tag numbers for each license year. Minimum Requirements: A. The Awarded Vendor shall be responsible for the following: 1. Printing of 120,000 blank carcass tags. 2. Printing of control numbers on 40,000 of the blank carcass tags, and delivery of the 40,000 control-numbered tags to the NMDGF Santa Fe office. 3. One-time printing of variable customer data on up to 60,000 draw-license tags in the month of May, and mailing of these tags to the customers. 4. Throughout the license year from April 1 to March 31 of the following year, printing of variable customer data on tags associated with online purchases twice each week, and mailing these tags to customers. 1. NMDGF will provide variable customer data to the Awarded Vendor for use with printing up to 60,000 draw-license tags and ongoing tag printing throughout the license year for customers who have registered for a tag online. 1. NMDGF will either pay for or provide envelopes to be used in sending tags to customers, and will either provide a postal service permit number, or reimburse the vendor for the exact cost of postage. 2. Allowable freight or shipping charges shall be pre-paid by the Awarded Vendor, and shall be reimbursed by NMDGF via submittal of a timely and properly completed invoice. 3. NMDGF will provide the Awarded Vendor with variable customer data at regular intervals throughout the license year during normal business hours (8:00 a.m. – 5:00 p.m., Monday through Friday, excluding state holidays). 2. The Awarded Vendor shall demonstrate their ability and protocols to provide physical and electronic data security to protect and ensure confidentiality of NMDGF customers’ personal information. D. Bid Item Requirements: 1. Bid Item 1 requires the Awarded Vendor to print 120,000 blank carcass tags in accordance with specifications and requirements of this ITB. See tag design mockup and specifications below. 1. The carcass tags must be designed for outdoor use, potentially in extreme weather conditions, with a 78# lay-flat liner, using UV ink and a strong, permanent, weather-resistant adhesive. 1. Carcass tags will be peeled off the liner by the customer while they are in the field, and attached as described on the back side of the mockup. 2. The adhesive must be strong enough that once attached, it cannot be detached without damage (see slits on the right side of the mockup). 2. Forty thousand (40,000) of the carcass tags must have pre-printed control numbers on the left edge of all three sections as shown in the mockup. 1. Bid Item 2 requires the awarded vendor to ship the 40,000 carcass tags with pre-printed control numbers to the Licensing Section of NMDGF) each calendar year on or before March 7, 2022. 1. Carcass tags shall be “bundled” for shipment in batches or books of 50 tags each. 1. Ship the bundled carcass tags to: New Mexico Game and Fish, Attn: Licensing Section 1 Wildlife Way Santa Fe, NM 87507 1. Bid Item 3 requires the awarded vendor to print variable customer information in the appropriate fields on up to 60,000 blank tags, and then mail the tags to the individual draw-license customers. 1. Each printed tag must be mailed to the individual customer in a Department No. 10 windowed envelope. 2. Customer information, No. 10 envelopes, and postage will be provided or paid for by NMDGF. 3. The mailing associated with these 60,000 tags should be a one-time occurrence in May. 1. Bid Item 4 requires the awarded vendor to print variable customer information from online customer registrations in the appropriate fields on blank tags, and then mail the tags to the individual customers twice weekly throughout the NMDGF license year, April 1 through March 31 of the following year. 1. NMDGF will require customers to purchase licenses requiring carcass tags at least 14 days prior to the start date of their hunt to accommodate mailing by the vendor. 1. To ensure that customers receive their tags by mail within the required 14-day time-frame, the vendor must stuff individually printed carcass tags into envelopes, seal the envelopes, and mail the envelopes twice a week. 2. Carcass tags must be printed, stuffed, sealed, and mailed within three (3) business days after receipt of customer information from NMDGF to ensure that customers will receive their mailed tags before departing for their hunt. 2. Volume will fluctuate seasonally, with heavier volumes coinciding with the spring turkey season (early April through mid-May) and the big-game seasons (August through January). 3. Customer information, No. 10 envelopes, and postage will be provided or paid for by NMDGF. 4. The mailing associated with these tags should be a twice-weekly occurrence throughout the NMDGF license year. 1. E. Tag Design Mockup and Technical Specifications, front and back (see attachment). Materials:  Drum vinyl or equivalent material, extremely durable, extreme weather-resistant,  Low-temperature writeable surfaces via mechanical printers or hand-written using a thin Sharpie or equivalent (must not smear)  Die-cut to match perforations.  Permanent, all-temperature adhesive rated for outdoor use  78# liner  Fade-resistant U/V ink rated for outdoor use Size: 3 3/4 inches x 9 1/16 inches. Quantities:  120,000 blank total  40,000 of the 120,000 blanks shall have pre-printed control numbers Colors:  Front – black plus one  Back – black  Full bleeds  Background color shall change each license year Slits:  2 horizontal through front stock  3 to 4 irregular vertical slits through front stock on right edge Art Work Memo: Upon completion of the Price Agreement, all preparation materials, including art work, type, plates, negatives, positives, color separations, mechanicals and any related materials shall become the property of the NMDGF. *** End of Specifications ***