STATE OF FLORIDA DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES. August 23, 2016

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1 STATE OF FLORIDA DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES August 23, 2016 With this sheet you have received solicitation documents for the following: Solicitation Number: Title of Bid (items solicited): Commodity Codes: Date and Time Due: DHSMV-ITB Printing, Shipping and Warehousing of Traffic Citations Printed publications Industrial printing services Printing Stationery or business form printing Publication printing September 28, 2016, no later than 3:00 p.m. Eastern Time Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Room B412, Mail Station Apalachee Parkway Tallahassee, Florida It is important that Bidders monitor the Vendor Bid System (VBS) for any changes to this solicitation. It is the responsibility of the Bidder to check the VBS for new or changing information. To receive information on DHSMV solicitations 24 hours a day, 7 days a week, visit the Vendor Bid System at DHSMV ITB , Page 1 of 49

2 TABLE OF CONTENTS 1.0 PURPOSE AND GENERAL OVERVIEW PURPOSE DEFINITIONS PROCUREMENT OFFICER TERM ITB PROCESS OVERVIEW GENERAL OVERVIEW BIDDER QUESTIONS VALUE ANALYSIS BID OPENING CALENDAR OF EVENTS PROTEST OF TERMS, CONDITIONS AND SPECIFICATIONS ADDENDA DISCLOSURE OF BID CONTENTS MODIFICATION OR WITHDRAWAL OF BID DIVERSITY NON EXCLUSIVE RIGHTS BID TENURE ACCESSIBILITY FOR DISABLED PERSONS DISCUSSIONS SOLICITATION CONFLICTS AND ORDER OF PRECEDENCE SCOPE OF SERVICES GENERAL DESCRIPTION OF SERVICES CITATION TECHNICAL SPECIFICATIONS ALTERNATIVE MATERIALS ESTIMATED QUANTITIES PRE-PRODUCTION MEETING CONTRACTOR S REQUISITIONING SYSTEM DEPARTMENT ORDERS RESIDUAL CITATION INVENTORY ARTWORK AND PROOFS FACILITY REQUIREMENTS PACKING, SHIPPING AND DELIVERY INSPECTION REPORTING DISPOSITION OF DATA CONTRACTOR S STAFF/EMPLOYEES SILENCE OF SPECIFICATIONS MINORITY AND SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE REPORT ADDITIONS/DELETIONS DEPARTMENT RESPONSIBILITIES DELIVERABLES PERFORMANCE STANDARDS AND LIQUIDATED DAMAGES MONITORING CORRECTIVE ACTION PLAN (CAP) COMMUNICATIONS PATENTS, ROYALTIES, COPYRIGHTS, RIGHT TO DATA AND WORKS FOR HIRE/SOFTWARE REQUIREMENTS BID INSTRUCTIONS DHSMV ITB , Page 2 of 49

3 4.1 INTRODUCTION BIDDER QUALIFICATION QUESTIONS MYFLORIDAMARKETPLACE TRANSACTION FEE MYFLORIDAMARKETPLACE REGISTRATION PREFERRED PRICING COMPLIANCE FLORIDA DEPARTMENT OF STATE REGISTRATION FLORIDA SUBSTITUTE FORM W-9 PROCESS SCRUTINIZED COMPANIES PRICE SHEET INSTRUCTIONS MANDATORY REQUIREMENTS MINOR BID EXCEPTIONS NON RESPONSIVE BIDS, NON RESPONSIBLE BIDDERS SUBCONTRACTS BID SUBMISSION INSTRUCTIONS BID SUBMISSION CONTENTS BID SUBMISSION DELIVERY OF BID SUBMITTAL BID GUARANTEE REDACTED SUBMISSIONS AWARD METHODOLOGY BASIS OF AWARD FLORIDA PREFERENCE POSTING OF AGENCY DECISION IDENTICAL BIDS PROTESTS TIME LIMITS FOR FILING PROTESTS BOND MUST ACCOMPANY PROTEST RESULTANT CONTRACT SPECIAL PROVISIONS GENERAL CONTRACT CONDITIONS (PUR 1000) CONTRACTUAL SUBMISSIONS CONTRACTOR RESPONSIBILITY SUBCONTRACTING AFTER CONTRACT EXECUTION RESULTANT CONTRACT DOCUMENTS AND ORDER OF PRECEDENCE CONTRACT MANAGEMENT INVOICES PERFORMANCE BOND REQUIREMENTS OF CHAPTER 119, FLA. STAT. (PUBLIC RECORD LAW) Forms and Exhibits: FORM 1 BIDDER CONTACT INFORMATION FORM 2 BIDDER QUALIFICATION QUESTIONS FORM 3 PRICE SHEET FORM 4 RECYCLED CONTENT FOR PRINTING Exhibit 1 Uniform Traffic Citation Officer Receipt Exhibit 2 Florida Uniform Traffic Citation Exhibit 3 Florida DUI Officer Receipt Exhibit 4 Florida DUI Uniform Traffic Citation Exhibit 5 Monthly MBE DV Reporting Exhibit 6 Sample Law Enforcement Agency Addresses DHSMV ITB , Page 3 of 49

4 SOLICITATION INTRODUCTION Listed below are important things to keep in mind when responding to a solicitation for the Florida Department of Highway Safety and Motor Vehicles. a. Read the entire document. Note critical items such as: mandatory requirements; bond(s) requirements (bid, performance and/or damages); sample(s) required; supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; and contract requirements (e.g., contract performance security, insurance requirements, performance and/or reporting requirements, etc.). b. Note the Procurement Officer's name, address, phone number(s) and address. This is the only person you are allowed to communicate with regarding the solicitation and is an excellent source of information for any questions you may have. c. Attend the pre-bid conference, if one is scheduled. See Section 2.5 CALENDAR OF EVENTS. Pre-bid conferences are scheduled as-needed. d. Take advantage of the question and answer period. Submit your questions to the Procurement Officer by the due date listed in Section 2.5, Calendar of Events, and view the answers given in the formal addenda issued for the solicitation. Also see Section 2.7 ADDENDA. e. Follow the format required in the Solicitation when preparing your bid submittal. Provide pointby-point responses to the required sections in a clear and concise manner and do not skip or miss sections. f. Provide complete answers/descriptions. Read and answer all questions and requirements. Don t assume the Department or evaluation committee (if applicable) will know what your company s capabilities are or what items/services you can provide, even if you have previously contracted with the Department. The bids are reviewed based solely on the information and materials provided in your bid submittal. g. Use the forms provided. For example: Certification forms; Price Bid forms; Savings/Discount/Price Reduction; Customer References; etc., if any are included in this solicitation. h. Review and read the solicitation document again to make sure that you have addressed all requirements. Your original bid submittal and the requested copies must be identical and be complete. At least one copy must bear an original signature. i. Submit your bid submittal on time. Note all of the dates and times listed in the Calendar of Events and within the document, and be sure to submit all required items on time. Faxed, ed or late bid submittals are never accepted. DHSMV ITB , Page 4 of 49

5 1.0 PURPOSE AND GENERAL OVERVIEW 1.1 PURPOSE The Department of Highway Safety and Motor Vehicles (Department) is issuing this Invitation to Bid (ITB) to establish a contract for the supply of Florida Uniform Traffic Citations and Florida Driving Under the Influence (DUI) Uniform Traffic Citations, as more particularly described in Section 3.0 SCOPE OF SERVICES. The Department has statutory responsibility to collect and store information regarding highway safety, licensing of motor vehicles, administration of driver license issuance, driver records, Uniform Traffic Citation (UTC) and crash records. Statutory authorities can be found in Chapters 316, 318 and 322, Florida Statutes. As such, it is the Department s responsibility to prepare and supply every Florida traffic enforcement agency with Florida Uniform Traffic Citations (UTC) and Florida DUI Uniform Traffic Citations. 1.2 DEFINITIONS A. Artwork: Material that is prepared for reproduction in printed matter. For purposes of this solicitation, reference to artwork shall refer to all aspects of the citation as described below in G. B. Authorized Representative: The owner, corporate officer, or director of the Vendor authorized to legally bind it in a contractual obligation. A document establishing delegated authority must be included with the bid submission, if signed by other than the Authorized Representative. C. Bid: All information and materials submitted by a Bidder in response to this solicitation. D. Contract: The formal written agreement executed by the Successful Bidder and the Department containing all terms and conditions applicable to any purchase to be made as a result of this ITB. (The terms contract and purchase order are intended to be used interchangeably herein.) E. Contractor: The Bidder who is awarded a contract by the Department as a result of this solicitation. When used herein, reference to Contractor may be used interchangeably to refer to the actual Contractor or its staff/employees. F. Carrier: For purposes of this solicitation, carrier shall refer to the Contractor s shipping company utilized for the delivery of citation cartons to LEA s. (see P., below) G. Citation: An official written or electronic order to pay a fee or appear before a court of law for disobeying the law. For purposes of this solicitation, reference to citation shall be to the Florida Uniform Traffic Citation, and/or the Florida DUI Uniform Traffic Citation. H. Confidential Information: Shall only be those records that are deemed exempt or "confidential" by the Florida Public Records Law, Chapter 119, Florida Statutes, or any other provision of the Florida Statutes, or Article I, Section 24, Florida Constitution, or as identified by Federal law, or as identified by the Department. For purposes of a solicitation and resulting contract, reference to Confidential Information may relate to personal identification information, such as but not limited to, a social security number, address, or Vendor s proprietary information. I. Data: In computing, data is information that has been translated into a form that is more convenient to move or process. Or, a permanent reproduction, or copy, in the form of a DHSMV ITB , Page 5 of 49

6 physical object, of any media suitable for direct use by a person (in particular paper), of displayed or transmitted data. For purposes of this solicitation, data refers to hard copy Contract documents and electronic data shared or exchanged by the Department or Contractor. J. Day: A calendar day, unless otherwise specified. K. Department: Department of Highway Safety and Motor Vehicles. L. DUI: Driving under the influence. M. FHP: Florida Highway Patrol; a division within the Department. N. Flysheet: When used herein, refers to the cover page of the citation book. See Exhibit 1 UTC Officer Receipt Proof and Exhibit 3 Florida DUI Officer Receipt Proof. O. ITB: Invitation to Bid. P. Law Enforcement Agencies (LEA): For purposes of this solicitation, law enforcement agencies shall refer to Federal and Florida municipal, county and state entities performing enforcement duties related to public law. (Note: The terms LEA and Agency are intended to be used interchangeably herein.) Q. Material(s): For purposes of this solicitation, materials shall refer to, but not be limited to, citation paper, inks, binding glues, etc. R. Media: Materials that hold data in any form or that allow data to pass through them, including paper, transparencies, multipart forms, hard, floppy and optical discs, magnetic tape, wire, cable and fiber. For purposes of this solicitation, media refers to any electronic information shared or exchanged by the Department and the Contractor. S. NCR Form: A multi-part form constructed from carbonless copy paper. NCR forms allow multiple copies of a handwritten or impact-printed document to be created simultaneously. For purposes of this solicitation, reference to NCR shall refer to the various parts of the citation that use NCR paper. T. Number of Verbs or Nouns: Throughout this solicitation, the singular may be read as the plural and the plural as the singular. U. Purchase Order: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via the eprocurement system. See PUR Form 1000, paragraph 2. (Note: The terms Purchase Order and Contract are intended to be utilized interchangeably herein, although a purchase order is not executed by the parties.) V. State: State shall be synonymous with the Department of Highway Safety and Motor Vehicles. W. Standard Business Hours: When used herein, refers to Tallahassee, Florida local time, between the hours of 8:00 a.m. and 5:00 p.m., Monday Friday, excluding state holidays, as identified in subsection (1), Florida Statutes. X. Subcontractor: Any person, other than an employee of the contractor, who performs any of the services listed in this solicitation for compensation paid by the Contractor. See solicitation to determine whether subcontracting is permitted. Y. UTC: Uniform Traffic Citation. DHSMV ITB , Page 6 of 49

7 Z. Vendor: Any firm or person who submits a bid to the Department in response to this solicitation. (NOTE: The terms Bidder, Vendor and Contractor are intended to be used interchangeably herein.) Also see links provided in this solicitation for additional definitions in PUR 1000, Paragraph 1, and PUR 1001, Paragraph PROCUREMENT OFFICER The Procurement Officer, acting on the behalf of the Department, is the sole point-of-contact with regard to all procurement matters relating to this solicitation. All questions and requests for clarification are to be directed to: Christina Espinosa Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Room B412, Mail Station Apalachee Parkway Tallahassee, Florida christinaespinosa@flhsmv.gov Subsection (23), Florida Statutes (Fla. Stat.), requires that respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting of the notice of intended award (excluding Saturdays, Sundays, and state holidays), any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a bid submittal. Also see Section 2.14 DISCUSSIONS. 1.4 TERM The contract term shall be for a period of three (3) years effective September 1, 2016 or the term identified on the purchase order, whichever is earlier, unless terminated earlier by the Department under the terms provided herein, with the option to renew for a period of up to three (3) years. Renewal may be structured as a single three (3) year term, three (3) one (1) year terms, or any combination totaling no more than three (3) years. Exercise of the renewal option is at the Department s discretion and will be contingent upon satisfactory service, and subject to annual appropriation by the State Legislature (See, subsection (13), Fla. Stat.). The Department will issue a purchase order to the successful Bidder in order to enter the purchase into the state s accounting and purchasing databases. The Department may also require the successful Bidder to execute a formal contract document that will be incorporated in and attached to the purchase order. 2.0 ITB PROCESS OVERVIEW 2.1 GENERAL OVERVIEW The ITB is a method of competitively soliciting a commodity or contractual service under paragraph (1)(a) Fla. Stat., and awarding a contract to the bidder submitting the lowest DHSMV ITB , Page 7 of 49

8 (cost) responsive and responsible bid. The Department posts an ITB on the Vendor Bid System (VBS) to initiate the process. 2.2 BIDDER QUESTIONS Questions related to this ITB must be received in writing, via , by the Procurement Officer listed in Section 1.3 PROCUREMENT OFFICER above, within the time indicated in Section 2.5 CALENDAR OF EVENTS. Questions must reference DHSMV ITB in the subject line of the . Responses to questions will be posted on the Vendor Bid System (VBS) on or about the date referenced in Section 2.5 CALENDAR OF EVENTS. Also see Section 2.7 ADDENDA. 2.3 VALUE ANALYSIS The Department is interested in reducing costs related to its purchases of goods and services. While this solicitation contains specific requirements regarding the goods or services sought, Bidders are encouraged, but not required, to perform a process of value analysis of the items bid and to offer suggestions for changes to goods/service specifications or contract terms and conditions that may result in lower costs, improved performance and better quality to the state. In analyzing an item or service, the following steps are suggested: List the materials and processes involved in manufacture, packaging and delivery. For each material or process, consider: Does its use contribute to value? Is its cost proportionate to its usefulness? Does it need all of its features? Is a lower cost alternative of adequate quality available? Bidders are encouraged to present any suggestions for changes to the solicitation on or before the date and time indicated in Section 2.5 CALENDAR OF EVENTS, so that suggestions may be fully considered and, if appropriate, addenda modifying the solicitation may be timely issued to all prospective Bidders. Suggested change(s) to specifications, terms, or conditions should be clearly stated, along with an assessment of the impact of the change(s) on the quality or usefulness of the product/services, production or delivery cost(s), use costs, and appropriateness of the terms and conditions in protecting the rights of both parties. Include pros and cons. The Department reserves the right to reject any and all suggested changes without explanation, and/or to accept any suggested change(s) which meet(s) the Department s needs at an anticipated lower cost of production, delivery, or use than the original specifications, terms and conditions would otherwise provide. 2.4 BID OPENING The Department will hold a public opening of the bids at the date, time and location indicated in Section 2.5 CALENDAR OF EVENTS. DHSMV ITB , Page 8 of 49

9 2.5 CALENDAR OF EVENTS The table below contains the Calendar of Events for this solicitation. Bidders should become familiar with the Calendar of Events. The dates and times within the Calendar of Events may be subject to change. It is the Bidder s responsibility to check for any changes. All changes to the Calendar of Events will be through an addendum to the solicitation. Bidders are responsible for submitting all required documentation by the dates and times indicated below (Eastern Time). The Department will not consider late documents. DATE TIME ACTIVITY August 23, 2016 Solicitation issued. September 12, :00 p.m. All questions and/or proposed changes to the solicitation must be submitted in writing to the Procurement Officer. (see Section 2.2 BIDDER QUESTIONS and Section 2.3 VALUE ANALYSIS) September 20, 2016 Anticipated date that responses to written inquiries and proposed changes, if required, will be posted on the VBS. September 28, :00 p.m. Bids are due. September 28, :30 p.m. Public Bid Opening Location Florida Department of Highway Safety and Motor Vehicles Bureau of Purchasing and Contracts 2900 Apalachee Parkway, MS 31 Tallahassee, Florida October 3, 2016 November 18, 2016 Anticipated date of posting of intent to award. Anticipated contract start date. 2.6 PROTEST OF TERMS, CONDITIONS AND SPECIFICATIONS With respect to a protest of the terms, conditions, or specifications contained in this solicitation, including any provisions governing the methods of awarding contracts, or modifying or amending any contract, a notice of intent to protest shall be filed in writing within seventy-two (72) hours after the posting of the solicitation. (See, section , Fla. Stat.) For purposes of this provision, the term the solicitation includes this ITB, any addenda, and response to written questions, clarification or other document concerning the terms, conditions, or specifications of the solicitation. 2.7 ADDENDA If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation or exhibits, addenda and materials relative to this procurement, it will be posted on the Vendor Bid System at: DHSMV ITB , Page 9 of 49

10 Written answers to questions received by the Department will become part of this solicitation. It is the responsibility of the Bidder to check the VBS for new or changing information. 2.8 DISCLOSURE OF BID CONTENTS All documentation produced as part of the ITB will become the exclusive property of the Department and will not be returned to the Bidder unless it is withdrawn prior to the bid opening in accordance with Section 2.9 MODIFICATION OR WITHDRAWAL OF BID. The Department shall have the right to use any and all ideas or adaptations of ideas contained in any bid received in response to this solicitation. Selection or rejection of the bid will not affect this right. 2.9 MODIFICATION OR WITHDRAWAL OF BID Bidders may modify a bid at any time prior to the bid due date by sending the modified bid submittal to the Procurement Officer. A bid may be withdrawn by notifying the Procurement Officer in writing before the bid opening DIVERSITY The Department is dedicated to fostering the continued development and economic growth of minority, veteran, and women-owned businesses. Participation of a diverse group of Bidders doing business with the State is central to the Department s efforts. To this end, small minority, veteranowned, and women-owned business enterprises are encouraged to participate in the State s procurement process as both prime Bidders and subcontractors under prime contracts. The State of Florida s Office of Supplier Diversity may be reached at and can assist in furnishing names of qualified minorities for subcontracting activities under prime contracts. (see Section 3.17 MINORITY AND SERVICE-DISABLED VETERAN BUSINESS ENTERPRISE REPORT) 2.11 NON EXCLUSIVE RIGHTS The right to provide the commodities or services, which will be granted under the resultant Contract, shall not be exclusive. The Department reserves the right to contract for and purchase commodities or services from as many firms as it deems necessary without infringing upon or terminating the resultant contract BID TENURE All bids are binding for one hundred eighty (180) days following the bid opening date ACCESSIBILITY FOR DISABLED PERSONS If special accommodations are needed to attend any solicitation-related event open to the public, please advise the Bureau of Purchasing and Contracts at no later than five (5) business days prior to the event DISCUSSIONS Prior to the Department determining whether bids have been submitted in accordance with the requirements of this solicitation, any discussion by the Bidder with an employee or authorized representative of the Department involving cost information will result in rejection of said Bidder s bid submittal. DHSMV ITB , Page 10 of 49

11 No negotiations, decisions, or actions shall be initiated or executed by a Bidder as a result of any discussion with any state employee. Only those communications which are in writing from the Bureau of Purchasing and Contracts may be considered as a duly authorized expression on behalf of the Department SOLICITATION CONFLICTS AND ORDER OF PRECEDENCE All bids are subject to the terms of the following sections of this ITB which, in case of conflict, shall have the following order of precedence: A. Addenda, in reverse order of issuance; B. Invitation to Bid, including attachments; C. General Contract Conditions (PUR 1000) (Section 8.1 GENERAL CONTRACT CONDITIONS (PUR1000)); and D. General Instructions to Respondents (PUR 1001) (Section 4.1 INTRODUCTION). 3.0 SCOPE OF SERVICES 3.1 GENERAL DESCRIPTION OF SERVICES A. The Contractor will provide to the Department Florida Uniform Traffic Citations and Florida DUI Uniform Traffic Citations printed in accordance with the requirements and exhibits contained in this ITB, inclusive of all costs associated with the production, artwork, printing, storage, shipping, handling, inside delivery charges and FOB destination costs for delivery of the citations to six hundred (600) law enforcement agencies in the state of Florida. See Exhibits 1-4 for citation type and parts. B. The Contractor shall accept existing residual citation inventory from the Department s previous Contractor and store it in its warehouse for shipping as described in Section 3.8 RESIDUAL CITATION INVENTORY. 3.2 CITATION TECHNICAL SPECIFICATIONS All citations produced by the Contractor shall meet or exceed the specifications described in this section and as incorporated herein. A. SIZE Overall size of all parts 4-1/4 x 9-1/4 ; detached size of all parts to be 4-1/4 x 8-1/2 with ¾ binding stub. B. PRINTING OF FLORIDA UNIFORM TRAFFIC CITATION (HSMV 75901). 1. HSMV (Florida Uniform Traffic Citation) consists of four (4) parts and shall reflect all information as indicated on each page of Exhibit 1 Uniform Traffic Citation Officer Receipt and Exhibit 2 Uniform Traffic Citation. HSMV was last revised July, Exhibit 1 Uniform Traffic Citation Officer Receipt a. Two (2) top fly sheets DHSMV ITB , Page 11 of 49

12 Exhibit 2 Uniform Traffic Citation b. Part 1 UTC Citation Face (Complaint) Part 1 UTC Citation Back c. Part 2 UTC Citation Face (Summons) Part 2 UTC Citation Back d. Part 3 UTC Citation Face (Officer/Agency) Part 3 UTC Citation Back 2. Information that will be unique to each citation within the UTC book: a. Citation numbering; b. Copy distribution; c. Citation back; d. Back Parts 1, 2 and 3 printed in black ink; e. Face Parts 1, 2 and 3 will have portions in red ink; and f. Parts 1 and 2 will have a bar code on top. 3. Each UTC book will consist of twenty-five (25) citations. C. PRINTING OF FLORIDA DUI UNIFORM TRAFFIC CITATION (HSMV 75904). 1. HSMV (Florida DUI Uniform Traffic Citation) consists of six (6) parts and shall reflect all information as indicated on each page of Exhibit 3 Florida DUI Officer Receipt and Exhibit 4 Florida DUI Uniform Traffic Citation. HSMV was last revised October, Exhibit 3 Florida DUI Officer Receipt a. Two (2) top fly sheets Exhibit 4 Florida DUI Uniform Traffic Citation b. Part 1 DUI Citation Face (Complaint) Part 1 DUI Citation Back c. Part 2 DUI Citation Face (Abstract of Court Record) Part 2 DUI Citation Back d. Part 3 DUI Citation Face (DHSMV) This part does not have a back. e. Part 4 DUI Citation Face (Summons) Part 4 DUI Citation Back f. Part 5 DUI Citation Face (Officer/Agency) Part 5 DUI Citation Back DHSMV ITB , Page 12 of 49

13 2. Information that will be unique to each citation within the DUI citation book: a. Citation numbering; b. Copy distribution; c. Citation back; d. Citation Face Parts 1, 2, 3, 4 and 5 will have portions printed in red ink; and e. Parts 1 and 4 will have a bar code on top. 3. Each DUI citation book will consist of ten (10) citations. D. PAPER Non-Carbon Required (NCR), black impression paper, shall be utilized to produce clear legible print for the following: 1. FLORIDA UNIFORM TRAFFIC CITATION (HSMV 75901). a. Fly Sheets - First copy: 16.2 lb. Coated Back (CB) White Second copy: 16.2 lb. Coated Front (CF) White Print on top side only in black ink. b. Part lb. CB, White c. Part lb. Coated Front and Back (CFB), Canary d. Part lb. CF, Pink 2. FLORIDA DUI UNIFORM TRAFFIC CITATION (HSMV 75904). a. Fly Sheets First copy: 16.2 lb. CB White Second copy: 16.2 CF White Print on top side only in black ink. b. Part lb. CB, White c. Part lb. CFB, White d. Part lb. CFB, Blue e. Part lb. CFB, Canary f. Part lb. CF, Pink E. PERFORATIONS All copies, including fly sheets, to be perforated 11/16 down from top of form, before snapout. F. CITATION NUMBERING The Contract Manager will provide the Contractor with the citation numbering required within two (2) days of an order being entered into the Contractor s requisitioning system. DHSMV ITB , Page 13 of 49

14 1. Numbering of citations shall be in alpha/numerical sequence in Consolas Font. Sample citation formatting: A00000P ZZZZZZP Starting Number A31IU9P Ending Number A31JSYP 2. Numbering shall be in black. 3. No series shall run more than seven (7) alpha and numeric characters. The first six (6) characters will be a collection of alpha-numeric characters. The seventh character will be a P for paper. 4. Numbering shall appear in two places on each part of the citation with alpha and numeric characters. 5. Beginning and ending numbers to appear on fly sheets on each book in black. 6. Exhibits 3 and 4 will display pre-numbering on the front side of each part of the citation. G. BAR CODE SPECIFICATIONS 1. Bar Code Type Bar Code is to be Base 36 and shall correspond with each citation number. The number format consists of 7 characters; however, the first six (6) characters are a collection of alpha-numeric characters, generated using a Base 36 conversion of a unique numbers held within the DHSMV database, and the 7 th letter is a P for paper. 2. Bar Code Location a. Florida Uniform Traffic Citation (HSMV 75901): Center and printed on front top portion of part 1 and part 2 of citation form. Quiet zone.25 inches on all four (4) sides of bar code. b. Florida DUI Uniform Traffic Citation (HSMV 75904): Center and printed on front top portion of part 1 and part 4 of citation form. Quiet zone.25 inches on all four (4) sides of bar code. 3. Dimension a. Resolution will be 3 characters per inch. b. Bars and spaces; the ratio from the wide to narrow must be 2.2 to 1. c. Bar height to be 0.5 inch. 4. Printing a. Ink: Carbon base, waterproof, black ink or red ink, where required. b. Bar Reflectance: Must reflect less than fifteen percent (15%) of the infrared light falling upon them. DHSMV ITB , Page 14 of 49

15 c. Space Reflectance: Must reflect at least seventy percent (70%) of the infrared light falling upon them. d. Edge Roughness: Must meet American National Standards Institute (ANSI) Standards (MH-10.8M-1983). e. Spots and Voids: Must meet ANSI Standards (MH-10.8M-1983). f. The bar code shall be printed on part 1 and on part 2 of the Florida Uniform Traffic Citation (HSMV 75901). g. The bar code shall be printed on part 1 and part 4 of the Florida DUI Uniform Traffic Citation (HSMV 75904). H. CONSTRUCTION OF FLORIDA UNIFORM TRAFFIC CITATION (HSMV 75901). 1. Forms must be glued into snap-out stub at top in sets of twenty-five (25). 2. Use.030 minimum chipboard back. 3. The top of the citation stub will be stapled in two (2) places with reinforcing tape on the top over the two (2) staples. 4. Two (2) perforated cover fly sheets of 16.2 lb. white non-carbon, black impression, and paper will also be bound in front of book. These sheets shall be exact size of forms (overall 4-1/4 x 9-1/4 ). Note: There is no wrap-around cover to the citation book. I. CONSTRUCTION OF FLORIDA DUI UNIFORM TRAFFIC CITATION (HSMV 75904). 1. Forms must be glued into snap-out stub at top in sets of ten (10). 2. Use.030 minimum chipboard back. 3. The top of the citation stub will be stapled in two (2) places with reinforcing tape on the top over the two (2) staples. 4. Two (2) perforated cover fly sheets of 16.2 lb. white non-carbon, black impression, and paper will also be bound in front of book. These sheets shall be exact size of forms (overall 4-1/4 x 9-1/4 ). Note: There is no wrap-around cover to the citation book. J. MISSING, SKIPPED, OR DUPLICATED NUMBERS 1. The Contractor shall guarantee that only one copy of each serially numbered document (i.e., barcode and citation number) will be produced. There must be no missing, skipped, or duplicated numbers for auditing and security reasons. 2. The Contractor shall keep a log (or other documented means) tracking all numbering provided by the Contract Manager for audit and tracking purposes. This tracking documentation shall be available for inspection by the Department at all times. 3.3 ALTERNATIVE MATERIALS A. The Department will not accept the use of alternative or substitute materials other than what is identified in Section 3.2 CITATION TECHNICAL SPECIFICATIONS. DHSMV ITB , Page 15 of 49

16 B. In the event the citation materials specified in Section 3.2 CITATION TECHNICAL SPECIFICATIONS or added at any time to the Contract/purchase order, can no longer be provided for reasons beyond the Contractor s control (e.g., discontinued), the Contractor shall notify the Department s Contract Manager in writing as soon as the Contractor is notified of the supply issue by the Manufacturer. This notification shall include, but not be limited to: a) Discontinued citation material description, brand and item number; b) Date the Contractor was notified by the Manufacturer of its discontinuance; and c) Proposed alternate citation material with description, brand and item number. The proposed alternate citation material shall meet or exceed all terms, conditions, and specifications applicable to the original specified citation material in this scope of service. The Department s Contract Manager will review the information received and reply with his/her written approval or disapproval within five (5) working days. Written approval of the proposed alternate citation material will have the same force and effect as an amendment to the Contract. If the alternate citation material is not approved, the Department may request that a different alternate material be presented for consideration by the Contractor or the Departmental shall have the option of canceling the Contract. If the Contract is cancelled, the Contractor shall continue to hold all stock until stock is depleted, at no cost to the Department. C. Alternative citation material found to have been used for citations that were delivered to any recipient agency or provided to the Department without prior written approval by the Contract Manager are prohibited, will be rejected and returned at the Contractor s expense, and may be cause for termination of the Contract immediately and without notice. 3.4 ESTIMATED QUANTITIES The quantities indicated in the chart below are based on numbers the Department anticipates may be required during the initial contract term and renewal term: Year Term Dates Uniform Traffic Citation Book (HSMV 75901) DUI Uniform Traffic Citation Book (HSMV 75904) A. 1 11/18/16-11/17/17 69,000 5,000 B. 2 11/18/17-11/17/18 67,600 4,950 C. 3 11/18/18-11/17/19 66,250 4,900 D. Renewal Year 1 11/18/19-11/17/20 63,500 4,500 E. Renewal Year 2 11/18/20-11/17/21 62,250 4,450 F. Renewal Year 3 11/18/21-11/17/22 60,950 4,400 The quantity is estimated and for informational purposes only and should not be construed as representing actual, guaranteed, or minimum purchases to be made under a Contract, per any year. 3.5 PRE-PRODUCTION MEETING DHSMV ITB , Page 16 of 49

17 The Contractor shall meet with the Contract Manager and Chief, Bureau of Records, within thirty (30) days of Contract execution to discuss production of UTC s including, but not limited to, the following: A. Preproduction requirements; B. Contractor s requisitioning system; C. Contractor s Staff/Employees (see Section 3.15); D. Department orders; E. Facility requirements; F. Reporting requirements; and G. Citation concerns or questions. In addition, the Department will provide at this meeting a sample of each citation book and artwork to the Contractor. Follow-up meetings may be required throughout the term of the Contract, which may be held either telephonically or in-person at the Department discretion. If in-person meetings are required, the Contractor will be provided ten (10) days advance notice. 3.6 CONTRACTOR S REQUISITIONING SYSTEM A. The Contractor will have and maintain a requisitioning system that is internet-based and viewable on Microsoft Internet Explorer browser and that provides, but is not limited to, the following: 1. System access 24/7; 2. Electronic requisitioning of citations; 3. Delivery and tracking of citations to LEA s; 4. Tracking numbers for all shipments; 5. Order status before shipment; 6. Carton numbers that are available for use; 7. Current orders and inventory levels; and 8. Ad hoc reports, as required by the Department s Contract Manager. B. The Contractor shall provide the following within thirty (30) days of contract execution: 1. User access (Contract Manager and/or designees); and 2. On-site training. C. The Contractor shall provide the following in regard to its requisitioning system: 1. Technical assistance during standard business hours with a response time of two (2) hours of Department request, which may be either telephonic or via ; 2. Follow-up training, as required, throughout the term of the Contract; and 3. System downtime notifications no less than seven (7) days in advance of each occurrence. D. The Contract Manager will provide the Contractor approximately six hundred (600) LEA names, shipping addresses, agency codes and jurisdiction codes within thirty (30) days of Contract award for input by the Contractor into its requisitioning system. Updates will be provided as they occur throughout the term of the Contract. Note: Updates to LEA information will not require an amendment to the Contract. Agency codes and jurisdiction codes are provided to easily identify and locate LEA s in the Contractor s requisitioning system. E. The Contractor will acknowledge receipt of all information received in writing from the Department s Contract Manager within five (5) business hours. DHSMV ITB , Page 17 of 49

18 3.7 DEPARTMENT ORDERS A. Residual citation inventory identified in Section 3.8 RESIDUAL CITATION INVENTORY shall be utilized first before any new citations are ordered. The Department will issue a purchase order to the Contractor for shipping of residual inventory within thirty (30) days of contract execution. B. The Contractor shall ship citation orders within two (2) days of order input in the Contractor s requisitioning system with delivery to the LEA s within five (5) days of ship date. (See Section 3.11 PACKING, SHIPPING AND DELIVERY, D.) C. Once residual citation inventory has diminished, the Department will issue a purchase order for new citations, and will issue a new purchase order for the quantities identified in 3.4 ESTIMATED QUANTITIES for the applicable year and as citation inventory levels lessen. These new orders must be complete and in the Contractor s warehouse ready for shipment within ninety (90) days of order input into the Contractor s requisitioning system. D. The following shall apply: 1) First Citation Order a) Before the first citation order is placed in the Contractor s requisitioning system, the Contract Manager will request a carton of each citation type to be delivered for inspection (i.e., once artwork and proofs have been approved by the Contract Manager). The Contractor must provide this carton to the Department within five (5) days of request. b) If the inspection is satisfactory, the citation order will be placed in the Contractor s requisitioning system. Note: This step will not be required for subsequent orders, unless the citation templates have been revised. c) The Contractor shall notify the Contract Manager once the uniform traffic citation order is complete and has been delivered to the warehouse in writing. 2) Revised Template Citation Order a) Before any revised template citation order is placed in the Contractor s requisitioning system, the Contract Manager will request a carton of the revised template citation order to be delivered for inspection (i.e., once artwork and proofs have been approved by the Contract Manager). The Contractor must provide this carton to the Department within five (5) days of request. b) If the inspection is satisfactory, the revised template citation order will be placed in the Contractor s requisitioning system. Note: This step will not be required for subsequent orders, unless the citation templates are revised. c) The Contractor shall notify the Contract Manager once the uniform traffic citation order is complete and has been delivered to the warehouse in writing. E. Order Confirmation The Contractor shall provide confirmation via electronic notification of citation orders placed in the Contractor s requisitioning system within twenty-four (24) hours. DHSMV ITB , Page 18 of 49

19 3.8 RESIDUAL CITATION INVENTORY A. The Contractor shall accept all existing residual citation inventory from the Department s previous Contractor and store it in its warehouse for shipping to the LEA s. Note: The previous Contractor shall ship all citations in cartons sealed and labeled to the awarded Contractor within thirty (30) days of contract execution, and the Contract Manager and/or designee will provide the awarded Contractor a list of all citation cartons to verify against the citation cartons received. Should any discrepancies be found, the awarded Contractor shall contact the Contract Manager in writing within five (5) days of receiving residual inventory identifying all discrepancies found. The Contract Manager will provide written direction to the awarded Contractor within five (5) days of receiving notice of deficiencies. The residual inventory shall not be shipped to LEA s until the Contract Manager has addressed the deficiencies issue. B. The Contractor shall ship residual inventory to LEA s in accordance with Section 3.7 DEPARTMENT ORDERS, B. C. The Contractor shall not be responsible for replacing or refunding the Department for any defective or damaged citations found by LEA s in residual citation inventory shipped. Nor will the Contractor be responsible for receiving any defective or damaged citations received by the previous Contractor and will handle in accordance with Section 3.14 DISPOSITION OF DATA. D. Residual Citation Inventory Estimated Quantities: 1. UTC (HSMV 75901) Print year: 2015 Carton quantity: 1232 Citation books in a carton: 1250 Carton size: 9 ¾ width x 7 height Carton weight: lbs. Carton depth: 9 inches 2. DUI Citations (HSMV 75904) Print year: 2015 Carton quantity: 301 Citation books in a carton: 500 Carton size: 10 width x 10 height Carton weight: lbs. Carton depth: 4 ¾ inches NOTE: Citation carton sizes are provided for storage purposes by the Contractor. The estimated quantities above are subject to change and may be less at the time of contract execution. E. As the Department anticipates a continuing need for printing of UTC s, upon the end date of the Contract term, including renewals, if exercised, the Contractor shall ship all residual inventory (sealed cartons and labeled) to the new Contractor within thirty (30) days of the contract end date. DHSMV ITB , Page 19 of 49

20 3.9 ARTWORK AND PROOFS A. ARTWORK 1. The Contractor shall set up and furnish all camera-ready artwork within thirty (30) days of contract execution. 2. The Department reserves the right to require changes to the artwork, whether minor (see 6, below) or major (see, 7 below) with a minimum of ninety (90) days prior written notice. 3. The Department reserves the right to immediately require changes to artwork deemed necessary by the Department due to legislative updates or requirements. These changes shall be made by the Contractor and a proof be provided to the Contract Manager within twenty-four (24) hours of written request. 4. Artwork will remain the sole property of the Department. The Contractor will return all artwork to the Department upon completion of the Contract, and will provide artwork when deemed necessary by the Department, to the Contract Manager within two (2) business days of request. 5. The Contractor shall not copyright or license any work produced or services performed under this Contract. (see Section 3.25 PATENTS, ROYALTIES, COPYRIGHTS, RIGHT TO DATA AND WORKS FOR HIRE/SOFTWARE REQUIEMENTS) 6. The Department will not be charged the template revision art fee identified on FORM 3 PRICE SHEET for minor template revisions. Minor template revisions, include, but are not limited to: revisions to verbiage including adding or removing words, address changes (Administrative Reviews Hearing Offices), revision date, and/or spelling corrections. 7. The Department will pay the Contractor the template revision art fee identified on FORM 3 PRICE SHEET for major template revisions. B. PROOFS Major template revisions, include, but are not limited to: adding additional fields to the citation and/or adding additional pages to the citation. 1. CITATIONS a. The Contractor shall provide citation proofs as described below for review and approval by the Contract Manager within thirty (30) days of contract execution. (see Exhibits 1-4 for citation type and parts) 1) An electronic proof via for each citation type; and 2) Hard copy proofs may be mailed/delivered for each citation type. The Contract Manager will provide its approval, or suggested revisions in writing within five (5) days of receipt of proofs. If proofs are required to be revised, the Contractor shall provide the revised proofs within ten (10) days. b. The Contractor shall ensure that all parts of the citation contain registration points. Registration points allow data capture software to accurately identify the form and DHSMV ITB , Page 20 of 49

21 extract the identified data fields off of the scanned document. The registration points must be in bold print. 2. PACKING FORMS a. The Contractor shall provide packing form proofs for the packing forms described in b. - d., below for review and approval by the Contract Manager within thirty (30) days of contract execution. (see Section 3.11 PACKING, SHIPPING AND DELIVERY, B. Required Packing Forms, for additional information) Proofs shall be provided as follows: 1) Electronic proofs may be sent via for each packing form type; or 2) Hard copy proofs may be mailed/delivered for each packing form type. The Contract Manager will provide its approval, or suggested revisions in writing within five (5) days of receipt of proofs. If the packing form proofs are required to be revised, all revised proofs shall be resubmitted within five (5) days. b. The Packing List shall indicate the following information: 1) Ship to address; 2) Return address Contractor address; 3) Department PO Number; 4) Agency Order Number (5 digit code); 5) UTC Carton(s) Number(s); 6) Agency name; 7) Freight terms; 8) Payment method; 9) Carrier utilized for delivery; 10) Weight; 11) Order date; 12) Shipped date; and 13) Description Type of Citation (UTC or DUI UTC). Purpose: To be inserted in the citation carton for LEA s review and records. c. The UTC Verification Receipt shall indicate the following information: 1) Agency name; 2) Agency address; 3) Agency Order Number; 4) Description Type of Citation (Regular UTC or DUI UTC); 5) Number of UTC carton(s) received with list of carton number(s) received; 6) Ordered date; 7) Date received; and 8) Agency representative signature. Purpose: For the LEA to verify receipt of the number of cartons sent to them and return the document signed to HSMV. DHSMV ITB , Page 21 of 49

22 d. The Carton Insert shall indicate the following information: 1) Department of Highway Safety and Motor Vehicles; 2) Form Name DUI UTC Book of Receipt, HSMV OR UTC Book of Receipt, HSMV (separate sheet for each type of citation); 3) Citation Carton Number; 4) Citation Book Number; and 5) A list of all citation numbers that is included with each book. Purpose: For audit purposes by the Department s Inspector General s Office FACILITY REQUIREMENTS 1. Print Shop The Contractor s print shop must be located in the United States of America or in any of its territories. 2. Warehouse a. The Contractor shall have and maintain a warehouse facility anywhere in the United States of America or in any of its territories. b. Should the Contractor already have a warehouse facility located as required in a., above, the Contractor shall provide the Contract Manager within thirty (30) days of contract execution, the following: 1) Required information in f., 3) below; and 2) A statement that it meets the requirements described in d., below. c. Should the Contractor not already have a warehouse facility in a required location, it shall establish an acceptable warehouse location within sixty (60) days of contract execution. The Contractor shall provide the Contract Manager within thirty (30) days of establishing an acceptable warehouse location, the following: 1) Required information in f., 2) and 3) below, as applicable; and 2) A statement that it will meet the requirements described in d., below. d. The Contractor shall be responsible for ensuring that the warehouse facility meets all applicable local, county, and state ordinances, codes, rules, and regulations at all times, and shall pay all expenses related to maintaining the warehouse facility in compliance therewith. In addition, the warehouse facility shall have, and the Contractor shall pay all expenses related to, at a minimum, the following: 1) Local and county permits and licenses; 2) Utilities, telephone, and data lines; 3) Repair and maintenance of the facility; 4) Security system with video cameras outside the building on each wall and alarm notification when doors or windows are opened during off hours; 5) A pest control program for prevention of vermin, insects and other pests; 6) Inspections and testing of all alarms and fire extinguishing equipment at least annually or more frequently as required by local code, permitting, or licensure; and 7) Adequate indoor temperatures to prevent damage to citations caused by temperature/humidity. DHSMV ITB , Page 22 of 49