TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION SPECIFICATION NO. * PRINTING CERTIFICATE OF TITLE ENVELOPE PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is an Invitation for Bid (IFB) to provide all labor, materials, packaging and equipment required to produce and print a Certificate of Title Envelope, Form ENV 86-A, for the TxDOT Vehicle Titles and Registration Division (VTR). 2. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all federal, state and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to: Code of Federal Regulations (CFR) Part 82 Ozone-Depleting Substances Class I or II by Section 611 of the Clean Air Act Revised Civil Statutes of the State of Texas, Title 89, Art Distribution of Publication delivery requirements Vernon s Texas Codes Annotated, Government Code Texas Administrative Code (TAC) Chapter 25 Subchapter G Contract Administration requirements of state law and the terms of the program rules. 3. RESPONDENT QUALIFICATIONS: The respondent shall: 3.1. Be a company engaged in the business of providing all labor, materials and equipment for printing production for a minimum of four years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. * This Specification Supersedes Specification No. TxDOT , Dated March

2 3.2. Be in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement to this solicitation in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements. 4. REFERENCES: The respondent shall submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed within the past three years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number, and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Schedule 1 Respondent References). 5. KEY PERSONNEL QUALIFICATIONS: The respondent shall provide a Customer Service Representative (CSR) with a minimum of four years experience within the last five years in envelope printing and the various functions of the printing plant. 6. VENDOR REQUIREMENTS: The vendor shall: 6.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide all labor, materials and equipment necessary to meet requirements of the specified services throughout the term of the purchase order Provide a primary point of contact Submit proof(s) for approval within 15 calendar days after receipt of purchase order to the TxDOT address on the purchase order Not begin production until TxDOT has provided written approval of proofs Provide a CSR who shall be a permanent staff employee and serve as a constant primary point of contact for TxDOT whose primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the specification. 2-8

3 7. SERVICE REQUIREMENTS: The vendor shall perform the following requirements to provide services defined in this solicitation: 7.1. ENVELOPE DESCRIPTION Envelope shall be 24 pound white wove recycled paper stock Size of envelope shall be 4-3/8 inches high x 7-3/4 inches wide (no minus tolerance in height) Window size shall be 1-1/4 inches high x 4-3/4 inches wide and shall be located one inch from left edge and 3/4 inch from bottom Seal flaps shall have moisture-activated glue and shall be of such contour and design as to feed freely through an automatic mail-inserting machine (Pitney Bowes 8300 Series Inserter). Envelope style may be diagonal or side-seam Printing on front and back of envelope shall be in black ink (Ref. Attachment A Certificate of Title Envelope Form ENV-86-A Front View and Ref. Attachment B Certificate of Title Envelope Form ENV-86-A Back View) Window covering shall be a poly or a biodegradable material and shall be securely and fully edge glued to prevent patches from coming loose in inserting machine Opacity of window covering material shall not exceed 25 percent to allow content of the envelope to be barcode readable TEST SAMPLES: Vendor shall submit 2,000 envelopes for testing purposes within 30 days after receipt of approved proof. Test samples shall be packaged as instructed in Para PACKAGING Envelopes shall be packaged 2,000 per carton. Each carton shall have reinforced corners and contain corrugated cardboard dividers placed between each group of 1,000 envelopes The following shall be printed on each carton in font size no smaller than Arial 18: purchase order number envelope number vendor name quantity per carton Cartons shall be stacked and shrink wrapped on pallets so that the printing is facing outwards Vendor shall ship pallets no more than nine cartons high and shall not double stack pallets. 3-8

4 7.4. DELIVERY: A total of 150,000 envelopes shall be delivered on the first and the fifteenth of each month or the next working day. Once testing samples have been approved in writing by TxDOT, shipments shall begin on the first day of the following month. 8. PERSONNEL CONTINUITY AND REPLACEMENT 8.1. TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the CSR will require that the vendor propose a replacement. In the event that such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT The vendor agrees that the CSR assigned to the project shall remain available for the entirety of the project throughout the term of the purchase order as long as that individual is employed by the vendor If TxDOT determines that the CSR, a team member or other key personnel is unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. A profile and references will be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 9. LOGO: The LOGO to be imprinted on the goods covered by this purchase is copyrighted by TxDOT. The vendor is advised that permission for use of the LOGO is granted for meeting the requirements of this purchase order. Any person or company wishing to use this LOGO for a purpose other than this must contact the General Services Division (GSD) at (512) PAPER PRICE ADJUSTMENTS: Paper prices shall be firm for the first printing. Paper price adjustments, both increases and decreases, will be allowed for each printing thereafter during the purchase order period. The vendor shall present a verified copy of any new paper costs from the supplier with notification of price adjustments for TxDOT approval a minimum of 30 days before printing: Max. Price Increase = Price on Original Bid X New CWT CWT submitted with bid The paper prices quoted on the IFB will be increased or decreased by the percentage of change that the new prices per hundredweight (CWT) are in relation to the initial prices per CWT. Increases in paper prices will be considered only if received a minimum of 30 days prior to the approved print date. Decreases in price will be allowed at any time. 4-8

5 10.2. Any price reductions passed on to other customers are to be correspondingly offered at the same ratio to the State. Prices may be lowered at any time. Contractor s failure to promptly notify the State of such industry-wide price decreases may constitute a breach of contract and the contract may be cancelled. The State reserves the right to award any cancelled contract to the next lowest bidder or re-bid, whichever is in the State s best interest The vendor shall proceed with the production run only after receipt of written approval of price increases from TxDOT. 11. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the primary contact for TxDOT and subcontractor(s) The vendor shall manage all, quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent s determination if they choose to subcontract any of the work under this purchase order with a Texas Certified Historically Underutilized Business (HUB) or other businesses If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: HSP PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-hub subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors TxDOT retains the right to check subcontractor's background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor. 5-8

6 During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within 30 days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT. 12. CANCELLATION: TxDOT reserves the right to cancel this purchase order at any time, should the vendor or subcontractors fail or neglect to carry out the provisions of the specifications contained herein, or be unable to maintain the quality of production as determined by TxDOT. Either party may cancel this purchase order without penalty by providing 90 days written notice to the other party. Termination under this paragraph shall not relieve the vendor of any obligation or liability that has occurred prior to cancellation. NOTE: This is an exception to the TxDOT Terms and Conditions, attached. 13. SPECIAL CONDITIONS It is the intent of TxDOT to purchase goods and equipment having the least adverse environmental impact, within the constraints of statutory purchasing requirements, departmental needs, availability and sound economical consideration. Suggested changes and environmental enhancements for possible inclusion in future revisions of this specification are encouraged TxDOT is committed to procuring quality goods and equipment. TxDOT encourages manufacturers to adopt the International Organization for Standardization (ISO) standards, technically equivalent to the American National Standards Institute/American Society for Quality Control (ANSI/ASQC Q ), and obtain certification. Adopting and implementing these standards is considered beneficial to the manufacturer, TxDOT, and the environment. It is TxDOT s position that the total quality management concepts contained within these standards can result in reduced production costs, higher quality products, and more efficient use of energy and natural resources. Manufacturers should note that future revisions to this specification may require ISO certification CLEAN AIR ACT: The vendor shall not utilize certain substances in the manufacture of this product that are defined as Ozone-Depleting Substances Class I or II by Section 611 of the Clean Air Act, as promulgated under 40 CFR Part 82. For a list of these substances, see List of Controlled Ozone Depleting Substances (ODS) at the TxDOT website: INVOICING INSTRUCTIONS: The vendor shall provide a comprehensive and detailed invoice with reference to the basis for each item charged. Original documentation that validates the charges shall be attached. The original invoice shall be sent to the address shown on the purchase order to ensure timely payment and shall include the following: Complete 16-digit purchase order number Vendor Employer Identification Number (EIN) Date of delivery Quantity of envelopes delivered per shipment Itemized charges listed and totaled. 6-8

7 14.6. Shipping waybills Invoices that require correction(s) shall be re-submitted with a new invoice date. 15. TxDOT RESPONSIBILITIES: TxDOT will provide: Artwork and sample envelope with purchase order to the vendor Written approval of proofs via within 15 calendar days after receipt of proofs. Production shall not begin until approval has been granted in writing by TxDOT A contract manager A point of contact Contract Administration, perform periodic audits or field reviews as needed to ensure that the vendor is operating the program under the requirements of state law, the terms of the program rules contained in Texas Administrative Code, Title 7, Vehicles and Traffic, Issuance of Certificate of Title (b), and the agreement executed between TxDOT and the vendor. 16. RESPONSE SUBMISSION: The following shall be submitted with the response. Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration Original, signed, dated, and completed IFB Schedule 1 Respondent References HUB Subcontracting Plan (if applicable). 17. AWARD: TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification. 18. POST AWARD MEETING: Vendor may be required to attend a post award meeting in Austin, Texas with TxDOT VTR and Purchasing within ten calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding this solicitation. 19. CONTRACT ADMINISTRATION: Administration of the purchase order is a joint responsibility of the TxDOT VTR and TxDOT Purchasing. TxDOT Purchasing staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual who will serve as the Contract Manager and point-of-contact between the agency and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: 7-8

8 Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Texas Comptroller of Public Accounts State of Texas Contract Management Guide, latest edition. 8-8

9 1-1 SPECIFICATION NO. *

10 * SCHEDULE 1 RESPONDENT REFERENCES SOLICITATION NO. Q RESPONDENT S NAME: Company Name: Address: City: State: Zip Code: Phone Number: Fax Number: Point of Contact: Date Service was Performed: Reference Response (to be filled in by TxDOT): Company Name: Address: City: State: Zip Code: Phone Number: Fax Number: Point of Contact: Date Service was Performed: Reference Response (to be filled in by TxDOT): Company Name: Address: City: State: Zip Code: Phone Number: Fax Number: Point of Contact: Date Service was Performed: Reference Response (to be filled in by TxDOT): THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE. 1-1