02 -Statement of Work Waste Decals 2026 for Bid No 6100066726.docx

COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF GENERAL SERVICES

Invitation for Bid Waste Transportation Safety Program Mailing and Printing of Decal Stickers and Cab Cards

IFB No. 6100066726 Part IV - Specifications

ISSUE DATE:

NOVEMBER 09, 2026

BID SUBMISSION DATE:

DECEMBER 03, 2026

Contact Person: Dan Covell Email: dcovell@pa.gov Phone Number: 717-346-3828

TABLE OF CONTENTS

i

I. GENERAL INFORMATION

1. OVERVIEW:

The Department of General Services (DGS), on behalf of the Department of Environmental Protection (DEP), Bureau of Waste Management, Waste Transportation Safety Program (WTSP), is soliciting bids for the design, printing, processing, imaging, and mailing of Decal Stickers and Cab Cards, used for identification purposes on trucks, truck-tractors and waste trailers, as required in the Waste Transportation Safety Act (Act 90 of 2002).

The Commonwealth does not guarantee any level of contract usage and provides historical spending information solely as a courtesy to bidders. Historic spending does not guarantee future contract usage. Total historical spending during the preceding 5 period was approximately $1,400,000.00.

This Invitation for Bid (IFB) will result in the award of one contract and shall include material stickers, cab cards and the following:

· Receiving electronic data daily from the DEP, the method of data transmission shall be Comma Separated Values (CSV) file from the WTSP’s Secure File Transfer Protocol (SFTP) site.

· On the same day when decal stickers are mailed (see section G), the Contractor shall forward a CSV file containing DEP specified data to the WTSP’s SFTP site.

· Print and variable image 2 matching decal stickers and 1 Cab Card (Authorization) per transmitted record.

· Decal stickers and Cab Cards shall bear a Waste Hauler (WH) number, Vehicle Identification Numbers (VIN), expiration month and year, and WTSP logo.

· Formatting and printing the “Municipal/Residual Waste Transporter” mailing packet (as per specifications).

· Ready to print up to 3 different years versions at a time. Mailing could include current year, and current year +1 color decal (January 1 through September 30) and also October 1 through December 31 could include the current year, current year +1 and current year +2 color decals.

· USPS First Class and Priority mail packaging or any other reputable and secure mailing or delivery service are required so that all mail is traceable. See “MAILING COMPONENTS Section A”.

2. METHOD OF AWARD – SINGLE AWARD:

It is the intent of the Commonwealth to make a single award of items(s) listed in the IFB to the lowest responsive and responsible bidder for award will be based on the lowest total evaluated bid price for all required line items. The Commonwealth reserves the right to award by line item if it determines that it is in the best interest of the Commonwealth to do so.

Actual carrier postage and shipping charges shall not be included in the evaluated bid price. The Mail Handling Fee shall be included in the evaluated bid price. Actual carrier charges shall be reimbursed in accordance with the Invoicing section of this Contract.

3. ESTIMATED QUANTITIES:

The quantities listed here are based on historical data on a yearly basis and may be increased or decreased in accordance with the actual requirements of the Commonwealth.

4. PRICING:

Costs, which are not specifically identified in the Bidder’s response, and accepted by the Commonwealth as part of a contract, will not be compensated under any contract awarded pursuant to this IFB. The Commonwealth will not be responsible for any costs or expenses incurred by Bidders in responding to this IFB.

5. CONTRACT TERM & RENEWALS:

The initial term of the Contract shall be 01 year(s) and 00 month(s).

The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the Expiration Date identified in the Contract, subject to the other provisions of the Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Commonwealth (signed and approved as required by the Commonwealth contracting procedures) or b) the “Valid from" date printed on the Contract, whichever is later.

The Contract may be renewed for a maximum of 4 additional 1-year term(s), so long as Commonwealth provides written notice to Contractor of its intention to extend the Contract by letter prior to the expiration of the term of the agreement, or any extension thereof.

6. PRICE INCREASE AT TIME OF RENEWAL:

Percentage price increases may be permitted at the time of each Contract renewal for the Variable Imaged Decals and Cab Cards and Waste Transportation Driver's Checklist line items, provided the requested increases are supported by documented increases in material costs.

The Contractor shall provide written documentation from its material suppliers substantiating the material cost increases associated with each line item for which an increase is requested.

Any percentage increase shall be subject to mutual agreement and approval by the Department of Environmental Protection, the Contractor, and the Department of General Services, Bureau of Procurement.

The approved percentage increase shall not exceed seven percent (7%) per eligible line item during any single renewal term. The increase shall be calculated using the approved unit price in effect immediately preceding the applicable renewal term.

The Mail Handling Fee shall remain fixed throughout the Contract term, including all renewal periods, unless otherwise expressly authorized under the Contract.

Actual carrier postage and shipping charges shall be reimbursed at documented actual cost and shall not be subject to the percentage increase provision.

II. REQUIREMENTS

1. ELIGIBILITY REQUIREMENTS:

All bidders must meet the specifications below. These specifications can be found within the bid documents housed in the Pennsylvania Supplier Portal (https://pasupplierportal.state.pa.us/irj/portal/anonymous) and will be part of the contract if awarded.

Bidders must submit a complete bid package, including all responses and documentation, including the following items.

· Completed Company Profile (Attachment A)

· Subcontractor information (if applicable), completed in Attachment A

· Current United States Postal Service (USPS) Coding Accuracy Support System (CASS) Certification

· Documentation of previous experience providing similar printing and mailing services

· Manufacturing Process Requirements, including equipment, facilities, and production process

· Internal testing and quality assurance procedures

· Security precautions and procedures

· Implementation Plan/Project Schedule

· Three samples of similar work completed within the past 5 years.

In addition, as indicated in Parts I and II of the Terms and Conditions, the following documents must be submitted with the bid. Failure to submit any of the documentation listed below may result in the bid being rejected.

· Lobbying Certifications and Disclosure BOP-1307

· Worker Protection Act BOP-2201

· Reciprocal Limitations Act GSPUR-89

· Iran Free Certification and Disclosure

The following attachments are provided as part of this solicitation to assist Bidders in preparing their responses:

A. Contractor Qualifications and Required Documentation:

1. Submit a complete bid package, including all required responses and documentation.

2. Complete and submit Attachment A – Company Profile and Subcontractor Profile, including all requested information.

3. If subcontractors are proposed, the Bidder shall complete the Subcontractor Profile included in Attachment B. No subcontracting or outsourcing may occur without the prior written approval of the Contracting Officer and DEP.

4. Provide documentation demonstrating the Bidder's (and any approved subcontractor's) capability to perform all phases of production, including:

· Data processing

· Lithographic printing

· Variable imaging

· Mail shop services

These capabilities must be performed within the same production facility unless otherwise approved by the Contracting Officer.

5. Provide a current USPS Coding Accuracy Support System (CASS) Certification for the production facility responsible for preparing and mailing the finished product.

6. Provide documentation demonstrating previous experience performing printing and mailing services of similar size and complexity.

7. Provide a description of the manufacturing process, including:

· Production workflow

· Equipment list

· Names, addresses, and telephone numbers of all production facilities

8. Production facilities, equipment, or manufacturing processes may not be relocated without prior written approval of the Contracting Officer. The Commonwealth reserves the right to inspect any production facility used under this Contract.

9. Provide a description of internal testing procedures and quality assurance processes used to ensure compliance with all contract specifications.

10. Provide a description of security procedures used to safeguard Commonwealth materials and personally identifiable information.

At a minimum, include:

· Physical and information security measures

· Procedures for reporting theft, loss, or security incidents

· Notification procedures to the Contracting Officer and DEP, 24 hours of discovery

· Daily status reports until the incident is resolved

11. Provide a detailed implementation plan/project schedule that includes, at a minimum:

· Lithographic proofs

· Test data proofs

· Live data proofs

· Printing

· Variable imaging

· Finishing

· Mailing schedule

12. The Bidder shall provide 3 samples of similar products completed within the past five years that demonstrate the materials and workmanship proposed under this Contract. Submitted samples will be examined for conformance with specifically identified material, size, printing, and tamper-evidence requirements.

Because bids are submitted electronically, samples shall be mailed to the Commodity Specialist and must be received 48 hours prior to the bid opening date and time at the address identified in section below.

Bid #6100066726 c/o Dan Covell, Commodity Specialist Department of General Services Bureau of Procurement 1800 Herr Street, 2nd Floor Harrisburg, PA 17103

If subcontractors are proposed, all applicable information required under Section G shall also be provided for each subcontractor.

C. Additional Requirements:

1. Security System The Contractor shall maintain a security system that protects the production facility from theft and unauthorized access. The Commonwealth reserves the right to inspect the Contractor's security measures prior to award and throughout the contract term.

2. Disaster Recovery The Contractor shall maintain documented business continuity and disaster recovery procedures, including:

· Backup capabilities

· Tested disaster recovery procedures

· At least one alternate production facility capable of performing the required work

The Commonwealth reserves the right to review these procedures and inspect any backup production facility.

D. Transition Requirements:

Due to the critical nature of the forms and services provided under this contract, there can be no interruption of services during the transition from the current contractor to a new contractor. Therefore, any new contractor must work together with DEP and the incumbent contractor to assure a smooth transition.

Approximately two weeks prior to the end of the contract, the incumbent contractor will provide DEP with a physical count of decal stickers and cab cards in the contractor’s warehouse, along with a list of any open orders and the anticipated delivery date for each order. DEP will provide a copy of this inventory to the new contractor.

Contractors may be required to accept and store decal stickers and cab cards from previous contractors upon commencement of contract, up to a three-month supply, at DEP’s discretion. In this event, the new contractor must arrange for transfer of this inventory from the incumbent contractor’s facility to their facility within one week of the start of the new contract. Incumbent contractors will bill DEP for these items in accordance with the provisions of their contract. No additional delivery charges will be allowed. Contractor will not be allowed to charge for delivery or storage of this existing inventory.

Contractor must conduct a physical inventory of decal stickers and cab cards received and provide a written report to DEP within three workdays of transfer, along with copies of all bills of lading or other delivery receipts that detail exact quantities transferred.

E. Test Requirements:

Upon award of contract, DEP may provide test data of “dummy” information. The contractor must use this data in a test of the entire process (not including the actual mailing) and provide written results of the test to DEP within 5 workdays.

Decal shall withstand exposure to UV light for a period of 15 months. To demonstrate the awarded Contractor’s final construction of this product, the awarded Contractor shall have to submit their decal to the following test, at a lab of the Contractor’s choosing. Test shall be at the Contractor’s expense. Failure of that test is grounds for revocation of award.

Xenon arc type UV exposure systems, running the following test parameters:

· Cycle: 3.8 hours light, 1 hour dark

· Filters: Quartz inner, Borosilicate S outer

· Irradiance: .55 W/m2 @ 340 nm

· Black Panel Temp: 890 C (light cycle), 380 C (dark cycle)

· Dry Bulb Temp: 620 C (light cycle), 380 C (dark cycle)

· Relative Humidity: 620 C (light cycle), 380 C (dark cycle)

Total exposure should equal 1466 kJ/m2, which should take 39 days at the rate of 37.6 kJ/m2 per day.

The decal shall be made in such a manner that if tampered with or taken off the vehicle, the decal shall be visibly damaged.

Test Report Summary: The Contractor shall provide a Test Report Summary to DEP summarizing the testing, testing results, and verification of the Physical Properties, and the UV light testing under (Decal Stickers Requirement) of the MACHINE-IMAGED WASTE HAULER DECAL STICKERS AND CAB CARDS section of this Statement of Work.

G. Machine-imaged waste hauler decal stickers, cab cards and insert requirements:

· Instructions

· One (1) Cab Card

· Two (2) Decal Stickers

Each individual decal sticker shall measure 4⅝ in. × 3⅜ in. and have rounded corners.

Following variable data imaging, each decal shall be protected with a transparent coating or overlay capable of withstanding 15 months of outdoor weather exposure.

If a clear overlay is used, it shall:

· Be a minimum of 2 mil thick.

· Include UV-resistant properties to minimize fading caused by sunlight.

The Contractor shall:

· Bid prices shall include printing using four spot colors

· Be capable of producing up to three different decal color versions during the period October 1 through December 31.

· Use sunfast inks suitable for prolonged outdoor exposure in all weather conditions.

Preferred security feature: Long-wave UV fluorescent ink in addition to the standard printing ink.

Commonwealth reserves sole discretion to approve proposed security features.

The adhesive shall:

· Require no water, solvent, or other activation agent.

· Provide permanent adhesion to properly prepared:

· Painted fiberglass

· Painted metal surfaces

· Maintain satisfactory adhesion under all normal operating and environmental conditions.

· No lifting after 15 months

· Resistant to washing

· Resistant to road salt

· Resistant to pressure washing

Specifications:

· Size: 8½ in. × 11 in.

· Paper: 60 lb. offset

· Printing: Black ink on both sides

· Folded in half

· Nested within the decal/Cab Card sheet

· WH Number

· Vehicle Identification Number (VIN)

· Expiration Month

· Expiration Year

· DEP Logo

· WTSP Logo

If the Cab Card and decal are produced separately, both items shall contain matching WH Numbers.

H. Mailing Components:

1. Electronic Data File Transmission The Contractor shall receive and exchange electronic data files with the Department of Environmental Protection (DEP) each business day, Monday through Friday 5 days a week, excluding Commonwealth holidays, unless otherwise directed in writing by DEP. Electronic data files shall be transmitted on each scheduled business day using a secure, DEP-approved transmission method. The number of records contained in each file may vary from day to day. The Contractor shall maintain the capability to receive and process files containing varying numbers of records in accordance with the requirements of this Contract.

2. Daily Processing and Mailing Requirements The Contractor shall process, prepare, and mail Decal Stickers and Cab Cards each business day, Monday through Friday, excluding Commonwealth holidays, unless otherwise directed in writing by DEP. Processing and mailing activities shall be performed in accordance with the production schedules, security requirements, quality standards, and delivery requirements established under this Contract.

3. Mailing and Delivery Schedule The Contractor shall ensure that all Decal Stickers and Cab Cards scheduled for mailing on a given business day are properly processed, packaged, addressed, and tendered to the selected mailing or delivery service on that business day. The Contractor shall maintain documentation verifying the date of mailing or shipment and shall provide such documentation to DEP upon request.

4. Authorized Mailing and Shipping Services The Contractor may utilize appropriate mailing or shipping services, including United States Postal Service (USPS) First-Class Mail, Priority Mail, Federal Express (FedEx), United Parcel Service (UPS), or another reputable and secure mailing or delivery service, provided that the selected service meets all applicable contractual requirements for secure handling, processing, packaging, tracking, and timely delivery of Decal Stickers and Cab Cards.

5. USPS Address Verification and Mailing Standards When utilizing USPS mailing services, the Contractor shall comply with all applicable USPS mailing, addressing, and mail preparation requirements. Where required by USPS for the applicable mail class, mailing method, or postage rate, the Contractor shall use Coding Accuracy Support System (CASS)-certified address-matching software to validate and standardize mailing addresses. The Contractor shall ensure that all USPS mailings meet applicable address accuracy and preparation standards. CASS-certified software is not required for USPS mailing services for which USPS does not mandate its use, unless otherwise expressly required by this Contract.

III. ORDERING AND ADDITIONAL INFORMATION:

The Contractor shall print decals on the same business day the corresponding electronic data file is received, under normal operating conditions. In the event that same-day printing cannot be completed due to unforeseen circumstances, the Contractor shall prioritize processing and complete printing no later than the next business day, unless otherwise authorized by DEP and the DGS Commodity Specialist.

1. OPTION TO ADD OR REMOVE ITEMS

The addition and/or deletion of any items during the life of the Contract will be at the discretion of the Commonwealth if it is deemed to be in its best interest. If there are additional items added to the Contract, fair and accepted pricing will be comparable to market value and similar items covered by the Contract.

2. SUBSTITUTIONS OR CHANGES

Although the Commonwealth encourages Contractors to suggest changes to specifications where such changes will save the Commonwealth time, money or effectiveness of the printed materials, no substitutions or changes to the specifications provided to the Commonwealth are allowed without the approval of DEP

3. ACCOUNT MANAGEMENT

The Bidder will designate an Account Representative to oversee the Contract and serve as the single point of contact regarding this contract. The awarded contractor must inform the Contracting Officer and DEP Program Administrator as soon as possible of any change in Account Representative.

The Account Representative will be responsible for:

· Proper operation and administration of the Contract by the contractor, its agents and any Subcontractors.

· Coordinating delivery and pickup of all samples, copies, hard copy proofs and finished products as needed. This service will be the responsibility of the contractor; separate charges are not authorized.

· Responding in a timely manner, in writing unless instructed otherwise, to all information requests from the Contracting Officer or DEP.

· Attend meetings as requested by the Contracting Officer or DEP.

· Providing all periodic reports required by the Contracting Officer or DEP.

· Assisting in the initial preparation and format of the form, packet, envelopes, and programming to be used. The contractor shall meet with DEP personnel in Harrisburg, PA to assist in the initial preparation and format of the form and mail packaging to be utilized.

· Provide immediate email notification to DEP in the event that decal stickers are delayed 72 hours or more for mailing. At the time of a 72 hour delay the Contractor shall provide a time estimate of when the mailing can be expected.

The Commonwealth may require the awarded contractor to relieve the Account Representative if, in the opinion of the Commonwealth, it appears that the Account Representative does not perform at the applicable skill level required.

4. CONFIDENTIALITY:

All transmitted data is confidential, remains the property of DEP and can only be used for the purposes outlined. Such information shall not be published, circulated or used by Contractor in a manner other than specified herein. Contractor is subject to criminal penalties for disclosure of such information.

5. INVOICING:

Actual mailing and shipping charges shall be reimbursed at the documented amount charged by the selected carrier, without markup, surcharges or tariffs.

The contractor shall not bill for items stored in their facility.

FOB DESTINATION PRICING SHOULD INCLUDE INSIDE DELIVERY

6. BID/CONTRACT LIAISON:

A. Question & Answer Period

All questions regarding the IFB must be submitted in writing to the email address of the Issuing Officer provided in the solicitation. Questions received within 48 hours prior to the bid due date and time will be answered at the discretion of the Commonwealth. All answers will be provided in writing and posted on eMarketplace (https://www.emarketplace.state.pa.us/) as an addendum. See “Questions” in attached Terms and Conditions for additional information.

Dan Covell, Commodity Specialist Department of General Services Bureau of Procurement 1800 Herr Street, 2nd Floor Harrisburg, PA 17103 717-346-3828 dcovell@pa.gov

B. Pennsylvania Supplier Portal

All bids must be received in the Pennsylvania Supplier Portal (https://pasupplierportal.state.pa.us/irj/portal/anonymous) by (due date).

Only electronic bid submission will be considered and accepted.

Bidder reference materials include:

Supplier Registration Guide Supplier Bidding Guide Attaching Documents Electronic Bidding Portal image1.png