3-Attachment B - Scope of Work.docx

RFP DMV Registration Reminders

Attachment B: Scope of Work

Purpose

The purpose of this solicitation is to enter into an Agency Contract with a qualified vendor to produce and mail Utah Motor Vehicle Registration Reminder postcards as per the specifications and requirements outlined.

Payment and Performance Bond Requirement

The contractor must provide a performance bond in the amount of $1,000,000 if requested by the USTC.

Scope An estimated 2,000,000 Notice of Registration Renewal Notice and/or Property Tax Due forms are mailed annually in monthly installments.

Size and Construction

● 6”x 4.25” postcard

● Printed on 125# TAG paper

Data Security

● Must Comply with Driver's Privacy Protection Act 18 U.S.C. § 2721 et. seq

● Data will be transmitted using Secure File Transfer Protocol (SFTP)

● SFTP authentication will be done with a user id and a key pair

● Must provide to USTC audit confirmation reports upon receipt of data

● Data must not be shared with other vendors or 3rd parties

● Data processing must be done “in-house”

● The security of the variable data received must be guaranteed while in the contractor's possession

● The file and information contained therein is the property of the USTC. The information may not be used or disclosed for any purpose other than the fulfillment of the contract to print forms

● Data must not be maintained for more than 30 days.

File Layout

● The interface format and layout shall be determined by the USTC

Design

· Postcard design should utilize State of Utah Branding Guidelines:

· Font style will be provided, if necessary

· Logo, will be provided and is subject to change

· Colors for the postcard should incorporate the following colors (subject to change and exact color specs will be provided )

Data Layout Static items Side One

· Address Service Requested

· State of Utah Branding Logo (to be provided, and subject to change)

· RENEW ONLINE

· www.RenewalExpress.Utah.Gov (in red font)

· Utah Motor Vehicle Registration Reminder

· All Rights Reserved, Utah State Tax Commission, 2021

· YOUR CURRENT REGISTRATION EXPIRES

Static items Side Two (All text, font and colors are subject to change )

● Dear (Bold Text within Gray highlighted Background Block)

● Your Vehicle will expire: (Text within Gray highlighted Background Block)

● Safety: (Text within Gray highlighted Background Block)

● Emission: (Text within Gray highlighted Background Block)

● Total Amount Due: (Text within Gray highlighted Background Block)

● Make: (Text within Gray highlighted Background Block)

● Year: (Text within Gray highlighted Background Block)

● Plate: (Text within Gray highlighted Background Block)

· VIN/HIN: (Text within Gray highlighted Background Block)

· Amount may be subject to change after the expiration date. (Text within Gray highlighted Background Block)

· TWO EASY WAYS TO RENEW (White Text on Blue Highlighted Field)

· Large Font Gray Numeral 1

· Renewal at a local inspection Station

· on the SPOT renewal (use provided logo with green ink)

· dmv.utah.gov for locations

· Large Font Gray Numeral 2

· Or Renew ONLINE at www.RenewalExpress.Utah.Gov (use blue font)

· Renewal PIN:

· To renew by mail: Enclose this card and check payable to Utah State Tax Commission to the address listed below. (Text within Gray highlighted Background Block)

· To contribute $2 to the following services, please check box and include the donation in your check. (Text within Gray highlighted Background Block)

· Friends For Sight (Text within Gray highlighted Background Block with open square check box available in front of each donation type)

· Promote Organ Donation (Text within Gray highlighted Background Block with open square check box available in front of each donation type)

· ATV Off Highway (Text within Gray highlighted Background Block with open square check box available in front of each donation type)

· Wildlife Crossing (Text within Gray highlighted Background Block with open square check box available in front of each donation type)

· *To change your address or report this vehicle sold, please go online to mvp.tax.utah.gov or call 801-297-7780 or 1-800-DMV-UTAH. (Text within Gray highlighted Background Block)

Variable Imaging

● Form must be imaged with variable data on both face and back of form, as provided for in the file and record layout documents

● Imaging requires both Inkjet and Ion Deposition imaging with variable color

● The return address must match address of the office associated with the county of the vehicle

· The USTC will provide return address in record layout

1D Barcode

● Decal number in the barcode (1D barcode is a Code39 created by the vendor using the number provided in the flat file)

● During live production every 500 documents, barcode must be scanned for readability

● Test samples must be provided to USTC prior to printing

Printing

● Printed 3 over 4

● Must have flexibility to change copy on a quarterly basis to include 4 color process printing as needed

· Must be able to make data, format or other changes when required by legislation or DMV requirements

Service Level Agreement

● Notices must be produced and mailed to vehicle owners 7 days prior to the first day of the month that the registration expires.

Proofing

· Hard proofs may be required when entering into the contract, or when any changes are made to font, text or colors.

● Soft Proofing of live file is required each month

● Vendor must provide an electronic copy of form populated with file data for approval by USTC

● USTC will provide plate ID for the proofs requested

● Contractor must provide working proofs as requested. A final proof is required and must be approved by an authorized representative of the USTC before the printing begins.

Postal Requirements

● Production facility must have USPS Detached Mail Unit (DMU) on site

● Data processing must include Code 1 Plus processing for CASS (Coding Accuracy Support System Certification)

● Package must be imaged with the new USPS Intelligent Mail Barcode (IMB)

● Data must be sorted for maximum postal discounts

● Address Change Service to include participant code in keyline

● Postal Carrier Route Sort barcode must be produced by the contractor

● Contractor must be able to apply an 11-digit delivery point postnet bar code

● The forms are to be mailed in carrier route sequence

● Data must be sorted for maximum postal discounts

● Postcards must be between 3.5 to 4.25 inches tall and 5 to 6 inches long. Anything that exceeds either of these dimensions will be considered a letter. Anything that does not meet the minimum dimensions is non-mailable

● Vendor must provide a monthly report showing number of pieces mailed, and the costs to mail those pieces

Location of Production Facility

● Facility must be able to provide all services required by this ITB. Any 3rd party outsourcing will result in disqualification.

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