4-DS25-3 - Attachment B - Scope of Work FINAL.docx

Scope of Work Attachment B DS25-3 Security Paper for Printing Vital Records

1. PURPOSE

The purpose of this State of Utah Cooperative Contract is to supply security paper for certified printing. We anticipate multiple awards for the benefit and use of all Eligible Users, which includes the State of Utah’s government departments, institutions, agencies, political subdivisions (e.g., colleges, school districts, counties, cities, etc.), and, as applicable, nonprofit organizations, agencies of the federal government, or any other entity authorized by the laws of the State of Utah to participate in State Cooperative Contracts. This contract does not guarantee any sales.

2. BACKGROUND / ANTICIPATED SERVICES

a. Through the Department of Heath and Human Services (DHHS) Office of Vital Records, State agencies and local heath departments require specialized paper with strict security features for the printing of vital records such as birth certificates, death certificates, marriage licenses, etc.

b. It is anticipated to award a single vendor to provide this paper to the needs of the State.

c. DHHS Office of Vital Records orders approximately 450,000 pieces of paper annually. Historically, orders have been placed two-times per year, however, it is at the discretion of DHHS if more frequent orders are required.

d. The State of Utah Division of Purchasing does not guarantee any purchase amount under an awarded contract. Estimated quantities are for solicitation purposes only and are not to be interpreted as a guarantee.

3. SCOPE OF WORK

a. The Contractor must provide security paper with the following general specification options:

i. Paper size and weight that is compatible with printing in common printers and copiers (e.g. 8.5x11 inches and 20, 24, & 28 pounds)

ii. A finish that prevents fraud and counterfeiting, such as UV dull

iii. Textured, upon request

iv. The ability to be printed on both sides, upon request

b. In addition to general specification options, the Contractor must provide paper with the following security feature options if requested:

i. Sequential numbering, starting from any number the Eligible User chooses and up to nine (9) digits in length

ii. Barcode numbering that corresponds to the sequential numbering

iii. PH neutral and acid free

iv. Watermarks

v. Engraved

vi. Chemically secure

vii. Security fibers, both overt and covert

viii. A void pantograph to be printed when the paper is copied

c. Product Orders, Shipping, and Invoicing

i. Authorized individuals from the Department of Health and Human Services (DHHS) Office of Vital Records are the only authorized personnel who may place an order related to vital records. DHHS must provide a list of authorized individuals to the Contractor. This list may be updated at any point in time by DHHS and provided to the Contractor.

1. Vital records include the following documents:

a. Birth Certificates

b. Death Certificates

c. Marriage Licenses

d. Divorce Certificates

ii. The Contractor must have a process that allows them to receive a single order from DHHS then ship to, and invoice, various Eligible Users throughout the State of Utah. For example, if DHHS places a single order that is for 13 separate Eligible Users (i.e. Local Heath Departments), the Contractor must have the ability to split that order and ship to 13 separate locations, and invoice 13 separate Eligible Users directly for their portion of the order. (i.e. The Contractor will work with DHHS for the order to be initiated and the logistics, and then work with Eligible Users for the invoicing and payments).

iii. Eligible Users may place orders directly with the Contractor, without DHHS involvement, for other paper with security features that will not be for the use of vital records.

iv. The Contractor must provide a digital proof and receive approval from the Eligible User before initiating an order. If requested by the Eligible User, the Contractor must be able to provide a physical proof at no cost to the Eligible User.

v. The Contractor must have the capacity to process orders of approximately 300,000 pieces of paper in a single order.

vi. The Contractor must communicate the lead time to the Eligible User and document it on the quote. The Eligible User has the right to cancel any order that goes beyond the agreed upon delivery timeline.

vii. The Contractor’s packaging must be discreet and not provide any indication to the contents inside the package.

1. The Contractor must also provide tamper-evident seals on the packaging upon request of the Eligible User.

viii. Shipments must be delivered to inside locations and not be left unattended outside.

d. Quality Control

i. The Contractor must have a process that ensures the secure printing and handling of the paper in order to prevent any unauthorized access, fraudulent activity, or forgery.

ii. The Contractor must ensure there are no missing or duplicate numbers on the paper when sequential numbering is requested by the Eligible User.

iii. At the conclusion of the contract, the Contractor must return or destroy all materials and designs related to any orders for vital records. The Contractor must provide a ‘verification of destruction’ to the Eligible User upon request.

4. PRICING INFORMATION

a. The Contractor may only charge fees detailed in Attachment C. Any fees not listed cannot be charged to an Eligible User.

b. Prices are guaranteed for at least 12 months. After 12 months the Contractor may request a price increase, accompanied with with a market analysis justification provided by the Contractor to the Division of Purchasing Contract Manager. The Division of Purchasing Contract Manager has the right to approve or deny any price increase requests. An approved price increase request requires an amendment to the Contract. Contract pricing is considered a maximum amount.