Amended - ITB 1237 - Printing of Idaho Division of Motor Vehicle Forms- DMV.docx

STATE OF IDAHO

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) 1237

PRINTING OF IDAHO DIVISION OF MOTOR VEHICLE FORMS

Amended 4/27/2026

Date of Issuance: 3/2026

TABLE OF CONTENTS

ITB ADMINISTRATIVE INFORMATION

ITB Lead:

Kirk Anderson, Contract Officer Idaho Transportation Department Kirk.anderson@itd.idaho.gov 208.334.8084

Public Bid Opening:

Teams Link:

Phone:

Phone Conference ID:

A public bid opening will be held at 10:30 am MT on the next business day following the closing date to announce the Offerors who have submitted proposals. Offeror’s proposals will not be opened. The bid opening will be conducted virtually, with the access link provided below.

Microsoft Teams meeting Join:https://teams.microsoft.com/meet/29804724255129?p=dzQC6oS80IIf63i66V Meeting ID: 298 047 242 551 29 Passcode: kP6Ge9bm

Need help? | System reference Dial in by phone +1 208-473-7075,,850359247# United States, Boise Find a local number Phone conference ID: 850 359 247#

Submit electronically via IPRO Powered by LUMA (IPRO):

Electronic Submission IPRO Powered by LUMA (hereafter referred to as “IPRO”)

THE ADMINISTRATIVE FEE DETAILED IN SECTION 5.2 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

PURPOSE

The Idaho Transportation Department (ITD), Division of Motor Vehicles (DMV), is seeking bids from qualified vendors to supply Printing of ITD Secure Power of Attorney Form, Secure Reassignment/Disclosure Form, Application for Report of Sale and Application for Certificate of Title Form (Forms) for statewide use in accordance with IDAPA 39.02.42. These forms will be ordered on an “as needed" basis in accordance with the specifications provided in this ITB.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: IPRO Powered by LUMA. The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 5:00 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Kirk Anderson Phone: 208.334.8084 E-mail: kirk.anderson@itd.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

Idaho Transportation Department (ITD), is requesting bids from qualified vendors for ITD Secure Power of Attorney Form, Secure Reassignment/Disclosure Form, Application for Report of Sale and Application for Certificate of Title Form in accordance with the specifications contained herein. The Forms listed below will be produced and ordered on an as needed basis.

SUBMISSION REQUIREMENTS

Required Bid Submission Items.

Your Bid Submission must consist of the following:

Bid Schedule;

Provide your cost information on Attachment 2 - Bid Schedule. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive;

State of Idaho Signature Page and;

The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

BID SUBMISSION METHODS

Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. The official time, for bid closing purposes, is 5:00 pm Mountain Standard Time date as indicated on ITB 1210 IPRO Powered by LUMA Event Tab.

Electronic Submission via IPRO;

Submitting electronically via IPRO, upload all the Required Bid Submission Items (See Section 5.0) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.01 as your cost in IPRO;

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB and;

Submitting via IPRO be advised that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails;

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes and;

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response as the State will print uploaded documents for evaluation in the manner received via IPRO.

TRADE SECRETS

If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made in its entirety to the most responsive and responsible Bidder with the lowest Total Cost, as provided on Attachment 2 - Bid Schedule;

Upon award, ITD will provide a copy of each form on a CD, or Camera ready copy to the successful Vendor. Upon the completion of the order the CD and/or camera copies must be returned by an authorized sales representative or by registered mail to:

Idaho Transportation Department Attn: Kirk Anderson 3311 West State St.

Boise, Idaho 83703

DELIVERY

The Contractor must deliver forms, FOB Destination, freight prepaid and allowed to the location below, within thirty (30) days after receipt of order (ARO), as each order is placed, or as coordinated with ITD’s contact.

Delivery Location:

Idaho Transportation Department Central Supply Warehouse Attn: Bryan Galloway, Supply Operations Supervisor 3311 West State St Boise, Idaho 83703

Contact for Delivery:

Bryan Galloway, Supply Operations Supervisor Phone: (208) 334-8259 Email: supply.services@itd.idaho.gov CC: bryan.golloway@itd.idaho.gov

MINIMUM Orders ITD will order forms on an “as needed” basis with a minimum order for each form as indicated below:

Secure Power of Attorney Form (ITD Form 3582): one hundred-ninety-two (192) cases (forty-eight (48) cases per pallet);

Secure Reassignment/Disclosure Form (ITD Form 3584): forty-eight (48) cases (forty-eight (48) cases per pallet) and;

Application for Report of Sale and Application for Certificate of Title Form (ITD Form 0502): one hundred-ninety-two (192) cases (sixty-four (64) cases per pallet).

Changes ITD reserves the right to make changes to the format and content of these forms; these changes will be at no additional cost to ITD. The changes typically involve text and do not affect the size or paper requirements of the form. If a change is required, ITD will notify the Contractor, identifying the areas of the form that need change.

PRINTING PREFERENCE

Idaho Code §s 60-101 (https://legislature.idaho.gov/statutesrules/idstat/title60/t60ch1/sect60-101/) 60-103 (https://legislature.idaho.gov/statutesrules/idstat/title60/t60ch1/sect60-103/) specify that printing shall be done within the State of Idaho unless the cost is shown to be 10% higher than printing done outside of the State. For this reason, Idaho Code §67-2349 (https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2349/) regarding Idaho Reciprocal Preference Law applies: For bids or quotations for printing being produced outside of the State of Idaho, 10% additional cost is added to the bid for evaluation proposes only. The additional 10% is not added to any purchase order or contract that may result from the bidding process; it is for bid evaluation and award purposes only.

SPECIFICATIONS AND REQUIREMENTS

ITEM 1: SECURE POWER OF ATTORNEY FORM – ITD FORM 3582

Form Dimensions:

8 ½ inches by 11 inches; with an additional 5/8 inch snap-set stub. The total form size must be 8 ½ inches wide by 11 5/8 inches long.

Paper:

The original, Part 1, must be 24/25# security paper;

There must be two (2) security papers on the outside with carbon paper in the middle;

The paper must include a small pantographic void feature throughout the form where “VOID” will appear when attempts are made to photocopy on color copiers;

The Part 2 must be 15# carbon front and back (CFB);

The Part 3 must be 15# carbon front (CF);

The security paper must:

Be chemically treated to detect chemical alteration;

Have erasure sensitive background inks whereby text is printed in dark-colored ink over a fine-line erasure sensitive prismatic one gradient color ink tint and;

Include an artificial watermark on the reverse of the original and first copy of the form as a security feature (if paper has a true watermark on the original copy an artificail watermark is not required);

Paper must not be carbon-less and must meet secure paper requirement of the original and first copy and;

Erasable relates to “erasure-sensitive”. Paper must react (immediately detectable) to any attempt to change or remove secure information.

Paper Color:

Original, Part 1 - White;

Second Copy, Part 2 - Pink and;

Third Copy, Part 3 - Canary.

Ink Colors:

Original Copy Pantone Matching System (PMS) 87 blue erasable;

Second and third Copy - PMS 287 blue;

Back instructions for all Parts must be in screened black ink;

Marginal text red ink and;

Sequential Numbering must be in red ink and placed at the top right of the form.

Numbering:

Forms must be numbered consecutively with a seven digit serial number (red ink) in the top right corner of the form. There must be no missing numbers. The beginning serial number will be provided with each order;

Crash numbering is acceptable (red ink on part one, black ink in remaining parts and;

Overruns over 10% will not be accepted.

Packaging:

The forms must be plastic wrapped with clear, see through plastic wrap with fifty (50) forms per package, ten (10) packages per case;

Cases must be delivered on pallets and stacked in sequential order (by serial number) left to right, and top to bottom. All cases must be clearly marked with the beginning and ending serial numbers of the Forms contained in the case and:

Cases must be wrapped on pallet with clear and see through stretch-wrap to prevent boxes from falling from pallet during transportation and storage.

ITEM 2: SECURE REASSIGNMENT/DISCLOSURE FORM – ITD Form 3584

Form Dimensions:

Eight and one half (8 ½) inches wide by eleven (11) inches in length.

Paper:

Form is a two (2) part no carbon required (NCR) form with instructions printed on the back of Parts 1 and 2.

The original, Part 1, must be 24# security paper;

The paper must include a small pantographic void feature throughout the form where “VOID” will appear when attempts are made to photocopy on color copiers;

The first copy, Part 2, must be 15# NCR CB security paper or Coated Front (CF) canary paper;

The security paper must:

Be chemically treated to detect chemical alteration;

Have erasure sensitive background inks whereby text is printed in dark-colored ink over a fine-line erasure sensitive prismatic ink tint and;

Include an artificial watermark on the reverse of the original and first copy of the form as a security feature.

Paper Color:

Ink Colors:

Front – PMS 340 green erasable;

Back – PMS 402 grey.

Erasable relates to “erasure-sensitive”. Paper must react and be immediately detectable to any attempt to change or remove secure information.

Marginal Text Red Ink:

Sequential Numbering must be in red ink (bottom right).

Numbering:

Forms must be numbered consecutively with a seven digit serial number (red ink) in the bottom right corner of the form (crash numbering is acceptable in this section);

There must not be any missing numbers;

The beginning serial number will be provided with each order and;

Printing overruns over 10% will not be accepted.

Packaging:

The forms must be plastic wrapped with clear, see through plastic wrap with fifty (50) forms per package, ten (10) packages per case and;

Cases must be delivered on pallets and stacked in sequential order by serial number, left to right, and top to bottom. All cases must be clearly marked with the beginning and ending numbers of the Forms contained in the case and;

Cases must be wrapped on pallet with clear and see through stretch-wrap to prevent boxes from falling from pallet during transportation and storage.

ITEM 3: REPORT OF SALE AND APPLICATION FOR CERTIFICATE OF TITLE – ITD Form 0502

Form Dimensions:

Eight and one half (8 ½) inches wide by eleven (11) inches in length. An additional one half (½) inch perforated tractor feed strips must be on the left and right margins total form size nine and one half (9 ½) inches wide by eleven (11) inches in length.

Paper:

Form is a four (4) part NCR.

The original, Part 1, must be 16# CB paper;

The first copy, Part 2, must be 14.5# CFB;

The second copy, Part 3, must be 14.5# CFB:

Section 2 (Purchaser – Owner) on Part 3 must be redacted to eliminate the transfer of information from Part 1;

The third copy, Part 4, must be 24# bond and;

Section 1 and Section 5 on Part 4 will be partially printed with sensitized ink to eliminate the transfer of all information onto Part 4.

Paper weight may vary by plus (+) or minus (-) 1#.

Paper Color:

Part 1 - White;

Part 2 - Pink;

Part 3 - Canary and;

Part 4 - White.

Ink Colors:

Parts 1, 2, and 3 – Will be two (2) colors; black and PMS 185 and;

Parts 4 – Must be printed in five (5) colors; black, PMS 185 red, PMS 151 orange, and PMS 293 blue and CF Sensitizing ink.

Numbering:

The control number on page 1 must be in red ink and the letter ‘C’ followed by the number (e.g. “C0”) and must be followed by a seven digit serial number (e.g. C0000000);

Pages 2 through 4, the letter/number (C0) will be in red Ink, and the remaining numbers will be transferred from page 1 to pages 3 through 4, via carbon impression;

There must not be any missing numbers. The beginning serial number will be provided with each order and;

Printing overruns over 10% will not be accepted.

Packaging:

The Forms must be packaged one thousand (1,000) five hundred (500) Forms per case:

Cases must be delivered on pallets and stacked in sequential order by serial number left to right, and top to bottom. All cases must be clearly marked with the beginning and ending numbers of the Forms contained in the case and;

Cases must be wrapped on pallet with clear and see through stretch-wrap to prevent boxes from falling from pallet during transportation and storage.

Acronyms

COST

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 2).

BILLING PROCEDURE

The Contractor must submit an invoice to ITD to the location provided on the purchase order within fourteen (14) calendar days after acceptance with the following information. Failure to include any information mentioned below will result in the withholding of payment, without penalty, until a corrected invoice has been submitted:

The Contractor must provide the following information with each invoice;

IPRO contract number, and Agency PO number;

Identification of billing period;

Total amount billed for the billing period;

Itemization of Property delivered and accepted – description, quantity, unit of measure, unit price, extended price, and total invoice amount and;

Name of authorized individual and contact information for Contractor.

Invoices and reports are to be submitted to:

DMVAP@itd.idaho.gov

Payment - Payments for correctly submitted invoices will be made in accordance with IC 67-2302:

(https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/)

INVOICE AND PAYMENT

Payment will be made in accordance with Idaho Code 67-2302 https://legislature.idaho.gov/statutes after receipt of the Contractor's itemized invoice and is accepted by ITD. Total payments under this Contract shall not exceed the Total Price provided on Attachment 2 Bid Schedule – Bid Schedule unless otherwise modified in an amendment to this Contract.

SUBCONTRACTORS

No subcontractors we be allowed for the services preformed within this Contract without prior written permission from the Idaho Transportation Department and;

See Idaho Standard Terms and Conditions Section 1.13 on the LUMA Attachment Tab.

PRICE ADJUSTMENT CLAUSE

Prices must be firm for one (1) year from the effective date of the Contract. A price adjustment may be considered on an annual basis thereafter. If a price adjustment is requested, the Contractor must notify ITD in writing at least ninety (90) calendar days in advance and provide supporting documentation of industry wide increases. Increases will be limited to the actual cost increase to the Contractor. The State will notify Contractor whether the request is approved within ten (10) days of receipt of the request and;

If there is an industry wide price decrease, Contractor must notify the State immediately of the decrease; and make the price decrease effective for the State on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

INSURANCE REQUIREMENTS

Within five (5) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled and;

See Attachment 3 – Insurance Requirements on Attachment Tab in LUMA.

RESPONSIBILITIES PURSUANT TO IDAPA 38.05.01.081

The ITB Lead may, in the State’s sole discretion, require the apparent lowest responsive Bidder’s to provide documentation to demonstrate its responsibility. The ITB Lead may request documentation including, but not limited to credit or financial reports, and references. Failure to provide requested documentation may result in the Bidder’s being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Bidder’s responsibility.

RECORDS MAINTENANCE

Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

AUDIT RIGHTS

The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

TARIFF COSTS

If the President of the United States, the United States Congress, Customs and Border Protection, or any other federal entity authorized by law, imposes an import duty or tariff (a “tariff”) on an imported good that results in an increase in Contractor’s costs to a level that renders performance under this Agreement impracticable, Contractor may be permitted to add up to fifty percent (50%) of the actual cost it incurs due to tariffs to its invoices submitted to the State, subject to the following conditions:

Contractor shall notify the Agency of the maximum cost of tariffs and obtain the Agency’s written approval. The Agency shall not be obligated to pay costs associated with tariffs for which the Agency did not provide prior written approval, or which exceed the approved maximum. Contractor may provide notification of maximum tariffs on a case-by-case basis (for each order) or may provide blanket or time-bound notification (e.g., maximum for any orders placed for the next six (6) months);

Contractor may only invoice for actual costs incurred due to tariffs, even if that amount is less than the agreed maximum.

Contractor shall provide evidence documenting the actual cost and applicability of tariffs, which may include country of origin, order/delivery dates, official tariff rates, declared value, etc;

Any material misrepresentation of fact by Contractor relating in any way to an increase in pricing due to tariffs is a default under this Contract and shall be subject to the remedies set forth herein, in addition to any other claim or remedy available to the State. Furthermore, any material sums due to tariffs shall be fraud against the taxpayers of the State and grounds for the Contractor to be deemed non-responsible and/or disqualified from participation in future solicitations administered by the State and;

Contract pricing will be adjusted via an amendment to the Contract.

ITB 1237 Printing of Division of Motor Vehicle Forms

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regard to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

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