Appendix 2 - Specifications for Maryland 202 - 202F Sales and Use Tax Book.pdf
PDF 312 KB Posted
- Attached to
- Sales and Use Tax Books
- Solicitation number
- BPM056267
- Issued by
- Maryland
About this file
This specifications document outlines the requirements for Maryland's Sales and Use Tax Form 202-202F books, issued by the Maryland Office of the Comptroller for printing, processing, imaging, and mailing services. The contract encompasses four form book types—monthly (1,500 estimated quantity), quarterly (2,600 estimated quantity), semi-annual (6,200 estimated quantity), and annual (1,500 estimated quantity)—each measuring 9" x 11" overall with 8.5" x 11" form dimensions. All books must include personalized variable data, up to two inserts, Davac wet-activated gum labels, tape and staple binding, and wafer seals conforming to USPS regulations. The vendor must review all data files furnished by the Office of the Comptroller and notify the Division within 15 days of receipt regarding any formatting or content concerns. Camera-ready copy will be provided via email and/or FTP, and the awarded vendor must supply 50 test booklets with imaged variable data within 15 days of proof approval. The State will not approve actual production until test documents receive written approval from the Revenue Administration Division. Vendors must provide at least 15 days advance notice of required postage amounts and allow for on-site press reviews prior to final delivery.
The specifications require specific production standards including 110-pound index cover stock for covers, 24-pound bond for interior pages, soy-based inks in black and PMS Pantone 190 dropout ink, and OCR "A" font printed in laser at 10-point size with guaranteed 99% readability for scanning equipment. All personalized information—including account number, business name and address, period ending date, due date, and scanline data—must be printed with precise field placement according to detailed row and column specifications provided in the document. Vendors must obtain USPS CASS and NCOA certification and submit certification documentation with their bid, along with a letter of certification from their postal facility approving the postage rate for the required form construction and pre-sort standard mail classification. A comprehensive Quality Assurance Program must be maintained to ensure no illegible information is delivered. Postage and permit fees will be paid directly to the post office by the Revenue Administration Division and are excluded from bid pricing. Products must be addressed, prepared for mailing, and delivered to the Post Office on a date mutually agreed upon by both parties.
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| File | Type | Posted |
|---|---|---|
| Appendix 3 - Commodity Supplemental.pdf | ||
| Appendix 1 - Price Form Instructions.pdf | ||
| Exhibit 1 - Terms and Conditions.pdf | ||
| Attachment B - Price Form.xlsx | XLSX spreadsheet | |
| BPM056267 - Sales and Use Tax Books FINAL.pdf | ||
| Amendment 1.pdf | ||
| Appendix 4 - Electronic Transaction Fee.pdf |
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APPENDIX 2
SPECIFICATIONS FOR
MARYLAND 202 - 202F SALES AND USE TAX BOOK
These specifications for Maryland Sales and Use Tax Form 202-202F books include monthly, quarterly, semi-annual (seasonal) and annual forms to be printed, processed, imaged, and mailed by the vendor awarded the contract.
Camera-ready copy will be furnished to the vendor upon contract award. This may consist of
PDFs sent via e-mail and/or FTP. All artwork must be printed full size (i.e., copy may not be photographically reduced or distorted unless instructions call for minor reduction). Registration of duplicate forms to be within the tolerance of plus or minus 1/32 of an inch, total 1/32 of an inch.
No printer's imprint.
The data file for use with the books will be furnished to the vendor by the Office of the
Comptroller. This may of electronic file sent via FTP. The vendor must review the file and notify the Division within 15 days of receipt of any issues or concerns with the format or contents of the file.
MONTHLY FORM BOOKS
Includes booklet with forms, etc., up to 2 inserts, Davac wet activated gum labels, tape and staple binding on the left side of the booklet and wafer seal that conforms to USPS regulations.
MONTHLY FORM BOOK REQUIREMENTS:
Size 9" x 11" Overall outside dimensions 8 1/2" x 11" Form dimension after detachment at perforations
Paper Cover - 110 lb.- index/cover stock Pages - All other pages of book use 24 lb. bond
Ink: Ink is to be soy based in colors stated.
Estimated Quantity: 1,500
Monthly filers are mailed:
Monthly form books must contain the following:
FRONT COVER: 2 sided per sample.
Front Cover (Front) - Text/ Not personalized
Front Cover (Inside) - Maintenance of Records - Personalized with Account
Number, Filing Frequency and Year/Date Printed in black ink
Use 110 lb. index/cover stock
All pages and forms are 24 lb. bond. Only pages 6-13 (forms and return labels) have micro-perforations ½" in from left edge.
Page 1: 2-sided per sample.
Letter from Comptroller I Sales and Use Tax Facts page 1
Page 2: 2-sided per sample.
Sales and Use Tax Facts Page 2 / Form 202 Instructions Page 1
Page 3:
Page 4:
Page 5:
2-sided per sample.
Form 202 Instructions Page 2 / Form 202 Instructions Page 3
Form 202 Instructions Page 4 I Form 202 Instructions Page 5
Printed in black ink
2-sided per sample.
Form 202F Instructions Page 1 / Form 202F Instructions Page 2
Pages 6 -10: 2-sided per sample (12).
Form 202-202F I Blank Page
Form 202-202F is personalized includes month ending date and due date, taxpayer name and complete address, and scan line. Exact print location and specifications for all personalized information and scanline will be provided to the vendor. All preprinted information and scan line must be in laser print; printed in OCR "A" font and must be readable by Maryland
Revenue Administration Division and their lockbox facility's remittance processing equipment with a guarantee that 99% of all forms will be readable.
Printed in black ink and dropout ink PMS / Pantone 190 at 100% as indicated in artwork.
Page 11:
Page 12:
Page 13:
Comptroller of Maryland - SUT return address/Blank page.
Davac wet activated gum labels with micro-perforation.
Change of Address for Businesses Form 109-B
Final Report Form 202FR
BACK COVER:
2INSERTS:
Sales and Use Tax Returns Information / Back Cover with RAD Permit
Indicia, Personalized taxpayer address and iMb barcode
Back and inside back cover is 110 lb. index/cover stock.
Printed in black ink
Vendor will print up to 2 inserts. Paper color to be determined. Artwork to be supplied by the Comptroller.
QUARTERLY FORM BOOKS
QUARTERLY FORM BOOK REQUIREMENTS:
Size 9" x 11" Overall outside dimensions· 8 1/2" x-11" Form dimension after detachment at perforations
Paper Cover - 110 lb. index/cover stock Pages - All other pages of book use 24 lb. bond
Ink: Ink is to be soy based in colors stated.
Estimated Quantity: 2,600
Quarterly Filers are mailed:
Quarterly Form Books must contain the following:
Front Cover (Front) - Text I Not personalized .
Front Cover (Inside) - Maintenance of Records - Personalized with Account
Number, Filing Frequency and Year/Date
All pages .and forms are 24 lb. bond. Only pages 6 - 13 (forms and return labels) have micro-
Page 1: 2-sided per sample.
Letter from Comptroller/ Sales and Use Tax Facts page 1
Sales and Use Tax Facts Page 2 I Form 202 Instructions Page 1
Pages 6 -10:
BACK Cover:
Form 202 Instructions Page 2 / Form 202 Instructions Page 3
Printed in black ink
2-sided per sample. .
Form 202 Instructions Page 4 / Form 202 Instructions Page 5•
Printed in black ink
2-sided per sample.
Form 202F Instructions Page 1 / Form 202F Instructions Page 2
Printed in black ink
2-sided per sample (4).
Form 202-202F I Blank Page
Form 202-202F is personalized includes month ending date and due date, taxpayer name and complete address, and scan line. Exact print location and specifications for all personalized information and scanline will be provided to the vendor. All preprinted information and scan line must be in laser print; printed in OCR "A" font and must be readable ·by Maryland
Revenue Administration Division and their lockbox facility's remittance processing equipment with a guarantee that 99% of all forms will be readable.
Printed in black ink and dropout ink PMS / Pantone 190 at 100% as indicated in artwork.
2-sided per sample.
Comptroller of Maryland - SUT return address/Blank page. Davac wet activated gum labels-with micro-perforation.
Sales and Use Tax Returns Information/ Back Cover with RAD Permit
Indicia, Personalized taxpayer address and iMb barcode
Back and inside back cover is 110 lb. index/cover stock.
2INSERTS: Vendor will print up to 2 inserts. Paper color to be determined. Artwork to
SEMI-ANNUAL FORM BOOKS
SEMI-ANNUAL FORM BOOK REQUIREMENTS:
Paper Cover - 110 lb. index/cover stock Pages -All other pages of book use 24 lb. bond
Ink: Ink is to be soy based in colors stated.
Estimated Quantity: 6,200
Semi-Annual Filers are mailed:
Semi-Annual Form Books must contain the following:
Front Cover (Front) - Text/ Not personalized
Front Cover (Inside) - Maintenance of Records - Personalized with Account
Number, Filing Frequency and Year/Date
All pages and forms are 24 lb. bond. Only pages 6 - 13 (forms and return labels) have micro-
Page 1: 2-sided per sample.
Sales and Use Tax Facts Page 2 / Form 202 Instructions Page 1
Form 202 Instructions Page 2 / Form 202 Instructions Page 3
Form 202 Instructions Page 4 I Form 202 Instructions Page 5
Pages 6 -10:
2 INSERTS:
Form 202F Instructions Page 1 / Form 202F Instructions Page 2 Printed in black ink
2-sided per sample (4).
Form 202-202F / Blank Page
Form 202-202F is personalized includes month ending date and due date, taxpayer name and complete address, and scan line. Exact print location and specifications for all personalized information and scanline will be provided to the vendor. All preprinted information and scan line must be in laser print; printed in OCR "A" font and must be readable by Maryland
Revenue Administration Division and their lockbox facility's remittance processing equipment with a guarantee that 99% of all forms will be readable.
Printed in black ink and dropout ink PMS / Pantone 190 at 100% as
Comptroller of Maryland - SUT return address/Blank page.
Davac wet activated gum labels with micro-perforation.
Printed in black ink
2-sided per sample.
Printed in black ink
2-sided per sample.
Sales and Use Tax Returns Information/ Back Cover with RAD Permit
Indicia, Personalized taxpayer address and iMb barcode
Back and inside back cover is 110 lb. index/cover stock.
Vendor will print up to 2 inserts. Paper color to be determined. Artwork to
ANNUAL FORM BOOKS
Includes booklet with forms, etc., up to 2 inserts, Davac wet activated gum labels, tape and staple
ANNUAL FORM BOOK REQUIREMENTS:
Paper Cover-110 lb. index/cover stock
Pages - All other pages of book use 24 lb. bond
Ink: Ink is to be soy based in colors stated.
Estimated Quantity: 1,500
Annual Filers are mailed:
Annual Form Books must contain the following:
Front Cover (Front)-Text I Not personalized
Front Cover (Inside) - Maintenance of Records - Personalized with Account
Number, Filing Frequency and Year/Date
All pages and forms are 24 lb. bond. Only pages 6 - 13 (forms and return labels) have micro-
Page 1: 2-sided per sample.
Sales and Use Tax Facts Page 2 I Form 202 Instructions Page 1
Form 202 Instructions Page 2 I Form 202 Instructions Page 3
Form 202 Instructions Page 4 / Form 202 Instructions Page 5 Printed in black ink
Form 202F Instructions Page 1 / Form 202F Instructions Page 2
Pages 6 - 10:
LAYOUT:
2-sided per sample (4).
Form 202-202F I Blank Page
Form 202-202F is personalized includes month ending date and due date, taxpayer name and complete address, and scan line. Exact print location and specifications for all personalized information and scanline will be provided to the vendor. All preprinted information and scan line must be in laser print; printed in OCR "A" font and must be readable by Maryland
Revenue Administration Division and their lockbox facility's remittance processing equipment with a guarantee that 99% of all forms will be readable.
Printed in black ink· and dropout ink PMS / Pantone 190 at rD0% as
Comptroller of Maryland- SUT return address/Blank page.
Davac wet activated gum labels with micro-perforation.
Printed in black ink
2-sided per sample.
Sales and Use Tax Returns Information/ Back Cover with RAD Permit
Indicia, Personalized taxpayer address and iMb barcode
Back and inside back cover is 110 lb. index/cover stock.
Printed in black ink
Per official state version of the Sales Tax Return form, the report period, due date, tax account number, numeric return period, business name and address must be printed in the proper area, and the return must be signed and dated by the taxpayer or agent.
• All ALPHA Data should be in CAPS.
• Include the Data Field Labels (e.g., DUE DATE, ACCOUNTNUM.)
• Use 10 point OCR "A" font
Form 202 Page 1 (SUT) - Field Name
Start
Row
Start
Column
End
Row
End
Column
Field
Size
Format
"FOR PERIOD ENDING... " 7 10 7 38 29
"DUE DATE... " 8 16 8 32 17
"ACCOUNT NUM... " IO IO IO 38 29 See below
Scanline* 12 53 12 71 19 See below
Business Name 12 10 12 40 31
Business Address 13 10 13 40 31
Business Address 14 10 14 40 31
Business Address 15 10 15 40 31
Form 202 Page 2 (S"UT) -
Field Name Start
Row
Start
Column
End
Row
End
Column
"FOR PERIOD ENDING... " 7 10 7 38 29
"DUE DATE... " 8 16 8 32 17
"ACCOUNT NUM... " 10 10 10 38 29 See below
Scanline* 12 53 12 71 19 See below
Business Name 12 10 12 40 31
Business Address 13 10 13 40 31
Business Address 14 10 14 40 31
Business Address 15 10 15 40 31
Form 202 Page 3 (SUT) - Field
Name
Start
Row Start
Column
End
Row
End
Column
"FOR PERIOD ENDING ... " 7 10 7 38 29
"DUE DATE... " 8 16 8 32 17
"ACCOUNTNUM ... " 10 10 10 38 29 See below
Scanline* 12 53 12 71 19 See below
Business Name 12 10 12 40 31
Business Address 13 10 13 40 31
Form 202 Page 4 (SUT) - Field
Name
Start
Row
Start
Column
End
Row
End
Column
"FOR.PERIOD ENDING... " 7 10 7 38 29
"DUE DATE... " 8 16 8 32 17
"ACCOUNT NUM... " 10 10 10 38 29 See below
Scanline* 12 53 12 71 19 See below
Business Name 12 10 12 40 31
Business Address 13 10 13 40 31
Account Number: 1. Print using 10 point OCR "A" font.
2. Scanline prints on Row 10, beginning in Col. 10, ending in Col. 38
3. Scan line reads from left to right 29_positions:
► 1-7 Must say "ACCOUNT"
.I
► 8 ► 9-11 ► 12-14
► 15-22
► 23 -25
► 26-29 •
Blank
Must say "NUM" Blank
Must contain the tax account number * (with the first digit of the account number in position 15 and the last digit in position 22) Blank
Must contain the return period (MMYY)
Scan Line: 1. Print using 10 point OCR "A" font.
2. Scanline prints on Row 12, beginning in Col. 53, ending in Col. 71
3. Scan line reads from left to right 19 positions:
► 1-2 Return period Month (in MM format)
► 3 Blank
► 4-7 Return period Year (in YYYY format)
► 8 Blank
► 9-10 Must contain zeros
► 11 Blank
► 12-19 Tax account number* (with the first digit of the account number in position 12 and the last digit in position 19)
* The tax account number is the Central Registration (CR) number. It is numeric, 8 digits and starts with 0 or 1. Returns with missing or invalid CR numbers will be rejected.
2 INSERTS: Vendor will print up to 2 inserts. Paper color to be determined. Artwork to
Quality Control Production Sampling: Vendor must manufacture the mailing piece assuring a perfect match between personalized internal information and mailing address.
Mailing Postal Requirements: Must meet USPS standards to be mailed out Pre-Sort Standard with maximum savings. A letter of certification from the Post Office used by the vendor's production facility that approves the postage rate for the required form construction must be submitted with this bid to qualify for the award.
Certification(s): Provide with the bid the name of the USPS CASS and NCOA Certification Software used by the manufacturing facility and a copy of the manufacturing facility's current CASS and NCOA certificate for this software.
Quality Assurance: Maintain a thorough Quality Assurance Program to guarantee that none of the delivered forms have illegible information.
Permit(s) and Fee(s): Comptroller of Maryland, Revenue Administration Division's permit will be used. Postage and permit fees will be paid directly to the post office by the Revenue Administration Division. Do Not Include In Bid. Vendor must provide the Revenue Administration Division at least 15 days advance notice of the amount of postage that will be required for delivery.
USPS 3602s and 3607s: All original postage (USPS 3602s and 3607s) statements and receipts must be mailed (Express Mail Service) and faxed (or emailed) to Revenue Administration
Division's contact.
Delivery Date: Products must be addressed, prepared for mailing and delivered to Post Office at a date mutually agreed upon by the Office of the Comptroller and awarded vendor.
Test Requirements: Vendor will supply Revenue Administration Division with 50 booklets, imaged with all variable data within 15 days of proof approval. Vendor will supply additional tests as needed until accurate data test is accomplished. State will not grant approval for actual production until test documents are approved in writing by the Revenue Administration Division.
On-Site Press Review(s): Provision is to be made for an on-site press review of the production with the Revenue Administration Division so that the final product may be sampled prior to delivery.
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