ATTACHMENT A-Description of the Tags 18-19.doc

STATE OF MAINE

DEPARTMENT OF MARINE RESOURCES

ATTACHMENT A

DESCRIPTION OF THE TAGS

1) Annually, the Department orders approximately three million lobster tags, and up to two million additional tags of varying types (as described below). All tags must be made of high-density polyethylene, flexible, and durable so as to be attached to any lobster trap, and/or fyke net, truck door, crate, or other items, and must survive intact in the salt water and Maine weather for at least one year. The tag must have a secure locking mechanism so that the tags cannot be removed without being cut or broken. The tag should not interfere in any way with the operation of the trap or other device that the tags are used for outside of the trap. The Department is requesting four total quotes: two for lobster trap tags (see #3), one for square tags, and one for zip tie tags.

2) Each tag must also be in a color that is required and be imprinted with information provided by the Department’s specifications. If vendor can only supply certain printing colors this will need to be specified within this RFP. All tags have unique information, and all tags will require a year, ME and some other sequential numbering. Tags could have sequential numbers that are 10 to 12 digits long, along with other information that is outlined below.

3) Lobster Tags: The commercial lobster tags may require a 2D bar code with a unique identifier number, such as a landings number, along with DMR and the year within that bar code. The tags must be easy to attach with limited dexterity on a moving vessel and must lock securely. The Department is requesting TWO quotes for lobster trap tags – one that would include the cost of tags with a bar code and a quote for tags without a bar code.

a. The Department will determine the color of the tag – and will also require that the plug be a different color than the tag and have the imprint of what will need to be assigned to the tag. These colors will vary each year, but the previous year, current year, and next year’s tag and plug colors must all be available for the duration of the contract.) There may be a request to produce different colored tags in the event of a catastrophic loss, or reissuance of an individual’s tags. The following tag colors that must be readily available at the time the bids are awarded as tags will need to be printed once the contract is awarded: yellow tag, blue plug, black lettering; orange tag, blue plug, black lettering; black tag, green plug, white or silver lettering.

b. The dimensions of each tag are as follows: minimum length 6 to 7 inches and width 3/8 to 1/2 inch. The dimension may change – if the bar code requirement requires additional size.

c. Each tag must also be in a color that is required and be imprinted with information provided by the Department’s specifications. If vendor can only supply certain printing colors this will need to be specified within this RFP.

d. All tags have unique information, and all tags will require a year, ME and some other sequential numbering. Tags could have sequential numbers that are 10 to 12 digits long, along with other information that is outlined below.

e. Commercial lobster trap tags are sequentially numbered and could result in short runs of several thousand that will have a numbering system from 001 to 800, or less for each harvester requesting tags.

f. Replacement tags have a unique higher number that could be have 8 or 10 digits, but run sequentially on the tags.

g. Each lobster tag must also be imprinted with the following specific identifications:

i. DMR; ME; YEAR; License number (7 or more digits long); Fishing Area (A:1); Tag sequence number (sequential 1-800 for lobster), Zone and letter; EEZ or NON, SCND or SCND EEZ. If the 2D bar code is required, it will need to have DMR, year and landings number within the 2D bar code.

ii. The plug in each tag must be a different color than the tag itself. This is needed for security purposes and is mandatory for enforcement purposes.

iii. Tag Colors must be readily available and in stock (2018 colors will consist of yellow tag, blue plug; orange tag, black plug, gray tag with yellow plug). Additional colors that may be needed are for 2017 and could include, red tag, black lettering and black plug; white tag, red plug, black lettering, with additional colors required throughout the year. 2019 tag colors will be determined by the middle of June of 2018.

h. Approximately 15,000-40,000 replacement tags will also need to be manufactured and the color of those tags will need to be readily available upon license year. Tags will be numbered with a high sequential number that could be more than 6 or 7 digits long with ME, YY, REPL with either NON or EEZ. There will also be approximately 20,000 to 40,000 second zone tag replacements that will also have the same information other than the SCND designation or SCND EEZ designation.

i. Approximately 20,000 noncommercial tags will be required, which will include a sequentially numbered tag, with at least 10 digits, along with ME, YY, NC included on the tag. There will also need to be 10,000 to 20,000 noncommercial replacement tags needed with ME, YY, REPL NC.

j. Approximately 400 to 500 demonstration lobster tags will need to be manufactured. Color to be announced. Tags must be numbered sequentially, with ME, YY, DL. DMR to provide starting numbers.

4) Elver tags are needed using same design as described above. Color to be announced. The tags need to be numbered sequentially based on the number provided by DMR, and also have ME YY ELV. Replacement tags for elver fishing will need to be numbered sequentially based on a starting number that DMR provides with ME YY ELV REPL.

5) Additional tag types may be requested throughout the year (Reconsignment tags – Zip

Ties, crate seals, Buying Station tags, Auction tags, Halibut commercial and Halibut recreational, as well as other tags that may be required by the Department). Additional tags may be ordered with additional writing and sequentially numbered based on what the Department provides, but tag wording is subject to change. Examples of additional tags: (REPL, ELV, CAT, SCND EEZ, HALC, DEMO, LNC, REC HALIBUT, ETC), The Department may also request additional tag types, such as Zip Ties, or square tags. The vendor must be able to provide a binding quote for additional tag prices within one week during the contract period for additional tag types.

Distribution, Reporting and Invoicing Requirements 1) Tag Reports. Individuals will order the tags from the Department throughout the year. The Department will electronically submit orders daily on a daily tag report (see attached example). These tag reports will be submitted to the vendor five days per week (excluding holidays). The tag report will include the harvester’s name, address, landings number, license number, zone, area, EEZ or NON and number of tags requested, numbering sequence, along with an email address. This report will be in the format of an Excel Spreadsheet, and could include additional wording based on the tag type.

2) Shipment Window. The supplier will ship the requested number of tags to each harvester within 15 business days of receiving the tag report from the Department. If any delay occurs that will prevent this requirement from being met on a temporary basis, including a breakdown, malfunction or any other delay in the manufacturing or processing of tags, the Department shall be notified within 24 hours of the end of the shipment window by phone and email with a summary of the cause for delay problem, proposed resolution and date when shipments will resume. Frequent delays of tag shipment will be grounds for termination of this contract, at the sole discretion of the Department. Periodically, the Department will require a rush order, to be shipped within ten business days. The vendor shall make all efforts to meet this requirement, including prioritizing rush orders ahead of other pending orders by the Department.

3) Tag Shipment. Vendor is responsible for the delivery of the tags to the harvester (or the Department when tags are requested to be shipped to the Department), and for replacement of any tags lost in transit or that arrive incorrect or faulty. Within ten business days of being notified that tags were received incorrect/faulty, vendor will redo tags and ship to the harvester or a designated location at vendor’s expense.

4) Tracking Information and Shipment Report to Department. Once the tags are shipped, the vendor will provide a report to the Department of expected ship dates and tracking numbers. Tracking numbers should be provided to the Department as soon as a tracking number is assigned, or no later than three business days after the orders have been shipped. Each tracking number will also be linked to the harvester’s name, license number, date of shipment, quantity shipped, and detailed summary.

5) Tracking Information Reported to Harvester. For each tag order which has an email address, vendor will forward the tracking number to the harvester at the email listed on the Tag Report via email. This information needs to be provided as soon as a tracking number is assigned.

6) Return Address for Tag Shipments. All tags shipped will show “Department of Marine Resources, Licensing Division, 32 Blossom Lane, Augusta, ME 04333” on the RETURN LABEL of each tag shipment, so that any undeliverable shipments or incorrect addresses will be sent back to the Department rather than back to vendor. The Department will be responsible for completing shipment or delivery to the harvester for any tags that are returned to the Department due to incorrect addresses or undeliverable addresses.

7) Batch Date. Each order submitted to vendor electronically will have a “Batch Date.” Each invoice submitted for payment must list each “Batch Date” and provide the corresponding number of tags shipped against each “Batch Date.”

9) Counterfeit Prevention. All trap tags or security seals that are processed by the Supplier must not be able to be counterfeited, and all measures must be taken to ensure that no counterfeiting is being done. Any request for tags that match the color and description of any Maine tag being issued must be forwarded to DMR prior to being produced in order to verify this is not a counterfeit tag request. If vendor questions whether a tag is being requested and possible counterfeiting situation, vendor must reach out to the Department immediately.

November 2, 2017 – Page 1