Bike Maps Specifications.docx

FY26 Illinois Bicycle Map Printing

1. SCOPE OF WORK

1.1. OVERVIEW AND PURPOSE

1.1.1. This contract is to provide bicycle maps for Districts 1, 2, 3, 6 and 8 for the Illinois Department of Transportation.

1.2. SUPPLIES AND/OR SERVICES REQUIRED

1.2.1. QUANTITY

1.2.1.1. 4,000 full color folded maps for District 1

1.2.1.2. 1,000 full color folded maps for District 2

1.2.1.3. 1,000 full color folded maps for District 3

1.2.1.4. 2,000 full color folded maps for District 6

1.2.1.5. 2,000 full color folded maps for District 8

1.2.1.6. Underage or Overage shall not exceed 2%.

1.2.2. PAPER STOCK

1.2.2.1. Vendor shall be responsible for supplying all paper stock. Paper stock shall be recyclable paper. Vendor shall be responsible for reviewing paper stock specifications for each map type and providing paper stock equivalent or better than the written specifications. The Vendor shall provide a paper stock sample upon request of the State. If the Vendor’s proposed paper stock does not meet the written specifications of each map type, the Vendor may provide a reason which shall be subject to approval by Agency Staff.

1.2.2.2. Vendor shall provide a sample of each proposed paper stock with the bid submission for review and approval by Agency Staff. If the paper stock does not meet written specifications at Agency discretion, the bid may be deemed non-responsive by the Agency.

1.2.2.2.1. The paper stock sample shall be mailed to the Bureau of Planning, 2300 South Dirksen Parkway, Springfield, Illinois, 62764 to the attention of Wendy Sheppard, Unit Chief, Mapping and Information Systems.

1.2.2.2.2. No payment will be made for samples. Samples not destroyed or consumed by examination or testing will be returned upon request and at vendor's expense. The request must be made at time of submission with return collect or prepayment provisions and instructions for return accompanying the samples. If the vendor does not request return of samples not destroyed or consumed by examination or testing, the State agency may use, donate or destroy unused or leftover samples.

1.2.2.3. The four (4) color bicycle maps - 50 lb, Long Grain, White Offset, Grade #3, Brightness 80, Opacity 90

1.2.3. COLOR

1.2.3.1. Map will be printed in four (4) colors, two sides.

1.2.3.1.1. Side 1 printing plate for each color four (4): red, black, yellow, and blue for front side.

1.2.3.1.2. Side 2 printing plate for each color four (4): red, black, yellow, blue for back side(inset).

1.2.3.2. Soybean oil-based ink or vegetable oil-based ink shall be used.

1.2.4. SIZE

1.2.4.1. Folded Map Size: 4.13” X 9”

1.2.4.1.1. The map shall be trimmed, and trifold folded to a finished size of 4.13” x 9.0”. A sample will be forwarded to awarded Vendor upon execution of contract. The Vendor shall submit a proof of the trimmed and folded Bicycle Map(s) for Agency approval prior to production. See example images below. A sample can be mailed upon request.

1.2.4.2. Finished size: flat 34” X 27”, single sheet per map, with bleed-off on all four (4) edges.

1.2.5. MAP PACKAGING

1.2.5.1. Banding of maps should be in counts of 25, packed 250 per carton, and be paper banding.

1.2.5.2. No rubber bands should be used.

1.2.5.3. Boxes of completed maps

1.2.5.3.1. The Vendor shall label each carton with:

Department Name Name of Type of Map within each carton The quantity contained in each carton.

(ex. IDOT MAPS 2025 QTY 250 BICYCLE DISTRICT #)

1.2.5.3.2. Box size should be 14-1/2” x 18-1/2” and 7-1.2” tall.

1.2.6. MAP OWNERSHIP

1.2.6.1. The Maps shall remain and become the property of the State of Illinois.

1.2.6.2. All final electronic files delivered to the awarded Vendor and any film sheets produced in the execution of this contract or produced for any other reason thereof.

1.3. MILESTONES AND DELIVERABLES:

1.3.1. The Vendor shall reach out to Wendy Sheppard within 7 (seven) business days after execution of contract to begin the process.

1.3.2. FINAL ELECTRONIC FILE DELIVERY TIMELINE

1.3.2.1. The Final Electronic File Delivery Timeline will be established with the Illinois Department of Transportation sending the Final Electronic Files to the Vendor by utilizing the internet with the Large File Transfer System. The Large File Transfer System provides an email to both Vendor and Department which contains date and time.

1.3.3. PRESS PROOF INSPECTION AND FINAL APPROVAL

1.3.3.1. Press proof inspection and final approval shall be at printing site by the Illinois Department of Transportation mapping staff.

1.3.3.2. The Agency has the option of waiving the Press Proof Inspection and Final Approval and will provide the Vendor in writing their expressed desire to exercise this option.

1.3.3.3. If any revisions to the paper proofs are required, there will not be a charge for up to 3 paper proof revisions for each map. After the third paper proof revision, the vendor can charge a reasonable fee for revision of paper proofs.

1.3.3.4. Proofs will be mailed to Wendy Sheppard, 2300 S Dirksen Parkway, Room 318, Springfield, IL 62764.

1.3.4. DELIVERY DEADLINES

1.3.4.1. Maps shall be delivered no later than December 25, 2025.

1.4. VENDOR/STAFF SPECIFICATIONS

1.4.1. Vendor must be located within Illinois.

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1.5. TRANSPORTATION AND DELIVERY

1.5.1. Delivery: Vendor shall provide delivery as F.O.B. Destination

1.5.2. Pallets for delivery

1.5.2.1. The pallet size of the runners must be at least 4" and both sides must be the same size (not a 4 inch on one side and 2 inch on the other side of pallet). The top layer of the pallet needs to be a full layer.

1.5.2.2. Boxes are not to hang over outside edges of pallet.

1.5.2.3. The pallets shall be stacked 48 cases on shrink wrapped non-returnable 4-way pallets with cross runners (top & bottom) banned together.

1.5.2.4. No partial pallets.

1.5.2.5. The purpose of this instruction is so that the pallets can be stacked on top of one another for warehousing.

1.5.3. Delivery Notice: A twenty-four (24) hour delivery notice shall be given to the Agency prior to the delivering of any maps. The following point of contact information is provided for providing delivery notices to Agencies:

Illinois Department of Transportation James Gott, Warehouse Manager James.Gott@Illinois.gov 217-782-4096

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1.5.3. Delivery Windows

Illinois Department of Transportation Receiving Hours: Monday thru Friday Morning: 8:00 a.m. – 11:30 a.m.

Lunch: Closed 11:30 a.m. – 1:00 p.m.

Afternoon: 1:00 p.m. – 4:00 p.m.

Delivery Location:

Illinois Department of Transportation Central Office Warehouse 2400 South Dirksen Parkway Springfield, IL 62764

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1.6. SUBCONTRACTING

Subcontractors are not allowed.

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