DPH B-53182 RFQ Form OPPS Vital Records Security Pape.docx

R E Q U E S T F O R Q U O T E

Quotes must be submitted by the bid opening date and time indicated in BidBuy.

AGENCY: ___Illinois Department of Public Health (DPH)_________________

CONTACT: Craig Foxall EMAIL: Craig.Foxall@illinois.gov

SPECIFICATIONS

Agency Specifications and Requirements - 27-482DPH-POLPL-B-53182

Orders will be placed on an AS NEEDED basis and shall be delivered within 30 days of request to meet the ongoing need for vital records security paper to print State of Illinois certified Birth/Death records. DPH Vital Records does not have a minimum order requirement as the agency orders the paper on an as needed basis. During the last contract, the lowest number of birth sheets ordered was 60,000 sheets and 20,000 sheets of death.

The Department intends to purchase an estimated 500,000 sheets of birth certificate security paper and 100,000 sheets of death certificate paper over the term of the contract.

1. Birth certificate security paper will be 8 ½ x 11 and blue and pink in color. It will have a full bleed blue guilloche border with a prismatic anti-copy background and will have a ½ inch border at the top of the paper with the words “Certification of Birth Record” printed inside this top border. The birth paper will have approximately a ¼ inch border on the left, right and bottom of the paper. “This is to certify that this is a true and correct copy from the official birth record filed with the Illinois Department of Public Health” will be centered at the bottom of the paper, and the top of this certification statement can be no higher than 1 ¾ inches from the bottom of the paper. The signature, printed name and title of the State Registrar will be in the space between the certification statement and the bottom border. The birth security paper will have an “embossed” or “tactile feel” holographic seals of the State of Illinois and the Illinois Department of Public Health in the bottom corners. These seals will be provided to the successful bidder. For quote purposes only, the vendor will offer proof with their quote to assure print positions and layout are acceptable to the IDPH. This proof may include generic seals to mimic the State of Illinois and Illinois Department of Public Health Seals.

2. Death certificate paper will be 8 ½ x 11 and green in color. It will have a full bleed green guilloche border with a prismatic anti-copy background and will have a ½ inch border at the top of the paper with the words “Certification of Death Record” printed inside this top border. The death paper will have approximately a ¼ inch border on the left, right and bottom of the paper. “This is to certify that this is a true and correct copy from the official death record filed with the Illinois Department of Public Health” will be centered at the bottom of the paper, and the top of this certification statement can be no higher than 1 ¾ inches from the bottom of the paper. The signature, printed name and title of the State Registrar will be in the space between the certification statement and the bottom border. The death security paper will have an “embossed” or “tactile feel” holographic seals of the State of Illinois and the Illinois Department of Public Health in the bottom corners. These seals will be provided to the successful bidder. For quote purposes only, vendor will offer proof with their quote to assure print positions and layout are acceptable to the IDPH. This proof may include generic seals to mimic the State of Illinois and Illinois Department of Public Health Seals.

Proofs should be mailed to the address below. No payment will be made for proofs. Proofs 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 proofs.

Certificate Paper Security Requirements:

A 6-digit sequential control number in the lower left corner just above the State Seal. The starting 6-digit sequential control number will be provided at the time the order is placed.

There shall be a hologram as shown in the samples. The State will provide the Illinois Department of Public Health and State of Illinois seals to the vendor.

The minimum-paper based security features of the birth and death certificate security paper are:

1. A 24# OCR (Optical Character Recognition) basis weight substrate

2. Paper will have a fourdrinier or mould watermark, made during the manufacturing of the paper at the mill. The watermark shall be covert when viewed in reflected light or lying on a surface and shall be overt when viewed in transmitted light, visible from both the front and back of the paper. A printed watermark is not acceptable.

3. This watermark is to have images that are either unique to the Vital Record market or sold only to the selected vendor as a private watermark and not generically available.

4. Paper is to have a minimum Technical Association of the Pulp and Paper Industry brightness of 94.

5. Sheet is designed to run optimally in all laser or inkjet printers.

6. Secure substrate is to be treated with a toner adhesion agent which helps bond laser print to the sheet.

7. UV dull

8. Visible and invisible UV fibers visible from each side of the sheet.

9. Both sides of the substrate are to be fully sensitized exhibiting marked reactions to chemicals commonly used to alter security documents including the following chemical families: Polar organic solvents, A-polar organic solvents, acids, oxidizing agents, strong and weak alkaline bases.

Print and Security minimum requirements of both the birth and death certificate security paper are:

1. A security border produced from engraved artwork giving a high resolution, fine line (guilloche) symmetrical pattern. Borders must be output from original artwork. Artwork which was scanned from an existing document is not acceptable.

2. Vendor must have ability to alter original artwork and create custom designs, such as specific line dimensions, custom micro-text paths, latent images, etc. at the request of IDPH.

3. Said artwork to be approved by the IDPH through press proofs.

4. The background “anti-copy” pantograph is to be an overall prismatic split fountain blend using a minimum of three separations to be printed with erasure-sensitive inks printed with the latest fraud prevention process to produce the “VOID” feature to deter color copier reproduction and to render evident attempts to alter. The color of the split fountain blend is to be at the discretion of IDPH.

5. The copy evident VOID technology is to be created using a combination of micro-characters 1pt. in size to create the “pop” message. The latent pop message will show ILLINOIS and either VOID, COPY, or any message the IDPH mandates when copied.

6. The micro-character background has an encrypted algorithm for further forensic analysis.

7. Document is to have two optically variable devices (OVD’s) hot stamped into the lower corners of the document. These OVD’s are to be laser safe and heat fused onto the document to prevent damage during laser printing and removal without destroying the document.

8. At least one of the OVD’s are to use a holographic foil with imagery either private to the IDPH or private to the vendor to secure a chain of custody. No generic holograms are allowed.

9. The OVD’s are to be applied using steel engraved dies which include the letter “B” and “C” for the Birth Certificates and “D” and “C” for Death Certificates which become increasingly visible as a latent image when tilted to light.

10. These OVD’s over the Illinois State Seals must incorporate an Embossed or some Tactility response.

11. Unique to each document the words “ILLINOIS BIRTH CERTIFCATE” and “ILLINOIS DEATH CERTIFCATE” will be built into the OVD corners which will be visible when tilted but also raised offering some tactility to the OVD’s.

12. Micro printing ("ILLINOISVITALRECORDS") printed at a maximum of 1pt. in size printed within the outside border.

13. The backside of the document is to incorporate a full bleed print technique using micro-text which says “ILLINOISBIRTHCERTIFICATE” for birth and “ILLINOISDEATHCERTIFICATE” for death and incorporates an embossed relief pattern of the State of Illinois Official Seal by bending the lines of micro-text. This is to be in the color of the main document border (Blue for Birth and Green for Death)

14. Paper shall be sequentially numbered. A 6-digit sequential control number in the lower left corner just above the State Seal. The starting 6-digit sequential control number will be provided at the time each order is placed.

The Department of Public Health requires delivery of this paper to the following address:

Illinois Department of Public Health Division of Vital Records 925 East Ridgely Avenue Springfield, IL 62702

**AWARD WILL BE MADE BASED ON LOW COST PER SHEET – BidBuy Item Unit Of Measurement (UOM) Each (EA) = 1 Sheet **

Please provide pricing in BidBuy Items Tab and NOT on this RFQ.

Note to Vendor:

The quote must be valid for 90 days from date of submission and must include all expenses. All prices must include shipping and handling charges. No price increases will be accepted. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The winning vendor must possess all mandatory qualifications and offer the lowest bid.

Warranty: All products will be new and will carry a minimum 1-year warranty from the date of delivery.

“State agencies shall only accept electronic submissions for small purchase procurements via email or BidBuy. Manual submission in paper format shall not be accepted nor considered.” See also CPO Notice 2023.12.

Company Name: ______________________________________________________________________

Title: __________________