Exhibit_1_-_Mandatory_Requirements_for_MFH___Non-Use.docx
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- Attached to
- FY27 Decals and Tax Stamps
- Solicitation number
- EV00000943
- Issued by
- Oklahoma County, Hobart City, Oklahoma
About this file
This is a Mandatory Requirements exhibit for Service Oklahoma's Motor Vehicle decal production bid. Service Oklahoma is seeking bids to produce Annual Validation decals, Non-Use decals, Manufactured Home decals, and Temporary decals for Oklahoma license plates. The quantities are based on historical annual orders, with validation decals representing the largest volume at approximately 1.5 to 4 million units annually, followed by manufactured home decals at 55,000 to 72,000 units, non-use decals at 0 to 250,000 units, and temporary decals at 0 to 1.4 million units. All decals must be delivered after July 1, 2027, and no later than August 31, 2027, to Service Oklahoma's Motor Vehicle Services division in Oklahoma City, Oklahoma, with deliveries prior to July 1, 2027, not accepted. The decals must meet specific technical requirements including retro-reflective sheeting standards compliant with ASTM D4956, brightness values meeting reflective intensity testing procedures, rainfall performance standards maintaining at least 90 percent brightness when wet, and pressure-sensitive adhesive suitable for application at temperatures as low as -10°F.
The successful bidder must furnish all inks, clear coatings, and thinners necessary for production and provide technical service until shop personnel are qualified to manufacture the decals according to specifications. Decals must feature integral security markings to prevent counterfeiting, with validation decals in specified Pantone colors rotating annually from 2028 through 2033. The specification document details extensive packaging requirements including book composition with front covers, decal sheets containing 50 decals each, numbered receipt sheets, and shipping in cardboard boxes containing 50 books per box on 40-by-48-inch pallets stacked no higher than 10 cartons. The vendor must implement tamper-proof security measures and tamper-evident delivery via locked vehicle with combination locks communicated to the Motor Vehicle Supervisor prior to shipment. The State reserves the right to inspect the vendor's premises at any time during production to verify quality, security adequacy, and workmanship compliance.
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EXHIBIT 1
MANDATORY REQUIREMENTS FOR ANNUAL VALIDATION, NON-USE, MANUFACTURED HOME, TEMPORARY DECALS
1.1. Purpose
Service Oklahoma (SOK) is seeking bids to produce its Motor Vehicle decals and stickers. Specifications herein are for Annual Validation decals, Non-Use decals, Manufactured Home decals, and Temporary decals.
1.2. Specifications
The retro-reflective sheeting shall consist of lens elements enclosed within a transparent resin and shall have a pre-coated pressure-sensitive adhesive backing protected by a removable liner. It shall display an integral security mark which cannot be reproduced in other finished reflective sheeting, and which can be readily verified for authenticity without destructive testing. The retro-reflective sheeting shall provide a weather resistant, essentially smooth, flat outer surface when finished with material in the manner recommended by the retro-reflective sheeting manufacturer.
1.3. Requirements
1.3.1. Reflective Characteristics
The un-printed, retro-reflective sheeting shall have the following minimum brightness values expressed as average candlepower per foot-candle per square foot of material (candelas per lux square meter). Measurements shall be conducted in accordance with the reflective intensity testing procedures for reflective sheeting specified in ASTM D4956 Standard Specification for Retroreflective Sheeting for Traffic Control, or as amended.
1.3.2. Rainfall Performance
The brightness of the sheeting, totally wet by rain, shall not be less than 90% of the above values. Wet performance measurements shall be conducted at 0.2 observation and -4 entrance in accordance with the Rainfall Test Method specified in ASTM E810 and using the test set-up prescribed in the FHWA Specification FP-24, Section 718.01 and AASHTO M 268.
1.3.3. Adhesive
1.3.3.1. The pre-coated pressure-sensitive adhesive shall form a durable vandal resistant bond to clean, dry, properly painted or reflective sheeting license plate surfaces for the life of the plate issue. The adhesive shall permit application to license plate surfaces down to -10ºF (23ºC).
1.3.3.2. The protective liner attached to the adhesive shall be removed by peeling without soaking in water or other solvents and shall be easily removed after accelerated storage for four hours at 150ºF under weight of 2.5 lbs. per square inch.
1.3.3.3. The adhesive shall not exude from edges of the sheeting when processed into finished decals so as to cause stacked pieces to stick together during shearing, cutting, printing, handling, or while packaged in shipment and distribution.
1.3.4. Film
1.3.4.1. The diffuse daytime and reflected color of the sheeting surface shall conform to a standard color sample which will be accepted by the user prior to start of production.
1.3.4.2. The sheeting shall be provided with integral markings designed to prevent counterfeiting of the annual validation decals. The markings on sheeting samples approximate decal size 1-1/2" X 1":
1. Shall be readily discernible when viewed under diffuse daylight conditions.
2. When the sample is held at 2 feet (0.6m) from the eyes and viewed by retroreflected light of a standard "D" cell flashlight held between the eyes at nose level:
• Shall not be discernible by retro-reflected light entering perpendicular to the sheeting.
• Shall be discernible when viewed by retro-reflected light entering the sheeting at approximately 45º or more from the perpendicular.
3. Shall not be reproducible in other finished retro-reflective sheeting’s without destruction of their reflective systems.
4. Shall not be removable by chemical or physical means from the face surface of the retro-reflective sheeting or finished validation decals, applied or unapplied, without irreparable damage of their reflective system.
1.3.5. Processability
1.3.5.1. The sheeting surface shall be readily cut/die cut without cracking flaking or stretching and shall be compatible with transparent or opaque inks and protective finishing clear coating as designed and supplied by the reflective sheeting manufacturer for decal fabrication.
1.3.5.2. The sheeting/decal finished and cured in accordance with the recommendations of the reflective sheeting manufacturer shall be easily cleansed of normal dirt accumulation by washing with water and mild detergent.
1.3.5.3. The surface shall be sufficiently solvent resistant to permit cleaning with solvents such as gasoline, VM&P Naphtha, mineral spirits, turpentine or other solvents commonly used on vehicle finishes. Rinsed and dried, the surface shall show no appreciable change following cleaning when compared to a new clean sheeting/decal surface.
1.3.5.4. Protective finished clear coating shall remain clear and durable for maximum service life required of the annual validation decals issued.
1.4. Fabrication Requirements
NOTE: Samples of processed sheeting must accompany bid.
1.4.1. Design, Color and Size
1.4.1.1. The Year on the validation decal and the first number of the serial number of the decal will be printed using a security font designed to prevent counterfeiting and cannot be produced by commercial software.
1.4.1.2. The design and color of the retro-reflective decals shall be as follows and shall duplicate the sketch approved by the user.
| Type |
| Background |
| Serial Numbers |
| Decal Numbers and Letters |
| Validation Decal |
| *See note below |
| *See note below |
| * See note below |
| Non-Use Decal |
| Black |
| Black |
| White |
| Manufactured Home |
| *See note below |
| *See note below |
| *See note below |
| Temporary Decals |
| Brown PMS7552 |
| Black |
| Black |
Validation and Manufactured home decal colors will be rotated *Note: The Decal Numbers and Letters for the Validation decals will change according to the color assigned for that particular year. If the color is a light color, the numbers and letters will be black. If the color is a dark color, the numbers and letters will be white.
2028 Expirations
· Validation: Dark Blue PMS 288
· Manufactured Homes: Dark Blue PMS 288 2029 Expirations
· Validation: Lt Blue PMS 2717)
· Manufactured Homes: Lt Blue PMS2717 2030 Expirations
· Validation: Green PMS 3425
· Manufactured Homes: Green PMS 3425 2031 Expirations
· Validation: Yellow C
· Manufactured Homes: Orange PMS 144 2032 Expirations
· Validation: Burgundy PMS 202
· Manufactured Homes: Burgundy PMS 202 2033 Expirations
· Validation: Dark Blue PMS 288
· Manufactured Home: Dark Blue PMS 288
1.4.1.3. The dimensions of design and sketch shall be reduced proportionately to fit the validation decal which will be 1-1/2" wide X 1" high.
1. The two-digit year of expiration shall be of larger font so it can be seen from a distance of at least 20’ (feet). (ex: font size 50)
1.4.1.4. Print the following instructions on each decal’s protective liner.
“Application Instructions (Validation Decals) NOTE: Do not moisten decal.
1. Thoroughly clean number plate.
2. Bend decal at corner. Lift decal at slit and slowly peel from backing.
3. Place decal in corner to the right of the legend "OKLAHOMA" on numbered plate.
4. Firmly rub decal and edges down with thumb.”
| 1.4.2. Quantities | ||
| The total will be based on the need of Service Oklahoma. | ||
| Previous yearly orders | ||
| Decal Type | ||
| FY24 | ||
| FY25 | ||
| FY26 | ||
| FY27 |
| Validation 1 year |
| 3,999,996 |
2.25 million
2 million
1.5 million
| Validation 2 year |
| 607,500 |
| 3 million |
| 2 million |
| 2.0 million |
| Non-Use Decal 1 year |
| 250,000 |
| 150,000 |
| 100,000 |
| Non-Use Decal 2 year |
| 17,500 |
| 150,000 |
| 50,000 |
| 150,000 |
| Manufactured Home decals |
| 72,000 |
| 65,000 |
| 55,000 |
| 55,000 |
| Temporary Decals |
| 0 |
| 1.4 million |
| 500,000 |
| 500,000 |
1.4.3. Serial Numbers
The decals shall be marked with a serial number on the reflective face running from:
(This determination will be based on the quantity needed supplied by SOK in January of FY27.)
| Decal Type |
| Example Masking |
| Note |
| Validation decals |
| 28N999999, 28R999999 |
| First 2 digits being the expiration year |
| Non-Use Decals |
| 28X200000 |
| First 2 digits being the expiration year |
| Manufactured Home decals |
| 28G055000 |
| Sets of 2, First 2 digits being the expiration year |
| Temporary decals |
| T0000555441 |
1.4.4. Responsibility
1.4.4.1. The successful sheeting bidder shall furnish all inks, clear coating and thinners needed to produce license plate validation decals meeting the requirement of this specification.
1.4.4.2. Competent technical service and product information shall also be provided until the shop operating personnel are qualified to manufacture validation decals in keeping with the successful bidder's recommendations.
1.5. Delivery Schedule
1.5.1. Deliver Validation, Non-Use, Temporary decals and Manuf. Home decals after July 1, 2027, and no later than August 31, 2027. Alternate delivery date may be established upon written approval from the Agency. Deliveries before July 1, 2027, will not be accepted.
1.5.2. Validation Decals shall be delivered to Service Oklahoma, Motor Vehicle Services, Attn: Simone Chandler in Oklahoma City, OK. Address location will be confirmed by supplier at time of order. Inside delivery requested.
1.5.3. The vendor shall be accountable for all unused sheeting and all misprinted or damaged decals incurred in the course of production and not shipped.
1.5.4. Fifty (50) sample decals, the word "SAMPLE" printed across the face in a contrasting color shall be delivered to Service Oklahoma, Motor Vehicle Services. These samples will be checked for conformance to specifications including printed color, perforating and kiss cutting.
1.6. Security Measures
1.6.1 The vendor must provide adequate security methods and supervision to protect decals from hazard or loss. The State reserves the right to enter the vendor's premises at any time during the production of decals to inspect the progress of production, the quality of workmanship, and the adequacy of security.
1.6.2 The vendor shall provide tamper-proof and secure delivery via transport by a locked vehicle. Pallets shall not be double stacked.
1.6.2.1 Vendor provide a combination lock and communicate the combination to the Motor Vehicle Supervisor, Motor Vehicle Manager, or designee prior to each shipment.
1.6.2.2 Service Oklahoma employees shall open each shipment upon arrival for inspection and acceptance. Shipments shall arrive intact and undamaged or Service Oklahoma will refuse delivery.
1.7. Packaging Requirements
Validation decals are to be put into books constructed as follows:
1.7.1. Front Cover Shall:
1.7.1.1. Show Service Oklahoma, Motor Vehicle Division, the year and type of validation decals as shown on sample below.
1.7.1.2. Be printed as shown on sample being one color of ink with beginning and ending numbers printed thereon. Numbers must be printed; written numbers are not acceptable.
1.7.1.3. Measure 13-3/4" high X 9-1/4" wide.
1.7.1.4. Have a 1/2" left margin with four (4) staples. A.4.1.5. Color to be determined by Service Oklahoma with Black lettering for the 2025 Validation Decals.
Example of Cover Sheet Book
1.7.2. Decal Sheets
The validation sheets shall:
1.7.2.1. Be fifty (50) per sheet and one (1) sheet per book for all validation decals except Manufactured Home.
1.7.2.2. Be five (5) vertical rows of ten (10) decals each.
1.7.2.3. Have 25 sets of decals per sheet for Mfg. Home. The duplicated decals are to be vertically lined.
1.7.2.4. Have the lowest consecutive number on the page in the upper right-hand corner and the highest consecutive number on the page in the lower left hand corner.
1.7.2.5. Consist of sheets of decals that measure 13-3/4" high X 9-1/4" wide, which includes a 1/2" left margin.
1.7.2.6. Contain decals with easy release liner to be perforated for removal from page. Liner area to measure 1-3/8" high X 1-3/4" wide.
1.7.2.7. Contain decals that are each to be 1 1/2" wide X 1" high with a kiss cut so that each decal can be peeled from the perforated area which has been torn from the book. The area outside the kiss cut and inside the perforation is to leave 1/4" at the top margin and 1/8" at the left, right and bottom of the decal.
1.7.3. Backing Sheets
There will be a full duplicate receipt sheet in each book with the first copy being white NCR CB Bond and the second copy being pink NCR CF Bond measuring 13- 3/4" X 9-1/4" with fifty (50) numbered blocks. These blocks are to be numbered in the upper right-hand corner and will be 1-3/8" high X 1-3/4 wide" with the numbering to begin at the upper right and be in a vertical sequence the same as the decals (5 vertical rows of 10). Each receipt sheet shall have a 1/2" margin on the left that is perforated so that the entire sheet can be detached from the book intact. Each numbered block is to correspond with the decal removed. In each of the fifty (50) blocks "License number" and "Fee" should also be printed as shown in sample on the next page.
Example of Backing
1.7.4. Composition of Book
Each book is to be composed of:
1.7.4.1. A front cover
1.7.4.2. A sheet of fifty (50) decals.
1.7.4.3. A backing sheet of white NCR paper numbered to correspond to the decals with perforation on the left side of the page only.
1.7.4.4. A backing sheet of pink NCR paper numbered to correspond to the decals with perforation on the left side of the page only.
1.7.4.5. Back cover.
1.8. Shipping Requirements
1.8.1. Decals shall be packed for delivery fifty (50) books in a substantial cardboard box (folding boxes are not acceptable). In order to maintain the packed decals in a horizontal position, and to prevent sliding in any way, the container shall be made to fit the books with not more than 1/4" tolerance. The manufacturer shall insert in each box an inspection slip containing the name or number of the inspector certifying that:
1.8.1.1. There are no missing decals.
1.8.1.2. There are no decals upside down.
1.8.1.3. There are no empty book forms.
1.8.1.4. That the decals are properly cut.
1.8.1.5. That the decals contained in each book are the same as those listed on the front cover and backing sheets of that book.
1.8.2. Each box shall be legibly labeled on the front end showing the numbers of the decal contained therein.
1.8.2.1. All inside cartons and shipping cartons are to be sealed with security tape imprinted with the name of the decal manufacturer.
1.8.2.2. Shipping cartons shall be securely strapped to pallets with dimensions of 40” x 48”. Shipping cartons shall be stacked no higher than 10 cartons. Do not mix series on a pallet.
1.8.2.3. Decals are to be in numerical order starting with the lowest on top.
Number of cartons as well as, beginning and ending, decal numbers should be listed on the side of pallet.
These are for example only
Sample: 2028 Validation Decal
Sample: 2029 Non-Use Decal
Sample: 2027 MFG Decal
Sample: Temporary Decal
Confirmation that Bidder can meet all mandatory requirements: Yes ☐ No☐
END OF EXHIBIT 1
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