IFB- LICENSE TAGS 2025 FINAL VERSION.pdf.crdownload

IFB # 2025-02

Motor Vehicle License Tags

Issue Date: 3/05/2025

Closing Location Mississippi Department of Revenue

500 Clinton Center Drive Clinton, MS 39056

BID Coordinator

Nyla Kendrick, Procurement Officer Telephone: (601) 923-7680

Fax: (601) 923-7658 E-mail:nyla.kendrick@dor.ms.gov

Closing Date and Time

Bids must be received by April 10, 2025, 12:00 p.m. (CST) mailto:nyla.kendrick@dor.ms.gov

IFB _ Motor Vehicle License Tag

Table of Contents

Section I – General

1.0 Scope of Services

2.0 Procurement Timeline

3.0 General Terms of Contract

4.0 Eligibility Requirements

4.1 Qualifications of Bidder

4.2 References

4.3 Business Longevity

4.4 Registration with the Secretary of State

4.5 Performance Bond

4.6 Liquidation Damages

4.7 Set Off

4.8 Security Measures/Interruption of Supply

5.0 Procurement Methodology

5.1 Approach

5.2 Rules of Procurement

5.3 Procedure for Answering Questions

5.4 Bid Amendment or Withdrawal

5.5 Late Submissions

5.6 Negotiation Rights

5.7 Amendments to the Invitation for Bid

5.8 Opening Procedures

5.9 Competitive Negotiation

5.10 Bid Evaluation

5.11 Award Notice

5.12 Incurring Costs

5.13 Right to Protest

5.14 Post-Award Vendor Debriefing

5.15 Bid Ownership

5.16 Partial Bids Prohibited

5.17 Exceptions and Deviations

5.18 Compensation of Services

5.19 Conflict of Interest

5.20 Contract

5.21 Office Closure Statement

6.0 Submission Procedures

6.1 Procedures for Submitting Bids

6.2 Submission Format

Section II – General Tag Orders

1.0 License Tag Orders

2.0 Tag Cost

3.0 Labeling of Boxes

4.0 Boxing of Tags

5.0 Delivery Cost

6.0 Delivery Date

7.0 Changes of Specifications

8.0 Attorney Fees

Section III – Material Requirements

1.0 Type of Material

2.0 Background Finish

3.0 Adhesive and Protective Liner

4.0 Reflective Sheeting

5.0 Warranty Marks

6.0 Prequalification

7.0 Quality Conformance

8.0 Durability Testing

9.0 Effective Performance Life

10.0 Number and Letter Finish

11.0 Inspection and Testing

12.0 Embossing and Debossing

13.0 Quality

14.0 Proofs/Samples

Section IV – Plate Design Service/Graphics/Tooling

1.0 Design

Section V – Technical Service

1.0 Service

Section VI – Information on Each Multiyear License Tag

A. Private Carrier

B. Property Carrier <10,000 lbs

C. Property Carrier >10,000 lbs

D. Temporary Tags

E. School Bus

F. Church Bus

G. Taxi Cabs

H. Ambulance

I. Hearse

J. Fleet

K. Trailer

L. Motorcycles

M. MS Highway Patrol

N. MS National Guard

O. Amateur Radio

P. Antique Automobile/Truck/Motorcycle/Street Rod

Q. Sheriff’s Office

R. Disabled Veterans

S. Ex-Prisoner of War

T. Government Owned Vehicles

U. Armed Forces

V. Institutes of Higher Learning Tag

W. Sample and Miscellaneous Special

Special VII – Information on Each Annual Tag

A. Rental Trailer Tags

B. Dealers

C. Shriner’s Motorcycle Tags

Appendix A Omissions

Appendix B Category Codes

Appendix C Terms and Conditions

Appendix D Bid Package

Attachment A – Bid Cover Sheet

Attachment B – Certification

Attachment C – Bid Form – Motor Vehicle License Tags

Attachment D – References

Attachment E – Reference Score Sheet # 1

Attachment F – Reference Score Sheet # 2

Attachment G – Acknowledgement of Amendments

Attachment H – Secretary of State Acknowledgement

Attachment I – Conflict of Interest

MISSISSIPPI DEPARTMENT OF REVENUE

INVITATION FOR BID

MOTOR VEHICLE LICENSE TAGS

Section I – General

1.0 Scope of Services

The Department of Revenue (referred to as “DOR” or “Department”) is hereby requesting bids to cover the materials, manufacturing, performance characteristics, security and warranty marks, quality, testing, packaging, storage, and delivery of finished license tags to the State of Mississippi. These license tags shall have a useful life of not less than five

(5) years, except those license tags designated as annual issue, which shall have a useful life of not less than fourteen (14) months.

It is the responsibility of the prospective bidder to review all information contained within this Invitation for Bid and any accompanying amendments. Notifications must be sent to the Department of Revenue if a vendor believes the information contained in the Invitation is devised in such a manner that would restrict competition.

2.0 Procurement Time Line

It is our intent to follow the schedule below in the execution of this invitation for bid;

however, DOR reserves the right to amend and/or change the below schedule of events, as it deems necessary.

A. Invitation for Bid Issue Date: March 5, 2025; 9:00 AM CST

B. First Publication: March 5, 2025, and March 6, 2025

C. Second Publication: March 12, 2025, and March 13, 2025

D. Third Publication: March 19, 2025, and March 20, 2025

E. Deadline for Submission of Questions: March 27, 2025; 5:00 PM CST

F. Deadline for Posting of Answers: April 3, 2025; 5:00 PM CST

G. Bid Packet Submission Deadline: April 10, 2025; 12:00 PM CST

H. Bid Opening: April 10, 2025; 2:00 PM CST

I. Projected Award Notification: April 17, 2025

J. Debriefing Request Date: April 22, 2025

K. Protest Deadline: April 24, 2025

L. Projected Award Date: May 1, 2025

M. Start Date: August 1, 2025

3.0 General Terms of Contract

The term of this agreement shall be for twenty-four (24) months and shall commence on July 1, 2025, and end on June 30, 2027. At the discretion of the Mississippi License Tag Commission, the duration may be extended up to thirty-six (36) additional months or to June 30, 2030. The contract may be renewed at the option of the Mississippi License Tag Commission and acceptance by the vendor upon written notice to the Vendor prior to the contract anniversary date for a period typically of one (1) year in length, but not to exceed thirty-six (36) months in total under the same price, terms and conditions as in the original contract. At the time of requested renewal, vendor may request an increase to the price only due to documented increase in costs. Such an adjustment to the price will be granted or denied solely at the discretion of the Mississippi License Tag Commission (referred to as “LTC”).

With regard to the price of aluminum that is used to manufacture the License Tags, each quarter, the DOR will make an adjustment to the bidded base price paid for License Tags based upon the fall or rise in the price of aluminum that will be used for the manufacture of License Tags. (Note: Vendor will be required to show documentation from aluminum supplier for all adjustments). The adjustment to be made will be based on the average market price of aluminum during the preceding quarter. The price to be paid for the tags ordered by the Department of Revenue will be base bid price plus or minus calculated adjustment.

4.0 Eligibility Requirements

4.1 Qualifications of Bidder

The bidder may be required before the award of any contract to show to the complete satisfaction of DOR that it has the necessary facilities, ability and financial resources to provide the service specified therein in a satisfactory manner. The bidder shall be required to give past history and references in order to satisfy DOR in regard to the bidder’s qualifications. DOR may make reasonable investigations deemed necessary and proper to determine the ability of the bidder to perform the work, and the bidder shall furnish to DOR all information for this purpose that may be requested. DOR reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy DOR that the bidder properly qualified to carry out the obligations of the contact and to complete the work described therein. Evaluation of bidder’s qualifications shall include:

(1) The ability, capacity, skill and financial resources to perform the work or provide the service required.

(2) The ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference.

(3) The character, integrity, reputation, experience and efficiency of the bidder.

(4) The quality of performance on previous contracts or services.

(5) The bidder must have a minimum score of twelve (12) to be found responsive.

4.2 References

A corporate officer of the license plate manufacturer shall certify in writing that the bidding company is currently providing similar license plate manufacturing and related distribution services to other jurisdiction(s) that are similar in scope to those required herein.

Four (4) separate jurisdictional references (name, jurisdiction, title, phone number, email address) should accompany the bid submission.

DOR will contact these clients as references to evaluate the quality of the commodity.

Reference information must be provided as part of the packet submitted for consideration.

Although DOR requires the provision of a minimum of four (4) reference, the bidder may submit as many references as desired. References will be contacted in order listed until a minimum of two (2) references have been interviewed. Bidders are encouraged to submit additional references to ensure that at least two references are available for interview. It is the responsibility of the bidder to verify before submitting their bid that contact information is correct and current for each reference. DOR will not seek to correct erroneous contact information or track down references.

DOR staff must be able to contact two (2) references for a bid to be found responsive. In addition, the bidder must have a minimum score of six (6) on the Reference Score Sheet in Attachment E and F from the reference interviews by DOR with two (2) references, for a total minimum score of twelve (12).

4.3 Business Longevity

Each bidder must have been in business a minimum of five (5) years and has manufactured embossed alphanumeric license plates to another state in the US during that time at a rate of at least 900,000 plates per year for at least one year prior to submission of its bid.

Business expertise information must be provided on Attachment A, as part of the bid package submitted for consideration.

4.4 Registration with Mississippi Secretary of State

By submitting a bid, the bidder certifies it is registered to do business with the State of Mississippi through the Secretary of State or, if not already registered, that it will do so within seven (7) business days of being notified by DOR that it has been awarded the contract.

4.5 Performance Bond

Prior to the final award of contract, the successful bidder shall submit to the State of Mississippi a Performance Bond in the amount of the approximate number of tags (900,000) times the accepted bid price. The bond shall be made payable to the State of Mississippi by an authorized surety company, conditioned that the bidder will make deliveries within the times stated and in strict accordance with the provisions of the contract. In the event of the failure of the bidder to comply with the terms of said contract, the amount of said bond shall be forfeited as liquidated damages.

4.6 Liquidation Damages

In case of a breach by the vendor as to delivery of an order of license tags by the requested delivery date, the vendor shall agree to pay the State of Mississippi, as liquidation damages, the amount of $1,000.00 per day for each and every day after the requested delivery date, until all tags on that order are delivered to final destinations specified by DOR. The liquidated damages indicate herein shall accrue regardless of whether the Mississippi License Tag Commission permits the vendor to continue to produce and deliver the license tags after the vendor’s breach in failing to deliver said tags by the specified date or elect to obtain said tags from another source.

4.7 Set Off

The State of Mississippi shall be allowed to deduct and retain out of the money which may become due to the vendor, the amount of any damages incurred by the State of Mississippi from the action or inaction of the vendor, including, but not limited to, the liquidated damages indicated above.

4.8 Security Measures/Interruption of Supply

For security reasons, all license tags must be manufactured by the company that is awarded the contract. No sub-letting of the contract or any part of the contract will be allowed.

5.0 Procurement Methodology

5.1 Approach

It is understood that all bids are submitted on the basis of complying with the provisions, terms and specifications set herein, provided that you can do so under the various government rulings and directives now in effect or which may be issued during the period of the contract.

DOR reserves the right to waive minor technicalities on bid forms and specifications that can be waived or corrected without prejudice to other bidders when it is in the best interest of DOR.

The Mississippi License Tag Commission reserves the right to reject any and all bids. Bids submitted must be for the total number listed in the specifications. No bids for any part of the total will be accepted.

The bidder understands that the Department of Revenue is an equal opportunity employer and maintains a policy that prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability or any other consideration. The bidder will strictly adhere to this policy in its employment practices and provision of services.

5.2 Rule of Procurement

All formal bids shall be binding for a minimum of forty-five (45) days after opening. If a bid is withdrawn after opening, the vendor will be removed from the list of eligible bidders for a period of six (6) months.

5.3 Procedure for Answering Questions

A. All questions concerning this Invitation for Bid or the bid process must be submitted by 5:00 p.m., on 3/27/2025 to:

BidQuestions@dor.ms.gov

B. Questions and requests for clarification must be submitted via email during normal business hours by the deadline reflected in Section 2.0, Procurement Timeline. Questions after this time will not be considered.

C. All questions and answers shall be treated as amendments to the IFB. See section 5.7 below. Therefore, all questions received by DOR in a timely manner will be answered and issued in the form of amendments to each vendor that received the IFB. Additionally, the questions and answers will be published on the DOR website (www.dor.ms.gov) in a manner that all bidders will be able to see that any correspondence or communications are properly received.

D. It shall be incumbent upon all bidders to understand the provisions of the scope of services and to obtain clarification by the time reflected in Section 2.0, Procurement Timeline. Bidders are responsible for following up to see that mailto:BidQuestions@dor.ms.gov http://www.dor.ms.gov/ any correspondence or communications are properly received.

E. DOR will not be bound by any verbal or written information that is not contained within this IFB unless formally notices and issued by:

Nyla Kendrick, Procurement Officer Email:

nyla.kendrick@dor.ms.gov

5.4 Bid Amendment or Withdrawal

No bids shall be modified after the specified time for the opening. If a bid is withdrawn after opening, the bidder will be removed from the list of eligible for a period of six (6) months. A bidder may withdraw a bid prior to the time set for the opening by simply making a request in writing to DOR; no explanation is required. No partial withdrawals are permitted; only complete withdrawals are permitted.

5.5 Late Submission

No late bids, modifications or withdrawals will be considered unless receipt would have been timely but for the action or inaction of DOR personnel directly involved with the procurement activity. Late bids or responses shall remain sealed and be maintained as part of the procurement file

5.6 Negotiation Rights

Discussions may be conducted with bidders who submit bids determined to be reasonably susceptible of being selected for award, but bids may be accepted without such discussions.

5.7 Amendments to the Invitation for Bid

Amendments to the IFB will be identified as such. Amendments will reference the portions of the IFB that it amends. Amendments will be sent to all prospective bidders that received an IFB. Each vendor shall acknowledge receipt of amendments by completing and signing the Acknowledgement of Amendments form included in Attachment G hereto. The Bid Coordinator of DOR will post the Amendment by number on DOR website www.dor.ms.gov in a manner all bidders will be able to view. Respondents shall rely only on communication from the Bid Coordinator of DOR in submitting bids and obtaining amendments. The DOR’s Purchasing Division shall not be bound by any oral communications; bidders who rely upon any oral communications regarding the bid do so at their own risk.

Additionally, each bidder shall complete Attachment G, Acknowledgements of Amendments, and include it as part of its bid packet.

5.8 Opening Procedures

mailto:nyla.kendrick@dor.ms.gov http://www.dor.ms.gov/

Bid openings shall be open to the public and shall be made in the presence of a member of the Mississippi License Tag Commission. However, they will serve only to open bids. No discussion will be entered into with any vendor/bidder as to the quality or provisions of the specifications, and no award will be made either stated or implied at the bid opening. Although all bidders are invited and encouraged to attend the bid-opening meeting, the bids will be considered to be in the evaluation process and will not be available for review by the bidders. Questions will not be answered as a result of telephone inquiries.

5.9 Competitive Negotiation

The bid method to be used is that of competitive negotiations from which DOR is seeking the best combination of price, experience and quality of service. Discussions may be conducted with bidders who submit bids determined to be reasonably susceptible of being selected for award. Likewise, DOR also reserves the right to accept any bid as submitted for contract award, without substantive negotiation of offered terms, services or prices. For these reasons, all parties are advised to bid their most favorable terms initially.

5.10 Bid Evaluation

Contracts and purchases will be made or entered into with the responsive bidder who submits the lowest price and meets all specifications. Factors to be considered in determining the lowest, responsive bidder include:

• Price

• Conformity

• Reference response

• Qualified to contract with the State of Mississippi

5.11 Award Notice

The projected award, if made, will be by the Department of Revenue within seven (7) days after the bid opening. After the Department of Revenue makes the award, official notification will be sent to all participating vendors. This information will only be released in written form. The Department of Revenue will not respond to telephone calls requesting the information. If the purchase is for an amount greater than $75,000.00, such award shall be subject to approval of the purchase by the Department of Finance and Administration.

5.12 Incurring Costs

Actions taken by a bidder before the receipt of the official notification will be at the bidder’s own risk, and the Department of Revenue will not be responsible for such actions.

5.13 Right to Protest

Any actual or prospective bidder, offeror, or vendor who is aggrieved in connection with the solicitation or award of a contract may protest to the Commissioner of the Mississippi

Department of Revenue. The protest shall be submitted in writing seven (7) days after notification is received. The written protest letter shall contain an explanation of the basis of the protest. A protest is considered submitted when received by the Bid Coordinator or Commissioner of the Mississippi Department of Revenue. To expedite the handling of the protest, the envelope should be labeled “PROTEST.” A protest filed after normal business hours on the seventh day will not be considered.

5.14 Post-Award Vendor Debriefing

A respondent, successful or unsuccessful, may request a post-award debriefing, in writing, by U.S. mail or electronic submission. The written request must be received by the Bid Coordinator of DOR within three (3) business days of notification of the contract awards.

A Post-Award Debriefing is a meeting and not a hearing; therefor, legal representation is not required. If a respondent prefers to have legal representation present, the respondent must notify the Bid Coordinator of the DOR in writing and identify it attorney by name, address and telephone number.

5.15 Bid Ownership

All bids become DOR property. Bids will be made available for inspection only after award of the contract. For this reason, proprietary material should be clearly labeled as such. The classification of an entire bid as proprietary or trade secret is not acceptable and may result in rejection of the bid. Request to review proprietary information will be handled in accordance with state law and applicable procedures. All disclosures of bid information to interested parties will be made in compliance with DOR policies and procedures established in accordance with Mississippi Public Records Act of 1983 defined in Section 26-61-1 et seq., of the Mississippi Code and exceptions found in Section 25-61- 9 and 79- 23-1.

5.16 Partial Bids Prohibited

A corporate officer of the license plate manufacturer shall certify in writing that, at the time of the bid submission, the manufacturer’s facility is currently capable of producing 100% of the annual and/or re-issue Mississippi production as stated in this specification.

Bids submitted must be for the total number of license tags as listed in the specifications.

Bids submitted must be all or none. Bids will not be accepted for any part of the total.

5.17 Exceptions and Deviations

Bidders taking exception to any part or section of the solicitation shall indicate such exceptions on the bid form and shall fully describe said exception. Failure to indicate any exception will be interpreted as the bidder’s intent to comply fully with the requirements as written. Conditional or qualified bidders, unless specifically allowed, shall be subject to rejection in whole or in part

5.18 Compensation of Services

Compensation for services will be in the form of a fixed price agreement.

5.19 Conflict of Interest

All bids must be accompanied by a statement disclosing (1) any involvement, financial or otherwise, that an employee, officer, or agent of DOR may have in the proposing organization, and (2) any involvement, financial or otherwise, that any employee, officer of any other governmental agency may have in the proposing organization. Disclosure statement form included in Attachment I.

5.20 Contract

Awards will not be final until DOR and the bidder have negotiated and executed a written contractual agreement and this agreement is approved by the Mississippi License Tag Commission. If a contract is awarded, the selected bidder will be required to comply with the terms and conditions, in Appendix A, that will be a part of the contract.

5.21 Office Closure Statement

If the agency is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact, fire, earthquakes, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening of bids at the advertised date and time, all bids received shall be opened on the next business day that the agency shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all bidders, upon submission of a bid, shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph.

Bids shall be received by the agency until the new date and time of the bid opening as set forth herein. The agency shall not be held responsible for the receipt of any bids for which the delivery was attempted and failed due to the closure of the agency as a result of a Force Majeure Event. Each bidder shall be required to ensure the delivery and receipt of its bid by the agency prior to the new date and time of the bid opening.

6.0 Submission Procedures

6.1 Procedures for Submitting Bid

A. Bids must be written and formatted based on the forms furnished by DOR, or they may not be considered. Letters will not be considered a part of the bid packet. Facsimile transmissions will not be accepted. Failure to submit a bid in the manner specified will be considered cause for rejection of bid.

B. Bids should be typed and single-sided; not handwritten. Failure to submit a bid in the manner specified will be considered cause for rejection of the bid. The bid shall be signed by a company official with authorization to bind vendor to its provisions and submitted in a sealed envelope or package to 500 Clinton Center Dr. Clinton, MS 39056 no later than April 10, 2025, at 12:00 pm.

C. Unless submitted in the Mississippi Accountability System Government

Information and Collaboration (MAGIC) system, a packet must be delivered by the time indicated for submission in Section 2.0 of the Procurement Timeline. It must be labeled as noted in (E.) below. If submitted in MAGIC, documents must be signed and scanned in as an attachment.

D. DOR reserves the right to decide, on a case-by-case basis, whether to reject with exceptions, modifications or additions within the parameters set by this IFB, including specifications, as nonresponsive.

E. Sealed bids should be hand delivered (strongly encouraged) or mailed and labeled as follows:

Mississippi Department of Revenue Attention: Nyla Kendrick Bid # 2025-02 500 Clinton Center Dr.

Clinton, MS 39056

SEALED BID – DO NOT OPEN

F. The parties submitting bids are responsible for ensuring they are delivered by the required time assuming all risk of delivery. DOR will not be responsible for mail delays or lost mail. Delays due to system downtime or weather will be reviewed on a case-by-case basis and the bidder should notify DOR Bid Coordinator of such occurrences. Bids and modifications or corrections thereof received after the closing time specified will not be considered. Any bids or responses received subsequent to the specified closing date and time shall remain sealed and be maintained as part of the procurement file.

6.2 Submission Format

The bid package must be sealed and must contain the following:

A. Attachment A – Bid Cover Sheet

B. Attachment B – Certification to Sign on Behalf of the Company

C. Attachment C – Bid Form # 1 – Motor Vehicle License Tags

D. Attachment D - References

E. Attachment E – Reference Score Sheet # 1 – Return with packet unsigned

F. Attachment F – Reference Score Sheet # 2 – Return with packet unsigned

G. Attachment G – Acknowledgement of Amendments

H. Attachment H – Secretary of State Acknowledgement

I. Attachment I – Conflict of Interest Disclosure Statement

J. Samples according to Section III - 14.0

K. Any other requested information required within this IFB

Section II – General Tag Orders

1.0 License Tag Orders

Approximately 900,000 License Tags are expected to be ordered during each of the first two years of this contract.

Orders shall be made on purchase orders -- often on a weekly basis – an electronic File Transfer Protocol transmission file will be sent from the Department of Revenue to the successful bidder detailing the types of license tags, the number required, alpha/numeric sequencing, due date, and the destination points of the license tags. The standard delivery destination points will be one or more of the 93 county seats, individual taxpayers within the state and/or the Department of Revenue as specified in each order.

At the discretion of the DOR, should a re-issue be required during the life of the contract or subsequent extension(s), re-issue quantities are estimated to be 2,900,000 license tags in a single re-issue year.

2.0 Tag Cost

All bidders must submit a price on Attachment C, for each category of License Tags listed, per unit (tag), per FOB destination points in the bid to furnish, but not limited to, approximately 900,000 license tags per year of the type or classification specified herein required at any time during the contract period. Note: Plate categories and types are included on Appendix B, Category Codes.

With regard to the price of aluminum that is used to manufacture the License Tags, each quarter, the DOR will make an adjustment to the bidded base price paid for License Tags based upon the fall or rise in the price of aluminum that will be used for the manufacture of License Tags. (Note: Vendor will be required to show documentation from aluminum supplier for all adjustments). The adjustment to be made will be based on the average market price of aluminum during the preceding quarter. The price to be paid for the tags ordered by the Department of Revenue will be base bid price plus or minus calculated adjustment.

3.0 Labeling of Boxes

Each box or carton designated for standard delivery shall be plainly marked on the outside and showing full description of the contents including:

1. Quantity

2. Classification

3. Weight

4. Beginning and Ending Numbers

5. County Designation

4.0 Boxing of Tags

Each box of tags designated for standard delivery shall not contain more than fifty (50) tags to a box or carton in numerical order.

5.0 Delivery Cost

All standard transportation charges for shipments made throughout the contract period shall be included in the bid price per unit tag. The Department of Revenue will not pay any additional freight charges for standard delivery.

DOR requires direct-to-individual customer non-standard Tag delivery / distribution services from the successful vendor. Cost will be based on actual 1st Class US postal rates incurred. Successful vendors must be capable of accepting electronic File Transfer Protocol transmission file orders from the DOR for all direct-to-individual taxpayer orders. When order ships, the vendor is required to send a return File Transfer Protocol transmission file to DOR.

6.0 Delivery Date

Vendor shall be required to make standard delivery of ordered license tags to designated destination points by a requested delivery date which shall be no more than forty-two (42) calendar days from the date of the purchase order. DOR will not pay any additional freight charges for standard delivery. Direct-to-customer situations may require 5-7 working days.

Vendor must be capable of accepting and sending electronic File Transfer Protocol transmission file for all orders. Cost will be based on USPS first class rates. Postage is prepaid by the vendor and billed to DOR. Emergency situations may require delivery within 10 calendar days from the order date. Cost will be based on desired delivery.

Postage will be paid by the vendor and billed to the county office.

7.0 Changes of Specifications

The Mississippi License Tag Commission reserves the right to make any changes in the lettering or numbering of any tags or to create any new tags they see fit giving manufacturer adequate advance written notice. Specifications will override any purchase order unless specified in writing.

8.0 Attorney Fees

The vendor shall agree that in the event of any suit or other legal proceedings by the Mississippi License Tag Commission and/or the State of Mississippi to enforce any part of the Agreement between the vendor and the Mississippi License Tag Commission to provide the license tags described herein, or to recover any damages resulting from the breach of said Agreement, the vendor shall pay to the State of Mississippi reasonable attorney fees incurred by the Mississippi License Tag Commission and/or the State of Mississippi in such suit or legal proceeding.

Section III – Material Requirements

1.0 Type of Material

The Mississippi License Tags, of the size and designs specified, shall be made of 3105 Recycled Aluminum Alloy or 3003 New Aluminum. The aluminum shall be conversion coated on the side that the reflective material is adhered to. Whether the aluminum is virgin or recycled it must possess a hardness (temper) of H21 and have a nominal thickness (caliper) of .027”. The State of Mississippi reserves the right to receive a copy of a mill certificate to verify.

2.0 Background Finish

A. The field or background of all tags shall be finished with a retroreflective (reflective) material and consist of either enclosed lens sheeting or Prismatic sheeting. This material shall be applied to the front side of the aluminum substrate only. All materials used in the finish of the field or background of all tags shall be guaranteed by the reflective sheeting supplier against chipping, peeling and excessive fading under general usage for the useful life of the license tags.

B. The coefficient of retroreflection for the sheeting shall be measured on flat clean, finished license plate test panels and shall have the following minimum values at 0.2ø observation angle, expressed as candlepower per foot-candle per square foot (candelas per lux per square meter) of material. Measurements shall be conducted in accordance with ASTM E-810, "Standard Test Method for Coefficient of Retroreflection of Retroreflective Sheeting".

Enclosed Lens Sheeting Retro Reflectivity:

Color Entrance Angle

-4 degrees 40 degrees

White 50 16 Yellow 25 10 Orange 25 10 Lemon-Yellow 25 10 Gold 25 10 Green 18 7 Blue 18 7 Red 9 3

Prismatic Sheeting Retro Reflectivity:

Observation Angle Entrance Angle

Min

0.2 ° (0° 12’) -4° 150

30° 26 0.5° (0° 30’) -4° 45

30° 13 1.0° (1° 0’) -4° 20

30° 7

C. The Coefficient of Retroreflection of the same finished license plate test panels, measured on the same flat area of the test panels, totally wet by rain, shall not be less than 40 for beaded reflective material and 120 for prismatic. Wet performance measurements shall be conducted at 0.2° observation and -4° entrance angles in accordance with ASTM E-810 and using the test set-up described in section 7.10.1 of AASHTO M 268.

D. To assist in positive daytime/nighttime identification of license plates, the color of the reflective sheeting(s) background, including any pre-printed design, shall be similar in daylight and by illumination at night.

E. Finished license plates, manufactured 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. A test panel shall be sprayed with water-suspended soils collected from the underside of vehicle fenders, mixed with water in the proportion of five pounds (2.27 kg) of soil to one gallon (3.78 liters) of water, and poured through a paint strainer.

The mixture shall then be sprayed onto the panel while particles are in suspension. After the panel is thoroughly dry, it shall be cleaned by washing with a mixture of water and mild detergent, rinsed with clean water and wiped dry for examination. The panel shall show no appreciable difference when compared to a new clean panel.

F. License plates finished according to the reflective sheeting manufacturer's recommendations shall be sufficiently solvent resistant to permit cleaning with VM&P naphtha, mineral spirits, turpentine or other solvents commonly used on vehicle finishes.

Rinsed and dried, the plate surface shall show no appreciable change following cleaning.

As a performance measurement, the finished license plate test panel shall be immersed for one minute in a test fuel (ASTM D471 Reference Fuel B). After removal, the test panel shall not show any visible change, which would reduce its effective performance.

G. To check for temporary water repellent surface coatings, a test panel shall be exposed for 150 hours to Twin Arc Weathering per ASTM G23-81 type E. Following exposure, the panel shall be washed in a 5% HCL solution for 45 seconds, rinsed thoroughly with water, dried with a soft, clean cloth, and brought to equilibrium at 72°F plus or minus 5°F and 50% plus or minus 5% R.H. The panel shall then be measured for coefficient of retro reflection and shall maintain not less than 90% of the specified dry and wet minimum values in II.B.3 and 4. The panel shall show no appreciable discoloration, cracking, crazing, blistering, lifting or dimensional change. The surface shall continue to be essentially smooth and provide a compatible surface for direct application of validation stickers with pressure sensitive adhesive.

3.0 Adhesive and Protective Liner

A. The reflective material shall have a pre-coated adhesive on the back which shall adhere to the aluminum substrate without the necessity of additional adhesive coats on the reflective material or application surface. The reflective sheeting itself shall consist of lens elements enclosed within transparent resin and shall have a pre-coated pressure sensitive adhesive backing protected by a removable liner.

B. The pre-coated adhesive shall form a durable bond to aluminum surfaces recommended by the reflective sheeting manufacturer. Reflective material shall resist peeling from the recommended application surface, scuffing and marring during normal handling when jabbed with a spatula at -10 degrees F. The pre-coated adhesive shall not stain the reflective material.

C. Prior to application, the protective liner that is attached to the adhesive shall be removed by peeling without soaking in water or other solvents. The liner shall be capable of removal after accelerated storage for four hours at 150 degrees F (66°C) under weight of 2.5 pounds per square inch.

4.0 Reflective Sheeting

A. The reflective sheeting shall display a bold directional positive identification image integral to the sheeting that appears and disappears at specified viewing angles. The bold directional image shall facilitate effective visual verification of license plate authenticity in the field as well as identification of the lot number of issue and sheeting manufacturer.

B. Unless otherwise specified, the reflective sheeting shall be provided with preprinted "State Name" or “US” design which shall be an integral part of the sheeting as supplied.

DOR is currently using 3M Ensure™. This or a DOR-approved equivalent would be acceptable. The graphic design should be transparent or opaque as determined by the approved artwork and shall also be an integral part of the sheeting as supplied. An enhanced security mark shall consist of a double line wave pattern. DOR is currently using 3M Ensure ™ Virtual Security Thread (VST). This or a DOR approved equivalent would be acceptable.

C. The reflective material applied to a flat metal from the rolls according to the recommendation of the reflective material manufacturer shall adhere and be sufficiently flexible to permit conventional license plate designs.

D. The White reflective material shall be similar in day color and reflective night color and the material surface shall be readily processed and compatible with recommended transparent and opaque color. Transparent colors shall produce similar color under reflected light. There shall be no loss of the color coat during normal handling.

E. The finished reflective tag shall be easily cleanable, and the reflective material shall show no appreciable discoloration, cracking, blistering, lifting or dimensional change and shall provide a compatible surface for application of validation stickers.

F. Flexibility-Embossing: The sheeting shall, when correctly applied to treated aluminum, conform to the minimum/maximum tolerances for embossing and/or debossing dyes as used by the manufacturing facility that supplies finished plates to the state and as recommended by the sheeting manufacturer.

G. Substrate: The sheeting shall be laminated to a properly treated aluminum substrate per section A of this specification and as recommended by the sheeting manufacturer.

H. Diffuse Daytime Color: Through instrumental color testing, the diffuse daytime color of the reflective sheeting shall conform to color requirements as determined spectrophotometrically in accordance with ASTM E-1164 and E-1349, utilizing either 45/0-or 0/45-degree illumination/viewing conditions as described in E-1164 and E-1349 for retro reflective materials. Chromaticity and the Luminance Factor based on CIE tristimulus values for the 2° observer and Illuminant D65, shall be calculated in accordance with

ASTM E-308.

The color specification limits for white license plate sheeting are listed below. See color specification chart below for other sheeting colors.

Chromaticity Coordinate

Corner Points Luminance Factor, Color White x y Y (%) .303 .287 42 Min.

.368 .353 .340 .380 .274 .316

COLOR SPECIFICATION – PRISMATIC SHEETING

Corner Points Luminance Factor

Color White x y Y (%)

0.355 0.355 50 Min.

0.305 0.305

0.285 0.325

0.335 0.375

I. Adhesive and Protective Liner: The pre-coated adhesive shall form a durable bond to flat license plate surfaces recommended by the reflective sheeting manufacturer.

The protective liner attached to the adhesive shall be removable by peeling without soaking in water or other solvents and shall be easily removed after accelerated storage for four hours at 150°F (66°C) under weight of 2.5 lbs. per square inch (1.14 KG per 6.45 sq. cm).

The liner shall be non-printed to permit reuse.

J. Roll Coating: The reflective sheeting, once applied to the aluminum and then embossed, shall be roll coated and compatible with transparent and opaque colors as recommended by the sheeting manufacturer.

K. Inventory Control: To assist the license plate tag shop with inventory control problems, the sheeting manufacturer shall mark the sheeting so that the tag shop can employ first

COLOR SPECIFICATION – ENCLOSED LENS SHEETING

in/first out principles.

L. The reflective sheeting manufacturer used to produce license plates will be required to provide proof that the directional bold positive identification image in the sheeting will be visible for the full warranted life of the finished license plate.

The centermost mark of the directional bold positive identification image shall be visible while standing directly in front of the plate at a distance of 4 – 8 feet, this represents an angle of 30 degrees above perpendicular to the plate.

The centermost mark of the positive identification image on the plate shall not be visible at a distance of 2 or 20 feet while directly standing in front of the plate or from an angle greater than 45 degrees from either side of the plate.

The positive identification image will be visible in either defused or daylight as well as retro-reflected light at night. The images will not alter the color of the sheeting, reduce the brightness below minimum specified levels or interfere with the appearance or legibility of the finished license plate. The image will be equally visible in all standard colors.

COLOR SPECIFICATION

Color Corner x y

Points Luminance Factor, Y (%)

1. White .303 .287 42 Min.

.368 .353 .340 .380 .274 .316

2. Yellow .498 .412 28-38 .557 .442 .479 .520 .438 .472

3. Lemon Yellow .455 .455 40-50 .514 .485 .440 .558 .395 .508

4. Orange .505 .354 14-24 .600 .360 .550 .412 .478 .385

5. Blue .181 .069 11-20 .270 .220 .230 .250 .103 .246

6. Green .210 .275 15-25 .280 .385 .180 .520 .080 .310

7. Red .613 .297 5-10 .708 .292 .636 .364 .558 .352

5.0 Warranty Marks

Enclosed Lens Sheeting Warranty/Security Marks Should include a tamper-resistant security/warranty mark of the finished license plate for the standard background sequentially manufactured plate that will assist authorities to assure the authenticity, defend against counterfeiting and provide traceability. DOR may also require the mark to be on other plate types. The security mark shall consist of a double line wave pattern where one wave appears to float above, and one wave appears to float below. DOR is currently using 3M Ensure Virtual Security Threat (VST). This or a DOR approved equivalent would be acceptable. Additional customized marks may be contained in the sheeting at the discretion of DOR. The mark(s) shall be verifiable when properly affixed to the vehicle from an approximate head-on distance of six (6) feet.

Prismatic Sheeting Warranty/Security Marks Should include a tamper-resistant security/warranty mark of the finished license plate for the standard background sequentially manufactured plate that will assist authorities to assure the authenticity, defend against counterfeiting and provide traceability. DOR may also require the mark to be on other plate types. The security mark shall consist of a double line wave pattern where one wave appears to float above, and one wave appears to float below. DOR is currently using 3M Ensure Virtual Security Threat (VST). This or a DOR approved equivalent would be acceptable. Additional customized marks may be contained in the sheeting at the discretion of DOR. Any white selections of the security marks shall appear dark under retroreflection. Any darker or colored sections of the security marks when viewed in daytime shall be retroreflective and should appear brighter in nighttime.

Will be reversed in daylight. This allow it to be seen from larger distances – greater than 10 feet with a light source.

6.0 Prequalification

Before any bid is considered, the license plate manufacturer shall meet the following criteria:

To assure high quality license plate performance, durability and service, the successful license plate manufacturer shall obtain from the reflective sheeting supplier proof of prior successful experience. The reflective sheeting supplier shall provide proof or otherwise provide:

1. Show evidence of successful manufacture and application of preprinted license plate sheeting(s), thinners, and roll coat inks as parts of a totally integrated license plate system; Provide state-of-the-art application and processing equipment (if required) to the license plate manufacturer; Provide list and qualifications of experienced customer, technical and sales services personnel; Provide expert installation service and on-site technical service within 48 hours to the license plate manufacturer at no charge; provide immediate toll-free call-in technical service;

Provide next day delivery of stocked equipment parts and 12-hour overnight shipment of non-stocked parts; Ship sheeting rolls via 38 roll "bulk-pack" configuration (or alternative configuration as per the needs of the license plate manufacturer) for ease of handling in the license plate manufacturer’s facility;

Conform to all performance requirements of this specification as specified in Section II and as tested by the State (if required) designated testing lab; Properly warrant the plates produced from the manufacturer's sheeting by posting a $1,000,000 product bond during the duration of this issue. The sheeting manufacturer shall also provide a warranty mark in the sheeting in accordance with Section III (5). Certify to provide special graphic designs in quantities as limited as one 750 ft. roll upon request by the license plate manufacturer.

2. A corporate officer of the reflective sheeting manufacturer shall certify that the license plate materials and equipment shall perform according to this specification.

Furthermore, the corporate officer shall also certify that sufficient technical services shall also be provided by the sheeting manufacturer until quality license plates are produced by the State's manufacturing facility of choice.

3. The sheeting manufacturer shall submit technical data exhibiting characteristics of all materials proposed. Information submitted shall include detailed processing conditions for each phase of license plate manufacture. Such information should also include times and temperatures required for curing of any inks and clear coats (if required) for use in the production of completed license plates.

Bidders failing to obtain needed information from the reflective sheeting manufacturer or failing to conform to any other requirement may be disqualified.

7.0 Quality Conformance

Failure of the reflective material specified herein, during and as a result of the examination and tests specified shall be cause for refusal to accept material until evidence has been provided by the successful bidder that corrective action has been taken to eliminate deficiencies. All bidders will reference the reflective sheeting manufacturer that will be used on all finished license plates.

8.0 Durability Testing

Applied and processed in accordance with manufacturer's recommended procedures, the reflective field material and roll coating used on numbers and letters of all number plates following cleaning shall show no appreciable discoloration, cracking, glazing, blistering, lifting, or dimensional change. The reflex-reflective background materials shall retain the following average brightness minimums at 0.2 degrees divergence and -4 degrees incidence expressed as percent of initial specified minimums in paragraph B.

65% through the first three years 40% through the fourth and fifth years

The State of Mississippi reserves the right to select such testing laboratories as necessary to verify compliance with this specification.

9.0 Effective Performance Life

Reflective sheeting applied and processed into license tags according to the sheeting manufacturer's instructions shall be considered to perform effectively for the useful life expected if the tag shows no fading, cracking, blistering, or peeling which will significantly impair the intended visibility or legibility of the tag and the clean tag retains a reflective intensity of at least 9 candlepower per foot candle per tag. Measurements shall be made at

0.2 degrees observation angle and -4 entrance angle using the reflective intensity testing procedures used in accordance with ASTM E-810 and using the test set-up described in section 7.10.1 of AASHTO M 268.

10.0 Number and Letter Finish

All enamels or paints used in the finish of the numbers and letters of all plates should be as specified by the reflective material manufacturer and shall be of the highest quality guaranteed by the manufacturer against chipping, peeling, and excess fading during general usage for the useful life required from the material selected. The numbers and letters coated with the enamel or paint selected shall be submitted to the Mississippi License Tag Commission if required prior to use for approval as to quality, color and appearance.

11.0 Inspection and Testing

The Mississippi…