MVT-1 Specifications (9-17-03) no samples[1].doc

STATE OF MAINE - BUREAU OF MOTOR VEHICLES

Specifications for Certificate of Title

Bids submitted shall remain in effect until either the bidder withdraws his bid in writing or a contract is awarded.

Alternate proposals containing deviations from State specifications may be considered. Bidders shall explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued. The State reserves the right to reject any or all bids.

1. Item Description:

Certificate of Title is a one part, 8 1/2” X 11”, cut sheet form printed on two sides.

2. Price:

Price shall include all costs necessary or incidental to proper execution of completed order including FOB destination and inside delivery as designated by the State. Price shall remain in effect for a twelve (12) month period.

3. Stock:

Paper must be equivalent to 60-lb. offset (or better) white 100% wood pulp fiber with no optical brighteners.

It must bear a cylinder mold watermark (eagle) visible from both sides of the document. The watermark cannot be photocopied or simulated by printing. The paper must contain visible and invisible security fibers and a security thread embedded throughout the length of the document.

4. Press Proofs:

Two sets of copy press proofs must be submitted within 7-10 days after award to:

Maine Bureau of Motor Vehicles

Attn: Richard Nickless

Division of Vehicle Services

29 State House Station

Augusta, Maine 04333

Cost to be absorbed by vendor.

6. Design for background lithography:

A. Face

The border design is to be high resolution and intricately engraved. The top border of the design is to contain the words "CERTIFICATE OF TITLE"

Centered reverse lettering, with the latent image letters "T" to the left and "C" to the right.

The bottom border is to contain the words "VOID IF ALTERED" . Centered reverse lettering.

A State of Maine Seal printed in the bottom center just above the border must be embossed.

B. Spacing Text must be spaced ten (10) characters per inch horizontally, and six (6) lines per inch vertically.

C. Ink and background colors

The actual color of the border and text is to be brown and background colors are to be brown and magenta, the same as those appearing on the sample submitted with this bid request.

Text to be printed in brown permanent lithographic ink, to match the border ink color.

The background must be security tinted to make xerographic and photographic reproduction extremely difficult. Inks are to be fluorescent and erasure sensitive, which will render evident any attempt at alteration by chemical, mechanical, or other means. Conversely, design and inks must allow legible microfilming.

D. Micro lines

There must be three (3) reduced lines of type on the face of the document that are only readable under strong magnification. Wording of the Micro lines will be provided to the successful vendor.

7. Numbering:

The master control number is to consist of a prefix letter followed by 7 numbers. One number is to be printed on each form in sequence. Letter and number sequence will be supplied by the State to the successful vendor.

The control number is to be printed in red ink in the lower right corner of the front of the document. Vendor to guarantee no missing or duplicate numbers and to perform inventory control audit quarterly. No over or under runs will be accepted.

8. Construction:

The certificate of title is to be printed two sides on 8 1/2” X11” cut sheet paper capable of being printed on a high speed Laser computer printer. The variable print area on each form must be consistent from form to form. This stock must also be suitable for high speed folding and inserting systems.

9. Packaging:

The packaging must be sufficiently strong (similar to corrugated cardboard packages for tabulating card stock), and in appropriate size, wrapped in such a manner as to prevent warping or damage to forms during delivery. Carton weight must not exceed 40 lbs.

This is a security document requiring strict security measures. When shipping the packages, no samples of the document should be pasted to the outside of the packages. However the packages must be clearly marked with the beginning and ending master control numbers of the forms contained within. No more than 2000 documents per package.

10. Delivery:

Delivery of 125,000 forms is to be made no later than November 1, 2007.. Remaining forms are to be delivered in three month intervals after the first delivery. Two days prior notice must be given by calling Richard Nickless, Chief, Registration and Title at (207)-624-9189

On occasion agency may call to request a shipment. Vendor to ship within 4 days of notification.

Delivery must be between 8 A.M. and 4 P.M. weekdays to:

Title Section (second floor)

Bureau of Motor Vehicles

101 Hospital Street

Augusta, Maine

11. Extension Clause:

This agreement will be for one year, with an option to renew for a second year. The option year will be offered at an increase of no greater than 10% of the existing contract. The Vendor may submit a proposed price escalation notice in writing no later than sixty (60) days prior to the expiration of the first year contract.

12. Vendor's responsibilities:

All documents are to be produced under tight security in a secure plant. All unfinished work in progress to be stored under secure controller conditions.

Plates are to be stored in ultrasonically protected vaults.

All spoiled work to be accounted for and destroyed on premises.

Camera copies, negatives and artwork are to become the property of the Maine Bureau of Motor Vehicles and shall be returned within five (5) days after order is completed and delivered.

13. Patent and Copyright Infringement:

The vendor shall defend, protect and save harmless the aforementioned State, its officers, agents and employees against all suits at law or in equity and from all damages, claims or demands for actual or alleged infringement of any patent or copyright by reason of the use of the security features provided by the vendor.

9/17/03