RFB 8933.pdf

CITY OF MADISON

REQUEST FOR BIDS

RFB #: 8933-0-2020-BG

Title: Magnetic Bus Passes

City Agency: Metro

Due Date: Wednesday, March 11, 2020

2:00 PM CST

REQUEST FOR BIDS RFB # 8933-0-2020-BG

Page i

Table of Contents

1 NOTICE TO BIDDERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Bids

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 Multiple Bids

1.10 City of Madison Contact Information

1.11 Inquiries, Clarifications, and Exceptions

1.12 Addenda

1.13 Bid Distribution Networks

1.14 Local Vendor Preference

1.15 Oral Presentations/Site Visits/Meetings

1.16 Acceptance/Rejection of Bids

1.17 Withdrawal or Revision of Bids

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Usage Reports

1.21 Partial Award

1.22 Tax Exempt

1.23 Cooperative Purchasing

1.24 Bidders Responsibility

2 SPECIAL CONDITIONS

2.1 Delivery

2.2 Qualifications

2.3 Designated Representative

2.4 Product Security Control Features

2.5 Quality Control

2.6 Samples

2.7 Company Information

2.8 References

2.9 Encoding

3 SPECIFICATIONS

3.1 Magnetic Stripe Bus Passes

3.2 Magnetic Stripe Bus Passes – UW Pass

3.3 Magnetic Stripe Bus Passes – Youth Passes

3.4 Direct Thermal Plastic Passes

3.5 Transfers

3.6 MiFare Smartcard – blank – no encoding

4 REQUIRED INFORMATION AND CONTENT OF BIDS

Form A: Signature Affidavit Form B: Receipt of Forms and Submittal Checklist Form C: Vendor Profile Form D: Cost Proposal Form E: References Appendix A: Standard Terms & Conditions Appendix B: Contract for Purchase of Services

Page ii

1 NOTICE TO BIDDERS

1.1 Summary

The City of Madison Metro (“City”) is soliciting Bids from qualified vendors for Magnetic Bus Passes.

Vendors submitting Bids (“Bidders”) are required to read this Request for Bids (“RFB”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Bids no later than the due time and date indicated below. The City will reject late Bids:

Issue Date: Wednesday, February 26, 2020 Questions Due Date: Friday, February 28, 2020

Answers Posted Date: Monday, March 2, 2020 Due Date: Wednesday, March 11, 2020, 2:00 PM CST

1.3 Format

The City will not consider illegible Bids.

Elaborate Bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective Bid, are not necessary or desired.

The City is requesting bids in the following format: electronic. Electronic versions less than 20MB should be emailed to the address in section 1.5.

Complete and return Forms A through E to City of Madison Purchasing Services by Wednesday, March

11, 2020, 2:00 PM CST.

1.4 Labeling

All Bids must be clearly labeled:

Bidder’s Name and Address

RFB #: 8933-0-2020-BG

Title: Magnetic Bus Passes Due: Wednesday, March 11, 2020, 2:00 PM CST

All email correspondence must include RFB #8933-0-2020-BG in the subject line.

1.5 Delivery of Bids

Delivery of hard copies to: City of Madison Purchasing Services

City County Building, Room 407 210 Martin Luther King Jr. Blvd.

Madison, WI 53703

Delivery of electronic copy to: via email to bids@cityofmadison.com or on a commonly used media with the hard copies.

Bids must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third party delivery service, the outside of the packaging MUST be clearly marked with the RFB name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

mailto:bids@cityofmadison.com

1.6 Appendix A: Standard Terms & Conditions

Bidders are responsible for reviewing this attachment prior to submission of their Bids. City of Madison Standard Terms and Conditions are the minimum requirements for the submission of Bids.

1.7 Appendix B: Sample Contract for Purchase of Services

Bidders are responsible for reviewing this attachment prior to submission of their Bids. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFB. The terms of this template contract shall become contractual obligations following award of the RFB. By submitting a Bid, Bidders affirm their willingness to enter into a contract containing these terms.

1.8 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more for the calendar year in which the PO and/or Contract is in effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan designed to ensure that the Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. A sample affirmative action plan, Request for Exemption forms, and instructions are available at: www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms or by contacting a Contract Compliance Specialist at the City of Madison Affirmative Action Division at (608) 266-4910. Vendors must register for an account to complete the required forms online, here: https://elam.cityofmadison.com/citizenaccess

Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for any subcontracts entered into pursuant to this PO/Contract.

Job postings: All contractors who employ 15 or more employees (regardless of the dollar amount of this contract or their annual aggregate business with the City) must notify the City of all external job openings at locations in Dane County, Wisconsin, and agree to interview candidates referred by the City or its designated organization. Job posting information is available at: http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program. Instructions for contractors: http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of Appendix A – Standard Terms and Conditions and, if applicable, in Section 13 of Appendix B – Sample Contract for Purchase of Services.

1.9 Multiple Bids

Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid.

Bidders may submit alternate pricing schemes without having to submit multiple Bids.

1.10 City of Madison Contact Information

The City of Madison Metro is the procuring agency:

Jeff Daniels City of Madison Metro

PH: (608) 267-8788

jdaniels@cityofmadison.com http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms https://elam.cityofmadison.com/citizenaccess/ http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf

The City of Madison Purchasing Services administers the procurement function:

Brittany Garcia Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 243-0529

FAX: (608) 266-5948

bids@cityofmadison.com

For questions regarding Affirmative Action Plans please contact:

Contract Compliance Department of Civil Rights City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFB will acknowledge all emails received. Bidders not receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information identifying the originating email address for message recovery.

1.11 Inquiries, Clarifications, and Exceptions

Bidders are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

Bidders finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda – see 1.12 below. Bidders are strongly encouraged to check for addenda regularly.

Bids should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to bid terms, conditions, specifications and dates stated within the bid package. However, the City of Madison reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda to its Bids distribution websites – see 1.13 below. It is the Bidders responsibility to regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.13 Bid Distribution Networks

The City of Madison posts all Request for Bids, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Bidders responsibility to regularly monitor the bid distribution network for any such postings. Bidders failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Bidders.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet mailto:bids@cityofmadison.com mailto:dcr@cityofmadison.com http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access Bids from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in

WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: www.onvia.com/WAPP

1.14 Local Vendor Preference

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website: www.cityofmadison.com/business/localPurchasing.

1.15 Oral Presentations/Site Visits/Meetings

Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the Bidders expense.

1.16 Acceptance/Rejection of Bids

The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Bidder responding to this request. The City expressly reserves the right to reject any and all Bids responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.17 Withdrawal or Revision of Bids

Bidders may, without prejudice, withdraw Bids submitted prior to the date and time specified for receipt of Bids by requesting such withdrawal before the due time and date of the submission of Bids. After the due date of submission of Bids, no Bids may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Bidders may modify their Bids at any time prior to opening of Bids.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Bidders are hereby notified that all information submitted in response to this RFB may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”defined in State of Wisconsin Statutesmay be held confidential.

http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/ http://www.onvia.com/WAPP http://www.cityofmadison.com/business/localPurchasing

Bidders shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Bidders prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Bids from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Bids will be available for review in accordance with such laws.

1.20 Usage Reports

Annually, the successful Bidders shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.21 Partial Award

Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the items/services priced.

1.22 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39-73-0411-K) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42916.

1.23 Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis;

they are made solely between the bidders and third party unit of government.

1.24 Bidders Responsibility

Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Bidders to fulfill the requirements of the resulting contract.

2 SPECIAL CONDITIONS

2.1 Delivery

a. Orders will be made as-needed.

b. Vendor shall notify Metro Transit at least 48 hours prior to delivery of any items so that personnel and equipment may be available for unloading. All deliveries shall be scheduled during Metro Transit’s regular business hours: 8:00 a.m. – 4:00 p.m. weekdays. Notification shall be made to Jeff Daniels, Transit Accountant, at (608) 267-8788.

c. All passes are to be delivered within thirty (30) calendar days of issuance of final artwork and encoding. It is required that tickets are shrink wrapped in slugs of 100 or a mutually agreed upon amount. Refer to section 3.5 for packaging requirements of transfers. It is the vendor’s responsibility to coordinate the pass procurement process (i.e., to get artwork, encoding, approval of proofs and schedule pass printing so that passes are delivered on time.) Proofs must be approved by Metro prior to printing/production. Vendors will likely need to encode these media with a particular string of data, which is proprietary and security-sensitive information.

The vendor will be required to sign a non-disclosure agreement for the transit agency’s security and will likely have to contract with Genfare to license the proper data information to be encoded upon the cards per SPX GENFARE Magnetic Cards Technical Specifications for use in Genfare Fast Fare /Vending Equipment System. All pricing for this process is required to be included on the fee proposal. Report any and all production problems to Jeff Daniels (contact info above).

d. Delivery shall be fully registered and traceable as approved by the City of Madison. Vendor shall provide tracking information to Jeff Daniels (contact info above) for each shipment.

e. All deliveries shall be F.O.B. Destination, 1101 East Washington Avenue, Madison, Wisconsin and shall include all handling, transportation and insurance charges.

2.2 Qualifications

a. Only those firms having a minimum of two (2) years experience in producing magnetically encoded / striped tickets will be qualified to submit bids.

b. The City of Madison reserves the right to request any information or documentation that demonstrates satisfaction that the firm has the financial, technical and managerial capability to fulfill the contract requirements in a competent and professional manner that ensures a reliable product that is produced in a secure environment in accordance with established production schedules. A bidder’s failure to satisfy the aforementioned requirements may render his/her bid non-responsive.

2.3 Designated Representative

Vendor shall assume the responsibility for designating a representative to Metro Transit. This representative will be the primary point of contact for all communications between Metro Transit and the vendor. Additionally, this representative shall be responsible for ensuring that the vendor complies with all terms and conditions as set forth by this solicitation. Upon award, the successful bidder shall contact Jeff Daniels, (608) 267-8788, jdaniels@cityofmadison.com of Metro Transit and supply the name of the contact.

2.4 Product Security Control Features

The Vendor shall assume responsibility for safe guarding all areas of production and appoint a direct representative to be known as Security Officer who will ensure that the company security policy is effective and that all persons with privilege to access any classified materials or information are in compliance. Each individual who has access to, or custody of, secured information or material must mailto:jdaniels@cityofmadison.com be previously cleared to handle the information or materials and is individually responsible for its protection. In order that each person is familiar with the safeguards necessary, the Vendor shall provide individual security briefings for all employees having access to secured information and materials.

2.5 Quality Control

Vendor shall be responsible for all quality control and produce magnetic passes so that its normal production achieves a 100% verification of proper encoding. (Acceptable reject levels shall not exceed 0.4 of 1%.) Unless otherwise stated at the time of bidding, the Vendor shall be required to hand-inspect 100% of all products at its plant prior to shipment to Metro Transit. Defective cards will be the responsibility of the Vendor. Metro Transit will not pay for them. Passes must retain their ink when in contact with normal household agents such as bleach, ammonia, alcohol, detergents, cleaners, etc.

2.6 Samples

All bidders must submit the following samples. Failure to provide the requested samples may disqualify your bid.

1. Ten (10) ea samples thermal plastic stock proposed for the fixed-term passes. See Section 3.1

2. Ten (10) ea samples of direct thermal plastic pass stock. See Section 3.2.

3. Ten (10) ea samples of stock for the Transfer/One Day Pass. See Section 3.3

2.7 Company Information

For purposes of determining qualifications, all bidders must submit a brief description of the company’s background and experience in producing magnetically striped tickets. Additional information may be requested of the apparent low bidder.

2.8 References

Bidders must provide at least two (2) names of customers to whom they have provided magnetic stripe tickets. Include names of contact people, their addresses, email address, and telephone numbers.

2.9 Encoding

Bidders must provide at least two (2) names of customers to whom they have provided magnetic stripe tickets. Include names of contact people, their addresses, email address, and telephone numbers.

3 SPECIFICATIONS

3.1 Magnetic Stripe Bus Passes

1. Types of Fixed Term Magnetic Stripe Bus Passes: Up to 20 different of varying quantities.

2. Bidders must provide pricing for up to 20 different types of passes. See Form D.

3. See Attachment 1:

SPX GENFARE Magnetic Cards Technical Specifications for use in Genfare Fast Fare /Vending Equipment System, September 11, 2014.

Figure 3-1: Additional Magnetic Strip Bus Pass Specifications

Specification Description Material 10 Mil, PET (non-thermal), White, Numbered Metro will provide numbering and final artwork to successful bidder

Encoding Vendor must use the Genfare proprietary encoding format.

Trimming Corners die-cut rounded; one corner cut at 45’degrees as indicated by artwork

Artwork Provided in Adobe Illustrator format. Four colors on one side and one color on the other side.

Packaging It is required that tickets are shrink wrapped in slugs of 100 or a mutually agreed upon amount.

Delivery See Delivery Requirements, Section 2.1

Pass example: 10 Mil, PET (non-thermal), White

3.2 Magnetic Stripe Bus Passes – UW Pass

1. Magnetic Stripe Bus Pass with Codabar: 1 version; varying quantities.

2. Bidders must provide pricing for up to 20 different types of passes. See Form D.

3. SPX GENFARE Magnetic Cards Technical Specifications for use in Genfare Fast Fare /Vending

Equipment System, September 11, 2014.

Material 10 Mil, PET (non-thermal), White, codabar

Numbered Metro will provide numbering and final artwork to successful bidder

Encoding Vendor must use the Genfare proprietary encoding format.

Trimming Corners die-cut rounded; one corner cut at 45’degrees as indicated by artwork

Artwork Provided in Adobe Illustrator format. Four colors on one side and one color on the other side.

Packaging It is required that tickets are shrink wrapped in slugs of 100 or a mutually agreed upon amount.

Pass Example: 10 Mil, PET (non-thermal), White, codabar

3.3 Magnetic Stripe Bus Passes – Youth Passes

1. Magnetic Stripe Bus Pass: Up to 20 different of varying quantities.

2. See Attachment 1:

SPX GENFARE Magnetic Cards Technical Specifications for use in Genfare Fast Fare /Vending Equipment System, September 11, 2014.

Material 30 Mil PVC (non-thermal), White, laser-etched numbering

Numbered Metro will provide numbering and final artwork to successful bidder

Encoding Vendor must use the Genfare proprietary encoding format.

Trimming Corners die-cut rounded; one corner cut at 45’degrees as indicated by artwork

Artwork Provided in Adobe Illustrator format. Four colors on one side and one color on the other side.

Packaging It is required that tickets are shrink wrapped in slugs of 100 or a mutually agreed upon amount.

Delivery See Delivery Requirements, Section 2.1

Pass Example:

30 Mil PVC (non-thermal), White, laser-etched numbering

3.4 Direct Thermal Plastic Passes

1. Types of Direct Thermal Plastic Passes: Up to 10 different of varying quantities.

2. Bidders must provide pricing for up to 10 different types of passes. See Form D.

3. See Attachment 1:

SPX GENFARE Magnetic Cards Technical Specifications for use in Genfare Fast Fare /Vending Equipment System, September 11, 2014.

4. Thermal overlay must be on the same side as the magnetic stripe.

Figure 3-2: Additional Thermal Plastic Pass Specifications

Material KANZAKI BRAND, 10 MIL, White, DIRECT THERMAL POLY or approved equal.

Numbered Metro will provide numbering and final artwork to successful bidder

Encoding Vendor must use the Genfare proprietary encoding format.

Trimming Corners die-cut rounded; one corner cut at 45’degrees as indicated by artwork

Artwork Provided in Adobe Illustrator format. Four colors on one side and one color on the other side.

Packaging It is required that tickets are shrink wrapped in slugs of 100 or a mutually agreed upon amount.

Pass Example: KANZAKI BRAND, 10 MIL, White, DIRECT THERMAL POLY or approved equal.

3.5 Transfers

1. Type of Transfer:

a. One-day/Transfer

2. Bidders must provide pricing. See Form D.

Figure 3-3: Additional Transfer Pass Specifications

Material 10 Mil thermal paper, white

Numbered None

Encoding None

Trimming Corners die-cut rounded; one corner cut at 45’degrees as indicated by artwork

Artwork Provided in Adobe Illustrator format. Four colors on one side and one color on the other side.

Packaging

Packed in slugs of 100 passes;

Each slug will have a paper band around the long axis;

The paper band will be fastened with glue or tape on one end;

No glue can touch the passes

Pass Example: 10 Mil thermal paper, white

3.6 MiFare Smartcard – blank – no encoding

1. Types of MiFare smartcards: Up to 10 different of varying quantities.

2. Bidders must provide pricing for up to 10 different types of passes. See Form D.

Figure 3-2: Additional MiFare Smartcard Specifications

Material Mifare Smartcard – 1k 4byte; .76-.84mm; Glossy

Numbered Metro will provide numbering and final artwork to successful bidder

Encoding No encoding. Must be able to be encoded using the Genfare proprietary encoding format.

Trimming Corners die-cut rounded; one corner cut at 45’degrees as indicated by artwork

Artwork Provided in Adobe Illustrator format. Four colors on one side and one color on the other side.

Packaging It is required that cards are secured in shrink wrapping.

Sample: Mifare Smartcard – 1k 4byte; .76-.84mm; Glossy

4 REQUIRED INFORMATION AND CONTENT OF BIDS

a. Form A – Signature Affidavit

b. Form B – Receipt Forms and Submittal Checklist

c. Form C – Vendor Profile Information

d. Form D – Cost Proposal

e. Form E – References

Rev. 07/28/2016-FormA-SignatureAffidavit.doc

Form A: Signature Affidavit

RFB #: 8933-0-2020-BG Magnetic Bus Passes This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Rev. 07/28/2016-FormB-Receipt.doc

Form B: Receipt of Forms and Submittal Checklist

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Attachment 1 N/A

Addendum #

Addendum #

Addendum #

VENDOR NAME

Rev. 07/28/2016-RFB-FormC-VendorProfile.doc

Form C: Vendor Profile

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award) CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

If the selected contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more, the contractor will be required to file an Affirmative Action Plan and comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9)(e), within thirty (30) days contract signature. Vendors who believe they are exempt based on number of employees or annual aggregate business must file a request for exemption. Link to information and applicable forms:

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers http://www.cityofmadison.com/business/localPurchasing

Rev. 07/28/2016-RFB-FormC-VendorProfile.doc

Rev. 07/28/2016-FormD-CostProposal.doc

Form D: Cost Proposal

Prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:

• All Inclusive – Covers all direct and indirect necessary expenses including but not limited to;

travel, telephone, copying and other out-of-pocket expenses.

• Not To Exceed – The actual fees shall not exceed the amount specified in fee proposal.

• Fixed Fee – All prices, rates, fees and conditions outlined in the proposal shall remain fixed and valid for the entire length of the contract and any/all renewals.

Any pricing increases or additions must be agreed upon in writing by both parties.

The quantities specified herein are furnished for bidding purposes only and represent Metro Transit’s best estimate based on current sales activity. Metro Transit reserves the right to change the quantities of passes that are purchased through this contract. Such changes would be in response to changes in pass sales. Metro Transit will pay only for those passes ordered by Metro. Vendor must obtain written confirmation from Metro Transit as to how many passes to produce prior to production.

Item Estimated Quantities Specifications Unit Price Extended

1. 140,000 Magnetic Stripe Bus Passes (up to 20 types, see Section 3.1:

Specifications)

2. 398,000 Direct Thermal Plastic Bus Passes (up to 10 types, see Section 3.4:

Specifications)

3. 1,200,000 Transfers (1 type, see Section 3.5: Specifications)

Total

Days to delivery after receipt of order (ARO) :__________

Price Increases for Future Years:

Item Specifications 2016 2017 2018 2019

1-3 Magnetic Stripe, Thermal Passes and Transfers

Quantity Discounts List available quantity discounts…(continue on additional page if necessary)

Rev. 07/28/2016-FormD-CostProposal.doc

Rev. 07/28/2016-FormE-References.doc

Form E: References

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

CONTRACT PERIOD YEAR COMPLETED TOTAL COST

DESCRIPTION OF THE PERFORMED WORK

REFERENCE #2 – CLIENT INFORMATION

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

REFERENCE #3 – CLIENT INFORMATION

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

Form E: References

FormE-References.doc

REFERENCE #4 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

REVISION 01

SEPTEMBER 11, 2014

MAGNETIC CARDS

TECHNICAL SPECIFICATIONS

Attachment 1

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9/11/2014

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS III

PROPRIETARY NOTICE

This document contains proprietary and confidential information of SPX Genfare, A Division of SPX Corporation. Neither this document nor the information disclosed herein shall be reproduced without written permission by SPX Genfare authority.

800 Arthur Avenue Elk Grove Village, Illinois 60007

Telephone (847) 593-8855

© 2014 SPX GENFARE

All Rights Reserved

The brand name products and manufacturer’s names mentioned in this document are either trademarks or registered trademarks of their respective holders.

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS IV

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS V

REVISION STATUS

REVISION DATE DESCRIPTION

01 05/06/2008 First Issue

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS VI

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS VII

TABLE OF CONTENTS

1. INTRODUCTION

1.1 General

1.2 Purpose

1.3 Specification Parameters

1.3.1 BASE STOCK MATERIAL

1.3.2 MAGNETIC STRIPE MATERIAL

1.3.3 DIMENSION AND CONFIGURATION

1.3.4 PRINTING AND PACKAGING

2. GLOSSARY

3. APPLICABLE DOCUMENTS

4. TICKET STOCK – THERMAL COATING ON PAPER TICKETS

4.1 Material and Quality

4.2 Color

4.3 Paper Opacity

4.4 Curl ………………………………………………………………………………………………..15

4.5 Internal Tearing Resistance

4.6 Ash Content

4.7 pH Value

4.8 Writing Quality

4.9 Smoothness (Roughness)

4.10 Abrasion Loss

4.11 Toxicity

4.12 Thermal Properties

4.13 Location of Magnetic Stripe

4.14 Marking upon Abrasion

4.15 Storage Temperature

5. PHYSICAL CHARACTERISTICS

5.1 Die Cut Tickets

5.1.1 TICKET SIZE

5.1.2 CORNERS

5.1.3 TICKET EDGE AND SIDES

5.1.4 GRAIN

5.1.5 DEFECTS

5.1.6 CORNER CUT

6. PHYSICAL CHARACTERISTICS OF MAGNETIC MATERIAL

6.1 Location

6.2 Dimensions

6.3 Surface Continuity

6.4 Surface Finish

6.5 Surface Profile

6.6 Resistance to Abrasion

6.7 Adhesion of Stripe to Card

6.8 Overlay

6.9 Submersion in Water

7. MAGNETIC CHARACTERISTICS OF APPPLIED MAGNETIC MATERIAL

7.1 Purpose

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS VIII

7.2 Approach

7.3 Reference

7.4 Equipment

7.5 Symbols

7.6 Procedure

7.6.1 SATURATION CURVE

7.6.2 DC-ERASE CURVE

7.6.3 RESOLUTION

7.6.4 UNIFORMITY

7.7 Definition

7.7.1 EFFECTIVE COERCIVITY HC*

7.7.2 EFFECTIVE READ SIGNAL VR*

7.7.3 EFFECTIVE RESOLUTION R*

7.7.4 EFFECTIVE DISPERSION D*

7.7.5 EFFECTIVE UNIFORMITY U*

7.8 Protocol

7.8.1 MEDIA SATURATION CURVE

7.8.2 MEDIA DC-ERASE CURVE

7.8.3 MEDIA RESOLUTION & UNIFORMITY

7.8.4 MEDIA EFFECTIVE PARAMETERS

7.9 Pulse Width

7.10 Noise

7.11 Jitter

7.12 Environment

8. SAFETY

8.1 Toxicity

8.2 Flammability

9. PRINTING

9.1 General

9.2 Standard Ink Printing

9.3 Signature Space (Optional)

9.4 Current Value Space (Optional)

9.4.1 CURRENT VALUE FORMAT (OPTIONAL)

9.5 Thermal Printing Panel (Optional)

9.6 Production Run Identification

9.7 Ink Adhesion

9.8 Optical Sense Print

9.9 Registration

9.9.1 PRINT TO PRINT

9.9.2 PRINT TO CUT

9.9.3 PERFORATION TO CUT REGISTRATION

9.10 Thermal Transfer Printing

10. TICKET HANDLING CHARACTERISTICS

10.1 Ticket Reliability

10.2 Folding

10.3 Wetness/Moisture

10.4 Magnetic Exposure

10.5 Magnetic Stripe Strength

10.6 Workmanship

11. TICKET ENVIRONMENT

11.1 Ticket – Machine Environment

11.2 Blocking

11.3 Ticket Handling

12. PACKING AND SHIPPING

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS IX

12.1 Packing

12.2 Shipping

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS X

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 1

1.INTRODUCTION

1.1 General

This document defines the material quality, dimensions, magnetic properties and durability of die cut magnetic stripe tickets and ticket stock to be used with the GFI Fare Collection Equipment, such as turnstiles, fareboxes, card readers, and any other devices or equipment as made by GFI GENFARE which use, read, encode, and/or print upon magnetic ticket materials.

NOTE: While many of the technical specifications and references herein are derivative of those used in bank card and cards used for electronic funds transfer, these specifications are NOT suitable for credit or debit cards or for bank cards used for electronic funds transfer.

1.2 Purpose

With the increasing use of magnetic ticket in Fare Collection equipment it has become increasingly necessary for a definitive specification for the tickets. This specification covers all aspects of the ticket from substrate material through magnetic material, including encoding, printing, and packaging.

1.3 Specification Parameters

This specification shall cover the following parameters of ticket design and manufacture:

1.3.1 BASE STOCK MATERIAL

Paper.

1.3.2 MAGNETIC STRIPE MATERIAL

High coercivity materials, applied by tape or slurry to the base stock material.

1.3.3 DIMENSION AND CONFIGURATION

Die cut.

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 2

1.3.4 PRINTING AND PACKAGING

Standard printing, thermal and thermal transfer printing, packaging and shipping.

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 3

2.GLOSSARY

The following is a glossary of terms used in this document:

ANSI American National Standards Institute.

Azimuth Error A decode error resulting from misalignment of the read head gap with the encoded flux reversals on a magnetic stripe.

B Magnetic Flux or induction; cgs unit is gauss.

Br Residual induction

Bs Saturation induction

Biphase The binary encoding technique used in magnetic stripe, wherein a bit-cell represents a logic One if it has a flux reversal at its midpoint and represents a logical Zero if it does not. Also known as Aiken Biphase, F2F, and two frequency coherent phase encoding.

Bit A binary digit, having the value of either 0 or 1.

Bit Cell The distance between flux reversals on a magnetic stripe required for the recording of a binary digit, i.e. a bit;

numerically equal to the reciprocal of the encoding density.

BPI Bits per inch, the encoding density of a magnetic stripe.

Bleed Graphics printed up to one or more edges of the ticket.

Blocking The process of sticking together of tickets during storage.

This process is sometimes accompanied by the transfer of magnetic material from one card to the next.

cgs A system of units in which the centimeter-gram-second are the units for the fundamental quantities length-mass-time.

Check Digit Using an algorithm with one or more data sets to compute a digit, which is used to verify validity of the data set.

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 4

Clocking Bits The all Zero bit-cells encoded at the beginning and end of a magnetic stripe to permit the read circuit to synchronize at the beginning of a read.

Coercive Force The demagnetizing force required to reduce the induction to zero. Usually refers to the maximum demagnetizing force required to erase a magnetic stripe i.e. that for a fully saturated material.

Coercivity (Hc) The property of a magnetic material which resists demagnetization, measured by the maximum value of its coercive force; the cgs unit is oersted.

Coercivity – high 2750 – 4000 Oersteds (See High Energy)

Curl The deviation of a card from flat. Can be defined as three types; lengthwise curl, widthwise curl and diagonal curl.

Degaussing The process of demagnetizing a magnetic material such that its remanent magnetism is zero

Demagnetization Curve The second quadrant portion of the saturated condition hysteresis loop of a permanent=magnet material (frequently called the B/H curve).

Demagnetizing Force A magnetic field opposite in polarity to that of a previously magnetized material in such a way that it reduces the remanent induction

Density The number of bit cells encoded per unit length along the magnetic stripe, usually expressed as bits-per-inch, or BPI.

Encoding The process of creating flux reversals at specific locations along the length of a magnetic stripe such that the flux reversal pattern represents specific data

End Sentinel A defined bit-pattern in an encoding format which cannot be used for a data character, and which is encoded on the magnetic stripe immediately following the last data character bit pattern.

Erasing The process of removing all flux reversals from the length of a magnetic stripe

Ferromagnetic Material Any material that has a permeability substantially greater than

1 and that exhibits magnetic hysteresis properties. Strongly attracted by a magnetic field

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 5

Flux Density (B) The number of lines of magnetic flux per unit area; the cgs unit is gauss.

Flux Reversal A location (interface) on the magnetic stripe where the magnetic particles on the two sides of the interface have like poles facing each other, i.e. a South-South or a North-North interface, resulting in a concentration of magnetic flux at the interface.

Forward Read Reading the magnetic stripe starting at the end containing the start Sentinel.

Framing Characters The Start sentinel. End sentinel, and LRC characters.

ftpi Flux transitions (i.e. reversals) per inch.

Gap, head The short section of non-magnetic material at the face of a read or encode head which is in contact with the magnetic stripe during reading or encoding; in practice, essentially the same as an air gap.

Gauss The cgs unit of magnetic induction, = 1 maxwell/cm2.

H Magnetizing force or field strength; the cgs unit is oersted.

Hc Coercivity

Head Pressure The force per unit contact width with which the head is held in contact with the magnetic stripe.

Head, encode A device consisting of a solenoid coil wrapped around a ring of magnetically conductive material which has a short section of non-magnetic material called a gap; the magnetic field produced at the gap is used to create flux reversals in a magnetic stripe.

Head, read A device similar to and acting in reciprocity to an encode head, such that movement of the head gap across the concentrated magnetic flux at a flux reversal induces a current in the head coil.

High Energy Stripe High coercivity magnetic stripe, usually above 3000 Oersteds;

while requiring higher magnetic fields to encode data, it does not have a higher read output.

Hub The center cardboard or plastic part of a roll of tickets

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 6

Hysteresis The property of a material wherein its condition at any instant depends upon its preceding condition; the failure of the magnetism to retrace its path as the field H varies

Hysteresis Loop A curve showing the cyclic relationship between magnetizing force H and induction B in a magnetic material; also called the B/H curve.

Individual Signal Amplitude The peak-to-peak amplitude of a single read voltage signal.

Inductance The inductance of a coil or solenoid is the rate of increase in magnetic flux linkage with increase of current in the coil, where linkage is the product of the flux through the coil by the number of turns; the cgs unit of inductance is the henry, equal to 108 maxwell-turns per ampere of current.

Induction, magnetic (B) The flux density entering a magnetic material; the cgs unit is gauss, equal to 1 maxwell/cm2.

Induction, residual (Br) The induction remaining in a magnetic material when the magnetizing force adequate to saturate the material is reduced to zero.

Induction, saturation (Bs) The largest induction possible in a magnetic material.

ISO International Standards Organization

Jitter The incorrect location of a flux reversal on a magnetic stripe, whether real or apparent; if the reversal is improperly placed on the stripe, it is called encoded jitter; jitter resulting from speed changes during the read is called acceleration jitter;

jitter resulting from read circuit changes with amplitude or frequency is called phase jitter.

Leading Zeros Clocking bits before the Start Sentinel

Linkage The product of the flux through a coil by the number of turns in the coil; the cgs unit is maxwell-turns.

Line of Flux A term used to describe magnetic flux; 1 line of flux = 1 maxwell.

Low Energy Stripe Low coercivity magnetic stripe, usually 300 oersted; does not refer to read output.

LRC Character Longitudinal redundancy Check; an encoded bit-pattern following the End Sentinel in some encoding protocols to check for bit errors in the preceding bit string.

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 7

Magnetic Field A region in which magnetic lines of flux or force occur.

Magnetic Field Strength (H) The magnitude of the force in free space that would be exerted on a unit magnetic pole; the cgs unit is oersted, equal to 1 maxwell/cm2.

Magnetic Flux (Φ) The total quantity of lines of flux that exist in a given area;

the cgs unit is maxwell.

Magnetic Line of Force An imaginary line representing the points in a magnetic field that produce the same force on a unit magnetic pole; 1 line of force = 1 maxwell.

Magnetic Pole A region where lines of magnetic flux originate (North) or terminate (South)

Magnetic Stripe A thin layer of material consisting of oriented ferromagnetic particles rigidly held together by a resin binder and bonded to a non-magnetic carrier medium such as paper or plastic.

Magnetization The excess induction in a ferromagnetic material over that for free space; the cgs unit is gauss, equal to 4π poles/cm3.

Magnetization Curve The portion of the first quadrant of a B/H hysteresis loop that shows the relationship between magnetizing force and induction for a magnetic material magnetized from an initially completely demagnetized state.

Magnetizing Force (H) Same as magnetic field strength.

Maxwell The cgs unit of magnetic flux, the flux through a square centimeter normal to a field of one oersted

Micron One millionth of a meter, equal to 40 thousandths of an inch

Mil One thousandth of an inch mks A system of units in which the meter-kilogram-second are the units for the fundamental quantities length-mass-time.

N North pole of a magnet

NBS National Bureau of Standards; now called the National

Institute of Standards and Technology.

NIST National Institute of Standards and Technology; formally called the National Bureau of Standards.

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 8

North Pole (N) The portion of a magnetized object that, if free to move, will point toward the portion of the Earth geographically designated as North; lines of flux emanate from the North Pole and enter the South Pole.

Oersted (Oe) The cgs unit of magnetizing force equal to one dyne per unit pole, or magnetic field strength equal to the field at one centimeter from a unit pole.

Orientation Ratio The ratio of remanence in the longitudinal direction to the remanence in the transverse direction of a magnetic stripe

Overwrite Re-encode; the data on the magnetic stripe is erased and new data is encoded.

Oxide Thickness The thickness of the magnetic stripe material.

Parity Oddness or evenness; in binary encoding, an odd or even number of Ones; the parity bit is the additional bit required to ensure the parity of any specified bit-string.

Paper Ticket Card or ticket with base material made from paper stock.

Permeability The ratio of the flux density in a material to the magnetizing force producing it

Permeance A term describing the relative ease with which flux passes through a given material or space. The reciprocal of reluctance.

Plastic Ticket Card or ticket with base material made of plastic – usually polyester but may be other plastic material such as pvc.

Polyester A plastic material frequently used for ID badges, access control cards and tickets; more expensive but stronger than PVC; cannot be embossed and requires higher laminating temperatures.

Print – Applied Printing applied to the ticket subsequent to factory printing by means of equipment such as vending machines, turnstiles, or other ticket processing equipment.

Print – Factory Printing on the ticket done at the time of manufacture of the ticket.

Profile The deviation of the magnetic stripe surface from flatness; a positive profile is convex, and a negative profile is concave.

MAGNETIC TICKETS – TECHNICAL SPECIFICATIONS 9

PTB Physikalish-Technische Bundesanstalt, the German (FR) standards laboratory.

Reference Card An international…