Specifications: A. Scope of ITB/Price Agreement Establish a Price Agreement for New Mexico Taxation and Revenue Department (TRD) to provide for the printing, manufacturing, and delivery of the Form MVD-10811 DWI Citation with Law Enforcement Officers’ Statement Books used by State of New Mexico Law Enforcement Officers. B. Statement of Work Under the terms and conditions of this Price Agreement, TRD may issue purchase documents for items described in the Items List. The terms and conditions of this price agreement shall form a part of each order issued hereunder. All purchase documents issued hereunder shall bear both an order number and this price agreement number. It is understood that no guarantee or warranty is made or implied by either the State Purchasing Division or TRD that any order for any definite quantity will be issued under this Price Agreement. The successful bidder is required, upon award of this Price Agreement, to furnish the items and service in accordance with the articles for each order issued. Any Price Agreement resulting from this ITB will be written to permit ordering according to any quantity of product itemized in the ITB Items List table. If intermediate quantities are ordered, the price will be at the next lowest or highest established price increment. If the order falls exactly between two increments, the price is to be at the next lowest price increment. The Price Agreement will allow orders to be made for quantities not included in the Items List to accommodate unforeseen increases or decreases in demand of an item, with pricing to be commensurate with quantity being ordered. C. Term The term of the agreement shall be for two (2) years from the date of the award, with the option to extend for one (1) additional period of two (2) years by the mutual agreement of all parties, at the same price, terms and conditions and with the approval of the New Mexico State Purchasing Agent. This Price Agreement shall not exceed four (4) years. D. Escalation Clause SPD and the Awarded Vendor(s) may review pricing quarterly, or as required, due to supply chain issues. Awarded Vendor(s) shall submit all pricing increase requests to SPD directly or through the agency contact in writing and provide substantiating evidence that each request is based on demonstrable market changes impacting the cost of products. The request must show all proposed increases by line item and include supporting documentation acceptable to SPD (such as a letter from a manufacturer indicating price increases, etc.). SPD’s decision on what is acceptable in this context is final and shall be accepted by all parties to the Agreement. No price increase may result in a higher profit margin for the Awarded Vendor(s) than at the beginning of the initial term of this Agreement. Pricing changes will apply to Agreements and amendments to Agreements entered on and after the effective date of the price change. Price decreases as well as increases shall apply in the same manner. If the Awarded Vendor's(s’) prices are reduced for any reason, users shall receive the benefit of such reductions, immediately. Price increases will not be retroactive to orders already in house or backorders. Orders will be filled at the price in effect on the date of receipt of the order by the Awarded Vendor(s). To facilitate prompt consideration, all requests for price increase must include all information listed below: 1. Agreement Item Number 2. Current Item Price 3. Proposed New Price 4. Percentage of Increase 5. Mill/Supplier Notification of price increase indicating percentage of increase and including the reason for the increase. E. Sample Documents Required With Bid Sample documents manufactured by the vendor incorporating the paper and security features described in the specifications for this item must be submitted to and received by the individual at the address below by the time of bid closing to demonstrate they have the capability and resources to meet the specifications and production requirements of this ITB to correctly assemble and produce the book. Bidders must submit with their bid one (1) complete 10-form book sample. A printed book is not required but is not disallowed. Each book shall include the carbon sheet between Parts 5 and 6, which may consist of blank sheets and a full-length carbon sheet for purposes of the Agency's testing; the sample book must include any required gluing, perforations, and stapling that would be found in the final product. In addition to the book sample, each bidder shall submit a current list of at least five (5) jurisdictions where they are providing similar citation books. Jurisdictions may be at the Federal, State, County, Tribal, or municipal level. Sample documents shall be sent to: Marla Rivera NM Taxation and Revenue Department 1100 S. Saint Francis Drive, Suite 2124 Santa Fe, NM 87505 Telephone Number [email protected] F. Multiple Awards Pursuant to the Procurement Code, Sections 13-1-153 and 13-1-154, the State reserves the right to issue multiple awards to obtain the items listed. Multiple awards are recommended to ensure availability and timely delivery. Awards will be made to meet the best interests of the State of New Mexico. G. Method of Award This agreement may be awarded to multiple vendors. Vendors must bid all items on the price schedule. This is an all or nothing bid. If a vendor does not bid on all items on the price schedule, that vendor will be disqualified. H. Award of Bid SPD reserves the right to refuse to award the bid to any Bidder that has been deemed non-responsive, does not have a proven track record of producing the same or similar type of book required by this ITB either for the State of New Mexico or as a vendor for another Law Enforcement Agency in another state or jurisdiction, or does not have the capability and resources to perform in full compliance with all of the specifications and other requirements of this ITB, even if that vendor is the lowest bidder responding to this ITB. I. Termination The Agency may terminate this Agreement for convenience or cause. The Contractor may only terminate this Agreement based upon the Agency’s uncured, material breach of this Agreement. Contractor shall give Agency written notice of termination via e-mail at least sixty (60) days prior to the intended date of termination, which notice shall (i) identify all the Agency’s material breaches of this Agreement upon which the termination is based and (ii) state what the Agency must do to cure such material breaches. Contractor’s notice of termination shall only be effective (i) if the Agency does not cure all material breaches within the sixty (60) day notice period or (ii) in the case of material breaches that cannot be cured within sixty (60) days, the Agency does not, within the sixty (60) day notice period, notify the Contractor of its intent to cure and begin with due diligence to cure the material breach. Termination of this Contract, however, shall not affect any outstanding orders. This provision is not exclusive and shall not waive other rights and remedies afforded either party in the event of breach of contract or default. In such instances the contract may be cancelled effective immediately Minimum Requirements: General Requirements Composition and Construction Artwork will be required from the awarded vendor. No composition charge will be paid. Composition and construction charges caused by any future required changes and subsequent proofing will be included in the vendor's price. See the “Proofs” section below. Recycled Papers Usage Recycled papers shall NOT be allowed to manufacture products produced under this Price Agreement. Proofs TRD will require digital proofs within two (2) calendar weeks after the award of bid and receipt of copy to be used for proofs. In the event that copy changes are required by TRD anytime during the term of this Price Agreement, new proofs will be required within two (2) calendar weeks after copy changes are received by the vendor. Cost of proofing shall be included in the vendor’s price. Vendor shall provide proofs at no cost upon request. Proofs must be e-mailed as a pdf. Numbering/Missing Numbers The total number of citation forms ordered will be delivered, bound into sequentially-numbered books. Missing numbers are allowed in the order. If the order has missing numbers, the numbers sequence will be higher by the amount of missing numbers. Duplicated numbers shall not be used. The Awarded Vendor shall supply a readable and understandable explanatory list of any and all missing numbers or out-of-sequence books included in each shipment. There will be NO MISSING NUMBERS within a book. All books must have ten (10) sequential numbers ending in 0 not including the check digit. The sequence number of sets in each book are to be printed on cover backstrap in red ink in a large font size so as to be readable while the books are stacked on a shelf. Quantities Any Price Agreement resulting from this ITB will be written to permit ordering according to any quantity of product itemized in the ITB Items List. If intermediate quantities are ordered, the price will be at the next lowest or highest established price increment. If the order falls exactly between two increments, the price is to be at the next lowest price increment. The Price Agreement will allow orders to be made for quantities not included in the Items List to accommodate unforeseen increases or decreases in demand of an item, with pricing to be commensurate with quantity being ordered. Delivery Delivery of an order should be fulfilled within six (6) calendar weeks of receipt of the order by the vendor. If proofs are required, TRD will allow an additional maximum of two (2) calendar weeks after receipt by vendor of order for proofs to be received by department TRD. Once approval of proofs has been completed by TRD, delivery is to be within four (4) calendar weeks of date of receipt by vendor. of approved proof from the department TRD. Contractor shall make a "good faith effort" to meet all delivery date requirements. Each order shall stand as a separate transaction; any failure to deliver shall have no consequences for other orders. Contractor shall not be in default in the case that a stated or agreed delivery date has been exceeded. Contractor may deliver in advance of sooner than the agreed delivery schedule. Contractor reserves the right to make delivery in installments as long as all product is received within the stated deadlines. The TRD Point of Contact (POC) must be notified as soon as possible in writing (by email: [email protected]) of any circumstances that is going to delay delivery of order or proofs. Orders and proofs shall be sent to: New Mexico Taxation and Revenue Department, Attn: Marla Rivera Supply Room – Joseph Montoya Building 1100 S. Saint Francis Drive Santa Fe, NM 87505 Vendor is responsible for the transportation and security of items until received and signed for by the department in Santa Fe, NM. Overruns or Underruns Underruns are not authorized; overruns are not authorized and shall not be paid. Security Vendor shall certify that any valid excess, waste or salvage forms printed and not shipped with order will be destroyed or disposed of in such a manner as not to be reusable. If printed forms are kept on hand as samples, they must bear the word "SAMPLE.” "VOID" or similar term printed, punched or stamped across the face. Measures shall be taken to secure artwork and forms before, during, and after manufacturing. Printing Preparatory Materials (PPMs) All printing composition artwork, electronic or otherwise, and hereinafter referred to as "PPMs" that may be comprised of such artwork, PDF's and any other related items, are the property of the State of New Mexico TRD. Awarded Vendors shall hold secure all PPMs for a minimum of one year after completion of order. TRD may request the return of any PPMs at any time. Approval shall be obtained from the TRD prior to disposal of any PPM. In the event an Awarded Vendor goes out of business or ceases business with the TRD or the State of New Mexico, approval must be obtained from TRD prior to disposal of any PPM. Shipping, Packaging, and Palletizing All shipments must be F.O.B. Destination, and must be delivered during business hours, generally from 8:00 am - noon or 1:00 pm - 5:00 pm New Mexico time, Monday thru Friday (excluding holidays) unless prior authorization is given from TRD. Any order large enough to warrant the use of pallets must be shipped on standard durable commercial pallets and banded or wrapped securely. Individual boxes in shipment must be plainly marked on the outside with the department form number; example form MVD10811, the quantity and number sequence (if applicable) of the contents. If a box contains a numbering break(s) between the numbered books, the sequence(s) of the break(s) must be indicated on the outside. Do not affix a sample item (even if voided) to the outside of the boxes. Box containing packing list must be on the outside of pallet and outside face of that box must indicate that packing list is contained inside that particular box. If packing list is affixed to the outside face of one of the outside boxes on the pallet it must be protected from being dislodged. Each pallet in shipment(s) must have its own packing list. Boxes with highest number sequences are to be stacked on pallets first so that the lowest sequences are on top of the pallets. If item(s) is shipped in partial shipments and the item(s) has a control number, the shipments must be sent in proper numerical sequence. That is, the lowest numbered forms must be shipped first and the highest last. Billing Each order issued by the agency shall be for one-time shipment. No order is to be invoiced until shipped and payment will be made only after receipt of the completed order and vendor's invoice. Invoice must indicate both an order number and this Price Agreement number. Each order must be invoiced separately. Additional payment for special handling charges, when emergency shipment is required by the agency, will be authorized (except when situation is caused by vendor noncompliance) and paid for by the agency. B. Minimum Required Specifications for the Form MVD-10811, DWI Citation with Law Enforcement Officers’ Statement Books Carbonless Paper Grade Carbonless paper must be best grade available to assure clear, distinct manual imprinting on all parts. If this entails different paper weights than specified, so state on bid. MVD-10811, DWI Citation with Law Enforcement Officers’ Statement Book Specifications Each book for form MVD-10811, DWI Citation with Law Enforcement Officers’ Statement, shall be comprised of 7-part custom snap-out sets that are bound in books to meet the specifications defined in this section. Size: Parts 1 through 5: 8½" wide by 7" tall, plus a ½" top stub; 8½" by 7½" overall. Parts 6 and 7: 8½" wide by 11" tall, plus a ½" top stub; 8½" by 11½" overall. Paper: Matchbook Triad Style Cover: 150 lb. Manilla Tag Part 1: 15 lb. white carbonless, CB black imprint Parts 2 through 4: 15 lb. white carbonless, CFB, black imprint Part 5: 12 lb. white carbonless, CF, black imprint Part 6: 15 lb. white carbonless, CB, black imprint Part 7: 15 lb. white carbonless, CF, black imprint Compositions: Five (5) different compositions: Book cover instructions, Parts 1 and 2 same composition, Parts 3 through 5 same composition (similar to Parts 1 and 2), and Parts 6 and 7 have the same face compositions. Approximately 65% of Parts 1 through 5 have the same composition. Parts 6 and 7 share the same upper right area composition as Parts 1 through 5. Back printing: Parts 6 and 7 with same composition. Marginal Wording: Parts 1 through 5 have a “distribution” box at the lower left corner; each part has different distribution wording. Parts 6 and 7 have different distribution wording centered at bottom. Ink: Parts I through 5: Black, with red distribution information at lower left corner. (Also see "Color Coding" below.) Parts 6 and 7: Black (front and back, both parts) with red distribution wording centered at bottom margin (face, both parts). Wraparound Book Cover Face: Black and red. Color Coding: Parts l, 3, 4, and 5 shall each have a colored strip at the bottom margin for filing and distribution recognition as follows: Part 1- Yellow Part 3 - Blue Part 4 - Green Part 5- Red There will be no color coding strip used for Parts 2, 6, or 7. Perforations: All parts, including the carbon sheet, shall have full horizontal perforations at the top stub. Fastening: All parts, including the carbon sheet, shall be permanent-glued at top stub. Parts 1 and 2 shall have temporary line-gluing that holds the book together at the bottom margin. Numbering: Check Digiting: Weighted Modulus IO - IBM Standard System consecutively crash printed in red ink at upper left corner all parts with a 6-digit number, followed by a space, followed by a check digit. The number sequence shall be as specified with the order. Carbon: Single face, one-time, PREMIUM black image carbon sheet with feather edge for extraction, 8½" wide by approximately 3¼" to 3½" tall (including the ¼" top stub), perforated and fastened between Parts 5 and 6. The carbon sheet shall be included to allow the crash printed numbering to carry over to Parts 6 and 7 since Parts 5 and 6 do not interact chemically, and also because the upper right composition area shared by all parts will all be simultaneously completed as the officer is writing the citation. Booking: Ten (10) sets per book backed by chipboard sheet the same size as Part 7. Bound in books of ten (10) with a matchbook triad style cover. Each book stapled thrice through cover, form top stub and chipboard sheet. Each book cover must show the consecutive numbering sequence contained in each book (minus the check digit) to be printed in red ink on the spine of the book in a font large enough to be seen when stacked on a shelf. For example: 2130001 TO 2130010. ***End of Specifications***

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