State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 N(R09/97)
Attn: Joseph Arcand
1 W. Wilson St., Room 655
Madison WI 53703
BIDDER (Name and Address)
Remove from bidder list for this commodity/service. (Return this page only.)
Bid envelope must be sealed and plainly marked in lower corner with due date and Request for
Bid # S-0376-DPH-14________. Late bids will be rejected. Bids MUST be date
and time stamped by the soliciting purchasing office on or before the date and time that the bid is
due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail
system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently
opened as a result of not being properly and clearly marked is subject to rejection. Bids must be
submitted separately, i.e., not included with sample packages or other bids. Bid openings are
public unless otherwise specified. Records will be available for public inspection after issuance of
the notice of intent to award or the award of the contract. Bidder should contact person named
below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60)
days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to
any subsequent award.
Bids MUST be in this office no later than
October 8, 2014
(2:00 PM)
Name (Contact for further information)
Joseph Arcand
(608) 267-4321
September 23, 2014
Quote Price and Delivery FOB
Department of Health Services, Attn: Rebecca Biely, Vital Records Program Supervisor
1 W. Wilson St., Madison
 Fax bids are accepted
and Unit
X Fax bids are not accepted
Per Unit
F-05002 Vital Records Security Paper
Special Conditions of Bid; Specifications;
Certificate Cost Sheet; Standard Terms and
Conditions for State of Wisconsin Printing;
Standard Terms and Conditions for Purchasing;
Designation of Confidential and Proprietary
Information; and, Vendor Information Form
Payment Terms
Delivery Time
claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the
 We
Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin
53702, (608) 267-9550. Does Not Apply to Printing Bids
We are a work center qualified under Wis. Stats. s. 16.752. Questions concerning the qualification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E.
Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were
manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.
In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken 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 a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid
has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative (Type or Print)
Signature of Above
Federal Employer Identification No.
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
Social Security No. if Sole
Proprietor (Voluntary)
Request for Bid Form (DOA-3070)
Special Conditions of Bid
Security Paper Cost Sheet
Standard Terms and Conditions for State of Wisconsin Printing
Standard Terms and Conditions (Request for Bids/Proposals)
Vendor Information Form
Designation of Confidential and Proprietary Information Form
Vendor Reference Form
Only vendors registered with the State of Wisconsin’s VendorNet will receive future official notice for
this service/commodity. The State of Wisconsin’s purchasing information and vendor notification
service is available to all businesses and organizations that want to sell to the state. Anyone may access
VendorNet on the Internet at to get information on state purchasing practices
and policies, goods and services that the state buys, and tips on selling to the state. Vendors may use the
same Web site address for inclusion on the bidders list for goods and services that the organization
wants to sell to the state. A subscription with notification guarantees the organization will receive an email message each time a state agency, including any campus of the University of Wisconsin System,
posts a request for bid or a request for proposal in their designated commodity/service area(s) with an
estimated value over $25,000. Organizations without Internet access receive paper copies in the mail.
Increasingly, state agencies also are using VendorNet to post simplified bids valued at $25,000 or less.
Vendors also may receive e-mail notices of these simplified bid opportunities.
NOTE: Registration fees for VendorNet are being waived until further notice. This is subject to
change without advanced notice. Further information is available from the VendorNet
Information Center at 608-264-7898 or toll-free at 800-482-7813. Vendors may register online at Registration must be renewed annually. Vendors currently on the
system will be automatically changed over to the new system. There is no need to re-register.
METHOD OF BID Bidder is to fill in the total prices on the Request for Bid form (DOA-3070) on
each line of the bid price sheet. The Bidder is also required to supply separate typesetting charge for the
base form and each imprint.
METHOD OF AWARD The award will be based on the lowest total cost of all items on the cost sheet
and upon the verification of the ability of the bidder to do this type of work based on the following:
- Bidders quality samples
- Equipment available and operating in the one plant producing the certificate stock
- Contacting references
- Ability to meet security requirements
- Vendor’s financial stability
- Results of past awards to the vendor by the State of Wisconsin in terms of quality of work and
timeliness of delivery.
- Completeness of bid
Prior to making the award, Department of Health Services (DHS) employees (2 maximum) may visit the
bidder’s plant to determine capability of the vendor to produce the certificate stock according to
DHS reserves the right to enter the plant of the printer to inspect the run periodically to see that quality
and security standards are maintained.
NOTE: At the Department’s discretion, on-site representation by the selected vendor may be required at
any time during the course of the contract. DHS will not incur any costs with regard to vendor travel or
accommodations associated with execution and fulfillment of this contract.
PRODUCTION All typesetting, printing, bindery work and packaging must be produced in one plant
location for duration of this contract.
PREVIOUS JOB “QUALITY SAMPLE”. Upon request, a job sample, from a previous run, showing
the production quality expected on this contract will be supplied. The sample will include a letter
explaining the specifics of the provided piece. Requests for samples must be submitted in writing to:
DHS, Division of Public Health -Vital Records, Attn: Rebecca Biely - Program Supervisor, 1 W.
Wilson Street, Madison, WI 53703 or e-mail at “[email protected]” no later than 2:00
p.m. on September 25, 2014.
EVIDENCE OF QUALITY All bidders must supply samples of their work with the bid. All samples
supplied by the bidder must have been produced on equipment located in the plant that will produce the
certificate stock. The samples must include a minimum of three forms in size 11” x 8 ½” (landscape
format). The total sample group must include EXCELLENT QUALITY three ink colors showing
perfect registration throughout and the latest technology in copy-void deterrence to reproduction on
color copiers. Bids submitted without samples may be rejected.
Following award of the contract, the approved quality samples provided by the successful bidder will be
used as the quality standard for this contract and as a measure for all work produced.
PRINTING & MATERIALS SECURITY To ensure against unauthorized use of materials the
Contactor, upon completion of each print production run, must provide a signed statement, by an
authorized representative of the contractor, certifying that all materials used have been properly and
adequately secured during and between production cycles and that all waste and excess materials have
been properly destroyed. The documentation will be sent to: DHS, Division of Public Health -Vital
Records, Attn: Rebecca Biely - Program Supervisor, 1 W. Wilson Street, Madison, WI 53703
OWNERSHIP Data files (whether disk, tape or electronically transmitted files), all film negatives,
positives, plates, typeset materials, embossing dies, proofs and copy prepared by the contractor shall
become property of DHS. This material also cannot be used for reproduction for any private or public
work without written authorization by designated authority of the DHS. At the end of the contract
period, the contractor shall return all above listed materials to the State of Wisconsin DHS Contract
Administrator within 30 days of the end of the contract. All materials referenced above must reside for
production at the processing site exclusively. Vendors must submit with bid a detailed and complete
procedure for demonstrating their plan for security and integrity of materials listed above, including
complete chain of custody.
SPECIFIC PROVISIONS including an indemnification requirement and liquidated damages will be
imposed both to assure adequate security and provide protection to the State of Wisconsin for any
breaches of security. Contractor will be subject to liquidated damages in the amount of $500 for each
day contractor fails to comply with facility security requirements.
PRINTING is to be done in a plant owned by the bidder. No bids from brokers will be considered for
contract award. Vendors must be actual printing firms. All work must be done in vendors own plant.
Vendors must provide ISO certification. ISO certificate must be submitted with bid.
TEST DOCUMENTS will be required. Vendor is to provide 100 each actual test documents of
specification items G2 – paper with a watermark; I4 – paper with hidden void; and K2 – embossed seal
samples. In the event that the test documents do not meet the DHS specifications, attachments, or
appendices, the vendor will be required to provide additional test documents to assure that the
aforementioned terms and conditions are met. Vendor shall provide such test documents based on DHS
NOTE: Test documents MUST be approved by DHS prior to production. DHS will make every effort
to provide such approval within 48 hours of receipt of test documents.
CONTRACT PERIOD This contract covers a 12-month period beginning on the date indicated on the
Purchase Order.
EXTENSION OF CONTRACT This contract may be extended for four additional 1 year periods
at the discretion of the State Of Wisconsin Vital Records Program. Rates and conditions will remain
unchanged during any extension period. The Department may entertain written requests for price
adjustment for an extension period. Any written request must be received by the State at least 90 days in
advance of the beginning of any contract extension period. Requests for price adjustment must be
accompanied by supporting documentation: such as paper, packaging, shipping costs, wage increases,
TERMINATION/CANCELLATION The contract may be terminated at any time by either party with
the following limitations. The contractor must give the state at least 60 days written notice of
termination and the state must give the contractor at least 60 days written notice of termination.
Failure of the contractor to produce materials according to the conditions of the contract and/or failure to
meet specified delivery dates may result in one or more of the following:
Rejection of the order with reprinting entirely at the contractor’s expense;
When time does not allow reprinting, assessment of liquidated damages (see Standard Terms and
Conditions for State of Wisconsin Printing, Item 11);
Cancellation of contract.
QUESTIONS must be submitted in writing to: Department of Health Services, Attn: Joe Arcand Print
Procurement Manager, 1 W. Wilson Street, Madison, WI 53703 or e-mail at “[email protected]” no later than 2:00 p.m. on September 30, 2014. Clarification to this bid will only be
made in writing. All answers to vendors’ questions will be posted to VendorNet. All questions will be
answered at the same time and a response to the questions will be posted on VendorNet as soon as is
possible after September 30, 2014.
No clarifications or revisions will be made by telephone.
REQUIREMENTS OF THIS BID All of the following are required to be furnished when the bid is
submitted. Bids submitted without the following information may be rejected.
Signed Request for Bid Form (DOA 3070)
Current and Complete List of Bidder's Printing Equipment
Samples of Bidder's Work (3 different samples 11” X 8 1/2”)
Test Documents (100)
Completed F-05002 Security Paper Cost Sheet
Signed Designation of Confidential and Proprietary Information (DOA-3027)
Completed Vendor Information Form (DOA-3477)
Completed Vendor Reference Form (DOA-3478)
RECEIPT OF BIDS All Bids must be addressed to and received by the DHS Print Procurement
Manager in the Department of Health Services:
DHS Purchasing Office
ATTN: Joseph Arcand - DHS Print Procurement Manager
1 West Wilson Street, Room 655
Madison, WI 53703
Bids must be received at the address and room above and time-stamped by the DHS Purchasing Office
no later than the bid due date/time of October 8, 2014 – 2:00 PM. Bids not so stamped will be
considered late. When arranging bid delivery, take into account that receipt of a bid by the state mail
system does not constitute receipt of a bid by the DHS Purchasing Office.
FAXED bids will NOT be accepted.
All bids must be packaged, sealed, and show the following information on the outside of the package:
Upper left-hand corner of bid envelope/package
- Bidder's Name and Address
Lower left-hand corner of bid envelope/package
- RFB Title
- RFB Number
- Due Date
Bidders are required to meet all of the listed bid specifications.
Excellent quality including exact color match and exact register is required throughout the finished
product. (Quality will be based on samples provided by the State and approved quality samples
provided by the successful bidder.)
Quantities will range from 350,000 minimum to 1,500,000 maximum in any one-year contract term.
Under-runs and over-runs will not be accepted on this contract.
Proofs for typesetting to be received within seven workdays after receipt of job layout and purchase
order. Delivery of printed material to be made within 30 workdays after approval of typesetting proofs.
Previous job sample and job layout (mockup) will be furnished to successful bidder.
24lb white safety paper required.
True Watermark:
A minimally two-tone overall design formed into the paper at the paper mill. Watermark must
not be reproducible on a scanner, color copier or black and white copier and cannot be removed,
corrupted or easily replicated. The design should be either a custom design selected by DHS or a
unique existing design approved by DHS. Either way, the watermarked stock shall be fully
secured by the North American -based paper mill and by the U.S.-based printer.
Paper treated with laser toner retention:
A toner retention agent should be used to enhance the receptivity of the toner images from a laser
printer. The paper stock should be fully treated on both sides to assist printer applied data to fuse
to the paper fibers to deter attempts to mechanically (or otherwise) remove the data. This feature
will protect documents against fraudulent alteration. This toner retention agent must not retard
or impede the chemical sensitization in the paper.
Security Fibers:
Fibers non-scan visible to the naked eye, and Invisible fluorescent (visible under black light)
fibers embedded into the paper pulp.
Chemical sensitization
Reagents are incorporated into the paper that will exhibit marked chemical reaction (in the form
of various stains) to render detectable attempts to alter the documents using various chemicals
which are classified according to the following families: Oxidants, Polar solvents, Non-polar
solvents, Acids and Alkalis.
Armed guard service 24 hours a day 7 days a week.
All plant exits monitored by the guards through a centralized alarm system and tied into the local
police system during non-working hours.
Security clearances and fingerprinting performed on all permanent employees.
Secured areas are provided for pre-press, manufacturing, warehousing of security paper and
finished documents, and for the shipping of finished documents.
In addition to the TV surveillance system which monitors the perimeter of the plant, parking
areas as well as the secured manufacturing, warehousing and shipping areas, the security guards
also monitor ingress and egress of all authorized persons within the secured areas.
Film and plates are secured in locked safes in the pre-press area.
All used plates are mutilated upon contract completion or as directed.
All quality control samples and manufacturing docket materials are voided, logged and filed in a
locked safe.
All waste is shredded and each piece should be no wider than 3/8” and should be crimped.
All employees wear photo identification badges to gain entrance to the facility. Subsequent
entrance is secured by electronic identification via a badge encoded employee authorized level of
security and an assigned personal identification number.
The plant is monitored 24 hours a day by a proprietary reputable fire alarm system.
All visitors, outside vendors and contractor employees are strictly controlled, wear ID badges
and are restricted to assigned areas unless appropriate clearances have been obtained for entering
a restricted area.
The security guards have two-way radio contact with a member of plant supervision at all hours.
There are multiple levels of security within the facility thereby limiting and controlling access to
the high security areas.
Size and position:
Forms must be printed landscape – 11” x 8 l/2”
Design will be a one-time charge only. List separately on bid quote.
Blue Line proof
Required for each proof if done by conventional printing.
Laser proof
Required for each imprint electronically printed.
No White Margin:
All forms must have no white space on margin on all sides. The border artwork will bleed off all
four sides of form.
Void Copy Background:
A “copy-void” repetitiously designed non-graduated screen pantograph will be printed in
permanent ink. The pantograph design and process-compatible ink shall consist of images
virtually invisible to the naked eye resulting in the appearance of the word “VOID” in multiple
areas of the document. When an attempt to copy the document, the word “VOID” appears
thereby deterring the forger from attempting to use copied documents as counterfeits.
A high-resolution lithographic border produced from artwork prepared by a banknote engraver.
Incorporated into the border should be latent image, V + R, which are visible and readable when
viewed under magnification. This border will be printed in permanent, erasure sensitive ink.
Prismatic Printing/Printing of Text and Graphics:
A background design printed from one plate, which changes color across the document upon
which it is printed. Two colors blend into each other in such a way that the change is difficult to
simulate, as it “fools” the camera of the photo-offset counterfeiter.
Background ink colors: blue to red to blue gradient (send sample). Inks must be heat resistant,
compatible with each other and laser printers. Ink must run uniformly (no mottling or light
spots). Some of the text and all graphic color is to be printed in dark blue Pantone Matching
System (PMS) 282 and some text will print red Pantone Matching System (PMS) 1935. This
will be indicated on the mockup document that will be provided to the successful bidder.
Screened State of Wisconsin Graphic
The State is imprinted as a screened image on the face of the document. (This is on the previous
sample which potential bidders will need to request.)
Imprints by 75 offices:
There are 75 vital records offices in Wisconsin that will require imprints on the base copy that
may be electronically printed or printed by conventional means. The following will be affected:
1) registrar’s signature; 2) registrar’s typed name; 3) registrar’s office name; 4) Registrar seal if
imprinted versus embossed.
Laser proof:
Proofs are required unless waived in writing. When proofs are waived, the contractor is
responsible only for accurately reproducing what was furnished with order. Proofs must be
identified by order number and accompanied by original copy and previous proofs.
Penetrating ink sequential control numbering:
A red ink control number shall be printed on the face of the certificate and the red ink shall
noticeably penetrate the paper fibers so that it cannot be removed from the document. Vendor
must guarantee no missing or duplicable numbers or documents. There must be a guarantee of
numerical sequence for inventory/audit and issuing/tracking purposes. DHS will provide vendor
with starting numbers. Numbers will never be repeated.
NOTE: It is suggested that the numbering and all imprinting be accomplished during the same
operation since the guarantee of numerical sequence and no missing control numbers is a critical
The sequential control number referenced in number 3 above shall be bar-coded on the document
with a 3 of 9 type bar code also called a type 39 bar-code. Location on paper will be shown on
sample provided by DHS.
There will always be 2 seals per sheet. Either both embossed or one embossed and one
State Orders:
Standard State seal lower right “Always Embossed”.
State Registrar seal on lower left “Always Embossed”.
Local Office orders:
Standard State seal lower right “Always Embossed”.
Local Registrars personalized seal on lower left. Imprinted or embossed depending on the
request of the local Registrar.
Seal Specification
Seal size (embossed or imprinted) is 1.25” across. The depth of the seal must be as prominent as
possible or just enough depth before the paper starts to tear. The embossing must be no less than
.002” and no more than .0035”.
The potential bidders will be provided with the information to be used in the embossed seals.
The potential bidders will be provided with a mockup of the imprinted seals.
Forms are to be shrink-wrapped (or equivalent water-proof packaging) in packages of 100, 20
packages to a carton (2,000 forms per carton); carton sealed (explanation of carton seal follows).
Each package is to contain one piece of chipboard with a die cut window over the control
number and one piece of chipboard covering the backside of the last form.
All printed matter must be firmly packed in cartons to protect against jamming and shifting,
spoilage, loss, or damage during delivery. Each order must be packed separately. When
specified, cartons must be delivered on skids or pallets. Packaging materials, including cartons,
skids, and pallets, must be furnished by the contractor.
Corrugated board cartons (200 lb. test or stronger) must be uniform in size and suitable for shelf
storage and employee handling. Oversized, overweight, or weak cartons are unacceptable.
Loaded cartons must not weigh more than 50 pounds each.
Carton seal
Cartons are to be sealed top and bottom, including down the middle and on each side of the top
and bottom, with a security tape that if removal is attempted, it is obvious that an attempt has
been to unseal. Tape should have either security threads imprinted with word “caution” and if an
attempt to open the seal it will be obvious, or will contain a “blind” message indicating that an
attempt to open the sealed carton as occurred.
Carton labeling (apply to front of each carton) include:
Ordering Agency
Delivery Address (as shown on authorized order form)
Agency Purchase Order Number
Form Number (F-05002) – No Form Title
Beginning and ending sequence number in carton
Box number out of all boxes (i.e., 1 of 50, 2 of 50, 3 of 50, etc.)
Any order large enough to warrant the use of pallets must be shipped on standard
commercial pallets and banded or wrapped securely without damage to cartons.
Each order must be on separate pallets – no mixed pallets.
Boxes with the highest box numbers are to be stacked on pallets first so that the lowest
box numbers are on top of the pallets. This is required so that when boxes are removed
for use, the lowest numbered boxes end up on top since they will be distributed first.
Certificates are to be delivered to the destination noted on the authorizing order form and will include 75
delivery points (the State Vital Records Office in Madison, 74 Local Registrars that consist of 72
Registers of Deeds and 2 City Health Offices in Milwaukee County).
Notice of Shipment - Two to three days before materials are shipped a “Notice of Shipment” must be
sent by e-mail to the Vital Records Program Supervisor at: “[email protected]”.
The Notice must contain the following information: (1) Purchase Order Number; (2) ordering agency;
(3) shipping date; (4) shipping method (trucking line and routing); (5) item and quantity shipped; (6)
number of cartons and quantity in each; and (7) partial or full delivery.
Delivery to be made within 30 working days of receipt of proof approval.
Printing must be delivered as specified.
All deliveries must be prepaid F.O.B. inside destination door to a Wisconsin Vital Records
agency location.
The shipper owns the freight payment responsibility.
Contractors are not required to deliver elsewhere within a building.
Unless otherwise noted on the order, delivery hours are 8:00 a.m. to 3:00 p.m., Monday through
Friday, except State Holidays.
A signature will be required, by a staff member from the authorizing office, to acknowledge
receipt and acceptance of the certificates.
In quote prices include shipping and delivery to a specified person from the authorizing office.
Prices should be quoted F.O.B.
Printer will invoice the Division of Public Health - Vital Records, Attn: Rebecca Biely, Program
Supervisor, 1 W. Wilson Street, Madison, WI 53703
Typesetting Base Form (One time charge)
Press setup Base Form (if die for
embossing Standard State Seal is
furnished by State of Wisconsin)
Press setup Base Form (if die for
embossing Standard State Seal is not
furnished by State of Wisconsin)
Printing Run Charge – Base Form by film
lithographic process per 100 forms
Color Proof for Printing Base Form (One
time Charge)
Create Standard State Embossed Seal
(One Time Charge )
Create State Registrar Embossed Seal
(One Time Charge)
Create Local Registrar Embossed Seal
(One Time Charge)
Press setup for Embossing Standard State
Press setup for Embossing Personalized
State Registrar Seal
Press setup for Embossing Personalized
Local Registrar Seal
Run Charge for Embossing Standard State
Seal per 100 forms
Run Charge for Embossing Personalized
State Registrar Seal per 100 forms
Run Charge for Embossing Personalized
Local Registrar Seal per 100 forms
Typesetting Imprints to be printed on
Base Form for printing. (One time charge
per imprint if film not provided by the
State of Wisconsin
Press Setup per imprint (if film furnished
by State of Wisconsin)
Press setup per imprint (if film not
furnished by State of Wisconsin)
Imprinting Run Charge on Base Form –
Electronically printed per 100 forms
Color Per Laser/Blue Line Proof
Imprinting Run Charge on Base Form Conventional printing method per 100
Include all paper, shipping, etc., in costs above.
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