Motor Vehicle Industry Dealer License
It is the intent of this bid invitation to establish a contract for the production, assembly and delivery of
dealer/salesperson licenses to The State of Nebraska Motor Vehicle Industry Licensing Board in
accordance with the attached specifications and contract conditions.
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The parties hereby agree that the following documents are incorporated into the contract resulting from this
Invitation To Bid:
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1. The signed Invitation To Bid Contract document;
2. The original ITB document;
3. Any Addenda and/or Amendments to include Questions and Answers;
4. Warranty documents supplied with the bid;
5. The contract award.
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Unless otherwise specifically stated in a contract amendment, in case of any conflict between the
incorporated documents, the documents shall govern in the following order of preference with number one
receiving preference over all other documents and with each lower numbered document having preference
over any higher numbered document: 1) the contract award; 2) ITB addenda or amendments, to include Questions
and Answers, with the latest dated amendment having the highest priority; 3) the original ITB; 4) the signed ITB
Contract document; 5) warranty documents supplied with the bid.
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Any remaining uncertainty or ambiguity shall not be interpreted against either party because such party
prepared any portion of the Agreement, but shall be interpreted according to the application of rules of
interpretation of contracts generally.
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It is understood by the parties that in the State of Nebraska's opinion, any limitation on the contractor's
liability is unconstitutional under the Nebraska State Constitution, Article XIII, Section 3 and that any
limitation of liability shall not be binding on the State of Nebraska despite inclusion of such language in
documents supplied with the contractor's bid.
A response to this Solicitation is subject to, but not limited to, the included Standard Conditions
and Terms. PLEASE READ CAREFULLY!
.
IT IS THE RESPONSIBILITY OF THE BIDDER TO REFER TO STATE PURCHASING BUREAU'S
Email
Facsimile
Telephone
Contact
BIDDER MUST COMPLETE THE FOLLOWING
No Bid Respond: ( ) Remove From Class-Item OR ( ) Keep Active For Class-Item
DISCOUNT PAYMENT TERMS:
By signing this Invitation to Bid, the bidder agrees to the "Standard Conditions and Terms of Bid Solicitation and Offer" and is committed to provide a drug free
work place environment. Vendor will furnish the items requested within days after receipt of order. Failure to enter Delivery Date may cause quotation to
be REJECTED.
sign
here (Authorized Signature MANDATORY - MUST BE SIGNED IN INK)
Enter Contact Information
►
% DAYS
VENDOR #
VENDOR:
Address:
State of Nebraska - INVITATION TO BID Return to:
State Purchasing Bureau
301 Centennial Mall South, First Floor
Lincoln, Nebraska 68508
OR
P.O. Box 94847
Lincoln, NE 68509-4847
Telephone: 402-471-2401
Fax: 402-471-2089
Date
Solicitation Number
Page
Buyer
CONTRACT
05/20/09 2 of 3
2938 OF
06/04/09
MICHELLE KEMPER
Opening Date and Time 2:00 PM
MOTOR VEHICLE INDUSTRY LICENSING BOARD
301 CENTENNIAL MALL SOUTH MALL LEVEL SW
P.O. BOX 94697
LINCOLN NE 68509-4697
DESTINATION OF GOODS
WEB SITE FOR ALL INFORMATION RELEVANT TO THIS SOLICITATION TO INCLUDE
ADDENDA AND/OR AMENDMENTS THAT MAY BE ISSUED PRIOR TO THE OPENING DATE.
http://www.das.state.ne.us/materiel/purchasing/purchasing.html
.
Bid Tabulations are available on the internet at http://www.das.state.ne.us/materiel/purchasing/
bidtabs.htm
.
This form is part of the specification package and must be signed and returned, along with all
documents, by the opening date and time specified.
.
Any questions regarding this solicitation must be directed to State Purchasing Bureau,
to the attention of the buyer. It is preferred that questions be sent via e-mail to
[email protected]. Questions may also be sent by facsimile to 402-471-2089. Refer
to specification for additional information.
.
No facsimile solicitation responses will be accepted.
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INVITATION
Est Unit of Unit
Line Description Qty Measure Price
.
1 Motor Vehicle Ind Licensing Bd 12000 EA
.
With optional "Tip On" Card
STANDARD CONDITIONS AND TERMS OF BID SOLICITATION AND OFFER Invitations to Bid and Contract Awards
It is the responsibility of the bidder to check the website for all information relevant to this solicitation to include addenda and/or amendments issued prior
to the opening date. Website address: http://www.das.state.ne.us/materiel/purchasing/purchasing.htm
SCOPE- These standard conditions and terms of bid solicitation and acceptance apply in like force to this inquiry and to any subsequent contract resulting therefrom.
PRICES- Prices quoted shall be net, including transportation and delivery charges fully prepaid by the bidder, F.O.B. destination named in the Invitation to Bid. No
additional charges will be allowed for packing, packages or partial delivery costs. When an arithmetic error has been made in the extended total, the unit price will
govern.
EXECUTION- Bids must be signed in ink by the bidder on the State of Nebraskas Invitation to Bid form. All bids must be typewritten or in ink on the State of
Nebraskas Invitation to Bid form. Erasures and alterations must be initialed by the bidder in ink. No telephone or voice bids will be accepted. Failure to comply with
these provisions may result in the rejection of the bid.
FACSIMILE DOCUMENTS- The State Purchasing Bureau will only accept facsimile responses to Invitations to Bid on bids under $25,000 and up to ten (10) pages.
However, two party sealed bids containing facsimile pages are acceptable. No direct facsimile solicitation responses will be accepted for a commodity contract.
VALID BID TIME- Bids shall be firm for a minimum of sixty (60) calendar days after the opening date, unless otherwise stipulated by either party in the Invitation to Bid.
DISCOUNTS- Prices quoted shall be inclusive of ALL trade discounts. Cash discount terms of less than thirty (30) days will not be considered as part of the bid. Cash
discount periods will be computed from the date of receipt of a properly executed claim voucher or the date of completion of delivery of all items in a satisfactory
condition, whichever is later.
PAYMENT- Payment will be made by the responsible agency in conjunction with the State of Nebraska Prompt Payment Act 81-2401 through 2408. The State may
request that payment be made electronically instead of by state warrant.
COLLUSIVE BIDDING- The bidder guarantees that the prices quoted have been arrived at without collusion with other eligible bidders and without effort to preclude
the State of Nebraska from obtaining the lowest possible competitive price.
LUMP SUM OR ALL OR NONE BIDS- The State reserves the right to purchase item-by-item, by groups or as a total when the State may benefit by so doing. Bidders
may submit a bid on an "all or none or "lump sum" basis but should also submit a bid on an item-by-item basis. The term "all or none" means a conditional bid which
requires the purchase of all items on which bids are offered and bidder declines to accept award on individual items; a "lump sum" bid is one in which the bidder offers
a lower price than the sum of the individual bids if all items are purchased but agrees to deliver individual items at the prices quoted.
SPECIFICATIONS- Any manufacturers names, trade names, brand names, information and/or catalog numbers listed in a specification are for reference and not
intended to limit competition, but will be used as the standard by which equivalent material offered will be judged. The State Purchasing Director will be the sole judge
of equivalency. The bidder may offer any brand which meets or exceeds the specification. When a specific product is required, the Invitation to Bid will so state. Any
item bid is to be the latest current model under standard production at the time of order. No used or refurbished equipment will be accepted, unless otherwise stated.
ALTERNATE/EQUIVALENT BIDS- Bidder may offer bids which are at variance from the express specifications of the Invitation to Bid. The State reserves the right to
consider and accept such bids if, in the judgement of the State Purchasing Director, the bid will result in goods and/or services equivalent to or better than those which
would be supplied in the original bid specifications. Bidders must indicate on the Invitation to Bid the manufacturers name, number and shall submit with their bid,
sketches, descriptive literature and/or complete specifications. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not
comply with these requirements are subject to rejection. In the absence of any stated deviation or exception, the bid will be accepted as in strict compliance with all
terms, conditions and specifications, and the bidder shall be held liable therefore.
SAMPLES- When requested, samples shall be furnished at the bidders expense prior to the opening of the bid, unless otherwise specified. Each sample must be
labeled clearly and identify the bidders name, the Invitation to Bid number and the item number. Samples submitted must be representative of the commodities or
equipment which would be delivered if awarded the bid. The State of Nebraska reserves the right to request samples even though this may not have been set forth in
the Invitation to Bid. Samples not destroyed in testing will be returned at bidders expense, if requested, or will be donated to a public institution.
RECYCLING- Preference will be given to items which are manufactured or produced from recycled material or which can be readily reused or recycled after their
normal use as per State Statute Section 81-15,159.
LATE BIDS- All bids will be time and date stamped upon receipt by the State Purchasing Bureau, and this shall be the official time and date of receipt. Bids received
after the time of the bid opening will be considered late bids and will be returned to the bidder unopened. The State Purchasing Bureau is not responsible for late bids
or lost requests due to mail service inadequacies, traffic or other similar reasons.
BID OPENING- Openings shall be public on the date and time specified on the Invitation to Bid form. It is the bidders responsibility to assure the bid is delivered at the
designated date, time and place of the bid opening. Telephone bids are not acceptable. A bid may not be altered after opening of the bids.
NO BID- If not submitting a bid, respond by returning the Invitation to Bid form explaining the reason in the space provided. Failure to respond to an Invitation to Bid
may be cause for the removal of the bidders name from the mailing list. NOTE: To qualify as a respondent, bidder must submit a "NO BID" and it must be received no
later than the stated bid opening date and time.
AWARD- All purchases, leases, or contracts which are based on competitive bids will be awarded to the lowest responsible bidder, determined according to the
provisions of State Statute Section 81-161, R.R.S. 1943. The State reserves the right to reject any or all bids, wholly or in part and to waive any deviations or errors
that are not material, do not invalidate the legitimacy of the bid and do not improve the bidders competitive position. All awards will be made in a manner deemed in the
best interest of the State.
BID TABULATIONS- Tabulations will be furnished upon written request. A self-addressed, stamped envelope which must include the agency and solicitation number
must be enclosed. Bid tabulations will not be provided by telephone or facsimile. Bid files may be examined during normal working hours by appointment. Bid
tabulations are available on the website at: http://www.das.state.ne.us/materiel/purchasing/bidtabs.htm
PERFORMANCE AND DEFAULT- The State reserves the right to require a performance bond from the successful bidder, as provided by law, without expense to the
State. Otherwise, in case of default of the contractor, the State may procure the articles from other sources and hold the contractor responsible for any excess cost
occasioned thereby.
IN-STATE PREFERENCE- A resident bidder shall be allowed a preference against a nonresident from a state which gives or requires a preference to bidders from that
state. The preference shall be equal to the preference given or required by the state of the nonresident bidders. Where the lowest responsible bid from a resident
bidder is equal in all respects to one from a nonresident bidder from a state which has no preference law, the resident bidder shall be awarded the contract.
NONDISCRIMINATION- The Nebraska Fair Employment Practice Act prohibits contractors of the State of Nebraska, and their subcontractors, from discriminating
against any employee or applicant for employment, to be employed in the performance of such contracts, with respect to hire, tenure, terms, conditions or privileges of
employment because of race, color, religion, sex, disability, or national origin. (State Statute Sections 48-1101 through 48-1125) The bidder guarantees compliance
with the Nebraska Fair Employment Practice Act, and breach of this provision shall be regarded as a material breach of contract. The contractor shall insert a similar
provision in all subcontracts for services to be covered by any contract resulting from this Invitation to Bid.
TAXES- Purchases made by the State of Nebraska are exempt from the payment of Federal Excise Taxes, and exemption certificates will be furnished on request.
State and local taxes are exempt by State Statute Section 77-2704 (l) (m) R.R.S. 1943 and must not be included in the bid prices. Exemption by statute precludes the
furnishing of State exemption certificates.
DRUG POLICY - Bidder certifies that it maintains a drug free work place environment to ensure worker safety and workplace integrity. Contractor agrees to provide a
copy of its drug free workplace policy at any time upon request by the State.
GRIEVANCE AND PROTEST- Grievance and protest procedure is available by contacting the buyer. Protest must be filed within ten (10) days of award.
NE ACCESS TECHNOLOGY STANDARDS- Vendor agrees to ensure compliance with Nebraska Access Technology Standards. See website at:
http:/www.nitc.state.ne.us/standards/accessibility/
Revised: 02/2004 PAGE 3 OF 3
Page 1 of 7
STATE OF NEBRASKA ~ MOTOR VEHICLE INDUSTRY LICENSING BOARD
SPECIFICATIONS, TERMS & CONDITIONS FOR DEALER
LICENSE AND POCKET CARD
Scope
It is the intent of this bid invitation to establish a contract for the production, assembly and delivery
of dealer/salesperson licenses to The State of Nebraska Motor Vehicle Industry Licensing Board in
accordance with the attached specifications and contract conditions.
Term of Contract
The contract resulting from this invitation to bid is to be in effect for a period of one year from the
date of an award, unless otherwise terminated as provided herein. The contract may be renewed
for two additional one year periods when agreeable with the State of Nebraska and the contractor.
Rights
The State of Nebraska reserves the right to waive technicalities and reject any and all bids.
Award
Award of contract will be made to the lowest responsible bidder in accordance with Statute 81-161.
Cancellation Clause
The contract may be terminated at any time upon the mutual consent of the parties, or by either
party, with or without cause, upon 30 days written notice to the other party.
Breach of Contract
If the Contractor breaches this Contract, the State of Nebraska may, at its discretion, terminate the
Contract immediately upon written notice to the Contractor. The State of Nebraska shall pay the
Contractor only for such performance as has been properly completed and is of use to the State of
Nebraska. The State of Nebraska may, at its discretion, contract for provision of the goods or
services required to complete this Contract and hold the Contractor liable for all expenses incurred
in such additional contract over and above the total cost of performance. This provision shall not
preclude the pursuit of other remedies for breach of contract as allowed by law.
Non-compliance Statement
Read these specifications carefully. Any and all exceptions to these specifications must be written
on or attached to the invitation to bid. Non-compliance to any single specification can void your
bid.
It is the responsibility of Bidders to obtain information and clarifications as provided below. The
State of Nebraska is not responsible for any erroneous or incomplete understandings or wrongful
interpretations of this Invitation to Bid by any Bidder.
No interpretation related to this invitation to bid will be made orally to any Bidder by the
State of Nebraska. Any request for bid interpretation must be put in writing and faxed by
the Bidder to: the State Purchasing Bureau, Fax (402) 471-2089 or e-mailed to
[email protected] on or before May 28th, 2009 at 2 pm. Response(s) will be
posted on the following site http://www.das.state.ne.us/materiel/purchasing/rfp.htm in the
form of an addendum to the ITB.
Page 2 of 7
Recycled Content
Preference may be given to licenses that are produced with recycled content; however the State is
seeking pricing on recycled and virgin product. Recycled paper being bid must be manufactured
with materials in accordance with Presidential Executive Order 13101 (section 505) and section
6002 of the Resource Conservation and Recovery Act. All recycled paper bid and supplied must
contain a minimum of 30% post consumer (PC) content. Prior to award and/or at anytime during
the term of the contract, written verification and or certification of recovered material content from
the mill/manufacturer may be required (62 FR 44809) and must be provided within 5 business days
of request. Non compliance may void the bid, or be grounds to cancel the contract.
_________% Recycled Content _________% Post Consumer (PC) Content
Annual Usage
Annual usage: 12,000
This figure is an estimate and is not construed as a minimum or a maximum quantity. Contract
award may be based on this usage estimate.
Attachments
Image of previous license is attached for reference (layout, material, and construction) only.
Licenses must meet specifications. The pantograph background patterns must show the word
VOID in the background and not be visible on the original license. An original form may be viewed
at State Purchasing Bureau, 301 Centennial Mall South, Mall Level, Lincoln, NE 68509.
Color and Year
The color of the license must change on a yearly basis. Bidder will need to submit color samples
with the solicitation response. The year will change on an annual basis. This contract period will
print the year 2010. Upon award of the contract, Contractor must provide a printed sample (proof)
of the yearly license to The State of Nebraska Motor Vehicle Industry Licensing Board, P.O. Box
94697, Lincoln, NE 68509. Attn: Pamela Lantzer. Vendor may not print the licenses until written
approval is received from said agency.
Page 3 of 7
Bidder Instructions
Bidder must respond to each of the following statements. Specifications listed are minimum
conditions that must be met in order for a bidder to qualify for the award. A yes response means
the bidder guarantees they can meet this condition. A no response means the bidder cannot
meet this condition and will not be considered. Other responses should be used only with a
narrative response explaining in detail any deviation from the bidders ability to meet the condition,
and an explanation of how this would be determined to be an acceptable alternative to meeting the
condition. Alternatives must be detailed in such a way that allows such deviations to be fully
evaluated. The State of Nebraska shall determine at its sole discretion whether or not the vendors
alternative is an acceptable alternative.
Yes No Other
_____ _____ _____ Price
Prices quoted shall be firm for 120 days from the date of the award and are
to be net including transportation and delivery charges fully prepaid by the
bidder (F.O.B. Lincoln, NE destination as specified). No additional charges
will be allowed for packing, handling or partial delivery costs. Any request
for an increase must be submitted in writing to the State Purchasing Bureau
a minimum of 30 days prior to the effective date of the increase and must
show cause and be accompanied by supporting documentation (such as a
notification letter from the mill/manufacturer). Further documentation may be
required by the State to authenticate the increase (such as mill/manufacturer
invoices). Failure to supply any requested supporting documentation may
be grounds to cancel the contract. The State further reserves the right to
reject any proposed price increase(s), cancel the contract and re-bid if
determined to be in the best interest of the State. The State will be given full
proportionate benefit of any decrease for the term of the contract.
Comments:
______________________________________________________________________________
______________________________________________________________________________
Quality
_____ _____ _____ Product quality must meet specifications and be considered for the term of
the contract. A guarantee of satisfactory performance by the supplier and
meeting delivery dates are considered to be an integral part of the purchase
contract resulting from this bid invitation. Failure to conform to these
specifications constitutes a breach of this contract and the State of Nebraska
may reject the entire order or any part thereof and recover damages of such
breach.
_____ _____ _____ All materials must be of first quality, under standard production by the
manufacturer and be of standard design, complete as regularly advertised
and marketed and be of proven performance. Products are to be fully
guaranteed and may be returned for full credit or replaced (at the States
option) for any reason and for the duration of the contract with no additional
charges for shipping or restocking.
Comments:
______________________________________________________________________________
______________________________________________________________________________
Page 4 of 7
Yes No Other
_____ _____ _____ Delivery
Delivery must be made on or before October 1st to The State of Nebraska
Motor Vehicle Industry Licensing Board, 301 Centennial Mall South, First
Floor Southwest, Lincoln, Nebraska 68509, Attn: Pamela Lantzer.
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Orders
Orders will be placed either by, phone, fax, e-mail or Internet (if available).
All orders must reference a job number and purchase order number and
both must be referenced on the packing slip, and invoice.
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Invoices
An itemized invoice including the ordering agency name, individual,
purchase order number, product description, unit cost, extension and total
charges will be mailed to the bill to address on the purchase order.
Discrepancies on invoices will be corrected to the States satisfaction within
fifteen (15) days.
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Late Fee
Failure to meet delivery schedule and or any other breach of this contract,
may subject bidder to a $250.00 per day fine and or termination of the
contract. Fine may be deducted from the invoice.
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Usage Report
A usage report may be required to be submitted to the State Purchasing
Bureau sixty (60) days prior to the end of the contract year and/or at any
time during the term of the contract within 10 days after a written request.
The report is to contain, at a minimum, item description, percentage of
recycled content and percentage of PC content, annual usage per contract
item, average order quantity, per ordering agency. Additional information
may be deemed necessary and will be conveyed to the contractor.
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Substitutions
Vendor will not substitute any item that has been awarded without prior
written approval of State Purchasing Bureau.
Comments:
______________________________________________________________________________
______________________________________________________________________________
Page 5 of 7
Yes No Other
Samples/Testing
_____ _____ _____ Samples of similar work printed in the bidders facility, utilizing materials as
bid will be required prior to award. Samples may be included with the bid
and must be provided within five (5) business days of a request. Failure to
provide samples as specified may void the bid.
_____ _____ _____ Samples of materials bid will be required prior to an award or at any time
during the term of the contract. Samples are to be provided within five (5)
business days of a request. Failure to provide samples or samples not
meeting specifications may void the bid or may constitute a breach of
contract.
_____ _____ _____ Vendor awarded this bid must maintain a product quality equal to the
provided sample for the duration of the contract.
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Proof / Production Sample
A proof is required prior to production. Printer must provide page proofs
(including all perforations, scores and numbers). Proofs must be approved
by the Motor Vehicle Industry Licensing Board before printing. The
production sample is to be provided within 30 days ARO.
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Packing, Shipping and Fulfillment
Annual License shall be shrink-wrapped in numerical sequence with 125 per
package and reverse packaged, each package labeled as to numerical
sequence, 10 packs per carton. Shrink wrapped bundles must be packed in
corrugated cardboard boxes weighing no more than 35 pounds each. Each
box shall be sealed and plainly labeled as to the contents and the number of
licenses it contains.
Comments:
______________________________________________________________________________
______________________________________________________________________________
Numbering
_____ _____ _____ Annual usage is approximately 12,000 with no over or under runs allowed.
_____ _____ _____ Number sequence MUST begin with 00001. Consecutive Numbering: Color
185 Red in two positions, 6 digit sequence.
_____ _____ _____ If any forms are damaged and are missing from the numbered sequence,
the Contractor MUST provide written documentation of all missing numbers
and that exact amount added at the end.
Comments:
______________________________________________________________________________
______________________________________________________________________________
Page 6 of 7
Yes No Other
Material Specifications
_____ _____ _____ Material: 24# MOCR Laser
_____ _____ _____ Form must fit in and print from HP 4515 model printers (last update 2008).
_____ _____ _____ Form Size: 8.5 inches x 14 inches.
_____ _____ _____ Perforations: Quantity of two (2) full width (8.5) perforations at 4 15/16 and
9 7/8.
_____ _____ _____ Ink: Two colors, Red 185 plus one additional color to be determined
annually.
_____ _____ _____ Photocopy VOID security background; pattern changes annually.
_____ _____ _____ Year and year listed in the verbiage of the form will change annually.
_____ _____ _____ Consecutive Numbering: Color Red 185 in two positions, 6 digit sequence.
_____ _____ _____ Spot Integrated Clean Release Card with plastic laminate on back, die cut
size 3 3/8 x 2 1/8.
_____ _____ _____ Spot Integrated Label with permanent adhesive, laster printer compatible, die
cut size 3 x 1 .
Comments:
______________________________________________________________________________
______________________________________________________________________________
_____ _____ _____ Bid Compliance
Specifications have been read and fully understood. Any exceptions have
been written on the bid or attached
Comments:
______________________________________________________________________________
_____________________________________________________
