PROG ID: POCNBK3A STATE OF ALABAMA DATE: 10/01/08 DEPARTMENT OF FINANCE DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD NON-TRAFFIC CITATION/COMPLAINT CONTRACT T-NUMBER....... : T396 USAGE.......... : STATEWIDE CONTRACT PERIOD......... : OCTOBER 1, 2008 TO SEPTEMBER 30, 2009 SOLICITATION NO : 2196843 CONTRACT BUYER...... : SUSAN JANA BUYER PHONE.. : (334) 242-7173 PURCHASING NUMBER......... : (334) 242-7250 FAX NUMBER... : (334) 242-4419 DATE PRINTED. : 10/01/08 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 2 FAMILIARIZE YOURSELF WITH THIS CONTRACT AND THE TERMS AND CONDITIONS REGARDING THE RESPONSIBILITIES OF THE STATE AND THE VENDORS. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IT IS THE RESPONSIBILITY OF THE ORDERING AGENCY TO MAKE SURE THAT * * ALL OF THE INFORMATION SUBMITTED ON THEIR REQUISITION IS CORRECT. * * ALWAYS BE SURE TO RECHECK YOUR COMMODITY NUMBERS. AS SOON AS YOUR * * PURCHASE ORDER ARRIVES, CHECK IT FOR ACCURACY. IF THERE ARE ANY * * DISCREPANCIES, PLEASE NOTIFY THE VENDOR FIRST, THEN CONTACT THE * * BUYER LISTED ON THE FRONT OF THIS CONTRACT AS SOON AS POSSIBLE. * * IN MOST INSTANCES, PROBLEMS CAN BE CORRECTED. * * * * COMPLAINTS MUST BE DOCUMENTED & SUBMITTED TO THE BUYER IN WRITING.* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * SOLICITATION NUMBER : 2196843 PURPOSE: ESTABLISH A CONTRACT FOR UNIFORM NON-TRAFFIC CITATION AND COMPLAINT FORMS. PRICING MUST BE AVAILABLE FOR ALL STATE AGENCIES, AS WELL AS OTHER GOVERNMENTAL AGENCIES. ASSIGNMENT OF CONTRACT: TO ASSIGN, SUBLET OR TRANSFER ANY CONTRACT RESULTING FROM THIS SOLICITATION, THE VENDOR'S WRITTEN REQUEST MUST BE APPROVED BY THE STATE PURCHASING DIRECTOR. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 3 DELIVERY TIME FRAME: BOOKS MUST BE DELIVERED TO THE ORDERING AGENCY WITHIN TEN (10) DAYS, EXCLUDING WEEKENDS AND STATE/FEDERAL HOLIDAYS, FROM RECEIPT OF ORDER. THE AWARDED VENDOR WILL HAVE 30 DAYS AT THE BEGINNING OF EACH CONTRACT CYCLE TO SET UP AND PRINT 2,000 BOOKS. SUBSEQUENT ORDERS, IF ANY, WILL ALSO ALLOW FOR A 30 DAY PERIOD FOR PRINTING. FREIGHT: BID IS F.O.B. DESTINATION. ANY FREIGHT CHARGES MUST BE INCLUDED IN THE BID PRICES. FREIGHT MUST NOT BE SHOWN SEPARATELY ON THE ITB OR INVOICE(S). CONTRACT PERIOD: ESTABLISH A 12 MONTH CONTRACT WITH AN OPTION TO EXTEND FOR A SECOND, THIRD, FOURTH, AND FIFTH 12 MONTH PERIOD WITH THE SAME PRICING, TERMS AND CONDITIONS. THE SECOND, THIRD, FOURTH, OR FIFTH 12 MONTH PERIOD, IF AGREED BY BOTH PARTIES, WOULD BEGIN THE DAY AFTER THE FIRST, SECOND, THIRD, OR FOURTH 12 MONTH PERIOD EXPIRES. ANY SUCCESSIVE EXTENSION MUST HAVE WRITTEN APPROVAL OF BOTH THE STATE AND VENDOR NO LATER THAN 30 DAYS PRIOR TO EXPIRATION OF THE PREVIOUS 12 MONTH PERIOD. ORDERING/PAYMENT PROCESS: PURCHASES FOR STATE AGENCIES WILL BE MADE BY CONTRACT RELEASE ORDERS SHOWING SPECIFIC SHIPPING INFORMATION. CITIES, COUNTIES, SCHOOL SYSTEMS AND OTHER POLITICAL SUBDIVISIONS WILL BE RESPONSIBLE FOR ISSUING THEIR OWN PURCHASE ORDERS DIRECTLY TO THE VENDOR. PAYMENTS ARE THE RESPONSIBILITY OF THE INDIVIDUAL AGENCY, CITY, COUNTY DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD TERMS AND CONDITIONS PAGE: 4 OR SCHOOL SYSTEM, NOT AOC. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SPECIFICATIONS PAGE: 5 ******************** SPECIFICATIONS FOR 966L03 *********************** NON-TRAFFIC CITATION AND COMPLAINT FORMS ***** DESCRIPTION ***** THESE ARE WRAP-AROUND, BOUND, SEQUENTIALLY NUMBERED BOOKS OF TWENTY- FIVE (25) SETS OF THREE (3) PART/PLY STATE OF ALABAMA, UNIFIED JUDICIAL SYSTEM "UNIFORM NON-TRAFFIC CITATION AND COMPLAINT" FORMS. ARJA-20, PRINTED ON THE FRONT OF ALL THREE PARTS AND ON BOTH SIDES OF PART/PLY 3 WITH MANILA COVER AND INSERT, AN EXTENSION OF THE COVER. ***** MATERIALS ***** FORM PAPER: PART/PLY #1 - 16.5 LB., CARBONLESS PAPER, COATED BACK, COLOR: WHITE PART/PLY #2 - 14.5 LB., CARBONLESS PAPER, COATED FRONT AND BACK, COLOR: CANARY PART/PLY #3 - 13.0 LB., CARBONLESS PAPER, COATED FRONT, COLOR: PINK CARBONLESS PAPER MUST GIVE CLEAR, SHARP, BLACK IMAGE AND MUST BE ODORLESS AND DUST-FREE. FORM SIZE: ALL PARTS/PLYS ARE TO BE 8-1/2" X 11" DETACHED WITHOUT STUB. FORM INKS: "BLACK" FOR BOTH FRONT AND BACK AND BACK TEXT PRINTING OF FORM "RED" FOR SEQUENTIAL NUMBERING OF FORMS COVER - FLYLEAF - INSERT: STOCK 100 LB. MANILA TAG DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SPECIFICATIONS PAGE: 6 COVER SIZE: 8-1/2" X 23" WRAP-AROUND, FLYLEAF, AND INSERT PART OF COVER COVER INKS: "BLACK" FOR TEXT PRINTING OF COVER "RED" FOR SEQUENTIAL NUMBERS ON RECEIPT COVER ***** PRINTING ***** ALL PARTS/PLIES TO BE PRINTED ON THE FRONT/FACE WITH IDENTICAL INFOR- MATION. PART/PLY 3 TO BE PRINTED ON REVERSE/BACK WITH DIFFERENT INFORMATION. MARGIN TEXT: PARTS/PLIES 1, 2, AND 3 AT THE BOTTOM 1. WHITE - COURT 2. CANARY - LAW ENFORCEMENT 3. PINK - DEFENDANT NUMBERING: FORMS ARE TO BE CONSECUTIVELY NUMBERED, IN SETS OF THREE (3), AT THE UPPER RIGHT-HAND PORTION OF THE FRONT IN THE MARGIN ON ALL THREE PARTS/PLIES. CLEAR THROUGH CRASH PRINTING IS ACCEPTABLE. WRAP-AROUND BOOK COVER: TO BE CONSECUTIVELY NUMBERED FROM BOOK TO BOOK. THE BOOK NUMBER IS TO BE ON THE FRONT OF THE BOOK COVER IN ONE POSITION ON THE INSERT. BEGINNING AND ENDING NUMBERS TO BE PRINTED ON EACH INSERT. THERE ARE TWENTY-FIVE SETS TO A BOOK. THE AOC WILL SUPPLY, IN WRITING, THE NUMBERING SEQUENCE FOR THE AWARDED VENDOR TO USE. THERE SHALL BE NO DUPLICATION OF NUMBERING. ***** CONSTRUCTION ***** DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SPECIFICATIONS PAGE: 7 FORMS ARE TO BE BOOK BOUND, NUMERICALLY IN SEQUENTIAL SETS OF TWENTY- FIVE, WITH ONE PIECE, WRAP-AROUND MANILA TAG STOCK COVER (AS SPECIFIED ABOVE). THERE WILL BE A CHIPBOARD BACKER WITH THE INSERT FOLDED AT THE PERFORATION AND INSERTED IN THE FRONT OF EACH BOOK. ALL PARTS ARE TO BE STAPLED IN BINDING STUB. FORMS ARE TO BE ASSEMBLED AS THREE (3) PART/PLY SETS TO BE IN A 5/8" STUB. ALL PARTS ARE TO BE DETACHABLE WITH PERFORATION AT THE STUB. WRAP-AROUND BOOK COVER AND FLYLEAF: BINDING - TO BE TYPE "A" PLAIN TAGE TRIAD STYLE COVER, MODIFIED TWO- PIECE FULL WRAP-AROUND COVER SCORED IN FIVE (5) POSITIONS W/ STAPLE BINDING, COMPLETELY CONCEALED W/ FLYLEAF SCORED IN ONE (1) POSITION AND PERFORATED IN ONE (1) POSITION. INSERT - TO BE FOLDED AT THE PERFORATION AND INSERTED INTO THE FRONT OF EACH BOOK. ***** PRODUCTION ***** THE AWARDED VENDOR MUST SHIP EVERY ONE-THOUSANDTH BOOK TO AOC FOR INSPECTION, PRIOR TO ANY MAKING ANY SHIPMENTS. PROOFS ARE REQUIRED, AT NO ADDITIONAL COST, AND MUST BE APPROVED, IN WRITING, BY AOC PRIOR TO FINAL PRINTING AND BINDING. THREE (3) SETS OF PROOFS IN FINAL FORM, READY FOR PRINTING AND DEVELOPED IN BLACK INK ON A WHITE BACKGROUND MUST BE FURNISHED, AT NO ADDITIONAL COST, TO AOC FOLLOWING THE APPROVAL FOR PRINTING AND BEFORE THE ACTUAL PRINTING BEGINS. ***** PACKAGING ***** DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SPECIFICATIONS PAGE: 8 BOOKS MUST BE PACKED IN CARTONS OF STURDY CONTSTRUCTION AND LABELED TO IDENTIFY THE CONTENTS: FORM NUMBERS, QUANTITY, BEGINNING AND ENDING BOOK NUMBERS, MISSING BOOK NUMBERS, CONSIGNEE, PURCHASE ORDER NUMBER, AND IDENTITY OF THE VENDOR. SPECIAL CARE MUST BE TAKEN TO ENSURE THAT LABELS PROPERLY IDENTIFY THE CARTON AND ITS CONTENTS. ***** SHIPPING ***** THERE IS NO MINIMUM QUANTITY OF TICKET BOOKS TO BE PURCHASED BY THE INDIVIDUAL AGENCY. BOOKS MUST BE SHIPPED IN NUMERICAL SEQUENCE. EACH SHIPMENT MUST BE ACCOMPANIED BY A "CERTIFICATE OF SHIPMENT" AND MUST INCLUDE THE FOLLOWING INFORMATION: 01) DATE SHIPPED 02) PURCHASE ORDER NUMBER AND/OR INVOICE NUMBER 03) TICKET SERIES 04) TOTAL QUANTITY OF BOOKS SHIPPED 05) FIRST AND LAST BOOK NUMBERS SHIPPED 06) FIRST AND LAST TICKET NUMBERS SHIPPED 07) MISSING TICKET AND BOOK NUMBERS (FOR AUDIT PURPOSES) 08) NOTICE TO EACH AGENCY OF THE AGENCY'S RESPONSIBILITY FOR ACCOUNTING FOR EACH TRAFFIC TICKET BOOK, ALL INCLUSIVE TICKETS RECEIVED & THE PENALTY FOR UNAUTHORIZED DISPOSITION OF TICKETS AS PROVIDED BY LAW MUST BE PRINTED ON THE CERTIFICATE OF SHIPMENT (VERBIAGE FOR THIS WILL BE PROVIDED BY AOC TO THE AWARDED VENDOR) ***** REPORTING ***** REPORTS MUST BE SUBMITTED ON A MONTHLY BASIS TO AOC AND MUST INCLUDE A LIST OF AGENCIES WHO SUBMITTED PURCHASE ORDERS DURING THE MONTH. THE REPORT TO AOC MUST INCLUDE THE BEGINNING AND ENDING BOOK NUMBERS AND THE TOTAL NUMBER OF BOOKS SHIPPED TO EACH AGENCY. THE REPORT EACH MONTH MUST ALSO CONTAIN THE QUANTITY OF BOOKS ON HAND AND SKIPS IN BOOK NUMBERS. REPORTS MAY BE SENT VIA POSTAL MAIL OR EMAIL. DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD SPECIFICATIONS PAGE: 9 ********************************************************************** DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD CONTRACT VENDORS PAGE: 10 CONTRACT VENDOR NUMBER CONTACT PERSON TERMS AND NUMBER NAME AND ADDRESS PHONE NUMBERS/FAX DELIVERY 4010293 640885843-00 MICKEY MCCARDLE NET NATIONAL FORMS & SYSTEMS 800-529-8860 20 DAYS ARO GROUP INC 800-529-8860 P O BOX 24505 JACKSON MS 39225-4505 800-526-8860 DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD COMMODITY LISTING PAGE: 11 CONTRACT COMMODITY NUMBER UNIT PRICE VENDOR # TERMS NUMBER/LINE # COMMODITY DESCRIPTION MEASURE NAME 4010293 00001 966-12-087166 2.24800 640885843-00 NET BOOK NATIONAL FORMS & SYSTEMS PRINTING, UNIFORM NON-TRAFFIC CITATION GROUP INC AND COMPLAINT FORMS, PER 966L03 SPECS: "BOOK" = ONE BOOK OF 25 3-PART FORMS DIVISION OF PURCHASING CONTRACT NOTICE OF AWARD * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * IF YOU NEED ASSISTANCE CONCERNING THIS CONTRACT, PLEASE CONTACT THE BUYER LISTED ON THE COVER PAGE. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * THIS CONTRACT CONTAINS 12 PAGES.