Vehicle Inspection Id Security Devices

Commonwealth of Pennsylvania

Department of General Services

Invitation for Bid (IFB)

Vehicle Inspection and Identification Security Devices (Stickers)

IFB No. 6100066281

Part IV - Specifications

Issue Date:

8/19/2026

Contact Person: Dan Covell

Email: dcovell@pa.gov

Phone Number: 717-346-3828

A. GENERAL OVERVIEW

1. OVERVIEW:

The Department of Transportation is soliciting bids for Vehicle Inspection and Identification Security Devices (Stickers). This covers all operations, services, and materials furnished by the contractor which are required for the manufacturing, printing, packaging, repackaging, storage, and distribution of printed material as required by the specifications and in accordance with PCID numbers 1096, 1097, 1098 and 1099.

The Pennsylvania Vehicle Inspection program is decentralized and consists of over 15,000 privately owned inspection stations throughout the Commonwealth. Inspection Sticker product is shipped to PennDOT from the supplier to inventory, process, and ship to the individual Inspection Stations throughout the Commonwealth. PennDOT is open to other options to provide Inspection Stickers to the Inspection Stations.

2. METHOD OF AWARD:

It is the intent of the Commonwealth to make a single award of item(s) listed in the IFB to the lowest responsive and responsible bidder. The Commonwealth reserves the right to award by line item if it determines that it is in the best Interest of the Commonwealth to do so.

3. CONTRACT TERM & RENEWALS:

The initial term of the Contract shall be 01 year(s) and 00 month(s).

The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the Expiration Date identified in the Contract, subject to the other provisions of the Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Commonwealth (signed and approved as required by the Commonwealth contracting procedures) or b) the “Valid from" date printed on the Contract, whichever is later.

The Contract may be renewed for a maximum of 4 additional 1-year term(s), so long as

Commonwealth provides written notice to Contractor of its intention to extend the Contract by

letter prior to the expiration of the term of the agreement, or any extension thereof.

The offeror will provide both digital and hard copy samples of each sticker type annually for the contract term renewal. The Offeror is required to provide samples of each type of sticker ordered as outlined in the chart below:

4. PRICE INCREASES:

Price increases will be permitted at time of renewal in accordance with material price increases. Contractors will provide proof of material increases by supplying letters from their material suppliers. The percentage increase will be an amount agreed to by the Department of Transportation, The Contractor and The Department of General Services Bureau of Procurement.

5. ESTIMATED QUANTITIES:

The quantities listed are based on historical data on a yearly basis and may be increased or decreased in accordance with the actual requirements of the Commonwealth.

Description	Project Annual Volume	Typical Order Size	Orders Placed Per Year
Annual Inspection PCID 1096	10,700,000	5,000,000	Aug (5M); Jan (5.7M);
Semi-Annual Inspection PCID 1096	200,000	200,000	Aug (200K)
Emissions PCID 1096	8,200,000	4,000,000	Aug(4M); Jan (4.2M);
Annual Outside Inspection PCID 1098	550,000	550,000	Aug (550K)
Inserts PCID 1097	39,000,000	13,000,000	Mar (13M); Jun (13M); Nov (13M)
School Bus PCID 1099	34,500	34,500	Sept (34.5K)
Mass Transit PCID 1099	4,000	4,000	Sept (4K)

6. ELIGIBIBLE BIDDERS:

Bidders must submit a complete bid package, including all responses and documentation, including the following items.

• Description of security precautions and procedures as set forth in Item B, 1.

• MANUFACTURE PROCESS REQUIREMENTS as set forth in in Item B, 2.

• Description of the Implementation Plan as set forth in Item B, 3.

• Description of Manufacture Process as set forth in Item D,3. SAMPLES

• Company Profile

In addition, as indicated in Parts I and II of the Terms and Conditions, the following documents must be submitted with the bid.  Failure to submit any of the documentation listed below may result in the bid being rejected.  

• Lobbing Certifications and Disclosure BOP-1307

• Worker Protection Act BOP-2201

• Reciprocal Limitations Act GSPUR-89

• Iran Free Certification and Disclosure

B. REQUIREMENTS

1. SECURITY REQUIREMENTS:

The minimum security required for the awarded contractor should include:

a. Satisfactory nationwide background checks on employees.

b. A twenty-four (24) hour recorded video surveillance system covering all areas of manufacturing, storage, and shipping.

c. Restricted access (security guards or electronic security system) to all buildings used in the manufacturing process.

d. A limited access, locked storage area for all tools and materials used in the manufacturer of PA stickers, including waste.

e. A limited access, locked area for storage of all finished products until time of shipment.

f. A log recording all waste and spoilage generated during the manufacturing process. These sheets are to be maintained by the Offeror on a daily basis and stored for a period of one (1) year after termination of the contract. All log sheets are made available to the Commonwealth on a semiannual schedule, as well as when specifically requested by an agency.

g. A destruction plan for all materials or finished products including des and materials which could be used to produce fraudulent stickers.

h. A procedure that would notify the Commonwealth within 24 hours of any theft, missing materials or fraudulent activity as well as a description of the situation and any remedy. The vendor will keep in touch with the Commonwealth daily until the situation is resolved.

i. The bidder is solely responsible for ensuring the safe and secure transportation of the product specified in this Invitation for Bid (IFB) from its facility to the designated PennDOT location. If the bidders use a third-party carrier to transport the product, the carrier must be properly bonded. To maintain the integrity and security of the shipment, the product must be transported separately and may not be shipped with any other products or materials.

2. MANUFACTURE PROCESS REQUIREMENTS:

a. Manufacturing Process and Facility Information. The contractor shall provide a detailed description of the manufacturing process, including each stage of production, the equipment used, and the name, physical address, and telephone number of every facility involved in manufacturing, testing, packaging, and distribution of the product. The contractor shall notify the Department of General Services (DGS) Contracting Officer in writing at least thirty (30) calendar days prior to any proposed relocation of a manufacturing facility or any material change to the manufacturing process. Any such change shall be subject to review by the Commonwealth, and the Commonwealth reserves the right to require additional testing or documentation to verify continued compliance with the contract specifications.

b. Quality Assurance and Testing. The contractor shall provide comprehensive internal testing verified to meet all contract specifications before shipment. The quality assurance program shall include inspection procedures and a documented quality assurance program demonstrating how the product will be criteria, sampling methods, testing frequency, acceptance and rejection standards, corrective action procedures, and records retention. Upon request, the Offeror shall provide documentation supporting quality control activities performed under the contract.

c. Business Continuity and Equipment Contingency. The contractor shall maintain documented contingency and business continuity plans to ensure uninterrupted production in the event of equipment failure, facility disruption, labor shortages, or other operational interruptions. Back-up production equipment or alternative production capabilities shall be available to minimize delays in contract performance. The Commonwealth reserves the right to review these contingency procedures and support documentation at any time during the contract term.

d. Subcontracting. The contractor shall not subcontract, assign, delegate, or outsource any portion of the manufacturing, testing, quality assurance, packaging, or fulfillment required under this contract.

e. Product Testing Requirements. All performance testing shall be conducted using the complete sticker adhered to automotive safety glass representative of the glass on which the product will be installed. Testing shall verify compliance with all contract specifications, including adhesion, durability, environmental resistance, legibility, and removal characteristics, where applicable. Upon request, the Offeror shall provide test reports and support documentation demonstrating compliance with these requirements.

f. Manufacturing Records. The Contractor shall maintain production, inspection, and testing records for all products supplied under the contract for a minimum of five (5) years after delivery and shall make such records available to the Commonwealth upon request for audit or investigation purposes.

g. Right to Audit. The Commonwealth reserves the right, upon reasonable notice, to inspect the Contractor's manufacturing, testing, quality assurance, and storage facilities during normal business hours to verify compliance with the requirements of the contract.

h. Material and Process Changes. The Contractor shall not make any material change to the product's composition, raw materials, manufacturing process, equipment, or quality control procedures without prior written notification to and acceptance by the DGS Contracting Officer. The Commonwealth may require additional testing or sample evaluation before approving any such change.

3. IMPLEMENTATION PLAN

a. The awarded contractor shall be fully prepared to commence production immediately upon issuance of the Notice to Proceed and shall ensure that all personnel, equipment, materials, systems, and processes are operational and capable of meeting the contract requirements without interruption to the Commonwealth's operations.

b. The implementation plan shall, at a minimum, include the following:

• Identification of the key personnel, including their roles and responsibilities, who will be responsible for completing all implementation and transition activities.

• A description of the manufacturing systems, equipment, software, facilities, and other resources that will be utilized to successfully assume production under the Contract.

• A summary of comparable implementation or transition projects completed by the Offeror within the past five (5) years, including the customer’s name, project description, transition timeframe, and a contact name and telephone number for each project, if available.

• A detailed implementation schedule identifying all major milestones, responsible parties, and anticipated completion dates through the commencement of full production.

• A description of the Contractor's risk mitigation and contingency plans to address potential implementation delays, equipment failures, staffing shortages, supply chain disruptions, or other events that could affect the successful assumption of production.

4. PRODUCTION:

Contractor must notify ordering agency at least 72 hours in advance of scheduled press time so that agency representative(s) can be present, at the ordering agency’s discretion, for press checks. If the agency representative(s) deem visits are necessary, the Commonwealth will be responsible for its own travel expenses.

5. PROOFS:

Three (3) sets of proofs for each line item on the Purchase Order are to be provided, both electronically and in hard copy. The types of proof that may be required are as follows:

a. Electronic Digital Proofs – Generally used for monochrome and spot color printing. The Contractor shall provide this proof in a PDF format to the Commonwealth within three working days of receipt of all necessary artwork.

b. Digital Color Matchprint/Hard Copy Proof – Generally used for four-color process work and higher. The Contractor shall provide this proof to the Commonwealth within three working days of receipt of all necessary artwork. If an electronic digital proof or hard copy proof is also required under the order, the Contractor shall provide this proof to the Commonwealth within two working days of approval of the electronic digital proof.

c. The Contractor must standardize on a specific output format for digital color match prints and must submit this format to Commonwealth within two weeks of issuance of the contract. Once this standard format has been approved by the Commonwealth, the Contractor shall not alter from this method without the explicit approval of the Commonwealth.

d. Press Proofs/Checks – Press proofs are only to be utilized for critical types of printing as determined by the Commonwealth. If a press check is required, the Contractor must notify the Commonwealth of the scheduled press check at least two working days in advance if running the job at a facility located within Pennsylvania. If the job is scheduled to run at a location outside of the state, the Contractor must notify the Commonwealth at least five working days in advance so that the Commonwealth has sufficient time to make the necessary travel arrangements. In addition, the press check must occur between 8 am and 5 pm EST, Monday through Friday.

6. COMPOSITION CHARGES:

Charges apply only to new stickers or complete changes to current designs. Initial plate charges for all stickers covered by this contract are included in the unit price bid. Charge is per page (plate) of copy. Two changes during this contract period will be covered by this contract at no charge to the Commonwealth.

7. DEFECTS:

A defect is defined as any characteristic of the product that does not meet with specifications, or approved design, rendering it unsuitable for distribution as determined by the Commonwealth.

If defects are discovered during acceptance testing, the Commonwealth reserves the right to reject the delivery, or any part thereof, require replacement in accordance with Attachment C, and surcharge the Offeror for any expense incurred by the Commonwealth because of the defect.

If defects are discovered after a delivery is accepted, the Commonwealth may provide a written request for replacement. The Offeror shall replace all defective stickers identified up to that point in time. A timeframe for discovery of defective stickers shall begin with acceptance testing upon delivery and extend to anytime thereafter within the longevity period.

Replacement of defective stickers is on a one-for-one basis, equating to the actual amount of each affected sticker. All replacement stickers shall meet the quality standards of the specification and subject to all terms and conditions and this statement of work under this contract. Upon any request for replacement of defective stickers, the Commonwealth shall provide the specific serial numbers to issue.

In addition, the contractor shall pay all expenses incurred by the Commonwealth to correct problems arising from defective stickers. Expenses could include the value of any unusable and rejected inventory, reimbursement for shipment costs to redistribute products to the various inspection stations, and reimbursement for the cost for a third-party laboratory to evaluate the stickers. Offeror shall reimburse the expense to the Commonwealth on the next invoice(s) issued, when applicable.

8. RAW MATERIAL:

Some orders will require that the contractor provide storage of certain items and make delivery within a 48-hour window. In general, the agency will attempt to give ten business days’ notice. This does not include state observed holidays.

The Offeror is required to maintain a three-month supply of raw material for any item covered in this contract. To calculate the required storage space, see annual historical volumes in the beginning of this document. Once the contract is awarded, the agency will report to the Offeror updated annual usage volumes. Based on this updated annual usage reporting, the Offeror is required to adjust the amount of raw material held.

The Commonwealth is not responsible for any raw materials held in stock at the end of campaign period.

The Offeror is required to store all raw materials in a facility secure against theft and unauthorized entry at all times. The Offeror is responsible for loss, damage or theft of any stored items. In addition, the storage site shall be located so as to provide delivery to the Agency within the 48-hour minimum notice.

The Offeror may be required to submit monthly reports to the Agency which should include details such as current volume available, volume in transit and volume in production.

9. TECHNICAL DATA:

The awarded Offeror shall assume responsibility to provide Technical Data Sheets on all areas of production; i.e.: inks, films, paper, adhesive. New Technical Data Sheets shall be provided any time a change in product, processing or equipment occurs. In the event a performance issue arises, the Commonwealth reserves the right to have product(s) tested at an Independent Testing Facility at the Offeror’s expense.

10. SECURITY VERIFICATION:

Throughout the term of the Contract, the authenticity of stickers may be questioned by law enforcement agencies, PennDOT personnel, inspection stations, the automotive repair industry, or other authorized entities. In such instances, timely verification of the sticker's authenticity is critical to the detection, investigation, and prevention of fraud, counterfeiting, and other unauthorized activities. At the Commonwealth's request, the Contractor shall provide authentication and verification services at no additional cost to the Commonwealth.

Verification services shall include an on-site examination by personnel qualified and experienced in the Contractor's security features and manufacturing processes. The Contractor shall determine whether the sticker and its associated security features are genuine, altered, counterfeit, or otherwise compromised. The Contractor shall cooperate fully with the Commonwealth and, when requested, with law enforcement agencies during any investigation involving suspected fraudulent or counterfeit products.

Within seven (7) calendar days of the Commonwealth's request, the Contractor shall submit a written report documenting the results of the examination. At a minimum, the report shall identify the sticker(s) examined, describe the testing and verification methods used, state the determination of authenticity, identify any evidence of tampering, alteration, or counterfeiting, and include any recommendations for corrective actions or additional investigative measures. The Commonwealth reserves the right to request expedited verification services when operational or law enforcement needs require a more immediate response.

11. COPY TRANSFER:

Contractor shall work with the ordering agency to achieve the highest level of electronic copy transfer obtained with existing equipment.

12. NOTICE OF DELAYS:

Whenever the contractor encounters any difficulty that delays or threatens to delay the timely performance of this Contract or any Purchase Order issued under this Contract (including actual or potential labor disputes), the contactor shall immediately give notice thereof, in writing, to the Contracting Officer and the agency’s contact person stating all relevant information with respect thereto. Such notice shall not in any way constitute a basis for an extension of the delivery schedule or be construed as a waiver by the Commonwealth or the ordering agency of any rights or remedies to which it is entitled by law or pursuant to provisions of the Contract. Failure to give such notice, however, is grounds for denial of any request for an extension of the delivery schedule because of such delay.

13. LIQUIDATED DAMAGES: If any item is not delivered or performed within the contract specified time limits, the delay will interfere with the proper implementation of the Commonwealth's programs and utilizing the item, to the loss and damage of the Commonwealth. From the nature of the case it would be impractical and extremely difficult to fix the actual damage sustained in the event of any such action. The Commonwealth and the Contractor, therefore, presume that in the event of any such delay the amount of damage which will be sustained from a delay will be $ 300.00 per day per item, and they agree that in the event of any such delay, the Contractor shall pay such amount as liquidated damages and not as a penalty. The Commonwealth, at its option, for amounts due the Commonwealth as liquidated damages, may deduct such from any money payable to the Contractor or may bill the Contractor as a separate item. The Commonwealth shall notify the Contractor in writing of any claims for liquidated damages pursuant to this paragraph before the date the Commonwealth deducts such sums from money payable to the Contractor. Delivery of an item, which is rejected by the Commonwealth, shall not toll the running of the days for purposes of determining the amount of liquidated damages.

14. CONTRACT TRANSITION FOR ITEMS REQUIRING FULLIMENT SERVICES:

Because of the critical nature of the items and services provided under this contract; there can be no interruption of services during the transition from the current contractor to the newly awarded contractor. Therefore, the incumbent contractor and the newly awarded contractor must work together with the Agencies to ensure a smooth transition of these items.

Approximately two weeks prior to the end of the current contract, the incumbent contractor will provide the Agency with a physical count of all Agency items in the contractor’s warehouse, along with a list of any open orders and the anticipated delivery date for each order. The Agency will provide a copy of the inventory and open orders list to the newly awarded contractor. The Agency will work with the incumbent contractor to close out as many open orders as possible and to reduce inventory levels to a minimum prior to the contract transition period.

The newly awarded contractor may be required to accept and store items from the previous contractor upon commencement of the contract, up to a three-month supply of any large volume items. In this event, the newly awarded contractor must accept delivery of this inventory from the incumbent contractor facility to their facility within one week of the start of the new contract unless specified otherwise in the Invitation for Bid Statement of Work.

The newly awarded contractor will not be allowed to charge for costs associated with the transition of these items from the previous contractor’s warehouse(s) to the contractor’s warehouse(s). The newly awarded contractor will not be allowed to charge for delivery or storage of this existing inventory.

The newly awarded contractor must conduct a physical inventory of all transferred items within one week of transfer and provide a written report to the Agency, along with copies of all bills of lading or other delivery receipts that detail exact quantities transferred.

If this contract is terminated prior to the completion of a project, or if the work on a project is terminated for any reason, the contractor must provide for a reasonable period of time after the termination of this project or contract, all reasonable transition assistance requested by the Commonwealth to allow for the terminated portion of the services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such services to the Commonwealth or its designees.

15. STORAGE:

The Contractor may be required to store inspection certificates, inserts, or other Commonwealth-furnished materials in support of this Contract. Any storage facility used for these materials shall comply with all physical, environmental, and security requirements established under this Contract, including requirements related to controlled access, surveillance, inventory control, and protection against theft, loss, damage, unauthorized access, or disclosure.

Upon request, the Contractor shall provide the Commonwealth access to inspect the storage facility and associated inventory records to verify compliance with the Contract's security requirements.

C. OREDERING REQUIREMENTS:

16. SUBSTITUTIONS OR CHANGES TO PRODUCT OR SPECIFICATIONS:

Although the Commonwealth encourages Offerors to suggest changes to specifications where such changes will save the Commonwealth time, money, or effectiveness of the printed materials, no substitutions or changes to the specifications provided to the Commonwealth are allowed without the approval of the Contracting Officer and the using agency.

17. RECEIPT OF ORDER:

Participating Agencies shall issue Purchase Orders under the Contract specifying the required delivery date and any applicable order-specific requirements. Upon receipt of a Purchase Order, the Contractor shall acknowledge receipt and contact the ordering Agency within three (3) business days to initiate implementation of the order. At a minimum, the Contractor shall review and confirm all production requirements, including design specifications, artwork, composition, ink colors, sequential numbering sequences, proofs, production schedule, delivery instructions, and any other requirements necessary to ensure accurate and timely fulfillment.

The Contractor shall not begin production until all order requirements have been reviewed and confirmed with the ordering Agency. Failure to initiate contact within the required three (3) business-day period or failure to meet the agreed-upon delivery schedule may be considered a failure to perform and may subject the Contractor to the remedies provided under the Contract, including assessment of damages, issuance of cure notices, or termination for default, as appropriate.

18. SERIAL NUMBERS:

All deliveries are palletized in sequential number order, with the lowest numbers on top. It must be ensured there will be no gaps in serial numbers. A barcode label must be on the outside of each box indicating what serials numbers are contained in that specific box. The Commonwealth will provide specifications and formatting at the time of contract award.

19. MINIMUM ORDERS:

There are no minimum quantity orders for this contract.

D. BIDDING INSTRUCTIONS

20. QUESTION & ANSWER PEROID

All questions regarding the IFB must be submitted in writing to the email address of the Issuing Officer provided in the solicitation. Questions received within 24 hours prior to the bid due date and time will be answered at the discretion of the Commonwealth. All answers will be provided in writing and posted on eMarketplace (https://www.emarketplace.state.pa.us/) as an addendum. See “Questions” in attached Terms and Conditions for additional information.

Dan Covell, Commodity Specialist

Department of General Services

Bureau of Procurement

1800 Herr Street, 2nd Floor Arsenal Building

Harrisburg, Pa 17103

717-346-3828

dcovell@pa.gov

21. PRICING SUBMITTAL:

Bidders are responsible for ensuring that their responses include all costs associated with performing the required work, as any omitted costs will be considered the bidders responsibility.

Additionally, the Commonwealth will not reimburse bidders for any costs or expenses incurred in preparing, submitting, or supporting their response to this Invitation for Bids (IFB), regardless of whether a Contract is ultimately awarded.

22. SAMPLES:

Bidders shall submit two (2) complete and identical sets of product samples with their bid response. The samples shall consist of labels of comparable size and construction that accurately represent the materials, workmanship, and security features proposed for use in producing the stickers required under this contract. While all security features are not required to appear on a single sample, each sample shall clearly identify the specific feature(s) being demonstrated, including, but not limited to, printing methods, holographic elements, overt security features, covert security features, substrate materials, adhesives, and any other applicable security components.

Bidders shall provide a written explanation describing each security feature, its purpose, and how it will be incorporated into the final product. The explanation should also identify any specialized manufacturing processes or technologies used to produce the security features.

Failure to provide the required samples or supporting documentation may result in the bid being determined non-responsive.

Since this bid will be submitted electronically, samples should be mailed with sufficient time to arrive prior to bid opening.

Samples must be mailed to:

Dan Covell Commodity Specialist

Department of General Services

Bureau of Procurement

1800 Herr Street, 2nd Floor

Harrisburg, PA 17103

NOTE: Samples shall meet all specifications, except for the serial number. In place of the serial number, the word “SAMPLE” shall appear. Each sticker is placed on a transparent sheet at least 15ml in thickness, as it would appear on the windshield of a vehicle, to allow viewing of both sides of the sticker. One sample of each sticker type ordered is contained in one transparency, i.e., 500 transparencies containing multiple sticker types. Samples are provided to the agency no later than the first initial delivery of the order. These samples are provided to law enforcement to use as a comparison to identify and deter the use of fraudulent stickers.

23. REQUIRED DOCUMENTATION:

Failure to submit required documentation may lead the bid package to be considered non-responsive and removed from consideration.

Bidders must be registered in the Commonwealth’s procurement system prior to submitting a bid. www.pasupplierportal.state.pa.us.

All bids must be submitted online through the state’s bidding system. Suppliers must include all required documents with their bid. If any required documents are missing, the bid may be rejected.

The following documentation must be completed and submitted with the bid.  Failure to submit the completed documentation listed below will result in the bid being rejected. 

• Lobbying Certifications and Disclosure BOP-1307

• Worker Protection Act BOP-2201

• Reciprocal Limitations Act GSPUR-89

• Iran Free Certification and Disclosure

• Description of security precautions and procedures as set forth in Item B., 1.

• MANNUFACTURE PROCESS REQUIREMENTS as set forth in Item B, 2.

• Description of the Implementation Plan as set forth in Item B, 3.

• Description of Manufacture Process as set forth in Item D, 3. SAMPLES

• Company Profile

24. PENNSYLVANIA SUPPLIER PORTAL:

All bids must be received in the Pennsylvania Supplier Portal (https://pasupplierportal.state.pa.us/irj/portal/anonymous) by (due date).

Only electronic bid submission will be considered and accepted.

Bidder reference materials include:

Supplier Registration Guide  

Supplier Bidding Guide  

Attaching Documents   

Electronic Bidding Portal