PRINTING TERM CONTRACT, SPR39, DISABILITY PARKING PLACARDS
| Location: | Ohio |
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| Posted: | Nov 20, 2025 |
| Due: | Dec 3, 2025 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000035416 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000035416 |
| Solicitation Name: | PRINTING TERM CONTRACT, SPR39, DISABILITY PARKING PLACARDS |
| Original Begin Date: | 11/20/2025 9:54:32 AM |
| Begin Date: | 11/20/2025 9:54:32 AM |
| End Date: | 12/3/2025 11:00:00 AM |
| Inquiry End Date: | 12/1/2025 11:00:00 AM |
| Commodity: | Printed media |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DAS-Administrative Services
DPS-Dept of Public Safety |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Invitation To Bid (ITB) |
Solicitation General Information
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In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
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Solicitation ID
SRC0000035416
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Solicitation Name
PRINTING TERM CONTRACT, SPR39, DISABILITY PARKING PLACARDS
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RFx Type
Invitation To Bid (ITB)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
1
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MBE Set Aside
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Begin Date
11/20/2025 9:54:32 AM (ET)
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Amendment?
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End Date
12/3/2025 11:00:00 AM (ET)
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Inquiry End Date
12/1/2025 11:00:00 AM
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Summary
Specifications are presented herein for a two-sided removable windshield placard for issuance by the Ohio Bureau of Motor Vehicles to eligible applicants with disabilities. These placards authorizing parking in reserved spaces will be displayed on the front windshield rearview mirror of enclosed vehicles and in a prominent location on non-enclosed vehicles. |
Predecessor Contract
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Process
An award will be made to the lowest responsive and responsible Bidder and/or Supplier.
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Ship To
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1 Record(s)
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Solicitation Documents
4 Record(s)
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Attachment Preview
STATE OF OHIO
Department of Administrative Services
General Services Division
Print Procurement
PRESSWORK SHALL NOT BE SUBCONTRACTED UNDER THIS CONTRACT
INVITATION TO BID FOR: PRINTING TERM CONTRACT, SPR39, DISABILITY
PARKING PLACARDS
BID NUMBER: SRC0000035416
BID NOTICE DATE: November 20, 2025
OPENING DATE: December 3, 2025 (BIDS CAN ONLY BE SUBMITTED ONLINE,
VISIT https://ohiobuys.ohio.gov/page.aspx/en/rfp/request_browse_public, FOR
INSTRUCTIONS).
INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING, STANDARD CONTRACT TERMS AND CONDITIONS, Revised 3/31/2025,
are a part of this Invitation to Bid. All prior versions of Instructions to Bidders, Contract Terms and Conditions are null and void.
https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf
Any questions or clarifications regarding this Invitation to Bid (ITB) should be directed to Print Procurement at e-mail:
tim.riley@das.ohio.govINSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING, STANDARD CONTRACT TERMS AND
TERM OF CONTRACT: 03/01/2025 to 02/28/2027
SPECIFICATIONS AND PRICING
1. DESCRIPTION: The purpose of this Invitation to Bid (ITB) is to obtain a contractor to provide Disability Parking Placards for use by the
Ohio Department of Public Safety.
2. SCOPE OF CONTRACT: Printing under Category 39, includes the Ohio Department of Public Safety’s requirements for quantities of
Disability Parking Placards.
I. General
Specifications are presented herein for a two-sided removable windshield placard for issuance by the Ohio Bureau of Motor
Vehicles to eligible applicants with disabilities. These placards authorizing parking in reserved spaces will be displayed on the
front windshield rearview mirror of enclosed vehicles and in a prominent location on non-enclosed vehicles. The Standard
Permanent Placard (with expiration dates), BMV 4859 and the Permanent Placard (with no expiration date) BMV 4861 will have
a blue background color. The Temporary Placard, BMV 4860 with a red background and the notation “TEMPORARY.”
Approximate annual usage for the Standard Permanent Placard (with expiration dates) BMV 4859 is 350,00 to 425,000;
approximate annual usage for the Temporary Placard BMV 4860 is 30,000 – 35,000 and the approximate annual usage for the
Permanent Placard (with no expiration date) BMV 4861 is 120,000. The Standard Permanent Placard (with expiration dates) is
ordered approximately two times a year in quantities of 150,000 – 250,000; the Temporary Placard is ordered approximately two
times a year in quantities of 15,000 – 20,000. The Permanent Placard (with no expiration date) is ordered one time a year in a
quantity of approximately 120,000.
The individual issuing the Standard Permanent Placard (with expiration dates) and Temporary Placards shall use a hole punch
to punch out the month and year which indicates the expiration time frame.
II. Design and Size
The design and size of the parking placard was established by the Federal Government to implement a uniform system for
parking for persons with disabilities. The proposed size of 3” W x 9-1/2” L presented in the Federal Register Rules and
Regulations (March 11, 1991) was subsequently modified through the AAMVA to the size of 3-1/2” W x 9” L, to be compatible
with a standard number ten mailing envelope and to accommodate seven (7) one-inch high characters in the series number.
The placard design has a slot near the top of the placard to permit the removable placard to be hung hanger style from the
windshield rearview mirror.
III. Material and Color
Placards shall meet or exceed these requirements:
Material – Polyethylene Virgin Corona treated plastic 0.023 gauge (0.0313” + 0.003”). PolyPrime 23 mil polyethylene
Placard Background Color:
Standard Permanent Placard (BMV 4859) and Permanent Placard (BMV 4861) – PMS 286C Blue silk screen only
Temporary Placard (BMV4860) - PMS 186C Red silk screen only
The polyethylene plastic material will be constructed to allow the BMV to punch out the year and month on the Standard
Permanent Placard (with expiration dates) and Temporary placards.
IV. Durability
The Standard Permanent Placard (with expiration dates) will be in service use up to five years. The Temporary Placards will
be in service use up to six months. The Permanent Placard (with no expiration date) will be in service indefinitely. The
placards shall be protected against fading in sunlight by use of a built-in ultra violet inhibitor. The placards shall not
crack blister, tear or the printed information become illegible at temperatures between minus 10 degrees F to plus 150
degrees F under normal service use.
V. Printing
The parking placards shall be screen printed and individually serial numbered on both sides. Printing above the individual serial
numbers on the placards shall be in reverse print on white. The form number/revision date shall be regular print, not reversed.
The Standard Permanent Placards (with expiration dates) and Permanent Placards (with no expiration dates) are printed PMS
286C Blue with black ink for the individual serial numbering. The Temporary Placards shall be PMS 186C Red with black ink for
the individual serial numbering. The individual serial numbers for each placard shall be black. The sequential serial numbers
shall be printed near the bottom of the placards, above the form number/revision date. The serial numbers shall be seven (7)
characters in a sequence of one numeric character, one alpha character and five numeric characters (2A22222 format). The
serial numbers and revision dates will be specified on the quote sheet/printing order. Each time the Standard Permanent
Placards (with expiration dates) and Temporary Placards are printed, the years printed on the Placard should reflect at least 5
years beyond the current year.
No overages or underage will be permitted. The serial numbers shall not be duplicated or have skips in the series range. The
order will not be accepted with any missing serial numbers. The size of the symbol and characters on the placards will be the
following:
SYMBOL/Character
Wheelchair Symbol
Important: Remove Before Driving
Vehicle
OHIO
Expires
Series Characters
BMV NUMBER/DATE
HEIGHT-INCHES
3
5/32
½
5/32
1
3/32
STROKE-INCHES
¼ (Head ½”)
1/32
1/8
1/32
1/8 (approx.)
1/64 (approx.
VI. Proofs
The vendor shall submit production proofs to the Ohio Department of Public Safety, Printing Services Section, Shipley Building,
1970 W. Broad St., Columbus, Ohio 43223-1102 for approval. If any changes are necessary, a second proof will be requested.
No production runs shall occur until the proof has been approved.
VII. Packaging
Before packaging, to prevent placards sticking together, the vendor shall allow sufficient time for the placards to dry.
Stretch Wrapped Packs
The placards shall be packaged sequentially in a stretch wrapped pack in a quantity of 25 per pack except the last package
of each numbered series will be packaged 24 per pack. The numbered placards shall be in sequence with the highest number
on the bottom and the lowest on top. A label shall be affixed to each pack detailing the serial number range it contains, the
associated Printing Order Number, BMV Form Number, Revision Date, Item Description, Item Code, and Quantity.
Cartons
A total of 20 stretch wrapped packs shall be placed in a cardboard carton, with the highest number on the bottom and the
lowest on the top, in such a manner as to allow working the packages horizontally layer by layer top to bottom. A label shall
be affixed to each carton detailing the serial number range it contains, the associated Printing Order Number, BMV Number,
Revision Date, Item Description, Item Code, and Quantity.
Shipping labels placed on cartons by the vendor shall not include words such as To, From, Consignee, etc., that indicate
direction of shipment or the vendor identification or vendor's address. Omission of these words from the shipment labels will
facilitate the BMV's preparation of carton shipments to the Deputy Registrar agencies. Furthermore, if the vendor includes the
address of the Consignee on the label it shall consist only of the words "Ohio Bureau of Motor Vehicles" with no street address.
Pallet
Cartons shall be shipped on and securely fastened to a four-way 40” x 48” pallet by using shrink wrap or stretch film. The
maximum pallet height cannot exceed fifty- seven inches (57”) as measured from the bottom of the pallet. The maximum pallet
load cannot exceed 5,200 lbs. in weight. The cartons of placards shall be stacked on the pallets in numerical sequence with
highest number on the bottom and the lowest on top, in such a manner as to allow working the cartons horizontally layer by
layer from top to bottom.
VIII. Delivery
The placards shall be delivered to the Lebanon Correctional Institution, ATTN: OPI Distribution, Nathan Martin, 3791 State Route
63, Lebanon, Ohio 45036. Deliveries will be accepted Monday through Friday, between the hours of 7:30 a.m. to 11:30
a.m. and 12:30 p.m. to 3:00 p.m. No deliveries on State holidays, Saturdays and Sundays.
3. PLACEMENT OF PRINTING ORDERS: Purchase orders for any item(s) listed in this contract, awarded pursuant to this ITB, will be
placed directly with the selected vendor by Ohio Department of Public Safety. Orders placed by any other state agency shall not
be acceptable. Ohio Department of Public Safety will email orders with number series and new artwork to the vendor. Within 48 hours
after receipt of order, the contractor must notify Ohio Department of Public Safety of any discrepancies within the printing
specifications. No order shall specify delivery to exceed thirty (30) days beyond the expiration and/or cancellation date of the contract.
4. PRODUCTION SAMPLE: A production sample must be provided for each order.
5. DELIVERY SCHEDULES: Deliveries under this contract shall be made within ninety (90) calendar days after receipt of the order and
all materials necessary to begin work on each order of printing. The contractor shall be responsible for picking up orders and the
pickup and delivery of proofs. Proofs shall be rendered in blue line or equal. Proofs may be held by the state for three (3) working
days. If printer's errors on proofs are serious enough to require revised proofs, the additional proof(s) may be held by the state for
three (3) working days, but no additional time will be allowed in the schedule for making and checking such revised proofs. DAS, Print
Procurement may, if requested by the contractor, extend the delivery schedule under this contract for any order requiring an exceptional
amount of artwork.
6. PREPARATORY WORK: All artwork accomplished by the contractor under this contract shall be billed at $100.00 per hour. Any
portion of an hour billed by the contractor for artwork shall be billed at fifteen (15) minute increments at a price of $25.00 for each fifteen
(15) minute increment. Each order will indicate the estimated time allotted for artwork. If artwork time is not indicated on the
initial order request, the contractor will advise DAS, Print Procurement of the required artwork time. This notification shall be within
forty-eight (48) hours after contractor’s receipt of the order and materials. The contractor shall receive approval from DAS, Print
Procurement for all artwork time prior to proceeding with the order. If additional artwork time is found to be necessary before or during
production, the contractor shall provide DAS with a request for additional artwork time prior to performing any additional work. Artwork
time shall not be paid beyond the amount approved by DAS, Print Procurement. Artwork, for the purpose of this contract, includes
author’s alterations, second and subsequent laser and color proofs and electronic media. When a disk is furnished to the contractor
the hourly rate for art time shall include pre-flight, ripping process, camera/film, stripping, registration and all materials and services
needed to make the plate.
7. SAMPLES: No sample available.
8. SCHEDULE OF PRICES: The following evaluation units of production are estimations to produce two year's requirements under this
contract. These units do not constitute, nor are they to be construed as a guarantee of the volume of work which may be ordered for
a like period of time. Orders are normally placed twice annually for the placards. Bidders shall not insert a unit cost more than three
(3) digits after the decimal point. Digit(s) beyond three (3), after the decimal point, shall be dropped by DAS, Print Procurement and
not used in evaluation and any subsequent award. EVALUATION: To determine the low lot total price of the ITB, the state will multiply
the estimated usage of each item by its corresponding unit price and add these totals together. Failure to bid all items will disqualify
your bid.
ITEM # DESCRIPTION
ESTIMATED
USAGE
UNIT / PRICE
PER EACH
ITEM 1: BMV 4859 Standard Permanent Placard (with expiration date)
775,000
$
ITEM 2: BMV 4860 Temporary Placard
65,000
$
ITEM 3: BMV 4861 Permanent Placard (no expiration date)
240,000
$
SPECIAL TERMS AND CONDITIONS
AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do
hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will
prevail.
1. FIXED PRICE WITH ECONOMIC ADJUSTMENT
The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit
a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be
permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are
already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders
requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.
The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor,
freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the
contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should
include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of
the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on
the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw
materials, freight, fuel or labor, etc.
Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the
Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be
effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such
should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing
in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective
date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the
“Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.
2. AFFIRMATION AND DISCLOSURE FORM BELOW MUST BE COMPLETED PRIOR TO THE AWARD. RETURN TO PURCHASING
ANALYST IN SEPARATE EMAIL. PLEASE INCLUDE JOB NUMBER AND TITLE IN THE SUBJECT LINE OF THE EMAIL.
The balance of this page intentionally left blank.
AFFIRMATION AND DISCLOSURE FORM
Contractor affirms that Contractor has read and understands the applicable Executive Orders regarding
the prohibitions of performance of offshore services, locating State data offshore in any way, or
purchasing from Russian institutions or companies.
The Contractor shall provide the name(s) and location(s) where all services under this Contract will be
performed and where State data will be located in the spaces provided below or by attachment. If the
Contractor will not be using subcontractors, indicate “Not Applicable” in the appropriate spaces.
Contractor Name:
Contract Number:
1. Principal business location of Contractor:
(Address)
(City, State, Zip)
Name(s)/Principal business location(s) of subcontractor(s):
(Name)
(Address, City, State, Zip)
(Name)
(Address, City, State, Zip)
2. Location(s) where services will be performed by Contractor:
(Address)
(City, State, Zip)
(Address)
(City, State, Zip)
Name(s)/Location(s) where services will be performed by subcontractor(s):
(Name)
(Address, City, State, Zip)
(Name)
(Address, City, State, Zip)
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