SPECIFICATIONS

Quick Quote EVA001_QQ204495

FORM 760V INDIVIDUAL PAYMENT VOUCHERS

1.  Quantity: 269,000 vouchers printed and delivered in accordance with the following Delivery Schedule:

Delivery Schedule
Delivery Date / Quantity
February 2, 2015 / 30,000
April 2, 2015 / 105,000
February 2, 2016 / 30,000
April 4, 2016 / 104,000
TOTAL / 269,000

NOTE: The total quantity and the Delivery Schedule quantities listed above are estimates based on TAX’s current usage. TAX may adjust quantities prior to printing and delivery.

2.  Description: Single-cut sheet printed front only. The forms may print on continuous paper only if the contractor uses a "clean edge" perforation, burst, trims and packages the forms as single-cut sheet forms prior to delivery.

3.  Stock: 24lb. White OCR bond paper.

3.1.  Only mill brand papers listed in the latest edition of the Competitive Grade Finder, or as otherwise accepted by Grade Finders, Inc., for publication in subsequent editions will be considered. For products not listed in the current Competitive Grade Finder, a copy of Grade Finders' letter of acceptability must be included with your returned bid. Private brand papers will not be considered equal to mill brand papers.

4.  Size: 8-1/2 inches wide by 3-2/3 inches deep.

5.  Ink: Background information – black.

6.  Copy: Upon award of the contract, TAX will provide an InDesign CS and/or PDF file copy of the form. Printed pages shall be formatted with justification of both margins. No printer's imprint shall appear on the forms. A replica of the payment voucher is shown in Attachment A.

7.  Proofing: The contractor shall provide a set of two proofs and may be required to furnish another set of two depending upon the quality of and/or changes to the first set. The contractor shall provide the first proof within 5 business days of receipt of the artwork. Proofs shall be delivered to:

Virginia Department of Taxation

Attention: Mary Turner

1957 Westmoreland Street

Richmond, VA 23230

Telephone: (804) 367-0450

8.  OCR Information: A variable OCR readable line shall be printed on the vouchers with reflective ink using an impact or laser printer. INK JET IS NOT ACCEPTABLE.

8.1.  The print font for the OCR line shall be OCR-type A; all printed characters will be numeric. A clear band 2 inches deep with its horizontal center the same as that of the OCR line shall extend the length of the OCR line.

8.2.  The location of the OCR read area is on the 16th print space (10 print spaces per inch) from the left edge of the voucher and on the 8th print line (6 print lines per inch) from the top of the voucher. OCR line will be a 25-character field in the following format:

·  9-digit identification number - For this order, the numbers must be numbered sequentially -

Beginning with 015,510,000

·  Identification number must be unique to each voucher. No repetition of numbers allowed in any year. No overlap in the sequence allowed in any year.

·  1 check digit based on the Dept. of Taxation's Mod 11 check digit routine (see Attachment B)

·  Blank space

·  7 digit form code (3300501)

·  Blank space

·  6 digit code (111112)

The stock code (1501500) and revision year shall be printed on the voucher in the lower left hand corner of the form

9.  Testing: The contractor shall provide 100 test documents. The contractor must guarantee an OCR line read rate of 99%, printing and paper standpoint only. This rate must be accomplished with test samples submitted by the contractor and maintained on all subsequent test samples and production vouchers. TEST DOCUMENTS MUST BE RECEIVED within 10 business days of proof approval. The test vouchers and the final printed 760Vs will be run on IBML ImageTrac 5450 scanners.

10.  Label: A gummed, peel-off label shall be glued to the upper right corner of the voucher. This label shall contain a 9 digit number plus 1 check digit and shall be the same number and check digit as that of the identification number and check digit on the OCR line. The identification number shall be centered on the removable label.

10.1.  In addition, the identification number and check digit will be printed in 12 PT characters, adjacent to the press printed verbiage "CONTROL NUMBER" on the voucher. The check digit for the identification number will be based on the VA Department of Taxation's Mod 11 (see Attachment B).

10.2.  The label will be 1 7/16 inches wide by 7/16 inches deep. A label with a maximum size of 1 7/16 inches wide by 11/16 inches deep will be considered provided it is cut to allow removal of a portion that is 1 7/16 wide by 7/16 deep imprinted with the control number.

11.  Packaging: Shrink wrap 500 forms to a package so that the contents of each package will be readily identifiable. Deliver in corrugated cartons of minimum test strength of 200 psi. Labels shall be in numerical order with the range of labels clearly identified on each box. Cartons shall also be labeled as to their contents (760V-INDIVIDUAL INCOME TAX PAYMENT VOUCHER) and current year.

12.  Delivery: Delivery shall be F.O.B. Destination, dockside delivery, to the following address:

Department of Taxation Warehouse

1957 Westmoreland Street

Richmond, Virginia 23230

Attn: Linwood Fowlkes or Sandra Kauffman

Phone: 804-367-4360

13.  SPECIAL TERMS AND CONDITIONS:

13.1.  Extra Charges Not Allowed: The bid price shall be F.O.B. delivery to the location specified. No extra charges will be allowed for delivery, handling, loading, unloading, storage, etc.

13.2.  Renewal of Contract: At the sole discretion of TAX, and at a reasonable time (approximately 90 days) prior to its expiration, this contract may be renewed up to two additional one-year periods, upon agreement of both parties.

13.3.  Price Escalation/De-Escalation: Price adjustments may be permitted only for changes in the contractor’s cost of paper. No price increases will be authorized for 180 calendar days after the effective date of the contract. Price escalation may be permitted only at the end of this period and each 90 days thereafter and only where verified to the satisfaction of the purchasing office. TAX’s contract officer make the decision to allow or deny a request for increase based upon the documentation submitted by the contractor. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the Commonwealth. Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable just to the Commonwealth of Virginia; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. The purchasing office will notify the contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing office.

13.4.  Printing Pick-ups/Deliveries: The Contractor shall be responsible for all pickups and deliveries of all materials.

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SPECIFICATIONS

Quick Quote EVA001_QQ204495

FORM 760V INDIVIDUAL PAYMENT VOUCHERS

2 of 5

SPECIFICATIONS

Quick Quote EVA001_QQ204495

FORM 760V INDIVIDUAL PAYMENT VOUCHERS

STEP 1:

Multiply digit: / By: / Resulting in:
10 / 5 / M1
9 / 4 / M2
8 / 3 / M3
7 / 2 / M4
6 / 7 / M5
5 / 6 / M6
4 / 5 / M7
3 / 4 / M8
2 / 3 / M9
1 / 2 / M10

Step 2: Add M1 through M10.

Step 3: Divide sum by 11

Step 4:

a. If the remainder is 0 or 1, then the reminder is the check digit.

b. If the remainder is greater than 1, then subtract the remainder from 11. The product is the check digit.

Example: Number – 7435788478

Digit / Character / Multiplier / Total
10 / 7 / 5 / 35
9 / 4 / 4 / 16
8 / 3 / 3 / 9
7 / 5 / 2 / 10
6 / 7 / 7 / 49
5 / 8 / 6 / 48
4 / 8 / 5 / 40
3 / 4 / 4 / 16
2 / 7 / 3 / 21
1 / 8 / 2 / 16
260

Divide the total by 11 and determine the remainder

260/11 = 23 with the remainder = 7. Since the remainder is greater than 1, subtract it from 11. The product is the check digit. 11 – 7 = 4

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