Vital Records Certification Document Paper

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	518210 - Data Processing, Hosting, and Related Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Mar 17, 2026
Due Date:	Mar 31, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Vital Records Certification Document Paper

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 17, 2026

March 24, 2026 – 4:30 PM (EST)

March 31. 2026 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

AND

https://vtbuys.suppliers.vermont.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2f

homepage

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS SOLICITATION.

STATE CONTACT:

E-MAIL:

Stefanie Malmstein, State Commodity Procurement Administrator

SOV.ThePathForward@vermont.gov

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting, on behalf of the Vermont Department of Health (hereinafter the “State”) is seeking to

establish contracts with one or more companies that can provide Vital Records Certification Document

Paper.

1.1.1.Title 18 V.S.A. § 5001 (a) requires the use of “security paper” for the issuance of certified copies of

vital records. These copies are the target of fraud and theft which is a growing national problem.

Therefore, we must integrate as many security features into our paper as reasonable to counter the

threat of modification or duplication by other parties.

1.1.2.The State is choosing to pursue a contract with an experienced organization for the production,

storage and delivery of the certification document paper.

1.2. SECURITY: Due to the security involved with the production of this type of paper, proposals will only be

accepted from organizations that meet the following criteria:

1.2.1. The organization is an existing business that currently produces, stores, and delivers certification

document paper to local, state, and/or federal agencies.

1.2.2. The organization can restrict the printing of certification document paper to its’ facilities within the

U.S.;

1.2.3. The organization complies with the requirements, restrictions and other safeguards

described in the operational manual prepared by the National Industrial Security Program

(NISP) to prevent

unauthorized disclosure of classified information released by the U.S.

Government Executive branch Departments and Agencies to their contractors. The manual also

prescribes requirements, restrictions, and other safeguards to protect special classes of classified

information.

1.2.4. The organization is certified to the latest version of one or both of these security standards:

ANSI/NASPO Security Assurance Standard v. 2024.

ISO 14298:2021 – Management of security printing processes.

1.2.5. The organization has a minimum of five (5) years’ experience in the provision of certification

document paper;

1.2.6. The organization is financially stable and not currently in bankruptcy or reorganization, nor has

been so within the past three (3) years;

1.2.7. The organization currently provides certification document paper to a minimum of three (3) Vital

Records’ Offices in the U.S.;

1.2.8. The organization has appropriate security and theft prevention measures in place to safeguard the

State’s products and information , and has passed at least one external third-party audit within the

past 18 months;

1.2.9. The organization can provide secure production, storage, and delivery, with tracking of all

certification document paper;

1.2.10.The organization can agree to maintain the confidentiality of any and all details concerning the

State’s protective features for the certification document paper. The successful bidder may be

required to complete a non-disclosure agreement in a form acceptable to the State.

1.2.11.If an organization finds that any of the above qualifications cannot be met or considers them

unnecessary, the organization should submit a statement during the question Period. The

statement must detail which of the qualifications are considered unnecessary and an impediment to

bidding, and a description as to why the qualification(s) should be waived. The State will determine

if the qualifications(s) can be waived and note any waived qualifications in the release of answers

to the questions received during the Questions Period.

Revised August 21, 2025

Page 2 of 26

1.3. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of two years with

an option to renew for up to three additional twelve-month periods. The State anticipates the start date for

such contract(s) will be April 1, 2026.

1.4. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in

writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with

any other individual from the State concerning this solicitation is strictly prohibited and may result in

disqualification.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation

or wishing to comment on any requirement of the solicitation must submit specific questions in writing no

later than the deadline for question indicated on the first page of this solicitation. Questions may be e-

mailed to the point of contact on the front page of this solicitation. Questions or comments not raised in

writing on or before the last day of the question period are thereafter waived. At the close of the question

period a copy of all questions or comments and the State's responses will be posted on the State’s web

site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 5.1 below.

1.6. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the

State through the issuance of an Addendum to this solicitation and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

1.7. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are

estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual

purchases may be higher or lower depending on the State’s needs.

2. DETAILED REQUIREMENTS:

2.1. Production of Certification Document Paper: The State requires the production of Certification

Document Paper that meets the following specifications:

2.1.1.Archival Quality: The paper must be “permanent and endurable,” which is the common terminology

for archival quality. The bidder must supply five (5) sheets of the proposed archival quality paper so

that the State may test in in various laser printers.

2.1.2.Laser Toner Retention Coating: The paper shall be treated to enhance toner adhesion during laser

printing. The heat from the laser printer will activate a chemical reaction that fuses the toner to the

paper.

2.1.3.Full Chemical Sensitivity: The paper shall contain full chemical sensitivity to protect against

chemical alteration. The paper must react to solvents and be erasure sensitive. For example, the

paper shall be sensitive to: oxidants (i.e., bleach), solvents (i.e., Acetone), alcohol (i.e., methanol),

and acids/bases (i.e., sulfuric acid). Use of these agents will cause a noticeable stain to appear.

2.1.4.True Security Watermark: A minimal two tone standard Fourdrinier watermark formed into the

paper that cannot be reproduced on a scanner or copier shall be included.

2.1.5.Invisible Security Fibers and Serialization: The paper shall contain a security fiber that can only be

seen when using a standard UV lamp. Also, there shall be a repeating serial number that is invisible

and can only be seen when using a standard UV lamp. The repeating serial number shall be

provided by the Vital Records’ Office upon award of the contract.

2.1.6.Screened State Seal: The paper shall contain the State seal imprinted as a screened image on the

face of the document.

2.1.7.Prismatic Print Background: The paper shall contain a prismatic background by blending at least 2

– 3 colors through the body.

Revised August 21, 2025

Page 3 of 26

2.1.8. Thermochromic ink: A heat sensitive ink shall be applied to a band of repeating state seals on the

back of the paper.

2.1.9. Engraved Intaglio Printed Border and Engraved State Seal and outlined text: A standard

Intaglio printed border (green ink) with an engraved state seal shall be included. “STATE OF

VERMONT” and “CERTIFICATION OF VITAL RECORD” shall be outlined in the top border.

2.1.10. Engraved Microprint Line: An engraved microprint line in green ink shall be included. The

microprint line will be a continuous, repeated line along the interior of the bottom border. It shall only

be legible under a magnifying glass and will appear as a straight blurred line when copied. The

microprint line shall read as “Vermont Vital Record.”

2.1.11. Engraved Intaglio Latent Images: The paper shall include the letters “V” (for Vital) and “R” (for

record) in the corners of the top border, and viewable when the paper is laying flat at eye-level in

natural light.

2.1.12. VOID Feature: The paper shall include the hidden word “VOID” in the background. When color

copied, the word “VOID” shall appear on the copied document.

2.1.13. Sequential Control Numbering and Bar Coding: The paper shall contain sequential control

numbering and bar coding. The numbering schema (e.g., length; format; location) and starting

number shall be provided by the Vital Records’ Office upon award of the contract.

2.1.14. Hologram: The paper shall include a standard security hologram. The hologram must be applied

to the paper through a hot stamping method and not label application. The hologram must not impact

the ability to print copies on a standard laser printer.

2.1.15. If the bidder feels that the use of any of these security features, alone or in combination together,

will significantly impact the ability to print a certified copy from a standard laser printer, this fact should

be noted in the RFP response. A brief explanation of the technical problem and a proposed solution

(i.e., substitution for another feature) should be included.

2.1.16. Bidders may propose alternative micro-print wording, serialization, text, or other embedded

notations if it is felt that the State is requesting text or numerals that are too generic and should be

modified to improve the security feature.

2.2. The production of the certification document paper must occur within a secure environment that includes:

2.2.1.Alarm systems

2.2.2.Secure locked work areas

2.2.3.Security cameras

2.2.4.Card key id access

2.2.5.Security policies and procedures manual on file.

2.2.6.All of the vendor’s employees that are involved in the production must have passed a background

check. The winning bidder will need to provide a written statement that the employees involved with

the production and storage of the State’s paper have background checks on file. No person involved

with a felony can be involved with production, or have access to materials (pre- or post-production) of

the State’s paper.

2.3. Storage of Certification Document Paper: The State requires that the vendor shall produce and store

the certification document paper at the vendor’s warehouse until requested for shipping by the designated

Vital Records’ contact. The vendor must provide the following services:

2.3.1.Volume: The vendor shall store up to 200,000 sheets of the State’s certification document paper

during each contract year. Bidders must include a description of how the paper is organized (e.g.,

sheets per carton, case, etc.).

Revised August 21, 2025

Page 4 of 26

2.3.2.Space: The vendor’s warehouse facility shall be a secure area and include (but not be limited to) the

following security features:

2.3.2.1. Alarmed entrances and emergency exits

2.3.2.2. Camera monitored exterior windows

2.3.2.3. Controlled roof access

2.3.2.4. Internal secure areas

2.3.2.5. Restricted access areas

2.3.2.6. Key controls.

2.3.2.7. The State’s paper supply shall be stored separate from any other organization’s paper.

This may be a locked “cage” or other separation device that ensures the State’s paper is not

stacked next to, upon, or among any other organization’s crates or cartons of paper.

2.4. Warehouse Employees: All of the vendor’s warehouse employees that are involved in the storage and

shipping must have passed a background check. The winning bidder will need to provide a written

statement that the employees involved with the storage and shipping of the State’s paper have

background checks on file. No person involved with a felony can have access to the storage area of the

State’s paper.

2.5. Packing: The State’s paper shall be packed in reinforced cardboard cases with chip board protecting the

document on the top and bottom of the case.

2.6. Inventory: The vendor shall maintain an inventory of the State’s paper, including but not limited to the

location, the amount, and any special handling requirements.

2.7. Disaster Protection: The vendor must have appropriate disaster prevention technology in place to

provide a reasonable level of protection for the State’s stored paper. This includes, but is not limited to,

fire suppression, wind / water protection, and earthquake / tremor protection.

2.8. The State reserves the right to make an on-site visit of the production and warehouse facilities at any time

during the contract period. The State would provide 30 days advance notice of an intended visit. Bidders

must state in their proposals that they agree to accommodate any site visits by the State if provided with

the 30 day notice.

2.9. Tracking and Delivery of Certification Document Paper: The State requires the tracking and delivery of

Certification Document Paper that meets the following specifications:

2.9.1.Release of State Paper: The vendor shall release to the State a supply of the certification document

paper upon request from the designated Vital Records’ contact. The release shall be confirmed in

writing (email is fine) to the Vital Records’ contact. Releases shall occur within 48 hours of the

request and there shall be no charge for the release.

2.9.2.Minimum Release Amount: The vendor shall not require a minimum release of paper larger than

one case containing 2,000 sheets.

2.9.3.Identification: Each carton and case of the certification document paper shall be clearly labeled to

show the requisition number, form number, and start and end numbers. All cases shall be

sequentially numbered and secured with an appropriate type of protective tape to prevent the case

from splitting open and to identify if the contents have been accessed.

2.9.4.Shipping: All shipments must be tracked via the freight company. The Vital Records’ contact shall

be provided with tracking information upon release of the paper to the freight company. Confirmation

or proof of delivery must be provided for all deliveries unless otherwise stated by the Vital Records’

contact. The State reserves the right to require the use of a specific freight company. Typically, the

State will accept shipments from FedEx and UPS. However, the State may choose to change the

Revised August 21, 2025

Page 5 of 26

This page summarizes the opportunity, including an overview and a preview of the attached documents.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Vital Records Certification Document Paper	03/24/2026 04:30PM		03/31/2026 04:30PM

Vital Records Certification Document Paper

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