10-Specifications.pdf

SCOPE

Harris County is soliciting bids for a term contract to provide and mail various communications and related items for Harris County for one (1) year beginning approximately March 1, 2026.

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to the bid must be submitted in writing within Bonfire. The deadline for submission of questions relating to this bid is listed on the Events Schedule within Bonfire. All questions submitted in writing prior to the deadline shall be compiled and answered in writing through Bonfire. A copy of all questions and answers shall be forwarded via fax and/or email to all firms. The County shall not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm prior to submitting your response. Failure to do so may result in disqualification of your response.

REQUEST FOR SAMPLES

A sample of the products bid may be required for inspection by Harris County after bids are opened, but prior to award of job. The sample(s) of the unsuccessful vendors shall be available for return after award. However, the sample(s) of the successful vendor(s) shall be retained for comparison with the product shipped, and then available for return. Harris County will coordinate the delivery and return of sample with the vendors.

ACCEPTANCE OF GOODS

Harris County reserves the right to test goods for quality and performance. Although the bid may be awarded and confirmed by a purchase order, the goods are subject to rejection if the product(s) fail to perform in accordance with all requirements and specifications, and/or fails to meet the needs of the end user.

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

INVOICING

Offerors shall submit all invoices to VendorInvoices@aud.hctx.net. All invoices shall include submission requirements stated in the specifications including, as applicable, completed certified payroll records and lien waivers. Accounts Payable Department; therefore, payment to the Contractor may take up to one (1) month from the date the invoice is initially approved by the Harris County using department and received in Accounts Payable. Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror for correction.

Supplemental Provide and Mail Various Communications and Related Items for Harris County

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable. Once a purchase order is issued, the using department will contact vendor directly to place orders.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Luke Herdrich immediately at Luke.Herdrich @pur.hctx.net.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

SPECIAL REQUIREMENTS

Specifications may reference name brands and/or model/part numbers. It is not the intent of Harris County to restrict these bids in such cases, but to establish a desired quality level of merchandise or to meet a pre-established standard due to like existing items. Offerors may offer items of equal stature and the burden of proof of such stature rests with offerors. If product/equipment other than the model and brand referenced in these specifications is offered, vendor should include descriptive literature, including specifications describing products offered as equal to or better than required. Harris County shall act as sole judge in determining equality and acceptability of products offered. Any substitutions of contract items must be of equal pricing and quality and must meet or exceed specifications as listed and be approved by Harris County Purchasing.

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the effect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown. Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the BidTable must be all-inclusive. -incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line-item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

The County may award to more than one (1) vendor as multi-award with each order placed with a vendor based on: (1) cost as provided in the submitted bid and (2) availability and location.

SPECIFICATION

The vendor shall provide comprehensive printing and mailing services for Harris County Precinct 4. Services shall include, but are not limited to, the printing of newsletters, flyers, brochures, booklets, rack cards, cards, folders, business materials, ceremonial materials, and event materials, as well as the preparation of certain printed items for mailing.

Quantities and runs are estimated. Harris County reserves the right to increase and/or reduce both quantities and runs at is sole discretion. Additionally, Harris County reserves the right to reject any print job that does meet requirements.

A. GENERAL REQUIREMENTS

1. Print Orders

Upon receipt of a print order from Precinct 4, the vendor shall produce and deliver a press proof within seven (7) business days for review and approval.

The press proof shall accurately represent final print quality, layout, color, formatting, and content.

2. Production Schedule Upon receiving written approval of the press proof from Precinct 4, the vendor shall complete full production of the order within fourteen (14) business days.

Production timelines shall apply to all print projects unless otherwise specified in an individual order.

3. Mail Preparation Services Most printed materials require direct mail preparation. The vendor shall:

Upon receipt of a print order from Precinct 4, produce and deliver press proof within seven (7) business days for review and approval.

Assemble, sort, and bundle mailings as required by United States Postal Service (USPS) mailing standards.

Ensure all mail pieces comply with USPS automation, size, weight, and formatting requirements.

Affix the approved Harris County postal indicia on applicable mail pieces.

4. Constituent Mailing Lists

Precinct 4 shall provide the vendor with updated constituent mailing lists prior to each printing project.

The vendor shall:

Maintain and update the mailing list between each printed edition, including the removal of duplicates, address standardization (CASS certification), and correction of invalid addresses.

Use the most current list provided in Precinct 4 for each mail job.

Protect all constituent information in accordance with applicable privacy, confidentiality, and data-handling requirements.

5. Postage and Mailing Requirements

Harris County will maintain and fund the postage account associated with all Precinct 4 mailings.

The vendor shall:

-Class or other designated

USPS postage classes.

Ensure that postage statements, documentation, and mail entry forms are accurately completed and submitted to USPS.

Notify Precinct 4 immediately if postage funds appear low or insufficient for any scheduled mailing.

6. Quality Assurance All printed materials shall meet professional print industry standards for color accuracy, clarity, alignment, and material quality.

Precinct 4 reserves the right to reject any print job that does meet approved Ensure that postage statements, documentation, and mail entry forms are accurately completed and submitted to USPS.

The vendor shall have a printing location should be within a 100-mile radius of the Harris County

Precinct 4 Service Center at 14444 Holderrieth Rd, Tomball, TX 77377, as Precinct 4 may inspect the workshop and printing plant for press checks.

7. Deliverables The vendor shall provide:

Press proofs for all print jobs.

Final printed materials completed within the required production timeline.

Completed mail preparation for all designated items.

Mailing documentation and reports upon request.

B. PRINTING

1. Newsletter

Specifications The vendor shall print a 12-page newsletter with the following requirements:

Paper Stock: 70# gloss text Printing: Full color, four-over-four (4/4) on all sides Finishing: Saddle-stitched Print Quality: High-resolution photo quality; colors, images, and typography must meet professional industry standards.

The vendor shall not alter the printing process, including substitution of paper or ink, without obtaining written approval from the Department in advance.

Artwork Submission and Proofs Harris County will provide finalized digital artwork to the vendor at least ten (10) business days prior to the required delivery date.

The vendor shall provide pre-proofs in Portable Document Format (PDF) for review and approval.

A signed proof or electronic approval from Harris County shall be obtained before any printing may begin.

No production work shall proceed without approved proofs.

Quantities and Print Runs The County anticipates approximately four (4) production runs, consisting of:

Two (2) runs of 297,000 copies each Two (2) runs of 135,000 copies each Total annual quantity: Approximately 870,000 pieces

Quantities are estimates and may vary. Harris County reserves the right to increase or decrease quantities per run.

Labeling and Mailing Preparation For each of the four (4) newsletter runs, the vendor shall:

Label, inkjet, or digitally overlay constituent names and addresses on each mailed piece.

Apply or print the Harris County postage indicia as required.

Ensure all mail preparation complies with USPS requirements for automation and presort mailings.

Delivery of Remaining Copies After completion of mailing for each run, the vendor shall:

Package and deliver all remaining copies (non-mailed) newsletters to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

Delivery shall occur within the production timeline established for each print order unless otherwise agreed upon.

2. Flyer

The vendor shall print a flyer with the following requirements:

Flat Size: 8- Printed 4/4 Full Bleed 9PT Matte Cover Paper Stock: white, 80# gloss text Printing: Full color, four-over-four (4/4) on two (2) sides

The vendor shall not alter the printing process, including substitution of paper or ink, without obtaining

Harris County will provide finalized digital artwork to the vendor at least eight (8) business days prior to the required delivery date.

The vendor shall provide pre-proofs in Portable Document Format (PDF) for review and approval.

A signed proof or electronic approval from Harris County shall be obtained before any printing

The County anticipates approximately thirteen (13) production runs for mailing, consisting of:

Six (6) runs of 75,000 copies each

Three (3) runs of 85,000 copies each Four (4) runs of 150,000 copies each Total annual quantity: Approximately 1,300,000 pieces

Labeling and Mailing Preparation For each of the Thirteen (13) Flyer runs, the vendor shall:

Label, inkjet, or digitally overlay constituent names and addresses on each mailed piece.

Apply or print the Harris County postage indicia as required.

Package and deliver all remaining copies (non-mailed) flyers to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

3. Large Postcards

The vendor shall print a large postcard with the following requirements:

Printed 4/4 Full Bleed 9PT Matte Cover Paper Stock: white, 100# gloss text

The vendor shall not alter the printing process, including substitution of paper or ink, without obtaining days prior to the required delivery date.

The vendor shall provide pre-proofs in Portable Document Format (PDF) for review and approval.

A signed proof or electronic approval from Harris County shall be obtained before any printing

The County anticipates approximately twelve (12) production runs for mailing, consisting of:

Four (4) runs of 20,000 copies each Four (4) runs of 50,000 copies each Two (2) runs of 75,000 copies each

One (1) runs of 180,000 copies each One (1) runs of 332,320 copies each Total annual quantity: Approximately 942,320 pieces

For each of the twelve (12) large postcard runs, the vendor shall:

Label, inkjet, or digitally overlay constituent names and addresses on each mailed piece.

Apply or print the Harris County postage indicia as required.

Package and deliver all remaining copies (non-mailed) large postcards to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

4. Record Newsletter Tri-fold Brochure

The vendor shall print a tri-fold brochure with the following requirements:

Printed 4/4 Full Bleed 9PT Matte Cover Trim, Score and Trifold

The vendor shall not alter the printing process, including substitution of paper or ink, without obtaining days prior to the required delivery date.

The vendor shall provide pre-proofs in Portable Document Format (PDF) for review and approval.

A signed proof or electronic approval from Harris County shall be obtained before any printing

The County anticipates approximately six (6) production runs for mailing, consisting of:

Five (5) runs of 113,000 copies each One (1) run of 332,000 pieces each

Total annual quantity: Approximately 897,000 pieces

For each of the six (6) Record Newsletter tri-fold brochure runs, the vendor shall:

Label, inkjet, or digitally overlay constituent names and addresses on each mailed piece.

Apply or print the Harris County postage indicia as required.

Package and deliver all remaining copies (non-mailed) Record Newsletter Tri-fold Brochure to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

5. Year in Review Newsletter Brochure:

The vendor shall print a tri-fold brochure with the following requirements:

Finished Size: 8 Printed 4/4 Full Bleed 9PT Matte Cover Trim, Score and Trifold

The vendor shall not alter the printing process, including substitution of paper or ink, without obtaining days prior to the required delivery date.

The vendor shall provide pre-proofs in Portable Document Format (PDF) for review and approval.

A signed proof or electronic approval from Harris County shall be obtained before any printing

The County anticipates approximately six (6) production runs for mailing, consisting of:

Five (5) runs of 113,000 copies each One (1) run of 332,000 pieces each Total annual quantity: Approximately 897,000 pieces

For each of the six (6) Year in Review Newsletter brochure runs, the vendor shall:

Label, inkjet, or digitally overlay constituent names and addresses on each mailed piece.

Apply or print the Harris County postage indicia as required.

Package and deliver all remaining copies (non-mailed) Year in Review Newletter Brochure to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

6. Hurricane Brochure Booklets:

The vendor shall print a 16-page tri-fold brochure with the following requirements:

Printed 4/4 Full Bleed 80# gloss text with bleed and saddle stiched Trim, Score and Trifold

The vendor shall not alter the printing process, including substitution of paper or ink, without obtaining days prior to the required delivery date.

The vendor shall provide pre-proofs in Portable Document Format (PDF) for review and approval.

A signed proof or electronic approval from Harris County shall be obtained before any printing

The County anticipates approximately one (1) production runs for mailing, consisting of:

One (1) run of 332,320 per run

For each of the one (1) Year in Review Newsletter brochure runs, the vendor shall:

Label, inkjet, or digitally overlay constituent names and addresses on each mailed piece.

Apply or print the Harris County postage indicia as required.

Package and deliver all remaining copies (non-mailed) Hurricane Brochure Booklet to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

7. Booklet

a. Brochure Booklet 12 or 16-page self- 80# gloss text, printed 4/4 with bleed and saddle stitched. There shall be multiple runs with a total of 5,000 pieces printed for delivery.

b. Short Report Booklet 12-saddle stitched. There shall be multiple runs with a total of 50 pieces printed for delivery.

c. Report Booklet 100- with 80# gloss text, printed 4/4 with bleed and saddle stitched. There shall be multiple runs with a total of 50 pieces printed for delivery.

d. Rules Booklet 28-page plus cover fin 100# uncoated, cover and a 60# text, printed 4/4 with bleed and saddle stitched. There shall be multiple runs with a total of 600 pieces printed for delivery.

e. Style Guide Booklet 36-page (finis -cover printed 4/4 with bleed and saddle stitched. There shall be multiple runs with a total of 400 pieces printed for delivery.

f. Mini Booklets ted, matte cover, and printed 4/4. There shall be multiple runs with a total of 5,000 pieces printed for delivery.

g. Simple Booklet 4-stitched booklet. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

Delivery of Booklets

Package and deliver all booklets to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

8. Rack Cards a.

multiple runs of 5,000 for a total of 50,000 pieces printed for delivery not mailing.

b.

horizontal perforation 2 inches from the bottom. There shall be multiple runs with a total of

20,000 pieces printed for delivery, not mailing.

Delivery of Rack Cards After completion of printing for each run, the vendor shall:

Package and deliver all rack cards to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

9. Cards

a. There shall be multiple runs with a total of 50,000 pieces printed for delivery.

b. on 100# gloss cover, printed 4/4 with bleeds. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

c.

runs with a total of 40,000 pieces printed for delivery.

d.

with a total of 8,500 pieces printed for delivery.

e. #130 cover printed 4/4, with gold embossing comes with 500 per set. There shall be multiple runs with a total of 100 sets printed for delivery.

f. #130 cover, printed 4/4 comes with 500 per set. There shall be multiple runs with a total of 500 sets printed for delivery.

g. Mini Golf Card 7" x 5" inches, folded in half to a final size of 3.5 x 5 inches, 100# uncoated, matte cover, 4/4. There shall be multiple runs with a total of 5,000 printed pieces for delivery.

Delivery of Cards

After completion of mailing for each run, the Contractor shall:

Package and deliver all Cards to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

10. Brochures bleeds and a vertical perforation on the right-hand panel. There shall be multiple runs with a total of 16,000 pieces printed for delivery.

b. Large bleeds. There shall be multiple runs with a total of 134,500 pieces printed for delivery.

c. Trifold Half- printed 4/4 with bleeds. There shall be multiple runs with a total of 9,000 pieces printed for delivery.

d. Roll Fold Brochure shall be five- printed 4/4 with bleeds. There shall be multiple runs with a total of 3,000 pieces printed for delivery.

e. Oversized Trifold z-printed 4/4 with bleeds. There shall be multiple runs with a total of 13,000 pieces printed for delivery.

f. Gatefold Brochure quad- 100# gloss text, printed 4/4 with bleeds. There shall be multiple runs with a total of 1,500 pieces printed for delivery.

g. Full Bleed, 80# Gloss Cover, with score, and trifold. There shall be multiple runs of 10,000 pieces with a total of 30,000 pieces printed for delivery.

Delivery of Brochures

Package and deliver all brochures to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

11. Folders and slits for business cards on one or both sides. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

b. Pocket Folders There shall be multiple runs with a total of 10,000 pieces printed for delivery.

c. Proclamation Folders on the cover; half-moon die cuts in four corners; and printed on 100# black linen cover stock. on ets. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

d.

and slits for business cards on one or both sides. There shall be multiple runs with a total of 1,000 pieces printed for delivery.

Delivery of Folders

Package and deliver all folders to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

12. Business Materials

Variable employee names. There shall be multiple runs with a total of 500 tags printed.

b. with bleed. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

c. Bi-linen, printed 4/4 with bleed. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

Delivery of Business Materials

Package and deliver all business materials to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

13. Ceremonial Materials

a. Certificate There shall be multiple runs with a total of 10,000 pieces printed for delivery.

b. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

c. Resolution P on white linen, 80# text, with gold foil embossing. There shall be multiple runs with a total of 1,000 pieces printed for delivery.

Delivery of Business Materials

Package and deliver all business materials to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

14. Event Materials

a. Door Hange diecut. There shall be multiple runs with a total of 10,000 pieces printed for delivery.

b. h a total of 2,000 pieces printed for delivery.

c. Programs There shall be multiple runs with a total of 3,000 pieces printed for delivery.

d. Programs bleeds. There shall be multiple runs with a total of 6,500 pieces printed for delivery.

e. Programs Booklet 8-gloss text, print 4/4 and saddle stitched. There shall be multiple runs with a total of 3,000 pieces printed for delivery.

f. Posters Mounted Extra- -coated bond stock, printed 4/0 a total of 50 pieces printed for delivery.

g. Posters Mounted Large 46 lb heavy-coated bond stock, printed 4/0 with with a total of 250 pieces printed for delivery.

h. Posters nd printed 4/0. There shall be multiple runs with a total of 25 pieces printed for delivery.

i. Posters -coated bond stock, printed 4/0 with el back for display.

There shall be multiple runs with a total of 150 pieces printed for delivery.

j. Posters -coated bond stock, and printed 4/0 with bleeds.

There shall be multiple runs with a total of 100 pieces printed for delivery.

k. Lawn Signs Standard 24 .

There shall be multiple runs with a total of 100 pieces printed for delivery.

l. Lawn Signs with metal H Stakes. There shall be multiple runs with a total of 400 pieces printed for delivery.

m. Banners sizes range from 38- - one run with a total of 20 pieces printed for delivery.

n. Oversized Banners - sizes around 15-foot x 5-foot oversized vinyl banner printed 4/0 with grommets. There shall be one run with a total of 4 pieces printed for delivery.

o. Vinyl Stickers sizes range from

There shall be multiple runs with a total of 22,000 pieces printed for delivery.

p. Podium Signs - 100# uncoated matte paper, and printed 4/0. There shall be multiple runs with a total of 25 printed pieces for delivery.

q. Hurricane Bags - 1 with a total 12,000 bags for delivery

Delivery of Event Materials

Package and deliver all event materials to:

Harris County Precinct 4 Service Center 14444 Holderrieth Rd Tomball, TX 77377

C. MAILING

All mailings for Precinct 4 shall be sent using the Precinct 4 postage permit indicia. All mailings shall be sent via Bulk Rate mail unless otherwise instructed. Vendor shall provide a mailing schedule upon receipt of mailing list including but not limited to: overlay or labeling the printed materials that require mailing (newsletters, postcards, brochures), presorting, delivery to the mail house, mail drop date and expected arrival to constituents. The vendor and/or its selected subcontracted mailing house is responsible for all United States Postal Service (USPS) compliance in printing and in mail preparation. Vendor and/or its mailing house shall correct any problems causing printed items to be undeliverable and bear the financial cost for the correction or reprinting.

Harris County Precinct 4 will provide vendors with all mailing lists based on Precinct 4 constituent database. Each printed project shall have its own individual mailing list. The vendor and mail house are also responsible for de-duping and running lists through the National Change of Address (NCOA) or FASTforward to verify the mailing list. Bad addresses shall be returned to Precinct 4 and not processed further. The vendor and/or its selected subcontracted mailing house in compliance shall notify or recommend any mailing issues such as tabs to mail print pieces that have extra requirements for mailing.

Notification should occur once the digital print files are received. Postage receipts shall be expected at the end of each printing job and mailing.

Postage shall not be included as part of the vendors pricing. Postage pricing is set by the Federal government and the rate cannot be competitively bid. Pricing changes only when the Federal government raises the rates. The vendor cannot add any extra to the actual cost of the postage. All the cost of postage will be provided by Harris County on the Bulk Permit and funds for the first-class postage as needed.

Postage receipts shall be provided to Precinct 4 after all mailing, failure to do so will cause termination of the contract. Only the actual cost of mailings shall be provided by Precinct 4 on their Bulk Permit and postage for first-class mailing will be provided as required, when needed.

The product shall be packaged to prevent damage during normal shipping, handling, and the elements.

Any damaged product shall be replaced in kind by the vendor at no additional charge for product or delivery. All artwork shall be returned to Harris County Precinct 4, 14444 Holderrieth Rd, Tomball, TX 77377, to the attention of Seth Cohen.