1 Printing Services for Gregg County, RFP 2026-13

REQUEST FOR PROPOSALS

The enclosed REQUEST FOR PROPOSALS (RFP) and accompanying documents are for your convenience in submitting an offer for the enclosed reference services for:

RFP# 2026-13

PRINTING SERVICES

FOR GREGG COUNTY, TEXAS

CLOSING DAY AND TIME: Sealed response will be received no later than:

2:00 P.M. CST Wednesday, June 17, 2026

MARK ENVELOPE:

RFP# 2026-13 Printing Services

RETURN RESPONSE TO:

Gregg County Purchasing Office Attn: Kelli Davis, Purchasing Agent 101 East Methvin Street, Suite 205

Longview, Texas 75601

QUESTIONS: regarding this solicitation should be directed to Kelli Davis at (903) 237-2686 kdavis@greggcounty.texas.gov on or before time and date. Information in response to any inquiry may be published as an addendum. Addendums can be found on the Gregg County website www.greggcounty.texas.gov on the Purchasing Department page.

mailto:kdavis@greggcounty.texas.gov http://www.greggcounty.texas.gov/

2 Printing Services for Gregg County, RFP 2026-13

TABLE OF CONTENTS

Cover Page Page 1

Table of Contents Page 2

Notice of Intent Page 3

Proposal Submission Instructions Pages 4-5 Deadline to submit questions

Terms and Conditions Pages 6-8 Criminal background check requirements Proposed Schedule

Scope of Services Pages 9-12

Proposal Submission Requirements/Instructions Pages 13-15

Evaluation Criteria and Process Pages 16-17

RFP Forms Section Pages 18-21

FORM A: Compliance with Federal and State Laws FORM B: RFP Signature Form FORM C: Conflict of Interest Information FORM D: Cost Proposal Fee Form (separate excel spreadsheet) FORM E: Insurance Certificate submittal FORM F: Addendum Form (if required) HB1295: (awarded vendor only)

Advertisement Page 25

Exhibit A: Standard Terms and Conditions

Exhibit B: Vendor Registration Instructions

Exhibit C: Gregg County Building Locations

This Table of Contents is intended as an aid to Respondents and not as a comprehensive listing of the RFP package. Respondents are responsible for reading this entire document and complying with all specifications.

3 Printing Services for Gregg County, RFP 2026-13

GREGG COUNTY, TEXAS

REQUEST FOR PROPOSALS

NOTICE OF INTENT

Issue Date: May 27, 2026 8:30am CST

Title: RFP# 2026-13 Printing Services for Gregg County

Issuing and Using Agency: Gregg County Attn: Purchasing Department Kelli Davis, Purchasing Agent 101 East Methvin, Suite 205 Longview, Texas 75601

Gregg County (“County”) is soliciting proposals from qualified Respondents to provide comprehensive printing services for County departments and offices. The selected Respondent(s) shall furnish high-quality printing, reproduction, finishing, mailing, and related services on an as-needed basis in accordance with the specifications, terms, and conditions outlined in this Request for Proposals (RFP). This document is issued in compliance with the County Purchasing Act Texas Local Government Code Chapter 262. Gregg County intends to contract with one or more service providers for these services.

The intent of this solicitation is to establish a contract with one or more qualified Respondents capable of providing timely, cost-effective, and professional printing services to support County operations, elections, administrative functions, and public safety departments.

SEALED PROPOSALS addressed to the Purchasing Agent of Gregg County, Texas must be received in the Purchasing Department at, 101 East Methvin, Suite 205, Longview, Texas 75601 or submitted online by uploading the required Bid/RFP on the Gregg County Bonfire Portal (see exhibit B for Bonfire Vendor registration procedures). Respondents must first be registered as a vendor of Gregg County to utilize the online Bonfire bid portal. Gregg County strongly encourages Respondents to utilize the online Bonfire portal. Vendor registration is FREE. Submittals are due no later than Wednesday, June 17, 2026 by 2:00PM CST.

It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Solicitation documents are now posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Respondents must first be registered to utilize the online bid system. Facsimiles will not be accepted. Paper documents may also be obtained from the office of the Purchasing Agent.

All documents relating to this RFP including but not limited to, the RFP document, questions and their responses, addenda and special notices will be posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/ and available for download by Respondents and other interested parties. It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Need Help?

Gregg County uses a Bonfire eProcurement for accepting and evaluating Bids/RFP’s digitally. Please contact Bonfire at support@gobonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc .

https://cogreggtx.bonfirehub.com/ mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

4 Printing Services for Gregg County, RFP 2026-13

PROPOSAL INSTRUCTIONS

Proposal Requirements: If Respondent plans to submit a paper proposal, Respondents shall send one (1) set of SEALED documents with original signatures and one (1) flash drive (jump, thumb) with their RFP packet. Gregg County strongly encourages Respondents to utilize the online Bonfire vendor portal. Respondent should upload their proposal on the Gregg County Bonfire portal at https://cogreggtx.bonfirehub.com/. Respondents must first be registered to utilize the Bonfire portal. Please refer to exhibit B for the registration process. All mailed/hand delivered responses shall be sealed and marked RFP# 2026-13 Printing Services for Gregg County, Texas and delivered to the address below by the closing date specified. A facsimile transmission is not an acceptable response to this RFP Process and will not be considered.

Gregg County Purchasing Kelli Davis, CPPB, NIGP-CPP

Purchasing Agent 101 East Methvin, St. 205 Longview, Texas 75601

Sealed RFP Required: All RFP’s must be sealed when returned to Gregg County. All proposals must be received in the office of the County Purchasing Agent or on the Gregg County Bonfire portal no later than 2: 00P.M.CST, June 17, 2026 (see purchasing office address above)

Addenda – No oral representations as to the meaning of the RFP will be made to any Respondent. Any explanation desired by a Respondent must be submitted in writing. (see questions deadline) Any changes, interpretations, or corrections to this document will be made by addenda. Addendums can be found on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Public Bid Opening: RESPONSES WILL BE received and publicly acknowledged at the Gregg County Purchasing Department at 101 East Methvin, Suite 205, 2nd Floor Courthouse, Longview, Texas 75601 at 2:00PM CST June 17, 2026. Respondents, their representatives and interested persons may be present.

Late bids/proposals/: Any responses received after the date and/or hour set for in this proposal document will not be accepted. The late Respondent will be notified and will advise Gregg County Purchasing as to the disposition by either pick up, return at bidder’s expense, or destroyed with written authorization.

Mail & Delivery of RFP: If responses are sent by mail to the Purchasing Department, the Respondent shall be responsible for actual delivery of the RFP to the Purchasing Department before the advertised due date and time.

If mail is delayed either in the postal service or in the internal mail system of Gregg County beyond the date and hour set for the RFP opening, responses thus delayed will not be considered and will be disposed of as authorized.

Questions/Contact Info: Respondents are encouraged to review this entire RFP Document. All questions regarding this RFP must be in writing and sent by email to Purchasing Agent Kelli Davis at kdavis@greggcounty.texas.gov or on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Contact with other personnel of the County other than the Purchasing Agent regarding the RFP may be grounds for elimination from the selection process.

DEADLINE TO SUBMIT QUESTIONS IS: 5:00PM CST, June 15, 2026.

mailto:kdavis@greggcounty.texas.gov

5 Printing Services for Gregg County, RFP 2026-13

Decline to submit response: If no response is to be submitted, do no return the solicitation. A letter should be sent to the Gregg County Purchasing Agent whether future solicitations for the type of supplies/services are desired. Failure of the recipient to notify Gregg County that future solicitations are desired may result in removal of the recipient from the mailing list for the type of supplies or services.

Submission Instructions for Respondents: Please follow instructions to submit Submission Statement via the Gregg County online Bonfire portal. Please note the type and number of files allowed. The maximum upload file size is 1000MB.

Please do not embed any documents within uploaded files as they will not be accessible or evaluated. Respondents may upload RFP’s at https://cogreggtx.bonfirehub.com/. See step by step process instructions in exhibit B.

Submission must be uploaded, submitted, and finalized prior to the closing time of the Bid/RFP. Gregg County strongly recommends that Respondents allow for sufficient time and at least one (1) day before closing time to begin the upload process and to finalize your submission.

Each item of requested information will only be visible after the closing time. Uploading large documents may take significant time depending on the size of the files and your internet connection speed. After submitting, Respondent will receive an email confirmation receipt with a unique confirmation number. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

6 Printing Services for Gregg County, RFP 2026-13

TERMS & CONDITIONS

Late Proposals:

Gregg County reserves the right to not accept late proposals. Each Respondent is responsible for insuring that responses to this RFP have been delivered by the date, time and to the location as specified in this Request for Proposal Document. The receipt of the responses submitted will be acknowledged as received only, and does not constitute any acceptance by Gregg County as an offer. Documentation will become a part of the Commissioners Court minutes only after selection is made, if any.

Contracting Authority:

Only the Commissioners Court of Gregg County, Texas acting as a body may enter into any type of agreement or contract on behalf of Gregg County. Department heads, other elected or appointed officials, are not authorized to enter into any type of agreement or contract on behalf of Gregg County, or to agree to any type of supplemental agreements or contracts for goods or services. Contracts are subject to review by the County’s attorney prior to signature by the authorized County official.

Disadvantages Business Enterprise (DBE) Gregg County is wholly committed to developing, establishing, maintaining, and enhancing minority business involvement in the total procurement process. The County, its contractors, their suppliers and sub-contractors, vendors of goods, equipment, services, and professional services, shall not discriminate on the basis of race, color, religion, national origin, age, handicap, or sex in the award and/or performance of contracts. However, competition and quality of work remain the ultimate standards in contractor, sub-contractor, vendor service, professional service, and supplier utilization. All vendors, suppliers, professionals and contractors doing business or anticipating doing business with Gregg County shall support, encourage and implement steps toward our common goal of establishing equal opportunity for all citizens of Gregg County.

BAFO:

Gregg County reserves the right to request Best and Final Offers from Respondents including any necessary re-scoring as a result of the Best and Final Offers received.

Cost of Preparation:

Costs of preparation of a response to this request are solely those of the Respondent including but not limited to any expenses incurred for interviews, presentations or negotiations. Gregg County assumes no responsibility for any such costs incurred by the Respondent. The Respondent also agrees that Gregg County assumes no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

Confidentiality during Evaluation Process:

All documents submitted as part of the Respondent’s offering will be deemed confidential during the evaluation process.

Rejection of Responses:

Gregg County reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest of the County, or to award a contract to the next most qualified Respondent if a successful Respondent does not execute a contract within 15 business days after approval of the selection by the Gregg County Commissioners Court.

7 Printing Services for Gregg County, RFP 2026-13

Ethics/Gratuities:

Gregg County may, by written notice to the Awarded Respondent, cancel any contract without liability to Awarded Respondent if it is determined by Gregg County that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by the Respondent, or any agent or representative of the Respondent, to any officer or employee of Gregg County with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. In the event this contract is canceled by Gregg County pursuant to this provision, Gregg County shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Awarded Respondent in providing such gratuities.

Compliance with RFP terms:

Respondents are cautioned that exceptions to these terms, conditions, and attachments may result in rejection.

Any awarded respondent will be expected to execute a contract separate from this document but includes this document as part of the contract.

Confidentiality:

Any material that is to be considered confidential in nature must be clearly marked as such and may be treated as confidential to the extent allowable in the Texas Public Information Act. Pricing information is not considered to be confidential. Trade secrets or confidential information MUST be placed in a separate envelope marked “CONFIDENTIAL INFORMATION” and each page must be marked “CONFIDENTIAL INFORMATION”.

Please be advised that Gregg County cannot and will not make any agreement to withhold information from the public that is contrary to the County’s responsibility under the Act.

Non-responsive / Proposal Rejections:

Proposals may be deemed non-responsive, among other reasons, for any of the following reasons:

1. Proposals containing inconsistencies.

2. Unbalanced value of terms.

3. Respondents may be disqualified and not considered, among other reasons, for any of the following specific reasons:

• Reason for believing collusion exists among the Respondents.

• Reasonable grounds for believing that any Respondent is interested in more than one submission for the work contemplated.

• The Respondent being interested in any litigation against the county.

• The Respondent in arrears on any existing contract or having defaulted on a previous contract.

• Lack of competency as revealed by a financial statement, experience.

• Respondents shall not owe delinquent property tax in Gregg County.

• Respondent past performance record with Gregg County.

Multiple Vendor Award:

Gregg County reserves the right to award multiple contractors and to designate contractors in terms of primary service providers and standby service providers.

Insurance Requirements:

Respondent shall furnish to the Counties Procurement and Purchasing Division evidence of insurance with the coverage conditions and policy limits set forth in Exhibit “A”, which is attached hereto and incorporated herein by this reference. Submitted evidence of coverage shall demonstrate strict compliance to all requirements. The County of Gregg shall be listed as an “Additional Insured”. Issuance of a work order is contingent upon the proper insurance documents. All insurance shall be maintained until work has been completed and accepted by the County. The Successful Respondent shall, at its sole expense, maintain in full force and effect at all times during

8 Printing Services for Gregg County, RFP 2026-13 the life of the agreement, insurance coverage's and limits (including endorsements), as described herein. Each policy shall provide the County with at least ten (10) days prior notice of any cancellation, non-renewal or material change to the insurance coverages. The requirements contained herein, as well as Counties review or acceptance of insurance maintained by any RFP responder are not intended to, and shall not in any manner, limit or qualify the liabilities and obligations assumed by any RFP responder under the Agreement.

PROPOSED SCHEDULE: This is just a proposed schedule; Gregg County reserves the right to change or extend the dates listed below at any time.

RFP issue date May 27, 2026 Deadline to submit questions June 15, 2026 by 5:00pm CST RFP proposal deadline June 17, 2026 by 2:00pm CST Committee evaluations June 18 – June 23, 2026 Committee Recommend to CC TBD

CRIMINAL BACKGROUND CHECKS

Criminal background checks will be performed on any Awarded Respondents, and employees that will require them to enter/work in any sensitive security areas at any of Gregg County’s Facilities. These include, but are not limited to, Gregg County Airport, Gregg County Courthouse, Gregg County Sheriff’s Department and/or Gregg County Jails and Gregg County Juvenile.

The following will apply to awarded vendor personnel.

The successful respondent shall provide information, including, but not limited to, name, date of birth, and driver’s license number for each individual who will be performing work on Gregg County property.

Vendor personnel who perform work on Gregg County property must submit to and pass a Sheriff’s

Department Criminal Background Check. That status must be maintained by all vendor personnel entering County buildings for the duration of the contract.

Criminal Background checks conducted by your Respondent may or may not be acceptable to certain departments depending on their particular requirements. The County reserves the right to conduct additional Criminal Background Checks as it deems necessary.

Award of a contract could be affected by your Respondents’ refusal to agree to these terms. Award could also be affected if your Respondent is unable to supply personnel who can pass a Criminal Background Check. The Criminal Background Check applies to the individual and not the company.

9 Printing Services for Gregg County, RFP 2026-13

SCOPE OF SERVICES

PURPOSE

Gregg County (“County”) is soliciting proposals from qualified Respondents to provide comprehensive printing services for County departments and offices. The selected Respondent(s) shall furnish high-quality printing, reproduction, finishing, mailing, and related services on an as-needed basis in accordance with the specifications, terms, and conditions outlined in this Request for Proposals (RFP).

The intent of this solicitation is to establish a contract with one or more qualified Respondents capable of providing timely, cost-effective, and professional printing services to support County operations, elections, administrative functions, and public safety departments.

The successful Respondent shall provide a full range of printing and related services including, but not limited to, the following:

General Printing Services Respondent shall provide high-quality commercial and digital printing services for County departments.

Services may include:

• Black-and-white printing

• Full-color printing

• Offset printing

• Digital printing

• Variable data printing

• Large-format printing

• High-volume copying and reproduction

• On-demand printing

Materials may include, but are not limited to:

• Letterhead

• Envelopes

• Business cards

• Forms and carbonless forms

• Brochures

• Flyers

• Posters

• Banners

• Newsletters

• Booklets

• Reports

• Manuals

• Training materials

• Court forms

• Public notices

• Maps and signage

• Promotional materials

10 Printing Services for Gregg County, RFP 2026-13

Design and Prepress Services Respondent may be required to provide graphic design, layout, formatting, and prepress services, including:

• File preparation and formatting

• Proofing and quality review

• Graphic design assistance

• Typesetting and layout

• Color correction

• Digital proof delivery

• Print-ready file conversion

The County reserves the right to approve all proofs prior to production.

Finishing and Bindery Services Respondent shall provide finishing services as requested, including:

• Folding

• Cutting and trimming

• Stapling

• Collating

• Hole punching

• Spiral binding

• Perfect binding

• Saddle stitching

• Laminating

• Padding

• Numbering

• Perforating

• Shrink wrapping

Delivery Services Respondent shall provide pickup and delivery services for completed print materials and original documents to and from the Gregg County office or department placing the order.

Delivery requirements include:

• Pickup of original documents, artwork, or materials from County offices when required

• Secure handling and transport of original documents and sensitive materials

• Return of original documents to the requesting department upon completion of services

• Delivery to County offices and facilities within Gregg County

• Coordination with department representatives for delivery scheduling

• Protection of materials during transport

• Timely delivery in accordance with agreed schedules

• Delivery confirmation upon request

• Ability to accommodate multiple delivery locations when necessary

Respondent shall identify any delivery limitations, schedules, or additional charges in the proposal.

If the Respondent is unable to perform a requested printing job or service, the Respondent shall promptly notify the Gregg County Purchasing Office via email. The notification shall include the reason the job cannot be completed, any known limitations, and, if applicable, recommendations for alternative solutions or subcontracted services.

11 Printing Services for Gregg County, RFP 2026-13

Ordering and Customer Service Requirements Respondent shall:

• Designate a primary account representative

• Provide responsive customer service during normal business hours

• Accept orders electronically via email or online ordering platform

• Confirm receipt of orders within one (1) business day

• Provide estimated completion dates for all orders

• Notify the County of any delays or issues impacting delivery schedules

• Maintain confidentiality of County information and documents

Turnaround Time Respondent shall provide standard and rush turnaround options.

Unless otherwise agreed:

• Standard print jobs should be completed within three (3) to seven (7) business days

• Rush orders should be accommodated when feasible

• Emergency or time-sensitive projects may require expedited production

Respondent shall clearly identify any additional charges for expedited services.

Delivery Requirements Respondent shall deliver completed materials to designated County facilities within Gregg County.

Delivery requirements include:

• Packaging materials to prevent damage

• Coordinating deliveries with department representatives

• Providing delivery confirmation upon request

• Meeting agreed delivery deadlines

Delivery charges, if any, shall be clearly identified in the proposal.

Quality Standards All printed materials shall:

• Be free from defects

• Match approved proofs

• Use high-quality inks and materials

• Maintain consistent color quality

• Meet industry printing standards

• Be produced using professional-grade equipment

The County reserves the right to reject any materials that fail to meet specifications or quality standards.

Compliance Requirements Respondent shall comply with all applicable:

• Federal laws

• State of Texas laws

• Gregg County policies

• OSHA requirements

• Environmental regulations

12 Printing Services for Gregg County, RFP 2026-13

• USPS regulations

• ADA accessibility requirements, where applicable

Respondent shall maintain all required licenses, permits, and insurance throughout the contract term.

Sustainability and Environmental Practices The County encourages environmentally responsible practices. Respondents are encouraged to use sustainability practices where possible:

• Use of recycled paper products

• Sustainable printing practices

• Environmentally friendly inks and materials

• Waste reduction and recycling programs

• Energy-efficient production processes

Contract Term The County anticipates awarding a contract for an initial term of one (1) year with the option to renew for additional terms as approved by the Gregg County Commissioners Court.

Pricing Requirements Respondent shall provide detailed pricing for services including, but not limited to:

• Per-unit printing costs

• Setup charges

• Design services

• Binding and finishing services

• Mailing services

• Delivery charges

• Rush order pricing

• Large-format printing

Pricing shall remain firm for the duration of the contract unless otherwise specified.

13 Printing Services for Gregg County, RFP 2026-13

PROPOSAL SUBMISSION REQUIREMENTS/INSTRUCTIONS

All proposals must follow the same format. No exceptions to this format will be accepted. To be considered for evaluation, proposals must address all required components in the order listed below.

The purpose of the required format is to simplify the proposal preparation and evaluation process and ensure all proposals receive a fair and consistent review.

All proposals shall include the following sections:

All proposals must include the following components:

Section Topic 1 RFP Instruction Compliance 2 Respondent Profile and Experience 3 Proposed Cost 4 Printing Services Capabilities and Turnaround 5 Sustainability Practices

Proposal Components

1. RFP Instruction Compliance Provide a one- or two-page cover letter. Include the original signed cover letter with the original proposal and a copy with each proposal copy submitted.

The Cover Letter should include:

• A brief statement of the Respondent’s understanding of the requested printing services

• The name, title, phone number, email address, and street address of the individual authorized to respond to questions regarding the proposal

• Highlights of the Respondent’s qualifications and ability to provide professional printing and related services

• Confirmation of the Respondent’s ability to meet required turnaround times and delivery requirements

All required forms must be completed and submitted, including:

• Cost Proposal Form

• Compliance with Federal and State Laws

• RFP Signature Form

• Conflict of Interest Questionnaire, if applicable

• HB1295 Form (awarded vendor only)

• Addendum Form (If applicable)

• Any additional forms required by the RFP

14 Printing Services for Gregg County, RFP 2026-13

2. Respondent Profile and Experience

Experience Objectives The County seeks Respondents with demonstrated experience and qualifications in providing commercial printing and related services comparable in size and scope to the services described in this RFP.

Respondents should demonstrate the following objectives:

• Experience providing commercial printing services for government entities, public agencies, or similarly sized organizations

• Experience managing high-volume, on-demand, and time-sensitive printing projects

• Capability to provide a full range of printing, finishing, delivery, and related services

• Sufficient staffing, equipment, and production capacity to support County operations

• Ability to meet required turnaround times, including rush or emergency orders

• Established quality control and proofing procedures

• Responsive customer service and account management practices

• Successful completion of similar projects within the last three (3) to five (5) years

• Positive references demonstrating reliability, quality, and timely performance

Provide the following information regarding your company:

• Company name, address, email address, phone number, and fax number

• Number of years in business

• Number of employees

• Location(s) of offices that will provide services under this contract

• Description of the company’s experience providing commercial printing and related services

• Description of equipment and production capabilities available to support the County’s printing needs

• Experience providing services for government entities, public agencies, or similar organizations

Provide at least five (5) relevant project references demonstrating experience with similar printing services.

Include:

• Name of organization

• Project description

• Services provided

• Contact person and phone number/email address for reference

Identify the key personnel assigned to this contract and include:

• Position/title

• Relevant experience

• Certifications or professional qualifications, if applicable

• Responsibilities related to this contract

3. Proposed Cost – located in excel document Respondents shall complete and submit the Cost Proposal Spreadsheet/Form provided by Gregg County. The Cost Proposal Form shall be completed in its entirety and included with the proposal submission.

Respondents shall:

• Complete all applicable pricing fields

• Enter “N/A” for services not offered

• Identify any additional fees or charges not specifically listed

• Not alter the format of the Cost Proposal Spreadsheet/Form provided by Gregg County

Pricing shall remain firm for the duration of the contract unless otherwise stated in the proposal.

15 Printing Services for Gregg County, RFP 2026-13

4. Printing Services Capabilities and Turnaround Describe the Respondent’s ability to provide the services outlined in the Scope of Services, including:

• Production capabilities and available equipment

• Standard turnaround times

• Rush and emergency order capabilities

• Quality control procedures

• Delivery and pickup procedures

• Ability to accommodate multiple County departments and locations

• Online ordering or electronic submission capabilities

• Confidentiality and secure handling of County documents

• Proofing and approval procedures

Respondents should also identify any subcontracted services and describe how those services will be managed.

5. Sustainability Practices Please identify any environmentally responsible practices utilized by your company, including but not limited to:

• Use of recycled paper products

• Environmentally friendly inks and materials

• Waste reduction and recycling programs

• Energy-efficient printing equipment

• Sustainable production processes

Additional Instructions

• Respondents shall not alter the spreadsheet or pricing form format provided by Gregg County.

• Respondents shall enter “N/A” for any services not offered.

• Additional notes or comments may be placed beside the applicable item or in designated comment areas.

16 Printing Services for Gregg County, RFP 2026-13

EVALUATION CRITERIA AND PROCESS

The Gregg County Purchasing Department will guide the evaluation of responses received to this Request for Proposals (RFP). An Evaluation Committee will be established to evaluate, score, and rank the submitted Proposals based on the evaluation criteria identified in this RFP. The Evaluation Committee may consist of representatives from various County Departments, and Gregg County reserves the right at its sole discretion to include additional Department(s), Employee(s), Consultant(s), Contractor(s), or subject matter experts in the evaluation process as deemed necessary and in the best interest of the County.

After the public opening of submissions, the Evaluation Committee will review and evaluate the proposals received. Following the initial evaluation, the County may establish a short list of Respondents for further consideration. Gregg County reserves the right at its sole discretion to request additional information, clarifications, references, presentations, demonstrations, interviews, work samples, sample reports, prior project examples, or other supporting documentation from Respondents at any stage of the procurement process.

Gregg County further reserves the right to interview, request presentations or demonstrations from one, two, some, all, or none of the Respondents and is under no obligation to conduct interviews, presentations, demonstrations, or additional evaluation activities with any Respondent.

Presentations and Demonstrations During the evaluation process, Gregg County may, at its sole discretion, request Respondents to provide oral presentations, product demonstrations, interviews, or additional information. Respondents invited to participate in such activities will receive additional instructions from the County. Respondents must be prepared to provide virtual presentations and/or demonstrations as an alternative to in-person meetings if requested by Gregg County. All costs incurred by Respondents related to presentations, demonstrations, interviews, or supplemental submissions shall be the sole responsibility of the Respondent.

If presentations, demonstrations, or interviews are conducted, the Evaluation Committee may re-evaluate and re-score proposals using the same evaluation criteria established for the initial review process. Any revised scoring resulting from demonstrations, presentations, interviews, clarifications, or Best and Final Offers may supersede the original scoring.

Requests for Information and Clarifications Gregg County reserves the right at its sole discretion to request additional information or clarifications from any Respondent or to permit corrections of errors or omissions when deemed in the best interest of the County.

Gregg County may request references, work samples, prior project documentation, or additional supporting materials to assist in evaluating qualifications, experience, and overall best value to the County.

Contract Negotiations The Gregg County Purchasing Department may conduct contract negotiations with the highest ranked Respondent(s) along with representatives from applicable County Departments. Gregg County reserves the right at its sole discretion to determine whether pursuing contract negotiations is in the best interest of the County and is under no obligation to enter into a Contract as a result of this RFP.

Best and Final Offers (BAFO) Respondents with the highest evaluated scores may be invited to submit a Best and Final Offer (BAFO) for consideration by the Evaluation Committee. Gregg County reserves the right at its sole discretion to determine whether requesting BAFO(s) is in the best interest of the County and is under no obligation to pursue BAFO(s).

17 Printing Services for Gregg County, RFP 2026-13

If BAFO(s) are requested, Gregg County reserves the right to conduct additional evaluations and re-scoring based upon the BAFO submissions received. In the event Gregg County elects not to pursue BAFO(s), contract negotiations may proceed based upon the final rankings established during the evaluation process.

Reservation of Rights Gregg County reserves the right at its sole discretion to determine the process for proposal evaluation and may elect to accelerate, combine, eliminate, modify, or add any or all evaluation phases, procedures, requirements, or methodologies as deemed to be in the best interest of the County. Gregg County reserves the right, without prejudice, to reject any or all proposals, waive minor informalities or irregularities, and accept the proposal determined to provide the best value and be in the best interest of the County.

In accordance with Texas Local Government Code §271.905, the Commissioners Court may award a contract for certain goods or services to a local vendor whose proposal is within five percent (5%) of the lowest responsible non-local proposal, provided the Court determines that awarding the contract to the local vendor offers the best value to Gregg County.

Respondents shall have NO contact regarding this RFP with any known member of the Evaluation Committee, member(s) of the Gregg County Commissioners Court or their staff, or any other Gregg County elected officials or their staff prior to award. Any unauthorized contact regarding this RFP may result in the Respondent’s disqualification and removal from consideration. Contact may only be initiated by the Gregg County Purchasing Department for purposes of evaluation and clarification.

Gregg County reserves the right without prejudice to reject any or all proposals to this RFP, waive minor informalities or irregularities, and accept the proposal determined to be in the best interest of the County.

Evaluation Criteria

RFP instructions compliance 20 points Respondent Profile and Experience 35 points Proposed Cost 35 points Printing Capabilities and Turnaround 10 points

18 Printing Services for Gregg County, RFP 2026-13

Required Forms

19 Printing Services for Gregg County, RFP 2026-13

Form A

COMPLIANCE WITH FEDERAL AND STATE LAWS

Certification of Eligibility By submitting a RFP in response to this solicitation, the Respondent certifies that at the time of submission, they are not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event of placement on list between the time of RFP submission and time of award, the Respondent will notify Gregg County Purchasing Agent. Failure to do so may result in terminating this contract for default.

Verification No Boycott Israel As required by Chapter 2270, Government Code, the selected firm must verify that it does not boycott Israel and will not boycott Israel through the term of this Agreement. For purposes of this verification, “boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

Foreign Terrorist Organizations Pursuant to Chapter 2252, Texas Government Code, the selected Firm must represent and certify that, at the time of execution of an Agreement neither the Firm, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapters 806 or 807 of the Texas Government Code, or Subchapter F of Chapter 2252 of the Texas Government Code, or (ii) is a company listed by the Texas Comptroller of Public Accounts under Sections 806.051, 807.051, or 2252.153 of the Texas Government Code.

The term "foreign terrorist organization" in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government Code.

Disclosure of Interested Parties The law states that a governmental entity may not enter into certain contracts with a non-exempt business entity unless the business submits a disclosure of interested parties to the governmental entity. By submitting a RFP in response to this solicitation, the Respondent agrees to comply with HB 1295, Government Code 2252.908. Respondent agrees to provide Gregg County Purchasing Agent, and/or requesting department, the “Certificate of Interested Parties,” Form 1295 as required, within ten (10) business days from notification of pending award, renewal, amended or extended contract.

Energy Company Boycotts Pursuant to Section 2276.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies, and (2) will not boycott energy companies during the term of the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Firearm Entities and Trade Associations Discrimination Pursuant to section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent verifies that: (1) it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Signature:____________________________________ Date:___________________________

Name and Title (please print):______________________________________________________

Business Name:__________________________________ Contract/Bid No:_______________

20 Printing Services for Gregg County, RFP 2026-13

Form B

RFP SIGNATURE FORM (non-collusion)

The undersigned, on behalf of and as the authorized representative of Respondent, agrees this Proposal becomes the property of Gregg County after the official opening.

The undersigned Respondent has familiarized itself with the local conditions under which the work is to be performed;

satisfied itself of the conditions of delivery, handling and storage of equipment and all other matters that may be incidental to the work, before submitting a proposal.

The undersigned agrees, on behalf of Respondent, that if this Proposal is accepted, to furnish all materials and services upon which price(s) are offered, at the price(s) and upon the terms and conditions contained in the Scope of Work. The period for acceptance of this Proposal will be (60) calendar days.

The undersigned Respondents that they are duly authorized to execute a contract with Gregg County and that this Proposal has not been prepared in collusion with any other Respondent, nor any employee of Gregg County, and that the contents of this Proposal have not been communicated to any other Respondent or to any employee of Gregg County prior to the official opening of this RFP.

Respondent hereby assigns to Gregg County all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

The undersigned Respondents that they have read and do understand the scope of work and any attachments contained in this solicitation. Failure to sign and return this form could result in the rejection of the entire submission.

Signature:_______________________________________ Date:______________________________

LEGAL NAME AND ADDRESS OF RESPONDENT:

Name _______________________________________Title_____________________________

Tel. No._________________________________ Email:._______________________________

Address:_____________________________________________________________________

COMPANY IS:

Business included in a Corporate Income Tax Return? _____YES _____NO

Corporation organized & existing under the laws of the State of ____________________

Partnership consisting of __________________________________________________

Individual trading as ________________________________________________________Principal offices are in the city of ______________________________________________

21 Printing Services for Gregg County, RFP 2026-13

Form C

To: Vendors of Gregg County, Texas

From: Kelli L. Davis, CPPB, CPP, Purchasing Agent

Re: Certificate of Interested Parties Form

Dear Vendor;

Original completed Certificate of Interested Party Forms (FORM 1295) should be filed using the link below:

https://www.ethics.state.tx.us/filinginfo/1295/

Applicable Law 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.

The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million, or (3) is for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

Starting on January 1, 2016, the commission made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

FORM D – COST PROPOSAL SPREADSHEET (located in Excel File)

FORM E – INSURANCE CERTIFICATE

FORM F - ADDENDUM FORM (if any addendums) https://www.ethics.state.tx.us/filinginfo/1295/ https://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php

22 Printing Services for Gregg County, RFP 2026-13

Gregg County Purchasing Department Kelli L. Davis, CPPB Purchasing Agent

101 E. Methvin St., Suite 205, Longview, Texas 75601 Phone (903) 237-2684 Fax (903) 237-2682 purchasing@co.gregg.tx.us

May 18, 2026

To: Longview News-Journal

From: Kelli L. Davis, CPPB, NIGP-CPP

Subject: Advertisement RFP# 2026-13 Printing Services

Please run the following ad on Wednesday, May 27 and Wednesday, June 03, 2026 in the Longview-News Journal.

PUBLIC NOTICE

Sealed proposals will be received by Gregg County Purchasing Agent, Kelli Davis at the Purchasing Department, at 101 E. Methvin St., Suite 205, Longview, TX 75601 or on the Gregg County Bonfire Portal @ https://cogreggtx.bonfirehub.com/, by Wednesday, June 17, 2026 by 2:00 PM (CST) for RFP 2026-13, Printing Services for Gregg County.

Late Bids will not be accepted. The RFP Packet will be available on Wednesday, May 27, 2026 at 8:30 am (CST) by visiting the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/. Respondents must first be registered with Gregg County through the Bonfire Portal at https://cogreggtx.bonfirehub.com/ .

Registration is free. Payment will be made after items have been received in accordance with award, if any.

Respondents must bid unit costs, but may offer lump sum discounts. Gregg County reserves the right to accept or reject in whole or in part any bid received and to waive any irregularities or formalities in the best interest of Gregg County.

mailto:purchasing@co.gregg.tx.us https://cogreggtx.bonfirehub.com/ https://cogreggtx.bonfirehub.com/