ESBD_401510_1741720797541_Specifications2025.pdf

INVITATION FOR BID - PRODUCTION AND DISTRIBUTION OF ATTORNEY LICENSE

CERTIFICATES

Class No. 966 – PRINTING SERVICES Item No. 28 - Engraved & Embossed Awards, Certificates & Stationery, etc.

Scope of Services:

This solicitation is for the production and distribution of the attorney license certificate documents issued by The Supreme Court of Texas using an online ordering platform.

General Description:

The Supreme Court of Texas will provide the vendor with an Excel spreadsheet of the individual attorney’s data that includes their name, address, email address, license date and license number.

The vendor will contact the individual attorney by email, under the Supreme Court’s signature, within seven (7) business days offering the ability to order their certificate. The email will allow the attorney to log on to a password protected website where they can order a certificate. The certificate will be populated with the attorney’s information when they log onto the website so they may preview their certificate before the order is placed. Once the order is placed the vendor will print and mail the certificate.

The vendor may offer optional framing for purchase to attorneys as an added service. The optional framing is at no cost to the Supreme Court of Texas. Framing will be charged to the attorney and is optional.

Attorneys will proceed to check out where they can verify and/or edit their shipping address. Order confirmations will be sent via email. When the order is ready to ship another email is sent to notify of the shipment.

Contract Term:

The contract will run from the date of the contract award until March 31, 2027. The contract may be extended up to three (3) months at the sole discretion of the Supreme Court of Texas.

Pricing:

Certificates will include printing, seals, personalization, plus printing the attorney’s oath on standard letterhead (8 ½ x 11), fulfillment and domestic USPS first class mail shipping. Standard rates will apply to international shipping. Website design and maintenance should be included in cost of certificate.

All bidders must provide a unit price per certificate based on an estimated total of 4,000 each per year.

The number of certificates may vary.

All bid prices must remain firm throughout the contract term.

Samples, References and Qualifications:

Bidder must provide samples of the attorney certificate, the alternate attorney certificate and the attorney’s oath with their bid. Samples will not be returned to the bidder as it will be retained on file with the bid.

Bidders should submit a complete list of all jobs performed in the past two (2) years that are similar in size and scope to this project. The list must include contact names and telephone numbers. The response may be disqualified if the Supreme Court of Texas is unable to verify qualification and experience requirements from the respondent’s references or receives negative responses. The Supreme Court of Texas will be the sole judge of respondent references.

Bidders must be able to provide all services described and comply with all bid submission requirements.

Your company must be engaged in the business of providing certificate printing services for a minimum of three (3) years within the last five (5) years. A recent start-up business does not meet the requirements of this solicitation.

Bidder must be in good financial standing and current in payment of all taxes and fees, such as state franchise fees.

Vendor Requirements:

The vendor shall:

provide all labor, materials and equipment necessary to meet requirements of the specified services throughout the term of the purchase order.

create and maintain a secured website with individual log-in password for each attorney provide a primary point-of-contact with telephone number and email address provide variable printing sizes required according to specifications provide quality control by performing testing and inspection during production and prior to shipping provide customer service inquiries package according to specifications and ship certificates by first class mail provide a certificate, standard 8 ½ x 11 letter and mailing container personalization on each certificate create and maintain any dies necessary for foil stamping provide a monthly detailed report of certificates mailed out

SPECIFICATIONS:

Certificates are 16” x 20” in size There are two (2) types of certificates

New Attorney Certificate Alternate Attorney Certificate

Each certificate will require variable lots of text on 1 color offset (black) Each certificate will require 3 color (gold, red, blue) foil stamping / embossing seal Two (2) locations for foil stamping on certificates

Printed on 80 lb. white cover stock Certificates must be shipped in tubes with mailing label attached and sealed closed with end caps on both ends.

Certificates must be rolled and shipped in a tube of size .06 or greater in wall thickness to prevent damage to document.

Tube – U-Line tube part #S-11974 or equal

All necessary language for certificate and oath, including individual names, license date and license number for the attorney receiving the certificate must be printed on the document.

Bid is based on approximately 4,500 license certificates per year. Mail outs will occur throughout the year but the majority of the certificate requests will occur twice yearly in May and November.

Turnaround time for mailing out certificates is four (4) weeks or less.

Sample certificates and attorney oath is attached.

Warranty:

If vendor errors occur on a certificate, the cost incurred to re-print the certificate will be at vendor expense.

Award The Supreme Court of Texas reserves the right to award this bid to the responsive and responsible bidder that meets quality requirements and offers the best value.

Optional Service:

Bidder may offer framing service to individual attorneys who order a certificate. Framing service is NOT included in this invitation for bid. Framing is optional to the attorney at their individual cost. The Supreme Court of Texas will not be responsible for framing cost. Turnaround time for mailing out certificates to attorneys that choose the framing option should be less than eight (8) weeks.

Invoicing:

Bidder shall submit 2 copies of a detailed invoice including the list of attorneys the invoice covers. The invoice should reference the requisition number/purchase order number on each copy. The State will incur no penalty for late payment if payment is made in 30 or fewer days from receipt of an uncontested invoice. Payment shall be made in accordance with Chapter 2251, TX Gov't Code.

The Supreme Court of Texas is subject to the State of Texas prompt payment rules. Payment will be made to the vendor within 30 days of receipt of an uncontested invoice. No advance payment will be made.