ESBD_415316_1749657798947_RFP HHS0015470 Certificate Paper.pdf

PCS 550 HHS RFP RFP No. HHS0015470 Page 1 of 49 Version 2.30 Revision Date 04/28/2025

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Certificate Paper

RFP No. HHS0015470

Date of Release: June 11, 2025

Responses Due: See Section 3.1, Schedule of Events

450-73 Security Seals

640-43 Packing Materials for Mailing and Shipping, Not Containers

915-58 Mailing Services: Addressing, Collating, Packaging, Sorting and Delivery

966-28 Engraved and Embossed Awards, Bonds, Certificates, Diplomas, Stationery, etc.

966-36 Forms Printing, Not Continuous

966-46 Secure Printing (e.g., The Process by Which U.S. Currency is Printed): Birth

Certificates, Car Titles, etc.

966-81 Security Paper, Custom Printed (Quan. Over 100,000)

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Contents Article I. Introduction, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.1.1 Contractor Responsibilities

2.1.2 Compliance Requirement for Secure Printing Facility

2.1.3 Requirement for Pre-production (Start-up and Transition)

2.1.4 Security Printing Requirements

2.1.5 Certificate Paper and Printing Specifications for B6 and B7 Documents

2.1.6 Certificate Paper and Printing Specifications for Heirloom Documents

2.1.7 Shipping

2.1.8 Secure Measures and Plan

2.1.9 Reporting Requirements

2.1.10 Performance Measures and Associated Remedies

2.1.11 Communication and Assessment of Remedies

2.1.12 Transition Requirements

2.1.13 Turnover Services

2.1.14 Payment and Invoicing Requirements

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.2.3 Historical Compensation

2.2.4 Data Use Agreement and Security Privacy Inquiry

2.3 No Guarantee of Volume, Usage, or Compensation

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

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3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-Proposal Conference and HSP Training

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Assumptions

3.5.6 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Submission Options

3.6.3 Submission Checklist

3.6.4 Labeling and Delivery for USB Submission and Other Materials

3.6.5 Modifications and Withdrawals

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Best and Final Offer (BAFO)

4.2.7 Final Written Response Score

4.2.8 Summary of Best Value Determination

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4.3 Questions or Requests for Clarification

Article V. Narrative

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Relevant Experience

5.1.3 Set-Up Process

5.1.4 Project Work Plan

5.1.5 Respondent Physical Specimens

5.1.6 Key Staffing Profile

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Authorization to Conduct Business in Texas

6.3 References

6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

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8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurability

8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Health and Human Services Commission (HHSC) Procurement and Contracting Services (PCS), on behalf of the Department of State Health Services (DSHS), is soliciting for printing of Certificate Paper for the DSHS Vital Statistics Section (VSS), located at 1100 West 49th Street, Austin, Texas. The DSHS State Registrar is granted the authority to prepare and distribute certified copies of various records, including but not limited to birth records, death records, heirloom birth records and wedding anniversary certificates.

HHSC PCS will administer the procurement process for this Solicitation, which includes RFP publication, handling of communications from vendors, as well as managing the receipt of Solicitation Responses for review and evaluation.

To be considered for award, a Respondent must execute Exhibit A, HHS Solicitation Affirmations Version 2.6 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding HHSC or DSHS and its programs is available online and can currently be accessed at HHSC or DSHS at https://www.dshs.texas.gov.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor, Version 3.4, Exhibit C, Health and Human Services (HHS) Additional Provisions, Version 1.0, and Exhibit D, Data Use Agreement (DUA), Version 8.5, for additional definitions.

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Abstract” means an Abstract of birth facts, taken from the original record. Probate records and delayed records may not be abstracted. An Abstract will be issued in one of three styles:

a. A standard certified Abstract;

b. An electronic or computer generated certified Abstract prepared in accordance with Texas

Health and Safety Code, Sections 192.005 or 192.011, or when the condition of the original record does not permit full reproduction; or

c. An heirloom style certified Abstract which may only be issued by the State Registrar.

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted to the ESBD.

https://www.dshs.texas.gov/ https://statutes.capitol.texas.gov/Docs/HS/htm/HS.192.htm#192.005 https://statutes.capitol.texas.gov/Docs/HS/htm/HS.192.htm#192.011

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“Award Consideration (AC) Documents” means documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

“B6” means a single sheet of certificate paper that measures 8.5" X 11”.

“B7” means a single sheet of certificate paper that measures 8.5" X 14”.

“Competitive Range” has the same meaning as the definition under Title 1 of the Texas Administrative Code (TAC) Part 15, Chapter 391, Subchapter A, Rule §391.107(3).

“Certificate Paper” means a paper document that verifies a fact or attests to the authenticity of an event. Similar to security paper, the paper includes features to authenticate or identify a document as the original. The main purpose of the security paper is to prevent counterfeiting.

“Contract Term” means the period of time beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“DSHS” means the Department of State Health Services.

“Effective Date” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

“ESBD” means the Electronic State Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

“Final Written Response Score” refers to the final scoring of the written response as documented in the Solicitation.

“HHSC” means the Health and Human Services Commission.

“HHSC PCS” means Procurement and Contracting Services (PCS), a division of HHSC.

“HUB” means Historically Underutilized Business, as defined by Section 2161.001(2) of the Texas Government Code.

“HUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, which is required by Section 2161.252 of the Texas Government Code, for a purchase with an expected value of $100,000 or more when the state agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the Contract and Contractor’s compliance with the HSP will be monitored during the Contract Term.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=02%2F26%2F2025&recordId=208793 http://www.txsmartbuy.com/esbd https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.252

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“Local Registrars” or “LR” means a department of the local government as defined by Texas Health and Safety Code Section 191.022. See also Title 25 of the TAC Part 1, Chapter 181, Subchapter A, Rule §181.1.

“Physical Specimen” means an example of a product or piece of work, regarded as typical of its class or group.

“Respondent” means the individual or entity responding to this Solicitation.

“Solicitation” means the document issued by the System Agency (including any published Addenda, exhibits, and Attachments) under which the goods or Services provided under the Contract were initially requested, which is incorporated by reference for all purposes in its entirety.

“Solicitation Consideration (SC) Documents” means documents that must be submitted by Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

“State” means the State of Texas and its instrumentalities, including HHSC or DSHS, and any other State agency, its officers, employees, or authorized agents.

“State Registrar” means the director of DSHS VSS as defined in Texas Health and Safety Code Section 191.004.

“VPTS” means Vendor Performance Tracking System maintained by the Texas Comptroller of Public Accounts. The VPTS may be currently accessed at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

"VSS" means Vital Statistics Section. The section collects and maintains vital records for the State of Texas which include, birth and death certificates, marriage applications and divorce records.

The section is primarily headquartered at the WD Carroll Building (Records Building) and the DSHS Warehouse.

1.3 AUTHORITY

HHSC, on behalf of DSHS, is soliciting the services listed herein under authority of Texas Health and Safety Code Chapters 191, Administration of Vital Statistics Records; 192, Birth Records;

193, Death Records; and 194, Marriage and Divorce Records.

HHSC, on behalf of DSHS is purchasing under authority of the Texas Comptroller of Public Accounts’ provided by Texas Government Code Section 2155.061.

https://statutes.capitol.texas.gov/Docs/HS/htm/HS.191.htm#191.022 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=02%2F26%2F2025&recordId=162911 https://statutes.capitol.texas.gov/Docs/HS/htm/HS.191.htm#191.004 https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://statutes.capitol.texas.gov/Docs/HS/htm/HS.191.htm https://statutes.capitol.texas.gov/Docs/HS/htm/HS.192.htm https://statutes.capitol.texas.gov/Docs/HS/htm/HS.193.htm https://statutes.capitol.texas.gov/Docs/HS/htm/HS.194.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm#2155.061

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

This Scope of Work (SOW) outlines the requirements and expectations for Contractors to provide printing and delivery services of the Certificate Paper for the Texas State Registrar and its 344 Local Registrars (LR). Contractors must maintain strict industry security standards as appropriate to safeguard against theft, destruction, or unauthorized intrusion onto the printing plant premises.

Strict security must be maintained during the production of documents and until the documents have been successfully delivered to the State or LR. State Registrar documents must be delivered to the VSS's physical address: 1100 West 49th Street, Mail Code 1966, Austin, Texas 78756. LR documents must be delivered to the location specified on their ordering document.

Contractor must meet the standards as outlined in Section 2.1.1, Contractor Responsibilities, and all other requirements listed in Article II. Scope of Work.

The resulting Contract unit pricing will be available for use by designated LR and other applicable governmental entities, provided there is no conflict with any applicable statutes, rules, policies, or procedures. The LR must be responsible for establishing their own contracts with the Contractor for the Services as outlined in this Solicitation.

2.1.1 Contractor Responsibilities

Contractor must fulfill the requirements identified below:

a. Furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary to provide the Certificate Paper materials required for distribution of certified records.

b. Must be responsible for supervision, clean-up, and disposal, and must have all applicable permits, licenses, and insurance coverage.

c. Must be ready to fulfill Contract requirements as outlined within 90 calendar days after Contract Effective Date.

2.1.2 Compliance Requirement for Secure Printing Facility

Contractor must fulfill the Certificate Paper requirements identified below:

a. Contractor must maintain, throughout the Contract Term, compliance with North American Security Products Organization (NASPO) or Intergraf security printing requirements. In addition, Contractor must maintain one of the following certifications throughout the Contract Term:

1. ISO 9001:2015;

2. ISO 14298; or

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3. ISO 14644-1.

b. Contractor must provide, at no additional cost, a written security plan to demonstrate how it meets and maintains strict industry security standards to safeguard against theft, destruction, or unauthorized intrusion onto the printing plant premises.

c. Contractor must grant HHSC or DSHS the right to have representatives inspect the plant prior to the beginning of production, and at any time or times System Agency may request during the Contract Term, to ascertain whether the vital records documents are being produced, shipped, and delivered in accordance with Contract requirements and that facilities are suitable, secure, and safe for storage of vital records documents, plates, and related material. HHSC or DSHS or the State Registrar must supply the Contractor with the names of the HHSC or DSHS’s personnel authorized admittance to the plant.

d. Contractor must allow DSHS to conduct a site visit 30 business days after the Contract Effective Date. DSHS must review Contractor's annual NASPO required security plan and conduct a walk-through to confirm that appropriate controls are in place.

2.1.3 Requirement for Pre-production (Start-up and Transition)

a. Contractor shall provide an outlined process for creating secure plates, sourcing paper and inks, and negotiating the shipping schedule for the State Registrar within 30 calendar days of Contract Effective Date.

b. Contractor must submit proofs for each certificate type to DSHS for written approval prior to the creation of printing plates.

c. Contractor must notify DSHS when plates are created with email to the State Registrar or their designee.

d. Delivery of certificate paper must be made within 60 calendar days of receipt of written order as approved in writing by DSHS.

2.1.4 Security Printing Requirements

Contractor must fulfill the security printing requirements identified below:

a. Certificate Paper must meet the minimum standards established by NASPO for substrate security and the minimum vulnerability resistance score for class one security documents.

b. Certificate Paper must comply with the standards listed in Title 25 of the TAC, Part 1, Chapter 181, Subchapter B, Rule §181.28(c), which requires that each Certificate Paper contain the following security features for each sheet or document:

1. Consecutive numbers;

https://www.naspo.org/ https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=03%2F11%2F2025&recordId=209830

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2. Background security features;

3. Security printing techniques, such as, engraved border, latent images, microprinting, rainbow printing, tactile printing, and copy evident;

4. Sensitized Certificate Paper;

5. Security inks, such as, erasable inks, fluorescent inks, thermochromic inks, and color shifting inks; and

6. Non-optical brightener paper.

c. Any one of several background security features, security printing techniques, or security inks options specified above in Subsection (b) are permitted under the TAC.

d. Contractor shall propose solutions to meet the TAC requirements to maintain security measures. The following are examples of potential security features that may be proposed:

1. The printed border must include latent image letters "V" to the left and "R" to the right, in positive negative treatment to appear on the certificate as part of the lathe work border and appear only when viewed from a prescribed angle. The images cannot be photographed or copied by conventional printing processes.

2. The paper must contain the image of the U.S. flag randomly dispersed throughout the paper.

3. A line of micro printing of the words "Vital Record" must be repeated to appear as a ruled line when viewed without magnification.

4. Overall prismatic under print must be printed with fluorescent erasure-sensitive oil-base ink with "VOID" feature to deter color reproduction and to render evident any attempts to alter by mechanical or chemical means.

5. Intaglio printing plates must be used.

e. All Certificate Paper must also comply with the following requirements:

1. The following statement must be centered on each form within the top edge of the engraved border and must include the words "STATE OF TEXAS," underneath this statement, the following word "CERTIFICATION OF VITAL RECORD," and centered at the bottom edge of the engraved border print the word "ANY

ALTERATION OR ERASURE VOIDS THIS CERTIFICATE."

2. The State Registrar paper must have the State of Texas seal printed in the lower left corner. The DSHS seal must be printed on the lower right corner.

3. For LR, the State of Texas seal must be printed in the lower left corner with the LR seal surfaced printed in the lower right corner of the document.

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4. Border ink must be blue in color.

5. The seal of the “State of Texas” must be printed in security blue ink.

6. Consecutive document control numbers must be printed using a bar code with human readable numbers on the front of the B6 and B7 certificates and on the back of the heirloom flag, heirloom carriage and heirloom wedding certificates. The bar code may contain a one-dimensional Code 39 that complies with ISO/International Electrotechnical Commission (IEC) 16388 standards and can be made up of a combination of alpha and numeric digits.

7. Contractor must guarantee that there are no missing or duplicate numbers. Any missing or duplicate numbers must be rejected.

8. Alphanumeric characters must be printed in black ink.

9. For the State Registrar the starting document control number must consist of an alpha character followed by numbers and must be printed in sequential order and must begin with the next document control number in sequence that follows the previous document control number range of the previous order.

10. LR must develop and implement their own unique document control numbering convention with the Contractor.

11. The Document Security Alliance (DSA) and VSS require contractors to comply with National Security Assurance standards (https://naspo.info).

12. DSHS cannot accept printing plates or paper that is manufactured outside of North America including Canada, Mexico, and Central America. All printing facilities must be located in North America (including Canda, Mexico, and Central America) unless authorized in writing by the State Registrar.

13. DSHS must approve proofs for both the State Office as well as for the LR for all types of certificates in writing before final documents are printed. All documents must conform to the wording and formatting established by State Registrar.

2.1.5 Certificate Paper and Printing Specifications for B6 and B7 Documents

a. VSS issues two (2) types of certificates per the specifications in this section:

1. B6, 8.5" X 11", single sheets.

2. B7, 8.5" X 14", single sheets.

b. General B6 and B7 Printing Specifications:

1. Certificate Paper must be:

https://naspo.info/

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A. 28 1b. basis weight;

B. 005" thickness;

C. 94% opacity;

D. Surface coated to ensure laser toner adhesion;

E. Containing an overall multi-tone watermark with the words "OFFICIAL VITAL RECORD"; and

F. The paper must contain visible fibers of 2, and invisible fibers that must fluoresce blue under ultraviolet light.

2. Offset printed documents must be acceptable for processing on electrostatic copying equipment, for processing on laser printers meeting the heat requirements of the printer, and for processing on microfilm readers/printers and include physical properties to accept and hold the image recorded.

3. The signature of the State Registrar, printed name and title, must be printed on the State Registrar’s paper.

4. A place holder for the LR, printed name and title must be printed on the paper.

5. The word "ISSUED" must be printed on the left side under the certification statement.

6. The front of the B6 and B7 must have the statement: "This is a true and correct copy of the record as registered in the State of Texas. Issued under the authority of Section 191.051, Health and Safety Code."; and a warning band "WARNING:

THIS DOCUMENT HAS A DARK BLUE BORDER AND A COLORED

BACKGROUND" along the bottom of the certificate above the border.

2.1.6 Certificate Paper and Printing Specifications for Heirloom Documents

a. VSS issues three (3) types of heirloom certificates per the specifications in this section:

1. Flag Heirloom Certificate – 14” x 11” single sheets, printed with the image of the “State of Texas flag” centered on the certificate and containing the phrases “Certificate of Birth” and “Native Texas.”

2. Bassinet and Carriage Heirloom Certificate – 14” x 11” single sheets, printed with a bassinet and blanket centered on the certificate and containing the phrases “Certificate of Birth” and “Native Texas.”

3. Wedding Anniversary Heirloom Certificate – 14” x 11” single sheets, printed with a bouquet of yellow roses centered on the certificate, and containing the phrase “Heirloom Wedding Anniversary Certificate.” At the bottom of the wedding anniversary certificate is the statement, “This certificate does not and may not be used to establish a marriage

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b. General Heirloom Printing Specifications:

1. Print area is 4.5” from the top inside border with printing 1 3/8” from the left side; and printing 1 3/8” from the right side.

2. Heirloom certificates shall be printed on single sheet, 40 lb. white bond paper compatible with offset printing.

3. Grade 1.

4. Document must be acceptable for processing on laser printer and include physical properties to accept and hold the laser printing.

2.1.7 Shipping

a. Contractor must process any size order as requested by DSHS with no minimum or maximum amounts.

b. Unless otherwise directed by DSHS, Contractor must use the most economical shipping method for the delivery of certificate paper. Specifically, Contractor must ship orders in accordance with the following:

1. DSHS may request overnight or expedited shipment of any item(s) stored by the Contractor.

2. Contractor shall provide an all-inclusive invoice, including if applicable expedited and overnight fulfillment fees, with expedited order-related tracking and information.

3. DSHS reserves the right to change any shipping method at any time during the Contract Term.

4. DSHS must notify the Contractor of any changes and provide applicable updated procedures.

2.1.8 Secure Measures and Plan

Contractor must meet the security measures and ensure security plan meets industry standards and the following:

a. Perform security audits, provide incident investigation support, including reports, and initiate corrective actions to minimize and prevent fraudulent and security breaches in accordance with the Contractor’s HHSC-approved security measures and plan.

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b. Participate and collaborate with DSHS in quarterly reviews of Contractor security plan and measures.

c. If security deficiencies are identified by either Party:

1. Provide security deficiency resolutions to DSHS within one (1) business day.

2. Resolutions as outlined in the delivery plan must be implemented within 24 hours after approval.

2.1.8.1 Security Delivery Plan

The Contractor must provide, at no additional cost, a security delivery plan which describes processes that include the measures put in place to mitigate risk and must be implemented to ensure the security of delivery of the product within 30 calendar days after the Contract Effective Date.

The Contractor must develop procedures for maintaining security of the delivery and transport throughout the Contract Term.

The security delivery plan must address the following:

a. How products must be packaged for delivery at the warehouse and on the transport.

b. How and what documentation must be provided to the State Office and LR.

c. How transportation vehicle or carrier service must be selected.

2.1.8.2 Delivery Requirements

Stringent security measures must be in place during the delivery of all documents to both the State Office and LR.

Contractor must provide:

a. Shipment by truck or other common carrier and must be locked and sealed at the printing facility.

b. During the course of delivery, the shipment must not be left unattended at any time.

c. Only the receiving Registrar or their designee is permitted to remove the seal and the shipment must be secured to prevent the shipment from being opened prior to delivery. The carrier must be responsible for inside delivery of the entire shipment.

d. DSHS may refuse the order if the Goods are not to the specifications as ordered or if the Goods are damaged upon delivery. Damaged Goods must be replaced at no charge or shipping costs to DSHS.

e. Contractor must report to DSHS of any missing or tampered locks within two (2) hours of the identified potential security breach and must implement security discrepancy in

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f. Contractor must provide a detailed report with dates, times, and tracking information on the shipments including but not limited to numbers of the secured paper packages.

2.1.9 Reporting Requirements

Reports shall be provided to DSHS at no additional cost.

a. Contractor must provide the State Registrar’s Office with quarterly report detailing purchase of certificate paper by LR (Product Purchase LR Detail report).

b. Contractor must provide annual compliance report (Compliance Report) ensuring ongoing certification requirements.

c. Notification of Plate creation and destruction must be consistent with requirements set forth in VSS policy, referenced as Exhibit L, Plate Creation Destruction Policy and Procedures.

d. Upon award of the Contract, Contractor must comply with all reporting expectations and requirements set forth in this Solicitation.

2.1.10 Performance Measures and Associated Remedies

a. DSHS will monitor the Contractor's ability to comply with Contract requirements, including the ability to secure, print, and provide the paper utilized to print State of Texas birth, death, and wedding anniversary certificates.

b. Any changes to the negotiated quarterly delivery timeline must be in writing through email, mail, or common carrier to the State Registrar within ten (10) business days from delivery date.

c. Contractor's failure to meet the above objectives in subsection (a) may, in addition to the remedies set forth elsewhere in the Contract, result in any of the following actions taken by HHS:

1. Temporary or permanent withholding of payments.

2. Reduction of funding commensurate with the failure to perform.

3. Demanding repayment of funds from Contractor.

4. Suspension or termination of this Contract.

5. Delay in Effective Date of a new Contract or Contract renewal;

6. Accelerated monitoring of Contractor’s performance;

7. Additional or ad hoc reporting by Contractor, at no additional cost to DSHS, to address

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8. Compliance by Contractor, at no additional cost to DSHS, with the performance improvement activities and timelines specified in a written corrective action plan(s) approved by DSHS.

2.1.11 Communication and Assessment of Remedies

Contractor must comply with all communication and requirements set forth in this Solicitation and the awarded Contract. Once DSHS determines remedies are necessary, it must notify Contractor in writing of the assessment, stating the nature of the action, and the reasons for imposing. Failure to notify does not impact DSHS’ assessment of remedies and is not a condition precedent thereto.

DSHS may withhold payment due to Contractor or, if no payments are due, DSHS may make demand for payment. Contractor must make payment within 30 calendar days of DSHS’ demand.

2.1.12 Transition Requirements

Transition Services begin after the execution of the Contract and conclude with the transfer of products and/or Services. The Contractor will provide all work products necessary for transition listed in Article II, Scope of Work. The Contractor shall complete the transition to the satisfaction of DSHS within 90 calendar days from the Contract Effective Date.

Upon completion of the Contract or termination by either Party, all State artwork and negatives must become the property of DSHS, and Contractor must return all artwork and negatives to DSHS. Final payment may be withheld until all artwork and negatives are received by DSHS.

2.1.13 Turnover Services

Contractor must transfer information to next awarded contractor when their Contract ends. This prevents a disruption in service for agency customers. Contractor must provide a turnover plan that details the proposed schedule, activities, and resource requirements for an orderly and expeditious transfer of certificate paper services to the next awarded contractor no less than 60 calendar days before their Contract end date. Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred, within 30 calendar days of their Contract end date, to the custody of DSHS personnel or a third party, as directed by DSHS. Turnover Services must meet all the requirements set forth in Sections 3 and 4 of the Exhibit C, Health and Human Services (HHS) Additional Provisions, Version 1.0.

Contractor must allow DSHS to oversee the destruction of printing plates in compliance with VSS policy, attached and incorporated therein as Exhibit L, Plate Creation Destruction Policy and Procedures. The most current policy shall be provided to the Contractor at Contract execution.

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2.1.14 Payment and Invoicing Requirements

Contractor shall submit an invoice to DSHS after each confirmed delivery. Contractor must manage all invoicing activity and certify that:

a. Invoices for a Service performed, or Deliverable provided are submitted no later than 30 calendar days following the performance of the Service or provision of the Deliverable (i.e., within 30 calendar days following the end of the previous calendar month);

b. Acknowledgement of the receipt of a rejected invoice within three (3) business days and resubmit a corrected invoice with a detailed explanation of the correction within seven (7) business days of initial receipt of invoice; and

c. Maintain a record of accuracy and report on the number of invoices rejected and resolution time.

Invoices shall be sent to:

Department of State Health Services Claims Processing Unit, MC 1940

1100 West 49th Street P.O. Box 149347

Austin, Texas 78714-9347 Fax: (512) 458-7442

Email: invoices@dshs.state.tx.us Cc: cmsinvoices@dshs.texas.gov

Contractors’ invoices must be in accordance with Title 34 of the TAC, Part 1, Chapter 20, Subchapter F, Division 1, § 20.487, Invoicing Standards, which must include at a minimum:

a. Contractors legal name;

b. State of Texas vendor number or federal tax identification number;

c. Remit-to address with mailing address, telephone number and fax number;

d. DSHS assigned Contract number and name of the DSHS Contract manager;

e. Unique invoice number assigned by Contractor submitting the invoice;

f. Invoice total and exact date invoice is submitted;

g. Description and date of Services performed (line-item description for Service or Deliverable);

h. Cost for each Service by category as outlined in payment for Services;

i. Period covered by the invoice;

j. Purchase Order number;

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=03%2F26%2F2025&recordId=208769

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k. HHS’s Contract number;

l. The name and contact information of the person submitting the invoice; and

m. All Services must be performed to DSHS satisfaction, and DSHS shall not be liable for any payment for Services which are unsatisfactory or have not been approved by DSHS.

DSHS reserves the right to verify the details set forth in Contractors invoices, either before or after payment, by requesting additional information including inspecting books of the Contractors at a mutually convenient time or documentation which clearly indicates an activity has taken place or an expense has been incurred. Any revisions deemed necessary to the invoices by DSHS will require the Contractor to resubmit the invoice with a new date the invoice is submitted.

DSHS will remit payments in accordance with the Texas Government Code Chapter 2251, also known as the "Prompt Payment Act." Payment will be made after services are rendered and accurate and complete invoices have been received.

Illegible or incomplete documentation, which cannot be verified, will be rejected. Any services performed by Contractor which cannot be verified, will be disallowed for payment. Payment shall be made within thirty days of receipt of a correct invoice for services satisfactorily provided to DSHS. Interest shall accrue on late payments in accordance with Texas Government Code §2251.025.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC or DSHS intends to award one or more Contracts as a result of this Solicitation. Any award is contingent upon approval of the HHSC or DSHS executive commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within ten (10) calendar days of HHSC or DSHS’s determination to seek to contract with that Respondent, HHSC or DSHS may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be one (1) year. HHSC or DSHS, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) optional two (2) year terms for a maximum Contract Term of five (5) years.

Following the base term and any allowable renewals or extensions, HHSC or DSHS may extend any resulting Contract for not more than one additional option period to address immediate https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2251.htm

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Revision Date 04/28/2025 operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year.

2.2.3 Historical Compensation

Historical compensation under the existing certificate paper contract, has been approximately $1,500,000.00 per State Fiscal Year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC or DSHS reserves the right to adjust any projected amount based on State funding during the term of a resulting Contract.

2.2.4 Data Use Agreement and Security Privacy Inquiry

By entering into a Contract with HHSC or DSHS as a result of this Solicitation, Respondent agrees to be bound by the terms of the Exhibit D, Data Use Agreement (DUA), Version 8.5.

Respondents must complete and return with their Solicitation Response Exhibit D-1, Texas HHS System – Data Use Agreement - Attachment 2, Security and Privacy Inquiry (SPI), Version 2.1.

2.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC or DSHS makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

HHSC or DSHS reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD (Date of Release)

June 11, 2025

Pre-Proposal Conference and HSP Training Attendance is optional

June 13, 2025, at 10:00 a.m.

Central Time

Deadline for Submitting Questions or Requests for Clarification

June 16, 2025, at 10:30 a.m.

Central Time

Deadline for Requesting Physical Specimens from DSHS June 19, 2025, by 5:00 p.m.

Central Time

Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD

June 27, 2025

Deadline for Courtesy HSP Review July 14, 2025, by 5:00 p.m.

Central Time

Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]

July 28, 2025, at 10:30 a.m.

Evaluation Period August 2025

Anticipated Notice of Award October 2025

Anticipated Contract Start Date December 2025

Respondents must submit their Solicitation Responses to HHSC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the ESBD.

NOTE: All dates are tentative and HHSC reserves the right to modify these dates at any time. At the sole discretion of HHSC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the

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Deadline for Submission of Solicitation Responses will be published by posting an Addendum to the ESBD. After the Deadline for Submission of Solicitation Responses, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the Procurement Forecast on the HHS Procurement Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Section 3.3.1, Sole Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4, Solicitation Questions.

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

b. Must not contest the interpretation by HHSC or DSHS of such provision(s); and

c. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Respondents seeking to contact the Sole Point of Contact should do so via e-mail to receive updated contact information.

https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities

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Name Bianca Hernandez, CTCD, CTCM

Title PCS Purchaser

Address Procurement and Contracting Services Building

1100 W 49th St. MC: 2020

Austin, TX 78756

Phone (512) 776-7111

Email Bianca.Hernandez01@hhs.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1, Sole Point of Contact and Section 3.3.3, Exception to Sole Point of Contact, potential Respondents and Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC or DSHS, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC or DSHS designated staff as provided by Section 3.3, Inquiries. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1, Sole Point of Contact are as follows:

a. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at Bob.McCurdy@hhs.texas.gov.

b. Where it is expressly directed by the Sole Point of Contact that another designated HHSC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

mailto:bob.mccurdy@hhs.texas.gov

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3.3.4 Solicitation Questions

HHSC or DSHS will allow written questions and requests for clarification regarding this Solicitation. Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) by the Deadline for Submitting Questions or Request for Clarification established in Section 3.1, Schedule of Events. Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

HHSC or DSHS reserves the right to amend answers previously posted, prior to the Deadline for Submission of Solicitation Responses in Section 3.1, Schedule of Events. Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. HHSC or DSHS also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

a. All questions and requests for clarification must include the following information:

1. Solicitation number;

2. Solicitation package reference (page number, section, and exhibit or attachment, if applicable;

3. Question topic (e.g., “Schedule of Events,” or “Exhibit I, Cost Proposal”); and

4. Question for HHSC or DSHS.

b. Requestor contact information below must be included in the body of the e-mail and submitted with the question(s):

1. Company name;

2. Company representative name;

3. Phone number; and

4. E-Mail address.

Questions or requests for clarification received after the Deadline for Submitting Questions or Requests for Clarifications in Section 3.1, Schedule of Events, may be reviewed by HHSC or DSHS but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 PRE-PROPOSAL CONFERENCE AND HSP TRAINING

3.4.1 Attendance

HHSC PCS will conduct a HSP Training. Attendance is optional but highly recommended.

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3.4.2 Conference Logistical Information

HHSC PCS will hold the Pre-proposal Conference and HSP Training webinar on the date and time set out in Section 3.1, Schedule of Events.

People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 3.3.1, Sole Point of Contact, at least seventy-two (72) hours before the meeting to have reasonable accommodations made by HHSC.

Webinar Information:

https://events.teams.microsoft.com/HHS0015470, Certificate Paper Pre-Proposal Conference and HSP Training

3.5 SOLICITATION RESPONSE COMPOSITION

3.5.1 General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration Section 3.6.3, Submission Checklist. Respondent shall prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

3.5.2 Page Limit and Supporting Documentation

The narrative proposal must not exceed one hundred (100) pages and should be formatted for 8 ½" x 11" paper with 1-inch margins and typed in Times New Roman, 12-point font. If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the Solicitation Response, with specific reference made to the file, page, section, and/or paragraph where the supporting information can be found.

3.5.3 Discrepancies

In the event of any discrepancies or variations between copies, HHSC or DSHS is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions, accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an “Original” Solicitation Response but fails to do so, HHSC or DSHS, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response. If the Respondent submits a redacted Solicitation Response as the “Original,” HHSC or DSHS will disqualify the Solicitation Response and it will not be evaluated.

HHSC or DSHS will not accept submissions after the “Deadline for Submission of Solicitation https://events.teams.microsoft.com/event/9e5c73da-b754-4778-a652-f437368a651d@9bf97732-82b9-499b-b16a-a93e8ebd536b https://events.teams.microsoft.com/event/9e5c73da-b754-4778-a652-f437368a651d@9bf97732-82b9-499b-b16a-a93e8ebd536b

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Responses” in Section 3.1, Schedule of Events to remedy discrepancies or variations in Solicitation Response submissions.

3.5.4 Exceptions

Respondents are highly encouraged, in lieu of including exceptions in their Solicitation Responses, to address all issues that might be advanced by way of exception by…