ESBD_444737_1754933846247_RFP 2025-P08 Countywide Printing.pdf

RFP 2025-P08 Countywide Printing Page 1 of 48

SOLICITATION, OFFER

AND AWARD

Hays County Purchasing Office

712 S. Stagecoach Trail, Suite 1012 San Marcos, Texas 78666

Solicitation No.:

RFP 2025-P08 Countywide Printing Date Issued: August 8, 2025

SOLICITATION

Vendors must submit proposals as listed: One (1) original and one (1) digital copy on a thumb drive at the Hays County Purchasing Office at the address shown above or Electronically through BidNet Direct and one (1) hard copy at the Hays County Purchasing Office at the address shown above until:

10:00 a.m. local time August 28, 2025.

Proposals received after the time and date set for submission will be returned unopened.

For information please email:

purchasing@hayscountytx.gov

Questions concerning this RFP must be received in writing no later than 5:00

August 20, 2025.

Phone No.: (512) 393-2267

OFFER (Must be fully completed by Respondent)

In compliance with the above, the undersigned offers and agrees to furnish all items or services awarded at the prices stipulated for each item delivered at the designated point(s) and within the time specified herein. Award shall include all solicitation documents and attachments.

MANUALLY SIGN ALL COPIES SUBMITTED. SIGNATURE IS MANDATORY.

Respondent Respondent’s Authorized Representative Entity Name:

Mailing Address:

Name:

Title:

Email Address:

Phone No.:

Signature: Date:

Name, Email Address and Phone No. of person authorized to conduct negotiations on behalf of Respondent:

NOTICE OF AWARD (To be completed by County) Funding Source: Awarded as to item(s): Contract Amount:

Vendor: Term of Contract:

This contract issued pursuant to award made by Commissioners Court on:

Date: Agenda Item:

Important: Award notice may be made on this form or by other Authorized official written notice.

Hays County Judge

Date

Hays County Clerk Date

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Table of Contents

Solicitation, Offer and Award

I. RFP Submittal Checklist

II. Summary

III. Specifications

A. Introduction

B. Scope of Work

C. Attachment A: RFP 2025-P08 Pricing

D. Qualifications

E. Proposal Requirements

F. Evaluation Criteria

G. Submittal Requirements

H. Award of Contract

I. Warranty of Performance

IV. General Terms and Conditions for Solicitations

V. Vendor Reference Form

VI. Certificate of Interested Parties

VII. Conflict of Interest Questionnaire

VIII. Code of Ethics

IX. HUB Practices

X. House Bill 89 Verification

XI. Iran, Sudan, and Foreign Terrorist Organization (TGC 2252)

XII. Israel Boycott Certification (TGC 2271.002)

XIII. Prohibition of Energy Company Boycott Certification (TGC 2274)

XIV. Prohibition of Discrimination against Firearm Companies or Firearm Trade Organizations

Certification (TGC 2274.002)

XV. Debarment and Licensing Certification

XVI. Vendor/Bidder’s Affirmation

XVII. Federal Affirmation and Solicitation Acceptance

XVIII. Related Party Disclosure Form

Attachment A: RFP 2025-P08 Pricing

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I. RFP Submittal Checklist

This checklist is provided for the Vendor’s convenience and identifies documents that MUST be submitted for the bid/proposal/SOQ to be considered responsive, as well as the required forms requested by Hays County.

A COMPLETE SOLICITATION RESPONSE PACKAGE INCLUDES:

The following forms MUST be returned for the bid/proposal/SOQ to be considered responsive:

____ 1. Solicitation, Offer and Award Form & Proposal

____ 2. Attachment A: RFP 2025-P08 Pricing

____ 3. Vendor Reference Form

Required Forms by Hays County:

____ 1. Conflict of Interest Questionnaire completed and signed

____ 2. Code of Ethics signed

____ 3. HUB Practices signed

____ 4. House Bill 89 Verification signed and notarized

____ 5. Iran, Sudan, and Foreign Terrorist Organization Certification (TGC 2252)

____ 6. Israel Boycott Certification (TGC 2271.002)

____ 7. Prohibition of Energy Company Boycott Certification (TGC 2274)

____ 8. Prohibition of Discrimination against Firearm Companies or Firearm Trade Org. Certification (TGC 2274.002)

____ 9. Debarment & Licensing Certification signed and notarized

____ 10. Vendor/Bidder’s Affirmation completed and signed

____ 11. Related Party Disclosure Form

____ 12. Federal Affirmations and Solicitation Acceptance

____ 13. System for Award Management (www.SAM.gov) Printout

____ 14. Any addenda applicable to this solicitation

Hays County will accept bids/proposals/SOQ, by the stated due date by one of the following methods:

____ 1. Electronic Submission of Bid Packet through BidNet Direct and one (1) hard copy delivered, within 24 hours of proposal due date, in a sealed envelope with the Solicitation Number and Vendor’s name on the outermost envelope addressed to: Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666

OR

____ 2. One (1) original bid packet and one (1) digital copy on a thumb drive in a sealed envelope with the Solicitation Number and Vendor’s Name on the outermost envelope, addressed to:

Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666 http://www.sam.gov/

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II. Summary

1. Type of Solicitation: Request for Proposal (RFP)

2. Solicitation Number: RFP 2025-P08

Countywide Printing

3. Issuing Office: Hays County Purchasing Office 712 S. Stagecoach Trial, Suite 1012 San Marcos, TX 78666

4. Responses to Solicitation: Sealed proposals marked with Solicitation Number and Vendor Name on the outermost envelope Manual: One (1) Original and one (1) digital copy on a thumb drive, or

Electronic: Proposals can be submitted through BidNet Direct and one (1) hard copy is required to be received within 24 hours of due date.

5. Deadline for Responses: In issuing office no later than:

August 28, 2025; 10:00 a.m. Central Time (CT)

6. Initial Contract Term: September 2025-September 2026

7. Optional Contract Terms: Four (4), one (1) year renewal options

8. Designated Contact: Hays County Purchasing Email: purchasing@hayscountytx.gov

9. Questions & Answers: Questions regarding this solicitation must be made in writing and submitted to the designated contact above no later than August 20, 2025; 5:00 p.m. CT. Telephone inquiries will not be accepted. Questions may be submitted by email to the address above. Answers to questions will be provided in the form of an addendum posted after the question deadline on the CivicPlus, BidNet Direct, and ESBD websites for the benefit of all potential respondents. The County reserves the right to contact the person submitting a question to clarify the question received, if necessary. Each clarification, supplement, or addenda to this IFB, if any, will be posted on the CivicPlus, BidNet Direct and ESBD websites. All potential or actual respondents are responsible for monitoring the websites for such materials. Respondents are deemed to have notice of, and are required to comply with, any such material posted in accordance with this paragraph. Respondents should not rely upon any other sources of written or oral responses to inquiries.

10. Addenda Any interpretations, corrections or changes to this RFP and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the Hays County Purchasing Office. It is the Vendor’s mailto:purchasing@hayscountytx.gov

RFP 2025-P08 Countywide Printing Page 5 of 48 responsibility to acknowledge receipt of all addenda with proposal submission.

11. Contact with County Staff: Upon issuance of this solicitation, employees and representatives of

Hays County, other than the Purchasing Office staff identified as the Designated Contact above, will not discuss the contents of this solicitation with any Vendor or its representatives. Failure of a Vendor or any of its representatives to observe this restriction may result in disqualification of any related offer. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.

12. Websites: Plans, Specifications, and Bidding documents for pre-qualified bidders and interested non-bidders may be secured from the following websites:

www.bidnetdirect.com/hayscounty, http://www.txsmartbuy.com/sp, https://www.sanmarcostx.gov/Bids.aspx

Anticipated Schedule of Events August 8, 2025 Issuance of RFP August 20, 2025 Deadline for Submission of Questions (5:00 PM CT) August 28, 2025 Deadline for Submission of Proposals (10:00 AM CT)

Late proposals will not be accepted.

September 2025 Anticipated contract award date

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III. Specifications A. Introduction

Hays County, Texas (“County”) is seeking proposals from interested and qualified vendors to provide comprehensive printing services for various county offices. The county reserves the right to make a single award or multiple awards to accomplish all services outlined in this RFP.

B. Scope of Services The Contractor will provide all labor, equipment, tools, materials, metering, and transportation necessary to print, sort, fold, stuff, and mail various statements and forms for the various offices throughout Hays County.

Printing Services, including but not limited to:

• Offset and digital printing of envelopes, business cards, multi-part forms

• Color and black-and-white options with various sizes and finishes

• Binding, stapling, folding, collating, perforating, and laminating

• Paper of various weights, sizes, and finishes (standard, gloss, cardstock)

• Binding combs, coils, covers, and laminating pouches

Vendor Responsibilities:

1. Vendor shall furnish all labor, personnel, facilities, service, supervision, administration, management, documentation, reports, forms, insurance, permits, licenses, material, supplies, files, cards, forms, paper, artwork, typesetting, printing, production, mailing, printers, presses, equipment, tools, paid all taxes, benefits, fees, fuel surcharges, inside delivery and pick-up charges, shipping, transportation, tolls, travel time, freight, mileage, and all other overhead cost including incidentals, necessary to perform the scope of work and services as described herein.

2. Vendor’s place of business must be within 100 miles of the Hays County, 712 S. Stagecoach Trail, San Marcos, TX 78666

3. Vendor is to absorb all costs incurred for shipping/mailing or faxing information required to print.

4. Vendor shall have climate-controlled storage facilities sufficient to maintain card stock and/or paper stock.

5. Vendor warrants that all services provided hereunder will conform to the requirements of the

Contract, including all descriptions, specifications and attachments made a part of this Contract.

County’s acceptance of services or goods provided by the Vendor shall not relieve the Vendor from its obligations under this warranty.

6. Vendor shall print all specified cards for Hays County, Texas. Authorized representatives from Hays County may inspect the Vendor’s premises and equipment to verify the Vendor’s performance.

7. All originals, photographs, artwork, paste-up, negatives and magnetic media used in the production of the printing called for in this Contract shall remain and/or become the property of the County.

The Vendor shall not destroy originals, photographs, artwork, negatives, paste-up, electronic media, etc., without prior signature approval by an authorized Hays County representative.

8. Errors made by the Vendor in printing, processing, and mailing will be absorbed by Vendor, (i.e. all costs reprinting, postage, etc.). The decision of the County shall be final and conclusive in deciding whether to print and/or mail in the event any Vendor error is discovered. If an error is found on any material caused by the Hays Count, a negotiated settlement between County and the Vendor shall take place for any additional amounts owed to the Vendor. The Vendor shall provide comprehensive documentation to allow the County to justify making any additional expenditure above or beyond the scope of the original terms of this Contract. Under no circumstances shall the County be held liable for errors made by the printer, or its subcontractors, for materials printed, mailed or services provided which do not match proofs signed-off by Hays County Representative.

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9. Stop Work Order: Hays County reserves the right to stop the work and/or services covered by the contract at any time that it is deemed the successful Vendor is unable or incapable of performing the work and/or services to their satisfaction. In the event of such stopping, Hays County shall have the right to arrange for the completion of the work and/or services in such manner as it may deem advisable and if the cost thereof exceeds the amount of the bid, the existing Vendor and its surety (if applicable) shall be liable to Hays County for any such cost on account thereof.

10. Product Evaluation: Upon request and at no additional cost to Hays County, Vendor agree to furnish Hays County samples of any of the materials requested for testing with data provided by Hays County to the Vendor(s) as part of the evaluation process. Any product that fails testing shall be considered sufficient reason to reject the bid or product. Any product used by Hays County, during the contract period that does not perform as specified and/or approved during testing shall be considered grounds for cancellation of the contract.

11. All items must comply with laws, codes, and requirements of the State of Texas and the Texas Secretary of State, whether specifically stated in this bid or not. All State Statutes can be found online at: http://www.statutes.legis.state.tx.us/.

12. The County may perform sample testing. This sample may be pulled from each shipment or lot. The sample must conform to the item specification of this Solicitation. If a sample does not conform to the specifications, the County may reject the shipment or lot and return or dispose of it at the Vendor’s expense.

Flyers, Newsletters, etc.

These types of items will be priced per page and based off black and white print or color print.

Business Cards:

The County’s Purchasing Office will email requested proof of business cards. The vendor will submit final proof to the County’s Purchasing Office for final approval to print.

The following specifications listed below apply to all business card printing:

1. Paper stock:

• Standard card size: 2 inches x 3.5 inches (+/-.05”)

• Paper: 80lb, white

• Shape: Rectangular with square corners

• Brightness: Minimum brightness: 90, Maximum brightness: 93

• Uncoated

• No.1 grade

• Thickness: Minimum: 14 pt/0.014 inches, Maximum: 18 pt/0.018 inches

2. Printing:

• Must be able to print front and back sides.

• Normal registration (colors cannot touch and must be 1/16 inch apart)

• Must be able to print a minimum of one (1) logo, seal or artwork, requested and provided by the County, prior to printing.

• The County will have the option to accept or reject overruns and underruns.

• Screens and bleeds not allowed.

• Vendor will bear all expenses for communications and delivery of proofs.

3. Ink: Pantone Thermography Printing - PMS

4. UOM: Box - Vendor must provide minimum quantity breaks:

• Quantity break of 250 cards per box

• Quantity break of 500 cards per box

• Quantity break of 1000 cards per box

5. Minimum order quantity (MOQ): 250 identical cards per box http://www.statutes.legis.state.tx.us/

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Election Documents:

Specifically pertaining to Election Form Printing the Scope of Services shall include, but not be limited to the following:

• All processing, printing and mailing services provided under this solicitation request shall be in accordance with Secretary of State of Texas, State Election Codes 15.051, 13.146, 14.023 and Chapter 19 funding, unless otherwise stated in the contract.

• Vendor is responsible for all artwork, typesetting, layout, design, proofs, production, printing, processing, transportation, shipping, delivery, couriers, and mailing of all the cards specified in this solicitation request. Unit price must be all inclusive.

• Vendor will be responsible for warehousing and storage of all cards, shells, and related material covered under this bid solicitation request throughout the duration of this contract (including any extensions). Upon expiration and/or termination of the contract Vendor will return all unused elections cards and related material to the Hays County Elections Department within five (5) calendar days.

Voter Registration Certificate Cards from Variable Data File Voter Registration Certificate Cards:

1. General:

• Print, process, prepare for mailing, and deliver to the San Marcos, Texas, Main Post Office

• Processing the voter registration certificate cards with variable voter registration data information and barcodes.

• Variable data is defined as information that changes with each voter registration certificate card.

• The voter registration certificate cards will be postcard size 4” x 6”.

• Paper Card Stock: White 110# Index or equal. The paper card stock must meet postal requirements for calibration. The paper must be at least .007 thick and not more than .016” thick.

2. Printing:

• Vendor is responsible for all typesetting and artwork required in creating and producing the voter registration certificate cards.

• Vendor will provide professional design assistance for the master overlay and assistance for overlay placement of data on voter registration certificate cards in accordance with the RFP specifications in Texas Secretary of State Directive.

• Within five (5) calendar days of receipt of purchase order, Vendor will design, format, and submit one hundred (100) printed voter registration certificate cards to the Hays County Elections Department for testing and approval.

• Within (14) calendar days after approval of proof, Vendor will deliver all applicable printing in its entirety to predetermined location(s). NOTE: Due to the complexity and turnaround of printing service, Hays County expects that awarded vendor keeps a “reasonable” amount of specified paper stock in house to avoid all delay eventualities.

• The voter registration certificate cards will be printed two sided (both sides) in black laser fast ink and shaded area on front only will be a Pantone color approved and congruent with the State of Texas, at 100% solid. The backside of the voter registration certificate card will be left plain white with black ink text. Note: The Panton color will change every two (2) years according to the State of Texas regulations. All Pantone colors at the time of printing will need to run congruent with The State of Texas Elections specifications procedures.

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• All ink and/or coloring must be laser fast. The language on the voter registration certificate card will be laser printed in black ink.

• All data, Postal mailing permit number, images and printed text on the voter registration certificate card must be clear, concise, and easily readable.

• The voter registration certificate cards shall be printed and processed for mailing by the awarded Contractor using a data file containing the variable voter registration data. Data file will be provided by the Hays County Elections Department in a format readable by the Vendor.

• All records will be fixed length and tab delimited. Record layouts will be provided to the awarded Vendor with data files as soon as possible after the contract award.

• Vendor will create a 128 subset C at 5-dot density bar code must be printed on the card, which will represent the 10-digit VUID number. The VUID number location on the card will be determined by the Elections Administrator and must not interfere with postal regulations. A second barcode will be present at the top of the voter registration certificate card form. The barcode(s) print must be high quality printing that can be easily read by a scanning device. The second barcode will also be a 128 subset C at 5-dot density barcode of variable width. Before printing starts, Hays County Elections Department must verify that barcodes meet the standards specified above.

• Proof(s) are required, and final version must be accepted and signed off by the Hays County Elections Department and U.S. Postal Service prior to printing.

• Vendor is required to produce a file to the Hays County Elections Administration that reflects the appended print file that contains ZIP+4 file update.

• Accompanying the data file will be a control total of the number of records on the data file or any of the previous listed databases. The Vendor, after receiving the data file RFP shall tabulate and produce a total record count. This count must balance with the count supplied by Hays County Elections Department Count before any processing may continue. If the count does not balance, it must be reconciled with Jennifer Anderson, Hays County Elections Department at 512-393-7310, before the voter certificate cards are printed.

• Awarded Vendor will have the ability to print, sort variable data, and mail. While this will not be a cause for elimination in bidding process, this delineation will be considered in award.

3. Mailing

• The timing of the delivery of the processed voter registration certificate cards is crucial to the performance of the Hays County Elections Administrator’s statutory duties.

• Hays Elections Office has its own permit number and will deposit the required funds for postage directly into the permit prior to the first mail out. Postage will be paid by Hays County Permit.

• The voter registration certificate cards must be carrier route presorted and processed to yield the lowest possible postage qualification, a ZIP+4 must be appended to file. The vendor must be CASS certified by the U. S. Postal Service. Carrier route information updated using CASS-certified process within 90 days before mailing.

• Vendor will provide postal qualification that will guarantee the lowest postal rate possible for the receipts and prepare the necessary reports, presort and bag tags necessary to obtain the postal discount.

• In addition, control totals as to actual certificates printed and corresponding Postal Form #3600 reflecting the number of cards mailed shall be presented to the Elections Administrator. A copy of the U.S. Postal Form #3600 must be delivered to Jennifer Anderson, 120 Stagecoach Trail, San Marcos, TX 78666

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• The voter registration certificate cards must then be batched by zip code in special trays (boxes) designated by the U.S. Postal Service and delivered to the San Marcos, Main Post Office or San Marcos Bulk Mail Processing Center. Vendor must prepare voter certificate cards for mailing that allow Hays County to take advantage of the lowest possible first-class postage rate.

Pre-Printed Shell Voter Registration Certificate Cards – Continuous Form:

1. Pre-Printed Shell Voter Registration Certificate Cards, shall meet or exceed the following minimum specification Requirements:

• Print, process, prepare and delivered to the Hays County Election Department pre-printed shell voter registration certificate cards that will utilize internally by the Hays County Elections Department.

• The pre-printed shell voter registration certificate cards will be postcard size 4” x 6”, Continuous form, 1-up, fan folded with standard pin feed holes.

• The pre-printed shell voter registration certificate card image should be outlined with perforation lines to allow easy separation from sheet. Perforation lines should be strong enough to feed through a laser printer.

• Paper Card Stock: White 110# Scott Index or equal. The paper card stock must meet postal requirements for calibration. The paper must be at least .007 thick and not more than .016” thick.

2. Printing

• Vendor is responsible for all typesetting and artwork required in creating and producing the preprinted shell voter registration certificate cards.

• Vendor will provide professional design assistance for the master overlay and assistance for overlay placement of data on pre-printed shell voter registration certificate cards in accordance to the specifications in Texas Secretary of State Directive.

• Within five (5) calendar days of receipt of purchase order, Vendor will design, format, and submit one hundred (100) pre-printed shell voter registration certificate cards to the Hays County Elections Department for testing and approval.

• The pre-printed shell voter registration certificate card will be printed two sided (both sides) in black laser fast ink and shaded area on front will be congruent with Texas State regulations. The backside of the pre-printed shell voter registration certificate card will be left plain with black ink text.

a. Note: The Panton color will change every two (2) years and will be given to the contractor at renewal time, if required.) All ink and/or coloring must be laser fast.

b. The language on the pre-printed shell voter registration certificate card will be laser printed in black ink.

c. All data, images and printed text on the pre-printed shell voter registration certificate card must be clear, concise, and easily readable.

d. Postal mailing permit number printed on each card.

e. Proof(s) are required, and final version must be accepted and signed off by the Hays

County Elections Department and U.S. Postal Service prior to printing.

f. Warehousing and Storage: Contractor will warehouse and store all pre-printed shell voter registration certificate cards and delivered to the Hays County Elections Department within five (5) calendar days.

g. The quantity amount delivered will vary per release requested, however the minimum order per release will be no less than one thousand (1,000) cards.

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Address Confirmation Cards from Variable Data File

1. Address Confirmation Cards, shall meet or exceed the following minimum specification requirements:

• Print, process, prepare for mailing, and deliver to the San Marcos, Texas Main Post Office or

San Marcos Bulk Mail Processing Center the address confirmation cards with variable data information and barcodes.

• Variable data is defined information that changes with each address confirmation card.

• The address conformation card will be trifold with a finish size of 14” high by 8” wide, with two 4.6” fold, one with a fold perforation with a glue adhesive strip. Perforation lines should be strong enough to feed through a laser printer. iv. Paper Card Stock: Canary, 110# Scott Index or equal. The paper card stock must meet postal requirements for calibration. The paper must be at least .007 thick and not more than .016” thick.

2. Printing

• Vendor is responsible for all typesetting and artwork required in creating and producing the address confirmation cards.

• Vendor will provide professional design assistance for the master overlay and assistance for overlay placement of data on the address confirmation cards in accordance with the specifications in Texas Secretary of State Directive.

• Within five (5) calendar days of receipt of purchase order, Vendor will design, format, and submit one hundred (100) printed address confirmation cards to the Hays County Elections Department for testing and approval.

• Within (10) calendar days after approval of proof, Contractor will deliver all applicable printing in its entirety to predetermined location(s). NOTE: Due to the complexity and turnaround of printing service, Hays County expects that awarded vendor keeps a “reasonable” amount of specified paper stock in house to avoid all delay eventualities.

• The three panel of the tri-fold address confirmation cards will be printed two sided (both sides) in black laser fast ink with different copy. The backside only of all address confirmation cards will include the same pre-printed shell copy and will have the Hays County Business Reply Mail permit information.

• All ink and/or coloring must be laser fast.

• The language on the address confirmation cards will be laser printed in black ink.

• All data, images and printed text on the address confirmation cards must be clear, concise, and easily readable.

• Postal mailing permit number printed on each card

• The address confirmation cards shall be printed and processed for mailing by the awarded

Vendor using a data file containing the variable data information. Data file will be provided by the Hays County Elections Department on any of the formats previously listed

• Proof(s) are required, and final version must be accepted and signed off by the Hays County Elections Department and U.S. Postal Service prior to printing.

• Vendor is required to produce a file to the Hays County Elections Administration that reflects the appended print file that contains ZIP+4 file update.

• Accompanying the data file will be a control total of the number of records on the data file or CD. The Contractor, after receiving the data file shall tabulate and produce a total record count. This count must balance with the count supplied by Hays County Elections Department County before any processing may continue. If the count does not balance, it must be reconciled with Jennifer Anderson, Hays County Elections Department at 512-393- 7310, before the address confirmation cards are printed.

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Additional Election Printing

• The Vendor shall design and produce mail-in ballot envelopes w/certificates for the sealed return of mail-in ballots in accordance with all applicable state laws. (Secrecy Envelope)

• The Vendor shall design and produce mail-in ballot return envelopes for the sealed return of mail-in ballots in accordance with all applicable state laws.

• The Vendor shall design and produce mail-in ballot outer envelopes for the processing and shipment of mail-in ballots in accordance with all applicable state laws.

• The Vendor shall design and produce provisional ballot envelopes w/certificates for the sealed return and processing of provisional ballots in accordance with all applicable state laws.

• The Vendor shall design and produce Applications for Ballot by Mail forms in accordance with all applicable state laws.

• The Vendor shall design and produce Deputy Voter Registrar Voter Registration Application with perforated receipt at the bottom.

• The Vendor shall design and produce all inserts for Mail Balloting and provisional envelope in accordance with all state laws.

Property Tax Bills:

Hays County Tax Assessor will provide the vendor with any data or information via electronic data files that will be printed on the mail jobs. The vendor shall take all necessary measures to ensure that the quality of service meets the Hays County Tax Assessor’s requirements. The vendor shall be required to manage all printing requirements including, but not limited to:

• Ability to develop and modify templates or custom form overlays to meet specific requirements for each form or bill type;

• Ability to populate the templates or custom forms with supplied data from electronic data files;

• Ability to provide pre-printed forms or print each bill without the use of a pre-printed form;

• Ability to print in color with variable fonts and sizes;

• Ability to print inserts and envelopes in accordance with the templates and specifications the Hays County Tax Assessor provides;

• Ability to print Optical Character Recognition scan line on bill stubs;

• Ability to provide samples of proposed final form bills or documents to the Hays County Tax

Assessor for review and approval.

Mailing Information for Property Tax Bills The vendor shall assemble all property tax bills, inserts, notices, and return envelopes during the applicable bill mailing period. All property tax bills will be mailed no later than the respective statutory deadline or communicated deadline from the Hays County Tax Assessor. The anticipated amount for the 2025 tax year is 139,000.

• For multiple tax bills that have one property owner and are addressed to the same address, the tax bills should be mailed in the same package.

• For tax bills mailed to a mortgage company, the tax bill should be mailed in the same package.

• Postage will be billed as a separate line item per current postage rates.

Presorting, Barcoding, Mailing, and Forwarding The vendor shall guarantee 100 percent compliance with all applicable USPS policies and standards related to barcoding, presort services, and delivery to the USPS.

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The vendor shall leverage the most current technology available through the USPS to provide the following:

• Presorted mail has the lowest first-class postage available;

• Current standard barcoding to provide the ability to track mail;

• Mail Forwarding and Address Correction Service via NCOALink®.

C. Attachment A: RFP 2025-P08 Pricing

The Vendor must provide the cost of services y completing the mandatory pricing sheet included as Attachment A: RFP 2025-P08 Pricing. Optional features, products, and services shall be priced individually and list under “other” category.

D. Qualifications The following minimum requirements must be demonstrated in order for the submission to be considered responsive to Hays County.

• Service provider shall have its own exclusive printing facility.

• The service provider must have a minimum of five (5) years of extensive experience, knowledgeable background and qualifications in printing, processing and mailing voter registration cards, property tax statement or material similar in size, nature and scope as determined by Hays County.

• All prospective service providers must have printing and mailing facilities capable of handling the specified volume and turnaround time requirements.

• Resources to quickly respond to employee requests for assistance.

• Demonstrated experience in successfully working with government agencies and counties in

Texas of a similar size and scope as Hays County.

• Individuals assigned to the RFP have the necessary experience, education, and understanding to provide the required services.

REFERENCES: Contractor shall provide a minimum of three (3) references that have performed similar scope services (size and complexity) specified herein, that will qualify the Service Provider to perform the services outlined in the bid document.

RESPONSIBILTY: A prospective respondent must affirmatively demonstrate respondent’s responsibility.

A prospective respondent must meet the following requirements:

• Have adequate financial resources, or the above ability to obtain such resources as required

• Be able to comply with required or proposed delivery schedule

• Have a satisfactory record of performance

• Be otherwise qualified and eligible to receive an award

TIME OF PERFORMANCE: It is imperative that the prospective respondent respond to County requests in a timely manner and comply with required or proposed delivery schedules. Please describe how you intend to respond to and track County requests.

SYSTEM FOR AWARD MANAGEMENT: Respondent and its Principals may not be debarred or suspended nor otherwise have an exclusion record created in the System for Award Management (SAM) website.

Include verification that the company as well as the company's principals are not listed (are not debarred) through the System for Award Management (www.SAM.gov). Enclose a printout of the Entity Registration page that shows your firm is in active status and is not expired.

E. Proposal Requirements

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Proposals shall be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to meet the requirements of this RFP. Emphasis shall be on the quality, completeness, clarity of content, responsiveness to the requirements, and the understanding of the County’s Needs.

Proposals shall not exceed twenty (20) pages (10 sheets front and back) in length, but not including:

• Front and Rear Covers

• Letter of Transmittal: RFP Subject Line, name of Vendor, address, telephone number, name of contact person, and signed by the individual authorized to negotiate for and contractually bind the company.

• Table of Contents

• Appendix materials (any required forms, see RFP Submittal Checklist, and addenda from Hays

County)

Items that count towards the 20-page limit

• Profile/Experience of the Company

Company information shall include: Company legal name of the Bidder, principal place of business, number of years in business, and description of company organization including identification of number of staff dedicated to the project.

Experience of the Company and prior work performance on three (3) projects of similar size and scope that have been completed in the last five (5) years.

List of any criminal charges, civil lawsuits, or dispute resolutions to which the Company is a part in the past five (5) years and the nature of the issue. Indicating if and how it was resolved.

Key Personnel o Identify who the project lead will be who will work with the County.

o Provide an organizational chart containing the names, telephone numbers and email address of the prime providers and any sub-providers that would be proposed for the team and their contract responsibilities by work category.

• Capacity to Perform (Technical Approach) Describe the capacity to perform the Scope of Services.

Provide a description of your proposed approach/strategy to provide and perform the objectives, specific elements, and tasks associated with services.

Include information about the age and type of equipment you intend to use for this contract and any products use in the addressing and inserting process.

• Contract Management Philosophy

Describes your companies’ philosophy towards providing quality service for high volume, deadline driven projects.

Address communication, responsiveness, conflict resolution, quality assurance, scheduling flexibility (resources and timeline),a nd budget oversight.

• Cost Proposal

Sheet size is limited to 8½” x 11” sheets only, using 12-point font. The organizational chart is permissible to use an 11” x “17” sheet (one-sided) and a font smaller than 12-point for the organizational chart, provided text is clearly legible. It is permissible to use a font smaller than 12-point for graphics, provided text is clearly legible.

The proposal must be submitted with a continuous binding (e.g. – spiral, GBC, etc.) along the left edge;

no other binding will be accepted and should not exceed twenty (20) pages, ten (10) pages front and back, not including the appendix materials.

F. Evaluation Criteria

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The Evaluating Committee will evaluate each respondent’s proposal based on a comprehensive set of criteria. Proposals received shall be evaluated and ranked by the County according to the following criteria: (Maximum Point Total 100)

Evaluation Criteria Maximum Score Points

Select a whole number from the list provided for each question (decimal or unlisted rating score are not permitted)

Proposed Cost (will be assessed by Purchasing)

35 35 = Significantly Exceeds Requirements 28 = Exceeds Requirements 21 = Meets ALL Requirements 14 = Marginally Meets Requirements 0 = Does not meet Requirements

Capacity to Perform, 30 30 = Significantly Exceeds Requirements 24 = Exceeds Requirements 18 = Meets ALL Requirements 12 = Marginally Meets Requirements 0 = Does not meet Requirements

Contract Management Philosophy 20 20 = Significantly Exceeds Requirements 16 = Exceeds Requirements 12 = Meets ALL Requirements 8 = Marginally Meets Requirements 0 = Does not meet Requirements

Experience of the Company 15 15 = Significantly Exceeds Requirements 12 = Exceeds Requirements 9 = Meets ALL Requirements 6 = Marginally Meets Requirements 0 = Does not meet Requirements

Total Evaluation Points 100

Interview (optional) Ranking At the County’s discretion, submitting entities may be requested by the Evaluating Committee to conduct interviews as part of the evaluation process, prior to making recommendations to Commissioners Court regarding award.

It is the practice of Hays County to encourage local participation and to promote and encourage contracting and subcontracting opportunities for locally owned businesses and labor in all contracts.

The County of Hays does not discriminate on the basis of race, color, national origin, sex, religion, age and disability in employment or the provision of services. Hays County is an Affirmative Action/Equal Opportunity Employer and strives to attain goals for Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u), as amended. Section 3 Residents and Business Concerns, Minority Business Enterprises, Small Business Enterprises and Women Business Enterprises are encouraged to submit proposals.

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

G. Submittal Requirements The Company must deliver their proposal to the Hays County Purchasing Department by one of the following methods by the specified deadline:

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Mailed or Dropped off Proposals:

• One (1) original proposal with required forms manually signed by the respondent with original signatures

• One (1) digital copy of the full proposal with all required forms on a thumb drive

Electronic Proposals:

• Upload proposal with required forms manually signed by the respondent. (through BidNet

Direct)

• One (1) original proposal with required forms manually signed by the respondent, delivered to the Hays County Purchasing Office. Either the original or Electronic Proposal (through BidNet Direct) MUST be received by the due date and time to be considered responsive. Physical copy must be received in the Hays County Purchasing Office within 24 hours of proposal due date.

LATE SUBMITTALS WILL NOT BE ACCEPTED.

ALTERING PROPOSALS: Any interlineations, alteration, or erasure made before receiving time must be initialed by the signer of the proposal, guaranteeing authenticity.

WITHDRAWING OF PROPOSAL: A proposal may be withdrawn at any time prior to the official opening.

After the official opening, proposals may not be amended, altered or withdrawn without the recommendation of the County Purchasing Agent and the approval of Commissioners Court.

FORMS: All proposals must be submitted on the forms provided in this solicitation document. Changes to solicitation forms made by bidders shall disqualify the proposal.

REPONDENT’S ACCEPTANCE: by submitting a response to this RFP, the respondent certifies that is has fully read and understands the terms, conditions and statements of this Request for Qualifications and has knowledge of the scope of the quality of services to be furnished and intends to adhere to the provisions described herein.

H. Award of Contract BASIS OF AWARD: The County reserves the right to award a contract for named project to an organization on the basis of “best value”. Best value will be determined based on cost, experience, qualifications, references, proposed methodology/technical proposal, and overall responsiveness, clarity, and organization of the solicitation response.

COMPANY AGREES, if this proposal is accepted, to furnish any and all services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications. The period for acceptance of the proposal will be one hundred twenty (120) calendar days.

The awarded company expressly warrants that all services specified in the RFP will be performed with care and diligence and in accordance with all specifications of the RFP. The awarded company agrees to correct any deficiencies in its performance of services upon notification by the County and without additional expense to the County.

ACCEPT OR REJECT: It is understood that Hays County reserves the right to accept or reject any and all submittals as it shall deem to be in the best interest of Hays County. The prospective entities are fully responsible for all costs incurred in the preparation and/or presentation of the RFP submittals. All received RFP submittals will become the property of the County. The RFP does not commit the County

RFP 2025-P08 Countywide Printing Page 17 of 48 to award a contract, issue a purchase order, or pay any costs incurred in the preparation of a submission in response to this RFP. Proposals may be held for one hundred twenty (120) calendar days after opening without taking action.

COMMISSIONERS COURT APPROVAL REQUIRED: The Hays County Commissioners Court must approve the contractors selected to provide the services requested in this RFP. The County reserves the right to authorize contract negotiations to begin without further discussion with contractors submitting a response. Therefore, each proposal should be submitted as completely and accurately as possible. The County reserves the right to request additional data, oral discussions, or presentations in support of the written proposal. If the proposal is accepted and approved by Commissioners Court, this document shall be made part of the contract.

Respondent’s Obligation Regarding Evaluation

a. SUBMISSION OF INFORMATION. Submitters are cautioned that it is each contractor and or individual’s sole responsibility to submit information related to the evaluation categories, and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of a contractor or individual to submit such information may cause an adverse impact on the evaluation of the specific proposal.

b. SUBMITTER REVIEW OF RFP. Submitters are responsible for examining and being familiar with all specifications, terms, conditions, provisions, and instructions of the RFP and their responses.

Failure to do so will be at the contractor and/or individual’s risk and will not be a determinative factor when awarding the contract for services.

ORAL NON-BINDING: Any non-written representations, explanations, or instructions given by County staff or County agents are not binding and do not form a part of, or alter in any way, the RFP, a written agreement pertinent to the RFP, or the awarding of the contract.

RESERVATIONS BY COUNTY: The Commissioners Court has the right to accept, reject, or cancel any and all submissions. In addition, the County expressly reserves the following:

1. waive any defect, irregularity, or informality in any submission or RFP procedure;

2. extend the RFP closing time and date;

3. reissue this RFP in a different form or context;

4. procure any item by other allowable means;

5. revise and modify, at any time before the RFP submittal due date, the factors and/or weights of factors the County will consider in evaluating RFP submittals and to otherwise revise or expand its evaluation methodology as set forth herein;

6. investigate the qualifications of any contractor under consideration and require confirmation of information furnished by a contractor;

7. require additional information from a contractor concerning contents of its RFP submittal and/or require additional evidence of qualifications;

8. waive minor deviations from specifications, conditions, terms, or provisions of the RFP, if it is determined that waiver of the minor deviations improves or enhances the County’s business interests under the RFP;

9. extend any contract when most advantageous to the County, as set forth in this RFP.

10. appoint an evaluation committee to review RFP submittals or responses, make recommendations and seek the assistance of outside technical experts in RFP submittal evaluation;

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11. hold interviews and conduct discussions and correspondence with one or more of the contractors responding to this RFP to seek an improved understanding and evaluation of the responses to this RFP.

12. disclose information contained in an RFP submittal to the public as required under the Texas Public Information Act; AND/OR

13. exercise any other right reserved or afforded to Hays County under this RFP. The County reserves the right to modify the process, in its sole discretion, to address applicable law and/or the best interest of the County.

The County shall not, under any circumstances, be bound by or be liable for any obligations with respect to any construction project until such time (if at all) a contract has been awarded and all approvals obtained in form and substance satisfactory to the County have been executed and authorized by the County, and then only to the extent of such agreements.

I. Warranty of Performance The successful respondent expressly warrants that all services specified in the RFP will be performed with care and diligence and in accordance with all specifications of the RFP. The successful bidder agrees to correct any deficiencies in performance of services upon notification by the County and without additional expense to the County.

CONTINUING NON-PERFORMANCE of the bidder, in terms of specifications, shall be basis for the termination of the contract by the County. The County shall not pay for merchandise/services that are unsatisfactory. Failure to perform any provision will constitute a default of contract, in which case, corrective action shall take place within ten (10) days from the date of written notice citing the nature of breach. Failure to take corrective action or to provide a satisfactory written reply excusing such failure within the prescribed ten (10) days will authorize the County to terminate this agreement by written notice.

COMPLIANCE WITH LAWS: The successful Respondents shall comply with all applicable federal, state and local laws and regulations pertaining to the practice of the profession and the execution of the duties under the solicitation. Any contract executed as a result of this RFP shall be governed by the laws of the State of Texas.

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IV. General Terms and Conditions for Solicitations Applicable To: Request for Proposals (RFP)

1. GENERAL DEFINITIONS:

a. "Auditor" means the Hays County Auditor or his/her designee.

b. "Commissioners Court" means Hays County Commissioners Court.

c. “Contract” means the contract…