ESBD_464425_1762977039877_Q&A Document 1.pdf

Questions & Answers - 1

Solicitation 2610-002 - Printing Services

Buying Organization Travis County Healthcare District dba Central Health

No Question/Answer Question Date

Q1 Question: ALL OR NOTHING

Hi there! Can you tell me if this will be an all or nothing RFP? Thank you

Answer: Please see addendum 1 and bid on what you are capable of.

10/23/2025

Q2 Question: Insurance Card

Exact specifications - how many lines of variable print? Size, Paper type & coating. Print both sides?

Answer: Insurance/Program cards – typically 10 lines of variable print, currently 11 pt, front side only.

10/30/2025

Q3 Question: Envelopes section 5 is this color ? Or black and white? And it is only one-sided? This is for both #9 and #10

Answer: Some are 2-color. Some are just black.

10/30/2025

Q4 Question: Mail Out - Section 5

For the mail out - I would need to know the sizes and quantities or at least an apples to apples - like 6x9 postcards 14 pt and 1,000 or 500 units...to give a standard price for you on all aspects of the mailout

...is there an annual run? Or is this something that is monthly or daily or weekly?

Answer: Eligibility Documents and Program Cards are standard letter-size printing. Daily mailout depends on volumes yet ranges between 0 – 1200 items.

10/30/2025

Q5 Question: Section 2 - Window Clings is there a common size on the window clings? there are so many sizes - and are they applied inside to be viewed outside or vice versa?

Answer: Please provide your general range and share details that impact the cost in the notes section

10/30/2025

Q6 Question: Section 2 - Vinyl Banners

Are 13 oz outside/indside banners acceptable? And is the print on one side only? And with a 6x3 would you want grommets every two feet or just four grommets total - one in each corner? And do you prefer glued or hand sewn hems?

Answer: This is variable. Please price per your recommended unit and add details to the notes area of the pricing sheet.

10/30/2025

Q7 Question: Section 2 Foam Core Posters

Do you prefer something sturdy like a pvc board? Or a foam like styene that is a flimsier but still good to hang... and are these one side or two sided prints?

Answer: This is variable as we have different needs per project. Please price per your recommended unit and add details to the notes area of the pricing sheet.

10/30/2025

No Question/Answer Question Date

Q8 Question: Section 2. Wall Graphics

Size? How do you prefer the application to the wall?

Answer: Vinyl wall graphics are typically self-adhered to the wall. Please follow the pricing sheet (per square ft) and/or share your pricing unit in the notes area.

10/30/2025

Q9 Question: Section 5 Mail Fulfillment

Are we using your indicia or ours?

Answer: Are we using your indicia or ours?

10/30/2025

Q10 Question: Section 5 - Mail Fulfillment

Regarding non-profit... Would you supply the NPA Non Profit Authorization number through the United

State Postal? Or are you mailing on your permit?

Answer: We are currently invoiced for postage for eligibility and program cards

10/30/2025

Q11 Question: Section 5 Mail Fullfillment

Drop Shipping - delivery to multiple sites / addresses - can you be specific? Like a process where a location receives so many by courier or fed ex?

Answer: We receive our orders in different locations within the Austin city limits.

10/30/2025

Q12 Question: Section 3 - Branded apparel

Regarding polo shirts, scrubs, and tees - Is there a specific brand or do you prefer we go least cost?

And sizes go from S up to XXL ?

Answer: Please share the cost to embroider or screen print per item as listed on the pricing sheet and share any details that may impact pricing, such as the cost of the item, in the notes area.

10/30/2025

Q13 Question: Section 3 - Branded apparel

Regarding ball cap - what brand? And how many colors on the embroidery?

Answer: We do not have a specific ball cap we use. We embroider apparel in both one-color and two-color for our brand mark. Please follow the guidelines listed in the pricing sheet and share the cost or a range to embroider per unit, as well as any details that may impact pricing, such as the cost of the item, in the notes area.

10/30/2025

Q14 Question: Section 4 Promo SWAG f

Tote Bag - Size and brand or type of tote bag - if logo is it 4 color or black and white? I want to quote apples to apples.

Pens - type and single color logo and print? Or more than one color?

Water Bottles - size, style, printable one or multi color? Plastic or BPA free or stainless steel ?

Answer: We have a 2-color logo and prefer to imprint 2-colors on all materials. We know that each item has different associated costs, and are most interested in your price to imprint each. Please follow the guidelines listed in the pricing sheet and share the cost or a range to imprint per unit, as well as any details that may impact pricing, such as the cost of the item in the notes area.

Q15 Question: Sections 3 & 4

Annual quantities?

Polo shirts

Scrubs

T-shirts

Hats

Tote bags

Pens

Water bottles

Answer: We do not have an annual quantity at this time. Please follow the guidelines listed in the pricing sheet and share a general range per unit and any details that may impact pricing like cost of item.

10/30/2025

Q16 Question: Shipping all products

Regarding shipping - how is shipping currently handled? A pass through - with Fedex, USPS, courier ?

Or is there a specific carrier you prefer? Would we use your account or ours for best rates?

Answer: For eligibility, USPS is used to mail out documents and insurance cards. We are invoiced for the postage.

Q17 Question: RFP #2610-002 – Exalt Printing Solutions Questions

Is a standalone storefront sufficient, or is integration with an ERP, procurement platform, or SSO required?

– How many user tiers or approval roles are needed?

– Will entities require distinct catalogs, budget codes, or reporting?

Will vendors be expected to stock print, apparel, signage, or promo items for rapid fulfillment?

Are there categories that require same-day or 24-hour turnaround?

Is fulfillment from a regional provider (e.g., DFW) acceptable if delivery timelines are met, or is a local presence in Travis County preferred?

Do pricing sheet quantities reflect monthly, annual, or one-time volumes?

Should pricing reflect firm unit costs or volume-based tiers?

Will alternate pricing structures (e.g., Vizient/Provista) be accepted?

The pricing sheet includes one logo, but the pre-bid call referenced multiple. Can you share brand guidelines or logo variations for quoting?

For scrubs, is screen printing preferred over embroidery? Should we assume no personalization?

What ID badge materials are in use (e.g., PVC, adhesive, encoded)? Will badges be printed entirely by the vendor or partially in-house?

For promotional items:

– Can you share examples or a current catalog?

– Are items produced on demand or stocked for fulfillment?

– What are expected minimum order quantities (MOQs)?

For pens and giveaways, are there preferred vendors or styles?

For stickers:

– What are typical sizes?

– Are they requested as die-cut, rolls, or both?

For decals, are these intended for walls, vehicles, windows, etc.? Approximate size ranges would help.

Does Central Health require documentation for HIPAA, TDI, or CMS compliance?

Answer: We would prefer a store that integrates into our SSO, but would also entertain considering a stand-alone if it can be branded to CH with seamless logins for employees. Vendors will need to accommodate on-demand printing needs for the end-user. Fulfillment from a local warehouse is preferred but not required. Stickers, decals, vinyl applications—these are not part of the store and would be ordered individually.

11/04/2025

Q18 Question: Preference for Branded Apparel

Are we required to use a local vendor in or around Travis County for the apparel?

Answer: No you are not

11/05/2025

Q19 Question: Exhibit B- Section 5. Mailing Fulfillment - Variable data printing

'Variable Data Printing '- Is this color or monochrome printing?

Answer: for eligibility documents, this is monochrome

11/05/2025

Q20 Question: Exhibit B- Section 5. Mailing Fulfillment - Machine Folding and Insert

'Machine Folding and Insert' - Please confirm that these are additional pages of marketing materials.

Answer: These could be marketing materials or forms

11/05/2025

Q21 Question: Exhibit B- Section 5. Mailing Fulfillment - PrePrinted Stamped #9 envelopes

What is the annual volume of #9 envelopes?

Answer: This is highly variable. Please price per your recommended unit and add details to the notes area of the pricing sheet.

11/05/2025

Q22 Question: Exhibit B- Section 5. Mailing Fulfillment - Hand stamping envelopes

What percentage of #9 envelopes receive a manually applied stamp.

Answer: This is highly variable. Please price per your recommended unit and add details to the notes area of the pricing sheet.

11/05/2025

Q23 Question: Printing Sevices

1.Will they purchase the remaining inventory at the end of the contract?

2. What is the security certificate required.

3. Are they stripe or RFID?

4. How soon do they want the Security cards and insurance cards mailed?

5. For file submission and proofing, does Central Health prefer digital soft proofs, physical hard proofs, or both?

6. Are there any brand color, accessibility, or template compliance standards we must follow (e.g., Pantone codes, Section 508 accessibility, or internal design guidelines)?

Answer: for eligibility documents and program (insurance) cards, the expectation is next business day mailing

11/05/2025

Q24 Question: RFP 2610-002

Tell me about your incumbent? Is there currently an incumbent vendor or service provider responsible for the existing solution, and if so, could you provide any relevant details about their involvement?

Answer: Central Health currently utilizes multiple vendors to fulfill various printing, mailing, and branded materials needs. These vendors provide services such as general print production, direct mail processing, branded apparel, and specialty signage.

There is no single incumbent vendor responsible for managing all service categories included in this solicitation. The purpose of this RFP is to identify a qualified vendor (or vendors) capable of delivering a comprehensive, integrated solution that consolidates and enhances these services under one contract structure.

11/10/2025

Q25 Question: RFP 2610-002

What was the amount spent on this contract last year?

Answer: This question cannot be answered at this time. Please provide your rates on your submitted proposal.

11/10/2025

Q26 Question: RFP 2610-002

Is there an MBE/WBE requirement?

Answer: Central Health practices a Good Faith Effort and requires such of its Contractors and

Consultants unless otherwise specified in the solicitation documents (i.e. inclusion of HSP Plan

Requirements and Goals).

11/10/2025

Q27 Question: RFP 2610-002

Will Central Health please confirm that responses which include larger content such as resumes, transition, staffing, and training plans may be provided in an Exhibits tab apart from page maximum?

Answer: Resumes DO COUNT against the listed page limit. Larger content as described are at the Proposer’s discretion and will count against the page limit.

11/10/2025

Q28 Question: RFP 2610-002

What is the budget of this solicitation?

Answer: We do not provide Budgets for your solution in advance, we request you provide us with your proposed budget.

11/10/2025

Q29 Question: RFP 2610-002

BidNet is not working, what do I do?

Answer: Central Health staff cannot help with technical issues occurring on the BidNet platform.

Proposers must contact BidNet at support@bidnet.com or 800.835.4603 to resolve the issue.

11/10/2025

Q30 Question: RFP 2610-002

When is the contract scheduled for award?

Answer: Awards are generally made around the time of the proposal expiration date stated in the solicitation package. All proposers will be formally notified of solicitation status once a determination is made.

11/10/2025

Q31 Question: RFP 2610-002

I am a HUB-certified business. Do I still need to report whether my subcontractors are HUB-certified as well?

Answer: Yes you do.

11/10/2025

Q32 Question: RFP 2610-002

Can non-HUB vendors participate in the solicitation?

Answer: Yes they can.

Q33 Question: RFP 2610-002

Will Central Health accept submission of proposals via E-mail?

Answer: No, the Proposal Submission is clearly identified in the solicitation packet. Central Health prefers submission via BidNet site, however if the Proposal needs to be dropped off in person, special arrangements can be made. Refer to the solicitation for details.

11/10/2025

Q34 Question: RFP 2610-002

I saw the bid for Printing Services and we’re really interested in submitting a proposal.

I noticed the requirement for 5–7 years of experience in commercial printing. We’ve been in business since May 2021 but have worked on a wide range of professional printing projects for schools, businesses, and community groups.

Would we still be eligible to submit a proposal, or would that requirement make us ineligible?

Answer: Vendors that do not meet the stated 5–7 years of commercial printing experience requirement may still submit a proposal; however, experience will be evaluated in accordance with the criteria outlined in the RFP. Proposals demonstrating substantial, relevant experience and the ability to meet all scope and quality requirements will be scored more favorably under the evaluation criteria for

Demonstrated Project Experience.

All proposals received by the submission deadline will be reviewed and evaluated based on the requirements and evaluation factors listed in the solicitation.

11/10/2025

Q35 Question: RFP 2610-002

Do you have anticipated volumes for Branded Apparel and Promotion?

Answer: The Central Health system anticipates a high volume of branded apparel and promotional materials, with order sizes ranging from small, on-demand quantities to larger fulfillment runs over time.

Employees and departments typically place orders by event or on a monthly cadence. Projected volumes vary by team and item type. This RFP represents a new opportunity to consolidate ordering and inventory management within a unified online storefront, accommodating both employee uniforms and branded promotional items for events.

Vendors are encouraged to review the pricing matrix for detailed service categories and to provide pricing that reflects scalable production and warehousing options.

For printed materials such as booklets, typical runs are approximately 100–200 copies, with reprints of similar quantities several months later. These are generally digitally printed jobs.

Q36 Question: RFP 2610-002

Do you have specific reporting requirements? FSC, Other?

Answer: Central Health does not have specific reporting requirements related to FSC or other sustainability certifications. However, vendors that demonstrate environmentally responsible practices—such as the use of sustainable materials or certified printing methods—will be viewed favorably as part of Central Health’s commitment to responsible resource management and community stewardship, particularly for high-volume printing projects.

11/10/2025

Q37 Question: RFP 2610-002

Jobs are dependent on number of variables. Do you have examples for better estimating?

Answer: Project quantities vary significantly based on event type and departmental needs. For example, branded apparel orders may range from small, on-demand quantities of approximately 20 items to larger orders of 50 or more for subsequent events. These requests often repeat with minor variations or reprints.

Similarly, printed materials such as booklets are typically produced in runs of 100–200 copies, with reprints of similar quantities occurring several months later. These are generally digitally printed jobs.

Because of this variability, vendors are encouraged to provide scalable pricing that accommodates both small-batch and larger production runs, as outlined in the pricing matrix.

11/10/2025

Q38 Question: RFP 2610-002

Could you expand upon the volumes outside of print and mail?

Answer: Volumes for projects outside of traditional print and mail services typically consist of individual requests ranging from approximately 100 to 500 pieces per job. On higher-volume days, total output may reach up to 900 pieces, which can include a combination of cards and supporting documents.

These quantities are representative of standard operational needs and may fluctuate based on program activity, outreach campaigns, and other project-driven requirements. Vendors should provide pricing structures that accommodate both recurring small-batch orders and higher-volume fulfillment.

11/10/2025

Q39 Question: RFP 2610-002

Can we bid on selected products or are suppliers required to bid / supply all the items listed in the RFP?

Answer: Yes you can.

11/10/2025

Q40 Question: RFP 2610-002

Would a comparable paper be ok for “superfine” on the paper?

Answer: Yes it would.

Q41 Question: RFP 2610-002

Is your existing supplier also participating in this process? Is intent to award some additional suppliers across these areas to have multiple options, realize cost savings, etc?

Answer: All vendors, including current vendors are invited to submit proposals. Our goal is to recognize cost savings and standardize without having to solicit each time something is needed.

11/10/2025

Q42 Question: RFP 2610-002

Who won last year or where can we source that information?

Answer: This is the first year this service is being solicited.

11/10/2025

Q43 Question: RFP 2610-002

Typically how many lines of variable data are there?

Answer: The amount of variable data depends on the document type. For medical ID cards, there are typically 5–6 lines of variable data. Standard envelopes include standard variable (name and address) information, while other materials—such as medical forms or forms with member identification cards—may include additional variable elements such as household IDs, termination or enrollment dates, and automatically populated checkboxes.

Vendors should anticipate a range of variable data configurations consistent with standard personalized print and mail workflows.

11/10/2025

Q44 Question: RFP 2610-002

Business card shells—how many versions?

Answer: Six (6)—front and back

11/10/2025

Q45 Question: RFP 2610-002

Will preference be given to vendors who can offer all required services?

Answer: We will evaluate each proposal and score according to how they meet the SOW requirements.

11/10/2025

Q46 Question: RFP 2610-002

Do you provide the artwork or do we create it?

Answer: Central Health provides all artwork for printing in nearly all cases. If design support is requested, it would typically be for production only, involving minor adjustments to an existing proof or document. For example, modifying a business card template to accommodate variable data.

Such requests are limited to production-related adjustments. This is intended to improve efficiency.

Central Health maintains in-house design resources responsible for developing all original creative materials.

Q47 Question: RFP 2610-002

What is the typical turnaround time expected?

Answer: Central Health seeks to understand each vendor’s standard production and delivery turnaround times. Typical project timelines range from five (5) to ten (10) business days, depending on the product type and production complexity.

While standard lead times are preferred whenever possible, there will be occasions when expedited turnaround—within approximately two (2) to four (4) days—may be required to meet urgent operational or event needs.

11/10/2025

Q48 Question: RFP 2610-002

Do any of the business card shells have foil or embossing

Answer: No they do not.

11/10/2025

Q49 Question: RFP 2610-002

So they are full-color? One-side or two-sided business cards?

Answer: Full color, two-sides. Full bleed on the back side.

11/10/2025

Q50 Question: RFP 2610-002

Do you have a storefront today?

Answer: Yes, it is internal only.

11/10/2025

Q51 Question: RFP 2610-002

Envelopes: 70# paper okay instead of 80#?

Answer: Please quote both.

11/10/2025

Q52 Question: RFP 2610-002

What about large format and foil stamping?

Answer: Foil stamping and other specialty bindery processes are expected to be limited, typically involving short runs of approximately 50–100 pieces. As a governmental entity, Central Health has minimal need for specialty finishes but values vendors that can provide these capabilities when required, to avoid engaging additional suppliers for isolated specialty projects.

Large format printing represents a more frequent need, primarily for event signage. Typical signs are approximately 2 feet by 3 feet in size, with quantities ranging from 5 to 20 per event. Central Health generally hosts at least one event per month requiring this type of signage.

Vendors should base pricing on standard square-foot calculations and assume the use of durable, weather-resistant materials such as Coroplast or direct-to-print metal substrates suitable for outdoor conditions.

Q53 Question: RFP 2610-002

Regarding non-profit... Would you supply the NPA Non-Profit Authorization number through the United

State Postal? Or are you mailing on your permit?

Answer: We are currently invoiced for postage for eligibility and program cards

11/10/2025

Q54 Question: RFP 2610-002

Foam Core Posters - Do you prefer something sturdy like a pvc board? Or a foam like styene that is a flimsier but still good to hang... and are these one sided or two-sided prints?

Answer: Share your price for your general recommendation and add any considerations in the notes section. Price for a 1-sided application.

11/10/2025

Q55 Question: RFP 2610-002

Vinyl Banners - Are 13 oz outside/inside banners acceptable? And is the print on one side only? And with a 6x3 would you want grommets every two feet or just four grommets total - one in each corner?

And do you prefer glued or hand sewn hems?

Answer: One-sided application, Please share your standard suggestions and share details that impact the cost in the notes section.

11/10/2025

Q56 Question: RFP 2610-002

Envelopes - is this color? Or black and white? And is it only one-sided? This is for both #9 and #10

Answer: We do both color and black and white and sizes are dictated in the pricing sheet.

11/10/2025

Q57 Question: Exhibit B- Section 5. Mailing Fulfillment - Machine Folding and Insert

'Machine Folding and Insert' - Please confirm that these are additional pages of marketing materials.

Answer: These could be marketing materials or forms

Questions & Answers - 1