ESBD_511550_1777912494361_582-27-23154 POD and FFS RFP_FINAL_UPD.pdf

TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

COVER PAGE

Date: 04/30/2026

Type of Solicitation: Request for Proposal (RFP)

Name of Solicitation: Print on Demand (POD) and Fulfillment Services (FFS)

Solicitation Number: 582-27-23154

Class 915, Item 44

Class 915, Item 45

Class 966, Item 76

Responses Due: May 29, 2026 at 2:00 PM Central Time

Deadline for Submission of Questions: May 12, 2026 at 2:00 PM Central Time

Anticipated TCEQ reply to Vendor Questions (This date is only an estimate):

May 15, 2026

Description:

The Texas Commission on Environmental Quality (TCEQ) stores and maintains approximately 200 to 250 publication items annually. Examples of items include publications, posters, promotional items (such as stickers, decals) and forms. TCEQ is seeking a contractor to warehouse and fulfill orders for pre-printed documents, and on occasion produce and ship Print-on-Demand (POD) items and provide off-set printing in contingency situations.

Historically Underutilized Business (HUB)/ Veteran Heroes United in Business (VetHUB) Subcontracting Plan: Subcontracting opportunities have not been identified. See additional information under the Responder General Instructions.]

PURCHASING AUTHORITY:

• Competitive Sealed Proposals (RFP) Gov’t Code Chapter 2156, Subchapter C

582-27-23154 POD and Fulfillment Services Page 1 of 86

SOLICITATION TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

• Cover Page

• Solicitation Table of Contents

• TCEQ Points of Contact for This Solicitation

• Response Submission Procedure

• Responder General Instructions

• Responder’s Quick Guide to Send Portal

SECTION 2: SCOPE OF WORK AND EVALUATION CRITERIA

• Scope of Work o Exhibits A - F

• Evaluation Criteria o Executive Summary o Statement of Qualifications o Contractor References o Technical Approach o Price

SECTION 3: DRAFT CONTRACT DOCUMENTS

• Contract Signature Page

• Contract Documents List

• Special Terms and Conditions

• General Terms and Conditions

• Insurance Section

• Notices, Project Representatives, and Records Location

• Attachment A: Release of Claims

SECTION 4: RESPONSE DOCUMENTS

– To be submitted with Response, unless otherwise noted below

• Responder’s Signature and Information

• Response Contents (not submitted as part of Response)

• Signed Cover Pages of Addenda

• Statement of Qualifications

• Responder’s Key Personnel Qualifications and Experience

• Technical Approach or Work Plan

• Price Form

• Preferences

• Certifications (not submitted as part of Response)

582-27-23154 POD and Fulfillment Services Page 2 of 86

TCEQ POINTS OF CONTACT FOR THIS SOLICITATION

TCEQ Procurements and Contracts Representative

Primary Contact

Name: Stacy Thompson Telephone: 512-239-0323 Email: stacy.thompson@tceq.texas.gov

Secondary Contact

Name: Dinene “Dena” Rotan Telephone: 512-239-0367 Email: dinene.rotan@tceq.texas.gov

Please allow one business day before contacting the secondary contact.

Exception: If there is less than 24 hours before a solicitation deadline, you may contact the secondary contact after attempting to contact the primary contact.

Except for contacting the VetHUB Coordinator, all communication regarding this solicitation must be directed to the TCEQ Procurements and Contracts Representative. If this requirement is not met, then the Response may be disqualified.

Email for Vendor Questions: Procurements&Contracts@tceq.texas.gov

TCEQ VetHUB Coordinator

Name: Claribel Diaz Email: Claribel.Diaz@tceq.texas.gov

582-27-23154 POD and Fulfillment Services Page 3 of 86 mailto:stacy.thompson@tceq.texas.gov mailto:dinene.rotan@tceq.texas.gov mailto:Claribel.Diaz@tceq.texas.gov

Response Submission Procedure via TCEQ’s Send Portal

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file.

Responses to the Solicitation may only be submitted through TCEQ’s Send portal. A user-friendly quick guide for using TCEQ’s Send portal can be found attached, as Exhibit A, after the response instructions:

Responder's Quick Guide to Send Portal

(Clicking the link, above will take you directly to Exhibit A.)

For more detailed information regarding TCEQ’s Send portal, please visit the following resources:

• Submitting To a File Drop

(https://send.tceq.texas.gov/img/help.html#external-filedrop)

• Send User Guide

(https://send.tceq.texas.gov/img/help.html)

582-27-23154 POD and Fulfillment Services Page 4 of 86 https://send.tceq.texas.gov/img/help.html#external-filedrop https://send.tceq.texas.gov/img/help.html#external-filedrop https://send.tceq.texas.gov/img/help.html https://send.tceq.texas.gov/img/help.html

RESPONDER GENERAL INSTRUCTIONS

The terms response and proposal are used interchangeably to mean the submission by the Responder to this Solicitation.

Pre-Proposal Conference

None

Questions Regarding the Solicitation

Deliver questions in writing no later than the Deadline for Submission of Questions listed on the Cover Page. Questions must be submitted to the following email address:

Procurements&Contracts@tceq.texas.gov.

Please include the following information in the subject line of the email: Solicitation Number, Solicitation Name, and the Due Date for Responses.

TCEQ will provide answers to questions in one or more addenda posted on the ESBD.

TCEQ may, at its sole discretion, extend the Due Date for Responses to provide Responders additional time to make revisions.

Addenda

Any changes to the Solicitation, deadline/due dates, and all responses to questions will be posted as addenda on the ESBD. All addenda are part of the Solicitation. No other explanations, interpretations, or changes will be considered official or binding. It is Responder’s responsibility to review all addenda.

Changes to the Terms and Conditions

Exceptions that are not advantageous to TCEQ may result in the deduction of points in the evaluation or disqualification of the Response. Requested changes to the terms and conditions must be labeled and included behind Tab 8.

Cost of Preparing the Response

The Responder is responsible for all costs incurred in the preparation and submission of a Response.

Quantity and Nature of the Work

Responders are required to inform themselves of all conditions which may affect the performance or the prices. By submitting a Response, Responder expressly waives any claims that there was a misunderstanding concerning the quantities or the nature of the Work.

HUB Subcontracting Plan (HSP)

A HUB Subcontracting Plan is not required because:

☒ TCEQ has not identified any subcontracting opportunities for this Solicitation.

☐ TCEQ expects the value of the Solicitation to be less than $90,000, including all renewals.

If the Responder’s proposal includes subcontracting opportunities or the potential value of any contract will exceed $90,000, including all renewals, then the Responder must include a HUB Subcontracting Plan.

582-27-23154 POD and Fulfillment Services Page 5 of 86 mailto:Procurements&Contracts@tceq.texas.gov

The HUB Subcontracting Plan (HSP) forms and additional information about the VetHUB program are found at the Texas Comptroller’s website:

(https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php).

Preparation of Responses

Responses become TCEQ records and cannot be returned, except for Responses withdrawn by the Responder prior to the due date and time for Responses. Responses must be in the format of one (1) electronic searchable PDF document of the entire Response and shall not be password protected. In order for the Response to be deemed responsive, the electronic version must contain the entire Response. Additionally, the electronic version must contain a signed Responder’s Signature and Information page. If these requirements are not met, then the Response may be disqualified.

Prepare the Response as follows:

• Include all information listed on the Response Contents page.

• Obtain any missing applicable forms from TCEQ with sufficient time to complete and submit them in the Response.

• Complete the applicable, required forms in this Solicitation.

• Create any other applicable documents.

• Insert all applicable documents behind cover pages for the specified tabbed sections.

If there is no information to include behind a tab, include a page behind the cover page for the tab stating “Not Applicable”.

• All pages of the Response shall be submitted to allow for printing on standard 8.5-inch X 11-inch paper. Any maps may be submitted to allow for printing on 11-inch X 17-inch paper. Standard font size for the Response shall be 10 to 12 point. Charts and maps may use smaller font size, but not less than 8 point. Language shall be American English.

• If page limits are specified, any information provided by the Responder in excess of the allowable page limits will not be evaluated.

• Each page of the Response shall be labeled with the Responder’s name and the Solicitation number.

• Sign all documents that require a signature, including the Response on the Responder’s Signature and Information page. Create a PDF of each signed document and place behind the required tab. Responses not containing a PDF of a signed Responder’s Signature and Information Page may not be considered.

• Create a PDF of the entire Response for submission to the TCEQ.

Submission of Responses

• Submit the Response by the due date and time on the Cover Page using the TCEQ Send portal, as specified under Response Submission Procedure section. TCEQ will not consider Responses submitted via any other method.

• If the Response lacks required information or does not follow these instructions, the Response may be considered non-responsive and disqualified. TCEQ is not responsible for documents that cannot be read. Unreadable Responses may be rejected as non-compliant, at TCEQ’s discretion.

• Responses cannot be altered, amended, or withdrawn after the Due Date and Time. To withdraw a Response prior to the Due Date and Time, the Responder must submit the request to: Procurements&Contracts@tceq.texas.gov.

582-27-23154 POD and Fulfillment Services Page 6 of 86 https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:Procurements&Contracts@tceq.texas.gov

Due Date/Late Responses

It is Responder’s responsibility to ensure timely delivery of the Response to TCEQ by the date and time on the Cover Page of this Solicitation. Except under extreme circumstances beyond the control of the Responder, late Responses will not be considered.

TCEQ’s Acceptance of Responses

TCEQ may reject Responses that do not comply with requirements in the Solicitation and state and federal laws. TCEQ may accept or reject all or any part of any Response, waive procedures for submitting Responses, waive formalities and/or minor technicalities, and award by item or groups of items, whichever best serves the interests of TCEQ. TCEQ may also cancel this procurement and withdraw this Solicitation at any time before a contract is signed by TCEQ. TCEQ shall have sole discretion of what is in the best interests of TCEQ.

Evaluation

The pricing and all terms and conditions of Responses are fixed for 120 days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 days. To determine the most advantageous Response, in addition to price, TCEQ may consider other relevant criteria, which are described more fully in Section 2, Evaluation Criteria. TCEQ may use information regarding the Responder’s performance on past TCEQ contracts in the evaluation of qualifications. In addition, TCEQ will use the information contained in the Texas Comptroller of Public Account’s vendor performance tracking system in the evaluation of qualifications.

Selection

Depending on the applicable procurement method and solicitation type, in order to secure the best value for the State, TCEQ may take one or more of the following actions in the selection process:

• Accept the highest scoring Response without changes.

• Request clarifications, assurances, and corrections.

• Modify the selection criteria and apply it to BAFOs, provided that the modifications do not materially affect initial applicant eligibility or invitation to submit a BAFO.

Conduct discussions on Responses scoring within a competitive range and request Best and Final Offers (BAFOs).

• Select the highest scoring BAFO and accept it without changes or negotiate acceptable terms.

• Award one or more contracts based on the amount of work that TCEQ foresees needing performed.

• Award contracts to other contractors at a later date under this Solicitation or through another appropriate method, including another solicitation.

• In the case of a tie that cannot be resolved by application of one or more statutory preferences, make a selection, in the best interest of the State, by drawing lots, tossing a coin, or drawing names with two witnesses to oversee the tiebreaking activity.

Certification of Interested Parties

Section 2252.908 of the Texas Government Code states that a state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the state agency at the time the business

582-27-23154 POD and Fulfillment Services Page 7 of 86 entity submits the signed contract to the state agency. The contract is voidable if the business entity fails to provide the disclosure of interested parties as required by statute.

Form 1295 must be filed electronically through the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ . The web site includes a list of Frequently Asked Questions.

The selected vendor(s) for a contract that meet the requirements to provide a Certification of Interested Parties will be given instructions at the time of award on how to submit the certification form.

Protest Procedures

An actual or prospective Responder or Contractor who is aggrieved in connection with the Solicitation, evaluation, or award of a contract by TCEQ may formally protest to the TCEQ Manager of Procurements and Contracts. TCEQ Protest Procedures can be found at 30 Texas Administrative Code Part 1, Chapter 11, Subchapter B, § 11.2.

Public Information

The Response is a public record. By signing and submitting a Response, Responder hereby acknowledges:

• That the Response and subsequent documents submitted to TCEQ are subject to the Texas Public Information Act (PIA);

• That it is Responder’s obligation to specifically identify information it contends to be confidential or proprietary and accepts that TCEQ may in its sole discretions deem a Response as non-compliant; and

• That Responder grants a royalty-free, irrevocable, world-wide, perpetual license to reproduce any copyrighted portions of the Response and subsequent documents to comply with LBB reporting requirements, PIA disclosures, or any other reporting requirements mandated by law or statute.

Conflict of Interest

Responder shall disclose apparent, potential or actual conflicts of interest known with the Response in Tab 7. Responder has a continuing obligation to disclose conflicts of interest during this Solicitation, and if awarded a contract, during the Contract Period.

TCEQ may refuse to contract with Responder or terminate any Contract due to an apparent, potential, or actual conflict of interest.

582-27-23154 POD and Fulfillment Services Page 8 of 86 https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=12%2F10%2F2025&recordId=129890

RESPONDER’S QUICK GUIDE TO SEND PORTAL

1. Enter this web address into your browser:

https://send.tceq.texas.gov/filedrop/Solicitation-Response.

This screen will appear.

Enter your email address and click the blue “Authenticate” button:

2. Check your email for a response from TCEQ Send.

Open the email to retrieve the unique Secure Token. Please note that the token has a time limit.

Click on the blue “Validate Email” button inside the email. This will return you to the Send portal (see screenshot in #3, below).

Alternatively, you can manually return to the Send portal and type in the Secure Token and click the blue “Verify” button. The Secure Token is case-sensitive.

582-27-23154 POD and Fulfillment Services Page 9 of 86 https://send.tceq.texas.gov/filedrop/Solicitation-Response

Either method will take you to the next screen (see the screenshot in #3, below).

3. Complete this screen to submit your response. Fields marked with an “*” are required.

Subject: Enter a subject line. (i.e.: solicitation name, etc.)

Solicitation Number*: Enter the solicitation number found on the front of the solicitation document. Use the complete solicitation number as shown on the document.

Submitter Company Name*: Enter your company’s name.

TCEQ Contact Name*: Enter the name of the individual listed as the Primary Contact.

This is found on the solicitation page named “TCEQ Points of Contact for this Solicitation”.

Message: Use the optional field to include information you feel is pertinent (e.g., ”3 files uploaded”). The message text will not be scored as part of the Response.

Upload all files that are part of your response to the solicitation. You have the option to either drag and drop files into the “Drop Files Here” box, or you can upload the files by clicking on the green “+Add Files…” button.

Note: A list of uploaded files will display under the “Attached files” area at the bottom of the screen.

582-27-23154 POD and Fulfillment Services Page 10 of 86

When all files have been uploaded and you are ready to submit your response, click the blue “Send” button.

After submitting your response, this screen will appear.

You can now logout.

4. A confirmation email will be sent to the email address you used to submit your response.

Keep this for your records.

-End-

582-27-23154 POD and Fulfillment Services Page 11 of 86

SCOPE OF WORK

1. GENERAL BACKGROUND

The Texas Commission on Environmental Quality (TCEQ) stores and maintains approximately 200 to 250 publication items annually. Examples of items include publications, posters, promotional items (such as stickers, decals) and forms. TCEQ is seeking a contractor to warehouse and fulfill orders for pre-printed documents, and on occasion produce and ship Print-on-Demand (POD) items and provide off-set printing in contingency situations.

A. Pre-Printed Stock

Currently 42 pre-printed items are available. These items include general information, instructional, and promotional materials produced in large quantities. The most cost-effective way to produce large quantities is digital or offset printing. Once printed by one of TCEQ’s print Contractors, the publications and promotional items are boxed, labeled, and palletized for storage in the POD/Fulfillment Contractor’s warehouse until needed for filling orders. (See Appendix A).

B. Print-on-Demand

TCEQ currently maintains POD items, which include regulatory guidance documents and financial or statutory reports required by state or federal guidelines. When an order is received for a POD item, a single or limited number of copies are printed for that specific order and shipped to the party requested.

POD items are not warehoused. (See Appendix B)

C. Item Numbering

TCEQ maintains a separate numbering system for documents, forms, and promotional items. All items have these numbers printed on them along with a “new” or “revised” date. Examples: RG-123 (rev. 06/20), TCEQ-00123 (06/20), M- 036 (06/20). For a list of items and their designations, visit www.tceq.texas.gov/publications/search-pubs OR see Appendix A.

Past Contract Volumes

Below are the ordering statistics for the period September 1, 2023, thru August 31, 2024 (FY 24) and September 1, 2024 thru August 31, 2025 (FY 25) and September 1, 2025 thru December 31, 2025 (FY 26).

FY 2024

Orders fulfilled 4,287

Pre-printed pieces shipped 674,743

Avg. number of pallets stored monthly 55

Avg. number of storage bins monthly

582-27-23154 POD and Fulfillment Services Page 12 of 86 http://www.tceq.texas.gov/publications/search-pubs

FY 2025

Orders fulfilled 2,657

Pre-printed pieces shipped 640,191

Avg. number of pallets stored monthly 65

Avg. number of storage bins monthly 4

FY 2026 (Sept. thru Dec. 2025)

Orders fulfilled 646

Pre-printed pieces shipped 150,962

Avg. number of pallets stored monthly 65

Avg. number of storage bins monthly 0

D. Web-based Inventory Management and Fulfillment System

TCEQ receives orders from all over Texas. TCEQ requires the Contractor to provide a web-based inventory management and fulfillment system. The system must operate in real-time and provide up to date inventory levels and tracking order status at any given time. The system must also be able to accept and fulfill orders directly from the Take Care of Texas website.

2. DESCRIPTION OF ACTIVITIES TO BE PERFORMED BY CONTRACTOR.

A. Contract Start-up and Management

The Contractor must begin work immediately after the start of the contract period listed on the signature page of the Contract. Any transition between an incumbent contractor to the awarded Contractor must occur seamlessly with no interruption or break in providing quality service. The awarded Contractor will be expected make inquiries necessary to allow for a complete and seamless transfer of responsibilities.

TCEQ will designate a contract manager to liaison between TCEQ and the Contractor. The Contractor agrees to comply with all reasonable requests and printing directives of the TCEQ Contract Manager or designee, including requests for information relating to the work that is the subject of this contract. TCEQ will notify the Contractor in writing if TCEQ wishes to officially designate a different Contract Manager or designee.

1) Implementation Plan

The implementation plan shall detail the responders plan for transitioning physical, palletized inventory between the previous contract holder and themselves. This plan shall also include set –up of the Contractor’s web-based inventory management and fulfillment system (“storefront”) and integration of all titles. Any performance/user testing should also occur within this time. All costs related to testing must be included in the price for Storefront System Setup. The implementation plan shall be enacted within 10 business days of contract effective date.

2) Transition Out Plan

If, at the end of the Contract, for any operations that the Contractor performs that will be transferred to TCEQ staff or another contractor (Succeeding Contractor), 582-27-23154 POD and Fulfillment Services Page 13 of 86 the Contractor is expected to ensure that there is a smooth transition of these operations to the TCEQ staff or Succeeding Contractor and will provide complete cooperation and efforts to complete such transition. Transition to TCEQ staff or Succeeding Contractor must occur with no interruption or break in service. During this transition period and prior to the expiration of the Contract, the Contractor will continue to be in charge and solely responsible for all operations.

B. PRINT-ON-DEMAND (POD)

Print-On-Demand is used for items where stocking levels are hard to determine.

For these items, the Contractor will not receive stock but will instead print out copies to fill orders as they come in from TCEQ. All documents intended for print-on- demand are available in PDF format. All paper used to print TCEQ materials must contain at least 30% recycled content. TCEQ typically uses 110 lb. cover and 20 lb. text weight in its POD documents. Additional weights and varieties are subject to TCEQ approval before use.

C. CONTINGENCY OFF-SET PRINTING

In contingency situations where the mandated State-run print shops are not available or are unable to produce the work to specifications Contractor may be requested to perform off-set printing of a limited number of documents. Price for the contingency off-set printing will be n egotiated at the time the service is needed.

D. INVENTORY

TCEQ requires the Contractor to provide a web-based inventory management and fulfillment system. Between 3-5 TCEQ staff members with administrative access would need to be able to access the system on a daily basis. The system must operate in real-time, providing inventory levels and tracking order status at any given time for all items. (See Section 3:Reports).

Contractor may be asked to update the inventoried items daily. TCEQ shall send Contractor an email with publication title, date, quantity to be delivered and stored with a digital thumbnail. Inventory consists of any publication produced or distributed by TCEQ, including print-on-demand documents that are new, reprints without revisions, or revised.

1) Receiving Pre-Printed Items

State print shops, or another print facility, shall deliver items directly to the Contractor. Following delivery, Contractor shall provide a “receiving report” to TCEQ within one (1) business day of receiving a delivery of pre-printed items..

The report must include the date received, item number, item title, quantity received, and quantity per box (if available), plus information on any damage to product and quantity of damaged materials. (see Section 3: Reports).

TCEQ will verify the delivery and quantity and send an emailed Release to Warehouse to the contractor approving the receiving report. This notice allows the Contractor to begin distributing the item. The release to distribute notice will include the following information and/or attachment (*), as applicable to the item:

582-27-23154 POD and Fulfillment Services Page 14 of 86

Item type: Print-on-Demand/Pre-printed

Item title: Item number and title

Item status: New / Reprint / Revised

Inventory Level Alert: Preset amount

Recycle stock: Yes / No

Item URL: tceq.texas.gov/xxxxx

*Thumbnail image: .jpg file

Revised Items – Items identified as “revised” shall be recycled or returned to TCEQ within (five) 5 business days, if so designated by the TCEQ Contract Manager in writing.

Out-of-Print Items – Items identified as “out-of-print” shall be recycled or returned to TCEQ within five (5) business days, if so designated by the TCEQ contract manager in writing.

2) Inventory Level Alerts

TCEQ will provide the Contractor with an “inventory level alert” for each item.

When an item quantity reaches that level, the Contractor must notify TCEQ staff. TCEQ will take appropriate steps to either replenish the inventory level, temporarily designate the item print-on-demand pending a revision, or designate the item “out-of-print.” (see Section 3: Reports)

E. WAREHOUSING OF PRE-PRINTED STOCK

TCEQ requires a Contractor that has a fully enclosed, climate-controlled building to house its pre-printed stock. The Contractor’s warehouse must meet all applicable state of Texas and city building codes. Warehouse facilities must contain adequate space and equipment for loading and unloading material palletized for delivery and storage. Facilities must have loading docks suitable for trucks with lift gate and pallet jacks.

The Contractor must be able to accept delivery of materials between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding federal and state of Texas holidays, unless otherwise specified.

On occasion, TCEQ receives urgent requests for warehouse materials. In such cases, TCEQ staff must be able to pick up materials from the Contractor within 2 hours (see Section F.7: Priority Orders). TCEQ requires the Contractor warehousing facility to be within a 25-mile radius from TCEQ Headquarters located at 12100 Park 35 Circle, Austin, Texas, 78753.

F. ORDER FULFILLMENT

The Contractor must use a web-based system (storefront) to manage and fulfill orders.

TCEQ prefers seamless integration with all the major freight carriers, allowing the Contractor to ship orders with minimal human intervention. All orders must include a packing slip and be processed within two (2) business days; time begins when the Contractor receives an order and stops when the order is mailed or shipped. Orders received after 2:00 p.m. are considered the next business day.

1) Postage

582-27-23154 POD and Fulfillment Services Page 15 of 86

TCEQ contracts separately with shipping companies and shall provide the Contractor the necessary information for shipping. Kitted material will be shipped using the TCEQ Pitney Bowes – Bound Printed Material (BPM) account.

Publication orders regardless of weight will be shipped via FedEx-Ground. Any changes in use of these companies will be communicated to the Contractor by TCEQ at least a week prior to the change.

2) Shipping Errors

The Contractor must be prepared to rectify any shipping errors made by the Contractor, to include payment of re-shipping at no expense to either TCEQ or the customer. Time is of the essence. The Contractor must pay for overnight shipping at no expense to either TCEQ or the customer and expedite the order the same business day the Contractor is notified of the error.

3) Packaging

All materials used for packaging by the Contractor are subject to TCEQ approval before use.

The Contractor is restricted from advertising his/her company on packing supplies containing TCEQ materials, unless previously approved by TCEQ as noted above. The Contractor must provide all packing supplies such as labels, envelopes, boxes, and packing material. TCEQ requires non-plastic packing materials, such as shredded paper, except in circumstances where the product requires special packaging.

Packaging must include the TCEQ-specified return address and logo provided by TCEQ. TCEQ shall provide this information to the Contractor upon contract award. Addressing is acceptable in one color (black is considered a color).

4) Kitting

The Contractor must be able to assemble kits containing predetermined items.

The kit will have its own item number for ordering. Estimated quantity of kits needed per year is 3,000.

5) Inserts

The Contractor must make provisions to periodically include an insert into each order. Inserts may be a postcard, announcement, or something similar.

6) Rush Orders

Periodically the Contractor must handle rush orders. Rush orders are for pre-printed items only and are those received by the Contractor before 2:00 p.m. on any business day. Rush orders must be completed by 5:00 p.m. and sent via overnight delivery by FedEx.

Overnight shipping charges are incurred by the requested party. TCEQ staff will provide the Contractor with the 3rd party shipping information when the order is submitted. The Contractor will provide tracking information to TCEQ by 9:00 a.m. the next business day, to aid in any follow-up calls from the customer.

7) Priority Orders

On rare occasions, the Contractor must handle priority orders. Priority orders are for pre-printed items only. TCEQ will provide the Contractor at least two (2) hours advance notice to allow the Contractor to pull the materials. The TCEQ

582-27-23154 POD and Fulfillment Services Page 16 of 86

Contract Manager may either authorize payment via email for delivery by Contractor vehicle or provide TCEQ staff to pick up the order.

3. REPORTS

TCEQ must have 24-hour online access to the following information included in the reports listed below. The Weekly Product Inventory Report, the Order Report with Shipping Information, and Understock Report shall be generated and emailed by 8:00am Central Time each Monday to the designated TCEQ Contract Manager. If a Monday falls on a State of Texas Holiday, the reports shall be delivered by 8:00 am Central Time on the next business day. The Monthly Inventory Levels Report and the Monthly Print-on-Demand/Fulfillment Orders Report (for preceding month) must also be included with the monthly invoice for payment.

A. Weekly Order Report (Appendix D)

1. Order Date

2. Ship Date

3. Order Number

4. Product Name

5. Quantity Shipped

6. Ship to Contact

7. Company

8. Address

9. City

10. State

11. Zip

B. Weekly Part Usage Report (Appendix E)

1. Product Number

2. Product Description

3. Quantity Available

4. Quantity On-hand

5. Year to date (YTD) Order Count

6. Year to date (YTD) Quantity Ordered

C. Weekly Understock Report (Appendix F)

1. Product Number

2. Inventory Level Alert

3. Quantity on Hand

4. Quantity Available

5. Historic Annual Use

4. INSPECTION

TCEQ requires access to the Contractor’s warehouse to inspect the condition of inventory. Access must be provided from 8:00am to 5:00pm on all days except weekends and State or Federal Holidays.

5. LIABILITY FOR MATERIAL IN CONTRACTOR’S FACILITY

All costs for inventory damaged or lost due to the Contractor’s negligence shall be borne by the Contractor. Contractor shall maintain necessary insurance to provide for the replacement of damaged or lost material. See Insurance Section of Contract.

582-27-23154 POD and Fulfillment Services Page 17 of 86

6. CONTINGENCY PLAN

The Contractor must provide, as part of the response, a sample contingency plan outlining procedures the Contractor would implement in case of fire, theft, natural disaster, technical difficulties, work problems, abnormally high volume of requests, or other disruption of business. Plan must include disaster recovery.

7. ESTIMATED QUANTITIES

Contractors are advised that all quantities identified in this Request for Proposals (RFP) are estimates only and are provided for evaluation purposes only. Any quantities indicated for each item of this RFP may or may not reflect actual or anticipated purchases for a two-year period. TCEQ cannot and does not guarantee the acquisition of any quantities during the potential five-year term of the contract. All quantities of services will be purchased in “as-needed” quantities, on an “as-needed” basis, as determined by TCEQ throughout the contract period.

Quantity information is provided only as a guideline for preparing the response and should not be construed as representing actual quantities purchased or anticipated to be used.

8. INVOICING

The Contractor must invoice TCEQ monthly. Invoices must be received by the 15th business day of each month following the completion of the previous month.

Invoicing duration is subject to change if the Contractor and TCEQ are both in written agreement. The Monthly Inventory Levels Report and the Monthly Print-on-Demand/ Fulfillment Orders Report (for preceding month) must be included with the monthly invoice. Supporting documents accompanying invoice shall include the following information:

1. Order Number

2. Order Charge

3. Additional Line Item Charge

4. Item Number

5. Quantity Shipped

6. Print-on-Demand Unit Cost (individual pub cost)

7. Print-on-Demand Total Cost (total order)

8. Requestor’s Name

9. Requestor’s Address

10. Requestor’s City (should all be within Texas

11. Zip Code

9. PERFORMANCE CRITERIA

TCEQ will evaluate Contractor performance for the purposes of continuing a contract on the following criteria:

1) Contractor must process and fulfill a minimum of 98 percent of valid domestic orders within 2 days of receipt of requests.

2) Contractor is required to generate and supply a minimum of 98 percent of required reports by the specified deadlines.

3) Contractor must maintain accurate inventory records with less than 1 percent error during the term of the contract and any exercised renewal options.

4) Contractor must maintain all online access to data for TCEQ with less than 1

582-27-23154 POD and Fulfillment Services Page 18 of 86 percent downtime during normal working hours (7 a.m. – 6 p.m. CT weekdays).

5) Contractor must respond, in writing, to correspondence from TCEQ’s Contract Manager within one (1) business day of receipt of a request for estimates, information, or modifications.

582-27-23154 POD and Fulfillment Services Page 19 of 86

10. EXHIBITS

Exhibit A. Pre-Printed Item Inventory

Exhibit B. Print-on-Demand Item Inventory

Exhibit C. Print-on-Demand & Fulfillment Minimum Standards

Exhibit D. Example of Weekly Order Report

Exhibit E Example of Weekly Part Usage Report

Exhibit F. Example of Weekly Understock Report

582-27-23154 POD and Fulfillment Services Page 20 of 86

Product Name Product Description Qty Available Qty

OnHand YTD Order

Count YTD Order Quantity

GI-034 Guide to Freshwater Ecology Rev 05/09 0 0 0 0 GI-151 Answers for Small Auto Body Shops - Obtaining Air Authorization Under Permit by Rule 1 2,901 2,901 0 0 GI-285 Creosote: What is it? What are the risks? / Creosota: ¿Qué es? ¿Cuáles so 2,492 2,492 0 0 GI-288 What Do I Do With it Now Brochure(rev 8/22) 19,759 20,917 61 3,793 GI-290 Let's Tackle the Grease in This Kitchen (poster) / Ataquemos a la Grasa en Esta Cocina ( 1,700 1,700 0 0 GI-351 Preserving and Improving Water Quality Rev 8/18 3,708 3,708 0 0 GI-357 Guidelines for Operation and Maintenance of Dams in Texas Rev 11/06 1,134 1,134 0 0 GI-411 Consumer's Guide to Backflow Rev 9/16 1,950 1,950 0 0 GI-415 Answers to Some Burning Questions Rev 4/2025 3,184 3,184 2 1,001 GI-430 Take Care of Texas Overview Pamphlet (REV 7/24) 8,740 8,740 0 0 GI-443 Communities Working Together: Taking Care of Our Streams, Lakes, and Bays(rev 6/201 4,351 4,351 0 0 GI-465 TCOT Guide to Yard Care (REV 7/22) 82,890 83,231 106 2,216 M-017 Take Care of Texas sticker 4x4 Rev 3/2021 69,436 72,665 337 27,059 M-038 Water Conservation Mirror Cling (Rev. 5/23) 0 0 94 4,406 M-077 Pledge Kit Card 0 0 0 0 M-079 TCOT Water Recycles Poster (Eng/Spanish)(Rev. 6/22) 53,956 55,373 72 11,884 M-081 Dangers to Avoid in a Flood (English/Spanish)(Rev. 6/21) 61,150 61,717 38 5,351 M-082 TCOT Lonestar Activity Book (8.5 x 5.5) (Rev. 12/22) English 2,888 7,420 557 48,110 M-082ESP TCOT Activity Book (Spanish Version) (Rev. 3/23) 56,181 57,221 138 10,797 M-083 How to Take Care of Texas Poster (rev 8/22) 84,745 86,624 79 8,226 M-094 TCOT Activity Book Sticker (Rev. 9/22) 6,767 11,522 708 58,785 M-095 Six Ways to TCOT Bookmark (eng/sp(01/22) 0 0 201 32,060 M-098 TCEQ 9 x 12 Pocket Folder 3/2022 1,726 1,726 0 0 M-099 Clean Pipes are Green Pipes (Eng/Esp)(3/22) 85,346 88,449 58 19,280 M-104 How to Recycle (Rev 10/22) 48,762 48,889 57 1,207 M-105 TCOT Big Sticker Sheet (rev. 8/22) 80,133 83,899 401 30,945 M-106 Plug into Electronic Recycling (Rev. 2/23) 40,864 41,438 92 3,395 M-112 TCOT Watershed Divide Poster (01/24) 58,272 59,587 52 8,571 M-113 TCOT Landfill Poster (REV 7/24) 78,651 80,016 41 5,059 M-119 TCOT Composting Poster (English/Spanish) 11/25 40,867 42,083 86 8,932 PWDBKP4000-000ATPWD Park Guide 2023 ONLY 501 501 0 0 PWDBKP4000-000ATPWD Park Guide Rev 6/18 & Take Care of Texas Bumper Sticker Kit 217 217 425 426 RG-049 Outdoor Burning in Texas Rev 10/25 2,848 2,848 5 252 RG-080 Water District Financial Management Guide Rev 3/04 380 380 1 1 RG-195 Rules and Regulations for Public Water Systems (Revised) Rev 12/19 1,552 1,552 3 3 RG-344 The TCEQ Has Inspected Your Business. What Does This Mean to You? / La TCEQ Inspec 6,712 6,712 1 50 RG-346 Fees, Standards, & Reporting Requirements for Public Water Systems - Rev 01/2020 409 409 4 4 RG-415 Surface Water Quality Monitoring Procedures Volume 1: Physical and Chemical Monitor 241 241 1 1 RG-416 Surface Water Quality Monitoring Procedures Volume 2: Methods for Collecting and Ana 77 77 1 1 RG-419 Disposal of Domestic or Exotic Livestock Carcasses Rev 2/16 8,939 8,939 0 0 RG-472 On-Site Sewage Facility (OSSF) Rules Compilation Rev 3/13 351 351 2 2 RG-502 Clean Water Certification Brochure (1/2025) 3,497 3,497 0 0 TCEQ-20085 TCEQ Exit Interview Form: Potential Violations and/Records Requested REV 3/2020 3,250 3,250 0 0

Preprinted Inventory as of April 13, 2026 Apendix A-1

582-27-23154 POD and Fulfillment Services Page 21 of 86

Publication Number Title

AS-187/24 Municipal Solid Waste in Texas: A Year in Review: 2023 Data Summary and Analysis AS-187/24-esp Informe anual sobre desechos sólidos urbanos en Texas AS-187/25 Municipal Solid Waste in Texas: A Year in Review: 2024 Data Summary and Analysis AS-188 Texas Groundwater Protection Strategy

AS-192 Source Characterization of Dioxin Loads in the Houston Ship Channel and Upper Galveston Bay

AS-202

Crystalline Silica: Ambient Air Monitoring and Evaluation of Community Health Impacts near Aggregate Production Operations

AS-203

Technical Support Document for One Total Maximum Daily Load for Indicator Bacteria in Arenosa Creek

AS-204/23

Status Report: Implementing TMDLs to Improve Water Quality in the North Bosque River, FY2023

AS-204/24

Status Report: Implementing TMDLs to Improve Water Quality in the North Bosque River, FY2024

AS-205

Technical Support Document for Total Maximum Daily Loads for Indicator Bacteria in Tributaries of the Neches River below Lake Palestine

AS-206 Two TMDLS for Indicator Bacteria in the Caney Creek Watershed AS-207 One Total Maximum Daily Load for Indicator Bacteria in Hillebrandt Bayou

AS-208 Implementation Plan for One Total Maximum Daily Load for Indicator Bacteria in Arenosa Creek AS-209 One Total Maximum Daily Load for Indicator Bacteria in Arenosa Creek

AS-210

Two Total Maximum Daily Loads for Indicator Bacteria at Corpus Christi Bay Beaches, Cole Park and Ropes Park

AS-212/20 Scrap Tire Management in Texas: Five-Year Plan AS-213/14 2014 Scrap Tire Annual Report Summary AS-213/15 2015 Scrap Tire Annual Report Summary AS-213/16 2016 Scrap Tire Annual Report Summary AS-213/17 2017 Scrap Tire Annual Report Summary AS-213/18 2018 Scrap Tire Annual Report Summary AS-213/19 2019 Scrap Tire Annual Report Summary AS-213/20 2020 Scrap Tire Annual Report Summary AS-213/21 2021 Scrap Tire Annual Report Summary AS-213/22 2022 Scrap Tire Annual Report Summary AS-213/23 2023 Scrap Tire Annual Report Summary AS-216/23 Assessment of Water Quality Trends for the North Bosque River Through 2023 AS-216/24 Assessment of Water Quality Trends for the North Bosque River Through 2024

AS-217 Two Total Maximum Daily Loads for Indicator Bacteria in Sandy Creek and Wolf Creek

AS-218

Guidance for Understanding and Minimizing the Potential for Arsenic Mobilization during Aquifer Storage and Recovery

AS-219

Guidelines for Treatment and Management of Injected Water at Aquifer Storage and Recovery Sites to Minimize the Potential Release of Arsenic

Appendix B - Print on Demand (POD) Publications

582-27-23154 POD and Fulfillment Services Page 22 of 86

AS-221

Technical Support Document for One Total Maximum Daily Load for Indicator Bacteria in Lavaca River Above Tidal

AS-222

Four Total Maximum Daily Loads for Indicator Bacteria in Tributaries of the Neches River below Lake Palestine

AS-223

Technical Support Document for One Total Maximum Daily Load for Indicator Bacteria for North Fork Cottonwood Creek, Assessment Unit 0841P_04

AS-224

Technical Support Document for Two Total Maximum Daily Loads for Indicator Bacteria in the Caney Creek Watershed

AS-229 Trophic Classification of Texas Reservoirs

AS-230 Ambient Air Monitoring Following Natural Disasters and Industrial Accidents, 2017-2021 AS-233 Implementation Plan for Dissolved Nickel in the Houston Ship Channel System AS-236 Implementation Plan for Fort Worth Legacy Pollutant TMDLs

AS-237

Eleven Total Maximum Daily Loads for Legacy Pollutants in Streams and Reservoirs in Fort Worth

AS-238 A Total Maximum Daily Load for Dissolved Oxygen in Lake Austin AS-239 Implementation Plan for Lake Austin Dissolved Oxygen TMDL

AS-240 Implementation Plan for Sulfate and Total Dissolved Solids TMDLs in the E. V. Spence Reservoir

AS-241 Two Total Maximum Daily Loads for Total Dissolved Solids and Sulfate in E.V. Spence Reservoir AS-243 Two Total Maximum Daily Loads for Phosphorus in the North Bosque River AS-244 Implementation Plan for Dallas and Tarrant County Legacy Pollutant TMDLs

AS-245 An Implementation Plan for Soluble Reactive Phosphorus in the North Bosque River Watershed

AS-246

Nine Total Maximum Daily Loads for Legacy Pollutants in Streams and a Reservoir in Dallas and Tarrant Counties

AS-247

Four Total Maximum Daily Loads for Legacy Pollutants in the Arroyo Colorado Above Tidal and the Donna Reservoir and Canal System

AS-248

Twelve Total Maximum Daily Loads for Legacy Pollutants in the Arroyo Colorado Above Tidal and the Donna Reservoir and Canal System

AS-249

Implementation Plan for Arroyo Colorado and Donna Reservoir and Canal Legacy Pollutant TMDLs

AS-250 Two Total Maximum Daily Loads for Chlordane in Clear Creek AS-251 Implementation Plan for Clear Creek Chlordane TMDLs AS-252 Implementation Plan for Clear Creek Volatile Organic Compound TMDLs AS-253 Four Total Maximum Daily Loads for Two Volatile Organic Compounds in Clear Creek

AS-254 Implementation Plan for Five Total Maximum Daily Loads for Bacteria in Four Austin Streams

AS-254/22

Updated Implementation Plan for Nine Total Maximum Daily Loads for Indicator Fecal Bacteria in Four Austin Streams

AS-255 Five Total Maximum Daily Loads for Indicator Bacteria in Four Austin Streams AS-261 One Total Maximum Daily Load for Indicator Bacteria in Carancahua Bay

AS-262

Implementation Plan for One Total Maximum Daily Load for Indicator Bacteria in Carancahua Bay

AS-263

Implementation Plan for Two Total Maximum Daily Loads for Indicator Bacteria in Lavaca River Above Tidal and Rocky Creek

582-27-23154 POD and Fulfillment Services Page 23 of 86

AS-264

Two Total Maximum Daily Loads for Indicator Bacteria in Lavaca River Above Tidal and Rocky Creek

AS-265

Technical Support Document for Total Maximum Daily Load for Indicator Bacteria in the Lavaca River and Rocky Creek

AS-266 One Total Maximum Daily Load for Indicator Bacteria in Tres Palacios Creek Tidal

AS-267

Implementation Plan for One Total Maximum Daily Load for Indicator Bacteria in Tres Palacios Creek Tidal

AS-268

Technical Support Document for Total Maximum Daily Load for Indicator Bacteria in Tres Palacios Creek Tidal

AS-269 Implementation Plan for the TMDL for Atrazine in Aquilla Reservoir AS-270 A Total Maximum Daily Load for Atrazine in Aquilla Reservoir

AS-272

Technical Support Document for Total Maximum Daily Loads for Indicator Bacteria in the Navasota River Watershed

AS-273

Implementation Plan for Two Total Maximum Daily Loads for Indicator Bacteria in the Navasota River below Lake Limestone

AS-274

Two Total Maximum Daily Loads for Indicator Bacteria in the Navasota River below Lake Limestone

AS-275

Technical Support Document for One Total Maximum Daily Load for Indicator Bacteria in Hillebrandt Bayou

AS-276

Technical Support Document for Four Total Maximum Daily Loads for Indicator Bacteria in Neches River Tidal

AS-277

Technical Support Document for Two Total Maximum Daily Loads for Indicator Bacteria in Sandy Creek and Wolf Creek

AS-278 One Total Maximum Daily Load for Dissolved Oxygen in Salado Creek AS-281 One Total Maximum Daily Load for Dissolved Oxygen in Lake O’ the Pines

AS-282

Technical Support Document: Historical Review of Nueces Bay (Segment 2482) Zinc Total Maximum Daily Load Effectiveness Monitoring

AS-290 Implementation Plan for Zinc in Oyster Tissue in Nueces Bay AS-291 One Total Maximum Daily Load for Zinc in Oyster Tissue in Nueces Bay

AS-299

Implementation Plan for Two Total Maximum Daily Loads for Dissolved Oxygen and One Total Maximum Daily Load for Bacteria in Upper Oyster Creek

AS-303 One Total Maximum Daily Load for Bacteria in Upper Oyster Creek AS-304 Two Total Maximum Daily Loads for Dissolved Oxygen in Upper Oyster Creek

AS-334

Two Total Maximum Daily Loads for Chloride and Total Dissolved Solids in the Colorado River Below E. V. Spence Reservoir

AS-335

Three Total Maximum Daily Loads for Chloride, Sulfate, and Total Dissolved Solids in Petronila Creek Above Tidal

AS-336 One Total Maximum Daily Load for Bacteria in the Lower San Antonio River

AS-337

Implementation Plan for Five Total Maximum Daily Loads for Bacteria in the Lower San Antonio River Watershed

AS-338

Implementation Plan for Three Total Maximum Daily Loads for Bacteria in the Upper San Antonio Watersheds

AS-339

Technical Support Document for a Total Maximum Daily Load for Indicator Bacteria in Martinez Creek

AS-340

Technical Support Document for Additions to the Upper San Antonio Watershed, San Antonio, Texas (1910D, 1911B, 1911C, 1911D, and 1911E)

AS-341 Three Total Maximum Daily Loads for Bacteria in the San Antonio Area

582-27-23154 POD and Fulfillment Services Page 24 of 86

AS-343

Implementation Plan for Seventeen Total Maximum Daily Loads for Bacteria, Dissolved Oxygen, and pH in Adams Bayou, Cow Bayou, and Their Tributaries

AS-344

Twenty-three Total Maximum Daily Loads for Indicator Bacteria, Dissolved Oxygen, and pH in Adams Bayou, Cow Bayou, and Associated Tributaries

AS-345

Technical Support Document for Total Maximum Daily Loads for Indicator Bacteria in Adams Bayou, Cow Bayou, and Associated Tributaries

AS-346

Technical Support Document for Total Maximum Daily Loads for Dissolved Oxygen and pH in Adams Bayou, Cow Bayou, and Associated Tributaries

AS-347 Nonpoint Source Modeling of the Watersheds of Adams and Cow Bayous AS-349 Water Quality Modeling of Adams and Cow Bayous

AS-350

Implementation Plan for Two Total Maximum Daily Loads for Total Dissolved Solids and Chloride in Clear Creek Above Tidal

AS-351

Two Total Maximum Daily Loads for Total Dissolved Solids and Chlorides in Clear Creek above Tidal

AS-352

Implementation Plan for One Total Maximum Daily Load for Nitrate-Nitrogen in the Lower Sabinal River

AS-353 One Total Maximum Daily Load for Nitrate-Nitrogen in the Lower Sabinal River

AS-354 Matagorda Bay and Nearby Coastal Waters Dissolved Oxygen and pH TMDL Assessment Report

AS-355

Implementation Plan for One Total Maximum Daily Load for Polychlorinated Biphenyls (PCBs) in Fish Tissue in Lake Worth

AS-356

One Total Maximum Daily Load for Polychlorinated Biphenyls (PCBs) in Fish Tissue in Lake Worth

AS-357 One Total Maximum Daily Load for Bacteria in the Guadalupe River Above Canyon Lake

AS-359

Two Total Maximum Daily Loads for Indicator Bacteria in Cottonwood Branch and Grapevine Creek

AS-362

Thirteen Total Maximum Daily Loads for Indicator Bacteria in the Lower West Fork Trinity River Watershed

AS-365

Four Total Maximum Daily Loads for Indicator Bacteria in the Cottonwood Creek, Fish Creek, Kirby Creek, and Crockett Branch Watersheds Upstream of Mountain Creek Lake

AS-366 2021 River, Lakes, Bays 'N Bayous Trash Bash AS-366/22 2022 River, Lakes, Bays 'N Bayous Trash Bash AS-367 One Total Maximum Daily Load for Indicator Bacteria in Sycamore Creek

AS-370 Two Total Maximum Daily Loads for Indicator Bacteria…