RFP No. 608-26-96636 Page 1 of 33 Registration Inserts Printing Services

DANIEL AVITIA, EXECUTIVE DIRECTOR

REQUEST FOR PROPOSALS

REGISTRATION INSERTS PRINTING SERVICES

RFP NO. 608-26-96636

DATE OF RELEASE: MAY 21, 2026

RESPONSES DUE: JUNE 22, 2026, BY 3:00 P.M. CENTRAL TIME

(Reference Section 4.1, Schedule of Events, for further procurement schedule information)

NIGP CLASS/ITEM CODE(S): 966-36

RESPONSES RECEIVED THAT ARE MISSING REQUIRED INFORMATION AND

DOCUMENTATION, UNSIGNED, OR AFTER THE DUE DATE AND TIME STATED ABOVE,

WILL NOT BE EVALUATED

PREPARED AND POSTED BY:

JASON ADAMS, MS, CTCD, CTCM

TEXAS DEPARTMENT OF MOTOR VEHICLES

FINANCE AND OPERATIONS DIVISION – PURCHASING SECTION

4000 JACKSON AVENUE

AUSTIN, TEXAS 78731

JASON.ADAMS@TXDMV.GOV

mailto:jason.adams@txdmv.gov

RFP No. 608-26-96636 Page 2 of 33

TABLE OF CONTENTS

TABLE OF CONTENTS

ARTICLE I. GENERAL INFORMATION

1.1 PURPOSE

1.2 AGENCY OVERVIEW

1.3 KEY DEFINITIONS

1.4 COLLUSION PROHIBITED

1.5 LEGAL AUTHORITY

ARTICLE II. SCOPE OF WORK

2.1 INTRODUCTION

2.2 SPECIFICATIONS FOR DESIGN 1 AND DESIGN 2 INSERTS

2.3 WORK ORDER PROCESS

2.4 ACCEPTANCE CRITERIA

ARTICLE III. CONTRACT AWARD AND TERM

3.1 CONTRACT AWARD AND EXECUTION

3.2 CONTRACT TERM

3.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

ARTICLE IV. ADMINISTRATIVE INFORMATION

4.1 SCHEDULE OF EVENTS

4.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

4.3 INQUIRES

4.3.1 SOLE POINT OF CONTACT

4.3.2 PROHIBITED COMMUNICATION

4.3.3 EXCEPTION TO SOLE POINT OF CONTACT

4.3.4 SOLICITATION QUESTIONS

4.4 PRE-PROPOSAL CONFERENCE

4.4.1 ATTENDANCE

4.4.2 CONFERENCE LOGISTICAL INFORMATION

4.4.3 QUESTIONS AT PRE-PROPOSAL CONFERENCE

4.5 SOLICITATION RESPONSE COMPOSITION

4.6 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

ARTICLE V. SOLICITATION RESPONSE EVALUATION AND AWARD PROCESS

5.1 BEST VALUE STANDARD

5.2 BEST VALUE DETERMINATION

5.3 RIGHT TO INVESTIGATE RESPONDENT’S QUALIFICATIONS

ARTICLE VI. NARRATIVE PROPOSAL

6.1 NARRATIVE PROPOSAL

ARTICLE VII. ADDITIONAL REQUIRED RESPONDENT INFORMATION

7.1 COMPANY INFORMATION

7.2 TEXAS FRANCHISE TAX; RIGHT TO TRANSACT BUSINESS IN THE STATE

7.3 REFERENCES

7.4 LITIGATION AND CONTRACT HISTORY

7.5 ESCALATION PROTOCOL

7.6 MAJOR SUBCONTRACTOR INFORMATION

7.7 AFFIRMATIONS AND CERTIFICATIONS

7.8 OTHER REPORTS

7.9 SECRETARY OF STATE CERTIFICATION

RFP No. 608-26-96636 Page 3 of 33

ARTICLE VIII. COST PROPOSAL

8.1 COST PROPOSAL REQUIREMENTS

ARTICLE IX. GENERAL TERMS AND CONDITIONS

9.1 CHANGES, MODIFICATIONS, AND CANCELLATION

9.2 CONFLICTS OF INTEREST AND DISCLOSURE OF INTERESTED PARTIES

9.3 CONTRACT RESPONSIBILITY

9.4 COST ADJUSTMENTS; INCREASES, DECREASES, AND DISCOUNTS

9.5 COSTS INCURRED

9.6 FUTURE CONTRACT DEVELOPMENT

9.7 INSURANCE

9.8 NEGOTIATING TERMS AND CONDITIONS

9.9 OFFER PERIOD

9.10 PROTEST

9.11 PUBLIC INFORMATION ACT: RESPONDENT REQUIREMENTS REGARDING DISCLOSURE

9.12 RESPONDENT’S WAIVER – INTELLECTUAL PROPERTY

9.13 REPORTING REQUIREMENTS

ARTICLE X. LIST OF EXHIBITS

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ARTICLE I. GENERAL INFORMATION

1.1 Purpose

The Texas Department of Motor Vehicles (“TxDMV”), for and on behalf of its Vehicle Titles and

Registration Division (“VTR”), is soliciting Responses for producing and shipping two types of double-sided motor vehicle registration renewal inserts, in accordance with the terms, conditions, and requirements set forth in this Solicitation.

To be considered for award, a Respondent must execute Exhibit A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance, and submit a comprehensive Response that includes all required information and documentation as outlined in this Solicitation to ensure the Respondent meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the

Deliverables described in this Solicitation.

The Purchasing Section of the Finance and Operations Division (“Purchasing Section”) will administer the procurement process for this Solicitation, which includes Solicitation announcements and publications, vendor communications, receipt of Responses, screening of timely received Responses, and facilitating the evaluation of qualified Responses. The Purchasing Section, in coordination with the TxDMV Office of

General Counsel and the division for whom this Solicitation is being posted, manages the negotiation and execution of the Contract award, through the issuance of Contract documents, that may result from this

Solicitation.

1.2 Agency Overview

TxDMV is a dynamic state of Texas (“State”) agency dedicated to responsive customer service, effective consumer protection, and ensuring the success of motor vehicle-related industries across the State.

The Agency’s mission is “to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services.” This mission is underpinned by a commitment to responsible stewardship of State resources, operational excellence, maintaining accountability, and a focus on customer-centered service. The Department’s governing board – composed of nine members appointed by the Governor – oversees policymaking to ensure TxDMV’s activities align with its statutory directives.

Agency staff administer key motor vehicle regulatory services for the State, including: vehicle registration and titling; vehicle dealer, manufacturer, and distributor licensing; issuance of oversize and overweight permits; oversight of household goods movers; and awarding grants to local law enforcement to reduce vehicle-related crimes. Enforcement and compliance programs investigate consumer protection complaints related to motor vehicle sales, licensing, and advertising and review claims related to the

Texas Lemon Law. Through extensive regulatory and oversight functions, TxDMV plays a vital role in supporting various aspects of Texas’ robust motor vehicle industry, ensuring both consumer protection and efficient service delivery.

TxDMV utilizes approximately 24 million of each type of registration inserts annually, for a total of approximately 48 million registration inserts annually.

For more information about TxDMV operations, please visit https://www.txdmv.gov/.

1.3 Key Definitions

https://www.txdmv.gov/

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In this Solicitation, any Solicitation Response submitted, and any resulting Contract, the following terms and acronyms have the definitions set forth below, unless the context clearly indicates otherwise. All other terms herein have their ordinary and common meanings. Please refer to Exhibit B, TxDMV Contract

Uniform Terms and Conditions with Affirmations for additional terms and conditions. Terms not defined in this Solicitation have the meaning attributed to them in any Contract resulting from this

Solicitation.

Term Definition

Addendum

A written revision or clarification to this Solicitation issued by TxDMV and posted to the Electronic State Business Daily. May also be referred to in its plural form as “Addenda.”

Award Consideration

Documents

The documents Respondent must submit as part of its Solicitation

Response to be considered for negotiations or award. May also be referred to as “AC.”

Confidential Information

Any information that is proprietary or unique to TxDMV and that is disclosed by TxDMV to the Contractor during the Contract Term, including the following: matters of a technical nature such as processes;

devices; techniques; and data. See also, “Confidential Information” as defined in the TxDMV Contract Uniform Terms and Conditions with

Affirmations.

Contract

The legally enforceable written agreement between TxDMV and

Contractor, which includes the Statement of Work Signature Document, Purchase Order, Contract Uniform Terms and Conditions with

Affirmations, this Solicitation, Attachments, Exhibits, Amendments, Purchase Order change notices, and any other document that TxDMV, in its sole discretion, determines to be essential to the Contract, and incorporated into and made part of the Contract for all purposes.

Contractor

The successful Respondent selected by TxDMV to provide the

Deliverables to TxDMV under the Contract that may result from this

Solicitation.

Deliverable

The goods, products, or services specified in this Solicitation, that the

Contractor will deliver to or perform for TxDMV under any Contract that may result from this Solicitation. May also be referred to in its plural form as “Deliverables.”

Effective Date The date upon which the Contract resulting from this Solicitation takes effect, as agreed to by the Parties.

ESBD

The Electronic State Business Daily, an online application administered by the Texas Comptroller of Public Accounts that is used for publishing procurement opportunities that exceed $25,000.00 in total estimated value and providing public notice of contract awards. The ESBD may be currently accessed at: http://www.txsmartbuy.com/esbd.

Exhibit

The document(s), schedule, specification, or any other material labeled as an “Exhibit” and attached hereto and incorporated by reference and made a part of this Solicitation. Any such Exhibit may, at the sole discretion of TxDMV, be included by reference and made part of any

Contract that may result from this Solicitation, with the same force and effect as if physically attached to and expressly stated within the http://www.txsmartbuy.com/esbd

RFP No. 608-26-96636 Page 6 of 33

Contract. References to an Exhibit in this Solicitation or any resulting

Contract will be deemed to include all terms, conditions, and requirements set forth in such Exhibit. Also known in its plural form as

“Exhibits.”

Final Written Response

Score

The final numerical score assigned to a Respondent’s Solicitation

Response, as determined through the formal evaluation process outlined in this Solicitation.

Party or Parties The TxDMV or Respondent, separately or collectively.

Respondent

The individual, business, or entity that submitted a Response to this

Solicitation. The Respondent is responsible for providing all required information, documentation, and certifications as specified in this

Solicitation, and their submission constitutes an offer to fulfill the requirements set forth in this Solicitation and associated documents. The term also includes anyone acting on behalf of the individual, business, or entity that submits the Response, such as an employee, authorized representative, agent, officer, director, principal, partner, owner, or any other person or entity authorized to represent or act for the Respondent on connection with this Solicitation.

Response

The price quote, bid, proposal, or offer submitted by the Respondent to

TxDMV in response to this Solicitation, including all required and supplemental information, materials, exhibits, and attachments thereto.

The Response encompasses every document or item provided as part of the Respondent’s submission, whether required by this Solicitation or voluntarily included by the Respondent to clarify or enhance its offer.

May also be referred to as “Respondent’s Response” or “Solicitation

Response.”

Solicitation

This Request for Proposals, along with all documents referenced in or attached to this Solicitation, and any addenda issued by TxDMV and posted to the ESBD, soliciting responses for the proposed Deliverables set forth herein. The term also includes any documents or communications submitted or issued by TxDMV under which the

Deliverables provided under any Contract that may result from this

Solicitation were initially requested. May also be referred to as “RFP.”

Solicitation Consideration

(“SC”) Documents

Documents that must be submitted by Respondent with the Solicitation

Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

TxDMV

The Texas Department of Motor Vehicles, an administrative agency within the executive branch of the State, established under Chapter 1001 of the Texas Transportation Code. May also be referred to as

“Department” or “Agency.”

Total Score

The Final Written Response Score plus any additional points for secondary evaluation activities, as outlined by this Solicitation.

Vendor

An individual, business, or entity that supplies goods, products, or services, and may be a potential Respondent to this Solicitation. This term encompasses any party eligible to receive and respond to this

RFP No. 608-26-96636 Page 7 of 33

Solicitation, including manufacturers, distributers, suppliers, service providers, contractors, or consultants. A vendor may participate individually or as part of a joint venture or partnership, and may act directly or through authorized representatives, agents, or subcontractors during the Solicitation process. May also be referred to in its plural form as “Vendors.”

VPTS

The Vendor Performance Tracking System, maintained by the Statewide

Procurement Division of the Texas Comptroller of Public Accounts, is a comprehensive online tool that shares vendor performance information between State agencies and public institutions of higher education.

Additional information regarding VPTS may currently be accessed at:

https://www.txsmartbuy.com/vpts.

1.4 Collusion Prohibited

A Respondent, including its officers, partners, owners, agents, representatives, personnel, or subcontractors, must not collude, conspire, connive, or agree, directly or indirectly, with any other Respondent, firm, or individual, in developing or submitting a Response to this Solicitation. Additionally, a Respondent must not, directly or indirectly, seek by agreement or collusion with any other Respondent, firm, or individual, to fix pricing offered in Response to this Solicitation, or to secure any advantage in the award of a Contract resulting from this Solicitation.

1.5 Legal Authority

TxDMV issues this Solicitation under the necessary delegated authority from the Texas Comptroller of

Public Accounts’ Statewide Procurement Division, as outlined in Section 2155.131 of the Texas

Government Code and Title 34 of the Texas Administrative Code, Part1, Chapter 20, Subchapter B, Division 1, § 20.82. Any Contract that may result from this Solicitation will be awarded in accordance with

Chapter 1001 of the Texas Transportation Code.

ARTICLE II. SCOPE OF WORK

2.1 Introduction

Contractor will produce and ship, as required below in this Article II, and only if requested by TxDMV pursuant to executed Work Orders, two types of double-sided TxDMV motor vehicle registration renewal inserts (collectively referred to herein as “Inserts”), designated as “Design 1” and “Design 2”. Design 1 is presented in Exhibit N, Design 1 Proof - Inspections, to this Solicitation; and Design 2 is presented in

Exhibit O, Design 2 Proof – Texas x Texas (TxT) & MyPlates, to this Solicitation.

2.2 Specifications for Design 1 and Design 2 Inserts

2.1.1. Design 1 Insert Sides. The Design 1 Insert will be double sided. The image to be placed on the first side is provided on Page 1 of Exhibit N. The image to be placed on the second side is provided on Page 2 of Exhibit N.

https://www.txsmartbuy.com/vpts

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2.1.2. Design 2 Insert Sides. The Design 2 Insert will also be double sided. The image to be placed on the first side is provided on Page 1 of Exhibit O. The image to be placed on the second side is provided on Page 2 of Exhibit O.

2.1.3. Contractor must have the ability to provide 12 million Inserts (6,000,000 of Design 1 and

6,000,000 of Design 2) every 3 months during the Contract term.

2.1.4. Inserts must be boxed as 12,000 inserts per case/box and palletized as 32 cases per pallet.

2.1.5. Inserts must be 7.5” x 3.625,” with bleeds (i.e., the small margin of each Insert that extends beyond the final trim edge of the Insert).

2.1.6. Paper must be #60 or #70 white smooth offset. Solicitation responses must include pricing for both types of paper. Paper type selected will be at TxDMV’s sole discretion and coordinated with Contractor prior to Insert production.

2.1.7. Contractor must have the ability to use TxDMV provided artwork on the Inserts, to produce vendor image files for production of Inserts.

2.1.8. Contractor must have the ability to provide new and/or updated electronic Insert proofs within 5 business days after receiving the artwork image design from TxDMV, via email.

2.1.9. Contractor must provide 20 hard-printed copies of each Insert (both Design 1 and Design 2) proof for quality inspection by TxDMV within 10 business days of Contract award. Hard printed copies will also be required any time there is a change in paper product used to produce Inserts. A change in paper product must be approved by TxDMV in writing prior to the change.

2.1.10. Contractor must provide an electronic soft copy proof of each Insert (both Design 1 and

Design 2) for inspection by TxDMV, for each executed Work Order, and the soft copy Insert proofs must be approved by TxDMV, in writing, prior to Insert(s) production.

2.1.11. TxDMV may order reduced or increased quantities of Inserts, at any time, to meet business needs.

2.1.12. Insert design (e.g., artwork, wording, font, etc.) is subject to change by TxDMV, at any time, prior to Insert production.

2.1.13. Production Inserts must be delivered to the Austin Data Center/Xerox, 9500 Metric Blvd., Ste 100, Door #1, Austin, TX 78758 or Xerox’s remote warehouse, Shelton Presort, located at 3851 Stahl Rd., San Antonio, TX 78217. Delivery will be coordinated with the Contractor.

2.1.14. Coordinate Production Insert deliveries, at least 48 hours prior to delivery, by contacting

ADC/Xerox at (512) 696-1850.

2.3 Work Order Process

The Contractor will not be entitled to payment for any Work performed under the Contract prior to the execution of Work Order(s) requesting Contractor engagement for the Inserts. Contractor must respond within five Business days of receipt of a TxDMV submitted Work Order and indicate whether the Contractor will accept the terms of the Work Order. Contractor must provide the basis for any inability to accept the terms of a submitted Work Order.

Under executed Work Orders, Contractor will provide the Work agreed to by the parties in the Work Order(s) and under the pricing documented in the Contract for the services documented in the Work Order. All Work

Orders may be approved without a Contract amendment only by using the approved TxDMV Work Order

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Form (PCL-612) and signed by the TxDMV Purchasing Director or designee and the Contractor’s Contract

Representative, as identified in Section 6 of the Contract Signature Document, before becoming effective.

All Work Orders, once fully executed, are deemed incorporated by reference and become part of the

Contract. Any modifications to a Work Order must be documented through issuance of an additional Work

Order.

2.4 Acceptance Criteria

All Deliverables must be submitted in a format approved by the TxDMV Contract Representative. A

Deliverable will be considered complete and delivered only when TxDMV, at its sole discretion, has determined that the Deliverable complies with Contract requirements and TxDMV accepts the Deliverable, in writing. For all Deliverables, the measure for acceptance by TxDMV is one hundred percent (100%) compliance with Contract requirements. TxDMV may choose to waive imperfections in any Deliverable at its sole discretion.

ARTICLE III. CONTRACT AWARD AND TERM

3.1 Contract Award and Execution

TxDMV intends to award one Contract as a result of this Solicitation. Any award is contingent upon approval of the TxDMV Executive Director or its designee.

If, for any reason, a final Contract cannot be executed with the selected Respondent within 10 business days of TxDMV’s determination to contract with that Respondent, TxDMV reserves the right to: (i) negotiate a

Contract with the next highest-scoring Respondent; or (ii) withdraw, modify, or partially award this

Solicitation.

Responses to this Solicitation must be based on the terms, conditions, and specifications set forth herein. A successful Respondent’s Solicitation Response does not become a binding or enforceable Contract until both Parties execute a Signature Document, or, where applicable, the Contractor accepts the issued Purchase

Order as demonstrated by its written acceptance or performance. The award of any Contract that may result from this Solicitation will be based on the evaluation of all compliant Solicitation Responses received, using the applicable best value factors and corresponding weights detailed in Article V, Solicitation Response

Evaluation and Award Process.

3.2 Contract Term

The initial term of any Contract that may result from this Solicitation is anticipated to be from the Contract

Effective Date until August 31, 2027, unless extended, renewed, or terminated sooner in accordance with the terms and conditions of the Contract. TxDMV, at its sole discretion, may extend or renew any Contract awarded pursuant to this Solicitation for any period(s) of time, provided the Contract term, including all extensions or renewals, does not exceed five years.

Following the initial term and any allowable extension or renewal periods, and with at least 30 calendar days advance written notice to the Contractor, TxDMV, in its sole discretion, may extend any Contract that may result from this Solicitation beyond the initial term and all extension or renewal periods, in whole or in part, for up to 12 months or for such time deemed necessary to ensure continuity of service, to process a new solicitation, to secure a new contract, for transitioning to a new vendor, or as otherwise determined by

TxDMV to serve the best interest of the State.

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The Respondent, in submitting a Response to this Solicitation, acknowledges and agrees that TxDMV is not responsible for payment of any costs or other amounts incurred by the Contractor before the Effective

Date of any Contract that will result from this Solicitation or after the Contract ceases to be effective.

3.3 No Guarantee of Volume, Usage, or Compensation

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

TxDMV reserves the absolute right to cancel, make partial award, or decline to award a Contract under this

Solicitation at any time at its sole discretion.

ARTICLE IV. ADMINISTRATIVE INFORMATION

4.1 Schedule of Events

Event Date/Time

Solicitation Posting Date May 14, 2026

Pre-proposal Conference (Attendance is Optional)

May 25, 2026, at 10:00 AM Central Time

Deadline for Submitting Questions or Requests for

Clarification June 1, 2026, at 3:00 PM Central Time

Tentative Date Responses to Questions or Requests for

Clarification Posted on Electronic State Business Daily June5, 2026, at 3:00 PM Central Time

Deadline for Submission of Solicitation Responses (Responses must be received by TxDMV by this deadline.)

June 12, 2026, at 3:00 PM Central

Time

Tentative Evaluation Period June 16, 2026 to June 30, 2026

Anticipated Notice of Award(s) August 1, 2026

Anticipated Contract(s) Start Date September 1, 2026

Respondent must submit its Solicitation Response to TxDMV in accordance with the due date and time indicated in the Schedule of Events above or as changed via an Addendum posted to the Electronic State

Business Daily (“ESBD”).

For the avoidance of doubt, all dates and times herein are tentative and TxDMV reserves the absolute right to modify these dates at any time. At the sole discretion of TxDMV, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. After the deadline for submission, if there are delays that significantly impact the anticipated award date, TxDMV, at its sole discretion, may post updates regarding the anticipated award date to the ESBD. Each

Respondent is solely responsible for checking the ESBD for updates. A Respondent’s failure to check the

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ESBD does not release it from the requirements of any Addenda nor permit it to increase or withdraw its

Response.

If a Respondent has submitted its Response prior to an addendum being posted to the ESBD, the Respondent may email the signed Addendum to the Sole Point of Contact, identified in Section 4.3.1, with a copy to purchasing@txdmv.gov before the Response Deadline.

When submitting a Response, the Respondent must acknowledge each Solicitation Addendum, if any, by returning a signed copy of the Addendum with its Response. Failure to comply with this requirement may result in disqualification of the Response.

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

4.2 Ambiguity, Conflict, or Discrepancy

Respondents must notify the Sole Point of Contact, identified in Section 4.3.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 4.3.4, Solicitation Questions.

Respondent submits a Solicitation Response at its own risk.

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

Contract; (ii) must not contest the interpretation by TxDMV of such provision(s); and (iii) is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

4.3 Inquires

4.3.1 Sole Point of Contact

All requests, questions, clarifications, or other communications about this Solicitation must be made in writing only, via email, to TxDMV, addressed to the purchaser listed below (“Sole Point of Contact”).

Additionally, a phone number is provided for sole purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

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

Sole Point of Contact mailto:purchasing@txdmv.gov

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Jason Adams, MS, CTCD, CTCM

Texas Department of Motor Vehicles

Finance and Operations Division – Purchasing Section

4000 Jackson Avenue

Austin, Texas 78731

Jason.adams@txdmv.gov

See also, Section 4.3.3, Exception to Sole Point of Contact, below.

4.3.2 Prohibited Communication

Except as provided in Section 4.3.1, Sole Point of Contact, and Section 4.3.3, Exception to Sole Point of

Contact, Vendors and each Respondent are prohibited from any communication with TxDMV regarding this Solicitation. TxDMV, its employee(s), representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any Vendor, Respondent, or their representative(s).

Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondents may rely only on written statements issued by or through TxDMV designated staff as provided by Section

4.3, Inquiries. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may, in the sole discretion of TxDMV, result in the immediate disqualification of the Respondent’s Solicitation

Response.

4.3.3 Exception to Sole Point of Contact

If applicable to this Solicitation, the only exceptions to the Sole Point of Contact are as follows:

A. Where it is expressly directed by the Sole Point of Contact that another designated TxDMV representative may speak to the Respondent, such as during Contract negotiations. The Respondent is required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may, in the sole discretion of TxDMV, result in the disqualification of the Respondent’s Solicitation Response.

4.3.4 Solicitation Questions

TxDMV will allow written questions and requests for clarification regarding this Solicitation. Questions must be submitted by email to the Sole Point of Contact, identified in Section 4.3.1, by the deadline set forth in Section 4.1, Schedule of Events. Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

TxDMV reserves the right to amend previously posted answers prior to the deadline for submission specified in Section 4.1, Schedule of Events. Any amended answers will be posted on the ESBD. It is the

Respondent’s sole responsibility to monitor the ESBD for updates. TxDMV also reserves the right, at its sole discretion, to provide a single consolidated response to all similar questions.

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

i. solicitation number;

mailto:Jason.adams@txdmv.gov

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ii. solicitation package reference (page number, section, and exhibit or attachment, if applicable, may also reference procurement library documents in this manner, if applicable);

iii. question topic (e.g., Schedule of Events, Exhibit XX, Price Sheet); and

iv. question for TxDMV.

Additionally, the requestor’s contact information below must be included in the body of the e-mail and submitted with the question(s):

i. Vendor’s name.

ii. company representative name, if applicable.

iii. phone number; and

iv. email address.

Questions or requests for clarification received after the deadline set forth in Section 4.1, Schedule of

Events, may be reviewed by TxDMV, in its sole discretion, but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this Subsection, are binding.

4.4 Pre-proposal Conference

4.4.1 Attendance

TxDMV will conduct a pre-proposal conference. Attendance is optional but highly recommended.

In-person attendees are required to sign an attendance log prior to leaving the pre-proposal conference.

Attendees to virtual pre-proposal conferences are required to send an email to the Sole Point of Contact, identified in Section 4.3.1, advising of participation in the pre-proposal conference. Attendees must provide their name, phone number, and name of the company, if applicable, they are representing regardless of whether the pre-proposal conference is in-person or virtual.

Attendees are required to sign an attendance log for in-person pre-proposal conferences. Attendees to virtual pre-proposal conferences are required to send an email to the Sole Point of Contact, identified in Section

4.3.1, advising of participation in the conference. Attendees must provide their name, phone number, and name of the company they are representing.

The attendance log (in-person) and or emails and webinar logs (virtual) received from attendees will be used by TxDMV to confirm the attendance of a Respondent submitting a Solicitation Response.

4.4.2 Conference Logistical Information

TxDMV will hold the pre-proposal teleconference on the date and time set out in Section 4.1, Schedule of

Events.

People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact, identified in Section 4.3.1, at least 72 hours before the meeting in order to have reasonable accommodations made by TxDMV.

4.4.3 Questions at Pre-Proposal Conference

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A. Reference Section 4.3.4, Solicitation Questions, for the required format and information to be provided for submission of questions and requests for clarification.

B. Attendees may submit questions in writing at the conference. All questions must be in the required format and include the information as referenced in Section 4.3.4, Solicitation Questions.

C. During the conference, TxDMV may provide responses to questions and requests for clarification, but only written responses posted by TxDMV as an Addendum to the Solicitation on the ESBD will be considered an official, binding update to the Solicitation.

D. TxDMV reserves the right to amend, prior to the deadline for submission specified in Section 4.1, Schedule of Events, answers previously posted. Amended answers will be posted on the ESBD.

Notification of posting will be in accordance with Section 4.1, Schedule of Events.

E. Conversations with TxDMV program area staff before or after the pre-proposal conference are prohibited. Failure to comply with this restriction may, in the sole discretion of TxDMV, result in the disqualification of the Respondent’s Solicitation Response.

4.5 Solicitation Response Composition

A. General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration (Section 4.6.C, Submission

Checklist). Respondent will prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

The Respondent is solely responsible for ensuring its Response is complete, satisfies all Solicitation requirements, and is submitted to, and received by TxDMV by the Response Deadline.

In no event will TxDMV be responsible or liable for lost, misdirected, technical difficulties preventing submission of Responses, delivery delays or errors, or late Responses. Responses must be received by

TxDMV by the Response Deadline. Late Responses will be disqualified.

B. Page Limit and Supporting Documentation

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

C. Discrepancies

In the event of any discrepancies or variations between copies, TxDMV is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an ‘original’

Solicitation Response but fails to do so, TxDMV, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response. If the Respondent submits a redacted

RFP No. 608-26-96636 Page 15 of 33

Solicitation Response as the Original, TxDMV will disqualify the Solicitation Response, and it will not be evaluated. TxDMV will not accept submissions after the “Deadline for Submission of Solicitation

Responses” in the Schedule of Events (Section 3.1) to remedy discrepancies or variations in Solicitation

Response submissions.

D. Exceptions and Assumptions

Respondent is highly encouraged, in lieu of including exceptions in its Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 4.3.4 (Solicitation Questions).

Furthermore, TxDMV must reject any Response that includes exceptions or assumptions that materially change the specifications or requirements of the Solicitation. TxDMV reserves the right to accept or reject any exceptions, assumptions, or additions. Any exceptions, assumptions, or additions to the terms, conditions, or specifications contained in this Solicitation, including all attachments thereto, by a

Respondent and submitted with its Response are deemed rejected by TxDMV and will not become part of any Contract that may result from this Solicitation, unless TxDMV expressly agrees to such exceptions, assumptions, or additions in writing. For the avoidance of doubt, the execution of a written Contract or issuance of a PO by TxDMV that may or may not reference the Respondent’s Response is not sufficient to, and does not, demonstrate TxDMV’s acceptance of any exceptions, assumptions, or additions in the

Response, unless expressly stated. Any exception, assumption, or addition included in a Solicitation

Response may result in a Respondent not being awarded a Contract.

If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the

Exceptions Form included as Exhibit G to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit G may be rejected without consideration.

If a Respondent includes assumptions (business, economic, legal, programmatic, practical, or otherwise) in its Solicitation Response, Respondent is required to use the Assumptions Form included as Exhibit F to this Solicitation and provide all information requested on the form. Any assumption that does not provide all required information in the format set forth in Exhibit F may be rejected without consideration.

E. Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated. Furthermore, all

Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the Response does not constitute a binding offer will be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 4.5.D (Exceptions or Assumptions), the Respondent may be disqualified from further consideration for Contract award.

4.6 Solicitation Response Submission and Delivery

A. Deadline

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Solicitation Responses must be received at the address in Section 4.3.1 (Sole Point of Contact) and time-stamped by TXDMV no later than the date and time specified in Section 4.1 (Schedule of Events).

Solicitation Responses received after the deadline specified in Section 4.1 will be rejected and not considered for Contract award.

BE ADVISED, all Solicitation Responses become the property of TxDMV after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the

Solicitation Response to TxDMV by the specified date. A dated shipping label, invoice of receipt from a

USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by TxDMV.

In no event will TxDMV be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by TxDMV by the Solicitation Response Deadline identified in Section 4.1

(Schedule of Events). TxDMV is not responsible for Responses submitted by email, lost emails, or blocked emails, or emails that do not follow the required naming convention. Additionally, TxDMV takes no responsibility for emailed Responses that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any TxDMV anti-virus or other security software. Respondent is advised to be aware Internet Service Providers may limit file sizes on outgoing emails.

B. Submission Option #1: Respondent will submit the following via email to jason.adams@txdmv.gov with a copy to purchasing@txdmv.gov;

1. One file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit. If applicable in accordance with Section 9.11, (Public Information

Act – Respondent Requirements Regarding Disclosure), one file named “Public Information Act

Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

2. In accordance with Section 8.1, (Cost Proposal), one file named “Cost Proposal” that contains the

Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft

Office 2016).

3. Responses, including all documents required by this Solicitation, should be submitted in Microsoft

Office® formats (Word® and Excel®, as applicable) or in a form that may be read by Microsoft

Office® software, or Adobe® portable document format (“PDF”). All documents with signatures will be submitted as a PDF file. TxDMV is not responsible for documents that cannot be read or converted.

4. Unreadable Responses may, in TxDMV’s sole discretion, be rejected as nonresponsive.

5. The subject line for emails containing Response submissions should contain the following in the subject line, as well as the Respondent’s Name (abbreviated name is permissible), and the number of emails if more than one (e.g., 1 of #):

“RFP No. 608-26-96636, Registration Inserts Printing Services [Respondent’s Name Here]” mailto:%20jason.adams@txdmv.gov mailto:%20purchasing@txdmv.govinsertname@txdmv.gov

RFP No. 608-26-96636 Page 17 of 33

C. Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.3 (Key Definitions) must be submitted by the deadline for Solicitation Response submissions, reference Section 4.1 (Schedule of Events). Solicitation Consideration Documents will be reviewed as received, and Respondent will not have an opportunity to remedy missed requirements. At its sole discretion, TxDMV may request a

Respondent to remedy missing elements of Award Consideration Documents. Those marked “SC” are

Solicitation Consideration Documents and those marked “AC” are Award Consideration Documents.

The Solicitation Response must be submitted using one of the approved methods identified in Section 4.6, (Solicitation Response Submission and Delivery). Below are the documents required to be submitted with the Solicitation Response. Where searchable PDF files are required, submission of non-searchable (image only) PDF files may result in disqualification from further consideration for Contract award.

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D. Labeling and Delivery for Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB by one of the methods below.

BE ADVISED, all Solicitation Responses become the property of TxDMV after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the

Solicitation Response to TxDMV by the specified date. A dated shipping label, invoice of receipt from

USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by TxDMV. In no event will TxDMV be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by TxDMV by the

Solicitation Response Deadline identified in Section 4.1 (Schedule of Events).

Solicitation Responses submitted via USB by mail or hand delivery must be placed in a sealed package.

The sealed package and the USB drives must be clearly labeled on the outside as follows:

Item Section SC/AC

1. Narrative Proposal (Section 6.1) SC

2. Company Information (Section 7.1) SC

3. Texas Franchise Tax

Information (Section 7.2)

AC

4. References (Section 7.3) AC

5. Major Subcontractor

Information (Section 7.6)

SC

6. TxDMV Respondent’s

Preferences, Affirmations, and Solicitation Acceptance

(Section 6.5, Exhibit A)

SC

7. Exceptions (if applicable) (Section 4.6.D, Exhibit G) AC

8. Assumptions (if applicable) (Section 4.6.D, Exhibit F) AC

9. Dun and Bradstreet Report (Section 6.6.1) AC

10. Financial Statements and

Financial Solvency (Section 6.6.2)

AC

11. Certificate of Authority (Section 6.9) AC

12. Cost Proposal (Article VII) SC

13. Litigation and Contract

History (Section 7.4) AC

14. Disclosure of Potential

Conflicts of Interest Form (Exhibit E) SC

15. Escalation Protocol (Section 7.5) AC

16. Certificates of Insurance meeting or exceeding the required insurance coverage

(Exhibit I) SC

RFP No. 608-26-96636 Page 19 of 33

Solicitation No: RFP No. 608-27-96636

Solicitation Name Registration Inserts Printing Services

Solicitation Response Deadline [Date and Time]

Purchaser Name: Jason Adams, MS, CTCM, CTCD

Respondent Name: [Respondent Name]

It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents.

TxDMV will not be responsible or liable for any damage, and damaged Solicitation Responses will not be considered at TxDMV’ sole discretion.

TxDMV will not be held responsible for any Solicitation Response that is mishandled prior to receipt by

TxDMV. It is the Respondent’s sole responsibility to mark appropriately and deliver the Solicitation

Response to TxDMV by the specified date and time. TxDMV will not be responsible for late delivery, inappropriately identified documents, or other submission errors that may lead to disqualification or nonreceipt of the Respondent’s Solicitation Response.

E. Modifications and Withdrawals

Prior to the Solicitation Response deadline for submission in Section 4.1 (Schedule of Events), Respondent may: (1) withdraw its Solicitation Response by submitting a written request to the Sole Point of Contact identified in Section 4.3.1 (Sole Point of Contact); or (2) modify its Solicitation Response by submitting a written amendment to the Sole Point of Contact identified in Section 4.3.1 (Sole Point of

Contact). When modifying its Solicitation Response, Respondent must include in writing the section(s) of its submission that will be replaced or removed by the amendment.

ARTICLE V. SOLICITATION RESPONSE EVALUATION AND AWARD PROCESS

5.1 Best Value Standard

Solicitation Responses will be evaluated in accordance with Sections 2155.074, 2156.007, 2157.003, 2254.003, 2254.027, and Chapter 2156, Subchapter E of the of the Texas Government Code. TxDMV is not obligated to select the lowest-priced Solicitation Response but will make an award, if any, to the

Respondent that provides the best value to the State.

5.2 Best Value Determination

A. Selection Methodology. Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each responsive Solicitation Response. The evaluators will review the Solicitation

Responses considering the criteria listed in Section 5.2.E, Written Response Evaluation Criteria, and will individually score the Solicitation Responses. This procurement will utilize an aggregated individual evaluation methodology as outlined by this Section.

The following subsections describe the evaluation process, including any criteria for advancement to the various phases of evaluation, if applicable.

B. Minimum Qualifications. Respondent must meet the minimum qualifications listed below.

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i. Respondent must be authorized to do business in the State;

ii. Respondent must be currently licensed and must have recently been in business for a minimum of 10 years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided large volume printing services;

iii. Respondent must have demonstrated experience in large volume printing services;

iv. Respondent or Subcontractor personnel assigned to provide the Services and Deliverables must be at least 18 years of age;

v. Respondent must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section 7.8, Other Reports;

vi. Respondent has submitted the Solicitation Response in accordance with Section 4.6, Solicitation Response Submission and Delivery, including all Solicitation Consideration and Award Consideration Documents (See Section 4.6.C, Submission Checklist); and

vii. Any Respondent that has received an overall score on the Vendor Performance Tracking

System (“VPTS”) of less than a “C” may be disqualified from consideration for award.

C. Initial Compliance Screening. TxDMV will review Solicitation Responses for compliance with

Section 4.6.C, Submission Checklist, and for demonstrated ability to meet the Minimum

Qualifications as set forth in Section 5.2(B), required to advance to evaluations. Failure to meet the Minimum Qualifications will result in the disqualification of the Solicitation Response.

TxDMV will automatically disqualify any Solicitation Response that does not include one or more of the completed and signed, as applicable, Solicitation Consideration Documents listed in Section

4.6.C, Submission Checklist.

At its sole discretion, TxDMV may disqualify any Solicitation Response that does not include all required Award…