ESBD_513148_1779821813398_3. Registration Conference Transcript.docx

Registration Inserts Printing Pre-Proposal Conference-20260526_100032-Meeting Recording May 26, 2026, 3:00PM 25m 30s

Adams, Jason started transcription

Adams, Jason 0:31 Yeah.

Morning, Corey.

Good morning, everyone.

Bebley, Sonya 1:50 Good morning.

Bishop, Adale 2:04 Jason, was Sandy supposed to be on this meeting?

Adams, Jason 2:05 What?

You mean Sandy Becker?

Bishop, Adale 2:13 Mhm.

Adams, Jason 2:14 I didn't send her an invite, but...

She can.

Bishop, Adale 2:18 Is she on the selection committee? Sure. She was one of, there's so many different things going on. I'm having a hard time keeping them all straight.

Adams, Jason 2:27 I think she might be, I thought she was one of the team, one of the names on the evaluation, but...

Bishop, Adale 2:32 Yes.

So this doesn't concern her then. This isn't about the evaluation, correct?

Adams, Jason 2:39 Right. That's just the overall.

Bishop, Adale 2:40 Okay.

OK, good deal.

Adams, Jason 2:42 And it looks like Spencer's here, Corey's here, and Randy's here.

Um...

Can everyone see my screen that I'm sharing?

Bishop, Adale 2:51 Oh.

Yes, sir.

Adams, Jason 2:56 Okay.

Corey, can are you able to see my screen?

Mm.

Okie dokie, we will. It is 10.03. We'll go and get started.

And this is the registration inserts printing services pre-proposal conference. And that is a good mouthful for a Tuesday morning.

Yeah.

So this is for, as a title in case, registration printing, inserts printing. And let me get my other screen popped up here.

So again, welcome to everyone. And for just our little agenda, we're going to have introductions from our staff. And then we'll have a high level overview of the solicitation. And then we're going to go over reminders.

But first, I wanted to let everyone know this meeting is being recorded and it will be distributed. We'll be distributing the slides, the list of attendees and either the recording itself, which will be an MP3 or a link to the recording. So y'all can go back and listen to it.

If there's anything that you might have missed or got any questions to put on the question and answer form. So my important dates to keep in mind is the deadline for submitting questions is June 1st, 3pm. And that's, there's a form.

that was sent out or one is posted, excuse me, on the ESPD as one of the exhibits they can put your questions on. Then once all those questions are submitted, I have until the 5th to respond to those questions. And if it's questions that also involve BTR, then No, that's the overall deadline. So that's my deadline. That's Adele's deadline and Lori Paul's deadline and whoever else at BTR that we need to pull in. And if it's a question that requires some type of legal advice, then you know, we pull in the lawyers. But again, once June 5th hits, then I will try to post it back to the ESBD and let everyone know. The deadline to submit your response for this RFP is June 12th at 3 P.m. and we anticipate the contract to start on September 1st.

So our folks we have here today, of course, me, then we are joined by Sonya Bebley. She's our director of Purchasing. Mandy Driskill is our contract administration manager, and Adale, who I'll be working with the awardee will be working with a lot. She's the contract specialist in BTR and then her manager, Lori Paul, who is not with us, because she took one of those things that It's called a vacation. I don't know what that word is, but that's where she's at. She's on vacation.

So with the overview of the solicitation, so for Texas Motor, Texas Department of Motor Vehicles, we are soliciting responses for producing and shipping two types of double-sided motor vehicle registration renewal inserts. And you get the the green and white paper every year, that's called a VTR-39-A to renew your vehicle, the little sticker in the corner. And we include these inserts with various information that is great for all the drivers in Texas. So We utilize approximately 20 million of each insert annually. And that's a total of 48 million inserts to be printed. And to break that down a little bit, that's 6 million items per quarter every three months for each insert. So this is a high volume printing project.

No.

How it can be, you know, not just one guy standing there with a Xerox machine in his garage. This is really high volume printing.

So our schedule of events.

that we're going to go through is this was posted on the 14th of May. And again, the deadline for submitting questions or clarifications that's on exhibit J is June 1st. Then I will reply with all the responses by the 5th.

The deadline to submit your responses is June 12th at 3pm.

And then we'll have like a tentative evaluation period. I gave it from June 16th through June 30th. Again, it's tentative, you know, things change. It's a summertime, so it may be extended. We should know something as far as anticipated notice of award by August 1st with the contract starting September 1st. Again, all the dates are tentative and we do reserve the right to modify these dates at any time. However, if we do modify these dates, I will notify y'all by email as well as posting an addendum on the ESBD.

And this solicitation schedule of events, it's in the RFP in section 4.1.

So the structure of the solicitation is we have, it's article one through all the way through article 10. And Instead of using the cardinal numbers, use the Roman numbers. But we have just everything in here that you need to know about the RFP. So please read each article, get a better understanding of what is stated. For example, Article 2, that is the meat of the solicitation.

and the descriptions of the inserts. And that starts on page 7. Another article to note is Article 5. And it has all the instructions on submitting your responses. And that starts on page 19. And also, if you want to submit your response by hand, It's those instructions there also mostly it's by email. But either method you choose a delivery just make sure that you are on time or early is even preferable. You don't have to wait till 2.59 P.m. on the day of submission.

So in Article 5, which is the solicitation response, evaluation and work process, these are the required documents or the exhibits.

If any of these exhibits aren't included, then your response will be disqualified. So for example, exhibits A, E, and any addendums require a signature. So do you want to sign that?

Make sure it's signed, dated, and either you can, as far as like the addendum, you can send it in prior to the deadline, or you can send it in with your response, so long as I get it. Even with exhibits F&G, which are assumptions and exceptions. Even if you don't have any exceptions or assumptions, just in one of the boxes, just mark NA and stick it back in your response. That way I know it's not a missing document. And of course, you would have to include exhibit D, which is your cost proposal workbook, to let us know how much You anticipate all this costing and it is in a Excel format. So when you were.

submit everything, just make sure that that exhibit D cost proposal is in.

the same format, so leave it in Excel and also as a separate attachment. And we also have notice of confidential information. So you'll want to redact any sensitive information. If you submit in a response and you don't want to worry about public information, then you just submit in one response. If you want to have a redacted copy, then you submit in your second response with everything redacted, all the sensitive information and everything in a separate document.

starting in section 9.11 of the RFP, there are instructions regarding confidential information. That section starts on page 30. So if there's anything sensitive, make sure you mark it contained in quotes. You can put it in all caps if you want. You don't have to, but that, you know, it says contains confidential information.

It's important that you mark every page or section that you consider confidential. And if possible, mark it with which exception of the Texas Public Information Act that it falls under. And the Texas Public Information Act is under government code.

Chapter 552 and that lists everything that.

You know, you need to know. And, you know, if you have any questions, you know, outside of this, and let's say it's already after the question deadline, and you're like, oh, no, I got another question. Just remember that you can email me. I'm your sole point of contact. So don't email Sonya. Don't email Adale.

Just me.

So not that I'm special or anything, but as a sole point of contact, I'm the one who's quote unquote in charge of this one.

So our your exhibit D, which is the cost proposal workbook.

Basically, it's a include, you know, like I said, includes included as a separate file in the stays within Excel and you know, include everything. It's all inclusive. So include your shipping costs, the price that you're going to It's going to be for printing all these inserts, and...

No, only, like I said, only in the format, so keep it in Excel.

Also, to note, there's no payment or reimbursement will be available beyond what is agreed to be paid in services by the contract. Now, we understand things happen. Maybe paper goes up or shipping goes up.

We do have the option of doing contract amendments.

Also, please note when I say all inclusive, so your cost proposal provided for these printing services, so it include labor costs, materials, supplies, tools, equipment, personnel that's working on this, and it's included but not limited to travel expenses. I don't anticipate travel as part of this, but you never know, you know, any incidental or associated costs. So you put it all together in your cost proposal workbook. And that cost proposal workbook looks like that. So everywhere that's yellow, that's where you'd fill in. You'd fill in the maximum cost.

for 60 weight paper. And you'll fill it out. You know, maximum cost for 70 weight paper. So we had these two types of paper that we're looking for costs on.

And at the bottom, you'll notice, oops, pricing must include all shipping costs to the location specified in the RFP. So it's not coming straight to here to our headquarters, but to another warehouse.

Now for the also in the whole process, our selection methodology. So we're going to go through a initial assessment for compliance and completeness by me. So I'm going to look at the minimum qualifications. I'm going to go through the initial compliance screening. Then on to the evaluation team, they're going to review every response, and they're going to read it top to bottom, front to back, and evaluate it for its merit. And this will be by the committee, and they'll be using the score and matrix. So, and even the cost will be reviewed by the evaluation committee.

And while what I'm looking at, I'll look at initially in the initial is the minimum qualification. So are you authorized to do business in the state of Texas?

been in business at least 10 years because this is a large printing project. So we want someone with experience.

And again, also have you have demonstrated experience in large volume printing services. We're also looking at any anybody any of your staff or a subcontractor subcontractor assigned to the project that they're at least 18 years old. Also looking at, you know, when you send in your other reports in section 7, 8, financial reports. You're not like a brand new company. No, you're financially solvent. You got the means to carry on this project. And also that you submitted a response that has all the documentation. And then we also look in the vendor performance tracking system, which is a grading system used by the state. And if your score is like a, you know, it's like back in school, you get A, AB, a C, a D, or an F. So if your score, if we look it up and your score is a D or an F, then we got questions. We always, always checking that out.

Oops.

Also, more minimum qualifications. This is all part of the part of it. We have our checklist.

And when you look at it, you see the AC and the SC. And basically what that is, AC is a what's called award consideration documents. And these documents is something you must submit as part of the solicitation to be considered for negotiations or for award.

And that includes references, exceptions, assumptions, even if they except if you have NA for exceptions, I still stick that in the form, put it in, or any litigation history. SC is solicitation consideration documents, and that is also to be considered for evaluation.

And...

No, they can't be resubmitted after the deadline. So that's stuff like your narrative, your cost proposal, any disclosure forms. So when you go through this list, make sure right up front you're getting everything submitted into one nice package.

And the evaluation criteria, what we're going to be looking at, we're going to be looking at your pricing, which is exhibit B, excuse me, exhibit D, any past performance, qualification and experience, your approach for providing these services as requested, and we're looking at, you know, everything that you put in your response. And again, evaluation of your history and experience in accordance to the vendor performance tracking system.

And here's the score and matrix. So we're going to be looking at proof of ability to meet state needs. Do you meet our needs for doing all this? And we're going to weigh that at 50%.

We're going to look at the qualifications of staff and key personnel, you know, who's assigned to the project, and You only weighing that at 5%.

and the overall clarity, responsiveness, and organization of the response. And that's basically to put it in the vernacular and speak common about it. Does it look pretty? So we're only doing that 5%. And we're also going to, then we're going to look at your cost proposal.

And that's going to weigh that at 40%. And cost proposals, how much is it going to cost the state of Texas? And then everything adds up to 100%.

So things to remember.

Sign your response.

Anything that has a that needs a signature?

Make sure you sign it.

when you provide references, you know, we're not responsible for non-responsive references. So, you know, double check your references. Now, you know, for example, you put Tom Cruise and I go and call Los Angeles and Tom Cruise does not answer. Well, that's, you know, a non-responsive reference.

And when you're submitting your response, you know, make sure you submit prior to the due date and due time. You don't have to wait till 259.

on the 12th, if you want a little earlier is better. Because one minute makes a difference. And what I mean by that is a while back, just a couple years or so ago, I had a vendor arrive on campus. They were here with their response in hand.

nice big brown envelope. But instead of going to the guard desk and contacting me as soon as they got here, they wandered around campus, looked at our trees, talked to people, looked at the buildings. And by the time I got their response and it was timestamped, it was 14 minutes late.

So they weren't, they weren't considered. So that's why the stress, you know.

Make sure you get it in on time.

Has some additional reminders is any changes or additional information regarding the solicitation, the RFP or exhibits that can be shared with all potential vendors, either through the ESPD by addendum or by Now, email.

So when you're submitting a response, if there's an addendum and there already has been one, make sure you return a signed copy of the addendum with your response.

No failure to comply.

may result in disqualification and that's May. So we'll go look at it case by case. And also, again, sound like I'm beating a dead horse, but submit your response on time. And it has deadline is June 12th, 3.30 P.m. Central Time.

GMB is not going to be responsible for, you know, if you submit by email, if the email gets lost, if the email gets blocked, or, you know, if you name it something very long that Outlook doesn't like and it gets, you know, kicked back or blocked, so make sure you kind of keep the naming convention kind of.

short, but still a little descriptive. Also, if, you know, it gets sent in, it gets blocked, captured, filtered, quarantined, or it just doesn't reach me.

You know, our firewall is pretty thick. So you can always just what I've asked before is, you know, you email it in. And what I'll do, sometimes vendors will ask, but my automatic position is I'll email you back and just say received. So that way, You know, if it's on a weekend or something, oh, good, he got it. I don't have to worry about Saturday and Sunday. You know, did he get it? I'll let you know if I did get it.

So that is the end of the presentation for the pre-proposal conference for the registration inserts printing. And Oops, does anyone have any questions?

And if you do have questions, you know, we can try to answer them now. If not, then everything can be put on the question and answer form.

And.

With that, if there's not any questions, I thank everyone for attending and hope to hear from you all soon. And again, just as a reminder, I'm your sole point of contact and to spell that out, that's SPOC, sole point of contact, which will bring in my Star Trek fundness of I am your Spock. So, so point of contact. So with that, I will end the presentation and I thank you all for attending. And well, as soon as this, the everything is ready, the attendance sheet and the recording and everything.

I'll download it and try to get it to y'all as soon as possible. Thank you very much. You all have a good day. Thank you.

Spenser Boller 25:24 Thanks, Jason.

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