ESBD_513148_1779821813792_4. Pre-Proposal Conference Slides.pdf

Registration Inserts Printing Services Pre-Proposal Conference

RFP #608-26-96636

May 26, 2026 @ 10:00 AM CT

Agenda Discussion Topics

• Welcome

• Introductions

• High-Level Solicitation Overview

• Reminders

TxDMV is recording today’s meeting and will be distributing these slides, list of attendees and a link to the recording.

Important dates to keep in mind:

• Deadline for submitting questions: June 1, 2026, at 3:00

PM CT.

• Deadline for providing responses to questions: June 5 at

3:00 PM CT.

• Deadline for submission of Solicitation Response: June 12, at 3:00 PM CT.

• Anticipated Contract Start Date: September 1, 2026.

FIRST***

TXDMV Panel

Sonya Bebley

• Director of Purchasing

Mandy Driskill

• Contract Administration Manager

Adale Bishop

• Contract Specialist in

VTR

Lori Paul

• Manager in VTR

Jason Adams Contract Specialist jason.adams@txdmv.gov mailto:Jason.adams@txdmv.gov

Solicitation Overview

• The Texas Department of Motor Vehicles, for and on behalf of its Vehicle Titles and Registration Division, is soliciting Responses for producing and shipping two types of double-sided motor vehicle registration renewal inserts.

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

Solicitation Schedule of Events

Event Date/Time

Solicitation Posting Date May 14, 2026

Deadline for Submitting Questions or Requests for Clarification (Exhibit J)

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

Tentative Date Responses to Questions June 5, 2026, at 3:00 PM Central Time

Deadline for Submission of Solicitation Responses 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

Solicitation Structure and Content Article # Purpose

Article I General Information

Article II Scope of Work

Article III Contract Award and Term

Article IV Administrative Information

Article V Solicitation Response Evaluation and Award Process

Article VI Narrative Proposal

Article VII Additional Required Respondent Information

Article VIII Cost Proposal

Article IX General Terms and Conditions

Article X List of Exhibits

Article V

Solicitation Response Evaluation and Award Process

(Required Documents)

Respondent’s Solicitation Response

Exhibit A: TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance

Exhibit D: Cost Proposal Workbook

Exhibit E: Respondent’s Non- Disclosure and Conflict of Interest Form

Exhibit F: Assumptions Form

Exhibit G: Exceptions Form

Exhibit H: References Form

Exhibit I: Contract-Specific Insurance Requirements

Exhibit J: Question and Answers Form

Signed Addendum

*Please redact all sensitive information on a document separate from the original document*

Exhibit D: Cost Proposal Workbook

• Cost information must be included as a separate file using Exhibit D, Cost Proposal Workbook, with the Respondent’s Solicitation Response for the Deliverables listed in Article II, Scope of Work.

• Respondent must state its shipping costs for all Services provided during the course of any Contract that may result from this Solicitation.

• The cost proposal for the required Services is to be presented only in the format set forth in Exhibit D of the Solicitation.

Workbook

• No payment or reimbursement will be available to the

Contractor beyond the amount agreed to be paid for the Services provided as set forth in any Contract that may result from this Solicitation.

• The cost proposal provided is for the Services as specified in this Solicitation and includes all labor, materials, tools, supplies, equipment, and personnel, including but not limited to, travel expenses, associated costs, and incidental costs necessary to provide the products and Services according to the specifications, requirements, provisions, terms, and conditions set forth in this Solicitation.

Workbook Continued

Solicitation Response Evaluation Process

1. Selection Methodology: Initial assessment for compliance and completeness by the sole point of contact. This includes:

1. Minimum Qualifications, Subsection 5.2(B)

2. Initial Compliance Screening, Subsection 5.2(C)

2. Written Solicitation Response Evaluation:

Responses are reviewed and evaluated for its technical merit by the evaluation committee using a Scoring Matrix

1. The cost is reviewed, also by the evaluation committee.

Evaluation Criteria Process Respondent’s Response must meet the minimum qualifications listed below:

• Respondent must be authorized to do business in the State;

• 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;

• Respondent must have demonstrated experience in large volume printing services;

Minimum Qualifications

Respondent must meet the minimum qualifications listed below.

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

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

• 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

• 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.

Minimum Qualifications Continued

• 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).

Evaluation Criteria

TxDMV will use the following criteria to determine the best value for the state:

• Respondent’s Pricing (see exhibit D, Cost Proposal

Workbook)

• Respondent’s past performance, qualifications, and experience

• Respondent’s approach for providing the Services requested by this Solicitation

• Evaluation of Respondent’s history and experience may include consideration of Respondent performance as recorded in the CPA Vendor Performance Tracking System as described in Texas Administrative Code, 34

TAC 20.115.

Scoring Matrix

Scoring Matrix

Things to remember…

Signed Response

• Respondent must provide a signed response along with any Exhibits that require a signature.

References provided

• TxDMV is not responsible for non-responsive references.

Submitting your Response

• Make sure to “Submit” prior to the due date and time.

• One (1) minute makes a difference when it comes to procurements.

Additional Reminders

• Any changes or additional information regarding this

Solicitation will be shared with potential vendors.

• 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.

• Submit your Response by June 12, 2026, at 3:00 PM CT

Thank you for attending today’s

Pre-Proposal Conference!

Jason Adams, MS, CTCM, CTCD

Contract Specialist/Purchasing Section