ESBD_540972_1784645903326_REQUEST FOR PROPOSAL (RFP) 403-2026-1801-004 Promotional and Branded Merch..docx

RFP | Promotional and Branded Merchandise

REQUEST FOR PROPOSAL (RFP)

403-2026-1801-004

PROMOTIONAL AND BRANDED MERCHANDISE

Class Code: 037-52 Promotional Products

ISSUED BY:

Procurement and Payment Services

FOR:

Texas Veterans Commission – Communications and Outreach Department

PROCUREMENT OFFICER:

Name: Deborah Delgado, CTCD, CTCM Email: Deborah.Delgado@tvc.texas.gov

PROPOSALS ARE DUE

August 04, 2026, at 5:00pm CST

DELIVER BID RESPONSE TO:

Texas Veterans Commission Procurement Email Box – Purchasing@tvc.texas.gov

Contents

SOLICITATION SCHEDULE

Note: Texas Veterans Commission reserves the right to revise this schedule. Any such revisions will be formalized and posted in the portal for your convenience.

Section 1 – Project Overview

1.1 General

The Texas Veterans Commission (TVC) mission is to advocate for and provide superior service that will significantly improve the quality of life for all Texas veterans, their families, and survivors. This includes, VA Disability Claims Representation, Hazlewood and Federal Education Benefits, Small Business and start-ups, Employment and Resume review, Women veteran assistance, Grant Funding, Mental Health services, Health Care Advocacy and more.

Respondents are encouraged to propose contractual arrangements offering the maximum benefit to the Texas Veterans Commission – Communication and Outreach Department in terms of (1) services to the agency, (2) total overall cost to the agency, and (3) project management expertise. Proposers should describe all educational, state, and local government discounts, as well as any other applicable discounts that may be available to the Texas Veterans in a contract for Services.

1.2 Contract Term

The resulting contract, if awarded, shall be for the procurement and delivery of the commodities described in this solicitation. The contract shall become effective upon execution by both parties or issuance of a Purchase Order by the Texas Veterans Commission (TVC), whichever occurs first, and shall remain in effect until all deliverables have been received, accepted by TVC, final payment has been made, and all contractual obligations have been satisfied.

This procurement is a one-time purchase and does not establish an ongoing contract, blanket purchase agreement, or guarantee of future work. TVC reserves the right to procure similar goods through separate competitive procurements as future needs arise.

1.3 Contract Value

The total value of this contract must not exceed $50,000. Proposals must clearly identify all costs associated with services provided under this contract.

1.4 Scope of Work

The purpose of this Scope of Work is to solicit qualified vendors to provide promotional items for the agency with the goal is to increase awareness of TVC programs, services, and initiatives. Additionally, to enhance the Agency’s visibility at events, workshops, career fairs, and other community engagement activities.

1.5 Description of Services

Promotional Item Production Produce high-quality promotional items using artwork, logos, branding, and other design files provided by the Texas Veterans Commission (TVC).

1. Produce high-quality promotional items using artwork, logos, branding, and other design files provided by the Texas Veterans Commission (TVC).

1. Provide a variety of promotional products as requested by TVC, which may include but are not limited to apparel, drinkware, bags, writing instruments, technology accessories, and other outreach materials.

1. Ensure all products manufacture in accordance with TVC specifications, approved artwork, and branding requirements.

1. Provide proofs for review and approval prior to production to TVC.

1. Maintain quality control standards to ensure consistency in product appearance, imprint quality, and durability.

1. Package and deliver promotional items to locations designated by TVC within agreed-upon timelines.

1.6 Use of Creative Materials

The Texas Veterans Commission (TVC) will provide all artwork, logos, and other creative content for promotional items. The Contractor shall reproduce and apply TVC-provided designs to promotional products in accordance with approved specifications and branding requirements. All artwork, logos, and related creative materials remain the property of TVC.

The Vendor’s responsibilities shall include, but are not limited to, the following activities:

1. Produce promotional items in accordance with TVC specifications and approved artwork.

1. Provide digital proofs for review and approval prior to production (physical proofs as well, if possible).

1. Maintain quality control standards to ensure accurate production of logos, colors, messaging, and branding elements.

1. Package and deliver promotional items to locations designated by TVC.

1. Communicate production timelines, order status, and delivery schedules.

1. Replace any defective, damage, or incorrectly produced items at no additional cost to TVC.

Section 2 – Price Response

2.1 General Pricing Requirements

Proposers shall submit a detailed pricing Price Response that clearly identifies all costs associated with providing the services described in this RFP. Pricing must be firm, fixed, and inclusive of all costs, including but not limited to labor, fees, tools, reporting, overhead, and administrative expenses.

The total cost must not exceed $50,000.00. Proposals exceeding this maximum amount will be deemed non-responsive.

Pricing must be presented in a clear itemized format to allow for evaluation and comparison among proposers.

2.2 Required Pricing Elements

To comply with Texas procurement best practices and Government Code expectations for transparency, fiscal responsibility, and auditability, require vendors to include:

· A not-to-exceed total contract amount

· Disclosure of any minimum spend requirements

· Identification of pass-through costs (if any)

· Confirmation that no additional or hidden fees will be charged Note: There is not a requirement to specify how vendors must price (hourly vs flat), only that pricing is clearly explained and capped.

The total proposed cost must not exceed $50,000.00. Any proposal exceeding this amount will not be considered for award.

The solicitation and resulting contract are governed by applicable provisions of the Texas Government Code, including chapters related to state procurement and contract management. Proposers must submit pricing in a transparent and auditable format to ensure compliance with state law, fiscal accountability standards, and agency oversight requirements.

· Each invoice must include:

· Itemized agency fees

· Payment is subject to verification of services rendered and compliance with contract terms and conditions

· State, local, or government discounts

· Added value or cost-saving strategies that benefit the agency without increasing total cost Payments will be made in accordance with the Texas Prompt Payment Act (Texas Government Code, Chapter 2251). The Texas Veterans Commission standard payment term is net 30 days after receipt of a correct invoice and acceptance of services.

Section 3 - Response Evaluation

3.1 General Selection

The Texas Veterans Commission (TVC) will evaluate all responsive proposals in accordance with applicable provisions of the Texas Government Code governing state procurement and contract management. The contract will be awarded to the proposer whose proposal is determined to provide the best value to the State of Texas and the Texas Veterans Commission.

Selection will be based on a comprehensive evaluation of the proposal, including but not limited to the proposer’s qualifications, experience, technical approach, demonstrated ability to meet the Scope of Work, pricing, and overall value to the agency.

TVC reserves the right to:

· Reject any or all proposals.

· Waive minor irregularities or informalities in proposals when it is in the best interest of the State.

· Request clarification, additional information, or presentations from proposers; and

· Negotiate with one or more proposers if determined necessary to achieve best value.

3.2 Evaluation Criteria

Price will be evaluated for reasonableness, transparency, and overall value, and not on the lowest cost alone. Pricing proposals must comply with the maximum not-to-exceed amount identified in this solicitation. An Evaluation Committee will review all responses to determine which Respondents have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, qualification statements, and other appropriate checks.

All proposals and the resulting contract shall comply with applicable requirements of the Texas Government Code, including provisions related to ethical procurement practices, fiscal accountability, and use of public funds.

3.3 Weighted Scoring Criteria

Proposals will be evaluated using a numeric scoring scale of as shown in the table below for each evaluation category.

Experience & Qualifications

Demonstrated experience providing promotional and branded merchandise, particularly for government or public sector clients, with experience supporting diverse or statewide outreach efforts and qualified personnel assigned to the project.

Price Proposal

Reasonableness, clarity, transparency, and compliance with the not‑to‑exceed contract amount, including separation of agency fees.

· Submit a proposal that is responsive to all requirements of this Request for Proposals (RFP);

· Demonstrate the ability to meet the Scope of Work and deliverables described herein.

· Be in good standing with the State of Texas and not be prohibited from entering contracts with the State.

· Be free of any conflicts of interest that would preclude the Respondent from performing the required services.

· Agree to comply with all applicable federal and state laws, rules, and regulations, including the Texas Government Code provisions governing state procurement and contract management; and

· Propose pricing that does not exceed the not‑to‑exceed contract amount of $50,000.

Only proposals determined to be responsive, responsible, and in the best interest of the Texas Veterans Commission will be considered for award.

The Texas Veterans Commission reserves the right to:

· Award the contract to the highest‑ranked proposer based on evaluation results and best‑value determination.

· Make no award if it is determined to be in the best interest of the State;

· Award the contract without further discussion or negotiations;

· Request additional information or clarification from proposers prior to award; and

· Negotiate final terms, scope, or pricing, provided such negotiations do not materially alter the solicitation requirements.

The award of any contract resulting from this solicitation is subject to availability of funds, approval by appropriate State authorities, and compliance with all applicable provisions of the Texas Government Code and Texas Veterans Commission policies.

3.5 Responsible Respondent

Responsible Respondents, at a minimum, must meet the following requirements:

· Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract.

· Have a satisfactory record of past performance.

· Have necessary personnel and management capability to perform any resulting contract.

· Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the resulting contract requirements.

· Certify that the firm is not delinquent in any tax owed by the State of Texas under

· Chapter 171, Tax Code.

· Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

Respondent(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary, to fulfil the requirements of the solicitation and be determined a responsible Respondent.

Failure to provide any requested additional information may result in the Respondent being declared nonresponsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or prime contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that person or a prime contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply. This does not preclude a Respondent from using subcontractors or contractors. The agency will contract only with the individual firm or formal organization that submits a response to this RFP.

Section 4 – Instructions to Respondents

4.1 Preparation and Submittal Instructions

4.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

4.1.2 The Agency will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

4.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification, at its option.

4.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of needs.

4.1.5 Texas Veterans Commission makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this solicitation or resulting Agreement when deemed to be in best interest. Representations made within the response will be binding on responding firms. Will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

4.1.6 Respondents wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer. The returned form should indicate your company's name and include the words “No-Response” in the Comment section of the table provided.

4.1.7 Failure to comply with the requirements contained in this Request for Proposal may result in the rejection of your proposal.

4.2 Required Certifications and Statements

Include any required certifications, acknowledgments, or statements of compliance specified elsewhere in this RFP, including acknowledgment of compliance with applicable provisions of the Texas Government Code.

4.3 Proposal Completeness

It is the Respondent’s responsibility to ensure that all required information is included in the proposal. Failure to submit a complete proposal may result in rejection.

4.4 Submission Responsibility

Submission of a proposal constitutes the Respondent’s acknowledgment that it has read and understands all requirements of this RFP and agrees to comply with them if selected for award. Respondents must submit responses to Purchasing@tvc.texas.gov.

Section 5 – General Information

5.1 Procurement Authority

This solicitation is issued in accordance with applicable provisions of the Texas Government Code governing state procurement and contracting. The Texas Veterans Commission reserves the right to award a contract based on best value.

5.2 Vendor Affirmations and Certifications

By submitting a response, Respondent certifies that it is in compliance with all applicable federal and state laws and regulations, including but not limited to:

· Not debarred, suspended, or otherwise excluded from doing business with the State of Texas or federal government

· Compliance with Texas Government Code Chapters 2155, 2252, 2271, 2274, and 2276, as applicable

· Compliance with Texas Family Code §231.006 (child support obligations)

· Compliance with non-collusion requirements Respondent further certifies that all information provided is true and correct.

5.3 Contract Terms and Conditions

The contract resulting from this solicitation shall incorporate the Texas Veterans Commission’s standard terms and conditions, including all applicable provisions of the Texas Government Code and Texas Administrative Code.

Respondents are expected to review and accept these terms or clearly identify any exceptions in their response.

5.4 Protest Procedures

Any actual or prospective Respondent who is aggrieved in connection with this solicitation or award may formally protest.

Protests must be submitted PDF format to the purchasing@tvc.texas.gov email inbox within ten (10) business days after the aggrieved party knows or should have known of the occurrence giving rise to the protest.

The protest must include:

· Name and address of the protestor

· Identification of the solicitation

· Detailed statement of the legal and factual grounds

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