RFP Printing and Related Services

The City of Fort Worth seeks proposals for a Non-Exclusive Agreement for Printing and Related Services to be provided on an "as needed" basis to all City departments, with proposals due by March 5, 2026. The procurement encompasses comprehensive printing services including mail production (mail merge, pre-sorting, ink jetting, graphic design, calendars, annual reports), digital print and copy services (black and white and color copies, binding, laminating, vinyl and metal signs), and offset printing with high-volume color printing capabilities. Qualified proposers must demonstrate a minimum of five years of experience performing similar printing services, maintain a full-time permanent business address with email and telephone accessibility, provide a minimum of one dedicated sales representative, guarantee three to five business day turnaround times from purchase order receipt, and offer emergency rush services with six-hour turnaround availability. The evaluation methodology employs "best value" criteria weighted across multiple factors: small business participation (up to 25 points), cost (15 points), ability to meet the City's needs (25 points), qualifications and experience (20 points), and customer service and communication (15 points), with proposals receiving less than 50 percent of available non-price points deemed non-responsive. All questions regarding the solicitation must be submitted electronically through the City's Euna Portal (https://fortworthtexas.bonfirehub.com/portal/?tab=openOpportunities) before the questions due date, and the City will post addenda responding to questions prior to the submission close date. The initial contract term shall be one year with automatic renewal for up to four additional one-year periods unless either party provides notice of non-renewal at least 90 days prior to expiration.

The City of Fort Worth has established a 30 percent small business participation goal for this procurement, which may be achieved through self-performance by a certified small business prime contractor, utilization of certified small business subcontractors, or a combination of both, with small businesses required to be certified prior to bid submission and located in Tarrant, Wise, Johnson, Parker, or Denton County from an organization approved by the City Manager. All proposers must submit completed forms including W-9, Conflict of Interest Questionnaire (Form CIQ), Authorized Signature and Questionnaire (RFP-04), Small Business Utilization Form (RFP-06), and a Deviation Form (RFP-07), along with a minimum of three reference letters and completed bid table (BT-01OP). The vendor must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), Workers' Compensation at statutory limits, and Professional Liability/Errors & Omissions ($1,000,000 each claim/$1,000,000 aggregate). Freight terms are FOB Destination, Freight Prepaid and Allowed, with all unit prices including associated costs such as handling, delivery, and fuel charges, and payment terms are Net 30 Days unless otherwise specified. The historical five-year average spend for these services is $5,206,276.52, with no guaranteed minimum work volume provided to vendors. The City reserves the right to evaluate and award contracts for any item or group of items, make single or multiple awards, negotiate all elements of the successful proposal, waive minor informalities, or reject any or all proposals, and has interlocal agreements allowing other governmental entities to use City contracts on the same terms, conditions, and pricing if the proposer agrees to extend such terms.