Specialized Variable Data and Mail Merge Printing Services

The Texas Health and Human Services Commission (HHSC) is seeking a contractor for Specialized Variable Data and Mail Merge Printing Services through Invitation for Bid (IFB) No. HHS0015168v2, covering Travis County and multiple Austin City jurisdictions. The primary objective is to conduct two annual consumer feedback surveys: the Adult Mental Health Survey and the Youth Services Survey for Families, involving approximately 2,700 adult and 4,700 child participants across four separate mailing waves. The contractor will be responsible for comprehensive survey production services, including electronic template utilization, variable data printing, address merging, folding, envelope insertion, mailing, response tracking, and data entry. Required qualifications include robust data management capabilities, strict confidentiality compliance with GDPR and HIPAA standards, address verification protocols, and comprehensive response tracking mechanisms. The solicitation was posted on April 9, 2025, with questions due by April 16, 2025, and bid responses required by May 5, 2025. The initial contract term runs from award through August 31, 2025, with potential renewal options for up to four additional one-year periods, potentially extending through August 31, 2029. Evaluation criteria will focus on best value, considering pricing detailed on the Exhibit C Pricing Sheet and considering factors beyond just the lowest price.

The procurement includes a Historically Underutilized Business (HUB) Subcontracting Plan with a 26% HUB utilization goal, mandating contractors demonstrate robust efforts to include disadvantaged business enterprises through various methods such as direct HUB subcontracting or participation in a Mentor-Protege Program. Contractors must provide extensive documentation, including notifications to HUB vendors and trade organizations, and submit monthly compliance reports. The historical spend for similar services is approximately $90,000 for the period from June 28, 2024, to November 30, 2024. Potential bidders must complete comprehensive registration in the HHS Enterprise Portal and Online Bid Room, which can take up to five business days, and submit detailed documentation including the HHS Solicitation Affirmations, Security and Privacy Inquiry form, and a comprehensive HUB Subcontracting Plan. Non-compliance with HUB requirements could result in serious consequences, including potential debarment from state contracting for up to five years. Vendors must also demonstrate compliance with various state regulations, including anti-discrimination laws, cybersecurity training requirements, and specific Texas legislative actions concerning business practices.