HHS Procurement and Contract Services (PCS) SOLICITATION DOCUMENT Check one: Invitation for Bid (IFB) Request for Offer (RFO) Request for Quote (RFQ) Check one: FORMAL INFORMAL Solicitation No. 53700-7-0000165817 Response Due Date: 10/14/2016 NLT 11:00 a.m. Formal responses MUST be mailed to the address below. Faxed or E-mail responses will Issue Date: 9/30/2016 only be accepted if indicated in the solicitation. Month / Day / Year Respond to: Mail Response: Ship to or Service Delivered to Wendy Stevens, CTPM Health and Human Services Commission Location: Phone: 512-406-2507 ATTN: Response Coordinator Dept of State Health Services (DSHS) Questions To: 1100 W. 49th St., MC: 2020 1301 S Rangerville Rd [email protected] Austin, TX 78756 Harlingen, Texas 78552 Fax or email only please Fax: (512) 406-2690 Email: [email protected] (preferable) CPA/TPASS DIR Select: Other: Line Class Description itemized below Unit Item & QTY UOM Extension Price No. Item SOLE SOURCE/PROPRIETARY: This solicitation is being advertised under TX. Govt’. Code, Section 2155.067. The issuing office believes that the requested items are proprietary to one manufacturer and/or to the specifications. Only responses conforming exactly to these specifications will be considered in determining an award. The issuing office strongly encourages responses from all qualified vendors who may be able to provide 915-71 the specified items. The Procurement and Contract Services (PCS), a division of the Texas Health and Human Services Commission are advertisement services. Please send bid response to fax #: 512- 406-2690 or email [email protected] Contractor must provide the following: 1. Advertisements with the three (3) major circulation newspapers that are available for job posting advertisements in the Lower Rio Grande Valley. The three major newspapers are: Brownsville Herald, McAllen Monitor and Valley Morning Star. All are under parent company Aim Media Texas Operating. 2. The vendor will provide a cost estimate for all public advertisement announcements submitted by Rio Grande State Center Representative. Each estimate shall include all ancillary costs associated with advertising the request. 3. Prior to each requested advertisement date, the Vendor shall provide the cost estimate to the Rio Grande State Center Representative or authorized designee. Provisional guidelines will be established by the Rio Grande State Center Representative and the Contractor if a cost estimate cannot be provided prior to the publication or advertisement date. The cost estimate may be provided to the Rio Grande State Center Representative or authorized designee by telephone, facsimile, electronically or online. 4. Invoices submitted to the Rio Grande State Center for payment which exceed the original estimate are subject to the Rio Grande State Center denial of payment for any amount exceeding the original estimate. 5. In the event that the Rio Grande State Center shall need to cancel a requested advertisement after the deadline, the Rio Grande State Center shall be charged only for the number of announcements that air. 6. The Vendor shall have the ability to process 25 to 100 public advertisement announcements per year. However, the resulting Contract(s) is/are intended to be an indefinite quantity based on the cost and the Rio Grande State Center needs. The Rio Grande State Center does not guarantee any minimum or maximum amount. 7. Rio Grande State Center Representative will coordinate reasonable lead-time with the Vendor. 8. The Rio Grande State Center may request advertisements to post any day of the year. 9. The runtime for each advertisement may range from 1 to 30 days. The advertisement’s runtime will be provided by the Rio Grande State Center Representative upon submission. 10. The Vendor shall be responsible for placing all advertisement announcement requests submitted by the Rio Grande State Center Representative. 11. The public announcement shall be advertised in the appropriate newspaper(s), based on the identified geographical area or in the specific newspaper(s) requested by Rio Grande State Center. 12. The Rio Grande State Center will submit the public announcement for advertising to the appropriate newspaper(s). All required announcement text will be identified and cannot be eliminated without prior approval from Rio Grande State Center Representative. 13. Proofreading and correcting the text should be included in the cost. 14. All Vendor service estimates per project/campaign advertisement require approval prior to advertising. Vendor may receive verbal or electronic approval from Rio Grande State Center Representative. 15. The Vendor shall submit a final proof of the advertisement to the Rio Grande State Center Representative for approval. The announcement can be advertised when the Vendor receives approval. 16. Non-English language advertisements may be requested by the Rio Grande State Center. The Rio Grande State Center will either supply the Vendor with the non-English advertisement text or the Vendor may be requested (and shall have the ability) to translate the advertisement prior to airing. Translated text will require Rio Grande State Center approval prior to airing. Respondent's Background and Experience: Include attachment detailing the respondent’s corporate background and experience. If the respondent proposes to use subcontractor(s), it must describe any existing or ongoing relationships with the subcontractor(s), including project descriptions. Describe the respondent’s corporate background as it relates to projects similar in scope and complexity to the project 2 described in this solicitation. This section must include information regarding the years the respondent has been in business under the same name completing the same or similar services. Capabilities: Include attachment detailing the respondent’s approach and ability to meet the service requirements as specified in the solicitation. Include organization chart, project management activities, number of staff, with particular emphasis on the degree of supervision and number of employees that will be provided to perform this contract. Include a description of current business activities and if the response includes the use of subcontractors, include a similar description of each subcontractor’s capabilities. The respondent may add any other information that demonstrates their capability to perform under this contract. Early Payment Discount ______ % ________ DAYS Total NOTE: Quote F.O.B. Destination Freight Prepaid & Included, otherwise show exact delivery cost and Estimated terms. Unless stated otherwise, delivery is considered to be 14 days after receipt of order (ARO). Delivery Date: By signing this document, respondent certifies that prices shown on this quote are true and correct. Should this bid/offer result in a Purchase Order, respondent agrees to comply with all “Terms and Conditions,” which are attached and incorporated into this document. Check below if preference claimed under Texas Administrative Code (TAC), Title 34, Part 1, Rule 20.38: VENDOR / RESPONDENT MUST COMPLETE ALL ITEMS: Check below to claim a preference under 34 TAC Rule 20.38 X □ Goods produced or offered by a Texas bidder that is owned by a Signature of Vendor or Authorized Representative Texas resident service-disabled veteran □ Goods produced in Texas or offered by a Texas bidder that is not Print Name: owned by a Texas resident service-disabled veteran □ Agricultural products grown in Texas (Must be manually signed; failure to sign will disqualify response.) □ Agricultural products offered by a Texas bidder □ Services offered by a Texas bidder that is owned by a Texas Texas Vendor Identification No. (or Federal Employer’s ID): resident service-disabled veteran □ Services offered by a Texas bidder that is not owned by a Texas resident service disabled veteran Name of Business □ Texas Vegetation Native to the Region □ USA produced supplies, materials or equipment Street Address □ Products of persons with mental or physical disabilities □ Products made of recycled, remanufactured, or environmentally City-State-Zip Code sensitive materials including recycled steel □ Energy Efficient Products Telephone Number □ Rubberized asphalt paving material □ Recycled motor oil and lubricants Fax Number □ Products produced at facilities located on formerly contaminated property E-Mail Address □ Products and services from economically depressed or blighted *By signing this bid, bidder certifies that if a Texas address is shown as the areas address of the bidder, bidder qualifies as a Texas Bidder as defined in 34 □ Vendors that meet or exceed air quality standards TAC Rule 20.32(68). □ Recycled or Reused Computer Equipment of Other Manufacturers AWARD NOTICE: The State reserves the right to make an award on the □ Foods of Higher Nutritional Value. basis of low line item bid, low total of line items, or in any other combination that will serve the best interest of the State and to reject any and all bid items in the sole discretion of the State. 3 HHS PROCUREMENT AND CONTRACTING SERVICES TERMS AND CONDITIONS BELOW APPLY TO THIS CONTRACT 1. RESPONSE REQUIREMENTS: 1.1. Respondent must show price per unit. Facsimile (fax) submissions will be accepted. The telephone number for FAX submission of bids is 1-512-406-2690. This is the only number that will be used for the receipt of bids. The State shall not be responsible for failure of electronic equipment or operator error. Response must be submitted on form