The Texas Health and Human Services Commission (HHSC) isan agency within the Texas Health and Human Services (HHS) system. TheProcurement and Contracting Services (PCS) division of HHSC administers IFBsfor HHS.
HHSC PCS is seeking competitive bids to establish contract(s)for specialized variable data and mail merge printing services for two (2)yearly surveys, the Adult Mental Health Survey, and the Youth Services Surveyfor Families, that solicit consumer feedback about the services they receivedfrom the Health and Human Services System.
Procurement Schedule - All Times are Central Time
Reference Section 2 for further information
IFB Date Posted to ESBD
April 09, 2025
Questions or Clarifications Submission Deadline
April 16, 2025, by 5:00 PM
Responses to Questions or Clarifications - Addendum posted on the ESBD
April 21, 2025, by 5:00 PM
Courtesy Review of HUB Subcontracting Plan (HSP) Submission Deadline
April 22, 2025, by 5:00 PM
Response Deadline: Responses to this IFB must be received
May 05, 2025, by 10:30 AM
Anticipated Contract Start Date
Upon Award
Background
The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers Invitations for Bids (IFBs) for HHS. HHSC PCS is seeking competitive bids to establish contracts for specialized variable data and mail merge printing services for two yearly surveys: the Adult Mental Health Survey and the Youth Services Survey for Families. These surveys solicit consumer feedback about the services received from the Health and Human Services System. Both HHSC and DSHS will be entitled to use any contract awarded as a result of this IFB.
Work Details
The required services include variable data and mail merge printing services for two yearly surveys, which involve:
1. Picking up printed materials from Austin, TX.
2. Merging confidential consumer address information into templates.
3. Printing documents, folding them, inserting them into envelopes, and mailing letters and surveys.
4. Picking up returned mail from Austin, TX, tracking online and paper responses received, and entering paper survey responses into an online survey tool.
The Adult Mental Health survey will include a random sample of approximately 2,700 adults, while the Youth Services Survey will include approximately 4,700 children. Each survey will have four separate mailing waves with varying quantities based on previous responses. Specific tasks include:
- Arranging pick-up of mailing envelopes within two weeks of project initiation from HHSC’s North Austin Complex.
- Merging variable data, printing, folding, inserting into envelopes, and mailing out documents to survey participants.
- Updating the address mailing list by removing undeliverable addresses and those who have completed the survey either through mail or online.
- Data entry of paper survey responses into an online tool developed by HHSC DAP.
Period of Performance
The anticipated contract start date is upon award with deliverables spaced approximately four weeks apart for each wave of surveys.
Place of Performance
Services will be performed primarily at HHSC’s North Austin Complex located at 4601 West Guadalupe Street, Austin, TX 78751.
Bidder Requirements
Bidders must have a minimum of three years relevant experience in providing similar services. Personnel assigned must also have three years relevant experience and be at least 18 years old. Bidders are required to provide verifiable references for current or previous contracts of similar size within the last two years.
