Bid NO. 26-20 City Wide Printing Services

Location:	Texas
Posted:	Sep 1, 2026
Due:	Sep 17, 2026
Agency:	City of Huntsville
Type of Government:	State & Local
Category:	T - Photographic, Mapping, Printing, and Publications Services
Solicitation No:	26-20
Publication URL:	To access bid details, please log in.

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CITY OF

Huntsville

INVITATION TO BID NO. 26-20

“CITY WIDE PRINTING SERVICES”

RETURN SEALED

City of Huntsville

City Secretary

c/o Purchasing Department

1212 Avenue M

Huntsville, Texas 77340

Sealed solicitations shall be received no later than:

2:00P.M., Central Time

September 17, 2026

MARK ENVELOPE: “Solicitation Packet 26-20”

For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS

POINT OF CONTACT

Email: Purchasing@huntsvilletx.gov

The Vendor’s signature is required for acceptance of this solicitation and confirms the Vendor has read and understands all

requirements concerning this solicitation, the undersigned affirms they are duly authorized to execute the contract. The City

of Huntsville is not responsible for solicitations received after the submission deadline for any reason and will be considered

void and unacceptable. Hand delivered or mailed offers must be SEALED in an envelope, CLEARLY marked with Bid NO.

26-20 CITY WIDE PRINTING SERVICES.

CERTIFICATION OF OFFER

Company Name ___________________________________________________________________ Date: _______________________

Signed By: ______________________________________________________Title: _________________________________________

Typed/Printed Name: ________________________________________________________ Phone#: ___________________________

Mailing Address: ___________________________________________________________ Tax ID Number: _____________________

Street/P. O. Box

City

State

Zip

Email: ________________________________________________________________________ SAM ID: _______________________

INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.

Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________

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TENTATIVE SCHEDULE OF EVENTS

The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.

August 31, 2026 – Release Solicitation

September 2 & September 9, 2026 - Legal Advertisement

September 8, 2026 – Questions Due to the Procurement Manager

September 10, 2026 – Final Addendum Posted

September 17, 2026 at 2:00 P.M. – Public Opening

October 2026 – Award Preparation

GENERAL INSTRUCTIONS

Submissions must be in a sealed envelope clearly marked “Bid NO. 26-20 CITY WIDE PRINTING SERVICES.” It is the

sole responsibility of the Vendor to ensure the packet is received at the designated location before the deadline.

A public reading of all timely responses will be held at the submission deadline at the City of Huntsville City Hall, 1212

Avenue M, Huntsville, Texas. All interested parties are invited to attend.

All questions concerning this solicitation should be directed to the Purchasing Department via email at

purchasing@huntsvilletx.gov.

RESPONSES

Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse

any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when

requested, or participating in any selection interviews.

QUALIFICATIONS OF RESPONDENTS

No prequalification of respondents is required. Before award of any contract can be approved, however, the City shall be

satisfied that the respondent involved: (1) maintains a permanent place of business, (2) has adequate personnel and

equipment to do the work properly and expeditiously, (3) has a suitable financial status to meet obligations incident to the

work, (4) has appropriate technical experience, and (5) can submit a satisfactory performance record. The City of Huntsville

has the final and sole decision to determine qualifications.

ADDENDAS

No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or

request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at

purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after September

8, 2026 @ 10:00 A.M will be considered void and unacceptable.

A written addendum will be issued as a response and will be posted on or before September 10, 2026 @ 5:00 P.M. on the

City of Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall

become part of the contract documents, and receipt thereof shall be acknowledged in the space provided in this solicitation.

It is the responsibility of the Vendor to verify all addenda and interpretations.

SOLICITATION TABULATIONS

Solicitation tabulation results are posted on our website at:

http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/

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OBJECTIVE

The objective of this solicitation is to secure Annual City Wide Printing Services in accordance with Local Government Code

Chapter 252. Rather than focusing solely on the lowest price, the evaluation considers factors like product durability, vendor

performance, availability, and delivery, ensuring long-term efficiency, reduced downtime, and overall value for the organization.

TERM OF CONTRACT

The initial term of this Contract shall be from the effective date of this Contract until September 30, 2027. This

Contract will have four (4) one (1) year renewal options as follows:

Option Year 1: October 1, 2027 through September 30, 2028

Option Year 2: October 1, 2028 through September 30, 2029

Option Year 3: October 1, 2029 through September 30, 2030

Option Year 4: October 1, 2030 through September 30, 2031

This contract may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions

shall be at the same terms and conditions, plus any written approved changes.

SELECTION AND AWARD

The City will award based on best value* meeting the requirements for this service. The City reserves the right to award the

most responsible and responsive bidder in the best interest of the City. If the awarded responder is unable to meet the

requirements of the City, services/products may be purchased from the next best available responder and continue until a

responder is found that can complete the requirements of the City. If the responder desires the City to consider an all or none

response, it must be stated on the price table. The City of Huntsville may award multiple responders meeting the

minimum requirements outlined in this solicitation.

The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may

choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.

SCOPE OF WORK

The City of Huntsville is seeking qualified vendors to provide comprehensive, high-quality, and cost-effective printing and

related graphic services on an "as-needed" basis. The objective is to establish an indefinite delivery, indefinite quantity (IDIQ)

contract to support various City departments with professional printing, binding, design, and finishing solutions.

Services may include, but are not limited to, the following:

• Commercial Printing: Offset and digital printing for forms, letterheads, envelopes, brochures, flyers, business cards,

and promotional materials.

• Finishing & Binding: Cutting, folding, collating, stapling, perfect binding, coil/comb binding, and laminating.

• Design & Pre-Press Support: Graphic design assistance, file preparation, proofing, and layout optimization.

• Specialty Services: Variable data printing, custom die-cutting, foil stamping, embossing, and large-format printing.

• Delivery & Turnaround: Consistent adherence to requested delivery schedules and responsive communication

regarding project timelines.

The City reserves the right to assign projects based on vendor expertise, production capacity, turnaround times, and overall

best value to the organization. This solicitation replaces the previous printing services agreement (Contract #23-39) and is

intended to ensure continued, reliable access to high-quality print production for all municipal operations.

MINIMUM REQUIREMENTS

1. The Vendor shall provide all labor, equipment, materials and consumables necessary for the production of printed

material by copying and/or offset printing.

2. Document quality is to meet the highest industry standards in terms of readability and overall appearance.

Acceptable quality is solely determined by the individual City department.

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3. Upon request of the individual department, proofs may be required prior to completion of the project.

4. All packages, boxes and cartons should be labeled as to contents, purchase order number, job order number, and

ordering department name.

5. All work completed under this solicitation is subject to inspection and approval by the ordering City department.

The City reserves the right to reject and refuse acceptance of work, which is not in accordance with the

instructions, specifications, drawings or data. Rejected work shall be removed by or at the expense of the Vendor.

6. The Vendor must have the capability to establish and maintain multiple accounts for the various City departments.

Vendors may be required to work with individual departments to complete required work. All invoices are to be

sent to 1212 Avenue M, Huntsville, TX 77340.

7. Vendors may be required to deliver product to the City offices within ten (10) working days after placement of order.

QUANTITY

The City reserves the right to increase or decrease the quantities or items by any amount deemed necessary

to meet its needs without any adjustments in the unit bid prices. The City of Huntsville will do our best to

order in case/box quantity. The awarded responder will need to notify the City of Huntsville case/box

quantity.

COLOR AND SAMPLES

City of Huntsville logo uses two colors. The color requirements will be PMS 185 for the red and PMS 280 for the blue. All

blue and red ink will need to match the above PMS numbers on all color print jobs.

SOLICITATION FORMAT

Each solicitation must be submitted with the original documents, and all prices must be indicated on the price chart included

with this solicitation. All blank spaces for prices must be filled in, in ink or typewritten and must be fully completed and

executed when submitted. If the unit price and the total amount named for an item are not in agreement, the unit price alone

will be considered as representing the responder's intention and the total will be corrected to conform thereto.

PRICE CHART

Description

Price

8 ½” x 11” 20# White Black Ink Letterhead, Price Per Each Less Than 999

8 ½” x 11” 20# White Black Ink Letterhead, Price Per Each More Than 1,000

8 ½” x 11” 20# White Black Ink Letterhead, Minimum Quantity Per Order

8 ½” x 11” 20# Color Letterhead, Price Per Each Less Than 999

8 ½” x 11” 20# Color Letterhead, Price Per Each More Than 1,000

8 ½” x 11” 20# Color Letterhead, Minimum Quantity Per Order

8 ½” x 11” NCR, Three Part - 2 Color Logo, Price Per Each Less Than 999

8 ½” x 11” NCR, Three Part - 2 Color Logo, Price Per Each More Than 1,000

8 ½” x 11” NCR, Three Part - 2 Color Logo, Minimum Quantity Per Order