Annual Contract for Elections Printed Forms and Envelopes

Tarrant County is seeking vendors to supply printed forms and envelopes for absentee ballot mailings and other election-related communications, as mandated by the Texas Election Code. The contract is for a base term of twelve months, with the possibility of two additional twelve-month renewal periods at the County’s discretion, contingent on mutual agreement and timely submission of updated documentation prior to each option period. All pricing must be firm and fully inclusive, covering every associated cost including shipping, delivery, installation, and incidental expenses; no additional charges will be permitted after award. Vendors must accept purchase orders as the sole method of payment, and the solicitation includes a 30-day cancellation clause applicable to either party. Bids must strictly comply with all solicitation terms, and any attempt to impose additional legal agreements outside the procurement documents may result in disqualification. The contract is governed by Tarrant County’s local procurement policies, and no federal contracting clause numbering system is applied; instead, custom provisions govern core obligations. Vendors must ensure all materials meet U.S. Postal Service Election Mail guidelines, including proper barcode clear zones and postage markings, while also adhering to strict data security requirements. All sensitive election data must be protected under the CIA triad—confidentiality, integrity, availability—with strong encryption required both at rest and in transit. Vendors must designate a primary security contact, maintain audit logs, and report any data breach within 48 hours using both oral and written notification to Tarrant County’s Chief Information Security Officer. Audit rights are broad, permitting the County to examine systems, records, and subcontractors with reasonable notice, and vendors must submit annual compliance reports verifying log reviews and remediation actions. Data must remain within the 48 contiguous United States at all times, and any transfer outside this boundary requires prior written approval. Criminal background checks are mandatory for personnel accessing County data, with the County covering associated costs. Vendors must indemnify the County against third-party claims arising from their actions and cannot assign the contract without written consent. HUB/DBE participation is a key requirement, with bidders required to provide certification from recognized state or regional agencies, and failure to demonstrate good faith effort may render a bid non-responsive. Awards will go to the lowest responsive bidder meeting all technical and compliance criteria, with no trade-off evaluation permitted. Invoices must be submitted electronically or by mail to the County Auditor’s Office with the assigned purchase order number.