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TEXAS LOTTERY COMMISSION
REQUEST FOR PROPOSALS FOR
PROMOTIONAL PRODUCTS
#362-19-0001
RESPONSES TO PROPOSERS’
QUESTIONS
AND
RFP AMENDMENTS
October 10, 2018
2
REQUEST FOR PROPOSALS
FOR
PROMOTIONAL PRODUCTS
RESPONSES TO PROPOSERS’
QUESTIONS
Note to All Prospective Proposers:
The following responses include questions raised and answers provided during the pre-proposal
conference held on September 24, 2018, and questions submitted in writing by the RFP deadline.
In its answers to the following questions, the Texas Lottery has attempted to provide both
accurate and thorough responses. Some answers may clarify or modify the RFP, and every
Prospective Proposer is on notice of each answer’s content. Answers that modify the RFP are so
noted. Answers apply only to the facts as presented in each specific question.
Proposers shall review all sections of the RFP along with this document to ensure a complete
understanding of the requirements. Any exceptions to the RFP shall be noted in the proposal, as
required under Section 2.7 of the RFP.
Please note: Any questions regarding the HUB Subcontracting Plan (HSP) are in a separate
document that will be updated throughout the procurement process.
PRE-PROPOSAL CONFERENCE QUESTIONS AND RESPONSES – September 24, 2018
1. Are the samples blank random samples or do they all have to be embroidered or
imprinted with the Lottery’s logo?
RESPONSE: Section 4.5 points out all the samples that are to be included with a submitted Proposal. It’s everything that’s on the chart. For clarification, only one sample needs to be embroidered with the Texas Lottery logo. None of the other samples require a logo or design. If you need the logo you can contact Sonya at [email protected].
2. You have several logos, you will let us know which one to use?
RESPONSE: Yes. You can make your request through Sonya Bebley at [email protected].
3. Just to clarify, so when we’re submitting the proposal you’re getting blank samples
and then initially whoever is awarded the bid will get you actual spec samples with
the Lotto. So like the tumbler for instance.
RESPONSE: No. We will only ask the Successful Proposer to produce an item with a logo if we are ordering that specific item. The samples Proposers
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provide are actually the specification samples that are in the RFP, and need to be submitted with the Proposal. The samples are the actual items that would be ordered under the contract, Proposers cannot provide a sample for a brand name and substitute with off- brand if awarded a contract. Only one (1) sample item needs to be embroidered. The rest of the samples submitted with a Proposal can be blank, or they can have any logo, as an example. But, all items must meet the specifications in the RFP.
4. You will get the other sections that are more specific about the items?
RESPONSE: Correct. Part 6, specifically Section 6.19 of the RFP, gives the specifications for each item.
5. Going back to financial institutions or bankers have a concern with the termination
at will or for cause. How often does that happen and what are the grounds in which
that has happened in the past?
RESPONSE: Not very often, but it is a standard provision in the Texas Lottery’s contracts. Some examples of where these provisions could be used are where the contract is no longer needed, a conflict of interest has arisen, a vendor becomes ineligible, etc.
6. Going back to the bond that is required, I am trying to see how that works for
promotional products. I know with constructions they have bonds but for promotional
products I am trying to see how?
RESPONSE: It’s a performance bond, and it’s not the same as a construction bond. It’s based on the performance. If for any reason you fail to perform or walk away from a job, then we can take that bond. That is why the bond must contain the language specified in Attachment F.
7. Have you had that in the past for promotional?
RESPONSE: We have never had to pull a bond for a Promotional Products Contract, nor have we cancelled a promotional contract either. By statute, all Texas Lottery contracts require a performance bond. If you have trouble getting a bond, we can point you to some sureties that have written similar bonds with similar dollar amount.
8. The second round of US tariffs to China are going to go into effect in January and
there’s several products that it will affect and it could be as much as a twenty- five
percent increase. Would you like for us to asterisk those products so you know?
RESPONSE: Please see Amendment Nos. 6, 7, 8 and 9.
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9. The items that you have listed are these items that you’ve bought in the past before?
RESPONSE: Not all of them. Attachment H indicates promotional product order history. You’ll see the items that we ordered in the last two years, Fiscal Years 2017 and 2018.
10. Are new items stock items, they exist or are they custom items? RESPONSE: No items are essentially stock items. We like to change or mix-up promotional items that we give away. Attachment H will give you the items that we purchased in 2017-2018. This also gives the quantity of past items, and a list of new items that we have not ordered before.
11. Specs for the new items, the description, did you get them from catalogues, online,
or an extra product? RESPONSE: The specifications for each item are listed in RFP Section 6.19.
12. For instance, the windbreaker I see that 2018 will be the first year for that item. So
your description for the windbreaker, did you have that actual windbreaker or did you
get the specs online, from a catalog? The reason why I am asking there are lots of
windbreakers out there can be 100 percent and whatever. I am just trying to make
certain that we provide you exactly what you are asking for. RESPONSE: Specifications were obtained from multiple sources including online catalogs. Please refer to RFP Section 6.19 that lists the individual specifications for each item. In some instances, we listed a name brand description and the item should be equal or better than the brand specified. You really need to pay attention to the specifications and exactly how they are written.
13. Do you have items from last year or the previous year on hand that you can see, touch
and feel? Are there any spec samples from previous years? Do you have the acrylic
cup that was printed, do you keep anything? RESPONSE: Yes, we do have spec items that were obviously submitted with the vendors’ proposals, and used under the Contract. We are unsure how helpful these would be to a Proposer, as the items are different than those requested in this RFP. Proposers must submit a sample to be included with their Proposals of all the items listed in RFP Section 4.5, and each item must meet the specifications in RFP Section 6.19.
14. To make our life easy a lot of times ASI number or the actual manufacturer number
that those items came from are listed on those items. So just to see what quality of
things that you’ve done previously.
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RESPONSE: What we have done in the past isn’t necessarily indicative of what we’re doing in the future. The specifications that we want on the items for the current RFP are listed in 6.19. We gave an associated brand for a requested item, where possible. TLC will not provide the past items. We do not believe they would be helpful because our requirements for this RFP have changed. Again, the TLC does not tend to order the same promotional products over and over. Also, we do not have standard items, because we’re trying to keep our products fresh.
15. I guess if you had something and you know you could ask the question is this quality
the one that you guys liked didn’t like, you know you could get feedback on that
item? RESPONSE: Promotional items shall meet the specifications of the RFP. If it meets the specifications in the RFP, then you are good. There could be multiple brands, or like items, that meet those specifications. If we’ve identified the brand, then we want that brand—or an item that’s equal to or better than the brand specified. In addition, please refer to Question No. 3.
16. So when you mention a specific item like the pop-up tent that you want from a
manufacturer that’s what you want? RESPONSE: It could be an off-brand, but we want an item that’s equal to or better than the specified brand.
17. On the description where it says it’s an equal or better item that’s what you’re
referring to which is fine until you come down to the custom items. I don’t expect a
physical sample but is there a, maybe a diagram, a picture or the logo that would be
used? Because when it comes to custom ornaments we have suppliers asking us for
more detail of those items? RESPONSE: Yes, the ornaments are custom. Every year, the design changes to keep them fresh. Please see Exhibit A.
18. On your shipping costs the eight percent, does that normally work or have there been
times where it’s ten percent or more? RESPONSE: The current vendors have been below eight percent.
19. On 6.20, the offered option, that does not have to include the pricing, is that right?
This is in addition to what you’re requiring.
RESPONSE: Please refer to Attachment J (page 102) of the RFP on the cost proposal for offered options. If you have any offered options to offer, then you would list your corresponding price here. If your price is “to be determined” because you’re not sure, or you have a range, but it’s “to be determined”, you
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would need to list that. Any cost that you know, you would need to list. Our goal is that we know any cost upfront. Offered options are not evaluated by TLC. If a proposer is awarded a contract, and the TLC wants to take advantage of an offered option, then that is usually done during negotiations.
20. Will there be any additional products, other than listed here, that you will be
purchasing based on your past experience? Maybe something came up that was not
covered and how will pricing go with that. Is it list price because I know we don’t
have to put a discounted percentage, how does that work?
RESPONSE: We don’t anticipate purchasing additional items that are not on this list. If we do, the contract would be amended, or we could go through a separate procurement process.
WRITTEN QUESTIONS RECEIVED BY OCTOBER 2, 2018 @ 4 P.M.
21. What is the annual value of this program?
RESPONSE: The budget for fiscal year 2019 is $1,050,000. Please note the budget is subject to change each year of the contract.
22. Who is your incumbent supplier for this program How long have they managed it?
RESPONSE: Beehive Specialty from 9/25/2014 through 9/24/2018, and CFJ, Manufacturing, LP, 9/25/2014 through 9/24/2017.
23. How many companies have been invited to participate in the process? Has Texas
Lottery’s incumbent been invited to participate?
RESPONSE: The TLC does not invite specific vendors to participate in the process. The process is open to all vendors that can provide the goods and services. There is no prohibition for the incumbent.
24. How is sourcing currently managed for this program?
RESPONSE: TLC is responsible for all agency procurements.
25. In which areas of your current program are you facing challenges? Which processes
would you like to see continued?
RESPONSE: The TLC has not identified any challenges. All requested processes have been identified in the RFP.
26. How many selected supplier partners is the Texas Lottery anticipating partnering
with for this program?
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RESPONSE: Please refer to RFP Section 1.1.3
27. Is there any existing program inventory? If so, what is its total value? How is
inventory currently managed? RESPONSE: Yes, TLC has existing promotional item inventory. The
approximate value is $1,362,000. TLC manages all promotional product inventory.
28. Can you please clarify any licensing requirements/agreements with Texas Lottery
that would be part of a future agreement with your selected supplier (s)?
RESPONSE: This is standard language in the RFP. If there are any licenses required by the Successful Proposer to do business under this contract, those licenses should be obtained by the Successful Proposer.
29. Will Texas Lottery mandate program spend through your selected suppliers?
RESPONSE: No, yearly spend is at the discretion of TLC.
30. Are there any integration requirements with Texas Lottery’s purchasing systems? If
so, what platform(s) and level(s) of integration required?
RESPONSE: No, there is no integration required.
31. How will Texas Lottery help market the new program to your end users?
RESPONSE: There is no program to market to end-users. The products are for the Texas Lottery’s use.
32. How will Texas Lottery’s decision-making process be operated? Key decision-
maker, committee, etc.? If a committee, please clarify in which departments are your
decision makers involved?
RESPONSE: If this question is in reference to the selection of the Successful Proposer, please refer to RFP Section 2.15 (particularly 2.15.5) of the RFP, and Attachment I, Scoring Matrix.
33. According to Attachment G, TLC Promotional Product Work Order Terms and
Conditions (Page 3), Under Packaging, Shipping and Delivery Requirements,
Section: Shipping: it states that “Texas Lottery will reimburse the Vendor actual
shipping charges.” What is the general procedure of reimbursement of shipping? Do
you need proof of charges from vendors? Also, sometimes, vendors include the
freight in the cost of the item when shipping from overseas. Do you want them to
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leave off the freight coming to the US? If so, that would entail shipping
/import/taxes/etc. How do you want that calculated?
RESPONSE: Shipping shall not be included in the unit cost of an item. TLC will reimburse for actual shipping, and tariffs for overseas and inland freight/shipping and tariffs. Please refer to RFP Section 6.11.3, and Amendments Nos. 6, 7, 8, and 9.
34. If the order is smaller, the items may not need to come on a pallet. For the smaller
orders, are just standard boxes ok?
RESPONSE: Packaging will be discussed with TLC before a work order is executed.
35. How often are orders split shipped to the 9 locations? Or are most orders shipped to
one location?
RESPONSE: Most orders are delivered to the nine (9) locations.
36. On page 24 , Section 3.25, Can you please expand on what licenses and permits we
may need to have (besides the general ones in running a business)? Are there other
licenses we need to purchase specifically for TLC? If so, what are the costs and are
there any royalty fees?
RESPONSE: Please refer to Question No. 28.
37. Section 3.34, do you require evidence of insurance at the time of submitting the bid?
RESPONSE: No.
38. Do you have any information on who I would talk to or where to go for a performance
bond?
RESPONSE: The Successful Proposer shall provide a performance bond within fifteen (15) days of execution of the Contract. Upon request, TLC can provide the Successful Proposer with the names of sureties on similar dollar value bonds for its selection. Please refer to Question Nos. 6 and 7.
39. 3.52.6 to 3.52.8 We may use Fed Ex, UPS, etc. to deliver our orders to you. If there
is a natural disaster/acts of God out of our control or if the shipping company is late
to deliver, are we sill responsible to pay the liquidated damages?
RESPONSE: Please refer to RFP Section 3.42.
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40. Is there a system in place currently to ensure that pre-production samples are
approved/no approved asap? If so, what is it?
RESPONSE: TLC has an internal process to review pre-production samples in a timely manner.
41. Can you please elaborate on section 3.15? Unanticipated tariffs in the next year may
significantly impact the cost of all products being imported in the US. Do you have
a suggestion on how to handle this with the products in the bid? I understand we
have the price adjustments. How many price adjustments does the vendor get? Also,
how do you handle price increases currently?
RESPONSE: Please refer to Amendment Nos. 6, 7, 8 and 9 for information on tariffs. Price adjustments are addressed in RFP Sections 3.15.1 through 3.15.6. Currently price increases are handled in accordance under the contract, which is separate from this RFP process.
42. Attachment L – What is the PMS color of the blue and gold in the logo?
RESPONSE: Pantone 280 PC (Blue) and Pantone 143 PC (Orange).
43. Attachment K – It is my understanding that the product will be delivered to these
locations. What is the timeframe where Texas Lottery knows that they received the
product from our company.
RESPONSE: TLC will receive notifications the next day or within two(2) Working Days.
44. What is a general order amount and how many orders do you place in a year?
RESPONSE: For examples, please refer to Attachment H, Promotional Product Procurement History, of the RFP.
45. If we are quoting a custom product, do we have to make a production sample of it
or can we provide an image with the specs for it?
RESPONSE: Please refer to RFP Section 4.5.1.
46. Please confirm on the cost sheet 6.19.4 (2) reusable bags that both imprint locations
will have either a 1 color, 2 color, 3 color or 4 color imprint in both locations?
RESPONSE: Please refer to RFP Section 6.19.4 (2). One imprint area per side and the imprints can be 1 color, 2 color, 3 color, or 4 color.
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47. Do you know what the stitch count is to embroider the logo in Attachment L on hats
or bags? Do you have different imprints that you use for various orders?
RESPONSE: Please refer to RFP Section 6.5.4.The TLC will provide artwork/imprints in the work order to be used for the promotional product. The TLC uses different imprints for different orders. Each design will be in the Work Order. Contact Sonya Bebley at [email protected] for camera-ready art work.
48. In reference to 6.11.2, it is my understanding that we do not have to have a Hub
subcontracting plan in place if our vendor is the one shipping the product to Texas
Lottery. They will seek out the most economical plan for us. Is this accurate?
RESPONSE: All Proposers have to submit a HUB Subcontracting Plan with its Proposal. This is a pass/fail category on the scoring matrix. In addition, please refer to HSP Question No. 4, and RFP Section 6.11.
49. In section 6.11.3, Does this include our vendor's drop shipping fees to separate the
shipments or do we need to absorb these costs?
RESPONSE: Yes, please refer to RFP Section 6.11.3.
50. Can any company respond to this RFP if they see it on your website?
RESPONSE: Yes.
51. What were the annual dollar amounts of purchases each year of the previous
contract?
RESPONSE: Please refer to Question No. 52.
52. What was the annual dollar amount of purchases of both primary and secondary
awarded proposers?
RESPONSE: Approximate annual expenditures were:
FY15 - Beehive Specialty - $771,789.60 FY15- CFJ, Manufacturing - $311,385.72 FY16 - Beehive Specialty - $1,271,430.78 FY16- CFJ, Manufacturing - $12,128.67 FY17 - Beehive Specialty - $1,213,713.70 FY17-CFJ, Manufacturing - $12,920.80 FY18 - Beehive Specialty - $1,002,173.87
53. Was there a price increase during any year or did the pricing remain the same from
the original pricing quoted in 2015? If so, what percentage?
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RESPONSE: During the initial term of the contract, a pricing adjustment was requested based on the producer price index (PPI) at the time.
54. Attachment H shows the history of items purchased but does not show the actual
month. Can you provide the month in which the purchases were made?
RESPONSE: TLC can purchase promotional items anytime of the year and does take into consideration the overseas holidays.
55. Can you provide all of the Texas Lottery logos that will be used to decorate items in
vector format, preferably in AI, EPS files?
RESPONSE: TLC will provide the Successful Proposer artwork/imprints to be used for each promotional product with the Work Order for the product. If you’re asking in response to the RFP, please contact Sonya at [email protected].
56. Can you provide pictures of the Holiday ornaments that have been ordered in the
past in both brass and acrylic? If a picture is not available can a diagram with the
actual shape or logo design be provided?
RESPONSE: Please see Exhibit A for photos of brass ornaments. To date, the TLC has not ordered an acrylic ornament. Please note the ornament design will change every year.
57. Section 3.15: On certain types of products there are 10% tariffs that are in effect
with potential increases to 25% on Jan. 1, 2019. Can you give an example of how
the formula works? Should we include the possible tariffs in the price since Texas
Lottery will most likely be ordering in January 2019?
RESPONSE: For more information regarding the tariffs, please see Amendment Nos. 6, 7, 8 and 9.
58. What determines when the Texas Lottery Commission will utilize the Primary or
Secondary vendor of the Contract when placing orders?
RESPONSE: There will not be designated primary and secondary vendors under the contracts resulting from the RFP. Many factors determine which vendors will receive Work Orders including, the annual budget, overall quality, and unit price of the promotional product.
59. What percentage (approximate) of orders are filled by the Primary and Secondary
vendors? 80/20, 70/30, 60/40, 50/50 other _______________.
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RESPONSE: Please refer to Question Nos. 51 & 58.
60. Can you provide the description of items in which the orders were filled by the
Secondary vendor for the past 3 years?
RESPONSE: TLC ordered the following products from the secondary vendor over a 3-year period: Brass holiday ornaments, beach towels, scratch coins, fleece jackets and foldable reusable bags.
61. What is the name of company that previously was awarded the contract?
RESPONSE: Please refer to Question No. 22.
62. What are prices paid by the TLC for each item being reordered on the current bid?
RESPONSE: This information can be found on the Legislative Budget Board website at http://contracts.lbb.state.tx.us/Introduction.aspx or by submitting a request to the Texas Lottery at [email protected].
63. What are the qtys. per each previous purchase of the same items on the current bid,
and decoration requirements per request? example 2500, 5000... with 1 color, or 2
color imprint....
RESPONSE: Please refer to Question No. 14 and Attachment H for quantities. 64. What are the decoration descriptions and specs for each identical item being rebid -
example 1 color, 2 color?
RESPONSE: Please refer to RFP Section 6.19, and Attachment J, Cost Proposal.
65. What is the stitch count of the artwork to quote?
RESPONSE: Please refer to Question No. 47.
66. Please provide previous tabulations per company bid.
RESPONSE: This information can be requested via an open records request at the following email address: [email protected].
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67. Please provide the evaluation scoring matrix pages of basis of award, of each
previous bidder on previous bid.
RESPONSE: This information can be requested via an open records request at the following email address: [email protected].
68. How many Successful Proposers does the Texas Lottery plan to award a contract
to? Section 1.1.3 states “multiple Successful Proposers” and section 4.5.7 states
“two Apparent Successful Proposers”.
RESPONSE: Please refer to Amendment No. 5.
69. Will the promotional items specified in the RFP be used to just give away to
customers, retailers, or both, or will they be used for customers as consolation
prizes when playing a game, because we can provide many different promotional
item types with much more innovation depending on the usage or application of
them.
RESPONSE: Please refer to Attachment H, Promotional Product Procurement History, of the RFP.
70. In order for us to be able to submit our bid submittal without having to type up
everything from the RFP, can you please send us a digital copy of the RFP in Word
file format?
RESPONSE: No, the RFP is posted on the TLC website in PDF format at https://www.txlottery.org/export/sites/lottery/index.html.
71. Can we just bid on items that we have an advantage on price and delivery?
RESPONSE: No. Proposers shall be able to provide (directly or through subcontracting) all of the promotional products identified in the RFP.
72. What is the name of the company that was the past provider/winner of the last
promotional item bid?
RESPONSE: Please refer to Question No. 22.
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73. Do the products specified in the RFP need to be made in the USA or can they be
made in China?
RESPONSE: TLC does not specify where the products are to be made, only that they meet the specifications provided in RFP Section 6.19.
74. Page 75 – (17) – Acrylic Mug – Is the mug clear? Is it double walled
RESPONSE: Please refer to RFP Section 6.19.4 (17). The Successful Proposer will provide TLC with available colors.
75. If there is any duty charges after the contract is awarded, will the Texas Lottery pay
the difference?
RESPONSE: TLC will only reimburse for the contracted unit price, and shipping and tariff costs for the promotional product in an executed Work Order. Please refer to RFP Section 6.17 and Amendments No. 6, 7, 8 and 9.
76. Page 20-3.17-When you mention “expedited delivery” what is considered expedited
delivery? How many days is considered “expedited delivery”?
RESPONSE: Expedited delivery of Promotional Products is less than thirty (30), sixty (60), and ninety (90) days.
77. Page 20-3.17-When you say expedited 30, 60, 90, days, are you saying we will
quote delivery of 30 days, 60 days, and 90 days?
RESPONSE: Please refer to Question No. 76 and Attachment J (2).
78. Page 2- How many successful proposers will the Lottery choose?
RESPONSE: Please refer to Question No. 68.
79. Page 47-Can you please send an image(s) as well as the artwork files for each
promotional items, to us, in .eps file format?
RESPONSE: Please refer to Question No. 55. The EPS file for the artwork can be requested from [email protected].
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80. So we have an ideal, and because they are so many variations with the promotional
items, with different price points, can you provide images/pictures of every single
promotional item specified/described in the RFP?
RESPONSE: TLC declines due to the volume of promotional products. Please refer to RFP Section 6.19.
81. There are many different locations and sizes that logos can be used on the
promotional items. Can you please provide mock up images of each of the
promotional items with the logos that will be used on them that will show were the
logo will be printed as well as the size of it, on them?
RESPONSE: The Successful Proposer will inform TLC of the allowable imprint area and size for the promotional product when processing each Work Order.
82. Section 2.5: Please clarify, the HSP documents are to be in separate binder/folder
and not included in the original response.
RESPONSE: Please refer to RFP Section 2.5. The HSP is not required to be in a separate binder/folder, but commonly is provided in a separate folder since fewer copies are required.
83. I have a few questions in regard to the Scratch Coin (2):
Is the desired color of the coin Silver?
The mfg. recommends that these could be Natural Aluminum and give the silver
look. There is no need for anodizing natural aluminum coins if silver is the
desired color. Is there a reason for anodizing?
The mfg. recommends these be packed out either 5,000 in a poly-lined box (no
charge) or 5 bags of 1,000 packed into the box.
Do you have a picture of the coin in full color?
RESPONSE: TLC has used the following colors: silver, gold, red, and blue. The TLC requires that the scratch coin be anodized. Please see Section 6.19.6 (2). Packaging can be discussed with TLC prior to the execution of the Work Order.
84. Section 2.7: Confirming bid is valid for 270 days
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RESPONSE: Yes.
85. HUB question: Since we are a distributor of products, our factories will drop ship to
your locations and do all the packaging/shipping. That would mean that there is no
subcontract in place. BUT if TLC needs additional shipping quotes, as the
distributor, we are depending on our factory to find the other shipping quotes. This
would also mean that there is no subcontract in place.
RESPONSE: Shipping quotes will need to be provided prior to the executed Work Order. Proposers may not be directly subcontracting shipping; however, please note all Proposers need to submit a HUB Subcontracting Plan with its Proposal in accordance with RFP Section 5.2.1.
86. Section 6.11: Some of our vendors charge for certain ways of packaging items,
charge split shipments, will this charge be paid for my TLC? Also, overseas orders
may have various taxes/shipping, will these fees be paid by TLC or should it be
absorbed into the cost of the product?
RESPONSE: Please refer to Question No 33.
87. Section 6.11Some of our vendors who are overseas sometimes quote price
delivered to one location. Can we add a note stating that the price is delivered?
Will this affect our score if we do quote the item delivered?
RESPONSE: Please refer to Question No 33.
88. Section 6.13: What if our product gets caught at customs, or bad weather, or
something out of our control? Will we be penalized for that?
RESPONSE: Please refer to RFP Sections 6.13.2 and 3.42.
89. What are the current hub companies being used?
RESPONSE: Beehive Specialty, is an active HUB.
90. What was the % discount for reaching sales levels amounts offered by on
the previous award.
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RESPONSE: The Texas Lottery does not understand the question. If you would like specific information about the previous contract, please submit an open records request to [email protected]. Please note that these products are not for sale or resale. They are intended to be prizes and giveaways to promote the Texas Lottery. Please refer to Attachment H to see how items were used in the past.
91. What were the total sales of purchases NOT INCLUDING FREIGHT each of the
previous years.
RESPONSE: Please refer to Question No. 90.
92. The bid specs say DO NOT INCLUDE FREIGHT in the quotes per units. If the
goods are shipping from China, should the prices being quoted to TLC be FOB
CHINA?
AND NOT include shipping costs (vessel to USA Port), duty, brokerage fees, transportation from Port to Port Warehouse, segregation, preparation for each shipment, inland shipping cost to final destination?
RESPONSE: Please refer to Question Nos. 33 and 49.
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AMENDMENTS TO THE RFP
The following have been adopted by Amendment to the RFP, as permitted by Section 2.12 of the
RFP. The following sections have either been replaced in their entirety or new material has been
added.
Amendment No. 5
4.5.7 Following contract award, samples submitted by the two Apparent Successful Proposers
will not be returned. Samples submitted by all other Proposers may be returned, at the Proposer’s
request and expense.
Amendment No. 6
6.11.8 The Texas Lottery will reimburse the Successful Proposers actual tariff costs for each
order. No tariff costs shall be included for any product in the cost proposal.
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PAGE 19
________________________________________________________________
Amendment No. 7
Attachment J
Cost Proposal
NOTE TO ALL PROSPECTIVE PROPOSERS: THE COST PROPOSAL MUST BE SUBMITTED IN
A SEPARATE SEALED ENVELOPE AS AN ATTACHMENT TO THE ORIGINAL PROPOSAL. ALL
PROPOSERS MUST COMPLETE THE COST PROPOSAL IN THE FORMAT PROVIDED FOR THE
SERVICES STATED IN THE RFP.
WITH THE EXCEPTION OF SHIPPING COSTS AND TARIFFS, ALL PROMOTIONAL
PRODUCT COST(S) MUST INCLUDE ALL DIRECT AND INDIRECT COSTS, INCLUDING
ALL EXPENSES WITH PROVIDING THE GOODS AND SERVICES REQUIRED UNDER
THIS RFP. COST SHALL INCLUDE, BUT NOT BE LIMITED TO, SALARIES, OVERHEAD,
GENERAL AND ADMINISTRATIVE EXPENSES AND PROFIT. NO SHIPPING OR
TARIFF COSTS SHALL BE INCLUDED IN THE COST FOR ANY PRODUCT IN THE
COST PROPOSAL. PLEASE REFER TO SECTION 6.11 REGARDING SHIPPING AND
TARIFFS COSTS. THE TEXAS LOTTERY WILL NOT REIMBURSE ANY TRAVEL
COSTS RELATED TO THESE SERVICES. COSTS SHALL BE BASED ON NINETY (90)
DAY DELIVERY FROM APPROVAL OF PRE-PRODUCTION SAMPLE
PROPOSERS ARE REQUESTED TO SUBMIT COSTS ON THE ATTACHED PAGES,
WHICH INCLUDE THE FOLLOWING. ALL SEVENTEEN (17) PAGES SHALL BE
COMPLETED AND RETURNED IN THE SEALED COST PROPOSAL.
Mandatory Price Sheet - 1 page
Imprinted Cost Sheet – 13 pages
Embroidered Cost Sheet - 3 pages
______________________________
(signature of person authorized to contractually bind the Proposer)
20
PAGE 101
________________________________________________________________
ATTACHMENT J
MANDATORY PRICE SHEET
1. Discounts – Cumulative Volume-Based Discount (Refer to Section 3.16)
Proposers shall submit a discount that would be extended to the Texas Lottery based on the
cumulative total invoiced paid amounts over the term, including renewals, of the contract using
the threshold levels below. Once the Texas Lottery meets a specified threshold, the discount
percentage will be applied to each of the following invoices. The percentage discount will be
adjusted when the next threshold is met.
Cumulative Volume Threshold Discount Percentage
$ 250,000 - $ 500,000 ________________%
$ 500,001 – $1,000,000 ________________%
$1,000,001 – $2,000,000 ________________%
$2,000,001 – $3,000,000 ________________%
$3,000,001 - $4,000,000 ________________%
2. Expedited Delivery Charges (Refer to Section 3.17)
The Texas Lottery reserves the right to request expedited delivery of promotional products of less
than 30 days, 60 days and 90 days from executed work order to final delivery. Proposers shall
submit a “not-to-exceed” percentage increase in promotional item cost for the following delivery
requirements. Final percentage increase cost will be negotiated between Texas Lottery and
Successful Proposers at time of request for expedited delivery. Shipping costs should not be
included in the percentage increase for the promotional item(s). Percentage increase should only
be based on promotional item cost and not include shipping costs. (Refer to Section 3.17)
Delivery of less than 30 days: ______________%
Delivery of 31 to 60 days: _________________%
Delivery of 61 to 90 days: _________________%
If Proposer fails to indicate a percentage increase, the Texas Lottery will not pay additional cost
for expedited delivery.
21
PAGE 102
________________________________________________________________
3. Offered Options (Refer to Section 6.19)
Proposers should describe offered options and the terms under which they are offered. Proposers
are not required to submit specifications and pricing for Offered Options. However, if any
options are offered, pricing shall be listed in this section.
_____________________________________
(printed name)
________________________________
(title)
_________________________________
(date)
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(2)
Reusable
Grocery Bag
Tw
o
Imp
rints
Tw
o
Imp
rints
Tw
o
Imp
rints
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
25,000 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(3) Clear
Tote Bag
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
75,001 - 100,000
Leed's ® Game Day Folding Chair (4 persons), model # 1070-81 Other Brand/Product #: ________________________
6.19.4(4) Game
Day Folding
Table
On
e
Imp
rint
Tw
o
Imp
rints
Th
ree
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
Th
ree
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
Th
ree
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
Th
ree
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
Costs to include all associated cost in the price of each item, excluding shipping cost. 1
Imprint Cost Sheet
Leed's ® Pop Up Beach Tent, model # 1072-02 Other Brand/Product #: ________________________
6.19.4(6) Pop Up
Beach Tent
On
e
Imp
rint
Tw
o
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
KOOZIE® Beverage Holder Other Brand/Product #: ________________________
6.19.4(7)
Beverage Holder
On
e
Imp
rint
Tw
o
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
On
e
Imp
rint
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(8) Zipper
Tote Bag
On
e
Imp
rints
On
e
Imp
rints
On
e
Imp
rints
On
e
Imp
rints
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
25,001 - 50,000
Costs to include all associated cost in the price of each item, excluding shipping cost. 2
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(9) Tool Kit
On
e
Imp
rint
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
Koozie ® Square Kooler Other Brand/Product #: ________________________
6.19.4(10) Cooler
Bag - Square
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Costs to include all associated cost in the price of each item, excluding shipping cost. 3
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(11) Roll Up
Picnic Blanket
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(12) 4 in 1
Charging Cable
On
e
Imp
rint
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Costs to include all associated cost in the price of each item, excluding shipping cost. 4
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(13) Beach
Towel
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(14)
Umbrella
On
e Im
prin
t
Ou
tsid
e
Tw
o Im
prin
ts
Ou
tsid
e
On
e Im
prin
t
Ou
tsid
e
Tw
o Im
prin
ts
Ou
tsid
e
On
e Im
prin
t
Ou
tsid
e
Tw
o Im
prin
ts
Ou
tsid
e
On
e Im
prin
t
Ou
tsid
e
Tw
o Im
prin
ts
Ou
tsid
e
On
e Im
prin
t
Ou
tsid
e
Tw
o Im
prin
ts
Ou
tsid
e
On
e Im
prin
t
Ou
tsid
eQuantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
5 spot
color
logo
5 spot
color
logo
CMYK or
4 color
process
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
Costs to include all associated cost in the price of each item, excluding shipping cost. 5
Imprint Cost Sheet
Alta BPA Free Tritan™ Sports Bottle 25 oz. Other Brand/Product #: ________________________
6.19.4(15) Sports
Water Bottle -
Aluminum
On
e Im
prin
t
On
e Im
prin
t
On
e Im
prin
t
On
e Im
prin
t
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Steelys® Drinkware 11 oz Cooler Cup Other Brand/Product #: ________________________
6.19.4(16) 2 in 1
Can Cooler
Tumbler
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
Costs to include all associated cost in the price of each item, excluding shipping cost. 6
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(17) Acrylic
Mug
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.5(1) Socks
Mu
ltiple
Imp
rints
Mu
ltiple
Imp
rints
Mu
ltiple
Imp
rints
Mu
ltiple
Imp
rints
Mu
ltiple
Imp
rints
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
3 spot
color
logo
4 spot
color
logo
CMYK or
4 color
process
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Costs to include all associated cost in the price of each item, excluding shipping cost. 7
Imprint Cost Sheet
Jerzees Adult Hooded Full-Zip Sweatshirt, Model No. 993M Other Brand/Product #: ________________________
6.19.5(3)
Sweatshirt -
Hooded and
Zippered M - XL
On
e Im
prin
t
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
Jerzees Adult Hooded Full-Zip Sweatshirt, Model No. 993M Other Brand/Product #: ________________________
6.19.5(3)
Sweatshirt -
Hooded and
Zippered XXL
On
e Im
prin
t
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
Costs to include all associated cost in the price of each item, excluding shipping cost. 8
Imprint Cost Sheet
Gildan ® Heavyweight Cotton t-shirt, Model No. 5000 Other Brand/Product #: ________________________
6.19.5(4) Light
Colored Short
Sleeve T-Shirt:
M - XL
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Gildan ® Heavyweight Cotton t-shirt, Model No. 5000 Other Brand/Product #: ________________________
6.19.5(4) Light
Colored Short
Sleeve T-Shirt:
XXL
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Costs to include all associated cost in the price of each item, excluding shipping cost. 9
Imprint Cost Sheet
Gildan ® Heavyweight Cotton t-shirt, Model No. 5000 Other Brand/Product #: ________________________
6.19.5(4) Dark
Colored Short
Sleeve T-Shirt:
M - XL
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Gildan ® Heavyweight Cotton t-shirt, Model No. 5000 Other Brand/Product #: ________________________
6.19.5(4) Dark
Colored Short
Sleeve T-Shirt:
XXL
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
On
e Im
prin
t
Tw
o
Imp
rints
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
3 spot
color
logo
3 spot
color
logo
4 spot
color
logo
4 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
100,001 or more
Costs to include all associated cost in the price of each item, excluding shipping cost. 10
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.6(1A) Brass
Holiday
Ornament with
CMYK Sleeve
On
e Im
prin
t
Quantity Cost per Unit
1 color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.6(1B) Acrylic
Holiday
Ornament with
polybag
On
e Im
prin
t
Quantity Cost per Unit
1 color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
Costs to include all associated cost in the price of each item, excluding shipping cost. 11
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.6(1B) Acrylic
Holiday
Ornament with
plastic bag
On
e Im
prin
t
Quantity Cost per Unit
1 color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.6(1) Scratch
Key Chain
On
e
Imp
rint
Quantity Cost per Unit
1 color
logo
1 - 250,0000
251,001 - 500,000
500,001 - 1,000,000
1,000,001 - 2,000,000
2,000,001 - 3,000,000
3,000,001 - 4,000,000
4,000,001 - more
Costs to include all associated cost in the price of each item, excluding shipping cost. 12
Imprint Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.6(2) Scratch
Coin
Tw
o
Imp
rints
Quantity Cost per Unit Embossed
1 - 250,0000
251,001 - 500,000
500,001 - 1,000,000
1,000,001 - 2,000,000
2,000,001 - 3,000,000
3,000,001 - 4,000,000
4,000,001 - more
Costs to include all associated cost in the price of each item, excluding shipping cost. 13
Embroidered Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(1)
Weekender Bag
On
e Im
prin
t
Em
bro
ide
red
On
e Im
prin
t
Em
bro
ide
red
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
Field Hudson & Co. ® Hudson 15" Computer Backpack Other Brand/Product #: ________________________
6.19.4(5)
Computer
Backpack
On
e Im
prin
t
Em
bro
ide
red
On
e Im
prin
t
Em
bro
ide
red
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(8) Zipper
Tote Bag
On
e Im
prin
t
Em
bro
ide
red
On
e Im
prin
t
Em
bro
ide
red
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
Cost to include all assoicated cost in the price of each item, excluding shipping cost. 1
Embroidered Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.4(11) Roll Up
Picnic Blanket
On
e Im
prin
t
Em
bro
ide
red
On
e Im
prin
t
Em
bro
ide
red
Quantity Cost per Unit
1 color
logo
2 spot
color
logo
300 - 2,500
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.5(2A)
Unconstructed
Baseball Cap
On
e Im
prin
t
Em
bro
ide
red
Tw
o Im
prin
ts
Em
bro
ide
red
On
e Im
prin
t
Em
bro
ide
red
Tw
o Im
prin
ts
Em
bro
ide
red
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
Cost to include all assoicated cost in the price of each item, excluding shipping cost. 2
Embroidered Cost Sheet
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.5(2B)
Constructed
Baseball Cap
On
e Im
prin
t
Em
bro
ide
red
Tw
o Im
prin
ts
Em
bro
ide
red
On
e Im
prin
t
Em
bro
ide
red
Tw
o Im
prin
ts
Em
bro
ide
red
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
logo
2 spot
color
logo
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
Brand Name Not Designated - Brand/Product #: _________________________________________
6.19.5(2C)
Constructed
Military Baseball
Cap
On
e Im
prin
t
Em
bro
ide
red
Tw
o Im
prin
ts
Em
bro
ide
red
On
e Im
prin
t
Em
bro
ide
red
Tw
o Im
prin
ts
Em
bro
ide
red
Quantity Cost per Unit
1 color
logo
1 color
logo
2 spot
color
2 spot
color
2,501 - 5,000
5,001 - 10,000
10,001 - 25,000
25,001 - 50,000
50,001 - 75,000
75,001 - 100,000
Cost to include all assoicated cost in the price of each item, excluding shipping cost. 3
Agency Representative:
Date:
pg. 1
Amendment No. 8
ATTACHMENT G
PROMOTIONAL PRODUCT
WORK ORDER NUMBER:
SECTION 1 - GENERAL INFORMATION
Vendor Name:
Contract Number:
SECTION 2 - SPECIFICATIONS
Product Name and Description:
Quantity:
Color:
Printing / Embroidery:
Artwork Description/PMS Colors:
Packaging: Product to be packaged _____ per box, _____ per pkg., etc.
SECTION 3 - WORKING PRODUCTION TIMELINE
Date Due:
Work Order Signed and Returned:
Pre-production Sample:
Product Delivery:
Actual Dates (Internal Use Only):
Work Order Signed and Returned:
Pre-production Sample:
Product Delivery:
Any date changes to the working production timeline prior to final execution must be noted above by the
vendor and initialed.
* Date due denotes the latest acceptable day for that event. Earlier dates are acceptable.
Per Item Contracted Cost:
Total Product Cost (Per Item Cost x Quantity):
Estimated Shipping Cost (Insert Shipping Cost %):
Total Work Order Cost (Product + Shipping Cost):
Estimated Tariffs Cost (Insert Tariffs Cost %):
Total Work Order Cost (Product + Tariffs (if applicable) + Shipping Cost):
SECTION 5 - APPROVAL
Vendor Name Texas Lottery Commission
Authorized Signature
Authorized Signature
Date Date
SECTION 4 - PRODUCT COST
pg. 2
TEXAS LOTTERY COMMISSION
PROMOTIONAL PRODUCT
WORK ORDER
TERMS AND CONDITIONS
GENERAL ORDER INFORMATION
Overages: The Texas Lottery will only accept quantities specified in each work order. Acceptance and
payment for overages will be at sole discretion of the TLC.
Partial Orders: Partial orders will not be accepted without prior approval in writing from the Texas Lottery
Commission Promotions Department.
Artwork Provided to Vendor: Upon issuance of the initial work order.
ESTIMATED PRODUCTION TIMELINE
Note: The following information is intended to illustrate a typical production timeline to be
followed upon issuance of a Work Order, unless otherwise noted. Dates included in the Working
Production Timeline of the executed Work Order will be the final dates to be followed.
1. Upon receiving the written initial Work Order from the Texas Lottery, the vendor
shall review, sign in acknowledgement and return Work Order to the Texas Lottery
within seven (7) days.
2. Upon receiving the final executed Work Order from the Texas Lottery, the vendor
must provide the pre-production sample to the Texas Lottery within fourteen (14)
days or as specified in the final executed Work Order.
3. Upon approval of the pre-production sample by the Texas Lottery, the vendor must
deliver the promotional products within ninety (90) days or as specified in the final
executed Work Order.
4. Post Executed Changes – Any changes to the final Work Order must be in writing
and approved by the Texas Lottery.
PRE-PRODUCTION SAMPLE DELIVERY INFORMATION
The Vendor shall submit a pre-production (pre-pro) sample as specified in the Work Order for approval
prior to production of the order. The pre-pro sample must be approved to the satisfaction of the TLC prior
to production and continuance of the order. Acceptance of the pre-pro sample will be in writing by the TLC.
Pre-pro sample must be delivered to the following physical address:
Texas Lottery Commission
Attn: Promotions Department Representative
611 E. 6th Street
Austin, TX 78701
If there are any variations in the pre-pro sample to the original sample provided, the Vendor shall provide
a written explanation of the cause and list all variations to the Texas Lottery at the time of the initial work
order. The Texas Lottery may request a sample of the proposed product. The Texas Lottery, at its sole
discretion, may accept or reject the proposed product.
pg. 3
If the initial pre-pro sample is not acceptable and/or does not meet minimum specifications, a delivery of
2nd pre-pro and/or subsequent pre-pro samples shall be delivered within fourteen (14) days or as specified
in the written request for changes. Upon receipt of pre-pro sample, TLC will approve or disapprove.
At any time, if the pre-pro sample is deemed unacceptable by the TLC, the TLC reserves the right to cancel
the executed work order.
If a delay is foreseen in pre-production, production or delivery, the Vendor shall immediately notify the
TLC Promotions Department in writing with a viable solution.
MATERIALS AND WORKMANSHIP
Vendor shall follow the best commercial practices and use only materials and workmanship of the best
quality in providing the goods under this work order.
All products shall be free from loose threads, faulty stitching, color defects, excessive glue, etc. Product
shall be well finished and free of any defect which may affect functionality and/or appearance.
PACKAGING, SHIPPING AND DELIVERY REQUIREMENTS
All deliveries must comply with the packaging, shipping and delivery requirements set forth in the executed
work order and the RFP. Any exceptions will be considered an incident and as such the TLC may assess
liquidated damages as described in Section X.XX.X.
Packaging:
The vendor shall package product as specified in the executed work order.
Shipping:
The Texas Lottery will reimburse the Vendor actual shipping charges. All orders shall be shipped, packaged
and delivered F.O.B. destination using industry best practices.
The Vendor shall contact the Promotions Department at least five (5) days prior to shipping product to
confirm delivery address and relay shipping timeline. This timeline includes, but is not limited to, ship date,
delivery date, name of freight carrier and number of cases and/or pallets that are to be shipped. Refer to
Shipping Requirements regarding TLC standard rules and shipping procedures. See Attachment A for
shipping location(s), and quantities.
Shipping Requirements:
The following information outlines the standard shipping rules and regulations by which all vendors
shall abide when conducting business with the Texas Lottery Commission. It also specifies
packaging and shipping procedures required by the Texas Lottery.
A. Product shall be shipped on pallets unless prior written approval is granted by the Texas Lottery
Commission. All pallets shall be standard pallets (40 inches in width and 48 inches in length).
Pallets shall be stacked no higher than 48 inches (floor to top of pallet). Pallets shall not be
double stacked unless prior written approval is granted by the Texas Lottery. All pallets shall
be front loaded pallets and in good condition. The pallets shall be front loaded in the freight
truck, so that a manual pallet jack may unload the product.
B. Product shall be packed in cases appropriately so that slippage, creep and damage do not occur
during shipping. Product shall be packed in cases that do not exceed a maximum weight of 50
lb. each. If weight exceeds fifty pound maximum per box, the Vendor shall
pg. 4
notify TLC Promotions Department so other packaging options may be considered. Pallets
shall not weigh more than 2,500 lbs. All pallets must be shrink-wrapped so that cases do not
move around during shipping.
C. Vendor shall affix to the front of each case a label with the following information: Texas
Lottery Commission, Texas Lottery Commission product description, quantity per case, Texas
Lottery Commission purchase order number and product number.
D. Vendor shall affix a packing list to the lead case of the shipment for each delivery location.
This packing list will have the following information: Texas Lottery Commission purchase
order number, Texas Lottery Commission product description, quantity of product shipped to
that location and date shipped.
Prior to shipping the merchandise, Vendor shall notify the Promotions Department
([email protected]) of the Texas Lottery Commission by e-
mail as to quantity of items per box, total number of boxes, number of boxes per pallet, total number
of pallets, actual size and weight of one box, and estimated delivery dates for each location.
Delivery:
The Vendor shall provide the product no later than the agreed upon deadline identified in the
Production Timeline section of this work order. Failure to deliver promotional products by the
delivery date specified in the executed work order may result in the assessment of liquidated
damages, per Section X.XX.X of the contract.
TLC will not accept deliveries forty-five (45) days prior to Product Delivery Date, without prior written
approval.
ATTACHMENTS TO THE WORK ORDER
Attachment A – Shipping Locations
Attachment B – TLC Artwork
Agency Representative:
Date:
Amendment No. 9
ATTACHMENT M
PROMOTIONAL PRODUCT
CHANGE ORDER NUMBER:
POST EXECUTED WORK ORDER CHANGES
Product Name and Description:
Quantity:
Color:
Printing / Embroidery:
Artwork Description/PMS Colors:
Packaging: Product to be packaged _____ per box, _____ per pkg., etc.
WORKING PRODUCTION TIMELINE - REVISED
Date Due:
Work Order Signed & Returned:
Pre-production Sample:
Product Delivery:
Actual Dates (Internal Use Only):
Work Order Signed and Returned:
Pre-production Sample:
Product Delivery:
Any date changes to the working production timeline prior to final execution must be noted above by the
vendor and initialed.
* Date due denotes the latest acceptable day for that event. Earlier dates are acceptable.
Per Item Contracted Cost:
Total Product Cost (Per Item Cost x Quantity):
Estimated Shipping Cost (Insert Shipping Cost %):
Estimated Tariffs Cost (Insert Tariffs Cost %):
Total Work Order Cost (Product + Tariffs (if applicable) + Shipping Cost):
ATTACHMENTS TO THE CHANGE ORDER (if applicable)
Attachment:
Attachment:
SECTION 5 - APPROVAL
Vendor Name Texas Lottery Commission
Authorized Signature
Authorized Signature
Date Date
PRODUCT COST – REVISED (if applicable)
Exhibit A