1-RFP 2026-03 Yearbook publishing Services.pdf

NEW MEXICO MILITARY INSTITUTE

REQUEST FOR PROPOSALS

RFP: 2026-03

YEARBOOK PUBLISHING SERVICES

RFP Issue Date: 7/27/2025

PROPOSAL DUE:

8/26/2025 2:00 PM

CHIEF PROCUREMENT OFFICE

101 WEST COLLEGE BLVD.

ROSWELL, NM 88201

CONTACT: JESSICA COLLIER

CHIEF PROCUREMENT OFFICER

575.624.8046

COLLIER@NMMI.EDU

TABLE OF CONTENTS

Page No.

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

B. BACKGROUND INFORMATION

C. SCOPE OF PROCUREMENT

D. PROCUREMENT MANAGER

II. CONDITIONS GOVERNING THE PROCUREMENT

A. SEQUENCE OF EVENTS

B. EXPLANATION OF EVENTS ................................................................. 4-6

C. GENERAL REQUIREMENTS ............................................................. 7-10

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

B. PROPOSAL FORMAT AND ORGANIZATION

IV. SPECIFICATIONS

A. DETAILED SCOPE OF WORK

B. MANDATORY SPECIFICATIONS ...................................................... 12-15

V. EVALUATION

A. EVALUATION POINT TABLE/SUMMARY

B. EVALUATION FACTORS

C. EVALUATION PROCESS

APPENDICIES:

A. Mandatory Requirement checklist B. Letter of Transmittal

C. Campaign Disclosure D. Conflict of Interest Disclosure E. Certificate of Non Collusion F. Proposed Contract

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

New Mexico Military Institute (NMMI) invites experienced yearbook publishers to provide production and printing services to produce high-quality, cost-effective yearbooks to preserve and memorialize NMMI’s school years as required.

B. BACKGROUND INFORMATION

New Mexico Military Institute (NMMI) is a state-supported, co-educational institution offering college preparatory education at the high school and junior college levels. NMMI currently has an enrollment capacity of approximately 1000+ cadets. NMMI provides a comprehensive academic experience complemented by Junior and Senior Reserve Officer Training Corps (ROTC) programs. The high school curriculum is fully accredited, preparing students for higher education. The junior college program facilitates cadet transfer to four-year colleges and universities. Additionally, NMMI houses the Intermediate Preparatory Academy (IPA) for grades 6-8. The IPA delivers a distinctive curriculum emphasizing immersive, intensive, hands-on learning in a structured environment.

C. SCOPE OF PROCUREMENT

The term of this contract will be for a one year period beginning the date of the fully executed contract through June 30, 2026, with an option of NMMI to renew for 5 additional 1 year periods.

D. PROCUREMENT MANAGER

NMMI has designated a Procurement Manager who is responsible for the conduct of this procurement whose name, address and telephone number is listed below.

Jessica Collier Chief Procurement Officer 101 West College Blvd 575.624.8046 collier@nmmi.edu

II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule for the procurement, describes the major procurement mailto:collier@nmmi.edu events and the conditions governing the procurement.

A. SEQUENCE OF EVENTS

The Procurement Manager will make every effort to adhere the following schedule:

Action Date

1.Issue of RFP 7/27/2025 2.Deadline to Submit Questions 8/7/2025 3.Response to Written Questions/RFP Addendum 8/11/2025 4.Submission of Proposal and 2:00 PM 8/26/2025

5. Proposal Evaluation Complete 8/28/2025 6.Notice of Award 8/29/2025 7.Protest Deadline +15

*Dates indicated in Events 5 through 7 are estimates only, and may be subject to change without necessitating an amendment to the RFP.

B. EXPLANATION OF EVENTS

The following paragraphs describe the activities listed in the sequence of events shown in

Section II, Paragraph A.

1. Issue of RFP

This RFP is being issued by NMMI and the office of the CPO.

2. Deadline to Submit Written Questions

Any questions or clarification regarding this procurement should be submitted by the deadline in the Sequence of Events at https://nmmi.bonfirehub.com/Opportunites. Prospective Offerors must register with NMMI’s public purchasing portal at https://nmmi.bonfirehub.com (the “Portal”) and initiate the communication electronically through the Opportunity Q&A athttps://nmmi.bonfirehub.com/Opportunites. The identity of the perspective Offeror submitting the question(s) will not be shared. Offerors may contact ONLY the Procurement Manager and Project Manager regarding this solicitation.

Other NMMI employees do not have the authority to respond on behalf of NMMI.

3. Response to Written Questions via Addendum

Written responses to written questions and any RFP addendum will be distributed on the date indicated in the Sequence of Events to all potential Offerors whose organization name appears on the procurement distribution list. The Addendum must be acknowledged on the Letter of Transmittal. Failure to acknowledge can deem your proposal as non-responsive and will be returned.

https://nmmi.bonfirehub.com/Opportunites https://nmmi.bonfirehub.com/

4. Submission of Proposal

ALL OFFEROR PROPOSALS SHALL BE RECEIVED FOR REVIEW AND

EVALUATION BY THE PROCUREMENT MANAGER OR DESIGNEE NO

LATER THAN 2:00 PM MOUNTAIN STANDARD TIME ON THE DATE

INDICATED IN THE SEQUENCE OF EVENTS. The eProcurement System will not allow Proposals to be submitted after this date and time. The date and time will be recorded on each proposal. Submit your complete Proposal including all forms, attachments, exhibits, technical proposal, cost proposal, etc. using the eProcurement System at https://nmmi.bonfirehub.com/login. If you do not have a username and password, please register as this is the ONLY method to submit electronically at https://nmmi.bonfirehub.com on the Portal.

All proposals must be received by the Procurement Office as specified herein.

Failure to comply with the submission requirements shall be cause for NMMI to deem the proposal submittal nonresponsive.

5. Proposal Evaluation

The evaluation of proposals will be performed by an evaluation committee appointed by the Project Manager. This process will take place during the dates indicated in the Sequence of Events. During this time, the Procurement Manager may initiate discussions with Offerors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Offerors.

Selection of Finalists

If Applicable to this procurement, the Evaluation Committee will select and Procurement Manager will notify the finalist Offerors upon completion of evaluations. Only finalists will be invited to participate in the subsequent steps of the procurement. The schedule for the Proposal Presentation will be determined at this time.

Best and Final Offers From Finalists

If Applicable to this procurement, Finalist Offerors may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers by the date indicated in the Sequence of Events. Best and final offers may be clarified and amended at the finalist Offeror's proposal presentation if held.

6. Notice of Award

The Chief Procurement Officer shall issue the Notice of Award. Award is https://nmmi.bonfirehub.com/login https://nmmi.bonfirehub.com/ contingent upon successful contract negotiations.

7. Protest Period

Any protest by an Offeror shall be timely and in conformance with the applicable procurement regulations. The fifteen (15) day protest period for responsive Offerors shall begin on the day following the notice of award and will end as of close of business on fifteen (15) days after the Notice of Award. Protests shall be written and shall include the name and address of the protestor and the request for proposals number. It shall also contain a statement of grounds for protest including appropriate supporting exhibits, and it shall specify the ruling requested from the Chief Procurement Officer. The protest shall be delivered to the Chief Procurement Officer.

Office of the Chief Procurement Officer New Mexico Military Institute 101 West College Blvd.

Roswell, NM 88201

Protests received after the deadline will not be accepted.

8. Contract Negotiations/Execution

NMMI reserves the right to enter into negotiations with the highest ranked Offeror(s) per NMSA 13-1-115. If contract negotiations are not finalized within a reasonable period of time, NMMI will conclude negotiations with the selected firm(s) and begin with the next ranked firm based on final ranking.

C. GENERAL REQUIREMENTS

1. Acceptance of Conditions Governing the Procurement

Offerors shall indicate their acceptance of the Conditions Governing the

Procurement section in the letter of transmittal. Submission of a proposal constitutes acceptance of the Evaluation Factors contained in Section V of this RFP.

2. Incurring Cost

Any cost incurred by the Offeror in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Offeror.

3. Prime Contractor Responsibility

Any contract that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of the contract with NMMI. NMMI will make contract payments to only the prime contractor.

4. Subcontractors

Use of subcontractors shall be clearly explained in the proposal, and major subcontractors shall be identified by name. The prime contractor shall be wholly responsible for the entire performance whether or not subcontractors are used.

5. Amended Proposals

An Offeror may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals shall be complete replacements for a previously submitted proposal and shall be clearly identified as such in the transmittal letter.

NMMI personnel will not merge, collate, or assemble proposal materials.

6. Offerors' Rights to Withdraw Proposal

Offerors will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The Offeror shall submit a written withdrawal request signed by the Offeror's duly authorized representative addressed to the Procurement Manager.

The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations.

7. Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for one hundred twenty (120) days after the due date for receipt of proposals.

8. Disclosure of Proposal Contents

The proposals will be kept confidential until a contract is awarded. At that time, all proposals and documents pertaining to the proposals will be open to the public, except for the material that is proprietary or confidential. The Procurement Manager will not disclose or make public any pages of a proposal on which the Offeror has stamped or imprinted "proprietary" or "confidential" subject to the following requirements.

Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal. Confidential data is normally restricted to confidential financial informa-tion concerning the Offeror's organization and data that qualifies as a trade secret in accordance with New Mexico Uniform Trade Secrets Act [§57-3A-1 to 57-3A-7 NMSA 1978 . The cost of services proposed shall not be designated as proprietary or confidential information.

If a request is received for disclosure of data for which an Offeror has made a written request for confidentiality, the Chief Procurement Officer shall examine the Offeror's request and make a written determination that specifies which portions of the proposal should be disclosed. Unless the Offeror takes legal action to prevent the disclosure, the proposal will be so disclosed. The proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of confidential data.

9. No Obligation

This procurement in no manner obligates NMMI the use of any proposed professional services until a valid written contract is awarded and approved by the appropriate authorities.

10. Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when NMMI determines such action to be in the best interest of

NMMI.

11. Sufficient Appropriation

Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the contractor. NMMI's decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final.

12. Legal Review

NMMI requires that all Offerors agree to be bound by the General Requirements contained in this RFP. Any Offeror concerns shall be promptly brought to the attention of the Procurement Manager.

13. Governing Law

This procurement and any agreement with Offerors that may result shall be governed by the laws of the State New Mexico. The venue shall be Roswell, NM.

14. Basis for Proposal

Only information supplied by NMMI in writing through the Procurement Manager or in this RFP should be used as the basis for the preparation of Offeror proposals.

15. Contract Negotiations

Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between NMMI and the selected Offeror and shall not be deemed an opportunity to amend the Offeror's proposal.

16. Offeror Qualifications

The Evaluation Committee may make such investigations as necessary to determine the ability of the Offeror to adhere to the requirements specified within this RFP.

The Evaluation Committee will reject the proposal of any Offeror who is not a Responsible Offeror or fails to submit a Responsive Offer as defined in this RFP.

17. Right to Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities. The

Evaluation Committee also reserves the right to waive mandatory requirements pro-vided that all of the otherwise responsive proposals failed to meet the mandatory requirements and/or doing so does not otherwise materially affect the procurement.

This right is at the sole discretion of the Evaluation Committee.

18. Change in Contractor Representatives

NMMI reserves the right to require a change in contractor representatives if the assigned representatives are not, in the opinion of NMMI, meeting its needs adequately.

19. NMMI Rights

NMMI reserves the right to accept all or a portion of an Offeror's proposal. In addition, NMMI reserves the right to purchase professional services from authorized price agreements or in accordance with applicable provisions procurement regulations.

20. Right to Publish

Throughout the duration of this procurement process and contract term, potential Offerors, Offerors and contractors shall secure from NMMI written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualification of the Offeror's proposal or termination of the contract.

21. Ownership of Proposals

All documents submitted in response to this Request for Proposals shall become the property of NMMI after the contract has been awarded. However, non-selected

Offerors may retrieve at their expense any technical or user documentation submitted with their proposals after the expiration of the protest period.

22. Contract Terms and Conditions

The contract between NMMI and a contractor will follow the format specified by

NMMI and contain the terms and conditions set forth in Appedix F “Contract Terms and Conditions”. However, NMMI reserves the right to negotiate with a successful Offeror provisions in addition to those contained in the RFP. The contents of this RFP, as revised and/or supplemented, and successful Offeror’s proposal will be incorporated into and become part of the contract.

Should an Offeror object to any of NMMI’s terms and conditions, as contained in this Section or in Appendix F, that Offeror shall propose specific alternative language to the referenced provisions. NMMI may or may not accept the alternative language. General references to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to NMMI and will result in disqualification of the Offeror’s proposal.

NMMI will consider wording changes to Appendix F, Scope of Work, Duties and

Responsibilities only. Offerors shall provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording.

III. RESPONSE FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

Offerors shall submit only one proposal in Bonfire (eProcurement System).

B. PROPOSAL FORMAT AND ORGANIZATION

Format. Each file uploaded to the eProcurement System shall be in PDF format unless otherwise indicated. Do not encrypt files and do not password protect the documents submitted.

Offeror’s Technical Proposal

The proposal shall follow the format included on Appendix A Proposal Format and

Organization and uploaded as one document.

Offeror’s Cost Proposal

Complete Proposed Schedule of Prices in Bonfire on the Bid Spreadsheet

Mandatory Forms

Letter of Transmittal – Appendix B Campaign Contribution Disclosure – Appendix C Conflict of Interest Disclosure – Appendix D Non Collusion Certificate – Appendix E

Within each section of their proposal, Offerors should address the items in the order in which they appear in this RFP. All forms provided in the RFP shall be thoroughly completed and included in the appropriate section of the proposal.

Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

The proposal summary may be included by Offerors to provide the Evaluation Committee with an overview of the technical and business features of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the Offeror's proposal.

Offerors may include other materials that they feel may improve the quality of their responses. However, these materials should be included as items in a separate appendix.

IV. SPECIFICATIONS

A. Terms

a. The proposer must possess adequate resources to handle NMMI's specified needs in the time specified.

b. Sample of items, when required, must be furnished, free of charge prior to the opening of proposals, and, if not destroyed, will upon request be returned at the proposer's expense.

c. Prices should be stated in units or quantity specified, with packing and shipping included.

d. Proposer understands and agrees that the proposed price is to be the total price to be paid by NMMI for the above listed service, which includes mailing compliance shipping. Any and all charges in the total cost of the project must be accepted and agreed to by NMMI.

Proposer will be expected to consent with the terms of the RFP.

e. Time of proposed delivery must be stated in definite terms.

f. Quotation must include regular visits, at least monthly, by a representative of the manufacturer.

g. The producing yearbook plant must do all work in-house. Sub-contracting will not be permitted.

h. The duties and responsibilities ascribed to the publisher shall include upon the timely completion of the publishing phase of The Bronco yearbooks, that the manufacturer agrees to provide for the product mailing and shipping processes, which will include:

(1) Manufacturer agrees to ship from the factory packaged books to the NMMI campus by the agreed upon date of delivery.

(2) Manufacturer agrees to ship book supplements to NMMI campus no later than 1 August of the same year.

(3) Manufacturer agrees to provide 100 individual book shipping boxes or containers

(upon request) when the book shipment is delivered.

B. Detailed Scope of Work

Request for proposal should include:

a. PROPOSER REQUESTED TO SUBMIT TWO SEPARATE BIDS FOR

CONSIDERATION

(1) #1—Quote: Total Cost and per Textbook amount A. Full Color Throughout B. Number of copies: 1,000 C. Number of pages: 256 D. Trim size: 9" x 12" E. Additional single signature supplement with adhesive strip.

(2) #2-Quote: Total Cost and per Textbook amount A. Full Color Throughout B. Number of copies: 1,000 C. Number of pages: 256 D. Trim size: 9" x 12" E. Additional single signature supplement with adhesive strip.

F. Additional innovative or value added yearbook enhancements

b. COVER Hard-case cover, using heavy-weight tempered binders’ board, at least 160-point;

and quality cover fabric with embossing. Presentation to include a sample of available cover materials and all costs for embossing dies in proposal.

c. BINDING Books will be tightly Smyth-Sewn in signatures with pre-stretched binders' thread of nylon.

d. END SHEETS Quote will include plain white end sheets of at least 65-pound coverweight, Vellum bristol or its equivalent of extremely fine quality. The manufacturer will provide alternate quotes for end sheets of colored paper and with photograph or art work printed in black or colored ink, or in four-color process.

e. PAPER The quotation will be based on Number One quality paper stock, 80-pound enamel-coated offset metal plate. If the paper is other than specified, a sample must be submitted and, if the cost is different, amount must be quoted. The staff is interested in options of paper, color, finish, and texture, for use in one or several signatures.

f. INK The quotation shall be based on first-quality ink.

g. COMPOSITION and TYPOGRAPHY All composition will be prepared by the staff using CS6 Creative Suite or compatible cloud-based software and applications provided by the manufacturer.

Manufacturer programs should interface with desktop publishing or graphic applications (Microsoft Word, Photoshop). The variety of type offered and completeness of the series in which it is available will be considered by the staff.

The staff shall have the freedom to select its composition and typographic format.

New Mexico Military Institute will submit all pages electronically to the plant.

The manufacturer agrees to provide any supplemental software and cloud-based programming and applications and subsequent tutorials for the staff to format the manuscripts correctly on computer in accordance with plant specifications. The manufacturer also agrees to supply technical support materials and personnel capable of flowing portraits, creating special page layout and design, and flowing any and all indexes. Supplemental accessories may consist of layout templates relevant to double-page spreads with correct margins, register targets and master pages that correspond to the 9"x12" trim size.

The publisher agrees to provide unlimited access to graphic and typographic elements available within applicable programs and applications. This includes type styles, screens, and rule lines, which must be included in the quotation.

h. PROOFS A hardcopy proof at 100% size of the completed cover, showing photographs, graphics, designs and type in place shall be submitted to the staff at no extra charge.

Unlimited digital proofs for internal pages will be available on-line. There will be no charges for errors by the manufacturer. Staff error correction charges must be quoted during presentation. All staff corrections will be made digitally. Indicate amount of charges (if any) for corrections or changes made.

i. REPRODUCTION Quotations to include unlimited use of reverse printing, backgrounds, overprints, vertical heads, screens, bleed pages or mortises made available with desktop programs and applications.

j. DEADLINES The printer must set deadline schedule to assure shipment of the completed yearbook no later than 1 May 2025. Manufacturer must accept submission of cover design no later than 15 January 2025. Manufacturer must accept a single date submission of complete manuscript (256 pages). Manufacturer must accept a single submission of complete supplement signature to assure shipment of the completed supplement no later than 7 September 2025.

k. MATERIALS The manufacturer shall furnish working materials such as computer templates, computer art, ladder diagrams, planning journals, and calendars. The variety of these materials, ease of working with them and actual samples to be furnished shall be shown during presentation.

B. Mandatory Specifications

Offerors must provide a written response and/or a reference to an appropriate paragraph(s) in supporting technical documentation for each specification. The proposal response must follow the order in which the specifications are listed. All the specifications are MANDATORY. Offerors should respond in the form of a thorough narrative to each specification. The narratives along with required supporting materials will be evaluated and awarded points accordingly.

1. Offeror’s Company Experience

Offerors shall include an overview of the company and a summary of the company history working with institutions of higher education and administrative bodies in the State of NM. The overview shall include the type of organization and the state of origin, the date established, location of headquarters and other offices, number and location of employees.

2. Quality of Workmanship

Offeror must provide a sealed hardcopy proof at 100% size of the completed cover, showing photographs, graphics, designs and type in place at no extra charge by the proposal due date in section II.A. Sequence of Events. The Sealed document will not be opened until 2:00 PM when the project closes.

The hard copy mockup must be delivered to:

Chief Procurement Office New Mexico Military Institute 101 W. College Blvd Roswell, NM 88201

All other components of the proposal-including the technical and cost proposal must be submitted electronically via the Bonfire eProcurement System.

Failure to submit the hard copy on time will deem your proposal non-responsive.

3. Ease of use for online programs

Offeror shall submit a video demonstration (maximum 10 minutes) showcasing their digital publishing environment and scheduling tools. The video must include:

• A walkthrough of the online platform used for yearbook composition and scheduling.

• Demonstration of how staff can upload, organize, and edit content.

• Overview of scheduling features, including deadline tracking and submission workflows.

• Explanation of user roles and permissions (e.g., staff, editors, support)

• Any tutorial or onboarding tools available to NMMI staff

Format Requirements

• Video must be submitted as a link to a hosted platform such as youtube or secure cloud storage.

• The link must be accessible without login credentials or passwords.

• The video must be referenced in the Technical Proposal

4. Availability of Company Rep

Provide Availability of Company Rep and turnaround time.

5. Ability to process and Alter

Offeror must provide written response of the ability to process and alter.

6. Compliance and Ability to Meet Deadlines

Offeror must include the written response detailing the ability to meet these requirements.

7. Cost

Offeror must include cost in Bonfire excel bid sheet.

8. Mandatory Forms

Letter of Transmittal – Appendix B Campaign Contribution Disclosure – Appendix C Conflict of Interest Disclosure – Appendix D Certificate of Non Collusion– Appendix E

V. EVALUATION

A. Evaluation Point Summary

The following is a summary of evaluation factors with point value assigned to each.

FACTOR POINTS AVAILABLE

1. Company Experience 10

2. Quality of Workmanship 20

3. Ease of use for online programs 20

4. Availability of Company Rep 10

5. Ability to process and alter 15

6. Compliance and Ability to Meet Deadlines 10

7. Cost 15

8. Mandatory Forms Pass/Fail

SUBTOTAL 100

ADDITIONAL OPTIONAL POINTS

Points will be awarded based on Offerors ability to provide a copy of a current Certificates:

Resident Business Preference – 8% of the total points available in this RFP will be awarded if the proposal contains a copy the Taxation and Revenue Department’s resident business preference certificate unless a Resident Veterans Preference Certificate is also submitted in which case the higher number of points from the Resident Veterans Preference shall be awarded instead.

Native American Resident Business Preference - A Native American business that has a valid resident business certificate issued by the NM Taxation and Revenue Department pursuant to Section 13-1-22, NMSA 1978 shall receive an 8% preference of the total available points.

Resident Veterans Preference – 10% of the total points available in this RFP will be awarded if the proposal contains a copy of the Taxation and Revenue Department’s Resident Veterans Certificate as follows: Resident veterans businesses with annual revenues of $3M or less.

Native American Resident Veterans Business Preference - A business that has a valid resident veteran business certificate issued by the NM Taxation and Revenue Department pursuant to Section 13-1-22 NMSA 1978 shall receive a 10% preference of the total available points.

B. EVALUATION FACTORS

Points will be awarded on the basis of the following evaluation factors:

1. Company Experience (10 points)

Points will be awarded based on the Offeror’s relevant experience in yearbook publishing, particularly for educational institutions. The Evaluation Committee will consider the scope and depth of the Offeror’s experience, qualifications of staff, and familiarity with similar projects.

2. Quality of Workmanship (20 points)

Points will be awarded based on the quality of submitted samples, including cover durability, binding method, image clarity, ink quality, and overall print finish.

Evaluation will also consider the quality of materials proposed for end sheets, paper stock, and cover enhancements.

3. Ease of use for online programs (20 points)

Points will be awarded based on the functionality, accessibility, and user-friendliness of the Offeror’s digital publishing and scheduling platform. The Evaluation Committee will assess features such as content uploading, editing tools, workflow tracking, and onboarding resources.

4. Availability of Company Rep (10 points)

Points will be awarded based on the clarity and completeness of the Offeror’s proposed support plan. This includes the availability of a designated representative, methods of communication, expected response times, and structure for providing technical and customer support throughout the project.

5. Ability to Process and Alter (15 points)

Points will be awarded based on the Offeror’s flexibility and customization options, including support for diverse fonts, high-volume image handling, digital proofs, and supplemental inserts. Evaluation will also consider the range and cost of cover materials.

6. Compliance and Ability to Meet Deadlines (10 points)

Points will be awarded based on the Offeror’s demonstrated ability to meet project milestones and final delivery deadlines. The Committee will evaluate prior performance, proposed timelines, and assurances of on-time completion.

7. Cost (15)

Points will be awarded based on the total cost per book and overall project cost as submitted in the pricing schedule.

8. Mandatory Forms (Pass/Fail)

All required forms must be completed and submitted, including the Letter of Transmittal, Campaign Contribution Disclosure, Conflict of Interest Disclosure, Certificate of Non-Collusion, and any required licenses or certificates. Incomplete submissions will be deemed non-responsive.

C. Evaluation Process

The evaluation process will follow the steps listed below:

1. All Offeror proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive will be eliminated from further consideration.

2. The Evaluation Committee may use other sources of information to perform the evaluation as specified in Section II, Paragraph C.16.

3. Responsive proposals will be evaluated on the factors in Section V that have been assigned a point value.

4. NMMI may reach out to Offerors for clarifications or

APPENDIX A

MANDATORY REQUIREMENTS CHECKLIST

Note: This appendix is completed from the specifications section of the RFP.

Yes / No Letter of Transmittal Each proposal shall be accompanied by a letter of transmittal (Please Refer to Appendix B). CAUTION: The proposal shall be binding without restriction. Offerors shall not include language in the Letter Of Transmittal such as “subject to successful negotiation” or words to that effect. The letter of transmittal SHALL follow the format provided and it shall be signed by the appropriate representatives. Failure to follow these instructions shall result in the rejection of the proposal.

Yes / No PROPOSAL FORMAT AND ORGANIZATION All proposals shall be typewritten on standard 8 1/2 x 11 paper

(larger paper is permissible for charts, spreadsheets, etc.) and uploaded to the eProcurement System in PDF format.

The proposal shall be organized in the following format and shall contain, as a minimum, all listed items in the sequence indicated.

Technical Proposal:

a. Table of Contents.

b. Proposal Summary (optional).

c. Response to Mandatory Specifications

1). Offeror’s Company Experience 2). Quality of Workmanship 3). Ease of use for online programs 4). Availability of Company Rep 5). Ability to process and alter 6). Compliance and Ability to Meet Deadlines 7). Cost

Mandatory Forms:

Letter of Transmittal Campaign Contribution Disclosure Form.

Conflict of Interest Disclosure Non Collusion Certificate

Within each section of their proposal, Offerors should address the items in the order in which they appear in this RFP. All forms provided in the RFP shall be thoroughly completed and included in the appropriate section of the proposal.

Any proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

The proposal summary may be included by Offerors to provide the

Evaluation Committee with an overview of the technical and business features of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the Offeror's proposal.

SPECIFICATIONS

(Mandatory) Offerors must provide a written response and/or a reference to an appropriate paragraph(s) in supporting technical documentation for each specification. The proposal response must follow the order in which the specifications are listed. All the specifications are MANDATORY.

Offerors should respond in the form of a thorough narrative to each specification. The narratives along with required supporting materials will be evaluated and awarded points accordingly.

Yes / No 1. Offeror’s Company Experience

Yes / No 2. Quality of Workmanship Mockup Hardcopy

Yes / No 3. Ease of use for online programs

Video Demonstration

Yes / No 4. Availability of Company Rep

Yes / No 5. Ability to process and Alter

Yes / No 6. Compliance and Ability to Meet Deadlines

Yes / No 7. Cost

Pass/Fail 8. Mandatory Forms

APPENDIX B

LETTER OF TRANSMITTAL FORM

The failure to properly complete all of the items in this form will result in the disqualification of the proposal.

1. Identity (Name) and Mailing Address of the submitting organization (s): (Proposed Offeror)

2: Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization (s) to contractually obligate the organization (s). (Proposed Offeror) Name _______________________________________________________________________ Title ________________________________________________________________________ Telephone Number:________________________ Fax Number:__________________________ Email Address:________________________________________________________________

3. For the person (s) to be contacted for clarifications:

Name _______________________________________________________________________ Title ________________________________________________________________________ Telephone Number:_______________________ Fax Number:___________________________ E-Mail Address _______________________________________________________________

4. List Proposed Subcontractors: __________________________________________________

5. Identify Federal Tax Identification number and NM CRS number:

FEIN:________________________________ NM CRS: _______________________________

I agree that this proposal is binding and firm for a period of one hundred twenty (120) days after the due date for receipt of proposals.

_______________________________________________ ___________________, 20__ Name: (Type Name)

Authorized Signature and Date (Must be signed by the person identified in item #2, above.)

In submitting their proposal, Offerors represent that they have examined and acknowledge receipt of addendum(s) (if any have been issued) identified below:

No. _____ Title: _________________________ Date: ___________

No. _____ Title: _________________________ Date: ___________

APPENDIX C

CAMPAIGN CONTRIBUTION DISCLOSURE FORM

Pursuant to the Procurement Code, Sections 13-1-28, et seq., NMSA 1978 and NMSA 1978, § 13-1-191.1 (2006), as amended by Laws of 2007, Chapter 234, any prospective contractor seeking to enter into a contract with any state agency or local public body for professional services, a design and build project delivery system, or the design and installation of measures the primary purpose of which is to conserve natural resources must file this form with that state agency or local public body. This form must be filed even if the contract qualifies as a small purchase or a sole source contract. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period.

Furthermore, the state agency or local public body may cancel a solicitation or proposed award for a proposed contract pursuant to Section 13-1-181 NMSA 1978 or a contract that is executed may be ratified or terminated pursuant to Section 13-1-182 NMSA 1978 of the Procurement Code if: 1) a prospective contractor, a family member of the prospective contractor, or a representative of the prospective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official’s employees during the pendency of the procurement process or 2) a prospective contractor fails to submit a fully completed disclosure statement pursuant to the law.

The state agency or local public body that procures the services or items of tangible personal property shall indicate on the form the name or names of every applicable public official, if any, for which disclosure is required by a prospective contractor.

THIS FORM MUST BE INCLUDED IN THE REQUEST FOR PROPOSALS AND MUST BE

FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR

FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS

SUBJECT TO DISCLOSURE.

The following definitions apply:

“Applicable public official” means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.

“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.

“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law of (a) a prospective contractor, if the prospective contractor is a natural person; or (b) an owner of a prospective contractor.

“Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.

“Prospective contractor” means a person or business that is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person or business qualifies for a sole source or a small purchase contract.

“Representative of a prospective contractor” means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.

DISCLOSURE OF CONTRIBUTIONS BY PROSPECTIVE CONTRACTOR:

Contribution Made By: __________________________________________

Relation to Prospective Contractor: __________________________________________

Date Contribution(s) Made: __________________________________________

Amount(s) of Contribution(s) __________________________________________

Nature of Contribution(s) __________________________________________

Purpose of Contribution(s) __________________________________________

(Attach extra pages if necessary)

Signature Date

Title (position)

--OR—

NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY

DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative.

Signature Date

Title (Position)

APPENDIX D

CONFLICT OF INTEREST DISCLOSURE STATEMENT

All persons either employed by NMMI, elected or appointed to a NMMI office (including but not limited to any Board, Committee, Section, Council, Society, or Chapter) prior to acceptance and during tenure of that position, shall consider each item of business where they have a vote or decision authority, to determine if a real or perceived conflict exists with the interests of NMMI.

A conflict of interest is defined as any situation in which an employee or member's decision or vote could substantially and directly affect the employee/member's professional, personal, financial or business interests. In the event that a person nominated for or holding a NMMI office finds himself or herself in such a position, he or she shall promptly disclose the conflict of interest to NMMI and recuse themselves at any Board, Committee, Section, Council, Society, Chapter, or other meeting from any deliberations or vote on the matter giving rise to the conflict of interest. A copy of the disclosure statement shall be kept on file by NMMI.

Provide an explanation for Yes answers in the space provided.

1. Are you or is any member of your immediate family affiliated with, or have a direct or indirect interest in, a business that supplies property, goods, or services to NMMI?

Circle your answer: Yes / No

2. If you answered “Yes” to question 1 above, in the past 12 months have you made a business decision on behalf of NMMI in regard to the business named in the response?

Circle your answer: Yes / No

3. In the past 12 months, have you received any compensation, loan, gift, benefit or unusual hospitality from any supplier to NMMI? Circle your answer: Yes / No

4. Do you have any other business or personal relationships, not covered in your answers to

Questions 1 through 3 above that could appear to be a conflict of interest? Circle your answer: Yes / No

Signature: _____________________________________________________________________

Printed Name: _________________________________________________________________

APPENDIX E

CERTIFICATE OF NON-COLLUSION

The Undersigned certifies, under penalties of perjury:

That this Proposal has been made by the Proposer independently, and has been submitted without collusion, and without any agreement, understanding, ,or planned common course of action with any other vendor of materials, supplies, equipment, or services described in this procurement document, designed to limit independent bidding or competition;

That the contents of the proposal have not been communicated by the Proposer or its employees or agents to any person not an employee or agent of the Proposer or it’s surety or any bond furnished with the proposal, and will not be communicated to any such person prior to the official awarding of this procurement.

NAME: _______________________________________________________________________

TITLE: _______________________________________________________________________

SIGNATURE: _________________________________________________________________

DATE: _______________________________________________________________________

YEARBOOK PUBLISHING SERVICES

PROPOSED DRAFT AGREEMENT

THIS AGREEMENT is made and entered into by and between the New Mexico Military Institute, hereinafter referred to as “NMMI,” and ________________________, hereinafter referred to as the “Contractor,” and is effective on the date in which NMMI signs the contract.

Whereas, on July 27, 2025 NMMI posted RFP 2026-03 Yearbook Publishing Services, attached hereto as Exhibit A; and Whereas, the Contractor submitted its Proposal, dated ____________________ 2025, in response to RFP 2026-03, attached hereto as Exhibit B; and Whereas, NMMI desires to engage the Contractor to render certain services in connection therewith, and the Contractor is willing to provide such services.

NOW THEREFORE, in consideration for the mutual covenants contained herein, Contractor and NMMI agree as follows:

1. Scope of Work.

A. In consideration for the Compensation, as that term is elsewhere defined herein, and for the other warranties, covenants and obligations of NMMI provided for herein, Contractor, hereby agrees to provide Yearbook Publishing services in accordance with Exhibit A as supplemeneted by Exhibit B both of which are incorporated herein by reference and made a part of this Agreement.

B. The Work shall be performed in a proficient and skillful manner. Unless otherwise specifically provided in this Agreement, all equipment, materials and articles incorporated in the Work are to be new and of the most suitable grade for the purpose intended.

C. Contractor acknowledges that this Agreement is non-exclusive, and that NMMI shall not be required to obtain services from contractor.

2. Compensation.

A. In considerations for the services rendered and for the other warranties, covenants and obligations of Contractor. NMMI hereby agrees to pay Contractor according to the terms set forth in Exhibit B, attached hereto, plus applicable New Mexico Gross Receipts Tax, which constitutes full and complete compensation for the Contractor’s services under this Agreement, including all expenditures made and expenses incurred by the Contractor in performing such services.

B. Contractor must submit a detailed invoice accounting for all services performed and expenses incurred. If the Agency finds that the services are not acceptable, within thirty days after the date of receipt of written notice from the Contractor that payment is requested, it shall provide the Contractor a letter of exception explaining the defect or objection to the services, and outlining steps the Contractor may take to provide remedial action. Upon certification by NMMI that the services have been received and accepted, payment shall be tendered to the Contractor within thirty days after the date of acceptance. If payment is made by mail, the payment shall be deemed tendered on the date it is postmarked. However, NMMI shall not incur late charges, interest, or penalties for failure to make payment within the time specified herein.

C. Invoices shall be mailed to: New Mexico Military Institute Accounts Payable Office, 101

W. College, Roswell, NM 88201 or email address: purchasing@nmmi.edu

3. Term.

This Agreement shall become effective upon the date of final execution and shall continue through June 30, 2026, with an option to renew by mutual agreement for three (5) additional one-year (1) periods provided that the funds for subject contract are available and approved and that the Offeror has established a satisfactory record of performance.

4. Termination.

a. Either party may terminate this contract with or without cause by giving the other party at least 90 days prior written notice of termination.

b. Either party may terminate this contract upon 60 days prior written notice for material nonperformance by the other party.

c. NMMI may terminate this contract immediately if the vendor initiates any bankruptcy proceeding.

5. Insurance Prior to the commencement of the work to be performed under this Agreement, and until final acceptance by NMMI or work covered, the Contractor agrees to procure and maintain for the duration of the contract Commercial General Liability Insurance with limits no less than 1,000,000.00 per occurrence. For any claims related to this Agreement, Contractor’s insurance coverage shall be primary insurance coverage. Contractor shall furnish NMMI with proof of coverage for the term of the contract.

6. Appropriations.

The terms of this Agreement are contingent upon sufficient appropriations and authorization being made for the performance of this Agreement.