2-3607-6 Graduation Regalia Related Supplies.pdf

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

REQUEST FOR PROPOSAL #3607-6

Graduation Regalia and Related Supplies

Proposal Due Date

June 9, 2026 (local time)

MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT

RFP # 3607-6

Graduation Regalia and Related Supplies

SCHEDULE OF EVENTS

ACTIVITY DATE

Release RFP May 4, 2026 Questions Due May 18, 2026 Proposals Due June 9, 2026 Proposed Contract Award October 2026

Table of Contents

GENERAL

PROPOSAL INSTRUCTIONS

SPECIFICATIONS

PROPOSAL REQUIREMENTS

EVALUATION CRITERIA

PRICING SCHEDULE

SPECIAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

SIGNATURE PAGE

ATTACHMENT A

RFP# 3607-6

Section One: GENERAL Rev 090817

GENERAL

1.1 INTRODUCTION

It is the intent of the Maricopa County Community Colleges District (MCCCD or the District) to select one or more vendor(s), which is deemed the most favorable as determined by the evaluation criteria described herein to provide district-wide Graduation Regalia and associated items at various MCCCD locations on an as needed basis. The District will utilize vendors awarded on this contract on an as-needed basis, with no guaranteed amount of spending.

1.2 MCCCD DISTRICT MAKE-UP

MCCCD comprised of ten colleges, and numerous education centers dedicated to educational excellence by meeting the needs of the businesses and the citizens of Maricopa County. Each college is individually accredited, yet part of a larger system, the Maricopa County Community College District (MCCCD or District). The MCCCD is one of the largest higher education systems in the nation. As the largest provider of health care workers and job training in Arizona, it is a major resource for business and industry and for individuals seeking education and job training. More than 140,000 students attend the Maricopa Community Colleges each year taking credit and non-credit courses. MCCCD employs nearly 4,800 full-time faculty and staff and more than 6,800 part-time faculty and staff.

1.3 HISTORY

MCCCD ranks as one of the nation’s largest systems of its kind and is the largest single provider of higher education in Arizona. MCCCD educates and trains thousands of students year-round. What’s more, thousands of employees from both local and relocating businesses and industries are enrolled in customized workforce training programs with the MCCCD system. MCCCD’s administration, faculty and staff are committed to working collectively and responsibly to meet the life-long learning needs of our diverse students and communities.

A seven-member governing board governs MCCCD. Five members are elected from geographical districts within Maricopa County, while two are elected on a countywide basis. The chief executive officer of MCCCD is the Chancellor; and a president heads each of the colleges. MCCCD is a political subdivision of the State, and the elected governing board has the power to levy taxes. Funding comes from property taxes, student tuition, and federal, state and private grants.

1.4 CURRENT ENVIRONMENT

The Maricopa County Community College District, along with most educational entities in the State of Arizona, has been dealing with decreased funding support from the State for many years. In 2015, the State of Arizona eliminated all of the funding it was providing to help support MCCCD’s operations. In addition to the loss of all funding from the State, MCCCD has experienced a decrease in student enrollment, which is a typical trend for all community colleges during strong economic times.

It is the philosophy of MCCCD that this loss of funding and decreased enrollment should not be bridged by raising student tuitions or by burdening the public with increases in their taxes. The result of these funding reductions has created a need to rethink the traditional model of customer and vendor so that MCCCD can continue to provide the best learning environment for our student population as well as practice good stewardship of the public support we receive.

It is the District’s desire to move towards a model that is being utilized by many other higher learning institutions throughout the country which is to evolve the previous customer/supplier relationships associated with our contractors to that of becoming our Strategic Partners. By cultivating strategic partnerships, it will enable MCCCD and the awarded contractor to help identify potential cost reductions, maximize efficiencies, and tap unexplored value-added opportunities to maximize resources and support to the benefit of both parties. Any potential strategic initiatives can be established during negotiations.

1.5 STRATEGIC PARTNERSHIPS

In addition to providing the services listed in this Request for Proposal, MCCCD is continually seeking to expand its relationships with contractors who can evolve into a strategic partner. We are seeking companies that can help expand the boundaries of what has been thought of as traditional consulting contracts by infusing the program with new concepts, out-of-the box thinking, and value-added offerings that may not have existed before.

1.6 VALUE-ADDED OFFERINGS:

MCCCD would be interested in receiving any suggestions that would bring added value to this contract.

As stated in section 1.4, the previous sources of State revenue support have been cut and in order to continue to provide the quality of education our students deserve MCCCD is open to considering new resources and ideas to help alleviate these short-falls. These proposals may be a one-time occurrence or recurring in nature, revenue producing (such as incentives or rebates) or other offerings that would bring added value to our organization. Provide details how leveraging a strategic partnership with your company can assist MCCCD in achieving our goals. Creative solutions are encouraged and should be clearly labeled in the proposal as an attachment.

Potential value-added offerings may be proposed in general in the attachment but will not be reviewed and considered until after the competitive evaluation process has been completed. Once a susceptibility of award is determined by the evaluation team further negotiations regarding these added value offerings may occur and must be completed prior to a final contract award.

The negotiation of any of these offerings is separate from the evaluation process. Changes / additions to these offerings may be made if agreed upon in writing by both parties and included as a signed contract amendment.

MCCCD reserves the right to exclude items offered under this section from co-operative use unless also agreed upon by the awardee.

Section Two: PROPOSAL INSTRUCTIONS

PROPOSAL INSTRUCTIONS

2.1 PROPOSAL QUESTIONS

All questions regarding this Request for Proposal should be submitted online via the MCCCD Procurement Portal. The deadline to submit questions is: May 18, 2026, 5:00 PM (local time).

We will not respond directly to the company asking the question. All questions received within the question period will be acknowledged even if an answer cannot be provided. Responses to the questions received by the deadline will be answered in the form of an addendum. The addendum will be posted on the MCCCD Procurement Portal, and an email notification sent to all known potential respondents who have answered “Yes” to the Intent to Bid question or anyone who has downloaded documents from the portal. The addendum will be made available on/about May 25, 2026.

2.2 SAMPLE AND PROPOSAL SUBMISSION

Samples must be clearly labeled and addressed to MCCCD and delivered to the Main Reception Desk located at 2411 West 14th Street, Tempe, AZ 85281. All samples must be received no later than 3:00 P.M. (local time) on June 9, 2026. Vendors are responsible for ensuring timely delivery, and late submissions may not be accepted or considered.

MCCCD uses a portal hosted by Euna Procurement (formerly Bonfire) for accepting and evaluating proposals. Registration for a Euna Procurement account will be necessary to view and respond to the RFP. It shall be the responsibility of the Proposer to confirm that proposals contain all required documents and are submitted electronically through the MCCCD Procurement Portal located here:

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities

Upon upload, proposals are automatically timestamped and will remain secure and sealed until after the submission deadline has passed. Your proposal should include all items listed in Section 4.6: Format and Submittal Requirements. Your proposal is available for you to edit or change any time up to the RFP submission deadline.

Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission or difficulties in accessing the RFP documents. You can also visit their help forum at:

https://maricopa.bonfirehub.com/portal/support

Your proposal must be completed and uploaded to our site no later than 3:00 P.M. (local time), June 9, 2026. Submissions after this date and time will automatically be rejected by the system. The time on the MCCCD Procurement Portal shall be the official submittal time of record.

https://maricopa.bonfirehub.com/portal/?tab=openOpportunities https://maricopa.bonfirehub.com/portal/support

It is the proposer’s responsibility to be aware of the submission deadline and allow sufficient time to complete any uploads needed to finalize your submission. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline. It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline.

2.3 AWARD DETERMINATION

This Request for Proposal does not constitute a commitment by the District to award a contract. The District reserves the right to waive any informalities and to reject any or all proposals and/or to cancel the Request For Proposal. The award shall be made on the proposal(s) that serves the best interest of the District and will not be evaluated solely on a monetary basis. The District reserves the right to negotiate a contract with the selected awardee. Even after the execution of a contract document or Notice of Award, the selected vendor may not initiate contract performance or incur any contract costs until it receives a District-issued purchase order or Procurement card.

2.4 PROPRIETARY INFORMATION

All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be disclosed if there is an appropriate public records request at the time of or after the award of the contract.

In the event any Proposer shall include in the Proposal any information deemed "proprietary" or "protected", such information shall be separately packaged from the balance of the proposal and clearly marked as to any proprietary claim. A “Confidential Information” section is included in the solicitation’s Requested Information. See section 4.6.

If a Proposer wants to assert that a proposal contains a trade secret or other proprietary information, a Proposer shall include with the submission a statement supporting this assertion. A Proposer shall clearly designate any trade secret and other proprietary information, using the term “confidential” and include it in the “Confidential Information” submittal section. Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information.

The District discourages the submission of such information and undertakes to provide no more than reasonable efforts to protect the proprietary nature of such information. The District, as a public entity, cannot and does not warrant that proprietary information will not be disclosed. The District shall have the right to use any or all information included in the proposals submitted unless the information is expressly restricted by the Proposer. The District reserves the right to make its own determination of Proposer’s proprietary materials.

Requests to deem the entire proposal or price as confidential will not be considered.

When submitting a response containing “Confidential” information, Proposer agrees to defend, indemnify and hold harmless the District, its officers and employees, from every claim, demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or resulting from the District withholding information that offeror marked as “Confidential”.

2.5 PROPOSAL FORM

All proposals must be submitted in writing, using the accepted file formats listed. Each proposal shall be prepared simply, providing the straightforward, concise description of the proposer's ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of contents. No proposal shall exceed forty (40) typewritten pages in length plus any pricing schedule(s), exhibits, resumes, proposed draft revenue sharing agreement, or attachments. Please refer to Section 4.6 Format and Submittal Requirements. Proposals that do not follow the Format and Submittal Requirements outlined in Section 4.6 may be disqualified.

2.6 PROPOSER MODIFICATIONS TO PROPOSALS

Proposals may be modified after submittal to the MCCCD Procurement Portal by accessing your Euna Procurement account. Any modifications must be made and the files re-uploaded to the MCCCD Procurement Portal by the published opening date and time. No modifications to proposals are permitted by the proposer after the published RFP opening date and time.

2.7 WITHDRAWAL OF PROPOSAL

Any Proposer may withdraw their proposal by accessing their Euna Procurement account prior to the deadline set for receipt of proposals. No proposal may be withdrawn or modified after that deadline and shall be binding upon Proposer for a period of ninety (90) days after due date. Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with the general terms and conditions of the RFP.

2.8 PROPOSAL COSTS

Any and all costs associated with the preparation of responses to this Request for Proposal, including site visits, oral presentations and any other costs shall be entirely the responsibility of the Proposer and shall not be reimbursable in any manner.

2.9 ORAL PRESENTATIONS

Proposers may, after opening and prior to award, be required to make oral and visual presentations at the request of the MCCCD. The MCCCD will schedule the time and location for any presentations as requested. Oral presentations will be evaluated.

2.10 AWARD WITHOUT DISCUSSION

The MCCCD reserves the right to make an award(s) without further discussion of the proposals received.

It is therefore critical that all proposals be submitted initially in the most favorable terms possible, both economically and technically.

2.11 CONTRACT COMMENCEMENT/TERM

It is the intent of the District to award a 1-year contract for a total potential contract term of five (5) years. The District may also award a contract for a term shorter as deemed necessary. The contract start date is expected to be October 1, 2026. This RFP will result in a multi-award, as-needed contract. As MCCCD determines services are necessary, a scope of work will be developed with an anticipated length of time each assignment is expected to require. A PO will be issued to the awarded contractor who MCCCD identifies as the best fit. No billable work is to be done without a signed PO and scope of work.

A written Notice of Award with a specific contract start date will be made prior to commencement of performance. MCCCD may at its discretion and with the concurrence of the successful proposer, exercise up to 4 one-year option periods for a total contract period not to exceed five years. However, if a mutually beneficial strategic agreement can be reached that would benefit from a longer term, those terms will also be considered.

2.12 MCCCD MODIFICATIONS TO PROPOSALS

Any interpretation, correction, or change of this RFP will be made by written Addendum.

Interpretations, corrections, or changes of this RFP made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes. Any changes or corrections will be issued by MCCCD Purchasing. Addenda notification will be e-mailed to all known potential respondents who have answered “Yes” to the Intent to Bid question on the portal or anyone who has downloaded documents from the portal. Addenda will also be posted to the proposal documents on the MCCCD Procurement Portal located at:

2.13 NON-COLLUSION

The MCCCD encourages free and open competition. Whenever possible, specifications, proposal invitations and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the MCCCD’s needs and the accomplishment of a sound economical operation. The Proposer's signature on its proposal guarantees that any prices offered have been established without collusion with other eligible Proposers and without effort to preclude the MCCCD from obtaining the most advantageous proposal.

Section Three: SCOPE OF WORK/SPECIFICATIONS

SPECIFICATIONS

You may submit proposals on one, or all the services listed in the scope of work.

PART 1 – CAP, GOWN, TASSEL, PENDANT, COLLAR, AND HONOR CORD

3.1 Graduation Regalia (New and/or Recycled Materials)

Proposers shall include as a part of their proposal one exact sample representation, including packaging of the cap, gown, tassel, pendant, collar, and honor cord for which prices are quoted on the Pricing Schedule. Include a listing of available colors for items bid. Failure to satisfy this requirement shall result in rejection of the Bid. The quality of materials and workmanship as shown by the samples provided shall be maintained as a minimum throughout the contract period or any subsequent extensions.

All items are to be brand new from the manufacturer.

3.2 Minimum Specifications

Minimum Specifications Deviations from the specifications must be clearly indicated and must be accompanied by full descriptive literature and samples. MCCCD will make the sole determination as to the suitability of the items proposed with regard to compliance to minimum levels and also budgetary considerations.

3.3 Material

Cap and gown shall be manufactured from 100% polyester, color-fast, cool fabric with draping qualities designed to enhance the appearance. The material shall conform to any Flammable Fabric Act applicable to garment use. It shall be the economical quality level.

3.3.1 Material samples of each of the following color are to be provided and identified by bidder:

COLOR Required

Gowns:

Royal Blue Black Gold Purple VIP Dark Gray

Tassels:

Red Royal Blue/Gold Royal Blue/Silver Green/Gold Black Black/Red Purple Orange

Honor Cords:

Gold Red White Blue Maroon Silver School Colors Red/White/Blue combo for Veterans

3.4 Gown

The gown shall be of a traditional academic style. Front of gown shall have two broad, free-flowing front panels from the yoke to the hem with two smaller pleats on either side of each panel for complete academic detail. There shall be a finished ½” hem at the bottom to add balance and smoothness to appearance. Gowns shall have ample fullness to accommodate an individual’s girth. Gowns shall be fully sized in 3” increments from U. S. sizes 33 (4’ height) to 63 (6’ 8”) at the same price, including full fit models. Taller or shorter heights shall be made available on a special-order basis. Contrasting yoke and body color gowns to be provided at no additional charge. Include information on available colors with bid documents.

3.5 Yoke

The shaped yoke shall be academic style with shape-retaining lining.

3.6 Closure

Gowns shall be front closing with a premium quality, concealed nylon zipper graded according to gown length and matching the color of the gown.

3.7 Sleeve

The sleeves shall be full cut and go a bit beyond the wrist, bell-shaped and flowing in the traditionally correct academic style. The rounded sleeves shall be set-in, tailored, with 1/2'” sleeve hems that are evenly finished and neatly tucked and stitched for smooth appearance in a length to be graded to size of gown.

3.8 Collar

Collars, with an adhesive tab to attach to the gown shall be included in the price of, and provided with, each gown. The material shall match that of the gown. Not all colleges will use collars, so this is optional.

3.9 Tassel

The tassel shall be 9” long, solid color or two (2) colors, with a removable souvenir year date pendant.

3.10 Cap

The cap shall be made from the same material and be the same color as the gown. It shall be easily adjustable in head size from 6 1/2 to 8 1/2. The square top shall be no less than 9 ¼” x 9 ¼” with a cloth-covered button.

3.11 Honor Cords

Standard length honor cords in gold, blue, white, red, silver, maroon, or school colors plus a red/white/blue combo for Veterans shall be available for ordering from the Supplier.

3.12 Seams

Yoke, side and armhole seams are to be serged non-raveling.

3.13 Packaging

The cap, gown, and tassel shall be individually packed together in plastic bags, clearly and accurately labeled to indicate U.S. size number, and height of person it is designed to fit. Mislabeled packaging shall entitle MCCCD to exercise the warranty clause of this RFP.

3.14 Warranty

The Supplier warrants that all items shall be free of workmanship errors and defects. Items shall fully conform to all specifications of this RFP and ordering options by the individual components. Items found to be defective or in any way non-conforming shall immediately be replaced at no additional charge, including shipping.

3.15 Product Discontinuance

In the event that an item has been discontinued, MCCCD may review a written request for, and may allow the Supplier to provide; a substitute item provided that the price of the substitute item is equal to or less than the current price of the discontinued item and the quality and workmanship meets or exceeds that of the discontinued item. The Supplier shall provide an exact sample representation of the item requested as a replacement for review by MCCD. MCCCD shall be the sole judge as to the suitability of the new item as a replacement product and acceptance by MCCCD shall only be by written notification.

3.16 Ordering

The Supplier shall provide, at no charge, Order Forms, for use by MCCCD, listing items shown on the Pricing Schedule, and including a location for entering of the required Purchase Order number (including blanket Purchase Orders). The Supplier shall also honor requests for brochures, illustrations, color charts, material swatches or other like items to assist ordering by the District components. All terms and conditions of the contract shall supersede any which differ with any terms and conditions specified on the Order Form provided.

3.17 Delivery

Orders are to be shipped FOB Destination. Proposal price must include freight charges for delivery to locations within Maricopa County (Metro Phoenix), Arizona. Due to the timely nature required for receipt of the items ordered, the Supplier shall make every attempt to meet the requested delivery date shown on the individual orders, but in no event shall delivery time exceed thirty (30) days After Receipt of Order (ARO).

The supplier shall outline accommodations to students who would prefer to order online directly from the supplier, rather than pick up from college. The options should include specifics about what platform should be used, pricing including delivery charges, online ordering using apps or computer orders, and if they can order by phone.

3.18 Returns

The Supplier shall accept a return of items ordered equal to no more than 10% of the items by quantity and issue a credit equaling 75% of the purchase price of the order less applicable taxes and freight. The District component shall have the option of this return for a period of sixty (60) days following the official commencement date of the District component. MCCCD shall be liable for all return shipping charges and items returned shall be in the original packaging provided.

3.19 Quantities (estimated)

The following represents estimated quantities for bidding purposes only. MCCCD does not guarantee any volume of purchases under the subsequent contract, and quantities shown may vary for subsequent contract years.

• ten (10) honor cords, double

• two thousand (2000) cap, gown, tassel packages

• Five hundred (500) tassels

• one hundred (100) year date pendants

• one thousand (1000) honor cords, single

PART 2 - DIPLOMA

3.20 Product Information

Proposers shall include as a part of their Proposal an exact sample representation of the items requested below and for which prices are quoted on the Price Sheet. Failure to satisfy this requirement shall result in rejection of the Proposal. The quality of materials and workmanship as shown by the samples provided shall be maintained as a minimum throughout the contract period or any subsequent extensions.

3.21 Diploma Sheet

Diploma sheets will be individual and distinctive for each of the ordering components of the District. The sheet will contain the complete and exact Institution name and location, gold campus seal, general course of study, witness statement, date of award, and four (4) signatures. Pricing and availability for some colleges will need to include options for semi blank sheets that match the sizing for each college that DO NOT include the individual student name and pre-printed award.

Graduate name, date of award and degree to be printed as supplied by District component.

Honor Seals are to be provided as needed at no additional charge.

Size: 7” x 9” Diploma Sheet must be compatible in size with the diploma cover so as to fit perfectly.

GateWay Community College, Mesa Community College and Phoenix College require an 8 ½” x 11” Diploma Sheet and Cover.

3.22 Paper

Paper Diploma parchment, with 100% new cotton rag fiber, manufactured for maximum permanency and serviceability.

Crane paper, ivory color, basis weight 48lbs.

Formation must be uniform and free from fuzz, lint, dirt, specks, rubber spots, bunches, lime spots, lumps, or other foreign matter or abnormalities.

Erasing quality will permit erasures and redrawing and retain surface appearance without ink spreading.

Diploma Sheets will be manufactured by Astroline process; simulated engraving; detail; raised from paper. Flat printing or regular raised print is not acceptable.

Campus seals will be gold and have second color within seal available which is specific for and chosen by each District component.

Three (3) Diploma Sheet samples of at least each of the following type styles are to be provided and identified by Bidder: Roman, Park Avenue, Old English

The Proposer shall also provide examples of all Honor Seals.

3.23 Diploma Certificates

Specifications for Diploma Certificates are to be the same as the Diploma Sheets including size, paper requirements and manufacturing process and seals, paper color may vary. Text, including signatures shall be changed to reflect that of a certification document. Three (3) Diploma Certificate samples of at least each of the following type styles are to be provided and identified by Proposer: Roman, Park Avenue, Old English.

3.24 Diploma Covers

Outside dimensions will be 9 ½” x 7 ½” or 8 ½” x 11” – hinged at the top. Each component of the District will have their own choice of colors and campus seal. The campus seal is to be a minimum of 2” in diameter, embossed in gold or silver glitter metallic foil on the front cover with another color at the discretion of the component. The seal must be clean and clear, tarnish resistant, must not rub off, and positioned as directed by the component. A double line panel is to be embossed on the front and the back of the cover, square to all edges.

COLOR Required:

Diploma Covers:

• Royal Blue – Gold Inlay

• Royal Blue – Silver Inlay

• White – Gold Inlay

• Black – Purple Inlay

• Forest Green – Gold Inlay

• Black – Gold Inlay

3.24.1 Cover Material

.010 point base Leathertone Pyroxaline, coated in Seal Morocco grain, securely and neatly glued and anchored to the top padding sheet with clear, flexible adhesive. All corners are to be neatly turned.

3.24.2 Cover Board

Warp resistant, red label Dovey Board, a minimum of .061 thickness.

3.24.3 Cover Padding

Trubond no. 1320, ½”, 3 ½ lb. padding, laminated between .010 point paper. The paper keeps the face and back of the cover from exposure to the raw cotton material. After bonding, the pad is die-cut for accuracy of size. The padding is an internally bonded fibrous, cushioning material with good rebound characteristics. It is to be composed of a blend of cotton and synthetic fibers, containing approximately 10% unspecified cellulose material and surface coated with a resin or equivalent natural binder. Internal bond shall be achieved through the incorporation of primary bonding additives or combination of primary and secondary bonding additives amounting to no less than 5% nor greater than 25% of the padding weight. The padding, exclusive of the backing board and laminating adhesive, shall have a nominal weight of 10.5 ounces per square yard and at the production thickness of ½” shall exhibit a nominal density of 3.5 pounds per cubic foot.

3.25 Lining

Each cover is to be lined with a color to be chosen by the individual District component. One lining will have four (4) corner ribbons designed to hold Diploma Sheets snugly. The corner ribbon will be a #5 fused edge rayon acetate of fade resistant quality. Ribbon color also to be chosen by the individual District component.

The lining material will be No. 180 moired taffeta laminated to a 50 lb. white opaque book paper, or which smooth satin taffeta.

3.25.1 Warp

75 Denier Bright Acetate D. The lining board that the moired taffeta is formed over, is a smooth flexible #1 grade binder board with white titanium coating on one side- .025”thick, to give the lining maximum color value.

There shall be a plastic separator sheet and tissue papers inserted into each cover for protection of the lining.

The cover hinge material is to be the same as the cover material and fully glued into the cover with a clear, flexible adhesive.

3.26 Cover Envelope

The envelope will be 25 lb., white, open end (no flap), center seal, and will be furnished with each Diploma cover and included in the bid price. Additional separate envelopes will be available for ordering by the components and the Bidder shall submit a price for extra envelopes on the Price Sheet.

Three (3) Diploma Cover (with envelope) samples of at least each of the following type styles are to be provided and identified by Proposer: Roman, Park Avenue, Old English.

3.27 Specialty Covers

In addition to the Diploma covers, MCCCD may purchase under any subsequent contract, covers for Special Awards. These covers shall have the same specifications as the Diploma covers relating to materials. However, the District may request that the cover be hinged on the left. The price for Specialty Covers shall be the same as the price bid for Diploma Covers.

3.28 Minimum Specifications

Deviations from the specifications must be clearly indicated and must be accompanied by full descriptive literature and samples. MCCCD will make the sole determination as to the suitability of the items bid with regard to compliance to minimum levels and also budgetary considerations. Item prices shall be the same for all MCCCD components regardless of choices regarding colors, typestyles, seals, etc.

3.29 Production Materials

The proposal price of items on the Price Sheet shall include the charges for labor and materials associated with plates, dies, mats, negatives, proofs and associated items used in the production of the items bid. All materials shall be the property of MCCCD and will be surrendered immediately to MCCCD upon expiration or cancellation of the contract.

3.30 Warranty

The Supplier warrants that all items shall be free of errors and defects and fully conform to all specifications of this RFP and proofs approved by the individual components. Items found to be defective or in any way non-conforming shall immediately be replaced at no additional charge. Items found to be unusable which exactly conform to all specifications and the approved proof shall immediately be replaced and the additional charges (including express shipment charges, if any) added to the invoice.

3.31 Product Discontinuance

In the event that an item has been discontinued, MCCCD may review a written request for, and many allow the Supplier to provide, a substitute item provided that the price of the substitute items is equal to or less than the current price of the discontinued items and the quality and workmanship meets or exceeds that of the discontinued item. The Supplier shall provide for review by MCCCD an exact sample representation of the item requested as a replacement. MCCCD shall be the sole judge as the suitability of the new item as a replacement product and acceptance by MCCCD shall only be by written notification.

3.32 Ordering

The Supplier shall provide, at no charge, Order Forms, for use by MCCCD, listing items shown on the Price Sheet, and including a location for entering the required Purchase Order number (including blanket

Purchase Orders). The Supplier shall also include quantities of brochures, illustrations, color charts or other like items to assist ordering by the District 23 components. All terms and conditions of this RFP shall supersede any which differ with any terms and conditions specified on the Order Form provided.

Delivery Orders are to be shipped FOB Destination. Bid price must include freight charges for delivery to locations within Maricopa County (Metro Phoenix), Arizona. Due to the timely nature required for receipt of the items ordered, the Supplier shall make every attempt to meet the requested delivery date shown on the individual orders, but in no event shall delivery time exceed thirty (30) days after receipt of order (ARO).

3.33 Quantities

The following represents estimated quantities for bidding purposes only. MCCCD does not guarantee any volume of purchases under the subsequent contract, and quantities shown may vary for subsequent contract years.

• 6,900 Diploma Sheets

• 6,700 Diploma Covers

• 100 Extra envelopes.

Section Four: PROPOSAL REQUIREMENTS Rev 022718

PROPOSAL REQUIREMENTS

Paragraphs 4.1 & 4.2 below require specific, written responses or confirmations. To be considered for selection, respondents shall meet/provide the following requirements:

4.1 MINIMUM REQUIREMENTS

4.1.1 Must be licensed by the State that the business is in, if services requested require such licensure.

4.1.2 Must have carefully read and understand all parts of the RFP and certified that the Proposal is made in accordance therewith.

4.1.3 Must submit written answers to the Respondent Questionnaire (Section 3.3). All answers must be in the order in which the questions were asked and labeled with the specific section number.

4.1.4 The Proposer must submit a signed Signature Page (Section 9). Electronic signatures are acceptable. Failure to submit a signed proposal may result in rejection of the Proposal.

4.1.5 Must provide a completed Pricing Schedule (Section 6) signed by an authorized company signatory confirming its offer and acknowledging its understanding of the requirements of this Request for Proposal.

4.2 DEVIATIONS FROM RFP

Proposers must specifically provide a separate listing of each circumstance in which their proposal differs from any terms or conditions of this Request for Proposal. Failure to list such a deviation will result in the terms of the proposal being disregarded in favor of the corresponding term(s) of the RFP.

Material deviations from the requirements of this RFP shall result in rejection of the proposal.

The term “material deviations” includes both deviations from the MCCCD contract terms set forth in this RFP and additional contract terms that the Proposer requests the MCCCD to consider. Be aware that the absence of a term on a subject in the RFP, particularly a general contract term and condition, does not mean that the Proposer should feel free to offer one. The MCCCD considers the General Terms and Conditions of this RFP to be a fair allocation of risk between a contractor and the MCCCD. It will not accept terms – revised or additional ones - that shift those risks or provide the Proposer with additional discretion. The Proposer in choosing the respond to this RFP must demonstrate in its Proposal that it accepts the terms upon which the MCCCD is conducting the competition.

To submit deviations the Proposer must state in the separate listing all deviations, including any additional terms, in the following format:

● Title your listing “REQUESTED DEVIATIONS”.

● Cite the specific page and section number of each term and condition change request. Include the original MCCCD RFP Term and Condition.

● Provide a legal redline version of the original RFP language to include the requested change(s).

Or immediately below the original RFP Term and Condition include the specific language you want MCCCD to consider adding or replacing.

MCCCD will consider deviation requests, both the total number and the overall scope, in determining the most advantageous offer. Deviations may affect the possibility of an award and any requests should be considered carefully.

Deviations that a winning Proposer submits after it has been selected for award, such as through a vendor standard template contract, will not be considered. If a Proposer submits a Proposal without specific deviations, and the Proposal is accepted by MCCCD, Proposer will be deemed bound by the terms of the RFP without exception.

4.3 SIGNATURE

The Contractor shall furnish and include all requested information with their proposal. Statements are required to be complete and accurate, and the proposal shall be signed by an authorized signatory of the company (sworn to and notarized, if requested). A proposal submitted by an agent will have a current Power of Attorney attached certifying the agent’s authority to bind the Proposer. Omission, inaccuracy, or misstatement may be sufficient cause for rejection of the proposal.

4.4 AWARD CONSIDERATION

From the total information requested, determination shall be made of the Proposer's ability to serve the MCCCD. Only proposals from responsible organizations or individuals, as determined by the MCCCD, which have the capability of providing the required services under this RFP, shall be considered.

Representatives from the MCCCD reserve the right to conduct interviews with the individual proposers for clarification of the proposals presented. The MCCCD reserves the right to negotiate any and all provisions presented in the proposals.

4.5 PROTESTS AND APPEALS OF CONTRACT AWARDS

Bid protests or appeals of contracts and awards shall be submitted per Chapter Nine of the Purchasing Procedures Manual.

4.6 FORMAT & SUBMITTAL REQUIREMENTS

The requested information for your RFP submittal is listed below. The documents must be submitted via the MCCCD Procurement Portal before the due date here:

Proposals that do not follow the Format and Submittal Requirements as outlined in the table below may be disqualified.

Document Name File Type (PDF, Word, Excel, etc.)

# of Files Permitted Required/Optional

Signature Page PDF (.pdf) One (1) Required

Response to Scope of Work (Section 3)

PDF (.pdf) One (1) Required

Deviations to Terms and Conditions (Section 4.2)

PDF (.pdf) One (1) Optional

Pricing Schedule (Section 6)

PDF (.pdf) One (1) Required

Attachment A PDF (.pdf) One (1) Required

Important Notes:

• Take note of the type and number of files allowed. The maximum upload file size is 1000 MB.

• Do not embed any documents within your uploaded files. They will not be accessible or evaluated.

• Uploading documents may take significant time, depending on the number and size of the file(s) and your Internet connection speed.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or

Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

Section Five: EVALUATION CRITERIA

EVALUATION CRITERIA

The following is a listing of general and specific criteria used for the evaluation of this RFP. The areas include, but are not limited to:

5.1 General quality of responsiveness of proposer:

A. Ability to meet all terms and conditions B. Completeness and thoroughness of proposal C. Grasp of scope of work to be performed D. Description of approach to be taken E. Evidence of effective organizational and management practices F. Qualifications of personnel G. Experience and past performance

5.2 Specific areas that will be evaluated and scored except as described in STEP THREE below:

A. Past experience in providing comparable services to other clients.

B. Responses to Minimum and Specific Requirements.

C. Respondent Questionnaire responses.

D. Pricing.

Proposals will be evaluated in accordance with the following three-step process:

STEP ONE - Verification of each proposer's compliance with the RFP general terms and conditions as listed in Section 1, 2, 7, and 8 of this RFP.

STEP TWO - Verification of each proposer's compliance that all required written responses/confirmations are thoroughly submitted.

STEP THREE – All proposals meeting the criteria as presented in Steps One and Two will be evaluated with a "points-earned compliance matrix". An evaluation committee will evaluate and score the proposals. The proposals will be ranked on a "points-earned" technical, service and financial compliance matrix. The evaluation committee may continue to evaluate proposals after the initial scoring of them by any means that it deems reasonable. If the evaluation committee schedules oral presentations, the presentations may or may not be scored and that scoring may, but is not required to be added to the previous scoring of the proposals. The evaluation committee reserves the right to use additional advisory committees or subject matter experts at any time during this RFP to assist with the evaluation.

Section Six: PRICING SCHEDULE

PRICING SCHEDULE

The undersigned has read and understands all conditions and terms of RFP 3607-6, is authorized to submit this proposal on behalf of the company, and hereby offers to perform the services for the pricing indicated below:

6.1 Products/Services as requested in this RFP:

Traditional Materials Proposed Pricing Cap, Gown, Tassel Package $ Tassel/Year Date Pendant $ Year Date Pendent $ Honor Cord, Single $ Honor Cord, Double $ Recycled Materials Proposed Pricing Cap, Gown, Tassel Package $ Tassel/Year Date Pendant $ Year Date Pendant $ Honor Cord, Single $ Honor Cord, Double $ Diploma Proposed Pricing Diploma Sheets/Diploma Certificates $ Diploma Sheets/Diploma Certificates (GWC,MCC &PC) $ Diploma Covers (including Specialty Covers) $ Diploma Covers (GWC, MCC & PC ) (including specialty covers) $ Additional Diploma Cover Envelopes $ Plus Size Diploma Covers $

Additional Products and/or Services (Optional)

Prompt Payment Discount (if offered): _________________________________

Costs/Fees listed shall include all overhead and profit. No billing will be accepted that shows any other costs than those listed. This includes, but is not limited to, travel, any out-of-pocket costs, meetings, secretarial, printing, delivery, rent, phone calls, postage, overnight mail service, accounting, fuel charges, office supplies, etc.

Section Six: PRICING SCHEDULE

Any contractor that MCCCD is doing business with must agree to e-billing.

Please confirm that the authorize agent preparing this Proposal has read, understands, and will ensure his/her firm’s compliance with the provisions of this section:

Authorized Agent’s Name and Initials: __________________________________ _____

You may submit a more detailed pricing schedule (using the same formatting) in lieu of the above as an attachment to this page, but the pricing schedule must be completed, initialed and included with your proposal.

Section Seven: SPECIAL TERMS AND CONDITIONS Rev 032218

SPECIAL TERMS AND CONDITIONS

**Any deviations to the Special Terms and Conditions MAY be considered in this proposal**

These General Terms and Conditions, the other provisions of the RFP and amendments to it, the Proposer proposal, and MCCCD’s purchase order terms (“Contract Documents”) along with any engagement letter will constitute the provisions of the contract between MCCCD and successful Proposer (“Contract”). MCCCD reserves the right to negotiate with the successful Proposer and modify any of the provisions of the Contract upon mutual written agreement of the parties. The RFP, amendments to it, and MCCCD’s purchase order terms will take precedence over any inconsistent terms in a proposal or other documents. The term “days” as used in this Contract means business days, unless otherwise specified.

7.1 INSURANCE REQUIREMENTS

The insurance requirements herein are minimum requirements for this contract and in no way limit the indemnity covenants contained in this contract. MCCCD in no way warrants that the minimum limits contained herein are sufficient to protect Contractor from liabilities that arise out of the performance of the work under this contract by the contractor, its agents, representatives, employees, or subcontractors and the contractor is free to purchase additional insurance.

Contractor shall maintain during the term of this Agreement insurance policies described below issued by companies licensed in the State of Arizona or hold approved non-admitted status on the Arizona Department of Insurance List of Qualified Unauthorized Insurers. Insurers shall have an A.M.

Best rating of A - VII or better. At the signing of this Agreement, Contractor shall furnish the MCCCD with certificates of insurance evidencing the required coverages, conditions, and limits required by this Agreement. Certificate of Insurance shall be sent to:

Representative’s Name (person who is collecting the certificate)

College or District Office and address

Phone number and email address

The insurance policies, except Worker’s Compensation, must be endorsed as require by this written agreement to name MCCCD and its agents, officers, officials, employees, and volunteers as additional insureds or its equivalent:

The Maricopa County Community College District and its agents, officers, officials, employees, and volunteers are hereby named as additional insureds as their interest may appear.

The insurance policies shall contain a waiver of subrogation endorsement in favor of Maricopa County Community College District, its agents, officers, officials, employees, and volunteers for losses arising from work performed by or on behalf of the contractor.

Contractor and, if applicable, any subcontractors will notify the MCCCD Risk Manager by certified mail promptly if it receives notice or the expiration, cancellation, suspension, or material change in its insurance coverage, but in no case fewer than 30 days before the action specified in the notice. The Contractor’s insurance must be primary, and any insurance or self-insurance maintained by MCCCD will not contribute to it. If any part of the Agreement is subcontracted, these insurance requirements also apply to all subcontractors.

The contracting College or District Office, with approval from MCCCD Risk Management, reserves the right to review or make modifications to the insurance limits, required coverages, or endorsements throughout the life of this contract, as deemed necessary. Such action between the College or District Office and MCCCD Risk Management will not require a formal Contract amendment but may be made by administrative action.

In the event any professional liability insurance required by this Contract is written on a “claims made” basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained or an extended discovery period will be exercised for a period of three (3) years beginning at the time work under this Contract is completed. Contractor’s work or services and must be evidenced by annual certificates of insurance.

Contractor shall notify the MCCCD Risk Manager by certified mail promptly if it receives notice or the expiration, cancellation, suspension, or material change in its insurance coverage, but in no case fewer than 30 days before the action specified in the notice. The Contractor’s insurance must be primary, and any insurance or self-insurance maintained by MCCCD shall not contribute to it. If any part of the Contract is subcontracted, these insurance requirements also apply to all subcontractors.

Commercial General Liability (CGL) – Occurrence Form Policy shall include bodily injury, property damage, and broad form contractual liability coverage, including but not limited to, the liability assumed under the indemnification provisions of this Contract.

• General Aggregate $2,000,000

• Products – Completed Operations Aggregate $1,000,000

• Personal and Advertising Injury $1,000,000

• Damage to Rented Property $50,000

• Each Occurrence $1,000,000

If applicable, Commercial Automobile Liability insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000.00 each occurrence with respect to the Contractor’s and, if applicable, the sub-contractor’s owned, hired, and non-owned vehicles.

Worker’s Compensation insurance with limits statutorily required by any Federal or State law and Employer’s Liability insurance of not less than $1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000 disease policy limit.

If applicable, Professional Liability insurance covering acts, errors, mistakes, omissions rising out of the work or services performed by the Contractor, or any person employed by the Contractor, with a limit of not less than:

• Each Claim $2,000,000

• Annual Aggregate $2,000,000

7.2 OBLIGATIONS TO PROTECT CONFIDENTIAL INFORMATION

MCCCD information that is required to be kept confidential will be kept so in…