2027 Vacation Guide RFP No. 26RFP19906.pdf
PDF 308 KB Posted
- Attached to
- 2027 Vacation Guide - Print Project
- Solicitation number
- 26RFP19906
- Issued by
- Brown County, South Dakota
About this file
This is a Request for Proposals (RFP) issued by the South Dakota Bureau of Human Resources and Administration on behalf of the Department of Tourism for printing services. The State seeks qualified vendors to print, bind, package, palletize, and deliver the annual South Dakota Vacation Guide. The project requires production of 250,000 guides (plus 1% maximum overrun) measuring 8" x 10.125" with a fold-out back cover and 244 text pages, utilizing perfect binding. The RFP was published on August 12, 2026, with vendor questions due by August 19, 2026, and proposals due by September 9, 2026, at 5:00 PM CDT. The State anticipates an award decision by September 17, 2026. The initial contract term runs from October 1, 2026, through September 30, 2027, with the possibility of two additional one-year renewal options. Each renewal period requires written notice from the State at least 90 days before expiration and vendor acceptance or rejection at least 60 days before expiration. Delivery is required in two phases: 75,000 guides by January 6, 2027, and the remaining 175,000 by January 29, 2027, to Midstates Group in Aberdeen, South Dakota.
The proposal price must be firm and fixed, including all costs for paper, labor, materials, proofs, printing, binding, packaging, pallets, freight, fuel, liftgate service, and delivery. The cover stock must be 80# Cover No. 2 Gloss with soft touch aqueous coating, and body pages must be 50# No. 4 Gloss Text, with all paper required to be virgin stock only. Vendors must provide a total price, unit price per guide, and price for any authorized overruns. The State will evaluate proposals based on vendor experience with similar high-volume printing projects, production and quality-control capabilities, packaging and delivery planning, project schedule and production capacity, and cost. Liquidated damages of $1,000 per calendar day will be assessed for failure to meet required delivery dates. The vendor must maintain commercial general liability insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate, as well as automobile and workers' compensation coverage. The successful vendor will serve as the single point of responsibility for the entire project and may not assign the contract or replace material production subcontractors without prior State approval.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Response to Offeror Questions document.docx | DOCX document |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
STATE OF SOUTH DAKOTA
BUREAU OF HUMAN RESOURCES
AND ADMINISTRATION
500 EAST CAPITOL AVE
PIERRE, SD 57501
2027 VACATION GUIDE – PRINT PROJECT
PROPOSALS ARE DUE NO LATER THAN 09/09/2026 5:00PM CDT
RFP #: 26RFP19906 State POC: Missy Schuetzle EMAIL: Missy.Schuetzle@state.sd.us
READ CAREFULLY
VENDOR
NAME:
ADDRESS:
CITY/STATE: TELEPHONE NO:
ZIP (9 DIGIT): FAX NO:
E-MAIL:
SIGNATURE:
PRINTED NAME:
VENDOR PRIMARY CONTACT INFORMATION
CONTACT NAME: TELEPHONE NO:
E-MAIL:
mailto:Missy.Schuetzle@state.sd.us
1.0 GENERAL INFORMATION
1.1 RFP PURPOSE AND OVERVIEW
The South Dakota Department of Tourism is seeking proposals from qualified Vendors to print, bind, package, palletize, and deliver the annual South Dakota Vacation Guide. The initial purchase order will cover the 2027 edition, with the possibility of two additional one-year renewals.
1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER
The Bureau of Human Resources and Administration (BHRA) is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, Department of Tourism. The reference number for the transaction is RFP #26RFP19906. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.
1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)
RFP Publication 08/12/2026 Vendor Questions Due 08/19/2026 5:00PM CDT State’s Response to Vendor Questions 08/25/2026 5:00PM CDT Proposal Submission 9/9/2026 5:00PM CDT Anticipated Award Decision/Contract Negotiation 9/17/2026
1.4 SUBMITTING YOUR PROPOSAL
Proposals must be received by the deadline listed in Section 1.3, Schedule of Activities. Late proposals will not be considered. Proposals must be submitted by email to Missy.Schuetzle@state.sd.us with the subject line:
"26RFP19906 Vacation Guide Proposal Submission."
Proposals must include a scanned ink signature or digital signature from an individual authorized to bind the Vendor. Unsigned proposals may be rejected. All proposals and attachments must be submitted in Microsoft Word, Microsoft Excel, or searchable PDF format. Non-searchable PDFs are not acceptable.
The State will not accept a proposal or award a contract to any person, firm, or corporation that is delinquent on obligations to the State of South Dakota or is otherwise determined to be irresponsible or unreliable.
1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION
By signing and submitting this proposal, the Vendor certifies that neither its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds. Where the Vendor is unable to certify any of the statements in this certification, the Vendor shall attach an explanation to their offer.
1.6 NON-DISCRIMINATION STATEMENT
The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the Vendor certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.
1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY
For contractors, vendors, suppliers, or subcontractors entering into a contract with the State, the offeror certifies that it is not an entity, regardless of principal place of business, ultimately owned or controlled, directly or indirectly, by a foreign national, foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL chapter 5-18A. A false certification may result in rejection of the proposal, termination of an awarded contract, and other remedies authorized by law. The successful offeror shall immediately notify the State if it no longer complies during the contract term.
1.8 RESTRICTION OF BOYCOTT OF ISRAEL
For an offeror with five or more employees entering into a contract involving an expenditure of $100,000 or more, the offeror certifies that it has not refused or terminated business activities, or taken similar actions intended to limit commercial relations related to the subject matter of the contract, with a person or entity based on Israeli national origin or residence or incorporation in Israel or its territories, with the specific intent to accomplish a discriminatory boycott or divestment of Israel. A false certification may result in rejection or contract termination.
The successful offeror shall immediately notify the State if it no longer complies during the contract term.
1.9 VENDOR QUESTIONS
Vendors may email inquiries requesting clarification of requirements to Missy Schuetzle at Missy.Schuetzle@state.sd.us with the subject line "RFP #26RFP19906 Vacation Guide Vendor Questions."
Questions must be received by the deadline listed in Section 1.3, Schedule of Activities. The State will respond by email and post all questions and answers on the State's e-procurement system. Vendors may rely only on written responses and formal RFP amendments issued by the State.
1.10 PROPRIETARY INFORMATION
The successful vendor’s proposal becomes public information. Proprietary information may be protected only in limited circumstances and must be specifically identified and justified in the Executive Summary and marked in the proposal. An entire proposal may not be designated proprietary. The State may allow any person to review proposals for evaluation purposes. All submitted materials become State property and may be returned only at the State’s discretion.
1.11 GOVERNING LAW
This procurement is governed by South Dakota law. Any lawsuit related to this procurement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota. No other state’s law or venue shall apply.
1.12 DISCUSSIONS WITH VENDORS (ORAL PRESENTATION/NEGOTIATIONS)
The State may request oral presentations or negotiations after proposals are submitted. The State may also award based on the initial proposals without discussions. Vendors must participate in presentations or negotiations if requested, at their own expense. The State may negotiate any part of a proposal. Proposals and negotiation discussions will remain confidential until an award is made.
1.13 LENGTH OF AGREEMENT
The initial agreement will begin October 1, 2026, and end September 30, 2027. The State may offer up to two additional one-year renewals, each beginning October 1 and ending September 30.
The State will provide written notice of its intent to renew at least 90 days before the agreement expires. The Vendor must accept or decline the renewal in writing no later than 60 days before the expiration date. Failure to respond by that date will be considered a rejection of the renewal.
Each annual period will be authorized through issuance of a purchase order and is subject to satisfactory performance, continued need, availability of funds, and agreement on the applicable specifications, quantities, schedule, and pricing. The agreement will not renew automatically.
2.0 STANDARD CONTRACT TERMS AND CONDITIONS
Any purchase order resulting from this RFP will include these terms, the RFP and its addenda, the applicable annual specifications, the Vendor’s accepted proposal, the State of South Dakota Vendor Manual, and any written modifications accepted by the State.
2.1 Term and Renewal: The initial term begins October 1, 2026, and ends September 30, 2027. The State may offer up to two additional one-year renewals. The State will provide written notice of its intent to renew at least 90 days before expiration, and the Vendor must accept or decline in writing no later than 60 days before expiration. Failure to respond will be considered a rejection.
Each annual project will be authorized by purchase order. Renewal is subject to satisfactory performance, continued need, available funding, and agreement on the annual specifications, quantities, schedule, and price. The contract will not renew automatically.
2.2 Vendor Responsibilities: The Vendor shall provide all paper, materials, proofs, printing, binding, trimming, packaging, palletization, transportation, delivery, documentation, and corrective work required by the RFP and applicable annual specifications. The Vendor remains fully responsible for its subcontractors, suppliers, mills, distributors, and carriers.
2.3 Price and Payment: The purchase order price is firm and fixed unless modified in writing by the State and includes all costs required to complete the project. The Vendor may invoice after completing all required deliveries and submitting the required delivery records. Payment will be made for accepted goods in accordance with SDCL chapter 5-26.
The State may withhold or dispute amounts associated with rejected goods, incomplete performance, liquidated damages, price reductions, excess costs, credits, or other amounts due under the purchase order.
2.4 Availability of Funds: The contract depends upon the continued availability of appropriated funds and expenditure authority. If funds or authority become unavailable, the State may terminate the contract without default or liability for future performance.
2.5 Insurance: The Vendor shall maintain commercial general liability insurance, including products and completed operations, with limits of at least $1,000,000 per occurrence and $2,000,000 aggregate; automobile liability insurance with a limit of at least $1,000,000 per accident for owned, hired, and non-owned vehicles; and workers’ compensation and employers’ liability insurance as required by law. The Vendor shall maintain coverage throughout each purchase order and provide evidence of insurance upon request.
2.6 Indemnification: The Vendor shall indemnify and hold harmless the State of South Dakota, its officers, agents, and employees from claims, damages, liabilities, and expenses arising from the Vendor’s goods, performance, negligence, wrongful acts, or omissions. The Vendor is not responsible for claims or damages caused solely by the errors, omissions, or wrongful acts of the State.
2.7 Delivery, F.O.B. Destination, and Risk of Loss: Delivery dates and windows are material requirements, and time is of the essence. Any extension must be approved in writing by the State. The Vendor shall promptly notify the State of any circumstance that may affect production or delivery and provide a recovery plan upon request.
All deliveries are F.O.B. destination. The Vendor is responsible for packaging, loading, transportation, load securement, loss, damage, and redelivery. Title and risk of loss remain with the Vendor until the goods are accepted at the receiving location.
2.8 Inspection, Rejection, and Acceptance: The State may inspect paper, proofs, samples, production records, packaging, pallets, and delivered goods. The State may reject nonconforming goods in whole or in part and require correction, reprinting, replacement, repackaging, or redelivery at no additional cost.
Receipt, payment, use, or distribution of the goods does not waive the State’s rights concerning latent defects or later-discovered nonconformance.
2.9 Warranty: The Vendor warrants that all goods will be new, free from liens, and conform to the RFP, applicable annual specifications, approved proofs, first article, and accepted proposal. The goods must be free from defects in paper, materials, printing, workmanship, binding, packaging, and title.
The Vendor shall promptly correct, reprint, replace, repackage, or redeliver defective or nonconforming goods at its expense.
2.10 Liquidated Damages and Other Remedies: If the Vendor fails to meet either required delivery date identified in Appendix A, the State may assess liquidated damages of $1,000 per calendar day for each missed delivery milestone. Liquidated damages begin the calendar day after the applicable required delivery date and continue until the required quantity is delivered or the State approves an alternative arrangement in writing. The amount represents a reasonable estimate of anticipated harm and is not a penalty. Liquidated damages will not apply to delays caused by the State holding proof sheets or otherwise failing to provide the required approval within the agreed production schedule.
For paper, print quality, packaging, excess weight, damaged goods, or other specification failures, the State may reject the goods, require correction or replacement, accept the goods with an agreed price reduction, or recover documented additional costs caused by the nonconformance, including excess postage, freight, handling, repackaging, storage, and distribution costs.
2.11 Default, Cover, and Deduction of Amounts: If the Vendor fails to deliver conforming goods on time or fails to cure a material deficiency, the State may obtain substitute goods or corrective work. The Vendor is responsible for the reasonable difference between the purchase order price and the State’s replacement cost, together with reasonable costs caused by the breach.
After written notice, the State may deduct liquidated damages, agreed price reductions, excess costs, credits, and other amounts arising from the Vendor’s breach from any unpaid amount under the purchase order.
2.12 Excusable Delay: The State may excuse a delay caused solely by an event beyond the Vendor’s reasonable control that could not have been prevented through reasonable planning. The Vendor must provide prompt written notice, supporting information, and a recovery plan and take reasonable steps to reduce the delay.
Paper availability, subcontractor or carrier failure, equipment failure, labor shortages, and ordinary weather are not automatically excusable.
2.13 Termination: The State may terminate the contract for convenience upon 30 days’ written notice. The State may terminate for cause, in whole or in part, if the Vendor fails to perform, fails to timely cure a material deficiency, becomes insolvent, makes a prohibited assignment, or materially breaches the contract.
Upon termination for convenience, the State is responsible only for conforming goods completed and accepted and reasonable, documented work in process specifically authorized by the State. Upon termination for cause, the State may reject goods, obtain replacement goods, and recover excess costs and other remedies allowed by the contract and law.
2.14 State Materials: All files, artwork, maps, photographs, text, proofs, and other materials supplied by or for the State and the private tourism association partners remain the property of the State or its licensors. The Vendor may use these materials only to perform the purchase order and may not reproduce, publish, distribute, retain, or use them for another purpose without written consent.
2.15 Assignment and Subcontractors: The Vendor may not assign the contract without the State’s prior written consent. The Vendor shall identify material printing, binding, finishing, and packaging subcontractors and may not replace a material production subcontractor without prior written approval.
Paper suppliers and common carriers do not require prior approval, but the Vendor remains fully responsible for their performance.
2.16 Compliance with Laws: The Vendor shall comply with all applicable federal, state, and local laws, regulations, ordinances, permits, transportation requirements, and safety standards.
2.17 Governing Law and Venue: The contract is governed by South Dakota law. Any lawsuit pertaining to or affecting the contract shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.
2.18 Contract Documents and Order of Precedence: If a conflict exists, the following order controls:
1. Purchase order and written modifications
2. RFP and addenda, including applicable annual specifications
3. Accepted proposal, excluding unaccepted exceptions
4. State of South Dakota Vendor Manual.
2.19 No Double Recovery: The State will not recover liquidated damages and actual damages for the same harm.
The State may pursue separate remedies for distinct harms, including late delivery, excess postage, damaged goods, repackaging, replacement purchases, or diminished product value.
2.20 Records: The Vendor shall retain paper certifications, quality-control records, and shipping and delivery records until final acceptance and resolution of any outstanding claim or deficiency. The Vendor shall provide those records to the State upon reasonable request.
3.0 SCOPE OF WORK
3.1 Project Overview: The State of South Dakota, through the Office of Procurement Management on behalf of the Department of Tourism, is seeking a qualified Vendor to print, bind, package, palletize, and deliver the annual South Dakota Vacation Guide during the initial contract term and any exercised option years.
The Vendor shall provide all paper, materials, labor, equipment, proofs, production, quality control, packaging, transportation, delivery, and corrective work necessary to complete each annual project.
3.2 Annual Specifications and Printing Requirements: The detailed printing specifications, quantities, paper requirements, proofing requirements, binding, packaging, delivery locations, delivery schedules, and related requirements for the 2027 edition are included in Appendix A, 2027 South Dakota Vacation Guide Printing Specifications and Delivery Requirements.
Appendix A is incorporated into this RFP and the initial purchase order. For each option year, the State will provide updated annual specifications, quantities, schedules, and delivery requirements through the applicable purchase order or written modification.
The Vendor shall comply with all requirements contained in the applicable annual specifications.
3.3 Vendor Responsibility: The Vendor shall serve as the single point of responsibility for completing each annual project in accordance with this RFP, the applicable annual specifications, and the purchase order.
The Vendor remains responsible for the performance of all subcontractors, suppliers, mills, distributors, and carriers used to complete the project.
The Vendor shall promptly notify the State of any issue that may affect print quality, paper compliance, packaging, production, shipment, or timely delivery and shall provide a corrective or recovery plan upon request.
3.4 Quality and Acceptance: All guides must conform to the applicable annual specifications, approved proofs, approved samples, and other requirements.
The State may inspect proofs, samples, production records, packaging, pallets, and delivered guides. The Vendor shall correct, replace, reprint, repackage, or redeliver any nonconforming goods at no additional cost to the State.
3.5 Price: The proposal price must include all costs necessary to complete the 2027 project, including paper, labor, materials, proofs, printing, binding, packaging, pallets, freight, fuel, liftgate service, delivery appointments, and other required expenses.
Pricing for each option year will be established in accordance with the RFP, the Vendor’s proposal, and the applicable purchase order or written modification.
No additional charges will be allowed unless approved in writing by the State.
3.6 Coordination: The successful Vendor shall designate a primary project manager and an alternate contact to coordinate files, proofs, production, quality control, packaging, shipping, delivery, and corrective action with the Department of Tourism.
4.0 PROPOSAL REQUIREMENTS AND VENDOR QUALIFICATIONS
4.1 Vendors are responsible for submitting all information necessary for the State to evaluate their proposal. The
State is not required to request missing information. Failure to provide sufficient information may negatively affect the evaluation of the proposal.
4.2 Vendors should provide information for at least three previous or current projects similar to the requirements of this RFP. Relevant projects should involve high-volume, multi-page publications requiring printing, proofing, binding, packaging, palletization, and delivery to multiple locations.
For each project, provide:
a. Customer or agency name, address, and telephone number;
b. Contact person who may verify the information submitted;
c. Dates of the project or contract;
d. A brief description of the publication, quantity, page count, printing, binding, packaging, and delivery requirements;
e. Whether the project was completed on time and within the agreed price; and
f. A brief description of any performance issues and how they were resolved.
4.3 The Vendor should describe its experience, equipment, staffing, production capacity, and quality-control processes for completing projects of similar size and complexity.
4.4 Vendors should identify all printing facilities, bindery operations, finishing facilities, packaging providers, fulfillment providers, subcontractors, and other entities that will perform a material part of the project. The proposal should clearly describe each entity’s role and location.
4.5 Vendors should describe their proposed approach to:
4.5.1 File transfer and prepress review;
4.5.2 Proofing and approval;
4.5.3 Paper verification and lot control.
4.5.4 Color, registration, trim, and bindery quality control;
4.5.5 Packaging, palletization, and quantity verification;
4.5.6 Shipping, delivery scheduling, and tracking; and
4.5.7 Correcting production, packaging, or delivery deficiencies.
4.6 Vendors should identify any assumptions, limitations, exclusions, risks, or dependencies in their proposal, including paper availability, production capacity, subcontractor availability, proofing timelines, equipment limitations, packaging requirements, freight availability, delivery schedules, and State responsibilities.
5.0 PROPOSAL RESPONSE CONTENT
5.1 Proposals should be clear, complete, and organized in the order shown below.
5.2 Proposals should include:
5.2.1 Signed RFP Form: Complete and sign the first page of the RFP.
5.2.2 Executive Summary: Provide a brief summary of the proposal and the Vendor’s ability to complete the Annual South Dakota Vacation Guide.
5.2.3 Vendor Qualifications: Provide the information requested in Section 4.0, including comparable experience, references, production capacity, and subcontractors.
5.2.4 Production Approach: Briefly describe how the Vendor will meet the printing, proofing, quality-control, packaging, and delivery requirements in Appendix A.
5.2.5 Project Schedule: Provide a proposed schedule for proofing, production, packaging, and delivery.
5.2.6 Exceptions and Assumptions: Clearly identify any requirement the Vendor cannot meet, and any exception, assumption, limitation, or alternative included in the proposal. Silence will be considered acceptance of all requirements.
5.2.7 Cost Proposal: Provide a complete firm-fixed-price proposal. The price must include all costs necessary to complete the project. See Section 7.0 for additional requirements
6.0 PROPOSAL EVALUATION AND AWARD PROCESS
6.1 Evaluation: After confirming that a proposal meets the mandatory requirements, the State will evaluate responsive proposals based on:
6.1.1 Vendor Experience and Past Performance: Experience completing similar high-volume printing projects, references, reliability, and history of meeting quality, cost, and delivery requirements. The State may consider information obtained from references and the State's own documented experience with the Vendor when evaluating past performance.
6.1.2 Production and Quality-Control Approach: The Vendor’s ability to meet the printing specifications, control paper quality, manage proofs, maintain print and bindery quality, and correct deficiencies.
6.1.3 Packaging and Delivery Plan: The Vendor’s approach to packaging, palletization, shipment tracking, delivery scheduling, and meeting required delivery dates.
6.1.4 Project Schedule and Capacity: The Vendor’s production capacity, staffing, equipment, and proposed schedule for completing the project.
6.1.5 Cost: The total firm-fixed price.
6.2 Best-Value Award: The State intends to issue a purchase order to the Vendor whose proposal provides the best value and is in the State’s best interest.
6.3 Evaluation Information: Vendors should provide enough information for the State to evaluate their qualifications, production approach, quality controls, schedule, packaging, delivery plan, cost, and any exceptions or assumptions. The State is not required to request missing information.
6.4 Clarifications and Negotiations: The State may request clarification, conduct discussions, or negotiate with one or more Vendors regarding proposal details, schedule, specifications, pricing, or purchase order terms.
If acceptable terms cannot be reached, the State may discontinue discussions and proceed with another Vendor or cancel the procurement.
6.5 State Rights: The State reserves the right to reject any or all proposals, waive minor technicalities, request clarification, conduct discussions or negotiations, issue the purchase order determined to be in the State’s best interest, or cancel the procurement.
7.0 COST PROPOSAL
7.1 Vendors shall provide a firm-fixed price for printing, binding, packaging, and delivering the 2027 South Dakota Vacation Guide.
7.2 The price must include all costs required to complete the project, including paper, proofs, production, packaging, pallets, freight, and delivery.
7.3 Vendors shall provide:
a. Total price;
b. Unit price per guide; and
c. Price for any authorized overrun.
7.4 Any assumptions, exclusions, optional charges, or proposed option-year price adjustments must be clearly identified.
7.5 No additional charges will be allowed unless approved in writing by the State.
APPENDIX A
2027 SOUTH DAKOTA VACATION GUIDE PRINTING SPECIFICATIONS AND DELIVERY REQUIREMENTS
This Appendix contains the detailed printing specifications, quantities, paper requirements, proofing requirements, binding, packaging, delivery locations, delivery schedules, and related requirements for the 2027 South Dakota Vacation Guide. Appendix A is incorporated into this RFP and the resulting purchase order. The Vendor shall comply with all requirements contained in this Appendix.
For any exercised option year, the State may issue updated annual specifications, quantities, schedules, delivery locations, and related requirements through the applicable purchase order or written modification.
Quantity: Total of 250,000 plus 1% max.
Size: 8” x 10.125”, trim size.
Configuration: Fold-out back cover, plus 244 text pages for body (see binding and packaging below).
Paper Requirement: All paper used for the Vacation Guide must be virgin paper stock. Recycled or post-consumer-content paper will not be considered.
Cover (Folded): 80# Cover, No. 2 Gloss Cover w/ Soft Touch Aqueous.
- Spot coating only on outside front, back and spine cover portions (not on fold-in panel).
- Spine copy will be included in design files.
- There is an extension map page (7.75 x 10.125 trimmed dimensions after folding) that folds on long edge of back portion of cover.
- Four color process on both sides; edges bleed, same as remainder of cover.
- Back cover will be .125”-.25” narrower than body copy pages to prevent getting trimmed off in bindery.
Body: 244-pages, 50# No. 4 Gloss Text.
An example of the 2026 guide or photos of back cover fold can be sent out per request.
The current guide is also available to view digitally at:
https://www.travelsouthdakota.com/request-free-vacation-guide
Materials: Buyer’s team, project agency and four regional South Dakota tourism associations will upload their high-resolution PDF files to printer from Nov. 19-23, 2026, with a small number of pages (inside back cover index) no later than Dec. 3, 2026. Print vendor provides instructions for uploading individual pages to their proofing system.
- File upload proofing software must provide online review/approval from multi people and close to real time viewing.
- Emailed pdf files are not acceptable as page proofs.
- Awarded print vendor to provide color accurate hard proofs on cover and five spreads TBD by buyer. One set of color accurate proofs to be produced along with one non-color critical set showing front and back outside cover, map fold and one spread with live area and trim marks. Shipped two-day FedEx or UPS.
https://digital.milespartnership.com/publication/?i=858302&p=1&view=issueViewer
Hard Proofs: To: Thad Friedeman, Travel South Dakota, 711 E. Wells Ave., Pierre, SD 57501
Binding: Perfect binding.
Packaging:
A total of 250,000 guides shall be uniformly packed on skids using cardboard sheets, hardboard corner protection, pallet wrap, flat wood boards on top, and metal banding. Full skids should contain approximately 2,160 guides, with partial skids permitted as necessary to meet required delivery quantities.
Guides must be packed securely to prevent shifting or damage during shipment. Banding must not leave visible marks or damage the guides. Skids may not exceed 40 inches in total height, including the skid.
Shipping & Delivery: All delivery costs to be included in vendor pricing.
Midstates Group 4820 Capital Ave NE Aberdeen SD 57401 Contact: Taylor Wensmann | 605-216-7395
Delivery Dates: 75,000 delivered by Jan. 6, 2027. Remaining 175,000 to be delivered by Jan. 29, 2027.
Project Contact: Following award, the Vendor may direct project specific questions regarding files, proofs, printing specifications, production, packaging, and delivery to Thad Friedeman at Thad.Friedeman@TravelSouthDakota.com or 605-773-5329.
mailto:Thad.Friedeman@TravelSouthDakota.com
| VENDOR PRIMARY CONTACT INFORMATION |
| 1.4 SUBMITTING YOUR PROPOSAL |
| 2.0 STANDARD CONTRACT TERMS AND CONDITIONS |
| Any purchase order resulting from this RFP will include these terms, the RFP and its addenda, the applicable annual specifications, the Vendor’s accepted proposal, the State of South Dakota Vendor Manual, and any written modifications accepted by the ... |
| 2.1 Term and Renewal: The initial term begins October 1, 2026, and ends September 30, 2027. The State may offer up to two additional one-year renewals. The State will provide written notice of its intent to renew at least 90 days before expiration, an... |
| Each annual project will be authorized by purchase order. Renewal is subject to satisfactory performance, continued need, available funding, and agreement on the annual specifications, quantities, schedule, and price. The contract will not renew autom... |
| 2.2 Vendor Responsibilities: The Vendor shall provide all paper, materials, proofs, printing, binding, trimming, packaging, palletization, transportation, delivery, documentation, and corrective work required by the RFP and applicable annual specific... |
| 2.3 Price and Payment: The purchase order price is firm and fixed unless modified in writing by the State and includes all costs required to complete the project. The Vendor may invoice after completing all required deliveries and submitting the requi... |
| The State may withhold or dispute amounts associated with rejected goods, incomplete performance, liquidated damages, price reductions, excess costs, credits, or other amounts due under the purchase order. |
| 2.4 Availability of Funds: The contract depends upon the continued availability of appropriated funds and expenditure authority. If funds or authority become unavailable, the State may terminate the contract without default or liability for future per... |
| 2.5 Insurance: The Vendor shall maintain commercial general liability insurance, including products and completed operations, with limits of at least $1,000,000 per occurrence and $2,000,000 aggregate; automobile liability insurance with a limit of at... |
| 2.6 Indemnification: The Vendor shall indemnify and hold harmless the State of South Dakota, its officers, agents, and employees from claims, damages, liabilities, and expenses arising from the Vendor’s goods, performance, negligence, wrongful acts, o... |
| 2.7 Delivery, F.O.B. Destination, and Risk of Loss: Delivery dates and windows are material requirements, and time is of the essence. Any extension must be approved in writing by the State. The Vendor shall promptly notify the State of any circumstanc... |
| All deliveries are F.O.B. destination. The Vendor is responsible for packaging, loading, transportation, load securement, loss, damage, and redelivery. Title and risk of loss remain with the Vendor until the goods are accepted at the receiving location. |
| 2.8 Inspection, Rejection, and Acceptance: The State may inspect paper, proofs, samples, production records, packaging, pallets, and delivered goods. The State may reject nonconforming goods in whole or in part and require correction, reprinting, repl... |
| Receipt, payment, use, or distribution of the goods does not waive the State’s rights concerning latent defects or later-discovered nonconformance. |
| 2.9 Warranty: The Vendor warrants that all goods will be new, free from liens, and conform to the RFP, applicable annual specifications, approved proofs, first article, and accepted proposal. The goods must be free from defects in paper, materials, pr... |
| The Vendor shall promptly correct, reprint, replace, repackage, or redeliver defective or nonconforming goods at its expense. |
| 2.10 Liquidated Damages and Other Remedies: If the Vendor fails to meet either required delivery date identified in Appendix A, the State may assess liquidated damages of $1,000 per calendar day for each missed delivery milestone. Liquidated damages b... |
| For paper, print quality, packaging, excess weight, damaged goods, or other specification failures, the State may reject the goods, require correction or replacement, accept the goods with an agreed price reduction, or recover documented additional co... |
| 2.11 Default, Cover, and Deduction of Amounts: If the Vendor fails to deliver conforming goods on time or fails to cure a material deficiency, the State may obtain substitute goods or corrective work. The Vendor is responsible for the reasonable diffe... |
| After written notice, the State may deduct liquidated damages, agreed price reductions, excess costs, credits, and other amounts arising from the Vendor’s breach from any unpaid amount under the purchase order. |
| 2.12 Excusable Delay: The State may excuse a delay caused solely by an event beyond the Vendor’s reasonable control that could not have been prevented through reasonable planning. The Vendor must provide prompt written notice, supporting information, ... |
| Paper availability, subcontractor or carrier failure, equipment failure, labor shortages, and ordinary weather are not automatically excusable. |
| 2.13 Termination: The State may terminate the contract for convenience upon 30 days’ written notice. The State may terminate for cause, in whole or in part, if the Vendor fails to perform, fails to timely cure a material deficiency, becomes insolvent,... |
| Upon termination for convenience, the State is responsible only for conforming goods completed and accepted and reasonable, documented work in process specifically authorized by the State. Upon termination for cause, the State may reject goods, obtain... |
| 2.14 State Materials: All files, artwork, maps, photographs, text, proofs, and other materials supplied by or for the State and the private tourism association partners remain the property of the State or its licensors. The Vendor may use these materi... |
| 2.15 Assignment and Subcontractors: The Vendor may not assign the contract without the State’s prior written consent. The Vendor shall identify material printing, binding, finishing, and packaging subcontractors and may not replace a material producti... |
| Paper suppliers and common carriers do not require prior approval, but the Vendor remains fully responsible for their performance. |
| 2.16 Compliance with Laws: The Vendor shall comply with all applicable federal, state, and local laws, regulations, ordinances, permits, transportation requirements, and safety standards. |
| 2.17 Governing Law and Venue: The contract is governed by South Dakota law. Any lawsuit pertaining to or affecting the contract shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota. |
| 2.18 Contract Documents and Order of Precedence: If a conflict exists, the following order controls: |
| 1. Purchase order and written modifications |
| 2. RFP and addenda, including applicable annual specifications |
| 3. Accepted proposal, excluding unaccepted exceptions |
| 4. State of South Dakota Vendor Manual. |
| 2.19 No Double Recovery: The State will not recover liquidated damages and actual damages for the same harm. The State may pursue separate remedies for distinct harms, including late delivery, excess postage, damaged goods, repackaging, replacement pu... |
| 2.20 Records: The Vendor shall retain paper certifications, quality-control records, and shipping and delivery records until final acceptance and resolution of any outstanding claim or deficiency. The Vendor shall provide those records to the State up... |
| 3.0 SCOPE OF WORK |
| 7.0 COST PROPOSAL |
| APPENDIX A |
| 2027 SOUTH DAKOTA VACATION GUIDE PRINTING SPECIFICATIONS AND DELIVERY REQUIREMENTS |
| This Appendix contains the detailed printing specifications, quantities, paper requirements, proofing requirements, binding, packaging, delivery locations, delivery schedules, and related requirements for the 2027 South Dakota Vacation Guide. Appendix... |
| For any exercised option year, the State may issue updated annual specifications, quantities, schedules, delivery locations, and related requirements through the applicable purchase order or written modification. |
| Quantity: Total of 250,000 plus 1% max. |
| Size: 8” x 10.125”, trim size. |
| Configuration: Fold-out back cover, plus 244 text pages for body (see binding and packaging below). |
| Cover (Folded): 80# Cover, No. 2 Gloss Cover w/ Soft Touch Aqueous. - Spot coating only on outside front, back and spine cover portions (not on fold-in panel). - Spine copy will be included in design files. - There is an extension map page (7.75... |
| Body: 244-pages, 50# No. 4 Gloss Text. An example of the 2026 guide or photos of back cover fold can be sent out per request. The current guide is also available to view digitally at: https://www.travelsouthdakota.com/request-free-vacation-guide |
| Hard Proofs: To: Thad Friedeman, Travel South Dakota, 711 E. Wells Ave., Pierre, SD 57501 |
| Binding: Perfect binding. |
| Packaging: |
| A total of 250,000 guides shall be uniformly packed on skids using cardboard sheets, hardboard corner protection, pallet wrap, flat wood boards on top, and metal banding. Full skids should contain approximately 2,160 guides, with partial skids permitt... |
| Guides must be packed securely to prevent shifting or damage during shipment. Banding must not leave visible marks or damage the guides. Skids may not exceed 40 inches in total height, including the skid. |
| Shipping & Delivery: All delivery costs to be included in vendor pricing. Midstates Group 4820 Capital Ave NE Aberdeen SD 57401 Contact: Taylor Wensmann | 605-216-7395 |
| Delivery Dates: 75,000 delivered by Jan. 6, 2027. Remaining 175,000 to be delivered by Jan. 29, 2027. |
| Project Contact: Following award, the Vendor may direct project specific questions regarding files, proofs, printing specifications, production, packaging, and delivery to Thad Friedeman at Thad.Friedeman@TravelSouthDakota.com or 605-773-5329. |
File details come from the government source that posted it. Updated .