Addendum_1_ITB_2026-09_.pdf
PDF 152 KB Posted
- Attached to
- Graduation Diplomas and Supplies
- Solicitation number
- ITB 2026-09
- Issued by
- Florida
About this file
This addendum, issued September 5, 2025, modifies ITB 2026-09 for Graduation Diplomas and Supplies from Valencia College in Florida. The solicitation seeks a single contractor to provide graduation diplomas and related supplies, though Valencia reserves the right to make multiple contractor awards if deemed in its best interest. The addendum clarifies key service requirements including delivery timelines: on-demand printing for individuals within five business days, small orders (2-25 units) within ten business days, and larger orders (26+ units) within thirty business days. Digital diplomas and certificates are required, with Valencia expressing preference for features including secure online storage and sharing capabilities, adherence to industry-standard security protocols, and administrative ability to revoke or revise certificates after issuance. Product samples are required for consideration. The addendum emphasizes that bidders must submit any exceptions or proposed deviations from mandatory requirements using Exhibit M with their initial proposal submission; exceptions cannot be submitted after bid submittal and will not be considered.
The addendum also revises Section 2.8 concerning conformance to solicitation requirements, requiring bidders to complete Exhibit M to request amendments to mandatory requirements rather than submitting separate waiver requests. The document addresses contractor responsibilities for diploma proofing, clarifying that contractors verify information matches college-provided lists while customers bear responsibility for preventing typographical errors in submitted content. Valencia College indicated flexibility in on-demand printing timelines through mutual agreement between contractor and college, though bulk order delivery deadlines are non-negotiable. The addendum clarifies that responses to the Scope of Services (RFP 1.4) are addressed within the Bidder Minimum Requirements section (RFP 1.3.c), and all prospective bidders must acknowledge receipt of this addendum in their submittal to avoid disqualification.
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ITB 2026-09, Graduation Diplomas and Supplies
Date: September 5, 2025
To: PROSPECTIVE RESPONDENTS AND ALL OTHERS CONCERNED
From: César Colón, Assistant Director of Procurement
Subject: ITB 2026-09, Graduation Diplomas and Supplies
ADDENDUM #1
The information included in this Addendum revises, clarifies, or supplements the specifications and other provisions of the solicitation documents and is considered part and parcel to the subject ITB 2026-09 package.
Change in wording Section 2.8
Section 2.8, CONFORMANCE TO SOLICITATION second and third paragraphs have been changed.
From:
If a Bidder desires to submit a Bid which, if selected by the College, would require the College to waive, alter or omit a material, mandatory requirement set forth in this Solicitation, the Bidder must first submit a request in writing to the College asking the College to amend the requirement(s) of this Solicitation in the same manner provided for the submission of written questions by Bidders provided in the section of this Solicitation entitled Questions Regarding Solicitation Process. If the College, in its discretion, agrees to amend, alter, or waive the requirement, the College will issue a notice to all prospective Bidders of the change in the form of a written addendum.
Please note, the College is not asking the Bidders to send in their Bids before the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Bid.
To:
If a Bidder desires to submit a Bid which, if selected by the College, would require the College to waive, alter, or omit a material, mandatory requirement set forth in this Solicitation, and its Attachments, Exhibits, Drawings, Specifications, or any supporting documentation pertaining to this solicitation. The Bidder must complete Exhibit M, EXCEPTIONS, asking the College to amend the requirement(s) of this Solicitation. and/or any supporting documentation pertaining to this solicitation and submitted with the Firm’s bid/proposal.
Valencia College is not obligated to accept Firms proposed exception(s), and will attempt, in good faith, to negotiate exception(s) listed Exhibit M. Any proposed exception(s) requested after submittal of Firms bid/proposal may NOT be considered by Valencia College.
Questions & Answers posted in VendorLink as of September 5, 2025.
Q-1: The formatting information in RFP 3.2, Bid Submittal Layout, instructs bidders to respond to the Bidder Minimum Requirements (RFP 1.3) in Tab B of their proposals. However, the instructions do not mention if or where bidders should respond to the Scope of Services (RFP 1.4). Is a response to the Scope of Services required? If so, in which tab?
A-1: 1.3. “BIDDER MINIMUM REQUIREMENTS” addresses Scope of Services in 1.3.c.: “Bidder has adequately completed ALL documentation and adhered to all the requirements set forth in the Scope of Services.”
Q-2: What is the process to amend or provide exceptions to the General Terms and Conditions (Attachment 1)?
Specifically, will bidders be able to negotiate any contractual exceptions during the contract negotiations period, or does Valencia require that bidders submit any exceptions/redlines with their proposals?
A-2: See Exhibit M, “EXCEPTIONS” posted in VendorLink for procedure to submit exceptions. Also, see
Addendum 1 posted in VendorLink concerning changes made to section 2.8 of this Solicitation, ITB 2026-09.
Q-3: The RFP makes several mentions of diploma proofing (e.g., Section 1.4.C.6: “...proof for errors…” and
Section 1.4.C.8.c: “All charges involving proofing…”). Could you please clarify the expectations for this process? Our solution prints the data exactly as submitted by customers, so preventing typos or other textual errors is the customer’s responsibility.
A-3: Contractor would verify information on diploma shells, etc. matches the information from the list provided by the college. If typing error is on customer, we would carry the cost.
Q-4: Several delivery timelines are mentioned in the RFP (e.g., Section 1.4.A.4: “...provide on-demand printing within five (5) business days of request…” and Section 1.17: “Delivery of small orders…shall be delivered within ten (10) business days from the date of order”). For clarity, could you please provide the desired timelines for all order types? Additionally, could you elaborate on the difference between small orders and on-demand printing?
A-4:
• On-Demand (individuals) is 5 business days
• Small Order from 2-25 is 10 business days
• Larger Orders (26+) is 30 business days
Q-5: Does Valencia have any flexibility regarding the delivery timelines outlined in Sections 1.4.A.4 and 1.17, or are those requirements considered non-negotiable?
A-5: Per 1.4.A.4, “… SERVICE REQUIREMENTS”, (for individual, on-demand), we provide as an alternative “a time as mutually agreed upon between Contractor and the College,” which provides for some level of flexibility. Per 1.17, “DELIVERY”, delivery for large or small ‘bulk’ orders must be met.
Q-6: Digital diplomas/certificates are referenced in Sections 1.4.A.1 and 1.4.B.3.a. Is it important to Valencia that these digital credentials have any specific features? For example, enabling graduates to store and securely share their diplomas online; adhering to industry-standard security protocols; or allowing administrators to revoke or revise certificates after issuance?
A-6: Yes, these would all be welcome features.
All other terms and conditions and specifications of subject solicitation, remain unchanged. Failure to acknowledge receipt of this addendum in the submittal may result in disqualification of your response.
Any changes/updates to this solicitation will be posted in VendorLink as an Addendum. Please pay close attention to VendorLink email messages/notifications and/or Login to VendorLink periodically at: https://www.myvendorlink.com/external/login
César Colón, Assistant Director of Procurement Valencia College https://www.myvendorlink.com/external/login
ADDENDUM #1
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