Addendum 1 RFP55-080626_UCOMM and Enrollment Mgmt. Printing and Fulfillment Serv.-Quest.& Ans.-Add. Updates.pdf

ADDENDUM #1: RFP55-080626_UCOMM and Enrollment Mgmt. Printing and Fulfillment Serv.-

Questions & Sample Address

STATE OF NORTH CAROLINA

Appalachian State University

Refer ALL Inquiries regarding this RFP to:

Lori Brown Email: brownlg2@appstate.edu

PH: 828-262-8130

Request For Proposal # RFP55-080626

Bids will be publicly opened: Sept. 02, 2026 @ 2:00 pm

Contract Type: Open Market Commodity Description: UCOMM and Enrollment Mgmt. Printing and Fullfillment Serv.

Using Agency: Appalachian State University

This addendum is issued to:

RFP55-080626_UCOMM and Enrollment Mgmt. Printing and Fulfillment Serv.-Quest.& Ans.- Add. & Updates:

Please send all Vendor Samples to either one of the following Addresses by Sept.2, 2026 (the bid submittal Date):

Mailing address:

Box 32153 Boone, NC 28608

Location:

224 Joyce Lawrence Lane Anne Belk Hall, Room 143D Boone, NC 2860

Questions and Answers:

RFP

Section / page #

Question

Specification s, pp. 19–24:

Please provide the University’s total spend during the most recent 12-month period for the printing, fulfillment, storage, mailing, and related services represented by this RFP, excluding postage. If available, please also provide the most recent annual spend by project or service category. The RFP that was previously in place was approved 5 years ago and that information is not relevant/pretinent to this RFP - we are looking for a quote specific to this RFP.

Specifications,

pp. 21–24:

Are the quantities provided for the Viewbook, Junior Splash Brochure, Postcards, Travel Brochure, and Admitted Student Packet representative of actual historical annual volumes, or are they primarily quantities provided for pricing comparison? If available, please provide the most recent annual quantities by project.

These are historical volumes. The mid and high quantities vary depending on our strategic direction in a particular year. The lower quantities usUally account for reprints, as needed.

Specifications,

pp. 19–24:

Are the services included in this RFP currently being performed under an existing contract? If so, please provide the current contract number, incumbent vendor name, and/or the location of the most recent publicly available award or bid tabulation. The Services for the RFP that was previously in place was approved 5 years ago and that information is not relevant/pertinent to this RFP - we are looking for a quote specific to this RFP

Attachment I – Specifications,

p. 20:

The RFP states, “If unable to provide services specified – please adjust or substitute as necessary.” May a vendor submit a proposal for selected projects or service categories rather than all projects described in Attachment I without the proposal being considered nonresponsive?

We are looking for a vendor who can handle all the printing and fulfillment Services for App State as stated in the RFP.

Admitted Student Packet,

pp. 23–24:

May specialty components of the Admitted Student Packet, including the pocket folder, kiss-cut sticker sheet, and custom 10" × 13" window envelope, be sourced from qualified subcontractors by the prime contractor, provided the prime contractor retains responsibility for overall quality, fulfillment, delivery, and contract performance? Yes

Mailing and Postage, pp.

21–23

The specifications state that App State’s nonprofit bulk permit will primarily be used, while vendor indicia may be required as needed. Approximately how frequently, or under what circumstances, has the vendor historically been required to use its own permit and advance postage? The vendor using their own permit and advance postage is very rare (once or twice a year, if any).

Portal, p. 20: Please clarify the expected functionality of the vendor portal. Is the requirement limited to project-status tracking and review of art files and mailing lists, or should the portal also provide functionality such as ordering, proof approval, inventory reporting, dashboards, or user access controls?

At a minimum, the portal should include project-status and review of art files. Ideally it would also include inventory reporting and proof approval.

Additional Recruitment Materials, p. 24

The RFP requests physical examples of printed recruitment pieces. Must these samples be received by Appalachian State University by the September 2 proposal deadline, or may they be shipped separately by that date? Is there a preferred number or type of samples?

No preferred number or type of samples. Samples can ship separately but need to be received shortly after the Sept. 2nd bid submittal date.

page #

Question

Timeline / Viewbook Fulfillment, pp.

19 & 21:

The RFP states that most projects require a 12-business-day turnaround from final art to product in hand, while the Viewbook requires mailing batches to be processed and dropped within five business days after receipt of the address file. Should vendors assume that the printed Viewbook inventory will already have been produced and stored prior to receipt of each mailing list?

Yes, we plan to print total quantities at one time with batches pulling from stored inventory.

General Specification Guidelines / Product Specifications,

pp. 19, 21 & 23:

Where specifications identify 100# Velvet Text, 100# Velvet Cover, or similar named stocks, will the University accept commercially equivalent stocks provided the proposed stock is clearly identified and meets the University’s quality requirements? Yes

Would the state be able to select multiple vendors if it is more cost effective to print certain items than others?

We are looking for a vendor who can handle all the printing and fulfillment Services for APP State as stated in the RFP.

RFP Section 2, Page No.5

What are the strategic initiatives Appalachian State University is looking to achieve through this RFP? Support for our Student Accounts department during peak call volume periods

On Example1:

The viewbook , How many mailings would you have and the quantity of each. On Example 5:

Admitted Students Packet, Is the pocket folder a standard 9 x 12 with 2-4" Pockets and do you require business card slits. (If you have a die line or sample that would be helpful) The sticker Sheet, how many designs does it have?

The frequency depends on when we have new addresses to mail to. For the Viewbook, we anticipate 1-2 mailings only.

You can find an example template for the Admitted Student pocket folder here:

https://drive.google.com/file/d/1bmEzuxFScZ8of3MSrUBDDfh5EB5O5o7b/view?usp=drive _link

The 2025 sticker sheet has eight designs:

https://drive.google.com/file/d/1lSNYO6YkxL4lB3Fcgm3hJQCIceXBhDuN/view?usp=drive _link.

Design will be updated slightly this year.

page #

Question

RFP Section

1.1 / Attachment I

Contract Term and Pricing: The RFP contemplates a five-year contract and acknowledges that paper may change based on market pricing and availability. Please clarify whether contract pricing may be adjusted during the five-year term to reflect changes in paper, materials, labor, freight, postage-related processing costs, or other production inputs. If adjustments are permitted, please identify the frequency, required documentation, applicable index or methodology, and approval process. Yes, contract pricing may be adjusted during the five-year term to reflect changes in paper, materials, labor, freight, postage-related processing costs, or other production inputs. An updated quote will be required.

Can vendors submit a proposal for only one portion of the RFP, or is the intent for the entire project to be awarded to a single vendor?

We are looking for a vendor who can handle all the printing and fulfillment Services for APP State as stated in the RFP.

General Requirement s Example 1 Viewbook, Can we substitute the Velvet Cover and Text with Dull (Flo or similar)? Yes

Section General Requirement s Part 1 Pocket Folder pages 21 and 22

Can we get a die-line of the pocket folder to evaluate the fold/glue information? Is it one or two 4" pockets for the pocket folder located at the bottom?

You can find an example template for the Admitted Student pocket folder here:

https://drive.google.com/file/d/1bmEzuxFScZ8of3MSrUBDDfh5EB5O5o7b/view?usp=drive _link

Section General Requirement s Part 2 Admission Decision Letterhead

Is the body of the letter variable data or just the address and salutation? Most often, just the address and saluation. On occassion, we include variable data in the body of the letter.

Section General Requirement s Part 2 Admission Decision Letterhead, Is any 100 lb Uncoated Text acceptable? (i.e. Smooth Offset) Yes

Section General Requirement s Part 4

Can you provide the label size? No Preference page #

Question

Sticker Sheet, page

Section General Requirement s Part 4 Sticker Sheet, page

How many labels per 5.5 x 8.5" sheet? The 2025 sticker sheet has eight designs:

https://drive.google.com/file/d/1lSNYO6YkxL4lB3Fcgm3hJQCIceXBhDuN/view?usp=drive _link

Design will be updated slightly this year.

Section General Requirement s Example 3 Postcards, Are the quantities listed all 1 version? If not, can we get a breakdown of the print versions.

Quantities represent multiple designs. We print 4-6 postcards that add up to those total quantities.