ESBD_451375_1757004149535_RFP 26-02 Printing Services.pdf

RFP 26-02 Printing Services 1

REQUEST FOR PROPOSALS (RFP) #26-02

Printing Services

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

September 4, 2025 RFP issued.

September 12, 2025

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

September 16, 2025 Issuance of final addendum, if necessary.

September 24, 2025

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

November / December Recommendation of award and approval to enter into contract.

Award will be announced after approval received.

E-Bidding Website: IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Kimberly Adams, Buyer 281-991-2614 kimberly.adams@sjcd.edu https://sanjac.ionwave.net/ mailto:kimberly.adams@sjcd.edu

RFP 26-02 Printing Services 2

SCOPE OF WORK

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide printing services for collaterals, signs, banners, and any other related items to the San Jacinto Community College District (“SJCCD” or “College”).

SJCCD reserves the right to select one or more companies based on the best value, as determined by SJCCD, overall response(s) submitted to the College, with consideration given to proposals that best meet the desired scope of work and specifications set forth in this request for proposals.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

This scope of work covers the requirements to provide SJCCD with printing services, which shall include, but is not limited to the following:

2. Services

Awarded contractors shall adhere to all graphic standards established by the SJCCD Marketing department. No variances will be allowed except under rare circumstances, which must be transmitted in writing. See link: https://www.sanjac.edu/information-for/business-partners/doing-business-with-san-jac/brand-standards.

Contractor must offer turnkey mailing services including processing and bundling bulk mail with delivery to post office.

3. Specifications

Below are possible print project scenarios the College intends to procure. Other types and quantities (QTY) of print projects may be requested by the College.

House sheet requirements are: high brightness of 90+; gloss, silk, and matte finishes.

Collaterals

1. Booklet

• 11 in. x 17 in. flat; 11 in. x 8.5 in. finished;

• 20 pages;

• 4/4 color process (cp);

• Saddle-stitch;

• 100# velvet or satin book with self-cover;

• Bleeds are full on cover and 0.25 on inside

• QTY: 100; 250; 500; 1,000, 2,500; 20,000

https://www.sanjac.edu/information-for/business-partners/doing-business-with-san-jac/brand-standards https://www.sanjac.edu/information-for/business-partners/doing-business-with-san-jac/brand-standards

RFP 26-02 Printing Services 3

2. Postcard

• 10 in. x 6 in. flat and finished;

• 4/4 color process;

• Full bleeds;

• (4/4 indicates it’s double-sided)100# velvet or satin cover

• QTY: 100; 250; 500; 1,000; 2,500; 20,000

3. Trifold Brochure

• 8.5 in. x 11 in. flat; 8.5 in. x 7.4 in. fold; 8.5 in. x 3.67 in. finished;

• 4/4 color process;

• 0.50 bleeds;

• 80# velvet cover with aqueous coating;

• Letter fold;

• QTY: 100; 250; 500; 1,000; 2,500; 5,000

4. Pocket Folder

• 18 in. x 12 in. flat; 9 in. x 12 in. finished;

• 2 pockets at 4 in. tall glued on outside with 4 slits for two business cards;

• 4/4 color process;

• Full bleeds;

• 100# velvet or satin cover.

• QTY: 100, 250; 500; 1,000; 2,500

5. Rack Card

• 3.637”W x 8.5”H, flat and finished

• 4/4 color process;

• Full bleeds;

• 100# velvet cover with AQ

• QTY: 100, 250; 500; 1,000; 2,500, 5,000

6. Flyer – double-sided

• 8.5”W x 11”H

• 4/4 color process or digital

• Full bleeds

• 80# book

• QTY: 100; 250; 500; 1,000; 2,500

7. Flyer – single-sided

• 8.5”W x 11”H

• 4/0 color process or digital

• Full bleeds

• 80# book

• QTY: 100; 250; 500; 1,000; 2,500

RFP 26-02 Printing Services 4

Posters

8. Poster - Small

• 11 in. x 17 in. flat and finished;

• Full bleeds;

• 100# gloss book;

• 4 / 0 color process

• QTY: 25, 50; 100; 150; 200, 350

9. Poster - Large

• 24 in. x 36 in. flat and finished;

• full bleeds;

• 4 / 0 color process

• 100# velvet or satin book

• QTY: 25, 50; 100; 150; 200

10. Poster - Digital Color Print on Poster Paper, Glossy

• 18 in. x 24 in.

• 24 in. x 36 in.

• QTY - 1

11. Foam Board - Digital Color Print on 3/16 in. Rigid

• 11 in. x 17 in.

• 18 in. x 36 in.

• 24 in. x 36 in.

• 36 in. x 48 in.

Signs and Banners

12. Pop Up Fabric Wall Display Banner with Hardware

• For use as press conference and trade show backdrop

• Duo Virage 3x3 straight pop-up fabric wall banner OR EQUAL quality display

(please specify model)

• Frame Dimensions: 88.6 in. W x 88.2 in. H

• Full color custom printed dye sublimation

• Knitted polyester fabric, with 2 in. Velcro attachment strips

• Front print with side panels

• Metal locking brackets, not plastic

• QTY - 1 of same image

13. Fabric Wall Display Replacement Banner for Duo Virage 3x3 Straight Pop-up Wall

Display OR EQUAL quality display (please specify model)

• Frame Dimensions: 88.6 in. W x 88.2 in. H

• Full color custom printed dye sublimation

• Knitted polyester fabric with 2 in. Velcro attachment strips

RFP 26-02 Printing Services 5

14. Case for Pop Up Fabric Display - Duo soft fabric transport case, model TRB015 w/wheels OR EQUAL quality case.

15. Reusable, Retractable Banner Stand

• Duo brand set model OR EQUAL quality stand (please specify model)

• Single sided

• Telescopic adjustable pole

• Chrome/silver

• 90 in. H x 31.5 in. W

• Lifetime warranty

• Central core must be aluminum, not plastic

• Padded nylon carrying bag

16. Replacement Banner Graphic for Reusable, Retractable Banner Stand

• 84.5 in. H x 31.5 in. W

• Single sided

• Dye sub fabric

• Ink: solvent ink

• Price should include loading banner into reusable stand

• Top and bottom connector strips for stand

17. Small Retractable Table Top Banner with Carrying Case

• 11.75 in. W x 21 in. H or similar measurements

18. Large Retractable Table Top Banner with Carrying Case

• 47 in. x 40 in. or similar measurements with narrow base

19. Hanging Banner

• 36 in. H x 120 in. W

• Single sided

• Media: 10 oz. scrim vinyl

• Ink: solvent ink

• Sewn edges on two sides

• Reinforced grommets on all sides for hanging

20. Yard Signs

• 24 in. W x 18 in. H, printed on 4mm coroplast, double-sided, one-color spot printing

• Wire H Frame Yard Sign

• QTY – 1, 5, 10 of same image

21. Yard Signs

• 24 in. W x 18 in. H, printed on 4mm coroplast, double-sided, full-color process

• Wire H Frame Yard Sign

RFP 26-02 Printing Services 6

• QTY – 1, 5, 10 of same image

22. Yard Signs

• Contour-cut arrows attached with Velcro to each sign (2 arrows for each sign - one for each side)

• QTY – 2, 10, 20 of same file

4. Artwork and Graphics

4.1. The College’s Marketing department supports Apple OSX Macintosh computer system and generates artwork for the various departments in Adobe Creative Cloud programs.

4.2. The College’s core PMS colors are Blue 2945 and Yellow 123 for spot color projects.

4.3. All artwork/graphics shall be provided by the College’s Marketing department.

4.4. All artwork/graphics provided by the College will come print ready, including correct print size with marks for cutting to finish size.

4.5. The College shall transfer print-ready digital files in .INDD, .AI, and/or PDF format to the contractor’s FTP site or software portal.

4.6. Contractor shall provide an FTP or portal for file transfer.

4.7. Contractor shall be responsible for acceptance of all print-ready artwork.

4.8. Contractor shall provide clearly delineated print requirements or templates when needed, such as pocket folders.

4.9. Contractor artwork may be required, as needed, and will be charged per the half hour.

4.10. Any deviations from these specifications shall clearly be communicated for approval, in writing, within one (1) business day of receipt of an individual project quote request.

4.11. Contractor shall supply hard proofs or PDF proofs within one (1) business day for all collateral items at no additional charge. The College reserves the right to request hard proofs.

5. Ordering and Invoicing

5.1. Contractor shall use the College’s Quote Information Form – Attachment B when pricing each individual project. Exception is made if using flat price quotes from this RFP for designated projects.

RFP 26-02 Printing Services 7

5.2. Contractor’s quote shall state all information that is provided on the Quote

Information Form.

5.3. Contractor’s quote shall be returned to the College within one (1) business day.

5.4. Total production pricing, including delivery/handling charges, shall be included in each quote.

5.5. Contractor shall not process an order without receiving an approved and signed SJCCD purchase order (PO). SJCCD shall not be responsible for orders placed without a PO.

5.6. Contractor’s invoices must reference the applicable project number and Purchase

Order number (to be provided by the College).

5.7. Contractor shall deliver each invoice electronically via e-mail to the Accounts Payable department (accounts.payable@sjcd.edu). The College’s Marketing department project number for each project shall be entered as the subject of any e-mails and shall be listed on the corresponding invoice(s).

5.8. Up to 1% over print quantity shall be accepted on an invoice. Shortages will not be accepted.

6. Delivery

6.1. Contractor shall complete and deliver each project within five (5) to seven (7) business days of receipt of files. If this is not possible for a project, the contractor shall provide the College Marketing department with the proposed delivery turnaround time, in writing. The Marketing department, in return, shall provide written approval if the proposed date is approved. Some projects may be sent and ganged together for printing.

6.2. Delivery shall be made FOB destination, to the College’s Location as specified on the order.

6.3. Contractor shall deliver each project when printing is complete, unless the College requests short-term storage. On occasion, contractor will need to provide storage of printed materials for up to one month.

6.4. Contractor shall deliver each project upon completion and shall coordinate delivery time with the client prior to delivery. Shipping time should align with what was stated in proposal as the typical shipping and delivery time to the Houston metro area.

6.5. Contractor shall deliver all completed projects to the specified College location via company vehicle or third-party couriers (i.e. hot shot, etc.).

6.6. Packaged orders shall not exceed 30 lbs. per box.

mailto:accounts.payable@sjcd.edu

RFP 26-02 Printing Services 8

6.7. Contractor may be required to split the delivery of completed projects among the locations listed below in section 6.

7. College Locations

7.1. District Offices – 4624 Fairmont Parkway, Pasadena, TX 77504

7.2. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

7.3. North Campus – 5800 Uvalde, Houston, TX 77049

7.4. South Campus – 13735 Beamer Road, Houston, TX 77089

7.5. Maritime – 3700 Old Hwy 146, La Porte, TX 77571

7.6. Generation Park Campus – 13455 Lockwood Rd., Houston, TX 77044

7.7. Edge Center – 13150 Space Center Blvd., Houston, TX 77059

SCHEDULE DELIVERY ACCEPTANCE TIMES

Academic school year schedule (mid Aug – mid May)

Maintenance Departments – all campuses

7 a.m. – 3 p.m.

Monday through Friday

Summer schedule (mid May – mid Aug)

Maintenance Departments – all campuses

7 a.m. – 3 p.m.

Monday through Thursday 8 a.m. - 12 p.m. on Fridays

8. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

9. Pricing

9.1. Firm Pricing

9.1.1. Respondent shall propose firm net pricing for the term of the solicitation with discounts marked.

9.1.2. Prices must be stated in units of quantity specified in solicitation requirements. In case of a discrepancy in computing the amount of the response, the unit price quoted will govern.

9.1.3. SJCCD is a tax-exempt entity:

RFP 26-02 Printing Services 9

9.1.3.1. It is the respondent's responsibility to be familiar with applicable tax implications and the respondent shall be liable for all such costs associated with their response.

9.1.3.2. SJCCD reserves the right to purchase or compare pricing available, or made available from, cooperative purchasing agreements and other governmental contracts.

9.2. Pricing Adjustments

9.2.1. Adjustments made to resulting pricing must meet the following conditions:

9.2.1.1. Prices must be held firmly for the first term of the awarded contract, after which a price adjustment may be requested.

9.2.1.2. All price adjustment requests must be based upon product cost ONLY and documentation of the price increase is required as outlined in Section 7.2.1.

9.2.1.3. Awarded contractor must provide SJCCD Purchasing Department with a written price adjustment request a minimum of 30 days before the contract renewal.

9.2.1.4. For any contract renewal in which a price adjustment is requested, the renewal year pricing will be determined by adjusting the current year pricing by the average inflationary/deflationary effect, as reported in the Consumer Price Index of Urban Wage Earners and Clerical Workers (CPI-W) for Houston, Texas, between the current or prior year as compared to the year preceding the current or prior year of the contract. The CPI-W, as published by the U.S. Bureau of Labor Statistics (BLS), is a measure, over time, of the average change in the compensation of urban wage earners and clerical workers. See Attachment A

– CPI-W Based Price Adjustment Calculations for more details.

9.2.1.5. SJCCD reserves the right to accept or reject any price adjustment requests.

A rejection of a price adjustment may result in the termination of any agreement, contract, purchase order, or other agreement without fault or obligation.

9.2.2. Tariff-Based Price Adjustments

9.2.2.1. Not discarding the foregoing statements above, SJCCD recognizes the imposition of tariffs or trade restrictions may impact the suppliers’ ability to maintain pricing.

9.2.2.2. Suppliers may notify SJCCD of the impact, supported by credible cost data.

Credible cost data would include documentation as follows:

• Copy of the official tariff schedule or notice (E.G., from the U.S.

International Trade Commission, or Customs and Border Protection (CBP)).

• Federal Register notice showing the imposition of the tariff with effective dates and Harmonized Tariff Schedule (HTS codes) including reference to the HTS code for the product.

9.2.2.3. SJCCD reserves the right to request the following as evidence of payment of tariffs:

• https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501 (Entry Summary): This shows tariff duties paid upon entry to the U.S.

• Commercial invoice showing the importation of goods and/or bill of lading or shipping documents indicating international sourcing, the duty or tariff https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.usitc.gov%2Fgeneral_information.htm&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094598172%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=qEllJvpc9aNCZ76WmTGw8LgXAU%2BigeYSEjWmZgmPgZU%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cbp.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094613216%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ekjHPEEwJu4K5pRthMPDqoRgjTJwHqhzIpp8dOD83K4%3D&reserved=0 https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhts.usitc.gov%2F&data=05%7C02%7CGenevieve.scholes%40sjcd.edu%7C7b36f2b03b894fe1852f08dd83fa090c%7C514efd408efe4f15819f34e56acf1562%7C0%7C0%7C638811832094628051%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=FDwO2ZxKK39VfohncUhdZJgmOWRukNJ9ZzeZYbCODAg%3D&reserved=0 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501 https://www.cbp.gov/trade/programs-administration/entry-summary/cbp-form-7501

RFP 26-02 Printing Services 10 amounts listed, and/or supplier name as importer of record or a third-party custom broker.

9.2.2.4. SJCCD will engage in good-faith negotiations to consider price modifications, substitute goods, or alternative sourcing arrangements, with the goal of minimizing disruption to public services and maintaining the continuity of supply.

10. Special Requirements

10.1. All contractors, subcontractors or company representatives working at any College property or College facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times.

Failure to comply with this requirement could result in removal from the campus until corrected.

11. Contract Term

11.1. The contract term, if any, for contract(s) awarded from this solicitation will be one (1) year with renewal options of four (4) one-year time periods, based on the same terms and conditions with future pricing revised according to the attachment titled CPI-W Based Price Adjustment Calculations, and subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

RFP 26-02 Printing Services 11

EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications and Experience of Firm and Personnel 15

Section 2: Scope Understanding, Approach, and Management 20

Section 3: Samples 15

Section 4: References 10

Section 5: Exceptions to Terms and Conditions 5

Section 6: Price Proposal* 35

Total 100

* The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals;

however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 2: Scope Understanding, Approach, and Management.

RFP 26-02 Printing Services 12

PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

Written Proposal:

Written Proposal shall be submitted as a Response Attachment in IonWave and shall include responses to Section 1 – 2. Written Proposals shall be a single PDF document with a maximum of twenty (20) pages (numbered 1-20). Sections must be in order and clearly labeled as outlined below.

Include a coversheet that includes your firm’s name, representative, and contact information.

Coversheet does not count towards the 20-page limit.

1. Qualifications and Experience of Firm and Personnel

1.1. Include a description of the firm including firm’s history and size. Provide information regarding how long the proposer has provided the services requested in this RFP. Are you located in Houston, TX. Are all your print projects printed in Houston? If not, where are your printing locations and where is your main office / company headquarters?

1.2. Describe previous experience with SJCCD or other public entities and/or colleges.

Include how many public entities and/or college accounts are in your current client base. Did your company perform satisfactorily to the terms and conditions of the last award given to your company? Were there any discrepancies, issues or complaints reported concerning your organization’s performance?

1.3. Identify the key staff members who will be assigned to the College, including their respective responsibilities for this project. If personnel substitutions are contemplated on a contingency basis, they should also be identified.

1.4. Address customer service strategies for delivering a high level of customer service and handling customer complaints. Describe how your organization handles complaints, comments, or suggestions received.

2. Scope Understanding, Approach, and Management

2.1. Describe how your product/services meet the scope and specifications listed in this

RFP. Address any variances between your proposal and the scope/specifications.

2.2. Provide an inventory list that includes:

Print press equipment (offset and digital) Age of each piece of equipment What can be printed on each piece of equipment, including maximum size Benefits each piece of equipment can provide

RFP 26-02 Printing Services 13

2.3. What are your paper inventory levels?

2.4. Please list your house sheets.

2.5. How do you receive artwork files?

2.6. How do you handle pre-flighting? Do you use a portal software or equivalent?

Provide details.

2.7. If you use file transfer protocol (FTP), will there be any additional charges if changes are required? Provide details.

2.8. List services that you outsource such as banners, perfect/coil binding, die cutting, UV coating, foil stamping, color mixing, embossing, etc.

2.9. Explain how your firm determines priorities among clients when time is crucial for jobs.

2.10. What is the standard turnaround time on a quote request?

2.11. Does your firm have the ability to operate on a 24/7 schedule? Do you currently operate a 24-hour schedule? Do you print on weekends?

2.12. Provide details on your production schedule. Is there a minimum order requirement? If so, what is the minimum?

2.13. Per the Scope of Work, Section 4 Delivery Requirements, the College’s delivery terms are FOB destination. Please confirm your acceptance of these terms, or if you do not accept these terms, please provide your delivery/shipping acceptance policy.

2.14. Provide details on your delivery service, including the shipping companies or third-party vendors you use. If you use a third-party shipping company, what is the typical shipping and delivery time to the Houston metro area?

2.15. Is your firm United States Postal Service (USPS) full service certified? Describe your in-house mail processing capabilities.

2.16. Do you offer any storage/inventory services? If so, please explain.

RFP 26-02 Printing Services 14

3. Samples

Proposers shall provide print samples for evaluation purposes, which include at least a booklet, trifold brochure, rack card, pocket folder, poster or postcard. Samples shall be submitted as follows:

3.1. One (1) set of samples shall be mailed to the College, as outlined below, received no later than COB Monday, September 22, 2025. Samples will not be returned to proposers.

Print samples should be shipped to the following address:

San Jacinto College – District Office 4624 Fairmont Parkway, Suite 210 Pasadena, TX 77504 Attn: Mary Hind, 281-459-5421

Outside of the packaging must be clearly labeled using the Shipping Label for RFP 26-02 – Attachment C provided in the Attachments tab.

3.2. A digital/PDF copy of mailed Samples shall be included as a Response Attachment.

4. References

Include references in the Attributes tab in IonWave for the following:

4.1 The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

4.2 All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

5. Exceptions to Terms and Conditions

If applicable, submit the following as a separate Response Attachment in IonWave:

5.1 An exception includes any addition, deletion, or other modification to the scope, specifications, and/or sample contract. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to this RFP. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, RFP 26-02 Printing Services 15 and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

5.2 The College’s evaluation of submitted exceptions will address the quantity of exceptions, type of exceptions, and justification(s) for exceptions. Fewer exceptions and/or exceptions with a lower risk to the College, if accepted, will equate to a higher score.

5.3 Any exceptions not explicitly stated may not be considered during contract negotiations, if any. The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

6. Price Proposal

Submit the following as separate Response Attachments in IonWave:

Required: Upload RFP 26-02 Pricing Attachment

Optional: Upload Additional Costs Not Included in RFP 26-02 Pricing Attachment, if needed, to provide details of any costs not listed in the Line Items section. List any value-added services your company provides, such as training and maintenance. If these services are not included in the price proposal, clearly indicate the respective fees for these additional services. Any costs not explicitly stated in a proposal response shall not be charged to the College.

RFP 26-02 Printing Services 16

List of Response Attachments:

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

Document Naming Standards: Use the following naming standards before uploading documents to IonWave. Failure to use proper Document Naming Standings could result in errors in evaluating your proposal:

• Document Naming Standards: Your Firm’s Name, Document Type (as listed below), RFP#

• Example: Sample Company ABC, Written Proposal, RFP 26-02

Include the following documents in the Response Attachments tab in IonWave.

1. Written Proposal

2. PDF of Mailed Print Samples

3. RFP 26-02 Pricing Attachment

4. Conflict of Interest form

5. Proof of Insurance Requirements

6. Federal Vendor Certification Form

7. Exceptions to Terms and Conditions (optional)

8. Additional Costs Not Included in RFP 26-02 Pricing Attachment (optional)