ESBD_451376_1757004425640_RFP 26-03 Promotional Items.pdf

RFP 26-03 Promotional Items 1

REQUEST FOR PROPOSALS (RFP) #26-03

Promotional Items

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 26-03 Promotional Items 2

SCOPE OF WORK

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide promotional items, screen printed apparel, embroidered apparel/items, awards, trophies, 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

2.1. 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.

2.2. The SJCCD Marketing department supports Apple OSX Macintosh computer system to generate graphic and logo artwork. Print-ready digital files shall be emailed in EPS and PDF formats via email, ftp, or dropbox.com. Vendor shall be responsible for acceptance of all print-ready artwork. Art proofs sent to campus departments and Marketing shall be in PDF format. NOTE: All artwork must be approved by Marketing before production begins.

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

When employees order promotional items, those products should be in colors that closely resemble the College’s core PMS colors or in white.

2.4. Art proofs shall show how the artwork will look exactly on the item being ordered. This includes all apparel, promotional items, awards, trophies, etc.

2.5. Provide a broad line of products that appeal to a diverse population for College departments to choose from.

2.6. Maintain product catalogs and the Awarded Contractor’s website with current product selections and information.

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 26-03 Promotional Items 3

2.7. Support the individual departments with quality customer service; offer innovative product suggestions; produce pricing quotes; complete follow up on the project at hand; coordinate with the Marketing department; and ensure on-time delivery of products. Samples shall be provided upon request at no cost to the College.

2.8. The College prefers to have designated account representatives who are familiar with the institution’s graphic standards and will assist College departments with orders.

2.9. Maintain a digital library of the approved logos for ease of use. All art provided remains the sole copyrights of the College and cannot be reproduced, altered or distributed to outside sources. If a client requests any changes to the artwork or additional elements, the Awarded Contractor must consult with Marketing to ensure branding compliance.

2.10. The College shall not be charged future digitized charges for identical logos.

2.11. Awarded Contractor shall ensure and inspect quality of merchandise and artwork before product is delivered. All products shall be delivered to the designated office that places the order.

2.12. Honor all manufacturer warranties and be responsible for replacement and shipping costs on defective and/or inferior products.

2.13. Provide digital catalog with current published price lists. Proposals submitted without catalogs or price lists will not be considered. Digital catalogs shall clearly identify the Awarded Contractor’s name, address, telephone, email contact information and percentage discount off list for each catalog.

2.14. Contractor who uses an outside source for apparel or any other services are to submit the third party’s credentials and service capability within the Qualifications and Experience of Firm and Personnel Section.

2.15. The pricing discount offered shall remain in effect for one (1) year from date of award.

A request for any price increase shall only be considered after the following documentation is submitted to Contracts & Purchasing Services:

2.16. A current manufacturer’s catalog (digital preferred) clearly indicating the increased pricing along with the effective date of the price increase.

2.17. Soliciting business to College employees through mass employee emails is prohibited.

3. Ordering And Invoicing

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

Information Form.

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

RFP 26-03 Promotional Items 4

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

3.4. 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.

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

Order number (to be provided by the College).

3.6. Contractor shall deliver each invoice electronically via e-mail to the Accounts Payable department (accounts.payable@sjcd.edu).

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

4. Delivery Requirements

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

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

4.3. Contractor shall deliver each project upon completion and shall coordinate delivery time with the client prior to delivery.

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

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

4.6. Contractor may be required to split the delivery of completed projects among the locations listed below in section 5.

5. College Locations

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

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

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

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

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

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

5.7. Edge Center – 13150 Space Center Blvd., Houston, TX 77059 mailto:accounts.payable@sjcd.edu

RFP 26-03 Promotional Items 5

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

6. 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

7. Pricing

7.1. Firm Pricing

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

7.1.2. 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.

7.1.3. SJCCD is a tax-exempt entity:

7.1.3.1. 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.

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

7.2. Pricing Adjustments

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

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

7.2.1.2. 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.

RFP 26-03 Promotional Items 6

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

7.2.1.4. 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.

7.2.1.5. 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.

7.2.2. Tariff-Based Price Adjustments

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

7.2.2.2. 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.

7.2.2.3. 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 amounts listed, and/or supplier name as importer of record or a third-party custom broker.

7.2.2.4. 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.

8. Special Requirements

8.1. 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.

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RFP 26-03 Promotional Items 7

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

9. Contract Term

9.1. 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 26-03 Promotional Items 8

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 20

Section 2: Scope Understanding, Approach, and Management 25

Section 3: References 10

Section 4: Exceptions to Terms and Conditions 5

Section 5: Price Proposal* 40

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 26-03 Promotional Items 9

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.

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.

1.5. Do you offer online catalogs? If so, how often is it updated? Do you propose to set up a specific marketplace site for only SJCCD purchases?

1.6. What are the procedures for handling defective merchandise?

2. Scope Understanding, Approach, and Management

2.1. Describe how your product/services meets the scope and specifications listed in this RFP. Address any variances between your proposal and the scope/specifications.

2.2. Provide a link to your firm’s online catalog for all items related to this RFP. Provide log-in information, if necessary.

RFP 26-03 Promotional Items 10

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

2.4. Provide details on your delivery service, including the shipping companies or third party vendors you use.

2.5. 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.

2.6. Describe your return policy for both defective and non-defective merchandise.

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

2.8. Do you provide in-house apparel embroidery services? Do you provide in-house apparel screen printing services?

2.9. Is there a minimum order requirement?

2.10. Describe your warranty on labor and products. Include the extent of warranty, limitations on warranties, term of warranty, disclaimers and process.

3. References

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

3.1 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.

3.2 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.

4. Exceptions to Terms and Conditions

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

4.1 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 26-03 Promotional Items 11 and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

4.2 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.

4.3 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.

5. Price Proposal

Include pricing on the Line Items tab in IonWave for the following:

Line Item 1. Provide Discount off of list price of all online catalog items.

If multiple discounts apply, list your highest discount in this line item, and provide details in the Required Pricing Attachment noting all discounts for categories of items, as applicable.

Line Item 2. Provide additional fee for rush orders, if applicable.

Line Item 3. Provide sample shipping cost of a 30 lbs. box for delivery to the College’s Central

Campus, 8060 Spencer Hwy, Pasadena, Texas 77505.

Required Pricing Attachment: Provide details for all costs, including the following:

• Line Item 1: If multiple discounts apply for online catalog items, provide all discounts for categories of items, as applicable.

• Line Item 2: Include details regarding rush order fees, if applicable.

• Line Item 3: Provide your shipping cost(s) methodology for a variety of orders, as applicable to the requirements of this RFP.

• Provide details for any costs not listed in the Line Items section. Any costs not explicitly stated in a proposal response shall not be charged to the College.

The College reserves the right to consider pricing submitted through the Line Items, Line Notes, and Response Attachments.

RFP 26-03 Promotional Items 12

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. Conflict of Interest form

3. Line Item 1 Pricing Attachment

4. Line Item 2 Pricing Attachment

5. Line Item 3 Pricing Attachment

6. Proof of Insurance Requirements

7. Federal Vendor Certification Form

8. Exceptions to Terms and Conditions (optional)

9. Additional Costs Not Included in Pricing (optional)