M-06-27 Diploma Covers~1.pdf

Diploma Covers Bristol Community College

October 2026

Request for Proposal

M-06-27

Proposals Due November 2, 2026

777 Elsbree Street

Fall River, MA 02720 Phone: (508) 678-2811 Fax: (508) 730-3279

Issued October 13, 2026

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Table of Contents

A. Procurement Purpose ……………………………………….. Page 3 B. Tentative Schedule …………………………………………. Page 3 C. About Bristol Community College ……………….………… Page 3 D. Anticipated Contract Term ………………………………….. Pages 5 - 6 E. Inquiries …………………………………………..…………. Page 4 F. General Information …………………………….……….….. Pages 4 - 5 G. Unforeseen Office Closure……………………………..……. Page 5 H. Confidentiality ………………………………………………. Page 5 I. Preparation Costs ……………………………………………. Page 5 J. Scope of Services ……………………………………………. Page 5 K. Respondent Questionnaire …………………………………... Pages 6 - 7 L. General Conditions and Notice to Bidders ……………………. Pages 7 - 9 M. Submission of Proposal …………………………….…………. Pages 9 - 10 N. Timeline ………………………………………………………. Page 10

Appendix A - Company Contact Information Appendix B - Non-Collusion Statement.

Appendix C - Tax Compliance Certification.

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A. Procurement Purpose Bristol Community College (“Bristol or the “College”) is seeking proposals from qualified experienced vendors to provide diploma covers to degree recipients.

If a vendor is part of a purchasing program under a State or National contract and is offering contract pricing, the contract number must be noted on the proposal for reference.

This RFP does not obligate Bristol to take any specific action. The College reserves the right to select the proposal that, in its judgment, best aligns with its needs, taking into account the vendor’s overall ability to effectively provide the requested services.

B. Tentative Schedule

Dates may be revised due to unforeseen circumstances. Every effort will be made to inform known bidders of changes to the timeline. Below is a tentative schedule of events for this project.

Date & Time Event October 13, 2026 Request for Proposal Issued October 19, 2026 Deadline for questions from bidders by 2:00 p.m.

October 26, 2026 Deadline for Bristol to answer questions November 2, 2026 RFP closing date 2:00 p.m.

November 3 – November 6, 2026 Proposal Review Process November 9, 2026 College awards bid by

Dates are subject to change and amendments will include any changes to the schedule prior to the RFP closing date.

C. About Bristol Community College

Bristol Community College has core values rooted in student success and lifelong learning.

For more than 60 years, Bristol has served as a leading resource for education and workforce development in the region including locations in Attleboro, Fall River, New Bedford and Taunton.

The College offers a rich variety of degrees, certificate and training programs along with flexible online offerings that lead to an associate degree, a career-ready certificate or the ability to transfer to baccalaureate colleges throughout the state and country.

Bristol’s Business Solutions & Partnerships provides customized training for businesses and the community. The College also strives to put the needs of learners first with support services and career advancement opportunities that lead to student success by reducing barriers to educational access.

The College is one of the largest employers in the region and is dedicated to fostering an inclusive environment with a rich diversity of beliefs, cultures, languages, abilities and lifestyles. Bristol is a public community college accredited by the New England Commission of Higher Education (NECHE). http://www.bristolcc.edu/.

http://www.bristolcc.edu/

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D. Anticipated Contract Term The initial term of this Agreement shall commence in November 2026 and continue through June 30, 2027. The College shall have the option, at its sole discretion, to renew the Agreement for up to four (4) additional one-year terms, as follows:

Year 2: July 1, 2027 – June 30, 2028 Year 3: July 1, 2028 – June 30, 2029 Year 4: July 1, 2029 – June 30, 2030 Year 5: July 1, 2030 – June 30, 2031

Each renewal shall be contingent upon the availability of fiscal funding, satisfactory vendor performance, and the College’s determination that renewal remains in the best interest of Bristol Community College.

E. Inquiries All questions must be submitted in writing and will be answered through a formal addendum.

The addendum will include both the submitted questions and the corresponding responses, and it will be distributed to all vendors who received the RFP.

All requests for information or clarification must be submitted via email no later than Monday, October 12, 2026, by 2:00 p.m. Eastern Daylight Time to Philicia Pacheco, Director of Purchasing and Business Services, at Philicia.Pacheco@Bristolcc.edu. Please include “M- 06-27 Diploma Covers” in the subject line.

The College will notify all bidders of any substantive clarification provided in response to any inquiry. The College will extend the due date if such information significantly amends this solicitation or makes compliance with the original proposed due date impractical.

No questions other than via this method will be accepted. No response other than via this method will be binding upon Bristol.

F. General Information

Unless otherwise specified in this RFP, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all price proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFP.

Proposals must be available for acceptance for at least ninety (90) days after the proposal opening date unless otherwise noted in the proposal.

Vendors are prohibited from communicating directly with any employee of the College except as specified in this RFP and no other individual employee or representative is authorized to provide any information or respond to any question or inquiry concerning this

RFP.

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Should a vendor find discrepancies in or omissions from the specifications, or shall be in doubt as to their meaning, the vendor should notify the College contact Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu with "M-06-27 Diploma Covers" on the subject line.

The College accepts no liability and will not provide any accommodation to bidders who submit a response based upon unsolicited and an out-of-date solicitation document.

The College retains the discretion to accept the proposal it determines to be in the best interest of both the College and the Commonwealth of Massachusetts. In making this decision, the College will consider which proposal most closely satisfies its requirements, with particular attention to the vendor’s demonstrated capability to deliver the requested services effectively.

G. Unforeseen Office Closure

If, at the time of the scheduled proposal deadline, the College is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or pandemic, the proposal deadline will be postponed until 2:00 p.m. on the next normal business day. Proposals will be accepted until that date and time.

H. Confidentiality

The College reserves the right to review the content of vendor responses with internal or external persons for the purposes of vendor selection.

I. Preparation Costs

Bidders are responsible for all costs incurred in responding to the RFP (including demonstrations). Bristol will not reimburse any costs under any circumstances, even if the RFP is canceled, no contract is awarded, or the project proceeds through another process.

All documentation submitted with an RFP response becomes the property of Bristol.

J. Scope of Services

1. 1,100 diploma covers to be ordered per year delivered to the college.

2. Padded Folder, Dark Green Leather Lex. Short side hinge. Holds horizontal insert size 8.5” X 11”.

3. Left Inside: White cut silk moiré. Right Inside: White cut silk moiré with green ribbon corners.

4. The school's name: Bristol Community College will be stamped in gold and centered on the cover.

5. Provide one sample diploma for review.

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K. Respondent Questionnaire The respondent recognizes that in selecting a provider of the requested services and/or items, Bristol Community College will rely, in part, on the answers provided in response to this section. Accordingly, respondent warrants to the best of its knowledge that all responses are true, correct, and complete. Bristol Community College reserves the right to confirm the information provided below.

Provide concise, complete answers to each question on a separate page if necessary.

1. Company Profile:

2. Number of Years in Business:

3. Type of Operation: ___ Individual ___ Partnership

___ Corporation ___ Government

4. Number of Employees:

5. Annual Sales Volume:

6. Is your company in default on any loan agreement or financing agreement with any bank, financial institution, or other entity?

7. Provide a customer reference of at least (5) references for who vendor has provided and mailed diplomas for higher education institutions, preferable similar in size and nature to the college. For each reference please include the following information:

a. Name of Customer

b. Customer Contact Information

c. Date of work performed and length of business relationship

d. Size and brief description of work performed

e. Principle in Charge

8. Are you a minority, women-owned or small business?

9. Warranty and Ordering Requirements:

a. Describe the warranty provided on the products

b. Do you have a minimum order requirement? If so, what is your minimum order requirement?

c. Do you offer a discount if invoices are paid within 10 days?

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d. Do you accept credit cards?

10. Pricing Information Respondent must submit clear pricing information required in this proposal and any alternate proposals. Bristol Community College will not recognize any charges not specifically stated.

Respondent may attach pricing information on respondent’s own form, but pricing must include name of company or entity and signature of authorized person.

a. Diploma Unit Cost $ ______________________

b. Shipping and Handling $ ______________________

c. Artwork set-up charges (if applicable) $ ______________________

d. Other applicable charges (please specify) $ ______________________

e. Redesign if needed $ ______________________

L. General Conditions and Notice to Bidders

1. The Commonwealth of Massachusetts or its agent, Bristol, will make payment for equipment or services after COMPLETE delivery to the satisfaction of the College.

2. The College retains the right to accept or reject any or all proposals, in whole or in part, and to overlook technical flaws, irregularities, or omissions if it determines that doing so serves the best interests of the College.

3. The College is exempt from Federal Taxes and Massachusetts Sales Taxes. Prices quoted shall not include taxes.

4. No financial claim for any payment whatsoever shall be brought against the College for any contract delays.

5. All labor to be paid in accordance with Minimum Wage Rates and Health and

Welfare and Pension Fund contributors as determined by the Commissioner of Labor and Industries under the provisions of the Massachusetts General Laws, Chapter 149, Section 26 to 27D, inclusive as amended.

6. If the bidder has not been issued a Massachusetts Vendor Code Number, use the 9-character Federal Employee Identification number issued by the IRS if you employ two or more employees. Otherwise use your personal Social Security Number.

Purchase orders cannot be issued or payment made until this number is shown

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The IRS Form W-8BEN-E form is also acceptable.

7. All proposals must be submitted electronically and must be in PDF format and clearly labeled with the bid number and name, prior to or by the specified date and time. The College will not be held responsible if any proposal is not so marked and is unintentionally not recorded as being received.

8. By submitting a proposal, the bidder certifies that it is made in good faith and without fraud, collusion, or any connection with another bidder. The bidder affirms that it is competing solely on its own behalf and is not acting under any obligation to an undisclosed person or firm.

The undersigned further declares that the individuals or entities named in the proposal are the only parties with a financial interest in it; that the proposal has not been prepared in collusion with any other person, firm, or corporation; and that no officer or agent of Bristol has any direct or indirect interest in this bid.

The bidder agrees that, if the proposal is accepted, they will enter into a contract with Bristol in accordance with the specifications and the terms and conditions outlined in this RFP.

9. The award of this proposal will be for Bristol only. Massachusetts state higher education institutions have the option to engage the competitively selected bidder for a similar service but through a separate and independent contract agreement. Bristol will have no responsibility for other agency agreements or payments.

10. All proposals must be submitted in a sealed envelope clearly marked with the bid number, before the date and time indicated. The College will not be held responsible if any proposal is not so marked and is unintentionally opened as a result. Postmarks will NOT be considered.

11. Affirmative Action, Equal Opportunity Employer and Non-Discrimination: The following regulations (Federal and State) will be considered an integral part of the RFP specifications. Bristol is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and other applicable statutes and College policies. Bristol prohibits sexual harassment, 9 | P a g e including sexual violence. Inquiries or complaints regarding the Americans with Disabilities Act, the Rehabilitation Act and related statutes and regulations shall be directed to the College’s Affirmative Action Officer, at the number and address below. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action Officer and Title IX Coordinator, Associate Vice President, Human Resources, located in the Hudnall Administration Building, (774-357-2195), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.

It is understood and agreed that it shall be a material breach of any contract resulting from this bid for the respondent to engage in any practice which shall violate any provisions of Massachusetts General Laws, Chapter 151B, relative to discrimination in hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex, age or ancestry, sexual orientation, or gender identity.

12. All materials submitted in response to this RFP, including the proposal selected for award, will be treated as public records under the Massachusetts Public Records Law once the contract referenced herein has been executed. These records may be accessed through the College’s Public Records Request process at https://bristolcc.edu/about/publicrecordsrequest/..

Respondents should clearly mark any information they consider proprietary or confidential; however, such designation does not guarantee exemption from disclosure.

M. Submission of Proposal

Proposals entitled for consideration must be made in accordance with the following instructions:

1. The following information must be submitted on the attached forms.

• Company Contact Information Appendix A

• Complete Non-Collusion Statement. Appendix B

• Complete Tax Compliance Certification. Appendix C

2. No faxed responses will be accepted.

3. Proposal must be submitted in hard copy format.

4. Proposals will be received until 2:00p.m. on Monday, November 2, 2026 in Building

“F”, Room F100. The bid will be publicly opened and read forthwith in Room F103

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5. The bid should be sent free of all charges, F.O.B. Destination, to:

777 Elsbree Street, Fall River, MA 02720 Attn: Philicia Pacheco Director of Purchasing and Business Services Room F100 Re: IFB # M-06-27 Diploma Covers

6. As proposals are received in F100 they will be dated, time stamped (according to the clock in F100) and initialed by the Bristol staff receiving the proposal.

7. Bristol will not accept proposals received after 2:00 p.m. standard eastern time on November 2, 2026

N. Timeline

1. Proposals Due Return this proposal clearly marked with "M-06-27 Diploma Covers" in the subject line no later than 2:00 p.m. on Monday, November 2, 2026, to Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu. The bid will be publicly opened and read forthwith in Room F103 in the Physical Plant Building.

2. Proposal Awarded

The contract will be awarded by Monday, November 9, 2026.

Bristol shall use this RFP and the successful response as the basis for the final contract agreement. The winning bidder will be required to sign a Commonwealth of Massachusetts standard contract.

mailto:Philicia.Pacheco@Bristolcc.edu

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Appendix A

Company Contact Information

Please complete the following:

Company Name: ____________________________________________________________

Company Address: __________________________________________________________

City: ________________________ State: ___________ Zip Code: _______________

Phone Number: ________________________ Fax Number: ________________________

Authorized Signature: ________________________________________________________

Print Name: ___________________________ Title: _______________________________

Federal Employer ID Code (9 Digits): ___________________________________________

Purchase orders cannot be issued or payment made without the Federal Employer ID Code information.

W9 Form

Please provide a copy of your W9 form with your proposal.

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Appendix B

Non-Collusion Statement

The undersigned certifies under penalties of perjury that this Proposal or Proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Authorized Signature* Date

Printed Name of Person Signing Proposal*

Name of Business

*Must be signed in ink

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Appendix C

Tax Compliance Certification

Pursuant to M.G.L. c. 62C, Section 49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

Authorized Signature* Date

Printed Name of Person Signing Proposal*

Name of Business

*Must be signed in ink