Response to Offeror Questions document.docx

Printing and Partnership RFP Q&A

1. Q: We work with an external print vendor, can we partner with them to submit a response to this RFP and to fulfill contractual obligations, if awarded?

A: Yes, the awarded vendor may work/subcontract with an external print vendor. We will ensure that it is specified in the contract.

The printer/mail house relationship would be beneficial since we could utilize the mail house as needed for items we print here on campus. This is not just an in-house mail center inside a print shop, but an expert full-service mail center we could work with for everything.

2. Q: We do not have Slate CRM. Is this a dealbreaker?

A: If the vendor can provide a dedicated representative to manage Slate, we are willing to provide training on accessing mailing lists and other necessary functions.

3. Why are you looking for a new printing partner? Is the decision due to cost? Service issues? Strategic shift?

A: We are required to issue an RFP every five years. Additionally, the implementation of Slate CRM has prompted USD to seek expertise in this area.

4. When looking at the maximum $200,000 budget, is that per year or over the course of the three-year contract term?

A: The budget is up to a maximum of $200,000 per year.

5. Will you need any support with revising current content to help drive the engagement or is this strictly for print production only?

A: While we are open to new ideas to drive engagement, our full-service creative services department will provide print-ready files.

6. What level of automation is expected with Slate? Would the print partner pull all the files and variable data from Slate? Would the print partner provide all tracking and fulfillment reports in Slate?

A: Yes, this is expected, though some specifics may need further clarification as this is a new system USD is currently onboarding in 2025.

7. Will the new partner receive historical volume data on mailings?

A: While we may not have all historical volume data readily available, the RFP itself serves as a good indicator of our typical annual mailing volume.

8. For Appendix A with quantities, the overall quantity for the senior brochure is missing. The overrun quantity is there but not the total quantity. Can you provide the overall quantity?

A: The total print quantity for the senior brochure was approximately 37,000.

9. Looking at expectations for inventory management, what is the typical inventory volume that needs to be stored? How often are the mailings sent out/brochures ordered?

A: We typically send mailings once we reach a cost-effective bulk mailing quantity of 200 or more to take advantage of nonprofit mailing rates. Our inventory generally includes a couple of pallets containing various postcards, mailers, and printed materials, along with a supply of letterhead and envelopes.

10. Regarding integrating with the university’s Customer Relationship Management System, Slate, would there be time to make that work on our end?

A: Yes, there will be time for training and onboarding the selected print partner.

11. How would you like us to submit pricing for each of the components?

A: We prefer the bid to reflect a pricing range for different quantities, with the quantity listed in the RFP positioned as the middle option. For example, if we printed 5,000 of a specific item, a useful estimate would include pricing for 3,500, 5,000, and 7,500 units. Alternatively, including a per-1,000-unit cost would also be acceptable.