RFB questions.docx

Q&A - Diploma Supply and Printing Services_2024-UWSYS-00398-RFB

Alternative Materials/Samples Address If we are to propose alternative materials, what shipping address should samples be sent to?

Shipping Diplomas and Covers In section 7.5 of the Cost Sheet, the final three items refer to diplomas shipped with their covers. Would UWSA consider contracting with a vendor who does not ship diplomas and covers together, or is this a firm requirement?

UWSA would consider contracting with a vendor who does not ship diplomas and covers together. This is not a firm requirement.

Imprinted Names on Covers Item 7.1.8 of the Cost Sheet asks for “honorary cover with name imprinted...” Would UWSA consider contracting with a vendor who does not provide imprinted names on covers, or is this a firm requirement?

This is not a firm requirement.

Deadline On the Summary tab of the portal, in the second to last paragraph, the instructions state: “All Bids MUST be submitted by 2:00 PM Central Time on the stated due date.” Elsewhere in the portal, the due date is listed as 3:00 PM CDT on September 21. Can UWSA please confirm the deadline of this bid?

The due date is as 3:00 PM CDT on September 21, 2023.

3.3 Notification

In section 2.7, the last item in the bulleted list of estimated annual volumes is “3.3 Notification.” If this is not a typo, can UWSA please elaborate on this requirement?

This is a typo.

Campuses' Existing Agreements

Section 1.1, Purpose, states that this contract is “for all four-year and two-year campuses of the University of Wisconsin System.” How will this contract affect the existing agreements that UW campuses have in place for their diplomas? Will it supersede them?

The current contract expires on October 31, 2023. This contract will replace the existing contract on October 31, 2023. The contract is not mandatory for campuses. Campuses who do not use this contract will be required to do their own procurement sourcing.

Contract Structure

Will all campuses in the University of Wisconsin System be required to utilize the vendor chosen under this contract or will they have flexibility to continue with their current vendors?

The contract is not mandatory for campuses. Campuses who do not use this contract will be required to do their own procurement sourcing.

Split Award

Section 2.7 states that “It is the intention of the University to award this contract to one bidder, however, we reserve the right to award to multiple providers if it is in the best interest of the University.” Additionally, it reiterates that “Procurement reserves the option of doing a split award.” What are the circumstances under which UWSA would choose to make a split award?

The award may be split based on line item pricing.

Split Award - Division of Work

If UWSA makes a split award, will all campuses in the University of Wisconsin System be able to individually choose which of the awarded contractors they’d like to contract with? Or will only one award be made per product (for example, one award to a diploma contractor, and one award to a diploma cover contractor), in which case all UWSA campuses will use the same contractor(s) for all their diplomas and related items?

The contract is not mandatory for campuses. Campuses who do not use this contract will be required to do their own procurement sourcing.

Incumbent Is there an incumbent contractor (or contractors) performing this work? If so, has the existing contract been awarded to one or multiple contractors? If there are multiple incumbent contractors, how is their work divided among the campuses of the University of Wisconsin System? Has each campus chosen its preferred contractor(s)?

There are currently two contractors that were awarded the bid. Work is divided approximately 65% to 35% between the two. The contract is not mandatory for campuses. Campuses who do not use the new contract will be required to do their own procurement sourcing.

Go-Live Can UWSA confirm the desired go-live date for this project?

November 1, 2023

Miniature Diplomas The RFB makes multiple mentions of miniature diplomas. Will contractors who do not provide miniature diplomas be excluded from consideration?

This is not a firm requirement.

Thermography Section 6.3, Basic Diploma Inserts, includes the requirement for “thermograph fine line thermograph raised printing.” Is UWSA open to modifying the current design of your diplomas to produce an upgraded credential with the latest manufacturing methods, such as foils and high resolution printing? For example, thermography is a legacy technology that is often more expensive and is being phased out by many diploma vendors.

Yes we are open to alternative methods based on the needs of each campus. Please provide pricing for the alternative methods.

Turnaround Times - Covers Section 6.7, Delivery Requirements, stipulates that covers must be furnished within “20 to 25 working days from date of receipt of printing order.” Would UWSA consider contracting with a vendor who provides a delivery date outside of 20-25 days, or is this a firm requirement?

This is not a firm requirement. Delivery dates will depend upon the needs of the ordering campus.

Turnaround Times The seventh requirement of section 6.8, Direct Mailing Requirements, states that vendors “must be able to print and mail standard diploma orders within 10 days of order submission.” Would UWSA consider contracting with a vendor who provides different SLAs, or is this a firm requirement? For example, we process diploma orders within 10-15 business days.

This is a firm requirement.

Shipping Costs 6.8, Direct Mail Requirements, lists “must charge postage at cost” as a requirement. Is UWSA open to alternative methods of bundling shipping costs, or is this nonnegotiable?

Yes, we are open to alternative methods of bundling shipping costs.

Packaging Requirements The third requirement in section 6.8 states that contractors “must use a mailing envelope (cardboard) with a security glue strip.” Is UWSA open to solutions that use an alternative packaging method (for example, a paper envelope with cardboard inserts to protect the document in transit), or must contractors use the exact method described?

This is a firm requirement. Supplier must use the exact method described.

Diploma Cover Clarification It seems from the printing service requirements that each school has a different diploma cover and different colors. To give accurate pricing we will need annual quantities and insert sizes for each. We have attached an excel file that, if filled out, should give the appropriate information.

We do not have accurate quantities for each campus at this time. An online search for each campus could provide estimated number of graduates.