REQUEST FOR PROPOSAL

For Diploma Covers-Inserts, Yearbooks, Caps-Gowns

THIS IS NOT AN ORDER

VENDOR/PROPOSER NAME & ADDRESS

Unless otherwise noted, names of all organizations submitting proposals will be publicly available after the date and time specified as the deadline for submitting proposals. Proposals will be open to public inspection after award(s).

Revisions to this request for proposal, including due date, may be made by an official written amendment issued by Purchasing Services. Please check whether any amendments have been issued prior to submitting a proposal and do not submit a proposal before the School District issues its formal response to questions about the RFP.

Correspondence must reference the proposal number.

PROPOSAL NUMBER: 4061

ISSUE DATE: April 30, 2021

DUE DATE: May 28, 2021 - 2:00 PM (CST)

IF NOT PROPOSING, please check here and return this cover page only.

The original proposal may be submitted via US mail, hand delivery or a delivery service and must be received by Administrative Services at 4711 Pflaum Road, Madison, WI 53718. Proposals not date/time stamped by Administrative Services staff by the posted date and time shall be considered late and shall be rejected.

Any entity submitting a proposal has no enforceable right to amend its proposal after the submission deadline.

The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

By signing this proposal, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

The undersigned states that he/she is authorized to bind the proposer and on its behalf, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Proposal, and declares that the attached proposal and pricing are in conformity therewith.

SIGNATURE:

DATE:

TYPE or PRINT NAME:

TITLE:

TELEPHONE NUMBER:

FEIN or TAX ID NUMBER:

FAX NUMBER:

EMAIL ADDRESS:

Table of Contents

1. General Information

1.1 Introduction and background

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for High School Diploma Covers and Inserts, Year Books, and/or Caps and Gowns. The District as represented by Secondary Programs and Pathways intends to use the results of this solicitation to award a contract or contracts for purchasing these items as described in this document.

Approximately 27,000 students, about 50% of which are minority, are currently enrolled in the Madison Metropolitan School District, making it the second largest school district in the State of Wisconsin. The District employs over 2,780 teachers, 145 administrators and 1,300 support personnel, plus more than 2,500 part time staff (including substitute teachers and summer recreation workers). The MMSD includes 49 school buildings in a 72 square mile area that includes the City of Madison and all or parts of several surrounding municipalities, with 32 elementary schools (grades 4K through 5) 12 middle schools (grades 6 through 8) and 5 high schools, one of which is a small alternative high school (grades 9 through 12). Several of the schools at each level have been named National Schools of Excellence by the U.S. Department of Education. The District also operates early childhood programs and alternative programs for middle and high school students as well as maintaining additional sites such as the Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, the Hoyt School, and the Affiliated Alternatives.

MMSD believes every school should be a thriving school that prepares each student to graduate from high school ready for college, career and community. We strive to ensure that students are on-track to graduate, that every student has access to a challenging and well-rounded education, and that students, families and employees experience a positive school and district climate. The District’s strategic framework recognizes the following priorities in working toward the realization of our vision: 1) Coherent Instruction – every student should have well-rounded, culturally responsive and coherent instruction; 2) Personalized Pathways – students should be engaged in charting a personalized pathway to college, career and community readiness; 3) Family Engagement and Community Partnerships- we should engage families and community members as partners; 4) Thriving Workforce – we should cultivate a work environment to attract, develop and retain top talent; and 5) Accountability Systems – we need to ensure accountability at all levels. It is important for any vendor or organization working with the District share in this vision for our students.

(MMSD’s Strategic Framework can be found at: https://www.madison.k12.wi.us/framework) Because of the District’s sound financial management practices, Madison is one of only a few Wisconsin districts to have an “Aa1” bond rating.

1.2 Scope

1.2.1 Project Description

1.2.2 Objectives

1.3 Request for proposal process

This document is a Request for Proposal. It differs from a Request for Bid in that the District is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As defined in the American Bar Association Model Procurement Code, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, and availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards which measure how well a vendor’s approach meets the desired requirements and needs of the District.

1.4 Procuring and contracting department/division

This Request for Proposal (RFP) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the selection process. The person responsible for managing the procurement process is Mick Howen, Director of Administrative Services.

As it pertains to this RFP, vendors shall NOT have contact with anyone other than the Director of Administrative Services (if absent, the Assistant Director) through the duration of this RFP process. All communication pertaining to this RFP must be in writing by email (preferred) or US mail.

Any contract(s) resulting from this RFP will be administered by Madison Metropolitan School District, Chief of Schools Office. The contract administrator will be Leia Esser, Director of Student Services Operations and Accountability.

1.5 Definitions

The following definitions are used throughout this document.

RFP means Request for Proposal District/MMSD means Madison Metropolitan School District.

Vendor/Proposer means a firm submitting a proposal in response to this RFP.

Contractor means proposer awarded the contract.

1.6 Clarification and/or revisions to the specifications and requirements In order for your organization to directly receive updates to this Request for Proposal, including responses to submitted questions/inquiries, please complete Appendix D: Intentions to Submit a Proposal and Question/Inquiries. This document (Appendix D) can be emailed to mjhowen@madison.k12.wi.us and it will assist in allowing the District to provide timely information to interested parties.

Any questions concerning this RFP must be submitted in writing in the format provided in Appendix D of this document by e-mail (preferred) or US mail on or before May 12, 2021 - 2:00 PM (CST) to:

During the selection process, vendors/proposers are specifically prohibited from contacting the District/schools to “prospect” for new business; introduce the firm’s staff; provide marketing or promotional materials; discuss advantages/benefits of their company, and/or discuss the disadvantages of working with their competitor(s). Vendors/proposers with questions about what constitutes allowable behavior during the selection process for this RFP should submit questions in writing to the above email address. Attempts to contact a District employee (including school personnel), official, or representative in any manner contrary to the requirements set forth in this document may lead to vendors/proposers being disqualified from consideration.

An electronic version of the RFP is available on the District’s web site:

www.madison.k12.wi.us/doingbusiness Vendors/Proposers should raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT as early as possible in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all known recipients of this initial RFP or posted to the District’s Website at:

www.madison.k12.wi.us/doingbusiness

1.7 Debarred, suspended, proposed for debarment or declared ineligible Contractors doing business with the MMSD must provide certification that they are not debarred, suspended, proposed for debarment, declared ineligible, are not in the process of being debarred, or are not voluntarily excluded from conducting business with a federal department or agency of the federal government.

MMSD may exclude a contractor or its subcontractor from participating in the RFP process and/or contract award if the organization or its principal(s) has(have) been debarred or excluded from doing business with the Federal Government.

1.8 Accessibility guidelines related to proposed software and hardware Vendor should demonstrate that each software and/or hardware proposed conforms to the accessibility guidelines established by the World Wide Web Consortium's Web Content Accessibility Guidelines 2.0 (WCAG 2.0).

In addition, Vendor should demonstrate that each software and/or hardware conforms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended. (Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.)

Vendor may demonstrate compliance with such guidelines by submitting a VPAT (Voluntary Product Accessibility Template) or comparable documentation.

1.9 Reasonable accommodations

The District will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact Purchasing Services at (608) 663-5931.

1.10 Calendar of events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the District. In the event that the District finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

1.11 Contract term and funding

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run from the date a contract is awarded through June 30, 2024, with an option by mutual agreement of the District and contractor, to renew for Two (2) additional one-year periods unless amended, cancelled or rebid.

1.12 State of Wisconsin VendorNet registration

The District makes use of the State of Wisconsin’s purchasing information and vendor notification service. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us.

2. Preparing and Submitting a Proposal

2.1 General instructions

The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (i.e., expensive artwork, binders) beyond a sufficiently presented, complete, effective and securely bound proposal, are not necessary or desired.

2.2 Proprietary information

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with applicable law.

To the extent permitted by law, it is the intention of the District to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of the District. At that time, all proposals will be available for review in accordance with the Wisconsin Public Records Law.

2.3 Incurring costs

The District is not liable for any cost incurred by proposers in replying to this RFP.

2.4 Submitting the proposal

Proposers must submit ONE hardcopy original (identified as such), ONE electronic version (memory stick, compact disk or e-mail attachment), and Four (4) hardcopies including all materials (excluding Cost Proposal; see paragraph 6.2) required for acceptance of their proposal by May 28, 2021 at 2:00 p.m. (CST) to:

At proposal opening, only the names of responding vendors are provided. No further information will be available until contract award.

Proposals must be time/date stamped as received by Administrative Services on or before the specified date and time provided above. Proposals not so stamped will not be accepted. Receipt of a proposal by the District’s mail system does not constitute receipt of a proposal by Purchasing Services, for purposes of this RFP.

All proposals MUST be packaged, sealed and show the following information on the outside of the package:

2.5 Proposal organization and format

Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings:

2.5.1 Cover Page (Sign and complete associated Request for Proposal cover page)

2.5.2 Response to vendor/proposer qualifications (See Section 4):

Introduction Organizational capabilities

2.5.3 Response to requirements (See Section 5)

2.5.4 Cost proposal (See Section 6)

2.5.5 Required forms (See Section 9):

2.6 Multiple proposals

A vendor/proposer may submit multiple proposals; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals.

2.7 Oral Presentations and site visits

Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by the District. The District will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct to interview or permit a site-visit on the date scheduled may result in rejection of the vendor’s proposal.

2.8 Demonstrations

Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a District site. Product(s) being demonstrated must be delivered to the District site upon a two (2) week notice by the District to the vendor(s) and must be installed and ready for the demonstration within one (1) week of delivery. The District will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the vendor’s product(s) and/or service(s). Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the District’s specified requirements during the demonstration may result in rejection of the vendor’s proposal.

The successful demonstration of the vendor’s product(s) and/or service(s) does not constitute acceptance by the District. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.

2.9 Withdrawal of proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the actual proposal closing date if the proposal has already been received by Purchasing Services. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to purchasing services. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the original proposal closing date and time.

3. Proposal Selection and Award Process

3.1 Preliminary evaluation

The proposals will first be reviewed to determine if requirements in Section 2.0 are met and if additional requirements are met (see all requirement sections). Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the District reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

3.2 Proposal scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews, and conduct an on-site visit and use the results in scoring the proposals. Diverse-owned businesses are encouraged to participate in this solicitation and may receive a 5% preference. To qualify, vendors must be certified by the Wisconsin Supplier Diversity Program or participate in the Wisconsin Diversity Procurement Network.

3.3 Right to reject proposals and negotiate contract terms

The District reserves the right to reject any and all proposals and to waive minor irregularities and technicalities. The judgment of the District on such matters shall be FINAL. The District further retains the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the District may negotiate a contract with the next highest scoring proposer.

3.4 Evaluation criteria

3.5 Award and final offer(s)

The District may recommend a contract be awarded to the vendor with the highest total score as outlined in section 3.4, or may recommend that contracts be awarded to multiple proposers to provide portions of the services or goods proposed. Alternatively, multiple vendors with the highest total scores may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked in the same manner described above to determine the vendor with the highest total score.

4. Vendor/Proposer Qualifications

4.1 Introduction

Please provide an appropriate brief introduction as it pertains to your organization.

4.2 Organizational capabilities

Describe the firm’s experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results. Describe the firm’s experience and capabilities in providing similar services to schools with similar demographics to each of the District’s four high schools. Be specific and identify projects, dates, and results.

4.3 Key staff

Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project. As it pertains specifically to High School Yearbooks, at a minimum the following positions should be included:

4.3.1 Local Representative to be assigned to our schools (include journalistic experiences, qualifications as well as their experience interacting and supporting students within the parameters of their position)

4.3.2 Technical Support Representative assigned to address IT concerns from our staff

4.3.3 Inside Plant Representative available to our Yearbook Advisers

4.4 References

Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), which can be used as references for work performed in the area of product(s) or service(s) required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team and used in scoring the written proposals.

5. Requirements – Diploma Covers and Inserts

5.1 Needs and Current (Expected) Specifications – Diploma Covers and Inserts

5.1.1 Historically, 2,000 covers, 2,000 diploma inserts (complete), 200 diploma inserts (blank), and 400 diploma inserts (blank; 100 each high school) have been estimated to be our overall need. Moving forward, Capital High and Shabazz City High School may also order diploma covers and inserts; if so, their requests will be consistent with what is provided for other schools.

5.1.2 Current (Expected) Specifications

These Specifications

Total Estimated Covers 2,100

Logo:

Estimated Quantities

TOTAL 2,100

Name Titles:

* Signatures to be provided to Successful Bidder with Purchase Order.

Contemporary Date Line:

"Given at Madison, Wisconsin, this month of June, 2016" (EXAMPLE)

Quantities: 220 (Estimate of 50 for Each Large High School; 20 for Two Small High Schools)

"Given at Madison, Wisconsin, this month of " Signature: Changes May Be Required

5.2 Mandatory requirements – Diploma Covers and Inserts

The following requirements are mandatory and must be complied with.

5.2.1 See paragraph 5.1.2 for current specification requirements.

5.2.2 A sample cover and envelope plus sample diploma inserts with protective cover and silk fabric pocket color for each of the four high schools must be submitted so as to arrive on or before proposal opening. In addition, a padded cover should also be provided along with specification details and costing information (Attachment D).

5.2.3 Proofs of printed covers and inserts may be requested by the Madison Metropolitan School District before final approval is made.

5.2.4 The proposer will note proposed prices shall be quoted NET, TAX EXEMPT, INCLUDE ALL DISCOUNTS, F.O.B. Madison, WI 53718. Prices must be provided on appropriate line after each item quoted. Prices are to be in effect during the 2021 calendar year. The Madison Metropolitan School District reserves the right to purchase additional items herein with possible slight changes at the unit costs indicated on the bid form for any graduating seniors in 2021. In general, these additional quantities will be small. A purchase order will accompany all orders.

5.2.5 Madison Metropolitan School District anticipates that the delivery of Items 1, 2, and 3 will have to be on or before May 1, 2021. All items must be delivered to locations specified on purchase orders. Purchase orders for Item 4 may be issued with initial purchase orders and/or at any time during the school year. Quantities, delivery location, and student names, if applicable, and possible new signature facsimiles will be included with purchase orders. Purchase orders issued during the year will identify delivery locations to either individual high schools or to the Office of Purchasing Services. A packing slip shall accompany all deliveries and include purchase order number.

5.2.6 The right is reserved to reject any or all proposals or to waive any informality in any proposal received, or to accept all or any part of any proposal considered to be in the best interest of the Madison Metropolitan School District.

5.3 Additional requirements

5.3.1 Provide your policy for Returned Merchandise:

5.3.2 Explain your method for receiving information for a large order:

5.3.3 Please explain your method for ordering individual diploma inserts throughout the year and confirm that you would honor the insert prices from this bid.

5.3.4 Please confirm that there are no additional charges for initial set up (all charges are included in the bid response you provided).

5.3.5 The Madison Metropolitan School District must require proofs of printed covers and inserts in order to give your response further consideration. Provide us with an actual “sample cover and envelope plus sample diploma insert with protective cover and silk fabric pocket color for each of the four high schools”. Confirm that you have included the sample as required to receive further consideration.

5.3.6 Using Attachment B, provide a minimum of three references from school districts that have recently received similar services and products (high school diploma covers and inserts) from your company.

5.3.7 If this proposal includes software developed specifically for MMSD or as a part of a program MMSD would use, vendor may submit a VPAT (Voluntary Product Accessibility Template) or must provide comparable documentation to satisfy the requirement in paragraph 1.8 (evaluated by MMSD Legal Services).

6. Requirements – Yearbooks

6.1 Mandatory requirements –Yearbooks

The following requirements are mandatory and must be complied with:

(Note: Moving forward, Capital High and Shabazz City High School may also order diploma covers and inserts; if so, their requests will be consistent with what is provided for other schools.)

6.1.1 Processes and Methods

6.1.1.1 Describe templates/design materials you would offer to schools

6.1.1.2 Describe your panel flow system

6.1.1.3 Describe options related to submission methods

6.1.1.4 Describe submission requirements (single page, minimum number of pages, unlimited number of pages)

6.1.1.5 Describe options for establishing submission deadlines (single deadline, can each school establish their own, provide your latest due date for submissions to facilitate a mid-May delivery date)

6.1.1.6 Describe proofing processes (methods you offer for submission, timeline for returning proofs following submission, etc.)

6.1.1.7 Describe staged printing process (submission deadlines to ensure late season athletics and activities are included)

6.1.1.8 Describe issues related to product quantity (when/how can we adjust – both increase or decrease quantities related to books or number of pages, can you guarantee that a certain number of yearbooks would be provided at delivery time.

6.1.2 Support for Technology

6.1.2.1 Describe the yearbook curriculum, software (desktop, online, concurrent) that would be supplied (would your software be available for preview/demo)

6.1.2.2 Describe plug ins, fonts, clip art, templates, design and materials kits available to teachers

6.1.2.3 What training/materials would be available for students and teachers and in what formats

6.1.2.4 Describe online support and resources available to us

6.1.2.5 Describe availability of a “live” graphic artist available to us for consulting (specify if this service is built into cost of books, is there a cap on availability of this service, if this is an extra cost please provide that information)

6.1.2.6 Describe availability and process for contacting the Plant Representative (provide hours and days of the week)

6.1.2.7 Describe availability and support available through the Local Representative

6.1.2.8 Describe any and all additional fees that would be applied.

6.1.3 Value Added Services – what products/services would you be able to provide, usually at no cost to the District.

6.1.3.1 Describe availability of an equipment fund (for purchase of cameras, etc.)

6.1.3.2 Describe industry software available to the schools

6.1.3.3 Describe availability of image archive

6.1.3.4 Describe local/regional workshops for students and teachers (location, dates, cost, etc.)

6.1.3.5 Describe incentives provided to yearbook students (t-shirts, hats, etc.)

6.1.3.6 Describe marketing support and materials available to the school to increase yearbook sales

6.1.3.7 Describe any electronic version/archive of yearbooks available to staff (would this also be available for the school to sell)

6.1.3.8 Describe your ability to provide “Year In Review” information to be included in yearbooks for schools that have interest in this

6.1.3.9 Describe how you will support the school to ensure all students who want a yearbook, but cannot afford it, receive a copy at no charge.

6.1.3.10 Describe your on-line sales process

6.1.3.11 Describe the in-school support your area representative can provide

6.1.3.12 Describe how your area representative will support the school to resolve time sensitive issues or mistakes

6.1.3.13 Describe other value-added services you offer

6.1.4 Cost

6.1.3.14 Please complete the Specification/Cost Sheet for each high school found under Attachment E within the original RFP

6.1.3.15 Using a separate document provide information related to available cover options (foil, emboss, deboss, etc.) as well as additional costs related to these options.

6.1.3.16 Additional cost if pages are added or subtracted up until final page submission

6.1.3.17 Additional costs or fees that pertain to the yearbook process (deadlines, support, supplements, etc.)

6.1.5 Samples

Vendors submitting proposals must supply 4 (four) sets containing (3) three different samples of yearbooks they have produced with specifications similar to those represented in our specifications provided in Attachment E. The District is interested in samples from various geographical areas throughout the United States versus from one region of the country. In tab #9, the vendor should describe each yearbook they are submitting and provide the yearbook advisor and their contact information. Yearbooks should be shipped and clearly labeled as part of the proposal submission.

6.1.6 Using Attachment B, provide a minimum of three references from school districts that have recently received similar services and products (high school yearbooks) from your company.

6.1.7 If this proposal includes software developed specifically for MMSD or as a part of a program MMSD would use, vendor may submit a VPAT (Voluntary Product Accessibility Template) or must provide comparable documentation to satisfy the requirement in paragraph 1.8 (evaluated by MMSD Legal Services).

7. Requirements – Caps and Gowns

7.1 Mandatory requirements –Caps, Tassels,Gowns, Cords, and Stoles The following requirements are mandatory and must be complied with:

(Note: Moving forward, Capital High and Shabazz City High School may also order diploma covers and inserts; if so, their requests will be consistent with what is provided for other schools.)

7.1.1 Expected Specifications & Quantities

# - 400 Color: Purple/Gold # - 400 Color: Purple # - 400 Honor Color: Purple/Gold Congress Color: Gold

Honor # - 130 Congress # - 20 Color: Gold #: 400

# - 400 Color: Gray/Maroon # - 400 Color: Maroon # - 400 Color: Gray/Maroon Honors#: 150 NHS# Gold 60 DLI# LIght Blue 50 AVID# Dark Blue 120 Pathways# Teal 150 Color:Silver(or Gray) #: 400

# - 540 Color: Green/White # - 540 Color: Green #: 540 Honors/High Honors Color: Gold

Honors #: 100 High Honor #: 100 Color: White #: 540

# - 560 Color: Blue/Maize # - 560 Color: Blue #: 560 Color: Yellow #: 300 ish Color: Maize # 560

# - 70 Color: Silver/Navy # - 70 Color: Navy #: 70 Color: N/A #: 0 Color: Silver #: 70

# - 40 Color: Rainbow # - 40 Color: Black #: 40 Color: N/A Color: Black (with printed logo) #: 40

7.1.2 Describe your process for ordering and distribution

7.1.3 Describe availability and support available through the Local Representative on and leading up to and on graduation day

7.1.4 Describe your pricing and payment structure; indicate how and when rates change

7.1.5 Describe the availability and structure of payment plans

7.1.6 Describe how you will work with the school and/or families to ensure all students who want to wear a cap/gown/cord stole, but cannot afford it, are able to do so at no charge. (Note: this is particularly important if the color / shien do not match the current stock of donations)

7.1.7 Describe how you will support, on site, on graduation day to provide lost or forgotten materials

7.1.8 Describe student ability to purchase items ala carte

7.1.9 Describe ability to make order changes up to the date of the event

8. Cost Proposal

8.1 Conditions for payment

As a public school district, MMSD must be a wise steward of public funds, and generally does not pay for goods or services prior to the delivery thereof, and any proposal for pre-payment should include the reasons why pre-payment is necessary and a wise use of public funds. Even in the case of a prepayment, the District will only agree to payments based on project phases (or project milestones) and established outcome targets for each phase. At the District’s sole discretion, these progress payments may be tied to the satisfactory completion of the work. The District may also include a ‘retainage clause’ of 5% to 10% to be released only after the entire project has been satisfactorily completed.

8.2 General instructions on submitting cost proposals

The original cost proposal and one copy should be submitted in a separate envelope with the written proposal. The cost proposal will be scored as described in sections 3.4 and 3.5.

8.3 Format for submitting cost proposals

The format for submitting Cost Proposals has been established in Attachment D and should not be modified.

8.4 Fixed price period

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 60 days starting on the due date for proposals.

9. Special Contract Terms and Conditions

9.1 Hold harmless

By submitting a proposal, contractor understands that the District and its representatives will determine which proposal is accepted. Vendor/Proposer waives any right to claim damages of any nature, whatsoever, based on the selection process, and any communications associated with the selection of the successful contractor. All completed proposals and supporting documentation submitted shall be the property of the Madison Metropolitan School District.

9.2 Liquidated damages

The Vendor/Proposer acknowledges that, if after being awarded a contract the contractor fails to deliver the goods or services in a timely manner, substantial economic and other damages will be incurred by the District in an amount that is not easily ascertained for every day past the scheduled delivery date(s). The Vendor/Proposer acknowledges that a fair and appropriate estimate of such damages may include an amount, which may exceed retail value, to expedite the goods or services provided by another vendor to ensure the goods or services are delivered when needed by the District. The contractor agrees that such amount is not intended to be a penalty but to represent actual damages incurred, and that the District shall have the right to assess such damages either through deducting the damages from the amount due under contractor’s invoices or by directly billing Contractor.

9.3 Prime contractor and minority business subcontractors

The prime contractor will be responsible for contract performance when subcontractors are used. If subcontractors are to be used, the proposer must clearly explain their participation and they must abide by all terms and conditions of the contract.

9.4 Additional terms

The District reasonably believes that sufficient funds are available or can be obtained to make payments due under any contract issued under this proposal; however, the contract will terminate immediately and absolutely if appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the District under this contract.

The District shall not be bound by any terms and conditions included in any proposer’s packaging, service catalog, brochure, technical data sheet or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation, including the standard terms and conditions contained herein, or in the resultant contract. If a proposer objects to any term or condition that shall relate to a contract resulting from this solicitation, the objection shall be clearly stated on a separate page entitled “Objection to Term or Condition.”

If the objection is accepted by the District it will be stated in any resultant contract. If not stated in the contract, the terms and conditions shall remain as written in the RFP.

9.5 Termination of contract

The District may terminate the resultant contract at any time at its sole discretion by delivering sixty (60) days written notice to the contractor. Upon termination, the District’s liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the District. Termination by the contractor shall require written notice to that effect to be delivered by the contractor to the agency not less than ninety (90) days prior to said termination. In the event that the contractor exercises its right to terminate the contract, for any reason whatsoever, it will refund to the District within fifteen (15) days of said termination, all payments made hereunder by the District to the contractor for work not completed or not accepted by the District.

10. Standard Terms and Conditions The District reserves the right to incorporate standard contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions and Supplemental Standard Terms and Conditions for Procurements for Products and/or Services). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.

11. Required Forms The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.0. Blank forms are attached.

Standard Terms and Conditions (Non-Construction)

1. GENERAL: “Madison Metropolitan School District,” “District,” and “MMSD” are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best interest of the District. The MMSD reserves the right to reject any or all bids/proposals without indicating a reason for such rejection.

2. TAX EXEMPTION: The MMSD is exempt from the payment of Federal Excise Tax and State Sales Tax. The MMSD’s tax-exempt number is ES42341.

3. PRICING AND DISCOUNTS: The MMSD qualifies for governmental and educational discounts. Unit prices shall reflect these discounts. Unit prices shall govern in the bid/proposal evaluation and contract administration.

4. SPECIFICATIONS: All bidders/proposers must be in compliance with all specifications and any drawings provided with this solicitation. Any reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. When specific manufacturer and model numbers are shown, they are used to establish a design, type of construction, quality, functional capability and/or performance level desired.