RFP 4061 - Question, Inquiry and Response Document - Final.docx
DOCX document 27 KB Posted
- Solicitation number
- 4061
- Issued by
- Wisconsin
About this file
This is a Question, Inquiry and Response Document for RFP 4061 issued by Madison Metropolitan School District (MMSD) in Wisconsin for Diploma Covers-Inserts, Yearbooks, Caps-Gowns vendor services. The RFP seeks a vendor to provide graduation regalia and yearbook production services for four high schools, with approximately 900 senior students prioritized for yearbooks and an additional 2,700 underclassmen also eligible. The vendor must deliver yearbooks by the first week of May with a two-week turnaround time from submission to delivery by May 15th. The document clarifies that caps, gowns, tassels, and stoles are purchased by families, while cords are provided by the district. For Shabazz High School, the vendor should provide rainbow diploma ribbons and colored caps as part of the school's tradition, though MMSD indicated openness to discussing alternative options. Yearbooks and caps/gowns may be provided at reduced or waived rates for students qualifying for free or reduced lunch, with school social workers collaborating with families to address needs.
The cost proposal must be submitted separately from the written proposal in a sealed envelope and will be scored according to sections 3.4 and 3.5 of the RFP. Bidders must submit four hardcopies of materials excluding the cost proposal along with the separate cost proposal submission. All vendors must complete Attachment G—Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—with appropriate organizational representatives certifying compliance with federal requirements. The vendor should demonstrate capability in supporting high school staff and students through quality production, with experience using online design platforms and InDesign with plugin capabilities for uploading files, images, designs, and data. Current incentives for yearbook staff include class credit, specialized technology access, field trips, and free workshops with one-on-one editing support from yearbook representatives.
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| File | Type | Posted |
|---|---|---|
| RFP 4061 - Diploma Covers-Inserts, Yearbooks, Caps-Gowns - Final.docx | DOCX document |
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RFP 4061 – Diploma Covers-Inserts, Yearbooks, Caps-Gowns
Vendor Questions/Inquiries and Responses
1: How will you quantify the number of students receiving free cap, gown, tassel & stole assistance?
RESPONSE: Senior students (approximately 900) who qualify for free or reduced lunch are considered low income and may be considered for a fee waiver or discounted rate. School social workers work in collaboration with families to address needs.
2: Who is paying for the cap, gown, tassel & stole? MMSD or families?
RESPONSE: Families. Cords are provided by the district.
3: How do we provide documentation that we are not Debarred, suspended, proposed for debarment, or declared ineligible? Who does the certification?
RESPONSE: Please complete Attachment G – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion. The appropriate individual within your organization certifies, by completing the form and signing, that neither the signer nor the principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.
4: How will you quantify the number of students receiving free yearbook assistance?
RESPONSE: Students who qualify for free or reduced lunch are considered low income and may be considered for a fee waiver or discounted rate. School social workers work in collaboration with families to address needs. For yearbooks, seniors (approximately 900 students) are prioritized over freshman, sophomores, and juniors (approximately 2700 students).
5: Section 7: Description of graduation outfit. The word cords appears in several places.
Students earn a cord, they do not purchase one. Cords have historically been purchased by the district. Under section 7.1.6, the word tassel is not even listed, just cord. We are thinking it was meant to read Cap, gown, tassel & stole. Should the word cord be removed from the description? 1.2.2.3 also uses the word cord instead of tassel.
RESPONSE: That is correct, cap/gown/tassel/stole and the same is true on 1.2.2.3.
6: Paragraph 2.4: references cost proposal on paragraph 6.2, there is no 6.2. Should it be 8.2?
RESPONSE: Yes, the intended paragraph is 8.2. The direction provided in Paragraph 2.4 should have referenced 8.2, which states 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.
7: Paragraph 4.3: references a resume, how detailed would you like this? High School attended? College attended? Or just general work qualifications for this section(s)?
RESPONSE: The resume should demonstrate the person’s ability to support high school staff and students to develop and publish a high-quality professional product.
8: 6.1.2.2: What plug ins are the schools currently using? Just looking for some clarity on this.
RESPONSE: We are using our current company’s online design program and INDESIGN with a plugin capability allows schools to upload the necessary files, images, designs, and data to the company’s platform.
9: 6.1.3.5: What incentives are currently being provided to yearbook staff?
RESPONSE: Students receive credit for taking the class, learn new skills and have access to specialized technology. In the past there have been celebratory field trips, stickers, posters, press passes, tshirts, and class parties for yearbook staff. Additionally, there have been free workshops and 1:1 editing help from yearbook representatives.
10: Is the first week of May deadline, for a supplement or the entire book?
RESPONSE: The entire book. Not all schools do a supplement.
11: Need clarification on the deadline/ship date/delivery. It appears the book is submitted the first week of May, printed in two weeks and shipped by May 15th. Is this accurate? Is this what they are currently receiving?
RESPONSE: Correct, we are requesting a two-week turnaround time, consistent with MMSD’s last RFP for yearbooks to allow maximum time for students to complete their work. In practice and if possible, schools could work with the vendor to backmap the exact timeline provided the book is delivered by the end of the school year.
12: Cover Process LaFollette: Need clarification on this process. Other 3 schools have a similar cover process, Lafollette is very different. Are they doing a silk screen cover or a full color with laminate like the other 3 schools. Please describe what decorate skins on full color RESPONSE: Thank you for bringing this to our attention. LaFollette has a new advisor and has decided to have a similar, full color laminate, cover to the other high schools.
13: Four hardcopies including Materials but EXCLUDING COST PROPOSAL? Does not seem to be a paragraph 6.2. Just confirming this.
RESPONSE: The direction provided in Paragraph 2.4 should have referenced 8.2, which states 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.
14: Would Madison Metro accept other options with regards to Shabazz High for rainbow diploma ribbons and caps of different colors?
RESPONSE: We would be open to discussion but this is our current tradition and expectation for that school.
RFP 4061 –Diploma Covers-Inserts, Yearbooks, Caps-Gowns (Inquiries/Questions and Responses)
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