RFP 69-3398 Addendum #1 - Q&A.pdf

Procurement Services

840 Neal Street Greensboro, NC 27403

ADDENDUM #1 – Q&A

RFP 69-3398

Printing Services Conv Contract-26 Using Agency Name: UNC Greensboro

Date: Wednesday, August 27, 2025

The following are answers to the written questions received by the UNCG Procurement Services office prior to the Monday, August 25, 2025, at 2pm EDT deadline.

A signed copy of this addendum must be returned with your bid package. Failure to submit a signed copy of this addendum will result in rejection of your bid.

Company

Signature Date

1. Q. I went through the details quickly, but did not see any print specifications to use to fill in

Attachment 7. Did I miss something?

A. Vendors are required to provide three (3) of their best samples with its bid response.

Pricing of each provided sample is what is to be included in the Pricing Attachment A.

Samples need to be labeled for identification purposes, and that same name should be written in the Description field for each respective line on Attachment A.

2. Q. Reference: Section 3.4 Evaluation Criteria, p.10: Will the listed evaluation factors

(Acceptable Solution, Vendor Experience, References, Total Cost) be assigned explicit weights or scoring percentages, or will they only be considered in descending order of importance without numerical weighting?

A. Vendors will be reviewed as a best value. Explicit weights will not be assigned in each category.

3. Q. Reference: Section 3.4 Evaluation Criteria – Acceptable Solution, p.10: Could UNCG clarify what constitutes a fully “acceptable solution” given the broad scope of printing services (brochures, booklets, magazines, calendars, large-format signage, and optional graphic design)? Will proposals that demonstrate strong capabilities in select categories, but not all categories, still be considered responsive?

A. Vendors will be rated on their capabilities in select categories and not all categories. It is important to us that smaller printers have the same chance as large full-service printers as we often have smaller jobs. We want a variety of printers included in our convenience contracts.

4. Q. Reference: Section 4.11 Samples, p.13: For the three required physical samples, will evaluation emphasize print quality, diversity of techniques, or alignment with UNCG’s typical publication needs? Additionally, will the associated cost estimates provided with samples be factored into scoring separately from Attachment A: Pricing?

A. Evaluation will be based on overall value.

5. Q. Reference: Section 4.5 Vendor Experience, p.12 & Section 3.4 Evaluation Criteria, p.10: How will UNCG define a “comprehensive technical approach” in the context of Vendor Experience and Qualifications? Will subcontracted services (e.g., outsourced design or mailing) be evaluated differently than in-house capabilities?

A. If the samples include subcontracted services, the cost of those subcontracted services should be included in the overall price.

6. Q. Reference: Section 3.3 Proposal Evaluation Process, p.9: In the event oral presentations or clarifications are requested, will UNCG provide vendors with equal opportunities to address potential gaps in their proposals, and will those discussions materially impact final scoring?

A. This would depend on what the discussions entailed. Since we are looking at a variety of print vendors with a variety of offerings, potential gaps should be minimal.

7. Q. Reference: Section 5.2 Scope of Work, p.16: Since the Scope of Work notes that the list of required products “is not exhaustive” and additional printed materials may be requested, will UNCG provide more guidance on how vendors should price or account for items not specifically listed in the RFP?

A. Each vendor will submit three (3) samples of their best work and the cost for each sample. After the contracts are awarded, departments may request quotes for items that the vendor may not have provided a sample for.

8. Q. Reference: Section 4.12 University Expectations, p.14: Could UNCG clarify whether vendors will be evaluated on their ability to meet “Visual Identity Guidelines” and customer service expectations at the proposal stage, or if these will only serve as performance standards after contract award?

A. These will serve as performance standards after contract award. The visual identity guidelines will be required to be followed.

9. Q. Reference: Section 3.1 Method of Award, p.8: Since multiple awards are anticipated, will UNCG assign specific categories of work to awarded vendors (e.g., large format, small format, specialty printing), or will all vendors remain eligible for all orders under the convenience contract?

A. This will depend on the number of awardees and the awardee’s capabilities. We don’t want to limit a vendor if they don’t have a capability at the time of this bid but may gain that ability in the future.

10. Q. Reference: Section 6.6 Faithful Performance, p.18: The RFP mentions potential requirements for liquidated damages or retainage. Could UNCG clarify whether such provisions will apply to this contract, and under what circumstances?

A. The only applicable area of Section 6.6 FAITHFUL PERFORMANCE shall be “(4) withholding final payment contingent on acceptance of the final deliverable.” All other verbiage in Section 6.6 shall be omitted.

11. Q. Reference: Section 4.4 HUB Participation, p.12: Will HUB participation be scored as part of the evaluation criteria, or is it only considered for reporting and compliance purposes post-award?

A. It will only be considered for reporting and compliance purposes post-award.

12. Q. Reference: Section 2.7 Proposal Contents, p.8: If vendors submit alternate proposals

(permitted under Section 2.8), how will those be evaluated alongside the primary submission? Will each alternate be scored independently?

A. Yes, alternate submissions will be scored independently.

13. Q. RFP Section 5.0 SPECIFICATIONS AND SCOPE OF WORK:

143-170.1 - Statement of cost of public documents:

In order to give the total cost & per unit cost:

a.) What is the final size of the sheet?

b.) 1 sided or 2 sided?

c.) Color or B/W/

A. After award(s) are made, individual departments have the opportunity to request quotes, submitting their own specifications based on their needs. The total cost of $___ or $___ per copy verbiage would be based on the particular job printed and the verbiage shall be printed on each requirement that meets this statute’s needs.

14. Q. RFP Section: 5.2 SCOPE OF WORK: Where do we find the print specifications with quantities?

A. Vendors are required to provide three (3) of their best samples with its bid response.

Pricing of each provided sample is what is to be included in the Pricing Attachment A.

Samples need to be labeled for identification purposes, and that same name should be written in the Description field for each respective line item in Attachment A.