RFP_7027_SDSU_Diploma_Printing_and_Distribution_Services.pdf

Contract and Procurement Management Division of Business and Financial Affairs San Diego State University 5500 Campanile Drive San Diego, CA 92182-1616 619-594-5243 / 619-594-5919 (fax) Web address: http://bfa.sdsu.edu/financial/procurement

REQUEST FOR PROPOSAL (RFP) 7027

FOR

~ SDSU DIPLOMA PRINTING AND DISTRIBUTION SERVICES ~

PROPOSAL DATA

Date: Wednesday, November 20, 2024 Description: SDSU Diploma Printing and Distribution Services Contact: Ian Dangler, Contract and Procurement Management E-mail: idangler2@sdsu.edu

QUESTION DEADLINE

Date: Friday, December 6, 2024 Time: 2:00 p.m. PDT Purpose: To address questions or concerns regarding any part of this proposal package.

Please submit all questions by posting them to:

https://www.planetbids.com/portal/portal.cfm?CompanyID=25796)

Questions received after the deadline may not be answered.

PROPOSAL DUE DATE

Date: Monday, December 30, 2024 Time: 2:00 p.m. PDT Location: https://www.planetbids.com/portal/portal.cfm?CompanyID=25796)

Submit one original proposal prior to the date and time specified and through electronic upload to PlanetBids. Proposers shall respond to the solicitation by electronic file upload only before the date and time set forth in the RFP. Mistakes or delays in the submission are entirely the responsibility of the Proposer.

PRE-PROPOSAL CONFERENCE

Date: A pre-proposal conference has not been scheduled for this solicitation.

http://bfa.sdsu.edu/financial/procurement https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

Cover Letter

RFP 7027

RFP CONTENT

This Cover Letter to the RFP Request for Proposals (RFP) 7027 APPENDIX A: Supplemental Solicitation Provisions APPENDIX B: Proposal Certification Form APPENDIX C: Bidder Declaration Form APPENDIX D : Sample Agreement and Terms and Conditions of Purchase APPENDIX E: Payee Data Record, STD 204 APPENDIX F: Policy and Procedures Governing Travel and Relocation Expenses

Reimbursement https://bfa.sdsu.edu/financial/travel/

PLANETBIDS SUBMISSION

Interested Proposers must register with PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. Obtaining documents via any other method does NOT make the Contractor a Proposer or Record. Planetbids sends notifications to prospective proposers; however, the University recommends that the proposers periodically check the PlanetBids website for modifications to RFP documents. The University is not responsible for the prospective proposer’s misunderstanding of the RFP solicitation or a nonresponsive proposal due to failure to check the website for updates or addenda to RFP documents, and/or other information regarding the RFP solicitation. Failure to periodically check this website will be at the proposer’s sole risk.

The University assumes no responsibility for delay in submission of the proposal through the PlanetBids system. Submittal of responses by mail, personal delivery, courier service, fax or email is not acceptable.

https://bfa.sdsu.edu/financial/travel/

Cover Letter

PROTESTS

Proposers filing a protest of the specifications and/or requirements shall submit such protest prior to the scheduled submittal deadline. Proposers filing protest of contract award must do so within five (5) business days after Notice of Intent to Award. The protesting Proposer shall submit a full and complete written statement detailing the facts in support of the protest. Protest must be sent by certified or registered mail, email, facsimile, or delivered in person to the University contact shown on page one (1). A protest decision will be provided and will be in writing and sent by certified or registered mail, email, facsimile or delivered in person to the protesting Proposer.

The Protest decision made by the University is final.

This RFP does not constitute an order for the goods or services specified

TABLE OF CONTENTS

SECTION 1 PURPOSE, OVERVIEW, AND TERM

SECTION 2 SCHEDULE OF EVENTS

SECTION 3 SOLICITATION PROVISIONS AND PROPOSER’S CERTIFICATION

SECTION 4 SCOPE OF WORK…………………………

SECTION 5 QUALIFICATIONS/REQUIREMENTS

SECTION 6 EVALUATION AND SELECTION CRITERIA

SECTION 7 INSRUCTIONS, CONTENT AND FORMAT:

o ATTACHMENT No. 1: QUALIFICATIONS o ATTACHMENT No. 2: REFERENCES o ATTACHMENT No. 3: PERSONNEL EXPERTISE o ATTACHMENT No. 4: PRICE PROPOSAL FORM

SECTION 1: PURPOSE, OVERVIEW, AND TERM

1.1 PURPOSE. San Diego State University (University) is requesting proposals from firms qualified to provide Diploma Printing and Distribution Services. The proposals will be evaluated by a committee selected by the University and an award will be made in the best interest of the University.

1.2 BACKGROUND. Since its founding in 1897, the University has grown to become a leading public research university, and a federally designated Hispanic-serving Institution. Each year, SDSU provides more than 37,000 students with the opportunity to participate in an academic curriculum distinguished by direct contact with faculty and an international emphasis that prepares them for a global future. SDSU takes pride in more than a century of achievement in education, research, and service. The University ranks fifth in the country for students studying abroad and in the top 10 for diversity; Forbes, Fortune and U.S. News & World Report rank SDSU in the top 25 nationally for innovation and entrepreneurship. Renowned for its academic excellence, SDSU is home to top-ranked graduate programs and offers bachelor's degrees in 95 areas, master's degrees in 78 areas and doctorates in 22 areas. As the oldest higher education institution in San Diego, uniquely situated only 30 minutes north of the U.S.-Mexico border, our community is fully committed to excellent teaching, meaningful research and service to our binational region, and the world at large. SDSU is alma mater to more than 480,000 alumni. For more information, log on to www.sdsu.edu.

1.3 PROJECT OVERVIEW. The services provided by the Contractor shall include, but not limited to, customization of diplomas, printing of diplomas, distributing diplomas via first class mail, online diploma ordering, and diploma management software. The Contractor shall be able to fulfill all requirements identified simultaneously in the statement of work.

1.4 AWARD OF CONTRACT. The University intends to award the contract to a Primary Contractor whose proposal is determined to offer the best value to the University.

1.5 RFP RULES AND INSTRUCTIONS. The rules governing this RFP are stated in Section 7

- (Instructions, Content, and Format). Proposers are advised to carefully read, understand, and comply with these requirements in preparing a response to this RFP.

1.6 TERM. The contract term is anticipated to be for an initial (base) period of three (3) years with two (2) two-year options to extend.

(End of Section 1)

SECTION 2: SCHEDULE OF EVENTS

Release of Request for Proposal November 20 2024

Last Day to Submit Questions for Clarification (2:00 p.m. PDT) December 6, 2024

Deadline for Submission of Proposals (2:00 p.m. PDT) December 30, 2024

Interview/Presentations (Optional) TBD

Notice of Intent to Award (NOIA) TBD

Protest Period (5 working days after NOIA) TBD

Contract Award January 2025

Commencement of Services January 2025

QUESTIONS WILL ONLY BE ACCEPTED VIA PLANETBIDS. Responses to questions and addendums will be posted website at the PlanetBids website:

https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

The dates up to and including the “Deadline for Submission of Proposals” date may be adjusted upon advance written notice. Dates after the receipt of proposals may be adjusted without written notice. Additional RFP steps may be included at the discretion of the University.

PROPOSALS NOT RECEIVED BY THE DATE AND TIME SPECIFIED WILL BE

REJECTED.

(End of Section 2)

SECTION 3: SOLICITATION PROVISIONS AND PROPOSER’S CERTIFICATION

3.1 SOLICITATION PROVISIONS.

3.1.1 DEFINITIONS

a. The Trustees of the California State University are referred to as “San Diego State University,” “University” or “Trustees.”

b. The terms “bid” and “proposal” are synonymous and means an offer made in response to a solicitation to perform a contact for work and labor or to supply goods at a specified price, whether or not it is considered a “seal bid” or results in award of a contract to a single or sole source.

c. “Bidder” or “Proposer”, “Contractor” is used to interchangeably and each shall apply to the business entity which submits a bid/proposal or is awarded a contract.

3.1.2 RESERVATION OF RIGHTS

The University may reject any or all proposals and may waive any immaterial deviation in a Proposal. The University’s waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Bidder from full compliance with the specifications if the Bidder is awarded the contract. Proposals that include terms and conditions other than the University’s terms and conditions may be rejected as being non-responsive. In the event all proposals are rejected or the University determines alternative solutions are in its best interest, the University may cancel this solicitation and pursue alternative sourcing options.

The University may make such investigations as deemed necessary to determine the ability of the Bidder to perform the work, and the Bidder shall furnish all such information and data for this purpose. The University reserves the right to reject any submittal made pursuant to this RFP or any subsequent Proposal or bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the University that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work specified. Additionally, the University reserves the right to request additional performance guarantees if, in the sole opinion of the University, financial stability or capability cannot be established.

3.1.3 NON-ENDORSEMENT

If selected as a qualified Bidder, the Bidder shall not issue any news releases or other statements pertaining to selection, which state or imply University endorsement of Bidder's services.

3.1.4 DISPUTES/PROTESTS

The University encourages potential Bidders to resolve issues regarding the requirements or the procurement process through written correspondence and discussions. The University wishes to foster cooperative relationships and to reach a fair agreement in a timely manner.

Bidder’s filing a notification to protest must do so within five (5) business days after a Notice of Intent to Award has been publicly posted. The protesting Bidder shall submit a full and complete written statement detailing the facts in support of the protest within 10 calendar days after expressing notification to protest. Protest must be sent by certified or registered mail or delivered in person to Ian Dangler, Buyer II. Within a reasonable time after receipt of the written statement of protest, the University will provide a decision on the matter. The decision will be in writing and sent by certified or registered mail or delivered in person to the protesting Bidder. The decision of University is final.

3.1.5 AWARD OF CONTRACT

The University reserves the right to reject any and all proposals and to award one or more contracts. Award, if any, will be to the Bidder, whose proposal best complies with all of the requirements of the RFP documents and any addenda. A “Notice of Intent to Award” will be posted publicly for five (5) consecutive working days prior to the award. Written notification will be made to unsuccessful vendors.

The selected Bidder and the University shall commit to negotiation for the final scope of services to be accepted and execution of an agreement, in substantial accordance with the terms and conditions herein, within 30 days of the Notice of Intent to Award. Should the parties be unable to reach final agreement within this time frame, the parties may mutually agree upon a time extension to complete negotiations and contract execution. If the parties are unable to agree upon a time extension, or if the University determines that a time extension would not be beneficial to the project, the University reserves the right to terminate negotiations and proceed with a secondary finalist.

3.1.6 EXECUTION OF THE AGREEMENT

The Agreement shall be signed by the Contractor and returned, along with the required attachments and appendices to the University Contracts and Procurement Management Department within fourteen (14) calendar days from receipt of contract. The period for execution may be changed by mutual agreement of the parties. Contracts are not effective until approved by the appropriate University officials. Any work performed prior to receipt of a fully executed contract shall be at Contractor’s own risk.

3.1.7 FAILURE TO EXECUTE THE AGREEMENT

Failure to execute the Agreement within the time frame identified above shall be sufficient cause for voiding the award. Failure to comply with other requirements within the set time shall constitute failure to execute the Agreement. If the successful Bidder refuses or fails to execute the Agreement, the University may award the Agreement to the next qualified Bidder.

3.1.8 CONFLICT OF INTEREST

Potential Contractors are advised that Contractor's officers and employees shall comply with the disclosure, disqualification, and other provisions of California's Political Reform Act of 1974 (Government Code Section 81000 et seq.) if their responsibilities include the making or participation in the making of a University decision.

3.1.9 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

In accordance with Government Code section 14838(f), and Military and Veterans Code sections 999.5(a) and 999.5(d), the Trustees shall grant a bid incentive for bid evaluation purposes only.

The level of DVBE incentive will correlate to the level of participation; that is, the more DVBE participation proposed, the higher the incentive. A non-small business cannot displace a California certified small business from the top ranked position due to application of preferences or incentive.

The bid incentives levels are as follows:

DVBE Participation on this contract

Incentive

1% 1% 2% 2% 3% 3% 4% 4% 5% and above 5%

In solicitations where an award is to be made to the highest scored bidder based on evaluation bidder’s total score. In solicitations where an award is to be made to the low bid, the incentive is a percentage of the low bid total.

If requesting the DVBE Incentive, then complete Appendix C, the Bidder Declaration Form, and indicate the total DVBE participation.

For further information on DVBE participation requirements or incentive for this project, contact Rachel Ascherl, San Diego State University Small Business & DVBE Advocate at (619) 594- 1652 or via rascherl@sdsu.edu.

3.1.10 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference to Proposers or Bidders who qualify as either California certified small businesses or non-small businesses that commit 25% of the contract value to California certified small businesses. To be eligible, the small businesses must be certified by The Office of Small Business and DVBE Services. The rules and regulations of this law, including the definition of a small business for the delivery of services, are contained in Title 2, California Government Code, Section 14838, et seq. and Title 2, California Administrative Code, Section 1896, et seq.,. Copies of the codes and regulations are available online or upon request.

If requesting the Small Business Preference, then complete Appendix C, the Bidder Declaration Form, and indicate the total Small Business participation.

The use of the Small Business Preference shall be in compliance with the law and specifically Government Code Section 14838.B.2. In solicitations where an award is to be made to the highest scored bidder based on evaluation factors in addition to price, the preference to small businesses or microbusiness shall be 5 percent of the highest responsible bidder’s total score. The preference to non-small business bidders that provide for small business or microbusiness subcontractor participation shall be up to a maximum 5 percent of the highest responsible bidder’s total score, determined according to rules and regulations established by the Department of General Services. In solicitations where an award is to be made to the low bid, the preference is applied by factoring 5 percent of a non-small business low bid total and subtracting this amount from the small business bid total.

3.1.11 Accessibility Technology Initiative – Section 508

California Government Code 11135 requires that the University comply with Section 508 of the Rehabilitation Act of 1973, as amended, and to apply the accessibility standards published by the U.S. Access Board for electronic and information technology (EIT) products and services that it buys, creates, uses, and maintains.

EIT is any equipment, interconnected system, or subsystem of equipment used in the creation, conversion, or duplication of data or information. EIT is defined by the Access Board at 36 CFR

1194.4 and in the FAR at 2.101. EIT includes:

a. Telecommunication products, such as telephones;

b. Information kiosks;

c. Transaction machines;

d. World Wide Web sites;

e. Software and Operating Systems;

f. Computers;

g. Multimedia (including videotapes), and;

h. Office equipment, such as copiers and fax machines.

3.1.12 Patent, Copyright, and Trade Secret Indemnity

A contractor may be required to furnish a bond to the San Diego State University against any and all loss, damage, costs, expenses, claims and liability for patent, copyright and trade secret infringement.

3.1.13 Accommodations for the Disabled

It is the policy of the University to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. Persons with a disability needing a reasonable modification to participate in the procurement process, or persons having questions regarding reasonable modifications for the procurement process may contact the buyer listed elsewhere in this solicitation.

3.1.14 PUBLIC CONTRACTS CODE RESTRICTIONS FOR SAN DIEGO STATE

UNIVERSITY EMPLOYEES

The San Diego State University employees and immediate past employees must comply with restrictions regarding contracting with the University. Bidder needs to be aware of the following provisions regarding current or former University employees. In submitting a bid, Bidder certifies that the Bidder is eligible to contract with the University pursuant to the Public Contracts Code (PCC) sections list below:

a. Current University Employees (PCC Section 10831):

i. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any University department through or by a University contract unless the employment, activity or enterprise is within the course and scope of the officer’s or employee’s regular University employment.

ii. No officer or employee shall contract on his or her own behalf as an independent Bidder with any University department to provide goods or services.

iii. This prohibition does not apply to officers or employees of the University with teaching or research responsibilities.

b. Former University Employees (PCC Section 10832):

i. For the two-year period from the date he or she left University employment, no former University officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any University department.

ii. For the twelve-month period from the date he or she left state employment, no former University officer or employee may enter into a contract with any University department if he or she was employed by that University department in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving University service.

3.1.15 LOSS LEADER

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 10730 of the Business and Professions Code.

“Loss leader” means any article or product sold at less than cost:

a. Where the purpose is to induce, promote, or encourage the purchase of other merchandise; or

b. Where the effect is a tendency or capacity to mislead or deceive purchasers to prospective purchases; or

c. Where the effect is to divert trade from or otherwise injure competitors.

3.1.16 BRAND NAMES

Any reference to brand names is intended to be descriptive, but not restrictive, unless otherwise specified. Proposals meeting the indicated standards of quality will be considered, unless otherwise specified, providing the proposal clearly describes the article offered and how it differs from the referenced brands. Unless the contractor specifies otherwise in the proposal, it is understood the Contractor is offering referenced brands as specified. The University reserves the right to determine whether a substitute offer is equivalent to and meets the standards of quality indicated by the brand name references. The University may require a contractor offering a substitute to supply additional descriptive material and sample.

3.1.17 SUSTAINABILITY

Bidders must present information describing their current sustainable practices, to include, as applicable, the areas of natural resources, company operation and positive social/community impact, written policy statement, sustainable business practices and environmentally preferable purchasing practices or updates to Vendor’s sustainable practices, as applicable as requested in Appendix F.

3.2 BIDDER’S CERTIFICATION.

By submitting a proposal, the Bidder certifies to comply with the following:

3.2.1 AMERICANS WITH DISABILITIES ACT (ADA)

Bidder assures the University that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.).

3.2.2 UNFAIR PRACTICES ACT

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section 17000 et seq.).

3.2.3 VIOLATION OF AIR OR WATER POLLUTION LAWS

Unless the contract is less than $25,000.00 or with a sole-source provider, Government Code Section 4477 prohibits the State from contracting with a person, including a corporation or other business association, who has been determined to be in violation of any State or federal air or water pollution control law. By a proposal the Bidder warrants that the Bidder has not been found to be in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution district, or is subject to a cease and desist order not subject to review issued pursuant to Section 13310 of the Water Code for violation of waste discharge requirements or discharge prohibitions, or is finally determined to be in violation of provisions of federal laws relating to air or water pollution. By submitting a bid, the Bidder certifies that it has not been identified either by published notices or by Board notification as a person in violation of State or federal air or water pollution control laws.

3.2.4 COMPLIANCE WITH NLRB ORDERS

In submitting a bid or signing a contract the Bidder swears under penalty of perjury that no more than one final, unappealable finding of contempt of court by a federal court has been issued against the Bidder within the immediately preceding two-year period because of the Bidder's failure to comply with an order of a federal court which orders the Bidder to comply with an order of the National Labor Relations Board. This provision is required by, and shall be construed in accordance with, Public Contract Code Section 10296.29.

3.2.5 ASSIGNMENT OF ANTITRUST ACTIONS

The Bidder's attention is directed to the following provisions of Government Code Sections 4552, 4553, and 4554, which shall be applicable to the Bidder:

In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the procurement body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Bidder for sale to the procurement body pursuant to the bid. Such assignment shall be made and become effective at the time the procurement body tenders final payment to the Bidder (Government Code Section 4552).

If an awarding body or public procurement body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery (Government Code Section 4553). Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (Government Code Section 4554).

3.2.6 NONCOLLUSION AFFIDAVIT

By submitting a bid, Bidder hereby certifies that the bid is not made in the interest of, or on behalf of, any undisclosed party; that the bid is genuine and not collusive, false, or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly agreed with any Bidder or anyone else to put in a false or sham bid, or to refrain from bidding; that the Bidder has not in any manner, directly or indirectly, sought to fix any overhead, profit or cost element of the bid, of that of any other Bidder, or to secure any advantage against the public body awarding the contract or anyone interested in the proposed contract.

3.2.7 SAFEGUARDS FOR PROTECTING [CAMPUS NAME] INFORMATION ASSETS

By submitting a bid, Bidder acknowledges Federal privacy laws such as Gramm-Leach-Bliley Act (Title 15, United States Code, Sections 6801(b) and 6805(b) (2)) applicable to financial transactions and Family Educational Rights and Privacy Act (Title 20, United States Code, Section 1232g) applicable to student records and information from student records. In the event that such information is required for the performance of the work specified, the Bidder hereby certifies that it has the appropriate safeguards in place as required by Title 16 Code of Federal Regulation Chapter 1 Section 314.

3.2.8 COVENANT AGAINST GRATUITIES

The Bidder shall warrant that no gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the Bidder, or any agent or representative of the Bidder, to any officer or employee of the University with a view toward securing the Contract or securing favorable treatment with respect to any determinations concerning the performance of the Contract. For breach or violation of this warranty, the University shall have the right to terminate the Contract, either in whole or in part, and any loss or damage sustained by the University in procuring on the open market any items, which the Bidder agreed to supply, shall be borne and paid for by the Bidder. The rights and remedies of the University provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under the Contract.

3.2.9 DRUG-FREE WORKPLACE CERTIFICATION

The Bidder certifies under penalty perjury under the laws of the State of California that the Bidder will comply with the requirements of the Drug-Free Workplace Act of 1990 (Government Code, Section 8355 et. seq.) and will provide a drug-free workplace by doing all of that which Section 8355 et seq. requires.

3.2.10 ELECTRONIC WASTE RECYCLING ACT

In submitting a bid for electronic devices, as defined by the Electronic Waste Recycling Act of 2003, Part 3 Division 30 Changer 8.5 of the Public Resource Code, the Bidder certifies that it, and its agents, subsidiaries, partners, joint ventures, and subcontractors for the procurement, have complied with the Electronic Waste Recycling Act of 2003 and any regulations adopted pursuant to the Act, or have demonstrated to the University that the Electronic Waste Recycling Act of 2003 is inapplicable to all lines of business engaged in by the bidder, its agents, subsidiaries, partners, joint venturers, or subcontractors. In addition the Bidder agrees to cooperate fully in providing reasonable access to its records and documents that evidence compliance with the Electronic Waste Recycling Act of 2003.

3.2.11 DARFUR CONTRACTING ACT

PCC sections 10475 et seq., the Darfur Contracting Act of 2008, establish restrictions against contracting with vendors conducting certain types of business in Sudan. The Act sets forth criteria to determine if a vendor is a “scrutinized company” and therefore ineligible to bid on or submit a proposal for State contracts.

Upon submitting a bid, bidders that have had business activities outside of the United States within the previous three years certify that they are not a scrutinized company as defined, or demonstrate they obtained permission under the statute. (PCC §§ 10478, 10477(b).) False certifications shall cause the bid to be invalidated. (PCC § 10479.)

3.2.12 IRAN CONTRACTING ACT

PCC sections 2202 et seq., the Iran Contracting Act of 2010, establish restrictions against contracting with vendors that provide specified levels of goods or services or other investment activities, as defined, in the energy sector of Iran. By submitting a bid in excess of $1 million, bidder certifies that bidder is not a financial institution extending credit to an ineligible vendor on the list published by the California Department of General Services on the web site:

http://www.documents.dgs.ca.gov/pd/poliproc/Iran%20Contracting%20Act%20List.pdf (PCC § 2204.) The Act includes certain exceptions. (PCC § 2203(c).)

3.2.13 THE CONGO – SECURITIES EXCHANGE ACT

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. The [CAMPUS NAME] will not accept bids or proposals or contract for goods or services related to products or services from companies designated as a “scrutinized company” by the Federal Government.

By submitting a bid, bidder certifies that they are not a scrutinized company as defined. False certifications shall cause the bid to be invalidated.

For purposes of this section, a “scrutinized company” is a person that has been found to be in violation of Section 13(p) of the Securities Exchange Act of 1934 by final judgment or settlement http://www.documents.dgs.ca.gov/pd/poliproc/Iran%20Contracting%20Act%20List.pdf entered in a civil or administrative action brought by the Securities and Exchange Commission and the person has not remedied or cured the violation in a manner accepted by the commission on or before final judgment or settlement.

(End of Section 3)

SECTION 4: SCOPE OF WORK

4.1 Service Overview

San Diego State University is seeking comprehensive services from a qualified Contractor for Diploma Printing and Distribution Services.

The Contractor shall provide detailed, accurate, and high-quality customized diplomas that meet the standards of SDSU. The Contractor shall have the capability to distribute diplomas physically and electronically in a timely manner. The Contractor shall have the resources to maintain or provide access to diploma management software for order processing and document retention.

4.2 Diploma Printing Requirements

Please see visual representation of requirements listed in 4.2 Diploma Printing Requirements on following page.

4.2.1 The Contractor shall paper diplomas 8.5 x 11 inches in size on cream colored acid free archival quality paper approximately 10 mil in thickness.

4.2.2 The Contractor shall provide the SDSU Official Seal in embossed gold metallic with a tri-level sculpted/engraved die and the CSU Seal in embossed gold metallic with a tri-level sculpted/engraved die on each paper diploma. The Contractor shall not utilize any type of thermography.

4.2.3 The Contractor shall make the header of each paper diploma black with fine shadow lines and embossed with a sculpted/engraved die.

4.2.4 The Contractor shall have the ability to provide diplomas in Latin. The diploma header must be engraved to read “Universitatis Publicae Sanctididacanae”. The date line must be printed in Roman Numerals. All other degree information must be translated into Latin.

4.2.5 The Contractor shall be able to provide diplomas in the formats/templates listed below:

a) Degree

b) Degree-Honors

c) Degree-Major

d) Degree-Major (Latin)

e) Degree-Major-Distinction

f) Degree-Major-Honors

g) Degree-Major-Honors (Latin)

h) Degree-Major-Honors-Distinction

i) Degree-Major-Honors-Distinction (Latin)

j) Degree-Major-Honors-Emphasis

k) Degree-Major-Honors- Emphasis (Latin)

l) Degree-Major-Honors- Emphasis -Distinction

m) Degree-Major- Emphasis

n) Degree-Major- Emphasis -Distinction

o) Degree-Minor

4.3 Diploma Management Software Requirements

4.3.1 The Contractor shall provide software or access to platform that will provide data management, storage, and have as secure web-based extension for an unlimited number of users.

4.3.2 The software shall be able to accept data files and encrypt with AES 256-bit encryption, support Unicode characters, and provide an automated upload process.

4.3.3 The software shall provide a notification to a user when files are ready to import and process through the diploma management software.

4.3.4 The Contractor shall provide Single Sign-On access to log into the diploma management software.

4.3.5 The software shall provide two (2) separate instances. One instance for Undergraduate Studies and one instance for Graduate Studies.

4.3.6 The software shall have the ability to properly read and translate to English on a diploma all, but not limited to: College codes, Degree codes, Major codes, and Honor Code.

4.3.7 The software shall retain a record of all orders processed and must retain the records indefinitely.

4.3.8 The software must provide a user audit trail for every order to include mailing detail of each diploma including date, time, and address of when diploma was mailed. The audit trail shall provide accurate details on each order and a view of the diploma as it was printed.

4.3.9 The software shall identify and manage graduates that are on "hold" status and deny diplomas orders to graduates with “hold” status. The software shall prepare a formal letter or email a formal notification to each graduate with a “hold” status.

4.3.10 The software shall have the option to select an “Overnight” shipping when ordering a diploma. This option shall provide a cost summary of the order prior to the order being placed. Once an order is placed with this option, the software shall provide the graduate and user an email with the tracking number and delivery information details. This option shall support domestic and international orders.

4.3.11 The software shall have the option for a user to have the diploma delivered to the University in lieu of being mailed to the user.

4.3.12 The software shall have a secure web-based extension that allows users and University staff to search for every order placed. The search should enable user to find all, but not limited to: name on the diploma, type of diploma, mailing address, date of when the diploma was mailed, and from where diploma was mailed to user. The web-based extension shall show all past orders related to the specific user.

4.3.13 The software shall provide an Intelligent Mail Barcode (IMB) on every order mailed via US First Class Domestic. The software shall provide USPS tracking data based on the IMB. The data shall be provided daily.

4.3.14 The Contractor shall provide an online Self-Serve Diploma Online Ordering service for the University’s graduates.

4.3.15 The online ordering shall be integrated into the diploma management software and allow the University staff to control every diploma order from being in the online ordering system.

4.3.16 The online ordering system shall provide a full accurate image of the exact diploma ordered for each graduate.

4.3.17 The Contractor shall be responsible for processing all payments though the online ordering system.

4.3.18 The Contractor shall ensure every order through the online ordering system will be printed and mailed same day.

4.3.19 The software shall maintain a signature library to store and provide University Officers’ signatures for historical diplomas from any prior date.

4.3.20 The software shall maintain a University seal library to store and provide previous University seals for historical diplomas from any prior date.

4.3.21 The software shall be able to automatically sort and print the correct signature for each diploma. The software shall print the correct signatures from each graduation date if a diploma is to be reordered at any future date.

4.3.22 The software shall store and print the correct titles of University staff listed on diplomas. The software shall be automated to know the correct titles of University staff at any given date and correctly print the given title of University staff on diplomas ordered at any date.

4.3.23 The software shall allow University staff to manually edit a diploma within the diploma management software.

4.4 Service Requirements

4.4.1 The Contractor shall provide the option to the University to order diplomas every week with no minimum or maximum quantity.

4.4.2 The Contractor shall proofread each diploma ordered, print each diploma, and apply postage for each mailer envelope with US First Class or International within an average of 2-4 business days.

4.4.3 The Contractor shall be responsible to pay for postage at the time of mailing and then shall provide an itemized invoice the University each month for the diplomas order for the prior month.

4.4.4 The Contractor shall be able to provide the 8.5 x 11-inch diploma and envelope mailer at a weight less than 4 ounces to mail via USPS First Class mail.

4.4.5 The Contractor shall confirm every envelope mailer has the University address, University color logo, and contact information of the order.

4.4.6 The Contractor shall provide an email to each ordered once diploma is mailed confirming the diploma was mailed with the mailing address included. The email shall be within an hour of the diploma being mailed.

4.4.7 The Contractor shall supply paper stock to the University for printing of diplomas in-house and provide support through the diploma management software. The diploma paper stock shall have the University’s watermark and statement pre-printed on the reverse side of the diploma.

4.4.8 The Contractor shall invoice the University the same rate for any in-house diplomas printed as it would invoice the University for any diplomas printed by the Contractor.

4.4.9 The Contractor shall provide a full audit trail for all diplomas printed in-house.

The audit trail shall include the user who printed the diploma, the timestamp of when the diploma was printed, and image of the printed diploma.

4.4.10 The Contractor shall remit and pass through any shipping and handling to the University to cover costs for mailing envelope and any postage for any in-house diplomas where Standard First-Class Mail applies.

4.4.11 The Contractor shall provide an online store that allows University graduates to purchase a signed and certified high-resolution color electronic diploma (eDiploma). The eDiploma shall be an Adobe Certified PDF and every order shall include the Adobe Blue Ribbon on the PDF Signing Certificate. The eDiploma shall be an exact match to the printed diploma.

4.4.12 The online store shall provide a full image of the diploma prior to ordering. Once the diploma is purchased, the Contractor shall retain the eDiploma and have available to the graduate in perpetuity.

4.4.13 The Contractor will be responsible for processing all payment through the online store.

4.4.14 The Certification page on each eDiploma shall include the University’s Registrar’s signature. In addition, the Certification page shall include a SHA 256-bit encrypted link embedded on the page that allows for a One-Click Degree Verification.

4.4.15 The Degree Verification link shall validate every eDiploma through the Diploma Management Software and validate the eDiploma to the University’s web-based extension site. The Contract shall enable the option to all Diploma Management Software users at the University to disable or revoke an existing eDiploma through the Diploma Management Software.

(End of Section 4)

SECTION 5: CONTRACTOR QUALIFICATIONS/REQUIREMENTS

All shall include the following with their proposal submittals (Technical Proposal, Sections 5.1-

5.6 and Price Proposal, Section 5.7) to be considered responsive. Proposers shall elaborate on each question asked below and respond using the same Proposal Format, associating your answers to the referenced categories and questions.

5.1 QUALIFICATIONS/REFERENCES/PERSONNEL EXPERTISE.

Proposer must possess a minimum of five (5) years’ experience as a primary provider for diploma printing and distribution services.

5.1.1 COMPLETE ATTACHMENT No. 1: QUALIFICATIONS. Attach a listing with explanation of defaulted, completed and current contracts similar in nature to the proposed diploma printing and distribution services required in this RFP. Attach additional sheets if necessary.

5.1.2 COMPLETE ATTACHMENT No. 2: REFERENCES. Provide a list of references of higher education/institutions which demonstrate experience in providing services similar in nature required by this RFP. Include company/institution name and address, and name, title, and telephone number of persons to contact. Attach additional sheets if necessary.

5.2 SCOPE OF WORK TECHNICAL APPROACH

5.2.1 Provide specific details to the scope of work requirements your firm can provide in accordance with Section 4. This response should include a detailed description of the approach and plan to be utilized. The detailed plan shall focus on the requirements of the required services. The plan should demonstrate an overall understanding of the Scope of Work to be performed. The plan will be evaluated on clarity, comprehensiveness, describe efficiencies and presentation in a thorough concise format. Proposers are encouraged to provide samples of documentation where appropriate.

5.3 VALUE ADDED OPTIONS

Describe any services, not included in this RFP that your firm may provide to the University that may be of benefit to the University.

5.4 SMALL BUSINESS PREFERENCE CERTIFICATION

Proof of certified Small Business status must be submitted at the time the proposals are due and submission of Appendix C

5.5 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PARTICIPATION

REQUIREMENT AND INCENTIVE

Proof of Disabled Veteran Business Enterprise must be submitted at the time the proposals are due and submission of Appendix C.

5.6 PROPOSAL CERTIFICATION FORM

All proposers must complete and return the certification form, APPENDIX B, with the proposal response.

5.7 PRICING/COSTS

Complete Attachment No. 4, Price Proposal Form. If the Contractor will provide Add-on services, they must include a separate table for the Add-on services. The Contractor should include two (2) Price Proposal Forms, one for the required services and one for Add-on services.

(End of Section 5)

SECTION 6: EVALUATION AND SELECTION CRITERIA

6.1 EVALUATION METHOD.

All proposals shall be reviewed to verify the Proposer has met the RFP submission requirements.

Proposals that have not followed the rules, do not meet minimum content or requirements and quality standards, take unacceptable exceptions to the University’s General Provisions (Appendix D), or are non-responsive to the required responses in this RFP will be eliminated from further consideration.

Proposals determined to have met the RFP requirements will be reviewed and evaluated by a University Evaluation Team. As a part of this review, the University System may require proposing firms to clarify the information submitted. This clarification process may be conducted through written or electronic correspondence or through an interview with the University Evaluation Team.

Responsive Proposers may be required to give oral presentations to the University as part of the evaluation process. The purpose of presentation is to give proposers an opportunity to demonstrate their ability to perform the scope of work defined in this RFP and clarify outstanding issues. It is in the proposing firm’s best interests to submit a thorough and complete proposal and not depend on the presentation process to provide additional information.

6.2 SELECTION CRITERIA.

The University will only consider proposals from financially responsible and responsive firms and organizations presently engaged in the business of providing Diploma Printing and Distribution Services. The award will be made to the most responsible and responsive vendor or partnership group whose proposal is determined to be the most advantageous to the University based on the evaluation criteria listed below in order of importance.

The University Evaluation Team make its evaluation based on the criteria below.

6.3 POINT SCORING SCHEDULE.

Evaluation Criteria Points

A Qualifications and Experience 16 B Scope of Work 55 C Price 40 D Value Added Options 10 E Small Business Preference 5 F Disabled Veteran Business Enterprise 5

Points: 131

6.4 EVALUATION CRITERIA.

Proposals will be reviewed, evaluated, and scored in accordance with the point schedule for all evaluation criteria noted below.

A. Qualifications and Experience Points: 16

This section will consider and evaluate Bidder’s proposed team and ability to meet the requirements and sustainability for duration of project. The Bidder’s qualifications shall be evaluated to determine if the Bidder has provided sufficient documentation, that it possesses the required qualifications, and a general overview of the Bidder’s qualifications. The Bidder’s references will also be considered.

B. Scope of Work Points: 55

This section will consider and evaluate Bidder’s demonstrated understanding of project requirements and the detailed conceptual approach and methodology used to respond to the Scope of Work. Also considered will be the depth and specificity of the Bidder’s overall understanding of the project goals.

C. Price Points: 40

Price will be evaluated based on the categories as indicated on Appendix 4. Price shall remain valid for a period of 60 days from the proposal due date.

D. Value Added Options Points: 10 This section will consider additional benefits, resources and/or services and their demonstrated benefits to the University.

E. Small Business Preference Points: 5 A 5% incentive will be applied to qualified proposals.

F. Disabled Veteran Business Enterprise Incentive Points: 5 Up to a 5% incentive will be applied to qualified proposals.

(End of Section 6)

SECTION 7: INSTRUCTIONS, CONTENT, AND FORMAT

7.1 SUBMISSION OF PROPOSAL

Proposers must submit a complete original proposal in accordance with the format provided in this solicitation to the University through electronic upload to PlanetBids on or before the date and time set forth in the RFP. Proposers shall respond to the solicitation by electronic file upload only. PROPOSALS WILL NOT BE ACCEPTED IF SUBMITTED THROUGH ANY OTHER MEANS (The University will not accept Proposals via mail, personal delivery, courier service or email). It is the Proposer’s responsibility to ensure that the Technical and Price Proposals are submitted through electronic upload to PlanetBids by the date and time listed in the solicitation; the time on the PlanetBid system shall be considered the official time for purposes of determining timely submittal. Mistakes or delays in the electronic submission of Proposals are entirely the responsibility of the Proposer. LATE PROPOSALS WILL NOT BE ACCEPTED.

7.1.1 TECHNICAL AND PRICE PROPOSALS.

a. Technical Proposal and Price Proposal must be submitted via PlanetBids on or before the due date and time for this RFP. The Technical Proposal exhibit shall be marked as “Technical Proposal” with:

• The Name of Proposer and Address

• Buyer: Ian Dangler, Buyer II

• RFP No. 7027 SDSU Diploma Printing and Distribution

Services

• The Date and Time proposal is due

b. The Price Proposal must be submitted on the Price Proposal Form provided by the Trustees, in a separate exhibit clearly marked as “Price Proposal” and the information above.

c. The proposal must be submitted in compliance with the following format, unless otherwise specified in this RFP:

d. Submit electronic proposals as files in .pdf format. Separate each exhibit into one or more files. Clearly name files as to the exhibit and order. Pages requiring signatures must be scanned from an original signature. Other pages may be scanned, or converted to .pdf from other file formats. Converted and searchable formats are preferred.

e. Offerors shall submit separate exhibits in separate files for the Technical Proposal;

and Price Proposal exhibit components of their proposal.

7.1.2 SUBMIT A TECHNICAL PROPOSAL EXHIBIT

a. Content shall be organized to correspond to the applicable question or item within

Sect…