RFP Document.pdf

Dated 10/16/23

STATE OF SOUTH DAKOTA

The University of South Dakota

Auxiliary Services 414 E. Clark St.

Vermillion, SD 57069

RFP Title: Printing and Partnership

PROPOSALS ARE DUE NO LATER THAN: MARCH 31, 2025

RFP #: USD02252025 State POC: Chris Phillips EMAIL: chris.phillips@usd.edu

READ CAREFULLY

FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGIT): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME: TELEPHONE NO:

FAX NO: E-MAIL:

1.0 GENERAL INFORMATION

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this RFP is to solicit firms to store, personalize, mail and produce variable data pieces for the University of South Dakota’s Enrollment, Marketing, and Student Services department. This project involves the development and production of print marketing materials to support undergraduate, graduate and USD-Sioux Falls enrollment initiatives. The client is the University of South Dakota, while the vendor will manage the production and delivery of materials.

The primary goal of this project is to implement clear, targeted enrollment marketing materials to:

1. Increase engagement with prospective students and their families across all undergraduate, graduate and Sioux Falls programs.

2. Enhance brand visibility through cohesive print communications aligned with USD branding guidelines.

3. Support conversion at each enrollment stage (inquiry, application, acceptance and deposit).

4. Streamline communications with updated, visually appealing and easily digestible content.

5. Meet enrollment targets each year by supporting outreach, campus visits and key decision-making milestones.

6. Facilitate a seamless user experience by providing clear, accessible information through printed formats.

The objectives aim to address current enrollment challenges while ensuring materials are consistent, timely and strategically aligned to USD’s overall marketing goals.

The University of South Dakota is a public university under the South Dakota Board of Regents and was founded in 1862. USD enrolls more than 9,000 students and its main campus is located on 274 acres in Vermillion SD. You may learn more about USD at At a Glance | University of South Dakota (usd.edu).

During the RFP process (from release of the RFP to final award), Vendor is not permitted to contact any USD staff or faculty other than the USD designated contact as referenced on the title page, unless at the request of the USD designated contact or to fulfill pre-existing contractual obligations. Violation of these conditions may constitute immediate disqualification.

Any reference to University of South Dakota, USD, University, State, Agency or State of South Dakota used in this RFP, shall all have the same meaning.

1.2 ISSUING OFFICE AND RFP REFERENCE NUMBER

The USD Purchasing Office is the issuing office for this document and all subsequent addenda relating to it, on behalf of the University of South Dakota, Enrollment, Marketing and Student Services. The reference number for the transaction is RFP #USD02252024. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication 2/25/2025 Offeror Questions Due 3/10/2025 Answers Submitted By 3/17/2025 Proposal Submission 3/31/2025 Oral Presentations/discussions (if required) 4/7/2025 https://www.usd.edu/About/At-a-Glance https://www.usd.edu/About/At-a-Glance

Proposal Revisions (if required) 4/14/2025 Anticipated Award Decision/Contract Negotiation 4/25/2025

1.4 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received in the USD Purchasing Office by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

All proposals must be signed, in ink, by an officer of the responder, legally authorized to bind the responder to the proposal, and emailed to chris.phillips@usd.edu.

No proposal shall be accepted from, or no contract or purchase order shall be awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.5 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds.

Where the offeror is unable to certify to any of the statements in this certification, the bidder shall attach an explanation to their offer.

1.6 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination. By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin or disability.

1.7 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by SDCL 5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.8 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.9 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

Offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any Agreement entered into as a result of this RFP. By signing an Agreement pursuant to this RFP, Offeror hereby certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.10 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.11 OFFEROR INQUIRIES

Offerors may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. Inquiries must be emailed to Chris Phillips at chris.phillips@usd.edu with the subject line “RFP #USD02252025”.

The State will respond to offeror’s inquiries (if required) via e-mail. In addition, all inquiries and the State’s response will be posted on the state’s e-procurement system. Offerors may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP. Offerors will be notified in the same manner as indicated above regarding any modifications to this

RFP.

1.12 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected.

The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.13 LENGTH OF CONTRACT

The contract shall commence on July 1, 2025. The length of the agreement will be a three-year term with the option to extend it for two additional one-year terms.

1.14 GOVERNING LAW

Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in the State of South Dakota. The laws of South Dakota shall govern this transaction.

1.15 DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION/NEGOTIATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the State.

However, the State may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals.

Oral presentations will be made at the offeror’s expense.

This process is a Request for Proposal/Competitive Negotiation process. Each Proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any and/or all components of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2.0 STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, along with any additional terms and conditions as negotiated by the parties:

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement shall commence on __________________ and end on ___________________, unless sooner terminated pursuant to the terms hereof.

2.3 The Contractor will not use State equipment, supplies or facilities. The Contractor will provide the State with its Employer Identification Number, Federal Tax Identification Number or Social Security Number upon execution of this Agreement.

2.4 The State will make payment for services upon satisfactory completion of the services. The TOTAL

CONTRACT AMOUNT is an amount not to exceed $________________. The State will not pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL ch. 5-26.

2.5 The Contractor agrees to indemnify and hold the State of South Dakota, its officers, agents and employees, harmless from and against any and all actions, suits, damages, liability or other proceedings that may arise as the result of performing services hereunder. This section does not require the

Contractor to be responsible for or defend against claims or damages arising solely from errors or omissions of the State, its officers, agents or employees.

2.6 The Contractor, at all times during the term of this Agreement, shall obtain and maintain in force insurance coverage of the types and with the limits as follows:

A. Commercial General Liability Insurance:

The Contractor shall maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each occurrence. If such insurance contains a general aggregate limit it shall apply separately to this Agreement or be no less than two times the occurrence limit.

B. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1,000,000.00.

C. Business Automobile Liability Insurance:

The Contractor shall maintain business automobile liability insurance or equivalent form with a limit of not less than $1,000,000.00 for each accident. Such insurance shall include coverage for owned, hired and non-owned vehicles.

D. Worker’s Compensation Insurance:

The Contractor shall procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota law.

Before beginning work under this Agreement, Contractor shall furnish the State with properly executed Certificates of Insurance which shall clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required.

Contractor shall furnish copies of insurance policies if requested by the State.

2.7 While performing services hereunder, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.8 Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. Contractor shall report any such event to the State immediately upon discovery.

Contractor's obligation under this section shall only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. Contractor's obligation to report shall not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section shall not excuse or satisfy any obligation of Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.9 This Agreement may be terminated by either party hereto upon thirty (30) days written notice. In the event the Contractor breaches any of the terms or conditions hereof, this Agreement may be terminated by the State at any time with or without notice. If termination for such a default is effected by the State, any payments due to Contractor at the time of termination may be adjusted to cover any additional costs to the State because of Contractor's default. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a default by Contractor it is determined that Contractor was not at fault, then the Contractor shall be paid for eligible services rendered and expenses incurred up to the date of termination.

2.10 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State. Termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State.

2.11 This Agreement may not be assigned without the express prior written consent of the State. This Agreement may not be amended except in writing, which writing shall be expressly identified as a part hereof, and be signed by an authorized representative of each of the parties hereto.

2.12 This Agreement shall be governed by and construed in accordance with the laws of the State of South

Dakota. Any lawsuit pertaining to or affecting this Agreement shall be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.13 The Contractor will comply with all federal, state and local laws, regulations, ordinances, guidelines, permits and requirements applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements.

2.14 The Contractor may not use subcontractors to perform the services described herein without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, state and local laws, regulations, ordinances, guidelines, permits and requirements and will adopt such review and inspection procedures as are necessary to assure such compliance.

2.15 Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement shall belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s) and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.16 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency. Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.17 Any notice or other communication required under this Agreement shall be in writing and sent to the address set forth above. Notices shall be given by and to ___________________ on behalf of the State, and by ________________, on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties shall be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination shall be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.18 In the event that any court of competent jurisdiction shall hold any provision of this Agreement unenforceable or invalid, such holding shall not invalidate or render unenforceable any other provision hereof.

2.19 All other prior discussions, communications and representations concerning the subject matter of this

Agreement are superseded by the terms of this Agreement, and except as specifically provided herein, this Agreement constitutes the entire agreement with respect to the subject matter hereof.

3.0 SCOPE OF WORK

The vendor will produce and deliver enrollment-focused print materials, ensuring alignment with USD branding guidelines and enrollment goals. Work includes print production, proofing and delivery of finalized materials. The vendor will utilize approved processes to meet quality standards for printing and finishing consistency.

USD’s printing needs are varied, consistently change and are limited by budget capabilities. The appendix provided is traditionally what we have produced during a full recruitment cycle. The vendor must be able to deliver on the specs provided in the appendix titled: Appendix A-Tentative Print Projects. Please note:

Approximately 15% of projects listed contain variable data integration; most commonly this is included on postcard mailings.

To ensure efficient communication and streamlined processes, all deliverables and workflows must integrate with the University of South Dakota’s existing Customer Relationship Management (CRM) system, Slate.

• Deliverables (e.g., personalized mailers, postcards) must align with CRM-driven data, including segmentation, personalization and automation workflows.

• The vendor must integrate with the CRM Slate to execute the established automated communication plan.

o Configuration of required fields to sync with Slate, ensuring seamless data alignment between print and digital communications.

o Export and import of data in compatible formats (e.g., CSV, API, or direct CRM integration) to facilitate accurate personalization and tracking of print materials.

• Utilize CRM-provided fields (e.g., names, intended major, location) to ensure tailored messaging in print campaigns.

Verify accuracy of personalization with a proofing process prior to deployment.

Conduct testing to verify data accuracy, personalization, and dynamic content functionality within the

CRM.

Address and resolve issues before final deployment.

Note: The scope includes variability to accommodate additional tasks or adjustments based on market needs, team priorities and budget availability. Additional duties may be assigned as necessary to address evolving enrollment strategies. The budget for this project will not exceed $200,000.

Paper Stock Substitution Clause

The specified paper stocks listed in this document are intended to provide guidance on the desired quality, weight and finish for the print materials. Vendors are welcome to propose the use of in-house paper stocks as substitutions, provided they meet or exceed the equivalent specifications in terms of weight, texture, opacity, finish and overall quality. Any proposed substitutions must be clearly identified in the bid submission. The University reserves the right to request additional information, stock samples or reject substitutions that do not align with the intended quality or project requirements.

DELIVERABLES

● All design work will be completed by USD’s Creative Services team and will provide the print ready materials to execute printing and delivery.

● Final print-ready files for all items listed under print materials.

● Proofing process to ensure brand compliance and accuracy.

● Delivery: Materials packaged, shipped, or mailed as specified.

○ Please Note: USD’s bulk 14 non-profit is preferred for mailing.

● Reports: Summary of quantities delivered, issues encountered and recommendations for future improvements.

QUALITY STANDARDS

All materials must meet the following criteria:

● Accurate color reproduction using PMS 186 and institutional branding guidelines.

● Precision in finishing techniques (cutting, trimming, stitching, scoring, etc.).

● Timely delivery within agreed-upon schedules.

CHANGE MANAGEMENT

During the term of this engagement, circumstances may necessitate changes to the tasks and/or time estimates included in the scope of this project. If this occurs, USD and the vendor will in good faith discuss these changes at their earliest opportunity. USD will not be billed or accrue any additional charges for service fees not set forth in this SOW unless otherwise agreed to in writing as evidenced by a signed Vendor Change Request form or memo.

4.0 PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

4.1 The offeror is cautioned that it is the offeror's sole responsibility to submit information related to the evaluation categories and that the State of South Dakota is under no obligation to solicit such information if it is not included with the proposal. The offeror's failure to submit such information may cause an adverse impact on the evaluation of the proposal.

4.2 Offeror's Contacts: Offerors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc. to the buyer of record indicated on the first page of this RFP. Offerors and their agents may not contact any state employee other than the buyer of record regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Offerors and their agents who have questions regarding this matter should contact the buyer of record.

4.3 Provide the following information related to at least three previous and current service/contracts, performed by the offeror’s organization, which are similar to the requirements of this RFP.

a. Name, address and telephone number of client/contracting agency and a representative of that agency who may be contacted for verification of all information submitted;

b. Dates of the service/contract; and

c. A brief, written description of the specific prior services performed and requirements thereof.

5.0 PROPOSAL RESPONSE FORMAT

5.1 An original signed proposal and all related documents must be emailed to chris.phillips@usd.edu no later than the date identified in the Schedule of Activities.

https://usd.edu/-/media/Project/USD/DotEdu/About/Departments-Offices-and-Resources/Marketing-Communications-and-University-Relations/University-Brand-Toolkit/USD-Brand-Guide-colors.pdf https://www.usd.edu/-/media/Project/USD/DotEdu/About/Departments-Offices-and-Resources/Marketing-Communications-and-University-Relations/University-Brand-Toolkit/USD-Brand-Guide.pdf?rev=a2f3f631409f458dbc3de34b8c682dd0 mailto:chris.phillips@usd.edu

5.1.1 The proposal should be page numbered and should have an index and/or a table of contents referencing the appropriate page number.

5.2 All proposals must be labeled for the following headings:

5.2.1 RFP Form. The State’s Request for Proposal form (1st page of RFP) completed and signed.

5.2.2 Executive Summary. The one-to-two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Proprietary information requests should be identified in this section.

5.2.3 Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

5.2.3.1 A complete narrative of the offeror's assessment of the work to be performed, the offeror’s ability and approach, and the resources necessary to fulfill the requirements.

This should demonstrate the offeror's understanding of the desired overall performance expectations.

5.2.3.2 A specific point-by-point response, in the order listed, to each requirement in the RFP.

The response should identify each requirement being addressed as enumerated in the

RFP.

5.2.3.3 A clear description of any options or alternatives proposed.

5.2.4 Cost Proposal. Offerors may submit multiple cost proposals. All costs related to the provision of the required services must be included in each cost proposal offered.

See section 7.0 for more information related to the cost proposal.

6.0 PROPOSAL EVALUATION AND AWARD PROCESS

6.1 After determining that a proposal satisfies the mandatory requirements stated in the Request for Proposal, the evaluator(s) shall use subjective judgment in conducting a comparative assessment of the proposal by considering each of the following criteria:

6.1.1 Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements;

6.1.2 Resources available to perform the work, including any specialized services, within the specified time limits for the project;

6.1.3 Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration;

6.1.4 Availability to the project locale;

6.1.5 Familiarity with the project locale;

6.1.6 Proposed project management techniques; and

6.1.7 Ability and proven history in handling special project constraints.

6.1.8 Answers provided to the questions in the matrix attached in Appendix B.

6.1.9 Cost Proposal

6.2 Experience and reliability of the offeror's organization are considered subjectively in the evaluation process.

Therefore, the offeror is advised to submit any information which documents successful and reliable experience in past performances, especially those performances related to the requirements of this RFP.

6.3 The qualifications of the personnel proposed by the offeror to perform the requirements of this RFP, whether from the offeror's organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the offeror should submit detailed information related to the experience and qualifications, including education and training, of proposed personnel.

6.4 The State reserves the right to reject any or all proposals, waive technicalities, and make award(s) as deemed to be in the best interest of the State of South Dakota.

6.5 Award: The requesting agency and the highest ranked offeror shall mutually discuss and refine the scope of services for the project and shall negotiate terms, including compensation and performance schedule.

6.5.1 If the agency and the highest ranked offeror are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the agency, the agency shall, either orally or in writing, terminate negotiations with the contractor. The agency may then negotiate with the next highest ranked contractor.

6.5.2 The negotiation process may continue through successive offerors, according to agency ranking, until an agreement is reached or the agency terminates the contracting process.

7.0 COST PROPOSAL

The cost proposal must include and identify all costs associated with the printing and partnership services as described in this RFP.

Vendors are required to provide for itemized cost estimates for:

• Individual print components.

• Mailing, kitting, and shipping services.

• Additional costs for variable specifications or optional services.

• Freight costs to zip code 57069 for all printed materials not direct mailed from your facility.

Appendix A

BOOKLETS/BROCHURES (tentative):

1. Personalized Mailings

○ Senior brochure

■ Cover Size: 23.5" x 9" roll fold to 6" x 9"

■ Page/Trim Size: 6" x 9"

■ Stock Cover: 80# gloss cover

■ Stock Inside: 100# gloss text

■ Ink: 4/4 + Soft-Touch Aqueous Coating (Cover & Inside)

■ Pages: 8* + Cover (12 Total)

*There are 7 versions of the 8 interior pages, various quantity

■ Bleed: Yes

■ Finishing: Cut, fold, Saddle-Stitch (Hold inventory for future mailings

■ Quantity Interior Page Overrun: 1,500-2,500 (these need to be saddle-stitched and trimmed)

■ Other: Kitting, sealing for mailing, preparation and mailing

○ Sophomore/Junior Piece

■ Page Size: 23.5" x 9" roll fold to 6" x 9"

■ Page/Trim Size: 6" x 9"

■ Stock Cover: 80# gloss cover

■ Ink: 4/4 + Soft-Touch Aqueous Coating

■ Pages: 2 with 4 panels each side

■ Bleed: Yes

■ Finishing: Cut, fold, (Hold inventory for future mailings

■ Other: Kitting, sealing for mailing, preparation and mailing

○ USD-Sioux Falls Piece

■ Similar to above

2. Visit Booklet

○ Main Campus

■ Finished Size: 8.5” x 11”

■ Stock: 100# Gloss Text

■ Ink: 4/4 + Soft-Touch Aqueous Coating

■ Pages: 32

■ Bleed: Yes

■ Finishing: Trim, Fold, Saddle-stitch, Bulk Carton Pack

3. Road Piece Booklet

○ Vermillion-Main Campus

■ Finished Size: 8.25 x 8.25”

■ Ink: 4/4 + Satin Aqueous Coating

■ Pages: 16 - Self-Cover

■ Stock: 100# Gloss Text

■ Finishing: Trim, score, fold, saddle-stitch, bulk carton pack

○ USD-Sioux Falls

■ Finished Size: 8.25 x 8.25”

■ Ink: 4/4 + Satin Aqueous Coating

■ Pages: 8 - Self-Cover

■ Stock: 100# Gloss Text

■ Finishing: Trim, score, fold, saddle-stitch, bulk carton pack

4. New Student Registration Guide Booklet

○ Main campus

■ Finished Size: 8.5” x 11”

■ Ink: 4/4 + Satin Aqueous Coating

■ Pages: 32 - Self-Cover

■ Stock: 100# Gloss Text

■ Bleed: Yes

■ Finishing: Trim, score, fold, saddle-stitch, bulk carton pack

CARDS & FLYERS (tentative)

5. Postcards (Variable by state & grade level)

○ Tuition Postcard - SD Advantage

■ Size: 5.5” x 9”

■ Pages: 2

■ Ink: 4/4

■ Stock: 100# Matte Cover

■ Finishing: Trim, process for mailing

6. Note Cards A2

○ Blank Note Cards of multiple designs

■ Page Size: 8.5” x 5.5”

■ Page/Trim Size: 4.25” x 5.5”

■ Pages: 1

■ Ink: 4/0

■ Stock: 10pt C1S

■ Finishing: Trim, Fold, carton pack

7. Bi-Fold Flyer

○ Cost Estimator/Financial Aid Piece

■ Page Size: 11” x 17”

■ Page/Trim Size: 8.5” x 11”

■ Pages: 2 (Two-sided)

■ Ink: 4/4 + Satin Coating

■ Stock: 80# Gloss Text or 80# Matte Text (no coating)

■ Bleed: No

■ Finishing: Fold

○ Getting Started Card (New Student Checklist)

ENROLLMENT CONVERSION MATERIALS (tentative)

8. Deposit Certificate Project with Envelopes

○ Custom Letterhead

■ Size: 8.5” x 11”

■ Pages: One-sided

■ Colors: 2/0 (Black + PMS 186)

■ Stock: 60# Offset

○ Certificate of Admission

■ Size: 8.5” x 11”

■ Pages: One-sided

■ Colors: 4/0

■ Stock: #80 Cougar Text

■ Bleed: No

■ Other: Must be able to be run through a copy machine without melting the toner/ink used to print these base certificates.

9. Sticker Sheet

○ 8.5”x11” USD Customized

■ Other: Cut Decal Stickers on vinyl sheet with shiny/gloss laminate finish and Ultra Removable adhesive for no residue with removed.

ENVELOPES

10. Deposit Certificate Project with Envelopes

○ Window Envelope

■ Size: 9” x 12”

■ Pages: One-sided

■ Colors: 4/0

■ Stock: 24#

11. Catalog Envelopes - Flap on Long Edge

○ UG General & Grad Accept

■ Size: 9” x 12”

■ Style: Full Coverage Converted - No Window

■ Colors: 4/0

■ Stock: 28# Gloss Text

■ Finishing: Diecut, Glue, Package

12. Lead Envelopes - Flap on Short Edge

○ Undergrad Admissions

■ Size: 9” x 12”

■ Style: No Window

■ Colors: 1/0 = PMS 186

13. Lead Envelopes - Flap on Short Edge

○ Graduate Admissions

■ Size: 9.5” x 12.5”

■ Style: No Window

■ Colors: 1/0 = PMS 186

14. Small Envelopes

○ Size: #10 with window

■ Colors: 2/0 - Black + PMS 186

■ Stock: 24#

■ Finishing: Carton Pack

○ Size: #10 standard (no window)

■ Colors: 2/0 - Black + PMS 186

■ Stock: 24#

■ Finishing: Carton pack

○ Size: #9 business reply (no window)

■ Colors: 1/0 - Black

■ Stock: 24#

■ Finishing: Carton pack

○ Size: A2 Note Card Envelopes – various designs

■ Print Location: Front LH Corner (not on flap)

■ Colors: 2/0

■ Finishing: Carton pack

15. First Bid Access to New & Upcoming Specialty Items

○ USD Pocket Folders

■ Quantity: 10,000

○ Fast Fact Die-Cut Handout

■ Quantity: Up to 25,000 (4 designs)

○ Tri-Fold Brochure

■ Quantity: TBD

○ Mini-Postcards

■ Quantity: TBD

○ Yield Box

■ Quantity: 150-2,000

Appendix B

Please complete the following matrix to help us evaluate your firm’s qualifications and capabilities for the University of South Dakota’s Enrollment Marketing Communications needs. For each criterion, indicate whether you meet the requirement (Yes/No) and provide additional details or evidence where requested.

Criterion

Requirement Met (Yes/No)

Additional Details

1. Experience and Qualifications:

1.1 Minimum 5 years of

experience

List years of experience

1.2 Experience with or ability to

integrate with Technosolutions Slate

Describe experience or capabilities

1.3 Three references for clients

of similar size (preferably in higher education)

List references

1.4 Experience with complex

and variable printing needs

Describe relevant current or past examples of clients’ needs

2. Resources/Oversight:

2.1 Dedicated Account manager

with 5+ years of experience

Provide account manager’s years of experience

2.2 Support team that is familiar

with Slate integration

2.3 Commitment to providing a

high level of support for the duration of the partnership

Provide staffing plan to support this partnership

2.4 Experience hosting

collaborative planning sessions with key stakeholders

2.5 Experience working with

clients that are constrained by budgets

2.6 Proficiency in de-duplication

efforts

3. Mail Services:

3.1 Contractor must have the

ability to turnaround drop lists from 1,000 – 75,000 students and mail first class or preferably via USD’s non-profit permit

3.2 Contractor must provide at

least three (3) examples/case studies of their ability to handle the workload described in 3.1

Provide samples

3.2 Contractor must provide at

least three (3) samples of variable data jobs they have completed for other clients

Provide samples

3.3 Contractor must be able to

store selected print materials for

USD

3.4 Contractor must be able to

print on demand for USD

3.5 Availability of multiple kitting

options so that mailings “stand out” to USD students

3.6 USD logo and color

standards must be maintained.

Contractor must adhere to the Graphic Standard Guidelines with respect to University’s brand campaign

3.7 Contractor must be willing to

accept drop-shipped printed materials from other vendors and act as a mail house on behalf of USD

4. Required Services:

4.1 Recommend paper stocks

and specs to meet goals with campaign and project budgets when applicable

4.2 Evaluate prepress proofs

when applicable

4.3 Deliver materials or files on

schedule. No visit or meeting charges.

4.4 Contractor must prepare

each project for press when applicable

4.5 Provide online inventory

management system and online uploading of mailing data. Full color PDF visuals of each item in storage must be available

4.6 Printed information must not

smear to pieces with aqueous or UV coatings on them. Folded pieces will be sealed to meet postal regulations

4.7 E-mail notifications and

tracking numbers are required for each fulfilled order, either shipping to the University or to the post office for mailing.

4.8 Capability to mechanically

insert up to four pieces of variable date information, including business cards and business reply envelopes, into non-window #10 envelopes and other booklet size envelopes.

5. Automated Communication Plan

5.1 Integration with the CRM

Slate to execute the established print touchpoints in the automated communication plan

5.1.1 Ensure seamless

integration within Slate for tracking and coordinating print material delivery

5.1.2 Configuration of required

fields to sync with Slate to maintain alignment between digital and print communications

5.2 Creation of workflows in

Slate

5.2.1 Develop logic for different

stages of the prospect journey, including personalized print materials

5.2.2 Ensure all workflows

support mobile responsiveness and cross-device functionality

5.3 Creation & Delivery of

Personalized Print Materials

5.3.1 Produce variable data

printed brochures and postcards tailored to each prospective student

5.3.2 Align print material

delivery with the email communication timeline for each student’s enrollment journey

5.3.3 Establish a tracking

mechanism within Slate to monitor the status of print fulfillment and delivery through reports or dashboard