Student_Planner_and_Handbook.pdf

2026-040

STUDENT PLANNER AND HANDBOOK

Mt. San Antonio College

1100 N. Grand Ave.

Walnut, CA 91789

Mt. San Antonio College

REQUEST FOR PROPOSAL

Student Planner and Handbook

I. Introduction II. Scope of Work

III. Evaluation Criteria IV. Submittal Requirements V. General Provisions

VI. Vendor Questionnaire

Attachments:

A - Basic Services Agreement_insurance_reqd 3-11-2024

Request For Proposal #2026-040 Title: Student Planner and Handbook

1. Introduction

Request for Proposals for : Student Planner and Handbook, (2026-040)

1.1. Summary

The Student Planner and Handbook is a resource that provides Mt. San Antonio students with a datebook, campus policies and procedures, highlights of campus life including photos, student list of resources, important dates for academic year and more.

1.2. Background

Mt. SAC is a single-campus California community college district that annually currently serves over

50,000 full-time equivalent credit and noncredit students. Interested respondents to this Request for

Proposal (RFP) should go to www.mtsac.edu to learn more about the District. This RFP includes information, including the current educational, facilities, strategic, student equity, and technology plans that will be essential in the preparation of a response to this RFP.

1.3. Timeline

Release Project Date January 22, 2026

Request for Information Cut Off January 29, 2026, 2:00pm

Submit Proposals No Later than: February 12, 2026, 11:00am

Recommendation for Award March 11, 2026

Contract to Start: March 12, 2026

2. Scope of Work

2.1. Student Planner and Handbook

Scope of Work for Student Planner and Handbook

Summary

Mt. San Antonio College (Mt. SAC) is seeking a qualified vendor to design, print, and deliver a comprehensive Student Planner and Handbook. The planner will serve as an essential tool for students, providing them with important campus information, resources, and a customizable calendar to help them manage their academic and personal schedules. The planner should be engaging, user-friendly, and reflective of the Mt. SAC community.

Detailed Specifications

A. Quantity: 17,500 - 20,000 units

B. Size: 7" x 9"

C. Handbook Content: Approximately 40 pages including:

1. Campus policies

2. Campus directory

3. Student services resource section

4. Academic support services section

5. Tips for success section

D. Text Color Options: Vendor to provide multiple text color options for selection.

E. Calendar Pages:

1. Editable weekly and monthly calendar pages

2. Custom selection of holidays to print on monthly or weekly pages, or both

3. Custom addition of academic calendar dates (e.g., semester start dates, commencement)

4. Calendar page color options

5. Number of pages per week: 2 pages

6. Number of pages per month: 2 pages

F. Sticker Sheet: Full color sticker sheet with various labels such as due date, exam date, gym date, fun, etc.

G. Bookmark/Ruler: Adjustable bookmarker/ruler

H. Section Dividers:

1. Made with thicker material, possibly cardstock

2. Full print color photos of campus life

I. Binding: Spiral binding

J. Cover:

1. Full color custom cover and back cover

2. Custom inside covers

3. Cover finish options

Delivery Requirements

A. Delivery Date: The final product must be delivered to Mt. SAC by the week of May 26, 2026.

3. Evaluation Criteria

The District will select the best Consultant for this project based on the following:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience

The College is requesting proposals from consultants with evidence of experience on three projects of similar scope within the last five years.

Points Based 25 (25% of Total)

2. Technical Knowledge

Describe the specs you would provide for the printed material. Paper weight, cardstock cover, font, spine, inserts, etc.

Points Based 20 (20% of Total)

3. Methodology/Approach

Vendor to describe their process for edits, how many drafts are allowed, turn around time for edits, etc.

Points Based 20 (20% of Total)

4. Timeline/Duration

The vendor is requested to propose an estimated timeline/duration needed to complete each of the activities, including an overall target completion based upon the vendor's experience.

Points Based 20 (20% of Total)

5. Understanding of Mt. SAC Campus:

Please describe your knowledge about the Mt

SAC community.

Points Based 15 (15% of Total)

4. Submittal Requirements

4.1. Format for Submission

It is strongly recommended that the Consultant submit Proposals in the format identified in this section to allow the District to fully evaluate and compare the Proposals. All requirements and questions in the

RFP shall be addressed and all requested data shall be supplied.

Responses to the vendor questionnaire will be considered the vendor's proposal. The College will evaluate the responses to the vendor questionnaire. All responses should be submitted through the vendor questionnaire, in the format requested. Responses provided in an alternate format may not be reviewed. Please respond to the vendor questionnaire in the format requested, i.e,. long answer and short answer responses should contain a direct written response, and should not provide a link to a document. Providing a link to a document in lieu of entering the response directly in the space and format requested may result in the response not being reviewed.

The District reserves the right to request additional information, which, in the District's opinion, is necessary to assure that the Consultant's competence, number of qualified employees, business organization, and financial resources are adequate to perform according to contract. Failure to submit in the described formats and space limitations may, at the sole judgment of the District, result in a

Proposal being considered as non-responsive.

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Consultant's demonstrated capability to perform work of this type. Expensive bindings, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on completeness, approach to the work, and clarity of the Proposal.

Disqualification: Each Proposal must be complete. Incomplete statements will be considered non-responsive and grounds for disqualification. In addition, the Consultant may be automatically disqualified for any one of the following: falsification of information, lack of relevant experience, and/or lack of responsiveness.

4.2. Electronic Delivery of Proposal

To submit a proposal, the first step is to register on Mt. SAC's eProcurement Portal online

The Company is entirely responsible for the means of all proposal documents submitted electronically via the eProcurement Portal. The Proposal Package must be completed and submitted in sufficient time to avoid disqualification for lateness due to electronic difficulties.

4.3. Evaluation and Award of Contract

Best Value Procurement Selection Method

It is the District's intent to select a Consultant best evidencing demonstrated competence and professional qualification to perform the described services. The District reserves the right to reject any/all Proposals, select by Proposal review only, or interview as needed.

It is the District’s intention to have the responsive Proposals reviewed by a selection committee, whose intention is to short-list certain Consultants to make a brief presentation to and conduct an oral interview with the District’s Review Committee. The top finalists from this interview may be asked to make a brief presentation and conduct an oral interview. The Consultant will be selected based on information provided in the vendor's proposal, in-person presentations and interviews, and the results of the District's research and investigation. Upon selection of a Consultant, the District will endeavor to contract with the Consultant using the Agreement forms provided in this RFP. In the event that the https://procurement.opengov.com/portal/mtsac

District is unable to reach agreement, the District will proceed, at its sole discretion, to negotiate with other Consultants selected by the District. The District reserves the right to contract for services in the manner that most benefits the District, including awarding more than one contract if desired.

4.4. Responsiveness to RFP

All Proposals shall be reviewed to verify that the Consultant has met the minimum requirements of the

RFP. Consultants are required to follow the proposal format requested in the RFP in order to facilitate

District review.

5. General Provisions

5.1. Additional Services

The District may elect, at any time, to amend any contract awarded hereunder to require the selected

Consultant to provide additional services. In this case, the selected Consultant and the District will agree mutually on the scope and fees associated with any additional services.

5.2. Addenda

The District may modify this RFP or any of its deadline dates set forth in the Introduction section of the

RFP prior to 11:00 am on Thursday, February 12, 2026 by issuance of an addendum to all Consultants following the Project via Mt. SAC's eProcurement Portal. All communications regarding this RFP, including RFI answers and Addendum’s will be sent via the eProcurement Portal to the contact email listed in the vendor profile for your company.

5.3. Alternative Proposals

Only one Proposal is to be submitted by each Consultant. Multiple Proposals will result in rejection of all

Proposals submitted by the Consultant.

5.4. Withdrawal of Proposals

Proposals may be withdrawn and resubmitted via Mt. SAC's eProcurement Portal if done so before

11:00 am on Thursday, February 12, 2026. Withdrawal or modification offered in any other manner will not be considered.

5.5. Reservations

The District reserves the right to revise the RFP. Revisions to the RFP shall be re-uploaded via Mt. SAC's eProcurement Portal. The District expressly reserves the right to extend the date by which Proposals are due.

The District reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for Proposal preparation, interview, fee negotiation, or other marketing costs associated with this RFP.

The District may reject any or all Proposals and may waive any immaterial deviation in a Proposal to be considered for further review, at the District’s sole discretion. The District's waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Consultant from compliance with the other provisions of this RFP.

5.6. Disposition of Proposals

Proposals are the property of the District, and returned only at the District's option and at the

Consultant's expense. Information, excluding Consultant's financial information, contained therein shall become public documents subject to the Public Records Act.

5.7. Non-Discrimination

The District does not discriminate based on race, color, national origin, ancestry, sex, age, religion, marital status, disability, or sexual orientation in any of its policies, procedures, or practices.

5.8. Prevailing Wages

Consultants are aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000 et seq. ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain "public work" and "maintenance" projects. The Consultant must agree to comply with and to require its sub-consultants to comply with such Prevailing Wage Laws to the extent applicable. All

Project cost estimates shall include such consideration.

5.9. Restrictions on Lobbying and Contacts

During the period beginning on the date of the issuance of this RFP and ending on the date of the award of the contract, no person (or entity) submitting a Proposal in response to this RFP, nor any officer, employee, representative, agent, or consultant representing such a person (or entity) shall contact through any means or engage in any discussion regarding this RFP, the evaluation or selection process, or the award of the contract with any member of the District, Board of Trustees, member of the

District’s Campus Master Plan Coordinating Team (CMPCT), the District’s Construction Management

Contractor, Tilden Coil Constructors, Inc., or any member of the Citizens’ Oversight Committee. Any such contact shall be grounds for the disqualification of the Consultant.

5.10. Debriefing

Following the award/execution of a contract and approval from the Board of Trustees, Mt. San Antonio

College will provide debriefing opportunities to any unsuccessful proposer or bidder upon written request. The purpose of the debriefing is to promote transparency, improve future proposals, and provide insight into the evaluation process. To request a debriefing, please contact purchasing@mtsac.edu with this solicitation on the subject line. Debriefings are limited to 30 minutes.

5.11. Sole Point of Contact

All questions should be submitted via Mt. SAC's eProcurement Portal Q&A feature. Vendors should not reach out to any Mt. SAC employee to request information or answer questions during the RFP process via alternate contact methods. Doing so may be grounds for disqualification.

mailto:purchasing@mtsac.edu

5.12. Term

5 years. beginning 03/1/2026.

5.13. Changes to Pricing

Prices submitted must be firm for the first year of the contract. Contractor may adjust the proposal rates on an annual basis for the following renewal term to reflect any increase in such costs with acceptable proof of escalated costs. The Pricing Proposal may be adjusted to reflect increases in the LA/Riverside

Consumer Price Index or reasonably quantified increases as determined by Mt. SAC. Increases shall not be allowed more than once per year. College must be notified of any rate changes at least 60 days prior to the new renewal term, and will review and make final decision regarding the approval of requested increase.

6. Vendor Questionnaire

6.1. Please list three projects of similar scope within the last five years.

6.2. Describe the specs you would provide for the printed material? Paper weight, cardstock cover, font, spine, inserts, etc.

6.3. Please describe your process for edits, including how many drafts are allowed, turn around time for edits, etc

6.4. Please provide an estimated timeline/duration needed to complete each of the tasks, including an overall target completion

6.5. Please describe your knowledge about the Mt SAC community

6.6. Non-Collusion Declaration*

The undersigned declares, states and certifies that:

A. The Bid Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation.

B. The Bid Proposal is genuine and not collusive or sham.

C. 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 colluded, conspired, connived, or agreed with any other bidder or anyone else to put in sham bid, or to refrain from bidding.

D. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price, or that of any other bidder, or to fix any overhead, profit or cost element of the bid price or that of any other bidder, or to secure any advantage against the public body awarding the contract or of anyone interested in the proposed contract.

E. All statements contained in the Bid Proposal and related documents are true.

F. The bidder has not, directly or indirectly, submitted the bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any person, corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

☐ Please confirm

*Response required

6.7. Drug Free Certificate *

I am aware of the provisions and requirements of California Government Code §§8350 et seq., the Drug

Free Workplace Act of 1990.

I am authorized to certify, and do certify, on behalf of Contractor that a drug free workplace will be provided by Contractor by doing all of the following:

A. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in Contractor's workplace and specifying actions which will be taken against employees for violation of the prohibition;

B. Establishing a drug-free awareness program to inform employees about all of the following:

A. The dangers of drug abuse in the workplace;

B. Contractor's policy of maintaining a drug-free workplace;

C. The availability of drug counseling, rehabilitation and employee-assistance programs; and

D. The penalties that may be imposed upon employees for drug abuse violations;

C. Requiring that each employee engaged in the performance of the Contract be given a copy of the statement required by subdivision (A), above, and that as a condition of employment by

Contractor in connection with the Work of the Contract, the employee agrees to abide by the terms of the statement.

D. Contractor agrees to fulfill and discharge all of Contractor's obligations under the terms and requirements of California Government Code §8355 by, inter alia, publishing a statement notifying employees concerning: (a) the prohibition of any controlled substance in the workplace, (b) establishing a drug-free awareness program, and (c) requiring that each employee engaged in the performance of the Work of the Contract be given a copy of the statement required by California

Government Code §8355(a) and requiring that the employee agree to abide by the terms of that statement.

Contractor and I understand that if the District determines that Contractor has either: (a) made a false certification herein, or (b) violated this certification by failing to carry out and to implement the requirements of California Government Code §§8355, the Contract awarded herein is subject to termination, suspension of payments, or both. Contractor and I further understand that, should

Contractor violate the terms of the Drug-Free Workplace Act of 1990, Contractor may be subject to debarment in accordance with the provisions of California Government Code §§8350, et seq.

Contractor and I are aware of the provisions of California Government Code §§8350, et seq. and hereby certify that Contractor and I will adhere to, fulfill, satisfy and discharge all provisions of and obligations under the Drug-Free Workplace Act of 1990.

I declare under penalty of perjury under the laws of the State of California that all of the foregoing is true and correct.

☐ Please confirm

*Response required

6.8. IRAN CONTRACTING ACT CERTIFICATION (Public Contract Code § 2204)* Pursuant to Public Contract Code (PCC) section 2204, an Iran Contracting Act certification is required for solicitations of goods or services of one million dollars ($1,000,000) or more.

I certify that I am duly authorized to legally bind the Vendor/Contractor to this certification, that the contents of this certification are true, and that this certification is made under the laws of the State of

California.

Vendor/Contractor shall check ONLY ONE of the following choices below:

☐ Bidder’s Proposal is less than one million dollars ($1,000,000)

☐ Bidder’s Proposal is one million dollars ($1,000,000) or more, but Bidder is not on the current list of persons engaged in investment activities in Iran created by the California Department of General

Services (“DGS”) pursuant to Public Contract Code § 2203(b), and Bidder is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

☐ Bidder’s Proposal is one million dollars ($1,000,000) or more, but the District has given prior written permission to Bidder to submit a proposal pursuant to PCC 2203(c) or (d). A copy of the written permission from the District is included with this Contract.

*Response required

6.9. References *

Please provide three References for projects of similar size and scope including:

• company/agency name and address

• title and dollar amount of project year completed

• contact name, title, email address and phone number

*Response required

6.10. Cost Proposal *

*Response required

6.11. Vendor Packet*

Please download the below documents, complete, and upload. Only fill out pages 1-2 if you are in the state of California.

• MT_SAC_VENDOR_PACKET_(5).pdf

*Response required

6.12. Acknowledgement*

I certify that I have downloaded, read, understood and agreed to all of the solicitation and contract documents herein.

☐ Please confirm

*Response required

6.13. Use of College Standard Agreement*

The Vendor acknowledges, understands, and agrees that as a condition of being awarded any contract resulting from this solicitation, the Vendor must accept and execute the College’s standard agreement(s), samples of which have been provided as part of this solicitation. The Vendor further agrees that the College’s standard agreement and its terms and conditions shall govern the contractual relationship between the parties.

Failure or refusal by the Vendor to accept and execute the College’s standard agreement, without modification or exception, may be deemed non-responsive and may result in rejection of the Vendor’s proposal or bid. Any proposed changes, deviations, or exceptions to the College’s agreement or standard terms may be grounds for disqualification at the sole discretion of the College.

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/39008/12e00b5e-f32a-4cdc-baa3-e7c046d98a52_MT_SAC_VENDOR_PACKET_%285%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4KSMRGD2V%2F20260122%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260122T140001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBQaCXVzLXdlc3QtMiJHMEUCIBduqBEF3dCIutRwtBdWwK5nKCux6nLNZ8%2BUK7LQkZ4IAiEArtuPC%2BCWor%2BfvrQ5MdHvEyXIwMYvNO41t0bTFyrpzE0qlQUI3f%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDE2fRL099NBoUkZbBCrpBFs0I2%2F6YeWAsYGoUGXm%2Fk9fif%2BAzRYcwmlLknCUBOwpDaVpIAqQm2L98T5UljyRvYyDwbQ%2BhM0WDYu6to8sSbOUjzKOUlDkPrvi3a3ivb7aYu3b0wPiDnqf31Ek1HUyn0dkV5kqMAxnt3hmalfkOmCQxkQh0j1Bs440%2B2WJlov4VmMfWJyubHXuEu9XwpsYCrXD3g4hEum7XX0fdltjForaGdJDGxPy0cd2iBEyOm7a7zfus1yp4M3QJEtWy%2BrsNqBp5b6SelQnZf2CJZVzSs%2Fea96b1PGVV7lz6xOVdRvjH1ePnHEgl%2BoGzc5onsNovFrVqvpUabUzwnwnv04keYxqHi08%2FvmUjlGEFDR7YOqucfWX504r%2FlVtEHvVneswgzUxTFeKvXhoZq%2FZt7swrSlnmNzBLH2xCI6XNbd%2BxOzuuaTqjVcbnZ3IaGTt6%2FwPjlGWjXYTvmqeGHq9cBcQm9eVpWb6XVkL6S56%2FZwVZ%2BXSeGT%2FDiFrue8zkIvf60zmackSO%2BWnS5HqH0hmG3F1o%2Fo6HMpclrhObn4c2zDu0n1Vm0gzaO2vTC%2BXFS0LvTnP5MaglBo%2FmqMSBvOXhB5zyuF3%2BNNT47laRMx1iVq3bLZ%2B%2F0qGYI9KUvsd%2Fj%2BQ4sijt3EeFeBn3%2F1gPWOmiuYOl%2BUpUa%2FltrfgLgamgmg%2FwWnSBd8zBi2sV68ORjeveqg%2B9VNMAnoOQXRiAAHSiuA6N%2BMeuLuK18%2BzDOD%2FAKIPL3mx75rElZCiLWIz29Ie3ryN2XV5XZbgu3x6b8mQi4wvfDUbCraxfJy8lV0qgmF%2FD3j9gkNfVrzEeIfiMJKkyMsGOpkBCxavhzUJeg36EUxDBqikjYfvZAQubyjUXEhid0ma0YVpyZYi3Zp8hyZq8%2BfSE4CoKGPkzhFlzEHVkk6mVCr3%2BJImSxKQxaGIMCJv0MjXy6%2BbbAfl7dGDd%2BZbLC8zyNrCVP2C7TI7KXPUtaHvGlYnJB2m%2B65qoK2ML5n8MKY3oFs48ohVzfkUU0Lx199hDt9%2Bi3o8LJg6uKuE&X-Amz-Signature=989b7cb129e9ae5d30ea14ee617d7fd22ae251c299766352f8a66bc284051283&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22MT_SAC_VENDOR_PACKET_%285%29.pdf%22&x-id=GetObject project-field-criterion_id.3851857