Diplomas, Diploma Covers, and Certificates

Charles County Public Schools (CCPS) in Maryland is requesting sealed proposals for diplomas, diploma covers, and certificates with proposals due December 4, 2025 at 3 p.m. at the CCPS Purchasing Department in La Plata, Maryland, and written questions due November 14, 2025 at 3 p.m.

CCPS encourages certified minority business enterprises to respond. Vendors must maintain corporate presence in Maryland, obtain all required licenses and permits at their expense, comply with criminal background check requirements, and comply with Maryland's registered sex offender restrictions and child safety provisions.

The scope requires annual production of 2,275 printed regular diplomas on 80# Hamilton Star White Vellum paper at 9" by 7" with embossed gold foil seals and facsimile signature reproductions; 2,275 padded diploma covers in D48 Morocco-grained imitation leather with black exterior, Parfex #13 padding, chipboard construction, antique gold moire taffeta lining, and gold foil stamping with eight corner pockets; and 400 Maryland High School Certificates annually. Vendors must supply samples of all materials with proposals and deliver diploma covers by April 24, 2026 and diplomas and certificates by May 8, 2026. The contractor must process and deliver replacement orders within 30 calendar days of receipt. CCPS reserves the right to award one contract or multiple separate contracts based on its best interests.

The contract period is one year beginning July 1, 2026, with four one-year renewal options at CCPS's discretion. Pricing must be fully burdened, submitted in a separate sealed envelope, and remain firm and fixed throughout the contract term, with annual adjustments limited to Consumer Price Index-Urban (CPI-U) for the Washington D.C. Metropolitan Area upon vendor request at renewal. Insurance requirements include commercial general liability ($1 million per occurrence), business auto liability ($1 million per accident), workers compensation insurance, and umbrella excess liability insurance ($1 million per occurrence). The RFP includes a Metropolitan Washington Council of Governments Rider Clause allowing extension to other jurisdictions at contract prices. CCPS is tax-exempt from federal excise and state sales taxes.

Evaluation criteria include experience, qualifications, performance history, personnel availability, quality of samples, and competitive pricing. Addendum II was issued November 25, 2025 with modifications to solicitation requirements and terms; prospective bidders must acknowledge receipt and incorporate its requirements into proposals.