Request for Proposal for Diploma Covers and Inserts

The Madison Metropolitan School District (MMSD) in Wisconsin is seeking proposals for diploma covers and inserts to support its four high schools: East, Robert M. LaFollette, James Madison Memorial, and West High Schools. The procurement seeks approximately 2,000 dark blue pebble or leather-grained Pajco paper diploma covers with gold stamped lettering, 2,000 completed diploma inserts on 110# index paper with school-specific seals, 200 blank diploma inserts, and 400 additional blank inserts distributed across the district's high schools. The RFP was issued on February 18, 2019, with a mandatory deadline for questions and intent to submit set for March 4, 2019 at 2:00 PM CST, and proposals due by March 22, 2019 at 2:00 PM CST. Vendor interviews are tentatively scheduled for April 3-5, 2019, with a contract award anticipated by April 16, 2019 and Board approval by April 29, 2019. Proposals will be evaluated using weighted criteria: Cost (25%), Service and Support Requirements (30%), Organization Qualifications/Experience (30%), Diverse-owned Business Documentation (5%), and References (10%). The contract will be effective upon purchase order issuance and run through June 30, 2020, with an option to renew for three additional one-year periods by mutual agreement.

Diverse-owned businesses certified by the Wisconsin Supplier Diversity Program or participating in the Wisconsin Diversity Procurement Network may receive a 5% preference in the evaluation process. Vendors must submit sample covers, envelopes, and diploma inserts with protective covers and school-specific silk fabric pocket colors prior to proposal opening. The district is exempt from federal excise tax and Wisconsin state sales tax and qualifies for governmental and educational discounts. Liquidated damages are established at $500 per working day, not exceeding one-half of the total contract value, for failure to deliver on time. While no specific budget range is explicitly stated, the procurement requires detailed pricing information that must be submitted net, tax-exempt, and including all discounts, with prices valid for 60 days from the proposal due date and in effect during the 2020 calendar year. The MMSD reserves the right to reject any or all proposals, negotiate terms with the highest-scoring proposer, and potentially pursue negotiations with subsequent proposers if initial negotiations fail.