Request for Proposal (RFP 4061) for Diploma Covers-Inserts, Yearbooks, Caps-Gowns

The Madison Metropolitan School District (MMSD) in Wisconsin is seeking vendors through Request for Proposal (RFP 4061) to provide comprehensive graduation and yearbook services for six high schools. The procurement encompasses diploma covers with customized inserts, yearbook publishing services, and graduation regalia including caps, gowns, tassels, cords, and stoles. The district requires approximately 2,100 diploma covers and yearbook production for four high schools, with estimated quantities ranging from 650 to 1,300 books per school at roughly 224 pages per book. Vendors must demonstrate capabilities in online design platforms, InDesign, and file upload technologies, with the ability to support high school staff and students through quality production. The evaluation criteria will weight proposals across multiple categories: for diploma covers, the scoring includes 25% cost, 30% service requirements, 25% qualifications, 10% references, and 5% each for diverse-owned business certification and local presence. Key dates include a proposal submission deadline of May 28, 2021 at 2:00 PM CST, with potential vendor interviews scheduled around June 8, 2021, board approval anticipated for June 28, 2021, and contract award notification expected by June 30, 2021.

The RFP includes provisions for diverse-owned businesses, with vendors certified by the Wisconsin Supplier Diversity Program or participating in the Wisconsin Diversity Procurement Network potentially receiving a 5% preference. Vendors must submit comprehensive documentation, including samples of diploma covers with fabric pocket colors, yearbook samples, minimum three references, organizational qualifications, and compliance forms such as Affirmative Action documentation for non-exempt vendors with 16 or more employees or contracts exceeding $25,000. The contract will be effective from execution through June 30, 2024, with an option to renew for two additional one-year periods by mutual agreement. Pricing proposals must be tax-exempt and F.O.B. Madison, with prices remaining firm for 60 days from the proposal due date. The district has specific requirements for schools like Shabazz High School, which traditionally uses rainbow diploma ribbons and colored caps, and offers flexibility for students qualifying for free or reduced lunch to receive yearbooks and graduation materials at reduced or waived rates. While specific budget ranges are not explicitly stated, the comprehensive nature of the RFP suggests a significant multi-year contract value covering diploma covers, yearbooks, and graduation regalia for approximately 2,700 students across six high schools.