RFP 4136 Diploma Covers and Inserts

The Madison Metropolitan School District (MMSD) is seeking proposals through RFP 4136 for diploma covers and inserts to be distributed to graduates across seven high schools for the 2025-2026 academic year. The procurement requires vendors to supply approximately 2,280 padded diploma covers and 2,130 white diploma inserts with specific design specifications, including customized colors, foil imprints, and ribbons unique to each school. Proposals are due on April 18, 2025, at 2:00 PM CST, with an estimated award recommendation date of May 5, 2025, and Board of Education approval anticipated by May 19, 2025. The evaluation criteria will comprehensively assess vendor capabilities, with cost representing 25% of the total score, service and support requirements accounting for 30%, organizational qualifications comprising 25%, and additional points allocated for diverse business certification, local presence, and references. The contract will run through June 30, 2026, with all deliveries required to be completed by May 1, 2026, and must be FOB to Madison, Wisconsin, with pricing quoted net and tax-exempt.

The RFP includes specific provisions encouraging participation from diverse-owned businesses, offering a potential 5% preference for vendors certified by the Wisconsin Supplier Diversity Program or participating in the Wisconsin Diversity Procurement Network. Jostens is identified as the current provider of these services, suggesting potential incumbent advantage or familiarity with existing infrastructure. While specific budget ranges are not explicitly detailed, the procurement involves standardized diploma materials for approximately 2,280 graduates across seven high schools, indicating a moderate-value contract. Vendors must demonstrate not only competitive pricing but also capability to meet intricate customization requirements for each school's diploma covers, including specific color schemes, foil imprints, and ribbon specifications. The comprehensive evaluation approach emphasizes not just cost, but overall vendor qualifications, support capabilities, and commitment to diversity in procurement, creating a multifaceted selection process that goes beyond traditional price-based assessments.