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					                              REQUEST FOR PROPOSAL
                                Sam Houston State University
                                 A Member of the Texas State University System
                                 Procurement and Business Services

Reference Number 753-9-088MAR                                   Design Services

Mail Proposals To:                                              Deliver Proposals To:
Sam Houston State University                                    Sam Houston State University
Procurement & Business Services                                 Procurement     CHSS Bldg
Box 2028                                                        1901 Avenue I Ste 452
Huntsville TX 77341                                             Huntsville TX 77340

          Proposals Must Be Received By: 3 PM Central Time 9 April 2009
                   FAX PROPOSALS WILL NOT BE ACCEPTED


                             Show RFP Number, Opening Date and
                             Time on Return Envelope


Note: A proposal must be received and time stamped at Sam Houston State University by the
hour and date specified for a proposal to be accepted for consideration. After receipt, only the
names of offerors will be made public. Prices and other proposal details will only be divulged
after the contract award, if one is made.



   Agency Invoice Address:                                   Refer Inquiries To: Procurement
   Sam Houston State University                              Marilyn Meshell, Purchaser II
   Accounts Payable                                          Telephone No: 936 294-1905
   Box 2185                                                  Fax No: 936 294-1997
   Huntsville TX 77341                                       E-mail: pur_mar@shsu.edu



All proposals shall become the property of the State of Texas upon receipt.

All proposals must be completed as required by the instructions in this request, signed and
returned with an original and one copy by the date and time specified.

Note: Failure to sign offer at the Execution of Offer will result in disqualification of the offer.
(Required form is included with this Request For Proposal, Section B.)

All addenda to and interpretation of this solicitation shall be in writing. The State shall not
be legally bound by an addenda or interpretation that is not in writing.
Request For Proposal 753-9-088MAR                         Page 2


                                      TABLE OF CONTENTS
      Section                                             Page
                Cover Page                                1
                Contents                                  2
      A         Terms and Conditions                      3-6
      B         Execution of Offer and Pricing            7 – 11
      C         General Information                       12 - 14
      D         Scope of Proposal                         15
      E         Specifications                            15 - 18
      F         Proposal Content                          18 – 19
      G         Evaluation Criteria for Award             19
      H         Contractual Requirements                  19 – 20
      Info      Proposal Submission Information Sheet     no page number
Request For Proposal 753-9-088MAR                                                              3

 TERMS AND CONDITIONS: ITEMS BELOW APPLY TO AND BECOME A PART OF
PROPOSAL. ANY EXCEPTIONS THERETO MUST BE IN WRITING.
1. PROPOSAL REQUIREMENTS:
   1.1 Rules, Regulations & Statutes: Proposers must comply with all rules, regulations and
   statutes relating to purchasing in the State of Texas in addition to the requirements of this
   form.
   1.2 Unit Price: Proposers must price per unit shown. Unit prices shall govern in the event
   of extension errors.
   1.3 Late or Unsigned Proposals: Late and/or unsigned proposals will not be considered
   under any circumstances. Person signing proposal must have the authority to bind the firm in
   a contract. The proposer (not the carrier/mail service/other or the University) is solely
   responsible for ensuring that the proposal is received in the Procurement Department prior to
   the specified opening date and time.
   1.4 FOB Point: Quote FOB destination, freight prepaid and allowed unless otherwise
   stated within the specifications.
   1.5 Pricing Firm: Proposal prices are requested to be firm for SHSU acceptance for 30
   days from proposal opening date (unless otherwise stated in specifications). “Discount from
   list” proposals are not acceptable unless requested. Cash discounts are not considered in
   determining an award. Cash discounts will be taken if earned.
   1.6 Tax Exempt: Purchases made for State use are exempt from the State Sales tax and
   Federal Excise tax, per Texas Tax Code, Section 151.309(4). Do not include tax in the
   proposal.
   1.7 Right to Accept or Reject: The State reserves the right to accept or reject all or any
   part of any proposal, waive minor technicalities and award the proposal to best serve the
   interests of the State.
   1.8 Withdrawal: Any proposal may be withdrawn in writing prior to the date and time set
   for receipt of proposals. Any proposal not so withdrawn shall constitute an irrevocable offer,
   for a period of 45 days, to provide the commodity or service set forth in the specifications, or
   until a selection has been made by SHSU Procurement.
   1.9 Proposal Costs: Proposers electing to respond to this RFP are responsible for all costs
   of proposal preparation. The University is not liable for any costs incurred by an proposer in
   response to this RFP.
   1.10 Exceptions: If a proposer takes exception to any specifications within this Request for
   Proposal, they must notify the Procurement department in writing prior to the scheduled
   proposal opening date and time.
     1.11 Texas Public Information Act: Information, documentation, and other material
    collected, assembled or maintained by the University in connection with this
    solicitation or any resulting contract may be subject to public disclosure pursuant to
    Chapter 552 of the Texas Government Code (the “Public Information Act”). If a
    bidder believes any information contained in the bidder’s response package
    contains any proprietary or confidential information the bidder must clearly mark the
    verbiage claimed to be proprietary or confidential. If a Public Information Act
    request for documents is filed, the University will make best efforts to contact bidder
    prior to release of claimed proprietary information. If, at that time, the bidder still
    believes information provided is proprietary or confidential, the bidder shall timely
    notify the University in writing of the factual and legal basis of the claim. If the
   University submits the documents to the Texas Attorney General’s Office for a ruling
   on the bidder’s claim of privilege, the latter may elect to make arguments directly to
   the Attorney General’s Office in support of the claim of privilege.
Request For Proposal 753-9-088MAR                                                              4

2. SPECIFICATIONS
   2.1 Brand Name Descriptive: Catalogs, brand names or manufacturer’s references are
   descriptive only, and indicate type and quality desired. Proposals on brands of like nature
   and quality will be considered unless otherwise stated in the Request for Proposal (RFP). If
   proposing other than brand referenced, proposal should show manufacturer, brand or trade
   name, and other description of product offered. If other than brand(s) specified is offered,
   illustrations and complete description of product offered are requested to be made part of the
   proposal. Failure to take exception to specifications or reference data will require proposer to
   furnish specified brand names, numbers, etc.
   2.2 New Items: Unless otherwise specified, items shall be new and unused and of current
   production.
   2.3 Electrical Standards: All electrical items must meet all applicable OSHA standards
   and regulations, and bear the appropriate listing from UL, FMRC or NEMA.
   2.4 Samples: Samples, when requested, must be furnished free of expense to the State. If
   not destroyed in examination, they will be returned to the proposer, on request, at proposer’s
   expense. Each sample should be marked with the proposer’s name and address, and
   requisition number. Do not enclose in or attach proposal to sample.
   2.5 Oral Statements: SHSU will not be bound by any oral statement or representation
   contrary to the written specifications of the Request for Proposal (RFP).
   2.6 Manufacturer’s Warranty: Manufacturer’s standard warranty shall apply unless
   otherwise stated in the RFP.

3. DELIVERY
   3.1 Delivery Days: Show number of days required to place material in receiving agency’s
   designated location under normal conditions. Delivery days mean calendar days, unless
   otherwise specified. Failure to state delivery time obligates proposer to deliver in 14 calendar
   days. Unrealistic delivery promises may cause proposal to be disregarded.
   3.2 Foreseen Delays: If delay is foreseen, vendor shall give written notice to SHSU.
   Vendor must keep SHSU advised at all times of status of order. Default promised delivery
   (without accepted reasons) or failure to meet specifications authorizes SHSU to purchase
   supplies elsewhere and charge full increase, if any, in cost and handling to defaulting vendor.
   3.3 Substitutions: No substitutions permitted without written approval of SHSU.
   3.4 Delivery Hours: Delivery shall be made during normal working hours (8:00 a.m. to
   4:00 p.m.) only, unless prior approval has been obtained from ordering agency.

4. INSPECTION AND TESTS – All goods will be subject to inspection and test by SHSU.
Authorized SHSU personnel shall have access to supplier’s place of business for the purpose of
inspection merchandise. Tests shall be performed on samples submitted with the proposal or on
samples taken from regular shipment. All costs shall be borne by the vendor in the event
products tested fail to meet or exceed all conditions and requirements of the specification. Goods
delivered and rejected in whole or in part may, at SHSU’s option, be returned to the vendor or
held for disposition at vendor’s expense. Latent defects may result in revocation of acceptance.

5. AWARD OF CONTRACT – A response to this RFP is an offer to contract based upon the
best price, terms, conditions and specifications contained herein. Proposals do not become
contracts until they are accepted through a purchase order. The contract shall be governed,
construed and interpreted under the laws of the State of Texas, and SHSU policy as the same may
be amended from time to time. Any legal actions must be filed in Walker County, Texas.
Request For Proposal 753-9-088MAR                                                               5

6. CANCELLATION OF CONTRACT – If contract is cancelled, for any reason, any prepaid
fees shall be refunded on a pro-rated basis.

7. PAYMENT – Vendor shall submit an itemized invoice showing SHSU purchase order
number. SHSU will incur no penalty for late payment, if payment is made in 30 or fewer days
from receipt of goods or services on an uncontested invoice. The payment process will begin
when Procurement receives a written authorization/acceptance from the department chair of the
awarding department.

8. NON-DISCLOSURE: No public disclosures or news releases pertaining to this RFP shall
be made without prior written approval of SHSU.

9. CONFLICTS: In event of a conflict between standard proposal requirements and conditions
and the attached detail specification, the detail specification shall govern.

10. PATENTS OR COPYRIGHTS – The vendor agrees to protect SHSU from claims
involving infringement of patents or copyrights.

11. VENDOR ASSIGNMENTS – Vendor hereby assigns to ordering agency any and all claims
for overcharges associated with this contract arising under the antitrust laws of the United States
15 U.S.C.A. Section 1, et seq. (1973), and the antitrust laws of the State of Texas, TEX. Bus. &
Comm. Code Ann. Sec. 15.01, et seq. (1967). Inquiries pertaining to RFPs must give the
requisition number, codes, and opening date.

12. FUNDING OUT CLAUSE – Sam Houston State University reserves the right to cancel,
without penalty, if funds are not appropriated or otherwise made available at any time during the
contract period.

13. PROPOSER AFFIRMATION – Signing this proposal with a false statement is material
breach of contract and shall void the submitted proposal or any resulting contracts, and the
proposer shall be removed from all proposal lists. By signature hereon affixed;
    13.1     The proposer has not given, offered to give, nor intends to give at any time hereafter
    any economic opportunity, future employment, gift, loan, gratuity, special discount, trip,
    favor, or service to a public servant in connection with the submitted proposal.
    13.2     The proposer is not currently delinquent in the payment of any franchise tax owed
    with the Texas Comptroller of Public Accounts . For more information see the website for
    the Texas Comptroller of Public Accounts: http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html.
    13.3     Neither the proposer nor the firm, corporation, partnership, or institution represented
    by the proposer, or anyone acting for such firm, corporation or institution has violated the
    antitrust laws of this State or the Federal Antitrust Laws (See Section 8, above) nor
    communicated directly or indirectly the proposal made to any competitor or any other person
    engaged in such line of business.
    13.4     The proposer has not received compensation for participation in the preparation of
    the specifications for this RFP.
    13.5     Pursuant to Section 231.006(d), Family Code, re: child support, the proposer certifies
    that the individual or business entity named in this proposal is not ineligible to receive the
    specified payment and acknowledges that this contract may be terminated and payment may
    be withheld if this certification is inaccurate.
Request For Proposal 753-9-088MAR                                                                  6

    13.6      Pursuant to Section 2155.004 Government code re: collection of state and local sales
    and use taxes, the proposer certifies that the individual or business entity named in this
    proposal is not ineligible to receive the specified contract and acknowledges that this contract
    may be terminated and/or payment withheld if this certification is inaccurate.
    13.7      The Contractor shall defend, indemnify, and hold harmless the State of Texas, SHSU,
    all of its officers, agents and employees from and against all claims, actions, suits, demands,
    proceedings, costs, damages, and liabilities, arising out of, connected with, or resulting from
    any acts or omissions of contractor or any agent, employee, subcontractor, or supplier of
    contractor in the execution or performance of this contract.
    13.8      Proposer agrees that any payments due under this contract will be applied towards
    any debt, including but not limited to delinquent taxes and child support that is owed to the
    State of Texas.
    13.9      Proposer certifies that they are in compliance with Section 618.003 of the
    Government code, relating to contracting with the executive head of a State agency. If
    Section 618.003 applies, proposer will complete the following information in order for the
    proposal to be evaluated:
         Name of Former Executive:________________________________________
         Name of State Agency:____________________________________________
         Date of separation from State Agency:________________________________
         Position with proposer:____________________________________________
         Date of Employment with proposer:__________________________________
    13.10 Pursuant to Section 231.006(C), Family Code, proposal should include name and
           Social Security Number of each person with at least 25% ownership of the business
           entity submitting the proposal. Proposers that have pre-registered this information on
           the Texas Comptroller of Public Accounts website on the Centralized Master Bidders
           List have satisfied this requirement. If not pre-registered, attach name and social
           security number for each person. Otherwise, this information must be provided prior to
           contract award.

14.NOTICE TO PROPOSER:
   14.1 Any terms and conditions attached by the proposer to their proposal will not be
   considered unless specifically referred to on this proposal form and may result in
   disqualification of the proposal.
   14.2 Equal Opportunity – Proposer represents and warrants that is shall not discriminate
   against any person on the basis of race, color, national origin, creed, religion, political belief,
   sex, sexual orientation, age or disability in the performance of the resulting contract.

June 2008
Request For Proposal 753-9-088MAR                                                                          7

                                    EXECUTION OF OFFER

1.     In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and
       agrees to furnish any and all commodities or services at the prices quoted.
2.     By signature hereon, the offeror hereby certifies that he/she is not currently delinquent in payment
       of any franchise taxes owed the State of Texas under Chapter 11, Tax Code.
3.     By executing this offer, offeror affirms that he/she has not given, offered, or intends to give at any
       time hereafter, any economic opportunity, future employment, gift loan, gratuity, special discount,
       trip, favor, or service to public servant in connection with the submitted offer. Failure to sign the
       offer, or signing it with a false statement, shall void the submitted offer or any resulting contracts,
       and the offeror shall be removed from all proposals lists.
4.     By the signature hereon affixed, the offeror hereby certifies that neither the offeror or the firm,
       corporation, partnership, or institution represented by the offeror or anyone acting for such firm,
       corporation, or institution has violated the antitrust laws of this State, codified in Section 15.01, et.
       seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated
       directly or indirectly the offer made to any competitor or any other person engaged in such line of
       business. By signing this offer, offeror certifies that if a Texas address is shown as the address of
       the offeror, offeror qualified as a Texas Resident Proposer as defined in Rule 1 TAC 113.8.

This offer consists of pages number 1 through __20__ of the Request for Proposal plus
______ additional pages provided by vendor.

Federal Employer Identification Number (FEIN): _________________________________

Proposer/Company: __________________________________________

Signature (ink): ______________________________________Date: _________________

Name (typed/printed): _______________________________________________________

Title: ___________________________________________________________________

Address:
_____________________________________________________________________________
       Street or PO Box                     City                                State        Zip Code

Telephone Number: ______________________ Fax Number: _________________________


Cost : $____Provide pricing information on pages 8-11              _________



PLEASE COMPLETE, SIGN AND RETURN WITH PROPOSAL. FAILURE TO SIGN AND
RETURN THIS EXECUTION OF OFFER WILL RESULT IN THE REJECTION OF
THE PROPOSAL.
Request For Proposal 753-9-088MAR                                                             8

Company Name: ___________________


           PRICING              Note: See the Specifications for details of required tasks.
Initial Period (award date through 31 August 2009)
1. Cost of design & layout, initial period:

    a. Brochure, Lead Design                      $ _________

    b. Brochure, Secondary                        $ _________

    c. Brochure, Transfer                         $ _________

    d. Brochure, Senior                           $ _________

    e. Brochure, Junior                           $ _________

    f. Brochures, Freshman/Sophomore              $ _________

    g. Brochure, Middle School                    $ _________

    h. Presentation Folder                        $ _________

    i.   Poster                                   $ _________

    j.   Reply Card                               $ _________

    k. Sticker                                    $ _________

    l.   E- Announcement Template                 $ _________

    m. E-Newsletter Template                      $ _________

    n. E-card Template                            $ _________

    o. Web Ad Template                            $ _________

    Total of Item 1, Initial Period               $ _____________

2. Author Alterations for Prepress and Proofs, initial period:
    a. Per line change                                    $ _________
    b. Per insertion                                      $ _________
    c. Cost for additional single page color proof        $ __________
Note: All alterations due to proposer’s error will be at the proposer’s expense.
Request For Proposal 753-9-088MAR                                                  9
Company Name: ___________________


                                 Pricing for First Option Year
1. Cost of design & layout, 1st option year:

    a. Brochure, Lead Design                     $ _________

    b. Brochure, Secondary                       $ _________

    c. Brochure, Transfer                        $ _________

    d. Brochure, Senior                          $ _________

    e. Brochure, Junior                          $ _________

    f. Brochures, Freshman/Sophomore             $ _________

    g. Brochure, Middle School                   $ _________

    h. Presentation Folder                       $ _________

    i.   Poster                                  $ _________

    j.   Reply Card                              $ _________

    k. Sticker                                   $ _________

    l.   E- Announcement Template                $ _________

    m. E-Newsletter Template                     $ _________

    n. E-card Template                           $ _________

    o. Web Ad Template                           $ _________

    Total of Item 1, 1st Option Year             $ _____________

2. Author Alterations for Prepress and Proofs, initial period:
    a. Per line change                                    $ _________
    b. Per insertion                                      $ _________
    c. Cost for additional single page color proof        $ __________
Note: All alterations due to proposer’s error will be at the proposer’s expense.
Request For Proposal 753- 9-088MAR                                                 10
Company Name: ___________________


                                Pricing for Second Option Year:


1. Cost of design & layout, 2nd option year:

    a. Brochure, Lead Design                     $ _________

    b. Brochure, Secondary                       $ _________

    c. Brochure, Transfer                        $ _________

    d. Brochure, Senior                          $ _________

    e. Brochure, Junior                          $ _________

    f. Brochures, Freshman/Sophomore             $ _________

    g. Brochure, Middle School                   $ _________

    h. Presentation Folder                       $ _________

    i.   Poster                                  $ _________

    j.   Reply Card                              $ _________

    k. Sticker                                   $ _________

    l.   E- Announcement Template                $ _________

    m. E-Newsletter Template                     $ _________

    n. E-card Template                           $ _________

    o. Web Ad Template                           $ _________

    Total of Item 1, 2nd Option Year             $ _____________

2. Author Alterations for Prepress and Proofs, 2nd option year:
    a. Per line change                                    $ _________
    b. Per insertion                                      $ _________
    c. Cost for additional single page color proof        $ __________
Note: All alterations due to proposer’s error will be at the proposer’s expense.
Request For Proposal 753-9-088MAR                                                  11


Company Name: ___________________


                                Pricing for Third Option Year:
1. Cost of design & layout, 3rd option year:

    a. Brochure, Lead Design                     $ _________

    b. Brochure, Secondary                       $ _________

    c. Brochure, Transfer                        $ _________

    d. Brochure, Senior                          $ _________

    e. Brochure, Junior                          $ _________

    f. Brochures, Freshman/Sophomore             $ _________

    g. Brochure, Middle School                   $ _________

    h. Presentation Folder                       $ _________

    i.   Poster                                  $ _________

    j.   Reply Card                              $ _________

    k. Sticker                                   $ _________

    l.   E- Announcement Template                $ _________

    m. E-Newsletter Template                     $ _________

    n. E-card Template                           $ _________

    o. Web Ad Template                           $ _________

    Total of Item 1, 3rd Option Year             $ _____________

2. Author Alterations for Prepress and Proofs, 3rd option year:
    a. Per line change                                   $ _________
    b. Per insertion                                     $ _________
    c. Cost for additional single page color proof       $ __________
Note: All alterations due to proposer’s error will be at the proposer’s expense.
Request For Proposal 753-9-088MAR                                                              12


                                 GENERAL INFORMATION
                                            Section C


C-1 Proposal Delivery: The proposal must be time stamped at SHSU Procurement before the
hour and date specified for receipt of proposal.
    Mail Proposals To:                           Deliver Proposals To:
    Sam Houston State University                 Sam Houston State University
    Procurement                                  Procurement        CHSS Bldg
    Box 2028                                     1901 Avenue I     Ste 452
    Huntsville TX 77341                          Huntsville TX 77340


C-2 Proposals Must Be Received By: 3 PM Central Time               9 April 2009

C-3 Copies of Proposals: Unless otherwise called for, an original and three complete copies of
the proposal, printed in ink or typewritten must be submitted.

C-4 Proposal Envelope: Each proposal should be placed in a separate envelope completely
and properly identified with RFP number, due date and time. It is the offerer's responsibility to
have the proposal correctly marked and submitted to SHSU Procurement by the specified date
and time for receipt.

C-5 Fax Proposals are not acceptable. Samples must accompany all proposals submitted.

C-6 Samples:
      a. The offeror must furnish samples of previous work which will indicate quality and
      design capabilities of their work. Samples should be of a work similar to the brochures,
      posters, DVD sleeve, etc. requested in this RFP. Samples MUST accompany the proposal.
      Proposals received without samples will be rejected and not considered for award.
      b. The samples submitted with proposals may be reviewed by a freshman class student
      review panel to determine if the designs are attractive to the target audience.
      c. SHSU will retain all samples.

C-7 Pre-Proposal Conference: There will not be a pre-proposal conference.
Request For Proposal 753-9-088MAR                                                              13



C-8 Proposor Questions: After the RFP is mailed, proposers will have until 3 PM Central
Time, 1 April 2009, to submit written questions for clarification of the proposal. Send questions
to Marilyn Meshell at the address shown on the fist page of the RFP or send via e-mail to
pur_mar@shsu.edu or fax to 936 294-1979. All questions will be reviewed, consolidated where
possible, and answered in one addendum to the proposal. The addendum will be posted on the
Texas Electronic State Business Daily Marketplace and the Walker County Alliance web sites.
We attempt to post questions and answers within 48 hours of the questions due date.
The Web sites are: http:// esbd.cpa.state.tx.us and www.shsu.edu/wca .

C-9 Negotiations or Discussions: If possible, an award will be made without holding
negotiations. If negotiations are necessary, they will be scheduled after all proposals are
evaluated. Negotiations will only be held with proposor(s) who have a reasonable chance of
receiving contract award. Therefore, do not anticipate negotiations being held. Best and Final
Offers will only be requested if negotiations are held. Therefore, you are strongly encouraged to
submit your best offer at the date and time proposals are due.

C-10 Contact with the University: Contacts with the University must be through the SHSU
Procurement Department. The Procurement Department may refer you to other individuals or
departments for technical matters. Proposors and Contractors are reminded that SHSU is not
bound by any oral statements or representations. The SHSU Procurement Department is the
department that has the authority to provide official answers to questions, conduct discussions or
negotiations, or enter into any binding agreement for this project.

C-11 Intended Use: The products developed as a result of the requested design services will be
used for promotion of the University and recruitment of students.

C-12. Class and Item Number: 965-46

C-13 Franchise and Sales Taxes: A proposer must be in good standing with the Texas
Comptroller of Public Account for Franchise and Sales taxes to receive an award based on this
solicitation. For more information about the taxes, contact the Comptroller’s Office at
http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html or call 800 252-1381.

C-14 Delivery Location: Delivery will be to a department on campus in Huntsville, TX 77340.
Specific information will be provided to the awarded vendor.

C-15 Parties to the Proposal/Resulting Contract: Sam Houston State University (SHSU) and
the proposer.

C-16 Performance Period: The initial period will be award date through 31 August 2009.
        First Option Year: 1 September 2009 through 31 August 2010
        Second Option Year: 1 September 2010 through 31 August 2011
        Third Option Year: 1 September 2011 through 31 August 2012
Request For Proposal 753-9-088MAR                                                                14




C-17 Option to Extend the Term of the Contract: The University may extend the term of the
resulting purchase order by written notice to the awarded vendor. Written notice will be provided
30 days prior to the end of the current performance period and will be for a one year increment.
The maximum duration of the contract, including exercise of three option years, shall not exceed
four (4) years.

C-18 Time Table: Timing of this project is critical. SHSU's proposed time frame is as follows:
             TASK                                      COMPLETION DATE
             Issue RFP                                 25 March 2009
             Deadline for Written Questions            1 April 2009
             Proposals Due                             9 April 2009
             Required delivery                         on or before 1 June 2009

C-19 Public Information: The University considers all information, documentation, and other
materials submitted in response to this RFP, to be of a non-confidential and non-proprietary
nature and shall be subject to public disclosure under the Texas Public Information Act (Texas
Government Code, Chapter 552.001) after the award. Proposer is hereby notified that the
University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney
General with respect to disclosure of public information.

C-20 Proposer’s Acceptance of Evaluation Methodology: By submitting a proposal, the
proposer acknowledges the proposer’s acceptance of the proposal evaluation process, the
evaluation criteria, the scope of services and conditions under which the services are to be
performed, the terms and conditions of the agreement, and all other requirements and
specifications set forth in this RFP; and the proposer’s recognition that some subjective
judgments must be made by the University during the RFP process.

C-21 Proposal Validity Period: Each proposal must state that it will remain valid for a
minimum of sixty (60) calendar days after the submittal deadline to allow time for evaluation of
proposals, selection, any unforeseen delays, and an award decision. The successful proposal
accepted by the University shall remain valid for the full term of the Agreement or other
contractual arrangements resulting from this RFP.
Request For Proposal 753-9-088MAR                                                             15

                                   SCOPE OF PROPOSAL
                                        Section D

D-1 Design services for this project include creative writing of text and concept and print-ready
layout of several different formats of recruiting materials. Production runs of the designed
recruiting materials are NOT within the scope of this Request For Proposal.

D-2 The cost of this RFP will not exceed $100,000 over the duration of the contract.


                                      SPECIFICATIONS
                                          Section E


E-1 DESIGN CONCEPT:
    a. Proposer will design several pieces of promotional material with a consistent look and
    message. Design will use the same or similar core messages, theme, and concept (simple,
    not wordy, bold photos depicting smiles and fun, “less is more”).
    b. Some photos provided. Proposer should plan to provide a photographer to assure
    specific shots.
    c. Informational text: The raw copy will be available from the University at the time of
    award.
    d. When using school colors of “Orange and White”, proposer should be aware of
    required use of a specific orange which is “Bearkat Orange” (021 orange). In a design
    concept with four colors, a fifth color of this specific color will be required.
    e. Target audience is young adults between ages of 12-25. The design must appeal to
    parents, as well.

E-2 DESIGN & LAYOUT: Proposer will provide design, creative writing of text and layout
for several different promotional materials.

      a. Lead Brochure. size 6”x 9” or similar size brochure with general recruiting
      information. Either pages or panels are acceptable. Eight to ten pages or panels including
      cover. This brochure will be passed out to prospects, placed in brochure racks or mailed.
      Self-mailing or standard envelope selection should be considered in designing.

      b. Secondary Brochure. size 4” x 9” or similar size brochure with general recruiting
      information that can be easily mailed in a standard #10 envelope or placed in a brochure
      rack. Brochure can be pages or panels. Eight panels, or three pages, not counting the
      cover.

      c. Transfer Brochure. size 6”x 9” or similar size brochure targeting transfer students.
      Self-mailer style.

      d. Senior Brochure. size 6”x 9” or similar size brochure targeting high school seniors.
      Self-mailer style.
Request For Proposal 753-9-088MAR                                                              16




      e. Junior Brochure. size 6”x 9” or similar size brochure targeting high school juniors.
      Self-mailer style.

      f. Freshman/Sophomore Brochure. size 4” x 9” or similar size folding post card style
      targeting high school freshmen and sophomores. Self-mailer style.

      g. Middle School Brochure. size 4” x 9” or similar size folding post card style targeting
      middle school students. Self-mailer style.

      h. Presentation Folder. Standard size, dual pocket folder to hold 8 ½ X 11” materials.
      Pocket shall include slits to hold business cards; folder will need reinforced pockets and
      edges for durability and prevention of paper cuts.

      i. Poster. Series of three posters of - 18” x 24” or similar size decorative promotional
      posters for bulletin boards. Design will allow for a pad of standard size information request
      postcards to be added, if necessary.

      j.   Reply Card. A single sheet or card to gather information on prospective students.

      k. Sticker. Promotional sticker with adhesive back.     Size approximately 3” x 3”.

      l. E-Announcement Template. 8 ½” x 11” template for announcing a visit by
      University representative. The E-Announcement Template allows for editing time, date,
      and additional information area. The E-Announcement Template can be e-mailed to
      schools, and community college counselors who can then print it out and post it. The E-
      Announcement Template should be designed to print in either black and white or color.

      m. E-Newsletter Template. An 8 ½” x 11” information or fact-sheet template with a
      design that allows adding text and photos regarding academic majors, athletic programs,
      etc.

      n. E-Card Template. A series of four related but separate templates for e-mailing
      campaigns.

      o. Web Ad Template. Three web advertisement templates: one vertical, one horizontal,
      and one square.


E-3 PROOFS:
    a. All alterations due to proposer’s’ error will be at the proposer’s expense. Proposer will
    bear all expenses for delivery and communications concerning proofs. Next working day
    delivery or faster will be required.

      b. Proofs required: color match proof or equal for color work; pdf proffs during the
      design process are acceptable
Request For Proposal 753-9-088MAR                                                              17



     c. Authors= Alterations as follows: The University reserves the right to make changes
     until the final prepress proof is approved by the University. Alterations due to proposer=s
     error will be at the proposer’s expense.

     d. The proposer is to bear all expenses for delivery, shipping and communications, and
     from the University concerning proofs. Next working day delivery or faster will be
     required.

E-4 PRODUCTION MANAGEMENT
    a. Thumbnail Layout: Develop and provide thumbnail layout or finished sample for
    printing specs.

     b.   Read Proofs: Read color match proofs with client for final approval to print

     c. On-site Press Check: Provide on-site press check at printer’s facility prior to printing
     run.
          (1) Production runs of the designed recruiting materials are NOT within the scope of
          this Request For Proposal. Printing will be a future project under a future solicitation.
          (2) Travel expenses will not be paid for by the designer.



E-5 SCHEDULE:
    a. Delivery: The University requires the final ready-for-print layout designs on or before
    1 June 2009.

     b. Design Concept and Thumbnail Layout: On or before 12 May 2009, provide
     finalized design concept and thumbnail layouts or a finished sample for printing
     specifications to SHSU. This includes general design concept, sizes of all products, type
     of paper to be utilized for printed products, and general print and production specifications.

     b. Design Proofs: By 18 May 2009, designer will furnish a color match proof for review
     by the University.

     c. Damages: Damages of $100 per day may be deducted from the vendor=s invoice for
     late delivery on each state working day beyond the above specified delivery schedule. A
     working day is Monday thru Friday, except for legal holidays (excluding optional state
     holidays).

     d. Proposal shall include a timeline indicating the proposer's projected timeline for
     completing the design services. The timeline shall demonstrate the proposer’s projected
     schedule to meet the required delivery date of 1 June 2009. The timeline should show the
     steps to be accomplished from award by SHSU through submittal of the final design
     products. After award, the timeline is subject to change upon mutual agreement of the
     awarded proposer and SHSU.
Request For Proposal 753-9-088MAR                                                               18



E-6 UNIVERSITY CONTACTS AFTER AWARD: Contact names, phone numbers and e-
mail addresses will be provided to the awarded vendor.
Note: All contacts or request for information prior to proposal submission shall be through the
Procurement Office to Marilyn Meshell. See the “Refer Inquiries To” block on page one for
contact information.

E-7 ADDITIONAL SPECIFICATIONS:
The entire design job is to be of excellent quality workmanship. Poor quality workmanship may
be grounds to reject the entire order. Proposer should also keep in contact with the University
until the job is complete, so that we know the progress of the work being performed. The
University requests that the proposer furnish samples of previous work, which would
indicate their ability to do this type of work. (See section C, paragraph 6)

E-8 UNIVERSITY FURNISHED MATERIALS:
All materials (copy, artwork, et.) furnished by the university must be returned in a separate
envelope from the shipment before payment will be approved.

E-9 RIGHTS: All rights to the final design, the design concept, slogans, etc. will belong to the
University and may be duplicated and used in any manner by the University at the University’s
discretion.
Request For Proposal 753-9-088MAR                                                                    19

Company Name: ________________________




                                      PROPOSAL CONTENT
                                           Section F

F-1 References: Proposer personnel must provide references for three similar projects
completed within the last three years. We prefer that at least two of the projects be with higher
education institutions or state or federal government agencies. Provide the company name, point
of contact, telephone number and a synopsis of the project completed for each of the three
references in a format similar to that shown below.

                           Reference 1                Reference 2                Reference 3
Company Name

Address


Company Contact
Name
Telephone Number

E-mail Address

Completion Date
Synopsis




F-2 Execution of Offer and Pricing Proposal: Include all costs of materials, parts, labor,
equipment, facilities, travel, overhead, profit, delivery, installation, etc. in pricing this proposal.
Failure to sign the Execution of Offer will disqualify the proposal. (Section B, pages 7-11)

F-3   Samples: Samples of similar previous work are required. (Section C, paragraph 6)

F-4   Timeline: Timeline required. (Section E, paragraph 4d)

F-5 Length of Proposal: Please keep proposal short and to the point while still providing all
requested documents and information. Overly long or elaborate proposals are not desired.
Request For Proposal 753-9-088MAR                                                             20



                                  EVALUATION CRITERIA
                                        Section G

G-1 Review Panel: Proposals will be evaluated by a review panel on the basis of the criteria
listed below. Relative weights of each criteria will be as listed below. Only criteria designated in
this solicitation will be considered in the award determination.

G-2 Weighted Values: Evaluation factors will be weighted as follows:

Criteria                                                                    Weighted Value
Price and How well the proposer followed RFP instructions                   40%
(Execution of Offer, pages 7-11, and the entire RFP)
Samples (paragraph C-6)                                                     20%
Proposed Delivery Date (paragraph E-5d)                                     20%
Experience in Higher Ed Marketing (paragraph F-1)                           10%
References (paragraph F-1)                                                  10%
Total                                                                       100%




                             CONTRACTUAL REQUIREMENTS
                                      Section H

H-1 Contract Administration: Contract administration will be by SHSU Procurement in
    conjunction with Admissions Office.

H-2 University Contacts:
    a. Prior to Award: All contracts or request for information prior to award, including
    proposal submission, shall be through the Procurement Office, Marilyn Meshell. See the
    “Refer Inquiries To” block on page one for contact information.
    b. Additional contact information will be provided to the awarded proposer.

H-3 Purchase Order Changes: All addenda to and interpretation of this solicitation shall be in
    writing. The State shall not be legally bound by an addenda or interpretation that is not in
    writing. All changes must be supported by a written Purchase Order Change Notice
    prepared and processed by SHSU Procurement. Other SHSU personnel do not have the
    authority to issue changes, oral or written, to the resulting spot purchase order.
                         SAM HOUSTON STATE UNIVERSITY
                               Member of the Texas State University System
                                Procurement & Business Services

                          Reference Number: 753-9-088MAR
                                  Design Services


ALL INVITATIONS FOR BID (IFB) AND REQUESTS FOR PROPOSAL (RFP)
must be delivered, mailed or faxed as indicated below on or before the scheduled bid
opening time and date. Late IFBs and RFPs will not be accepted.

    Mail Address:                                       Street Address:
    Sam Houston State University                        Sam Houston State University
    Procurement                                         Procurement      CHSS Bldg
    Box 2028                                            1901 Avenue I Ste 452
    Huntsville TX 77341-2028                            Huntsville TX 77340


IFB/RFP OPENING WILL BE AT:               3 PM     Central Time       9 April 2009


U.S. MAIL
Proposers that use the U.S. Mail, including “Express Mail” services for delivery of
proposals do so at their own risk of non-delivery to the Procurement Department in
time for acceptance and consideration at the bid opening. All U.S. Mail addressed to
any component of Sam Houston State University is delivered to a central mailroom
and redistributed to the individual departments by university personnel.
Consequently, there is a possibility of a delay of as much as 24 hours between receipt
of mail at the central mailroom and receipt in the Procurement Office. Proposals
must be in the Procurement Office by the date and time set forth as the IFB or RFP
opening in order to be considered. Receipt by the central mail-room is not sufficient.
Therefore, proposers are advised to hand deliver or use a courier service to deliver
proposals to Procurement if the package cannot be mailed well in advance of the bid
opening date.


FAX
Fax proposals are not acceptable for this RFP. Samples of design work must be
provided with all proposals.

				
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