RFP20009 - ETSU Caps and Gowns Final

REQUEST FOR PROPOSAL
Graduation Caps and Gowns Regalia
RFP No. 26009
Request for Proposal Issue Date March 25, 2026
RFP Proposals Due April 28, 2026 at 2:00 PM, EST
___________________________________________
Contact for this RFP is Alex Ortiz, ortizag@etsu.edu

RFP 26009 East Tennessee State University March 25, 2026
CONTENTS
SECTION
1 INTRODUCTION
2 RFP SCHEDULE OF EVENTS
3 PROPOSAL REQUIREMENTS
4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION
5 PROPOSAL EVALUATION & CONTRACT AWARD
RFP ATTACHMENTS:
6.1 Ownership Ethnicity Form
6.2 Pro Forma Contract
6.3 Proposal Transmittal/Statement of Certifications & Assurances
6.4 RFP Requirements
6.5 Technical Proposal & Evaluation Guide
6.6 Cost Proposal & Scoring Guide
6.7 N/A
6.8 Listing of System Institutions, UT System of Higher Education
and State of Tennessee
6.9 Vendor Application Form General Instructions
6.10 Vendor Application
6.11 Vendor Product Accessibility Statement and Documentation
6.12 Accessibility Conformance and Remediation Form
6.13 N/A
6.14 Proposer Checklist for Prevention of Common RFP Mistakes that
lead to Proposal Rejection
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RFP 26009 East Tennessee State University March 25, 2026
1 INTRODUCTION
1.1 Background
East Tennessee State University is located in Johnson City, Tennessee. Comprised of 11 colleges and
schools, including 140 academic programs, ETSU offers degrees in arts and sciences, business and
technology, education and health sciences, including numerous honors and enrichment opportunities
for undergraduates and graduates. The ETSU campus consists of a 350-acre main campus and a 31-
acre Medical College that is located on the Veterans Administration campus. ETSU also has over 20
remote sites that include Distance Education Centers and Medical Clinics.
ETSU had a Spring 2026 enrollment of 12,297 students. Students are taught and served by more
than 2,600 faculty and staff.
For additional information, please visit the ETSU web site at www.etsu.edu
1.2 Statement of Procurement Purpose
East Tennessee State University (ETSU), hereinafter Institution, has issued this Request for Proposal
(RFP) to define the Institution's minimum service requirements; solicit proposals; detail proposal
requirements; and, outline the Institution's process for evaluating proposals and selecting a contractor
to provide the requested goods and/or goods and/or services.
Through this RFP, Institution seeks to procure necessary goods and/or services at the most favorable,
competitive prices and to give ALL qualified businesses, including those that are small, minority,
women, and service-disabled veteran owned, the opportunity to do business with the Institution.
Vendors must complete the Ownership Ethnicity Form (See Attachment 6.1 for form and classification
definitions). In addition, all small, minority, women and service-disabled veteran owned businesses
are strongly encouraged to register with the Governor's Office of Diversity Business Enterprise (Go-
DBE) to attain official certification. The Institution shall work with the successful Proposer and the Go-
DBE Office regarding registration/certification.
The University intends to secure a contract for graduation student regalia including:
caps/tassels, gowns, tams, hoods. (not rental).
See Attachment 6.4 for additional information and requirements.
1.3 Scope of Service, Contract Period, and Required Terms and Conditions
The RFP Attachment 6.2, Pro Forma Contract details what the Institution requires:
Scope of Goods and/or services and Deliverables in Section A;
Contract Period in Section B;
Payment Terms in Section C;
Terms and Conditions in Section D; and,
Special Terms and Conditions in Section E
The Pro Forma Contract substantially represents the contract document that the successful Proposer
selected by the Institution MUST agree to and sign. A Proposal that limits or changes any of the terms
or conditions contained in the Pro Forma Contract may be considered non-responsive.
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RFP 26009 East Tennessee State University March 25, 2026
1.4 Coverage and Participation
It is acknowledged that East Tennessee State University is issuing this proposal, with the option for
other institutions within the System, the University of Tennessee System of Higher Education and the
State of Tennessee Departments to utilize the resulting Contract. A listing of these institutions is
provided in Attachment 6.8. After the initial term of the resulting Contract, and each year of the
Contract thereafter, the Institution reserves the right to re-negotiate more favorable terms/pricing if
more institutions provided in Attachment 6.8 choose to join the resulting Contract.
1.5 Nondiscrimination
The Contractor shall abide by all applicable federal and state laws pertaining to discrimination and
hereby agrees, warrants, and assures that no person shall be excluded from participation in, be
denied benefits of, or otherwise be subjected to discrimination in the performance of this Contract or in
the employment practices of the Contractor on the grounds of classifications protected by Federal or
State law. Accordingly, the Contractor shall, upon request, be required to show proof of such
nondiscrimination and to post in conspicuous places, available to all employees and applicants,
notices of nondiscrimination.
The Institution has designated the following to coordinate compliance with the nondiscrimination
requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964, the Americans with
Disabilities Act of 1990, and applicable federal regulations.
Office of University Counsel
309 Burgin Dossett Hall
Johnson City, TN 37614
423.439.8550
1.6 Assistance to Proposers with a Disability
A Proposer with a handicap or disability may receive accommodation relating to the communication of
this RFP and participation in this RFP process. A Proposer may contact the RFP Coordinator to
request reasonable accommodation no later than the Disability Accommodation Request Deadline in
the RFP Section 2, Schedule of Events.
1.7 RFP Communications
1.7.1 Unauthorized contact regarding this RFP with employees or officials of the Institution other than the
RFP Coordinator named below may result in disqualification from this procurement process.
1.7.1.1 Interested Parties must direct all communications regarding this RFP to the following RFP
Coordinator, who is the Institution's only official point of contact for this RFP.
Alex Ortiz, Director of Procurement & Contract Services
East Tennessee State University
1276 Gilbreath Dr.
Burgin Dossett Hall, B-1
Johnson City, TN 37614
423.439.6890
ortizag@etsu.edu
1.7.2 The Institution has assigned the following RFP identification number that must be referenced in all
communications regarding the RFP:
RFP 26009
1.7.3 Any oral communication shall be considered unofficial and non-binding with regard to this RFP. Only
the Institution's official, responses and communications, as defined in Section 1.7.7 below, shall be
considered binding with regard to this RFP. The Institution's official responses and other official
communications pursuant to this RFP shall constitute an amendment of this RFP.
1.7.4 The RFP Coordinator must receive all written comments, including questions and requests for
clarification, no later than the Written Comments Deadline in the RFP Section 2, Schedule of Events.
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RFP 26009 East Tennessee State University March 25, 2026
1.7.5 Each Proposer shall assume the risk of the method of dispatching any communication or proposal to
the Institution. The Institution assumes no responsibility for delays or delivery failures resulting from
the method of dispatch. Actual or digital "postmarking" of a communication or proposal to the
Institution by the specified deadline date shall not substitute for actual receipt of a communication or
proposal by the Institution.
1.7.6 The Institution reserves the right to determine, at its sole discretion, the appropriate and adequate
responses to written comments, questions, and requests for clarification.
1.7.7 The Institution will convey all official responses and communications and reserves the right to
determine, at its sole discretion, the method of conveying official responses and communications
pursuant to this RFP. Such communication may be transmitted by mail, hand-delivery, facsimile,
electronic mail, Internet posting, or any other means deemed reasonable by the Institution. For
Internet posting, please refer to the following website: Purchasing
1.7.8 Any data or factual information provided by the Institution (in this RFP, an RFP Amendment or any
other communication relating to this RFP) is for informational purposes only. The Institution will make
reasonable efforts to ensure the accuracy of such data or information; however it is the Proposer's
obligation to independently verify any data or information provided by the Institution.
1.8 Notice of Intent to Propose
Each potential Proposer should submit a Notice of Intent to Propose to the RFP Coordinator by the
deadline in the RFP Section 2, Schedule of Events. The notice should include:
Proposer's name
name and title of a contact person
address, telephone number, facsimile number, and email address of the contact person
This notification will be used by the RFP Coordinator to send a link to suppliers via email to access
photos of ETSU Regalia.
NOTICE: A Notice of Intent to Propose creates no obligation and is not a prerequisite for making a
proposal, however, it is necessary to ensure receipt of RFP amendments and other communications
regarding the RFP (refer to RFP Sections 1.7, et seq., above).
1.9 Proposal Deadline
Proposals must be submitted no later than the Proposal Deadline time and date detailed in the RFP
Section 2, Schedule of Events. A proposal must respond to the written RFP and any RFP exhibits,
attachments, or amendments. A late proposal shall not be accepted, and a Proposer's failure to
submit a proposal before the deadline shall cause the proposal to be disqualified. It is the
responsibility of the Proposer to ascertain any additional requirements with respect to packaging and
delivery to the Institution. Proposers should be mindful of any potential delays whether foreseeable or
unforeseeable.
1.10 Written Questions/Answer Period
A question and answer period deadline is defined in the RFP Section 2, Schedule of Events. The
purpose of the written question/answer period is to allow Proposers to submit any questions they may
have regarding the scope of goods and/or services requested. To ensure accurate, consistent
responses to all known potential Proposers, the official response to questions will be issued by the
Institution as described in RFP Sections 1.7, et seq., above and on the date in the RFP Section 2,
Schedule of Events.
1.11 Performance Bond - N/A
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RFP 26009 East Tennessee State University March 25, 2026
2 RFP SCHEDULE OF EVENTS
The following Schedule of Events represents the Institution's best estimate of the schedule that will be
followed. Unless otherwise specified, the time of day for the following events will be between 8:00 a.m. and
4:30 p.m., EST.
RFP SCHEDULE OF EVENTS
NOTICE: The Institution reserves the right, at its sole discretion, to adjust this schedule, as it
deems necessary. The Institution will communicate any adjustment to the Schedule of Events to the
potential Proposers.
EVENT TIME DATE
(all dates are Institution business days)
1. Institution Issues RFP March 25, 2026
2. Disability Accommodation Request Deadline March 31, 2026
2:00 PM,
3. Comments/Written Questions Deadline April 10, 2026
EST
4. Institution Responds to all Comments/Questions 4:30 PM April 15, 2026
5. Notification of Intent to Propose Deadline 4:30 PM April 15, 2026
2:00 PM,
6. RFP Proposals Due April 28, 2026
EST
7. Institution Completes Technical Proposal Evaluations May 2026
8. Institution Opens Cost Proposals and Calculates
May 2026
Scores
9. Institution Issues Intent to Award Letter and
June 2026.
Opens RFP Files for Public Inspection
10. Award of Contract June 2026
11. Contract Effective Date July 2026
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RFP 26009 East Tennessee State University March 25, 2026
3 PROPOSAL REQUIREMENTS
Each Proposer must submit a proposal in response to this RFP with the most favorable terms that the
Proposer can offer. The Institution reserves the right to further clarify and request amended proposals
and/or to negotiate with the best evaluated Proposer subsequent to award recommendation but prior
to contract execution if deemed necessary by Institution. Any amendment or negotiation shall be within
the scope of the original procurement. Institution may initiate negotiations which serve to alter the
bid/proposal in a way favorable to the Institution. For example, prices may be reduced, time
requirements may be revised, etc. In no event shall negotiations increase the cost or amend the
proposal such that the apparent successful Proposer no longer offers the best proposal.
3.1 Proposal Form and Delivery
3.1.1 Each response to this RFP must consist of a Technical Proposal and a Cost Proposal (as described
below).
3.1.2 Each Proposer must submit one (1) original, (with original signature), one (1) *electronic copy of the
Technical Proposal to the Institution in a sealed package that is clearly marked:
"Technical Proposal in Response to RFP 26009" electronic copy must be submitted on a flash
drive with the Technical Proposal submission in a pdf file.
3.1.3 Each Proposer must submit one (1) original (with original signature), and one (1) electronic* copy of
the Cost Proposal to the Institution in a separate, sealed package that is clearly marked:
"Cost Proposal in Response to RFP 26009 -- Do Not Open"
*electronic copy must be submitted on a flash drive with the Cost Proposal submission in the format it
was provided to the Proposer by the Institution (i.e. pdf or Excel).
3.1.4 If a Proposer encloses the separately sealed proposals (as detailed above) in a larger package for
mailing, the Proposer must clearly mark the outermost package:
"Contains Separately Sealed Technical and Cost Proposals for RFP 26009".
3.1.5 The Institution must receive all proposals in response to this RFP, at the following address, no later
than the Proposal Deadline time and date in the RFP Section 2, Schedule of Events. Late proposals
will not be considered and will remain unopened and filed in the RFP file
East Tennessee State University
Attn: Alex Ortiz
Procurement Office, Burgin Dossett Hall, B-16
1276 Gilbreath Dr.
Johnson City, TN 37614
3.1.6 A proposal must be typewritten or hand-written in ink. A Proposer may not deliver a proposal orally or
solely by means of electronic transmission.
3.2 Technical Proposal
3.2.1 The RFP Attachment 6.5, Technical Proposal and Evaluation Guide details specific requirements for
making a Technical Proposal in response to this RFP. This guide includes mandatory and general
requirements as well as technical queries requiring a written response.
NOTICE: NO COST OR PRICING INFORMATION SHALL BE INCLUDED IN THE TECHNICAL
PROPOSAL. THIS INCLUDES REFERENCES TO ITEMS THAT ARE INCLUDED "FREE" OR "AT
NO ADDITIONAL COST", ETC. INCLUSION OF COST OR PRICING INFORMATION IN THE
TECHNICAL PROPOSAL MAY MAKE THE PROPOSAL NON-RESPONSIVE, AND THE
INSTITUTION MAY REJECT IT, AT ITS SOLE DISCRETION.
3.2.2 Each Proposer must use the Technical Proposal and Evaluation Guide to organize, reference, and
draft the Technical Proposal. Each Proposer must duplicate the Technical Proposal and Evaluation
Guide and use it as a table of contents covering the Technical Proposal (adding proposal page
numbers as appropriate). The order of the response to the Technical Proposal and Evaluation Guide
must be preserved.
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RFP 26009 East Tennessee State University March 25, 2026
3.2.3 Each proposal should be concisely prepared, with emphasis on completeness and clarity of content.
A proposal, as well as any reference material presented, must be written in English on standard 8 1/2"
x 11" paper (although foldouts containing charts, spreadsheets, and oversize exhibits are permissible).
All proposal pages must be numbered.
3.2.4 All information included in a Technical Proposal should be relevant to a specific requirement detailed
in the Technical Proposal and Evaluation Guide. All information must be incorporated into a response
to a specific requirement and clearly referenced. Any information not meeting these criteria will be
deemed extraneous and will in no way contribute to the evaluation process.
3.2.5 The Institution may, at its sole discretion, determine a proposal to be non-responsive and reject it if the
Proposer fails to organize and properly reference sections of the Technical Proposal as required by
this RFP and the Technical Proposal and Evaluation Guide (including using Attachment 6.5 as a
table of contents as specified in 3.2.2 hereof);
3.2.6 The Institution may at its sole discretion, determine a proposal to be non-responsive and reject it if the
Technical Proposal document fails to appropriately address/meet all of the requirements detailed in
the Technical Proposal and Evaluation Guide
3.2.7 The Proposer must sign and date the Technical Proposal. Digital, electronic, or facsimile
signatures will not be acceptable as the original signature. Failure to submit one (1) original
with an original signature will be cause for rejection of the proposal.
3.2.8 In the event of a discrepancy between the original Technical Proposal and the digital copy, the
original, signed document will take precedence.
3.3 Cost Proposal
3.3.1 The Cost Proposal must be submitted to the Institution in a sealed package separate from the
Technical proposal.
3.3.2 The Cost Proposal must be recorded on an exact duplicate of the RFP Attachment 6.6, Cost Proposal
and Scoring Guide.
3.3.3 Each Proposer shall ONLY record the proposed cost exactly as required by the Cost Proposal and
Evaluation Guide and shall NOT record any other rates, amounts, or information. See Section C.4 of
Attachment 6.4 for instruction on providing additional/optional cost rates.
3.3.4 The proposed cost shall incorporate all costs for goods and/or goods and/or services under the
Contract for the total contract period.
3.3.5 The Proposer must sign and date the Cost Proposal. Digital, electronic, or facsimile signatures
will not be acceptable as the original signature. Failure to submit one (1) original with an
original signature will be cause for rejection of the proposal.
3.3.6 In the event of a discrepancy between the original Cost Proposal and the digital copy, the original,
signed document will take precedence.
3.3.7 If a Proposer fails to submit a Cost Proposal as required, the Institution shall determine the proposal to
be non-responsive and reject it.
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RFP 26009 East Tennessee State University March 25, 2026
4 GENERAL REQUIREMENTS & CONTRACTING INFORMATION
4.1 Proposer Required Review and Waiver of Objections
Each Proposer must carefully review this RFP and all attachments, including but not limited to defects,
objections, or any other matter requiring clarification or correction (collectively called "comments"). All
such Comments must be made in writing and received by the Institution no later than the Written
Comments Deadline in the RFP Section 2, Schedule of Events. This will allow issuance of any
necessary amendments and help prevent the necessity of cancelling the RFP.
Any proposed alternatives, revisions or additions to the Pro Forma Contract (Attachment 6.2) must be
made in writing. Should the Proposer fail to include proposed alternatives, revisions or
additions to the Pro Forma by the Written Comments deadline and/or in its Technical Proposal
Response, such alternatives, revisions or additions will not be considered. A proposal that
limits or changes any of the terms or conditions contained in the Pro Forma Contract may be
considered non-responsive.
4.2 RFP Amendment and Cancellation
The Institution reserves the unilateral right to amend this RFP at any time. If an RFP amendment is
issued, the Institution will communicate such amendment to the potential Proposers. Each proposal
submitted must in response to the final written RFP and any exhibits, attachments, and amendments.
The Institution reserves the right, at its sole discretion, to cancel and reissue this RFP or to cancel this
RFP in its entirety in accordance with applicable laws and regulations.
4.3 Proposal Prohibitions and Right of Rejection
4.3.1 The Institution reserves the right, at its sole discretion, to reject any and all proposals in accordance
with applicable laws and regulations.
4.3.2 Each proposal must comply with all of the terms of this RFP and all applicable state laws and
regulations. The Institution may consider any proposal that does not comply with all of the terms,
conditions, and requirements of this RFP to be non-responsive and reject it.
4.3.3 A proposal of alternate goods and/or goods and/or services (i.e., a proposal that offers goods and/or
services different from those requested by this RFP) shall be considered non-responsive and rejected.
4.3.4 A Proposer may not restrict the rights of the Institution or otherwise qualify a proposal. The Institution
may determine such a proposal to be a non-responsive counteroffer, and the proposal may be
rejected.
4.3.5 A Proposer shall not submit more than one proposal that offers the goods and/or services requested
by this RFP. Submitting more than one proposal shall result in the disqualification of the Proposer
unless specifically provided for in this RFP.
4.3.6 A Proposer shall not submit multiple proposals in different capacities. This prohibited action shall be
defined as a Proposer submitting one proposal as a prime contractor and a second Proposer
submitting a proposal with the first Proposer offered as a subcontractor. This restriction does not
prohibit different Proposers from offering the same subcontractor as a part of their proposals, provided
that the subcontractor does not also submit a proposal as a prime contractor. Submitting multiple
proposals in different capacities may result in the disqualification of all Proposers knowingly involved.
4.3.7 The Institution shall reject a proposal if the Cost Proposal was not arrived at independently without
collusion, consultation, communication, or agreement as to any matter relating to such prices with any
other Proposer. Regardless of the time of detection, the Institution shall consider any of the foregoing
prohibited actions to be grounds for proposal rejection or contract termination.
4.3.8 The Institution shall not consider a response from an individual who is, or within the past six (6)
months has been, a State employee. For purposes of this RFP:
4.3.8.1 An individual shall be deemed a State employee until such time as all compensation for salary,
termination pay, and annual leave has been paid;
4.3.8.2 A contract with or a response from a company, corporation, or any other contracting entity in which a
controlling interest is held by any State employee shall be considered to be a contract with or
proposal from the employee; and
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RFP 26009 East Tennessee State University March 25, 2026
4.3.8.3 A contract with or a response from a company, corporation, or any other contracting entity that
employs an individual who is, or within the past six (6) months has been, a State employee shall not
be considered a contract with or a proposal from the employee and shall not constitute a prohibited
conflict of interest.
4.3.9 The Institution reserves the right, at its sole discretion, to waive a proposal's variances from full
compliance with this RFP. If the Institution waives minor variances in a proposal, such waiver shall
not modify the RFP requirements or excuse the Proposer from full compliance with the RFP.
4.4 Incorrect Proposal Information
If the Institution determines that a Proposer has provided, for consideration in this RFP process or
subsequent contract negotiations, incorrect information that the Proposer knew or should have known
was materially incorrect, that proposal shall be determined non-responsive and shall be rejected.
4.5 Proposal of Additional Goods and/or services
If a proposer offers related goods and/or services in addition to those required by and described in
this RFP, the additional goods and/or services may be added to the Contract before contract signing
at the sole discretion of the Institution. Proposers must provide a detailed description of each related
product and/or service offered in addition to those specified in this RFP to be considered for inclusion
in the contract as a separate attachment. Costs associated with additional related goods and/or
services must be provided on a separate attachment in the Cost Proposal. Please note that
proposed additional goods and/or services will not be used in evaluating the proposal.
4.6 Assignment & Subcontracting
4.6.1. The Contractor may not subcontract, transfer, or assign any portion of the Contract awarded as a
result of this RFP without prior approval of the Institution. The Institution reserves the right to refuse
approval, at its sole discretion, of any subcontract, transfer, or assignment.
4.6.2. If a Proposer intends to use subcontractors, the response to this RFP must specifically identify the
scope and portions of the work each subcontractor will perform (refer to RFP Attachment 6.4.,
Section B, Qualifications & Experience Requirements, Item B.11.).
4.6.3. Subcontractors identified within a response to this RFP will be deemed as approved by the Institution
unless the Institution expressly disapproves one or more of the proposed subcontractors prior to
signing the Contract.
4.6.4. After contract award, a Contractor may only substitute an approved subcontractor at the discretion of
the Institution and with the Institution's prior, written approval.
4.6.5. Notwithstanding any Institution approval relating to subcontracts, the Proposer who is awarded a
contract pursuant to this RFP will be the prime contractor and will be responsible for all work under
the Contract.
4.7 Right to Refuse Personnel
The Institution reserves the right to refuse, at its sole discretion and notwithstanding any prior
approval, any personnel, of the prime contractor or a subcontractor providing goods and/or services.
The Institution will document in writing the reason(s) for any rejection of personnel.
4.8 Insurance
Successful Proposer must provide and maintain a commercial general liability policy. The policy shall
provide coverage which includes, but is not limited to, bodily injury, personal injury, death, property
damage and medical claims, with minimum limits of $1,000,000 per occurrence, $3,000,000 in the
aggregate. The Proposer shall maintain workers' compensation coverage or a self-insured program
as required under Tennessee law. The Proposer shall deliver to the Institution a certificate of
insurance no later than the effective date of the contract, with the policy listing the Institution as
additional insured. If any policy providing insurance required by the contract is cancelled prior to the
policy expiration date, the Proposer, upon receiving a notice of cancellation, shall give immediate
notice to the Institution.
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