RFP #4159: HS Yearbooks, Caps Gowns Tassels Stoles, and Diploma Covers Inserts

MADISON METROPOLITAN SCHOOL DISTRICT

REQUEST FOR PROPOSAL

General Information

Introduction and background

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for High School Yearbooks, Caps/Gowns/Tassels/Stoles, and Diploma Covers/Inserts. The District as represented Office of Schools and Learning intends to use the results of this solicitation to award a contract for purchasing - High School Yearbooks, Caps/Gowns/Tassels/Stoles, and Diploma Covers/Inserts.

Approximately 25,500 students, about 60% of which are minority, are currently enrolled in the Madison Metropolitan School District (District), making it the second largest school district in the State of Wisconsin. The District employs 2,664 teachers, 141 administrators and 1,382 support personnel, plus 2,200 part time staff (including substitute teachers and summer recreation workers). The District includes 52 school buildings in a 72 square mile area that includes the City of Madison and all or parts of several surrounding municipalities, with 33 elementary schools (grades 4K through 5) 12 middle schools (grades 6 through 8) and 6 high schools, one of which is a small alternative high school (grades 9 through 12). Several of the schools at each level have been named National Schools of Excellence by the U.S. Department of Education. The District also operates early childhood programs and alternative programs for middle and high school students as well as maintaining additional sites such as the Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, and the Affiliated Alternatives.

Madison Metropolitan School District believes every school should be a thriving school that prepares each student to graduate from high school ready for college, career and community. We strive to ensure that students are on-track to graduate, that every student has access to a challenging and well-rounded education, and that students, families and employees experience a positive school and district climate. The District's strategic framework recognizes the following priorities in working toward the realization of our vision: 1) Empower School Communities - We will empower principals along with school teams, providing them the resources, flexibility and integrated support necessary to collaboratively create strategies with students, staff and families that accelerate student progress; 2) Invest In People - We will commit to investing in and fully supporting our staff, with a focus on anti-racist, culturally responsive and inclusive teaching and powerfully aligned hiring, placement, induction, professional growth, coaching and evaluation practices; 3) Streamline Priorities - We will focus the work of the central office team on breaking down systemic barriers and filling gaps in access, services and resources; 4) Plan for the Future - We will think and plan long-term in partnership and collaboration with our students, families, staff and the larger Madison community.; and 5) Embrace Innovation - To address challenges without clear solutions, we will adopt new mindsets toward risk-taking and support people in bold, new and innovative work within the classroom and beyond.

(MMSD's Strategic Framework can be found athttps://www.madison.k12.wi.us/about/mmsd-excellence-together/strategic-framework)

Because of the District's sound financial management practices, Madison Metropolitan School District is one of only a few Wisconsin districts to have an "AA+ stable" bond rating.

Instructions to Proposers

Public Records & Confidentiality

Unless otherwise noted, names of all organizations submitting proposals will be publicly available after the date and time specified as the deadline for submitting proposals. Proposals will be open to public inspection after award(s).

Amendments & Revisions

Revisions to this request for proposal, including due date, may be made by an official written amendment issued by Purchasing Services. Please check whether any amendments have been issued prior to submitting a proposal and do not submit a proposal before the School District issues its formal response to questions about the RFP.

Submission Logistics

Correspondence must reference the proposal number.

The original proposal may be submitted via US mail, hand delivery or a delivery service and must be received by PBPA - Room 200A at 545 West Dayton Street, Madison, WI 53703-1967. Proposals not date/time stamped by PBPA - Room 200 (608) 204-7819 staff (or designee) by the posted date and time shall be considered late and shall be rejected.

Any entity submitting a proposal has no enforceable right to amend its proposal after the submission deadline.

Tax Status

The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

Scope

Project Description

For Yearbooks: We are seeking to contract with a vendor with a reputation as a service leader(s) in the yearbook publishing industry and who is known for their flexibility and innovative solutions to deliver the required services described within this RFP.

For Caps/Gowns/Tassels/Stoles: We are seeking to contract with a vendor that can provide required quantities of caps, gowns, and honor cords that meet the specifications outlined within this RFP.

For Diploma Covers/Inserts: We are seeking to contract with a vendor that can provide required quantities of diploma covers and inserts that meet the specifications outlined within this RFP.

Objectives

Obtain proposals from firms that are capable of providing required quantities of yearbooks that meet the specifications outlined in this procurement document.

Obtain proposals from firms that are capable of providing required quantities of caps/gowns/tassels/stoles that meet the specifications outlined in this procurement document.

Obtain proposals from firms that are capable of providing required quantities of diploma covers/inserts that meet the specifications outlined in this procurement document.

Needs

The contract or contract extension for all of the current vendors for these services expires on June 30, 2026. We would like to create a multiyear contract(s) for all of these services.

Current Operations

Walsworth is the current vendor for yearbooks.

Midwest Scholastic is the current vendor for caps/gowns/stoles/tassels.

Herff Jones is the current vendor for diploma covers/inserts.

Request for Proposal Process

This document is a Request for Proposal. It differs from a Request for Bid in that the District is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As defined in the American Bar Association Model Procurement Code, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, and availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards which measure how well a vendor's approach meets the desired requirements and needs of the District.

Procuring and contracting department/division

This Request for Proposal (RFP) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the Request for Proposal process. The person responsible for managing this procurement process is Dana Scheel, Manager - Procurement & Contract

As it pertains to this RFP, vendors shall NOT have contact with anyone other than the Manager - Procurement & Contract Services (if absent, the Lead Purchasing Clerk) through the duration of this RFP process. All communication pertaining to this RFP must be in writing by email (preferred) or US mail.

Any contract(s) resulting from this RFP will be administered by Madison Metropolitan School District, Office of Schools and Learning. The contract administrator will be Roxanne Amundson, Executive Assistant.

Definitions

The following definitions are used throughout this document.

RFP means Request for Proposal

District/MMSD means Madison Metropolitan School District.

Vendor/Proposer means a firm submitting a proposal in response to this RFP.

Contractor means proposer awarded the contract.

Clarification and/or revisions to the specifications and requirements

In order for your organization to directly receive updates to this Request for Proposal, including responses to submitted questions/inquiries, please complete Appendix D: Intentions to Submit a Proposal and Question/Inquiries. This document (Appendix D) can be emailed to bids@madison.k12.wi.us and it will assist in allowing the District to provide timely information to interested parties.

Any questions concerning this RFP must be submitted in writing in the format provided in Appendix D of this document by e-mail (preferred) or US mail on or before March 24, 2026 - 2:00 PM (CST) to:

Dana Scheel

Manager - Procurement & Contract - PBPA

Madison Metropolitan School District

545 West Dayton Street

Madison, WI 53703-1967

Phone: (608) 204-7819 Email: bids@madison.k12.wi.us

During the selection process, vendors/proposers are specifically prohibited from contacting the District/schools to "prospect" for new business; introduce the firm's staff; provide marketing or promotional materials; discuss advantages/benefits of their company, and/or discuss the disadvantages of working with their competitor(s). Vendors/proposers with questions about what constitutes allowable behavior during the selection process for this RFP should submit questions in writing to the above email address. Attempts to contact a District employee (including school personnel), official, or representative in any manner contrary to the requirements set forth in this document may lead to vendors/proposers being disqualified from consideration.

An electronic version of the RFP is available on the District's web site:

www.madison.k12.wi.us/doingbusiness

Vendors/Proposers should raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT as early as possible in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all known recipients of this initial RFP or posted to the District's Website at:

www.madison.k12.wi.us/doingbusiness

Debarred, suspended, proposed for debarment or declared ineligible

Contractors doing business with the MMSD must provide certification that they are not debarred, suspended, proposed for debarment, declared ineligible, are not in the process of being debarred, or are not voluntarily excluded from conducting business with a federal department or agency of the federal government.

MMSD may exclude a contractor or its subcontractor from participating in the RFP process and/or contract award if the organization or its principal(s) has(have) been debarred or excluded from doing business with the Federal Government.

Accessibility guidelines related to proposed software and hardware

Vendor should demonstrate that each software and/or hardware proposed conforms to the accessibility guidelines established by the World Wide Web Consortium's Web Content Accessibility Guidelines 2.0 (WCAG 2.0).

In addition, Vendor should demonstrate that each software and/or hardware conforms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended. (Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.)

Vendor may demonstrate compliance with such guidelines by submitting a VPAT (Voluntary Product Accessibility Template) or comparable documentation.

Vendor conference

A vendor conference could be held virtually on April 2, 2026 at 10:00 am (CST) to respond to written questions (paragraph 1.7 above), field additional questions, and/or provide additional instruction to vendors. If no questions are received in accordance with paragraph 1.7 above and/or it is deemed unnecessary by the MMSD, the District reserves the right to cancel the vendor conference. All vendors who intend to respond to this RFP and attend the scheduled vendor conference should contact Dana Scheel prior to the scheduled conference to confirm whether or not it will occur. If so, vendors are strongly encouraged to attend the vendor conference.

Reasonable accommodations

The District will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact Purchasing Services at (608) 204-7819.

Calendar of Events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the District. In the event that the District finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

Contract Term and Funding

Any contract(s) resulting from this RFB will be administered by Madison Metropolitan School District, Office of Schools and Learning. The contract administrator will be Roxanne Amundson, Executive Assistant.

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run from the date a contract is awarded through June 30, 2029, with an option by mutual agreement of the District and contractor, to renew for Two (2) additional one-year periods unless amended, cancelled or rebid.

State of Wisconsin VendorNet registration

The District makes use of the State of Wisconsin's purchasing information and vendor notification service. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us.

Preparing and submitting a proposal

General Instructions

The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor's proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (i.e., expensive artwork, binders) beyond a sufficiently presented, complete, effective and securely bound proposal, are not necessary or desired.

Proprietary information

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached "Designation of Confidential and Proprietary Information" form. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with applicable law.

To the extent permitted by law, it is the intention of the District to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of the District. At that time, all proposals will be available for review in accordance with the Wisconsin Public Records Law.

Incurring costs

The District is not liable for any cost incurred by proposers in replying to this RFP.

Submitting the proposal

Proposers must submit ONE hardcopy original (identified as such), ONE electronic version (memory stick or e-mail attachment), and Five (5) hardcopies including all materials required for acceptance of their proposal by April 21, 2026 at 2:00 PM (CST) to:

Dana Scheel

PBPA - Room 200A - Purchasing Services

Madison Metropolitan School District

545 West Dayton Street

Madison, WI 53703-1967

At proposal opening, only the names of responding vendors are provided. No further information will be available until contract award.

Proposals must be time/date stamped as received by PBPA - Room 200 (or designee) on or before the specified date and time provided above. Proposals not so stamped will not be accepted. Receipt of a proposal by the District's mail system does not constitute receipt of a proposal by Purchasing Services, for purposes of this RFP.

All proposals MUST be packaged, sealed and show the following information on the outside of the package:

Proposer's name and address

Request for proposal number

Proposal due date

Proposal organization and format

Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings:

Response to vendor/proposer qualifications (See Section 4):

Introduction

Organizational capabilities

Key staff

References

Response to requirements (See Section 5):

Cost proposal (See Section 6):

Required forms (See Section 9):

Attachment A Bidder Certification and Sign-Off

Attachment B Vendor Information

Attachment C Vendor Reference

Attachment D Designation of Confidential and Proprietary Information

Attachment E Cost Summary Page

Attachment F Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

Appendix A Affirmative Action Requirements for Contractors and Vendors

Appendix B Equal Employment Opportunity / Affirmative Action Employer Information Report

Appendix C Affirmative Action & equal Employment Opportunity Policy Statement

Appendix D Intention to Submit a Proposal and Questions/Inquiries

Multiple Proposals

A vendor/proposer may submit multiple proposals; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals.

Oral Presentations and site visits

Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by the District. The District will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct to interview or permit a site-visit on the date scheduled may result in rejection of the vendor's proposal.

Demonstrations

Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a District site. Product(s) being demonstrated must be delivered to the District site upon a two (2) week notice by the District to the vendor(s) and must be installed and ready for the demonstration within one (1) week of delivery. The District will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the vendor's product(s) and/or service(s). Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the District's specified requirements during the demonstration may result in rejection of the vendor's proposal.

The successful demonstration of the vendor's product(s) and/or service(s) does not constitute acceptance by the District. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.

Samples

The sample, where required, unquestionably shows a quality as good as or better than that described in the specifications. The sample furnished by the successful proposer shall be retained by the Procurement and Contracts Manager until after delivery by the successful bidder.

Samples shall be clearly labeled as "Sample" and shall be identified with the Proposer's name, the RFP number, and due date.

Samples shall be delivered no later than April 21, 2026 at 2:00 PM to:

Dana Scheel

PBPA - Room 200A - Purchasing Services

Madison Metropolitan School District

545 W Dayton St., Madison, WI 53703

A Proposer may request the return of the samples at its own expense. Samples shall be retrieved within 30 calendar days of the Notice of Award. Any samples not retrieved within the designated time period will be disposed of at the District's discretion.

Withdrawal of proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the actual proposal closing date if the proposal has already been received by Purchasing Services. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to purchasing services. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the original proposal closing date and time.

Proposal Selection and Award Process

Preliminary Evaluation

The proposals will first be reviewed to determine if requirements in Section 2.0 are met and if additional requirements are met (see all requirement sections). Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the District reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

Proposal Scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews, and conduct an on-site visit and use the results in scoring the proposals. Diverse-owned businesses are encouraged to participate in this solicitation and may receive a 5% preference. To qualify, vendors must be certified by the Wisconsin Supplier Diversity Program or participate in the Wisconsin Diversity Procurement Network.

Right to reject proposals and negotiate contract terms

The District reserves the right to reject any and all proposals and to waive minor irregularities and technicalities. The judgment of the District on such matters shall be final. The District further retains the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the District may negotiate a contract with the next highest scoring proposer.

Evaluation Criteria

The proposals will be scored using the following:

Award and final offer(s)

The District may recommend a contract be awarded to the vendor with the highest total score as outlined in section 3.4, or may recommend that contracts be awarded to multiple proposers to provide portions of the services or goods proposed. Alternatively, multiple vendors with the highest total scores may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked in the same manner described above to determine the vendor with the highest total score.

Vendor/Proposer Qualifications

Introduction

Please provide an appropriate brief introduction as it pertains to your organization.

Organizational capabilities

Describe the firm's experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results.

Key Staff

Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project.

References

Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), which can be used as references for work performed in the area of product(s) or service(s) required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team and used in scoring the written proposals.

Requirements

Mandatory requirements

The following requirements are mandatory and must be complied with.

Mandatory requirements - Diploma Covers/Inserts

The following requirements are mandatory and must be complied with.

Mandatory requirement 1: Current (Expected) Specifications

Diploma Covers

Madison West High School:

6x8 padded diploma cover

Bright fold foil imprint (WTX font, 36pt line one, 25pt line two)

Debossed w/etch

Royal blue w/white liner & yellow ribbons

Madison East High School:

6x8 padded diploma cover

Bright gold foil imprint (WTX font, 36pt line one, 25pt line two)

Etch but no debossing

Purple w/white liner & yellow ribbons

Robert M. La Follette High School:

6x8 padded diploma cover

Silver imprint (WTX font, 36pt line one, 25pt line two)

Etch but no deboss

Maroon w/white liner & silver ribbons

Vel Phillips Memorial High School:

6x8 padded diploma cover

Silver imprint (WTX font, 36pt line one, 25pt line two)

Etch but no deboss

Dark Green w/white liner & silver ribbons

Capital High School:

6x8 padded diploma cover

Silver imprint (WTX font, 36pt line one, 25pt line two)

Etch but no deboss

Navy blue w/white liner & silver ribbons

Malcolm Shabazz City High School:

6x8 padded diploma cover

Silver imprint (WTX font, 36pt line one, 25pt line two)

Etch but no deboss

Black w/light yellow liner & orange ribbons

Innovative High School:

6x8 padded diploma cover

Gold imprint (WTX font, 36pt line one, 25pt line two)

Etch but no deboss

Black w/white liner & gold ribbons

Envelopes: White - 9-3/4" x 7-3/4" with Flap Desirable

Estimated Quantities:

East High School 450

Robert M. LaFollette High School 450

Vel Phillips Memorial High School 575

West High School 650

Capital High School 75

Malcolm Shabazz City High School 50

Innovative High School 30

Total Estimated Covers 2,280

Diploma Insert

Size: 8" Wide by 6" High

Material: Approximately 110# Index Paper

Color: White

Printing: See Attached Samples Which Shall Become Part of

These Specifications

Lettering: Black

Style: Combination of Standard Old English and Old English Shadow

Type: Linotype

Student Name: Engrossed (To Be Identified At Time of Purchase Order)

Logo:

Estimated Quantities

East High School - East High School Seal 400

Robert M. La Follette High School - La Follette School Seal 400

Vel Phillips Memorial High School - Memorial School Seal 500

West High School - West School Seal 700

Malcolm Shabazz City High School - School Logo 30

Capital High School - School Logo 70

Innovative High School -School Logo 30

TOTAL 2,130

Name and Titles:

Superintendent Facsimile Signatures the Same for All Schools*

President Facsimile Signatures the Same for All Schools*

Vice President Facsimile Signatures the Same for All Schools*

Principal Facsimile Signature Varies for Six High Schools*

* Signatures to be provided to Successful Bidder with Purchase Order.

Contemporary Date Line:

"Given at Madison, Wisconsin, this month of June, 2026" (EXAMPLE)

Diploma Insert - Blank

Specifications: Same as Diploma Inserts (Item 2, Completed) with the following exceptions:

Quantities: 260 (Estimate of 50 for Each Large High School; 30 for Three Small High Schools)

Student Name: Leave Blank

Diploma Insert - Blank - 75 to 100 each Large High School; 10 to each Small High School

Specifications: Same as Diploma Inserts (Completed) with the following exceptions:

Quantities: Estimated 300 to 400 (75-100 Each Large High School; 10 to Each Small High School)

Student Name: Leave Blank

Date Line:

"Given at Madison, Wisconsin, this month of "

Signature: Changes May Be Required

Mandatory requirement 2: A sample cover and envelope plus sample diploma inserts with protective cover and silk fabric pocket color for each of the four high schools must be submitted so as to arrive on or before proposal opening. In addition, a padded cover should also be provided along with specification details and costing information.

Mandatory requirement 3: Proofs of printed covers and inserts may be requested by the Madison Metropolitan School District before final approval is made.

Mandatory requirement 4: The proposer will note proposed prices shall be quoted NET, TAX EXEMPT, INCLUDE ALL DISCOUNTS, F.O.B. Madison, WI 53718. Prices must be provided on appropriate line after each item quoted. Prices are to be in effect during the 2026 calendar year. The Madison Metropolitan School District reserves the right to purchase additional items herein with possible slight changes at the unit costs indicated on the bid form for any graduating seniors in 2026. In general, these additional quantities will be small. A purchase order will accompany all orders.

Mandatory requirement 5: Madison Metropolitan School District anticipates that the delivery of Items 1, 2, and 3 will have to be on or before May 1, 2026. All items must be delivered to locations specified on purchase orders. Purchase orders for Item 4 may be issued with initial purchase orders and/or at any time during the school year. Quantities, delivery location, and student names, if applicable, and possible new signature facsimiles will be included with purchase orders. Purchase orders issued during the year will identify delivery locations to either individual high schools or to the Office of Purchasing Services. A packing slip shall accompany all deliveries and include purchase order number.

Mandatory requirement 6: The right is reserved to reject any or all proposals or to waive any informality in any proposal received, or to accept all or any part of any proposal considered to be in the best interest of the Madison Metropolitan School District.

Mandatory requirements -Yearbooks

Mandatory requirement 1: Processes and Methods

Describe templates/design materials you would offer to schools

Describe your panel flow system

Describe options related to submission methods

Describe submission requirements (single page, minimum number of pages, unlimited number of pages)

Describe options for establishing submission deadlines (single deadline, can each school establish their own, provide your latest due date for submissions to facilitate a mid-May delivery date)

Describe proofing processes (methods you offer for submission, timeline for returning proofs following submission, etc.)

Describe staged printing process (submission deadlines to ensure late season athletics and activities are included)

Describe issues related to product quantity (when/how can we adjust - both increase or decrease quantities related to books or number of pages, can you guarantee that a certain number of yearbooks would be provided at delivery time.

Mandatory requirement 2: Support for Technology

Describe the yearbook curriculum, software (desktop, online, concurrent) that would be supplied (would your software be available for preview/demo)

Describe plug ins, fonts, clip art, templates, design and materials kits available to teachers

What training/materials would be available for students and teachers and in what formats

Describe online support and resources available to us

Describe availability of a "live" graphic artist available to us for consulting (specify if this service is built into cost of books, is there a cap on availability of this service, if this is an extra cost please provide that information)

Describe availability and process for contacting the Plant Representative (provide hours and days of the week)

Describe availability and support available through the Local Representative

Describe any and all additional fees that would be applied.

Mandatory requirement 3: Value Added Services - what products/services would you be able to provide, usually at no cost to the District.

Describe availability of an equipment fund (for purchase of cameras, etc.)

Describe industry software available to the schools

Describe availability of image archive

Describe local/regional workshops for students and teachers (location, dates, cost, etc.)

Describe incentives provided to yearbook students (t-shirts, hats, etc.)

Describe marketing support and materials available to the school to increase yearbook sales

Describe any electronic version/archive of yearbooks available to staff (would this also be available for the school to sell)

Describe your ability to provide "Year In Review" information to be included in yearbooks for schools that have interest in this

Describe how you will support the school to ensure all students who want a yearbook, but cannot afford it, receive a copy at no charge.

Describe your on-line sales process

Describe the in-school support your area representative can provide

Describe how your area representative will support the school to resolve time sensitive issues or mistakes

Describe other value-added services you offer

Mandatory requirement 4: Cost

Please complete the Specification/Cost Sheet for each high school found under Attachment E within the original RFP

Using a separate document provide information related to available cover options (foil, emboss, deboss, etc.) as well as additional costs related to these options.

Additional cost if pages are added or subtracted up until final page submission

Additional costs or fees that pertain to the yearbook process (deadlines, support, supplements, etc.)

Mandatory requirement 5: Samples

Vendors submitting proposals must supply 4 (four) sets containing (3) three different samples of yearbooks they have produced with specifications similar to those represented in our specifications provided in Attachment E. The District is interested in samples from various geographical areas throughout the United States versus from one region of the country. In tab #9, the vendor should describe each yearbook they are submitting and provide the yearbook advisor and their contact information. Yearbooks should be shipped and clearly labeled as part of the proposal submission.

Using Attachment B, provide a minimum of three references from school districts that have recently received similar services and products (high school yearbooks) from your company. If this proposal includes software developed specifically for MMSD or as a part of a program MMSD would use, vendor may submit a VPAT (Voluntary Product Accessibility Template) or must provide comparable documentation to satisfy the requirement in paragraph 1.8 (evaluated by MMSD Legal Services).

Mandatory requirements - Caps/Gowns/Tassels/Stoles

Mandatory requirement 1: Describe your process for ordering and distribution

Mandatory requirement 2: Describe availability and support available through the Local Representative on and leading up to and on graduation day

Mandatory requirement 3: Describe your pricing and payment structure; indicate how and when rates change

Mandatory requirement 4: Describe the availability and structure of payment plans

Mandatory requirement 5: Describe how you will work with the school and/or families to ensure all students who want to wear a cap/gown/cord stole, but cannot afford it, are able to do so at no charge. (Note: this is particularly important if the color / sheen do not match the current stock of donations)

Mandatory requirement 6: Describe how you will support, on site, on graduation day to provide lost or forgotten materials

Mandatory requirement 7: Describe student ability to purchase items ala carte

Mandatory requirement 8: Expected Specifications in table below. Additional cord colors may be needed for recognitions and programs such as Honors, High Honors, Student Congress, National Honor Society, AVID, etc. Quantities are estimated and will vary slightly based on number of each school's graduates:

Technical requirements

Technical requirement 1: If this proposal includes software developed specifically for MMSD or as a part of a program MMSD would use, vendor may submit a VPAT (Voluntary Product Accessibility Template) or must provide comparable documentation to satisfy the requirement as described in the Accessibility guidelines related to proposed software and hardware (evaluated by MMSD Legal Services).

Cost Proposal

Conditions for payment

As a public school district, MMSD must be a wise steward of public funds, and generally does not pay for goods or services prior to the delivery thereof, and any proposal for pre-payment should include the reasons why pre-payment is necessary and a wise use of public funds. Even in the case of a prepayment, the District will only agree to payments based on project phases (or project milestones) and established outcome targets for each phase. At the District's sole discretion, these progress payments may be tied to the satisfactory completion of the work. The District may also include a 'retainage clause' of 5% to 10% to be released only after the entire project has been satisfactorily completed.

Format for submitting cost proposals

The format for submitting Cost Proposals has been established in Attachment D and should not be modified.

Fixed price period

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 60 days starting on the due date for proposals.

Special Contract Terms and Conditions

Hold harmless

By submitting a proposal, contractor understands that the District and its representatives will determine which proposal is accepted. Vendor/Proposer waives any right to claim damages of any nature, whatsoever, based on the selection process, and any communications associated with the selection of the successful contractor. All completed proposals and supporting documentation submitted shall be the property of the Madison Metropolitan School District.

Liquidated damages

The Vendor/Proposer acknowledges that, if after being awarded a contract the contractor fails to deliver the goods or services in a timely manner, substantial economic and other damages will be incurred by the District, in an amount that is not easily ascertained, and that the District shall solely determine the amount per working day that the District is entitled to, not to exceed one-half of the total of the contract, for every day past the scheduled delivery date(s) as a fair and appropriate estimate of such damages. The contractor agrees that such amount is not intended to be a penalty but to represent actual damages incurred, and that the District shall have the right to assess such damages either through deducting the damages from the amount due under contractor's invoices or by directly billing Contractor.

Prime contractor and minority business subcontractors

The prime contractor will be responsible for contract performance when subcontractors are used. If subcontractors are to be used, the proposer must clearly explain their participation and they must abide by all terms and conditions of the contract.

Additional terms

The District reasonably believes that sufficient funds are available or can be obtained to make payments due under any contract issued under this proposal; however, the contract will terminate immediately and absolutely if appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the District under this contract.

The District shall not be bound by any terms and conditions included in any proposer's packaging, service catalog, brochure, technical data sheet or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation, including the standard terms and conditions contained herein, or in the resultant contract. If a proposer objects to any term or condition that shall relate to a contract resulting from this solicitation, the objection shall be clearly stated on a separate page entitled "Objection to Term or Condition."

If the objection is accepted by the District it will be stated in any resultant contract. If not stated in the contract, the terms and conditions shall remain as written in the RFP.

Termination of contract

The District may terminate the resultant contract at any time at its sole discretion by delivering sixty (60) days written notice to the contractor. Upon termination, the District's liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the District. Termination by the contractor shall require written notice to that effect to be delivered by the contractor to the agency not less than ninety (90) days prior to said termination. In the event that the contractor exercises its right to terminate the contract, for any reason whatsoever, it will refund to the District within fifteen (15) days of said termination, all payments made hereunder by the District to the contractor for work not completed or not accepted by the District.

Standard Terms and Conditions

The District reserves the right to incorporate standard contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions and Supplemental Standard Terms and Conditions for Procurements for Products and/or Services). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.

Required Forms

The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.0. Blank forms are attached.

Attachment A - Bidder Certification and Sign-Off

Attachment B - Vendor Information

Attachment C - Vendor Reference

Attachment D - Designation of Confidential and Proprietary Information

Attachment E - Cost Summary Page (see Section 6)

Attachment F - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

Appendix A - Affirmative Action Requirements for Contractors and Vendors

Appendix B - Equal Employment Opportunity / Affirmative Action Employer Identification Report

Appendix C - Affirmative Action & Equal Employment Opportunity Policy Statement

Appendix D - Intention to Submit a Proposal and Questions/Inquiries

Standard Terms and Conditions (Non-Construction)

1. GENERAL: "Madison Metropolitan School District," "District," and "MMSD" are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best interest of the District. The MMSD reserves the right to reject any or all bids/proposals without indicating a reason for such rejection.

2. TAX EXEMPTION: The MMSD is exempt from the payment of Federal Excise Tax and State Sales Tax. The MMSD's tax-exempt number is ES42341.

3. PRICING AND DISCOUNTS: The MMSD qualifies for governmental and educational discounts. Unit prices shall reflect these discounts. Unit prices shall govern in the bid/proposal evaluation and contract administration.

4. SPECIFICATIONS: All bidders/proposers must be in compliance with all specifications and any drawings provided with this solicitation. Any reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. When specific manufacturer and model numbers are shown, they are used to establish a design, type of construction, quality, functional capability and/or performance level desired. The MMSD reserves the right to determine whether an alternate offer is equivalent to and meets the standard of quality indicated by the brand name referenced. When alternates are bid/proposed, they shall be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The MMSD shall be the sole judge of equivalency!

5. DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from the original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed and attached to this request. In the absence of such a request, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications.

6. CHANGES AND WITHDRAWALS: The MMSD reserves the right to change due dates and openings for its own convenience and to withdraw solicitations at any time without prior notice.

7. APPLICABLE LAW: This solicitation and any resultant contract shall be governed under the laws of the State of Wisconsin.

8. ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without prior written consent of the MMSD.

9. HOLD HARMLESS: The contractor will indemnify, save harmless, and defend the MMSD and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or any of its contractors, in prosecuting work under this agreement.

10. PUBLIC RECORDS ACCESS: It is the intention of the MMSD to maintain an open and public process in the solicitation, submission, review and approval of procurement activities. Bid/proposal openings are public unless otherwise stated. Records are not generally available until after an award has been made.

11. INSURANCE RESPONSIBILITY: The contractor performing services for the MMSD shall:

Maintain worker's compensation insurance as required by law for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claims(s) that might occur in carrying out this agreement/contract. Minimum coverage shall be one million ($1,000,000) liability for bodily injury and property damage including product liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

The MMSD reserves the right to require higher or lower limits and additional types of insurance if warranted. All insurance required by this contract shall be maintained during the entire length of the contract.

12. CANCELLATION: The MMSD reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds or for failure of the contractor to comply with terms, conditions and specifications of this contract.

The MMSD also reserves the right to cancel any contract with a federally debarred contractor or a contractor which is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

13. SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the MMSD must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial Commission on Safety, and all applicable OSHA Standards.

14. MATERIAL SAFETY DATA SHEETS: If any items(s) on order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy to MMSD - Risk Management, 4711 Pflaum Road, Madison, WI 53718-6721.

15. RESPONSIVENESS AND RESPONSIBILITY: Award will be made to the responsible and responsive bidder/proposer whose bid is most advantageous to the MMSD with price and other factors considered. For the purposes of this project, responsiveness is defined as conformance to the requirements of the solicitation and the furnishing of information requested.

Responsibility is defined as the bidder's/proposer's potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder/proposer has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The MMSD reserves the right to refuse to accept any bid or proposal from any person, firm or corporation that is in arrears or is in default to the MMSD, or has failed to perform faithfully any previous contract with the MMSD. If requested, the bidder must present within five (5) working days evidence satisfactory to the MMSD of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder's ability to comply with the terms of this solicitation document.

16. WARRANTY: Unless otherwise required equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one year from the date of receipt. Equipment manufacturer's standard warranty shall apply as a minimum and shall be honored by the Contractor.

17. QUANTITIES: The quantities shown on this request are based on estimated needs. The MMSD reserves the right to increase or decrease quantities to meet actual needs.

18. QUALITY: Unless indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without the prior written consent of the MMSD.

19. AWARD CRITERIA: In comparing bids/proposals and making awards, the MMSD may consider such factors as relative quality and adaptability of supplies and services, bidder/proposer financial responsibility, skill, experience, record of integrity, and ability to furnish repairs and maintenance services, the time of delivery or performance offered, contract compliance requirements, and any other element or factor in addition to that of the price which would affect the final cost to the MMSD and whether the bidder has complied with the specifications.

20. AWARD: Award(s) will be made, as determined by the MMSD, to the lowest responsive and responsible bidder/proposer meeting MMSD award criteria.

21. ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special conditions are stated elsewhere in the request; in such cases, the special conditions shall apply. Further, the written contract and/or order with referenced parts and attachments including these Standard Terms and Conditions shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgement shall be effective or binding unless expressly agreed to in writing by the MMSD.

Attachment A - Proposer Certification and Sign-Off

By signing this proposal, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bid competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

The undersigned states that he/she is authorized to bind the proposer and on its behalf, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Proposal, and declares that the attached proposal and pricing are in conformity therewith.

Attachment B - Vendor Information

Attachment C - Vendor References

Attachment D - Designation of Confidential and Proprietary Information

Attachment E - Cost Summary Sheet

Attachment F - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

MADISON METROPOLITAN SCHOOL DISTRICT

Certification Regarding Debarment, Suspension, Ineligibility

and Voluntary Exclusion

Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.

Your signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

_______________________________________ Name

_______________________________________ Company

_______________________________________ Address

_______________________________________ City, State, Zip Code

PHONE ________________ FAX___________

EMAIL ________________________________

__________________________ _______________

Signature Date

Appendix A - Affirmative Action Requirements for Contractors and Vendors

VENDOR NOTIFICATION:

The Board of Education of the Madison Metropolitan School District is committed to fair and equal employment opportunities for all persons. Equal opportunities, policies and procedures govern the hiring of District staff. By this policy, the Board requires contractors and vendors to adopt and implement similar policies as a condition of doing business with the District.

Vendors/contractors, not exempt, shall indicate (1) with what agency their Affirmative Action Plan is on file, (2) whether or not the Plan is certified, and (3) whether the employment goal(s) stated in the Plan has/have been achieved. If the vendor/contractor has not met each of the above stated requirements, the vendor/contractor must sign and adopt the District's Affirmative Action & Equal Opportunity Policy Statement (Appendix C); and complete the Employer's Information Report (Appendix B); and submit a copy of vendor/contractor's Affirmative Action Plan. In addition the completed Affirmative Action Requirements for Contractors and Vendors Form (Appendix A) should be submitted with the bid or proposal.

Vendors/contractors are exempt from these requirements if they meet one or more of the following criteria: (1)the vendor employs 15 or fewer employees; (2) the vendor's aggregate business with the District in the last fiscal year is $25,000 or less; (3) the vendor is a taxing authority, municipality, the University of Wisconsin System or the State of Wisconsin; (4) the contractor is an organization which ordinarily provides, and is proposing to provide to the District, financial, legal, insurance, utility, or medical services; and/or (5) the contractor is a non-profit business that can provide the District proof of its IRS designation of tax-exempt status.

If needed, assistance is available through the District including what constitutes a good faith effort. Technical assistance regarding contract compliance issues can be obtained from Legal Services, Contract Compliance Officer, at (608) 663-1530 or (608) 204-0348 (Fax).

The complete Board Of Education Policy 6600, Affirmative Action Requirements for Vendors and Contractors, is available on the Internet at .

VENDOR RESPONSE:

_____ I am an exempt vendor by reason of ____________________________________________;

therefore, the following does not apply.

_____ I am a non-exempt vendor and have answered accordingly below:

I have an Affirmative Action Plan on file with ____________________________

My Plan is certified with _____________________________________________

____Yes ____No The employment goals in the plan have been achieved.

Please submit a copy of your Affirmative Action Plan with your bid/proposal.

If a non-exempt vendor has not met each of the above requirements, the vendor must complete the Employer's Information Report (Appendix B); sign and adopt the District's Affirmative Action & Equal Opportunity Policy Statement (Appendix C); and submit a copy of its Affirmative Action Plan.

Appendix B - Equal Employment Opportunity/Affirmative Action Employer Information Report

Equal Employment Opportunity/Affirmative Action

Employer Information Report

Workforce Utilization Profile

Madison Metropolitan School District

Equal Employment Opportunity/Affirmative Action -- Employer Information Report

Name of Company/Organization Address City, State and Zip Code

Contact Person/Name & Title Area Code & Telephone Number Area Code & Facsimile Number

Name of Parent or Affiliated Company Address City, State and Zip Code

Contact Person/Name & Title Area Code & Telephone Number Area Code & Facsimile Number

Establishment Information

How was the information on race or ethnic group obtained? _____ Visual Survey _____ Employment Records _____ Other -Specify: _____________________

Dates or Period Used: _________________________________ Does the establishment employ apprentices? _____ Yes _____ No

Is the location the same as last year? _____ Yes _____ No Previous report date: ________________________ No previous report _____

Business Type: (Description of the major activity of this establishment, including the specific type of product or service provided.)

This organization has a current Affirmative Action Plan on file with: _____ State of Wisconsin _____ Dane County _____ City of Madison

_____ U. S. Government (Specify Agency: ______________________________) _____ Other (Specify: ______________________________)

Certification

The contractor or vendor certifies that the information contained in this Employer Information Report is accurate.

The contractor or vendor has agreed that, as provided in the contract or purchase order, if not exempt, within ten days after the effective date of Madison Metropolitan School District contracts or purchase orders, that it will complete and provide the above information and either an approved Affirmative Action Plan or an Affirmative Action Policy Statement that meets the District's recommended format.

The contractor or vendor further agrees that, as provided in the contract or purchase order, for the duration of this or subsequent contracts with the District, accurate and timely information will be filed on an annual basis.

Date Completed: __________________________________ Completed By: ______________________________________________

Appendix C - Affirmative Action & Equal Employment Opportunity Policy Statement

Statement of Commitment

As an employer, this company welcomes the opportunity to affirm our continuing policy to provide equal employment or advancement opportunity and to dedicate ourselves to establishing a work environment which is free from discrimination.

Equal Employment Opportunity

It is the policy of this company that all employees and applicants for employment are guaranteed equality of employment opportunity. Essentially, this means that, as an employer, we will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, age, national origin, ability status or veteran status.

Recruitment, selection, placement, transfer, promotion, reinstatement, training and education, tuition assistance, compensation, benefits and layoff decisions made by the supervisors or managers of this company will be based upon the job-related qualifications and abilities of candidates. In some cases, seniority may be treated as a factor to be considered in the selection process. Employees who apply for a promotion or transfer will be given equal consideration.

It is our policy that supervisors shall be made aware that they must use only objective, job-related criteria when selecting workers for any employment-related action, including hiring, training, promotions and terminations. They also shall be informed that certain types of pre-employment inquiries may lead to problems when interviewing candidates for positions.

All other personnel policies and practices of this company, including compensation, benefits, discipline, safety and health programs, as well as other activities, will be administered and conducted without regard to an individual's race, color, religion, gender, age, national origin, ability status or veteran status.

To the extent possible, reasonable accommodation shall be made for religious needs and for individuals with ability challenges.

As an employer, we will continually review our personnel practices and procedures to ensure that all supervisors and managers are adhering to our commitment to Equal Employment Opportunity principles.

Affirmative Action

As an employer, it is our policy to utilize Affirmative Action as a tool to ensure Equal Employment Opportunity.

____________________________________ has been designated as the Affirmative Action Officer and shall maintain responsibility for establishing, monitoring and evaluating our Affirmative Action efforts at all company establishments.

Our commitment to Affirmative Action means that we will do more than examine our policies and procedures to ensure against discrimination on the basis of race, color, religion, gender or national origin.

We will make a good faith effort to provide hiring opportunities for minorities and women.

In order to demonstrate that we will make a good faith effort in a timely manner as determined by the MMSD, we will properly analyze appropriate job classifications within the organization to determine if women or minorities are being underutilized (i.e., if fewer minorities or women are employed in a particular job classification than would be expected by their availability in the labor market area). (Seek technical assistance from the District's Contract Compliance Officer if you do not know how to properly analyze the job classifications or if you are not sure which job classifications are appropriate).

In order to demonstrate that we will make a good faith effort after such analysis, if there is an under-representation of minorities or women in any job classification we will in a timely manner as determined by the MMSD:

Develop realistic goals for the employment of women and minorities who are underrepresented in such job classifications.

Develop a timetable for achieving the goals.

a) Develop a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and

b) Implement the written recruitment activity plan at a minimum by:

Prominently displaying on your bulletin boards or in common areas the fact that you are an equal opportunity employer.

Minorities are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to minorities. Such advertisement should describe the job and indicate that the vendor is an equal opportunity employer and that minorities are encouraged to apply.

If women are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to women. Such advertisement should describe the job and indicate that the vendor is an equal opportunity employer and that women are encouraged to apply.

If minorities are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, describe the job and indicate that you are an equal opportunity employer and that minorities are encouraged to apply.

If women are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, describe the job, indicate that you are an equal opportunity employer and that women are encouraged to apply.

Write a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees.

Ensure that all job descriptions reflect actual job duties and are job related.

Have a written discrimination complaint procedure in place that is publicized to all employees.

Review all hiring policies and practices to ensure that they are non-discriminatory.

Hire, where possible, minorities and women in job classifications in which they are underrepresented.

It is our expectation that all employees shall demonstrate respect for and awareness of the diversity of all our employees and model our corporate commitment to diversity.

EEO/AA Communication

This Affirmative Action and Equal Employment Opportunity Policy Statement shall be communicated to all supervisors and managers. It shall also be posted conspicuously (on company bulletin boards or common areas) and in areas where applicants are typically screened, interviewed and tested. The intent of this communication of the Policy Statement is that all of the company's employees are alerted and that job applicants are informed of our commitment. It is also the company's intent to include this Policy Statement in employee handbooks or orientation literature and to keep employees informed of Policy Statement changes or updates.

The terms "Equal Opportunity Employer" shall be utilized in recruitment advertisements and literature.

EEO Complaint Handling Procedures

It is this company's policy to regularly inform employees that the organization's dispute resolution system is available for handling discrimination complaints or problems. Employees who have Equal Employment Opportunity-related questions, problems or complaints should first communicate their concern to their immediate supervisor. If they are dissatisfied with the supervisor's handling of the matter, they may pursue their complaint in the company's formal dispute resolution procedure.

All complaints will be handled fairly and expediently. No employee shall suffer reprisals for seeking resolution of a problem through the procedure.

Disqualification

As a condition of being awarded contracts for goods and services the District needs in the future, it is understood that by signing this Statement, the vendor agrees that the District may disqualify the vendor from being awarded such contracts, if it is determined by the District that no good faith effort was made in that the vendor cannot demonstrate to the District's satisfaction that it has in a timely manner as determined by the MMSD:

1. Properly analyzed appropriate job classifications within the organization to determine if women or minorities are being underrepresented.

2. Developed realistic goals for the employment of women and minorities who are underrepresented in such job classifications.

Developed a timetable for achieving the goals.

4. a) Developed a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and

b) Implemented the written recruitment activity plan at a minimum by having:

Prominently displayed on your bulletin boards or in common areas the fact that you are an equal opportunity employer.

(If minorities are underrepresented in certain job classifications, for each vacancy in such job classification) placed an advertisement in a media outlet that caters to minorities and that the advertisement described the job and indicated that the vendor is an equal opportunity employer and that minorities are encouraged to apply.

(If women are underrepresented in certain job classifications for each vacancy in such job classification) placed an advertisement in a media outlet that caters to women and that the advertisement described the job and indicated that the vendor is an equal opportunity employer and that women are encouraged to apply.

(If minorities are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, described the job and indicated that you are an equal opportunity employer and that minorities are encouraged to apply.

(If women are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, described the job, indicated that you are an equal opportunity employer and that women are encouraged to apply.

Written a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees.

Reviewed all job descriptions to ensure that they reflect actual job duties and are job related.

Created a written discrimination complaint procedure that is publicized to all employees.

Reviewed all hiring policies and practices to ensure that they are non-discriminatory.

Hired, where possible, minorities and women in job classifications in which they are underrepresented.

Vendors shall maintain and submit records at the request of the District for the purposes of the District, among other things, determining if the vendor has made a good faith effort. The District may disqualify a vendor from being awarded a contract if the vendor fails to maintain or provide the information requested by the District.

_____________

Date

Company Name

Location Address, Telephone Number

CEO's Typed Name & Title

Signature

Human Resource Officer or Affirmative Action Officer's Typed Name & Title

Signature

Appendix D - Intention to Submit a Proposal and Questions/Inquiries

Appendix D Submission Deadline: March 24, 2026 - 2:00 PM (CST)

In order to provide timely updates to this Request for Proposal, including the responses to questions submitted, we ask that potential organizations complete the follow form and return it by email to Dana Scheel at in accordance with paragraph 1.6 of this document.

Yes, we plan to submit a proposal to RFP 4159 - High School Yearbooks, Caps/Gowns/Tassels/Stoles, and Diploma Covers/Inserts. Please continue to provide updates to the individual named above.

No, we do not plan to submit a proposal.

QUESTIONS/INQUIRIES SUBMISSION

RFP 4159 - High School Yearbooks, Caps/Gowns/Tassels/Stoles, and Diploma Covers/Inserts