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

RFP 4159 - High School Yearbooks, Caps/Gowns/Tassels/Stoles and Diploma
Covers/Inserts
Vendor Questions/Inquiries and Responses
Vendor Conference Meeting Questions
April 2nd, 2026
Participants: Roxanne Amundson (MMSD), Steve Thorne (Herff Jones), Sherric
DuBose (Herff Jones), Jamie Silver (Varsity Yearbooks), Jack Schwartz
(Walsworth)
1. Does the District use and can sign via DocuSign?
Response - Yes
2. For yearbooks, as part of our bid can we do a software demo for all of the schools?
Response - If vendors would like to make a screencast video that is under 20
minutes, we can watch them. Otherwise, we would need to meet or have a Google
Meet, and that would probably have to be after school hours due to different work
schedules during the school day.
3. How can we look at past bids to compare?
Response - Requests to view previous RFP bids need to be submitted via a Public
Records Request, and the instructions to do so can be found here.
4. Looking at Attachment E for Yearbook specs. Are there specific specs?
Response - Please see response to question #1 below
5. How do we share pricing breakdowns, is there a specific way to do it or can we send
our own?
Response - Detailed pricing breakdowns can be submitted by the vendor and need to
be shown for each school year: 2026-27, 2027-28, 2028-29, and potentially 2029-30,
2030-31. Additional yearbook pricing information is described below:
For Yearbooks: Vendors can send their own, but it must include a detailed breakdown
of items such as: base price per book, shipping costs, "add-ons", or extra fees so a
price range is needed.
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1: 1:Yearbook:Mandatory requirement 5:Samples Requirement #1: Where can I find the
specs you note here that I believe might be missing from Attachment E?
RESPONSE: -
East:
We are 224-pages, hard bound, full color on 100 lb paper.
We ordered 700 copies this year, but the # of copies depends on the year. We
generally look at how many books we've pre-sold by December and make a decision
then on how many to order.
West:
224 pages
Full Color
100# paper (inside and end sheets)
Gloss and/or Matte Finish Cover
Smyth Sewn Binding
Size 9
Allow for last week of April or first week of May for final submissions for a delivery in
the last week of May
Memorial:
Number of Yearbooks (estimated): 1300
Number of Pages (estimated): 224
Book Size: 9 X 12
Paper: Full Color 100 Pound
Cover: 100# FSC Certified
Cover Processes: Four Color Process with Gloss or Matte Lamination
Board Weight: 160 Point Binders Board
End Sheets: Four Color Process on Standard White Endleaf, different front
and back
Binding: Smyth Sewn
Submission: PDF - InDesign to include proofs of all pages
Final Deadline: Last week in April, First week in May
Required Delivery Date: Ship by May 15th - For delivery last week of May
La Follette:
Number of Yearbooks (estimated): 850
Number of Pages (estimated): 224
Book Size: 9
Paper: Full Color 100 Pound - Legend Gloss (pages 1-224)
Cover: CS1 Litho Label Cover Gloss - On 160 pt graphic
Cover Processes: Silk screen in Glossy Clear on front cover
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RFP 4159 - Request for Proposal for High School Yearbooks, Caps/Gowns/Tassels/Stoles and Diploma Covers/Inserts
(Inquiries/Questions and Responses)

Scf Fre matt Lam on full cover
Decorate skins on full cover
4-color on full cover
Board Weight: 160 Point Standard
End Sheets: Four Color Process on Standard White Endleaf, different front
and back
Binding: Smyth Sewn
Submission: PDF - InDesign to include proofs of all pages
Final Deadline: May Deadline after Prom - Mandatory
Required Delivery Date: Ship by May 15th - For delivery last week of May
2: Will the current specs for each school's yearbook be made available?
RESPONSE:- See answer to question 1 above.
3: Page 18, Mandatory Requirement: Does a physical sample cover, envelope plus
diploma insert with protective cover need to be shipped to the Purchasing
Department on or before April 21, 2026?
RESPONSE: - This is a hard deadline. No allowances for samples received after April
21, 2026 at 2:00 pm.
4: Page 18, Mandatory Requirement 2: What "four high schools" does this pertain to
when there is a list of seven high schools?
RESPONSE: - This requirement would pertain to the 4 comprehensive high schools:
East High School, Vel Phillips Memorial High School, La Follette High School, and
West High School.
The other 3 schools (Capital High, Innovative High, and Shabazz) would have the
option of ordering the padded diploma covers and inserts, as they have
historically printed their own and placed in a diploma holder that they order.
Those 3 schools are included in the list in the event they want to move away
from in-house diploma production and order the same ones the 4
comprehensive schools do. Two of the three have already started making that
move from in-house to ordering this year.
5: Do you accept digital samples?
RESPONSE: - Not ideal but if that's the only way they can submit then yes.
6: Page 19, Mandatory Requirement 5: "Delivery of 2,280 covers, 2,280 envelopes, and
2,130 diploma inserts to be delivered on or before May 1, 2026", but the estimated
date of award is May 22, 2026. Could you please explain how we are expected to fulfill
3
RFP 4159 - Request for Proposal for High School Yearbooks, Caps/Gowns/Tassels/Stoles and Diploma Covers/Inserts
(Inquiries/Questions and Responses)

this mandatory requirement in the event that the bid award, has an estimated date for
May 22, 2026, scheduled for a date later than the required ship date?
RESPONSE: - The delivery date is a typo; it should be "...to be delivered on or before
May 1, 2027".
7: Will the current specs for each school's yearbook be made available?
RESPONSE: - See answer to question 1 above.
4
RFP 4159 - Request for Proposal for High School Yearbooks, Caps/Gowns/Tassels/Stoles and Diploma Covers/Inserts
(Inquiries/Questions and Responses)