RFP 26-004 Printing Services and Technical Expertise Addendum 1 Q and A Addendum 2 Date Extension

REQUEST FOR PROPOSAL (RFP) 26-004
Printing Services and Technical Expertise
RFP No.: 26-004
Issue Date: February 11, 2026
Proposal Due Date: March 11, 2026 at 3:00 p.m. CST
SCHEDULE (TENTATIVE)
Event Date
RFP Issued February 11, 2026
Questions Due February 20, 2026 4 p.m. Must submit in writing to
jwarren2@atu.edu. Responses posted via addendum by February 23,
2026 4 p.m.
Proposal Submission March 11, 2026 3 p.m.
Deadline
Notification of Week of March 16, 2026
Interviewees
Interviews Week of March 30, 2026
Award Notification Week of April 6, 2026
PCS Contract Month of May or June, 2026
Legislative Review
Contract Execution July 1, 2026
1. Issuing Office
Procurement Services
Arkansas Tech University
404 N El Paso
Russellville, AR 72801
Phone: 479-968-0269
Email: jwarren2@atu.edu
Issuing Officer: Jennifer Warren

2. Introduction and Purpose
Arkansas Tech University (ATU) is soliciting proposals from qualified and experienced firms to
provide comprehensive printing services and technical expertise. The selected vendor(s) will
collaborate closely with ATU's Office of University Marketing and Communication (MARCOMM)
and university various departments to support enrollment marketing, branding initiatives, and
institutional communications through high-quality print production, consultation, and
fulfillment services. Order management and fulfillment will be coordinated with specific offices
placing orders as well as MARCOMM.
This RFP establishes a contract vehicle only. ATU makes no guarantee as to the volume,
frequency, or dollar value of work awarded under any resulting contract.
3. Contract Term
The initial contract term will be one (1) year, with the option to renew for up to six (6)
additional one-year terms, subject to mutual agreement and continued funding, for a
maximum total contract term of seven (7) years.
ATU reserves the right to award contracts to multiple firms if deemed in the best interest of the
University.
4. Scope of Services
The successful proposer(s) shall provide, at a minimum, the following services:
4.1 Printing Capabilities
* Offset and digital printing
* Wide-format printing
* Embellishments including, but not limited to:
Embossing and debossing
o
Foil stamping
o
Raised or spot UV
o
Die cutting and specialty cuts
o
* Finishing services (folding, binding, stitching, trimming, packaging)
4.2 Technical Services
* Print coordination focused on efficiency, cost savings, and quality
* Expertise in variable data printing and personalization
* Strategic recommendations related to print formats, sizes, and usage

* Assistance with mail preparation, fulfillment, and delivery coordination
* Ability to meet tight deadlines associated with enrollment marketing
* Ability to manage simultaneous printing projects. Communicating with requesting ATU
department to ensure orders are produced, shipped and billed correctly.
4.3 Design Support (As Needed)
* Ability to provide limited graphic design services, if requested
* Detailed design templates for approved projects utilizing the most up-to-date version of
InDesign CC or Illustrator CC, depending on the project at hand.
5. University Background
Arkansas Tech University is a state university established in 1909 with programs at the technical
certification, associate, baccalaureate and graduate levels. The University has campuses in
Russellville, Arkansas, and Ozark, Arkansas. The institution also operates Arkansas Tech Career
Center (ATCC), a career and technical training initiative headquartered in Russellville with
satellite locations at Clarksville, Danville, Ozark and Paris. ATU Russellville-Offers 120
undergraduate degree programs and more than 25 graduate degree options. ATCC-Serves over
1,000 students from 19 school districts across 9 program areas ATU Ozark-Serves over 2,100
students in 29 technical and associate programs.
6. Proposal Requirements
Proposals must include the following sections:
6.1 Company Profile 5%
* Company history and overview
* Description of printing and production capabilities
* Key differentiators
* Identification of staff assigned to the account, including roles and locations
* At least three (3) professional references from comparable clients
6.2 Equipment and Facilities 15%
* List of digital and offset equipment
* Print sizes, color capabilities, and finishing equipment
* Description of in-house embellishment services
6.3 Technical Expertise 20%
* Variable data printing experience
* Examples demonstrating efficiency, cost savings, or improved outcomes
* Template development and prepress processes

* Mailing and fulfillment procedures, including turnaround times
6.4 Timeline and Project Management 10%
* Project onboarding process
* Typical production timelines
* Proofing procedures, including hard and digital proofs
6.5 Solution and Approach 20%
* Two (2) case studies demonstrating higher-education print work
* Experience incorporating non-traditional print pieces
* One example of a creative, cost-effective variable data print piece
6.6 Pricing 30%
Proposers must provide estimated pricing (exclusive of postage) for the following items.
Detailed specifications are provided in Appendix A.
* Viewbook
* Viewbook Envelope
* Folded Poster
* Applicant Postcard
* Waterfold Information Book
* Student Involvement Guide with Gatefold
* Variable Admit Box
Pricing should include all production, finishing, and fulfillment costs.
7. Evaluation Criteria
Proposals will be evaluated using the following weighted criteria:
Criteria Weight
Company Profile 5%
Equipment and Capabilities 15%
Technical Expertise 20%
Timeline and Processes 10%
Solution and Approach 20%
Pricing 30%

ATU reserves the right to conduct interviews, request additional information, or negotiate with
proposers.
8. Submission Instructions
Proposals must be received by 3:00 p.m. CST on the due date listed above.
Submit: - One (1) original hard copy - One (1) electronic copy - One (1) redacted copy - Samples
of comparable work
Submissions must be delivered to:
RFP 26-004
Procurement Services
Arkansas Tech University
404 N El Paso
Russellville, AR 72801
Late submissions will not be considered.
9. Required Forms
The following forms will be required prior to contract award and are available on the ATU
Procurement website:
* Disclosure Required by Executive Order 98-04
* Equal Employment Opportunity Policy (Act 2157 of 2005)
10. Terms and Conditions-See Attachment A
The resulting contract will incorporate Arkansas Tech University's Standard Terms and
Conditions, including but not limited to sovereign immunity, indemnification, insurance
requirements, confidentiality, data protection, and termination provisions. See additional terms
and conditions at the end of this document.
Appendix A - Print Specifications
A.1 Viewbook
* Quantity: 8,000

* Cover: 100 lb Satin Cover
* Inside: 100 lb Satin Text
* Cover Flat Size: 32" x 13"
* Text Flat Size: 15.5" x 13"
* Finished Size: 8" x 13"
* Cover: 4/4 with bleed, soft-touch aqueous coating
* Inside: 4/4 with bleed, soft-touch aqueous coating
* 24 pages plus cover with front and rear flaps
* Saddle-stitched on 13" edge with two staples
* To be inserted into viewbook sleeves
A.2 Viewbook Envelope
* Quantity: 8,000
* Flat Size: 10" x 26.5"
* Finished Size: 8.5" x 13.25"
* Stock: 130 lb Satin Cover
* Variable data (student name and congratulatory message) on front
* 4/4 with bleed, soft-touch aqueous coating
* Insert viewbook, apply two tabs, print mailing address, and provide mailing services
A.3 Folded Poster
* Quantity: 20,000
* Flat Size: 24" x 36"
* Folded Size: 6" x 9"
* Stock: 70 lb Gloss Text
* 4/4 with bleed, aqueous coating
A.4 Applicant Postcard
* Quantity: 20,000
* Flat Size: 6" x 9"
* Stock: 100 lb Satin Cover
* 4/4 with bleed
* Variable messaging (five options)
* Front image selection based on variable data
* Print mailing address and provide mailing services
A.5 Waterfold Information Book
* Quantity: 5,000
* Flat Size: 20" x 6.5"

* Finished Size: 10" x 6.5" with stair-step waterfall cutouts
* Stock: 80 lb Matte Cover (cover and inside)
* 4/4 with bleed
* 16 pages plus cover
* Saddle-stitched on 6.5" edge with two staples
A.6 Student Involvement Guide with Gatefold
* Quantity: 2,100
* Flat Size: 18" x 12"
* Finished Size: 9" x 12"
* Cover: 100 lb Satin Cover
* Inside: 80 lb Satin Text
* 4/4 with bleed
* 20 pages plus cover
* Center spread gatefold with half-circle die cuts forming a 2.5" circle
* Saddle-stitched on 12" edge with two staples
* Package and/or shrink-wrap as appropriate
A.7 Variable Admi Box
* Quantity: 3,500
* Material: 250pt Eflute Cardboard
* Ink: 4/4 (full color)
* Additional Notes: These would be shipped directly to recipients using a provided list of
addresses in an Excel file. The recipient's name is to be variably printed on and/or inside
the box and not just on the mailing label.
Arkansas Tech University reserves the right to reject any or all proposals, waive minor
irregularities, and award contracts in the best interest of the University.
Submission Checklist
Proposal received no later than March 11, 2026 at 3:00 p.m. CST

Required Copies & Materials
One (1) original hard copy

One (1) electronic copy

One (1) redacted copy

Samples of comparable work

Packaging clearly labeled "RFP 26-004"

Delivered to Procurement Services, Arkansas Tech University, 404 N El Paso, Russellville, AR

72801
Signed Attachment A

Proposal Content - Company Profile (5%)
Company history and overview

Description of printing and production capabilities

Key differentiators

Staff assigned to the ATU account

At least three (3) professional references

Equipment & Facilities (15%)
List of digital and offset equipment

Print sizes and color capabilities

Finishing equipment

Description of in-house embellishment services

Technical Expertise (20%)
Variable data printing experience

Examples of efficiency or cost savings

Template development and prepress processes

Mailing and fulfillment procedures

Timeline & Project Management (10%)
Project onboarding process

Typical production timelines

Proofing procedures (digital and hard copy)

Solution & Approach (20%)
Two (2) higher-education print case studies

Experience with non-traditional print pieces

One creative, cost-effective variable data print example

Pricing (30%)
Pricing exclusive of postage

Includes all production, finishing, and fulfillment costs

Pricing provided for all Appendix A items

The following is a sample of TGS contract that will be required for each awardee. This contract
is a requirement for all technical and general services agreements exceeding $50,000 for the
duration of the contract per AR State Law.

Contract #: _________________________
STATE OF ARKANSAS
SERVICES CONTRACT
Contract # Federal ID #
Service Type Procurement Method
1. Contracting Parties. State of Arkansas is hereinafter referred to as the Department and contractor is
herein after referred to as the Contractor.
Department No. & Name
Division S
Contractor Name A
Contractor Address
M
Contractor Number
2. Objectives, Scope, and Performance. Identify, in reasonable detail, the objectives and scope of the
P
contractual agreement and the methods the Department will use to determine whether the objectives of
the contract (Contract) have been achieved. If space below is insufficient it may be supplemented with
L
Attachment 4.
E
3. Term Dates. The original term (Original Term) of the Contract shall commence on ____________,
and shall continue until ____________, unless earlier terminated or cancelled in accordance with the
Contract or some other writing agreed to and signed by the parties, but in no event may the Original
Term exceed a period of four (4) consecutive years from the effective date of the Original Term, unless
exempt from Arkansas Code Annotated 19-61-512(c)(1). By written agreement of the parties, the term
of the Contract may be extended or renewed for additional time beyond the Original Term. This allows
for a total possible term (Total Possible Term) beyond the Contract's Original Term, as defined in the
following paragraph.
The Total Possible Term of the Contract is a period comprised of the Original Term plus any
Form SRV-1 Page 1 of 11 Rev 8/2025

Contract #: _________________________
extensions or renewals that may be agreed to by the parties in writing, but in no event longer than a
period of seven (7) consecutive years from the effective date of the Original Term, unless otherwise
provided by law. Subject to applicable law, the terms hereof, and an appropriation of necessary funding,
the Total Possible Term of this Contract expires no later than ____________ (mm/dd/yyyy).
4. Contractor's Performance Obligations. Contractor, for the duration of the Contract and as
consideration for the Department's payment as set forth below, shall provide the following to the
Department:
S
A
M
P
The parties agree that this paragraph 4 of the Contract, and any incorporated attachment, fully sets
forth the Contractor's performance upon which the Department's obligation to pay the Contractor is
conditioned. (if the space provided is not enoughL to fully specify the Contractor's duty to perform and
to identify the standards of satisfactory performance, the Contractor's covenant to perform must be set
forth in Attachment 5 hereto, Performance Details, the terms of which, if any, are incorporated herein
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by reference.)
5. Department's Payment Obligations. Department, as consideration for the Contractor's satisfactory
performance of the Contractor's Performance Obligations, as set forth above, shall pay the Contractor
as follows:
The parties agree that this paragraph 5 of the Contract, and any incorporated attachment, fully sets forth
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