RFQ - Yearbooks

REQUEST FOR QUOTATION (RFQ)
Department: Communications & Media
Description: Yearbooks
Deliver Completed Bid to:
Tennessee Tech University Date: April 22, 2026
Purchasing and Contracts RFQ Coordinator: Tina Girdley
POB 5144; 1 William L Jones Dr. Phone: 931-372-6350
Derryberry Hall, Suite 301 Email: tgirdley@tntech.edu
Cookeville, TN 38505-0001
Fax: 931-372-3727
Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on May 20, 2026. Bids may be
mailed, faxed, or electronically submitted via email to the RFQ Coordinator, as noted above.
Bid is subject to the RFQ - Standard Terms and Conditions. By submitting a bid, bidder certifies its agreement to these
terms and conditions, which cannot be waived.
Special Bid Instructions:
1. Indicate any cash/time discounts offered: ________________________________________________________________________
2. To do business with TTU register as a supplier/contractor: https://www.tntech.edu/purchasing/howto.php
3. Bidders who would like to become a registered Diversity Business Enterprise can visit the following link for more information:
https://www.tntech.edu/purchasing/howto.php
4. To view a bid tabulation after intent to award, please visit this link: https://www.tntech.edu/purchasing/bidawards.php. Results are
listed according to fiscal year then by date of bid opening.
THIS IS NOT AN ORDER
REQUEST FOR QUOTATION
Tennessee Technological University ("Tennessee Tech") request bids from qualified vendors to provide yearbook
production, printing, and related services as outlined in this RFQ.
Contract Term
The resulting contract shall be for from the date of final signature through five (5) years thereafter.
Pricing
* Rates submitted by the Vendor are to remain firm for the initial one (1) year term.
* Thereafter, the Vendor may request an annual rate increase.
* Requests must be submitted in writing at least sixty (60) days prior to the contract anniversary date and
must include supporting documentation of increased costs.
* All increases are subject to Tennessee Tech's written approval.
* Tennessee Tech reserves the right to accept or reject any increase or to rebid services.

REQUEST FOR QUOTATION (RFQ)
Department: Communications & Media
Description: Yearbooks
Delivery
* Pricing must include all shipping and handling charges, F.O.B. Cookeville, TN 38505.
* Vendor must specify delivery time:
Delivery Time: _________ days after receipt of order
Specifications
Vendor must indicate compliance with each specification below:
* Mark "X" if specification is met
* Leave blank if not met
* Mark "Exceeds" and provide details
Failure to complete this section may result in the bid being deemed non-responsive.
Yearbook Specifications
_____ Title: THE EAGLE
_____ Estimated Quantities: 500 (may range from 75 up to 1,500; not guaranteed)
_____ Delivery: Spring
_____ Proofs Required - PDF electronic proofs
_____ Finished Size: 9" X 12"
_____ Number of Pages: 144
Cover
_____ 4-color process on lithicote material , glass laminated
_____ Hardcover, wrapped around 160 pt. binder's board
_____ Special applications may include silkscreen, foil embossing, UV varnish, metallic finishes
_____ Personalization: Minimum two (2) lines and one (1) icon on front cover
_____ One (1) hour of vendor-supplied art time included at no charge
Additional no-charge options:
______________________________________________________________________________________________
______________________________________________________________________________________________
___________________________________________________________________________________________
Production
_____ Submissions: Digital scans, PDFs, or electronic files
_____ Software: Adobe InDesign (CS6 or later)
_____ Proof Formats: Vantage Laser, Epson, and/or PDF
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REQUEST FOR QUOTATION (RFQ)
Department: Communications & Media
Description: Yearbooks
_____ Vendor must provide InDesign plug-in
Plug-in Name: ____________________________
Materials
_____ Cover Stock: Lexetone or Lithicote
_____ Text Stock: 100# gloss enamel
_____ Contents Paper: 100 lb. enamel or matte (included at no additional charge)
_____ End Sheets: Woven white end sheet paper ("Rainbow" preferred) Samples to be provided with bid
Additional no-charge options:
______________________________________________________________________________________________
______________________________________________________________________________________________
_____________________________________________________________________________________
Binding
_____ Smyth sewn binding, rounded back
Printing
_____ All pages printed in four-color process
_____ Unlimited spot colors converted to four-color
Special deadline requirements (if any):
______________________________________________________________________________________________
______________________________________________________________________________________________
_____________________________________________________________________________________
Additional Features
_____ Foil stamping available
_____ Film laminate (gloss or matte, front, back, and spine)
_____ QR codes available (no CD/DVD included)
_____ Vendor provides all supplies and marketing materials at no additional cost
Online Sales Requirements
_____ Vendor must provide online sales platform
_____ Vendor must establish an online ordering system (e.g., ybpay.com or approved equivalent)
_____ Customers may purchase yearbooks and optional engraved nameplates
_____ Pricing will be coordinated with Tennessee Tech
_____ Vendor shall collect and remit applicable sales tax
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REQUEST FOR QUOTATION (RFQ)
Department: Communications & Media
Description: Yearbooks
_____ Vendor shall provide administrative sales reports for reconciliation
_____ Vendor shall provide sales and marketing support at no cost
Revenue & Reconciliation
Vendor shall retain sales revenue and apply it toward project costs. Detailed reconciliation reports must be
provided with invoices.
Project Cancellation
If Tennessee Tech cancels the project:
Tennessee Tech will handle customer refunds
Tennessee Tech will pay vendor for work completed up to cancellation
Optional Services
_____ Vendor provides portrait services (preferred)
_____ Includes scheduling, advertising, and providing portraits
Additional Information
1. Printing quality is critical. Vendors must submit samples with their bid. Failure to do so may result in
rejection.
2. All materials provided by Tennessee Tech remain University property.
3. Overruns are discouraged and will not be paid unless approved in advance.
4. Preference may be given to vendors offering portrait services (non-scored).
Pricing
Quantity Price
75 $____________________________ / per Yearbook
125 $___________________________ / per Yearbook
500 $____________________________/ per Yearbook
1,000 $____________________________/ per Yearbook
1,500 $____________________________/ per Yearbook
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REQUEST FOR QUOTATION (RFQ)
Department: Communications & Media
Description: Yearbooks
Page Count Adjustments (Base evaluation assumes 144 pages)
* Price increase per additional page: $_______________
* Price decrease per reduced page: $_______________
Evaluation
Evaluation will be based on the sum of all extended totals across all five quantity increments (75, 125, 500, 1,000,
and 1,500).
RFQ Communications
All communication regarding this RFQ must be submitted via email to the designated RFQ Coordinator. Unauthorized
contact with other Tennessee Tech personnel may result in disqualification.
Termination for Convenience
Tennessee Tech may terminate the contract without cause with (30) days written notice. Payment will be made
only for services satisfactorily performed up to the termination date.
Illegal Immigrants
Successful Bidder attests that the Bidder will not knowingly utilize the services of illegal immigrants in the
performance of the Contract and will not knowingly utilize the services of any subcontractor who will utilize the
services of illegal immigrants in the performance of the Contract.
Debarment
Bidder certifies, by signature below and submission of this bid, that neither Bidder nor its principals are presently
debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this
transaction by any State or Federal department or agency.
Tennessee Tech reserves the right to initiate negotiations with the next ranked Bidder should Tennessee Tech cease
doing business with the Bidder selected via this RFQ process.
BIDDER IS TO COMPLETE INFORMATION AND SIGN BID BELOW
___________________________________________________________________________________________
Bidding Entity's Name
___________________________________________________________________________________________
Name of Contact Person (Printed) Title
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REQUEST FOR QUOTATION (RFQ)
Department: Communications & Media
Description: Yearbooks
___________________________________________________________________________________________
Address City, State, Zip
___________________________________________________________________________________________
Phone / Fax / Email
___________________________________________________________________________________________
Authorized Signature of Bidder Date
Tennessee Tech University is an EEO/AA/Title IX/Section 504/ADA employer.
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