2026-03-30 Yearbooks - High School & Middle School

Agency:	Shawnee Heights District
State:	Kansas
Type of Government:	State & Local
NAICS Category:	236220 - Commercial and Institutional Building Construction
Posted Date:	Apr 3, 2026
Due Date:	Apr 23, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Return sealed envelope to:

Shawnee Heights Central Office

Purchasing Department

Attn: Sara Darting

4401 SE Shawnee Heights Rd.

Tecumseh, KS 66542

E-MAILED OR FAXED BIDS

WILL NOT BE ACCEPTED.

INVITE DATE: March 30, 2026

BID DUE DATE: April 23, 2026, 2:00 pm

OPENING BIDS: April 23, 2026, 2:00 pm – Central Office

RFP TITLE:

YEARBOOKS - Shawnee Heights High School and Shawnee Heights Middle School (Combined)

Terms, conditions, and specifications under which RFP are requested are included. Please review thoroughly.

You are invited to provide an RFP on YEARBOOKS-Shawnee Heights High School and Shawnee Heights Middle School (Combined) for the Shawnee Heights Unified School District per the enclosed terms, conditions and specifications, F.O.B. Destination, Freight Prepaid and Add. FREIGHT COSTS MUST BE INCLUDED IN THE RFP BASE PRICE(S).

We are enclosing only one copy of the bid specifications. Please return one (1) original, three (3) copies, for a total of four (4) hardcopies.

Unit RFP shall govern whenever a discrepancy occurs in the extended price on the RFP Summary page. RFP will be awarded: ____All-or-None, ____ Item-by-Item, _____ Groups of Items, or __X__ Groups & by-Item. Payment will be made ON COMPLETION of Purchase Order. DO NOT INCLUDE SALES TAX.

Any questions regarding the specifications and the RFP procedures should be directed to:

Purchasing Department @ email; bids@usd450.net

THIS RFP IS NOT TRANSFERABLE

NOTE: Name of company must appear on the front of sealed envelope. Emailed or Faxed bids will not be accepted. RFP must be received in the Purchasing Office prior to RFP opening. If sending by U.S. Postal Service, please allow a minimum of 24 hours for your bid to be processed and delivered to the Purchasing Office by the Administrative Mail Center. It is the responsibility of the bidder to ensure delivery of bids to the Purchasing Department. Companies shall hold all bid prices firm for acceptance for 90 calendar days after date of RFP opening.

NOTICE OF “NO RESPONSE FORM”

VENDORS WHO RESPOND TO THIS INVITATION WITH A COMPLETED NOTICE OF “NO RESPONSE” FORM WILL REMAIN ON OUR MAILING LIST, IF REQUESTED.

VENDORS MAKING NO RESPONSE AT ALL WILL BE REMOVED FROM OUR MAILING LIST.

Dear Vendor: Please check () the appropriate box below, complete the remainder of this form and return it NO LATER THAN the scheduled Bid/Proposal/or Quote Date and Time.

❏ Our company cannot provide the products, supplies and/or services listed in this bid, proposal or quote. Please MOVE our name and address to the following category(ies) so that we may bid at a later date _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

❏ We have chosen NOT to submit a response at this time, but would like to remain on your RFP list for this product category. We did not submit a response because: _______________________________________________________________________________________________ __________________________________________________________________________________________________________________________________________

❏ Please REMOVE our name from all Shawnee Heights USD 450 bid lists until further notice. Reason(s):_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

COMPANY NAME:____________________________________________________________________________________

REPRESENTATIVE (please print):___________________________________________________________________

ADDRESS: ______________________________________________ PHONE (________)______________________

AUTHORIZED SIGNATURE: ________________________________________________________________________

TITLE: __________________________________________ DATE: ______________________

PLEASE RETURN THIS FORM ONLY TO:

Shawnee Heights Unified School District No. 450

Purchasing Department

Notice of “NO RESPONSE”

4401 Shawnee Heights Rd

Tecumseh, KS 66542

SCOPE

Shawnee Heights Unified School District No. 450 invites you to submit bids on yearbooks for the high school and middle school, that shall meet or exceed the attached specifications, terms and conditions. USD 450 retains the right to renew this RFP annually for an additional five (5) years if service is satisfactory, monies are approved for this expenditure and the district agrees to the terms of escalation offered by vendor. USD 450 makes no guarantee as to the specific quantity to be ordered by this high school or middle school.

STANDARD TERMS AND CONDITIONS

Terms and conditions are requirements that are binding upon the successful bidder(s) and communicate Shawnee Heights Unified School District’s expectations of performance.

1. Shawnee Heights Unified School District reserves the right to accept or reject all or any part of any RFP, to waive any irregularities and to award items to best serve the interest of the District. This solicitation implies no obligation on the part of the buyer, nor does the buyer’s silence imply an acceptance or rejection of any offer.

2. Each bid must be completed on USD 450 RFP forms.

3. FREIGHT COSTS MUST BE INCLUDED IN THE RFP PRICE(S).

4. Alternate RFP will be considered only if the alternate properly meets specifications outlined in the RFP. (If the RFP specifies no substitutes, alternates will not be considered.)

5. Cash discounts and delivery will be considered in awarding a contract.

6. Deliveries shall be F.O.B. USD 450 stated location, freight prepaid. Title does not transfer to USD 450 until received at same.

7. Prices quoted shall remain firm for 90 days or until publisher’s offer is accepted, whichever is first, by USD 450. Any deviation must be conspicuously notated within this document. Acceptance shall be in the form of a USD 450 purchase order or other formal written contract. Prices beyond acceptance of bidder’s offer shall be conditional on any additional terms, conditions and/or specifications as set forth herein.

8. Prices quoted are to be free of all federal, state and local taxes unless otherwise imposed by a governmental body and applicable to the material on the RFP.

9. The Seller represents that the price or prices specified do not exceed the Seller’s current selling prices for the same or substantially similar items to any other purchaser, taking into account the quantity and/or service under consideration.

10. Any catalog, brand name or manufacturer’s reference used herein is intended to be descriptive and not restrictive. Offers on any reputable manufacturers regularly produced product which is similar and substantially equivalent will be considered. SHSD reserves the right to make final decisions as to comparable items. Be very certain that items upon which you bid and deliver are EQUAL to items listed. Materials, which are not equal, shall be returned to the supplier transportation charges collect.

11. When submitting a substitute article as equal, the full name and illustrated description must be given. The Board of Education and/or U.S.D. #450 administration reserves the right to decide upon its suitability for the intended use and if it is of equal quality. Upon request, samples of substitute articles must be submitted. All substitutions after award of the RFP must be approved by U.S.D. #450 prior to shipping.

12. USD 450 reserves the right to make minor increases or decreases in quantities to be purchased, at the time of acceptance and subsequent thereto.

13. Envelopes containing RFP must be sealed and marked on the lower left-hand corner with firm name and address of the bidder, bid control number, bid opening date, and bid opening time.

A. No attempt will be made to provide special internal mail service for such documents.

B. RFP not at the appointed place at time of bid opening will be rejected.

C. Faxed proposals will not be accepted as sealed bids.

14. Date of receipt will be considered the effective date all goods and invoices are received.

15. Deliveries under the terms of this bid will be in accordance with the dates indicated, therein, except where no date is indicated, the Seller will enter the earliest assured date. It is understood and agreed that the delivery date and/or date of installation AFTER receipt of a purchase order is the seller’s best offer. In its acceptance of any offer, the District is relying on the promised delivery date and/or installation of material and unless otherwise indicated. In the event of Seller’s failure to deliver as and when promised, USD 450 reserves the right to cancel its accepting order, or any part thereof, and Seller agrees that USD 450 may return all or part of any shipment so made, and may charge seller with any loss or expense sustained as a result of such a failure to deliver as promised. All goods are subject to inspection and return at the vendor’s expense if found to be inferior to those specified or promised.

16. The District shall not be responsible for any goods delivered or services performed without its purchase order signed by an authorized representative of the Purchasing Department.

17. Vendors who do not bid, but wish to remain on our bid list, should notify the Shawnee Heights USD 450 Purchasing Department in writing using the enclosed “Notice of No Response” form. Failure to do so may result in removal from this list

18. All items will be new and unused, unless otherwise specified by the District, and in first class condition.

19. In the event that this purchase requires performance of services by Seller’s employees, or persons under contract to Seller, to be done on Purchaser’s property, the Seller agrees that all such work shall be done as an independent contractor and that the persons doing such work shall not be considered employees of the Purchaser.

20. All shipments and/or correspondence (i.e. cartons, packages, invoices, etc.) must bear the appropriate SHSD purchase order number on the outside.

21. Seller shall not limit or exclude any implied warranties and any attempt to do so shall render the resulting contract void at the option of the District. Seller warrants that the goods or services furnished will conform to the specifications, drawings and descriptions as presented in the RFP.

22. The Seller shall provide the standard patent infringement indemnity clause which shall hold and save the Board of Education and its officers, agents, servants, and employees, harmless from liability of any patented, or unpatented invention, process, article, or appliance manufactured, or use, in the performance of the contract, including its use by the Board of Education.

23. All items furnished must be of their respective kinds, and will be free from defects in material and workmanship. Items will be subject to our inspection and approval at any time within thirty days after delivery. Items furnished must be manufactured in compliance with all existing legal or governmental directives.

24. All items must be properly packed or crated to insure delivery in good condition and in accordance with instructions listed on the face of the request for bid or purchase order, if any.

25. Rejected items will be held at the Seller’s risk and expense. No replacement of defective items shall be made by Seller unless agreed to by a Board of Education representative in writing.

26. Payment of the Seller’s invoices is subject to adjustment for any shortage, or for rejection of any item or items. Individual invoices must be issued for each shipment applying against a purchase order.

27. Contracts entered into on the basis of submitted RFP are revocable if contrary to law.

28. When a RFP bond is required, bonds shall be written by a surety or bonding company licensed to operate in the State of Kansas and approved by the District. All bid bonds must be made payable to Shawnee Heights Public Schools - NOT THE STATE OF KANSAS. Cashier checks and certified checks should be made payable to Shawnee Heights USD #450.

29. Each contractor shall be responsible for providing his/her own worker’s compensation and liability insurance coverage and for assuring that any sub-contractor performing services as part of this contract, under their auspices, shall be covered under their own worker’s compensation and liability insurance coverage, or that of the contractor.

30. If RFP is accepted, U.S.D. #450 must be supplied with Seller’s employer identification number or social security number, per IRS regulations.

31. Samples, when requested, shall be furnished within 7 calendar days of the request at no expense to the District. If not destroyed during examination, samples will be returned at vendor’s expense.

32. The laws of the State of Kansas shall govern any contract resulting from this RFP.

33. Unless otherwise specified herein, payment shall be made within 30 days after SHSD’s receipt of goods or services and receipt of an accurate invoice indicating the actual amount owed by the district.

34. Contractor and Vendor Code of Conduct:

Shawnee Heights Unified School District requests that all contractor and vendor employees conduct themselves in an acceptable manner while performing work on school district property. The following items are prohibited on school district properties:

1. Physical or verbal contact with students or non-designated staff.

2. All school district properties are tobacco free. All tobacco, including smokeless tobacco, is prohibited. There are no designated areas for tobacco use. Contractors are required to post no tobacco signs. Smoking will not be permitted inside private vehicles which are on school district property. Workers may be required to sign a consent form acknowledging no tobacco use on the property. Violators may be required to leave the work site.

3. Drugs and/or alcohol consumed or present on district properties.

4. Firearms and hunting items.

5. Foul or abrasive language.

Additionally, all workers shall wear appropriate clothing on all parts of the body. All workers shall utilize areas for vehicle access and parking, material storage, etc. All workers shall wear nametags identifying their name and the name of the company they are representing.

SPECIAL TERMS AND CONDITIONS

1. Minimum of two (2) high school representative samples must be submitted to the Purchasing Supervisor prior to or at the RFP opening time and date. These yearbooks must be representative of the quality of printing, paper, etc. that the publisher intends to furnish the District if they are awarded the RFP. Each sample must be identified as follows:

Clearly marked with the name of publisher

2. Minimum of two (2) middle school representative samples must be submitted to the Purchasing Supervisor prior to or at the RFP opening time and date. These yearbooks must be representative of the quality of printing, paper, etc. that the publisher intends to furnish the District if they are awarded the RFP. Each sample must be identified as follows:

Clearly marked with the name of publisher

3. Delivery dates shall be determined by the advisor. All books are to be individually inspected before shipping. Imperfect books are to be returned at the bidder’s expense for replacement.

4. Deadlines to be agreed upon by school principal, adviser and bidder’s representative.

5. Publisher shall guarantee that the yearbook provided is free of defects in materials and workmanship for a period of ninety days from delivery and acceptance by the schools. Acceptance being defined as all products being delivered and in good working order to the district’s satisfaction.

6. Publisher shall include all costs of materials, labor, the setting of all composition of all copy necessary for the publication of the yearbooks, the cost of all typesetting, shipping and all required other items.

7. Parties, breakfasts, luncheons or any other type of pre-selection meetings shall be prohibited. Rebates and/or cash donations to the class, committee, school, or administration by vendors are likewise prohibited. School Board employees, students or members of the selection committee are not to receive any prizes, gifts, discounts or other advantages. Vendors are prohibited from making any mention of free or bonus products or materials. Violation of this guideline shall result in disqualification.

8. RFP offered shall be valid for ninety (90) calendar days from the opening date.

9. Company shall provide ongoing assistance from company’s representative in the form of periodic visits to check production. The representative will be available to confer with the adviser and editor and offer help as may be needed. In person visits by the company’s representative are required ahead of all major deadlines to assist as needed.

10. PRICES - Publishers are cautioned that the yearbooks must be furnished at the prices shown on their RFP proposal. No increase in price will be permitted pending acceptance or rejection of the bid. All prices shall be quoted F.O.B. to the respective school.

Any and all additional costs to those listed on the bid form shall be quoted, explained, and attached to these specifications.

It is understood that alterations made by the schools after original copy is submitted to the printer shall be subject to additional charges. However, publisher’s errors caught by the schools on proofs are not subject to additional charges, but shall be borne by the printer.

SHAWNEE HEIGHTS HIGH SCHOOL YEARBOOK RFP 2026

Required Production Specs

Base

Size: All Pro 9, 700 copies, 270 pages, 100# Paper (gloss, semi-gloss, matte- school’s choice).

4-color different F&B, or solid color endsheets (school providing artwork).

Spring Delivery.

Yearbook 360 submission software or equivalent.

No charge for first cover or endsheet proofs.

No charge for use of artist to design cover or endsheets.

Base cost:

EXPECTATION AGREEMENTS Agreement, Costs, Parameters, and Explanations (Please check if you can or cannot abide by these expectations and provide documentation where necessary via link or attach a hard copy of it)
Binding & Cover	Smyth sewn, reinforced, rounded & backed- PUR glue used. 160 pt cover board. Please provide documentation	Yes_________ No___________ 160 pt. Standard: Yes_________ No________ PUR Glue: Yes________ No_________ Doc link:
Quality	G7 printer status	Yes__________ No_____________ Documentation:
Apps	The company will provide and upkeep an AR platform at no cost. Please provide documentation on which app your company uses.	Yes we have one_________ No we don’t have this_________ Name of platform used & documentation:
Material	Company will supply all necessary and required materials for the school to produce book.	Agree_________ Disagree__________
Technology	The company will provide technical support as requested by school, including in-person visits to school by CompTIA Certified/Adobe Certified staff. What is the name of the online software your company uses? (Software must be compatible with the latest edition of Adobe Creative Cloud.) What are other online software programs do you allow? Software must not rely on installation on the server to work. The company will provide easy to use software plug-ins for the panel flow process for the people section and a double-capital name pickup for the indexing section. Is the advisor able to print the proofs from the software and submit changes digitally?	Agree_________ Disagree__________ Name of online software? ___________________________ What other online software programs are compatible with your company? ______________________________________ Does your plugins rely on the server? Yes___________ No________________ Please explain your indexing plug-ins: Digital proofs and corrections? Yes___________ No ________________
Support	The company will provide in-person visits prior to each major deadline to assist the staff with technical and design questions.	Agree_________ Disagree__________
Deadlines & Delivery	The school and the company will mutually agree upon the deadlines and number of pages due on each deadline. There will be five deadlines, however, only the last two deadlines will constitute plant deadline completion dates. School will have at least 15 days (three school weeks) with proofs without cost or penalty. There will be a four-week turn from final proof submission and delivery. The final deadline will not be before April 1st each year. Delivery will occur by May 7th each year. Rep is expected to help assist with meeting deadlines by attending any late nights determined by the staff and to help turn proofs by staff request. Specifics will be determined between adviser & rep at the deadline meeting. Please expand on if you agree to these parameters and how your company can support this.	Agree_________ Disagree__________ Agree_________ Disagree__________ Agree_________ Disagree__________ Agree_________ Disagree__________
Online Sales	Company’s online sales platform will charge taxes to parents as per the Wayfair Act. The platform will not market non-yearbook related items to our buyers. The online sales platform will include the option to ship to parents at an extra cost to the purchaser. It should allow us to create discount codes for sales periods. Please provide documentation. Do you offer Senior Tribute sales where parents design and submit their own content along with payment?	Yes_________ No___________ Documentation link(s) and explanation: Yes_________ No___________

Book Options & Modifications Costs & Parameters (Please expand & provide proof (where listed) on our base book specs. This includes, but not limited to, standard vs. premium items, colors, limitations, other factors which may create price differentiation)
Copy Count Base 700 copies	Your company provides price breaks after how many extras?
How much/book to add/decrease by 25 copies?	Increase cost: Decrease cost:
How much/book to add/decrease by 50 copies?	Increase cost: Decrease cost:
How much/book to add/decrease by 100 copies?	Increase cost: Decrease cost:
Pages	Cost to increase/decrease by eight pages?	Increase cost: Decrease cost:
Cost of increase/decrease by signature?	Increase cost: Decrease cost:
Financials	SHHS retains the right to review this bid for continuous years. What would the max per-year increase be?	Year 1: Year 2: Year 3: Year 4: Year 5: Year 6:
What incentives do you offer for a term?
Please attach a schedule and amount of discount. Give percent and dollar amount as per base price.
Paper	Gilded edges	Cost:
	Lightweight 100# premium paper	Cost:
Cover Options: Additional costs or credits for changes made to the base.	Matte Lamination	Cost:
Soft touch	Cost:
Air-Touch (two-pass soft touch)	Cost:
Spot UV/Varnish (front, F&B)	Cost: Front: F&B:
Do you offer a heavy deposit/2-pass of spot UV? Cost associated with this.	Yes:________ No:_________ Cost:
Silkscreen (front, F&B)	Cost: Front: F&B:
Foil (front, F&B)	Cost: Front: F&B:
Linen material	Cost:
Grain	Cost: Any special parameters on this?
Does your company offer laser cuts as an alternative to die cuts? If so, what is the cost? Are there different levels of laser cutting or cost tiers with this? Please provide.	Cost: Tiers:
Setup and application for embossing, debossing, die cuts	Cost:
Please provide info for the cost hierarchy to dies (size, detailing)
Endsheets	Which colors are standard and free? Please explain.
Embossing charge (front, back, both)	Cost: Front: Back: F&B:
Foil (front, back, both)	Cost: Front: Back: F&B:
Cover die to align with endsheet cost	Cost:
Book Extras	Names plates	Cost:
Name stamping	Cost:
Year in review	Cost:
%less than published list prices for options not covered by this RFP. A list of these options and prices should be made available to staff before book production. Any information not provided to the adviser and staff will not result in costs being passed along to us.

Additional Book Items Deadlines, Costs & Parameters Please expand & provide proof (where listed)
Deadlines: Must have books by May 7th each year	Please explain the options to change a deadline schedule up to the book & page count deadline.
We want the option for second-run proofs and for it to not affect our deadlines or ship. Please explain if this can or cannot be done.	Yes:_____________ No:_____________ Explain:
Missed deadline penalty (costs and affecting ship). Is the cost charged by page or by deadline? Is the cost more for missing the last deadline?	Cost & Explanation:
Your company should allow us to buy weeks to help with our ship date. Please explain what that looks like for you and the cost associated.	Cost & Explanation:
Your company should provide grace time for deadlines in the submission process. Does your company support this. Please explain.	Yes:_____________ No:_____________ Explain:
Your company should allow for us to earn back days for missed deadlines to not affect our ship. Does your company support this? Please explain.	Yes:_____________ No:_____________ Explain:
The company should not have a signature or flat requirement which affects our ship. Does your company support this? Please explain.	Yes:_____________ No:_____________ Explain:
Supplement	8-page supplement, four-color, with gluestrip	Cost:
12-page supplement, four-color, with gluestrip	Cost:
16- page supplement, four-color, with gluestrip	Cost:
Overruns	Standard cost of overruns for us	Cost:
We want 120 days to return overruns. Will your company allow this?	Yes:_____________ No:_____________ Explain:
Technology	What types of licenses does your online Adobe platforms require? Do you provide free InDesign licenses upon request? How many?	Explain:
Explain what requirements or involvement we will need to require of our IT department to run your plugins or enhancements?	Explain:

Adviser & Staff Development Opportunities, Costs & Parameters
Having local (Topeka/KC) staff development is important for them to grow, learn, and become good editors. This can be in the format of camps, workshops, or plant tours.	# of staff events you/your company have locally:
	Cost (per student or school): Are we limited by a min/max # of students per event? If yes, how so?
	Explain how you differentiate between beginning and advanced staffers? How do you differentiate between high school vs. middle school:
	How many events are editor specific?
	Plant tour opportunities, including location and cost:
	Would you be willing to teach/lead at our in-school bootcamp? Yes: No:
	Documentation for these items:
As your company works with schools, it is important to know that these schools are getting enough support to produce award winning books.	# of All-Kansas in 2025 for your company: How many were you the representative for? How many are local to Topeka/KC? _______ What are the names of those local districts?
	# of Pacemakers in 2025 for your company? How many were you the representative for? How many are local to Topeka/KC? What are the names of those local districts?
Visits are important for adviser & staff training, to assist with book development, to meet deadlines and troubleshooting. Explain how your training and/or troubleshooting is done for the adviser, staff (in-person, videos, etc.)	Explain:

Publisher & Rep Requirements
“Service” will be thoroughly evaluated in terms of the company’s assistance in the promotion of quality journalism curriculum. While price is a known quality with little variance, service is equally important and will be an integral part of this decision and to renew the contract. Service will continually be evaluated as it is received or not received. Yearbook adviser will evaluate company according to the following criteria: 1. Delivery date of the yearbook 2. Company errors in product 3. Correct billing through itemized invoices a. book cost aligns with proposal specs b. book cost aligns with budget update worksheets c. all charges are specified and defined 4. Print quality of the yearbook 5. Helpfulness of representative to yearbook adviser and staff a. frequency of contact b. assistance with meeting deadlines and proofing pages c. in person training of adviser and staff throughout school year d. quality of resources, training and marketing materials provided e. time taken to respond to telephone calls, emails, and requests for visits
Rep must have a local office within 60 miles accessible to the adviser and staff for training, learning opportunities.	Do you have this: Yes_________ No________ Address:
In summary, what distinguishes your company from the others in terms of products and services.
Please provide three adviser references. (Non-Shawnee Heights Former Employees)
Please provide (2) local award-winning sample books comparable to our specs. These samples will not be returned.

SHAWNEE HEIGHTS MIDDLE SCHOOL YEARBOOK RFP 2026

Required Production Specs

Base

Size All American 8, 350 copies, 80 pages, 80# Paper (gloss, semi-gloss, matte- school’s choice).

Standard white endsheets