REQUEST FOR PROPOSAL NO. RFP09503 MIDDLE SCHOOL AND HIGH SCHOOL YEARBOOKS. Submittal Deadline: October 29, Time: 10:00 a.m.

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1 Seattle Public Schools Contracting Services 2445 Third Avenue South Seattle, WA Telephone: (206) Fax: (206) REQUEST FOR PROPOSAL NO. RFP09503 MIDDLE SCHOOL AND HIGH SCHOOL YEARBOOKS Submittal Deadline: October 29, 2015 Time: 10:00 a.m. Instructions

2 Table of Contents Proposal Certification Form Page 3 I. Introduction Page 4 II. Proposal Process Page 5 III. Submittal Requirements Page 9 IV. Special Conditions Page 12 V. Special Provisions Page 12 VI. Selection Process Page 13 VII. Contract and Contracting Provisions Page 13 Page 2 of 14

3 REQUEST FOR PROPOSAL NO. RFP09503 PROPOSAL CERTIFICATION FORM TO: Diane Navarro, Contracting Services Manager The undersigned provider hereby certifies as follows: 1. That he/she has read the Seattle School District's Request for Proposal No. RFP09503 and the following Addenda and to the best of his/her knowledge has complied with the mandatory requirements stated herein: Addenda Number Issue Date 2. That he/she has had the opportunity to ask questions regarding the Request for Proposal, and that if such questions have been asked, they have been answered by the District. 3. That the proposer s response is valid for 90 days. Dated at, this of (Signature) (Print Name) (Company Name) (Address) (City) (Title) ( Address) (Telephone Number) (Fax Number) (UBI Number) (State) (Zip) Page 3 of 14

4 I. INTRODUCTION The Seattle School District No. 1 (the District) is soliciting proposals from qualified yearbook vendors for management and classroom support in the preparation and the printing of high school and middle school yearbooks, beginning in the school year. It is the intent of the District to award a contract(s) based on the proposal that best meets the needs of the schools yearbook programs. At this time, there are up to 10 high schools and up to 10 middle schools participating in this project. Other high schools and middle schools may be added to this RFP at the discretion of the District. It is anticipated that the contract agreement period will begin March 1, 2016 and will end February 28, Subject to a satisfactory annual evaluation of the Vendor/s, this contract may, with mutual agreement of both parties, be extended up to three (3) additional, one-year terms under the same terms and conditions. The objective of this RFP is to select a vendor(s) that provides students with quality products in a timely fashion while offering courteous and prompt customer service. The District intends to select a yearbook vendor(s) who can provide quality items, excellent customer service, error corrections and turnaround, and reasonable pricing. The District reserves the right to award this RFP All or None, all High Schools only, or all Middle Schools only. The District also reserves the right to select up to two vendors in each category and to allow each school to select one of two firms. The District is interested in receiving proposals indicating pricing as follows: All High Schools All Middle Schools All High Schools and Middle Schools The evaluation criteria specified herein will be used to determine which of the proposals provide the best value for the District at the most economical cost. The District reserves the right to request postproposal modifications, including best and final offers and considerations. The District reserves the right to accept or reject any or all proposals, to waive all informalities, and to accept the proposal(s) that is/are determined to be the most favorable to the District. Since there are important considerations other than price, the District will consider all aspects of the proposal when making a final decision. Specific evaluation criteria are listed on page 6. Please note that the District will select the successful firm(s) based on the best interests of the District, all factors considered. The District reserves the right to reject any or all proposals, waive informalities, and make the award in its best interest. The District is the sole judge as to which proposal(s) substantially meet(s) the proposal criteria and the requirements of the District. In addition, the District reserves the right to reject any firm that is not willing to accept the District s terms and conditions as noted in the standard services contract. Page 4 of 14

5 Proposals must be in effect for ninety days following deadline for the receipt of the proposals. The District expects that this contract(s) will commence on March 1, This date may change because of events not currently anticipated. II. PROPOSAL PROCESS This proposal describes the selection process and the documentation required for submitting proposals for RFP09503: High School and Middle School Yearbooks. Proposals which are incomplete, or which are conditioned in any way, or which contain erasures, unauthorized alterations, or items not called for in the Proposal Forms, or which are not in conformity with the law or with these Instructions, shall be rejected as non-responsive if the District determines the irregularity is material and may, at its discretion, be rejected as non-responsive even if the irregularity is not material. A. Schedule SCHEDULE Date October 8, 2015 October 15, 2015 October 16, 2015 October 29, 2015 Approx. Week of November 2-6, 2015 Approx. Week of November 9, 2015 Week of November 16, 2015 February 2016 March 1, 2016 Selection Process Advertisement for Request for Proposal published. (First Notice) Advertisement for Request for Proposal published. (Second Notice) Last day for questions from proposers at 2:00 p.m. Request for proposal due at 10:00 a.m. Initial Screening, with a short list of vendors selected as finalists (anticipated) Interviews if required (anticipated) Vendor Selection (anticipated) School Board approval (anticipated) Work Begins B. Method of Selection The selection of the firms for these services will proceed in the following manner: Proposals shall be received by Seattle Public Schools no later than October 29, 2015 at 10:00 a.m. An evaluation by the Selection Committee will follow, and a short-list of qualified firms will be determined. In order to select the best proposal, interviews may be conducted with the short-listed firms in accordance with a schedule to be determined by the Selection Committee. The District reserves the right to seek clarifications about the proposals. Page 5 of 14

6 The District may award a contract based solely on the written proposals. However, the District may elect to engage in interviews and/or negotiations with a selected short list of Vendors, in order to improve the proposals and obtain the best contract for the District. The District reserves the right to request post-proposal modifications, including best and final offers and considerations. The final selection will be based upon the criteria set forth below. The District reserves the right to negotiate with the successful firm(s) on factors such as pricing and scheduling. C. Evaluation Criteria Price of services 20% Qualifications 80% Quality of products (e.g., the extent to which the goods and services meet the District s needs) 20 points Quality of proposer s services to schools 15 points Firm s overall experience, reputation, expertise, and stability 10 points The experience and qualifications of the staff that will be assigned to service the District s account 15 points The ability to provide service in an expedient manner with strategies for problems that may arise 5 points Workshops/seminars for student yearbook staff 5 points Willingness to accept the District s terms and conditions 10 points In preparing responses to this RFP, the proposer may offer additional products and services. D. Notifications The District will provide timely notifications to firms responding to this Request for Proposal. E. Seattle Schools Rights to Reject The District reserves the right to reject any and all proposals and re-advertise the project at any time prior to final approval of the contract. All costs incurred in the preparation of the Request for Proposal process shall be borne by the proposing firm. Proposals submitted in response to this Request for Proposal shall become the property of the District and be considered public documents under applicable Washington State laws. F. Procedures Requirements Any firm failing to submit information in accordance with the procedures set forth herein may be considered non-responsive. All information shall be submitted at the dates and dates indicated herein to: Page 6 of 14

7 Diane Navarro Diane Navarro U.S. Contracting Services Manager Federal Express: Contracting Services Manager Mail: Contracting Services United Parcel: Contracting Services Seattle Public Schools In-person delivery: Seattle Public Schools MS MS PO Box Third Avenue South Seattle, WA Seattle, WA Telephone No.: (206) Fax No.: (206) Proposals must be submitted in a sealed package or box with the Request for Proposal Number RFP09503, deadline date and time included on the bottom left-hand corner of the response, along with the firm s name and address. LAST DAY FOR QUESTIONS: October 16, 2015 at 2:00 p.m. All questions about this RFP must be submitted in writing by fax, or U. S. Mail and addressed to the above. The District will consider no telephone inquiries regarding the Request for Proposal, and will consider no in-person inquiries except for those firms making the short-list. In the event that a firm attempts to contact any official, employee, or District representative in any manner contrary to the above requirements, said firm may be disqualified for further consideration. During the selection process, vendors are specifically prohibited from the following: contacting schools to prospect for new business, contacting schools to introduce the firm s staff, or contacting schools with marketing or promotional material. Firms with questions about what constitutes allowable behavior during the selection process for this RFP should submit questions in writing to the above address. This prohibition does not apply to: Telephone calls to the District to request copies of the RFP; Delivery of written questions about the proposal; Delivery of the vendor s proposal; To confirm attendance, request directions to the Stanford Center, or discussion at the interview, if applicable. Proposal Requirements: Proposals and must contain all information requested in this Request for Proposal. Signature of Proposals: Proposers must complete the Proposal Certification Form and Attachment No. 2, Pricing. Page 7 of 14

8 All proposals shall give the prices proposed and shall be signed in longhand by the proposer or his or her authorized representative, with the proposer s address. If the proposal is made by an individual, the name must be shown; if made by a partnership, the name and post office address of the partnership and the signature and name of at least one of the general partners must be shown; if made by a firm or corporation, the proposal shall show the title of the person who signs on behalf of the corporation and shall further give the state of incorporation and have the corporate seal affixed. A proposal submitted by an agent shall have a current power of attorney attached certifying the agent s authority to bind the proposer. Withdrawal of Proposals: A proposal that is in the possession of Contracting Services may be withdrawn by the proposer prior to the time and date of the proposal due date/time. Proposals may not be withdrawn after the proposal due date/time. Alteration of Proposals: A proposal that is in the possession of Contracting Services may be altered by the signature of the name of the person authorized for proposing providing it is received prior to the time and date of the proposal due date/time. The revision will become a part of the proposal response at the time of the proposal date/time. If erasures or other changes appear on the proposal forms as submitted, each erasure or change must have the initials of the person signing the proposal. Late Proposals and Modifications of Proposals: Any proposal or modification to a proposal received at Contracting Services after the exact time and date specified as the proposal due date/time will not be considered. Addenda: Receipt of addenda to the proposal specifications or documents by a proposer must be acknowledged on the proposal certification form shown on page 3 of this RFP. Each addendum must be separately acknowledged by number. Non-responsive Proposals: Any proposal that does not comply with the proposal schedule or instructions, is not properly signed, or has incomplete proposal documents as required may be considered non-responsive. Interpretation of Proposal and Agreement Documents: No oral interpretations will be given to any proposer as to the meaning of the RFP or Agreement documents; and any oral communication is not binding upon the District. Requests for an interpretation shall be made in writing by fax, or U.S. Mail and addressed to Contracting Services at the address identified above no later than October 16, 2015 at 2:00 p.m. Any interpretation deemed necessary by the District will be in the form of an addendum to the proposal documents and are available at no charge at the Builders Exchange, Inc. on-line Plan Center ( To access documents on-line with Builders Exchange, go to bxwa.com and click on Posted Projects, Goods and Services, and Seattle Public Schools Goods and Services. It is recommended that bidders Register as a Bidder in order to receive automatic notification of future addenda, to download addenda, and to be placed on the Bidders List. Page 8 of 14

9 Proposers who do not register will not be automatically notified of addenda and will need to periodically check the on-line plan room for addenda issued for this project. Contact Builders Exchange at (425) if additional assistance is required. All such addenda shall become part of the proposal specifications. Examination of the Proposal and Agreement Documents: The submission of a proposal shall constitute an acknowledgment upon which the District may rely that the proposer has thoroughly examined and is familiar with the proposal and Agreement documents. The failure or neglect of a proposer to examine such documents shall in no way relieve the proposer from any obligations with respect to the proposer s proposal or to the Agreement. No claim for additional compensation will be allowed which is based upon a lack of knowledge of any Agreement documents. A signed Agreement furnished to the successful proposer results in a binding Agreement without further action by either party. Proposal Prices: Proposal prices shall include everything necessary for the completion of the Agreement. The offer shall remain in effect for one year after the proposal due date/time (unless indicated otherwise). Prospective proposers should indicate in their proposals the address to which payment should be mailed, if such address is different from that shown in the proposal. Acceptance: The date for the award of this proposal is expected to be March 1, 2016 but may be delayed by factors not now anticipated. Postponement prior to Proposal due date/time: The District reserves the right to revise the specifications prior to the proposal due date/time. Such revisions, if any, will be issued by an addendum to the Request for Proposal. If the revisions require material changes in quantities or prices proposed or both, the due date for proposals may be extended to allow proposers to revise their proposals. In such cases, the addendum will include an announcement of the new proposal due date/time. III. SUBMITTAL REQUIREMENTS The District is interested in dealing with established yearbook publishing companies. Therefore, all proposers shall have been in the yearbook business at least five (5) years under the same name, and must have adequate staff to service this account. A. The submittal requirements shall be as follows: The proposing firm, joint venture, or other form of association ( firm ) shall submit five (5) hard copies and one (1) electronic copy (via CD or USB flash) of their proposal for this project. Each hard copy shall be provided in a 3-ring, loose leaf binder with the firm name and Request for Proposal name and number on both the cover and spine. The Proposal document shall be limited to a maximum of twenty-five (25) pages (8 ½ x 11 ), single sided, not smaller than 12 point type. Page 9 of 14

10 The cover letter, proposal certification form, table of contents, and tabs do not count toward the page limits. Project cut sheets, including photos, are included in the page limits. Submittals exceeding the page limits may be considered non-responsive. Proposals shall be submitted on the forms included in this RFP. The Vendor shall read and comply with all Terms and Conditions pertaining to this proposal. Proposers are advised that the District s ability to conduct a thorough evaluation of proposals is dependent on the proposer s ability and willingness to submit proposals that are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation are essential, and are the responsibility of the proposer. Interested proposers are encouraged to provide in their proposals as much detail as possible pertaining to their capabilities and experience to the services requested in this proposal. B. Proposals must include: 1. Signed Proposal Certification form shown on page 3 of this RFP. (Does not count toward the page limit). 2. Company Profile: Include a brief description of your company s history, including at least five years of experience with yearbooks under the same company name. 3. Separate section with a tab: Resumes. Include current resumes of local school representatives and plant representatives to be assigned to the District. 4. Separate section with a tab: Service Representatives. Specify your current local area service representative(s) availability to service accounts (regularity and timelines), and provide examples of accounts that are of similar size. 5. Separate section with a tab: Management Plan. Include a management plan to collaborate with District staff for the production and delivery of successful yearbooks. Your plan should include, at a minimum, the following: a. Communication guidelines and staff contacts and responsibilities; b. Listing of services and support available to District staff and students assigned to the yearbook program. Items should include any additional costs. List of services and support should be included, but not be limited to: Workshops Classroom Activities Educational Materials Promotional and yearbook sales support Budget tracking and support General troubleshooting Page 10 of 14

11 Computer programs and technical support Delivery schedules (identify all required lead times) Guarantee/warranty service (regularity and timeliness) Collection and accounting of all moneys Refund policy/practices Special orders service requests Detailed description of company policy and method for handling adjustments for errors made in production of the yearbooks, including a return policy for damaged or imperfect books; A list and cost sheet for yearbook production supplies available through your company; A complete list of any special offers, extras, or savings opportunities you would like the District to consider in your proposal. Please include costs for enhancements such as Adobe Library Fonts, clipart provided by your company, pre-designed layouts on disk or book form, and backgrounds, edges, fills, etc. on disk; Describe any color programs and costs involved that may benefit the schools that use color in their book 6. Separate section with a tab: Pricing. Complete Pricing Sheet (shown as Attachment 2 to this RFP). 7. Separate section with a tab: References. Submit a list of three (3) references of school districts in the area you have printed in during the last two years. Please provide contact names, addresses, and phone numbers for district references. 8. Separate section with a tab: Samples. Provide samples of the following: Recent (last five years) high school and middle school yearbooks published by your company; Recent (last two years) samples of high school and middle school supplemental published locally by your company or printed by the company you propose to use; Samples of type styles for body copy and headlines 14 pt. to 72 pt. and 5 pt. to 14 pt. available for selection. 9. Separate section with a tab: Subcontractor Qualifications. Provide a detailed qualification statement for all subcontractors including company name, address, address, telephone and fax numbers, and contact person to be assigned to this account. Also please provide current resume for each contact person(s). 10. Separate section with a tab: Terms and Conditions. Willingness to accept the District s terms and conditions, as shown on the standard form of contract, or your firm s proposed changes to the District s terms and conditions (shown as Attachment 3 to this RFP). Please note that the District reserves the right to reject any firm not willing to accept the District s terms and conditions as shown in the standard form of contract. Page 11 of 14

12 IV. SPECIAL CONDITIONS A. Production All production of the yearbooks shall be accomplished under the supervision of the awarded vendor. Should outside contracting be utilized, such subcontracting shall be identified herein and approved by the District prior to their use. B. Quality Control All yearbooks shall be carefully inspected for blemishes, defects, or damages prior to shipment. Any book that is defective shall be replaced at no cost to the buyer. Proposers are cautioned that more than one error in the yearbooks could lead to rejection of all books. C. Consultation Services The successful proposer(s) shall contact each yearbook advisor each month to determine if visits to schools are required. The publisher s representative shall make consultation calls at least every two (2) weeks when notified of specific needs. Proposers shall provide at least ten (10) consultation calls at no additional costs. Consultation services from any and all subcontractors used by the proposer shall be available to the District. Telephone support shall be provided by all such subcontractors as a minimum standard of assistance. D. Quantities Identified quantity requirements are substantially correct. The District reserves the right to adjust the quantities purchased either up or down based on need or circumstances at the agreed upon prices. E. Deliveries Deliveries required in this proposal shall be freight prepaid, F.O.B. destination, and proposal prices shall include all freight and delivery charges. F. Preparation costs Costs incurred by a proposer in preparation of its proposal, including any travel and personal expenses, may not be charged as an expense of performing any contract awarded as a result of the proposer s submission of a proposal to the RFP. G. Materials All materials, supplies, and equipment furnished must be in conformance with the specifications contained within the proposal and will be subject to inspection before and after approval of the District Yearbook Evaluation Team. V. SPECIAL PROVISIONS All of the District s high schools and middle schools will be included in the contract, except for those schools which self-publish. In addition, any secondary facilities added or closed during the term of the contract, from March 1, 2016 to February 28, 2017, will automatically be included or excluded. Purchase orders will be issued by each school, pursuant to the terms of the main contract. Proposer s authorized representative shall be granted reasonable and special access to schools as defined in the final terms and conditions of the contract. Any deviation from the specifications set forth herein must be clearly pointed out. Otherwise, it will be considered that services offered are in strict compliance with these specifications and the successful proposer will be held responsible for complying with these specifications. Deviations shall be explained in written detail, and submitted to the District for consideration. Page 12 of 14

13 Proposers shall furnish all information requested. Each proposer must submit descriptive literature and complete specifications covering the services requested. Offers not in compliance with these requirements may be subject to rejection. The District will provide the successful proposer(s) a list of appropriate staff for all schools. Payment policies and all pricing must be detailed in this document. Any policy, price, handling charge, delivery charges, taxes (excluding sales tax), or any other fee not detailed in this proposal document will be disallowed. Further, such charges will not be the responsibility of the District. Prices quoted herein shall remain firm for the term of the contract unless otherwise specified. VI. SELECTION PROCESS The District reserves the right to reject any firm not willing to accept the District s terms and conditions as shown in the standard form of contract. Any proposed waiver or change in the District s contract must be identified in your proposal. All contracts and/or amendments will be subject to the District s sole approval. The requirements and service standards of this RFP, and the response of the successful firm, will be incorporated by reference into the final contract. The vendor will furnish a list of prices and transaction fees for all services and materials specified in the RFP. The price schedules shall include all costs associated with providing yearbook services for the term of the contract. Any increases in prices during the duration of the contract will be mutually agreed upon in writing. All responses from Vendors must describe in detail the total beneficial package to the District, and shall clearly set out any discounts, rebates, commissions, up-front incentives, materials, equipment, training, software, products, and services to be provided to the District. VII. CONTRACT AND CONTRACTING PROVISIONS Contracts for Purchase will be put into effect by means of purchase orders from each school after a formal contract is mutually agreed upon and signed by both parties. Protest Procedures 1. Any actual or prospective proposer who is aggrieved in connection with the solicitation or award of this contract may protest to the District in accordance with the procedures set forth herein. Protests based on the terms in this Request for Proposal, which are apparent prior to the date established for submitting the proposal, must be received seven (7) days prior to the submittal deadline. Protests based on other events must be received within three (3) working days after the aggrieved person knows, or should have known, of the facts and circumstances upon which the protest is based; provided, however, that in no event shall a protest be considered if all proposals are rejected or if the protest is received after the award for this contract. 2. In order to be considered, a protest shall be in writing and shall include: the name and address of the aggrieved person; the contract title under which the protest is submitted; a detailed description of the specific grounds for protest and any supporting documentation, and the specific ruling or relief requested. The written protest shall be addressed to: Page 13 of 14

14 Kenneth Gotsch Assistant Superintendent for Business and Finance Seattle Public Schools Mail Stop PO Box Seattle, WA or delivered to: Kenneth Gotsch Assistant Superintendent for Business and Finance Mail Stop Seattle Public Schools 2445 Third Avenue South Seattle, WA And shall be labeled: Protest 3. Upon receipt of a written protest, the District shall promptly consider the protest. The District may give notice of the protest and its basis to other persons, including proposers involved in or affected by the protest; such other persons may be given an opportunity to submit their views and relevant information. If the protest is not resolved by mutual agreement of the aggrieved person and the District, the District will promptly issue a decision in writing stating the reasons for the action taken. A copy of the decision shall be mailed by certified mail, return receipt requested, or otherwise promptly furnish to the aggrieved person and any other interested parties. The District s decision may be appealed to the Superintendent by written notice together with all supportive evidence, received at the address set forth in paragraph 2, not more than two (2) working days after receipt of the decision. The Superintendent s decision shall be final and conclusive. 4. Strict compliance with the protest procedures set forth herein is essential in furtherance of the public interest. Any aggrieved party that fails to comply strictly with these protest procedures is deemed, by such failure, to have waived and relinquished forever any right and claim with respect to alleged irregularities in connection with the solicitation or award. No person or party may pursue any action in court challenging the solicitation or award of this contract without first exhausting the administrative procedure specified herein and receiving the District s final decision. 5. Any proposer submitting a proposal shall be deemed to have accepted these procedures. End of Request for Proposal Attachment 1, Basic Specifications Attachment 2, Pricing Attachment 3, Standard Form of Contract Page 14 of 14