Request for Proposal s41

REQUEST FOR PROPOSAL Sam Houston State University A Member of the Texas State University System Procurement and Business Services

Reference Number 753-9-109MAR One-Time Printing Recruiting Materials

Mail Proposals To: Deliver Proposals To: Sam Houston State University Sam Houston State University Procurement & Business Services Procurement & Business Services Box 2028 CHSS Bldg Huntsville TX 77341 1901 Avenue I Suite 452 Huntsville TX 77340

PROPOSAL MUST BE RECEIVED BY: 3 PM Central Time 6 August 2009 FAX PROPOSALS WILL NOT BE ACCEPTED

Show RFP Number, Opening Date and Time on Return Envelope

Note: A proposal must be received and time stamped at Sam Houston State University by the hour and date specified for a proposal to be accepted for consideration. After receipt, only the names of offerors will be made public. Prices and other proposal details will only be divulged after the contract award, if one is made.

Agency Invoice Address: Refer Inquiries To: Sam Houston State University Procurement and Business Services Accounts Payable Marilyn Meshell, Purchaser II Box 2185 Telephone No: 936 294-1905 Huntsville TX 77341 E-mail: [email protected]

All proposals shall become the property of the State of Texas upon receipt.

All proposals must be completed as required by the instructions in this request, signed and returned with an original and three copies by the date and time specified.

Note: Failure to sign offer at the Execution of Offer will result in disqualification of the offer. (Required form is included with this Request For Proposal, Section B.) All addenda to and interpretation of this solicitation shall be in writing. The State shall not be legally bound by an addenda or interpretation that is not in writing. Request For Proposal 753-9-109MAR Page 2

TABLE OF CONTENTS Section Page Cover Page 1 Contents 2 A Terms and Conditions 3 - 6 B Execution of Offer and Pricing 7 - 9 C General Information 10 - 13 D Scope of Proposal 13 E Specifications 13 – 17 F Proposal Content 17 - 18 G Evaluation Criteria for Award 18 H Contractual Requirements 19 Info Proposal Submission Information Sheet no page number Attachments Printing Layouts 20-28 Atch1 Recruiting Brochure 20 Atch 2 Senior Mailer 21 Atch 3 Transfer Student Mailer 22 Atch 4 Junior Mailer 23 Atch 5 Freshman/Sophomore Mailer 24 Atch 6 School Poster 25 Atch 7 Pocket Folder 26 Atch 8 Sticker 27 Atch 9 Postcards 28 Request For Proposal 753-9-109MAR 3

TERMS AND CONDITIONS: ITEMS BELOW APPLY TO AND BECOME A PART OF PROPOSAL. ANY EXCEPTIONS THERETO MUST BE IN WRITING. 1. PROPOSAL REQUIREMENTS: 1.1 Rules, Regulations & Statutes: Proposers must comply with all rules, regulations and statutes relating to purchasing in the State of Texas in addition to the requirements of this form. 1.2 Unit Price: Proposers must price per unit shown. Unit prices shall govern in the event of extension errors. 1.3 Late or Unsigned Proposals: Late and/or unsigned proposals will not be considered under any circumstances. Person signing proposal must have the authority to bind the firm in a contract. The proposer (not the carrier/mail service/other or the University) is solely responsible for ensuring that the proposal is received in the Purchasing Department prior to the specified opening date and time. 1.4 FOB Point: Quote FOB destination, freight prepaid and allowed unless otherwise stated within the specifications. 1.5 Pricing Firm: Proposal prices are requested to be firm for SHSU acceptance for 30 days from proposal opening date (unless otherwise stated in specifications). “Discount from list” proposals are not acceptable unless requested. Cash discounts are not considered in determining an award. Cash discounts will be taken if earned. 1.6 Tax Exempt: Purchases made for State use are exempt from the State Sales tax and Federal Excise tax, per Texas Tax Code, Section 151.309(4). Do not include tax in the proposal. 1.7 Right to Accept or Reject: The State reserves the right to accept or reject all or any part of any proposal, waive minor technicalities and award the proposal to best serve the interests of the State. 1.8 Withdrawal: Any proposal may be withdrawn in writing prior to the date and time set for receipt of proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 45 days, to provide the commodity or service set forth in the specifications, or until a selection has been made by SHSU Procurement and Business Services. 1.9 Proposal Costs: Proposers electing to respond to this RFP are responsible for all costs of proposal preparation. The University is not liable for any costs incurred by a proposer in response to this RFP. 1.10 Exceptions: If a proposer takes exception to any specifications within this Request for Proposal, they must notify the Purchasing department in writing prior to the scheduled proposal opening date and time. 1.11 Texas Public Information Act: Information, documentation, and other material collected, assembled or maintained by the University in connection with this solicitation or any resulting contract may be subject to public disclosure pursuant to Chapter 552 of the Texas Government Code (the “Public Information Act”). If a bidder believes any information contained in the bidder’s response package contains any proprietary or confidential information the bidder must clearly mark the verbiage claimed to be proprietary or confidential. If a Public Information Act request for documents is filed, the University will make best efforts to contact bidder prior to release of claimed proprietary information. If, at that time, the bidder still believes information provided is proprietary or confidential, the bidder shall timely notify the University in writing of the factual and legal basis of the claim. If the University submits the documents to the Texas Attorney General’s Office for a ruling on the bidder’s claim of privilege, the latter may elect to make arguments directly to the Attorney General’s Office in support of the claim of privilege. Request For Proposal 753-9-109MAR 4

2. SPECIFICATIONS 2.1 Brand Name Descriptive: Catalogs, brand names or manufacturer’s references are descriptive only, and indicate type and quality desired. Proposals on brands of like nature and quality will be considered unless otherwise stated in the Request for Proposal (RFP). If proposing other than brand referenced, proposal should show manufacturer, brand or trade name, and other description of product offered. If other than brand(s) specified is offered, illustrations and complete description of product offered are requested to be made part of the proposal. Failure to take exception to specifications or reference data will require proposer to furnish specified brand names, numbers, etc. 2.2 New Items: Unless otherwise specified, items shall be new and unused and of current production. 2.3 Electrical Standards: All electrical items must meet all applicable OSHA standards and regulations, and bear the appropriate listing from UL, FMRC or NEMA. 2.4 Samples: Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the proposer, on request, at proposer’s expense. Each sample should be marked with the proposer’s name and address, and requisition number. Do not enclose in or attach proposal to sample. 2.5 Oral Statements: SHSU will not be bound by any oral statement or representation contrary to the written specifications of the Request for Proposal (RFP). 2.6 Manufacturer’s Warranty: Manufacturer’s standard warranty shall apply unless otherwise stated in the RFP.

3. DELIVERY 3.1 Delivery Days: Show number of days required to place material in receiving agency’s designated location under normal conditions. Delivery days mean calendar days, unless otherwise specified. Failure to state delivery time obligates proposer to deliver in 14 calendar days. Unrealistic delivery promises may cause proposal to be disregarded. 3.2 Foreseen Delays: If delay is foreseen, vendor shall give written notice to SHSU. Vendor must keep SHSU advised at all times of status of order. Default promised delivery (without accepted reasons) or failure to meet specifications authorizes SHSU to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting vendor. 3.3 Substitutions: No substitutions permitted without written approval of SHSU. 3.4 Delivery Hours: Delivery shall be made during normal working hours (8:00 a.m. to 4:00 p.m.) only, unless prior approval has been obtained from ordering agency.

4. INSPECTION AND TESTS – All goods will be subject to inspection and test by SHSU. Authorized SHSU personnel shall have access to supplier’s place of business for the purpose of inspection merchandise. Tests shall be performed on samples submitted with the proposal or on samples taken from regular shipment. All costs shall be borne by the vendor in the event products tested fail to meet or exceed all conditions and requirements of the specification. Goods delivered and rejected in whole or in part may, at SHSU’s option, be returned to the vendor or held for disposition at vendor’s expense. Latent defects may result in revocation of acceptance.

5. AWARD OF CONTRACT – A response to this RFP is an offer to contract based upon the best price, terms, conditions and specifications contained herein. Proposals do not become contracts until they are accepted through a purchase order. The contract shall be governed, construed and interpreted under the laws of the State of Texas, and SHSU policy as the same may be amended from time to time. Any legal actions must be filed in Walker County, Texas.

Request For Proposal 753-9-109MAR 5

6. CANCELLATION OF CONTRACT – If contract is cancelled, for any reason, any prepaid fees shall be refunded on a pro-rated basis.

7. PAYMENT – Vendor shall submit an itemized invoice showing SHSU purchase order number. SHSU will incur no penalty for late payment, if payment is made in 30 or fewer days from receipt of goods or services on an uncontested invoice. The payment process will begin when Purchasing receives a written authorization/acceptance from the department chair of the awarding department.

8. NON-DISCLOSURE: No public disclosures or news releases pertaining to this RFP shall be made without prior written approval of SHSU.

9. CONFLICTS: In event of a conflict between standard proposal requirements and conditions and the attached detail specification, the detail specification shall govern.

9. PATENTS OR COPYRIGHTS – The vendor agrees to protect SHSU from claims involving infringement of patents or copyrights.

10. VENDOR ASSIGNMENTS – Vendor hereby assigns to ordering agency any and all claims for overcharges associated with this contract arising under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973), and the antitrust laws of the State of Texas, TEX. Bus. & Comm. Code Ann. Sec. 15.01, et seq. (1967). Inquiries pertaining to RFPs must give the requisition number, codes, and opening date.

11. FUNDING OUT CLAUSE – Sam Houston State University reserves the right to cancel, without penalty, if funds are not appropriated or otherwise made available at any time during the contract period.

12. PROPOSER AFFIRMATION – Signing this proposal with a false statement is material breach of contract and shall void the submitted proposal or any resulting contracts, and the proposer shall be removed from all proposal lists. By signature hereon affixed; 13.1 The proposer has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted proposal. 13.2 The proposer is not currently delinquent in the payment of any franchise tax owed with the Texas Comptroller of Public Accounts . For more information see the website for the Texas Comptroller of Public Accounts: http://ecpa.cpa.state.tx.us/vendor/tpsearch1.html. 13.3 Neither the proposer nor the firm, corporation, partnership, or institution represented by the proposer, or anyone acting for such firm, corporation or institution has violated the antitrust laws of this State or the Federal Antitrust Laws (See Section 8, above) nor communicated directly or indirectly the proposal made to any competitor or any other person engaged in such line of business. 13.4 The proposer has not received compensation for participation in the preparation of the specifications for this RFP. 13.5 Pursuant to Section 231.006(d), Family Code, re: child support, the proposer certifies that the individual or business entity named in this proposal is not ineligible to receive the specified payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate.

13.6 Pursuant to Section 2155.004 Government code re: collection of state and local sales and use taxes, the proposer certifies that the individual or business entity named in this proposal is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. 13.7 The Contractor shall defend, indemnify, and hold harmless the State of Texas, SHSU, all of its officers, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages, and liabilities, arising out of, connected with, or resulting from any acts or omissions of contractor or any agent, employee, subcontractor, or supplier of contractor in the execution or performance of this contract. 13.8 Proposer agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas. 13.9 Proposer certifies that they are in compliance with Section 618.003 of the Government code, relating to contracting with the executive head of a State agency. If Section 618.003 applies, proposer will complete the following information in order for the proposal to be evaluated: Name of Former Executive:______Name of State Agency:______Date of separation from State Agency:______Position with proposer:______Date of Employment with proposer:______

13.10 Pursuant to Section 231.006(C), Family Code, proposal should include name and Social Security Number of each person with at least 25% ownership of the business entity submitting the proposal. Proposers that have pre-registered this information on the Texas Comptroller of Public Accounts website on the Centralized Master Bidders List have satisfied this requirement. If not pre-registered, attach name and social security number for each person. Otherwise, this information must be provided prior to contract award.

14. NOTICE TO PROPOSER: 14.1 Any terms and conditions attached by the proposer to their proposal will not be considered unless specifically referred to on this proposal form and may result in disqualification of the proposal. 14.2 Equal Opportunity – Proposer represents and warrants that is shall not discriminate against any person on the basis of race, color, national origin, creed, religion, political belief, sex, sexual orientation, age or disability in the performance of the resulting contract.

June 2008 Request For Proposal 753-9-109MAR 7

EXECUTION OF OFFER Section B

1. In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any and all commodities or services at the prices quoted. 2. By signature hereon, the offeror hereby certifies that he/she is not currently delinquent in payment of any franchise taxes owed the State of Texas under Chapter 11, Tax Code. 3. By executing this offer, offeror affirms that he/she has not given, offered, or intends to give at any time hereafter, any economic opportunity, future employment, gift loan, gratuity, special discount, trip, favor, or service to public servant in connection with the submitted offer. Failure to sign the offer, or signing it with a false statement, shall void the submitted offer or any resulting contracts, and the offeror shall be removed from all proposals lists. 4. By the signature hereon affixed, the offeror hereby certifies that neither the offeror or the firm, corporation, partnership, or institution represented by the offeror or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State, codified in Section 15.01, et. seq., Texas Business and Commerce Code, or the Federal anti-trust laws, nor communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. By signing this offer, offeror certifies that if a Texas address is shown as the address of the offeror, offeror qualified as a Texas Resident Proposer as defined in Rule 1 TAC 113.8.

This offer consists of pages number 1 through 28 of RFP# 753-9-109MAR plus ______additional pages provided by vendor. (Number of additional pages to be completed by proposer, if additional pages are included with the proposal.)

Federal Employer Identification Number (FEIN): ______

Proposer/Company: ______

Signature (ink): ______Date: ______

Name (typed/printed): ______

Title: ______

Address: ______Street or PO Box City State Zip Code

Telephone Number: ______Fax Number: ______

Cost : $ Pricing information must be submitted onon pages 8 and 9and returned with the Execution of Offer.

PLEASE COMPLETE, SIGN AND RETURN WITH PROPOSAL. FAILURE TO SIGN AND RETURN THIS EXECUTION OF OFFER WILL RESULT IN THE REJECTION OF THE PROPOSAL. Request For Proposal 753-9-109MAR 8

Company Name: ______E-Mail Address: ______PRICING Note: See the Specifications, Section E, for details of required tasks. 1. Recruiting Brochure Unit Price Extended Amt Specification Section E-1 A. 70,000 copies $ ______$ ______Additional copies $ ______per M, item 1A B. 60,000 copies $ ______$ ______Additional copies $ ______per M, item 1B

2. Senior Mailer/Take One Brochure Unit Price Extended Amt Specification Section E-2 A. 60,000 copies $ ______$ ______Additional copies $ ______per M, item 2A B. 50,000 copies $ ______$ ______Additional copies $ ______per M, item 2B

3. Transfer Mailer Unit Price Extended Amt Specification Section E-3 A. 22,000 copies $ ______$ ______Additional copies $ ______per M, item 3A B. 20,000 copies $ ______$ ______Additional copies $ ______per M, item 3B

4. Junior Mailer Unit Price Extended Amt Specification Section E-4 A. 32,000 copies $ ______$ ______Additional copies $ ______per M, item 4A B. 30,000 copies $ ______$ ______Additional copies $ ______per M, item 4B

5. Freshman/Sophomore Mailer Unit Price Extended Amt Specification Section E-5 A. 32,000 copies $ ______$ ______Additional copies $ ______per M, item 5A B. 30,000 copies $ ______$ ______Additional copies $ ______per M, item 5B Request For Proposal 753-9-109MAR 9

Company Name: ______

Pricing for Initial Period continued

6. School Posters Unit Price Extended Amt Specification Section E-6 A. 4,000 copies $ ______$ ______Additional copies $ ______per M, item 6A B. 3,000 copies $ ______$ ______Additional copies $ ______per M, item 6B

7. Pocket Folder Unit Price Extended Amt Specification Section E-7 A. 11,000 copies $ ______$ ______Additional copies $ ______per M, item 7A B. 10,000 copies $ ______$ ______Additional copies $ ______per M, item 7B C. 9,000 copies $ ______$ ______Additional copies $ ______per M, item 7C

8. Stickers Unit Price Extended Amt Specification Section E-8 A. 125,000 copies $ ______$ ______Additional copies $ ______per M, item 8A B. 100,000 copies $ ______$ ______Additional copies $ ______per M, item 8B

9. Postcards Unit Price Extended Amt Specification Section E-9 A. 80,000 copies $ ______$ ______Additional copies $ ______per M, item 9A B. 70,000 copies $ ______$ ______Additional copies $ ______per M, item 9B ***End***

GENERAL INFORMATION Section C

C-1 Proposal Delivery: The proposal must be time stamped at SHSU Procurement and Business Services before the hour and date specified for receipt of proposal. The proposer (not the carrier/mail service/other or the University) is solely responsible for ensuring that the proposal is received in the Procurement and Business Services prior to the specified opening date and time. If the proposal is hand carried to SHSU, Procurement and Business Services is located in CHSS Building, Room 452. Mail Proposals To: Deliver Proposals To: Sam Houston State University Sam Houston State University Procurement & Business Services Procurement & Business Services CHSS Bldg Box 2028 1901 Avenue I Room 452 Huntsville TX 77341 Huntsville TX 77340

C-2 Proposals Must Be Received By: 3 PM Central Time 6 August 2009

C-3 Proposal Envelope/Box/Container: Each proposal should be placed in a separate envelope, box, or container that is completely and properly identified with RFP number, due date and time. It is the proposer’s responsibility to have the proposal correctly marked and to SHSU Procurement and Business Services by the specified date and time for receipt.

C-4 Fax Proposals are not acceptable. Samples must accompany all proposals submitted.

C-5 Proposal Validity Period: Each proposal must state that it will remain valid for a minimum of sixty (60) days after the submittal deadline to allow time for evaluation of proposals, award determination, and any unforeseen delays.

C-6 Proposer’s Acceptance of Evaluation Methodology: By submitting a proposal, the proposer acknowledges acceptance of the proposal selection process, the criteria for award, the scope of services and conditions under which the services are to be performed, the terms and conditions of the RFP, and all other requirements and specifications set forth in this RFP. In addition, the proposer recognizes that some subjective judgments must be made by the University during the RFP process.

C-7 Costs of Preparing Proposals: The proposer shall bear, as its sole risk and responsibility, any costs that arise from preparation of the proposer’s response to this solicitation.

C-8 Samples: Proposals received without samples will be rejected and not considered for award. a. The offeror must furnish samples of previous work which will indicate quality of work that is similar to the projects requested in this RFP. 1. Printed samples must be hard copies. Disk samples are not acceptable.

Request For Proposal 753-9-109MAR 11 2. Samples should show the capability to utilize a four color process and print bleed materials with heavy ink coverage and consistency of color from piece to piece in a family of materials. 3. Please label all samples with the company name. Samples MUST accompany the proposal. b. If proposer is offering another paper stock of equivalent or better quality, please provide samples of paper stock. c. All samples submitted per this Request For Proposal will be retained by the University.

C-9 Pre-Proposal Conference: No pre-proposal conference will be held.

C-10 Proposor Questions: After the RFP is advertised, proposers will have until 3 PM Central Time, 29 July 2009, to submit written questions for clarification of the proposal. Send questions to Marilyn Meshell via e-mail to [email protected] or fax to 936 294-1997. All questions will be reviewed, consolidated where possible, and answered in one addendum to the proposal. The addendum will be posted on the Texas Electronic Business Daily and the Walker County Alliance web page. Addenda are usually posted within 2 business days unless the questions involve legal issues or complex subjects. It is the proposer's responsibility to continually check the web site for Addenda.

C-11 Addenda to Request For Proposal and Award Information: If it becomes necessary to revise any part of this RFP, including the answer of technical questions, a revision will be given in the form of an addendum. The addendum will be posted on the Texas Electronic State Business Daily at http://esbd.cpa.state.tx.us/ and on the Walker County Alliance web page at www.shsu.edu/wca . It is the responsibility of the proposer to monitor the website for addenda or other written responses. In addition, information about the award will be posted on both web sites.

C-12 Negotiations or Discussions: If possible, an award will be made without holding negotiations. If negotiations are necessary, they will be scheduled after all proposals are evaluated. Negotiations will only be held with proposor(s) who have a reasonable chance of receiving contract award. Therefore, do not anticipate negotiations being held. Best and Final Offers will only be requested if negotiations are held. Therefore, you are strongly encouraged to submit your best offer at the date and time proposals are due.

C-13 Contact with the University: Contacts with the University must be through SHSU Procurement and Business Services. Procurement and Business Services may refer you to other individuals or departments for technical matters. Proposors are reminded that SHSU is not bound by any oral statements or representations. SHSU Procurement and Business Services is the only department that has the authority to provide official answers to questions, conduct discussions or negotiations, or enter into any binding agreement for this project. Request For Proposal 753-9-109MAR 12

C-14 Intended Use: The printed materials will be used for promotion of the University and recruitment of students.

C-15 Class and Item: 966 – 60 & 63

C-16 Parties to the Proposal/Resulting Contract: Sam Houston State University (SHSU) and the contractor. Undergraduate Admissions is a department of SHSU.

C-17 Packaging and Delivery Location: A. Deliver to: Huntsville, TX 77340; exact address will be provided to the awarded proposer. B. Delivery Hours: 8 am – 3 pm, Monday-Friday except university observed holidays C. Pack in new cartons not to exceed 30 pounds per carton D. Label each carton with contents, quantity, and purchase order number

C-18 Unit Pricing: Include any and all costs of typesetting, layout and design, printing, shipping, insurance, etc. in the unit prices on pages 8 and 9.

C-19 Funding: This purchase order is subject to cancellation without penalty, in whole or in part, if funds are not appropriated by the Texas Legislature, or otherwise not made available to the University. The vendor may submit a written request to cancel the order due to unforeseen conditions but may not be released from the order without written release from the SHSU Procurement and Business Services.

C-20 Time Table: Timing of this project is critical. SHSU's proposed time frame is as follows: TASKS BEFORE AWARD COMPLETION DATE Issue RFP 22 July 2009 Deadline for Written Questions 29 July 2009 Proposals Due 6 August 2008 Deliver Printed Materials not later than 25 Aug 2009

Note: Proposal shall include a timeline indicating the proposer's projected timeline for completing the print job. Request For Proposal 753-9-109MAR 13

The timeline may be something similar to the example below. The timeline is subject to change upon mutual agreement of the awarded vendor and SHSU.

TASKS AFTER AWARD COMPLETION DATE OF TASKS (also see paragraph E-9-8) Text Provided to Printer 2 *days after contract award Proofs Provided by Printer 10 *days after text received Review Comments Provided to Printer 2 *days after receipt of proofs Corrections Made & 2nd Proof Provide 2 *days after receipt of comments (if necessary) Final OK to Print Given by SHSU 2 *days after acceptable proofs received Printed Materials Delivered to SHSU 15 *days after receiving final OK to print *days = business days

SCOPE OF PROPOSAL Section D

Scope: D-1 Provide the following printing services for student recruiting materials in accordance with the specifications of this Request For Proposal. The printing job includes a four-color process.

D-2 The cost of this project will not exceed $100,000.

PRINTING SPECIFICATIONS Section E

E-1 RECRUITING BROCHURE (See Attachment 1) A. Base Quantity: Bid on 70,000 and 60,000 copies B. Will accept overruns up to 3%. Under runs will not be accepted C. Specs for Brochure: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout ; with self cover D. Brochure is 16 page saddle stitched booklet printed on both sides 1. Cover flat size - 26.25” x 8.75” folded to 8.75” x 8.75” 2. Inside pages,12 pages - flat size 17.5” x 8.75” folded to 8.75” x 8.75” This is 8.75” x 8.75” booklet with cover having an extra flap that folds out from back. 3. Paper – print on 100# text Navajo Brilliant White Request For Proposal 753-9-109MAR 14

E-2 SENIOR MAILER/TAKE ONE BROCHURE (See Attachment 2) A. Base Quantity: Bid on 60,000 and 50,000 copies printed both sides B. Will accept over runs of 3%. Under runs will not be accepted C. Specs for Senior Poster: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout D. Size and Paper 1. Flat size 9” x 16” folded to 9” x 4” 2. Roll fold 3. Print on 60# cover Navajo Brilliant White

E-3 TRANSFER MAILER (See Attachment 3) A. Base Quantity: Bid on 22,000 and 20,000 copies printed both sides B. Will accept over runs of 3%. Under runs will not be accepted C. Specs for Transfer Poster: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout D. Size and Paper 1. Flat size 9” x 16” folded to 9” x 4” 2. Roll fold 3. Print on 60# cover Navajo Brilliant White

E-4 JUNIOR MAILER (See Attachment 4) A. Base Quantity: Bid on 32,000 and 30,000 copies printed on both sides B. Will accept overruns up to 3%. Under runs will not be accepted C. Specs for Brochure: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout D. Size and Paper 1. Flat size 18” x 9” folded to 6” x 9” 2. Roll fold so one side is closed for mailing 3. Print on 80# cover Navajo Brilliant White

E-5 FRESHMAN/SOPHOMORE MAILER (See Attachment 5) A. Base Quantity: Bid on 32,000 and 30,000 copies printed on both sides B. Will accept overruns up to 3%. Under runs will not be accepted C. Specs for Mailer: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout D. Size and Paper 1. Flat size 18” x 12” folded to 9” x 6” 2. Folds along vertical line then folds again horizontally 3. Print on 60# cover Navajo Brilliant White Request For Proposal 753-9-109MAR 15

E-6 SCHOOL POSTERS (See Attachment 6) A. Base Quantity: Bid on 4,000 and 3,000 copies B. Will accept overruns up to 3%. Under runs will not be accepted C. Specs for School Posters: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout. D. A poster with design coordinating with the Recruiting Brochure 1. 20” x 30”, will roll fold down to 10” x 7.5” for mailing 2. Printed on both sides 3. Print on 60# cover Navajo Brilliant White

E-7 POCKET FOLDER (See Attachment 7) A. Base Quantity: Bid on 11,000/10,000/9,000 copies B. Will accept overruns up to 3%. Under runs will not be accepted C. Specs for Pocket Folder: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout. D. Size, Paper, and Description: 1. 9” x 12” with 4.5” pockets 2. Reinforced sides 3. Print on 80# cover Navajo Brilliant White

E-8 STICKERS (See Attachment 8) A. Base Quantity: Bid on 125,000 and 100,000 copies B. Will accept overruns up to 3%. Under runs will not be accepted C. Specs for Stickers: 4c + 1 pms (021) D. Size, Paper, and Description: 1. Approximately 3” x 3” custom die cut 2. Peel and stick paper

E-9 POSTCARDS (See Attachment 9) A. Base Quantity: Bid on 80,000 and 70,000 copies B. Will accept overruns up to 3%. Under runs will not be accepted C. Specs for Postcards: 4c + 1 pms (021) / 4c + 1 pms (021); full bleed; dull aqueous coating throughout. D. Size, Paper, and Description: 1. 9” x 6” 2. Ten different designs 3. Print on 80# cover Navajo Brilliant White

E-10 SPECS FOR ALL PRINTED PIECES: A. Design and Layout: provided in InDesign

B. Prepress Proofs: 1. Expect at least one round of revisions at the initial proofing stage 2. Provide two sets of digital proofs and color keys for each item 3. Ship one set overnight to SHSU Request For Proposal 753-9-109MAR 16

4. Ship one set to the designer in San Antonio. The designer's name and contact information will be provided to the printer who receives the award from this solicitation. 5. If over 100 miles from San Antonio, please include travel budget for art director to press check. Include transportation, lodging, and meals. This item needs to be built into the unit prices shown on pages 8 and 9. 6. Printer is responsible for all color and photo corrections

C. Presswork: 1. Number of Colors: Specifics indicated for each piece 2. Registration: Requires close registration and a four color, or more, process

D. Bindery Work Required: 1. Bindery work specific to each piece is included in the specifications. 2. Packaging: (a) Box in new cartons not to exceed 30 pounds per carton. (b) Label each carton with the quantity, contents, and the Purchase Order number.

E. Photographs and Artwork: 1. The number and size of images varies per product. Each page has some photo or graphic image. 2. Artwork will be provided by PC CD disk accompanied by laser proof. The programs used will be from Adobe Creative Suite (InDesign CS4, Photoshop CS4, Illustrator CS4).

F. Text: will be provided as an InDesign CS4 or Illustrator CS4 document and/or camera-ready form.

G. Author Alterations: 1. SHSU reserves the right to make changes until the final prepress proof is approved by Undergraduate Admissions. 2. Alterations due to vendor error will be at vendor’s expense.

H. Schedule: 1. Delivery is required as per the Time Table in Section C-20 2. Design copy will be available from SHSU the same day or the day after award is made via cd/dvd. Copy will also be posted to printer ftp site. 3. Printer shall provide prepress proofs to SHSU within 4 business days after receiving the informational/design copy from SHSU. 4. SHSU will provide review comments/identify corrections, if any, to the printer within 1 business day. 5. Printer will provide corrected proofs to SHSU within one business day as long as color is not an issue. For color issues, corrections must be sent by UPS/FedEx/handcarried to SHSU in three days or less. Request For Proposal 753-9-109MAR 17

6. SHSU will OK the final proofs within two business days.

7. Full delivery of all recruiting materials is required on or before 25 August 2009. 8. Damages of $75.00 per day may be deducted from the vendor=s invoice for late delivery on each state working day beyond the above specified delivery schedule. A working day is Monday thru Friday, except for legal holidays (excluding optional state holidays).

I. Additional Specifications: 1. The entire design job is to be of excellent quality workmanship. Poor quality workmanship may be grounds to reject the entire order. 2. Proposer should also keep in contact with the University until the job is complete, so that we know the progress of the work being performed.

J. University Contacts: Prior to Award: All contracts or request for information prior to proposal submission shall be through the Procurement and Business Services, Marilyn Meshell. See the “Refer Inquiries To” block on page one for contact information.

PROPOSAL CONTENT Section F F-1 References: Vendor personnel must provide references for three (3) similar projects completed within the last three years. It is preferred that the references be from other institutions of higher education, state agencies, or federal agencies. Provide the information for each of the three references: company name contact person name street address telephone number city/state/zip e-mail address completion date of project synopsis of the project completed

By listing references, the proposer agrees that SHSU may contact the references and consider the references response as a basis to determine award of this RFP.

F-2 Execution of Offer and Pricing Proposal: Include any and all costs of materials, parts, labor, equipment, facilities, travel, overhead, profit, delivery, installation, etc. in unit pricing this proposal. Failure to sign the Execution of Offer will disqualify the proposal. (Section B, pages 7-9) Request For Proposal 753-9-109MAR 18

F-3 Samples: Samples of similar previous work are required (paragraph C-8)

F-4 Timeline: Provide a timeline of your proposed delivery (paragraph C-20)

F-5 Length of Submission: Please keep proposal submission short and to the point while still providing all requested documents and information. Overly long or elaborate proposals are not desired.

Note: The above listing of items to be included in the proposal submission is a summary provided to aid proposers in putting together their proposal package. Any items stated in other sections of the RFP, but not listed in this section, are still required to be provided as part of the proposal submission.

EVALUATION CRITERIA Section G

G-1 Review Panel: Proposals will be evaluated by a review panel on the basis of the criteria listed below. Relative weights of the criteria are listed below. Only criteria designated in the solicitation can be considered in the award determination.

G-2 Weighted Values: Evaluation factors will be weighted as follows:

Price: Pricing, pages 7-9, paragraph C-18, and How well the 40 % Proposer followed the RFP Format/Instructions Samples: paragraph C-9, page 10 25% Ability to Deliver On or Before Required Delivery Date/Meet 25% Timeline: paragraph C-20, page 12 References: paragraph F-1, page 17 10% Total 100% Request For Proposal 753-9-109MAR 19

CONTRACTUAL REQUIREMENTS Section H

H-1 Contract Administration: Contract administration will be by SHSU Procurement and Business Services in conjunction with Undergraduate Admissions.

H-2 Purchase Order Changes: All addenda to and interpretation of this solicitation shall be in writing. The State shall not be legally bound by an addenda or interpretation that is not in writing. All changes must be supported by a written Purchase Order Change Notice prepared and processed by SHSU Procurement and Business Services. Other SHSU personnel do not have the authority to issue changes, oral or written, to the resulting purchase order.

H-3 Invoice and Payment: A. SHSU is an agency of the State of Texas and is Tax Exempt B. Payment will be made by SHSU Accounts Payable after receipt of a correct Invoice and receipt of a Payment Approval Form from the department. C. Vendor must transmit invoice to Accounts Payable at the time delivery of the printed materials. Invoice must be received by Accounts Payable not later than 25 August 2009. D. Submit original and two copies of invoices to: Sam Houston State University Accounts Payable fax 936 294-3796 Box 2185 Huntsville TX 77341

SAM HOUSTON STATE UNIVERSITY Member o f the Texas State University System PROCUREMENT AND BUSINESS SERVICES

Reference Number: 753-9-109MAR One-Time Printing Recruiting Materials

ALL INVITATIONS FOR BID (IFB) AND REQUESTS FOR PROPOSAL (RFP) must be delivered, mailed or faxed as indicated below on or before the scheduled bid opening time and date. Late IFBs and RFPs will not be accepted.

Mail Address: Street Address: Sam Houston State University Sam Houston State University Procurement & Business Services Procurement & Business Box 2028 Services - CHSS Bldg Huntsville TX 77341 1901 Ave I Suite 452 Huntsville TX 77340

IFB/RFP OPENING WILL BE AT: 3 PM Central Time 6 August 2009

U.S. MAIL Proposers that use the U.S. Mail, including “Express Mail” services for delivery of proposals do so at their own risk of non-delivery to the Purchasing Department in time for acceptance and consideration at the bid opening. All U.S. Mail addressed to any component of Sam Houston State University is delivered to a central mailroom and redistributed to the individual departments by university personnel. Consequently, there is a possibility of a delay of as much as 24 hours between receipt of mail at the central mailroom and receipt in the Purchasing Office. Proposals must be in the Purchasing Office by the date and time set forth as the IFB or RFP opening in order to be considered. Receipt by the central mailroom is not sufficient. Therefore, proposers are advised to hand deliver or use a courier service to deliver proposals to Purchasing if the package cannot be mailed well in advance of the bid opening date.

FAX Fax proposals are not acceptable for this RFP. Samples of work must be provided with all proposals.