SCSU Outlook Magazine

Project Overview St. Cloud State University (SCSU) is seeking proposals from qualified vendors to provide printing, production and finishing services to print and mail SCSU's Outlook Magazine. The magazine consists of 32 body pages and 4 cover pages, printed in full color with medium ink coverage. Proposals must demonstrate the following specifications: Presswork - Body: 32 pages / 32 pages of 4/C process throughout with medium ink coverage Cover: 4 pages / 4 pages of 4/C process throughout with medium ink coverage, Flood Soft Touch Uv-4Pg Finishing - Saddle Stitch Supplied Envelope - Tipping - on Fall/Winter issue only Paper - Body: 70.00 lb (25"x38" Book) Coated #3 Matte Finish Cover: 100.00 lb (25"x38" Book) Coated #3 Gloss Finish For Consideration - Participation in an Offline STD Multi Inkjet Co-Mail Program will require additional, billable product. Participation is optional. Pricing assumes production fits the timing of Co-Mail Pool. cycle. Adjustments to schedule may impact pricing and/or the ability to Co-Mail. A sample may be requested to evaluate quality of print after proposal submission. Proposal Requirements Delivery Vendor must provide mail distribution directly from the printer, including an estimated cost per piece mailed. Commingle mail may be used to achieve discounted postage rates. Mailing quantities by location are provided in Exhibit in Buyer's Attachment section. Magazines Printed but Not Mailed No fuel surcharges will be accepted. If publications are delivered to SCSU, they must be boxed in quantities of 40 lbs or less. No unit pricing or overruns will be accepted. Mail Preparation and Cost Estimates Vendor must provide itemized estimates for the following as part of the base cost: Manufacturing/paper (per specifications provided) Inkjet/mail preparation Additional mail fees (permit imprint, application fee, standard mail annual fee, NCOA) Mail list processing Drop ship postage Drop ship freight Drop ship administrative charge Data Privacy Bidder agrees that all data provided by SCSU will be used only for purposes described in this RFQ. Data may not be redistributed, sold, or shared with third parties. Mailing data is considered private and nonpublic under the Minnesota Government Data Practices Act (Minnesota Statutes Chapter 13) and other applicable laws. Vendor must comply with Section 3.18 and sign a Data Privacy Agreement. Selection Process The selection process includes Brandie Yale, Ph.D, Associate Vice President for Strategic and Presidential Communications; Marie Madgwick, Graphic Designer; Caryn Engelman, Office Manager. This group will evaluate the qualifications and make final decisions.This group will evaluate the qualifications and make final decisions. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 5 Work Plan. A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. 30 Cost/Value. Identify the level of the participation of Minnesota State in the contract, as well as any other services to be provided by Minnesota State, and details of cost allowances for this participation. 35 Qualifications of Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 20 Supplier Diversity Certified diverse suppliers are firms designated as minority-owned, women-owned, disabled-owned, veteran-owned, small business or other historically underutilized segments of US population, by one of the third-party credible agencies as defined by Minnesota State in the Prerequisites Section. 6 Accessibility A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards (e.g., a completed VPAT or equivalent). 4 Total: 100 All vendor questions must be submitted to Minnesota State's e-procurement system by Wednesday, December 5, 2025 at 3:00 PM CST. Minnesota State reserves the right to name a date which Finalist Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent effective February 1, 2026, or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract will be approximately five (5) years. The term of the resulting agreement may exceed 5 years if SCSU receives appropriate approvals and if vendors provide a significant discount. If Minnesota State and Respondent are unable to negotiate and sign a contract by February 1, 2026, then Minnesota State reserves the right to seek an alternative Respondent(s). The University is exempt from all state sales tax. A Tax Exemption certificate will be furnished. Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.