Print Vendor Services

Request for Proposal (RFP): Print Vendor Services Issued by: Relay Graduate School of Education Department: Professional Education – Events Team 1. Introduction & Background Relay Graduate School of Education (Relay) provides high‑quality professional learning experiences for school leaders across the country. The Professional Education team hosts in‑person workshops, institutes, and multi‑day convenings that rely heavily on accurate, high‑quality printed materials. We are seeking a print vendor who can support recurring, deadline‑driven production needs with exceptional quality, responsive communication, and competitive pricing. Because our events operate on tight timelines and involve complex instructional materials, we require a vendor who can integrate seamlessly with our existing print‑request workflow. Our print needs vary year to year but typically include at least 6 major orders annually. 2. Scope of Work Relay seeks a vendor capable of producing and delivering a wide range of printed materials, including but not limited to: Common Print Needs Participant spiral-bound session handout workbooks (20–150 pages) Cardstock covers One‑pagers, student work examples, and loose handouts Name badges and tent cards Posters and event signage Marketing materials such as table tents and brochures Specialty items (custom text tabs, laminated sheets) Typical Specifications Full‑color and black‑and‑white copy printing Various paper weights (standard, cardstock) Various paper colors (standard weight only) Binding options (spiral/coil) Finishing options (stapling, 3-hole punching) Ability to print on tight timelines Ability to handle large batch orders (100–500+ sets) Delivery Requirements Shipping to event venues nationwide Ability to deliver to hotels, conference centers, and school sites Clear tracking and confirmation processes Secure packaging to prevent damage Exterior package labeling system for quick onsite inventory 3. Vendor Requirements Operational Capabilities Consistent production quality Capacity to handle peak‑season volume (summer) Quality control processes Digital proofing workflows Hard copy proofing workflows Ability to store files/templates for repeat orders throughout school year Customer Service Dedicated account manager Rapid response times Clear escalation pathways Flexibility with last‑minute changes Technology Ability to work with Google Drive and PDF‑based workflows File upload and proofing tools (if applicable) Compatibility with common file formats (PDF, Google Docs, Google Sheets, etc.) 4. Workflow & File Intake Requirements Relay uses a standardized Google Sheets–based system to communicate print needs for each event. This workflow is deeply embedded in our instructional design and event planning processes, and we require a print vendor who can seamlessly integrate with it. Existing Print Request Workflow For each event, Relay maintains a Google Sheets workbook that includes: Dedicated tabs for Spiral Bound Participant Workbooks (if applicable) A dedicated tab for each session A list of all documents needed for that session Detailed print specifications for each document, including: Single‑sided or double‑sided Paper color Stapling or binding instructions Hole punching Ink color (color vs. black‑and‑white) Quantity per participant and total quantities Special handling or packaging notes Direct PDF links Here is an example from our National Summer Intensive 2025 Event: 25-26 Summer Intensive Print Instructions Vendor Expectations Relay requires a vendor who can: Accept print orders directly from our Google Sheets template Confirm receipt of print requests within 1 business day Review and interpret all print specifications as provided Access and print from embedded PDF links Flag unclear or conflicting instructions Process multi‑tab print orders for large events containing multiple sessions Provide digital proofs when needed Provide hard copy proofs when needed (mailed out to an average of 2-3 Relay staff) Rationale for Relay’s Print Instructions System Relay’s instructional and events teams manage complex, multi‑session events involving numerous content owners and facilitators. To ensure accuracy, consistency, and efficiency, we use a standardized Google Sheets–based print instructions template. This system: Centralizes all print needs in one shared location Reduces errors by capturing detailed specifications in a structured format Supports collaboration across teams without requiring specialized software Eliminates duplicate work by allowing staff to enter information once Provides transparency for everyone involved in event production Ensures repeatability across dozens of events each year Because this workflow is foundational to our operations, the ability to work directly from our template is a non‑negotiable requirement for vendor selection. 5. Service Level Agreements (SLA) Relay expects vendors to meet the following baseline service levels: Order & Communication Order acknowledgment within 1 business day Clarifying questions submitted within 3 business days of receiving materials Proofing Digital proof turnaround within 72 hours of answers to clarifying questions Hard‑copy proof turnaround within 5 business days (plus shipping time) of answers to clarifying questions Production & Delivery On‑time delivery rate of 98% or higher Clear communication of delays or issues within 24 hours Error Rate & Corrections Vendor‑caused errors must be corrected and reprinted at vendor cost Expedited shipping required for vendor‑caused errors at vendor cost Relay sign‑off on proofs required before production Vendors may propose additional or enhanced SLAs as part of their submission. 6. Confidentiality & Data Security Vendors must: Treat all Relay materials (PDFs, student work examples, internal documents) as confidential Use materials solely for the purpose of fulfilling print orders Store digital files securely Not share or reuse materials 7. Contract Term, Renewal & Termination Relay anticipates: An initial contract term of one year Renewal options at Relay’s discretion Termination for convenience with reasonable notice 8. Proposal Submission Requirements Vendors must include the following in their proposal: Company Information Company overview and years in business Primary contact and account manager Location(s) and production facilities Experience & References Experience with educational institutions or similar event‑based clients One to three references with similar print needs Pricing Structure Please provide pricing for: Standard print jobs (black & white copies, color copies) Binding (spiral/coil) Cardstock covers Custom text tabs Finishing Services (stapling, collating, 3 hole-punching) Finish/Presentation Items (Two pocket folders, 3-ring binders – 1”, 2”, and 3”) Rush fees Average shipping costs and options Volume discounts Any additional fees (setup, proofing, etc.) Required Pricing Scenarios Please price the following two sample jobs: Sample Job A 300 participants (300) 120‑page spiral‑bound workbook: Color cardstock cover 5 custom text tabs 40 pages B&W ink, standard white paper, double sided 40 pages B&W ink, green colored paper, double sided 40 pages color ink, standard white paper, double sided Name tents: 2 pages color ink, white cardstock, double sided. 300 copies Name Tags: (300) 3” x 4” full color single sided name badges, inserted into plastic holders compatible with alligator/bulldog style clip lanyards. Organized alphabetically by last name Shipped to 3 locations within New York City 15 business day turnaround from Google Sheets submission to in hand delivery date Sample Job B 50 participants 2 loose handouts: Document 1: 20 pages B&W ink, standard white paper, double sided, stapled, 3 hole punched. 50 copies. Document 2: 3 pages color ink, light yellow standard weight paper, single sided, stapled, 3 hole punched. 50 copies. Marketing materials: (10) 4.25”x6” vertical table tops, gloss cardstock, full color (2) 24”x36” foam board full color posters Name tents: 2 pages color ink, white cardstock, double sided. 50 copies Name Tags: (50) 3” x 4” full color single sided name badges, inserted into plastic holders compatible with alligator/bulldog style clip lanyards. Organized alphabetically by last name Shipped to 1 location - New Orleans, LA 7 business day turnaround from Google Sheets submission to in hand delivery date Sample Materials At least one physical sample of comparable work is appreciated (if possible) One to three digital samples of past projects Turnaround Times Standard production timelines Rush production capabilities Shipping timelines Quality Assurance Proofing process Reprint policy Error resolution procedures Service Level Agreements (SLAs) Identify your company’s standard service level agreements (SLAs), including how they impact pricing, discounts, or refunds. Affirmation of Requirements Affirm your company’s ability to meet all required capabilities outlined in Sections 3 and 4, including adherence to Relay’s Google Sheets–based communication and print‑request workflow. 9. Evaluation Criteria Relay will evaluate proposals based on: Quality of sample materials (physical and/or digital) Pricing competitiveness SLA strength and reliability Turnaround time and delivery performance Customer service and communication Experience with similar clients Ability to integrate with Relay’s existing Google Sheet workflow Flexibility and problem‑solving capacity 10. Timeline RFP Release Date: January 23, 2026 Vendor Questions Due: February 6, 2026 Responses to Questions Provided: February 13, 2026 Proposal Submission Deadline: February 27, 2026 Vendor Selection: March 13, 2026 Contract Start Date: Late March 2026 11. Submission Instructions Please submit your full proposal electronically to: Laurel Welch Director of Events, Professional Education Relay Graduate School of Education Email: [email protected] Subject Line: RFP Submission – Print Vendor If physical print/work samples can be provided, a mailing address will be provided upon request.