Project Information

Bid Title

RFQ - Yearbooks

Issuing Agency

Tennessee Tech University

Location

Tennessee

Published Date

Apr 22, 2026

Closing Date

May 20, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Due Date	Description	Purchasing Contact
5/20/2026	RFQ - Yearbooks	Tina Girdley

Attachment Preview

REQUEST FOR QUOTATION (RFQ)

Department: Communications & Media

Description: Yearbooks

Deliver Completed Bid to:

Tennessee Tech University

Purchasing and Contracts

POB 5144; 1 William L Jones Dr.

Derryberry Hall, Suite 301

Cookeville, TN 38505-0001

Fax: 931-372-3727

Date: April 22, 2026

RFQ Coordinator: Tina Girdley

Phone: 931-372-6350

Email: tgirdley@tntech.edu

Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on May 20, 2026. Bids may be

mailed, faxed, or electronically submitted via email to the RFQ Coordinator, as noted above.

Bid is subject to the RFQ – Standard Terms and Conditions. By submitting a bid, bidder certifies its agreement to these

terms and conditions, which cannot be waived.

Special Bid Instructions:

1. Indicate any cash/time discounts offered: ________________________________________________________________________

2. To do business with TTU register as a supplier/contractor: https://www.tntech.edu/purchasing/howto.php

3. Bidders who would like to become a registered Diversity Business Enterprise can visit the following link for more information:

https://www.tntech.edu/purchasing/howto.php

4. To view a bid tabulation after intent to award, please visit this link: https://www.tntech.edu/purchasing/bidawards.php. Results are

listed according to fiscal year then by date of bid opening.

THIS IS NOT AN ORDER

REQUEST FOR QUOTATION

Tennessee Technological University (“Tennessee Tech”) request bids from qualified vendors to provide yearbook

production, printing, and related services as outlined in this RFQ.

Contract Term

The resulting contract shall be for from the date of final signature through five (5) years thereafter.

Pricing

• Rates submitted by the Vendor are to remain firm for the initial one (1) year term.

• Thereafter, the Vendor may request an annual rate increase.

• Requests must be submitted in writing at least sixty (60) days prior to the contract anniversary date and

must include supporting documentation of increased costs.

• All increases are subject to Tennessee Tech’s written approval.

• Tennessee Tech reserves the right to accept or reject any increase or to rebid services.

REQUEST FOR QUOTATION (RFQ)

Department: Communications & Media

Description: Yearbooks

Delivery

• Pricing must include all shipping and handling charges, F.O.B. Cookeville, TN 38505.

• Vendor must specify delivery time:

Delivery Time: _________ days after receipt of order

Specifications

Vendor must indicate compliance with each specification below:

• Mark “X” if specification is met

• Leave blank if not met

• Mark “Exceeds” and provide details

Failure to complete this section may result in the bid being deemed non-responsive.

Yearbook Specifications

_____ Title: THE EAGLE

_____ Estimated Quantities: 500 (may range from 75 up to 1,500; not guaranteed)

_____ Delivery: Spring

_____ Proofs Required – PDF electronic proofs

_____ Finished Size: 9” X 12”

_____ Number of Pages: 144

Cover

_____ 4-color process on lithicote material , glass laminated

_____ Hardcover, wrapped around 160 pt. binder’s board

_____ Special applications may include silkscreen, foil embossing, UV varnish, metallic finishes

_____ Personalization: Minimum two (2) lines and one (1) icon on front cover

_____ One (1) hour of vendor-supplied art time included at no charge

Additional no-charge options:

______________________________________________________________________________________________

______________________________________________________________________________________________

___________________________________________________________________________________________

Production

_____ Submissions: Digital scans, PDFs, or electronic files

_____ Software: Adobe InDesign (CS6 or later)

_____ Proof Formats: Vantage Laser, Epson, and/or PDF

Page 2 of 6

REQUEST FOR QUOTATION (RFQ)

Department: Communications & Media

Description: Yearbooks

_____ Vendor must provide InDesign plug-in

Plug-in Name: ____________________________

Materials

_____ Cover Stock: Lexetone or Lithicote

_____ Text Stock: 100# gloss enamel

_____ Contents Paper: 100 lb. enamel or matte (included at no additional charge)

_____ End Sheets: Woven white end sheet paper (“Rainbow” preferred) Samples to be provided with bid

Additional no-charge options:

______________________________________________________________________________________________

______________________________________________________________________________________________

_____________________________________________________________________________________

Binding

_____ Smyth sewn binding, rounded back

Printing

_____ All pages printed in four-color process

_____ Unlimited spot colors converted to four-color

Special deadline requirements (if any):

______________________________________________________________________________________________

______________________________________________________________________________________________

_____________________________________________________________________________________

Additional Features

_____ Foil stamping available

_____ Film laminate (gloss or matte, front, back, and spine)

_____ QR codes available (no CD/DVD included)

_____ Vendor provides all supplies and marketing materials at no additional cost

Online Sales Requirements

_____ Vendor must provide online sales platform

_____ Vendor must establish an online ordering system (e.g., ybpay.com or approved equivalent)

_____ Customers may purchase yearbooks and optional engraved nameplates

_____ Pricing will be coordinated with Tennessee Tech

_____ Vendor shall collect and remit applicable sales tax

Page 3 of 6

REQUEST FOR QUOTATION (RFQ)

Department: Communications & Media

Description: Yearbooks

_____ Vendor shall provide administrative sales reports for reconciliation

_____ Vendor shall provide sales and marketing support at no cost

Revenue & Reconciliation

Vendor shall retain sales revenue and apply it toward project costs. Detailed reconciliation reports must be

provided with invoices.

Project Cancellation

If Tennessee Tech cancels the project:

Tennessee Tech will handle customer refunds

Tennessee Tech will pay vendor for work completed up to cancellation

Optional Services

_____ Vendor provides portrait services (preferred)

_____ Includes scheduling, advertising, and providing portraits

Additional Information

1. Printing quality is critical. Vendors must submit samples with their bid. Failure to do so may result in

rejection.

2. All materials provided by Tennessee Tech remain University property.

3. Overruns are discouraged and will not be paid unless approved in advance.

4. Preference may be given to vendors offering portrait services (non-scored).

Pricing

Quantity

75

Price

$____________________________ / per Yearbook

125

$___________________________ / per Yearbook

500

$____________________________/ per Yearbook

1,000

$____________________________/ per Yearbook

1,500

$____________________________/ per Yearbook

Page 4 of 6

REQUEST FOR QUOTATION (RFQ)

Department: Communications & Media

Description: Yearbooks

Page Count Adjustments (Base evaluation assumes 144 pages)

• Price increase per additional page: $_______________

• Price decrease per reduced page: $_______________

Evaluation

Evaluation will be based on the sum of all extended totals across all five quantity increments (75, 125, 500, 1,000,

and 1,500).

RFQ Communications

All communication regarding this RFQ must be submitted via email to the designated RFQ Coordinator. Unauthorized

contact with other Tennessee Tech personnel may result in disqualification.

Termination for Convenience

Tennessee Tech may terminate the contract without cause with (30) days written notice. Payment will be made

only for services satisfactorily performed up to the termination date.

Illegal Immigrants

Successful Bidder attests that the Bidder will not knowingly utilize the services of illegal immigrants in the

performance of the Contract and will not knowingly utilize the services of any subcontractor who will utilize the

services of illegal immigrants in the performance of the Contract.

Debarment

Bidder certifies, by signature below and submission of this bid, that neither Bidder nor its principals are presently

debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this

transaction by any State or Federal department or agency.

Tennessee Tech reserves the right to initiate negotiations with the next ranked Bidder should Tennessee Tech cease

doing business with the Bidder selected via this RFQ process.

BIDDER IS TO COMPLETE INFORMATION AND SIGN BID BELOW

___________________________________________________________________________________________

Bidding Entity’s Name

___________________________________________________________________________________________

Name of Contact Person (Printed)

Title

Page 5 of 6

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