VCU`s Contract #4955496-BM - Virginia Commonwealth University

Transcription

Request for Proposals
RFP No:
4955496-BM
RFP Title: Graduation Products – Academic Regalia,
Class Jewelry and Announcements
Date:
June 26, 2012
A VASCUPP Member Institution
Request For Proposals RFP No. 4955496-BM
Issue Date: June 26, 2012
Title: Graduation Products – Academic Regalia, Class Jewelry and Announcements
Issuing and Using Agency:
Virginia Commonwealth University
Attention: Benjamin Miller
10 South 6th Street, 2nd floor
POB 980616
Richmond, Virginia 23298-0616
Period of Contract: Three (3) years, with two (2) successive, optional, one (1) year renewal periods.
Proposals For Furnishing The Services Described Herein Will Be Received Until: 11:00 A.M. local time on August 28,
2012.
All Inquiries For Information Should Be Directed To: Benjamin Miller, address listed above at Phone: (804) 828-0889,
VOICE TDD: (800) 828-1120 or Email: [email protected].
This solicitation & any addenda are posted on the eVa website at: http://www.eva.virginia.gov
HARD-COPY, ORIGINAL PROPOSALS MUST BE RECEIVED IN VIRGINIA COMMONWEALTH UNIVERSITY’S
DEPARTMENT OF PROCUREMENT SERVICES ON OR BEFORE THE DATE AND TIME DESIGNATED ON THIS
SOLICITATION. ELECTRONIC SUBMISSIONS AND FACSIMILE SUBMISSIONS WILL NOT BE ACCEPTED IN LIEU OF
THE HARD-COPY, ORIGINAL PROPOSAL. VENDORS ARE RESPONSIBLE FOR THE DELIVERY OF THEIR PROPOSAL.
PROPOSALS RECEIVED AFTER THE OFFICIAL DATE AND TIME WILL BE REJECTED. THE OFFICIAL DATE AND TIME
USED IN RECEIPT OF RESPONSES IS THAT TIME ON THE CLOCK OR AUTOMATIC TIME STAMP IN THE DEPARTMENT
OF PROCUREMENT SERVICES.
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO VIRGINIA COMMONWEALTH UNIVERSITY, PROPOSAL PROCESS
DEPARTMENT, POB 980616, RICHMOND, VA 23298-0616. IF PROPOSALS ARE HAND DELIVERED OR SENT BY
COURIER, DELIVER TO: VIRGINIA COMMONWEALTH UNIVERSITY, DEPARTMENT OF PROCUREMENT SERVICES, 10
S 6TH ST., 2nd FLOOR, RICHMOND, VA 23219. THE RFP NUMBER, DATE AND TIME OF PROPOSAL SUBMISSION
DEADLINE, AS REFLECTED ABOVE, MUST CLEARLY APPEAR ON THE FACE OF THE RETURNED PROPOSAL PACKAGE.
In Compliance With This Request for Proposals And To All Conditions Imposed Therein and Hereby Incorporated By
Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services Described Herein In Accordance With
The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation. Furthermore, The
Undersigned Agrees Not To Start Any Work Relative To This Particular Solicitation Until A Resulting Formal Signed
Purchase Order Is Received By The Contractor From University Purchasing. Any Work Relative To This Solicitation
Performed By The Contractor Prior To Receiving A Formal Signed Purchase Order Shall Be At The Contractor's Own
Risk And Shall Not Be Subject To Reimbursement By The University. Signature below constitutes
acknowledgement of all information contained through links referenced herein.
NAME AND ADDRESS OF FIRM:
Date:
By (Signature In Ink):
Zip Code
Name Typed:
E-Mail Address:
Telephone: (
Title:
)
Fax Number: (
Toll free, if available
)
REGISTERED WITH eVA:
( ) YES ( ) NO
SMALL BUSINESS:
( ) YES ( ) NO
VIRGINIA DMBE CERTIFIED:
( ) YES ( ) NO
MINORITY-OWNED:
( ) YES ( ) NO
WOMEN-OWNED:
( ) YES ( ) NO
DMBE CERTIFICATION #:
DUNS NO.:
FEI/FIN NO.:
An Optional Pre-Proposal Conference will be held. See Section V. herein.
THIS SOLICITATION CONTAINS 21 PAGES.
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Table of Contents
I.
PURPOSE: ............................................................................................................................................................................ 4
II.
OPTIONAL USE CONTRACT: ........................................................................................................................................... 4
III.
THE UNIVERSITY: ............................................................................................................................................................. 4
IV.
REPORTING AND DELIVERY REQUIREMENTS: ......................................................................................................... 4
V.
PRE-PROPOSAL CONFERENCE: ..................................................................................................................................... 4
VI.
BACKGROUND: .................................................................................................................................................................. 4
VII.
DESCRIPTION OF REQUESTED GOODS/SERVICES AND PROPOSAL RESPONSE REQUIREMENTS AND
SUBMISSION INSTRUCTIONS: ........................................................................................................................................ 5
VIII.
ORAL PRESENTATION: .................................................................................................................................................. 17
IX.
EVALUATION AND AWARD CRITERIA: ..................................................................................................................... 17
X.
METHOD OF PAYMENT: ................................................................................................................................................ 17
XI.
GENERAL TERMS AND CONDITIONS:......................................................................................................................... 17
XII.
SPECIAL TERMS AND CONDITIONS: ........................................................................................................................... 18
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I.
PURPOSE:
The intent and purpose of this Request for Proposals (RFP) is to establish a contract with a qualified
source for Graduation Products – Academic Regalia, Class Jewelry and Announcements for Virginia
Commonwealth University (the lead issuing institution and hereafter referred to as “the University” or
“VCU”), an agency of the Commonwealth of Virginia. The initial contract term is three (3) years, with
two (2) successive, optional, one (1) year renewal periods.
It is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement.
Accordingly, any public body, public or private health or educational institution or lead-issuing
institution's affiliated foundations may access any resulting contract(s) if authorized by the contractor.
Additional information is available at:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Cooperative_Procurement.pdf
II.
OPTIONAL USE CONTRACT:
The resulting contract(s) will be an optional use contract. VCU is in no way required to make purchases
from the Contractor and may in its sole discretion purchase the identical and/or similar goods/services
from other sources. Any estimates/quantities contained herein do not represent a purchase
commitment by VCU.
III.
THE UNIVERSITY:
Information is available at:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_The_University.pdf
IV.
REPORTING AND DELIVERY REQUIREMENTS:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Reporting_Delivery_Requirements.
pdf
V.
PRE-PROPOSAL CONFERENCE:
OPTIONAL PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held at
10:00 a.m. local time on July 10, 2012 at the Business Services Conference Room, 1111 West Broad
Street, Suite A, Richmond, VA. The purpose of the conference is to allow potential Offerors an
opportunity to present questions and obtain clarification relative to any facet of this solicitation.
Note – Offerors: Should submit questions in advance (via email) to [email protected] prior to the date of
the conference.
While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who
intend to submit a proposal are encouraged to attend. Bring a copy of the solicitation with you. Any
changes resulting from this conference will be issued in a written addendum to the solicitation.
VI.
BACKGROUND:
Approximate units for 2011-12:
A. Class Jewelry
•
•
Ring Sale
Total Approximate Value
515
$227,000
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B. Academic Regalia
•
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•
Students fitted in May
Students fitted in December
4,170
1,540
$120,000
C. Announcements
•
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•
VII.
Personalized
Standard
1,800 sets of 25
4,000
$110,000
DESCRIPTION OF REQUESTED GOODS/SERVICES AND PROPOSAL RESPONSE REQUIREMENTS AND
SUBMISSION INSTRUCTIONS:
This section describes VCU’s requested goods and/or services and the areas to be addressed in
Offeror’s proposal. The areas to be addressed are in bold. Proposal response must be written in the
same order as outlined below. Proposals should be prepared simply and economically, providing a
straightforward, concise description of capabilities. Emphasis should be placed on completeness and
clarity of content. Failure to submit all information requested may result in the elimination of the
proposal from consideration. Proposals which are substantially incomplete or lack key information
may be rejected by VCU.
A. Description of Requested Goods/Services and Proposal Response Requirements:
1.
Overview:
Provide a brief history of the firm. Describe the firm’s experience in providing
graduation products and services to universities of comparable sizes with programs
that are similar in complexity. Specify your firm’s plan to meet the graduation and
recognition product needs of Virginia Commonwealth University.
2.
Class Jewelry:
a.
The Contractor should offer a program for the sale of class rings and class jewelry.
Describe the class ring and class jewelry program proposed for Virginia
Commonwealth University.
b.
The Contractor should offer a collection of quality class rings and jewelry as
approved by the University to meet the needs of students and alumni at Virginia
Describe the collection of rings/jewelry that will be offered. State how the
selection and the program will help enhance the customer's affinity with the
University.
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c.
The Contractor should offer a selection of metal alloy rings.
Describe the characteristics of your best selling metal alloy ring.
d.
The Contractor should provide services typically associated with the sale of class
rings and jewelry. These services should include design, production, sales,
marketing and warranty.
Describe your firm’s design services, production techniques and quality
control methods. Discuss the sales support services available for customers
including the following:
•
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Minimum deposit requirements
Methods of deposit payment
Accepted forms of credit
Finance programs
State the firm’s warranty policy including the following:
•
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e.
Length and conditions of guarantee regarding defects in materials and
workmanship
Length and conditions of guarantee regarding stones and stone
decorations.
Provide conditions and associated charges for ring sizing and
adjustments; for replacement of damaged rings; for restoring ring
finish; and for changes in academic designation and graduation year.
State the refund policy for students who fail to graduate in the year
designated on the ring and the process for resolving disputes.
The Contractor should provide the "Official" ring or collection of rings of Virginia
Commonwealth University containing all the design elements that compose the
"Official" ring.
Acknowledge the firm's willingness to accommodate the University’s "Official"
ring/ jewelry program and describe how the firm will enhance the "added
value" of the Official Jewelry program.
f.
The Contractor should provide for the University’s need to design additional rings
and jewelry as necessary and work with the assigned committee as appropriate.
The ring/jewelry styles may be re-designed as necessary to include new VCU marks
and elements.
Acknowledge the firm will accommodate the University’s need to design
additional rings and jewelry when necessary.
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g.
Virginia Commonwealth University shall approve all designs, artwork, and mock-up
rings and jewelry items prior to production. The jewelry selection may be featured
as the “Official” collection to qualified students.
Acknowledge the University’s right to approve all designs prior to production
and to have title to dies and molds.
h.
VCU marks and logos are registered with government agencies and licensed through
the Collegiate Licensing Company (CLC). Jewelry prices shall include a licensing fee
per piece of jewelry. The current rate is $10.00 per unit.
Acknowledge the firm's willingness to license the products and pay the
appropriate licensing fees.
i.
The Contractor will have exclusive trademark rights for the sale of class jewelry to
students. However, the VCU Alumni Association and MCV Alumni Association at
VCU may market class jewelry bearing VCU’s marks and logos to VCU alumni under
a separate agreement.
Acknowledge and agree.
j.
The title to dies and molds used in the manufacture of VCU class rings/jewelry shall
be vested in the University. The Contractor shall retain all dies and molds and
maintain such dies and molds in first class condition. In the event the Contractor
determines that dies or molds are to be destroyed or otherwise disposed, the
Contractor shall deliver dies and molds to Virginia Commonwealth University.
k.
The Contractor should establish and define the jewelry pricing process. The
Contractor should provide Virginia Commonwealth University with clearly defined
benchmarks for calculating future ring and jewelry prices as necessary.
Clearly define and describe the firm's jewelry pricing process. Provide a
formula that will allow the computation of the price of a particular class ring
based on the price of a specific benchmark for gold. Price changes for jewelry
will be allowed annually.
Specify which market index will be used to benchmark gold pricing annually.
Complete Pricing Schedule (attached Excel document). Pricing shall include
all costs for furnishing the products to include delivery (F.O.B. Destination),
materials, labor, etc. No extra charges are allowed.
l.
Jewelry prices shall include all University royalty and licensing fees.
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Acknowledge the proposed jewelry prices include a royalty paid to the
University and licensing fee collected by the licensing agent.
Specify all features that are included in the base price of the ring. Features
might include full name engraving, stones, stone cuts, stone seal, panel tops,
and special finishes.
m.
The Contractor should support jewelry sales by providing sales support materials.
Describe the sales support and point of presentation material that will be
provided at no charge including:
•
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•
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•
n.
Point of presentation display cases
Ring samples
Website access to sale and support information
Toll-free phone numbers for service
Copy of the warranty and a care manual
Meeting regularly with representatives from Student Affairs and
Business Services to evaluate the program and make changes as
needed
The Contractor should conduct a minimum of four (4) ring sales on each campus
(two per semester) each year. Sales events on the Monroe Park Campus should
include evening hours.
State the minimum frequency, location and duration of on-campus ring sale
events.
o.
The Contractor should have a well developed marketing plan for class rings and
jewelry. The Contractor should sell class jewelry on campus in-person and as well
as on the Internet. The Contractor may use locations in the University retail stores
to support campus sales.
Provide a marketing plan for class rings and jewelry.
•
•
•
•
•
•
•
Specify key events and approximate dates.
Describe the dollars and/or percentage off ring sales promotion
including the amount off and the number of times the promotion will
be offered.
Provide samples of the customized brochure that will be used.
State how many brochures will be provided, how the brochures will be
distributed and how often the brochure will be revised.
Describe the direct mail program.
Describe other marketing processes that will be used. State how the
medium will be beneficial and approximately the frequency of use.
Provide a sample website or URL showing the proposed VCU website.
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•
p.
Describe how the website will be used to market class rings, regalia
and other products.
The Contractor should provide an accounting of all VCU jewelry sales through all
venues annually. (See Section “IV. F. Reporting”)
Describe the process and reporting used to account for all VCU jewelry sales
through all venues.
3. Academic Regalia:
a.
The Contractor should provide the University with a program for the
solicitation and distribution of quality regalia for students.
•
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•
•
•
•
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•
The Contractor should offer quality garments to be retained by the students.
The regalia bundle should include a cap, gown and hood for all degree levels.
All hoods shall show the appropriate degree color.
Tassels for graduates on the MCV Campus should show the appropriate
degree color.
Doctoral gowns for students receiving a PhD, MD, DDS, Pharm D and other
designated doctoral degrees shall show the appropriate degree velvet color.
The Contractor should solicit the necessary fitting and degree information
from students.
At a minimum, the Contractor should distribute student regalia on each
campus during a mid-semester multipurpose graduation event and again
during the week prior to each Commencement.
The Contractor should supply extra apparel for last-minute orders and
adjustments the day of Commencement.
The University will only pay for the amount of regalia actually distributed to
students. The University will not pay for backup stock shipped but not used.
Contractor shall document the receipt of apparel by each student in order to
receive payment.
The Contractor should provide students the option of ordering regalia over
the Internet.
The Contractor should provide wearing instructions with the apparel.
Describe the proposed student keeper regalia program.
•
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•
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•
Provide sample apparel for Medicine - M.D., Nursing - M.S and Business
Administration- B.S. from Virginia Commonwealth University. Include
cap, gown, hood and tassel.
Outline the program for soliciting fitting and degree information from
students for the May and December Commencements.
Describe how students will be notified about the fitting sessions and
how size and degree information will be collected.
Provide approximate key dates for both the May and December events.
Describe the distribution program on each campus including
approximate dates.
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•
•
•
•
•
b.
Explain how the firm will ensure the appropriate amount of apparel is
on-hand to meet the needs of all students.
Explain how last-minute requests will be satisfied for students and for
faculty.
Propose a method to confirm each student's receipt of regalia. The
Contractor will only be paid for documented sales and delivery.
Provide a sample customer order form/ receipt that will be used to
document each student distribution.
Describe how the Internet will be used for ordering student regalia.
Describe instructional information provided to customers about
wearing the regalia.
The Contractor should provide the University with a program for the
solicitation, distribution and collection of high quality rental regalia for
faculty, staff and others upon request.
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The Contractor should offer quality rental garments for faculty.
The Contractor should work with the University retail stores to solicit the
necessary fitting and degree information from faculty.
Each rental order should be custom packed showing the customer’s name.
The Contractor should coordinate the distribution of faculty regalia and
collection of retail fees with the retail bookstores. The retail stores will
collect a fee/markup (approximately 30%-40%) on the unit price for
processing the order.
The Contractor shall supply extra apparel for last-minute orders and
The Contractor should provide the option of ordering faculty and staff
regalia using the Internet.
The bookstore shall not be required to pay for rental apparel that was not
used.
The Contractor shall coordinate the collection of all apparel.
Describe the proposed faculty rental regalia program.
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Provide sample apparel for a PhD from Virginia Commonwealth
University. Include cap, gown, hood and tassel.
Outline the program for soliciting fitting, school and degree
information for the May and December commencements.
Describe how faculty and staff will be notified and how size and degree
information will be collected.
Provide approximate cut-off dates for faculty and staff rental for the
May and December ceremony.
Provide a sample faculty/ customer order form.
Describe how each rental order will be packed for distribution.
Describe the distribution program on each campus including key
delivery dates and how individual orders will be shipped.
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•
Explain how the firm will ensure the appropriate amount of apparel is
on-hand to meet the needs of faculty and staff, including how lastminute requests will be satisfied.
Propose a method to confirm receipt of regalia.
Describe how the Internet will be used for faculty and staff ordering.
Describe the plan to collect faculty and staff regalia after the
commencement ceremony.
•
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•
c.
The University and the retail stores are not responsible for uncollected apparel.
d.
The Contractor should offer commemorative sashes for student marshals.
Provide a sample of the proposed approach and discuss any available options.
State the price per unit for your proposal.
e.
The Contractor should offer high quality custom apparel for purchase by customers.
Provide a sample of your most popular custom-tailored PhD cap, gown, hood
and tassel. Provide a plan to market custom regalia to the faculty and include
a brochure and pricelist for custom apparel.
f.
The Contractor should promote and market the regalia program.
Acknowledge and agree. Complete Pricing Schedule (attached Excel
document). Pricing shall include all costs for furnishing the products to
include delivery (F.O.B. Destination), materials, labor, etc. No extra charges
are allowed.
4. Announcements and Stationery:
a.
The Contractor should provide a comprehensive program of standard and
personalized graduation announcements and the accompanying stationery
including: thank you cards, name cards, etc. The Contractor should offer
announcements for both the May and December Commencement ceremonies.
Describe the graduation announcement and stationery program proposed.
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Provide samples of standard announcements and of personal
announcements. Include accompanying stationery as appropriate.
Provide information about the design options and paper stock.
Specify the return-for-credit option for the return of unsold standard
announcements sold through the bookstores.
Provide key order-by and ship-by dates for announcements.
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•
•
b.
Outline the program for soliciting announcement orders for the May
and December commencements.
Describe the firm’s ability to include information regarding a diploma
ceremony with any marketing material mailed to candidates. Provide
additional costs, if any.
University Creative Services shall have final approval over the design of the
Commencement materials. The Office of Student Affairs or designated University
representative shall approve all copy prior to printing the announcement for each
Commencement.
Acknowledge the University will approve the final proof each year.
c.
The Contractor should provide VCU with the option of making modifications to the
design of the announcements as needed.
State the firm’s willingness to design new announcements as required.
d.
The University may establish a process to involve students in designing the
announcements.
Acknowledge the firm will work with students to design announcement if
requested.
e.
The Contractor should provide the option of ordering personalized announcements
using the Internet.
Describe the announcement and stationery ordering options available on the
Internet.
f.
The Contractor should promote and market the announcement program.
Describe how the announcements will be marketed. Include how the Internet
will be used for marketing and ordering announcements.
5. Recognition Gifts:
a.
The Contractor is encouraged to provide appropriate gifts for sale
recognizing and commemorating the graduation event. The mementos might
include date tassels, stoles, etc.
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Describe the graduation gifts and accessories program proposed. State how
the products will be marketed.
6. Marketing:
a.
The Contractor should develop a marketing plan each year. Marketing
materials should be customized for VCU. The Contractor should provide a
website to support VCU graduation products.
Describe or summarize the firm’s overall marketing strategy.
•
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b.
Provide a sample marketing plan for products and services.
Describe the strategies used to nurture a sense of tradition and to build
a feeling of pride and exclusivity for individuals using the VCU
products.
Provide a sample of the custom marketing materials that will be used
at VCU.
Describe the mailing campaign. State the number, timing and target
audience of the mailings.
Describe customer incentive programs.
Describe how the Internet, e-mail, social media will be used to market
products.
Acknowledged the firm is willing to accept all costs associated with
marketing the products and services offered.
The Contractor should market products through the retail stores. The stores
will add a markup, approved by the University, on products sold through the
stores. The University stores will support the ring and regalia order and
delivery process.
c.
All mailing lists/files or other media containing personal information about
students, alumni, faculty and staff shall be considered protected data and are
intended for use as directed in this RFP. Any other use of this protected data
is strictly prohibited without written permission of Virginia Commonwealth
University.
7. Reporting:
a.
The Contractor shall provide accounting summary reports detailing unit
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sales through all venues. At a minimum the reports shall include the
following:
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Regalia usage by garment type and degree (pricing schedule format);
Class ring sales by campus, (Monroe Park Campus or MCV Campus);
Personalized announcement sales by campus, and
Standard announcement sales by campus.
b.
Contractor should formally meet with representatives from the University at
least annually to evaluate services and to review accounting reports. The
"Annual Program Review" will consider the status of the current program
and recommend action plans as appropriate. Topics may include issues
related to sales trends, unit sales summary reports, marketing and evaluation
results.
8. Financial:
a.
All pricing shall include University royalty payments and licensing fees
where appropriate.
b.
The Contractor shall propose a royalty on each jewelry unit sold and
minimum annual royalty guarantee. An amount equal to 1/12th of the
minimum annual royalty payment is due monthly by the 15th of each month.
Acknowledge and agree. (See Royalty Schedule, Section VII, No. 10 below.)
c.
The Contractor shall pay the licensing fee on all class jewelry.
d.
The Contractor should pay nominal space/equipment rental charges for the
use of the campus equipment and facilities. Payment terms are net 30 days.
9. Transition:
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a.
The Contractor should provide a seamless transition to the new agreement.
As necessary, describe how your firm will implement the new agreement.
Provide estimated dates for key tasks.
b.
The Contractor should be prepared to provide regalia for the May 2013
Commencement.
c.
The Contractor should be prepared to offer the "Official" VCU class ring(s)
during the fall 2013.
10. Royalty Schedule:
$______________ Royalty per ring/ jewelry unit sold
$______________ Guaranteed Minimum Annual Royalty
11. Experience and Qualifications of Firm:
Firm should provide:
a)
List of three references for whom similar services were provided,
preferably of public institutions of higher education or a similar sized
organization.
b)
Provide a list of institutions of higher education with which the firm has a
signed term contract.
c)
Provide the amount of annual sales the firm has with each VASCUPP
Member Institution. A list of VASCUPP Members can be found at
http://www.vcu.edu/procurement/purchasing/contracts/aboutvascupp.ht
ml.
12. Other related goods/services:
Describe other related goods and/or services provided by your firm. Provide
information to demonstrate how these goods and/or services could benefit the
institution and include the associated pricing for the term of the contract. Provide
information to address how newly introduced products and services would be
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offered and included in the contract. Include information on your ability to provide
most favored nations pricing.
13. Sustainability:
Please provide information to demonstrate the overall environmental impact of your
proposed approach. Include information on your recommendations to reduce the
environmental impact and create efficiencies. For any packaged products, describe
your firm’s approach for using less packaging.
14. Small, Women-Owned and Minority-Owned Business Commitment:
Firm must submit complete Appendix I which is available at:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Appendix_1.pdf
unless the firm is a DMBE certified small business. DMBE certified small businesses
must include their certification number on the coversheet of this RFP, but are not
required to complete Appendix I.
15. Proposal Submission Instructions:
A. Complete and return page 1 of the RFP. Proposals shall be signed by an authorized
representative of the Offeror.
B. Complete and return signed addenda acknowledgments (if applicable).
C. Submit one (1) original hard copy (paper) document of the entire proposal, including all
attachments and proprietary information. The original proposal must be clearly
marked on the outside of the proposal. Submit one (1) unsecured, electronic copy (on a
disc or flash drive) of the entire proposal including all attachments and EXCLUDING
ANY PROPRIETARY INFORMATION. This disc or flash drive must be clearly marked on
the outside that it excludes proprietary information.
D. Submit seven (7) paper copies of the entire proposal, including all attachments and
proprietary information.
E. If applicable, the outside of the proposal must be marked to denote proprietary
information is contained in the documents. Written notice of proprietary information
must be submitted as the first page of the Offeror’s proposal. Notice must specifically
identify the applicable portions of the Offeror’s proposal that contains data or materials
to be protected and state the reasons why protection is necessary. In addition, the
specific (i.e. specific words, figures or paragraphs) proprietary or trade secret material
submitted, must be identified on the applicable page(s) within the Offeror’s proposal, by
some distinct method, such as highlighting, underlining, etc. The classification of an
entire proposal document, line item prices and/or total proposal prices as proprietary
or trade secrets is not acceptable and will result in rejection and return of the proposal.
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F. Communications regarding this Request for Proposals (RFP) shall be formal from the
date of issue for this RFP, until either a Contractor has been selected or the University
Purchasing Department rejects all proposals. Formal communications shall be directed
to the University Purchasing Department. Informal communications including but not
limited to, request for information, comments or speculations, regarding this RFP to any
University employee other than a Purchasing Department representative may result in
the offending Offeror’s proposal being rejected.
G. Additional information is available at:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Additional_Information.pdf
VIII.
ORAL PRESENTATION:
Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of
their proposal to VCU. VCU will schedule the time and location of these presentations. Oral
presentations are an option and may or may not be conducted.
IX.
EVALUATION AND AWARD CRITERIA:
Proposals will be evaluated based upon the information provided in the Offeror’s proposal using the
following criteria: Offeror’s qualifications and experience; methodology/approach to providing the
requirements stated herein; price; and the Offeror’s status as a Virginia certified SWaM Business or the
Offeror’s plans to utilize Virginia DMBE certified SWaM Businesses in the Offeror’s performance of the
contract. Selection shall be made of two or more Offerors deemed to be fully qualified and best suited
among those submitting proposals. Negotiations shall be conducted with Offerors so selected. After
negotiations have been conducted with each Offeror so selected, the agency shall select the Offeror
which, in its opinion, has made the best offer, and shall award the contract to that Offeror. The
Institution may cancel this Request for Proposals or reject proposals at any time prior to an award, and
is not required to furnish a statement of the reason why a particular proposal was not deemed to be the
most advantageous. (Governing Rules Section 49.D) Should the Institution determine in writing and in
its sole discretion that only one Offeror has made the best proposal, a contract may be negotiated and
awarded to that Offeror. The award document will be a contract incorporating by reference all the
requirements, terms and conditions of the solicitation.
Notice of Award(s) or Notice of Intent to Award may be accessed electronically at
http://www.eva.virginia.gov.
X.
METHOD OF PAYMENT:
The Contractor shall submit a fully itemized invoice to Virginia Commonwealth University, Accounts
Payable and Support Services, P. O. Box 980327, Richmond, VA 23298-0327, that, at minimum,
includes the following information: the Virginia Commonwealth University purchase order number; a
description of the goods or services provided; quantities; unit prices; extended prices; and total prices
Payment will be made thirty days after receipt of a proper invoice for the amount of payment due, or
thirty days after receipt of the goods or services, whichever is later, in accordance with the
Commonwealth of Virginia Prompt Payment Legislation.
XI.
GENERAL TERMS AND CONDITIONS:
General Terms and Conditions can be viewed at:
http://www.vcu.edu/procurement/vendors/purchasing.html#terms
Page 17 of 21
XII.
SPECIAL TERMS AND CONDITIONS:
A. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting
from this proposal, no indication of such sales or services to Virginia Commonwealth University will
be used in product literature or advertising. The Contractor shall not state in any of the advertising
or product literature that the Commonwealth of Virginia or any agency or institution of the
Commonwealth has purchased or uses its products or services.
B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency
shall be bound hereunder only to the extent of the funds available or which may hereafter become
available for the purpose of this agreement.
C. PROPOSAL ACCEPTANCE PERIOD: Any proposal in response to this solicitation shall be valid for
sixty (60) days. At the end of the sixty (60) days, the proposal may be withdrawn at the written
request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an
award is made or the solicitation is cancelled.
D. PROPOSAL PRICES: Proposal prices shall be in the form of a firm unit price for each item during the
contract period. However, price changes for jewelry will be allowed annually and calculated as
established by the final, negotiated contract.
E. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate
any resulting contract, in part or in whole, without penalty, upon sixty (60) days written notice to
the Contractor. In the event the initial contract period is for more than twelve (12) months, the
resulting contract may be terminated by either party, without penalty, after the initial twelve (12)
months of the contract period upon 60 days written notice to the other party. Any contract
cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all
outstanding orders issued prior to the effective date of cancellation.
F. EXTRA CHARGES NOT ALLOWED: The proposal price shall be for complete delivery to the
University and shall include all applicable freight; extra charges will not be allowed.
G. IDENTIFICATION OF PROPOSAL: The proposal package should be identified as follows:
From:
Name of Offeror
Due Date
Street or Box Number
RFP No.
City, State, Zip Code +4
RFP Title
Time
Name of Contract / Purchase Officer or Buyer: Benjamin Miller
The package should be addressed as directed on Page 2 of the solicitation.
If a proposal is not clearly identified, the Offeror takes the risk that the proposal may be
inadvertently opened and the information compromised which may cause the proposal to be
disqualified. Proposals may be hand delivered to the designated location in the office issuing the
solicitation. No other correspondence or other proposals should be placed in the envelope.
LATE PROPOSALS: To be considered for selection, proposals must be received by the issuing office
by the designated date and hour. The official time used in the receipt of proposals is that time on
the automatic time stamp machine in the issuing office. Proposals received in the issuing office
after the date and hour designated are automatically disqualified and will not be considered. The
University is not responsible for delays in the delivery of mail by the U.S. Postal Service, private
couriers, or the intrauniversity mail system. It is the sole responsibility of the Offeror to insure that
its proposal reaches the issuing office by the designated date and hour.
Page 18 of 21
H. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the
Commonwealth of Virginia, its officers, agents, and employees from any claims, damages and
actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any
materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of
any kind or nature furnished by the Contractor, provided that such liability is not attributable to the
sole negligence of the using agency or to failure of the using agency to use the materials, goods, or
equipment in the manner already and permanently described by the Contractor on the materials,
goods, or equipment delivered.
I. LIMITATION OF LIABILITY: To the maximum extent permitted by applicable law, the Contractor
will not be liable under this contract for any indirect, incidental, special or consequential damages,
or damages from loss profits, revenue, data or use of the supplies, equipment and/or services
delivered under this contract. This limitation of liability will not apply, however, to liability arising
from: (a) personal injury or death; (b) defect or deficiency caused by willful misconduct or
negligence on the part of the Contractor; or (c) circumstances where the contract expressly
provides a right to damages, indemnification or reimbursement.
J. MINORITY/WOMEN-OWNED BUSINESSES SUBCONTRACTING REPORTING REQUIREMENTS AND
GOALS: Where it is practicable for any portion of the awarded contract to be subcontracted to
other suppliers, the Contractor is encouraged to offer such business to minority and/or womenowned businesses. Names of firms may be obtained from the buyer handling this solicitation.
When such business has been subcontracted to these firms and upon completion of the contract,
the Contractor agrees to furnish the purchasing office the following information: name of firm,
phone number, total dollar amount subcontracted and type of product/service provided.
Virginia Commonwealth University Department of Procurement Services encourages the
participation of minority owned businesses in the procurement process by actively soliciting bids
from these businesses. Our office uses the information compiled by the State Department of
Minority Business Enterprise, the State Division of Purchase and Supply and the Department of
Information Technology to assist in this endeavor. The department has membership with the
Virginia Regional Minority Supplier Development Council and participates in the annual Virginia
Businesses Opportunities Fair. We encourage departments to support minority-owned businesses
within their purchasing authority when appropriate.
Virginia Commonwealth University has a minority-owned business participation goal of twenty
percent (20%) for each project.
K. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely
supervising and directing the work under this contract and all subcontractors that he may utilize,
using his best skill and attention. Subcontractors who perform work under this contract shall be
responsible to the prime Contractor. The Contractor agrees that he is as fully responsible for the
acts and omissions of his subcontractors and of persons employed by them as he is for the acts and
omissions of his own employees.
L. PRODUCT INFORMATION: The Offeror shall clearly and specifically identify the product being
offered and enclose complete and detailed descriptive literature, catalog cuts and specifications
with the proposal to enable the Commonwealth to determine if the product offered meets the
requirements of the solicitation. Failure to do so may cause the proposal to be considered
nonresponsive.
M. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the Contractor shall
supply at proposal prices actual quantities as ordered, regardless of whether such total quantities
are more or less than those shown.
N. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth for two(2)
successive one (1) year periods under the terms and conditions of the original contract except as
stated in 1. and 2. below. Price increases may be negotiated only at the time of renewal. Written
notice of the Commonwealth's intention to renew should be provided approximately 60 days prior
to the expiration date of each contract period.
Page 19 of 21
1.
If the Commonwealth elects to exercise the option to renew the contract for an
additional one-year period, the contract price(s) for the additional one year shall not
exceed the contract price(s) of the original contract increased/decreased by more than
the percentage increase/decrease of the Services category of the CPI-W section of the
Consumer Price Index of the United States Bureau of Labor Statistics for the latest
twelve months for which statistics are available.
2.
If during any subsequent renewal periods, the Commonwealth elects to exercise the
option to renew the contract, the contract price(s) for the subsequent renewal period
shall not exceed the contract price(s) of the previous renewal period increased/
decreased by more than the percentage increase/decrease of the Services category of
the CPI-W section of the Consumer Price Index of the United States Bureau of Labor
Statistics for the latest twelve months for which statistics are available.
O. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of
the purchasing agency. In the event that the Contractor desires to subcontract some part of the
work specified herein, the Contractor shall furnish the purchasing agency the names, qualifications
and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable
and responsible for the work to be done by its subcontractor(s) and shall assure compliance with
all requirements of the contract.
P. USE OF RECYCLED MATERIALS: Notwithstanding the prohibition against used, damaged or
obsolete items, vendors are encouraged to use secondary or recycled materials in the manufacture
of products to the maximum extent practicable without jeopardizing the performance or intended
end use of the product unless such use is precluded due to health and welfare or safety
requirements or product specifications contained herein. Please provide the following information
in this regard:
1. Do any of the goods offered contain recycled materials? ___Yes ___No
2. If so, please qualify the recycled material content: __________________
Q. WARRANTY (COMMERCIAL): The Contractor agrees that the supplies or services furnished under
any award resulting from this solicitation shall be covered by the most favorable commercial
warranties the Contractor gives any customer for such supplies or services and that the rights and
remedies provided therein are in addition to and do not limit those available to the Commonwealth
by any other clause of this solicitation. A copy of this warranty must be furnished with the
proposal.
R. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will result
in purchase order(s) with the eVA transaction fee specified below assessed for each order.
1. For orders issued August 16, 2006 thru June 30, 2011, the Vendor Transaction Fee is:
a) DMBE-certified Small Businesses: 1%, Capped at $500 per order.
b) Businesses that are not DMBE-certified Small Businesses: 1%, Capped at $1,500 per
order.
2. For orders issued July 1, 2011 thru June 30, 2013, the Vendor Transaction Fee is:
a) DMBE-certified Small Businesses: 0.75%, Capped at $500 per order.
b) Businesses that are not DMBE-certified Small Businesses: 0.75%, Capped at $1,500 per
order.
3. For orders issued July 1, 2013, and after, the Vendor Transaction Fee is:
order.
The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department
Page 20 of 21
of General Services, approximately 30 days after the corresponding purchase order is issued and
payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled
through purchase order changes.
The eVA Internet electronic procurement solution, website portal www.eva.virginia.gov,
streamlines and automates government purchasing activities in the Commonwealth. The portal is
the gateway for vendors to conduct business with state agencies and public bodies.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the
eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is
for a term contract, may provide an electronic catalog (price list) or index page catalog for items
awarded. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format
(CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors
should email Catalog or Index Page information to [email protected].
S. ELECTRONIC COPIES OF PROPOSALS:
The successful Contractor may be required to provide the VCU Department of Procurement
Services with a copy of the Contractor’s entire original proposal (to include all attachments), and all
subsequent correspondence (i.e. responses to requests for clarification and documents generated
through the negotiation process) in an unsecured electronic format (i.e. email, disc – CD or DVD or
flash drive). The Contractor SHALL NOT INCLUDE ANY PREVIOUSLY IDENTIFIED
PROPRIETARY INFORMATION IN THE ELECTRONIC FORMAT; VCU will post the Contractor’s
original proposal, and all subsequent correspondence on the VCU Department of
Procurement Services Website, VCU shall not be responsible for the Contractor’s failure to
exclude proprietary information submitted in the unsecured electronic format).
T. GRAMM-LEACH-BLILEY ACT:
The Contractor shall comply with the Act by implementing and maintaining appropriate safeguards
to protect and prevent unauthorized release of student, faculty and staff nonpublic information.
Nonpublic information is defined as social security numbers, or financial transactions, bank, credit
and tax information.
Page 21 of 21
RFP - Addendum
DATE: July 12, 2012
ADDENDUM NO. 1 TO ALL OFFERORS:
Reference:
Request for Proposals:
RFP No. 4955496-BM
Commodity/Title:
Graduation Products – Academic
Regalia, Class Jewelry and
Announcements
Issue Date:
June 26, 2012
Proposal Due Date/Time:
August 28, 2012 @ 11:00 A.M. local
time
The above is hereby changed to read: Offeror questions and committee responses
from pre-proposal meeting held on July 10, 2012 are included below.
1. How many campus locations?
VCU has a Monroe Park Campus and a MCV Campus. The campuses are located about
2 miles apart. The expectation is to provide service to both locations. Actual service sites
on each campus include the bookstores and student centers.
2. Do diploma frames fall under recognition items?
Diploma frames can be considered recognition items and sold as part of this agreement.
Currently diploma frames are sold through the bookstores.
3. Is the bookstore marking up the prices we provide or will it be deducted out of the price?
Proposed prices should be considered COST prices. The stores are permitted to markup announcements and rental regalia. However, the University coordinates the sale of
announcements and regalia rental through the bookstores. Class rings are sold directly
through this agreement by the Contractor to reduce the retail prices. Retail
arrangements can be made directly with the bookstores on other recognition items.
4. If yes, what percentage are they marking it up?
Mark up as a percentage of retail for 2012 is as follows:
Product
Mark-up
Retail Price
Bachelor Cap & Gown
28%
$16.50
Master Cap & Gown
37%
$18.50
Doctor Cap & Gown
33%
$22.00
Doctor Tam & Gown
40%
$30.50
Tam Only
49%
$15.50
Bachelor Hood
42%
$16.50
Master Hood
37%
$18.50
Doctor Hood
38%
$22.00
Faculty Rental
Announcement and stationery mark ups:
Mark up on announcements and stationery sold through the bookstore range from 38%
to 45%.
Mark up on seals, labels, certificates and thank you notes range from 45% to 66%.
5. Royalty Schedule- is this for Rings or is guaranteed minimum annual royalty % on
everything?
The University seeks a royalty per ring unit sold with a Guaranteed Minimum Annual
Royalty. Both the Contractor and the University will share in an exceptional year of ring
sales. The Contractor shall monitor sales and calculate the royalty payments to the
University each fiscal year (July 1 to June 30). If, and to the extent that the royalty due
the University exceeds the Guaranteed Minimum Annual Royalty, the Contractor should
pay the excess amount by September 15. Proposals will be evaluated based on the
Guaranteed Minimum Annual Royalty.
6. Is there a percentage that goes back to the school besides the royalties?
Yes, promotional and marketing funds are available with the current agreement. See
question 8.A below.
In addition, Virginia Commonwealth University's new strategic plan, VCU Quest for
Distinction, is a focused vision for VCU to become the nation's premier public, urban
research university. Contractors are encouraged to provide financial resources to
Business Services to enhance their role in the VCU Quest for Distinction. You can read
more about VCU Quest for distinction here: http://www.future.vcu.edu/
7. In the previous winning bid, were there any funds provided to the university or any
organization affiliated with the university?
Yes
A. If yes, how much?
The current Guaranteed Minimum Annual Royalty is $35,000 ($2,916.67 per month).
Most of the funds are shared with Student Affairs and allocated to scholarships. In
addition, up to $5,700 is provided annually to support a ring ceremony event. Engraved
ring boxes are provide to ring ceremony participants and six 10K rings are available as
incentives.
8. Is day of commencement student regalia distribution handled by the vendor or
college/bookstore personnel?
The distribution is handled by the graduation products Contractor. The bookstores are
not obligated to support the student distribution only to provide space for the activity.
9. How many distribution days are scheduled for the week prior to commencement?
For each Commencement two days are scheduled on the MCV Campus and three days
are scheduled on the Monroe Park Campus. A graduation fair / informational event is
also held prior to each commencement. Typically, the event is held one day on the MCV
Campus and two days on the Monroe Park Campus each October and March. Most
student regalia orders are collected during this event.
10. Does the contractor work with the bookstore?
The bookstores are contractually encouraged to support the graduation products
Contractor by providing sales space, retailing products and renting faculty regalia as
agreed. Contractors are encouraged to develop a good working relationship with the
bookstore staff. The bookstores are not obligated to provide labor/staffing to support the
graduation products activity.
11. Cap & Gowns Breakdown- how many graduates & undergraduates?
May 2012 (approximate number)
·
Bachelor
2,760
Master
1,070
Doctor
610
December 2011 (approximate number)
Bachelor
·
1,160
Master
300
Doctor
70
12. On page 15, letter “c”, under heading “Transition”, it says that the Contractor should be
prepared to offer the Official VCU Class ring(s) during the fall of 2013. As the contract
begins in January, can you tell me how rings will be handled for spring of 2013?
Fall 2013 is the latest a new firm must be ready to sell class rings. The current firm will
stop supplying rings on January 15, 2013. Depending on the firm’s ability to supply class
rings, an order taking period may be instituted.
13. On page 15-16, section 12 – can you please clarify what “most favored nations pricing”
means?
The University is requesting the best pricing.
14. Is there interest in seeing an alternate bid using “sustainable fabric”? If so, do we just
attach a second pricing sheet showing the pricing?
Yes. Please provide pricing and sample(s).
15. How many student marshals are anticipated per year?
Banner Bearers and Marshals – approx. 15 – 20.
16. Is this decision an all or nothing bid, or could different products be awarded to different
vendors?
Offerors can partner with other firms as appropriate to provide the full range of services
requested.
17. Who will be on the decision committee and/or what departments will be involved in the
decision?
The evaluation committee will be composed of the following stakeholders:
•
Students – MCV and Monroe Park Campus
•
Student Affairs and Enrollment Services
•
Alumni Services
•
University special Programs
•
Business Services
•
Procurement and Payment
18. Provide an estimated quantity for faculty rental for each of the two annual graduations.
Approximately 100 faculty rent during the May Commencement and 60 faulty rent during
the December Commencement. In addition, approximately 50 BOV/ VIP members rent
regalia for each Commencement.
19. Is there a ring presentation ceremony or are they shipped direct?
Students have the option of participating in a spring ring ceremony or having the ring
shipped directly.
20. How often are new rings designed per contract?
Rings are designed infrequently and only as necessary. Rings are not designed
annually.
21. How often were announcements redesigned per contract?
Announcements are designed infrequently, and only as necessary. Announcements are
not designed annually and must be approved by University Marketing.
.
22. Are there any additional costs associated with on campus set ups and if so, please
outline. (i.e. Table Reservations, etc.)
The University student centers charge for table set up.
23. Please provide a breakdown of marketing expenses by product.
This is a Contractor expense; therefore, the costs are unknown.
24. Please provide an estimated quantity of brochures needed by product category.
This quantity is determined by the Contractor.
NOTE: A signed acknowledgment of this addendum must be received by this office
either prior to the proposal due date and hour or attached to your proposal.
Signature of this addendum does not constitute your signature on the original
proposal document. The original proposal document must also be signed.
Very truly yours,
Benjamin Miller
Senior Buyer
Phone: (804) 828-0889
Name of Firm
Signature/Title
Date
August 28, 2012
10 South 6th Street, 2nd Floor
POB 980616
Richmond, VA 23298-0616
Dear Committee Members:
On behalf of the entire college division at Balfour, Oak Hall and Professional Framing, we thank
Virginia Commonwealth University for the invitation to share what we have to offer.
Balfour and its partners have been selected in the vast majority of the RFP requests that have been
issued by colleges over the last decade. We believe there is a reason for this, as our success is a
testament to not only our tremendous field personnel on the front lines, but also a dedicated team
that works behind the scenes in marketing, manufacturing and customer service. Our reputation
goes far beyond the ability to make quality graduation products or develop attractive marketing
materials. It has more to do with what Balfour and its partners genuinely believe about these
programs. Because of our sustained success with graduation products, our senior management
teams have placed increased emphasis on growing these programs.
Balfour and its partners have demonstrated the unsurpassed ability to build, market and deliver
graduation programs that are in the best interest of the schools we partner with. We are confident
that our program will provide optimum results for Virginia Commonwealth University with the best
practices we provide.
It’s one thing for us to state these claims. It’s another to hear it from our existing partner institutions.
We hope you will follow up with the included references to validate our claims. We encourage you
to read these comments that speak to our level of service, flexibility, commitment and the overall
support we provide.
We are proud of our leadership in Graduation Products Programs. We recognize our role in the
success of these programs and pledge the same level of commitment we have delivered for many
years at other institutions similar to Virginia Commonwealth University. Please know it would be our
privilege and honor to be able to serve Virginia Commonwealth University.
Sincerely,
Rand DuPriest
Regional Sales Manager
Balfour
Sam Jordan
National Director of Sales
Balfour
1
Donna Hodges Vice President
Oak Hall Industries
Freda Cornelius
President
Professional Framing Co.
Written Notice of Proprietary Information
Please note our proposal includes some proprietary information that was specifically
requested in this RFP#4955496-BM. The rationale for this notice is that this information
provided is confidential sales information with our current trading partners in the State of
Virginia. The information is for your reference only as stated in the bid. The section we are
referring to is A. Description of Requested Goods/Services and Proposal Response Requirements.
Number 11 c. Provide the amount of annual sales the firm has with each VASCUPP Member Institution. The page number is 70 in our response and highlighted.
2
Table of Contents
Section I
Original Request for Proposal & Balfour’s Response . . . . . . . . . . . . . . . . . . . . . . . 4 - 78
Addendum No. One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 - 87
Section II
Pricing Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 - 96
Section III
Balfour Additional Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 - 130
Sales and Service Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 - 101
ORP Media Kit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 - 108
Grad Fair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 - 126
Photo Announcements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
ORP Workshop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 - 130
3
SECTION I
Request For Proposal 4955496-BM
Graduation Products - Academic Regalia,
Class Rings and Announcements
4
Request for Proposals
RFP No:
4955496-BM
Date:
June 26, 2012
RFP Title: Graduation Products – Academic Regalia,
Class Jewelry and Announcements
A VASCUPP Member Institution
5
POB 980616
2012.
Commemorative Brands, Inc. dba Balfour
7211 Circle S Road
Austin, TX
E-Mail Address:
Telephone: (
Zip Code
78745
[email protected]
512 ) 444-0571
DMBE CERTIFICATION #:
DUNS NO.:
06-642-9374
Date:
August 28, 2012
Name Typed:
Title:
Don Percenti
Executive Vice President
Fax Number: ( 512 )
440-2161
( X) YES ( ) NO
( ) YES (X) NO
SMALL BUSINESS:
MINORITY-OWNED:
WOMEN-OWNED:
FEI/FIN NO.:
( ) YES ( X) NO
( ) YES ( X) NO
( ) YES ( X) NO
13-3915801
Page 2 of 21
6
7
POB 980616
2012.
Professional Framing Company
7040 Battle Road, Suite 200
Kennesaw
E-Mail Address:
Zip Code
30152
Date:
8/28/12
Name Typed:
Freda Cornelius
[email protected] Title: President
Telephone: ( 800 )
633-0579
Fax Number: (800 )
( ) YES (X ) NO
(X*
) YES ( ) NO
SMALL BUSINESS:
MINORITY-OWNED:
DMBE CERTIFICATION #: * Applied - not rec’d yet WOMEN-OWNED:
DUNS NO.:
FEI/FIN NO.:
687-8821
(X) YES ( ) NO
( ) YES (X) NO
(X) YES ( ) NO
27-1691551
Page 2 of 21
8
Table of Contents
I.
PURPOSE: ............................................................................................................................................................. 4
II.
OPTIONAL USE CONTRACT: ......................................................................................................................... 4
III.
THE UNIVERSITY: ........................................................................................................................ .................... 4
IV.
REPORTING AND DELIVERY REQUIREMENTS: ..................................................................................... 4
V.
PRE-PROPOSAL CONFERENCE: ................................................................................................................... 4
VI.
BACKGROUND: ................................................................................................................................................. 4
VII. DESCRIPTION OF REQUESTED GOODS/SERVICES AND PROPOSAL RESPONSE REQUIREMENTS AND SUBMISSION INSTRUCTIONS: ......................................................................................................... 5
VIII. ORAL PRESENTATION: .................................................................................................................................. 17
IX.
EVALUATION AND AWARD CRITERIA: ..................................................................................................... 17
X.
METHOD OF PAYMENT: ................................................................................................................................. 17
XI.
GENERAL TERMS AND CONDITIONS:........................................................................................................ 17
XII.
SPECIAL TERMS AND CONDITIONS: ......................................................................................................... 18
9
I. PURPOSE:
The intent and purpose of this Request for Proposals (RFP) is to establish a contract with a qualified
source for Graduation Products – Academic Regalia, Class Jewelry and Announcements for Virginia
Commonwealth University (the lead issuing institution and hereafter referred to as “the University” or
“VCU”), an agency of the Commonwealth of Virginia. The initial contract term is three (3) years, with
two (2) successive, optional, one (1) year renewal periods.
It is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement.
Accordingly, any public body, public or private health or educational institution or lead-issuing
institution's affiliated foundations may access any resulting contract(s) if authorized by the contractor.
Additional information is available at:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Cooperative_Procurement.pdf
II. OPTIONAL USE CONTRACT:
The resulting contract(s) will be an optional use contract. VCU is in no way required to make purchases
from the Contractor and may in its sole discretion purchase the identical and/or similar goods/services
from other sources. Any estimates/quantities contained herein do not represent a purchase
commitment by VCU.
III. THE UNIVERSITY:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_The_University.pdf
IV. REPORTING AND DELIVERY REQUIREMENTS:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Reporting_Delivery_Requirements.
pdf
V. PRE-PROPOSAL CONFERENCE:
OPTIONAL PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held at
10:00 a.m. local time on July 10, 2012 at the Business Services Conference Room, 1111 West Broad
Street, Suite A, Richmond, VA. The purpose of the conference is to allow potential Offerors an
opportunity to present questions and obtain clarification relative to any facet of this solicitation.
Note – Offerors: Should submit questions in advance (via email) to [email protected] prior to the date of
the conference.
While attendance at this conference will not be a prerequisite to submitting a proposal, Offerors who
intend to submit a proposal are encouraged to attend. Bring a copy of the solicitation with you. Any
changes resulting from this conference will be issued in a written addendum to the solicitation.
VI. BACKGROUND:
Approximate units for 2011-12:
A. Class Jewelry
· Ring Sale 515
· Total Approximate Value $227,000
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B. Academic Regalia
· Students fitted in May 4,170
· Students fitted in December 1,540
C. Announcements
· Personalized 1,800 sets of 25
· Standard 4,000
VII. DESCRIPTION OF REQUESTED GOODS/SERVICES AND PROPOSAL RESPONSE REQUIREMENTS AND SUBMISSION INSTRUCTIONS:
This section describes VCU’s requested goods and/or services and the areas to be addressed in
Offeror’s proposal. The areas to be addressed are in bold. Proposal response must be written in the
same order as outlined below. Proposals should be prepared simply and economically, providing a
straightforward, concise description of capabilities. Emphasis should be placed on completeness and
clarity of content. Failure to submit all information requested may result in the elimination of the
proposal from consideration. Proposals which are substantially incomplete or lack key information
may be rejected by VCU.
A. Description of Requested Goods/Services and Proposal Response Requirements:
1. Overview:
Provide a brief history of the firm. Describe the firm’s experience in providing
graduation products and services to universities of comparable sizes with programs
that are similar in complexity. Specify your firm’s plan to meet the graduation and
recognition product needs of Virginia Commonwealth University.
History of Balfour
Balfour was founded in Attleboro, Massachusetts in June of 1913 and has become synonymous with providing excellence in recognition products and programs. Balfour currently
supplies some 55 percent of the college market and proudly partners with more than
1200 institutions. Our college division vision statement reads: “To be the company that
colleges trust most for building lasting traditions on campus.” We work closely with school
administrators to create distinctive programs and products that help colleges establish a
permanent relationship with their students and build a brand that heightens their image
within the educational community.
Our Marketing, Sales and Manufacturing facilities are located in Austin, Texas. Our two
state-of-the-art graduation announcement plants are located in Louisville, Kentucky and
Manhattan, Kansas.
Consistent themes run through Balfour’s history; highly personalized management, a
diversified but balanced offering of products, vigorous attention to servicing each customer based on their individual needs and preserving our reputation for quality and
dependability. A commitment to service runs throughout the company, from our senior
management team to the plant to our representatives working in the field.
“Make it Real” with Balfour
Balfour is the leading collegiate ring provider in the country handling more than 50 per-
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cent of all college and university ring programs (and more than 75 percent of college
official ring programs). There are a myriad of reasons why schools entrust us with their ring
programs; however, the most important and prominent reason is due to the strategic
plan that we implement with each school. Understanding that every institution is unique,
Balfour never uses a cookie cutter approach. We instead follow a nine-step strategy that
allows us to customize a unique program for the schools we partner with.
We understand that VCU currently has an official ring collection, but that additional,
alternative styles have been added. It’s evident that some ring programs perform better than others and that there are many variables that impact full potential. Balfour has
a real grasp for these variables and stands firmly behind its official ring strategies that will
“Make VCU’s Ring Tradition Real” for students and alumni. We are eager to blend our
marketing expertise with the University’s “Make it Real” campaign to make VCU’s ring
tradition even more compelling, more convincing and more engaging for your students
and alumni. Our comprehensive approach will help establish a “real ring tradition” that
will serve VCU’s best interests in the years ahead.
Balfour Strategic Plan
Our Marketing plan is a key component for the VCU Ring program. It is our marketing
plan that raises student (and parent) awareness and creates the desire to purchase. The
way our marketing plan is executed drives greater participation and supports a successful Ring Tradition and perpetuates the tradition.
It is the goal of our marketing plan to communicate and reach out to every student in
your class and to educate the classes behind you of the VCU Ring Tradition. It is the goal
of our plan to increase the number of students ordering and to continue marketing the
ring to your class members long after graduation.
The nine-step Consultative Strategy outlined below is the backbone of a successful marketing initiative. Several additional strategies to expand the awareness of the Official VCU
Ring Program are included as well. Whatever strategies are adopted by the University, be
assured that Balfour will assist and lead so that maximum exposure and appreciation of
the tradition will be achieved.
Strategies for Consultative Marketing Proposal
1.
2.
3.
4.
5.
6.
7.
8.
9.
Research
Planning
Education
Ring Unveiling
Unveiling Execution
Inaugural Promotion of Official VCU Ring
Inaugural VCU Ring Event
Tradition Building Events
Alumni Follow Up
1. Research
Balfour would encourage VCU to send out a survey to current students on the current
Official VCU Rings. This will help us learn what students think about their rings and to
help us create a better ring-buying culture at VCU.
2. Planning
Some of the key activities occurring during the planning step are:
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•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Create timeline
Design and finalize collection
Plan use of all advertising media
Create advertising materials
Create advertising schedules
Plan dates and times for all events
Finalize event locations
Plan Ring Unveiling
Theme
Format
Roles
Scripting
Prizes/Giveaways
Entertainment
Unveiling
Advertising locations
Security
Public Service Announcements
3. Education
Education of the student body about the Class Ring program and its significance begins as new arrivals see all the activities surrounding the events. The education of the
student body never really ends.
• Educating the diverse VCU campus groups/clubs about the VCU Ring Tradition.
Support of Balfour staff to be present at club meetings and supply refreshments.
• Newspaper articles featuring the Official VCU Ring.
• Ring Turning Tradition at Commencement – Just as students turn their tassels to
indicate graduation status, we encourage VCU Officials to ask graduates who are
wearing their ring to do the same. This positions the VCU ring as a celebrated symbol of a VCU education. This is a simple, but powerful way to call more attention
to the ring tradition. While it’s true that not everyone at graduation is wearing the
ring, it’s an opportunity to showcase and support those grads who are participating in the ring tradition. Once in the script, it’s a recurring practice, and the turning
of the ring will become as much a part of graduation as turning the tassel. Turning of the ring is based on a tradition of wearing the ring so that the top of it faces
your heart while you are still a student, and then during commencement, the top
of the ring should face the world, as a graduate.
All of the above are designed to create interaction between VCU communities on
their new Official Ring Program.
4. VCU Ring Unveiling
Balfour will promote and give financial support for the Ring Week Kick-off event. During this event, the Official VCU Ring will be unveiled and students will have the opportunity to look at and purchase the Official VCU Ring. Refreshments will be served at
the event and Balfour will support entertainment.
5. Ring Unveiling Execution
A well-produced Ring Unveiling is key to creating the excitement that can result in
maximum sales. A well planned Ring Unveiling incorporates a multitude of marketing
opportunities - tradition, concept selling, excitement, awareness, action, information
sharing and a call to action.
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6. Inaugural Promotion Official VCU Ring
• Newspaper Ads - Commonwealth Times Ads promoting sales promotion dates.
• Direct Mail - Mailers to parents and students promoting the Inaugural VCU Official
ring sales dates.
• Extensive use of all other media described in the Advertising Section of this Proposal (Email, Posters, Banners, Tent Cards).
7. Inaugural VCU Ring Events
Balfour will take the first Official VCU Ring orders after the unveiling. We will have experienced staff on hand to handle the order-taking and educational sessions.
8. Tradition Building Events
• Grad Fair Promotions – On top of the Ring unveiling and the regularly scheduled
order-taking events, Balfour will sell the Official VCU Ring at the Fall and Spring
Grad Fairs.
• Graduation Promotions – Balfour will take ring orders in the days leading up to
graduation and at graduation. Here, some students are finally aware that their
days at VCU are coming to an end and the impact their years at VCU have had
on them starts to become a reality.
9. Alumni Follow-up
Balfour believes in the value of the alumni organization and is ready to support any
merchandising efforts on its behalf.
In addition to the proven strategies detailed above, we also respectfully request consideration of the following marketing strategies for expansion and reinforcement of
the VCU Official Ring Program:
a. Heightened focus on electronic marketing campaigns
• As email becomes more popular, consider the use of electronic marketing to
parents.
• Expand the schools’ use of Balfour created templates for more effective release.
b. More concentration on Graduate student awareness
• Target VCU Graduate students and non-traditional VCU students.
c. Added awareness focusing on specific schools/colleges within the University
• Deans of the Colleges at VCU to recognize event dates by announcing ring
dates to students within their specific colleges. We understand there is a natural affinity within each college, and we have a script ready and available for
each Dean.
d. Additional resources for marketing to specific organizations and cultures within the
student body
• Plan special ring education events with influential student groups -- some ideas
are a ring education scavenger hunt; invite a famous alum or respected faculty member to educate and speak to the groups about the ring; or a ring education contest with all student groups at VCU.
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• Create a Web presence on student group Websites – for example, post a VCU
Official Ring Web Banner Ad on a student group Website that links back to the
VCU ring Website.
• Have the ring committee host a Performance Seminar for leaders of all the organizations on campus to highlight their leadership role on campus and to be
good citizens by contributing something to the educational process.
As a consultant, Balfour will help to plan and implement the above strategies with VCU.
The result is more awareness of the VCU Official Ring Tradition on campus, increased sales
and an increased attendance to the events surrounding the tradition. Balfour will also
help to implement a strategy of continuous marketing to VCU students until graduation
and beyond.
History of Oak Hall
Oak Hall Cap and Gown was founded in 1889 in Roanoke, Virginia. We are a family run
business, dedicated to keeping the textile industry alive in the USA. All our manufacturing takes place in our three sewing facilities in Virginia. In addition, we work diligently at
purchasing our raw materials in the United States. Throughout its years of formation, Oak
Hall steadily built a reputation for manufacturing the finest quality academic, judicial,
and religious apparel in the country.
Oak Hall is the largest cap and gown manufacturer in the collegiate market. We service
more than 1,700 colleges and universities across the United States, including seven of the
eight Ivy League Universities. We also service schools in England, Asia, throughout the
Caribbean, and Mexico.
Our sister company, Bentley & Simon, is recognized throughout the world as the hallmark
for quality custom-made robes and is the robe supplier for all of the Justices of the US
Supreme Court.
Oak Hall Cap and Gown employs 384 people in the great Commonwealth of Virginia. All
our employees have full time, permanent positions, and in Oak Hall’s 123 year history, we
have never had an employee lay off. As you can imagine, the cap and gown business
is very seasonal. We understand though, that our obligation is to make certain that the
appropriate regalia is available to any person that wants to attend commencement. It’s
a job that our employees take very seriously. They treat each and every order as though
it was their own child walking. From the time an order is received until it leaves our warehouse and arrives on campus to your satisfaction, you can be assured that it has been
handled by experienced employees that know and understand our business.
Over the years’, Oak Hall’s success has been our ability to develop programs that enhance a university’s graduation with unique designs along with service that far exceeds
expectations. If given the opportunity to work with Virginia Commonwealth University,
you can be assured that you will be partnering with a company that will deliver the highest quality commencement regalia and will continually work with you to enhance the
experience for your graduates. In addition, Virginia Commonwealth University will be supporting local, homegrown industry. Supporting local industry has the double advantage
of supporting local jobs and reducing the environmental costs of transportation when
goods are delivered.
Oak Hall Strategic Plan
• We get to know you. We will want to meet with the appropriate people on campus
to get an understanding of the challenges that you face during commencement
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season.
• We want to hear your wish lists for commencement. We may not be able to grant
every wish in the beginning, but we will certainly work closely with you on a continual
basis to make things happen.
• There will be absolutely no problem with taking over your regalia needs immediately
and providing you with a seamless transition for October grad fair and December
ceremony.
• One of the first things that we would like to help VCU achieve is to develop customized regalia for your PhD graduates. We work very closely with universities across the
country to develop these programs, at no cost to the university. We receive a number of calls each year from faculty members across the country wanting to order customized regalia from VCU. Having this regalia will allow VCU alumni teaching at other
universities the opportunity to show their VCU pride during commencement exercises.
• Our Corporate Management Team, with well over 100 years of combined experience
in the cap and gown business, will be responsible from beginning to end in providing
your graduates, faculty, and administration with the regalia they need.
• You will always be able to speak with an experienced person immediately when calling Oak Hall because we DO NOT HAVE VOICEMAIL. We understand the time sensitive nature of our business and we respond accordingly.
• We are a one product company, regalia and related accessories is all we do. We
have a passion that is unmatched in this industry. This passion is very evident as you
walk our sewing room floors, or through our warehouses, or stop and listen to our
receptionists or customer service as they are on the phone. Most of our employees
have been with us for many years. They have lived and experienced the growth of
Oak Hall, from our one sewing plant 20 years ago, to the opening of our second plant
in Wytheville that saved over 100 textile jobs from extinction. Then five years later
when we opened our Chilhowie plant in an area that had experienced massive layoffs as sewing jobs were moved to Mexico.
• We welcome the committee at VCU to be our guests to tour our facilities and see
firsthand that the textile industry is alive and well in our great Commonwealth of Virginia. Then we ask that you support local industry by having your students wear regalia
Made in Virginia.
Professional Framing History and Strategic Plan
Professional Framing Company has been providing diploma frames to university bookstores and graduates since 1987. Founded on a core commitment to provide their customers extraordinary service, value and quality products, the company quickly led the
way in a burgeoning industry by adding innovative and artful additions to their offerings,
including the use of embossed seals and school names, limited edition watercolors of
campus landmarks, 24k medallions, 3D laser logo cutouts, and 3D collages.
Further establishing themselves as leaders in the industry, Professional Framing Company
remained as committed to service as they were their craft, as they are to this day. Their
success has been due in no small part to listening to the needs of buyers and striving to
make their jobs easier and less complicated. One way they have achieved this has been
to assign a dedicated customer service representative, to each account, who is knowledgeable about that store and its specific needs. They also understand that as the years
change over, so do the students and their preferences; so Professional Framing Company
has regularly attended a wide variety of trade shows to stay abreast of the trends. Like-
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wise, they have strived to keep their eye on the sales of frames industry-wide and make
suggestions for changes in product lines as deemed necessary.
Professional Framing Company currently provides frames and service to university bookstores nationwide, such as Virginia Tech, University of Tennessee, University of Richmond,
Western Kentucky and Georgia Southern, just to name a few.
As when they first began, Professional Framing Company is once again at the forefront
by being the first and only company in the industry to use UV protected glass on every
frame. In their ever-growing commitment to providing their customers extraordinary service, value and quality products, they continue to lead the way.
With the experience of Balfour, Oak Hall and Professional Framing, Virginia Commonwealth University can be assured of working with THE INDUSTRY LEADERS IN ALL CATEGORIES OF GRADUATION PRODUCTS. The combined knowledge of our companies, working
closely with Virginia Commonwealth University, will certainly assure that your students are
being provided with the absolute best the industry has to offer.
2. Class Jewelry:
a. The Contractor should offer a program for the sale of class rings and class jewelry.
Describe the class ring and class jewelry program proposed for Virginia
Balfour will follow our proven guidelines outlined in the strategic section above when
proposing the class ring program for VCU; however, we will tailor make the program to
fit what is best for VCU. We never force our agenda on any one school, because we
realize that no two schools are ever alike. The same applies for any additional jewelry
items that may be offered at VCU. We will work with the committee to provide whatever jewelry accessories need to be available.
b. The Contractor should offer a collection of quality class rings and jewelry as
approved by the University to meet the needs of students and alumni at Virginia
Describe the collection of rings/jewelry that will be offered. State how the
selection and the program will help enhance the customer's affinity with the
University.
Balfour defines the Class ring and Class Jewelry Program proposed for VCU as an Official Ring Program. The program offers limited ring designs, unique to VCU. The rings can
be presented in some type of university endorsed Ring Ceremony. It is important to note
that we use the phrase limited ring designs to indicate that the offering is not always just
a single design; however, all designs must have a common theme or common symbolism, in order to be recognizable as part of the Official Ring collection.
Here are three key elements for a successful ring program at VCU.
Symbolism
A symbol is defined as an object that represents something invisible. Note the definition
is singular – an object. A strong symbol only has one unique and recognizable design.
For example, there is only one unique design for the Academy Awards’ Oscar, one
Congressional Medal of Honor, one Purple Heart, one Stanley Cup, etc.
To verify that symbolism is the real product, one only need look at the institutions that
did not maintain their school ring traditions over the last twenty-five years. Starting in the
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late `70s, all ring manufacturers began to offer an increasing variety of styles at institutions that had no formal recognition and support for the ring on their campus. With little
or no emphasis on a recognized Official Ring tradition, and considering that the average enrollments have increased during the same time frame, the actual student buyrates of college rings have declined by more than 50 percent.
Evaluating the schools that never lost focus of their Official Ring confirms the value of
the tradition. These colleges and universities have suffered little or no deterioration in
demand for their well-recognized rings. A symbol must be identifiable to have meaning.
The more versions of a symbol that exist, the more difficult it is to recognize. A symbol
that is difficult to recognize has less significance and meaning. The direct result is lower
demand for the symbol.
Exclusivity
One of the characteristics of a strong ring program is exclusivity. To make a ring “exclusive,” the following marketing principles apply:
• Sometimes, less is more.
• Perception is critical and university driven.
• Discounting the product weakens the appeal of the “symbol.”
• The presentation of the product should be celebrated.
• The correct message should be sent by extending an invitation to acquire the symbol a student has earned the right to wear.
All strong symbols are exclusive to the individuals who have earned the right to wear
the items. If anyone could acquire a World Series ring, would it carry the same mystique? If all professional golfers were allowed to wear green jackets at Augusta National, would the jacket have as much meaning? An Official Ring must be reserved solely
for those individuals who have successfully met the school’s established requirements.
Another important aspect of exclusivity involves the presentation of the ring. Balfour has
led the way in helping our partners return to the tradition of conducting formal Official
Ring ceremonies. A ring carries far greater importance when the President, a popular
administrator, or a famous graduate presents the ring in a meaningful setting. This is
also an excellent opportunity for the university to begin educating upper class students
about graduation and the role of alumni.
Affordability
Affordable pricing is an important element of a successful ring program. We will work
with the institution to keep the Official Ring affordable for all students. We will offer the
Official Ring in a variety of metals and karat options to fit different budgets. We also offer an interest-free payment plan; however, it is important for the reader to understand
that our pricing structure must support the unique and proven marketing program we
will be proposing.
If Virginia Commonwealth University chooses to develop an Official Ring Program with
Balfour, you have our commitment to develop the very best program possible that will
yield stronger returns for VCU.
Balfour is the leader in Official Ring Programs and has more experience with Official
Ring Programs than our competitors. Balfour leads in Official Ring Programs because
we have the greatest ability to help increase affinity at the schools we partner with. For
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many of our Official Ring Programs, purchasing an Official Ring is about more than the
ring itself – it is about the culture of the University and the student’s loyalty toward that
culture.
Our research shows that a successful Official Ring Program helps increase affinity at
Official Ring Schools. We have testimonials available to back up our research that are
available upon request.
c. The Contractor should offer a selection of metal alloy rings.
Describe the characteristics of your best selling metal alloy ring.
Celestrium is an economical alternative to traditional white gold, offering value and
durability. Celestrium is a jewelers stainless steel available in antique and natural finish.
This metal is extremely durable and resistant to tarnishing.
d. The Contractor should provide services typically associated with the sale of class
rings and jewelry. These services should include design, production, sales,
marketing and warranty.
Describe your firm’s design services, production techniques and quality
control methods.
Balfour College Rings
Balfour has long been synonymous with the best ring the industry has to offer. Since
1913 we have been the leader in the industry while developing many techniques now
considered standards in class ring production. Being the leader in these areas allows us
to build on our experience as we continue to manufacture simply the best rings in the
industry.
We are dedicated to providing the highest level of quality and workmanship to achieve
total satisfaction for each customer who enjoys our product. Our longstanding commitment to quality has ensured that hand finishing operations continue to be an integral
part of every one of our rings. We employ more than forty individual finishing steps and
eight quality assurance checks to make certain that our high standards are always
maintained.
Finally, Balfour will assign a quality control manager in our manufacturing plant who will
be responsible for the quality of every ring. This type of commitment, not just to quality,
but to the university, is what makes us the gold standard when it comes to producing
the symbol of memories.
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Method of Manufacturing
Balfour uses the lost wax method that is now used throughout the
college ring industry. We use one-piece die construction, which
offers a number of distinct advantages:
• Greater durability
• More uniformity
• Precision alignment
• Greater depth of detail
We also have a wide capability in other manufacturing techniques and are able to discuss these with you relative to your
specific ring designs. Our manufacturing process involves more
than 35 highly-skilled operations that go into the creation of a
single ring.
Model Making
Each Balfour college ring begins as a detailed drawing created
by our team of artists. Master craftsmen/draftsmen then translate
these drawings into three-dimensional sculptures or drawings.
Our rings incorporate the most extensive hand modeling in the
industry. When given final approval for a design, our tool and die
cutters create a precise master model (die) from which the wax
pattern is prepared. This superior die provides a completely accurate wax impression from which each new ring is made.
Lost Wax Method
The Lost Wax method involves three stages of vacuum-assisted
processes: one at wax, one at investment, and one at metal cast.
The objective of these vacuum-assisted processes is to improve
the quality of the rings by providing a detailed wax pattern with
good filling and a dense ring after being cast. The wax injection
process eliminates the die wear associated with the die striking
method of manufacture and forms a wax pattern of the ring. The
investment process then takes these wax patterns and creates a
solid-mold around the patterns that is oven-cured to harden the
mold and melt out the wax (lost wax) leaving a “negative” of the
wax pattern. The molds are then filled with the appropriate metal
with the assistance of vacuum during the casting process.
Finishing
To enhance the special sculptural details that often characterize
college rings, we have developed an Antique Finish that is meticulously applied then heat-treated to afford the customer a lifetime of wearing pleasure. For those who prefer a ring with a more
classic jewelry look, we also offer the rings in a Natural Gold state.
The rings are polished and buffed to create a beautiful shine and
then engraved on the inside of the ring for added personalization.
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Quality Control
Throughout its production, each ring is carefully inspected.
Any craftsman in our factory is authorized to reject a ring not
meeting our quality standards. In addition, each ring must pass
through eight designated quality assurance stations. Our quality
control experts then give it a final, meticulous quality inspection.
A special bar-coded computer reads specifications to ensure
complete accuracy.
The Gold Standard
When gold is mined from the earth and refined to its pure state
it is termed 24 karat. Because gold is soft when pure, it must be
alloyed with other metals having better wear characteristics.
These metals include copper, silver, zinc and nickel; the relative
percentages of each vary according to karat and when alloyed
produce yellow, green, white or rose gold.
Alloying gold with other metals reduces the gold content, so
that 21 karat gold is 87.5 percent pure gold; 18 karat gold is 75.0
percent pure gold; 14 karat gold is 58.3 percent pure gold; and
10 karat gold is 41.6 percent pure gold. These are the preferred
karats for fine jewelry. They best combine the beauty, workability
and tarnish resistance of gold with the strength and durability of
the alloyed metals.
Gold used to manufacture 10K, 14K and 18K rings will be of the
quality set forth in the United States Stamping Laws for karat
gold. The hardness on the white gold rings will be that which is
generally recommended by the industry.
Delivery
Balfour rings will be delivered to the students at the Official Ring
Ceremony. Rings not delivered will be available for pick up as
per the University’s instructions.
Alternative Metals
Balfour alloys were developed by expert metallurgists and are
today produced under carefully controlled conditions to insure
standards are consistently met or exceeded. Our alternative
metals, Celestrium™, Balfour Imperium™ and Balfour Premium
Silver™, are jewelers’ grade alloys and are guaranteed never to
tarnish, stain or fade. Their specific contents are proprietary, but
the joy and excitement they bring to everyone who purchases
them is evident.
Celestrium, a fine jeweler’s stainless steel
Balfour Imperium with Gold (BI),is a yellow alloy containing 19.2%
gold along with other metals
Balfour Premium Silver (BPS) is a silver-colored metal composed
of 80% silver and other alloys including Palladium.
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Conscience
As one of the nation’s largest jewelry manufacturers, Balfour utilizes the highest jewelry
manufacturing and processing standards, including using reclaimed gold, adhering to
the diamond Kimberley process and supporting Oxfam’s Golden Rules, using recycled
stainless steel, and using environmentally friendly simulated birthstones. Balfour is also a
member and complies with all Fair Labor Association employment standards and is a
member of the Association for Advancement of Sustainability in Higher Education. Balfour is proud that our rings feature:
No Blood Diamonds – The United Nations passed a resolution called the Kimberley
Process Certification Scheme that is designed to certify the origins of diamonds and to
ensure the stones are not “conflict” or “blood” diamonds. It is Balfour’s commitment to
you that the diamonds used in our products are conflict free, based on written guarantees provided by our diamond supplier.
No Dirty Gold – Balfour was the first class ring company to endorse No Dirty Gold’s
Golden Rules and calls on the mining industry to extract and manufacture gold under
higher social, human rights and environmental standards. For more information about
this movement, please visit www.nodirtygold.org.
Environmentally Friendly Simulated Birthstones – Our simulated birthstones are all lab created stones, with many sharing the same chemical properties as genuine stones. With
the exception of diamonds, our stones are not mined and, as a result, are significantly
more eco-friendly.
Recycled Metal – Our Celestrium™ metal is fine jeweler’s stainless steel that is over 95%
recycled metal.
Fair Labor Association
Commemorative Brands, Inc., the parent company of Balfour, Oak Hall Industries and
Professional Framing Company are all members in good standing with the FLA. In joining
the FLA, affiliated companies make a commitment to develop a rigorous program that
includes implementing the FLA Workplace Code of Conduct and monitoring to ensure
that any violations are identified, addressed and corrected. Their efforts in this regard
must meet FLA standards for public disclosure and long term improvement.
Balfour College Graduation Announcements
Following is detailed information on the quality of Balfour’s printing; type and weight of
paper(s) utilized; printing method and type of inks, exact size of the pieces.
Design and Development
An experienced artist from our graphics department designs and assists with die proofs
for each school’s customized announcements. We maintain a large portfolio of etchings and embossings to meet a variety of design needs.
• Traditional or Formal Printing Process
• A variety of printing processes are available to achieve the desired appearance for
your announcements.
• Detailed engraved, foiled, lithography or thermograph seal impressions.
• Traditional embossed or litho full or ghosted etchings
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• Colored or blind embossing
• Five typestyles
• Text offered with laser print
• Paper Stock
Institutions may choose white or ivory Vellum paper, or from an assortment of colored
stocks. Balfour offers either French or Dutch folds, and two formal matching inner and
outer envelopes.
Quality Assurance
We pride ourselves in producing graduation products of the highest quality. Our entire
reputation depends on our ability to consistently produce high quality announcements
and accessory products. Proofing announcements for quality and accuracy is a major
point of focus. Announcements are proofed at least three times during the manufacturing process. Additionally, our Quality Assurance Inspection team inspects each order
before it is shipped to the customer.
Delivery
With state-of-the-art facilities in our Manhattan, KS plant, Balfour provides accurate and
timely fulfillment—an important advantage when producing time sensitive material.
Announcements will be shipped to the individual student within 24 hours of receipt of
the order at no additional charge.
Oak Hall College Graduation Regalia
Oak Hall produces over 2.5 million caps and gowns each year. All manufacturing is
done in Virginia in one of our three sewing facilities. On customized regalia we stock on
average 25% over the yearly needs so that we are always prepared with inventory on
hand. Should you need a special size that wasn’t in stock, many times we can manufacture and ship the same day if needed.
We have the fastest delivery time in the industry on our high quality regalia as well.
Normal delivery is within four weeks, but in most cases we can meet whatever delivery
date is needed. It is important to note that Oak Hall never charges a “late fee” or “rush
fee” for last minute orders.
Discuss the sales support services available for customers
including the following:
•
•
•
•
Minimum deposit requirements
Methods of deposit payment
Accepted forms of credit
Finance programs
Balfour accepts cash, personal checks or credit cards (MasterCard, Visa, America Express and Discover). Orders can be paid in full or with an interest-free credit card plan.
Balfour also offers a convenient, interest-free, three month payment plan for students.
Students simply leave a deposit equal to one third of the cost of the ring and make the
remaining payments each thirty days after the payment before via credit card. In addition, students can select from a four or six month plan where they leave a $100 deposit
and pay the remaining amount in equal installments every 30 days after via credit card.
There is no extra charge for using this program.
23
All regalia from Oak Hall and diploma frames from Professional Framing are sold directly
to the University and no deposits are required.
State the firm’s warranty policy including the following:
• Length and conditions of guarantee regarding defects in materials and
workmanship
• Length and conditions of guarantee regarding stones and stone
decorations.
• Provide conditions and associated charges for ring sizing and
adjustments; for replacement of damaged rings; for restoring ring
finish; and for changes in academic designation and graduation year.
• State the refund policy for students who fail to graduate in the year
designated on the ring and the process for resolving disputes.
Balfour’s Limited Lifetime Warranty*
Your Balfour ring is hand-crafted to meet your complete satisfaction. Only the finest materials have been used to ensure years of enjoyment. The following services will be performed without charge for the original owner of the Balfour ring:
• Repair defects in workmanship or materials at the time of original delivery.
• If repairs cannot be made due to defects in workmanship and materials, the product will be replaced at Balfour’s discretion.
• Resize your ring (all rings can be resized up or down two sizes)
• Clean and polish your ring
• Genuine stones and diamonds are not covered.
• Should your year of graduation or degree change at the same school, a change to
your ring will be made at no charge (limited to one occurrence for year date and
one occurrence for degree). A charge may apply for engraving changes where
year date or degree is included.
• No other change from the original order is permitted under the warranty.
• This warranty is void if work is performed on your ring by someone other than Balfour.
• If the ring is damaged or worn beyond your satisfaction, it may be exchanged for a
ring of current design at Balfour’s current remake charge.
• Damages resulting from improper handling, lack of care, or normal wear and tear
are not covered by this warranty.
This warranty gives you specific legal rights, and you may also have other rights which
vary from state to state. In the event your ring needs warranty or non-warranty service,
return your ring insured with a letter of instruction to:
ATTN: Repair Dept.
P.O. Box 149207
Austin, TX 78714-9207
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When shipping via UPS or FedEx, use the following address:
7211 Circle S. Road
Austin, TX 78745-6603
Please include payment for return shipping, handling and insurance fees and any applicable sales tax ($14.95 for ground shipment, $19.95 for second day service and $24.95
for overnight service). Return shipping, handling and insurance fees apply to all warranty
and non-warranty service.
*For rings purchased since 1972. Warranty terms do not apply to Military Academies.
Warranty terms and conditions are subject to change on Balfour’s notice during the term
of this agreement.
Oak Hall Industries Warranty
Our written warranty states; any merchandise that does not conform to your order with
regard to style, fabric, color, measurements, or that is not exactly as agreed upon, may
be returned within 15 days after receipt of the merchandise and an appropriate adjustment will be made immediately and without question. This being said, we understand
that many times regalia is not picked up in that time frame. Any regalia problems, regardless of when it was shipped, would be replaced without question.
Professional Framing Company Warranty
Professional Framing Company offers a warranty against any manufacturer’s defects for
the lifetime of the diploma frame.
Professional Framing Company will provide a free sample of each frame that the University may decide to carry. In the case of a damaged frame, the frame will be picked up by
a representative and either repaired or replaced as deemed necessary. We believe that
purchase decisions by retail buyers are based on the visual presentation of the product
and we believe that the best presentation of the product will sell more frames. Therefore,
we are prepared to insure that the sample frames will be in exceptional condition.
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As a benefit of Balfour’s Limited Lifetime Warranty, many changes are provided free of
charge including resizing, cleaning and polishing, changing a graduation year date or
changing a degree. Changes that incur a remake fee include changing a school name,
changing the finish of a ring (antique or natural), changing the ring style or changing the
metal quality (any difference in metal quality is also charged).
College Rings Chargeable Repair Schedule*
Description of Service or Repair
Charges if Purchased After 1972
Resizing
No Charge up to 2 sizes
Cleaning and polishing
No Charge
Change graduation date
No Charge
Change degree or curriculum
No Charge
Replace damaged or defective simulated stone
No Charge
Replace defective encrusting
No Charge
Replace genuine stone
$50 plus Cost of Genuine Stone
Change incorrect engraving
No Charge
Add or change engraving
$25
Refurbish ring**
$25
Change simulated stone to another color
or change stone enhancements
$50
Change genuine stone to another color
or change stone enhancements
$50 plus any difference in the cost of genuine stones
Change school name
$100 for non-gold alloys
$175 for gold
Change finish (antique to natural
or natural to antique)
$175 for gold
Change style
$175 for gold + cost between different style types
Change metal quality
$175 for gold plus difference in metal grades
Shipping, handling and insurance(for return
of repaired rings)***
$14.95 (UPS ground)
$19.95 (second day)
$24.95 (overnight)
Many repairs stated above are option changes and are not covered by Balfour’s Limited Lifetime Warranty.
Replacement of genuine stones and diamonds is not covered by Balfour’s Limited Lifetime Warranty.
*Fees subject to change during the term of this agreement due to the fluctuating precious metals markets.
**Refurbishing services include cleaning, polishing, tightening or replacing stone, replacing epoxy, removing surface
scratches, replacing antiquing (if applicable) and repairing dented bezels.
***Sales tax and return shipping, handling and insurance will be added to the repairs listed above (repairs due to defects in
workmanship or materials will be excluded from return shipping charges).
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Ring Loss Protection PlanSM
Your Balfour ring is so precious that it is automatically protected against loss or theft. If
your ring is lost or stolen, Balfour will replace the jewelry. This protection plan is in effect for
four years from the date of purchase on all original rings purchased after August 1, 1996,
and is limited to a single replacement of your original jewelry during the four year period.
This Ring Loss Protection Plan excludes diamonds, precious stones, Military Academy rings,
and Championship rings.
Requirements for replacement:
1. Ring Loss Protection Plan/Warranty Card
2. Original Invoice
3. Specs for replacement ring must be identical to original jewelry: stone, date, curriculum, school, and all other options
4. Request for replacement must be made within 45 days from date of loss
5. Police Report Number (as applicable)
6. Explanation of circumstances of loss
Send request for replacement with original invoice, the Ring Loss Protection Plan/Warranty Card, and a check or money order for the then current replacement fee plus a $14.95
shipping and handling charge (shipping and handling charge includes insurance for the
return shipment. Second day service is available for $19.95. Overnight service is available
for $24.95) to:
Attn: Ring Loss Protection Plan Dept.
P.O. Box 149056
Austin, TX 78714-9056
When shipping via UPS or FedEx, use the following address:
7211 Circle S Rd.
Austin, TX 78745-6603
Ring Loss Protection PlanSM Fee Schedule
Metal Type
Men’s Fee
Women’s Fee
CelestriumTM
$85
$85
Balfour Premium SilverTM
$100
$75
10K gold
$275
$135
14K gold
$360
$170
18K gold
$450
$200
Replacement fees may vary during the term of this agreement due to the fluctuating
cost of precious metals such as gold, palladium, silver and platinum. The Ring Loss Protection Plan is backed by an insurance policy. Ring Loss Protection Plan terms are subject to
change at Balfour’s notice during the term of this agreement. Please to balfour.com for
current fees. In addition to the automatic warranty, students will be offered the opportunity to purchase an extended warranty which extends the protection plan from 4 years to
10 years.
27
e. The Contractor should provide the "Official" ring or collection of rings of Virginia
Commonwealth University containing all the design elements that compose the
"Official" ring.
Acknowledge the firm's willingness to accommodate the University’s "Official"
ring/ jewelry program and describe how the firm will enhance the "added
value" of the Official Jewelry program.
Balfour will enhance the “added value” of the Official Ring/Jewelry Program through
experienced official ring marketing techniques. Balfour is a preferred partner for Official
Ring Programs across the country. The number of colleges and universities adopting an
official ring tradition over the last decade is a testament to the overall success of these
programs. Clearly, a focused message positioning the university ring more prominently
on campus resonates more with students than at schools where a ring tradition is not
properly and effectively positioned. A unified approach, eligibility requirements and the
way in which rings are presented all make a ring story more compelling in the eyes of
graduates. Please refer to the testimonials included with our bid that specifically document Balfour’s intangible role in building more engaging ring programs. These scenarios
are simply representative of a long list of colleges that are experiencing stronger buy
rates by working solely with Balfour. Our company partners with approximately 200 official ring colleges and universities throughout the country – exceedingly more than our
competitors. Most recently additional examples of this success have taken place at the
University of Virginia and Clemson University, both accounts that had previously partnered with competitors for more than 40 years.
The following are “added value” promotional efforts that Balfour has used, will use or is
currently using in other Official Ring Programs.
Virtual Ring on Jumbotrons at Official Ring Schools
Balfour is now able to provide 3D rotating image files for our Official Ring programs. A
3D “virtual” ring is an innovative and powerful way to promote the ring tradition in an
all-new way. This technology is an ideal way to introduce the Official Ring to incoming
students at freshmen orientation, showing them early on one of the treasures of staying
enrolled. The ring in this 3D virtual format may also be used as a default screensaver in
campus computer labs, aired on any and all televisions, played with PSAs on jumbotrons during athletic events and uploaded to the Official Ring Web site. The 3D ring may
also be burned to alumni directory CDs. Virtual rings are proving to be an extremely effective way to build awareness for ring traditions – an ideal way to make the ring real at
VCU! Here is a list of schools where the virtual ring was used during football or basketball
games:
• Ohio State University
• North Carolina State University
• Texas Tech University
• Texas A&M University
• The University of Texas
• Auburn University
• Baylor University
• Oklahoma State University
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• Sam Houston State University
• University of Missouri
Balfour Official Ring Workshops
For several years the Balfour College Division has hosted an Official Ring Workshop,
where a combined 145 representatives have taken part representing 89 colleges and
universities. The workshop has become an extremely popular event with those assigned
to supervising their official ring tradition on campus. Our workshops feature presentations by school representatives, along with Balfour personnel, to better understand
strategies that build participation rates for ring programs with students and alumni. The
feedback Balfour has received from these workshops has been extremely favorable.
One of the most popular aspects of the workshop is the ability for participants to tour
Balfour headquarters where they can follow the official ring process from marketing,
customer service, manufacturing and delivery. Our official ring Partner institutions are
able to meet face to face with our key people behind the scenes that contribute to our
success. The opportunity for school representatives to see their actual official ring being
made – from start to finish – is consistently one of the highlights of the event. The Balfour
Official Ring Workshop is a one-of-a-kind event, a marketing initiative unlike anything
our competition has to offer. We would certainly welcome VCU’s participation in an
upcoming workshop, or perhaps an on-campus workshop dedicated for VCU.
More recently, Balfour has begun hosting regional and even on-campus workshops
enabling more of our Partner institutions to benefit. On-campus workshops have been
most effective when we’re able to gather key campus personnel and student leaders
to the table to discuss best practices for program growth. We encourage participation
by the Bookstore, Alumni Affairs, Student Activities, University Marketing, Licensing and
of course Student Government and/or Student Alumni representatives. These half-day
sessions have proven highly effective in not only building additional awareness for the
ring program on campus, but to also increase overall enthusiasm. We are able to present school-specific sessions that “excite and ignite” participants with the overall best
interest of the school in mind. In every case, these workshop sessions have spurred
students to become more engaged in the ring program, helping to further define the
school’s ring story through rituals and/or other powerful enhancements that make the
ring a more meaningful experience, rather than simply a product for sale. It’s the difference between an official ring, and an official ring “program.” We have conducted
highly-focused, on-campus workshops at LSU, Vanderbilt, Stephen F. Austin State University, Florida State University, SMU, the University of Virginia and the University of South
Carolina, to name a few. Additional workshops are scheduled for Purdue University,
Texas Tech University, Texas A&M University at Corpus Christi, University of New Hampshire, James Madison University, etc. These events are gaining in popularity due to their
effectiveness and we believe hosting a dedicated workshop at VCU will prove extreme-
29
ly beneficial for your program. It will no doubt help Make the VCU Ring Real for more
key players on campus who have the University’s best interest at heart. Below are a
couple of responses we’ve received representative of the success we’ve experienced
with these events:
Having a ring workshop hosted by Balfour was extremely valuable and productive for the LSU Ring tradition. It allowed for all the key representatives to
be around the same table to discuss ideas, new opportunities and strategies
for continued growth. We are eager to implement many of the innovative
processes that were shared to make our ring program even more meaningful for our students and alumni.
Ashley Scott Territo,
Assistant to the Vice Chancellor
LSU Finance and Administrative Services
I wanted to follow up and let you know that the workshop Balfour did for us
on campus earlier this year laid the foundation for a traditions movement
here at Carolina. We assembled 20 campus partners recently to discuss formulating a traditions keepers program at Carolina. The Ring Program is at
the core of our discussion and decision to create a traditions movement.
The Official USC Ring workshop helped bring together interested campus
departments to ignite this sense of pride and collaboration. Thank you for
your leadership in this area, and we look forward to the next one!
Mary Ruffin Weaver Childs,
Assistant Executive Director of Membership, Marketing & Communications
My Carolina Alumni Association
Samples of Balfour Helping Schools Enhance their Ring Programs with “Value Ad” Strategies:
The Big Dip at Stephen F. Austin University
Balfour believes in helping schools develop a more meaningful ring story. Stephen F.
Austin State University has created a mystique with “The Big Dip.” During the Official Ring
Ceremony at Stephen F. Austin State, ring recipients are invited to dip their rings and
hands in purple dye. Purple is the school color at SFASU and the “dipping” turns each
ring recipient’s hand and ring purple for a few days. Students at SFASU know that if they
see a person walking around with a purple hand, then that student is clearly identified
as a ring recipient. Local businesses have become involved by offering students discounts with their purple hand. This has become a model program for other schools to
follow, a powerful example of how strengthening the overall “ring experience” will help
drive participation rates.
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Wake Forest University Valentine’s Day Ring Promotion
A Balfour tradition at Wake Forest University has been to hand out a rose to each student who orders a WFU Ring during the 3-day Valentine’s promotion and Grad Fair. This
has been a very popular promotion at Wake Forest and has helped promote student
interest in the ring.
Wake Forest University Hit the Bricks Campaign
Balfour is a current sponsor of the Hit the Bricks Campaign at Wake Forest University. This
is a student fundraiser for cancer research. Balfour promotes during the event and provides water to the students participating. Balfour also gives away Wake Forest ring gift
certificates in a drawing at the end of the event.
North Carolina State Official Ring T-Shirts
Balfour hands out NC State Official Ring T-shirts during the Official Ring kick-off event
each year at NC State. The T-shirts have a picture of the Official NC State Ring and any
student who visits the ring table during this event receives a T-Shirt courtesy of Balfour
and the NC State Alumni Association.
Introduce the Rings at Freshman Orientation
Balfour believes that it is important to instill the message of the Official Ring the instant
students come on campus. One way to do this is to introduce the Official Ring at freshman orientation. Exposing freshman to the ring tradition early creates desire and gives
them something to work toward on the way to graduation, Many schools across the
country are doing this. A few schools have created Official Ring documentaries for orientation and Balfour is a valuable resource with a database of such productions.
National Campaign: Guaranteed Holiday Delivery
One of Balfour’s most successful National Promotions is Guaranteed Holiday Delivery.
During the last week in November, Balfour will guarantee all orders placed special Holiday Delivery, so ring buyers will have their ring by Christmas. The normal lead-time on a
ring is 4-6 weeks, however, often during this promotion; Balfour cuts the lead-time to 2-3
weeks, which is the fastest lead-time in the college ring business.
National Campaign: Guaranteed Graduation Delivery
Another successful National Promotion is Guaranteed Graduation Delivery. During
this promotion, Balfour guarantees that all rings ordered will be delivered by Graduation. The normal lead time on a ring is 4-6 weeks, however, often during this promotion;
Balfour cuts the lead-time to 2-3 weeks, which is the fastest lead-time in the college ring
business.
National Campaign: Web Banner Ads
Online sales at official ring schools have climbed steadily in recent academic years.
Custom Web Banner Ads have been developed to be placed on Alumni or bookstore
Web sites to reinforce direct mail campaigns. These Web Banner Ads have a live link to
the Official Ring Web site where students, parents and alumni can learn more about the
tradition, or order online. These, coupled with the varied social media strategies Balfour
now puts in place, all contribute to building overall awareness and sales.
All of these strategies result in added value to the VCU community, enhancing its tradition, spirit and therefore its unity. Long term it will tie Alumni to the campus that led
them to success.
31
f. The Contractor should provide for the University’s need to design additional rings
and jewelry as necessary and work with the assigned committee as appropriate.
The ring/jewelry styles may be re-designed as necessary to include new VCU marks
and elements.
Acknowledge the firm will accommodate the University’s need to design
additional rings and jewelry when necessary.
Balfour will comply.
g. Virginia Commonwealth University shall approve all designs, artwork, and mock-up
rings and jewelry items prior to production. The jewelry selection may be featured
as the “Official” collection to qualified students.
Acknowledge the University’s right to approve all designs prior to production
and to have title to dies and molds.
h. VCU marks and logos are registered with government agencies and licensed through
the Collegiate Licensing Company (CLC). Jewelry prices shall include a licensing fee
per piece of jewelry. The current rate is $10.00 per unit.
Acknowledge the firm's willingness to license the products and pay the
appropriate licensing fees.
i. The Contractor will have exclusive trademark rights for the sale of class jewelry to
students. However, the VCU Alumni Association and MCV Alumni Association at
VCU may market class jewelry bearing VCU’s marks and logos to VCU alumni under
a separate agreement.
j. The title to dies and molds used in the manufacture of VCU class rings/jewelry shall
be vested in the University. The Contractor shall retain all dies and molds and
maintain such dies and molds in first class condition. In the event the Contractor
determines that dies or molds are to be destroyed or otherwise disposed, the
Contractor shall deliver dies and molds to Virginia Commonwealth University.
k. The Contractor should establish and define the jewelry pricing process. The
Contractor should provide Virginia Commonwealth University with clearly defined
benchmarks for calculating future ring and jewelry prices as necessary.
Clearly define and describe the firm's jewelry pricing process. Provide a
formula that will allow the computation of the price of a particular class ring
based on the price of a specific benchmark for gold. Price changes for jewelry
will be allowed annually.
32
The following formula will be used to determine the change in price due to increases in
the market price of gold.
(Change in gold market) x (Gold Factor) x (Ring Pennyweight (dwt)) = Price rounded to
the nearest $5 increment
The following factors will be used for each karat of gold:
Metal Type
per $1
for every $10
10K =
0.021
0.21
14K =
0.029
0.29
18K =
0.038
0.38
Prices may also be adjusted with any modifications to royalty or trademark licensing
fees at any time during the initial term or any renewal period.
Specify which market index will be used to benchmark gold pricing annually.
Ring retail pricing shall be set on a yearly basis on June 15th of each year based upon
the London PM fix for that date. New ring retail prices will take effect on July 1st of
each year during the initial term or any renewal period.
Balfour and Oak Hall will comply. Pricing Schedule included as attachment in Section II
of the document.
l. Jewelry prices shall include all University royalty and licensing fees.
Acknowledge the proposed jewelry prices include a royalty paid to the
University and licensing fee collected by the licensing agent.
Specify all features that are included in the base price of the ring. Features
might include full name engraving, stones, stone cuts, stone seal, panel tops,
and special finishes.
The following features are included in the base price of the ring:
• A choice of metals including Celestrium, Balfour Premium Silver, Yellow or White gold
in karat qualities
• A choice of Synthetic stones
• Full name engraving inside the ring
• Antique finish
• Degree
• Graduation year date
• A limited lifetime warranty (see Section “VII.A.2.d)
• A ring loss protection plan (see Section “VII.A.2.d)
33
m. The Contractor should support jewelry sales by providing sales support materials.
Describe the sales support and point of presentation material that will be
provided at no charge including:
Balfour will provide two to four sales representatives for ring and announcement promotions throughout the year. In addition, Oak Hall will provide a full staff to support all
regalia related promotions.
• Point of presentation display cases
Balfour will provide a presentation case for the VCU ring collection to be displayed
on campus at a prominent location the VCU committee feels will best showcase the
collection to the most traffic.
• Ring samples
Balfour will provide a collection of VCU ring samples to be displayed at a prominent
and well trafficked location on campus that the VCU committee feels is best as well
as during ring promotions.
• Website access to sale and support information
Balfour will maintain a 24/7 online presence for the VCU Ring offering where students
and graduates can conveniently view the ring and learn more about the ring tradition. In addition to all on-campus promotions, VCU Rings may be ordered online at
any time through this channel. This summer Balfour launched a new cleaner, simpler
and more modern look for it’s school home pages. The transition will continue with
updated ring pages and other features in the Spring. This emerging online presence
for our official ring programs is unprecedented in this industry, and will strengthen
buy rates by helping schools tell their ring stories even more effectively, and efficiently.
• Toll-free phone numbers for service
1-866-225-3687 or 1-800-BALFOUR
• Copy of the warranty and a care manual
Please refer to Section VII.A.2.d for full warranty information.
Caring For Your Balfour Ring
As a proud owner of a fine ring by Balfour, some simple care and a few precautions
will ensure your long-term enjoyment of your ring. The natural qualities of gold and
silver allow them to tarnish. However, you can remove tarnish easily with any good
silver polish. After applying the polish with a soft cloth, clean your ring in a mild soapy
solution. Then rinse the ring in clear water and dry. Chemicals can discolor your ring.
Some, like mercury, chlorine or household chemicals, can cause permanent damage. Your ring can also be damaged in any form of heavy manual labor. To protect
your ring, remove it whenever doing heavy work, whenever exposed to chemicals,
while working on or near heavy machinery, or when working with power tools. Since
temperature and exercise affect finger size, wear your ring for at least two weeks
before considering any size adjustment.
34
• Meeting regularly with representatives from Student Affairs and
Business Services to evaluate the program and make changes as
needed
Balfour will consistently meet with all university representatives associated with the
ring program. If a certain group or person is unavailable for a meeting, the Balfour
representative will be sure to e-mail or call that department/person with any pertinent information that was discussed.
n. The Contractor should conduct a minimum of four (4) ring sales on each campus
(two per semester) each year. Sales events on the Monroe Park Campus should
include evening hours.
State the minimum frequency, location and duration of on-campus ring sale
events.
Please see Balfour’s proposed marketing plan in Section o. below.
o. The Contractor should have a well developed marketing plan for class rings and
jewelry. The Contractor should sell class jewelry on campus in-person and as well
as on the Internet. The Contractor may use locations in the University retail stores
to support campus sales.
Provide a marketing plan for class rings and jewelry.
• Specify key events and approximate dates.
Class Rings Marketing Plan
Spring 2013 – A Ring Tradition is Born - “MAKE THE RING REAL!”
January 2013 - May 2013
If awarded the business, Balfour will begin to work immediately with the VCU Ring Committee to formulate a plan of action and a timeline that will eventually lead to the unveiling of the new VCU Ring Collection. Given the importance of following each of Balfour’s
proven marketing steps, we feel like the spring semester may not be adequate enough
time to design new rings, unveil the collection, take orders and then hold a ceremony
before graduation; however, if VCU feels strongly enough about having all this done in
the upcoming spring semester, then Balfour will most definitely make it happen. Please
understand that a tight time frame will have to be adhered to though.
It is our recommendation that we use the spring semester to follow the first two important marketing steps - RESEARCH and PLANNING. Without the proper execution of these
steps, it is very difficult to build a lasting ring tradition.
The following meetings will take place anywhere from January 2013 through July 2013
depending on the ring committee’s time tables. Ideally, we would like to complete these
meetings by graduation in case students need to leave for the summer; however, e-mails
can be sent to those unable to attend any meetings taking place in the summer.
35
Meeting #1
Once VCU has determined the members of its Ring Committee, Balfour will hold a meeting with everyone to go over the basic steps of our marketing program. It is at this meeting that we will collect all the input from the committee. Once this information is compiled, Balfour can then begin to build a ring program that is unique to VCU.
Meeting #2
Depending on the scale of the ring collection, Balfour is happy to fly in one of our ring artists to work in person with the committee to design the seal, symbols, etc for the rings. It is
our goal to have the collection styles determined by the end of this meeting.
Meeting #3
At the beginning of this meeting, the committee will sign off on all finished artwork of the
ring collection. We will then begin the extremely important step of PLANNING. As listed
earlier, the key activities of this step are as follows...
• Create timeline
• Design and finalize collection
• Plan use of all advertising media
• Create advertising materials
• Create advertising schedules
• Plan dates and times for all events
• Finalize event locations
• Plan Ring Unveiling
* Theme
* Format
* Roles
* Scripting
* Entertainment
* Unveiling
* Advertising locations
* Security
* Public Service Announcements
Meeting #4
At this meeting, the committee will sign off on all marketing pieces, i.e. posters, postcards,
brochures, etc. that will be used to promote the ring tradition in the fall and following
spring semesters. The marketing timeline will also be reviewed again to ensure that everything is in place for a smooth unveiling in the fall.
Summer 2013 – the Official Ring Workshop
ORP Workshop: Balfour extends the invitation to any VCU Ring Committee Members or
Advisors to the Exclusive 2013 Official Ring Workshop in Austin, TX, regionally or locally.
Balfour, the leader in Official Ring Programs, holds this event annually for our existing ring
partners and new schools that want to learn more about Official Ring Programs. Please
see the Official Ring Workshop insert in Section III - Additional Information.
Fall 2013 - The Official VCU Ring Collection is Unveiled - “MAKE THE RING REAL!”
September/October 2013 – Ring Unveiling and Order Taking
36
Special Event – Monroe Park Campus: Balfour will promote and give financial support for
Ring Week Kick-off event. During this event, students and parents will have the opportunity to look at and purchase the Official VCU Ring. Refreshments will be served at the event
and Balfour will provide entertainment.
Special Event – Medical College of Virginia Campus: Balfour will promote and provide
financial support for a Ring Week Kick-off event at the Medical College of Virginia Campus for the evening students. During this event, students and parents will have the opportunity to look at and purchase the Official VCU Ring. Refreshments will be served at the
event and Balfour will provide entertainment.
Mailers: Balfour will mail a VCU custom brochure to juniors, seniors and grad students
(permanent home addresses).
Posters: VCU Custom Ring posters will be posted in key areas all over campus.
E-mail Campaign: Balfour will send a VCU custom e-mail to juniors, seniors and grad students directing them to our ring table and to the VCU Custom Web site.
Added-value Marketing:
Eligibility Letter: Balfour will send a one-page letter of eligibility letting the eligible students
know that they are eligible to purchase the official VCU ring. If possible, the eligibility
letter should be signed by the Office of Student Life and is on the Office of Student Life
letterhead. (Please note this is optional.) The guidelines agreed upon and stated in the
request for proposal are as follows for eligibility:
• Attain the level of Junior or Senior standing
• Graduate Students
• Alumni of VCU
Eligibility E-mail: Balfour will send an eligibility e-mail to eligible students letting them know
that they are eligible to purchase a ring.
IMPORTANT - THE VCU RING COMMITTEE WILL NEED TO DECIDE IF ANY RING ORDERS TAKEN
AT THIS PROMOTION (OTHER THAN THOSE GRADUATING IN DECEMBER) SHOULD BE DIRECTLY SHIPPED TO THE CUSTOMERS OR IF THE ORDERS SHOULD BE HELD FOR THE SPRING
CEREMONY.
Graduation Celebration for VCU
Balfour will sell both rings and announcements at the “Grad Fair.” Oak Hall will sell caps
and gowns.
October 2013
Mailers: See VCU GRAD FAIR MAILER below.
Posters: VCU Custom Ring/Announcement/Grad Fair posters will be posted in key areas
all over campus.
E-mail Campaign: Balfour will send a VCU custom e-mail to juniors, seniors
and grad students directing them to the Grad Fair table and the VCU Custom Web site.
Special Marketing:
• With the help of the VCU Ring Committee, Balfour hopes to utilize such marketing avenues as Facebook, etc to promote the Grad Fair
• VCU Grad Fair Mailer: About two weeks before the Grad Fair, Balfour will mail out a
grad fair packet to the parents of the December 2013 graduates alerting them of the
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date, time and place of the Grad Fair in October. Included in this mailer will be information about announcements, rings and any other pieces that VCU desires to go out,
i.e. cap and gown, diploma frame information, etc. A custom ring postcard will be
included in this package also.
• VCU Ring Raffle: All students participating in the Graduation Celebration will have a
chance to win 2 gift certificates worth $100 off the VCU Official Ring.
• VCU Announcement Raffle: Balfour will have a raffle for a free Basic Announcement
Package at each location.
• Monroe Campus: Balfour will set up a special Grad Fair promotion to take ring and announcement orders on the Monroe Campus. Oak Hall will also be set up to take cap
and gown orders.
• Medical College of Virginia: Balfour will set up a special session to take ring and announcement orders at the Medical College of Virginia. Oak Hall will also be set up.
IMPORTANT - ALL RING ORDERS TAKEN AT THE GRAD FAIR THAT ARE DIRECTLY SHIPPED
TO CUSTOMERS WILL ARRIVE BEFORE CHRISTMAS. BALFOUR WILL EMPHASIZE THIS SPECIAL
HOLIDAY DELIVERY BENEFIT IN ITS MARKETING PIECES.
VCU Graduation Promotion
December 2013 - Graduation Promotion - Last Chance Seniors!
Sales Representatives: Balfour representatives will be set up at VCU locations the day
before and the day of graduation to offer graduating students a last chance to order
their rings and/or announcements.
Oak Hall staff will be on campus the week of commencement, two days at Medical
College of Virginia and three days at Monroe Campus doing distribution. We will also
attend commencement to take care of any last minute needs.
Mailers: Balfour will mail a VCU custom postcard to all December graduates inviting
them to come to the ring/announcement table for a last chance to order.
Special Marketing: With the help of the VCU Ring Committee, Balfour hopes to utilize
such marketing avenues as Facebook, etc to market the promotion
Posters: VCU Custom Ring/Announcment posters will be posted in key areas all over
campus.
E-mail Campaign: Balfour will send a VCU custom e-mail to seniors and grad students
directing them to the Grad Fair and to the VCU Custom Web site.
IMPORTANT - BALFOUR WILL BASICALLY FOLLOW THE SAME MARKETING SCHEDULE FROM
FALL 2013 INTO SPRING 2014. BECAUSE SPRING 2013 WILL BE USED PRIMARILY FOR SET UP
OF THE RING PROGRAM, THE SPRING OF 2014 MARKETING SCHEDULE WILL BE AS FOLLOWS...
January/February 2014
Ring week - Order Ring For Ceremony!
Same marketing strategies will be implemented as listed earlier.
March 2014
Grad Fair - Order Your Announcements Caps & Gowns and Last Chance to Order Ring
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for Ceremony!
Same marketing strategies will be implemented as listed earlier.
April/May 2014
Ring Ceremony
Invitations: Balfour will mail an elegant VCU Ring Ceremony Invitation to all students
who purchased a ring. Balfour will also mail an invitation to the parents of the students
who purchased a ring. The invitation will invite the students and parents to the Inaugural
VCU Official Ring Ceremony.
Refreshments: Balfour will provide refreshments for ring recipients and guests at the VCU
Ring Ceremony. Refreshments will be provided before or after the Ring Ceremony.
Posters: VCU Custom Ring posters will be posted in key areas all over campus reminding
the students who purchased rings to attend the Ring Ceremony.
E-mail Campaign: Balfour will send a reminder e-mail to students who purchased the
ring reminding them to attend the Ring Ceremony.
such marketing avenues as Facebook, etc to promote the ceremony.
Special Presentation boxes: Balfour will present each ceremony ring in a cherry box with
the new VCU seal/logo laser engraved on the top.
May 2014
Graduation - Last Chance to Order Ring/Announcements Before Graduating!
College of Virginia and three days at Monroe Campus doing distribution. We will also
attend commencement to take care of any last minute needs.
• Describe the dollars and/or percentage off ring sales promotion
including the amount off and the number of times the promotion will
be offered.
We referenced earlier in this RFP the three key elements of an Official Ring Program.
Those three key elements for a successful ring program at VCU are Symbolism,
Exclusivity and Affordability. We believe that in order to truly offer the best price on
the VCU Official Ring, that every day low pricing should be the pricing structure and
therefore no dollars’ off promotions. If selected, we will work with VCU on the pricing
structure.
• Provide samples of the customized brochure that will be used.
A sample of the proposed custom brochure has been included with the bid. Balfour
proposes mailing the brochure two times per year – once during the fall semester
and again during the spring semester. Balfour’s current Best Practices for official
ring marketing includes mailing to the permanent home addresses of current juniors
and seniors. For the initial official ring mailing, we would mail to both permanent
addresses as well as local addresses so both students and parents would receive a
brochure. Brochure copies would also be sent to the retail stores as well as alumni
center or where the rings are on display and would be readily available to on-campus students wanting more information about the official ring program.
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• State how many brochures will be provided, how the brochures will be
distributed and how often the brochure will be revised.
The number of brochures provided would depend upon enrollment. Balfour proposes that for the first year 15,000 brochures be printed. This amount should cover the
mailings and additional samples we will distribute on campus. The brochure will be
revised yearly before the annual printing. It is during this time that graphics, etc. can
be revised.
• Describe the direct mail program.
Balfour is the leader in the use of Direct Mail in the promotion of graduation products. Direct Mail has proven to be one of our most effective advertising media.
Direct Mail produces dramatic results in the college ring marketplace and in the announcement marketplace. Our experience indicates that targeting seniors and their
parents increases promotion sales an average of 56%. For this reason we propose
extensive use of Direct Mailings. We have included some Direct Mail samples at the
end of this document.
• Describe other marketing processes that will be used. State how the
medium will be beneficial and approximately the frequency of use.
Custom poster and postcard samples have been included with the bid. The posters will be provided for each on-campus ordering event. The posters will include the
date, time and location of the ordering event. 50 posters per event will be provided.
Custom postcards will be printed and will be used to mail to permanent home addresses or local addresses of junior and senior students eligible to purchase the ring
to make students and parent aware of when a Balfour representative will be on
campus to take official ring orders. The postcard can also be used to advertise special events such as graduation fairs.
These two materials will also be revised once a year during the annual reprinting of
materials. This will take place during the summer months.
A recent study shows that between 85 percent and 99 percent of college students
use Facebook. Balfour has been able to conduct successful Facebook marketing
campaigns strategically placing Facebook ads on school specific Facebook sites.
This raises awareness for the Official VCU Ring to students who spend time on Facebook and connects to a link to purchase. While it’s top of mind, students can also
be encouraged to share their purchase with friends via their Facebook page.
• Provide a sample website or URL showing the proposed VCU website.
A sample of one of our current websites is located at http://ww2.balfour.com\\
ORP\default.aspx?id=va63. Other schools can be viewed at www.balfour.com.
• Describe how the website will be used to market class rings, regalia
and other products.
The custom website will list all available product offerings, so that the customer can
easily click on the product he or she wants and be immediately directed to that
site. Descriptions and photographs of all products will then appear on the screen.
The website will also be e-commerce capable and all official VCU products will be
available for purchase online. The website will be included on all printed marketing
materials, as well as the custom emails so that students and parents can go online
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to purchase or to find out more information. There is also a space on the first page of
the website where upcoming promotions (dates, times and locations) will be posted.
p. The Contractor should provide an accounting of all VCU jewelry sales through all
venues annually. (See Section “IV. F. Reporting”)
Describe the process and reporting used to account for all VCU jewelry sales
through all venues.
Balfour will provide a monthly commission (royalty) report 20 days after the close of the
calendar month in which the Official Product had been shipped to the customer. The
report shall include but is not limited to the quantity sold per product, quantity returned
per product, revenues per product and total commission (royalty) earned per product.
3. Academic Regalia:
a. The Contractor should provide the University with a program for the
solicitation and distribution of quality regalia for students.
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The Contractor should offer quality garments to be retained by the students.
The regalia bundle should include a cap, gown and hood for all degree levels.
Tassels for graduates on the MCV Campus should show the appropriate
degree color.
Doctoral gowns for students receiving a PhD, MD, DDS, Pharm D and other
designated doctoral degrees shall show the appropriate degree velvet color.
The Contractor should solicit the necessary fitting and degree information
from students.
At a minimum, the Contractor should distribute student regalia on each
campus during a mid-semester multipurpose graduation event and again
during the week prior to each Commencement.
The Contractor should supply extra apparel for last-minute orders and
The University will only pay for the amount of regalia actually distributed to
students. The University will not pay for backup stock shipped but not used.
Contractor shall document the receipt of apparel by each student in order to
receive payment.
The Contractor should provide students the option of ordering regalia over
the Internet.
Describe the proposed student keeper regalia program.
The student keeper (souvenir) program proposed by Oak Hall will include:
Bachelor and Master regalia, consisting of cap, gown, tassel, and hood made in accordance with the American Council on Education (ACE) guidelines. It is important
to note that Oak Hall’s Vice President, Donna Hodges, is a liaison with ACE and works
closely with universities across the country to insure that academic standards are upheld. The cap and gown would be solid black unless VCU decides to customize their
regalia program. (One option of a customized Bachelor and Master gown is enclosed).
The hoods would reflect VCU colors inside and degree color velvet edging. All Oak Hall
hoods have the cord on the front to connect to the button inside the gown for comfort
in wearing. All Oak Hall souvenir, rental, and custom Master and Doctor hoods also
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have the cord and button on the back of the hoods.
Doctor regalia, consisting of cap, gown, tassel, and hood is made in accordance with
the guidelines set forth by ACE. The cap and gown will again be solid black, but the
velvet front panels and sleeve chevrons will be in the color denoting the students’ degree. The hood would reflect VCU colors inside and degree color velvet edging. (An
option of an upgraded Doctor hood showing bridal satin lining and matinee velvet
edging is enclosed for your review. An option of upgraded velvet on the Doctor gown
is also enclosed for your review.)
Oak Hall has helped over 150 colleges and universities across the country in designing
customized regalia for their doctoral students. Having customized regalia is not only
important to the graduate, but also for alumni that have chosen to stay in academia
and will be participating in commencements at other institutions. In the Commonwealth of Virginia alone, we have customized doctoral regalia for Virginia Tech, UVA,
George Mason, Regent University and The College of William and Mary. Oak Hall would
be proud to be a part of helping design customized regalia for the students at Virginia
Commonwealth University. There is no cost involved to the university. We start by making several samples, meeting with the appropriate people on campus to determine the
likes and dislikes and then continuing to make samples until a design is approved. It is
important to note that typically customized regalia is designed for PhD and EdD degrees, not for Professional degrees. It has been our experience that at the professional
degree level it is much more important to show the degree colors on the gown than
school colors.
Once regalia has been designed, there are two options. First and most common, each
student has the option of purchasing the customized regalia, or continuing to wear the
standard regalia provided by the university. Secondly, Oak Hall would produce a stock
of VCU rental doctoral gowns and students would have the option of renting or purchasing the official regalia.
Unlike any other regalia manufacturer, all Oak Hall regalia is manufactured in one of
our three sewing plants in Southwest Virginia. We have been in business manufacturing in Virginia for over 100 years. Our dedication to producing the finest regalia in the
industry has allowed us to grow to the largest manufacturer in the collegiate market.
Some of the features you will find standard in Oak Hall souvenir regalia are:
• An inter lining in our yokes, allowing for a smooth finish and better drape
• We place a button inside all our souvenir gowns to allow for attaching the hood
• Stock sizes starting with 4’9 and continuing through 7’, regular and plus sizes
• We customize gowns for the physically challenged at no additional charge
• Caps with elastic on both sides, instead of the back, allowing for a much more comfortable fit
• Tassels are a full nine inches and 64 strands, available in single, double, or triple color
combinations at no additional charge
• Our date drops are the full four digits as opposed to the two commonly seen
All Oak Hall regalia is manufactured in accordance with the Academic Costume Code
dictated by the American Council on Education.
• Provide sample apparel for Medicine - M.D., Nursing - M.S and Business
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Administration- B.S. from Virginia Commonwealth University. Include
cap, gown, hood and tassel.
Samples included in both VIP (traditional polyester material) and GreenWeaver
(100% post consumer plastic bottle material) ), and NuHorizon (our newest recycled
plastic bottle material in a knit). Along with the requested samples, we have including some additional samples showing available upgrades in velvet on student
keeper doctoral gowns and available upgrades on doctoral hoods to bridal satin
lining and matinee velvet. Also we have shown you an example of a customized
bachelor and master gown.
A description of each fabric is below:
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NuHorizon is our newest recycled plastic gown, finished as a knit
Made from recycled plastic bottle waste
Lightweight, yet durable
VIP is a richly woven 100% polyester material
Lightweight, yet extremely durable
Resistant to wrinkles
GreenWeaver is made from 100% post consumer plastic bottles
Softer to the touch than traditional polyester
Very wrinkle resistant
Our recycled gown process is described below:
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Bottles are processed to remove impurities such as labels and caps
The bottles are then chopped into fragments called “flakes”
Flakes are melted and then solidified into uniform pellets called “chips”
Chips are melted again and extruded into continuous filament yarn
The yarn is woven, dyed, and finished
All our regalia is sewn in our sewing plants in Virginia
Environmental Advantages:
• Yarn is produced using 100% post consumer plastic bottles
• CO2 gas emissions are reduced by 54.6% in the process of manufacturing fabric
from plastic versus virgin polyester
• Petroleum usage is reduced by over 52% by utilizing thermal recycled energy
Student Options after Commencement:
• Keep the regalia as a souvenir of their accomplishment
• Recycle the regalia in collection bins that we provide a commencement
• Recycled regalia is reprocessed into new product
To date, over 300 colleges and universities across the country are using GreenWeaver at commencement, resulting in our diverting over 12 MILLION plastic bottles
from landfills! In addition, all our waste material is being recycled. All our packaging
materials, as well as our shipping cartons, are made from recycled and recyclable
materials.
• Outline the program for soliciting fitting and degree information from
students for the May and December Commencements.
Years of manufacturing and working with universities has allowed us the knowledge
to be able to know what is needed from year to year in sizing. In addition, Oak Hall
has at any given time, over 1 million caps and gowns stocked in our warehouses.
We would have regalia available for pickup at the graduation fair/information
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event held at both the MCV Campus and the Monroe Park Campus. Unlike any
other vendor, if for any reason during the fair we see that there is an unusually large
run on tall or short gowns, our warehouse is two hours away. We can have additional regalia delivered by our drivers within a couple hours notice.
• Describe how students will be notified about the fitting sessions and
how size and degree information will be collected.
It has been our experience that a large part of the “draw” to a graduation fair is
the excitement of picking up your regalia. Students will be notified with the various
mailings done to promote the event, along with the social media events that Balfour
promotes. There truly is no company better equipped to promote an “event” than
Balfour/Oak Hall. Once at the event, our team will make sure that the students feel
as special as they should. This is their day and we make sure it’s all about them. We
have gowns of all sizes on display and encourage the students to try on the regalia,
pose in front of the mirror, and take pictures with their friends. We highly suggest
that a professional photographer be at the event so that photos can be taken in full
regalia. Oak Hall would be happy to supply the appropriate regalia for those pictures.
• Provide approximate key dates for both the May and December events.
The actual dates would be set through a partnership between Balfour/Oak Hall and
the university. Unless the university wants to change their current method, we would
set the graduation fair for two days at the Monroe Park Campus and one day at the
MCV Campus in October and March. Then we would be on campus the week of
commencement, two days at MCV Campus and three days at Monroe Park Campus, to hand out last minute requests and to distribute any internet orders received
after the grad fair. We would also be on hand at commencement for any last
minute needs. We would want to set up a faculty/doctoral student custom regalia
sale for each fall and spring, giving anyone wanting to purchase fine quality regalia
the opportunity to do so. Those are typically more successful if held at a time when
faculty are meeting anyway. We would set up to talk with faculty before and after
their meeting. We can also set up an event with the bookstore, and take both faculty purchase and rental orders during that event.
• Describe the distribution program on each campus including
approximate dates.
We are proposing that the fitting sessions and the distribution program be one in the
same, held during the graduation fair and again the week of commencement. In
addition, we would suggest that we set up a private website for students who were
not able, or did not attend the graduation fair. We could offer those students two
options. They could order on line and pick up during the week of commencement,
or pay a flat shipping fee on line and have the regalia delivered to their home address. We would suggest that the site not open until the days following the fair, as
we would want as many students as possible to take advantage of all the event has
to offer.
• Explain how the firm will ensure the appropriate amount of apparel is
on-hand to meet the needs of all students.
As stated earlier, Oak Hall is the only regalia manufacturer in Virginia. This gives you
the advantage of being able to get regalia within hours if needed. Even in the case
of our needing to manufacture something, such as regalia for the physically challenged or an honorary hood, we will have the fastest turnaround time. This is one of
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the many benefits of a Virginia school doing business with a Virginia manufacturer!
As a standard, Oak Hall manufactures and stocks 125% of any customized regalia in
advance of any needed dates. Since currently the only “customized” part of your
regalia is the hoods, we would have on hand during the fair more than enough of
each degree to cover for 100% participation. On the gowns, we would base the
sizes we bring on a standard bell curve.
• Explain how last-minute requests will be satisfied for students and for
faculty.
We believe that any student, faculty member, or administrator that wants to attend
commencement should have appropriate regalia to wear, REGARDLESS OF WHEN
THEY DECIDED TO PARTICIPATE! Oak Hall has ALWAYS done everything within our
power to make that happen, whether that be to take a package to the airport for
flying across country the same day, overnighting for early am delivery the next morning, or getting in our cars and delivering whatever is needed. If we are fortunate
enough to have the opportunity to work with Virginia Commonwealth University,
you have our word that we will do whatever it takes to make the day special for
your students, faculty, and staff. With our sewing plants and warehouses located in
Salem and Roanoke Virginia, last-minute requests will not be an issue.
• Propose a method to confirm each student's receipt of regalia. The
Contractor will only be paid for documented sales and delivery.
Provide a sample customer order form/ receipt that will be used to
document each student distribution.
Many universities require that students be pre-approved before picking up their regalia. We find that the simplest method of confirmation is that we are provided with
a listing of eligible graduates prior to the graduation fair. The only information we
would need is name and degree being earned. We would add a column for signature and email address and print several copies for our use at distribution. As the
students come up to pick up regalia, we would have them sign that they received,
and give us an email address for confirmation to be sent. Once back in the office,
we would send out a blanket email receipt to all students that picked up during the
fair. The same thing would be done during the week of commencement pick up.
Any student ordering over the internet will be verified prior to acceptance of the
order, and an email confirmation will be sent to them as well. We will provide the
appropriate people at the university with the signed lists after commencement. We
would need a name and number and access to someone in records to be able to
call on the spot and verify if we have students that feel they should be on the list but
are not.
If a pre-approved list is not available, then we would design a form to have on hand
that would list all the information you need and have the students sign. It would
have a perforated receipt to be handed to the students or we could still email receipts if wanted.
• Describe how the Internet will be used for ordering student regalia.
Oak Hall sets up private websites for our schools. These are usually accessed
through the commencement site, and are designed to look as close to the university site as possible. The student would choose their options, based on preloaded
information pertaining only to VCU. Each transaction is given an order number and
the student can log back in and double check the order at any time. They also are
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given access to our toll free numbers in case they need to reach us for any reason.
Any student calling Oak Hall will be greeted by an experienced customer service
rep, not voice mail. Email is also an option and is treated with the same sense of
urgency. They can also email us any questions or comments they have. We could
give the students the option of home shipping their regalia by UPS for a flat shipping
fee, or we would hold the orders, alpha pack those, and bring with us to the distribution the week of commencement. We would not recommend turning the website
ordering on until after the graduation fair so that we could attract as many students
as possible to the fair.
• Describe instructional information provided to customers about
wearing the regalia.
We educate the students on proper wearing of the regalia during distribution, and
also include an instructional sheet in the regalia package.
b. The Contractor should provide the University with a program for the
solicitation, distribution and collection of high quality rental regalia for
faculty, staff and others upon request.
• The Contractor should offer quality rental garments for faculty.
• All hoods shall show the appropriate degree color.
• The Contractor should work with the University retail stores to solicit the
necessary fitting and degree information from faculty.
• Each rental order should be custom packed showing the customer’s name.
• The Contractor should coordinate the distribution of faculty regalia and
collection of retail fees with the retail bookstores. The retail stores will
collect a fee/markup (approximately 30%-40%) on the unit price for
processing the order.
• The Contractor shall supply extra apparel for last-minute orders and
• The Contractor should provide the option of ordering faculty and staff
regalia using the Internet.
• The bookstore shall not be required to pay for rental apparel that was not
used.
• The Contractor shall coordinate the collection of all apparel.
• The Contractor should provide wearing instructions with the apparel.
Describe the proposed faculty rental regalia program.
Our rental regalia is manufactured from a high quality, durable polyester material that
resists fading and wrinkling and is ideal for the warmer climates. Our gowns are cut
to allow for fullness and comfort to the wearer. We carry ample hood inventory from
every college and university in the United States and abroad, so having the appropriate
faculty hoods is never an issue.
All Oak Hall regalia is manufactured in accordance with the Academic Costume Code
dictated by the American Council on Education.
• Provide sample apparel for a PhD from Virginia Commonwealth
University. Include cap, gown, hood and tassel.
Sample regalia is enclosed.
• Outline the program for soliciting fitting, school and degree
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information for the May and December commencements.
We would work with the bookstore in setting up a rental program that meets the
needs of the faculty, staff, administration, and the bookstore. For the first one or two
commencements we would need information on each person renting. We then
store that information, including any last minute orders, and have it available for
future commencements. We can take orders via an order form, an excel spreadsheet, or we can set up a private faculty ordering website.
• Describe how faculty and staff will be notified and how size and degree
information will be collected.
If given access to faculty email or mail boxes, we can write to them directly. Otherwise we would count on the help of the bookstore and university in notifying faculty
of various events like ordering of rentals and purchase ordering events.
• Provide approximate cut-off dates for faculty and staff rental for the
May and December ceremony.
We do not issue cut-off dates for rentals, nor do we charge a late fee for last minute
orders. We asked that the bookstore hold orders until approximately two weeks prior
to distribution. If internet ordering is used, we will hold orders until approximately
two weeks out, then alpha pack and ship. Distribution is much easier when combining as much as possible into a single shipment. Late orders will then be individually
shipped. We do suggest that we stock the bookstore with extra regalia for the last
minute orders coming in days before commencement. Credit is issued on all extra
regalia not used. Please be assured that if you need exact regalia and it’s ordered
the day before the ceremony, we will get it there.
• Provide a sample faculty/ customer order form.
We can provide paper order forms, but most commonly use an excel spreadsheet.
The only information we require is name, height, degree, and alma mater.
• Describe how each rental order will be packed for distribution.
Each outfit is packed with cap, gown, tassel, and hood inside a single package.
There is a label on the upper left hand side of each package listing name, height,
and degree. These are then alpha packed for shipment. Each box is labeled outside with the names inside and there is a master sheet included with each shipment.
• Describe the distribution program on each campus including key
delivery dates and how individual orders will be shipped.
We will work with the bookstore and university on setting up dates for distribution
of faculty regalia. Individual orders are shipped by UPS, which is a one day service
between Roanoke and Richmond.
• Explain how the firm will ensure the appropriate amount of apparel is
on-hand to meet the needs of faculty and staff, including how lastminute
requests will be satisfied.
In addition to the information above, we will have extra faculty gowns and caps on
hand the day of commencement, as well as VCU hoods.
• Propose a method to confirm receipt of regalia.
Included with each shipment is a sign out/sign in sheet for faculty and staff to use
when picking up regalia.
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• Describe how the Internet will be used for faculty and staff ordering.
Faculty orders can be taken by setting up a private website for their order taking.
These orders can be shipped into the bookstore for pick up and payment the week
before commencement.
• Describe the plan to collect faculty and staff regalia after the
commencement ceremony.
We prefer that regalia be returned to the bookstore sometime the week following
commencement. If needed though, we will work with the university to set up appropriate drop off points for the regalia on commencement day.
c. The University and the retail stores are not responsible for uncollected apparel.
Oak Hall will comply.
d. The Contractor should offer commemorative sashes for student marshals.
Provide a sample of the proposed approach and discuss any available options.
State the price per unit for your proposal.
Before designing something, we really like to sit down with the people involved and get
their feelings on the look that is trying to be achieved. That being said, we have included a couple of examples of student sashes for your review. If given the opportunity to
work with VCU, we will supply up to 20 student marshal sashes free of charge for each
commencement.
e. The Contractor should offer high quality custom apparel for purchase by customers.
Provide a sample of your most popular custom-tailored PhD cap, gown, hood
and tassel. Provide a plan to market custom regalia to the faculty and include
a brochure and pricelist for custom apparel.
Oak Hall has long been recognized as the hallmark of quality in custom-tailored apparel. We use only the finest materials and velvets in our regalia. We currently manufacture custom regalia for more than 150 colleges and universities across the country
so when your faculty members want to purchase the correct regalia from their alma
mater, they can be assured of receiving it through Oak Hall. Each semester we would
coordinate with the bookstore and the university to hold “faculty regalia” events where
we would be on campus to meet with faculty members who may want to purchase
regalia. We also extend special discounts to faculty for ordering during these events.
We take orders any time of year by phone, fax, or mail, and have the shortest lead time
of any vendor on custom regalia. Although normal delivery is four weeks or less, we are
flexible in being able to expedite deliveries when needed. If for any reason you have
a faculty member wanting to order custom regalia and we can’t deliver in time for
their event, we will supply them with a free rental to be used until their custom regalia is
completed.
f. The Contractor should promote and market the regalia program.
Acknowledge and agree. Complete Pricing Schedule (attached Excel
document). Pricing shall include all costs for furnishing the products to
include delivery (F.O.B. Destination), materials, labor, etc. No extra charges
are allowed.
Balfour & Oak Hall will comply. See pricing schedule in Section II.
48
4. Announcements and Stationery:
a. The Contractor should provide a comprehensive program of standard and
personalized graduation announcements and the accompanying stationery
including: thank you cards, name cards, etc. The Contractor should offer
announcements for both the May and December Commencement ceremonies.
Describe the graduation announcement and stationery program proposed.
Balfour is committed to producing the highest quality graduation announcements for
Virginia Commonwealth University. Announcement orders are carefully completed to
accurately reflect the specifications of the individual school and student ordering. Our
announcement programs are designed to be flexible and responsive to the needs of
our customers. Samples of the traditional and photo announcements are enclosed.
Balfour College Graduation Announcements
Following is detailed information on the quality of Balfour’s printing; type and weight of
paper(s) utilized; printing method and type of inks, exact size of the pieces.
An experienced artist from our graphics department designs and assists with die proofs
for each school’s customized announcements. We maintain a large portfolio of etchings and embossings to meet a variety of design needs.
Product Descriptions
Announcements
Personalized announcement with custom school crest offered printed on #80 text
weight paper or 65# card weight paper. Beginning in Fall 2012, in addition to our traditional line of Personalized College Announcements, Balfour is thrilled to offer a new
Photo Announcement Series as well.
Thank You notes
Thank You notes offered with custom school crest printed on 65# card weight paper
Note cards
Note Cards offered with custom school crest printed on 65# card weight paper
Embossed graduation seals
Envelope seals embossed with the custom school crest offered.
Traditional or Formal Printing Process
A variety of printing processes are available to achieve the desired appearance for
your announcements.
•
•
•
•
•
Detailed engraved, foiled, lithography or thermograph seal impressions.
Traditional embossed or litho full or ghosted etchings
Colored or blind embossing
Five typestyles
Text offered with laser print
Paper Stock
outer envelopes.
Quality Assurance
49
We pride ourselves in producing graduation products of the highest quality. Our entire
reputation depends on our ability to consistently produce high quality announcements
and accessory products. Proofing announcements for quality and accuracy is a major
point of focus. Announcements are proofed at least three times during the manufacturing process. Additionally, our Quality Assurance Inspection team inspects each order
before it is shipped to the customer.
Delivery
With state-of-the-art facilities in our Manhattan, KS plant, Balfour provides accurate and
timely fulfillment—an important advantage when producing time sensitive material. Announcements will be shipped to the individual student within 24 hours of receipt of the
order at no additional charge.
Photo Announcements
Graduates can now share the excitement of their achievement with custom photo
products by Balfour. Expanding on Balfour’s traditional line of Personalized College Announcements, the Photo Announcement Series captures the very essence of the personalization movement. Balfour offers a variety of designs, colors and fonts so students
can create a photo card that will be uniquely theirs. Balfour is one of the first companies
in the industry to pursue this venture and offer an alternative to other online outlets.
Enclosed you will find a full line of sample designs Balfour has mocked-up specifically for
Virginia Commonwealth University.
Photo Announcements Benefits to Students
• Personalize the products that will represent them to family and friends in the announcement of their upcoming graduation with photos.
• Balfour offers a complete family of support products to accompany the photo announcement, including calling cards, party invitations and thank you notes.
• For students who prefer the traditional announcement, but want to add a bit more
personalization with a photo, Balfour offers a custom 4”x 6” photo.
Photo Announcements Benefits to You
• Provide a product which rivals the online competition for photo announcements yet
also offers a benefit the competition can’t, official school seals.
• Photo products enable students to buy from a school sanctioned outlet where before they may have gone elsewhere.
• Encourage up-sell opportunities by offering the photo products as partner to the
traditional products or on their own with the accompanying products.
• You will receive commissions on all sales of photo announcements.
• Insert that can be slipped in to the traditional announcement provides a new product offering.
Class of 2013
is pleased to announce that
James K. Smith
is pleased to announce that
Sarah Michelle Wilson
is a candidate for the degree of
Bachelor of Science
in Business Management
at the Two Hundred Seventy-forth
Commencement Exercises
Sunday, May 5, 2013
2:00 P.M.
University Center
is a candidate for the degree of
Bachelor of Science
in Digital Media Arts
at the One Hundred Twenty-seventh
Commencement Exercises
Sunday, May 5, 2013
2:00 P.M.
United Spirit Arena
Please join us in celebrating the graduation of
Photo Announcement Style 1
Jessica Nicole Adams
B.S. in Criminal Justice
Saturday, May 17, 2013
10:00 A.M.
University Supply Store
50
• Provide samples of standard announcements and of personal
announcements. Include accompanying stationery as appropriate.
Please see enclosed samples.
• Provide information about the design options and paper stock.
An experienced artist from our graphics department designs and assists with die
proofs for each school’s customized announcements. We maintain a large portfolio
of etchings and embossings to meet a variety of design needs.
Traditional or Formal Printing Process
A variety of printing processes are available to achieve the desired appearance for
your announcements.
•
•
•
•
•
Detailed engraved, foiled, lithography or thermograph seal impressions.
Traditional embossed or litho full or ghosted etchings
Colored or blind embossing
Five typestyles
Text offered with laser print
Paper Stock
outer envelopes.
• Specify the return-for-credit option for the return of unsold standard
announcements sold through the bookstores.
All unsold bookstore inventory can be returned at the end of each year for full
credit.
• Provide key order-by and ship-by dates for announcements.
Announcements can be ordered at any time. We recommend ordering four weeks prior to
graduation although we are able to ship late orders within 24 hours.
• Outline the program for soliciting announcement orders for the May
and December commencements.
Marketing Announcements for May 2013 Graduates:
Meeting #1
In January or early February, Balfour will meet with the VCU Graduation Committee
to design the new personalized college announcement (PCA) for 2013 Graduates.
Chris Barr, who runs Balfour’s announcement business, will personally fly in from Kansas to meet and design this product.
March 2013
• VCU Grad Fair Mailer: In February, Balfour will mail out a grad fair packet to the
parents of the May 2013 graduates alerting them of the date, time and place of
51
the Grad Fair in March. Included in this mailer will be a flyer featuring the new
announcement along with any other pieces that VCU desires to go out, i.e. cap
and gown, diploma frame information, etc.
• E-mail Campaign: Balfour will send a VCU custom e-mail to seniors and grad students directing them to the Grad Fair and to the VCU Custom Web site.
• Posters: VCU Custom Grad Fair posters will be posted in key areas all over campus.
Special Marketing:
• With the help of the VCU Ring Committee, Balfour hopes to utilize such marketing
avenues as Facebook, etc to promote the Grad Fair
• Monroe Campus: Balfour will set up a special Grad Fair promotion to take announcement orders on the Monroe Campus. Oak Hall will also be set up to take
cap and gown orders or to distribute cap and gowns.
• Medical College of Virginia: Balfour will set up a special Grad Fair promotion to
take announcement orders at the Medical College of Virginia. Oak Hall will also
be set up to take cap and gown orders.
• VCU Announcement Raffles: Balfour will have a raffle for a free Basic Announcement Package at each location.
Marketing Announcements and Caps and Gowns for December 2013 Graduates:
Late August/Early September
PCA Mailer for 2013 Graduates: In late August/early September, Balfour will mail the
Personalized Announcement Mailer to the parents of all potential December 2013
graduates. This mailer will contain an actual sample of the VCU announcement and
a letter notifying parents and students that the announcements are now available
to order on-line or by phone. If the Graduation Celebration (Grad Fair) date is set,
then this information can also be included in the letter.
October 2013
Mailers: See VCU GRAD FAIR MAILER below.
Posters: VCU Custom Ring/Announcement/Grad Fair posters will be posted in key
areas all over campus.
E-mail Campaign: Balfour will send a VCU custom e-mail to juniors, seniors and grad
students directing them to the Grad Fair table and the VCU Custom Web site.
Special Marketing:
• With the help of the VCU Ring Committee, Balfour hopes to utilize such marketing
avenues as Facebook, etc to promote the Grad Fair and will provide appropriate Facebook graphics, web butttons, etc.
• VCU Grad Fair Mailer: About two weeks before the Grad Fair, Balfour will mail
out a grad fair packet to the parents of the December 2013 graduates alerting
them of the date, time and place of the Grad Fair in October. Included in this
mailer will be information about announcements, rings and any other pieces that
VCU desires to go out, i.e. cap and gown, diploma frame information, etc. A cus-
52
tom ring postcard will be included in this package also.
• VCU Ring Raffle: All students participating in the Graduation Celebration will
have a chance to win 2 gift certificates worth $100 off the VCU Official Ring.
• VCU Announcement Raffle: Balfour will have a raffle for a free Basic Announcement Package at each location.
• Monroe Campus: Balfour will set up a special Grad Fair promotion to take ring
and announcement orders on the Monroe Campus. Oak Hall will also be set up
to take cap and gown orders or to distribute cap and gowns.
• Medical College of Virginia: Balfour will set up a special session to take ring and
announcement orders at the Medical College of Virginia. Oak Hall will also be
set up.
IMPORTANT - ALL RING ORDERS TAKEN AT THE GRAD FAIR THAT ARE DIRECTLY
SHIPPED TO CUSTOMERS WILL ARRIVE BEFORE CHRISTMAS. BALFOUR WILL EMPHASIZE
THIS SPECIAL HOLIDAY DELIVERY BENEFIT IN ITS MARKETING PIECES.
VCU Graduation Promotion
December 2013 - Graduation Promotion - Last Chance Seniors!
Sales Representatives: Balfour representatives will be set up at VCU locations the
day before and the day of graduation to offer graduating students a last chance to
order their rings and/or announcements.
College of Virginia and three days at Monroe Campus doing distribution. We will
also attend commencement to take care of any last minute needs.
Mailers: Balfour will mail a VCU custom postcard to all December graduates inviting
them to come to the ring/announcement table for a last chance to order.
such marketing avenues as Facebook, etc to market the promotion
Posters: VCU Custom Ring/Announcment posters will be posted in key areas all over
campus.
E-mail Campaign: Balfour will send a VCU custom e-mail to seniors and grad students directing them to the Grad Fair and to the VCU Custom Web site.
• Describe the firm’s ability to include information regarding a diploma
ceremony with any marketing material mailed to candidates. Provide
additional costs, if any.
Balfour is happy to include a flyer regarding the diploma ceremony with any marketing material mailed to candidates in its grad fair packet. Additional costs would only
be for printing if needed and insertion. Printing would be based on flyer size, inks and
paper and insertion costs would be .055 per flyer piece.
b. University Creative Services shall have final approval over the design of the
Commencement materials. The Office of Student Affairs or designated University
representative shall approve all copy prior to printing the announcement for each
Commencement.
53
Acknowledge the University will approve the final proof each year.
c. The Contractor should provide VCU with the option of making modifications to the
design of the announcements as needed.
State the firm’s willingness to design new announcements as required.
d. The University may establish a process to involve students in designing the
announcements.
Acknowledge the firm will work with students to design announcement if
requested.
e. The Contractor should provide the option of ordering personalized announcements
using the Internet.
Describe the announcement and stationery ordering options available on the
Internet.
Graduation Announcement Web Site
Balfour will maintain a 24/7 online presence for the VCU Graduation announcements
where students and graduates can conveniently view the announcement product
options and learn more. In addition to all on-campus promotions and Grad Fairs, VCU
traditional and photo announcements may be ordered online at any time through this
channel. This summer Balfour launched a new web site for its graduation announcements which includes a new dynamic text preview. This allows students to preview
their copy as it is input into the site. Photo announcements are also online and the site
includes text and photo preview for students to create their own designs and preview
before they pay. This online presence will strengthen buy rates by offering efficient ordering and a variety of additional photo options for students looking for a modern way
to celebrate graduation.
f. The Contractor should promote and market the announcement program.
Describe how the announcements will be marketed. Include how the Internet
will be used for marketing and ordering announcements.
Balfour will employ a variety of tactics to market the Graduation Announcements to the
VCU community. These tactics are detailed below.
Graduation Celebration Event
One of the most successful tactics we’ve used is the Graduation Celebration/Grad Fair
event. A grad fair program energizes and invigorates the commemoration and celebration of graduation. A Grad Fair is an essential one-stop shop that will benefit everyone that participates. To promote this event, Balfour mails a grad fair packet to all graduates in the Fall and Spring that includes materials describing the announcements and
any materials from our vendor partners and other vendors on campus such as framing,
photography, etc. Specific number of mailers each year is dependent on the number
of VCU graduates.
Please refer to Section III of Balfour’s response for additional information on Grad Fair
planning and Photo Announcements.
54
Graduation Announcement Display
Balfour provides a stand alone display which will feature VCU personalized graduation
announcements in the Bookstore, Alumni Association and/or elsewhere on campus.
All paper materials are custom to VCU and contact information is provided to grab at
times when there is not a promotion in progress on-campus, thus creating an ongoing
self-contained marketing element.
Graduation Announcement Web Site
Balfour will maintain a 24/7 online presence for the VCU Graduation announcements
where students and graduates can conveniently view the announcement product
options and learn more. In addition to all on-campus promotions and Grad Fairs, VCU
traditional and photo announcements may be ordered online at any time through this
channel. Balfour can also send Grad Fair e-mails announcing and driving students to
the event or to the web site if students cannot participate in the event.
Please see Pricing Schedule attached.
5. Recognition Gifts:
a. The Contractor is encouraged to provide appropriate gifts for sale
recognizing and commemorating the graduation event. The mementos might
include date tassels, stoles, etc.
Describe the graduation gifts and accessories program proposed. State how
the products will be marketed.
Oak Hall offers a number of accessory items available to students, or to organizations
on campus to be awarded to students. Some of the available items are:
Stole of Gratitude – a custom satin stole with embroidery designed to be purchased by
the student and given to a family member or mentor in appreciation for helping them
with their education. The person receiving the stole wears it during the commencement ceremony. These are typically sold through the University Bookstore.
International Stoles – a custom satin stole unique to each country. Perfect for international students studying at VCU, or VCU students that have studied abroad. These stoles
are usually purchased by the student through the bookstore and worn at commencement.
Veterans Stoles – a customized satin stole honoring each branch of the military. These
stoles are most often purchased by the university and presented to veterans to wear
during the ceremony.
Greek Stoles – a customized satin stole either sold through the bookstore or purchased
directly by each organization.
Custom medallion tassel drop – Usually done using the school seal, these tassel drops
are available in shiny gold medal, antiqued, silver or antiqued silver or enamel. They
are used to replace the date drop on tassels. Use of this item would be decided by the
university and would be an overall change to the current tassel look.
Souvenir Tassels – done in school colors and featuring four digit year date drop, souvenir tassels are most often sold through the University Bookstore.
Key Ring Tassels – a smaller version of the souvenir tassel and also featuring the four
55
digit date drop, the key ring tassels are also normally sold through the bookstore.
Bling Tassels – also done in school colors and featuring a larger rhinestone two digit year
date drop, nice and “flashy”. Bling tassels are normally sold through the bookstore.
Honor Cords – Available in a multitude of colors and color combinations, including one
color or entwined, honor cords are normally sold to departments on campus.
Zipper Pulls – Designed much like the medallion tassel drop but with a hook that allows
to be attached to a zipper. Usually sold through the bookstore, but can be added as
part of the regalia package.
6. Marketing:
a. The Contractor should develop a marketing plan each year. Marketing
materials should be customized for VCU. The Contractor should provide a
website to support VCU graduation products.
Describe or summarize the firm’s overall marketing strategy.
• Provide a sample marketing plan for products and services. See below.
• Describe the strategies used to nurture a sense of tradition and to build
a feeling of pride and exclusivity for individuals using the VCU
products. See below.
• Provide a sample of the custom marketing materials that will be used
at VCU. Mocked-up samples of all materials are enclosed.
• Describe the mailing campaign. State the number, timing and target
audience of the mailings. See below.
• Describe customer incentive programs.
Balfour offers a couple of incentive programs for customers throughout the year to
give urgency to the ordering process. We have two types of delivery programs for
customers.
Guaranteed Holiday Delivery
Balfour will provide Alumni and students Guaranteed Holiday Delivery if they order by
a specific date.
Guaranteed Graduation Delivery
Balfour will provide students with Guaranteed Graduation Delivery if they order by a
specific date.
• Describe how the Internet, e-mail, social media will be used to market
products. See below.
• Acknowledged the firm is willing to accept all costs associated with
marketing the products and services offered. Balfour will comply.
Marketing Overview
Marketing is a key component in the growth and success of an Official Ring program.
To build the tradition and make the Official Ring an integral part of the University experience, it is essential to keep the ring in front of Virginia Commonwealth University students and graduates at all times through a well conceived marketing strategy. Balfour
offers a comprehensive, fully integrated multi-media marketing strategy that delivers
results time and time again. This strategy encompasses thoughtful and focused techniques that build awareness, create desire, inspire purchase and perpetuate the tradition.
Marketing Philosophy
56
Marketing Summary
More in-depth and detailed descriptions of each of the marketing tactics and programs are spelled in section of this proposal.
SAMPLE MARKEITNG PLAN WITH EVENTS AND CORRESPONDING MARKETING MATERIALS
MARKETIING MATERIALS/
MARKETING USES
TIME FRAME
EVENT/TACTIC
TARGET
January 2013
Planning Meeting #1
Committee
NA
DESCRIPTION
Initial Marketing Meeting to review process
February 2013
Planning Meeting #2
Committee
NA
Create Collection and Ring designs
March 2013
Planning Meeting #3
Committee
NA
Sign off on artwork and beginning
planning the unveiling and premiere
April/May 2013
Planning Meeting #4
Committee
NA
Sign off on marketing pieces and review
timeline
ORP Workshop
Committee
NA
Training event to educate faculty and
executives about class rings traditions
around the country and brainstorming
sessions to enhance the VCU tradition with
events, marketing and student
involvement.
March 2013
Grad Fair - Monroe Park Campus
Students/
Parents
Event where students can view and
purchase all the items they need for
graduation in one place.
March 2013
Grad Fair - Medical College of Virginia Students/
Parents
May 2013
Graduation
Grad Fair mailer
Email
Posters
Specialty marketing as agreed
Grad Fair mailer
Email
Posters
Posters
Emails
Brochure w/Eligibility Letter
Summer 2013
purchase all the items they need for
graduation in one place.
Fall 2013
Fall Eligibilty Mailing
Students/
Parents
Students
September/
October 2013
Ring Unveiling & Order Taking Monroe Park Campus
Ring Week
Students
Alumni
Faculty
Posters - campus
Emails - Juniors/Seniors/Grad Students
September/
October 2013
Ring Unveiling & Order Taking
Ring Week - Medical College of
Virginia
Students
Alumni
Faculty
Posters - campus
Emails - Juniors/Seniors/Grad Students
Event where students and parents will
have the opportunity to view and purchase
the VCU ring.
October 2013
Grad Fair - Monroe Park Campus
Students/
Parents
Grad Fair mailer
Email
Posters
October 2013
Grad Fair - Medical College of Virginia Students/
Parents
Grad Fair mailer
Email
Posters
purchase all of the items they need for
graduation in one place. Last chance to
order your ring in time to receive it for
graduation.
purchase all of the items they need for
graduation in one place. Last chance to
order you ring in time for graduation.
November 2013
Alumni Online Ordering Promotion
Alumni
Facebook Ad
Facebook ad targeting Alumni and offering
Guaranteed Holiday Delivery if they order
by a specific date.
Graduation Promotion
Postcard December
Grads
Table at Event with promotional
materials
Facebook Ads
Posters
Email
Last Chance to Order Ring and
Announcements before Graduation
Events
December 2013
57
Last Chance to Announcements
Lets students know they are eligible to
purchase a ring.
Students and parents will have the
opportunity to view and purchase the VCU
ring.
SAMPLE MARKEITNG PLAN WITH EVENTS AND CORRESPONDING MARKETING MATERIALS
On Campus
Presence
Online
Presence
Promotions
Year Round
Displays - Rings
365
Year Round
Display - Graduation
Announcements
365
Year Round
Production Photography
All
All Marketing Materials
Year Round
Web Site
All
Web Site
Year Round
Web Buttons
All
Web Buttons/Banners
As Needed
Facebook Photos
All
Facebook Profile photos
Year Round
QR Code
All
Various Marketing Materials
Fall
Guaranteed Holiday Delivery
Students/
Alumni
Balfour will provide Alumni and students Guaranteed
Holiday Delivery if they order by a specific date.
Fall/
Spring Grad Fairs
Guaranteed Graduation
Delivery
Students
Balfour will provide students with Guaranteed Graduation
Delivery if they order by a specific date.
TBD
Trade-In Opportunity
TBD
Ring Savings Plan
Students
Faculty
Alumni
Students
Balfour will provide alumni and students with the
opportunity to trade-in their current ring for one of the
new style options.
Balfour will partner with the VCU to create a Ring
Savings Plan which best benefits the students.
Programs
All
Brochures
Flyers
58
Display cases featuring samples of the VCU rings will be
located in prominent destinations at the discretion of
the Committee.
Balfour will provide a stand alone display featuring VCU
personalized graduation announcements and contact
information.
Balfour will provide professional ring photographs to be
used in the Alabama marketing materials as well as any
materials the University creates.
Balfour maintains a 24/7 online presence for the
Alabama Ring offering where students and graduates
can conveniently view the ring and learn more about the
ring tradition.
Web Buttons and Banners will be provided to all
University approved entities that would like to link to the
Balfour web site for ring ordering. Buttons will contain a
direct link the to Alabama site.
Facebook Profile photos to show veiled and unveiled
rings as need for the unveiling event and ring
promotions or grad fairs.
QR Code linking to the Balfour ordering web site or
manufacturing video.
As University populations grow in size and students’ backgrounds become more diverse
each semester, the need for well-conceived marketing and sales strategies have become imperative. Balfour strives to keep up with what’s hot and growing on campuses
across the country to maximize exposure and attention to the ring tradition. On a basic
level, the Balfour marketing philosophy involves two very fundamental components.
• Raising Awareness – Educating students and parents about the ring tradition, informing them of key dates, and encouraging their participation in activities: the Ring
Week and the Ring Ceremony through a well orchestrated, proven marketing plan.
• Concept Selling – Promoting the tradition and all the things that a class ring represents: accomplishment, pride, school spirit and the heightened value of the ring as
lifetime keepsake.
It is the goal of our marketing plan to communicate and reach out to each and every
student on and off campus, to increase the number of students ordering and to continue marketing the ring to class members long after graduation. Below is a general
marketing plan for VCU and a comprehensive description of the Balfour Marketing Tool
Box available.
On Campus Promotions
Balfour partners with VCU administrators to determine the best promotional opportunities on your campus. Based on our experience, the calendar provided gives a general
overview of the most productive marketing opportunities throughout the year. Balfour
will work closely with you to tailor this plan to your needs.
Marketing
Balfour is continually focused on executing proven and innovative marketing strategies
that encourage students and alumni to obtain and wear their university ring. Keeping
the Official Ring in front of VCU students and graduates at all times is essential in maintaining and preserving widespread awareness, understanding and appreciation of the
school’s longstanding ring tradition. The strategies outlined below represent the wide
array of support that Balfour will provide for VCU, with the cooperation of the University
as needed. We should note that several of these strategies are intended for the entire
academic community at VCU (not just those about to graduate) to bolster the ring
tradition’s identity on campus. When positioned and promoted properly by Balfour, the
VCU Ring buy rate will increase, further enhancing the tradition as one of the most recognized and respected ring programs in the country. Balfour would be proud to support
the Virginia Commonwealth University program alongside the other most notable and
successful ring traditions nationally (Baylor, Citadel, MIT, Notre Dame, Texas A&M, Virginia Tech and West Point). Whether it be with longstanding ring traditions or with schools
working to restore their ring story, Balfour brings the most resources for our Partners for
maximum benefit.
Suggested Marketing Plan Outline for Virginia Commonwealth University
Below is a suggested marketing outline for VCU for the 2013-2014 academic year. However, Balfour feels that the staff and students at the University have the most in depth
knowledge and experience with the campus, students, faculty and alumni and we
welcome the opportunity to partner to discuss the very best direction for the marketing
on your campus.
In addition to the strategies above, Balfour has spent years developing the excellent
tools and strategies that make our Official ring programs some of the best in the country. Below is a detailed listing of these tools and their descriptions. We are open to using
any of these tactics on the VCU campus.
59
Balfour’s Tools and Strategies
Print Materials
Ring Brochure, Postcard, Posters
The hallmark of our marketing strategy for university ring programs includes a steady schedule of direct mail and promotion materials inviting VCU juniors and seniors to acquire the institution’s official ring - and
to participate in the presentation of the ring. Through years of research
and testing, our ring brochures are a proven marketing piece that will
draw maximum attention to VCU Rings, and the presentation ceremony. Materials are sent not only to eligible students, but parents as
well, an investment that clearly boosts participation rates with essential
attention placed on the ceremony - an event that ideally is as much
a part of the tradition as the ring itself!. Corresponding posters serve to
reinforce direct mail efforts on campus. Official ring marketing materials have evolved over the years, as we’ve continually strived to make
improvements based on feedback from the customers we service and
the schools we partner with. The enclosed mock ups for the VCU Ring
represent examples of Balfour’s key marketing pieces.
The great traditions of
can exist in more than your
memories … presenting the
Ring Collection.
Ring Collection.
For more information, please
visit us online at balfour.com
or call 1-866-225-3687.
This is your chance to order your Official Ring.
DAY., & DAY., MOnTh 00–00
frOM 00 A.M. – 0 p.M.
BOOksTOre in The
UniversiTY CenTer
©Balfour 1970–2012, all rights reserved.
19834
Postcard
Order your
ring
TODAY
For more information,
please visit us online at balfour.com
or call 1-866-225-3687.
©Balfour 1970–2012, all rights reserved.
19834
Poster
Earn It! Wear It!
Celebrate your achievement with a
Virginia Commonwealth University’s
Ring Collection
827 West Franklin Street
P.O. Box 842041
The Ring is a lasting symbol of your academic accomplishments while
Dear Junior and Seniors,
©Balfour 1970–2012 all rights reserved.
capturing the uniqueness of Virginia Commonwealth University.
VIRGINIA COMMONWEALTH
UNIVERSITY
Education is an honor. Graduates of Virginia Commonwealth
University leave the campus symbolizing our best for an honorable
future. All graduates also embody the Virginia Commonwealth
University mission of graduating creative men and women who are
communicators and achievers.
This is your exclusive opportunity this semester
to order your Ring.
Lady LEgEndTM
WoMEn’s sIgnET
WIndsWEpT
Please place your order by:
•VisitingwiththeRingrepresentative
19834
EARnIt!WEARIt!
Please visit balfour.com for additional information.
Virginia Commonwealth University Ring!
Ring Collection.
The ring evokes special memories of the occasions and traditions of
Virginia Commonwealth University—spinning the Cube, going to
the Arb, seeing the Wolverines beat Ohio State, hearing the carillon
performance echo out from Burton Tower. The ring is a symbolic,
continuous link with classmates, friends and generations of alumni.
Our unique ring design is copyrighted to protect it from duplication.
The ring is reserved exclusively for individuals who have successfully
met the University’s standards.
DAY–DAY,Month00 – 00
00 a.m. – 00 p.m.
Location
As a symbol of Virginia Commonwealth University tradition it is
instantly recognizable—a tangible connection for those who are
graduating, while the visual continuity will generate an exclusive link
with graduates in years to come.
• Visiting balfour.com
• Calling 1.866.225.3687
weekdays from 8:30 a.m.–5 p.m. CST
MEn’s TRadITIonaL
MEn’s LEgEndTM
MEn’s sIgnET
Those able to wear the ring proudly state to others, “I am a person
of creativity, a communicator, an achiever—a graduate of Virginia
Commonwealth University.” For the graduates and their peers it holds
a whole world of meaning.
Sincerely,
The Official Ring is on display at the VCU Student Union Bookstore.
An interest-free monthly installment plan is available.
Join the Tradition Today!
Front
Inside
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Steve Grafton
President and CEO
Eligibility Letter
A key component of our Official Ring marketing plan includes an eligibility letter mailed
to all newly eligible students congratulating them for having earned the right to wear
the VCU Ring. Newly eligible junior parents will receive a letter congratulating them on
their student’s achievement and informing them of the student’s eligibility to purchase
the ring. This is an integral message from VCU administration that calls increased attention to the ring and ceremony as an exclusive symbol and celebration of a VCU education. These letters are part of Balfour’s overall marketing package, but printed on University stationery for authenticity.
Ring Ceremony Invitations
Giving the Official Ring the same prestige as a diploma builds the tradition and awareness on campus. An invitation welcomes the student’s family to attend the Ring Presentation Ceremony. As mentioned earlier, we continue to test and improve our marketing
efforts. This is most recently best evidenced by a new approach to the ring eligibility letter and ceremony invitation that resulted in an aggregate 32% increase in participation
this past spring. Due to the success of this marketing test, we will integrate this methodology into more of our programs going forward. We would certainly want to implement
this new strategy for VCU to achieve not only increased sales, but increased participation in the ceremony that of course leads to increased success over time.
Ceremony Announcements
Dear Students:
The Virginia CommonwealTh UniVersiTy
ring Ceremony
is pleased to invite you and your guests to the
Chancellor’s Ring Ceremony and Reception for the
presentation of your VCU Ring
Congratulations! You have earned the distinction and privilege
of participating in the university tradition by ordering your
VCU Ring. This privilege is reserved only for those who have
achieved at least 90 credit hours and are in good standing with
the university.
The VCU ring serves as an enduring symbol of the values
and traditions of Virginia Commonwealth University coupled
with your unique educational experience. It honors academic
achievement and sacrifice while signifying the loyalty and pride
we all share as VCU students.
By ordering at this time, you are invited to participate in another
VCU tradition – the President’s Ring Ceremony, where I will be
pleased and honored to personally present your ring to you.
I encourage you to show your pride in being linked forever to
VCU by ordering during the special ordering event to be held
Saturday, August 18, 2012
3:00 p.m.
The Performing Arts Center
Recital Hall Room 101
Friday, August 17th
2:00 p.m. – 6:00 p.m. and
Saturday, August 18th
3:00 a.m. – 5:00 p.m.
in front of the Bookstore
Sincerely,
Michael Rao, Ph.D.
President, VCU and VCU Health System
Front
Inside
Balfour proposes the distribution of ceremony invitations to all
parents of students eligible to wear the ring early in the spring
semester. This also announces and spotlights the VCU Official
Ring Ceremony. This was tested at some institutions this past
year and proved very successful. This is an example of how VCU
can benefit from our over 200 partnerships nationwide as well as
Balfour’s receptiveness and ability to test new strategies. The ceremony announcement is an example of the ceremony support
we provide.
Newspaper and Alumni Magazine Promotional Strategies
Balfour can advertise the VCU Ring in the “Commonwealth Times, VCU Alumni publications and any other relevant publications. A best practice is for ads to coincide with
compelling editorial features about alumni and what their ring means to them, or the
university’s commitment to build a stronger ring tradition, or even a story on how VCU
rings are manufactured. Balfour routinely provides manufacturing photos for schools to
assist in this effort and can easily provide a number of sample articles as model promotional material from such schools as Auburn, Duquesne, Kansas State, Oklahoma State,
Purdue, Texas A&M, Texas Tech, University of Houston, etc. In addition, Balfour has
effectively bolstered ring ceremony participation with specific ceremony awareness
strategies aimed at students via the campus newspaper.
Online Materials
Official Ring Web Site
Balfour maintains a 24/7 online presence for the VCU Ring offering where students and
graduates can conveniently view the ring and learn more about the ring tradition. In
addition to all on-campus promotions, VCU Rings may be ordered online at any time
through this channel. This summer Balfour launched a new cleaner, simpler and more
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modern look for it’s school home pages. The transition will continue with updated ring
pages and other features in the Spring. This emerging online presence for our official
ring programs is unprecedented in this industry, and will strengthen buy rates by helping
schools tell their ring stories even more effectively, and efficiently.
Ring Web Banner and Button Ads
Online sales at Official Ring schools have climbed steadily throughout the
last several academic years thus we now develop custom Web banner
ads to place on alumni, University and bookstore Web sites to reinforce
direct mail campaigns. Web banner ads have a live link to the school’s
official ring Web site where students, parents and alumni can learn more
about the tradition or order online.
Ring E-mail Campaigns
We have developed sample e-mail templates for
distribution to VCU students and alumni to reinforce
direct mail campaigns. These e-mails are sent with
a live link to the VCU Ring Web site where they can
learn more about the tradition, order online, or call
our toll-free number to visit with a customer service
representative. While e-mails may be sent periodically as a stand alone message, an ongoing reference
to the ring tradition is also encouraged within alumni
e-newsletters and e-postcards to students and graduates. We would also recommend taking advantage
of any and all electronic communication opportunities through the alumni and/or parent organizations.
For example, news regarding future ring ceremonies
at VCU should be routinely reported in any parent
e-newsletters, an ideal way of building awareness
of the tradition retroactively to parents and in some
cases, alumni.
Social Media Strategies
A recent student survey shows that more than 80 percent of all college
students have a Facebook account. Balfour has been able to conduct successful marketing campaigns to students and alumni by placing notices on
school-specific Facebook sites, and is working effectively to promote ring
programs through group pages sponsored by Student Alumni Associations.
These, and other social technology strategies (such as “promotional profiling” and “flashringing”) will draw additional attention to the VCU Ring Tradition on an ongoing basis.
Balfour will also provide a Facebook “ring profile photo” that students and
faculty can post to their Facebook profiles during ring events to share event
details or that they are proud to wear the VCU ring.
Events
Educating Freshman about the VCU Ring Tradition
Balfour has pioneered many creative strategies to communicate university ring traditions to incoming freshmen that are now commonplace at many official ring campuses.
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Some institutions utilize official ring replica key rings at freshmen camps, where advisors
speak about the ring tradition, eligibility requirements, and the benefits of acquiring
the ring. This has been extremely effective at Red Raider Camp at Texas Tech University and Cowboy Camp at Oklahoma State University—as freshmen come away from
these events with a solid understanding of the importance of the ring. Balfour has also
provided magnets, bookmarks, t-shirts, virtual rings and other materials designed to call
attention to the ring tradition at this early stage. Balfour is willing to work with VCU to
determine an educational strategy that best meets our objective.
Turning VCU Rings at Commencement
Increasingly, colleges and universities with official ring traditions are formally inviting
ring recipients to turn their rings at commencement. Just as students turn their tassels to
indicate graduate status, we encourage the administration at VCU to formally request
those wearing the school’s ring to do the same. This is a powerful strategy that sends a
message to all students, alumni and parents that the official ring is a recognized and
celebrated symbol on campus. This practice is being carried out by numerous institutions embracing their ring tradition, including Auburn University, Southern Methodist University, Texas Tech University, University of Georgia, University of Houston, The Ohio State
University and the University of Texas at San Antonio, to name a few.
Reunions, Homecoming and other Special Events
Balfour has often worked closely to prepare ring promotions for young alumni events,
50-year reunions, Homecoming and other events as needed. Any and all opportunities
for alumni to acquire a VCU Ring, or even take part in a presentation ceremony, builds
awareness with added media value. Balfour will set up and promote the ring program
at events where large concentrations of alumni are present. These may include, but are
not limited to, alumni tents before and after sporting events, alumni chapter gatherings
in metropolitan areas and of course at commencements–a terrific opportunity to engage parents of graduates who are also alumni.
Programs
Gratis Rings for Virginia Commonwealth University
Balfour routinely provides complimentary rings on an annual basis for the University to
use for special presentations designed to call increased attention to the ring tradition.
For example, official rings are presented to the Homecoming King and Queen during
half-time on several campuses. In other cases, rings have been presented to university
presidents, alumni board members, essay contest winners, spirit award winners, etc. Balfour will provide four gratis 10K rings annually to be used at the University’s discretion.
Ring Trade-in Opportunity for VCU Alumni and Current Students
A popular offer when schools launch an official ring is the opportunity for alumni and
current students to trade in a previously acquired ring for the new designs. This is offered
at no cost for the inaugural year of the program and generally stimulates positive word
of mouth publicity for the ring tradition. Balfour will be happy to accept trade-ins of any
10K, 14K or 18K VCU Rings, regardless of manufacturer, for the Official Ring in the same
karat. Trade-ins will continue to be honored beyond the inaugural year of the program
for a nominal fee. Because VCU’s program is now established, Balfour will continue to
offer current students and alumni a trade-in for a nominal fee on the existing styles (fee
subject to change during the proposed term of this agreement due to fluctuating gold
market rates).
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Ring Savings Plan Opportunities at VCU
In an effort to build the official ring traditions we work with, Balfour is working closely
with several colleges and universities to develop more convenient and more affordable
ways for students to acquire their university ring. Several pioneering institutions are working with Balfour to offer payment strategies enabling students to gradually pay for their
official ring as part of the class registration process. State universities are looking at “opt
in” ring purchasing methods, while private schools are taking an “opt out” approach
to these plans. The ability for incoming freshmen to immediately begin paying for their
official ring as part of tuition makes the ring more affordable, and the process further
validates the ring tradition on these campuses. While these programs will dramatically
increase the percentage of students acquiring the ring, the additional benefits to the
institution are substantial. An increase in ring sales translates into increased revenues. In
addition, ring payment plans enable schools the additional opportunity to escrow these
funds in an interest-bearing fund that will yield even more revenue over time that can
be applied to ring grants, scholarships or reinvested in other growth-based initiatives.
Finally, the schools we’re already working with on these initiatives are also attracted to
this strategy as it reinforces retention efforts, providing an additional incentive to remain
enrolled. Balfour is ready and eager to assist and consult with VCU administrators to discuss the possibilities of this program to build participation in the VCU Ring Tradition well
into the future.
Balfour Real Life Experience Program
Balfour will partner with a class in an upper-division marketing or creative course to create a real-life marketing plan or creative strategy for Balfour on the University of VCU
campus. Students would form small groups of 3 or 4. This would allow students to demonstrate and hone all the skills that they learned throughout their University careers and
will enhance the buzz and students awareness on campus since the campaigns will
be student driven. Balfour would provide an outline of the creative or marketing need
and faculty would guide the student’s instruction in how to complete the project. The
Professor of the course would determine the extent to which the project would weigh in
the course and Balfour’s involvement. At the end of the semester, Balfour and a team
of VCU staff would select a “winning” team which would get to see some or all of their
work come to fruition the following semester. Balfour would also provide deeply discounted rings to the winning team members.
Other Marketing Strategies
Communication with VCU Faculty and Staff
Balfour will take the lead in working with key personnel on campus to produce welltimed memorandums to VCU faculty and staff communicating key aspects of the ring
tradition. These memos will be designed to persuade faculty to communicate ring
promotion and ceremony dates, eligibility requirements, and who to contact for more
information. Building advocacy and understanding of the ring program within the academic community is of paramount importance in strengthening the ring story on campus. While the VCU Ring is well recognized, it is vital that the ring tradition is not taken for
granted and is continually celebrated within the academic community. This practice
has been implemented successfully on several campuses such as at the University of
VCU and has helped to boost overall ring awareness and sales. In addition, Balfour is
willing to provide special introductory offers to VCU graduates that are faculty and staff
do not yet wear the VCU ring.
Feature and Editorial Promotion
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A best practice is to include compelling editorial features with alumni about their ring,
or the University’s commitment to build a stronger ring tradition, or even a story on how
VCU Rings are manufactured. Ring ceremonies routinely provide interesting human
interest anecdotes that are ideal for further communicating the tradition to students
past, present and future. These sidebar stories can be very powerful, and build awareness for the ring tradition. For example, a student at one of our Partner institutions silently
purchased a ring for his father who also graduated from the same school. However, his
father withdrew from college to serve in the Vietnam War before eventually returning to
complete his degree, unceremoniously. Years later, when the student received his ring
during the ring ceremony, the university president invited the student’s father who was
in the audience to come up and receive his ring as well. A standing ovation ensued.
This is simply one example of the many powerful stories that will emerge with continued
and proper emphasis on the VCU Ring tradition. Routinely sharing these stories in the
“Commonwealth Times”, VCU Alumni publications and other campus publications will
help reinforce the ring tradition with the entire VCU community.
Production Photography and Videos of The University of VCU Ring
Balfour is able to help creatively market the VCU Ring tradition through a series of photos revealing the ring in various stages of manufacturing. These photos may be included
in the ring brochure, used in feature stories describing the making of the ring, tradition
prints and can be easily uploaded to VCU’s Official Ring Web site. These photos have
been very popular with our partners who have incorporated them into multimedia presentations for freshmen orientation, ring ceremonies, Facebook pages, etc. The University of Georgia, for instance, showcases the making of the Georgia Ring during their ring
ceremony with the material Balfour provides. In addition, Balfour has also begun to help
schools develop video documentaries on the making of their ring, their ring ceremony
and testimonials of the ring. Balfour would be happy to work with VCU representatives
to develop video productions specific to the VCU Ring. As an example, please search
“Official OSU Class Ring - A Ceremony To Celebrate” and “Official OSU Class Ring Crafting A Tradition” on You Tube to see the two sample productions that are powerful
tools in telling a school’s ring story. Similar productions have been developed with Texas
A&M, University of South Carolina, the University of Georgia, etc. Below are some additional hyperlinks to sample videos...
Aggie Ring Day at Texas A&M http://www.youtube.com/watch?v=we4wDpuKNzU
University of South Carolina Ring Ceremony http://www.youtube.com/watch?v=PfepaGuDkjk
University of Georgia Ring Story http://www.youtube.com/watch?v=2UBwNZuaxEU
The University of VCU Ring Tradition Prints
An innovative venture for Balfour is the development of tradition prints for our Official
Ring partner programs. We will provide poster-sized prints showcasing the VCU Ring to
be framed and exhibited in high-traffic areas throughout campus. Ideally, these prints
should also be displayed prominently in campus offices—further signifying the University’s recognition and support of the VCU Ring Tradition. These prints are designed to
foster pride in the institution’s ring, sometimes featuring a scene of several students with
rings on hand, or even a picture of the ring being manufactured. We will work with the
University to create prints that will forever communicate the precise message the administration wants to convey with its ring program. For example, the University of South
Carolina ring print features the phrase “A timeless expression of Carolina Pride.” The University of Georgia’s print reads “Wisdom, Justice, Moderation,” from its school seal, and
Texas Tech emphasizes the words “Strive for Honor,” taken from the school song.
Computer Lab Screen Saver Image
65
Computers around campus can all play a powerful role in promoting the ring. In addition to a 3D virtual rendering of the VCU Ring, Balfour can provide a variety of options
that schools can upload to computers in campus computer labs, libraries and more.
The screen savers can feature Ring Sale dates, a Grad Fair or general information about
the school’s ring tradition.
QR Codes and Digital Marketing
Balfour has begun integrating new technologies such as QR codes into print materials
enabling students to quickly access specific official ring offerings and information online. We will develop a QR Code for VCU to more effectively market rings electronically
to students and alumni. A QR Code for VCU Rings can be conveniently included within
campus publications and signage to provide “point and click” access to additional
ring information. Whether it be QR Codes, Facebook, YouTube or other Internet-based
methods, Balfour leads the ring industry in implementing innovative marketing strategies
for our Partner programs.
The official
ring collecTion of
Virginia
Commonwealth
uniVersity
It’s All About
TRADITION
Banners
Banners are an excellent way to attract attention to and promote rings on
campus. From Ring Sale days to promotion of the ring tradition itself, Balfour
has developed a number of banner options sure to fit with any school promotion efforts. Vertical and horizontal banners can be stationed in book
stores, at ring sale tables or positioned at any campus event to support
and promote the ring tradition. For more luxurious and permanent banner
options, Balfour has the capability to create fabric banners that will further
emphasize the VCU Ring tradition at commencement, Homecoming, Parent’s Weekends, freshmen orientation and other large events on campus.
On-Campus Merchandising
Ring Display
Balfour provides stand alone displays which house The University of VCU Rings in the
Alumni Association and/or elsewhere on campus. VCU Ring signage sits inside the display to call increased attention to the rings. For the coming year, Balfour is in the process of creating a brand new display for rings with modern lines and materials. These will
be ready by Spring 2013.
b. The Contractor should market products through the retail stores. The stores
will add a markup, approved by the University, on products sold through the
stores. The University stores will support the ring and regalia order and
delivery process.
c. All mailing lists/files or other media containing personal information about
students, alumni, faculty and staff shall be considered protected data and are
intended for use as directed in this RFP. Any other use of this protected data
is strictly prohibited without written permission of Virginia Commonwealth
University.
66
7. Reporting:
a. The Contractor shall provide accounting summary reports detailing unit
sales through all venues. At a minimum the reports shall include the
following:
•
•
•
•
Regalia usage by garment type and degree (pricing schedule format);
Class ring sales by campus, (Monroe Park Campus or MCV Campus);
Personalized announcement sales by campus, and
Standard announcement sales by campus.
Balfour and Oak Hall will comply.
b. Contractor should formally meet with representatives from the University at
least annually to evaluate services and to review accounting reports. The
"Annual Program Review" will consider the status of the current program
and recommend action plans as appropriate. Topics may include issues
related to sales trends, unit sales summary reports, marketing and evaluation
results.
Balfour and Oak Hall will comply.
8. Financial:
a. All pricing shall include University royalty payments and licensing fees
where appropriate.
b. The Contractor shall propose a royalty on each jewelry unit sold and
minimum annual royalty guarantee. An amount equal to 1/12th of the
minimum annual royalty payment is due monthly by the 15th of each month.
Acknowledge and agree. (See Royalty Schedule, Section VII, No. 10 below.)
c. The Contractor shall pay the licensing fee on all class jewelry.
d. The Contractor should pay nominal space/equipment rental charges for the
use of the campus equipment and facilities. Payment terms are net 30 days.
67
9. Transition:
a. The Contractor should provide a seamless transition to the new agreement.
As necessary, describe how your firm will implement the new agreement.
Provide estimated dates for key tasks.
Balfour College Transition Plan
As the Official Ring Movement has gathered steam across the country, Balfour, the
leader in Official Ring Programs, has been asked to transition universities from a multiring vendor to an Official Ring Program. We have been very successful with these transitions and have provided a list of graphs in the back of this document that confirms our
success. We want the transition for VCU to be seamless and smooth. Our Official Ring
Partner Web site, www.restoringthering.com is an excellent tool to use as a resource, as
it provides a blueprint for a successful Official Ring Program.
Below is a strategy to start the VCU Official Ring Program:
Select a partner to manufacture the ring and provide the marketing expertise.
• Restrict licensing to all other manufacturers on campus and off campus - an important step that validates the significance of a newly recognized Official Ring.
• Establish timeline of design and manufacturing of the desired Official Ring. (We have
provided in the next section.)
• Establish marketing timeline for the Official Ring launch. (See Official Ring Critical
Path below.)
• Conduct key meetings with student leaders, administrators, faculty and staff to build
awareness and support for the Official Ring Program.
• Start media campaign through all publications detailing all aspects of the Official
Ring.
• Implement comprehensive marketing plan to establish and foster the tradition.
Fall 2013 Official Ring Launch: The contract described in this RFP begins on January 1,
2013. Following that timeline, Balfour proposes the launch of the Official VCU Ring in
September of 2013. It is key for the entire administration to be on board for this decision
in order for the successful launch of the Official VCU Ring. Balfour welcomes any input
from the school on this matter.
VCU Announcement Transition Process
We commit to having the process complete by February 2013, so that orders will be
ready to be taken at the Grad Fair in March 2013. Our account set up and Web set up
times are the best in the industry. The transition process for VCU announcements will be
seamless.
Oak Hall Transition Plan
Regalia Time Line
The goal of Oak Hall is to make the entire regalia experience enjoyable and exciting for
the graduating students, as well as pain free for the administration. Each university has
unique challenges to their commencement process which must be understood and
addressed. The effective way of accomplishing this is through communication. For that
68
reason, we create a timeline for regalia that Oak Hall, Balfour, and the university become involved in. Below is a starting timeline, but obviously as time progresses and we
learn more about each other, this may need to be adjusted to more appropriately fit
the needs of VCU.
This Fall
If we are selected as your regalia supplier, we would like to meet with representatives
from each college and special events to discuss topics such as:
• Challenges faced during spring commencement
• Wish list for future commencements
• Number of eligible graduates by degree from upcoming commencement
• Planning next Grad Fair
• Planning faculty regalia sale for fall
• Planning dates for events for upcoming commencement
January
Post commencement meeting, again with all involved parties. By covering issues and
challenges, like and dislikes after each commencement, we all become more familiar with the process. Also, at each meeting we would plan for ordering dates, delivery
dates, distribution dates for faculty, staff, and students.
b. The Contractor should be prepared to provide regalia for the May 2013
Commencement.
Oak Hall will comply.
c. The Contractor should be prepared to offer the "Official" VCU class ring(s)
during the fall 2013.
10. Royalty Schedule:
$___100.00_____ Royalty per ring/ jewelry unit sold
$___$50,000____ Guaranteed Minimum Annual Royalty
11. Experience and Qualifications of Firm:
Firm should provide:
a) List of three references for whom similar services were provided,
preferably of public institutions of higher education or a similar sized
organization.
69
School
Length of Service
Address
Contact Person
University of Notre Dame
80 Years
Hammes Notre Dame Bkstore
University of Notre Dame
Notre Dame, IN 46556
Keith Kirkpatrick
574-631-6316
Virginia Polytechnic
Institute
15 Years
Virginia Tech Alumni Assoc
Holtzman Alumni Center-0102
Blacksburg, VA 24061
Laura Wedin
540-231-6285
University of Maryland
10+ Years
Columbia University
7+ Years
Samuel Riggs IV Alumni Ctr
College Park, MD 20742
Robin Chiddo
(301) 405-7204
University Book Center
Stamp Student Union
College Park, MD 20742
Mike Gore
(301) 314-2665
706 Lerner Hall, MC 2603
2920 Broadway
New York, NY 10027
Honey Fishman
(212) 854-6862
b) Provide a list of institutions of higher education with which the firm has a
signed term contract.
In the State of Virginia Balfour has the following institutions under contract: Virginia Tech,
James Madison, Mary Washington, University of Virginia, Washington & Lee University.
Balfour has many more exclusive accounts in the State of Virginia and the United States.
A full list can be provided if needed.
Oak Hall has the following institutions under contract: Virginia Tech, College of William &
Mary, Virginia Community College System, George Mason University, Regent University,
Radford University, Longwood University, Marymount University, University of Richmond,
Roanoke College, Lynchburg College, Washington & Lee, Mary Baldwin, Hollins University
and American Public University.
c) Provide the amount of annual sales the firm has with each VASCUPP
Member Institution. A list of VASCUPP Members can be found at
http://www.vcu.edu/procurement/purchasing/contracts/aboutvascupp.html.
THE INFORMATION BELOW IS PROPRIETARY & CONFIDENTIAL
VASCUPP MEMBER INSTITUTION
TOTAL REVENUE
GRAND TOTAL
$
12. Other related goods/services:
Describe other related goods and/or services provided by your firm. Provide
information to demonstrate how these goods and/or services could benefit the
institution and include the associated pricing for the term of the contract. Provide
information to address how newly introduced products and services would be
offered and included in the contract. Include information on your ability to provide
most favored nations pricing.
70
Balfour currently provides service pins for MCV and VCU. The two MCV pins are Clinical
Lab Science and Medical Tech. The two VCU pins are the A.D. Williams and the Kupfer
award. If given the opportunity, Balfour can handle all nursing and other pins needed for
this account.
Balfour has also partnered with Professional Framing to offer VCU and MCV other diploma
frame options in which the sales’ commission from these frames could go directly to either Student Services, Alumni or any other department you decide. Below is some background information on Professional Framing.
Professional Framing Company has been providing diploma frames to university bookstores and graduates since 1987. Founded on a core commitment to provide their customers extraordinary service, value and quality products, the company quickly led the
way in a burgeoning industry by adding innovative and artful additions to their offerings,
including the use of embossed seals and school names, limited edition watercolors of
campus landmarks, 24k medallions, 3D laser logo cutouts, and 3D collages.
Further establishing themselves as leaders in the industry, Professional Framing Company
remained as committed to service as they were their craft, as they are to this day. Their
success has been due in no small part to listening to the needs of bookstore buyers and
striving to make their jobs easier and less complicated. One way they have achieved
this has been to assign a dedicated customer service representative, to each account,
who is knowledgeable about that store and its specific needs. They also understand
that as the years change over, so do the students and their preferences; so Professional
Framing Company has regularly attended a wide variety of trade shows, grad fairs and
graduations to stay abreast of the trends. Likewise, they have strived to keep their eye on
the sales of frames industry-wide and make suggestions for changes in product lines as
deemed necessary.
Professional Framing Company currently provides frames and service to university bookstores nationwide, such as Virginia Tech, University of Tennessee, University of Richmond,
The University of Alabama, Western Kentucky, and Georgia Southern, just to name a few.
As when they first began, Professional Framing Company is once again at the forefront
by being the first and only company in the industry to use UV protected glass on every
frame. In their ever-growing commitment to providing their customers extraordinary service, value and quality products, they continue to lead the way.
For more than 20 years, Professional Framing Company has been the gold standard in
collegiate diploma framing. We are passionate about what we do, and each frame we
make reflects that passion.
Our Promise to Virginia Commonwealth University:
• Unmatched quality and service since 1987
• The strictest standards in document protection that meets or exceeds library of congress standards
• Custom made frames specifically to fit your diploma
• Competitive pricing without compromising quality
• A vast array of styles and designs - from traditional favorites to creative innovations,
and everything in between
• Unique touches like gold-leaf embossing, 24K gold medallion, silver medallion, 3-D
mascot cut-outs, 3-D Campus Collage, and landmark - images that can truly personalize your frame
• Each frame is hand-crafted in the USA
• Satisfaction - Guaranteed!
• PFC stands by our promise to provide the quality your achievement deserves. Guaran-
71
teed.
A remarkable achievement deserves a remarkable frame. And the professionals at Professional Framing Company have the experience, the resources and the know-how to
provide you the highest quality frames possible for your diploma.
We have a variety of styles, finishes and accents - giving you the ability to custom make
each frame to your individual preference. Each frame is hand crafted and comes fully
assembled for quick diploma insertion - no need to send us your diploma.
Our commitment to quality craftsmanship ensures a distinctive, elegant display for your
achievement. PFC uses archival-quality materials that meet and exceed government
standards for document preservation - making sure your achievement lasts a lifetime.
Our Mission is to provide Virginia Commonwealth University the very best in service, product quality and flexibility.
13. Sustainability:
Please provide information to demonstrate the overall environmental impact of your
proposed approach. Include information on your recommendations to reduce the
environmental impact and create efficiencies. For any packaged products, describe
your firm’s approach for using less packaging.
Oak Hall is very proud to have lead the industry by being the first company to develop an
eco friendly regalia line. GreenWeaver is made from 100% post consumer plastic bottles
that have been diverted from landfills. December of 2009 was the first commencement
that students could walk in GreenWeaver regalia. Since then over 300 universities walking over 522,000 students have worn GreenWeaver. That equates to over 12 MILLION
plastic bottles that did not end up in a landfill.
This summer we introduced a new line of sustainable regalia, NuHorizon. Also made from
reclaimed plastic bottle waste, NuHorizon is a knitted fabric, which is more economical
to produce. We realize that in today’s economy there were universities and high schools
that wanted to make the move to a more sustainable commencement, but simply
wasn’t able to afford the extra expense. Our company wide goal is to become more
conscious of our environmental footprint and make changes as we move forward. In
addition to adding gowns made from plastic bottles to our line, we have also:
• Converted to a carbon based dry cleaning system which is more environmentally
sound
• All our waste fabric is bundled and sent in for recycling
• Implemented a take back program for GreenWeaver gowns
• Gone to recycled cardboard for shipping
• Converted to recycled bags for storing regalia
This fall we are also implementing the following:
• Moving from printing informational sheets that go inside the gown and hood package
to printing directly on the bags in order to reduce paper use
• Gone to an email confirmation system rather than sending hard copy acknowledgements of orders and invoices
• Moving to an email system for statements
Our short term and long term goals include ways to continue to reduce our carbon footprint both professionally as a company and through encouraging our employees to do so
in their personal lives.
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14. Small, Women-Owned and Minority-Owned Business Commitment:
Firm must submit complete Appendix I which is available at:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Appendix_1.pdf
unless the firm is a DMBE certified small business. DMBE certified small businesses
must include their certification number on the coversheet of this RFP, but are not
required to complete Appendix I.
Please see attached Appendix I
15. Proposal Submission Instructions:
G. Complete and return page 1 of the RFP. Proposals shall be signed by an authorize
representative of the Offeror.
H. Complete and return signed addenda acknowledgments (if applicable).
I. Submit one (1) original hard copy (paper) document of the entire proposal, including
all attachments and proprietary information. The original proposal must be clearly
marked on the outside of the proposal. Submit one (1) unsecured, electronic copy (on
a disc or flash drive) of the entire proposal including all attachments and EXCLUDING ANY PROPRIETARY INFORMATION. This disc or flash drive must be clearly
marked on the outside that it excludes proprietary information.
J. Submit seven (7) paper copies of the entire proposal, including all attachments and
proprietary information.
K. If applicable, the outside of the proposal must be marked to denote proprietary information is contained in the documents. Written notice of proprietary information
must be submitted as the first page of the Offeror’s proposal. Notice must specifically
identify the applicable portions of the Offeror’s proposal that contains data or materials to be protected and state the reasons why protection is necessary. In addition, the
specific (i.e. specific words, figures or paragraphs) proprietary or trade secret material
submitted, must be identified on the applicable page(s) within the Offeror’s proposal,
by some distinct method, such as highlighting, underlining, etc. The classification of
an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection and return of the
proposal.
L. Communications regarding this Request for Proposals (RFP) shall be formal from the
date of issue for this RFP, until either a Contractor has been selected or the University Purchasing Department rejects all proposals. Formal communications shall be
directed to the University Purchasing Department. Informal communications including but not limited to, request for information, comments or speculations, regarding
this RFP to any University employee other than a Purchasing Department representative may result in the offending Offeror’s proposal being rejected.
M. Additional information is available at:
http://www.vcu.edu/procurement/vendors/pdf_docs/RFP_Website_Link_Additional_Information.pdf
VIII. ORAL PRESENTATION:
Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of
their proposal to VCU. VCU will schedule the time and location of these presentations. Oral
presentations are an option and may or may not be conducted.
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IX. EVALUATION AND AWARD CRITERIA:
Proposals will be evaluated based upon the information provided in the Offeror’s proposal using the
following criteria: Offeror’s qualifications and experience; methodology/approach to providing the
requirements stated herein; price; and the Offeror’s status as a Virginia certified SWaM Business or the
Offeror’s plans to utilize Virginia DMBE certified SWaM Businesses in the Offeror’s performance of the
contract. Selection shall be made of two or more Offerors deemed to be fully qualified and best suited
among those submitting proposals. Negotiations shall be conducted with Offerors so selected. After
negotiations have been conducted with each Offeror so selected, the agency shall select the Offeror
which, in its opinion, has made the best offer, and shall award the contract to that Offeror. The
Institution may cancel this Request for Proposals or reject proposals at any time prior to an award, and
is not required to furnish a statement of the reason why a particular proposal was not deemed to be the
most advantageous. (Governing Rules Section 49.D) Should the Institution determine in writing and in
its sole discretion that only one Offeror has made the best proposal, a contract may be negotiated and
awarded to that Offeror. The award document will be a contract incorporating by reference all the
requirements, terms and conditions of the solicitation.
Notice of Award(s) or Notice of Intent to Award may be accessed electronically at
http://www.eva.virginia.gov.
X. METHOD OF PAYMENT:
The Contractor shall submit a fully itemized invoice to Virginia Commonwealth University, Accounts
Payable and Support Services, P. O. Box 980327, Richmond, VA 23298-0327, that, at minimum,
includes the following information: the Virginia Commonwealth University purchase order number; a
description of the goods or services provided; quantities; unit prices; extended prices; and total prices
Payment will be made thirty days after receipt of a proper invoice for the amount of payment due, or
thirty days after receipt of the goods or services, whichever is later, in accordance with the
Commonwealth of Virginia Prompt Payment Legislation.
XI. GENERAL TERMS AND CONDITIONS:
General Terms and Conditions can be viewed at:
http://www.vcu.edu/procurement/vendors/purchasing.html#terms
XII. SPECIAL TERMS AND CONDITIONS:
A. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this proposal, no indication of such sales or services to Virginia Commonwealth
University will be used in product literature or advertising. The Contractor shall not state in
any of the advertising or product literature that the Commonwealth of Virginia or any agency
or institution of the Commonwealth has purchased or uses its products or services.
B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the
agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.
C. PROPOSAL ACCEPTANCE PERIOD: Any proposal in response to this solicitation shall be
valid for sixty (60) days. At the end of the sixty (60) days, the proposal may be withdrawn at
the written request of the Offeror. If the proposal is not withdrawn at that time it remains in
effect until an award is made or the solicitation is cancelled.
D. PROPOSAL PRICES: Proposal prices shall be in the form of a firm unit price for each item
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during the contract period. However, price changes for jewelry will be allowed annually and
calculated as established by the final, negotiated contract.
E. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and
terminate any resulting contract, in part or in whole, without penalty, upon sixty (60) days
written notice to the Contractor. In the event the initial contract period is for more than
twelve (12) months, the resulting contract may be terminated by either party, without penalty,
after the initial twelve (12) months of the contract period upon 60 days written notice to the
other party. Any contract cancellation notice shall not relieve the Contractor of the obligation
to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
F. EXTRA CHARGES NOT ALLOWED: The proposal price shall be for complete delivery to the
University and shall include all applicable freight; extra charges will not be allowed.
G. IDENTIFICATION OF PROPOSAL: The proposal package should be identified as follows:
From:_______________________________ ______________ ________________
Name of Offeror
Due Date
Time
____________________________________ _______________________________
Street or Box Number
RFP No.
____________________________________ _______________________________
City, State, Zip Code +4
RFP Title
Name of Contract / Purchase Officer or Buyer: Benjamin Miller
The package should be addressed as directed on Page 2 of the solicitation.
If a proposal is not clearly identified, the Offeror takes the risk that the proposal may be
inadvertently opened and the information compromised which may cause the proposal to be
disqualified. Proposals may be hand delivered to the designated location in the office issuing the
solicitation. No other correspondence or other proposals should be placed in the envelope.
LATE PROPOSALS: To be considered for selection, proposals must be received by the issuing office
by the designated date and hour. The official time used in the receipt of proposals is that time on
the automatic time stamp machine in the issuing office. Proposals received in the issuing office
after the date and hour designated are automatically disqualified and will not be considered. The
University is not responsible for delays in the delivery of mail by the U.S. Postal Service, private
couriers, or the intrauniversity mail system. It is the sole responsibility of the Offeror to insure that
its proposal reaches the issuing office by the designated date and hour.
H. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless theCommonwealth of Virginia, its officers, agents, and employees from any claims, damages and
actions of any kind or nature, whether at law or in equity, arising from or caused by the use
of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any
services of any kind or nature furnished by the Contractor, provided that such liability is not
attributable to the sole negligence of the using agency or to failure of the using agency to use
the materials, goods, or equipment in the manner already and permanently described by the
Contractor on the materials, goods, or equipment delivered.
I. LIMITATION OF LIABILITY: To the maximum extent permitted by applicable law, the
Contractor will not be liable under this contract for any indirect, incidental, special or consequential damages, or damages from loss profits, revenue, data or use of the supplies, equip75
ment and/or services delivered under this contract. This limitation of liability will not apply,
however, to liability arising from: (a) personal injury or death; (b) defect or deficiency caused
by willful misconduct or negligence on the part of the Contractor; or (c) circumstances
where the contract expressly provides a right to damages, indemnification or reimbursement.
J. MINORITY/WOMEN-OWNED BUSINESSES SUBCONTRACTING REPORTING REQUIREMENTS ANDGOALS: Where it is practicable for any portion of the awarded contract to be subcontracted toother suppliers, the Contractor is encouraged to offer such business to minority and/or women owned businesses. Names of firms may be obtained from the
buyer handling this solicitation. When such business has been subcontracted to these firms
and upon completion of the contract, the Contractor agrees to furnish the purchasing office
the following information: name of firm, phone number, total dollar amount subcontracted
and type of product/service provided.Virginia Commonwealth University Department of
Procurement Services encourages the participation of minority owned businesses in the
procurement process by actively soliciting bids from these businesses. Our office uses the
information compiled by the State Department of Minority Business Enterprise, the State
Division of Purchase and Supply and the Department of Information Technology to assist in
this endeavor. The department has membership with the Virginia Regional Minority Supplier
Development Council and participates in the annual Virginia Businesses Opportunities Fair.
We encourage departments to support minority-owned businesses within their purchasing
authority when appropriate. Virginia Commonwealth University has a minority-owned business participation goal of twenty percent (20%) for each project.
K. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he
may utilize, using his best skill and attention. Subcontractors who perform work under this
contract shall be responsible to the prime Contractor. The Contractor agrees that he is as
fully responsible for the acts and omissions of his subcontractors and of persons employed by
them as he is for the acts and omissions of his own employees.
L. PRODUCT INFORMATION: The Offeror shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and
specifications with the proposal to enable the Commonwealth to determine if the product
offered meets the requirements of the solicitation. Failure to do so may cause the proposal to
be considered nonresponsive.
M. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the Contractor
shall supply at proposal prices actual quantities as ordered, regardless of whether such total
quantities are more or less than those shown.
N. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth for
two(2) successive one (1) year periods under the terms and conditions of the original contract except as stated in 1. and 2. below. Price increases may be negotiated only at the time
of renewal. Written notice of the Commonwealth's intention to renew should be provided
approximately 60 days prior to the expiration date of each contract period.
1. If the Commonwealth elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the
contract price(s) of the original contract increased/decreased by more than the percentage
increase/decrease of the Services category of the CPI-W section of the Consumer Price
Index of the United States Bureau of Labor Statistics for the latest twelve months for which
statistics are available.
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2. If during any subsequent renewal periods, the Commonwealth elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not
exceed the contract price(s) of the previous renewal period increased/ decreased by more
than the percentage increase/decrease of the Services category of the CPI-W section of the
Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve
months for which statistics are available.
O. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written
consent of the purchasing agency. In the event that the Contractor desires to subcontract
some part of the work specified herein, the Contractor shall furnish the purchasing agency the
names, qualifications and experience of their proposed subcontractors. The Contractor shall,
however, remain fully liable and responsible for the work to be done by its subcontractor(s)
and shall assure compliance with all requirements of the contract.
P. USE OF RECYCLED MATERIALS: Notwithstanding the prohibition against used, damaged or obsolete items, vendors are encouraged to use secondary or recycled materials in the
manufacture of products to the maximum extent practicable without jeopardizing the performance or intended end use of the product unless such use is precluded due to health and
welfare or safety requirements or product specifications contained herein. Please provide the
following information in this regard:
1. Do any of the goods offered contain recycled materials? _X__Yes ___No
2. If so, please qualify the recycled material content:
For rings, we reclaim and recycle gold throughout the manufacturing process. All of our
Celestrium rings are made from more than 95% recycled metals.
For graduation regalia, our plastic bags that each cap and gown are stored in are of 100%
recycled plastic chips. Our storage boxes are of 100% recycled cardboard. GreenWeaver
and NuHorizon caps and gowns are made from 100% recycled plastic bottles.
For announcements, our regular papers virgin (0%) recycled materials. Our current recycled papers go from 30% to 100% recycled materials depending on the product. The paper
with 100% recycled materials is only available in white.
Q. WARRANTY (COMMERCIAL): The Contractor agrees that the supplies or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the Contractor gives any customer for such supplies or services
and that the rights and remedies provided therein are in addition to and do not limit those
available to the Commonwealth by any other clause of this solicitation. A copy of this warranty must be furnished with the proposal.
R. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will
result in purchase order(s) with the eVA transaction fee specified below assessed for each order.
1. For orders issued August 16, 2006 thru June 30, 2011, the Vendor Transaction Fee is:
order.
2. For orders issued July 1, 2011 thru June 30, 2013, the Vendor Transaction Fee is:
a) DMBE-certified Small Businesses: 0.75%, Capped at $500 per order.
b) Businesses that are not DMBE-certified Small Businesses: 0.75%, Capped at $1,500 per
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order.
3. For orders issued July 1, 2013, and after, the Vendor Transaction Fee is:
order.
The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department
of General Services, approximately 30 days after the corresponding purchase order is issued and
payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled
through purchase order changes.
The eVA Internet electronic procurement solution, website portal www.eva.virginia.gov,
streamlines and automates government purchasing activities in the Commonwealth. The portal is
the gateway for vendors to conduct business with state agencies and public bodies.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the
eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is
for a term contract, may provide an electronic catalog (price list) or index page catalog for items
awarded. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format
(CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors
should email Catalog or Index Page information to [email protected].
S. ELECTRONIC COPIES OF PROPOSALS:
The successful Contractor may be required to provide the VCU Department of Procurement
Services with a copy of the Contractor’s entire original proposal (to include all attachments), and all
subsequent correspondence (i.e. responses to requests for clarification and documents generated
through the negotiation process) in an unsecured electronic format (i.e. email, disc – CD or DVD or
flash drive). The Contractor SHALL NOT INCLUDE ANY PREVIOUSLY IDENTIFIED
PROPRIETARY INFORMATION IN THE ELECTRONIC FORMAT; VCU will post the Contractor’s
original proposal, and all subsequent correspondence on the VCU Department of
Procurement Services Website, VCU shall not be responsible for the Contractor’s failure to
exclude proprietary information submitted in the unsecured electronic format).
T. GRAMM-LEACH-BLILEY ACT:
The Contractor shall comply with the Act by implementing and maintaining appropriate safeguards
to protect and prevent unauthorized release of student, faculty and staff nonpublic information.
Nonpublic information is defined as social security numbers, or financial transactions, bank, credit
and tax information.
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RFP - Addendum
DATE: July 12, 2012
ADDENDUM NO. 1 TO ALL OFFERORS:
Reference:
Request for Proposals:
RFP No. 4955496-BM
Commodity/Title:
Graduation Products – Academic
Regalia, Class Jewelry and
Announcements
Issue Date:
June 26, 2012
Proposal Due Date/Time:
August 28, 2012 @ 11:00 A.M. local
time
The above is hereby changed to read: Offeror questions and committee responses
from pre-proposal meeting held on July 10, 2012 are included below.
1. How many campus locations?
VCU has a Monroe Park Campus and a MCV Campus. The campuses are located about
2 miles apart. The expectation is to provide service to both locations. Actual service sites
on each campus include the bookstores and student centers.
2. Do diploma frames fall under recognition items?
Diploma frames can be considered recognition items and sold as part of this agreement.
Currently diploma frames are sold through the bookstores.
3. Is the bookstore marking up the prices we provide or will it be deducted out of the price?
Proposed prices should be considered COST prices. The stores are permitted to markup announcements and rental regalia. However, the University coordinates the sale of
announcements and regalia rental through the bookstores. Class rings are sold directly
through this agreement by the Contractor to reduce the retail prices. Retail
79
arrangements can be made directly with the bookstores on other recognition items.
4. If yes, what percentage are they marking it up?
Mark up as a percentage of retail for 2012 is as follows:
Product
Mark-up
Retail Price
Bachelor Cap & Gown
28%
$16.50
Master Cap & Gown
37%
$18.50
Doctor Cap & Gown
33%
$22.00
Doctor Tam & Gown
40%
$30.50
Tam Only
49%
$15.50
Bachelor Hood
42%
$16.50
Master Hood
37%
$18.50
Doctor Hood
38%
$22.00
Faculty Rental
Announcement and stationery mark ups:
Mark up on announcements and stationery sold through the bookstore range from 38%
to 45%.
Mark up on seals, labels, certificates and thank you notes range from 45% to 66%.
5. Royalty Schedule- is this for Rings or is guaranteed minimum annual royalty % on
everything?
The University seeks a royalty per ring unit sold with a Guaranteed Minimum Annual
Royalty. Both the Contractor and the University will share in an exceptional year of ring
sales. The Contractor shall monitor sales and calculate the royalty payments to the
University each fiscal year (July 1 to June 30). If, and to the extent that the royalty due
the University exceeds the Guaranteed Minimum Annual Royalty, the Contractor should
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pay the excess amount by September 15. Proposals will be evaluated based on the
Guaranteed Minimum Annual Royalty.
6. Is there a percentage that goes back to the school besides the royalties?
Yes, promotional and marketing funds are available with the current agreement. See
question 8.A below.
In addition, Virginia Commonwealth University's new strategic plan, VCU Quest for
Distinction, is a focused vision for VCU to become the nation's premier public, urban
research university. Contractors are encouraged to provide financial resources to
Business Services to enhance their role in the VCU Quest for Distinction. You can read
more about VCU Quest for distinction here: http://www.future.vcu.edu/
7. In the previous winning bid, were there any funds provided to the university or any
organization affiliated with the university?
Yes
A. If yes, how much?
The current Guaranteed Minimum Annual Royalty is $35,000 ($2,916.67 per month).
Most of the funds are shared with Student Affairs and allocated to scholarships. In
addition, up to $5,700 is provided annually to support a ring ceremony event. Engraved
ring boxes are provide to ring ceremony participants and six 10K rings are available as
incentives.
8. Is day of commencement student regalia distribution handled by the vendor or
college/bookstore personnel?
The distribution is handled by the graduation products Contractor. The bookstores are
not obligated to support the student distribution only to provide space for the activity.
9. How many distribution days are scheduled for the week prior to commencement?
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For each Commencement two days are scheduled on the MCV Campus and three days
are scheduled on the Monroe Park Campus. A graduation fair / informational event is
also held prior to each commencement. Typically, the event is held one day on the MCV
Campus and two days on the Monroe Park Campus each October and March. Most
student regalia orders are collected during this event.
10. Does the contractor work with the bookstore?
The bookstores are contractually encouraged to support the graduation products
Contractor by providing sales space, retailing products and renting faculty regalia as
agreed. Contractors are encouraged to develop a good working relationship with the
bookstore staff. The bookstores are not obligated to provide labor/staffing to support the
graduation products activity.
11. Cap & Gowns Breakdown- how many graduates & undergraduates?
May 2012 (approximate number)
·
Bachelor
2,760
Master
1,070
Doctor
610
December 2011 (approximate number)
Bachelor
·
1,160
Master
300
Doctor
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12. On page 15, letter “c”, under heading “Transition”, it says that the Contractor should be
prepared to offer the Official VCU Class ring(s) during the fall of 2013. As the contract
begins in January, can you tell me how rings will be handled for spring of 2013?
Fall 2013 is the latest a new firm must be ready to sell class rings. The current firm will
stop supplying rings on January 15, 2013. Depending on the firm’s ability to supply class
rings, an order taking period may be instituted.
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13. On page 15-16, section 12 – can you please clarify what “most favored nations pricing”
means?
The University is requesting the best pricing.
14. Is there interest in seeing an alternate bid using “sustainable fabric”? If so, do we just
attach a second pricing sheet showing the pricing?
Yes. Please provide pricing and sample(s).
15. How many student marshals are anticipated per year?
Banner Bearers and Marshals – approx. 15 – 20.
16. Is this decision an all or nothing bid, or could different products be awarded to different
vendors?
Offerors can partner with other firms as appropriate to provide the full range of services
requested.
17. Who will be on the decision committee and/or what departments will be involved in the
decision?
The evaluation committee will be composed of the following stakeholders:
•
Students – MCV and Monroe Park Campus
•
Student Affairs and Enrollment Services
•
Alumni Services
•
University special Programs
•
Business Services
•
Procurement and Payment
18. Provide an estimated quantity for faculty rental for each of the two annual graduations.
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Approximately 100 faculty rent during the May Commencement and 60 faulty rent during
the December Commencement. In addition, approximately 50 BOV/ VIP members rent
regalia for each Commencement.
19. Is there a ring presentation ceremony or are they shipped direct?
Students have the option of participating in a spring ring ceremony or having the ring
shipped directly.
20. How often are new rings designed per contract?
Rings are designed infrequently and only as necessary. Rings are not designed
annually.
21. How often were announcements redesigned per contract?
Announcements are designed infrequently, and only as necessary. Announcements are
not designed annually and must be approved by University Marketing.
.
22. Are there any additional costs associated with on campus set ups and if so, please
outline. (i.e. Table Reservations, etc.)
The University student centers charge for table set up.
23. Please provide a breakdown of marketing expenses by product.
This is a Contractor expense; therefore, the costs are unknown.
24. Please provide an estimated quantity of brochures needed by product category.
This quantity is determined by the Contractor.
NOTE: A signed acknowledgment of this addendum must be received by this office
either prior to the proposal due date and hour or attached to your proposal.
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Very truly yours,
Benjamin Miller
Senior Buyer
Phone: (804) 828-0889
Name of Firm
Signature/Title
August 28, 2012
Date
85
86
Very truly yours,
Benjamin Miller
Senior Buyer
Phone: (804) 828-0889
Professional Framing Company
Name of Firm
President
Signature/Title
August 28, 2012
Date
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APPENDIX I
PARTICIPATION IN STATE PROCUREMENT TRANSACTIONS SMALL BUSINESSES AND
BUSINESSES OWNED BY WOMEN AND MINORITIES
The following definitions will be used in completing the information contained in this Appendix.
Definitions
•
•
Small business is an independently owned and operated business which, together with affiliates, has 250 or
fewer employees, or average annual gross receipts of $10 million or less averaged over the previous three
years. Nothing in this definition prevents a program, agency, institution or subdivision from complying with the
qualification criteria of a specific state program or federal guideline to be in compliance with a federal grant or
program.
Women-owned business is a business concern which is at least 51 percent owned by one or more women
who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership or limited liability
company or other entity, at least 51 percent of the equity ownership interest in which is owned by one or more
women, and whose management and daily business operations are controlled by one or more of such
individuals.
•
Minority-owned business is a business concern which is at least 51 percent owned by one or more
minorities or in the case of a corporation, partnership or limited liability company or other entity, at least 51
percent of the equity ownership interest in which is owned by one or more minorities and whose management
and daily business operations are controlled by one or more of such individuals.
•
Minority Individual: “Minority” means a person who is a citizen of the United States or a legal resident alien
and who satisfies one or more of the following definitions:
o “Asian Americans” means all persons having origins in any of the original peoples of the Far East,
Southeast Asia, the Indian subcontinent, or the Pacific Islands, including but not limited to Japan,
China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern Marinas, the Philippines, U. S. territory of
the Pacific, India, Pakistan, Bangladesh and Sri Lanka and who are regarded as such by the
community of which these persons claim to be a part.
o “African Americans” means all persons having origins in any of the original peoples of Africa and who
are regarded as such by the community of which these persons claim to be a part.
o “Hispanic Americans” means all persons having origins in any of the Spanish speaking peoples of
Mexico, South or Central America, or the Caribbean Islands or other Spanish or Portuguese cultures
and who are regarded as such by the community of which these persons claim to be a part.
o “Native Americans” means all persons having origins in any of the original peoples of North America
and who are regarded as such by the community of which these persons claim to be a part or who are
recognized by a tribal organization.
o “Eskimos and Aleuts” means all persons having origins in any of the peoples of Northern Canada,
Greenland, Alaska, and Eastern Siberia and who are regarded as such in the community of which
these persons claim to be a part.
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PARTICIPATION BY SMALL BUSINESSES, BUSINESSES OWNED BY WOMEN
BUSINESSES OWNED BY MINORITIES
This appendix should only be completed by firms that are not Virginia Department of Minority Business Enterprise
(DMBE) certified small businesses.
Offeror certifies that it will involve Small Businesses, Women-Owned Businesses, and/or Minority-Owned
Businesses (SWaM) in the performance of this contract either as part of a joint venture, as a partnership, as
Subcontractors or as suppliers.
List the names of the SWaM Businesses your firm intends to use and identify the direct role of these firms in the
performance of the contract. State whether the firm is a Small Business (SB), Women-Owned (WO), or MinorityOwned (MO).
Name of Businesses:
SB, WO, MO:
Role in contract:
Commitment for utilization of DMBE SWaM Businesses:
0%
____________%
of total contract amount that will be performed by DMBE certified SWaM businesses.
Identify the individual responsible for submitting SWaM reporting information to VCU:
Name Printed:
Clyde Walls
Email:
[email protected]
Phone:
(512) 440-2203
Firm:
Offeror understands and acknowledge that the percentages stated above represent a contractual commitment by
the Offeror. Failure to achieve the percentage commitment will be considered a breach of contract and may result
in contract default.
Acknowledged:
By (Signature):
Name Printed: Don Percenti
Title:
Email:
[email protected]
Note: Small, Minority and/or Women-owned business sub-contractors are required to become certified and
maintain certification through the Virginia Department of Minority Business Enterprise (DMBE;
http://www.dmbe.virginia.gov/swamcert.html ) to fulfill the Offeror’s commitment for utilization.
89
90
SECTION II
Request For Proposal 4955496-BM
Pricing Templates
91
92
1320
910
1135
850
1865
1750
800
9 dwt
4.5 dwt
9 dwt
4dwt
17 dwt
15 dwt
3 dwt
3 dwt
Signet:
Fashion:
Stadium:
Dinner:
Nostalgia:
820
805
1900
1780
1155
860
1335
915
2255
1960
1845
965
$1,550
825
810
1930
1810
1170
865
1350
925
2300
1995
1870
975
$1,600
830
815
1960
1835
1190
875
1370
935
2340
2025
1900
980
$1,650
835
820
1995
1865
1205
880
1385
945
2380
2060
1930
990
$1,700
840
825
2025
1895
1220
890
1405
950
2425
2090
1960
1000
$1,750
850
830
2060
1920
1240
895
1420
960
2465
2125
1985
1005
$1,800
855
835
2090
1950
1255
905
1435
970
2505
2155
2015
1015
$1,850
860
845
2125
1980
1275
910
1455
975
2550
2185
2045
1025
$1,900
865
850
2155
2010
1290
920
1470
985
2590
2220
2070
1035
$1,950
870
855
2190
2035
1310
930
1490
995
2630
2250
2100
1040
$2,000
875
860
2220
2065
1325
935
1505
1005
2675
2285
2130
1050
$2,050
880
865
2255
2095
1340
945
1525
1010
2715
2315
2155
1060
$2,100
890
870
2285
2120
1360
950
1540
1020
2755
2350
2185
1065
$2,150
895
875
2315
2150
1375
960
1555
1030
2800
2380
2215
1075
$2,200
PRICING SCHEDULE - Jewelry - Rings
14K
1060
795
880
660
1455
1370
720
9 dwt
4.5 dwt
9 dwt
4dwt
17 dwt
15 dwt
3 dwt
3 dwt
Signet:
Fashion:
Stadium:
Dinner:
Nostalgia:
735
725
1480
1390
890
665
1070
795
1730
1505
1415
825
$1,550
740
730
1505
1410
905
675
1085
795
1760
1530
1435
835
$1,600
745
735
1530
1435
920
680
1100
795
1795
1555
1460
840
$1,650
750
735
1555
1455
930
685
1110
795
1825
1580
1480
845
$1,700
755
740
1580
1475
945
690
1125
795
1860
1605
1500
855
$1,750
760
745
1605
1500
955
695
1135
795
1890
1630
1525
860
$1,800
760
750
1625
1520
970
700
1150
795
1920
1655
1545
865
$1,850
765
755
1650
1540
985
710
1165
795
1955
1680
1570
870
$1,900
770
760
1675
1565
995
715
1175
795
1985
1700
1590
880
$1,950
775
765
1700
1585
1010
720
1190
795
2015
1725
1610
885
$2,000
780
770
1725
1605
1020
725
1205
795
2050
1750
1635
890
$2,050
785
770
1750
1630
1035
730
1215
795
2080
1775
1655
900
$2,100
790
775
1775
1650
1050
735
1230
795
2115
1800
1675
905
$2,150
790
780
1800
1670
1060
745
1240
795
2145
1825
1700
910
$2,200
Page 1 of 2
TOTAL $ 13,065.00 $ 13,225.00 $ 13,405.00 $ 13,590.00 $ 13,745.00 $ 13,925.00 $ 14,095.00 $ 14,255.00 $ 14,440.00 $ 14,605.00 $ 14,775.00 $ 14,950.00 $ 15,120.00 $ 15,295.00 $ 15,460.00
730
1700
1480
1395
820
22 dwt
17 dwt
15 dwt
4.5 dwt
$1,500
Traditional:
Gold Price
Metal / Alloy
TOTAL $ 16,360.00 $ 16,595.00 $ 16,825.00 $ 17,055.00 $ 17,290.00 $ 17,525.00 $ 17,755.00 $ 17,985.00 $ 18,230.00 $ 18,460.00 $ 18,695.00 $ 18,930.00 $ 19,160.00 $ 19,390.00 $ 19,625.00
815
2215
1930
1815
955
22 dwt
17 dwt
15 dwt
4.5 dwt
$1,500
Traditional:
Gold Price
18K
Jewelry: Rings:
Provide a schedule for each metal offered. Prices shall include royalty and licensing fee.
Designate proposed "Official" rings.
Metal / Alloy
A.
93
795
630
760
605
1065
1005
580
9 dwt
4.5 dwt
9 dwt
4dwt
17 dwt
15 dwt
3 dwt
3 dwt
Signet:
Fashion:
Stadium:
Dinner:
Nostalgia:
585
580
1085
1020
770
610
805
635
1250
1090
1025
645
$1,550
585
585
1100
1035
780
610
815
640
1275
1105
1040
650
$1,600
590
585
1120
1050
790
615
825
645
1295
1125
1055
655
$1,650
590
590
1135
1065
800
620
835
650
1320
1140
1070
655
$1,700
595
595
1155
1080
810
625
840
655
1345
1160
1085
660
$1,750
600
595
1175
1100
820
630
850
660
1365
1175
1100
665
$1,800
600
600
1190
1115
830
635
860
665
1390
1195
1115
670
$1,850
605
605
1210
1130
835
635
870
665
1410
1215
1135
675
$1,900
610
605
1225
1145
845
640
880
670
1435
1230
1150
680
$1,950
610
610
1245
1160
855
645
890
675
1460
1250
1165
685
$2,000
615
615
1260
1175
865
650
900
680
1480
1265
1180
690
$2,050
620
615
1280
1190
875
655
910
685
1505
1285
1195
695
$2,100
620
620
1300
1210
885
660
920
690
1530
1300
1210
700
$2,150
625
620
1315
1225
895
665
925
695
1550
1320
1225
705
$2,200
PRICING SCHEDULE - Jewelry - Rings
289
289
289
289
289
9 dwt
4dwt
17 dwt
15 dwt
3 dwt
3 dwt
Fashion:
Stadium:
Dinner:
Nostalgia:
289
289
289
289
289
289
289
289
289
289
289
289
289
289
289
289
289
289
289
289
$1,600
289
289
289
289
289
289
289
289
289
289
289
289
$1,650
289
289
289
289
289
289
289
289
289
289
289
289
$1,700
289
289
289
289
289
289
289
289
289
289
289
289
$1,750
289
289
289
289
289
289
289
289
289
289
289
289
$1,800
289
289
289
289
289
289
289
289
289
289
289
289
$1,850
289
289
289
289
289
289
289
289
289
289
289
289
$1,900
289
289
289
289
289
289
289
289
289
289
289
289
$1,950
289
289
289
289
289
289
289
289
289
289
289
289
$2,000
289
289
289
289
289
289
289
289
289
289
289
289
$2,050
289
289
289
289
289
289
289
289
289
289
289
289
$2,100
289
289
289
289
289
289
289
289
289
289
289
289
$2,150
289
289
289
289
289
289
289
289
289
289
289
289
$2,200
Page 2 of 2
TOTAL $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00 $ 3,468.00
289
289
289
9 dwt
4.5 dwt
Signet:
289
289
289
289
$1,550
289
289
289
289
22 dwt
17 dwt
15 dwt
4.5 dwt
Gold Price
Traditional:
Celestrium
Alloy
$1,500
Metal / Alloy
TOTAL $ 9,960.00 $ 10,100.00 $ 10,220.00 $ 10,350.00 $ 10,470.00 $ 10,605.00 $ 10,735.00 $ 10,865.00 $ 10,990.00 $ 11,115.00 $ 11,250.00 $ 11,375.00 $ 11,510.00 $ 11,645.00 $ 11,765.00
580
1225
1070
1005
640
22 dwt
17 dwt
15 dwt
4.5 dwt
$1,500
Traditional:
Gold Price
10K
Jewelry: Rings:
Provide a schedule for each metal offered. Prices shall include royalty and licensing fee.
Designate proposed "Official" rings.
Metal / Alloy
A.
94
VIP $
$
$
Doctor - (Gown-Cap-Tassel)
Doctor - Gown
Doctor - Hood
$
Tassel
Generic:
Personalized:
50
50
Quantity per pack
$5.00$$3.00$
x
x
x
x
x
x
x
x
x
x
x
x
x
680
680
1370
1370
3920
Annual Est.
3920
$
$1.00
$0.60
$
-
Cost Each
Total for May & December
2.25
4.00
12.50
15.95
15.95
12.75
14.50
Unit Cost
$
Cap
C. Announcements:
$
$
Specialist - Hood
(Gown must show black velvet)
PhD - (Gown-Cap)
(Health Sciences Gown must show degree color)
$
$
$
Master - (Gown-Cap-Tassel)
Master - Gown
Master - Hood
12.95
9.75
11.50
Unit Cost
$
11.90
$
8.75
$
10.50
Bachelor - (Gown-Cap-Tassel)
Bachelor - Gown
Bachelor - Hood
$
$
$
$
$
$
$
$
$
$
$
$
$
$
142,010.50
-
-
-
-
10,846.00
9,860.00
17,741.50
15,755.00
Extended Price
46,648.00
41,160.00
Awarded to the student:
Provide a unit price for the initial term of the agreement (three years). Prices shall include give‐away tassels. Tassels shall show degree color as requested.
B. Academic Regalia:
Tam
PhD - (Gown-Cap)
Doctor - Gown
Doctor - Hood
Master - Gown
Master - Hood
Bachelor - Gown
Bachelor - Hood
$
$
$
$
$
$
$
$
$
$
$
Page 1 of 1
12.50
14.00
14.00
11.00
14.00
11.80
9.00
11.80
Rental Price
11.00
8.00
11.00
Rental Regalia:
Provide a unit rental cost price for the initial term of the agreement (three years). Prices shall include give‐away tassels.
PRICING SCHEDULE - Regalia - Announcements
95
GreenWeaver
PhD - (Gown-Cap)
$
$
0
0
Personalized:
Generic:
Quantity per pack
C. Announcements:
-
-
Unit Cost
-
$
$
Cost Each
154,146.50
-
$
x
2.25
$
Tassel
$
-
$
x
4.50
$
Cap
Total for May & December
-
$
x
-
12.50
$
Tam
PhD - (Gown-Cap)
$
$
Page 1 of 2
12.50
14.00
14.00
11.00
14.00
$
$
$
Doctor - Gown
Doctor - Hood
12,206.00
9,860.00
$
$
$
11.80
9.00
11.80
$
$
$
Master - Gown
Master - Hood
20,481.50
15,755.00
$
$
$
Rental Price
11.00
8.00
11.00
$
$
$
Rental Regalia:
Provide a unit rental cost price for the initial term of the agreement (three years). Prices shall include give‐away tassels.
PRICING SCHEDULE - Regalia - Announcements
Bachelor - Gown
Bachelor - Hood
Extended Price
54,684.00
41,160.00
$
$
$
$
$
680
680
1370
1370
3920
Annual Est.
3920
Specialist - Hood
x
x
x
x
17.95
14.95
14.50
$
$
$
Doctor - Gown
Doctor - Hood
17.95
15.95
x
x
x
14.95
11.75
11.50
$
$
$
Master - Gown
Master - Hood
x
x
Unit Cost
13.95
10.75
10.50
$
$
$
Bachelor - Gown
Bachelor - Hood
Awarded to the student:
Provide a unit price for the initial term of the agreement (three years). Prices shall include give‐away tassels. Tassels shall show degree color as requested.
B. Academic Regalia:
VCU Graduation Products RFP 4955496-BM
Balfour Negotiation / Clarification Points #2 10-25-2012
The evaluation committee is eager to make a timely decision; therefore, please
respond to each question with your most competitive offer.
1.
Balfour proposes a Guaranteed Minimum Annual Royalty of $50,000. This
amount is not based on the number of rings sold. Balfour is confident ring sales
at VCU will increase significantly from the current 500 rings. Therefore, Balfour
should be in a position to increase the Guaranteed Minimum Annual Royalty
amount. Provide your most competitive Guaranteed Minimum Annual Royalty
amount.
Balfour is confident in increasing ring sales as well as ring traditions at VCU. Balfour will
increase the minimum annual royalty of $50,000 to the following levels:
`
Year One: $55,000
Year Two: $60,500
Year Three: $66,550
This represents a 10% annual growth of minimum annual royalty for the first three years
of the contract.
2.
Balfour encourages VCU to send a survey to students on the current Official Ring
program. Based on Balfour’s expertise with class rings, the committee feels it is
more appropriate for Balfour to craft and distribute a survey instrument with the
assistance of the University.
Balfour will certainly take as active a role as allowed in surveying existing students and
alumni to better determine their attitudes toward the VCU Ring offering. We would
request VCU’s assistance in providing access to student and alumni contact information
in order to carry out this process. Data gathered along with our expert analysis will be
very valuable to the VCU Ring Committee as we work together to better determine the
school’s ring offering going forward.
3.
To support the VCU Alumni Association’s sale of memberships to new grads
Balfour proposes to offer a $50.00 discount towards the purchase of a class ring
regardless of metal or towards the Alumni membership dues. How can the
amount be increased and the incentive to members enhanced?
Balfour is eager to work with the VCU to formulate the ideal marketing message that will
not only help drive ring sales but also enhance the value of Alumni Association
membership. As outlined in our proposal, Balfour is flexible in offering preferred or
membership pricing (“discount”), an included membership with every ring purchase – or
perhaps a combination of both?
Balfour is pleased to increase our initial $50 discount to a $60 discount.
4.
Comment on any new provisions resulting from the oral presentations and any
other enhancements or changes that may be of value to the evaluation
committee during the selection process.
Balfour would be happy to assist VCU and its Alumni Association with additional
fundraising and member benefit programs. In addition to the grad products outlined in
our proposal, Balfour can provide additional turnkey product solutions offering member
and non-member pricing on high-quality diploma frames, watches, alumni jewelry, desk
accessories, alumni jackets, etc. Balfour will be happy to partner with VCU to provide
and market an even broader array of products for the VCU alumni community. These
fundraising programs would be fully supported on-site, through our toll free customer
service call centers and via the Internet.
In regards to other enhancements discussed on Tuesday in the oral presentation,
Balfour feels it is worthwhile to summarize again the key elements of our announcement
program.



Design on all announcements (photo, engraved) will be developed and approved
with the VCU marketing/licensing departments as well as student input.
Both photo and engraved orders are shipped with 24 hours.
Our error rate is less than 1 quarter of 1 percent.
Thank you for allowing Balfour and Oak Hall the opportunity to meet with the Graduation
Products Committee. There are myriad reasons why both Balfour and Oak Hall are
industry leaders in our fields. Our goals are to help you build everlasting traditions that
will be unique to Virginia Commonwealth University. The Balfour/Oak Hall team has the
knowledge, the expertise, and the passion to make this happen.
VCU Graduation Products RFP 4955496-BM
Balfour Clarification Points #3 11-27-2012
Enclosed are conference call discussion points. Please respond in writing within
three days of the call.
1.
Balfour proposes a Guaranteed Minimum Annual Royalty of $55,000 in year 1,
$60,500 in year 2 and $66,500 in year 3 of the initial contract period. The
University may allocate a portion of the royalty proceeds for academic
scholarships at its discretion.
Does Balfour acknowledge and agree to these terms? Balfour agrees.
Balfour will issue a separate check dedicated to a VCU scholarship fund as
instructed by the University. The remaining balance of the minimum annual
guarantee will be divided by 1/12 and paid on a monthly basis as per the
contract.
2.
Balfour proposes a Guaranteed Minimum Annual Royalty of $66,500 in year 3 of
the initial contract period. If the University elects to implement the renewal
options in year four and five, what is the minimum royalty amount guaranteed for
each year?
Balfour will offer $70,000 for year 4 and $70,000 for year 5 if the University
elects to implement the renewal options.
3.
Based on Balfour’s expertise with class rings, the committee feels it is more
appropriate for Balfour to craft and distribute a survey instrument with the
assistance of the University. The University will support the distribution of an
university-approved Balfour survey. What concerns does Balfour have with this
approach?
Balfour will create the survey and send to the University for final approval.
Upon approval, the University will support distribution of the survey.
Balfour proposes the survey to be implemented upon return of the student
body in January 2013. We recommend the survey period to be two weeks.
4.
Balfour has committed to $11,500 the first year and $8,500 in subsequent years
to be used as the determined by the University for ring events.
a. Expenses shall include refreshments, entertainment, invitations, programs,
decorations and facility expenses associated with the events.
b. Expenses shall not include marketing materials including posters, flyers and
Internet support.
c. Ring presentation boxes shall be a separate Balfour expense. The ring box
cost is $6.00
d. All expenses will be documented and funds not used will accrue to the
following year.
e. The account balance at the end of the contract term will be used to fund a
scholarship(s).
Does Balfour acknowledge and agree to these terms? Balfour agrees.
5.
Balfour proposes unveiling and taking ring orders starting September 2013. In
order to meet the interim needs of students from the contract start date to
September 2013, what is an appropriate transition date for the current ring
contractor to terminate the sale of class rings?
As discussed in our conference call at 8:30 am on November 28, 2012, the
following recommendations are made for transition:
a.
b.
c.
d.
Survey the VCU Community in January 2013
Survey results to be reviewed by the end of January 2013
Meet with Ring Committee in early February 2013
Decisions made in mid-February on ring designs, marketing
materials, ring promotions (Date, Time and Place)
e. Kick-off for the Class of 2014 in the Fall of 2013
f. Ring Ceremony Decisions/Creation of Traditions
g. Jostens cannot take orders after the start of the new contract.
6.
How will Balfour market class rings during the March 2013 Grad Fair?
Balfour will utilize the decisions made in the timeline established in #5. We
will show artwork of the new rings and have samples to represent the
artwork showing the size and weight of the rings. Balfour will make every
effort to have VCU samples at the Grad Fair, but we will need 8 weeks from
artwork approvals to facilitate these samples.
Balfour proposes seniors who order their class rings at the Grad Fair to
have an informal ring ceremony a few days before graduation.

VCU`s Contract #4955496-BM - Virginia Commonwealth University

Transcription

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