Baccalaureate Alumni Survey, printing and mailing

Raleigh, North Carolina
Request for Quotation (RFQ)
#63-DMP1210904 - Baccalaureate Alumni Survey, printing and mailing
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SUPPLIER NAME:
DATE:

PROCUREMENT & BUSINESS SERVICES
Mailing Address (USPS only): Campus Box 7212 Raleigh, REQUEST FOR QUOTATION
NC 27695-7212 (This is not an order)
Shipping Address: Admin. I, 2721 Sullivan Drive, Suite 1100,
Raleigh, NC 27607
Phone (919) 515-2171
October 14, 2026
REQUIRED SUPPLIER INFORMATION:
Supplier Name & Address:
Authorized Rep's Name:
Title:
Quote # DMP1210904 Email:
Questions Due Date & Time: Phone #:
10/21/26, 12:00 PM Authorized Representative Signature:
Due Date & Time:
10/28/26, 5:00 PM
Buyer Contact Information:
Dianne Coxson
dmpantel@ncsu.edu, (919) 513-4335 Type of Organization:
Requisition #: 0001210904 Individual Partnership
Using Department: Corporation Other:
University Data and Analytics Indicate if other than Large Business:
FOB: DESTINATION - FREIGHT PREPAID Disabled Minority
(unless otherwise indicated on RFQ) Small Women-Owned
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RFQ #63-DMP1210904 Baccalaureate Alumni Survey, printing and mailing PAGE 2 OF 2
Deadline for Questions 12pm, 10/21/26
All Questions must be submitted in writing, by
Email to dmpantel@ncsu.edu
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Communication with the end user while the bid is in process is strictly prohibited.
PROJECT TITLE: Baccalaureate Alumni Survey, printing and mailing
PROJECT DESCRIPTION: NC State University has administered the Baccalaureate Alumni Survey every three
years since 2003. The survey provides a unique opportunity to collect information from our recent alumni
(graduating 2.5 to 4.5 years prior to the administration of the survey) on a wide range of topics, including their
employment; further education; the outcomes of their participation in high impact experiences; the extent to which
NC State helped them develop a wide range of academic, professional and personal skills; and more. Survey
results provide important data for planning and assessment activities across campus and are used as metrics in
the university Strategic Plan.
The project uses a "push-to-web" research design, with a series of letters, postcards, and emails sent to members
of the survey population, providing them with a link and login credentials to access an online survey.
The project involves printing, stuffing, stamping and mailing 3 separate mailings. The selected vendor will not be
responsible for the administration of the actual survey, which will be done in-house by NC State University. See
specifications below:
# Item Description Quantity Unit Unit Cost Extended Cost
1st mailing - with vendor-provided incentive -
printing, stuffing, stamping and mailing - prices
1 must include all shipping costs 17,800 EACH
Cost per 100 - additional complete packages - for
2 quantities above 17,800 100 EACH
2nd mailing - postcards - printing, stamping and
3 mailing - prices must include all shipping costs 16,000 EACH
Cost per 100 - additional complete packages - for
4 quantities above 13,000 100 EACH
3rd mailing - printing, stuffing, stamping and
5 mailing - prices must include all shipping costs 15,200 EACH
Cost per 100 - additional complete packages - for
6 quantities above 15,200 EACH
NC State University is exempt from sales and/or use taxes on qualifying purchases. Tax exempt # 400021.
An ADDENDUM to this RFQ is possible. If required, any subsequent addenda must be submitted prior to the
quote closing. It is the vendor's responsibility to verify that all applicable addenda are submitted prior to the quote
closing date. Addenda are posted at https://evp.nc.gov/.

RFQ #63-DMP1210904
NC State University
2027 Alumni Survey
Summary:
1. Survey background
a. NC State University has administered the Baccalaureate Alumni Survey every three years
since 2003. The survey provides a unique opportunity to collect information from our
recent alumni (graduating 2.5 to 4.5 years prior to the administration of the survey) on a
wide range of topics, including their employment; further education; the outcomes of
their participation in high impact experiences; the extent to which NC State helped
them develop a wide range of academic, professional and personal skills; and more.
Survey results provide important data for planning and assessment activities across
campus and are used as metrics in the university Strategic Plan.
b. The project uses a "push-to-web" research design, with a series of letters, postcards,
and emails sent to members of the survey population, providing them with a link and
login credentials to access an online survey.
2. The project involves printing, stuffing, stamping and mailing 3 separate mailings.
a. 1st mailing:
i. Approximately January 6, 2027
ii. Personalized letter, on letterhead (see below)
iii. Mailed in #10 envelope (letterhead) (see below)
iv. Will include an incentive
1. Vendor to provide the incentive (3.5 x 3.5 lightweight round pulpboard
coaster)
v. Estimated N=17,800
b. 2nd mailing:
i. Approximately February 4, 2027
ii. Postcard (see below)
iii. Estimated N=16,000
(Assumes 10% of original pop have submitted the survey OR RETURNED
UNDELIVERABLE)
c. 3rd mailing
i. Approximately March 8, 2027
ii. Personalized letter, on letterhead (see below)
iii. Mailed in letterhead 6 x 9 envelope
iv. Estimated N=15,200
(Assumes additional 5% submit survey)
3. UDA will provide a new electronic file with content and contact information for each separate
mailing.
4. Vendor will be responsible for all printing, assembly, and mailing.

Materials:
Note: Examples provided are not the final materials to be used. Sizes/text are different.
1. Letterhead Stationary (for 1st and 3rd mailings)
a. Quantity: 33,000 (estimate)
b. Size: 8.5 x 11
c. Paper: 24/60# Offset Smooth, white stock
d. Color: 1-color header (red, HEX #CC000, RGB 204 0 0, CMYK 0 100 81 4, PMS 186 C),
black variable printing
e. See attached example
2. Letterhead Envelopes
a. 1st mailing
i. Quantity: 17,800 (estimate)
ii. Size: #10 Envelope - 4.125 x 9.5
iii. Paper: 24/60# Offset Smooth, white
iv. Color: 1-color header (red, HEX #CC000, RGB 204 0 0, CMYK 0 100 81 4, PMS
186 C), black variable printing
v. See attached example
b. 3rd mailing
i. Quantity: 16,000 (estimate)
ii. Size: 6 x 9 envelope
iii. Color: 1-color header (red, HEX #CC000, RGB 204 0 0, CMYK 0 100 81 4, PMS
186 C), black variable printing
iv. See attached example
3. Postcard
a. Quantity: 16,900 (estimate)
b. Size: 6 x 9
c. Paper: 100# silk
d. Color: Full color
e. 2-sided (message on one side, address and return address on the other; vendor may
print the personalized delivery/return address or use a label)
f. See attached example
4. Incentive
a. Quantity: 17,800 (estimate)
b. 40-point pulp board coaster
c. Approximately 1/16th inch thick; must not increase the cost of postage for the envelope.
d. Size: 3.5 inch round
e. Printed 2-sided
f. 1 color
g. See attached example

Preparation:
1. Mailing 1
a. Print personalized letters on letterhead (black ink)
i. UDA provides electronic files
b. Trifold, insert into #10 letterhead envelope
c. Insert incentive (pulpboard coaster)
d. Label
e. Seal
f. 1st class stamp
g. Prep in trays/USPS paperwork as needed
h. Mail
2. Mailing 2 (postcard)
a. Print one-sided postcard
b. Prepare and affix personalized "to" and "from" address information
i. UDA provides electronic files (see attached example)
c. 1st class stamp or indicia
d. Prep in trays/USPS paperwork as needed
e. Mail
3. Mailing 3
a. Print personalized letters on letterhead (black ink)
i. UDA provides electronic files
b. bifold, insert into 6 x 9 envelope
c. Label
d. Seal
e. 1st class stamp or indicia
f. Prep in trays/USPS paperwork as needed
g. Mail
Other requirements:
1. In-house production: All work must be done in-house (i.e., printing, stuffing, stamping,
mailing). The exception is that the printing of the pulpboard coaster can be contracted out,
but UDA must receive and approve an electronic proof before the coaster is printed. If no
final proof or spot check is approved by a University representative, the job is subject to
reprint at no cost. The printer will cover expenses for one representative of NC State
University to travel to the printing plant for a spot check for 1st and 3rd mailings. Such
expenses would include but not be limited to: hourly rates for representatives, mileage,
airfare, rental car and/or other transportation, lodging and meals. A 48-hour notice is
required for spot check. Local representative will also be responsible for driving the
representative to the spot check location.

2. QC/QA: UDA must be provided with proofs and approve all materials before printing. UDA
must be provided the opportunity to visit on site to spot check final products (e.g.,
envelopes for personalized letters are correctly labeled, incentives are included) for each
mailing.
3. Security: Vendor must provide a security plan (e.g, building security, data security, disaster
recovery).
4. Experience: Vendor must have prior experience in doing large-scale personalized mailings.
Vendor must have experience in working with sensitive data and must give examples of
sensitive projects or documentation that they work with, e.g., HIPPA data. Vendor must
provide recommendations. Vendor must provide references of similar type/size/scope of
work.
5. Deadlines: Vendor must be able to meet all deadlines. Vendor should be able to receive
electronic files from UDA (i.e., letters/addresses for mailings 1 and 3, and addresses for
mailing 2) and have materials printed and mailed within 5 business days of receiving the
electronic file(s).
Vendor can meet deadlines: Yes ___ No ___ ; If no, state how many days:_____________
6. Vendor must deliver all unused materials to UDA
Preferred Experience:
1. Prior experience in working with NC State
2. Prior experience in preparing and distributing materials for a push-to-web survey

!!!! AATTTTEENNTTIIOONN NNCC SSTTAATTEE AALLUUMMNNII !!!!
WWee wwaanntt ttoo rreemmiinndd yyoouu aabboouutt tthhee NNCC SSttaattee UUnniivveerrssiittyy
AAlluummnnii SSuurrvveeyy
NC State has been administering the triennial Baccalaureate Alumni Survey for the past three decades.
Now it's your turn! All those who graduated between Summer 2018 and May 2021 are invited and encouraged
to participate in this very important activity. If you have already completed the survey, thanks! If not, there are
many reasons to do so, including:
* It's an easy, confidential way to reflect on a wide range of experiences you had during your years as an
undergraduate and share your honest opinions with NC State leaders and decision-makers
* You will provide invaluable help with NC State's ongoing efforts to assess and improve our academic and
co-curricular programs and better prepare our students for the future
* Those responding by February 21, 2024, will be entered into a drawing for one of five $75 cash prizes;
everyone responding by April 1, 2024, will have a chance to win one of two $150 cash prizes!
TTaakkee tthhee oonnlliinnee ssuurrvveeyy nnooww::
ggoo..nnccssuu..eedduu//aalluummnnii..ssuurrvveeyy
YoYu owui lwl nilel ende etdh et hloeg IiDn IaDn da npda spsawssowrdo prdri nptreindt eodn othne t hlaeb ferlo onft tohfi st hpiso sptocsatrcda trod atocc aecscse ysos uyro suur rsvueryv.e y.
Questions? Email ncsusurveys@ncsu.edu
See results from past surveys at https://isa.ncsu.edu/surveys/studentalumni-surveys/

Office of the Chancellor Campus Box 7001
Holladay Hall, Suite A
Raleigh, NC 27695-7001
ncsu.edu/chancellor P: 919.515.2191
March 5, 2024
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Wewanted to follow up with you about a very important study the university is conducting of our
alumni.The triennial NC State Alumni Survey is the best --and often only --way we have to
systematically collect information from our alumni. We rely on this information toassess how well we are
meeting our goal of providing a quality undergraduate education. Campus leaders regularly reviewresults
from the Alumni Survey to inform decisions about effectively allocatingresources across campus.College
rankings organizations also ask for results from the survey to include in their rankings procedures, which
prospective studentsconsider when making their college decision.
Without input from you and other alumni, we are limited in our ability to learn where we canmake
improvements, and the extent to which we can celebrate and showcase the success of our graduates.
Therefore, your opinions are very important to us!
Many of your classmates have already participated in the survey. If you are one of those who have done
so, thanks!If not, whileyour participation is completely voluntary,I ask and encourage you to share your
opinions and experiences with us.NC State and future students greatly benefit from it,and respondents
have told us they found it interesting to considerand share what they took away from their time at NC
State and what they've been doing since they left.
The survey is available online now until April 1, 2024at
https://go.ncsu.edu/alumni.survey
When you go to the URL above you will be prompted for your survey ID and password:
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Be assured that your answers are completely confidential and will be released only as summaries in
which no individual's answers can be identified.
Ten alumni who completed the survey by the original February 21deadline have already been randomly
selected to share in a total of $875.For additional encouragement and as a show of our appreciation for
your time, we will randomly select two alumni who complete the survey by April 1to each win
$150.
Please take a few minutes to go online and complete this important survey. If you have any questions
about the survey or problems accessing it on the web, please emailNC State'sInstitutional Strategy and
Analysis atncsusurveys@ncsu.edu.Thank you for helping uslearn more about the undergraduate
experience at NC State and improve the education of those following in your footsteps.
Sincerely,
W. Randolph Woodson, Chancellor