26-14 REBID Print Center Materials

REQUEST FOR PROPOSALS (RFP)
Rowan University
REBID - RFP 26-14
The Office of Contracting & Procurement
PRINT CENTER
201 Mullica Hill Road
Glassboro, NJ 08028
MATERIALS Phone: 856.256.4171
FOR ROWAN Email: bids@rowan.edu
UNIVERSITY

REBID - RFP 26-14 Print Center Materials
Office of Contracting & Procurement
Table of Contents
RFP Specifications
Administrative Information 2
Schedule of Events 3
Required Procurement Documents & Proposer's Checklist 4
Introduction 5
Introduction 5
Scope of Services 5
Responsibilities of Vendor 5-6
Pricing 6
Term of Contract 6
Procedural Requirements & Amendments 6-7
Vendor Personnel 7
Public Solicitation General 7-10
Submission Requirements 11
Proposal Submissions & Instructions 12
Evaluation and Selection Criteria 13
Proposal & Pricing 14-15
Terms & Conditions
Rowan University Terms & Conditions 16-21
Specific to New Jersey State Law 22-27
Specific to New Jersey State Law & by Contractors Based on Contract Type 28-29
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REBID - RFP 26-14 Print Center Materials
Office of Contracting & Procurement
Administrative Information
All questions must be submitted via email, with the invitation to RFP title subject heading:
REBID RFP 26-14 Print Center Materials
Questions:
All questions must be submitted via email to bids@rowan.edu with the name and number of the proposal in the
subject line.
Questions will not be accepted by telephone. All questions submitted will be answered on The Office of
Contracting and Procurement website on the date indicated below.
Stacie Mori
Office of Contracting & Procurement
E-mail: mori@rowan.edu
*Note Regarding Confidentiality and Commitment to Defend
By submitting a response to this RFP, Vendor acknowledges that Rowan is a public entity subject to the New
Jersey Open Public Records Act ("OPRA"). Non-proprietary information contained in any submission will be
subject to public disclosure under OPRA. Vendors may mark any portions of a submission as confidential only if
the information is consistent with the criteria outlined in the "Confidentiality and Commitment to Defend."
However, final determinations of what must be disclosed will be made by Rowan in its sole and absolute
discretion.
RFP Opening:
Submissions will be due on September 22, 2026, by 2:00 pm prevailing time, and read in public virtually. Please use
the following credentials to attend the meeting:
Option 1:
* Meeting link: https://rowan.webex.com/meet/mori
* Meeting number: 644 308 626
Option 2:
* Join from a video conferencing system or application
* Dial: mori@rowan.webex.com
* You can also dial 173.243.2.68 and enter your meeting number
Option 3:
* Join by phone +1-415-655-0003 US TOLL
* Access Code: 644 308 626
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REBID - RFP 26-14 Print Center Materials
Office of Contracting & Procurement
Schedule of Events
Due Date:
Proposals must be received no later than the submission due date and time listed in the Schedule of Events
below to the Proposal Submission Portal, linked below on the Proposal Submission and Instructions page, below.
Proposals will only be accepted electronically.
In order to be considered for the award, all electronic proposals must be received at the appropriate
required time. Any proposal not received on time will be rejected.
Refer to the Submissions Requirements section of this document for further details.
Schedule of Events
Event Date Time
RFP Issued 9/1/2026
Site Visit* n/a
Questions Due 9/8/2026
Answers Posted to Website 9/15/2026
Submissions Due 9/22/2026 2:00 pm
Dates are subject to change. All changes will be reflected in Addenda issued.
If necessary, Rowan reserves the right to interview Proposers solely for the purpose of clarifying information
contained in the proposal documentation. No additional information or changes to the proposal will be
permitted during these interviews, which will be for clarification purposes only.
In order to be considered for the award, all information must be received by the required date and time.
Any proposal not received on time will be rejected.
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REBID - RFP 26-14 Print Center Materials
Office of Contracting & Procurement
Required Procurement Documents & Proposer's Checklist
The documents as listed below are Procurement documents mandated by State law and University policy. All
documents as listed must be included with your submission package in order for your proposal to be deemed
responsible for this offering.
All forms can be found here or are provided in this RFP and should be submitted with your final proposal
package. Please download and execute accordingly.
* Submission requirements for redactions can be found here under the heading Confidentiality and Commitment to
Defend.
Failure to include the below requested documentation with the Proposal shall result in automatic rejection of
Proposer's submission.
Rowan University Comments
If any issued, may not be
1 Acknowledgement of Receipt of Addenda (if any)
applicable.
Must be fully executed and
2 Ownership Disclosure
notarized.
If no subs, please add "n/a" and
3 Subcontractor Utilization Plan
sign.
Failure to include the below requested documentation with the proposal may result in rejection of Proposer's
submission except as otherwise indicated below
Certification of Non-Debarment pursuant to N.J.S.A. 52:32- To be provided prior to award
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44.1
5 Confidentiality & Commitment to Defend Review note on page 2.
Disclosure of Investigations & Other Actions Involving the
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Vendor
Exhibit A: Mandatory Equal Opportunity Language
7
* Complete Form AA-302
8 Modifications Acknowledgement
To be provided prior to award.
9 New Jersey Business Registration Certificate
Check the status of BRC here.
Must be fully executed and
10 Non-Collusion Affidavit
notarized.
11 Proof of Ability to Obtain Required Insurance
12 Taxpayer Identification Request (W-9)
13 Disclosure of Investment Activities in Iran To be provided prior to award
Certification of Non-Involvement: Russia or Belarus To be provided prior to award
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Prohibition
If applicable to the project, Prevailing Wage
Must be certified at date of
15 Public Works Contractor Registration Certificate
submission.
* Submission requirements for redactions can be found here.
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REBID - RFP 26-14 Print Center Materials
Office of Contracting & Procurement
Introduction
Rowan University invites proposals from qualified firms to provide Print Center materials to be used across all campus
locations.
Directions and campus maps can be found on the following website: Directions & Campus Maps
I. SCOPE OF SERVICES
A. The Print Center is looking to contract with one or multiple firms to provide paper products and other related
materials for daily operations in order to service all University campus locations.
B. The contract award will be partly based on a core listing of thirty-six (36) products with fixed pricing for each item
(see the Pricing section and Proposal Page of this RFP for details).
C. Including and in addition to the core list of items, the University may purchase but is not limited to the products
found on the Print Center Items List (Appendix A).
D. Proposers are not required to quote all items and may submit their catalog with proposed pricing and discounts.
II. RESPONSIBILITIES OF VENDOR
A. Delivery
1. Vendor must deliver, at minimum, 98% of all core list items ordered by the next business day. Failure to
comply with this requirement may result termination of contract.
a. Business hours are considered Monday - Friday 8:00 a.m. to 5:00 p.m., Eastern Time, except for legal state
holidays.
2. If an item is not in stock and cannot be delivered within one business day, delivery must be made within five
(5) business days after receipt of order. If items must be shipped directly from the manufacturer, and those
items will be subject to the manufacturer's lead times for shipping, the Contractor is required to notify the
University with an estimated ship date. If the ship date is not satisfactory, the University had the right to notify
the Contractor and cancel that portion of the order without penalty.
3. All deliveries must be FOB Destination, freight pre-paid. No additional charges will be allowed. There shall be
no additional pallet charges; no additional charges for inside deliveries; and no fuel surcharges. The University
will designate a single delivery point for each order and will not require the contractor to split a single order
for multiple delivery locations. All orders shall be labeled and packaged adequately to insure safe handling
and proper delivery.
B. Returns & Re-stocking Fees
1. Vendor must accept all returns for up to 30 days from receipt of order with no restocking or other return
charges, provided items are returned in their original packaging, with a copy of the packing slip indicating the
items being returned. Contractor shall credit the University within thirty (30) days of receiving the return. Any
return not in the original packaging or not in saleable condition may be refused and returned to the agency
indicating the reason the return was not accepted and that a credit will not be received.
2. Products returned because of quality problems, duplicate shipments, outdated products, etc., shall be picked
up by the Contractor within five (5) business days after notification, with no restocking charge, and shall be
replaced with specified products or the University entity shall be credited/refunded for the full purchase price.
3. The University may return products ordered in error for credit within thirty (30) days of receipt. Products must
be in resalable condition (original container and unused). The Contractor may not charge for such returns.
C. Invoicing
1. Vendor shall provide electronic invoicing to a designated Rowan email address (subject to change at the
University's request).
2. Invoices must include Rowan purchase order number and line item detail (i.e. item number, description,
quantity, net unit cost, and extended cost).
D. Record Keeping & Reporting
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Office of Contracting & Procurement
1. Vendors shall keep records that demonstrate product usage for the University. Data shall be made available
upon request in either electronic or printed format.
III. PRICING
A. The University has compiled a list of thirty-six (36) of its most widely used products for comparative pricing
purposes. Contractors shall provide pricing on all items based on the type, size and quantities as specified.
1. Pricing provided for the core list of items shall remain firm from the date of award through June 30th, 2027.
After this time period, pricing will be negotiated between the Contractor and University.
2. The University may request contractors to produce invoices substantiating cost increases for any products
purchased through this RFP.
3. There are two options for submitting pricing. See pages 14-15.
B. Proposals shall include all services, labor and price plus costs as indicated on the proposal page.
C. Prices provided must remain in effect for the dates noted on the Proposal Form.
1. Costs included in rate: Benefits, normal travel time, insurance, taxes, vehicles (company and/or employee),
any other overhead, profit, and other miscellaneous cost.
D. No proposal may be withdrawn for ninety (90) days.
E. Refer to the Proposal Page for additional information.
F. Prices provided must remain in effect for the dates noted on the proposal page.
G. All payments from Rowan to the successful proposer and from proposers to subcontractors and vendors for labor
and services, under this contract, shall be made on an hourly flat rate basis, and limited to the work performed on
any portion of the work done on this Project.
H. The University is exempt from New Jersey sales tax, and this price should not include any sale tax.
I. Price Increase/Decrease:
1. Rowan University will review requests for price increases from vendor if applicable.
2. Any agreement to increase the cost to the University must be in writing and approved by the University
Contracting & Procurement Office.
J. Invoicing and Cost Basis Calculations
1. Rowan reserves the right to withhold the entire monthly payment in any month where the contract is not
fulfilled.
IV. TERM OF CONTRACT
A. The anticipated contractual period will be for one (1) year with four (4) possible renewals of one year each, subject
to budgetary approval on a yearly basis. Rowan University reserves the right to alter this time period upon review
of all proposals. NOTE: In order to better align with Rowan's fiscal year, the first year of the initial proposed contract
will begin upon award of contract and end on June 30, 2028. All subsequent years (2-5) will run from July 1st of the
applicable year and end on June 30th of the following year.
1. Year One (FY27+28): Date of Award through June 30, 2028
2. Potential Year Two (FY29): July 1, 2028 - June 30, 2029
3. Potential Year Three (FY30): July 1, 2029 - June 30, 2030
4. Potential Year Four (FY31): July 1, 2030 - June 30, 2031
5. Potential Year Five (FY32): July 1, 2031 - June 30, 2032
B. The University reserves the right to terminate the awarded contractor's services for cause or convenience at any
time during the term of the contract.
C. In the event that the University terminates services, written notice will be provided thirty (30) days in advance of
termination date.
V. PROCEDURAL REQUIREMENTS & AMENDMENTS
A. The Vendor will comply with all procedural instructions that may be issued from time to time by the Contracting
Officer of the University or designee.
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REBID - RFP 26-14 Print Center Materials
Office of Contracting & Procurement
B. During the contract period, no change is permitted in any of its conditions and specifications unless the Vendor
receives written approval from the Contracting Officer or respective designee.
C. Proposers must supply Rowan University with any/all applicable warranty information, whether expressed or
implied.
D. Should the Vendor find at any time that existing conditions make modification in requirements desirable; it shall
promptly report such matters to the Contracting Officer or designee of the University for consideration and
decision.
E. Rowan University may make changes in the general scope of the contract services provided by the Vendor by
written notice in the form of a potential Change Order. The Vendor shall promptly comply with the request for
potential change and shall bring all subsequent services in conformance with the notice.
F. If any such changes cause a material increase or decrease in the Vendor's cost of operation or the time required
for attainment of required service levels, an equitable adjustment in the contract cost or time allotted for
fulfillment of the contract shall be negotiated and the contract modified accordingly. Any change, alteration or
modification of any contract will be valid and binding only if agreed to in writing by both Parties. Proposers hereby
agrees to negotiate on good faith.
G. The Vendor engagement partner and/or manager might be required to meet periodically with the Contracting
officer or their representatives to discuss services.
VI. VENDOR PERSONNEL
A. SUBCONTRACTORS: Rowan University desires to contract with a general contractor under a single prime contract
agreement. Rowan University will not contract with subcontractors directly.
B. While on University property:
C. All personnel shall observe all rules and regulations in effect at Rowan University governing safety and personal
conduct.
D. Vendor personnel shall not represent themselves or be considered as employees of Rowan University.
E. CRIMINAL BACKGROUND CHECKS ARE MANDATORY for all non-University personnel performing work on the
Rowan University Campus. Vendors, consultants, contractors, and subcontractors are required to take all
reasonable steps to assure that their employees do not represent a threat to the campus community, including
but not limited to refusal to comply with campus policies and/or damage or harm to individuals or property. Such
determinations on risk to the community shall be in Rowan's sole discretion in accordance with all applicable laws.
A contractor's failure to comply with this requirement may result in immediate termination of any award or
contract.
F. The Vendor shall be solely responsible for all damage or unauthorized destruction to any Rowan University and
buildings, equipment, premises, or facilities; lease, lent, or in the care, custody or control of the University or State.
G. The Vendor shall remove from Rowan University, any of its employees who are found to be unacceptable by the
University. Such requests will not be unreasonable.
H. At all times, Vendor personnel shall be in professional attire with clear identification of the company's name, logo,
and person's name.
VII. PUBLIC SOLICITATION GENERAL
A. Rowan University may need to issue one or more addenda related to this request for proposals. Such addenda
shall be added to the original proposal document and posted at The Office of Contracting and Procurement
website: It will be the responsibility of the prospective vendors and other interested parties to familiarize
themselves with the website and visit it regularly during the proposal process for updated information or addenda
related to this request for proposals.
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REBID - RFP 26-14 Print Center Materials
Office of Contracting & Procurement
B. Short procedural inquiries may be accepted by telephone from the Office of Contracting and Procurement.
However, oral explanations or instructions given over the telephone shall not be binding upon the University.
Proposers shall not contact any person within the University directly, in person, or by telephone, other than the
contact listed for the Office of Contracting and Procurement listed on the Administrative Information page herein,
concerning this project.
C. If a joint venture is submitting a proposal, the agreement between the parties relating to such joint venture shall
be submitted with the joint venture's submission.
D. Any modifications to the proposal document prior to submission may invalidate entire submission.
E. The awarded firm may not assign sell or sub-contract its obligations under the contract to any third party without
prior approval in writing by the University.
F. Rowan reserves the right to negotiate the terms and conditions of the contract to obtain the most advantageous
situation for Rowan.
G. Rowan reserves the right to suspend or terminate the procurement process described in this request for proposals
at any time (in its sole discretion). If terminated, Rowan may determine to commence a new procurement process
or exercise any other rights provided under applicable law without any obligation to the Respondents.
H. Patents: The Suppliers shall hold and save the University, its officers, agents, and employees harmless from
liability of any nature or kind, including cost and expense for or on account of any patented or unpatented
invention, article, or applicable manufacturer or use in materials and forms of construction as will satisfy the
University's requirements.
I. Submission as Public Information and Property of Rowan
1. Submissions will be held confidential during the proposal process until such time as the final contract is
executed, upon such time the proposal submittals may be subject to the Open Public Records Act for non-
propriety information. It is the responsibility of the prospective vendor to indicate what submitted
information is proprietary. Please see further information on Rowan's Confidentiality and Commitment to
Defend page which can be found here under the heading Confidentiality and Commitment to Defend.
J. All submissions will become the property of Rowan.
K. In submitting a proposal, the Proposer agrees, unless specifically authorized in writing by an authorized
representative of Rowan University on a case-by-case basis, that it shall have no right to use, and shall not use, the
name of Rowan University, its officials or employees, or the Seal of the University:
1. In any advertising, publicity, promotion.
2. To express or imply any endorsement of agency's services;
3. To use the name of the State, its officials or employees or the University seal in any manner (whether similar
to uses prohibited by (a) and (b) above) except only to manufacture and deliver in accordance with this
agreement such services as are hereby contracted by the University.
L. The preparation of a proposal shall be at the expense of the Proposer. Rowan University will not reimburse firms
for any costs associated with the preparation or submittal of a response.
M. Rowan University does not allow payment of attorney fees for litigation regardless of disposition of matter.
N. By responding to this request for proposals, Proposers acknowledge and consent to the conditions set forth herein
relative to the submission, review, and consideration of your response.
O. Submissions which, in the sole judgment of Rowan, fail to meet the requirements of the proposal or which are in
any way conditional, incomplete, obscure, contain additions or deletions from requested information, or contain
errors shall be rejected in accordance with applicable law.
P. Rowan University will not accept jurisdiction in any State except New Jersey.
Q. The Vendor shall be solely responsible for all damage or unauthorized destruction to any Rowan University
buildings, equipment, premises, or facilities; lease, lent, or in the care, custody or control of the University or State.
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REBID - RFP 26-14 Print Center Materials
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R. Rowan University reserves the right to reject any or all submissions in accordance with applicable law or to award
in whole or in part if deemed in the best interest of the University to do so.
S. This request for proposals shall not become binding on the University until a contract is awarded and executed
with the successful Vendor.
T. Protest of restrictive specifications or improprieties in the solicitation, by an interested party, must be received by
the Procurement Department in writing not less than ten (10) working days before the closing date for receipt of
submissions.
U. The proposer is required to carefully examine the work proposed, the specifications and any drawings for the work,
and to compute the quantities of labor or material entering therein, and to determine for himself, the difficulties
incidental to the prosecution of the work, and the presentation of a proposal shall be considered as conclusive
evidence of such examination.
V. Unless specifically noted within this request for proposals, Rowan's Standard Terms and Conditions take
precedence over any special terms and conditions contained in this request for proposals.
W. Proposers assume sole responsibility for the complete effort required in this request for proposals. No special
consideration shall be given after proposals are opened because of a proposer's failure to be knowledgeable of all
the requirements of this request for proposals. By submitting a proposal in response to this offering, the proposer
represents that it has satisfied itself, from its own investigation, of all the requirements of this request for
proposals.
X. Rowan University has the option, in its sole discretion, to reduce the scope of work after contract execution for any
task or subtask called for under this contract in accordance with applicable law. In such an event, the Senior
Director of Contracting and Procurement (Senior Director) shall provide advanced, written notice to the vendor.
1. Upon receipt of such written notice, the vendor will submit, within five (5) working days to the Senior Director
of Contracting & Procurement, an itemization of the work effort already completed by task or subtasks. The
vendor shall be compensated for such work effort according to the applicable portions of its cost proposal.
2. Change Orders to existing contracts and/or bids: change orders to increase a Purchase Order must be made
in writing before any additional work is started. The end user must notify the OC&P of the request including
an explanation. The request will not be processed unless it is submitted accordingly.
a. No single, or combined change orders for a construction contract may exceed 20% of the total
contract/purchase order amount unless it is deemed an emergency, the result of unforeseen conditions
and/or Board Approval is obtained.
b. Any single or cumulative change order(s) totaling more than 20% of the construction contract must be
approved by the Vice President of the Division seeking the Change Order and the Vice President of
Finance. A written request must be forwarded to the Vice President describing the nature of the
emergency and/or unforeseen condition, time of occurrence, and need to exceed the 20% cap for change
order amounts. The Vice President will make the determination if there is an emergency and/or
unforeseen condition warranting the change order and authorize the change order.
c. To review the policy on change orders, please click here.
Y. The Senior Director may, for valid reason, issue a stop order directing the vendor to suspend work under the
contract for a specific time. The vendor shall be paid until the effective date of the stop order. The vendor shall
resume work upon the date specified in the stop order or upon such other date as the Senior Director may
thereafter direct in writing. The period of suspension shall be deemed added to the vendor's approved schedule
of performance. The Senior Director and the vendor shall negotiate an equitable adjustment, if any, to the contract
price.
Z. Rowan University reserves the right to cancel this contract with thirty (30) calendar days written notice to the
vendor(s) with or without cause.
AA. No party, including any respondent to this request for proposals, is granted any rights hereunder.
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