Paper and Electronic Diploma Solution

SCOPE

The University at Buffalo (“University”) is seeking proposals from Bidders that can provide diploma production services, direct mail distribution, and electronic diploma options for approximately 12,500 annual undergraduate, graduate, and professional diplomas & certifications.

BACKGROUND

The University at Buffalo (“University”) is the largest and most comprehensive campus in the 64-campus State University of New York system (“SUNY”). Founded in 1846, the University is a premier research-intensive public university dedicated to academic excellence. The University offers a wide range of academic programs including more than 140 undergraduate degrees, 220+ master’s degrees, and 95+ doctoral and professional degrees. Approximately 30,000 students attend the University. The University is a member in the prestigious Association of American Universities (“AAU”).

The University is interested in engaging with a Contractor that will perform the aforementioned services with these values and objectives in mind;

• Quality and timely production of printed diplomas necessary for University commencement, as well as year round replacement orders that can be shipped directly to students or to the University.
• A high quality, secure, domestically and internationally recognized electronic diploma that provides students and alumni with an additional option for a certified credential.
• A partner that is responsive to the needs of the University, while innovatively pursuing and managing new trends in the industry.
• Support of University initiatives with regards to students, their applications, and multimedia delivery of educational resources, through a transformative network that is not dependent upon legacy approaches, and embraces cloud infrastructures. New network designs should provide the flexibility to be strategically aligned with University goals, application focused through providing network flexibility, and take into consideration multidirectional traffic flows.
• The ability to allow for the continuation of the digital transformation that is occurring within our user population as well as our enterprise solutions architecture planning.

The focus of this RFP is to partner with a Contractor that has similar goals, understands the daily challenges that are present in a higher education environment, and plans to work in tandem with the University Registrars’ office and technology team to continue the excellence demanded by our student population, our research programs, and instructional leadership groups.

The University currently outsources all diploma production and a majority of the University’s direct mail distribution. The University provides one printed diploma at the time of conferral to all degree and certificate recipients at no cost to the student. Larger conferral orders correspond with major conferral dates for approximately 10,500 diplomas. Beginning in June 2019, the University began using direct mail services for the majority of printed diplomas. All other diplomas are shipped to the University where they are prepared for mailing and distribution. The University also provides alumni the opportunity to order replacement or additional diplomas as needed for a nominal charge. Approximately 2,000 replacement or additional diplomas are ordered annually. Shipping of the diplomas is split with some shipped from the Contractor to the University which are then prepared for mailing and distribution from there, while others are shipped directly to students and alumni. The University seeks to continue direct mail distribution of printed diplomas in this fashion.

The University also requires digital portal access as an option for students and alumni when ordering electronic, replacements, or additional diplomas. Students must place orders and pay for such diplomas (printed and electronic) directly with the Contractor. The Contractor must offer a pricing structure that supports this approach: University will not purchase electronic diplomas for all graduating students. The Contractor would verify student and degree information with the University (in either an automated or manual fashion), and monies collected beyond the Contractor’s fee would be credited to University invoices on a regular periodic basis. The Contractor also must be able to offer additional distribution options (such as rush orders, overnight shipping, etc.) with students and alumni directly responsible for the associated fees.

Lastly, the University prefers a Contractor that can provide direct customer service for diploma distribution such that students and alumni could contact the Contractor directly should a diploma arrive damaged or become lost in transit, should the student or recipient have technical difficulties with an electronic diploma, or if the student has other questions about diploma ordering and distribution.