1. Introduction
Wyoming County Schools (WCS) is seeking proposals from qualified vendors to provide custom printing services for district-wide projects. These services will support academic, administrative, and community engagement functions across all schools within the district.
The selected vendor(s) will provide high-quality, cost-effective, and timely printing solutions for a variety of projects, including but not limited to school calendars, parent handbooks, instructional materials, record folders, business office forms, and graduation programs.
2. Scope of Work
The vendor will provide design, print, and delivery services for the following types of materials, as needed:
District & School Communications: Annual School Calendars,
County-wide Flyers, Parent Engagement Handbooks, School
Handbooks
Administrative & Office Materials: Permanent Student Record
Folders, Business Office Forms, School Forms
Special Services Forms/ Procedural Safeguards
Student & Instructional Materials: Blue Emergency Cards, Graphic Organizers, Custom Instructional Materials
Events & Programs: Graduation Programs, Special Event Programs/Flyers
Consumable Printing Supplies
3. Vendor Requirements
Deliver high-quality printing with consistent color accuracy, paper quality, and durability.
Provide flexible order volumes, from small print runs to large
district-wide projects.
Offer design support for custom materials (optional, but preferred).
Ensure timely delivery to multiple schools and administrative
locations.
Provide secure handling of student information when applicable (FERPA compliance).
Demonstrate cost-effectiveness and transparent pricing structures.
4. Proposal Requirements
Company Profile – Overview, years in business, relevant experience with educational institutions.
Capabilities Statement – Printing services, equipment, design support, shipping/ delivery processes.
Sample Work – At least three (3) examples of similar print projects.
Pricing Structure – Detailed cost schedule (per unit, per project type, or per print run).
Turnaround Times – Standard production timelines and expedited service options.
Compliance Documentation – WV vendor registration, Letter of Good Standing, proof of insurance, W9.
5. Evaluation Criteria
Quality of printing services (samples).
Cost competitiveness and transparency.
Experience with school systems or similar organizations.
Capacity to meet timelines and delivery requirements.
Customer service and responsiveness.
Compliance with state procurement requirements.
6. Contract Term
The contract will be for one year. Wyoming County Schools may renew the contract for up to three (3) additional one-year terms upon mutual written agreement.
7. Proposal Timeline
Format: Sealed envelope or electronic (emailed to [email protected])
Deadline: Bids must be received by noon on Thursday, July 30, 2026.
Bid Opening: July 31, 2026 at 11:00 a.m.
Address for delivery: Kara Halsey-Mitchell,
Assistant Superintendent for Curriculum &
Instruction,
Wyoming County Board of Education,
155 Park Street, P.O. Box 69,
Pineville, WV 24874
Late submissions will not be considered.
8. Submission Instructions
Proposals must be submitted in a sealed envelope or via electronic submission (if applicable) clearly labeled:
"Proposal – Custom Printing Services – Wyoming County Schools"
9. Additional Information
Wyoming County Schools reserves the right to reject any or all proposals. All costs incurred in preparing proposals are the responsibility of the vendor. Selected vendor(s) must comply with all WV State Purchasing and WVDE Policy 8200 procurement requirements.
Additional Contract Provisions
Federal Funding
Some purchases may be funded with federal grant funds. The contractor shall comply with all applicable provisions of 2 CFR Part 200, including Appendix II where applicable.
Pricing Renewals
Prices shall remain firm during the initial term. Any request for a price adjustment during a renewal period must be submitted at least ninety (90) days before contract expiration with supporting documentation and is subject to written approval by Wyoming County Schools.
Termination
Wyoming County Schools may terminate the contract for convenience upon thirty (30) days written notice or immediately for default, non-performance, or violation of law.
Assignment
The Contractor shall not assign this contract without prior written consent of Wyoming County Schools.
Records
The contractor shall retain records relating to this contract for a minimum of three (3) years after final payment or longer if required by law and shall make such records available to authorized auditors.
Award Rights
Wyoming County Schools reserves the right to reject any or all proposals, waive minor informalities, request clarifications, negotiate where permitted by law, and award all or portions of the work to one or more vendors if determined to be in the best interest of the district.