COVENTRY PUBLIC SCHOOLS PHOTOGRAPHY BID

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1 COVENTRY PUBLIC SCHOOLS PHOTOGRAPHY BID PROJECT: To Provide Photography Services for School Pictures to Coventry Public Schools. The School District is comprised of (5) Elementary Schools with total enrollment of approximately 2500 students, 1 Middle School with total enrollment of approximately 1200 students and 1 High School with total enrollment of approximately 1600 students. Total District Enrollment is approximately students. INSTRUCTIONS TO BIDDERS: Sealed proposals will be received in the Central Administration Building for Coventry Public Schools at the place and date as follows via mail or in person: Coventry Public Schools Central Administration Bldg 1675 Flat River Road Coventry, RI Attn: Sharon Kitchin, Assistant Director of Administration and Finance Bids will be received at the Coventry Administration Building 1675 Flat River Road Coventry RI 02816, until 1:45 p.m. local time on May 17, Bids will be opened and read aloud at 2:00 p.m. at the Coventry Administration Building, that same day. Any bids received after the time and date specified will not considered. Specifications required for these items are enclosed herewith. Prices quoted shall be guaranteed for a period of ninety (90) days after the date of the proposal. Bids must be sealed and plainly marked Bid Documents for Photography Services for School Pictures on the outside of the envelope and addressed as stated above. Coventry Public Schools reserves the right to reject any or all bids, to waive minor informalities in any bid, or to award the bid in the best interest of Coventry Public Schools. Coventry Public Schools will award the bid(s) placed upon a number of factors not strictly on the lower cost. Should the bidder find any discrepancies in, or omission from, any of the documents or be in doubt as to their meaning, he shall advise the Coventry Public Schools who will issue necessary clarifications to all prospective bidders by means of addenda as may be appropriate. Waivers: Coventry Public School s waiver of any breach or failure to enforce any of the terms, conditions, and specifications of the invitation to bid shall not in any way affect, limit, or waive Coventry Public Schools right thereafter to enforce and compel strict compliance with every term, condition, and specification hereof. State Tax: Coventry Public Schools is exempt from paying Rhode Island sales tax. 1

2 Split Awards: Every attempt will be made to award orders on an overall low bid basis. However, the right is reserved to split the award if it is in the best interest of the Coventry Public Schools. If a split award is not acceptable to the Bidder, it must be so stated in the bid. Bidders are NOT required to bid on all sections but may bid on individual sections as described below. SECTION I: Coventry Public Schools Photography Bid Specifications SCHEDULE OF PROPOSALS Senior Class Photos Photograph each senior and furnish color proofs. Photographer will provide information about any fees involved with pictures, i.e. senior picture sitting fee, portrait package pricing, retouching fees. Photographer will provide make-up day for any senior not photographed by September 15 th of each year. Photographer will provide one free yearbook only photo option. Photographer will coordinate with administration and yearbook advisor to develop consistent yearbook photo. Photographer will provide a CD with all senior class portraits by September 15 th or an agreed upon deadline. Photographer will provide one (1) framed collage of all senior class portraits. (See Building Principal for specific measurements) SECTION II Proms and Homecoming Dances Photographer will provide dance package pricing and appropriate number of staff members to get portraits taken in a specified time frame. Pictures will be delivered to schools within 4 weeks of the date of the event. SECTION III Candid Requests Photographer will be available for all candid requests with prior notice from school; including but not limited to sporting events, performances, extracurricular activities, and dances. Photographer will furnish a CD at no cost for the Yearbook staff within seven to ten days of the event taking place. SECTION IV Photos for (5) Elementary Schools Grades K 5, (1) Middle School Grades 6-8 & (1)High School Grades 9-12 Photographer will provide underclass portrait package pricing which must include a package consisting of (1) 8x10 photograph, (2) 5x7 photographs and (1) large die cut wallet photographs. Provide a CD with each student photo that can be uploaded into the Student Information System. Photographer will provide a schedule of available dates for School Photos before July 15 th each year to each Building Principal. Photographer will offer hardship packages on an as needed basis. 2

3 Photographer will offer and delineate a discount fee for a family with more than two children in the school district. Pictures will be delivered to schools within 4 weeks of the scheduled date the pictures are taken. Photographer will offer free retakes or a free refund. Photographer will accept late orders at no charge. Photographer will offer all backgrounds for same price SECTION V: Optional Components of the Bid: Photographer will photograph all faculty and provide ID cards for each teacher and support staff member for no cost along with a full faculty photo. Photographer will provide a percentage of picture monies that will be donated to the school for Senior Class Photos, Proms and Homecoming Photos and Photos for Elementary, Middle and High School Class Photos. Provide pricing for the following: SECTION I: Senior Class Photos: All Senior Class Pricing includes One Free Yearbook Only Photo Option per student in the Senior Class Senior Portrait Sitting Fee : Retouching Fees : Portrait Package Descriptions and Pricing: SECTION II: Proms and Homecoming: Portrait Package Descriptions and Pricing: 3

4 SECTION III: Candid Requests: Bid to provide Candid Photos upon request SECTION IV: Photos for (5) Elementary Schools Grades K-5, (1) Middle School Grades 6-8 & (1) High School Grades 9 12: Package Price for package consisting of (1) 8x10, (2) 5x7 and (1) full page dye cut wallet: Package Description and Pricing for Specific Packages offered by the photographer: SECTION V: Optional Components of the Bid: Bidder will photograph and provide ID cards for each teacher and support staff member for no cost Please indicate Yes or No Percentage Donated to Schools: Please identify the percentage that will be offered and when such donations will be dispersed: Any other features not listed in the bid specifications: Please indicate if a split award is not acceptable to the bidder by signature on the line below 4

5 INFORMATION FOR BIDDERS 1. Receipt and Opening of Proposals: Sealed proposals (bids) will be accepted at the Coventry Administration Offices of Coventry Public Schools, until the time indicated in the Invitation for Bids, for the services designated in the Specifications and will then be publicly opened and read. No bids received thereafter will be considered. 2. Form of Bid: Proposals must be submitted in response to the Bid Specifications. The bid must contain the name and proper address of the bidding firm, and must be signed by a responsible member of the firm with his/her signature and official title. Proposals which are not complete, or contain any omissions, erasures, alterations, additions or contain irregularities of any kind, may be rejected as informal. 3. Submission of Bids: (a) Envelopes containing bids must be sealed and addressed to Sharon Kitchin, Assistant Director of Administration and Finance, Coventry Public Schools 1675 Flat River Road Coventry RI and must be marked with the name and address of bidder, date and hour of bid opening, and clearly marked Bid Documents for Photography Services for School Pictures. (b) The Assistant Director of Finance and Administration will decide when the specified time has arrived to open bids, and no bid received thereafter will be considered. (c) Any bidder may withdraw his/her bid by written request at any time prior to the advertised time for opening. Facsimile bids, amendments, or withdrawals will not be accepted. No bid may be withdrawn for a period of ninety (90) days from the date and time of opening. (d) Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened. (e) Proposals received prior to the time of opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a proposal not properly addressed and identified. (f) Two (2) copies of all documentation submitted.

6 4. Acceptance or Rejection of Bid Proposal: The School Department reserves the right to award the bid and further reserves the right to reject any and all proposals or parts thereof, to waive any informality in the proposals received and to accept the proposal, or parts thereof, which it deems to be most favorable to the best interest of the School Department. 5. Qualification of Bidder: The School Department may make such investigations as it deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to the School Department a history with contact names and telephone numbers of at least three (3) of the bidder s recent photography contracts and any further information and data for this purpose as the School Department may request. The School Department reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder fails to satisfy the School Department that such bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. 6. Commencement of Contract: The successful bidder shall commence the work July 1, 2013 for a period of three years. 7. Bid Prices: Bidders shall state the proposed bid prices in the manner as designated in the Bid Proposal. In the event there is a discrepancy between the price written in words and in figures, the prices written in words shall govern. 8. Indemnification: The Contractor shall hold harmless, defend, and indemnify the School Department and its officers, agents, and employees against all claims, demands, actions, and suits (including all attorney fees and costs) brought against any of them arising from the Contractor s work or any subcontractor s work under the contract. Contractor shall execute a written indemnification agreement in favor of the School District and Town. 9. Insurance: The Contractor shall carry the following insurance at his/her own expense: (a) General: All insurance for this contract shall be written by company (or companies) acceptable to the School Department and all policies or certificates shall be submitted to the School Department for examination prior to commencement of operations by the Contractor. In the event any policy or certificate, the amount of the insurance, or the company writing same, are not satisfactory to the School Department, the Contractor shall secure other policies or certificates in form and amount and with a company satisfactory to the School Department. The Contractor shall not permit policies to be changed, cancelled, or to lapse, and 6

7 all policies shall include a clause to the effect that the policy shall not be subject to cancellation or a reduction in the limits of liability or amounts of insurance until notice has been sent by certified mail to the School Department stating when, (not less than thirty (30) days thereafter) such cancellation or reduction shall be effective. All certificates of insurance shall be delivered to the School Department containing true transcripts from the policy or policies, authenticated by the proper officer of the insurer evidencing in particular those insured, the extent of the insurance, the location and operations to which the insurance applies, the expiration date and the above-mentioned notice of cancellation clause and including the School Department as additional insured as to the operations involved. 10. Safety and Health Regulations: All work contemplated is to be governed, at all times, by applicable provisions of Federal, State of Rhode Island and Town laws, regulations and ordinances. 11. Foreign Corporations: Attention of bidders is hereby directed to excerpts from Chapters 1 to 6 of Title 7 of the General Laws of Rhode Island, 1956, as amended, relative to the conditions precedent, etc. to carrying on business within this State for foreign corporations. It is understood that the School Department reserves the right to award the bid by item or alternate item, and further reserves the right to reject any and all proposals or parts thereof, which it deems to be most favorable to the best interest of the School Department. Bidder further agrees that, after notification that the bid has been accepted, he/she shall be organized to commence work upon bid award. PURPOSE OF THIS SERVICE The School Department and Contractor shall enter into an Agreement for the purpose of providing photography services for the portion of the bid awarded by the School Department and Contractor agrees to provide photography services in accordance with all the terms and conditions set forth herein, and the School Department agrees to compensate the Contractor by payment of fees due under the terms and conditions set forth in these specifications. AGREEMENT EFFECTIVE DATE AND TERMINATION This Agreement shall commence as of July 1, 2013 and continue in effect thereafter until June 30, Renewal is at the discretion of the School Department. QUALIFICATIONS The Contractor shall have sufficient staff, knowledge and experience in School Photography to perform this service for the School Department. The Contractor shall provide documentation within the bid submission relating to their years of experience with school picture contracts. 7

8 The Contractor shall provide written assurance that all staff present on School Department property have no criminal background which would otherwise disqualify them from employment by the School Department pursuant to R.I.G.L BID EVALUATIONS This is an evaluated bid. Bids will be evaluated by the Superintendent of Schools and the High School Principal. Bids shall be evaluated based upon an evaluation of the pricing proposed and the Bidder s ability to meet the specifications BIDDER: ADDRESS: CITY/STATE/ZIP: SIGNATURE: TELEPHONE: E MAIL: DATE: FAX: _ Being: An Individual* A Partnership* A Corporation* - Incorporated Under the Laws of the State of: * Name(s) and Titles of Owner, Partners or Officers as follows: 8

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