East China School District

Transcription

1 East China School District East China, Michigan Request for Proposal and Specifications March 24, 2016 School Photography Services Bid Due Date/Opening: April 14, 2016 This RFP document can be found on our district website at:

2 East China School District East China, Michigan March 24, 2016 School Photography Services RFP INTRODUCTION East China School District is soliciting proposals from school photography providers to obtain the most cost effective solution for photography services. It is anticipated that the period of commitment will begin July 1, 2016 and extend through June 30, 2018 with the option to renew annually for up to here (3) additional one (1) year periods at the District s request. The vendor agrees that the contract can be terminated by the district due to non-performance by providing a 30 day written notice. DISTRICT INFORMATION East China Schools is a public school district organized and existing pursuant to the laws of the State of Michigan. East China School District is located in southeastern Michigan on the St. Clair River. We service the cities of St. Clair and Marine City as well as China, Cottrellville, East China, St. Clair, and portions of Casco, Columbus and Ira townships. This is a total of 122 square miles. We have approximately 4,300 students, 245 professional staff, 210 Support Staff and 13 buildings utilizing photography services. Individual student enrollment per building as of 12/2015 is as follows: See Appendix C: School/Facility Locations: Marine City High School: 530 Students St. Clair High School: 795 Students Marine City Middle School: 409 Students St. Clair Middle School: 622 Students Belle River Elementary: 409 Students Eddy Elementary: 346 Students Gearing Elementary: 293 Students Palms Elementary: 263 Students Pine River Elementary: 403 Students Riverview East High School: 124 Students EC Early Childhood (Gearing): 53 Students GSRP & 4 Year Old Program (Admin): 80 Students (Estimated) Kids Connection Childcare (EC2): 50 Students (Estimated) *Note: Numbers are for students. There are approximately 455 total staff that would need photo s taken.

3 BID DOCUMENTION, FEES AND REVENUE SHARING/REBATES Bidder is required to provide detailed documentation including fees and expenses for all services provided. Any fees and expenses that would be considered extra and not be included in your standard bid package/services plan should be clearly explained. Detailed documentation should be included for revenue sharing/rebates awarded to the East China School District. Bidder should provide any additional services your company will provide at no additional charge. MINIMUM DESIRED SERVICES A dedicated representative that can be contacted directly for questions or concerns. The photo company shall furnish all information to be sent to parents as requested by the building administrator. All photos are to be guaranteed unconditionally. Any retakes will be the responsibility of the photo company at no cost. All refunds are to be handled through the photo company. Families may order from picture proofs for fall and spring photos Families may order a la carte without purchasing a package ID cards to be designed by Photo Company and approved by district officials. ID cards to minimally include student picture, name, grade, bar code, student id number, school logo Staff ID badges are to be provided for all district staff On-site ID printing for staff and students (w/complimentary clips/lanyards for all staff) On-site delivery of data disk for immediate upload of images into school software/id Online web portal that allows each building access to all student images for download, package tracking and event confirmations An ID printer supplied for each secondary building and one at the administration building (5 in total) including printing supplies and software. Or provide detailed alternate options for immediate printing of lost or damaged ID cards. 1 yearbook for every student and staff member at all elementary schools Yearbook to be produced in-house by Photo Company, not a volunteer at school. Hard copy then sent to the school for editing. Free class composite for every student and staff member at all elementary schools 2 Additional sets of IDs delivered to each elementary School (breakfast/lunch/media center) 1 Additional set of IDs delivered to each MS and HS Generic visitor passes/substitute badges for each building 3 sets of CA-60 sticky prints for each building Hallway school pride display item (all school composite/framed mosaic) for each building School registration shoot (Mariner and Saint s Day) for MS and HS followed by a make-up day and then a retake Work with each building administrator individually to setup the photography dates and times. Provide enough trained photographers to accommodate agreed upon photography sessions. Ability to provide 5th grade group photo with complementary enlargement Principal album/student directory to each building (quantity specified by building)

4 ADDITIONAL/ALTERNATE BID ATHLETIC PHOTOGRAPHY SERVICES Provide detailed information for athletic photography services offered Provide information on whether these services are included in your bid or are a separate item/cost. If separate, bidder must provide complete details. It is understood that the general terms and conditions outlined in this RFP are to be adhered too for athletic photography services.

5 INSTRUCTIONS TO BIDDERS 1. All bids must be submitted using the form Appendix A: Bid Form and Pricing Summary included in this document. 2. All bidders must include the form Appendix B: Vendor Profile included in this document 3. Two (2) copies of the bid (Appendices A & B) and accompanying documents must be received in a sealed envelope no later than 10:00 AM (E.S.T), on Thursday, April 14, 2016 at which time the bids will be publicly opened and read aloud. Bids received after 10:00 AM (E.S.T), on Thursday, April 14, 2016 will not be considered. Faxed or ed bids will not be accepted. Proposals must be clearly marked School Photography Services and delivered to: East China School District Attn: Craig Headlee, Director of Technology 1585 Meisner Road, East China, MI Bidder shall promptly notify East China School District of any ambiguity, inconsistency or errors, which they may discover upon examination of the bid documents. Bidders requesting clarification or interpretation of the contract documents shall all questions to: bidquestions@ecsd.us. 5. Any interpretation, correction or change of the contract documents will be made by addendum. Interpretations, corrections or changes of the documents made in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections and/or changes. Any and all addendums will be available on our website at:

6 GENERAL TERMS AND CONDITIONS 1. Bid prices quoted shall remain in effect for the entire period outlined in this RFP. 2. Bidder must have a minimum of five (5) years of experience photographing students in schools. 3. Bidder s response should be detailed and complete including all packages offered and fees associated with them. 4. Bidders must show experience in photographing and providing similar services to students in districts of similar size. 5. East China School District reserves the right to accept or reject any and all proposals or parts thereof deemed to be in the best interests of the district. 6. The East China School District is exempt from Michigan Sales Tax. 7. Bidders should be prepared upon request to do a live presentation for district Administration officials outlining their proposal and services offered. The presentation would be done at an agreed upon date and time after the bid opening date. 8. Bidder should be prepared to answer questions and provide additional information and/or product samples to district officials as appropriate. 9. Any defects in material and/or workmanship and/or shipping shall be corrected promptly by the vendor. 10. Vendors are required to comply with all regulations, including but not limited to document retention requirements. 11. Disclosure of any photo company personnel with family members that work for the East China School District should be included in the proposal. 12. Vendors must be an authorized re-seller of the products that they propose. 13. In submitting a bid, each bidder represents that they have read and understand the requirements.

7 Appendix A: Bid Form and Pricing Summary Completely fill out the summary sheet below. Please provide a detailed summary of services and costs you are proposing (bidders may provide this information in separate documentation/presentation packaging): Warranty/Service Provider Contact Information: The undersigned certifies that this bid meets or exceeds the minimum bid specifications and is the complete, delivered cost. Company Authorized Signature Date Company Name Contact Phone Number

8 Appendix B: Vendor Profile Company Name: Location of office that will provide support and respond to trouble calls: Years in business: No. of employees: References: Provide a list, complete with contact names and telephone numbers, of companies for whom you have provided equipment comparable in scope to that outlined in this bid. (1) (2) (3) You may add additional pages. Submitted by: Company Authorized Signature Date Company Name Contact Phone Number

9 Appendix C: School/Facility Locations EAST CHINA SCHOOL DISTRICT 1. St. Clair High School 2200 Clinton Avenue SCHOOL/FACILITY MAP 2. St. Clair Middle School 4335Yankee Road 3. Gearing Elementary 200 North Carney Drive 4. Eddy Elementary 301 N. Ninth Street 5. East China Educational Center (EC2) 601 N. Sixth Street Home of: Kids Connection 6. Pine River Elementary 3575 King Road China, MI East China Administrative Offices Central Athletic Facility Performing Arts Center Maintenance Transportation 4-Year-Old Program GSRP Program 8. Marine City High School 1085 Ward St. Marine City, MI Marine City Middle School and Riverview East High School 6373 King Road Marine City, MI Belle River Elementary 1601 Chartier Road Marine City, MI Palms Elementary 6101 Palms Road Fair Haven, MI 48023