REQUEST FOR PROPOSAL RFP PHOTOGRAPHY SERVICES FOR FREMONT UNIFIED SCHOOL DISTRICT 4210 TECHNOLOGY DRIVE FREMONT, CA 94538

Transcription

1 REQUEST FOR PROPOSAL RFP PHOTOGRAPHY SERVICES FOR FREMONT UNIFIED SCHOOL DISTRICT 4210 TECHNOLOGY DRIVE FREMONT, CA PROPOSAL DUE April 14, 2015 at 2:00 P.M. Page 1

2 NOTICE TO PROPOSERS RFP PHOTOGRAPHY SERVICES NOTICE IS HEREBY GIVEN THAT THE FREMONT UNIFIED SCHOOL DISTRICT, will receive sealed proposals for PHOTOGRAPHY SERVICES until Tuesday, April 14, 2015 at 2:00 PM. The Fremont Unified School District (District) seeks proposals from qualified firms to provide photography services for the District. Proposers are requested to submit a proposal to furnish all of the labor, materials, and other related items required for the performance of a contract resulting from this RFP for the following areas of specialization: 1. Fall & Spring Pictures 2. Yearbook Photos 3. Senior Pictures 4. Sports Photography 5. Event Photography The Request for Proposal is located on the District s website at where all instructions can be found. Any questions regarding this notice should be directed to Bryan Wakefield at bwakefield@fremont.k12.ca.us. GOVERNING BOARD Fremont Unified School District Alameda County, California Bryan Wakefield, Purchasing Director Dates Published: March 24, 2015 Publications: The Argus March 31, P age

3 TABLE OF CONTENTS SECTION Page Number RFP Overview... 4 General Instructions... 5 Non-Collusion Declaration Form... 9 Addenda Form Agreement for Access to Student Information Reference Check Form Price Forms Renewal Form Proposal Preparation Specifications P age

4 RFP OVERVIEW The District intends to create a qualified pool of photography companies that our school sites may choose from. The number of companies selected will depend on the qualifications, experience, skills, capacity and value offered by the proposals. Proposers are requested to submit a proposal to furnish all of the labor, materials, and other related items required for the performance of a contract resulting from this RFP for the following areas of specialization: 1. Fall & Spring Pictures 2. Yearbook Photos 3. Senior Pictures 4. Sports Photography 5. Event Photography Proposers may submit responses for one (1) or more of the categories listed above. It is not required for a company to submit a response for every category. PROPOSAL DUE DATE AND SUBMISSION INSTRUCTIONS In order to be considered for selection, Proposer(s) must submit one (1) original and two (2) copies of their proposal. Proposals must be delivered to the District, in a sealed envelope, by mail or hand delivered to the address below by 2:00 p.m. on April 14, 2015: Fremont Unified School District Purchasing Department 4210 Technology Drive Fremont, CA Proposals received later than the above date and time may be rejected and returned to the Proposer unopened. KEY EVENTS SCHEDULE The anticipated schedule for completion of this procurement is shown below. The dates are subject to change. Milestone Date RFP Release March 24, 2015 Deadline for Final Written Questions April 1, 2015, 4:00 PM Deadline for Responding to Written Questions April 7, 2015, 4:00 PM Proposal Due Date April 14, 2015, 2:00 PM Evaluation of Proposals April-May, 2015 Board of Education Approval Date May 20, 2015 Contract Start Date July, P age

5 GENERAL INSTRUCTIONS No proposal shall receive consideration by the Fremont Unified School District for unless made in accordance with the following instructions: 1. Deadline for Receipt of Proposals District must receive submittals by April 14, 2015 at 2:00 p.m. in the Purchasing Department at 4210 Technology Drive, Fremont, CA Submittals shall be in a sealed envelope and titled RFP Photography Services. 2. Requests for Information Any questions relative to the proposal regarding documents, discrepancies, omissions or doubt as to meanings should be directed to the Director of Purchasing Bryan Wakefield at bwakefield@fremont.k12.ca.us. All answers will be posted on the District website at 3. Proposal Forms Proposal must be made in the format specified by the District. All items should be addressed. Numbers should be stated in figures, and the signatures of all individuals must be in longhand. The submission should be made without interlineations, alterations, or erasures. 4. Non-Collusion Declaration Each Proposer must return a fully executed Non-Collusion Declaration, as required by Public Contract Code section 7106, with the completed proposal. The Non-Collusion Declaration is included in this package. 5. Execution of Forms Each proposal must give the full business address of the Proposer and must be signed by the Proposer with his or her usual signature. Proposals by partnerships must furnish the full names of all partners and must be signed in the partnership name by a general partner with authority to bind the partnership in such matters. Proposals by corporations must be signed with the legal name of the corporation, followed by the signature and designation of the president, secretary, or other person authorized to bind the corporation in this matter. The name of each person signing shall also be typed or printed below the signature. When requested by the District, satisfactory evidence of the authority of the officer signing on behalf of the corporation shall be furnished. A Proposer s failure to properly sign required forms may result in rejection of the proposal. 6. Withdrawal of Proposals Proposals may be withdrawn by the Proposer prior to the time fixed for the opening of proposals, but may not be withdrawn for a period of Forty Five (45) days after the opening of proposals. A successful Proposer shall not be relieved of the proposal submitted without the District's consent or Proposer s recourse to Public Contract Code Section 5100 et. Seq. 7. Addenda The District reserves the right to revise the RFP Documents prior to the proposal submittal due date. Such revisions, if any, will be made by addenda to this RFP. Any addenda issued will be posted on the District website at 8. Award of Contract The District reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the District decides, to abandon the work entirely and to waive any informality or non-substantive irregularity in the best interest of the District. 9. Rejection of Proposals The District reserves the right to accept or reject any and all proposals, or any portion or combination thereof, or award on the basis of the total proposal. 10. Execution of Contract The successful Proposer shall, within fourteen (14) calendar days of notice of award of the contract, sign and deliver to the District an executed contract. If the Proposer to whom an award is made fails or refuses to execute the contract within fourteen (14) calendar days from the date of receiving notification that the contract has been awarded to the Proposer, then the District may award the work to the best match Proposer, or may reject all proposals and call for new proposals. 5 P age

6 11. Evidence of Responsibility Upon the request of the District, a Proposer shall submit promptly to the District satisfactory evidence showing the Proposer s financial resources, the Proposer s experience in the type of work being required by the District, the Proposer s organization available for the performance of the contract and any other required evidence of the Proposer s qualifications to perform the proposed contract. The District may consider such evidence before making its decision awarding the proposed contract. Failure to submit evidence of a Proposer s responsibility to perform the proposed contract may result in rejection of the proposal. 12. Proposal Exception All exceptions which are taken to the requirements of this RFP must be stated clearly. The taking of exceptions or providing false, incomplete or unresponsive statements may result in the disqualification of the proposal. Allowance of exceptions will be determined by the Board of Trustees, whose decisions shall be final. Any proposal exceptions or additional conditions requested after proposal closure, which are not detailed within the proposal response, may result in disqualification of the proposal. No oral or telephonic modification of any proposal submitted will be considered and a telegraphic modification may be considered only if the postmark evidences that a confirmation of the telegram duly signed by the Proposer was placed in the mail prior to the opening of the proposals. 13. Discounts Any discount which the Proposer desires to provide the District must be stated clearly on the proposal form itself so that the District can calculate properly the net cost of the proposal. 14. Proposal Negotiations A proposal response to any specific item of this RFP with terms such as negotiable, will negotiate or similar, will be considered as non-compliance with that specific term. 15. Indemnity The Proposer must hold harmless and fully indemnify the District, its Board of Trustees, officers, employees and agents from all damages or claims for damages, costs or expenses that may at any time arise out of the Proposer s performance of, or failure to perform acts, required by the contract documents, including but not limited to infringement or use of any copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in connection with this proposal. 16. Prevailing Law In the event of any conflict or ambiguity between these instructions and state or federal law or regulations, the latter shall prevail. Additionally, all services to be performed under the proposal shall conform to all applicable requirements of local, state and federal law. 17. District Rights The District may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a proposer, and require additional evidence of qualifications to perform the services described in this RFP. Furthermore, the District reserves the right to: a. Reject any or all of the Proposals; b. Issue subsequent RFPs; c. Cancel the entire RFP; d. Remedy errors in the RFP; e. Reduce the scope of work if in the best interest and at the sole discretion of the District; f. Appoint evaluation committees to review proposals; g. Seek the assistance of technical experts to review proposals; h. Approve or disapprove the use of particular subcontractors and suppliers; i. Establish a short list of proposers eligible for discussions, clarifications or interviews after review of written proposals; j. Negotiate with any, all, or none of the proposers; k. Solicit best and final offers from all, some or none of the proposers; l. Award a contract to one or more (or none) of the proposers; 6 P age

7 m. Accept other than the lowest priced proposal; n. Waive informalities and irregularities in proposals; o. Award a contract without discussions or negotiations; p. Disqualify proposers upon evidence of collusion with intent to defraud or other illegal practices on the part of the proposers; This RFP does not commit the District to enter into a contract nor does it obligate the District to pay for any costs incurred in the preparation and submission of proposals or in anticipation of a contract. 18. Termination The District may at any time and for any reason suspend performance by the Contractor or terminate this Agreement. Written notice by the District shall be sufficient to suspend or terminate any further performance of services by the Contractor. The notice shall be deemed given when received, upon electronic confirmation of a facsimile transmission, or no later than three days after the day of mailing, whichever is soonest. Upon receipt of any notification of termination by the District, the Consultant shall promptly provide and deliver to the District any and all work product in progress or completed to date including any reports, drafts, electronic information or the like to the District. Unless otherwise identified, notice will be provided to the address shown at the signature block area on the last page of this Agreement. Facsimile notices shall be accepted. 19. Governing Law and Venue In the event of litigation, the proposal documents, specifications and related matter shall be governed by and construed in accordance with the laws of the State of California. Venue shall be with the appropriate state or federal court located in Alameda County. 20. Insurance Requirements All insurance must be issued by an Admitted Surety in the State of California. Liability Insurance: Proposer shall purchase and maintain such insurance as will protect Proposer and District from claims for damages because of bodily injury, including death, and from claims for damages to property which may arise out of or result from Proposer s operations under this Contract, whether such operations be by Proposer or anyone directly or indirectly employed by the Proposer. This insurance shall name District as an additional insured and shall be written for not less than Five Hundred Thousand Dollars ($500,000.00) per person, One Million Dollars ($1,000,000.00) per occurrence and One Hundred Thousand Dollars ($100,000.00) for property damage. Certificates of such insurance shall be filed with the District. The Certificates of Insurance will state that the contractual liability assumed is covered and shall provide that ten (10) days notice of cancellation or reduction in coverage shall be given District. Workers Compensation Insurance: Proposer represents that Proposer has secured the payment of Worker's' Compensation Insurance in compliance with the provisions of the Labor Code of the State of California and during the performance of this work will continue to provide workers' compensation insurance. Proposer shall supply the District with certificates of insurance evidencing that Worker's' Compensation Insurance is in effect and providing that the District will receive ten (10) days notice of cancellation. If Proposer self-insures Worker's' Compensation, a Certificate of Consent to Self-insure must be provided to District. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 21. Cost of Proposal Preparation All costs for preparation of proposals shall be borne by the Proposer. 22. Retention of Proposals The District reserves the right to retain all proposals, whether selected or rejected. 23. Fingerprinting If the nature of the work is such that the proposer and its staff will have contact with children on the District s school sites, that proposer will be required to comply with the fingerprinting requirements of California Education Code Section and as detailed in the FUSD contract. In addition, to the extent known at the time of the proposal submittal, the proposer must include with the 7 P age

8 proposer s proposal a list of the names of staff members who may have contact with pupils in the course of the proposer s performance of the services that are the subject of this RFP. 24. Filing of Protests All District procurements shall be conducted in a manner which assures that all prospective contractors are afforded fair and equal consideration and the award of District contracts preserves and protects the integrity of the procurement process. To that end, any interested party who desires to raise concerns regarding a District award shall have the right to have its complaint considered and resolved administratively by the District in an expeditious manner. Interested party, as used herein, means an actual or prospective offeror whose direct economic interest would be affected by the award of a contract or by the failure to award a contract. Protests relating to the content of this Request for Proposal document must be filed within ten (10) calendar days after the issuance of the RFP document. Protests relating to a recommendation for contract award must be filed by an interested party within five (5) business days after release to proposing firms of the Notice of Intent to Award letter. All protests shall be filed in writing with the Associate Superintendent, Fremont Unified School District, 4210 Technology Drive, Fremont CA No other location shall be acceptable. The protest shall, at a minimum, contain the following: The name and address of the interested party and its relationship to the procurement; Identification of the proposed procurement or contract; Substantive description of the nature of the protest; All documentation supporting the allegations of the protest, Statement of the specific relief requested; and Identification of the provision(s) of the solicitation, regulations, or laws upon which the protest is based. Signature of an authorized executive with the authority to bind the company. The Associate Superintendent, or designee shall, make a determination on the protest normally within (10) working days after its receipt. The Associate Superintendent, or designee, has the authority to make a final determination and the decision shall constitute the proposer s final administrative remedy. 8 P age

9 NON-COLLUSION DECLARATION FORM State of California ) ) ss. County Of Alameda ) I,, being duly sworn, declare that I am of the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any other Proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract or anyone interested in the proposed contract; that all statements contained in the proposal are true; and further, that the Proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Dated this day of 2015 at California. Signature 9 P age

10 ADDENDA The undersigned acknowledges receipt of the following Addenda and the cost, if any, of such revisions has been included in the Lump Sum Grand Total of your proposal. Addenda No. Addenda No. Addenda No. Dated Dated Dated There were no addenda issued for this RFP (if applicable) Name of Proposer SIGNATURE TITLE DATE 10 P age

11 Agreement for Access to Student Information for the Purposes of Conducting Contracted Work for the District (hereafter referred to as Contractor ), hereby acknowledges and agrees that the personally identifiable student information ( Student Information ), a detailed description of which is attached, being disclosed to it by Fremont Unified School District ( District ) is for the limited purpose of conducting work as described in the attached agreement and will be used only for that purpose. Further, the Contractor is subject to compliance with all relevant laws and regulations pertaining to the possession and maintenance of such Student Information, including, but not limited to the Federal Family Education Rights and Privacy Act, 20 U.S.C. Section 1232g and 34 CFR Section 99 et. seq., and in particular 34 CFR pertaining to the disclosure of personally identifiable information from education records, and the Washington RCW 28A and RCW The Contractor further is required to maintain the confidentiality of the Student Information provided and not to disclose personally identifiable information about a student including photos to any other party without the prior written consent of the parent or eligible student or as is otherwise authorized by law or regulation. The Contractor also agrees to defend, indemnify and hold harmless the District, its officers, employees and agents, from any and all complaints, charges, causes of action, claims, or damages of every kind and nature whatsoever relating to an improper release of the Student Information by the Contractor or its employees or agents. It is further acknowledged and agreed that when the work contracted with the District has been completed, all Student Information will be destroyed and no copies or other retention of the personally identifiable Student Information will be maintained. The undersigned hereby certifies that he/she has the authority to execute this document on behalf of the Contractor. By: Date 11 P age

12 REFERENCE CHECK FORM Proposer should include relevant California Public School District references. Proposer: Subcontractor(s)/Third Party(s): Reference Check General Information Organization Contact Name Title Phone Services Performed Address Business Unit/Dept. Address Organization Contact Name Title Phone Services Performed Address Business Unit/Dept. Address Organization Contact Name Title Phone Services Performed Address Business Unit/Dept. Address 12 P age

13 CATEGORY 1 PRICE FORM FALL & SPRING PICTURES Do you charge a sitting fee? If so, what is the cost? PACKAGE DESCRIPTION PRICE Package A 2-2" x 3 Package B 1-5" x 7" 4-2" x 3 Package C 2-5" x 7" Package D 1-8" x 10" Additional Packages Offered 2-5" x 7" 2-2" x 3 Package Package Package Attach additional pages if necessary. 13 P age

14 CATEGORY 1 PRICE FORM FALL & SPRING PICTURES Value Added: List any value added services Proposer is willing/able to provide based on the above pricing. Note: Pricing to students is of the utmost importance and will have a weight of up to 30 points out of 100 total possible points. Value Added items will be scored at no more than 15 total points P age

15 CATEGORY 2 PRICE FORM YEARBOOK PHOTOS Do you charge a sitting fee? If so, what is the cost? PACKAGE DESCRIPTION PRICE Package A 2-2" x 3 Package B 1-5" x 7" 4-2" x 3 Package C 2-5" x 7" Package D 1-8" x 10" Additional Packages Offered 2-5" x 7" 2-2" x 3 Package Package Package Attach additional pages if necessary. 15 P age

16 CATEGORY 2 PRICE FORM YEARBOOK PHOTOS Value Added: List any value added services Proposer is willing/able to provide based on the above pricing. Note: Pricing to students is of the utmost importance and will have a weight of up to 30 points out of 100 total possible points. Value Added items will be scored at no more than 15 total points P age

17 CATEGORY 3 PRICE FORM SENIOR PICTURES Do you charge a sitting fee? If so, what is the cost? PACKAGE DESCRIPTION PRICE Package A 2-2" x 3 Package B 1-5" x 7" 4-2" x 3 Package C 2-5" x 7" Package D 1-8" x 10" Additional Packages Offered 2-5" x 7" 2-2" x 3 Package Package Package Attach additional pages if necessary. 17 P age

18 CATEGORY 3 PRICE FORM SENIOR PICTURES Value Added: List any value added services Proposer is willing/able to provide based on the above pricing. Note: Pricing to students is of the utmost importance and will have a weight of up to 30 points out of 100 total possible points. Value Added items will be scored at no more than 15 total points P age

19 CATEGORY 4 PRICE FORM SPORTS PHOTOGRAPHY Do you charge a sitting fee? If so, what is the cost? PACKAGE DESCRIPTION PRICE Package A 2-2" x 3 Package B 1-5" x 7" 4-2" x 3 Package C 2-5" x 7" Package D 1-8" x 10" Additional Packages Offered 2-5" x 7" 2-2" x 3 Package Package Package Attach additional pages if necessary. 19 P age

20 CATEGORY 4 PRICE FORM SPORTS PHOTOGRAPHY Value Added: List any value added services Proposer is willing/able to provide based on the above pricing. Note: Pricing to students is of the utmost importance and will have a weight of up to 30 points out of 100 total possible points. Value Added items will be scored at no more than 15 total points P age

21 CATEGORY 5 PRICE FORM EVENT PHOTOGRAPHY Do you charge a sitting fee? If so, what is the cost? PACKAGE DESCRIPTION PRICE Package A 2-2" x 3 Package B 1-5" x 7" 4-2" x 3 Package C 2-5" x 7" Package D 1-8" x 10" Additional Packages Offered 2-5" x 7" 2-2" x 3 Package Package Package Attach additional pages if necessary. 21 P age

22 CATEGORY 5 PRICE FORM EVENT PHOTOGRAPHY Value Added: List any value added services Proposer is willing/able to provide based on the above pricing. Note: Pricing to students is of the utmost importance and will have a weight of up to 30 points out of 100 total possible points. Value Added items will be scored at no more than 15 total points P age

23 RENEWAL If mutually agreeable, the Fremont Unified School District reserves the right to consider the extension of this contract for up to a five (5) year period. A price increase, if exercised, shall be fully justified by vendor and proved by a test of the market and/or submission of documents. Price increases shall not exceed more than 5% per year. Bidder to indicate in space provided if it would accept option to renew for the following periods and at what percentage: Category 1: Fall & Spring Pictures Dates Yes No Max. % Increase to to to to Category 2: Yearbook Photos Dates Yes No Max. % Increase to to to to Category 3: Senior Pictures Dates Yes No Max. % Increase to to to to Category 4: Sports Photography Dates Yes No Max. % Increase to to to to Category 5: Event Photography Dates Yes No Max. % Increase to to to to P age

24 RENEWAL Having carefully examined the Proposal Notice, Terms, Conditions, Specifications, and Proposal Form, the undersigned hereby proposes and agrees to furnish goods and/or services in strict compliance with the specifications and conditions at the prices quoted unless noted in writing. The undersigned affirms that they are duly authorized to execute this proposal and that this company, corporation, firm, partnership, or individual has not prepared this proposal in collusion with any other proposer. The undersigned hereby proposes and agrees to furnish, and deliver the goods and services in accordance with the terms, conditions, specifications and prices herein quoted. Corporate Seal (if a corporation) Proper name of Individual, Company or Corporation Authorized Signature Type or Print Signer's Name Title Telephone Fax Date 24 P age

25 PROPOSAL PREPARATION SPECIFICATIONS Proposal Preparation Specifications Contents: Section 1 - Scope of Services Section 2 - Proposal Evaluations Section 3 - Proposal Instructions and Format SECTION 1 SCOPE OF SERVICES Nothing in this contract shall preclude any parent from requesting a private photography session or purchasing items outside the scope of this limited exclusive agreement from the awarded firm or firms. Proposer shall provide a detailed statement of guarantee, replacement policy, and refund policy. Failure to do so will obligate the proposer to a full unlimited warranty at the discretion of the District. CATEGORY 1 FALL & SPRING PICTURES Pictures will be taken twice a year at each school site. Dates to be coordinated with Principal or ASB Advisor. All pictures will be packed and alphabetized by students and teacher for delivery. All pictures will be guaranteed to the satisfaction of the school and parents. The photography company must offer optional retouching at the parents/student s request and delineate charges on the pricing package for said service. The photography company will handle all complaints and adjustments on pictures. Photography must be available digitally to school site and yearbook staff. Proposer shall furnish equipment and software for the purpose of creating ID cards/badges. Badge software must allow for customization of ID cards/badges for specialty groups including addition of logos, color choice, etc. All re-takes and makeup photographs will be taken at each campus. All individual picture package prices will include applicable sales tax. The school will be provided displays and take home notices for all students and staff approximately two weeks prior to the picture taking date. The chosen picture date will be decided upon by the principal. All other time schedules and the delivery of pictures will be discussed with the principal. All information concerning picture covers for group pictures will be discussed with the principal. All prices on re-orders to be the same as original price. Firm must offer pre-paid packages as defined in the RFP price form. Other photographic options and packages may be offered so long as the packages defined are included in the proposal. CATEGORY 2 YEARBOOK PHOTOS Pictures will be taken twice a year at each school site. Dates to be coordinated with Principal. All pictures will be packed and alphabetized by students and teacher for delivery. All pictures will be guaranteed to the satisfaction of the school and parents. The photography company must offer optional retouching at the parents/student s request and delineate charges on the pricing package for said service. The photography company will handle all complaints and adjustments on pictures. Photography must be available digitally to school site and yearbook staff. Proposer shall furnish equipment and software for the purpose of creating ID cards/badges. Badge software must allow for customization of ID cards/badges for specialty groups including addition of logos, color choice, etc. All re-takes and makeup photographs will be taken at each campus. All individual picture package prices will include applicable sales tax. The school will be provided displays and take home notices for all students and staff approximately two weeks prior to the picture taking date. The chosen picture date will be decided upon by the principal. All other time schedules and the delivery of 25 P age

26 pictures will be discussed with the principal. All information concerning picture covers for group pictures will be discussed with the principal. All prices on re-orders to be the same as original price. Firm must offer pre-paid packages as defined in the RFP price form. Other photographic options and packages may be offered so long as the packages defined are included in the proposal. CATEGORY 3 SENIOR PICTURES The yearbook requires digital photographs of each senior student for the yearbook. The successful Proposer(s) will contact the yearbook advisor at each high school in order to obtain yearbook deadline dates. The awarded Proposer(s) will schedule with the principal or representative a time to meet with the junior class to arrange for senior portraits to be taken during the summer before their senior year. Background poses and clothing for senior portraits for the yearbook will be decided by the advisor, principal, and photographer. Seniors will get at minimum six (6) poses/proofs from which to choose their final portrait selections. Seniors will be allowed to order extra photographs other than the designated packages. Re-takes and make-up pictures will be of the same quality and taken under the same setting as all other senior pictures. CATEGORY 4 - SPORTS PHOTOGRAPHY A minimum of two (2) of each type of sporting event will be photographed for yearbook purposes (e.g. Two varsity football games, two junior varsity footballs, two varsity basketball games, two junior varsity basketball games, etc.). The successful Proposer(s) will provide team photos as directed by the principal or designee. All photography must be available digitally to school site. Proposer(s) will provide all sports photography for yearbook purposes. Sport photographers holding a valid press pass or on assignment for the California Interscholastic Federation (CIF) will be permitted on the field, but will not have resale rights on campus. Proposer(s) will provide the school site, at no charge, personnel, and proper equipment to take all sports team photos for the yearbook. These pictures shall be taken in accordance with the school s schedule. All pictures will be guaranteed to the satisfaction of the school and parents. The photography company will handle all complaints and adjustments on pictures. All individual picture package prices will include applicable sales tax. All other time schedules and the delivery of pictures will be discussed with the principal or designee. All prices on re-orders to be the same as original price. Each head coach will receive a complimentary team picture. Photographer is responsible for scheduling team photos with all coaches. Firm must offer pre-paid packages as defined in the RFP price form. Other photographic options and packages may be offered so long as the packages defined are included in the proposal. CATEGORY 5 - EVENT PHOTOGRAPHY Event schedules are subject to change; therefore Proposer(s) shall be prepared to provide personnel for rescheduled events with 72-hour notice. Proposer shall provide a photographer at all extra-curricular activities as necessitated by the Principal and/or ASB Advisor, including dances and special events, excluding sporting events, and graduation. Photographer will produce printed items for dances such as invitations and tickets. Firm must offer pre-paid packages as defined in the RFP price form. Other photographic options and packages may be offered so long as the packages defined are included in the proposal. 26 P age

27 VALUE ADDED SERVICES As part of this RFP, the District is seeking voluntarily, at your own discretion, any value added services or support that you feel would be helpful to our schools. The District offers suggestions for value added to include, but not limited to, the following: Donations of service such as mentoring students, volunteering in schools or departments, and performing in-kind services to supplement services the Site already provides. Funding assistance such as scholarships, donations of money to Site schools or programs, donations of money to the Site, sponsorship, and/or advertising of Site schools or programs. Include ID Cards, Printer for ID Cards; Site camera and software Mini sticker pictures Photos of all Site administrators for administration purposes Donations of new and usable supplies and/or equipment. Other: Innovative considerations. Cash donations Equipment donations SECTION 2 PROPOSAL EVALUATIONS This RFP is designed to develop the best business solution to meet the needs of the District. Proposals will be reviewed for content, completeness, experience, qualifications, means of providing the service and cost. District will select the Proposers that provides the best match for the District. By responding to this RFP, Proposer acknowledges that acceptable Proposers may be subject to an interview by a District Committee who shall make their recommendation to the District s Board of Trustees. The District reserves the right to complete the selection process without proceeding to an interview process and make a selection based solely on the information provided in the Proposal. By responding to this RFP, Proposer acknowledges that this agreement is for the performance of a service and shall be determined upon finding the best match for the purposes of the District and that lowest responsible proposer requirements do not apply. Proposals shall be evaluated based on the criteria listed hereunder. Information and/or factors gathered during interviews, discussions, and/or negotiations shall also be utilized in the final selection decision. The District reserves the right to waive any and all irregularities and award a contract to the firm or firms, which, in the sole opinion of the District, best fulfills the terms and conditions of this RFP. Evaluation Criteria Assigned Weight Proposed Pricing 30% Proposed Services/Products 20% Quality of Materials & Samples 20% Qualifications & Ability to Perform 15% Valued Added Services/Items 15% Complimentary Head shot for yearbook Pass/Fail Free sitting fee Pass/Fail Courtesy Complimentary Services Pass/Fail 27 P age

28 SECTION 3 PROPOSAL INSTRUCTIONS AND FORMAT INTRODUCTION To be considered responsive to this RFP, Proposer must submit proposals in the format identified in this section. All requirements and questions in the RFP must be addressed and all requested data must be supplied. The District reserves the right to request additional information that, in the District s opinion, is necessary to assure that the Proposer s competence, number of qualified employees, business organization and financial resources are adequate to perform according to contract. PREPARATION Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP; however, literature describing the proposed services and extent of support included in the proposal should be forwarded as part of the proposal. Proposals should emphasize the Proposer s demonstrated capability to perform the required service. PROPOSAL FORMAT In order for a proposal to be considered, said proposal shall adhere to the following format for organization and content. Proposal must be divided into the individual sections listed below. PART I - COVER LETTER The cover letter shall include a brief statement of intent to perform the service, qualifications for selection and signature of an authorized officer of the organization who has legal authority in such transactions. Proposals with unsigned cover letters will be rejected. The cover letter must also provide the name, position, and full contact information for the individual designated as the Proposer s contact for this proposal. PART II - TABLE OF CONTENTS The table of contents shall identify the contents of the proposal in a format consistent with the proposal requirements and format set forth herein. PART III - BACKGROUND AND EXPERIENCE Each Proposer shall include a description of the professional and technical experiences, background, qualifications and expertise of the organization's key personnel. The description shall show that the Proposer possesses the demonstrated skills and experience in specific areas of the project scope. The Proposals shall include: 1 Proposer(s) name, address, telephone and fax numbers, address, web site address if applicable, and authorized representative(s). 2 Give a background of the company and detail any projects that relate specifically to this project. Describe the organizational structure of your firm, including any relationship with a parent, subsidiary, or affiliated company 3 List how long the company has been in business conducting this type of service. What is the total number of employees and participants you currently service? 4 Who are you currently under contract with? 5 Does your company intend to subcontract any services? If yes, list name and general information of subcontractor(s). 6 Upon request by the District, Proposer shall submit promptly to the District satisfactory evidence showing the Proposer s financial resources, the Proposer s experience in the type of work being required by the District, the Proposer s staff available for the performance of the contract and any other 28 P age

29 required evidence of the Proposer s qualifications to perform the proposed contract. The District may consider such evidence before making its decision awarding the proposed contract. Failure to submit evidence of a Proposer s responsibility to perform the proposed contract may result in rejection of the Proposal. a. The successful Proposer must demonstrate sufficiency of financial resources and the ability to perform the contract. b. The successful Proposer must demonstrate that they have sufficient equipment and services to perform the contract and provide service promptly, without delay or interference. PART IV - STATEMENT OF WORK / ACTION PLAN The work plan shall describe how the Proposer would assist the District in reaching its goals as set forth in this RFP. The Proposer should fully explain in detail their methodology to accomplish this project. Timelines, meetings, district responsibilities and all other important information should be included in this section with clear detail. Proposer should include clear detail on how they would complete each part of the project set forth under Section 1, Scope of Services. Proposers should use this section to address the ability of Proposer s firm to undertake the project, considering Proposer s current and anticipated workload. PART V RFP PRICE FORM Proposer shall return a RFP Price Form, fully executed in accordance with the Instruction to Proposers for every category that they wish to provide. Proposals for the Service will be accepted as outlined in this RFP. All prices shall be F.O.B. Destination and shall include all charges incurred. PART VI RENEWAL FORM Proposer shall complete a renewal form for each submitted service category. PART VII - NON-COLLUSION DECLARATION FORM Proposer must return a fully executed Non-Collusion affidavit, as required by Public Contract Code section 7106, with the completed proposal. PART VIII ADDENDA FORM Proposer shall acknowledge any Addenda received. PART IX AGREEMENT FOR ACCESS TO STUDENT INFORMATION Proposer shall sign document relating to the acceptable use of student information. PART X REFERENCE CHECK FORM Proposer shall include relevant California public school district references. PART XI SAMPLE PHOTOGRAPHS Proposer shall include sample photographs for each category that they are submitting in their proposal. 29 P age