I. High School Technical Specifications

Transcription

1 Snohomish School District 1601 Avenue D Snohomish, WA Request for Proposal Student Photography 08 03(c) High Schools I. High School Technical Specifications 1.01 Scope To provide labor, supplies and equipment for school pictures at two (2) high schools. The picture service will be provided to students who are being served by the Snohomish School District. Staff group and individual pictures may be taken at the discretion of the building principal. Staff may purchase package options at the same price as student pictures as stated on the response form Length of Contract The contract is for the school year, with up to four (4) one (1) year renewal periods. Satisfaction must be guaranteed for the contract to continue for the second year. Performance will be reviewed annually and must be satisfactory for the contract to continue Photographer Responsibilities a. A local representative must be assigned to the Snohomish School District account. This representative must have been involved in the planning, processing, ordering and execution of student photography for high schools for no less than two (2) years. The representative must be available to meet with the school advisers and the Purchasing Manager as needed to review Proposals and answer questions. The District reserves the right to request different representation or photography staff at any time over the life of the contract, for any reason deemed necessary by the District. b. The photographer that is awarded this proposal shall provide to the District information related to the number of different photographic packages sold at each school during the school year, and each consecutive year if renewal options are selected. c. Photographer must provide a toll free telephone number or accept collect calls. d. No other promotions, outside those submitted in the Management Plan, shall be offered by the photographer without prior approval from the Purchasing Manager. e. Failure of the company awarded the proposal to meet all contractual obligations, specifications, procedures, and stated dates may result in an unfavorable recommendation in the event the company submits a proposal for the next contract period.

2 1.04 Student Lists The District shall provide the successful photographer with student lists by grade level in an electronic format, excluding those students whose parents have requested their students names not be released. The photographer shall request such lists, with necessary specifications, from the school registrar at least one week prior to the date needed Protection of Student Information / Imagery The photographer understands that photos of District students are to be released only to the legal parent/guardian of the student, the emancipated or legal age student or the principal of the school, including his or her designated staff member and are not to be used for any purposes other than those specified in this contract Individual Pictures a. All pictures are to be in color and printed on E or N surface Kodak paper or the equivalent using high quality chemicals during film processing. b. All pictures shall have the same neutral background selected by the school personnel. c. Every high school student will be offered the option of upgrading the portrait color background at an additional price, if applicable. If a student upgrades the color background, the Photographer will still take one picture with a neutral background for school records. Please include samples and color choices of background options. Indicate which are basic backgrounds and which are upgrades. d. There will be no firm or product advertising shown on the front of pictures Group Pictures a. The photographer shall provide the school with photographs of activity clubs and/or athletic teams and graduation day for school yearbooks. Size and specifications will be determined by the yearbook adviser. b. There will be no firm or product advertising shown on the front of pictures. c. Staff group and individual pictures may be taken at the discretion of the building principal Picture Day a. The Photographer shall provide four (4) photographers and two (2) assistants (to assist in collecting money and to assume all other clerical functions) during each take and retake process. *SSD did authorize the vendor to work with principal to determine staffing levels appropriate for the particular day (especially make up and re take days). The principal does have the authority to request a full staff load for any of the days. b. The Photographer shall arrive ½ hour prior to the scheduled picture time for set up. c. The Photographer must provide clean combs for student use. When a student chooses to use a comb, that comb is to become the property of the student.

3 d. The school will provide volunteer runners. Where runners are utilized, the Photographer shall provide a complimentary picture package to each volunteer runner. The number of runners will be jointly determined by the principal and the Photographer. e. The photographer shall verify that each student has paid for their picture package and ASB cards prior to taking the photograph. f. The photographer shall take adequate time with each student being photographed for quality photos. g. The photographer shall provide adequate lighting for good quality photos Picture Packets a. Picture packets shall have a glassine or equal protective window to facilitate student identification. b. The Photographer shall be responsible for distribution of photographs. Based upon the class lists provided by each school, picture packages shall be returned to the respective schools, sorted and bundled alphabetically by grade level and by home room teacher, or by another method as requested by the school (See Management Plan #8). c. Packets must be returned to the school or mailed home within three (3) weeks of the original picture day. Retakes are to be scheduled within one week after delivery of original pictures. d. Duplicate packages of original pose must be available upon request by the parent. Photographer will sell directly to the parents. An order blank for reprints with package prices shall be provided on the return envelope containing the student photographs. e. On the day that packets are returned to the school, each student that paid for pictures shall receive a packet or an explanation (some may obviously be retakes) Retakes and Refunds a. Retakes are to be allowed for non satisfactory pictures at the request of the principal or parent. b. In the event that a package is not delivered, or that the parent is not satisfied, the photographer shall issue a full refund within a thirty calendar day period. The photographer will be responsible for dealing with any parent dissatisfaction and will assume responsibility for reimbursement of charges to parents for the undelivered or unsatisfactory pictures Photographer Visits The photographer shall provide, at a minimum, seven (7) photographer visits to each high school: a. Registration in late August b. Make up in September c. Re takes in October after picture packets have arrived d. Extra Curricular Activity Group Pictures

4 e. Sports Group Pictures f. Graduation Day g. One additional session 1.12 Samples Companies are required to provide samples of photographs, notices, background options, identification cards and ASB cards with their Proposals. Also, please provide samples of any optional or additional items you are quoting. If the samples must be returned, the Proposer is responsible for notifying the District within 30 days of Proposal opening and is responsible for retrieving the samples from the District at a mutually acceptable time or pay for their return via common carrier Prices Prices proposed must be all inclusive. Please include Washington State Sales Tax in your proposal price for each option. Items delivered under this proposal shall be delivered to the location as requested by each school. All items shall be delivered F.O.B. destination Payment The District takes no responsibility for payment for pictures/services rendered by the Photographer. All financial transactions will occur between the Photographer and the parent/guardian purchasing pictures. The District will not be responsible for nonpayment, nor are we able to support the photography company in attempting to collect funds Notices: The Photographer will supply announcements necessary for notification of picture taking dates for each student and notification of retakes. Number of fliers will be determined by the principal. Fliers are to be delivered to the respective school at least three (3) weeks prior to scheduled sittings. Included in the notice for retakes shall be a statement informing parents to keep the class picture and to return the remainder of the packet if they plan to have the photographs retaken. Following award of this proposal, the Photographer will work with the District to review and refine the notices before distribution. The quoted base packages will be prominently displayed and upgrade order options will be clearly identified as upgrades. Flyers must be submitted to Snohomish School District Purchasing Department for prior approval before distribution Deadlines a. The successful Photographer for this proposal shall be required to meet with each high school principal or designee and yearbook adviser to arrange dates for the taking of pictures. This must be accomplished prior to May 1 st in the first year and

5 between March 1 st and April 1 st in each consecutive year thereafter, if renewal options are selected. b. All pictures are to be delivered before December 10th each year (with the exception of spring photos). c. Notices shall be provided by the Photographer to the building principal or designee three weeks prior to the picture taking date School Administration Packages a. Each high school shall be provided ten (10) student directories, ( Mug books) with student picture, name and grade level. b. Each high school shall be provided with: One (1) CD ROM disk containing each student s picture (neutral background), name and grade level, sorted alpha by grade level. All pictures shall provide the name and grade level of the student. One (1) adhesive color picture record strip for each student enrolled at the school. Each picture record strip shall consist of four (4) identical photographs. The student s name and grade level shall appear on each of these pictures. The picture record strips shall be sent to the respective schools sorted and bundled alphabetically by grade level. c. Each high school shall receive, if requested, one (1) die cut, black and white or color yearbook glossy for each student attending the school, as well as a CD containing student names, pictures and grade level, sorted by alpha, that will be sent to the yearbook plant. Retakes must be included on this CD, as well as group pictures. The size shall be 2 x3. The individual die cut photographs shall be sorted and bundled alphabetically by grade level and by teacher/counselor. The photographer will contact each school yearbook representative to obtain exact specifications and deadline dates. d. Each high school shall receive one staff photo for their school collection, size to be determined at each building. e. Each high school shall receive one (1) additional complete set of student pictures with name and grade level in a ring binder for yearbook identification purposes WESPaC Compatibility The picture files provided by the photographer must meet all specifications for WESPaC including: a. Pictures must be in standard JPEG format with an extension of *.jpg b. Pictures must be named using the student s identification number as the file name. c. The image size is 210 pixels x 299 pixels at 72 dpi Purchasing Department Requirements During each school year, the photographer will be required to supply the Purchasing Department with a complete individual picture packet, a group picture and a pictorial school directory. The individual picture packet, group picture and school directory will be randomly selected by the Buyer and the photographer shall have five (5) business

6 days to submit these items to the Purchasing Department for quality assurance inspection. The photographer that is awarded this proposal shall provide to the District information related to the number of different photographic packages sold at each school during the school year, and each consecutive year if renewal options are selected (see 4.03) Identification/ASB Cards Plastic Identification and/or ASB cards shall be provided for all school staff and students enrolled at each high school. The design of the cards shall be determined by the school principal, or his/her designee and a representative of the photographer. The photographer shall provide software, materials and hardware for the school to make new or replacement cards on site. The photographer shall also provide hardware and software technical support.