CENTRAL DAUPHIN SCHOOL DISTRICT REQUEST FOR PROPOSAL PHOTOGRAPHY SERVICES ELEMENTARY SCHOOLS INSTRUCTIONS AND GENERAL CONDITIONS

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1 REQUEST FOR PROPOSAL PHOTOGRAPHY SERVICES ELEMENTARY SCHOOLS INSTRUCTIONS AND GENERAL CONDITIONS 1. Requests for Proposals for Photography Services Elementary Schools are being solicited for a three year period, covering the , , and the school years. 2. Requests for Proposal will be received no later than 12:00 p.m. on April 4, 2013 at the Administration Building of the Central Dauphin School District, 600 Rutherford Road, Harrisburg, Pennsylvania, Requests for proposals will be publicly opened at 1:00pm on April 4, 2013 at the Administration Building of the Central Dauphin School District, 600 Rutherford Road, Harrisburg, Pennsylvania, All Proposals must be submitted to Mrs. Tara Olvera, Purchasing Supervisor, in sealed envelopes marked SEALED PROPOSAL FOR PHOTOGRAPHY SERVICES Elementary Schools. Faxed or ed proposals will not be considered. 4. Proposals must be typewritten or printed in ink, and the enclosed Proposal Form provided by the District must be completed. The contractor must sign and remit the original proposal form and retain a copy for reference purposes. 5. Alterations, additions, or changes to the conditions of the proposal will not be permitted. 6. The maximum length of time a proposal is valid should be stated in the proposal with the minimum being 60 days from the above proposal opening date to allow for sufficient proposal analysis and award. 7. The attached Non-Collusion Affidavit must be signed, notarized and submitted with the proposal. Failure to provide a completed and notarized affidavit may be grounds for disqualification of the proposal. 8. It is understood that the Board may make its award for the entire proposal, or may reject any or all items, as it desires. It is also understood that the Board reserves the right to award the proposal in the best interest of the School District, and to waive any informalities, technicalities and irregularities. 9. This contract may be terminated by either party with a 180-day written notice. Should the contractor prematurely terminate the contract, all District costs to establish new photography services will be the responsibility of the terminating contractor. 10. The District may terminate the agreement immediately should information be received relating to the contractors failure to abide by the laws or amendments outlined in this agreement. 11. In the event that the successful contractor should neglect or refuse to furnish and deliver the said services or any part thereof as provided in these specifications, the School District is authorized and empowered to establish a new agreement in conformity with this contract from such party or parties in such manner as it shall select at the expense of the successful contractor, or to cancel this contract reserving to itself, nevertheless, all rights for damage which may be incurred by the School District. 12. The contractor agrees that if the contract is awarded to him/her, s/he will not assign, transfer, or sublet it without the written consent of the School District.

2 13. References to proprietary services are strictly to establish minimum standards of quality and are not stated to eliminate or diminish competition. 14. No rights shall accrue to any contractor submitting a proposal until such proposal has been accepted, a contract awarded, and completely executed in writing by duly authorized officers of the District. 15. Payment will be processed upon satisfactory receipt of documentation and invoice. 16. All contracts will be entered into under and subject to the provisions of the Public School Code of 1949 of the Commonwealth of Pennsylvania, approved March 10, 1949, P.L. 30 and its supplements and amendments, and the successful contractor agrees to satisfy the Board concerning all of the requirements of the laws of Pennsylvania outlined above. 17. All applicable laws shall be deemed to be part of these specifications and the contract shall be read and enforced as though they were included. IN WITNESS WHEREOF, the parties hereto have executed this Agreement, by their officers thereunto duly authorized, on the day and year first above written. OWNER, AUTHORIZED AGENT, OR CONTRACTOR: By: Print Name: Title:

3 PROPOSAL FORM Central Dauphin School Board Central Dauphin School District Administration Building 600 Rutherford Road Harrisburg, Pennsylvania Administrator: We, the undersigned, hereby propose and agree to furnish to the Central Dauphin School Board, of Dauphin County, Pennsylvania, whose offices are at 600 Rutherford Road, Harrisburg, Pennsylvania, any or all services that have been proposed on the attached pages. This proposal is subject to all the terms of the specifications, and proposal instructions and general conditions herewith printed, and we hereby agree to furnish such services as may be awarded to us. Signed (Name and Title) Contractor Name Contact Person Address Telephone Number / Fax Number Address Date An authorized official must sign this Proposal Form. This sheet is to be returned with the proposal in a sealed envelope marked: "Sealed Proposal for Photography Services Elementary Schools Bids should be addressed to Mrs. Tara Olvera, Purchasing Supervisor, Central Dauphin School District, Administration Building, 600 Rutherford Road, Harrisburg, Pennsylvania

4 NON-COLLUSION AFFIDAVIT STATE OF : : COUNTY OF : and says the following:, of lawful age, being first duly sworn according to law deposes He/She is an officer, member or employee authorized by the organization and its principals (the Contractor ) to submit the attached proposal and makes the final decision on the information stated in this proposal. The contractor has not been convicted or found liable for any act prohibited by state or federal law in any jurisdiction involving conspiracy or collusion with respect to bidding on any public contract within the last three years and is not a debarred or suspended party as listed in the General Services Administration s List of Parties Excluded From Federal Procurement or Non-procurement Programs or by the Commonwealth of Pennsylvania. The contractor understands that if he/she has been convicted or found liable as aforesaid, the Central Dauphin School District (the District ) is not prohibited from accepting a proposal from or awarding a contract to the contractor, but the conviction or finding of liability may be a ground for administrative suspension or debarment in the discretion of the District under the rules and regulations of the District, or if the District has no administrative suspension or debarment regulations or procedures, the conviction or finding of liability may be a ground for consideration on the question of whether the District should decline to award a contract to the contractor on the basis of a lack of responsibility. The Contractor has not been a party to any collusion among other contractors in restraint of freedom of competition by agreement to propose at a fixed fee or to refrain from proposing. The Contractor has not been a party to any collusion with any governmental official or employee as to quantity, quality or price in the prospective contract or with respect to any other terms of the prospective contract or with respect to any discussions between the Contractor and any governmental official concerning exchange of money or other things of value for special consideration in the letting of a contract. The foregoing statements are accurate with respect to the Contractor and its current or previous officers and employees and to the best of the affiant's knowledge, information and belief. Signed (Name and Title) Sworn to and subscribed before me, a Notary Public, on the day of, 20. Contractor Name Notary Public My Commission Expires:

5 SPECIFICATIONS FOR PHOTOGRAPHIC SERVICES ELEMENTARY SCHOOLS FOREWARD The Administration of the Central Dauphin School District is seeking proposals from photography companies, asking each if they will provide the following photography services for the period requested. The goal of the District is to achieve a combination of minimal fees and maximum convenience for our students. The following services must be provided at a minimum. The responding photography service contractor may offer to provide additional useful services to the Central Dauphin School District. Any other service (s) which the contractor would want to offer the District for the length of the agreement may be provided supplementary to the proposal. Fees for any other additional services should be itemized in your proposal. QUESTIONS If any photography company should have any questions or require additional information, please contact Mrs. Tara Olvera, Purchasing Supervisor, at (717) , extension 232, or at tolvera@cdschools.org. FALL PICTURES 1. Preprinted sales flyers are to be provided by the contractor. 2. Every child is to be photographed; irregardless of portrait picture package purchase. 3. A minimum of (3) three portrait picture packages should be made available to all students. At least (1) one portrait package should be priced available to needy or disadvantaged families. Portrait packages and pricing for the three years ending June 30, 2014, 2015, and 2016 should be provided. 4. Fall pictures are administered on a pre-pay basis. 5. Contractor should provide enough photographers to complete services in one day. A listing of all school buildings and approximate enrollment is attached. 6. Fall pictures should be completed and distributed to students on or about October 31 st of each year. 7. A make up day shall be required. The make up day should be scheduled after the distribution of fall pictures.

6 SPRING PICTURES 1. Spring pictures typically are not administered on a pre-pay basis. Photographers are to consult with the building principal to determine building preference. 2. If pre-pay basis is not selected, every child is to be photographed; regardless of portrait picture package purchase. 3. Contractor should provide enough photographers to complete services in one day. A listing of all school buildings and approximate enrollment is attached. 4. Spring pictures should be completed and distributed to students on or about March 31 st of each year. YEARBOOK / MEMORY BOOK 1. Proposals should include information pertaining to the sale and production of an annual yearbook/memory book. 2. Specifications and pricing for an annual yearbook/memory book for the three school years ending June 30, 2014, 2015, and 2016 should be provided. 3. A timeline for the production of the yearbook/memory book should be included. 4. Yearbook / memory books should be completed and distributed to students on or about April 15th of each year. STUDENT IDENTIFICATION CARDS / BADGES 1. Complimentary student identification cards should be provided for all students. These identification cards should contain the student photograph, student name, building name, and grade level. COMMISSION 1. The commission structure for the three school years ending June 30, 2014, 2015, and 2016 should be provided. 2. The timeframe for payment remittance of commissions should be included within the proposal. OTHER 1. Complimentary portrait package should be available for teachers and staff members. 2. The contractor should provide the district an electronic format of all pictures taken. These pictures will be utilized for cafeteria account identification and the student information system. 3. Neither the elementary school buildings nor the Central Dauphin School District should be involved within the collection of NSF checks, unpaid or unreturned photographic services, etc.

7 Elementary School Buildings Chambers Hill Elementary School 6450 Chambers Hill Road Harrisburg, Pennsylvania (717) Mr. Steven Epstein, Principal Enrollment: Approximately 222 Students E.H. Phillips Elementary School 100 Oakmont Road Harrisburg, Pennsylvania (717) Ms. Erika Willis, Principal Enrollment: Approximately 354 Students Lawnton Elementary School 4400 Franklin Street Harrisburg, Pennsylvania (717) Mrs. Stephanie Bruno, Principal Enrollment: Approximately 231 Students Linglestown Elementary School 1044 N. Mountain Road Harrisburg, Pennsylvania (717) Mr. Scott Pavusek, Principal Enrollment: Approximately 381 Students Middle Paxton Elementary School 931 Peter s Mountain Road Dauphin, Pennsylvania (717) Mrs. Carol Lopez, Principal Enrollment: Approximately 317 Students Mountain View Elementary School 400 Gibbel Road Harrisburg, Pennsylvania (717) Mr. Stan Roesch, Principal Enrollment: Approximately 363 Students

8 Elementary School Buildings (CONTINUED) North Side Elementary School 4520 N. Devonshire Road Harrisburg, Pennsylvania (717) Mrs. Sarah Box, Principal Enrollment: Approximately 531 Students Paxtang Elementary School 3530 Rutherford Street Harrisburg, Pennsylvania (717) Mr. Robert Stewart, Principal Enrollment: Approximately 213 Students Paxtonia Elementary School 6135 Jonestown Road Harrisburg, Pennsylvania (717) Ms. Betsy Robinson, Principal Enrollment: Approximately 644 Students Rutherford Elementary School 6500 Clearfield Street Harrisburg, Pennsylvania (717) Mr. Deron Doi, Principal Enrollment: Approximately 424 Students South Side Elementary School 4525 Union Deposit Road Harrisburg, Pennsylvania (717) Mrs. Kelly Fowlkes, Principal Enrollment: Approximately 554 Students

9 Elementary School Buildings (CONTINUED) Tri-Community Elementary School 255 Cypress Street Bressler-Steelton, Pennsylvania (717) Ms. Barbara Lamond, Principal Enrollment: Approximately 420 Students West Hanover Elementary School 7740 Manor Drive Harrisburg, Pennsylvania (717) Mr. Lewis Correale III, Principal Enrollment: Approximately 460 Students

10 REQUEST FOR PROPOSAL PHOTOGRAPHY SERVICES ELEMENTARY SCHOOLS VENDOR MAILINGS (Alphabetical) Barksdale Portraits 380 Turner Way Aston, Pennsylvania Attn. Jenifer Viviani Fashion Mystique Modeling And Beauty Salon, Inc. 611 N. Mountain Road Harrisburg, PA Attn. Dawn Shearer Inter-State Studio Publishing Company 251 Sunset Drive Howard, PA Attn: Gordon Barrey Legacy Photographics 408 E. 4th St., Suite 306 Bridgeport, PA Lifetouch National School Studios 4211 Elmerton Avenue Harrisburg, Pennsylvania Attn. John Stauffer Showstopper Photography 82 Sylvan Drive Pottstown, PA Attn. Chris Murphy