STUDENT PHOTOGRAPHY SPECIFICATIONS:

Transcription

1 STUDENT PHOTOGRAPHY SPECIFICATIONS: Palatine High School, Fremd, High School, Conant High School, Schaumburg High School, and Hoffman Estates High School Township High School District 211 is accepting sealed proposals on photography services for the following school years: , , , , and Proposals must be submitted to Township High School District 211 (ATTN Augie Fontanetta) 1750 S. Roselle Road, Palatine IL, by March 16 th, 12:00pm to be considered. Vendors submitting proposals will be required to provide a twenty (20) minute presentation of their product, software and services. Presentations will be held on Monday April 6 th, Times will be determined by the D211 Director of Athletic and Activities. It is the district s intent that only one (1) company provides services for the photography included in this RFP. Contact Information: District Office Augie Fontanetta, Director of Athletics and Activities Palatine High School Mike Alther, Assistant Principal Fremd High School Eric Dolen, Assistant Principal Conant High School Robert Small, Assistant Principal Schaumburg High School Shayne Bullen, Assistant Principal Hoffman Estates High School Josh Schumacher, Assistant Principal Rev

2 I. General Information A. Senior Portraits: 1. Dates and locations for photographs will be determined in advance by the Activity Director. Re-take dates and location will be scheduled with the Activity Director at each school. 2. Color or black-and-white digitized prints or hard copy pictures (as determined by yearbook advisor) will be provided for the yearbook and each school on a compact disk. 3. A sitting fee may not be charged for the yearbook pose. 4. Only seniors photographed by the selected photographer will be included in the individual student yearbook section. 5. A maximum of five (5) additional copies of the portrait CD will be provided to the school (or district) at no cost. 6. Packages to include: CD, 16x20, 8x10, 5x7, 3½x5, 2½x3½, 1½x2½ color photos. Please include package details and pricing. 7. All money will be collected and processed by the vendor. 8. Payment may be made by, cash, credit card, check, or money order. 9. Vendor will provide options for the yearbook photo at no fee to the student. 10. Delivery of photos is the exclusive responsibility of the vendor. 11. Commission to school shall be equal to 35% of gross photo sales, or a minimum of $5,000 per school (whichever is greater). B. Underclass Pictures: 1. Contact information, including mailing and addresses of underclass students, will be provided to vendor to ensure information and prices can be mailed in advance of the photo shoot. Addresses may not be used for any other purposes. 2. Payments will be made to the vendor on day of photo shoot. 3. All money collected will be processed by vendor. 4. Payment may be made by cash, credit card, check or money order. 5. Dates and locations for photographing will be determined in advance by the Activity Director of each respective school listed above. 6. The vendor will be responsible for distribution of underclass pictures. 7. Packages shall be mailed to the student s home. Rev

3 8. An allowance shall be made for refunds and/or re-takes. 9. Packages to include: 8x10, 5x7, 3½x5, 2½x3½, 1½x2½ color photos. Please include package details and pricing. 10. Color or black-and-white digitized prints, or hard copy pictures (as determined by yearbook advisor) will be provided for the yearbook and school on compact disk. 11. Commission to school shall be equal to 35% of gross photo sales, or a minimum of $5,000 per school (whichever is greater). 12. Commission checks will be distributed to the building within 30 business days of the final scheduled retake of underclass photo shoot. A record of all packets ordered will also be provided, including the total dollar amount. 13. Vendor will take make-up pictures (1 day) to be scheduled by each school. C. Dance Photography 1. Payments will be collected on the day of the dance and made directly to vendor. 2. Payment may be made by cash, credit card, check, or money order. 3. Dances to be photographed will be determined in advance by Activity Director. 4. Complimentary packages shall be available for chaperones and recognized students (i. e. Homecoming Court, Prom King/Queen, etc.) 5. Packages shall include: 8x10, 5x7, 3½x5, 2½x3½ color photos. Please include package details and pricing. 6. Packages shall be mailed to the student s home. 7. Commission to school shall equal 10% of gross photo sales. D. Yearbook Photos: 1. Schools may download the candid photographs from photographer website. 2. The yearbook staff will receive an edited CD of underclass images within one week of picture day, which will allow accurate editing of names and faces. 3. Vendor will provide photographers upon request from the yearbook advisor. 4. Photographic coverage of school activities will be provided free of charge. 5. Graduation photography may be included upon request. Award of contract does not include exclusive rights for graduation photography. E. ID Cards 1. The photographer agrees to schedule three days each spring for the taking of underclass ID photos at each high school. 2. If requested by the District, incoming freshmen may be photographed at feeder Rev

4 schools every spring. 3. For the duration of this agreement, the photographer will provide at no-charge eight (8) ID solution systems, to include the following: All equipment must be approved by Activity Director. a. Necessary computer hardware, video and software programs, including ribbons and card stock for ID s (8) b. Zebra Technologies ZXP Series or equivalent, dual-sided, color, hard copy printers (8) c. Compatible computers w/monitors (8) d. Cannon EOS Rebel T31 cameras or equivalent, with memory cards. All cameras to have zoom lens to 300mm. (8) e. 16,000 cards (30ml 60/40) f. 80 ribbons (prints 200 cards/ribbon 4. Maintenance shall be included on all ID system equipment listed. Additional supplies do not have to be ordered through the photographer. Replacement printer provided within 24 hours if off-site service is needed. 5. Vendor will take make-up ID pictures (1 day) to be scheduled by each school. 6. Vendor will take and provide faculty/staff ID pictures as requested. 7. At the conclusion of this contract, this equipment will become the property of the District. Maintenance and supply services will be terminated. F. Other Services 1. Up to thirty (30) enlargements (20x30 foam-board or framed) of events photographed will be provided at no cost for each school to display 2. Events covered may be posted on-line with the use of school passwords. Students, parents and staff are free to view and purchase images if desired. An annual report of traffic and participation to this site shall be provided upon request. 3. All photography requests will be provided at no charge for the District office 4. Staff photos and CD for schools and District office provided upon request. 5. Special events shall be covered as requested by sponsor and/or Activity Director. Schedule must be confirmed by the vendor to the Activity Director. 6. Photos available to yearbook sponsors within three (3) business days. 7. Staff and/or faculty photos shall be provided digitally upon request. Rev

5 II. Commission Summary A. Each school will receive 35% of Senior Portrait gross photo sales. (Minimum $5,000 per school, per year) B. Each school will receive 35% of underclass portrait package gross sales. (Minimum $5,000 per school, per year) C. Each school will receive 10% of prom and dance portrait package gross sales. (No minimum) D. Each school will receive 20% of any optional portrait programs. (No minimum) NOTE: The school will give the photographer a data file with complete names, ID#, student addresses and addresses of students to be photographed. Phone numbers of seniors will be provided to schedule and confirm appointments at the studio or school. III. Quantities Following are the estimated student enrollments for the next five years. Actual enrollments may be higher or lower Palatine Fremd Conant Schaumburg Hoffman Estates Totals IV. Samples Each bidder must submit one (1) sample with their bid. The sample senior portrait package must be of the exact specifications they propose to furnish. V. Price List Each bidder will submit a price list for underclass, dance, and senior portrait packages. VI. VII. VIII. Length of Contract This contract shall be for a five (5) year period (May, 2015 through May, 2020), to be reviewed annually, subject to cancellation by either party giving written notice thereof to the other party not less than sixty (60) days prior to the end of each contract year. Questions Questions may be directed to Augie Fontanetta, Director of Athletics and Activities. (847) References Current school clients: Rev

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7 VENDOR PRICE LIST A. Senior portraits Package details including price, quantity, and size for all packages offered. B. Underclass portraits C. Dance portraits D. Inflation % per year: All package prices must include sitting fees, sales tax, and shipping. Rev