REQUEST FOR PROPOSAL SCHOOL PHOTOGRAPHY Joplin Schools P.O. Box 128 Joplin MO 64802-0128 Phone (417) 625-5200 May 27, 2015 Joplin Schools requests your proposal for school photography services for the 2015-2016 school year. The District shall have the sole option to renew the contract in one-year increments for a maximum total of four additional years (2016-17, 2017-18 2018-19 and 2019-20). Proposals will be evaluated for: a) Cost of various picture package options and additional services b) Commission to the school per package for fall and spring pictures. A copy of the District s formal bid terms is enclosed and made a part of this request for proposal. c) Ability of the company to provide quality service in support of a successful school picture program. General specifications The successful bidder will prepare a package of pictures for each pre-k, elementary, middle, and high school student (grades 9 through 11 only) who orders the pictures under a prepay plan. Nonprepay may be an option for the vendor at no cost to the district. Maximum/ceiling package price should be $30.00. Pictures of each student will be produced for memory book and yearbook production and/or school record purposes. These pictures will be taken and produced regardless of the purchase of a picture package. They should be provided in jpeg format in both black and white and color on a CD format to each school (each school will use these photographs for their yearbooks and student information system). The school and the district office should receive a copy of the CD. Each school principal will be responsible for working with the photographer to coordinate the school s Picture Day schedule. For the 2015-16 school year, Joplin Schools will contact the successful bidder after the bid is awarded by the Board of Education on June 30, 2015. For subsequent renewals, the photographer should contact the schools to make schedule arrangements by March 1 of the previous school year. 1
The photography schedule will include one fall picture day and one spring picture day for each elementary and middle school with only fall pictures at the high school. Additionally, time to take club/activity group pictures for the yearbooks will be needed for each elementary school. Regarding class pictures for elementary, everyone in the class will receive a class picture regardless of the purchase of a photo package. One retake day for fall pictures will be offered at each school at no additional cost on a date agreed to by the school staff. Each staff member (teachers, counselors, administrators, cooks, and custodians) will have a photo taken and a package will be supplied to them at no cost to the School District. Elementary memory books will be developed through the vendor. Minimum standards include: A full-color cover selected by the school from a variety of designs provided by the vendor. Collage pages and autograph pages based on the number of classes photographed in the yearbook. Explain the formula for determine the number of extra pages in the bid. Yearbook design program must be available in an online version or computer-based for a Macintosh system MAC OS-10 or above Student photos may be in black and white or color in the memory book. An elementary memory book should be included at no charge for all elementary staff. Elementary principals will be provided a notebook of all student photos. Picture packages will be delivered to the schools within four weeks from the dates students and faculty were photographed. CD s with all student pictures in jpeg format will be delivered within four weeks free of charge. Elementary and Middle Schools will be provided a specialty item (ie: framed poster with all kids faces, portrait of all school students, etc.) suitable for hanging in the school as memorabilia for the future. The item needs to be described in the bid. The successful bidder will furnish pay envelopes and fliers to the school at least three weeks prior to the scheduled picture day. The schools will distribute the materials by sending them home with students. Joplin Schools reserves the right to terminate the award of this bid if, in their judgement, the successful bidder fails to give the necessary service and/or acceptable materials in any way during the time specified by this bid. Bidding instructions Four sample school package contents are provided on the attached bid form. You may make revisions to match your customary student packages. 2
Provide a sample elementary yearbook. Please provide your cost per package and the commission offered to each school per package purchased. Indicate extra services (choice of color background, touch-ups, etc.) offered for packages including costs associated with any extras. You may describe any additional services and options provided by your studio. Deadline for all proposals is noon, Tuesday, June 16. Please complete the attached forms (bid form and list of references) and mail to: Joplin Schools Purchasing Office P.O. Box 128 Joplin MO 64802 Please clearly mark your envelope PHOTOGRAPHY SERVICES PROPOSAL. If you have questions about the bid, please contact G.G. Mathis, Purchasing, at 417-625-5200, ext. 2008 or ggmathis@joplinschools.org. Electronic submission of bids If you wish to submit your quotation in this way in addition to a hard copy, please e-mail your proposal to sealedbid@joplinschools.org by the date and time specified on this bid form. Be sure that the subject line reads PHOTOGRAPHY SERVICES PROPOSAL. E-mailing your bid is not a requirement. You may mail your bid to Joplin Schools at the P.O. Box number listed above. E-mailed bids will not be opened until the specified deadline. If you do not receive an automated acknowledgement when you send your e-mail, contact the purchasing office immediately. The District is not responsible for lateness or non-delivery by the U.S. Postal Service or by email to the District. The time and date recorded by the District shall be the official time of receipt. Late bids will not be considered. Joplin Schools is not responsible for non-delivery or non-receipt of electronic bids. 3
VENDOR PROPOSAL FORM Please list cost per package (you may make revisions to match your standard photography packages) and commission per package to the school: Package A 8 x 10 1 5 x 7 2 Wallet size (2 x 3 ) 4 Exchange size 24 COST PER PACKAGE COMMISSION PER PACKAGE ADDITIONAL COSTS FOR COLOR BACKGROUNDS, TOUCH-UPS, ETC. (Please describe) PRICE CHANGES (IF ANY) FOR YEARS 2 AND 3 COMMISSION CHANGES (IF ANY) FOR YEARS 2 AND 3 Package B 8 x 10 1 5 x 7 1 3 X 5 2 Wallet size (2 x 3 ) 2 Exchange size 24 COST PER PACKAGE COMMISSION PER PACKAGE ADDITIONAL COSTS FOR COLOR BACKGROUNDS, TOUCH-UPS, ETC. (Please describe) PRICE CHANGES (IF ANY) FOR YEARS 2 AND 3 COMMISSION CHANGES (IF ANY) FOR YEARS 2 AND 3 4
Package C 5 x 7 1 3 X 5 1 Wallet size (2 x 3 ) 2 Exchange size 24 COST PER PACKAGE COMMISSION PER PACKAGE ADDITIONAL COSTS FOR COLOR BACKGROUNDS, TOUCH-UPS, ETC. (Please describe) PRICE CHANGES (IF ANY) FOR YEARS 2 AND 3 COMMISSION CHANGES (IF ANY) FOR YEARS 2 AND 3 Package D 3 X 5 2 Wallet size (2 x 3 ) 2 Exchange size 24 COST PER PACKAGE COMMISSION PER PACKAGE ADDITIONAL COSTS FOR COLOR BACKGROUNDS, TOUCH-UPS, ETC. (Please describe) PRICE CHANGES (IF ANY) FOR YEARS 2 AND 3 COMMISSION CHANGES (IF ANY) FOR YEARS 2 AND 3 List other options, features, and services that your studio provides: 5
Describe the specific details for spring pictures including package pricing if different from above: Describe the elementary memory/yearbook components provided in this bid. Include details about the cover, number of pages, color/black & white, and the method of layout for the yearbook: Describe the Elementary and Middle Schools specialty item to be provided. 6
REFERENCES School Name Contact Person Address Telephone Number E-mail School Name Contact Person Address Telephone Number E-mail School Name Contact Person Address Telephone Number E-mail 7
Please retain one copy of this form for your reference and return the other to the attention of the purchasing office on the date specified. Joplin Schools retains the right to accept and/or reject any and/or all bids submitted. TO BE COMPLETED BY VENDOR: Company Contact Person Address Telephone Number E-mail 8
JOPLIN SCHOOLS FORMAL BID TERMS AND STANDARD CONDITIONS By submission of bid, written or electronic, bidder certifies that he has read all terms and conditions and that bids are submitted in accordance therewith. Such terms and conditions will be a part of each contract awarded. 1. Bids are to be submitted only on the specified bid sheet. Original must be signed by a responsible agent of the firm making the bid and show his or her title. 2. Both written and electronic bids must be sealed and be marked as sealed bids. All bids will be opened and read at the time and date specified on the bid sheet. This may be witnessed by any bidder or his/her agent. Bids received in the Purchasing Office after the specified time will not be considered. 3. Prices quoted will be considered to be net prices unless otherwise stated by the bidder. Cash discounts requiring payments in less than 15 days will not be considered in making awards. 4. Prices quoted shall be F.O.B. the designated Joplin Schools delivery point unless otherwise specifically stated on proposal. In either case, delivery charges must be prepaid. 5. By submission of bid, bidder certifies that he will be in a position to make delivery of items for which he/she bids within a period not exceeding 30 days after receipt of order or award unless otherwise specifically stated by line item. In the event that more than 30 days will be required, he shall state the number of days which will be required on each item which he/she cannot deliver during the 30-day period. Time of delivery in excess of 30 days may be considered in making awards. 6. Acceptance of a bid by Joplin Schools will be in the form of a regular purchase order, contract, or special written notice, to be issued within 30 days following the date of opening. 7. In case of default of contractor in making deliveries as per contract, Joplin Schools may procure the articles or services from other sources and hold the contractor responsible for all excess costs occasioned thereby. Bidder's record as to satisfactory performance under previous contracts will be considered a factor in making awards and retaining his name on bid lists. 8. Joplin Schools reserves the right to reject any or all bids, in part or in whole, and to waive informalities in bids received. 9. Bids on items which are proposed as "equal" to base specifications must show name of manufacturer, brand name, and catalog number, if any. In addition, bidder will furnish samples and complete specifications on such items, if and when requested by Joplin Schools. In all such cases the burden of establishing equality is upon the bidder and failure to do so within a reasonable time will result in rejection. Alternative bids (those on items which do not meet minimum specifications or which are submitted under highly restrictive conditions) will not be considered unless no other type bid for the item is received. 10. In case of tie bids, with all other factors considered equal, award will be made to only one of the low bidders. "Splitting" will be avoided and award of previous contract(s) will not be a factor. Awarding of the bid when all other factors considered are equal will be determined by the flip of a coin. 11. Final inspection and acceptance or rejection will be made after delivery. Items rejected because of non-conformance shall be removed and replaced immediately with those which meet specifications. 12. Quality, time of performance, probability of performance, and location of bidder will be factors in awards of all contracts. 13. In the event of any conflict between this policy and the bid proposal or terms submitted on any particular contract or purchase, the terms and conditions set forth in this policy shall take precedence. Note: A copy of this policy shall be furnished to all prospective bidders who are invited to bid on any contract with or purchase from the District, and the same shall become and be a part of each invitation to bid. 9
Revised 3/11/10 10