RFP#16 Photography - School Photography Services

SCOPE OF SERVICES
 
The awarded vendor will provide comprehensive photography service to all school sites in the Mapleton Public Schools District, including but not limited to student pictures (Pre K – 12), staff pictures, class pictures, student identification cards(7-12 grades will require a plastic ID card) and teacher and staff identification cards.  The vendor will photograph each student and staff member at all participating Mapleton schools at no charge, whether or not the student/staff member is purchasing photographs.  A complimentary CD of all pictures must be provided to each school for yearbooks and to the District’s Human Resources (staff photos) and IT Departments.
 
All photo shoots must be coordinated and scheduled with the School Director (Principal) or designee of each school on a mutually agreed upon time frame.  Selected vendor will schedule an initial session and follow-up session for students not photographed during the regular shoot. Students whose parents are dissatisfied with the quality of the pictures, or photos that are of unacceptable quality (closed eyes, blurry) have a right to retake at no charge and may have a retake done on the scheduled follow-up session.
 
A color photo student identification card must be provided for each student (7-12 grades will require a plastic ID card similar to staff cards) and staff member at no charge on or by the day decided on by vendor and school director/designee. Student ID cards will be provided to all schools in District. No purchase will be required.
 
A color photo identification card must also be provided to each staff member at Mapleton Public Schools. This includes staff located at the Administration Building, Transportation Department and Operations and Maintenance Department. Staff ID cards will be delivered before the beginning of each school year based on an agreed upon date with Mapleton Human Resources department but no later than August 15 of each year. A plan to provide such ID cards and materials for creating additional ID cards (templates, software, hardware, etc.) on-site must be determined with Mapleton Public Schools Human Resources. All photo shoots not directly related to a school must be arranged with the Chief Communications Officer of the School District, or their designee.
 
The successful vendor will furnish all information packets and envelopes for parents, students and staff.  All information must be clearly marked with the photographer’s name, address and local phone number.  Information should also be made available in Spanish.
 
Vendor should have a studio in the State of Colorado.
 
All coordination of distributing packages, delivery and collection of monies and taxes, if applicable, will be the sole responsibility of the selected vendor.  Photographs are expected to be processed and returned to each participating school for distribution on a timely basis.  Timeline should be confirmed and adhered to by the selected vendor with the school director or school designee at each school.
 
Vendor will submit a sample of student pictures, class pictures and identification cards with their proposal response.  The quality of photography will be superior; will meet all yearbook publication requirements (uniform sizing/cropping, pose, head size, background color and/or attire) that will be deemed satisfactory to students, parents and School District representatives.
 
Students and/or parents are under no obligation to purchase any photo.  The successful vendor will take individual color photographs of all students, faculty and staff regardless of purchase.
 
The successful vendor will provide an appropriate amount of cameras and photographers for the scheduled student picture day to allow completion of the photographs/IDs within a time period deemed acceptable by each school director/designee.
 
The successful vendor will provide a single experienced representative point of contact who will work on a regular basis with each school director/designee to answer any and all questions regarding production or financial matters pertaining to the individual services required.
 
 
REQUIREMENTS
 
In order to participate in this RFP, the following requirements must be adhered to.
          Student/Staff Identification Cards

1. ID pictures must be taken and immediately delivered on registration day (or another mutually agreed upon time frame).   Selected vendor must provide ID equipment support, this includes software and appropriate ID templates for all schools. Working with the Badgy 100 color plastic card printer all schools have.
2. ID cards should be approximately 3.375” x 2.125” and .18” to .030” thick.  Cards must have a glossy over-laminate or equivalents.  Full color image must be at least 300 dpi.  Please provide an example of your student ID and available templates with your proposal.
3. Student ID cards must include:
   1. Student name
   2. Student number
   3. School name, school logo and school colors
   4. Current school year
   5. Sporting event entry information (Text provided by District)
4. Over the next few years we will need to implement merging our school ID/Security program, Transportation Zonar program and Nutrition Service program so that students only have one ID to wear.
   1. Long term goal of having all grade levels having the plastic ID badge with bar code. 
       
      Student/Staff Photos

1. A CD-ROM must be provided to our Information Technology Department and be compatible for download into our Infinite Campus Student Record Database.  Only J-PEG format photos are accepted and all images are resized appropriately to storing them.
2. Criminal record verification must be completed and submitted on all photographers that will be on-site during any and all photographic sessions.
3. Mapleton Public Schools will not be held liable for any bad debts incurred as a result of the sale of photographs.  Collection of bad debts is solely the responsibility of the vendor.
4. All confidential and proprietary information and data furnished to the selected vendor will remain the property of the School District.  The vendor agrees to retain in confidence and not disclose or use any information disclosed without prior written consent. 
    
    
    
   SUPPLEMENTAL MATERIALS
    
   The vendor must provide samples of the following: 
    

1. A sample of the various portrait packages that will be offered for student portraits.  Pricing for packages should be included that will be in effect for school year 2017-18.
2. A sample of the flyer or notice which will be sent home to parents announcing the school portraits (must also be available in Spanish)
   1. Notices should contain the following information
      • School, date of picture shoot, and any recommendations that would result in a better picture of the student.
      • The following language:  All retakes will be free and retaken at the request of the parent with no additional charge.  The photographer will have the option to question retakes.  Refund request by the parent must be honored in a timely manner.