Specifications include, but are not limited to: ● INDIVIDUAL PICTURES ○ Photographs shall be taken at the school during the regular school day as desired by each school. ○ Each school shall provide a student and/or homeroom listing to the School Photographer. The School Photographer shall be responsible for providing individual student information. ○ Delivery of Pictures -- It is understood that the bidder, if awarded the contract, shall provide all contracted services including, but not limited to, delivery of pictures as specified below, at each school within twenty-eight (28) days of the initial picture day at each school. Delivery is intended to mean in the possession of each school Principal. Bidder shall pay the following assessment(s), if applicable, prior to selling any pictures: ■ 1) An assessment of $50 per school day shall be paid to the school(s) for each school day delivery of pictures is past the deadline stated above and ■ 2) an assessment of $500 shall be paid to the school(s) if, for any reason, bidder's company has not delivered all pictures prior to December 15th. ○ The School Photographer shall take at least two (2) photographs of each student at the time of the initial sitting. The School Photographer shall be responsible for selecting the best photograph for the student's package. ○ Photograph purchases shall be on a prepay basis. However, if it is determined by a school to be in its best interest to offer proofs prior to payment, bidder agrees to provide this option at no cost. ○ The School Photographer shall provide each school with an alphabetical listing of students photographed. ○ The School Photographer shall use an agreed upon backdrop for all pictures taken unless specified otherwise by the school principal/designee. ○ If specified by the school, photographs shall be head to shoulder shots, vertical portraits. ○ On the same date of the initial picture day, the School Photographer shall arrange with the school Principal for a retake session. These retake pictures shall be taken for students who were absent on the initial picture day, during senior picture day or whose picture is unacceptable. Retake pictures shall be taken at the school during the regular school day as desired by each school. The retake sessions shall not extend any deadlines stated herein. ○ At the sole discretion of the School Principal, the School Photographer may be required to return to take pictures in the spring or at another time determined by the School Principal. In that case, all bid prices stated on the Official Bid Form shall be in effect. Additional packages may be offered at that time as well. ○ The school's markup for spring pictures may be different from the markup for fall pictures. In the case of spring pictures, a bid form has been provided for the bidders to complete. ○ The School Photographer shall be available to provide individual students picture service during the second or third week of September starting at 7:30 am for Staff Photos. ○ A school photographer should be available to provide fall individual students picture services the same week for the Early Childhood Development Center located in the Burrier Building on EKU’s campus. ○ In addition, the School Photographer shall furnish to the School Principal two weeks prior to use, a copy of any printed materials to be received by students. Printed material shall contain a statement to the effect that the school as part of a fund-raising activity retains part of the price of the photographs and will be used for school purposes. Failure to comply with this provision may cause termination of this bid. ○ Bidders must submit a bid on each of the bid packages described on the Official Bid Form. In addition, these packages must be included in the School Photographer's actual package options for each school to be photographed as a result of being awarded this bid. ○ The finished photographs must be returned alphabetized (K-5 by homeroom teacher's name and within each class and Grades 6-11 by grade level) with the teacher's name appearing on the outside of the package and must have the student's name on each package or the company should provide an option to mail pictures to students addresses as part of a digital ordering platform. ○ Staff -- The successful bidder shall supply at no charge one (1) 8" X 10" sheet Headshot picture for each faculty/staff member. ○ Optional: Students ID Cards with barcode information from IC will be provided to each student free of charge. ● GROUP PICTURES (Homeroom Classes/Student Clubs and Organizations) ○ This category includes, but is not limited to, elementary homerooms, clubs, bands, dances. Also included shall be any other group which the school Principal, in his/her sole discretion, shall reasonably request to be photographed. ○ School group photographs are an optional purchase. ○ Each school group photograph shall include accurate identification of the school, activity, sponsor or teacher, and year. ○ The School Photographer shall take at least two (2) pictures of each school group. Pictures offered for sale to students shall be 8” X 10" color photographs.
