Specifications include, but are not limited to: The intent and purpose of this Request for Proposal (RFP), and the resulting contract, is to obtain the services of a qualified firm(s) to provide yearbooks and memory books (hereafter referred to as yearbooks) from conception to delivery, within the guidelines and specifications provided by the principal or his/her designee at each school, in accordance with the Scope of Services section of the solicitation. Henrico County Public Schools (HCPS) reserves the right to a separate contract for high schools and a separate contract for middle schools within the scope and terms of this solicitation. This is a fund-raising activity. SCOPE OF SERVICES: A. The Successful Offeror shall provide experienced representatives who will work on a regular basis on-site with school yearbook personnel in order to supply workshops, training sessions, and to answer any questions regarding production or financial matters pertaining to the individual services required. For convenience, it is necessary for the representatives to have a local or toll-free telephone number. B. The Successful Offeror shall be able to schedule in-school and in-plant consultation whenever deemed necessary by school. School staff reserves the right to visit any firms plant to review press runs of their full color, simple plant tour, or final consultation with in-plant personnel for specifications, etc. C. The Successful Offerors representatives shall be neat and professional when visiting the school. All representatives must check in with the front office of the school every visit. D. Proposals to be submitted must reflect the Offerors ability to produce a school yearbook or memory book for middle, and high school levels. Due to the diversity in the specifications required for books produced for the different schools, firms must address and fully explain all options and alternatives for all phases of production. Options must include but are not limited to trim sizes, paper stocks, bindings, covers, end sheets, type styles and sizes, photography, proofs, graphics, design assistance, use of color, etc., with price ranges for all processes and options available. E. Offerors must complete the Sample Yearbook Pricing Proposal. Attachment F F. Proposals should include other available options that may be available such as online orders, payment collection sites, digital yearbooks, My year yearbook pages, apps for phones, etc. G. Offerors must also address available means of shipping with estimated charges. H. Offerors should include a complete list of all features and services which would be available to all County Schools including all discount incentives.
