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Elementary Technical Specifications
1.01 Scope To provide labor, supplies and equipment for school pictures at ten (10) elementary schools and our Alternative Education Programs (AIM High School and the Parent Partnership Program‐PPP). The picture service will be provided to students who are being served by the Snohomish School District. Staff group and individual pictures may be taken at the discretion of the building principal. 1.02 Length of Contract The contract is for the 2008‐2009 school year, with up to four (4) one (1) year renewal periods. Performance will be reviewed annually and must be satisfactory for the contract to be renewed. 1.03 Photographer Responsibilities a. A local representative must be assigned to the Snohomish School District account. This representative must have been involved in the planning, processing, ordering and execution of student photography for elementary schools for no less than two (2) years. The representative must be available to meet with the school advisers and the Purchasing Manager as needed to review Proposals and answer questions. The District reserves the right to request different representation or photography staff at any time over the life of the contract, for any reason deemed necessary by the District. b. The photographer that is awarded this proposal shall provide to the Purchasing Manager information related to the number of different photographic packages sold at each school during the 2008‐2009 school year, and each consecutive year if renewal options are selected. c. Photographer must provide a toll‐free telephone number or accept collect calls. d. No other promotions, outside those offered in the Management Plan, shall be offered by the photographer without prior approval of the Purchasing Manager. e. Failure of the company awarded the proposal to meet all contractual obligations, specifications, procedures, and stated dates may result in an unfavorable recommendation in the event the company submits a proposal for the next contract period. 1.04 Student Lists The District shall provide the successful photographer with student lists by grade level in an electronic format, excluding those students whose parents have requested their students’ names not be released. The photographer shall request such lists, with
necessary specifications, from the school secretary at least one week prior to the date needed. 1.05 Protection of Student Information / Imagery The photographer understands that photos of District students are to be released only to the legal parent/guardian of the student, the emancipated or legal‐age student or the principal of the school, including his or her designated staff member and are not to be used for any purposes other than those specified in this contract. 1.06 Individual Pictures a. All pictures are to be in color and printed on E or N surface Kodak paper or the equivalent using high quality chemicals during film processing. b. Every elementary student will be offered the option of upgrading the portrait color background at an additional price, if applicable. Please include samples and color choices of background options. Indicate which are basic backgrounds and which are upgrades. c. There will be no firm or product advertising shown on the front of pictures. 1.07 Group Pictures a. Every elementary student, regardless of whether they purchased a picture package, (Pre‐kindergarten through 6th grade) shall receive, with no associated direct charge, a classroom group picture. b. All group pictures shall be in color and 5”x7” (with an option to upgrade to 8”x10”‐ see Proposal Form). *This option is a school‐wide option chosen by the principal. The entire school gets either a 5x7 picture or an 8x10. c. Pictures are to be custom formatted featuring classes, staff, school building photo or artwork (at the principal’s discretion). d. Student group/class pictures are to include the name of the school, grade or activity, school year (example: “2008‐2009”), teacher name, and student names by row. Activity pictures may include, but are not limited to, student council, school clubs and other extracurricular activities. e. There will be no firm or product advertising shown on the front of pictures. f. Group pictures will be taken either in the Fall or Spring at the discretion of the principal. Scheduling will be determine between the principal and the successful Photographer. g. Class pictures taken in the fall will be sent home in the picture package at the same time as the individual pictures. The District authorized the vendors to send the class pictures home as a separate package instead of with the individual packages. h. Any student purchasing their pictures for the first time during retakes will receive a group picture. i. Staff group and individual pictures may be taken at the discretion of the building principal.
1.08 Picture Day a. The Photographer shall provide two (2) Photographers and one (1) assistant (to assist in collecting money and to assume all other clerical functions) during each take, make‐up and retake process. *SSD did authorize the vendor to work with principal to determine staffing levels appropriate for the particular day (especially make‐up and re‐take days). The principal does have the authority to request a full staff load for any of the days. b. The Photographers shall arrive ½ hour prior to the scheduled picture time for set up. c. The Photographers must provide clean combs for student use. When a student chooses to use a comb, that comb is to become the property of the student. d. The school will provide volunteer runners. Where runners are utilized, the Photographer shall provide a complimentary picture package to each volunteer runner. The number of runners will be jointly determined by the principal and the Photographer. e. The photographer shall take adequate time with each student being photographed for quality photos. f. The photographer shall provide adequate lighting for good quality photos. 1.09 Picture Packets a. Picture packets shall have a glassine or equal protective window to facilitate student identification. b. The Photographer shall be responsible for distribution of photographs. Based upon the class lists provided by each school, picture packages shall be returned to the respective schools within three (3) weeks of the original picture day, sorted and bundled alphabetically by grade level and by teacher, or by another method as requested by the school (see Management Plan #8). Retakes are to be scheduled within one week after delivery of original pictures. c. On the day that packets are returned to the school (or sent home), each student that paid for pictures shall receive a packet or an explanation. (Some may obviously be retakes.) d. Duplicate packages of original pose must be available upon request by the parent. Photographer will sell directly to the parents. An order blank for reprints with package prices shall be provided on the return envelope containing the student photographs. 1.10 Retakes and Refunds a. Retakes are to be allowed for non‐satisfactory pictures at the request of the principal or parent. b. In the event that a package is not delivered, or that the parent is not satisfied, the photographer shall issue a full refund within a thirty‐calendar day period. The photographer will be responsible for dealing with any parent dissatisfaction and will assume responsibility for reimbursement of charges to parents for the undelivered or unsatisfactory pictures.
1.11 Photographer Visits The photographer shall provide, at a minimum, three (3) photographer visits to each elementary school: a. Late September/Early October Pictures b. Make‐up and re‐takes in late October or early November c. One additional session 1.12 Samples Companies are required to provide samples of photographs, notices and background options with their Proposals. Also, please provide samples of any optional and additional items you are quoting. If the samples must be returned, the Photographer is responsible for notifying the District within 30 days of Proposal opening and is responsible for retrieving the samples from the District at a mutually acceptable time or pay for their return via common carrier. 1.13 Prices Prices proposed must be all inclusive. Please include Washington State Sales Tax in your proposal price for each option. Items delivered under this proposal shall be delivered to the location as requested by each school. All items shall be delivered F.O.B. destination. 1.14 Payment The District takes no responsibility for payment for pictures/services rendered by the Photographer. All financial transactions will occur between the Photographer and the parent/guardian purchasing pictures. The District will not be responsible for non‐ payment, nor are we able to support the photography company in attempting to collect funds. 1.15 Notices: The Photographer will supply announcements necessary for notification of picture taking dates for each student and notification of retakes. Fliers are to be bundled in groups of 30 and delivered to the respective school at least three (3) weeks prior to scheduled sittings. At least fifty (50) additional fliers above the school enrollment must be provided. Included in the notice for retakes shall be a statement informing parents to keep the class picture and to return the remainder of the packet if they plan to have the photographs retaken. Following award of this proposal, the Photographer will work with the District to review and refine the notices before distribution. The quoted base packages will be prominently displayed and upgrade order options will be clearly identified as upgrades. Flyers must be submitted to Snohomish School District Purchasing Department for prior approval before distribution.
1.16 Deadlines a. The successful Photographer for this proposal shall be required to meet with each elementary school principal or designee to arrange dates for the taking of pictures. This must be accomplished prior to May 1st in the first year and between March 1st and April 1st in each consecutive year thereafter, if renewal options are selected. b. All pictures are to be delivered before December 10th each year (with the exception of spring photos). c. Notices shall be provided by the Photographer to the building principal or designee three weeks prior to the picture taking date (see 2.15) 1.17 School Administration Packages a. Each school is to be provided with a complete set of school class pictures and group staff picture in a ring binder for the building principal. b. Each teacher will receive a class picture of his/her class and a small packet of personal pictures. These pictures will be provided with the original delivery of pictures. c. Each elementary school shall be provided ten (10) student directories, (“Mug” books) with student picture, name and grade level. d. Each elementary school shall be provided with: • Two (2) color photographic “Rolodex” cards for each student enrolled at the school. These cards shall be delivered to the school sorted alphabetically. Each card shall provide 1) a picture of a student, 2) the student’s name, 3) the student’s grade level, and 4) the name of the student’s teacher. • One (1) CD‐ROM disk containing each student’s picture, name and grade level, sorted alphabetically by grade level. All pictures shall provide the name and grade level of the student. • One (1) adhesive color picture record strip for each student enrolled at the school. Each picture record strip shall consist of five (5) identical photographs. The student’s name and grade level shall appear on each of these pictures. The picture record strips shall be sent to the respective schools sorted and bundled alphabetically by grade level and by teacher. e. Each elementary school shall receive, if requested, one (1) die cut, black and white or color yearbook glossy for each student attending the school, as well as a CD containing student names, pictures and grade level, sorted by alpha, that will be sent to the yearbook plant. Retakes must be included on this CD, as well as group pictures. The size shall be 2”x3”. The individual die cut photographs shall be sorted and bundled alphabetically by grade level and by teacher/counselor. The photographer will contact each school yearbook representative to obtain exact specifications and deadline dates. f. Each elementary school shall receive one staff photo for their school collection, size to be determined at each building. g. Each elementary school shall receive a montage. The scope and specifications will be mutually decided between building principal and the photographer.
h. Each elementary school shall receive one (1) additional complete set of student pictures with name and grade level in a ring binder for yearbook identification purposes. 1.18 WESPaC Compatibility The picture files provided by the photographer must meet all specifications for WESPaC including, but not limited to: a. Pictures must be in standard JPEG format with an extension of *.jpg b. Pictures must be named using the student’s identification number as the file name. c. Image size is 210 pixels x 299 pixels at 72 dpi. 1.19 Purchasing Department Requirements During each school year, the photographer will be required to supply the Purchasing Department with a complete individual picture packet, a class picture and a pictorial school directory. The individual picture packet, class picture and school directory will be randomly selected by the Buyer and the photographer shall have five (5) business days to submit these items to the Purchasing Department for quality assurance inspection. The photographer that is awarded this proposal shall provide to the Buyer information related to the number of different photographic packages sold at each school during the 2008‐2009 school year, and each consecutive year if renewal options are selected (see 2.03).
