REQUEST FOR PROPOSAL SCHOOL PHOTOGRAPHY SERVICES

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REQUEST FOR PROPOSAL SCHOOL PHOTOGRAPHY SERVICES

Enclosed please find a Request for Proposal for Elementary, Middle School, and High School Photography Service for Ball-Chatham C.U.S.D. #5. The RFP has eight sections:

I. Introduction

II. Background Information III. Desired Services

IV. Revenue sharing/Rebates V. Fees

VI. Specific information to be included in the Proposal VII. Evaluation and Timetable

VIII. Appendix A

Proposals are to be submitted to my attention no later than 10:00 a.m. on April 15, 2011 at the following address:

Ball-Chatham C.U.S.D. #5

Attn: Lori Niemeier, Business Office Manager 201 W. Mulberry Street

Chatham, IL 62629

Although price is a major consideration, the District does not award on price alone. Other items to be considered are quality of proposed service as judged by the District, past experiences with such contractor, if any, references and similar such items.

Administration and Board of Education of Ball-Chatham C.U.S.D. #5 reserves the right to reject any and all submissions.

Clarifying questions may be directed in writing to Lori Niemeier, Business Office Manager via email ([email protected]) or by fax (217-483-2940).

Thank you for your consideration,

Lori D. Niemeier

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I. Introduction

a. This request for information is for the purpose of receiving proposals from firms that wish to be considered for the bidding of services for student photo packages, two (2) student ID’s, two (2) staff ID’s, and yearbook photos.

b. It is anticipated the period of commitment will begin on or about July 1, 2011 and extend through June 30, 2012, with the option to renew annually for up to four (4) additional one (1) year periods at the District’s request. c. Those submitting proposals are hereby advised that the District shall

reserve the right to unilaterally terminate the contract for subsequent school year/years prior to April 1 annually without prejudice.

II. Background Information

a. Ball-Chatham C.U.S.D. #5 is a public school district organized and existing pursuant to the laws of the State of Illinois.

b. The anticipated student enrollment per building as of March 17, 2011 is as follows:

• Ball Elementary 638 students • Chatham Elementary 532 students • Glenwood Elementary 503 students • Glenwood Intermediate 683 students • Glenwood Middle 664 students • Glenwood High 1,311 students III. Desired Services

a. The services must comply with all state and federal laws. b. Student Photo Packages:

• Describe the various picture combination packages including the various sizes and number of each, plus cost.

• Provide picture package information to each school building by September 1 of each year.

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• Include studio address and telephone number on picture packet for parents to utilize to contact your studio if they have questions or complaints about picture packet.

• Individual student pictures to be returned to each school, packaged by homeroom and/or primary teacher for distribution to students by school staff.

• Provide staff member to collect all picture money on the day student photos are taken.

c. Student ID:

• Provide three color student identification cards for use as student ID, library pass, and lunch cards. ID’s shall include picture, Skyward student number, student name, and building name.

• Provide one CD of all student pictures taken per building with picture as JPG format and indexed by Skyward student name key. d. Staff ID:

• Provide two color staff identification cards for all staff members that include the staff photograph, name, and building name.

e. Yearbook:

• Provide each school yearbook advisor with two copies of color photos students, staff, and building administration.

• Provide school related sports group team photos, non-sports groups and club photos for each school building. The schedule will be devised by the yearbook advisors and sent to the photographer. • Other specialty services including panoramic.

• All photos are to be returned to the yearbook in digital format, preferably via the internet where the advisor can access proofs and download full resolution versions.

f. Provide one CD-ROM of all student pictures taken per building with picture as a JPG format and index of student number and file name.

g. Provide on CD-ROM per Middle School building with Jostens’ panel flow process.

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h. Provide one (1) set of color record roll prints and two (2) sets of color pictures of all students photographer at no cost. Each record print must have the students’ name imprinted under each record picture.

i. At no additional cost the school must receive record roll prints of students not purchasing photo packets.

j. A retake must be offered to any student or staff member who purchased a photo packet.

k. Provide senior portrait sitting for yearbook picture without requiring a minimum purchase.

l. Provide prom photography for the junior and senior prom, including but not limited to couples and groups as well as a chaperone portrait.

m. Provide photography of each senior receiving a diploma at the annual graduation ceremony as well as candid photos from throughout the ceremony including speeches by valedictorian, salutatorian, class president and other dignitaries.

n. Provide each senior one (1) 4” x 6” print of the graduation picture at no cost to the student and an opportunity to purchase additional prints and sizes of the picture.

o. Provide direct mailing from the company for all prom and graduation photography.

p. When authorized by Ball-Chatham C.U.S.D. #5 all accounting and bookkeeping must be compliant with Illinois and Federal laws.

q. The representative must be accountable and have the authorization to correct issue for appropriate services when needed by the school.

r. Any items included in the price need to be mentioned and detailed in writing to conform to the law.

IV. Revenue Sharing/Rebates

a. Provide information on revenue sharing/rebates awarded to Ball-Chatham C.U.S.D. #5 if applicable.

V. Fees

a. Provide detailed fee and expense estimates for all services that you (or other entities described in your proposal) will provide (i.e. core/necessary services) or additional services you make available with respect to the plan. Include detail of fees charged in conjunction with the proposal.

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b. Will your company charge a separate set-up, transactional or document fee?

c. Will your company commit to annual/monthly meetings (if requested) at all district locations at no cost or expense?

d. How long will your company commit to provide services at the above fee? e. Describe any additional services which your company will provide at no

additional charge.

VI. Specific Information to be included with Proposal

a. Proposal should be clearly marked “Photography Service Proposal.”

b. Please list the complete name of your firm with address and phone number. Also include a brief biographical description of your firm.

c. Provide three (3) references for which your firm currently provides services. The preferred references should be accounts similar in size and complexity to Ball-Chatham C.U.S.D. #5.

d. Four certifications located in Appendix A must be completed and submitted.

VII. Evaluation and Timetable

a. Proposals shall be submitted no later than 10:00 a.m., April 15, 2011 to: • Lori Niemeier, Business Office Manager

• Ball-Chatham C.U.S.D. #5 • 201 W. Mulberry Street • Chatham, IL 62629

b. The proposals submitted will be reviewed by the Administration. c. The Administration may set up on-site interviews for finalists. d. Interviews will take place prior to April 29, 2011.

e. The District’s final decision on choosing a company’s service is expected to be made and presented to the Board of Education at the Regular Meeting no later than May 23, 2011.

f. Administration and Board of Education of Ball-Chatham C.U.S.D. #5 reserves the right to reject any and all submissions.

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Appendix A:

CERTIFICATIONS OF COMPLIANCE WITH ILLINOIS DRUG FREE WORKPLACE ACT

The undersigned does hereby certify pursuant to section 3 of the Illinois Drug-Free Workplace Act (30 ILCS 580/3) that it shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace act and, further certifies, that it is not ineligible for award of this contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act.

___________________________________________ ________________________ Name of Bidder (Please Print) Submitted by (Signature)

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CERTIFICATE REGARDING SEXUAL HARASSMENT POLICY

The undersigned, does hereby certify pursuant to Section 2-105 of the Illinois Human Rights Act (775ILCS 5/2-105) that it has written sexual harassment policy that includes, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a description of sexual harassment, utilizing examples; (iv) an internal complaint process including penalties; (v) the legal recourse, investigative and complaint process available through the Department of Human Rights and Human Rights Commission; (vi) directions on how to contact the Department of Human Rights and Human Rights Commission; and (vii) protection against retaliation.

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CERTIFICATION

The undersigned hereby certifies that he/she/it is not barred from submitting this proposal as a result of a violation of either the bid-rigging or bid-rotating provisions of Article 33E of the Criminal Code of 1961, as amended.

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The undersigned hereby certifies that he/she/it is in compliance with the Equal Employment Opportunity Clause and the Illinois Fair Employment Practices Act as stated under Compliance with Legislation.

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The undersigned hereby certifies he/she/it has read, understands, and agrees that the Board of Education for Ball-Chatham C.U.S.D. #5 has the right to accept any proposal or reject all proposals without prejudice.

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