RADNOR TOWNSHIP SCHOOL DISTRICT OFFICIAL SCHOOL PHOTOGRAPHER PROPOSAL FORM APRIL, 2016

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1 RADNOR TOWNSHIP SCHOOL DISTRICT OFFICIAL SCHOOL PHOTOGRAPHER PROPOSAL FORM APRIL, 2016 THIS FORM MUST BE COMPLETED IN FULL, SIGNED AND SUBMITTED BY THE VENDOR IN ORDER TO BE CONSIRED AS A FORMAL PROPOSAL Please read and initial each item preceded by a check off line and fill in any numbers where indicated on the form and other information highlighted on the form We understand and agree that no school staff will be involved in the photography process. The collection and tabulation of all monies shall be the responsibility of the vendor. Further, all promotional and order information will instruct students and parents to make checks payable to the vendor. We understand and agree that all students/parents dissatisfied with the original sitting shall be entitled to a second sitting free of charge. Payments are to be returned to the parent if the photograph does not meet with the approval of the parents after the retake upon returning picture packet to the photographic company. Refund will be made by Vendor directly to the individual parent within a period of four weeks. We understand and agree that Vendor will send to the Radnor Township School District Business Office, no later than February 1 st of each year, a summary of the number of packages sold by building, by package. Summary will be sent to Michelle A. Diekow, c/o Radnor Township School District, Administration Building, 135 S. Wayne Avenue, Wayne, PA along with the negotiated commission check should the District decide on that option. We understand and agree that failure by the Vendor to complete the delivery schedule of photograph packages will be reason for Radnor Township School District to terminate any remaining years of this contract. We understand and acknowledge that we have been advised that in order to enter into a contract with the Radnor Township School District, it will be necessary for our company to comply with Public School Law Section III relating to employee screening for certain criminal offenses and to enter into an indemnification agreement with the Radnor Township School District in the event of a violation of the law by the vendor/contractor if certain persons have contact with children STUDENT PICTURES - FALL SERVICE We understand and agree that all students in kindergarten through 11 th grade will be photographed with no obligation by the parent to purchase the picture package. All 12 th grade students shall be photographed on a complimentary basis for Student ID Cards. We understand and agree that prior to the opening of school, Vendor will contact the District and obtain a student list in ASC II or Excel format from the Technology Department for each school. We understand and agree that Vendor will supply, at least two weeks before prior to picture day, flyers and money envelopes for distribution to parents. Flyers are to be sorted as requested by the staff of each building. We understand and agree that pictures will be taken on dates to be agreed upon with staff of each building, during the following periods: Elementary Schools (3 buildings): Initial photos shall be accomplished between September 5 th and mid October and retakes will be completed by the first week in December each school year. Approximate building enrollments are listed below: Ithan Elementary 450 Radnor Elementary 590 Wayne Elementary 600

2 Middle School (1): Between September 5 th the end of September each school year. Make-ups and retakes will be completed by first week in November. Approximate building enrollment is 940. Radnor High School: First two weeks of September of each school year. Make-up and retakes will be completed by the October 31 st. All 12 th Grade students shall be photographed for the complimentary Student ID Card. Approximate enrollment for grades 9 through 12 is 1,170 (9-11) and 330 (Grade 12). Please indicate the types and cost of each student package your company is proposing with and without a commission to the District. Please specify the amount of commission being proposed. If your company s standard packages do not match the below standard packages, please complete the blank form attached at the end of the proposal itemizing what is included in your standard packages. Elementary School Packages Without Comm. With Comm. % Comm to District Package A 2 8 x x x 3 Wallets 8 Exchanges Package B 1 8 x x x 3 Wallets Package C 2 8 x x 7 8 Exchanges Package D 1 8 x x 3 Wallets Package E 1-5 x 7 8 Exchanges Package F - low cost package 8 Exchanges

3 Secondary School Packages Without Comm. With Comm. % Comm to District Package x x x 3 Wallets Package x x x 3 Wallets Package x x 2.5 Wallets (exchanges) Package x 3 Wallets Package x 10 Package x 7 Package 7 - low cost package Additional Options 8 2 x 3 wallet photos 8-1 ¾ x 2 ½ exchange photos 4 3 x 5 photos 1 10 x 13 photo 1 Class Picture Digital Enhancement

4 We understand and agree that each student photographed will receive two Secure Image Cards at no cost regardless of whether or not a package is purchased by the parent. We understand and agree that each package will allow for a choice of six background colors at no cost beyond the amounts listed above. We understand and agree that for purposes of proper grooming and sanitation, the Vendor will provide a free comb to each student at each sitting. No other giveaway products will be permitted. CLASS PHOTOGRAPHS We understand and agree that each Elementary Building Principal will be given the option of classroom composites or group photos, with either option provided on a complimentary basis at no cost. Please specify what your company proposes to provide to satisfy this requirement. STUDENT FLYERS We understand and agree that notices will be furnished to alert the parents of the photography date in each school in advance of the selected date. Parents may select any, all, or none of the packages offered. Parents that desire to purchase additional photographs may do so by contacting the Vendor directly. Vendor will place on all student notices the corporate name, address and phone number of the company headquarters. We understand and agree that Vendor has no authority to offer other packages, combinations, or individual Bonus Buys without prior approval from the Radnor Township School District Business Administrator. Vendor will submit samples of school flyers to Michelle A. Diekow, c/o the Radnor Township School District Business Office, two weeks prior to the building distribution to students. Flyer must have Business Office approval prior to being distributed. No statements such as cash is preferred will be allowed. STUDENT ID CARDS We understand and agree that ID Cards are to be provided on the same day of each schools picture session and makeup date before the photographic team leaves the premise for all students in the two secondary buildings. The cards will include the following : Construction: ID cards are to be plastic credit card quality and/or laminated, measuring 3.5" x 2". The front of the card will feature the following data in text format: Student Name, School Name, School Year, Student Grade, Student Number, Homeroom The front of the card will also include the school logo, a full color photo (1" x 1.5") of the student, and a bar code of the student identification number. The bar code format and position on the card will be provided each year by building staff. A sample ID card must be sent for testing on each school s bar code readers prior to the printing of student ID cards. SCHOOL FILE PHOTOS We understand and agree that the Radnor Township School District Technology Department and each school is to be supplied, without charge, compact discs containing student photos for incorporation into the student information system data base, cafeteria point-of-sale system, and any

5 additional applications needed by the District. These files, containing pictures from the original sitting, are to be received within three weeks of each school s original sitting date. Additional files, containing either retake and make-up photos or all photos, are to be received within three weeks of each school s retake/make-up date. Each photo must be individually named by the unique student identification number or unique staff identification number which will be provided in an electronic spreadsheet by building location. Photographs must be labeled accurately in order to assure successfully usage within our various information systems. Photos are to be in JPEG file format. If desired, each school is to be supplied, without charge, up to three (3) sets of photo labels showing school, year and date at the bottom of the photo. Sort order is to be determined by each school s principal. YEARBOOK PHOTOGRAPHS We understand and agree to furnish the below items required for preparation of the annual yearbooks. Elementary Schools Vendor will supply to each elementary school, by January 2 nd, one publisher s CD containing color pictures of all students and staff photographed for the purpose of producing the 5 th grade yearbook. Middle School Vendor will supply, by December 15th, one publisher s CD containing color pictures of all students and staff photographed for the purpose of producing the school yearbook. High School Vendor will supply, by December 1st, one publisher s CD containing color pictures of all students and staff photographed for the purpose of producing the school yearbook. Senior Portraits - Seniors have the choice of submitting any photo they choose for their yearbook portrait. As such the number of students wishing to utilize the official school photographer will vary from year to year. Vendor will set a date for seniors to make portrait appointments. Please identify this in the proposal. Portraits must be taken, together with any make-ups, before October 31 st each year in order to meet delivery deadlines to the yearbook advisor. All photographs must be submitted by the end of the second week in December each year to the Yearbook staff. Vendor may establish a suitable deadline for students to choose the yearbook pose. No sitting fee may be charged for yearbook poses only. The Radnor High School Yearbook account shall receive a commission for each senior portrait package sold. The commission amount shall be $. Staff Photographs District Administration is currently looking at options associated with annual updates to staff photographs for its Human Resources System. Successful vendor may be required to individually photograph the entire District staff on an annual basis depending on the direction that is ultimately decided upon at no charge to the District. District commits to scheduling such photo sessions while vendor is on site taking student photos each fall. All staff photos shall be provided in the format requested by the District in consultation with the vendor. Individual building principals may also wish to have group faculty photos taken. These shots would be taken and provided in the format requested by the principal at no charge. Candid and Activity Photographs - Vendor will provide at least ten (10) half days or the equivalent to cover all needed candid photos. Administrators, staff, and students and activity photographs required by the yearbook staff will be provided at no extra cost. An unlimited

6 number of color photographs shall be taken on those days in as deemed necessary and directed by the staff. District personnel will attempt to provide an annual calendar to the successful vendor of events they are required to attend to provide maximum time to schedule coverage. All photos must be digital and provided in the format requested by staff. Delivery of candid and activity photos to the yearbook staff will be within two (2) weeks of the dates agreed upon with the yearbook advisor and/or District Public Relations Coordinator. GROUP ACTIVITY PHOTOGRAPHS One digital copy will be supplied to the yearbook staff for each photograph taken. VENDOR STAFF SUPPORT We understand and agree that Vendor will contact each Building Principal to determine the proper number of photographic staff necessary to complete all building photographic work in one day. There will be no less than one photographer for each 275 students for elementary schools and no less than one photographer for each 300 students in the secondary schools. Photographer will have final decision in all setups for group pictures and their composition. For Elementary Schools - A minimum of 10 minutes and a maximum of 15 minutes will be scheduled per classroom. DELIVERY We understand and agree that delivery of student photo packets purchased by the students will be completed not later than four (4) weeks after the original sitting for elementary schools (but not later than the end of the first week in November) and not later than six (6) weeks after the original sitting for the middle school and high school. Delivery of make-up and retakes will be completed not later than the end of the first week in December so that all students' pictures are delivered for the winter holiday season. We understand and agree that unless otherwise requested by building staff, packages should be sorted as follows: Elementary School - Packets will be coded with, and sorted by, each teacher's name. Middle School - Packets will be sorted by student section and student name. High School - Packets will be sorted by homeroom. BUILDING COMPOSITES AND DIRECTORIES We understand and agree that the Principal of each elementary school will receive a complementary booklet or binder with all students head shots in classroom order (mainly for quick ID and reference.) We understand and agree that each school will receive a complementary 24 x 36 custom wall composite or mosaic of students and staff. Design to be selected by building staff. We understand and agree that each school will receive student and staff directories, including student s name, grade, homeroom and barcode. SCHOOL IMAGE SOFTWARE We understand and agree that each school will receive School Image Software for use in producing directories, labels, photo seating charts, bookmarks, awards, and certificates.

7 STUDENT CLASS PICTURES We understand and agree to provide student class photo sessions at a date during the year to be determined by each building principal at no cost to the District. These sessions shall be over and above the individual student portrait sessions at the beginning of each school year. Format to be determined by the principal in consultation with the vendor representative. This shall include but not be limited to a 10 x 24 picture of the senior class for the Radnor High School Principal. Additional Vendor Incentives Please list below any vendor incentives that are provided as standard marketing offerings not included above. I hereby certify that this proposal shall constitute full agreement to comply with all provisions outlined in the District s Invitation Authorized Signature Firm Address Phone Number Fax Number Date

8 ALTERNATIVE PORTRAIT PACKAGES PROPOSED This section to be completed only if the vendor is proposing portrait packages different or in addition to those outlined on page 2 and 3. (Please itemize contents below) Package 1 Without Comm. With Comm. % Comm to District Package 2 Package 3 Package 4 Package 5 Additional Options