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LICKING HEIGHTS LOCAL SCHOOL DISTRICT REQUEST FOR PROPOSALS (RFP) FOR SCHOOL DISTRICT PHOTOGRAPHY SERVICES

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Page 1: LICKING HEIGHTS LOCAL SCHOOL DISTRICT REQUEST FOR ... Photography Services Request for... · proposal. b) Waive any defect, irregularity or informality in any proposal procedure

LICKING HEIGHTS LOCAL SCHOOL DISTRICT

REQUEST FOR PROPOSALS (RFP)

FOR

SCHOOL DISTRICT PHOTOGRAPHY

SERVICES

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The Licking Heights Local School District, one of the fastest growing public school districts in the state of

Ohio serves nearly 4,600 students across five buildings. Our district encompasses areas of Pataskala,

Blacklick, Reynoldsburg, Jersey Township and New Albany with continual growth expected on the

estimated 8,000 acres of undeveloped land. LH Schools is committed to excellence in education with

aspirations of becoming a lighthouse destination for educators, students and community.

The LH Schools, consisting of five school buildings is in need of photography services for the following:

Staff Identification

Student Identification

Classroom/Individual Photography

Special Services to include: o Senior Portraits o Senior Banners (for Extracurricular Activities) o Yearbooks o Club Pictures

Athletics o At least one game of individual sports per season coverage o Season Team Pictures o Season Individual Pictures o Senior Night Game Coverage for all Sports Programs

High School Graduation Coverage Each vendor shall furnish the information required by the Contract Documents. The vendor shall sign the proposal, all addenda and the proposal sheet. The individual(s) signing the proposal must initial any corrections, erasures or changes. Proposals signed by an agent must be accompanied by evidence of the agent’s authority unless such evidence has been previously furnished to the LH Schools.

1.1 LH Schools does not pay Federal Tax nor local retail sales or use tax. Tax exemption certificates will be provided upon request.

PART I—GENERAL INFORMATION

BACKGROUND

SERVICES SOLICITED

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1.2 The vendor may offer an “equal” product or product exceeding Specifications as an alternate proposal. Final determination of whether or not an item is an “approved equal” remains with the LH Schools.

1.3 LH Schools expects that all proposals will remain valid for the term of this proposal.

1.4 Contract award to vendor(s) shall be a multi-year award as determined by the LH Schools with an annual review and opt out provision.

1.5 LH Schools expressly reserves the right to: a) Waive minor deviations from the specifications when it is determined that

the total cost to the LH Schools of the deviating proposal is lower than the lowest conforming proposal which meets all aspects of the specifications, and the overall function of the goods or services, or both, specified in the deviating proposal is equal to or greater than that of the conforming proposal.

b) Waive any defect, irregularity or informality in any proposal procedure. c) Reject any or all proposals. d) Amend a proposal prior to proposal review date to extend or make changes

to specifications. e) Procure any item by other means. f) Increase or decrease the quantity specified in the proposal, unless the offer

specifies otherwise.

All proposals (with six copies attached) shall be delivered to the following address by Friday, June 7, 2019 at 3:30pm: Licking Heights Local School District C/o School Photography Services Attn: Dr. Bill Sternberg 6539 Summit Road SW Pataskala, OH 43062 If there are questions regarding this RFP process, please contact the Assistant Superintendent, Dr. Bill Sternberg at (740) 927-6926 ext. 10601. Proposals must be delivered to and received prior the deadline noted above. There will be no exceptions. Proposals received after the deadline will not be considered for procurement.

TIMEFRAME

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Utilizing the Request for Proposals (RFP) method of procurement, LH Schools is requesting

proposals from companies/businesses (Respondents) for photography services. The District is seeking to contract with a photography provider that will provide excellent customer service, high quality pictures and innovative methods of delivery of said services. The LH Schools is one of the fastest growing districts in the state of Ohio which requires those who contract with our district to continually look for innovative ways of serving our needs. Our district prides itself on “thinking outside the box” and expect those who work with us do the same.

1. Vendor must keep LH Schools advised of any changes in order(s) status. 2. Questions regarding this proposal must be in writing and emailed to

[email protected] 3. All pricing and any award under this RFP shall be good for LH School and any other

entity purchasing through LH Schools.

The selected vendor shall provide all aspects of photography services for our school district as described below: General

Vendor will photograph all students at each school building, grades K-12.

Vendor will provide staff identification cards with a lanyard.

Vendor will provide student identification cards with a lanyard for grades 7-12.

Vendor will offer additional picture packages from which a student may choose.

Vendor will pay each school a commission percentage on all picture packages sold. Vendor to identify the commission percent in the proposal.

Vendor will take class pictures as agreed by each building principal and will provide principal with pricing and delivery information.

Pictures for students absent on picture day, as well as retakes, will be taken at a date mutually agreed upon by the building principal.

All portraits shall be delivered/returned alphabetically by class.

PART II—PROPOSAL CONTENT AND PROCESS

PURPOSE

NOTES TO ALL VENDORS

SCOPE OF SERVICES

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Faculty portraits (2 copies), individual and group, will be taken at no cost; One copy provided for yearbook at no cost.

Yearbook Requirements Grades K-8

Vendor will provide one (1) professional photographer for candid pictures and group shots.

Vendor will furnish picture of each student and staff member to be included in the yearbook. Student pictures named and arranged alphabetically within each class.

Vendor will furnish pictures of all groups, clubs, teams, etc. (as identified by the principal) to be included in the book. Vendor to identify the commission percentage that will be paid on these pictures within the proposal.

Vendor will assist with yearbook design and layout and have the yearbook printed.

West and South Elementary Schools shall have the same price for yearbooks.

The principal and vendor shall agree on pricing of yearbooks at North Elementary, Central Middle School and the High School.

Yearbook Requirements for Students in Grades 9-12

Vendor will provide an appropriate student shot, sorted alphabetically by grade and at no cost for inclusion in the yearbook.

Vendor will provide a CD with retakes to the yearbook committee.

Vendor will provide a photographer for all special events (award ceremonies, inductions, plays, etc.) as requested by the yearbook advisor. Candid pictures, on a CD, will be provided to the yearbook advisor within 30 days of the special event.

Vendor will take pictures of all high school groups and at all high school activities listed below and at all other activities requested by high school administration:

o At least one game coverage of all male and female interscholastic teams played at the high school

o Athletic Senior Night Coverage as determined by the Athletic Department o All cheerleader and flag teams o All marching band, choral and other choral and instrumental groups o Homecoming game and dance; Homecoming King, Queen and Court o Commencement and graduation ceremonies o Parent nights, dances and club activities as identified by the building principal o Individual pictures of all coaches/advisors and senior class members involved in

extracurricular activities

All picture dates and times to be approved by the principal.

Vendor will make photos available to the high school principal and yearbook committee at no cost.

Vendor will pay a commission percentage on all pictures in this category. Commission rate to be identified in the proposal.

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Senior Class Portraits/Yearbook Requirements

At the high school principal’s discretion, senior class pictures will be taken in the fall of the student’s senior year.

Senior pictures will be taken at the high school at a location as determined by the high school principal.

Vendor will provide photographers trained in taking senior pictures in sufficient numbers to photograph the entire senior class in no more than 5 days.

Vendor will deliver all senior pictures by December 1 of each senior year, on a CD, and arranged alphabetically by student name.

Vendor will take color pictures of the senior class to be included in the yearbook. Two poses are required: One uniform head/shoulder shot and one neutral background shot as selected by the yearbook advisor.

Vendor must provide a minimum of three proofs from which the student may select one to be used in the yearbook. The student has the right to request retakes of the picture to be used in the yearbook.

Athletic/Extracurricular Events

The vendor shall provide photographic coverage of at least one athletic event for both

boys’ and girls’ teams, grades 7-12 throughout the year. The purpose of this coverage is

to take action shots of our student athletes that can be shared with the athletic

department, news media and parents.

The vendor shall provide photographic coverage at extracurricular events as determined

by the marching band director, choral music director and theater director.

Pictures from athletic events are to be forwarded to the Assistant Athletic Director for

review and forwarding on to news/yearbook.

Pictures from extracurricular events are to be forwarded to the following:

o Marching Band Director

o Choral Director

o Theater Director

o Other individuals as determined by the principal

The vendor, within the scope of this RFP, shall identify dates of meeting times to serve as a means of quality control and constructive feedback throughout the life of this contract. These meetings can be scheduled with principals, district administration or other faculty to ensure needs are being met and the LH district is satisfied with the services provided. It is recommended that these meetings take place once per quarter.

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Vendors must submit three (3) recent references from previous projects similar in scope and complexity to that described in this RFP that the vendor has performed in the last three years. Include sufficient variety to cover all types of projects required by this RFP. Include a brief narrative describing the project(s) performed for each reference. Project scope and complexity should be similar to that required by this RFP. Include also the customer’s information as below: Organization Name Contact Person Name and Title Contact Phone Number Contact Address Brief Description of Contract

Cost schedules being proposed are to be comprehensive and are to include all components and services necessary to meet the requirements of this RFP. Costs not identified cannot be added or considered at a later time and will not be accepted in the final contract. The Vendor is to provide detailed pricing for each item or service necessary to comply with the requirements of this RFP. The following picture packages are for equal pricing, proposal comparison purposes only and must be completed. If you have alternate, better value packages, please attach details to the proposal. Cost proposals shall include costs of supervisory personnel, labor, materials, equipment overhead, profit and all other costs associated with providing the services requested within this RFP.

K-8 BASIC PACKAGE ELEMENTARY/MIDDLE SCHOOL

K-8 PACKAGE B

1 8x10 print 2 5x7 prints 8 2x3 standard wallets 6 1.75 x 2.25 prints 1 Safety ID Card 1 8x10 class composite

Cost Year 1: $ __________

2 8x10 prints 2 5x7 prints 2 3.5x5 prints

4 2x3 standard wallets 8 1.75 x 2.25 prints 1 Safety ID Card

Cost Year 1: $ ______________

REFERENCES

COST

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9-12 BASIC PACKAGE HIGH SCHOOL

9-12 PACKAGE B

1 8x10 print 2 5x7 prints 8 2x3 standard wallets 16 1.75 x 2.25 prints 1 Safety ID Card

Cost Year 1: $_____________

2 5x7 prints 2 3.5x5 prints 4 2x3 standard wallets 16 1.75 x 2.25 prints 1 Safety ID Card Cost Year 1: $______________

COMBINATION K-12 BASIC PACKAGE

COMBINATION K-12 PACKAGE B

1 8x10 print 2 5x7 prints 8 2x3 standard wallets

16 1.75 x 2.25 prints 1 Safety ID Card Cost Year 1: $__________________

2 5x7 prints 2 3.5 x 5 prints 4 2x3 standard wallets 16 1.75x2.25 prints 1 Safety ID Card Cost Year 1: $______________________

Discount for students who qualify for free and reduced lunch: __________%

Contract Term Price Changes: Year 2 Price Change=_____% Year 3 Price Change=______%

Vendor shall pay to each school building a commission rate of % of the total money collected from all sales, including options, after deducting state and city sales tax. Such payments shall be paid to school buildings not later than the last day of each month. Vendor will provide to the LH Schools such documentation that will satisfy the school district as to the correctness of the amount of commission.

Respondents who are able to meet the technical specifications for quality and other terms of this proposal package and who are not debarred and/or suspended from conducting business with district, federal and state funded agencies are invited to respond. By submitting a proposal respondent represents to LH Schools that it meets the following requirements:

WHO IS ELIGIBLE TO RESPOND?

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Is able to comply with the required or proposed RFP Has a satisfactory record of integrity and ethics Be otherwise qualified and eligible to receive an award Be in good standing with the applicable national or state associations

Procurement of these items shall be in accordance with the LH Schools procurement policies and general terms as follows:

1) LH Schools reserves the right to accept, or reject any or all proposals received or to cancel or extend in part or its entirety by this Request for Proposal, or make multiple or partial awards.

2) Offers provide to LH Schools shall be analyzed for what is in the best interest of the Organization and a selection of products shall be made that can include the RFP response offer in its entirety or just a partial acceptance of any package or offer by the awarded vendor/vendors at LH’s discretion.

3) Award of purchase agreement or contract shall be made only to a responsible respondent(s), i.e., a respondent who has demonstrated competence to deliver the specified goods/services, a proven record of business integrity and ethics, and the ability to meet the requirements of this RFP.

4) When submitting proposals, it is required that the respondent have the necessary professional experience, prior training, and applicable professional judgment to perform the activities or deliver the goods stated in this RFP.

5) Proposals may be withdrawn only by delivery of a written request to LH Schools prior to the specified deadline time/date stated in the RFP. The authorized signatory must sign such requests.

6) Proposals received will become a part of the LH Schools’ official files without further obligation to the respondents.

7) The contents of a successful Proposal may become a contractual obligation if selected for funding. Failure of the Respondent to accept these obligations can result in cancellation of an award or purchase agreement. LH Schools reserves the right to withdraw or reduce the amount of an award or to cancel any contract resulting from this procurement if there is misrepresentation or errors in the specifications, pricing, terms, or Respondent’s ability to meet the terms and conditions of this RFP or if adequate funding is not received.

8) A response does not commit LH Schools to award a purchase agreement or a contract. The District does not commit to a reimbursement of any costs incurred in the preparation of a response nor commit to pay for any costs incurred prior to the execution of a formal

PROCUREMENT CONDITIONS/GENERAL TERMS

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purchase agreement or contract unless such costs are specifically authorized in writing by LH Schools.

9) LH Schools reserves the right to contact any individual, agency, or employers listed in the RFP, to contact others who may have experience and/or knowledge of the respondent’s goods/supplies, relevant performance, qualifications, etc., and to request additional information from any and all respondents.

10) Respondents shall not, under penalty of law, offer any gratuities, favors, or anything of monetary value to any officer or employee of LH Schools, or to any consultant, employee, or member of LH Schools for the purpose of or having the effect of influencing favorable disposition toward their own proposal or any other bid submitted hereunder.

11) No employee, officer or member of LH Schools shall participate in the selection, development of a response to this RFP, award or administration of a contract supported by the RFP if a conflict of interest, real or apparent, would be involved.

12) The District is exempt from federal excise tax, state, and local tax. Do not include tax in cost figure. If it is determined that tax was included in the cost figures, it will not be included in the tabulation of any awards.

In evaluating proposals, the following considerations will be taken into account for the award recommendations:

Service

Product Quality

Commission Percentage

References/Reputation

Value Added Service(s)

Cost

LH Schools’ staff will review the proposals received to determine if they qualify under the RFP specifications. For proposals to be considered and evaluated for selection, the following requirements must be met:

1. The Proposal must be submitted by the due date and time.

2. The Proposal must be complete with original signatures.

3. The Proposal must be for the specific services requested and described in the RFP packet.

SELECTION CRITERIA

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4. The Proposal must be submitted in the format described in the RFP Packet.

5. One original (in blue ink and marked as original) and six copies must be submitted.

All proposals will be screened for inclusion of all required information prior to release to the evaluation team. LH Schools staff may exclude from further consideration for contract award any non-qualified proposal or portion of a proposal.

The evaluation criteria and the relative weights for scoring are provided below. The evaluation team will consider these elements in the evaluation process. Cost is not the only criteria that will be used in the evaluation process.

RANKING CRITERIA POINTS (TOTAL 120)

1. Service 25

2. Product Quality 25

3. Commission Percentage 15

4. References/Reputation 20

5. Value Added Service(s) 15

6. Cost 20

TOTAL 120

After evaluation, an award may be made on the basis of the evaluation and ranking, without discussion, clarification or modification. LH Schools may enter into negotiations with the highest ranking respondent. If LH Schools is unable to reach agreement with the highest ranked respondent, the negotiations will terminate and negotiations will begin with the next respondent in the order for the ranking until a contract is reached or LH Schools has rejected all proposals.

LH Schools reserves the right to request Best and Final Offers from all qualified respondents.

EVALUATION

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SUBMISSION ADDRESS

All proposals must be clearly marked with the vendor’s name and address. Proposal packages must be delivered to and received prior to the deadline.

Dr. William Sternberg

Assistant Superintendent

Licking Heights Local School District

6539 Summit Road SW

Pataskala, OH 43062

(740) 927-6926 ext. 10601

FORMAT Respondents must complete the Title Page on the following page and include it as the cover sheet for proposals submitted in response to this RFP. See coversheet on next page.

PROPOSAL SUBMISSION/FORMAT

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LH Schools

Photography

A Proposal Submitted in Response to

LH Schools

Request for Proposals for School District Photography Services

Submitted by:

(Full Legal Name of Respondent)

On:

(Date of Proposal Submission)

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Page/items to return include:

o Title Page o Table of Contents o Business Identification o Description/Narrative of Services o Cost of services/packages o Compliance with Specifications o Value Added Service(s) o Past Performance/Demonstrated Effectiveness/References

Documentation must be complete. Please also ensure the name and full address of the firm is provided.

RFP RESPONSE FORMAT AND CONTENT