FauquierSDbid

packages, which shall provide a minimum of eight (8) proofs from which to make a selection. Contractor(s) shall photograph all seniors for the yearbook providing students with an expanded sitting option that allows a variety of backgrounds and pose options. Offerors shall indicate their concurrence to provide tuxedos, drapes, caps and gowns for photographic purposes at no charge. Contractor(s) are permitted to charge and retain sitting fees for optional poses requested by seniors in addition to the standard, no-fee pose; such sitting fees must be identified in the Offeror’s price proposal. Notification of shoot dates: Contractor(s) shall schedule appointments with and mail notification cards to each senior at least three (3) weeks prior to shoot dates specified by the yearbook advisor or school principal. Individual schools will provide the Contractor a mailing list of all seniors to be pictured for the yearbook. Retouching: Contractor(s) shall retouch any/all senior portraits at no additional or optional charge to parents/students, and all work shall be unconditionally guaranteed. Graduation: some of the high schools may choose to utilize this contract for graduation handshake photographs or other graduation ceremony photographs; Offerors are welcome to include these options and pricing for them on the pricing schedule for Owner review and evaluation. 3.4.2 Underclassmen Prepay Sales, Fall: Offerors shall provide package programs with a reasonable range of pricing, including a simple but very affordable package, and with various options, for fall prepay underclassmen photographs. Offerors shall specify picture sizes, quantities and price of each package they propose; see sample list of picture packages on the applicable pricing schedule. Offerors shall complete this page or, provide pricing in a very similar format for ease of Owner evaluation. Awarded Contractor(s) shall provide individual and staff photographs in the fall, customarily scheduled in September with makeup photos in October (specific dates to be provided by each principal). Contractor(s) shall provide prepay sales photography fliers to send home with package contents, prices and order forms. Parents will indicate their selection and return the appropriate forms with payment on the day of the scheduled photography. Contractor personnel shall handle all collections; school staff, including school main office staff, should not be required for this engagement. Staff photos are traditionally complimentary and are taken as scheduled by the yearbook advisor; Offerors shall indicate their concurrence with this practice in their proposal response. Contractor(s) must photograph all students for school purposes, regardless of purchase. Scheduling: Offerors are encouraged to provide up to two (2) candid photo days for yearbook purposes, for club and other photos, and three (3) days for underclassmen photos; these days will be scheduled in advance with the school principal. For example, schools may schedule club pictures for two days, but require the Contractor to provide candid shots of other activities as noted herein like sports and dances. 3.4.3 Photo Delivery Time: Senior Portraits: Contractor(s) shall mail proofs by first class mail, postage prepaid at the Contractor’s expense, within ten (10) days after the date of the photography session. Contractor(s) shall mail all finished portraits by first class mail, postage prepaid at the Contractor’s expense, directly to the students within six (6) weeks after the date of the photo order. Underclassmen: Individual schools may choose how the Contractor will return pictures, for example, on-line ordering options, which Offerors shall provide within their proposal response. Original photographs and retakes must be delivered within thirty (30) days of the photo date. Contractor(s) shall provide photo packages with positive identification by student name, grade and homeroom number, for ease of distribution. At the high school level, Contractor(s) shall provide the school principal a typed list in alphabetical order by grade of all students photographed, within three (3) weeks of picture day. Sports and dance photos: Contractor(s) shall mail pictures with positive identification to students within three (3) weeks after the dance

RFP#49-21RC, Photographic Services, FCPS

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