FauquierSDbid

event or athletic photo shoot, and shall provide electronic versions of photos, including candid photos taken during the event to yearbook staff. 3.4.4 Make-up and Retake Photos: For the Fall Prepay session, high schools will work with the Contractor to determine deadlines for underclassman retake pictures, in order to meet the requirements for yearbook and other publication deadlines. School principals will schedule and approve the specific make-up day. Contractor(s) shall not charge or threaten to charge for retakes. Use of each school’s facilities for regular and make-up photo sessions will be provided for both senior and underclassmen photographs; for additional takes or other problems, Contractor(s) must provide a location for the photo sessions that is convenient to the students and is approved in advance by the school principal. 3.4.5 High School Dance Program Photos: Awarded Contractor(s) are expected to provide, on a prepay basis, photographic services for the Homecoming Dance, Prom, and other events as specified by the individual high schools. High schools will provide dates for specific dances at least thirty (30) days in advance. Contractor(s) shall provide special flyers for each student anticipated to be in attendance and posters for use in the school, prior to the event; Contractor(s) shall specify pricing and package options on the student flyers. Contractor(s) shall be present at the dance at a time designated by the principal to take portraits of couples attending that dance; Contractor(s) shall provide backdrops for the portraits. As noted in every other area of the RFP, Contractor(s) are solely responsible for the collection of funds and payment. Offerors shall include the potential commissions for dance photos in their price proposal. Yearbook and newspaper staffs at each high school reserve the right to choose any, all or none of the provided candid photos for use within their respective publications. 3.4.6 High School Sports Photos: At each high school principal’s discretion, awarded Contractor(s) may be requested to provide high school sports photos. Principals will determine the level of Contractor attendance required for each of the three high school athletic seasons. Use of the Contractor at post-season athletic competitions is optional. Potential use of the Contractor’s athletic event photos may range from inclusion in the yearbook to team and individual photos required for athletic programs and/or publications available at events during the season. Contractor(s) shall provide a CD with the assorted photographs to the principal or if designated, the school athletic/activities director. Offerors are requested to provide pricing for any and all high school sports photography services, including team and individual program or yearbook photos potentially at no charge and packages of team and individual photos offering a commission to the school, to be purchased as desired by parents or students. As noted throughout the RFP, team and head-shot photos may be required for yearbook purposes regardless of any parent/student orders placed, and all photography order funds will be processed solely by the Contractor(s) without school clerical or staff assistance. Yearbook and newspaper staffs at each high school reserve the right to choose any, all or none of the provided candid photos for use within their respective publications. 3.4.7 Other Deliverables: Awarded Contractor(s) shall provide the following to each high school at no charge as a result of fall prepay sales: 3.4.7.1 Fall Prepay & Seniors: One color ID card for every student photographed, with an alphabetical list of students by grade level provided at the same time; 3.4.7.2 Fall Underclassmen, Senior and Staff Photos: Images should be provided in electronic format (no less than 300 dpi) on CD/DVD/flash drive or a secured portal with credentials to download the files. If delivered by CD/DVD/flash drive a minimum of two (2) copies of each should be provided. If delivered by download

RFP#49-21RC, Photographic Services, FCPS

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