FauquierSDbid

3.1.10 Data Privacy: The successful offeror will have access to certain data, material, photographs, or information regarding students that may consist of confidential data owned by FCPS or confidential personally-identifiable data subject to the Federal Family Educational Rights and Privacy Act (FERPA) or other federal and state privacy laws, and that disclosure to or use by third parties would be damaging. The successful offeror, therefore, must agree to hold all such material and information in strictest confidence, not to make use thereof other than for the performance of this contract, to release it only to authorized employees and agents requiring such information and not release or disclose it to any other party only in compliance with the FERPA. 3.2 Elementary School Requirements : Offerors shall provide two methods of selection, Speculation and Prepay Sales. The majority of Owner elementary schools do Prepay sales in the fall, and Speculation in the spring; only one method will be chosen for each event and that decision rests with the school principal. School principals will also select the type of package or packages to be offered for the event. Offerors shall identify the type of equipment, photographic paper and supplies to be used for the elementary school photo options and packages. 3.2.1 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. 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 provide pricing in packages and add on individual items for ease of Owner evaluation. Awarded Contractor(s) shall provide individual and staff photographs in the fall, customarily scheduled from September through 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. However, up to two (2) elementary school parent volunteers may be on hand to provide assistance; it is customary for those volunteers to be offered a complimentary photo packet in return for their assistance on “picture day”. Staff photos are also traditionally complimentary; Offerors shall indicate their concurrence with this practice in their proposal response. Contractor(s) must photograph all students for school purposes, regardless of purchase. 3.2.2 Speculation Sales, Spring: Offerors shall provide package programs for spring photo taking that include class group pictures with individual pictures, staff group photos, candid and club photos, as delineated by the elementary school Principal(s). Class group photos shall include the name of the school, teacher, the school year date (example, 2022-2023), and the names of those photographed in order of appearance. Offerors are advised to include break-out or itemized pricing for spring speculation sales, for example, pricing for the class group photo only, class group photo and individual photo, background options, etc. School principals will select the combination of photographs to be offered from the awarded suite of products, and this combination will comprise the spring photo packet to be sent home with students. Parents may choose to purchase some, all or none of the resulting photographs, and are responsible to return those not purchased. As with Prepay Fall Photo Sales, the Owner will not handle any funds associated with Spring Speculation Sales, nor will the school be penalized for the non-return of speculation packages. 3.2.3 Photo Delivery Time: Original photographs and retakes must be delivered within thirty (30) days of the photo date. Contractor(s) shall provide photo packages with positive

RFP#49-21RC, Photographic Services, FCPS

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