FauquierSDbid

identification by student name, grade and homeroom number, for ease of distribution. 3.2.4 Make-up and Retake Photos: For the Fall Prepay session, only, Contractor(s) must follow up the initial photo sessions within forty-five (45) days with a make-up day for lost, unacceptable or damaged negatives or pictures. School principals will schedule and approve the specific make-up day. Contractor(s) shall not charge or threaten to charge for retakes. 3.2.5 Other Deliverables: Awarded Contractor(s) shall provide the following to each elementary school at no charge as a result of fall prepay sales: 3.2.5.1 Fall Prepay: Two (2) each photographs with a sticky-back, of every student for file purposes; 3.2.5.2 Both Fall and Spring Sales: 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 the JPG format should be named StudentNumber.jpg and each .zip file should be 100MB or less with an individual file size recommendation of 30-35KB. All options should include the processed and raw files of all images taken for the assigned work as defined in the SOW. All pictures taken will be used by the school in creating yearbooks, identification cards, etc. These photos may not be provided to any other organization, individual or business. 3.2.5.3 Complimentary photo products: Offerors shall identify what complimentary photos or photo products they would offer for fall and spring photo sessions if awarded a contract. Examples may include digital cameras for staff yearbook purposes, giant 4’ X 6’ posters with all students and staff in alpha order for display within the school office or lobby, assorted photo wall posters for school use, framed staff photo taken during staff work week, etc. 3.2.5.4 Fall Prepay: Offerors shall verify, in their proposal response, that they agree to take candid photos for yearbook use and production, even if they are the selected school Photographer but not the yearbook-awarded Contractor at that time. 3.2.6 Commissions/Fees: Offerors shall provide a complete and comprehensive fee/commission schedule for both fall and spring events at the elementary school level. As noted in Section 3.1.7, schools seek the most competitive and rewarding commission levels to assist with school expenses. Offerors are welcome to structure their commissions or fees on a percentage basis for the fall prepay event and a flat per- picture fee for the spring speculation event, if that is the most profitable structure for Owner consideration. Reporting: Offerors are advised that a full accounting and report of how commissions and/or fees are calculated to result in the commission check sent to the individual elementary school must be provided with each commission check. 3.3 Middle School Requirements : Offerors shall provide two methods of selection, Speculation and Prepay Sales. Similar to elementary schools, the majority of Owner middle 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 middle school photo options and packages. 3.3.1 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;

RFP#49-21RC, Photographic Services, FCPS

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