FAUQUIER SD

3.1.4 Yearbook/Student ID Photos: Awarded Contractor(s) shall provide a standard yearbook portrait as indicated in each school level specification, regardless of a student or parent’s ability or desire to purchase the photo package. Any Contractor that inadvertently charges a sitting fee for the standard yearbook photo, shall refund that fee to the parent fully, promptly and without question, should this be discovered via any FCPS internal audit or through notification of the school Principal by any parent of a student. While it is the Owner’s intention that all portraits for yearbook publication purposes are taken by the Contractor with which the school has a current contract, Principals reserve the right to also accept photos from students taken by outside photographers and photos for yearbook use taken by students and other sources; use of this contract for senior portraits is not mandatory. Contractor(s) shall convey this information on all applicable materials sent to students and parents. As noted in the school level specifications, awarded Contractor(s) shall provide a minimum of one (1) copy in digital format with all student images including student identification, for each school to utilize both for yearbook and student database purposes. Offerors shall indicate howmany copies will be provided for each school if more than one, and shall confirm acceptance of the requirement for minimum one copy, in their proposal response. Note: many high schools require image CD’s for individual departments that require them (examples, library, attendance administration, and yearbook). Contractor(s) shall also provide make up photographs on an additional copy if applicable, to ensure that every student has a photograph update each year. – Agreed, see page 30 for more information. Each high school will receive a complimentary IDprinter. 3.1.5 Fliers, Posters and Promotional Materials: The awarded Contractors shall furnish all posters, advertisements and fliers at no additional cost to the school. Contractors shall provide initial and reminder fliers in a timely manner, per the schedules set up with each school. All fliers, posters and promotional materials shall include price information and the Contractor’s name and telephone or e-mail contact information. Important note: while commission payments are very important as noted below, the Owner is also concerned that Offerors have at least one photo package selection that is relatively inexpensive for families of limited means. Posters and promotional materials will be displayed at the discretion of and with the permission of the school principals. Offerors shall include a copy of sample posters, advertisements and fliers with their proposal response. – Agreed, see page 23 3.1.6 Retakes, Refunds and Guarantees: Offerors shall provide their retake, refund and guarantee policies and procedures with their proposal response. The Owner understands and expects that retake or makeup pictures will be scheduled on an individual basis with each school. Offerors shall provide an unconditional, money-back guarantee of all work to each school and to each individual student ordering personal portrait packages. Students and/or parents are under no obligation to purchase portrait packages as a result of any awarded contract. The Owner expects awarded Contractors to provide refunds within thirty (30) days of portrait package receipt; Offerors shall indicate in their proposal response if this is their policy or if they can improve on that expectation. Sub-Contractors for Makeup or Retakes: Offerors shall clearly identify any sub-contractors they have relationships with, and the nature of that relationship (subsidiary company to the Offeror, etc.), in the event that the Contractor cannot provide sufficient makeup appointments to meet the deadlines and needs of the school. If and as sub-contractors are replaced throughout the term of the contract, the Contractor shall update the Procurement Division with replacement sub-contractor information. Contractors must acknowledge and pass on to these individuals that sub-contractors, if any, are held to the same standards, pricing, terms and conditions as the Contractor. – Agreed, see page 28 3.1.7 Commission Payments: Offerors should be advised that many of the Owner schools, especially at the elementary and middle school levels, utilize photographic services as a major fundraiser to support school activities and supplement school budgets; in that regard, making the most profit from photographic services is very important. The Owner requires the awarded Contractor(s) to remit commission payments consistent with the awarded contract rates directly to the school(s) where the photographic services were provided. No Owner schools intend to monitor, handle or maintain any funds associated with the resulting photographic services orders outside of the commission payments; all photo order funds and associated fees must be handled by the awarded Contractor(s). – Agreed, each school will get a minimum of 20% commission with the ability to earn up to 35% based on their school’s participation rate. See page 26.

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