FAUQUIER SD

3.1.8 Key Personnel: The personnel named in the proposal shall remain responsible throughout the period of this contract; awarded Contractor(s) may not replace these individuals without submission of a resume of the proposed replacement and final approval as granted by the Owner. By submitting a proposal for consideration, Offerors represent that they are a duly organized and licensed entity that employs qualified and experienced personnel specializing in providing photography services as outlined herein. Offerors represent that they have carefully screened their employees and any subcontractors and determined that they are persons of high professional and moral character, fully suitable to work with students in the proposed school/age range. Contractor(s) covenant that all employees and subcontractors, if any, assigned to work in the schools will conduct themselves in a responsible, courteous and professional manner. The Owner, in its sole and absolute discretion, shall have the right to direct the Contractor(s) to remove any of its personnel, including subcontractors, from the schools for any reason. All Offerors shall review, complete and submit the Certification of No Crimes Against Children form provided, as part of their proposal response. Additionally, Contractors and all Contractor personnel shall check in at the main office of each school with acceptable identification, customarily a driver’s license, scanned by each school in order to generate an ID badge, through the school’s Raptor system. Contractors must check in via the Raptor system at each school, with every visit. – Agreed, see page 5 for the Certification of No Crimes Against Children form and page 21 for Key Personnel information. 3.1.9 Switching Contractors Within School Year: In the event that services provided by a Contractor selected to provide that school year’s photographic requirements are unsatisfactory, and have remained such despite efforts made by school staff to improve issues through written and verbal contact with the Contractor, the school reserves the right to terminate that year’s engagement with their school and select another Contractor from the list of awarded Contractors, in order to ensure that the expected service levels for that school, and school needs, are met. – Agreed 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. – Agreed, see page 22 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. – Agreed, see page 24

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