FAUQUIER SD

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. – Agreed, see page 32 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 identification by student name, grade and homeroom number, for ease of distribution. – Agreed, portrait booklet will deliver four weeks after initial picture day. See page 29 for more info. 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. – Agreed, see page 28 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 – The Barksdale Group agrees to ALL requests in (3.2.5). For more on ID card see page 30. See page 39 for more services information. 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 perpicture 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. – 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. A financial transparency report will be given on all gross sales per school. See page 26 for more info.

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