FAUQUIER SD

3.4 High School Requirements: Offerors shall provide a summer senior portrait session and Prepay Sales for high school fall underclassmen/staff photography session. School principals will approve 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 high school photo options and packages. Offerors shall indicate their experience in working closely with high school yearbook advisors and staff relative to scheduling and delivery of all high school photographs. Individual schools will maintain the right to provide school staff to assist in any of the high school photograph requirements; Offerors shall indicate their acknowledgement of this in the proposal response, along with their concurrence to provide adult assistants to collect and process all funds and paperwork. Given the high school staff experience with school photography services and scheduling, the individual high schools will dictate howmany cameras are required and used for scheduled picture dates. – Agreed, for more about Photographer information on page 27. Portrait booklet will deliver four weeks after initial picture day, see page 29 for more info. Experience with yearbook advisors see page 31. 3.4.1 Senior Portraits, Summer: Portraits are typically scheduled during the summer months, with potential June-August dates. In addition, schools may require that senior portraits be taken during the school day, at the discretion of the Principal. Offerors shall note that senior portraits are likely to take multiple days. The Owner will not accept any proposals stipulating a sitting fee for senior portraits except as noted below; Contractor(s) shall provide one standard sitting photograph (pose and attire to be specified by yearbook staff) for the yearbook at no charge. As noted in 3.1.4, 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. Offerors shall provide samples of their senior portrait packages, which shall provide a minimum of eight (8) proofs fromwhich to make a selection. Contractor(s) shall photograph all seniors for the yearbook providing students with an expanded sitting option that allows a variety of backgrounds and pose options. Offerors shall indicate their concurrence to provide tuxedos, drapes, caps and gowns for photographic purposes at no charge. Contractor(s) are permitted to charge and retain sitting fees for optional poses requested by seniors in addition to the standard, no-fee pose; such sitting fees must be identified in the Offeror’s price proposal. Notification of shoot dates: Contractor(s) shall schedule appointments with and mail notification cards to each senior at least three (3) weeks prior to shoot dates specified by the yearbook advisor or school principal. Individual schools will provide the Contractor a mailing list of all seniors to be pictured for the yearbook. Retouching: Contractor(s) shall retouch any/all senior portraits at no additional or optional charge to parents/students, and all work shall be unconditionally guaranteed. Graduation: some of the high schools may choose to utilize this contract for graduation handshake photographs or other graduation ceremony photographs; Offerors are welcome to include these options and pricing for them on the pricing schedule for Owner review and evaluation. – Agreed, see pages 33 for senior portrait info and pages 40 & 41 for commencement info. There will NOT be a sitting fee for basic senior portrait poses. There will be a $15 sitting fee for non-basic poses, which will be deducted from any purchases made. All senior portraits get basic retouching at no charge. 3.4.2 Underclassmen 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, for fall prepay underclassmen photographs. 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 complete this page or, provide pricing in a very similar format for ease of Owner evaluation. Awarded Contractor(s) shall provide individual and staff photographs in the fall, customarily scheduled in September with makeup photos in 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. Staff photos are traditionally complimentary and are taken as scheduled by the yearbook advisor; Offerors shall indicate their concurrence with this practice in their proposal response. Contractor(s) must photograph all students for school purposes, regardless of purchase. Scheduling: Offerors are encouraged to provide up to two (2) candid photo days for yearbook purposes, for club and other photos, and three (3) days for underclassmen photos; these days will be scheduled in advance with the school principal. For example, schools may schedule club pictures for two days, but require the Contractor to provide candid shots of other activities as noted herein like sports and dances. – Agreed, see pages 25 & 26

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