FAUQUIER SD

3.4.3 Photo Delivery Time: Senior Portraits: Contractor(s) shall mail proofs by first class mail, postage prepaid at the Contractor’s expense, within ten (10) days after the date of the photography session. Contractor(s) shall mail all finished portraits by first class mail, postage prepaid at the Contractor’s expense, directly to the students within six (6) weeks after the date of the photo order. Underclassmen: Individual schools may choose how the Contractor will return pictures, for example, on-line ordering options, which Offerors shall provide within their proposal response. 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. At the high school level, Contractor(s) shall provide the school principal a typed list in alphabetical order by grade of all students photographed, within three (3) weeks of picture day. Sports and dance photos: Contractor(s) shall mail pictures with positive identification to students within three (3) weeks after the dance event or athletic photo shoot, and shall provide electronic versions of photos, including candid photos taken during the event to yearbook staff. – All proof booklets will be delivered to the individual students by mail within 10 days of their sitting date. See page 33 for more info. 3.4.4 Make-up and Retake Photos: For the Fall Prepay session, high schools will work with the Contractor to determine deadlines for underclassman retake pictures, in order to meet the requirements for yearbook and other publication deadlines. School principals will schedule and approve the specific make-up day. Contractor(s) shall not charge or threaten to charge for retakes. Use of each school’s facilities for regular and make-up photo sessions will be provided for both senior and underclassmen photographs; for additional takes or other problems, Contractor(s) must provide a location for the photo sessions that is convenient to the students and is approved in advance by the school principal. – Agreed 3.4.5 High School Dance Program Photos: Awarded Contractor(s) are expected to provide, on a prepay basis, photographic services for the Homecoming Dance, Prom, and other events as specified by the individual high schools. High schools will provide dates for specific dances at least thirty (30) days in advance. Contractor(s) shall provide special flyers for each student anticipated to be in attendance and posters for use in the school, prior to the event; Contractor(s) shall specify pricing and package options on the student flyers. Contractor(s) shall be present at the dance at a time designated by the principal to take portraits of couples attending that dance; Contractor(s) shall provide backdrops for the portraits. As noted in every other area of the RFP, Contractor(s) are solely responsible for the collection of funds and payment. Offerors shall include the potential commissions for dance photos in their price proposal. Yearbook and newspaper staffs at each high school reserve the right to choose any, all or none of the provided candid photos for use within their respective publications. – Agreed, see page 42 3.4.6 High School Sports Photos: At each high school principal’s discretion, awarded Contractor(s) may be requested to provide high school sports photos. Principals will determine the level of Contractor attendance required for each of the three high school athletic seasons. Use of the Contractor at post- season athletic competitions is optional. Potential use of the Contractor’s athletic event photos may range from inclusion in the yearbook to team and individual photos required for athletic programs and/or publications available at events during the season. Contractor(s) shall provide a CD with the assorted photographs to the principal or if designated, the school athletic/activities director. Offerors are requested to provide pricing for any and all high school sports photography services, including team and individual program or yearbook photos potentially at no charge and packages of team and individual photos offering a commission to the school, to be purchased as desired by parents or students. As noted throughout the RFP, team and head-shot photos may be required for yearbook purposes regardless of any parent/student orders placed, and all photography order funds will be processed solely by the Contractor(s) without school clerical or staff assistance. Yearbook and newspaper staffs at each high school reserve the right to choose any, all or none of the provided candid photos for use within their

respective publications. – Agreed, see page 43

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