FAUQUIER SD

1. PURPOSE The purpose of this Request for Proposal (RFP) is to establish, through the competitive negotiation process, contracts with qualified firms to provide Photographic Services for Fauquier County Public Elementary, Middle and High Schools. It is the Owner’s intention to award multiple contracts for each level of school service, to provide the best variety and selection to our schools. The objectives of this RFP are as follows: to establish contracts based on the quality, pricing, guarantees, timeliness of delivery of products, and ability of the successful Offerors to provide the services required; to obtain the highest quality pictures and associated services for the Owner at the best price; to provide the efficient management of photographic service contracts and to limit disruption of student programs; and to generate funds for schools to use for the benefit of the entire student population. This solicitation is issued by the Fauquier County Government and Public Schools Procurement Division for Fauquier County Public Schools, on behalf of the Fauquier County School Board, a political subdivision of the Commonwealth of Virginia, herein referred to as “Owner”. 1.1 For ease of reference, each organization submitting a response to the Request for Proposal will hereinafter be referred to as an “Offeror”. An Offeror whose proposal would result in a formal agreement will hereinafter be referred to as a “Contractor”. 1.2 The contents of the proposal submitted by the successful Offeror, this RFP (including general and special terms and conditions), and all modifications made thereof, will become part of any contracts awarded as a result of this solicitation. The successful firms will be required to sign a contract (also referred to herein as “agreement”) with the Owner. 2. BACKGROUND Fauquier County, Virginia is approximately 40 miles fromWashington, DC and 80 miles from Richmond, the state capital. Fauquier County encompasses a land area of approximately 650 square miles and is bordered by the counties of Prince William, Stafford, Culpeper, Warren, Clarke, Loudoun, and Rappahannock. Because of its proximity to Washington, DC, the county has experienced consistent population growth rates over the past 10 years and is currently home to approximately 71,000 residents. Despite that, the County remains primarily rural in nature. Fauquier County Public Schools are comprised of twenty (20) total schools: eleven (11) elementary, five (5) middle, three (3) high schools and one (1) alternative learning school (see page 16 for detailed list). Students from the twentieth school, an alternative education facility that includes middle and high schoolers, may receive photographic services at one of the other nineteen schools noted; however, it’s suggested that Photographers arrange a photo date at the alternative education facility to take underclass student photos. Due to the nature of senior portraits, those alternative education students will go to the base school for senior portraits. As of the 2019-2020 school year, total full time student for each level are: Elementary, 4,768; Middle, 2,606; High, 3,807. (Note: the regular teacher count for each level was not available at the time of RFP release but may be included in an Addendum). In addition, as noted herein, most all schools in this district extend the opportunity for pictures to other staff not included in those counts like custodial, cafeteria and office personnel, teacher’s aides and parent volunteers. The quantities provided do not guarantee a level of commitment but are provided for Offeror information purposes, only. The contract(s) resulting from this solicitation will replace current contracts that have no renewals remaining and are intended to offer the awarded Contractors consistency in the expectations of the entire district and the district, a consistent, high standard of quality, performance, and standardized firm pricing. As noted later in the solicitation, the individual schools will commit to a full school year of service with an awarded Contractor but will have the opportunity each year to renew with that Contractor or choose another awarded Contractor, whichever choice best meets the school’s requirements. Contractors are advised NOT to attempt to “lock” any school into a multi-year contract; all contracts are year-to-year. 3. STATEMENT OF NEEDS Offerors shall have the capability, experience and resources to provide the scope of services outlined herein, in addition to proposing additional ongoing services that will benefit the Owner and applicable student population. The Statement of Needs is divided into the following sections: general requirements for all types of photographic services for all schools, and specific requirements for elementary, middle and high schools. Although repetition occurs from one school category to the next, Offerors are strongly advised to thoroughly review each category they will submit proposals on as there are subtle differences, and each category response will be carefully evaluated by the committee.

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