SECONDARY SCHOOLS and SENIOR PHOTOGRAPHY INSTRUCTI

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SECONDARY SCHOOLS and SENIOR PHOTOGRAPHY INSTRUCTI

CENTRAL DAUPHIN SCHOOL DISTRICT

REQUEST FOR PROPOSAL

PHOTOGRAPHY SERVICES – SECONDARY SCHOOLS and SENIOR PHOTOGRAPHY

INSTRUCTIONS AND GENERAL CONDITIONS

1. Requests for Proposals for Photography Services – Secondary Schools and Senior Photography are

being solicited for a three year period, covering the 2013-2014, 2014-2015, and the 2015-2016 School

Years.

2. Requests for Proposal will be received no later than 12:00 p.m. on April 4, 2013 at the Administration

Building of the Central Dauphin School District, 600 Rutherford Road, Harrisburg, Pennsylvania, 17109.

Requests for proposals will be publicly opened at 1:00pm on April 4, 2013 at the Administration Building of

the Central Dauphin School District, 600 Rutherford Road, Harrisburg, Pennsylvania, 17109.

3. All Proposals must be submitted to Mrs. Tara Olvera, Purchasing Supervisor, in sealed envelopes marked

“SEALED PROPOSAL FOR PHOTOGRAPHY SERVICES – SECONDARY SCHOOLS and SENIOR

PHOTOGRAPHY.” Faxed or emailed proposals will not be considered.

4. Proposals must be typewritten or printed in ink, and the enclosed Proposal Form provided by the

District must be completed. The contractor must sign and remit the original proposal form and retain a

copy for reference purposes.

5. Alterations, additions, or changes to the conditions of the proposal will not be permitted.

6. The maximum length of time a proposal is valid should be stated in the proposal with the minimum being

60 days from the above proposal opening date to allow for sufficient proposal analysis and award.

7. The attached Non-Collusion Affidavit must be signed, notarized and submitted with the proposal. Failure

to provide a completed and notarized affidavit may be grounds for disqualification of the proposal.

8. It is understood that the Board may make its award for the entire proposal, or may reject any or all items,

as it desires. It is also understood that the Board reserves the right to award the proposal in the best

interest of the School District, and to waive any informalities, technicalities and irregularities.

9. This contract may be terminated by either party with a 180-day written notice. Should the contractor

prematurely terminate the contract, all District costs to establish new photography services will be the

responsibility of the terminating contractor.

10. The District may terminate the agreement immediately should information be received relating to the

contractors failure to abide by the laws or amendments outlined in this agreement.

11. In the event that the successful contractor should neglect or refuse to furnish and deliver the said services

or any part thereof as provided in these specifications, the School District is authorized and empowered to

establish a new agreement in conformity with this contract from such party or parties in such manner as it

shall select at the expense of the successful contractor, or to cancel this contract reserving to itself,

nevertheless, all rights for damage which may be incurred by the School District.


12. The contractor agrees that if the contract is awarded to him/her, s/he will not assign, transfer, or sublet it

without the written consent of the School District.

13. References to proprietary services are strictly to establish minimum standards of quality and are not stated

to eliminate or diminish competition.

14. No rights shall accrue to any contractor submitting a proposal until such proposal has been accepted, a

contract awarded, and completely executed in writing by duly authorized officers of the District.

15. Payment will be processed upon satisfactory receipt of documentation and invoice.

16. All contracts will be entered into under and subject to the provisions of the Public School Code of 1949 of

the Commonwealth of Pennsylvania, approved March 10, 1949, P.L. 30 and its supplements and

amendments, and the successful contractor agrees to satisfy the Board concerning all of the requirements

of the laws of Pennsylvania outlined above.

17. All applicable laws shall be deemed to be part of these specifications and the contract shall be read and

enforced as though they were included.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement, by their officers thereunto duly

authorized, on the day and year first above written.

OWNER, AUTHORIZED AGENT, OR CONTRACTOR:

By:____________________________________________

Print Name:______________________________________

Title:___________________________________________


PROPOSAL FORM

Central Dauphin School Board

Central Dauphin School District Administration Building

600 Rutherford Road

Harrisburg, Pennsylvania 17109

Administrator:

We, the undersigned, hereby propose and agree to furnish to the Central Dauphin School Board, of Dauphin

County, Pennsylvania, whose offices are at 600 Rutherford Road, Harrisburg, Pennsylvania, any or all services

that have been proposed on the attached pages.

This proposal is subject to all the terms of the specifications, and proposal instructions and general conditions

herewith printed, and we hereby agree to furnish such services as may be awarded to us.

Signed (Name and Title)

Contractor Name

Contact Person

Address

Telephone Number / Fax Number

Email Address

Date

An authorized official must sign this Proposal Form. This sheet is to be returned with the proposal in a sealed

envelope marked:

"Sealed Proposal for Photography Services – Secondary Schools”

Bids should be addressed to Mrs. Tara Olvera, Purchasing Supervisor, Central Dauphin School District,

Administration Building, 600 Rutherford Road, Harrisburg, Pennsylvania 17109.


NON-COLLUSION AFFIDAVIT

STATE OF :

:

COUNTY OF :

and says the following:

, of lawful age, being first duly sworn according to law deposes

He/She is an officer, member or employee authorized by the organization and its principals (the “Contractor”) to submit the

attached proposal and makes the final decision on the information stated in this proposal.

The contractor has not been convicted or found liable for any act prohibited by state or federal law in any jurisdiction involving

conspiracy or collusion with respect to bidding on any public contract within the last three years and is not a debarred or

suspended party as listed in the General Services Administration’s “List of Parties Excluded From Federal Procurement or

Non-procurement Programs” or by the Commonwealth of Pennsylvania.

The contractor understands that if he/she has been convicted or found liable as aforesaid, the Central Dauphin School District (the

”District”) is not prohibited from accepting a proposal from or awarding a contract to the contractor, but the conviction or finding

of liability may be a ground for administrative suspension or debarment in the discretion of the District under the rules and

regulations of the District, or if the District has no administrative suspension or debarment regulations or procedures, the

conviction or finding of liability may be a ground for consideration on the question of whether the District should decline to

award a contract to the contractor on the basis of a lack of responsibility.

The Contractor has not been a party to any collusion among other contractors in restraint of freedom of competition by agreement

to propose at a fixed fee or to refrain from proposing.

The Contractor has not been a party to any collusion with any governmental official or employee as to quantity, quality or price in

the prospective contract or with respect to any other terms of the prospective contract or with respect to any discussions

between the Contractor and any governmental official concerning exchange of money or other things of value for special

consideration in the letting of a contract.

The foregoing statements are accurate with respect to the Contractor and its current or previous officers and employees and to the

best of the affiant's knowledge, information and belief.

______________________________________________

Signed (Name and Title)

Sworn to and subscribed before me, a Notary Public,

on the day of , 20___.

______________________________________________

Contractor Name

Notary Public

My Commission Expires:


CENTRAL DAUPHIN SCHOOL DISTRICT

SPECIFICATIONS FOR PHOTOGRAPHIC SERVICES – SECONDARY SCHOOLS

FOREWARD

The Administration of the Central Dauphin School District is seeking proposals from photography companies,

asking each if they will provide the following photography services for the period requested. The goal of the

District is to achieve a combination of minimal fees and maximum convenience for our students. The following

services must be provided at a minimum. The responding photography service contractor may offer to provide

additional useful services to the Central Dauphin School District. Any other service (s) which the contractor would

want to offer the District for the length of the agreement may be provided supplementary to the proposal. Fees

for any other additional services should be itemized in your proposal.

QUESTIONS

If any photography company should have any questions or require additional information, please contact Mrs.

Tara Olvera, Purchasing Supervisor, at (717) 545-4703, extension 232, or email at tolvera@cdschools.org.

Please Note: Vendors have the option to present a proposal for Rider One solely, or present a proposal

for Riders One and Two.

RIDER ONE (1)

FALL PICTURES

1. Preprinted sales flyers are to be provided by the contractor.

2. Every child is to be photographed; regardless of portrait picture package purchase.

3. A minimum of (3) three portrait picture packages should be made available to all students. At least (1)

portrait picture package should be priced available to families of lower socio-economic status. Portrait

packages and pricing for the three school years ending June 30, 2014, 2015, and 2016 should be

provided.

4. Fall pictures are administered on a pre-pay basis.

5. Contractor should provide enough photographers to complete services in one day. A listing of all school

buildings and approximate enrollment is attached.

6. Fall pictures should be completed and distributed to students on or about October 31 st of each year.

7. A make up day shall be required. The make up day should be scheduled after the distribution of fall

pictures.


SPRING PICTURES (MIDDLE SCHOOLS ONLY)

1. Every child is to be photographed; regardless of portrait picture package purchase.

2. Spring pictures are not administered on a pre-pay basis.

3. Contractor should provide enough photographers to complete services in one day. A listing of all school

buildings and approximate enrollment is attached.

4. Spring pictures should be completed and distributed to students on or about March 31 st of each year.

YEARBOOK / MEMORY BOOK (MIDDLE SCHOOLS ONLY)

1. Proposals should include information pertaining to the sale and production of an annual

yearbook/memory book.

2. Specifications and pricing for an annual yearbook/memory book for the three school years ending June

30, 2014, 2015, and 2016 should be provided.

3. A timeline for the production of the yearbook/memory book should be included.

4. Yearbook / memory books should completed and distributed to students on or about April 15 th of each

year.

STUDENT IDENTIFICATION BADGES

1. Complimentary student identification cards should be provided for all students. These identification cards

should contain the student photograph, student name, building name, and grade level.

COMMISSION

1. The commission structure for the three school years ending June 30, 2014, 2015, and 2016 should be

provided.

2. The timeframe for payment remittance of commissions should be included within the proposal.

OTHER

1. Complimentary portrait package should be available for teachers and staff members.

2. The contractor should provide the district an electronic format of all pictures taken. These pictures will be

utilized for cafeteria account identification and the student information system.

3. Neither the secondary school buildings nor the Central Dauphin School District should be involved within

the collection of NSF checks, unpaid or unreturned photographic services, etc.


RIDER TWO (2)

SENIOR CLASS PICTURES / YEARBOOK PORTRAIT

1. Proposals should include photography services for senior class pictures. These pictures will be utilized in

the yearbook. Pricing for the senior class pictures for the three school years ending June 30, 2014,

2015, and 2016 should be provided.

2. Preprinted sales flyers are to be provided by the contractor.

ATHLETIC Photography

1. Proposals should include photography services for team sports pictures for all Sports Teams: Fall,

Winter, and Spring Sports, including Cheerleading. These pictures will be utilized in the year book /

memory books.

2. Universal flyers for all athletic photography sessions are to be provided by the contractor.

3. The photographer must agree to meet annually with the athletic director of each high school to coordinate

deadlines and other pertinent information regarding the athletic photography.

4. A complete listing of athletic teams, by season, is contained in the request for proposal specifications.

STUDENT GROUPS / CLUBS Photography

1. Proposals should include photography services for student organizations and clubs. These pictures will

be utilized in the year book / memory books.

OTHER

1. Proposals should also include a pricing schedule for any additional photography services as deemed

necessary by the district. These services include the following; however, are not limited to Fall plays,

spring musicals, concerts, school dances, proms, etc.

2. The photographer must agree to meet annually with the yearbook advisor of each high school to

coordinate deadlines and other pertinent information regarding the annual yearbook.


CENTRAL DAUPHIN SCHOOL DISTRICT

Secondary School Buildings

Central Dauphin High School

437 Piketown Road

Harrisburg, Pennsylvania 17112

(717) 703-5360

Mr. Kenneth Miller, Principal

Enrollment: Approximately 1,777 Students

Central Dauphin East High School

626 Rutherford Road

Harrisburg, Pennsylvania 17109

(717) 541-1662

Dr. Jesse Rawls Jr., Principal

Enrollment: Approximately 1,351 Students

Central Dauphin Middle School

4600 Locust Lane

Harrisburg, Pennsylvania 17109

(717) 540-4606

Mr. Jeffrey Matzner, Principal

Enrollment: Approximately 709 Students

Central Dauphin East Middle School

628 Rutherford Road

Harrisburg, Pennsylvania 17109

(717) 545-4709

Mrs. Christine Miller

Enrollment: Approximately 667 Students

Linglestown Middle School

1200 North Mountain Road

Harrisburg, Pennsylvania 17112

(717) 657-3060

Mr. David Wright, Principal

Enrollment: Approximately 684 Students

Swatara Middle School

1101 Highland Street

Oberlin, Pennsylvania 17113

(717) 939-9363

Mr. Erick Valentin, Principal

Enrollment: Approximately 537 Students


CENTRAL DAUPHIN SCHOOL DISTRICT

Athletic Team Sports by Season

FALL:

High School Level

Cheerleading – Var/Jv

Cross Country – Var (boys/girls)

Field Hockey – Var/Jv

Football – Var/Jv

Golf – Var (boys/girls)

Marching Band

Boys’ Soccer – Var/Jv

Girls’ Soccer – Var/Jv

Girls’ Tennis – Var/Jv

Girls’ Volleyball – Var/Jv

Middle School Level

Cross Country (boys/girls)

Field Hockey – JH Var/JH Jv

Football – Freshman

WINTER:

High School Level

Boys Basketball – Var/Jv/Fr

Girls Basketball – Var/Jr/Fr

Cheerleading – Var/Jv

Swimming – Var (boys/girls)

Wrestling – Var/Jv

Middle School Level

Boys Basketball – JH Var/JH Jv

Girls Basketball – JH Var/JH Jv

Cheerleading – JH

Wrestling – Freshman

SPRING:

High School Level

Baseball – Var/Jv

Boys Lacrosse – Var/Jv

Girls Lacrosse – Var/Jv

Softball – Var/Jv

Boys Tennis – Var/Jv

Track & Field – Var – (boys/girls)

Boys Volleyball – Var/Jv

Middle School Level

Boys Soccer – JH Var/ JH Jv

Girls Soccer – JH Var/JH Jv

Track & Field – JH (boys/girls)


CENTRAL DAUPHIN SCHOOL DISTRICT

REQUEST FOR PROPOSAL

PHOTOGRAPHY SERVICES – SECONDARY SCHOOLS & SENIOR PHOTOGRAPHY

VENDOR MAILINGS (Alphabetical)

• Barksdale Portraits

380 Turner Way

Aston, Pennsylvania 19014

Attn. Jenifer Viviani

• Fashion Mystique Modeling

And Beauty Salon, Inc.

611 N. Mountain Road

Harrisburg, PA 17112

Attn. Dawn Shearer

• Inter-State Studio Publishing Company

251 Sunset Drive

Howard, PA 16841

Attn: Gordon Barrey

• Legacy Photographics

408 E. 4th St., Suite 306

Bridgeport, PA 19405

• Lifetouch National School Studios

4211 Elmerton Avenue

Harrisburg, Pennsylvania 17109

Attn. John Stauffer

• Showstopper Photography

82 Sylvan Drive

Pottstown, PA 19465

Attn. Chris Murphy

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