REQUEST FOR PROPOSAL SCHOOL PHOTOGRAPHY SERVICES ...

REQUEST FOR PROPOSAL
SCHOOL PHOTOGRAPHY SERVICES
Enclosed please find a Request for Proposal for Elementary, Middle School, and High
School Photography Service for Ball-Chatham C.U.S.D. #5. The RFP has eight
sections:
I. Introduction
II. Background Information
III. Desired Services
IV. Revenue sharing/Rebates
V. Fees
VI. Specific information to be included in the Proposal
VII. Evaluation and Timetable
VIII. Appendix A
Proposals are to be submitted to my attention no later than 10:00 a.m. on April 15, 2011
at the following address:
Ball-Chatham C.U.S.D. #5
Attn: Lori Niemeier, Business Office Manager
201 W. Mulberry Street
Chatham, IL 62629
Although price is a major consideration, the District does not award on price alone.
Other items to be considered are quality of proposed service as judged by the District,
past experiences with such contractor, if any, references and similar such items.
Administration and Board of Education of Ball-Chatham C.U.S.D. #5 reserves the right
to reject any and all submissions.
Clarifying questions may be directed in writing to Lori Niemeier, Business Office
Manager via email (lniemeier@chathamschools.org) or by fax (217-483-2940).
Thank you for your consideration,
Lori D. Niemeier
Business Office Manager

I. Introduction
a. This request for information is for the purpose of receiving proposals from
firms that wish to be considered for the bidding of services for student
photo packages, two (2) student ID’s, two (2) staff ID’s, and yearbook
photos.
b. It is anticipated the period of commitment will begin on or about July 1,
2011 and extend through June 30, 2012, with the option to renew annually
for up to four (4) additional one (1) year periods at the District’s request.
c. Those submitting proposals are hereby advised that the District shall
reserve the right to unilaterally terminate the contract for subsequent
school year/years prior to April 1 annually without prejudice.
II.
Background Information
a. Ball-Chatham C.U.S.D. #5 is a public school district organized and
existing pursuant to the laws of the State of Illinois.
b. The anticipated student enrollment per building as of March 17, 2011 is as
follows:
• Ball Elementary
• Chatham Elementary
• Glenwood Elementary
• Glenwood Intermediate
• Glenwood Middle
• Glenwood High
638 students
532 students
503 students
683 students
664 students
1,311 students
III.
Desired Services
a. The services must comply with all state and federal laws.
b. Student Photo Packages:
• Describe the various picture combination packages including the
various sizes and number of each, plus cost.
• Provide picture package information to each school building by
September 1 of each year.

c. Student ID:
d. Staff ID:
e. Yearbook:
• Include studio address and telephone number on picture packet for
parents to utilize to contact your studio if they have questions or
complaints about picture packet.
• Individual student pictures to be returned to each school, packaged
by homeroom and/or primary teacher for distribution to students by
school staff.
• Provide staff member to collect all picture money on the day
student photos are taken.
• Provide three color student identification cards for use as student
ID, library pass, and lunch cards. ID’s shall include picture,
Skyward student number, student name, and building name.
• Provide one CD of all student pictures taken per building with
picture as JPG format and indexed by Skyward student name key.
• Provide two color staff identification cards for all staff members that
include the staff photograph, name, and building name.
• Provide each school yearbook advisor with two copies of color
photos students, staff, and building administration.
• Provide school related sports group team photos, non-sports
groups and club photos for each school building. The schedule will
be devised by the yearbook advisors and sent to the photographer.
• Other specialty services including panoramic.
• All photos are to be returned to the yearbook in digital format,
preferably via the internet where the advisor can access proofs and
download full resolution versions.
f. Provide one CD-ROM of all student pictures taken per building with picture
as a JPG format and index of student number and file name.
g. Provide on CD-ROM per Middle School building with Jostens’ panel flow
process.

h. Provide one (1) set of color record roll prints and two (2) sets of color
pictures of all students photographer at no cost. Each record print must
have the students’ name imprinted under each record picture.
i. At no additional cost the school must receive record roll prints of students
not purchasing photo packets.
j. A retake must be offered to any student or staff member who purchased a
photo packet.
k. Provide senior portrait sitting for yearbook picture without requiring a
minimum purchase.
l. Provide prom photography for the junior and senior prom, including but not
limited to couples and groups as well as a chaperone portrait.
m. Provide photography of each senior receiving a diploma at the annual
graduation ceremony as well as candid photos from throughout the
ceremony including speeches by valedictorian, salutatorian, class
president and other dignitaries.
n. Provide each senior one (1) 4” x 6” print of the graduation picture at no
cost to the student and an opportunity to purchase additional prints and
sizes of the picture.
o. Provide direct mailing from the company for all prom and graduation
photography.
p. When authorized by Ball-Chatham C.U.S.D. #5 all accounting and
bookkeeping must be compliant with Illinois and Federal laws.
q. The representative must be accountable and have the authorization to
correct issue for appropriate services when needed by the school.
r. Any items included in the price need to be mentioned and detailed in
writing to conform to the law.
IV.
Revenue Sharing/Rebates
V. Fees
a. Provide information on revenue sharing/rebates awarded to Ball-Chatham
C.U.S.D. #5 if applicable.
a. Provide detailed fee and expense estimates for all services that you (or
other entities described in your proposal) will provide (i.e. core/necessary
services) or additional services you make available with respect to the
plan. Include detail of fees charged in conjunction with the proposal.

. Will your company charge a separate set-up, transactional or document
fee?
c. Will your company commit to annual/monthly meetings (if requested) at all
district locations at no cost or expense?
d. How long will your company commit to provide services at the above fee?
e. Describe any additional services which your company will provide at no
additional charge.
VI.
Specific Information to be included with Proposal
a. Proposal should be clearly marked “Photography Service Proposal.”
b. Please list the complete name of your firm with address and phone
number. Also include a brief biographical description of your firm.
c. Provide three (3) references for which your firm currently provides
services. The preferred references should be accounts similar in size and
complexity to Ball-Chatham C.U.S.D. #5.
d. Four certifications located in Appendix A must be completed and
submitted.
VII.
Evaluation and Timetable
a. Proposals shall be submitted no later than 10:00 a.m., April 15, 2011 to:
• Lori Niemeier, Business Office Manager
• Ball-Chatham C.U.S.D. #5
• 201 W. Mulberry Street
• Chatham, IL 62629
b. The proposals submitted will be reviewed by the Administration.
c. The Administration may set up on-site interviews for finalists.
d. Interviews will take place prior to April 29, 2011.
e. The District’s final decision on choosing a company’s service is expected
to be made and presented to the Board of Education at the Regular
Meeting no later than May 23, 2011.
f. Administration and Board of Education of Ball-Chatham C.U.S.D. #5
reserves the right to reject any and all submissions.

Appendix A:
CERTIFICATIONS OF COMPLIANCE WITH
ILLINOIS DRUG FREE WORKPLACE ACT
The undersigned does hereby certify pursuant to section 3 of the Illinois Drug-Free
Workplace Act (30 ILCS 580/3) that it shall provide a drug-free workplace for all
employees engaged in the performance of work under the contract by complying with
the requirements of the Illinois Drug-Free Workplace act and, further certifies, that it is
not ineligible for award of this contract by reason of debarment for a violation of the
Illinois Drug-Free Workplace Act.
___________________________________________
Name of Bidder (Please Print)
________________________
Submitted by (Signature)
___________________________________________
Title
CERTIFICATE REGARDING SEXUAL HARASSMENT POLICY
The undersigned, does hereby certify pursuant to Section 2-105 of the Illinois Human
Rights Act (775ILCS 5/2-105) that it has written sexual harassment policy that includes,
at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the
definition of sexual harassment under State law; (iii) a description of sexual harassment,
utilizing examples; (iv) an internal complaint process including penalties; (v) the legal
recourse, investigative and complaint process available through the Department of
Human Rights and Human Rights Commission; (vi) directions on how to contact the
Department of Human Rights and Human Rights Commission; and (vii) protection
against retaliation.
___________________________________________
Name of Bidder (Please Print)
________________________
Submitted by (Signature)
___________________________________________
Title

CERTIFICATION
The undersigned hereby certifies that he/she/it is not barred from submitting this
proposal as a result of a violation of either the bid-rigging or bid-rotating provisions of
Article 33E of the Criminal Code of 1961, as amended.
___________________________________________
Name of Bidder (Please Print)
________________________
Submitted by (Signature)
___________________________________________
Title
The undersigned hereby certifies that he/she/it is in compliance with the Equal
Employment Opportunity Clause and the Illinois Fair Employment Practices Act as
stated under Compliance with Legislation.
___________________________________________
Name of Bidder (Please Print)
________________________
Submitted by (Signature)
___________________________________________
Title
The undersigned hereby certifies he/she/it has read, understands, and agrees that the
Board of Education for Ball-Chatham C.U.S.D. #5 has the right to accept any proposal
or reject all proposals without prejudice.
___________________________________________
Name of Bidder (Please Print)
___________________________________________
Address
___________________________________________
Phone Number
________________________
Submitted by (Signature)
________________________
Title
________________________
Date