BUSINESS SERVICES DIVISION

PROCUREMENT SERVICES

REQUEST FOR QUALIFICATIONS

19106D-EST-BJH PICTURE SERVICES

July 2, 2026

Notification to Potential Respondents:

This letter shall serve as notice that Hillsborough County Public Schools (HCPS) desires to approve additional qualified vendors to supplement the existing Request for Qualifications: 19106-EST-BJH Picture Services. This solicitation window will be available as stated below:

Questions Due Date: July 16, 2026 at 12:00 pm

Bid Due Date: July 30, 2026 at 4:00:00 PM: Bids may not be withdrawn within 90 days after such date and time.

Sample Due Date: July 29, 2026 at 2:00PM: Address: Procurement, 901 E. Kennedy Blvd., Tampa FL 33602

Delivery Address: ELECTRONIC COPY SUBMITTAL: BIDDER MUST SUBMIT THEIR BID VIA UPLOAD USING THE

HCPS VENDOR PORTAL: WWW.MYVENDORLINK.COM. NO HARDCOPY IS REQUIRED.

The above-referenced Request for Qualifications (solicitation) is modified as set forth in this Addendum. The original solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this Addendum, which is hereby made part of the solicitation. Proposer shall take this Addendum into consideration when preparing and submitting a proposal. This Addendum amends the above-referenced solicitation in the following particulars only:

All vendors who were awarded for RFQ 19106, 19106A,19106B and 19106C -Picture Services are NOT required to re-submit a new proposal.

1. The initial term of this RFQ shall begin upon receipt of an HCPS approval letter and shall end on January 14, 2030, unless terminated earlier. HCPS reserves the right to publish this or another solicitation at its sole discretion to maintain or increase the pool of qualified contractors. A list of pre-qualified vendors will be provided to the schools.”

5.1.3 Award: HCPS reserves the right to pre-qualify vendors who HCPS deems to meet the qualifications listed in this RFQ. HCPS is therefore not bound to accept a proposal on the basis of lowest price. In addition, HCPS at its sole discretion, reserves the right to cancel, recall or re-issue all, or any part of the RFQ, to reject any and all proposals, to waive any and all formalities and irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of HCPS. This contract shall allow additional vendors to pre-qualify every twelve (12) months at the request of HCPS staff and advisors.

This notice shall be construed and governed by the laws of the State of Florida. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest concerning this decision must be timely received by the Procurement Manager, Ivan Viamontes, at ivan.viamontes@hcps.net.

Sincerely

Erika James, Senior Procurement Officer http://www.myvendorlink.com/ mailto:ivan.viamontes@hcps.net

BUSINESS SERVICES DIVISION

PROCUREMENT SERVICES

REQUEST FOR QUALIFICATIONS

Monday, November 11, 2019

Solicitation # & Name: 19106-EST-BJH PICTURE SERVICES

Purpose: Hillsborough County Public Schools, hereafter referred to as the "District" or "HCPS", is seeking sealed proposals from vendors to establish a list of pre-qualified vendors for picture services for Elementary, Middle and High Schools throughout the district. HCPS reserves the right to open this Request for Qualifications (RFQ) yearly to maintain or increase the pool of qualified contractors, if deemed necessary by HCPS.

This solicitation will replace solicitation # 13013-EST for Picture Services. All vendors who submitted a proposal for RFQ 13031-Picture Services and any supplemental RFQ’s (13031) for Picture Services are required to re-submit a new proposal. If you do not re-submit a new proposal, you cannot be considered for the award under this new solicitation.

We welcome and encourage your participation in this new solicitation.

Event:

Dates are subject to change. All changes will be reflected in Addenda to the solicitation posted on www.myvendorlink.com.

Date Time

Pre-Proposal Conference: No

Last Day for Questions: Monday, November 18, 2019 12:00 p.m.

Proposal Due Date/Time: Tuesday, December 10, 2019 2:00 p.m.

The Above dates are subject to change. Any changes will be posted via addenda on www.myvendorlink.com.

VendorLink https://www.myvendorlink.com/: To register as a vendor and receive updates and addenda, under this or any future HCPS solicitation, requires each vendor to have a current vendor application on file with www.myVendorLink.com. HCPS may disqualify any firm for failure to comply with this condition.

Cone of Silence: The Cone of Silence, HCPS policy 6320 – Procurement, prohibits any communication regarding an active competitive solicitation between any District employee or Board member and any third party, representative, or lobbyist of that party, in effect from the time of release of the competitive solicitation until the Agreement is awarded by the Board.

Contact: The Procurement Officer is the sole point of contact from the date of release of this solicitation until contract award. All questions must be in writing via https://www.myvendorlink.com/ .

The School Board of Hillsborough County, Florida

Tamara P. Shamburger, Chair Melissa Snively, Vice Chair Steve P. Cona III Lynn L. Gray Stacy A. Hahn Karen Perez Cindy Stuart

Superintendent of Schools Jeff Eakins

Deputy Superintendent, Instructional Van Ayres

Deputy Superintendent, Operations Christopher Farkas

Chief of Schools, Administration Harrison Peters

Chief Business Officer Gretchen Saunders

General Manager, Procurement Services Corey A. Murphy https://www.myvendorlink.com/ https://www.myvendorlink.com/

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 2 of 41

RFQ 19106-EST-BJH PICTURE SERVICES

Contents

1 GENERAL TERMS AND CONDITIONS

2 PROPOSAL EVALUATION

3 CONTACT INFORMATION & CERTIFICATION

4 TAB 1: QUALIFICATIONS & EXPERIENCE

5 TAB 2: SCOPE OF SERVICES

6 SPECIAL REQUIREMENTS

7 TAB 3: CUSTOMER SUPPORT SERVICES

8 TAB 4: COST/BEST VALUE

9 TAB 5: PICTURE SAMPLES

10 TAB 6: SMALL BUSINESS ENTERPRISES (SBE) PROGRAM

APPENDIX A: GENERAL TERMS & CONDITIONS……………………………………………………………………………………………………………SEPARATE DOCUMENT

APPENDIX B: QUOTATION REQUEST FORM

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 3 of 41

NO BID STATEMENT

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

Regarding the above solicitation, I hereby submit a “no bid” for the reasons checked below:

☐ Insufficient time to respond

☐ Could not meet Insurance requirements

☐ Addenda were received too late to respond

☐ Could not meet bonding requirements

☐ Could not meet specifications

☐ We do not offer the product or service requested

☐ Specifications were unclear or restrictive

☐ Our schedule will not permit us to respond

☐ Terms & Conditions were unclear or restrictive

☐ We do not bid directly

☐ Keep our company on this bid list for future bids

☐ Remove our company name from this bid list for future bids

Please provide any additional explanation for not participating in our bidding process:

Signature of Owner or Authorized Officer/Agent E-mail

Printed Name Title

Thank you for your participation in our bid process and we look forward to opportunities for you to respond in the future.

**No Bid Statement may be submitted via facsimile to 813-272-4390**

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 4 of 41

1 GENERAL TERMS AND CONDITIONS

See Appendix A: General Terms and Conditions, provided as a separate document, is applicable to this competitive solicitation. The Proposer must download the Appendix A: General Terms and Conditions file via www.myvendorlink.com if not distributed along with this solicitation. Any conflict in terms between the Appendix A:

General Terms and Conditions, this document, or any HCPS-issued addenda will require the following order of precedence: addenda, answers to questions on www.myvendorlink.com, this document, and Appendix A.

2 PROPOSAL EVALUATION

Procurement Services shall forward all on-time responsive proposals to an assigned HCPS Evaluation Committee (committee) for evaluation. HCPS will not evaluate proposals found not to be acceptable.

The committee, consisting of HCPS personnel but may include additional stakeholders, will review, discuss, and rank the proposals. Procurement Services personnel will participate as facilitators.

2.1.1 Proposal Preference: HCPS will prefer to contract with those proposals that are in full or substantial compliance with the provided terms and conditions stipulated in this solicitation. However, after allowance for any deviations, a proposal with alternatives may be considered. HCPS cautions proposers to indicate all restrictive deviations from the desired terms and conditions.

HCPS will select the proposer(s) it deems as in the best interest of HCPS. HCPS shall be the sole judge and final arbiter of its own best interest, and the evaluation of submissions.

Proposers are advised that, in the event of receipt of an adequate number of proposals, as deemed by

HCPS, require no clarifications and/or supplementary information; such proposals may be evaluated without further discussion. Proposers should provide complete, thorough proposals with the proposers most favorable terms.

Should proposals require additional clarification and/or supplementary information, proposers should submit such additional material in a timely manner.

HCPS may choose to award a proposal without discussion with any proposer after evaluation of all proposals. Therefore, proposers should submit complete proposals with all pertinent information.

HCPS may cancel this solicitation or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

2.1.2 Inspection of Proposer's Facilities: HCPS reserves the right to inspect the proposer's facilities and vehicles prior to award of this contract.

2.1.3 Proposal Format: The Proposer must organize the proposal as specified to maintain comparability and consistency in the Evaluation Committee’s evaluation of proposals. Avoid any elaborate promotional materials and provide only information that is required. All supporting materials should clearly reference the portion of the solicitation to which they pertain. Proposer must submit:

one (1) original hard copy, and one (1) exact duplicate on a .pdf-formatted USB thumb drive one (1) Microsoft Excel response (if provided by HCPS)

2.1.4 Please read carefully. All proposals must be prepared and submitted in accordance with the instructions provided below. HCPS shall review each proposal to determine its responsiveness to the submission requirements. A responsive proposal is one that meets the requirements of the solicitation, including the provision of all documentation, supporting exhibits, on-time submission, and all required signatures. Failure to comply with these requirements may deem your Proposal as non-responsive.

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 5 of 41

2.1.5 Preliminary Phase (Performed at the time of Initial Screening): Procurement Services reserves the right to (i) evaluate proposals for compliance with required format, (ii) completeness of forms, (iii) submission of required experience requirements, including but not limited to the provision of signed forms, proof of insurance, licenses, proof of incorporation, business tax certificates, and references. This phase shall be Pass/Fail as determined by Procurement Services.

Responsiveness: Procurement Services will evaluate the proposal as to form and format (appropriate format).

a. Proposal Order: To allow HCPS to make a fair proposal comparison each proposal must adhere to the following order:

b. Coversheet: The coversheet, at a minimum, must contain the:

Solicitation title

Due date

Proposer contact information

Proposer name, address, principal representative

c. Table of Contents: Failure to meet the below-mentioned format is cause for rejection of the Proposal as non-responsive. Outline and identify the Proposal by:

tab and page number the major areas of the Proposal, including enclosures all pages must be consecutively numbered and correspond to the table of contents

d. Signed Forms: The Proposer must sign and include the provided forms.

e. Tabs: The tabs may differ according to the needs of the individual solicitation (including but not limited to its names, sequence, number of tabs, etc.). However, the proposal must be presented sequentially by the designated tab numbers.

-- Overall Compliance with Requested Submittal Format: Procurement Services may disqualify proposals not in compliance with the requested submittal format or those vendors whom do not meet the minimum experience or licensing requirements. (PASS/FAIL)

Tab Selection Criteria

Qualifications and Experience:

Experience in this specific type of work and qualified to perform comparable volume; and

References from three largest accounts provided good feedback; and work performed was relevant to work requested in the solicitation; and staffing plan

Past working relationships on similar projects and your experience in providing pictures for Elementary, Middle and High Schools should be indicated (Florida preferred)

Clearly demonstrate Proposer's familiarity with providing K-12 photography services and provide relevant information regarding your firm’s logistical capabilities, market advantages, financial stability, and technological capacity to provide world-class service to the district.

Scope of Services: The Proposer must acknowledge agreement with the specific requirements, provide samples if requested, indicate any exceptions to Tab 2: Scope of Services, or alternatives for HCPS to consider. Summarize your approach and understanding of the services and any special considerations of which HCPS should be aware.

Provide a comprehensive curriculum plan and provide reports or samples.

3 Customer Support Services: Explain your firm’s policy regarding quality assurance/control.

4 Cost/Best Value: Best value means the highest overall value to HCPS based on factors that include, but are not limited to, price, quality, design, and workmanship as deemed within its budget.

Samples: Proposer must submit with the bid response samples of picture packages representative of the quality of work provided by your company. Samples of all packages listed below should be included with your pricing structure.

6 Small Business Enterprise (SBE): SBE Enterprise or Utilization of HCPS registered OSD vendor(s).

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 6 of 41

2.1.6 Tie Proposal: In the event of a "tie" Proposal, HCPS shall award in the following descending order until the "tie" proposal has been resolved:

2.1.6.1 Business certifying that it has implemented a drug-free workplace in accordance with the provision of Florida Statute 287.087

2.1.6.2 OSD-approved small business enterprise

2.1.6.3 S/W/MBE business certified by a governmental entity in Hillsborough County

2.1.6.4 S/WMBE business certified by a governmental entity in the Tampa Bay area

2.1.6.5 Florida certified S/W/MBE owned business

2.1.6.6 Business located in Hillsborough County, Florida

2.1.6.7 Business receiving the larger dollar award on other items within the bid

2.1.6.8 Business located in Florida

2.1.6.9 Flip of a coin by Procurement Services

2.1.7 Award: HCPS will award the proposal(s) deemed to be in its best interest. HCPS will be the sole judge and final arbiter of its own best interests, the evaluation of submissions, and the resulting award. In all instances, HCPS decision will be final. HCPS will post a notice of intent via myvendorlink.com as to its decision or intended decision.

2.1.8 Purchase Order: Award by the Board does not constitute an order. The Contractor must receive an HCPS purchase order prior to the provision of any commodity or contractual service. Shipments must be as specified on the purchase order, in conformance to the proposal form, specifications, and general instructions.

2.1.9 Preference to Florida Businesses: In accordance with Florida Statute 287.084, HCPS purchases of personal property through competitive solicitation and the lowest responsible and responsive bid, proposal, or reply, is by a vendor whose principal place of business is in a state or political subdivision thereof which:

Grants a preference for the purchase of such personal property to a person whose principal place of business is in such state, then HCPS shall award a preference to the lowest responsible and responsive vendor having a principal place of business within the State of Florida. The preference to be granted will be equal to the preference granted by the state or political subdivision thereof in which the lowest responsible and responsive vendor has its principal place of business.

Does not grant a preference in competitive solicitation to vendors having a principal place of business in that state, the preference to the lowest responsible and responsive vendor having a principal place of business in the State of Florida shall be 5 percent.

Vendors responding to this solicitation, whose principal place of business is outside the State of Florida, must provide a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts, see "Bidder's Statement of Principal Place of Business" later in this solicitation.

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 7 of 41

THE REMAINDER OF THIS SOLICITATION MUST ACCOMPANY YOUR PROPOSAL

Delivery of proposal must be in a sealed envelope, marked on the outside, as to: bid name, bid number, and opening date. Proposals received in unidentifiable envelopes are sent at the Proposer’s risk. To assure receipt of bid, prior to opening, the Proposer may choose to use special delivery mail or deliver by hand

HCPS will reject all oral, telegraphic (facsimile), or telephone proposals.

The Proposer should affix the return address label provided below to the outside of the proposal envelope identifying it as a sealed bid.

Bid: RFQ 19106-EST-BJH PICTURE SERVICES Due: Tuesday, December 10, 2019 at 2:00 p.m. ET

Hillsborough County Public Schools Procurement Services, Third Floor P.O. Box 3408 901 E. Kennedy Boulevard Tampa, Florida 33601-3408 Attn: Ms. Bobbie Jean Hargrove, Procurement Officer

SEALED BID – DO NOT OPEN

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 8 of 41

3 CONTACT INFORMATION & CERTIFICATION

The proposer must supply the information listed below for consideration. In case of a dispute or further clarification becomes necessary, please indicate your representative’s contact information. The General Manager of Procurement Services shall serve as the HCPS representative.

LOCAL CONTACT INFORMATION

Local Contact/Account Representative Name and Title

Local Address

Phone Number Cell Phone Number Fax Number

Email Address

Signature of Owner or Authorized Officer

CORPORATE INFORMATION

Representative's Name Telephone Number

Company Name

Principal Place of Business Address

Remit-To Address (if different from above)

Preferred method to receive PO ☐ US Mail ☐ Fax ( )

☐ Corporation ☐ Sole Proprietor ☐ Limited Liability Corp. ☐ Other

FEIN or SS#

3.1.1.1 Is vendor Workers’ Compensation Exempt? ☐ If Yes, the vendor shall provide proof of exemption or explanation, below:

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 9 of 41

3.1.1.2 ☐Yes ☐No Is your company registered as an SBE with the HCPS Office of Supplier Diversity?

3.1.1.3 ☐Yes ☐No Is your company M/SBE certified with any of the following agencies: (i) City of Tampa, (ii) Florida Statewide, (iii) Inter-Local Certification, (iv) Hillsborough County, or (v) Florida State Minority Supplier Development Council?

PAYMENT OPTIONS HTTP://WWW.SDHC.K12.FL.US/DOC/145

HCPS personnel may choose to use a P-card in place of a PO to make purchases from this solicitation. Unless exception is communicated to HCPS, the Contractor, by submitting a Proposal, agrees to accept the P-card as an acceptable form of payment and may not add additional service fees or handling charges to purchases made with the P-card. Refusal to accept this condition may cause your Proposal to be declared as non-responsive.

3.1.2 Requested Payment Option: Please Select Only One (1) Payment Option from The Following List:

Net 21 Days (E-Payables Option; Visa Virtual Credit Card): Please contact Procurement Services for specific information for the E-Payable option. This option will require the use of credit cards through your financial institution and/or credit card processor.

NET 45 (Standard Payment Terms): Invoice payment is Net 45 days from the date of delivery or the receipt of satisfactory invoice, whichever occurs last, unless invoices specify early payment discounts. All payments, other than payments for construction services, due and not made within the time specified by this section bear interest from 30 days after the due date at the rate of one (1%) percent per month on the unpaid balance. HCPS provides payment to its OSD-registered vendors as Net 14 days with no cash discount.

% 21 Days, Net 45: (Discount for early payment; i.e.: 2% 21, NET 45). Invoices, less agreed upon discount, are paid in 21 days. This option requires you to enter a discount percent.

Signature Title

Print Name

ADDENDA & PROPOSAL FORM

The signer of this proposal guarantees, as evidence by the affidavit required herein, the truth and accuracy of all statements and of all answers to interrogatories hereinafter made. The undersigned hereby authorizes any public official, engineer, architect, surety company, bank depository, material or equipment manufacturer or distributor or any person, firm or corporation to furnish any pertinent information requested by Hillsborough County Public Schools or their representative, deemed necessary to verify the statements made in this qualification form or regarding the standing and general reputation of the applicant. The signer also states that all information given is an accurate representation of the office location and resources from where the services are to be rendered.

Receipt of the following Addenda are hereby acknowledged: (List all Addenda as follows):

Addendum No.: Dated: Addendum No.: Dated:

Print Name Date http://www.sdhc.k12.fl.us/doc/145

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 10 of 41

DRUG-FREE WORKPLACE CERTIFICATION

Tie proposal preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals, which are equal with respect to price, quality and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.

Established procedures for processing tie Proposals will be followed if none of the tied Proposers have a drug-free workplace program. To have a drug-free workplace program, a business shall:

Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace, and specifying the actions that will be taken against employees for violations of such prohibition.

Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

Give each employee engaged in providing the commodities or contractual services that are under proposal a copy of the statement specified in subsection (1).

In the statement specified in subsection (I), notify the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States, or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any employee who is so convicted.

Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS COMPANY COMPLIES FULLY WITH THE

ABOVE DRUG-FREE WORKPLACE REQUIREMENTS.

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 11 of 41

4 TAB 1: QUALIFICATIONS & EXPERIENCE

With the proposal, the proposer must provide all of the requested documentation. Failure to provide said documentation is cause for HCPS to deem the proposal as non-responsible and will not be evaluated. Additionally, HCPS reserves the right to request documentation at any time during the contract period.

Proposals that do not meet these qualifications should not be submitted, will not be reviewed, and will be disqualified. The proposer must be currently licensed and provide proof of the required experience.

COVER LETTER

With the proposal, the proposer shall provide a cover letter to include the proposers:

• understanding of the requirements and scope of services of this solicitation; and

• interest and ability to perform the requirements of this solicitation; and

• principles, including the contact information; and

• representatives, including the contact information, of those who will represent the Proposer during the solicitation process; and

• signature (by an authorized representative who may legally bind the Proposer to the promises provided in its Proposal)

MINIMUM QUALIFICATIONS

With the proposal, the proposer shall provide all the documentation, below. Failure to provide said documentation is cause for HCPS to deem the proposal as non-responsible and will not be evaluated. Additionally, HCPS reserves the right to request documentation at any time during the contract period.

4.1.1 Experience: The proposer shall have been in the provision of the required goods and services herein for a minimum of three (3) year and shall provide proof along with the proposal (including but not limited to articles of incorporation, business tax receipts…). Failure to provide said proof may be grounds for rejection of proposal. Proposers must prove validity of the stated documents to be in effect at the time of proposal due date. HCPS will not award on assumptions that a granting of a license will occur at a future date. Florida Department of State (Sunbiz).

4.1.1.1 Qualification Summary: Provide a summary of proposer’s qualifications including related skills and market strengths. If applicable, include sub-contractor qualifications. Provide information regarding past working relationships on similar projects.

Key Personnel: Identify key personnel and provide biographical information (resumes) pertaining to their backgrounds, expertise, and job descriptions. Also, provide a staffing plan (including key personnel, number of dedicated team members, and team members’ professional qualifications).

Technical Staff: Provide the number of technical personnel that are employed by your firm and how many will be available to support HCPS.

Resources: The proposer must list all resources available to provide the required contractual services.

At a minimum, list all applicable assets:

Equipment Vehicles Specialized Skills

4.1.2 Insurance: During the life of the Contract, the Contractor shall provide, pay for, and maintain insurance of the types and in the amounts described herein. All such insurance shall be by responsible companies with A.M. Best ratings of A‐, Class 7, or better, authorized to transact business in the State of Florida and which are satisfactory to HCPS. Please contact the Safety & Risk Management Office at (813) 872‐5263 with any questions.

https://dos.myflorida.com/sunbiz/search/ https://dos.myflorida.com/sunbiz/search/

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 12 of 41

All policies of insurance required by the Contract shall require that the Contractor give HCPS thirty-(30) days’ written notice of any cancellation, intent not to renew, or reduction in coverage and 10 days’ written notice of any non‐ payment of premium. Notice shall be by U.S. Mail to: General Manager of Procurement Services, Business Division Hillsborough County Public Schools 901 East Kennedy Boulevard Tampa Florida 33602. In the event of an aggregate reduction in the limit of a policy, the Contractor shall immediately restore such limit to the amount required herein.

Contractors shall name Hillsborough County Public Schools, 901 East Kennedy Boulevard, Tampa, Florida 33602, as an additional insured on its general liability insurance policy as it pertains to the provision of goods and services delivered to HCPS. Such insurance must be primary as to any other valid and collectible insurance.

HCPS does not need to be named as an additional insured on the workers’ compensation or professional liability policies.

General Aggregate: $1,000,000; and

Each Occurrence: $500,000; and

Products/Completed Operations Aggregate: $500,000; and

Personal and Advertising Injury: $500,000; and

Damage to Rented Premises (Fire Legal Liability): $50,000; and

Medical Payments Property $5,000 minimum, or

In lieu of the above Combined Single Limit: $5,000,000

4.1.3 Proof of Insurance: The contractor may provide with the proposal a copy of any policy evidencing the insurance coverages and limits required by the solicitation. However, it does not constitute approval or agreement by HCPS that the insurance requirements have been satisfied or that the insurance policies shown on the Certificates of Insurance are following the requirements of the solicitation.

4.1.4 Proof of insurance shall preferably be in the form of an Association for Cooperative Operations Research and Development (ACORD) certificate of insurance. All policies of insurance under this contract shall include as certificate holder and additional insured, “Hillsborough County Public Schools 901 East Kennedy Boulevard, Tampa, Florida 33602”.

4.1.5 Licenses: The contractor must be in possession of and provide proof of any required licenses.

REFERENCES

4.1.6 Business References: The Proposer must provide the filled-in and signed references with the Proposal, below. HCPS may contact these references during the evaluation process and may utilize other references’ information to predict the Proposer's capability. Negative references, in HCPS’ sole discretion, may be cause for Proposer disqualification.

Included references should be customers from the previous three (3) years; and

Provide at least three (3) filled reference forms; and

HCPS-Preferred references shall be in the following order:

o School districts o Hillsborough County, Florida based references o State of Florida based references o Large municipalities or local governments o Private sector

If Proposer provides HCPS as a reference, the Proposer must provide an additional (fourth) reference.

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 13 of 41

Vendor Reference

In response to this Hillsborough County Public Schools competitive solicitation, the firm, below, has indicated that they have provided like-goods or services to your firm.

Please respond as to the quality of the provided goods or services. Return this form as soon as possible to the firm for Proposal submittal. The filled-in references are due with the Proposal.

Firm Name

Your Company Name & Address

Contact Person

Email Address Phone Number

Please respond to each question, as applicable to your Agreement. Check any box, as applicable.

Excellent Good Fair Poor N/A

Overall Technical Performance includes the Contractor’s overall technical performance.

Overall Experience includes the customer’s overall experience with the Contractor. ☐ ☐ ☐ ☐ ☐

Uniformity includes the Contractor’s on-time delivery, condition of commodities, and contractual services upon delivery or completion.

Responsiveness includes the Contractor’s ability to follow instructions, handle complaints, and communicate with your staff.

Efficiency includes the overall performance in planning, scheduling, monitoring, and solving problems.

Reliability includes the Contractor’s ability to provide accurate estimates, control costs (to complete assignment), and keep promises.

Contractor assigned/key personnel’s overall reliability and ability to retain quality personnel.

Management includes the ability to schedule and oversee the project(s) from implementation through completion.

Partnership includes the Contractor’s ability to cooperate (willingly and professionally) with the quality of outcomes.

Would you use this contractor again? ☐ Yes ☐ No

May we contact you with additional questions? ☐ Yes ☐ No Date of service(s)

Total Dollar Amount of Agreement:

Additional Comments:

Signature/Date

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 14 of 41

4.1.7 Subcontractors: The Proposer understands that, as a Prime Contractor, said Contractor is responsible for all actions taken by its subcontractors and shall bare all liability for the subcontractors’ action under this contract. All subcontractors must be pre-approved by the Coordinator and must follow all of the Contractor’s requirements herein. The Proposer must list all subcontractors that may be utilized under this contract:

4.1.8 List of Subcontractors and Material Suppliers: On a separate sheet, The Undersigned states that the following is a complete list of the proposed Subcontractors and material suppliers on this contract and the class of services to be performed by each, and that such list will not be added to nor altered without written consent of HCPS. Please TYPE or PRINT legibly. Use additional sheets as necessary.

5 TAB 2: SCOPE OF SERVICES

Hillsborough County Public Schools, Florida (HCPS) is seeking an approved list of responsible and qualified vendors to provide pictures services district-wide. The awarded vendors shall provide services as per the requirements stated herein throughout the district. HCPS currently has approximately 215 School sites inclusive of Elementary, Middle and High Schools. For a list of locations, select “District Sites” from the following website:

http://www.sdhc.k12.fl.us/doc/176/procurement-vendors

As needed, quotations shall be solicited by individual school sites from the list of pre-qualified Contractors.

Principals or their designee are encouraged to obtain competitive detailed quotes outlining services, and costs from a minimum of three (3) pre-qualified firms. School sites are encouraged to negotiate for the best prices and additional discounts from the chosen firm.

Upon request by the school sites, Contractors must complete a quotation form (See Example “Appendix B”), and attach a detailed “Statement of Work” to the quotation form if necessary. At the Principals discretion, new updated proposals from the pre-qualified contractors list may be obtained annually.

5.1.1 General Vendor Information: The awarded vendors shall provide personnel, management and supplies necessary to provide senior portraits, undergraduate portraits, yearbook pictures, special and sporting event pictures, and instruction to the student photographers and staff as needed. Awarded Vendor shall also provide the following:

A. Multiple package choices in varying price ranges as well as ala carte options to the parents, students, and staff.

B. Provide in-school support from other members of the award company beyond primary representation (i.e. creative consultant, technology consultant, photography consultant, etc.) as may be needed.

C. The opportunity to photograph additional family members during the picture program will be offered by the vendor at the discretion of the principal. (Example: pre-school family members.).

D. The vendor may donate supplementary student materials, such as certificates and bookmarks as a bonus to the picture program. Acceptance of these materials will be determined by the principal and not be a condition for awarding a bid to the vendor.

E. All picture programs conducted by the school during the school year will be considered as one (1) fundraiser.

F. Provide guarantee of satisfaction – all portraits will be satisfactory to students and parents or portraits will be made over, without charge or money refunded.

G. Provide mutually agreeable dates for photo shoots to meet school and activity needs.

5.1.2 Approval: Procurement Services shall approve the qualified Proposer(s). HCPS reserves the right to make multiple awards, award by groups, types or categories, item by item or lump sum total, whichever may be in the best interest of HCPS.

http://www.sdhc.k12.fl.us/doc/176/procurement-vendors

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 15 of 41

5.1.3 Award: HCPS reserves the right to pre-qualify vendors who HCPS deems to meet the qualifications listed in this RFQ. HCPS is therefore not bound to accept a proposal on the basis of lowest price. In addition, HCPS at its sole discretion, reserves the right to cancel, recall or re-issue all, or any part of the RFQ, to reject any and all proposals, to waive any and all formalities and irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of HCPS. This contract shall allow additional vendors to pre-qualify every twelve (12) months at the request of HCPS staff and advisors.

5.1.4 Quotations: Shall be solicited by individual school sites from the list of pre-qualified vendors. Principals or their designee are encouraged to obtain competitive detailed quotes outlining services, and costs from a minimum of three (3) pre-qualified firms. School sites are also encouraged to negotiate for the best prices and additional discounts from the firm chosen. Vendors shall complete the quotation form attached as “Appendix A” and attach a detailed “Statement of Work” to the quotation form if necessary. After three (3) years, the school sites are encouraged to obtain three (3) new/updated proposals from the pre-qualified vendors list.

5.1.5 Payment methods: Must include cash, check, money orders, credit, and debit cards. PCI Compliance is required for credit/debit card acceptance, and vendor must provide a signed supplier document of compliance.

A. The photographer shall provide receipt books and any other supplies and equipment necessary for receiving money during all photography sessions, including retake sessions.

5.1.6 Most Favored Nation Pricing: Awarded vendor shall provide HCPS with most favored nation (lowest) pricing, where applicable, to all purchases.

A. Any deviations from these specifications shall be clearly noted. Detailed descriptions, illustrations and samples must be provided with your bid for consideration.

B. Individual packaging may be changed at the discretion of the Principal.

C. Vendor shall provide each site with a guarantee to adhere to any pre-determined budget requirements including, but not limited to, monthly budget updates and invoice integrity. Any additional charges not disclosed and pre-approved prior to the final bill will be disallowed.

5.1.7 Commissions/Rebates: Vendors must include their commission/rebate percentages on all package pricing.

Vendors not offering a commission/rebate offer will not be considered for award.

A. Any service fees returned to the schools in the form of a rebate, or commission must be accompanied by a reconciliation of the account. The reconciliation must include itemization of the number of all packages purchased, a listing of subtotals collected, a grand total, and the amount of the service fee check. Any funds due back to the school must be paid in full prior to the end of the service contract.

B. The school will receive options of commission packages, provided on the bid response form, for collection of the monies and distribution of the picture packets. Packages must include a low dollar option. Re-order forms shall be made available in the package for additional prints. Each staff member photographed will receive a complimentary package of the size just described.

C. Name and number, grade, or department will identify individual portraits for seniors, underclassmen, and faculty.

5.1.8 Photo Shoot Schedule: A post-award meeting will be scheduled between the vendor and Principal or designee to determine the most acceptable picture-taking schedule for the school. This schedule would include the required picture re-take sitting date. Adequate timelines must be established by the awarded Vendor and the school site to advertise upcoming photo shoots and Vendors must adhere to this requirement for delivery of notification flyers to the students.

A. Provide sign-up sheets, payment packets, or other necessary forms pertaining to photo shoots at least two (2) weeks prior to the scheduled dates.

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 16 of 41

5.1.9 Flyers/Pricelists: All price lists and flyers must be provided to the school sites for pre-approval prior to being distributed to students. All flyers and pricelists must match the prices proposed for Packages A through M and “additional picture packages” included with the response to this RFQ.

A. Vendors shall provide bilingual (if requested) price lists and flyers. Flyers must include the pre-printed date and time of the photo shoot, at no charge, a minimum of ten (10) business days prior to scheduled shoots.

B. Flyers that will be mailed may require lead-time. Vendor will work with the school to meet the school’s deadline needs. At least fifty (50) additional flyers above the school enrollment account must be provided.

5.1.10 Photographers: Vendor shall provide a minimum of one (1) working camera and photographer per 350 students on underclass photo day and at least one (1) assistant for clerical and collection duties during the photo session.

A. An additional camera and employee may be requested if needed at the discretion of the principal for

ESE students.

B. Vendor shall be responsible for collection of money and applicable sales tax paid (all prices must include sales tax).

C. The actual number of vendor photographers and assistants required to adequately staff the picture taking process will be mutually agreed upon between the vendor and school administration.

5.1.11 Proofs: Provide portrait proofs to students and price listing with no obligation to purchase, unless specified as a pre-paid package. Funds for pre-paid packages will be collected by the vendor a minimum of two (2) times per photo session on mutually agreed upon dates or can be pre-paid online if vendor offers this option prior to the scheduled picture-taking dates.

A. Picture proofs cannot be posted online for public view unless written consent has been given by the

General Manager of Procurement Services, and the parent or guardian of the students in the photographs.

B. Student or parents may order additional photographs.

C. Picture proofs shall be mailed to students’ homes.

D. Vendor shall provide a digital online ordering option.

E. Vendor shall provide a Principal or designee approved picture background.

F. Customer Support and Service:

G. Vendor shall provide the school online access to the following: photo scheduling, listing of game/event coverage details, sit dates, sit numbers, and packages ordered.

H. Vendor shall provide a toll-free telephone number or accept collect calls. Vendor shall have a business representative readily available for parent inquires by telephone.

I. No student will be obligated to purchase pictures.

J. In the event that the package is not delivered, or that the parent is not satisfied, the vendor shall issue a full refund within a thirty (30) day calendar period.

K. Vendor shall assume responsibility for reimbursement of charges to parents for the undelivered or unsatisfactory pictures.

L. Retakes are to be allowed for non-satisfactory pictures at the request of the principal or parent. Student must return original packet prior to retake sitting. Students absent on initial picture day or new students will also be photographed on retake day. Students will be able to go to local studio if additional re-takes are necessary, at no charge.

M. Vendor must provide clean combs for student use. When a student chooses to use a comb, that comb will then be disposed of. No combs are to be re-used.

N. Vendor shall provide photos to the school on a CD or USB zip drive in JPEG format, by class for school use (records and yearbook publisher) within ten (10) days after picture days at no charge. Vendor will

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 17 of 41 coordinate with each school to insure the CD or USB zip drive technology is compatible with District technology and that all format requirements are met.

O. Vendors shall designate whether these shall be furnished in digital format on CD or zip drive.

P. The vendor will ensure consistency with all photo backgrounds, copping, and poses for senior and underclass photos.

Q. The vendor will ensure the school dress code is being followed for any studio photos taken for use in the yearbook. (A student code of conduct for school dress code guidelines will be provided to the awarded vendors).

For a list of locations, select “District Sites” from the following website: http://www.sdhc.k12.fl.us/doc/566 or https://www.sdhc.k12.fl.us/schools/

6 SPECIAL REQUIREMENTS

6.1.1 INCLUDED SERVICES

Services shall include but not be limited to the following:

• Student photos in various sizes for purchase by students or their parents

• Senior Portraits

• Panoramic Class Photos

• Team pictures; including individual photos

• Group Photos

• Special and Sport Event/Activity Pictures

• Personality and Friend Packages

• Senior Event/Activity Packages

• Senior Class Portraits

• Cap and Gown

• Graduation Commencement

• Homecoming Game, Dance, and Prom

• Candid Shots

• JROTC Ball

• Additional picture packages proposed including add-ons

Packet prices shall include applicable sales tax, delivery costs, and any service fees. Prices shall reflect the photographer’s total price to the pupil.

Picture samples submitted will be returned within two (2) weeks of completion of the bid evaluations.

6.1.2 SENIOR PORTRAIT REQUIREMENTS

A. Senior event pictures; including homecoming, graduation, cap and gown.

B. Senior portraits in various sizes such as: 3 ½ x 5, 5 x 7, 8 x 10, 10 x 13, 16 x 20, and package options such as a trilogy for purchase by the students.

C. It shall be the school’s choice to have senior portraits, at the school site or at the awarded vendor’s studio.

D. The awarded vendor shall send notifications, and provide phone and mail communications to the seniors on scheduling and appointment times. Announcement flyers shall be provided for the schools with sitting dates specified for students to take home or for mailings. Flyers will be counted and bundled as specified the school.

E. Attire for senior portraits shall be furnished by the awarded firm for the formal yearbook portrait, at no additional charge. Photographer shall supply drape for girls; shirt, tux coat, and tie for guys with props for additional poses (formal and casual poses.)

F. Picture background will be selected by the Principal or designee.

6.1.3 OPTIONAL SCHOOL PUBLICATION FEES

http://www.sdhc.k12.fl.us/doc/566 https://www.sdhc.k12.fl.us/schools/

HILLSBOROUGH COUNTY PUBLIC SCHOOLS Page 18 of 41

The photographer shall not charge seniors for the above portrait service. However, if the school yearbook is in need of internal funds from this source to meet yearbook production costs, the yearbook staff may request the studio to collect a Publication/Sitting Fee to be paid by each senior photographed. The amount of the fee to be decided upon by the school, and the photographer will collect this fee at the time of the sitting. Monies collected for this fund will become property of the individual school’s designated fund.

A. Pictures are to be on CD, and printed in color directory.

B. Students must be able to go to a local studio if additional retakes are necessary, at no charge or request a deposit to be put towards a package.

C. Students shall be able to purchase their photos and shall be able to go to local studios if personalized pictures are wanted, at senior’s expense.

D. The photographer shall provide professional quality portraits of the upcoming class of seniors beginning with the 2017-2018 school year. Senior pictures are normally scheduled from April/May throughout the summer and the beginning of upcoming fall school year for pictures and retakes and additional visits, if requested by the school Principal or designee as needed.

E. Vendor shall take twelve (12) poses of each person.

F. Provide six (6) photo days, agreed upon by the principal, for senior pictures scheduled from

April/May throughout summer and beginning of upcoming fall school year for pictures and retakes.

Minimum of three (3) photographers and cameras during school hour photo shoots. Students will go to local studio if additional retakes are necessary, at no charge. The student or parent will choose the pose that will appear in the designated school’s yearbook.

G. The high school Principal or designee will decide the items and locations for the photography setting.

H. The photographer shall furnish the attire chosen by the yearbook staff; drapes for the girls, dinner jackets for the boys, caps and gowns, etc.

I. The photographer shall furnish the yearbook staff with two, 2 ½” x 3 ½” digital prints (in color or in black and white as specified by the school) completely retouched, suitable for quality reproduction on CD or USB file format as requested by the school. The head size and backgrounds will be uniform.

J. Provide mailers for orders of commencement graduation photos at no charge.