2-RFP 120126 Attachment B Questionnaire Fillable.pdf

ROCHESTER PUBLIC SCHOOLS RFP #120126 | Fall School Photography and Student ID Services

ATTACHMENT B

Attachment B: Proposal Questionnaire Answer in the response boxes and upload as a PDF in Bonfire (Section 5.1, item 2).

Instructions

• Answer each question in its response box. Type only in the boxes; do not add pages, attachments, or links. The boxes total about ten (10) pages, and text that does not fit in a box is not read. Font size is fixed at 10 point.

• No prices. Enter prices only on the Price Form (Attachment C) in Bonfire (Section 5.2).

• Each question is rated 1, 5, or 10 separately and scored as described in Section 6.2. Questions within a Part are weighted equally.

• You may include your company name, logo, employee names, and product or software names in your answers. Brochures, company history, and marketing materials are not evaluated.

• Save the completed form as a PDF (keep the form fields; do not print to image) and upload it to the Attachment B slot in Bonfire.

Proposer (legal company name)

Scoring summary

Part 1. Picture Day and Families (20 points): questions 1A, 1B, 1C, 1D, 1E

Part 2. Data and ID Cards (10 points): questions 2A, 2B, 2C, 2D

Part 3. Value-Add and Family Support (10 points): questions 3A, 3B

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Part 1. Picture Day and Families (20 points)

1A. Describe your Picture Day process and staffing for a 400-student elementary school and a 1,700-student high school, and how all Picture Day sessions will be finished by October 15.

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1B. How do you communicate with each site before Picture Day, and with families before and after (languages, accessibility, online and non-online ordering)?

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1C. Describe your delivery options, retake process, and how you handle refunds and family questions after Picture Day.

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1D. How do you hire, train, and supervise photographers and assistants, including working with a diverse student population and students with disabilities?

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1E. What are the biggest risks to a smooth fall season in this District, and how will you prevent them?

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Part 2. Data and ID Cards (10 points)

2A. How will you receive rosters through ClassLink or SFTP and keep them current during the fall season?

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2B. What is your plan for the summer 2027 Synergy test import, and how do you prevent errors such as wrong names, staff coded as students, or the wrong site on an ID card?

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2C. Describe how you will print ID cards on site at Secondary Sites, and how you will install, supply, and service the ID card stations at each Secondary Site.

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2D. How do you protect student data, what is your data retention policy, and how will you meet Sections 3.6.5 and 3.6.6?

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Part 3. Value-Add and Family Support (10 points)

3A. Describe your hardship process (Section 3.8.4) and confirm you will meet the bereavement requirement (Section 3.8.5).

3B. List any services you will provide at no cost to the District or families, such as roster syncing, Picture Day at open house events, or extra languages. Each item listed becomes a contract requirement.

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