5-A01 Invitation to Bid on Qualifications photo.pdf

St. Louis Public Schools

Invitation to Bid on Qualifications

1.1 Purpose

St. Louis Public Schools (SLPS) seeks to establish a districtwide agreement with a qualified student photography provider to deliver comprehensive student photography services for all SLPS schools. The selected vendor must demonstrate the capacity to service a large, urban school district and support consistent, high-quality photography services across all grade levels.

NOTICE TO BIDDERS:

All Bidders are required to register with Bonfire Interactive Procurement Portal https://slps.bonfirehub.com

The district reserves the right to accept or reject any or all Proposals (as hereinafter defined) and to waive any irregularities. The district also reserves the right to negotiate with selected firms regarding pricing and fee structures and all other aspects of the Proposals. All information included in a Proposal may be incorporated, at the district’s sole option, into the contract to be entered into between the district and the successful Bidder (as hereinafter defined). Any contract awarded because of this Proposal will be awarded without discrimination based on race, color, religion, age, sex, sexual orientation, national origin, bargaining unit affiliation.

Section 2. TENATIVE TIMELINE

It is the intent of SLPS to adhere to the following schedule for the selection of the firm.

However, should the schedule change, respondents will be notified.

https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fslps.bonfirehub.com%2F&data=05%7C01%7Cstephanie.piatt%40slps.org%7C0d5ad4f46379429ae8ce08db2baf0cbf%7C08e33d6ba654486a80e320b190ae22d7%7C0%7C0%7C638151803079953647%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=UTvmAtqzbL08PjHLtulPPkQDqjmsoPOArEyxjV96U00%3D&reserved=0

Request for Proposals: Open Date January 13, 2026 5:00pm CST Deadline for questions February 04, 2026 12:00pm CST

Request for Proposals DUE DATE February 13, 2026 12:00pm CDT

The district reserves the right to modify the above timeline as needed by posting the changes as an addendum via Euna Procurement, Formally Bonfire Interactive, the district’s electronic bidding portal.

Section 3. INSTRUCTIONS TO BIDDERS/GENERAL INFORMATION

3.1 Form of Submissions. Each person or entity submitting a response to this bid solicitation (each “Bidder”) should prepare and submit their proposal in response to this Bid (“Proposal”) via Euna Procurement, Formally Bonfire Interactive, the District’s electronic bidding system.

3.2 Manner of Submission – The sealed Proposal must be received via Euna Procurement, Formally Bonfire Interactive, the district’s electronic bidding Portal listed in Section 3.1. Failure to do so is reason for rejection of the Proposal. If Bidder is a corporate entity, the entity’s name must be correctly stated, and the Proposal must include the state of incorporation of such entity, and, if a foreign entity, proof of registration to transact business in the state of Missouri. A person with the authority to act on behalf of the entity (i.e., an authorized agent of the entity) must sign his or her name within the Bid Solicitation.

3.3 Questions About this Proposal - All questions regarding this Proposal shall be made via Euna Procurement, Formally Bonfire Interactive, the district’s electronic bidding portal.

3.4 Awards – All Proposal selections must be approved by the Board of Education of the City of St. Louis prior to an award being final. Awards will be made to the lowest responsible bidder complying with the terms of these specifications, except that the right is reserved by the district to make such selection, as in its judgment, is best suited for the purpose intended. Notwithstanding anything contained herein to the contrary, a contract shall not exist between the district and the selected Bidder until a) such agreement has been duly authorized and approved by the Board of Education of the City of St. Louis; and b) the agreement has been documented in accordance with Missouri Revised Statutes § 432.070. After approval by the Board of Education of the City of St.

Louis. All awards will be awarded and open on the Districts electronic bidding portal. A contract awarded pursuant to this proposal may not be assigned to any other entity without the express written authorization of an authorized agent of the district.

3.5 Rejection of Proposals – The District reserves the right to accept or reject any Proposal or any part of any Proposal.

3.6 Submitted Proposals Considered Final – All Proposals shall be deemed final, conclusive, and irrevocable, and no Proposal shall be subject to correction or amendment for any error or miscalculation.

3.7 Form of Contract – This RFP is not a contract or a commitment of any kind. If this RFP results in a contract offer by the District, the specific scope of work, associated fees, and other contractual matters will be determined during contract negotiations. Nothing contained herein will create any contractual relationship between the Owner and the firm submitting a proposal. Statements contained in the response of the successful firm may become part of the agreement for services.

3.8 Preference for Missouri Products – The District prefers to purchase those materials, products, and supplies, which are produced, manufactured, compounded, made, or grown, within the State of Missouri. When they are found in marketable quantities in the State of Missouri and are of a quality suited to the purpose intended and can be secured without additional cost over out-of-state products. The quality and fitness of articles will be considered in making purchases or letting contracts.

3.9 Bond: A Performance Bond or Certified Check made payable to the school district, in the amount of 5% of the Base Bid shall be required after award as a guarantee that the awarded bidder will furnish a 100% Performance and Payment Bond; execute the Contract; and proceed with the work. Upon failure to do so, he shall forfeit the deposit or amount of the Bid Bond as liquidated damages and no mistakes or errors on the part of the Bidder shall excuse the Bidder or entitle him to a return of the deposit bond. The bonds must be written by a Corporate Surety Company that is acceptable to the District and that meets the following minimum standards:

3.9.1 Licensed pursuant to the Missouri Insurance Code

3.9.2 Listed on the United States Department of the Treasury’s Listing of Approved Sureties (Dept Circular 570) in the amount of $5,000,000.

3.9.3 The Bid Bond shall be valid for one hundred twenty (120) days following the deadline for submission of proposals.

3.9.4 The Bid Bond must be accompanied by an original signed and notarized Power-of-Attorney bearing the seal of the issuing surety company and reflecting that the signatory to the bond is a designated Attorney-in- Fact.

3.9.5 All bonds must be written by an insurance company that is rated in the A.M. Best key Rating Guide – Property & Casualty with a policy holder’s rating of “A-“or better and a Financial size category of Class VII or larger.

3.10 Prevailing Wage (if applicable) - Bidder and their subcontractors shall be required to submit weekly payroll sheets with their monthly invoices, compliance to the Prevailing Wage Standard, as well as an Affidavit of Compliance with Prevailing Wage Law at the conclusion of the project, prior to final payment.

3.11 Taxes – Bidders shall NOT INCLUDE FEDERAL EXCISE TAX, TRANSPORTATION TAX, and/or STATE RETAIL TAX in the Proposal, as these taxes do not apply to the district.

3.12 War Clause – In the event that during the existence of a state of war, the United States Government takes over the plant of any manufacturer with whom the contractor has thereto fore contracted to furnish the articles required under his contract with the District, or any essential element thereof, and because of such action of the government, the contractor may furnish and deliver the articles required under the contract.

3.13 Compensation – Bidders are cautioned that items and/or services must be furnished at the price submitted. No increase in price will be permitted during the term of the contract.

3.14 Grievances - Any complaints or grievances concerning or arising out of this proposal shall be submitted in writing to the Procurement Office of the St. Louis Public Schools, 801 North 11th Street, St. Louis, MO, 63101, with a copy to Office of the General Counsel, c/o the Superintendent of Schools, 801 North 11th Street, St. Louis, MO 63101.

3.15 No Boycott Israel - As required by SCS/SB 739, Bidder certifies it is not currently engaged in a boycott of Israel and will not engage in a boycott of Israel during the contract Term.

3.16 Insurance - If selected the Firm shall agree provide insurance with the coverage stated below:

3.16.1 Commercial general liability insurance: Including Death and coverage for Premises, Operations Products and Completed Operations, Contractual Liability, Broad Form Property Damage, Independent Contractors. Such coverage shall apply to Bodily Injury and Property Damage on an “Occurrence Form Basis” with limits of Three Million Dollars ($3,000,000) for all claims arising out of a single accident or occurrence and One Million Dollars ($1,000,000) for any one person in a single accident or occurrence.

3.16.2 Workers compensation insurance: Statutory coverage per RSMo § 287.010 et seq.

3.16.3Automobile Liability Insurance: Covering Death, Bodily Injury and Property Damage for owned, non-owned and hired vehicles with limits of Three Million Dollars ($3,000,000) for all claims arising out of a single accident or occurrence and One Million Dollars ($1,000,000) for any one person in a single accident or occurrence.

3.16.45 Professional liability insurance coverage in the amount of One Million Dollars ($1,000,000) for each claim. All insurance policies shall be primary policies with bona fide insurer maintaining at a minimum an "A" rating. CGL policy shall name Owner and related parties as additional insureds. The policies shall provide that the insurance companies shall notify Owner at least thirty (30) days in advance of the effective date of any modification or termination of the policy. The Firm shall provide Owner, prior to execution of an Agreement and upon its request from time to time, proof of insurance evidencing the coverage above issued by insurance companies authorized to conduct business under the laws of the State of Missouri.

3.17 System for Award Management (SAM) Report – SAM provides detailed, public descriptions of federal assistance listings available to State and local governments (including the District of Columbia); federally recognized Indian tribal governments, Territories (and possessions) of the United States; domestic public, quasi- public, and private profit and nonprofit organizations and institutions; specialized groups, and individuals. Bidders shall submit a current SAM Report with proposal. To register visit: www.sam.gov

Section 4. QUESTIONS & ANSWERS/BIDDERS CONFERENCE/SITE VISITS

4.1 Questions & Answers - All questions and answers will be via Euna Procurement, Formally Bonfire Interactive, the district’s electronic bidding portal, posted in the public http://www.sam.gov/ file selection within the portal. If applicable, Bidders Conference and Site Visits will be noted on the cover sheet and on the district electronic bidding portal.

4.2 Communication - No communication shall be made with any district employee, other than through Euna Procurement, Formally Bonfire Interactive, the electronic bidding portal regarding this bid solicitation. Violation of this provision may result in the rejection of Proposal.

Section 5. THE PROPOSAL

5.1 Scope of Services - The Scope of Services for this bid solicitation is listed separately within the electronic bidding portal.

5.2 Qualifications/Certifications/Resume and Operations Plan

The following information should be provided in the Proposal.

Bidders should provide detailed information addressing each of the following areas:

5.2.1 Licensing and certification in the field of the requested services.

5.2.2 Any citation or disciplinary action taken against the respondent by a licensing board or association related to the field of the requested services that is pending or has been resolved within the past 12 months.

5.2.3 Information regarding lawsuits relevant to the requested services that are pending or have been resolved within the past 12 months.

5.2.4 Failure to be forthright in disclosure shall be grounds for disqualification of a vendor. This section shall not be interpreted to require the disclosure of information shielded from disclosure by State or Federal Statutes and/or court order.

5.3 Company Profile: Please respond briefly, but completely, to the following:

mailto:Sealedbids@slps.org mailto:Sealedbids@slps.org

5.3.1 Person/Entity Name

5.3.2 Address

5.3.3 Name and Title of Authorized Representative

5.3.4 Telephone Number

5.3.5 Fax Number

5.3.6 Email Address

5.3.7 Include the above information for each person/entity that is part of the project team for this Proposal.

5.3.8 Bid Response Elements

5.3.9 Entity Qualifications

5.3.10 References (other school districts where possible)

5.3.11 Brief description of entity’s experience with providing the requested services

5.3.12 Provide a summary of the primary role(s) and resumes describing the background and qualifications of each member of the project team for this Proposal.

5.4 Cost/Pricing Proposal

The following information should be provided in the Proposal.

5.4.1 Outline specifically the cost/pricing proposal for the fees and reimbursable expenses proposed. This proposal should include the method of pricing as well as the proposed fees/costs.

5.4.2 The Cost/Pricing proposal should be specific, and the detail of the cost/pricing should give the district a clear picture of overall costs as well as pricing criteria.

5.5 Required Documents

The following information must be provided in the Proposal.

5.5.1 Federal Work Authorization Program Agreement (E-Verify Agreement) and Affidavit (E-Verify Affidavit)

5.5.2 Bidder Affirmation Form

5.5.3 Non-Submittal Form – ONLY IF DECLINING TO SUBMIT PROPOSAL

5.5.4 W-9 & Vendor Registration Application

5.5.5 No Boycott Israel Certification Form

5.5.6 SAM.GOV Registration/Report

5.5.7 Cost Pricing

5.5.8 Business License, Certification

5.5.9 MO Secretary of State in Good Standing

5.5.10 Insurance Certificate(s)

Section 6. EVALUATION CRITERIA

6.1 Evaluation Criteria – A evaluation criteria will be used with a weighted value to evaluate each proposal received. The district reserves the right to request clarification of the proposal in order to evaluate all proposals. It is also the right of the district to waive formality or technicality if determined to be in the best interest of the school district.

6.2 Bid Opening – All Proposals received on or before bid closing shall be assembled and opened electronically and time stamped post closure time and date.

6.3 Evaluation – The District will assemble a review committee to assist in evaluating all Proposals (the “Evaluation Team”). From this evaluation, the district may select a Bidder solely on the basis of submittals or may additionally identify a short list of Bidders for possible interviews or presentations. The district may contact any or all respondents to clarify submitted information.

6.4 Contracting – Upon selection of a Bidder, the District will negotiate the scope of services and other terms and conditions of an agreement with the selected Bidder. If such negotiations are not successful, the district reserves the right to begin negotiations with other respondents.