5-Addendum 1 V.2.pdf
PDF 372 KB Posted
- Attached to
- SCHOOL PHOTOGRAPHIC SERVICES
- Solicitation number
- 91572-261
- Issued by
- Wicomico County, Maryland
About this file
This is Addendum #1 to a Request for Proposal (RFP) for School Photographic Services issued by Wicomico County Public Schools (WCPS) in Maryland. The addendum addresses three primary clarifications regarding the bid submission process and contract requirements. The RFP solicits sealed bids for K-12 school photographic services to be received by May 20, 2026, at 2:00 PM EST. The addendum clarifies that all required samples, handouts, brochures, and payment submission envelopes must be submitted in digital format as a consolidated high-resolution PDF rather than as physical materials. Photo samples must be provided as high-resolution digital files (minimum 300 DPI) in .TIFF or high-quality .JPEG format, with separate files for Caucasian and African American student samples, accompanied by a technical data sheet from the printing lab specifying paper specifications. Questions regarding the proposal should be directed to Deanna Robertson at droberts@mywcps.org or purchasing@mywcps.org prior to 4:00 PM on May 11, 2026.
The addendum further clarifies that while schools are encouraged to utilize the same vendor for both portrait and yearbook services to facilitate data integration, this requirement is not mandatory. School principals retain the authority to select separate approved vendors for portrait and yearbook services based on their specific technical and publication needs. This amendment removes the previous restriction that mandated schools use the same contractor for both services, providing schools with increased flexibility in vendor selection while still encouraging coordination between services when practicable.
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Other files
| File | Type | Posted |
|---|---|---|
| 4-RFP 91572-261 School Photos.pdf | ||
| 3-Attachment A - References.pdf | ||
| 2-00310-AFFIDAVAT writable.pdf | ||
| 1-00301-Proposal Form Pricing WR.pdf | ||
| 6-Addendum 2 v.2.pdf |
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Text version
Rick Konrad Purchasing Manager
410-677-4571 rkonrad@mywcps.org
Business Support Services
RFP 91572-261
SCHOOL PHOTOGRAPHIC SERVICES
ADDENDUM #1
May 8, 2026
Questions/Clarifications and Answers
1. Question: On page 19 & 20 of the bid (see below), the instructions seem to be more suited for a hard copy submission of samples and handout items as opposed to an electronic upload. An electronic upload may reduce the image quality due to file size limitations. How do you want to receive the submissions of samples, brochures, and handouts?
“7. SAMPLES:
A. Samples are required for the items offered. Samples are to be labeled clearly giving the number and name of item.
B. SUBMISSIONS WILL NOT BE CONSIDERED RESPONSIVE UNLESS THESE SAMPLES
ARE SUBMITTED WITH PROPOSAL.
Samples will become the property of the Board.
C. A package of all handouts, brochures, and payment submission envelopes that will be provided to Wicomico County Public Schools.
D. Two samples of each size photograph covered by this Proposal printed in the style and on the paper to be used under the terms of this contract. One photo set must be of a Caucasian student.
One photo set must be of an African American student.”
Answer: To facilitate a streamlined electronic submission process while ensuring quality standards are met, WCPS will accept digital versions of all required materials under the following conditions:
• Consolidated PDF: All handouts, brochures, and payment submission envelopes should be scanned or exported in high resolution and compiled into a PDF document which can be submitted with the Price Proposal.
• High-Resolution Photo Samples: In lieu of physical prints, proposers must upload high-resolution digital files (minimum 300 DPI) for each required student photo set.
Files must be submitted in .TIFF or high-quality .JPEG format.
Each file must be clearly labeled with the student's demographic category (e.g., "Sample_Caucasian_Student" and "Sample_African_American_Student").
• Paper Specification Sheet: Since "paper to be used" cannot be physically felt, proposers must include a Technical Data Sheet from their printing lab specifying the paper brand, weight (gsm), and finish (e.g., Lustre, Glossy) intended for the contract.
• These digital versions replace the physical requirement to ensure submissions remain “Responsive” under Section 7B.
2. Note: On page 4 of the proposal, Instructions to Proposers, the hyperlink to droberts@mywcps.org was incorrectly linked to Rick Konrad’s email address. Please be sure to email Deanna Robertson in addition to purchasing@mywcps.org if you have questions prior to 4:00 pm on May 11, 2026.
3. Question: The question is derived from pdf page 8 of 37 from titled page SCOPE OF WORK Program Description, Student Fall/Spring Photos: Item # 4
“Yearbook: School will have the sole decision to select the Contractor of their choice each school year for yearbook services. The vendor selected for school portraits must be used for yearbook.”
Summary of the question: What is the purpose or benefit of restricting schools to using the same company for both publishing and photography, rather than allowing them the flexibility to select the best-approved vendor for each individual category?"
Answer: Page 8 of 37, Scope of Work, Item #4 Yearbooks: will be amended to the following language: School Principals will have the sole decision to select the Contractor of their choice each school year for yearbook services.
When possible, schools are encouraged, but not required, to utilize the awarded portrait vendor for yearbook services to facilitate data integration. However, schools reserve the right to select an approved vendor for portraits and a separate preferred vendor for yearbook services to best meet the specific technical and publication needs of their student body.
mailto:droberts@mywcps.org mailto:purchasing@mywcps.org
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