5-RFP 120126 Fall School Photography and Student ID Services.pdf

R E Q U E S T F O R P R O P O S A L

RFP #120126

Fall School Photography and Student ID Services

ISSUED Monday, November 2, 2026

QUESTIONS DUE Monday, November 16, 2026, 2:00 PM Central

PROPOSALS DUE Tuesday, December 1, 2026, 2:00 PM Central

SUBMIT THROUGH Euna Procurement (Bonfire) https://rochesterschools.bonfirehub.com/portal

BUYER Tanner Sorensen, Purchasing Manager Questions through Bonfire Messages only

Rochester Public Schools, Independent School District No. 535 Purchasing Department | 3935 Highway 14 East, Rochester, MN 55904 | 507.328.4410 https://rochesterschools.bonfirehub.com/portal

ROCHESTER PUBLIC SCHOOLS Purchasing Department

TABLE OF CONTENTS

R F P S E C T I O N S

1. Introduction and Key Dates

2. Background

3. Scope of Services

4. Cost Proposal

5. How to Submit

6. Evaluation and Award

7. Contract Terms

Attachment Index

A T T A C H M E N T S

A. Proposal Form (signed).............................................................................................................. Separate file

B. Proposal Questionnaire.............................................................................................................Separate file

C. Price Form.................................................................................................................................. Separate file

D. Sites and Enrollment..................................................................................................................Separate file

E. Services Agreement................................................................................................................... Separate file

Submission Deadline: Tuesday, December 1, 2026, 2:00 p.m. Central Time, through Euna Procurement (Bonfire) only. All questions through Bonfire Messages.

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1. INTRODUCTION AND KEY DATES

1.1 INVITATION

Rochester Public Schools, Independent School District No. 535 (the "District"), is requesting proposals from qualified companies ("Proposers") for Fall School Photography and Student ID Services. Proposals will be received electronically through Euna Procurement (Bonfire) at https://rochesterschools.bonfirehub.com/portal until 2:00 p.m. Central Time on Tuesday, December 1, 2026 (the "Submission Deadline"). Paper, email, and fax proposals will not be accepted. The Proposer awarded the contract is the "Vendor."

1.2 CONTRACT SUMMARY

Services Photograph every student and staff member each fall, deliver images to District systems, produce student ID cards, and sell portraits to families at the same prices at every school

Cost to the District None. The Vendor is paid only through portrait sales. The District does not seek commissions or rebates.

Term July 1, 2027 through June 30, 2029, with two optional one-year renewals (four years maximum)

Award One Vendor, highest total score (Section 6)

Buyer Tanner Sorensen, Purchasing Manager, the only point of contact for this RFP

1.3 KEY DATES (CENTRAL TIME)

Activity Date

RFP released in Bonfire Monday, November 2, 2026

Questions due (Bonfire Messages) Monday, November 16, 2026, 2:00 p.m.

Answers posted by addendum Friday, November 20, 2026, 4:00 p.m.

Submission Deadline Tuesday, December 1, 2026, 2:00 p.m.

Finalists notified for interviews Thursday, December 10, 2026

Interviews (Proposers bring samples) Tuesday, December 15, 2026

Notice of intent to award (Bonfire) January 2027

Contract signed / Contract start By February 2027 / July 1, 2027

The District will change these dates only by addendum posted in Bonfire.

1.4 QUESTIONS AND COMMUNICATION

All questions must be submitted through Bonfire Messages (Q&A) by the questions deadline.

Answers are posted in Bonfire by addendum, without naming who asked, and only addenda posted in Bonfire are binding. From release until the notice of intent to award, Proposers may not contact any other District employee about this RFP, including principals and office staff. Unauthorized contact may result in rejection of the proposal.

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2. BACKGROUND

2.1 ABOUT THE DISTRICT

The District serves approximately 17,600 students and employs approximately 3,200 full- and part-time staff. Sites and enrollment are listed in Attachment D.

2.2 CURRENT PROGRAM

Lifetouch has provided fall photography since the 2023-2024 school year under RFP #121522. That contract ends June 30, 2027. The District receives no commission, and pricing is the same at every site. The data below are provided so every Proposer prices from the same information. Source: the current vendor's 2025-2026 year-end report. Site-by-site counts are in Attachment D.

Current Program (2025-2026 school year) Amount

Students photographed 16,428

Staff photographed 2,836

Students with a fall order (percent of students photographed)

51.5% (8,462 orders)

Orders placed online 96%

Average family order, before tax $27.21

Students and staff photographed on Retake Day 2,561

ID cards and badges printed on-site 10,282

Principal albums / photo directories / photo labels shipped 18 / 42 / 1,346

Sites holding Picture Day during open house 10 (marked * in Attachment D)

What works today and should continue: on-site ID card printing at Secondary Sites on Picture Day, Retake Day, and Make-Up Day; online ordering, which families use for 96% of orders; the same prices at every site; and Picture Day held during open house at sites that request it.

What the District wants to improve: fewer image and roster corrections before files load into District systems; faster ID cards for students who enroll after Picture Day and for replacements;

family questions handled by the Vendor instead of school offices; and a smooth move to Synergy for fall 2027.

2.3 WHAT PROPOSERS SHOULD KNOW

• New student information system. The District moves from Skyward to Synergy in summer 2027. Fall 2027 images must load into Synergy.

• ID card stations. The Vendor provides, supplies, and services an ID card station at no cost at each Secondary Site (Section 3.1.3) so that each site can print new and replacement student ID cards. Each station includes the printer, camera, backdrop, lighting, ID card stock, and ribbons (Section 3.5.5).

• Seniors. Grade 12 students need an ID card before the first day of school. For fall 2027, the District will provide prior-year images.

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• Fall only. Spring portraits, sports, graduation, and yearbook publishing are arranged by individual sites outside this contract. Proposers may not solicit individual schools for fall portraits.

2.4 GOALS FOR THIS CONTRACT

The District will judge the contract a success when, each year:

• Every enrolled student and staff member is photographed by October 15, and images load into Synergy without manual correction.

• Every secondary student has an ID card from Picture Day or Make-Up Day, and Grade 12 cards are ready before the first day of school.

• Families see clear prices that are the same at every site, can order with or without a credit card, and receive orders on time.

• The District pays nothing, and school office staff spend as little time as possible on Picture Day, orders, and family questions.

• Student data are protected and used only for this contract.

Section 3.9 sets the measures the District will use to track these goals.

3. SCOPE OF SERVICES

3.1 GENERAL REQUIREMENTS

3.1.1 The Vendor is responsible for all labor, equipment, materials, and services needed to meet the requirements in this section at every District site for the full contract term, at no cost to the District unless this RFP states otherwise.

3.1.2 All requirements in Section 3 are mandatory. A proposal that cannot meet them may be rejected, and failure to meet them during the contract is a default.

3.1.3 "Secondary Sites" means the middle schools, high schools, and alternative programs listed in Attachment D.

3.2 PICTURE DAY SERVICES

The Vendor will:

3.2.1 Photograph every enrolled student and staff member at each site, whether or not a purchase is made.

3.2.2 Schedule Picture Day, Retake Day, and, at Secondary Sites, Make-Up Day with each principal by May 1 of each year; confirm each session with the site office at least one (1) week in advance; and complete all Picture Day sessions by October 15 and all Retake Day and Make-Up Day sessions by November 15. Retake Day serves students who were absent on Picture Day as well as those requesting a retake. By June 1 of each year, give each site a written Picture Day plan with set-up, start, and finish times; the number of photographers and assistants; Retake Day and Make-Up Day details; and dates for family notices.

3.2.3 Provide enough photographers, each with a designated assistant, to keep students' time out of class to a minimum.

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3.2.4 Use equipment that centers the subject and adjusts for head size, skin tone, and hair tone;

print on professional-grade photographic paper; offer multiple background shades at no additional charge; and keep the Vendor's name and logo off the front of all portraits.

3.2.5 Provide reasonable accommodations for students with disabilities as the site requests, such as an accessible setup, additional time, or a quieter setting.

3.2.6 Give each site an alphabetical list of students photographed at Retake Day and Make-Up Day sessions, along with a final list of students not photographed.

3.2.7 Photograph pre-kindergarten and special program students at a site's request, offering the same products and prices.

3.2.8 Require all personnel to sign in at the main office, wear a visible Vendor-issued photo ID, and refrain from physical contact with students when posing them; not photograph students on personal devices; and report any concern about a student's safety to the principal right away. Treat all sites and principals fairly and consistently.

3.3 FAMILY COMMUNICATION, ORDERING, AND PAYMENT

The Vendor will:

3.3.1 Provide paper and electronic Picture Day notices to families at least three (3) weeks before each session, using content approved by the District by June 1 of each year.

3.3.2 Include in each notice the school name; Picture Day and Retake Day dates; all products and prices, listed from lowest to highest; ordering and payment instructions, including the ordering deadline; reorder and refund procedures; and tips for preparing for Picture Day.

3.3.3 Provide notices in English and in the additional languages the District identifies.

3.3.4 Ensure the online ordering website, order forms, and electronic notices conform to the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, throughout ordering and checkout, and provide documentation of conformance on request.

3.3.5 Offer at least one way for families to order without a credit card or internet access, such as a paper order form with check or money order, or ordering by phone.

3.3.6 Staff a customer service phone line, including evenings and weekends, for four (4) weeks after each Picture Day, and print the number on all notices and packages.

3.3.7 Manage all payment collection, order accounting, refunds, and reorders directly with families; District staff will not handle funds. Online payments must comply with the current Payment Card Industry Data Security Standard (PCI DSS), and any cash or check envelopes collected on Picture Day must remain sealed on site until opened by the Vendor.

3.3.8 Contact families only about Picture Day and orders under this contract and not market unrelated products or services.

3.4 PRODUCT GUARANTEE AND DELIVERY

The Vendor will:

3.4.1 Guarantee all portraits unconditionally, giving the parent, guardian, or staff member the choice of a free retake or a full refund. Retakes will match the original in head size, centering, and background.

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3.4.2 Make digital images of all students and staff available to the District within three (3) business days after each session.

3.4.3 Deliver packages to the school, sorted as the site requests, or directly to the family's home at no cost beyond the fees included in the Required Package prices (Section 4.2). Families of middle and high school students may choose direct mail to the student's home with postage included, at no charge. Pre-ordered packages will arrive within ten (10) business days after each session, and orders placed after Picture Day within ten (10) business days after the order. The Vendor is responsible for any loss or damage in delivery.

3.4.4 Resolve missing or incorrect orders directly with families within ten (10) business days of notice and not deliver partial packages to schools.

3.5 STUDENT IDENTIFICATION CARDS

The Vendor will:

3.5.1 Print one (1) double-sided identification card for each student at each Secondary Site, on site, on Picture Day, Retake Day, and Make-Up Day.

3.5.2 Include on each student card the student's photograph, name, grade, student ID number, school, and school year, with the District's SpeakUp suicide prevention and crisis text printed on the back of every card for grades 6 through 12. The District will approve final card content and layout before printing (see Section 3.10).

3.5.3 Print Grade 12 cards using the prior year's photograph and deliver them before the first day of school.

3.5.4 Provide ID cards for students who enroll at a Secondary Site after Picture Day, and replacement cards, at no cost, through the site's on-site ID card station.

3.5.5 Provide, install, and maintain one (1) fully functional ID card station at each Secondary Site, including each alternative program listed in Attachment D, at no cost to the District for the full contract term.

Each station will include a dedicated ID card printer, camera, backdrop, and lighting that produce high-resolution images of Picture Day quality. The Vendor will furnish all initial and ongoing supplies, including printer ribbons and ID card stock of a type and thickness approved by the District, and will clean, service, and repair the equipment as needed and on request for the full contract term.

3.6 DATA INTEGRATION AND STUDENT PRIVACY

The Vendor will:

3.6.1 Accept roster data through ClassLink Roster Server (OneRoster) or secure file transfer protocol (SFTP), at the District's option.

3.6.2 Complete a successful test import of images into the District's Synergy student information system with District Technology staff by August 1, 2027, and deliver image and index files that load into Synergy without manual correction. If the Synergy implementation is delayed, the Vendor will deliver fall 2027 images in Skyward format at no additional cost.

3.6.3 Deliver image exports and provide a secure online portal where authorized District staff can download images by school, grade, homeroom, name, and ID number, including a staff-only

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(3) business days after each session (Section 3.4.2), and the portal keeps images from every year of the contract.

3.6.4 Protect all District data as described in Section 7.5.

3.6.5 Not collect biometric identifiers or use facial recognition technology, except to match images to District records, and not use District images or data to train artificial intelligence models or for any purpose outside this contract.

3.6.6 Exclude students whose families have opted out of directory information from composites, directories, yearbook files, and any materials shared outside the District, while still producing their identification card and student information system images.

3.7 SCHOOL AND STAFF DELIVERABLES

The Vendor will provide the following at no cost to the District, individual schools, or families (including all shipping, handling, and delivery charges):

3.7.1 Elementary Schools: a class composite for every student, delivered with packages whether or not the family orders; a class composite for each classroom teacher; a principal's directory of all composites; digital yearbook images by download or, on a site's request, flash drive; a package verification list; packages sorted as the site requests; and a staff group photo on the principal's request.

3.7.2 Secondary Sites: a library and media center directory with each student's photograph and name; digital yearbook images in each publisher's required format, by download or, on a site's request, flash drive; a package verification list; and packages sorted as the site requests.

3.7.3 All Schools: pictorial directories (photograph and name) on a site's request, delivered within ten (10) business days after Picture Day, listing students by grade with a staff section, and updated after Retake Day; and photo labels for each student on a site's request.

3.7.4 Staff: photography during each site's scheduled sessions, at least one (1) fall session at a District location for staff at non-school sites, and upon request, a complimentary digital image for each staff member.

3.8 ACCOUNT MANAGEMENT AND FAMILY SUPPORT

The Vendor will:

3.8.1 Assign a dedicated Account Manager and a dedicated Data and Technical Lead to the District and notify the District in writing within five (5) business days of any change.

3.8.2 Respond to District staff within one (1) business day, resolve issues within five (5) business days, and meet with the Purchasing Department for review after each fall season.

3.8.3 Survey each site's principal and office manager after each fall season and submit the full results to the Purchasing Department by December 31, along with an annual summary of students photographed, order participation, average order value, and identification cards printed.

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3.8.4 Provide a confidential way for school staff to request a free or reduced-cost package for a student, with no reason required.

3.8.5 When notified of the death of a student or staff member, provide the family the highest-tier package at no cost and access to digital images for at least one (1) year.

3.9 PERFORMANCE STANDARDS

The District will evaluate the Vendor each year against the following standards and consider the results in renewal decisions.

Performance Measure Standard

Students photographed, or reported as not photographed, by each site's final session

100%

Images correctly matched to District records on first delivery to Synergy 99% or higher

Images delivered within three (3) business days after each session 100% of sessions

Packages delivered within ten (10) business days 100% of sites

All four Required Packages offered on every order form at the proposed price

100% of sites

Average site satisfaction rating on the annual survey (1 to 10 scale) 8.0 or higher

3.10 DISTRICT RESPONSIBILITIES

The District will provide roster data; prior-year images for fall 2027 Grade 12 identification cards;

site contacts by May 1; approved notice content and identification card templates by June 1;

SpeakUp text; Technology staff support for Synergy testing; and space and electrical power for each ID card station.

4. COST PROPOSAL

Every Proposer prices the same four Required Packages, so every proposal is compared the same way.

4.1 REQUIRED PACKAGES

Proposers must price the four Required Packages below on the Price Form (Attachment C, Bonfire BidTable). The contents listed are minimums. A Proposer may meet each package with an existing package, a combination of sheets or individual items, or a digital product, and must describe on the Price Form how a family orders it. Larger sizes or more prints are acceptable; smaller sizes or fewer prints are not. Sizes within one-half inch of a listed size count as that size.

Required Package Minimum Contents Weight

A. Digital 1 high-resolution digital download, single pose, with print release

30%

B. Basic 1 print 5x7; 8 wallets (2.5x3.5) 30%

C. Standard 1 print 8x10; 2 prints 5x7; 8 wallets (2.5x3.5); 1 digital download

25%

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Required Package Minimum Contents Weight

D. Premium 2 prints 8x10; 2 prints 5x7; 2 prints 3.5x5; 8 wallets (2.5x3.5); 1 digital download

15%

The Vendor must offer all four Required Packages to every student, on every order form and online ordering site, at the proposed prices for the full contract term.

4.2 PRICING REQUIREMENTS

• All-inclusive pricing. Prices must include all processing, service, handling, and shipping fees for a standard online order placed by the Picture Day deadline, excluding sales tax. No other fees may be charged to families.

• District-wide pricing. Prices must be the same at every District site.

• Firm pricing. Prices are firm for 2027-2028 and 2028-2029. Renewal-year increases are limited as described in Section 7.3.

4.3 ADDITIONAL PACKAGES AND A LA CARTE PRICING

Proposers must also submit their complete family price list for all other packages and individual items. This price list is not scored, but listed prices become the maximum contract prices and may not increase except as allowed in Section 7.3.

4.4 PRICE VERIFICATION

The District will verify each Required Package price against the Proposer's price list and may request clarification. If a price cannot be verified, the District will use the lowest price it can confirm. A Cost Proposal with any Required Package left blank will be considered non-responsive.

4.5 COST PROPOSAL EVALUATION (30 POINTS)

Purchasing evaluates the Cost Proposal; the evaluation committee does not see pricing. Each Proposer's Evaluated Price is the weighted total of its four Required Package prices:

Evaluated Price = (0.30 x A) + (0.30 x B) + (0.25 x C) + (0.15 x D)

The lowest Evaluated Price receives 30 points. Other Proposers receive points pro-rated as: (lowest Evaluated Price / Proposer's Evaluated Price) x 30.

Example: lowest Evaluated Price $20.00; Proposer's Evaluated Price $25.00; points = (20.00 / 25.00) x 30 = 24.00.

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5. HOW TO SUBMIT

5.1 WHAT TO SUBMIT

Submit these five required items through the Opportunity in Bonfire. Each has its own upload or form. A proposal missing any item is non-responsive.

# Item Format Limit

1 Attachment A: Proposal Form (company information, references, certifications, minimum requirements, exceptions, addenda, signature)

Signed PDF (fillable form)

Form only

2 Attachment B: Proposal Questionnaire answers PDF (fillable form)

Response boxes (about 10 pages)

3 Attachment C: Price Form Bonfire BidTable

Form only

4 Attachment C: Renewal price caps for 2029-2030 and 2030-2031 (Section 7.3)

Bonfire form fields (two)

5% maximum each

5 Family price list (Section 4.3; not scored) PDF n/a

5.2 SUBMISSION RULES

• Use the District's templates without changing the questions or format. Answer Attachment B only in its response boxes; text that does not fit in a box is not read.

• Enter prices only on the Price Form. Do not include prices in the Questionnaire.

• Questionnaire. Proposers may include their company name, logo, employee names, and product or software names within their responses to Attachment B.

• Brochures, company history, marketing info and sample contracts are not evaluated.

• The Proposal Form must be signed by a person authorized to bind the Proposer. Electronic signatures are accepted.

5.3 DEADLINE AND BONFIRE

Bonfire closes automatically at the Submission Deadline and will not accept late proposals. The Bonfire timestamp is the official time of submission. Start uploading at least 24 hours early.

Proposers may revise and resubmit until the deadline; only the last submission is evaluated.

Supplier registration at https://rochesterschools.bonfirehub.com/portal is free. For Bonfire technical help, contact mailto:support.procurement@eunasolutions.com

5.4 GENERAL CONDITIONS

• Proposals remain valid for one hundred twenty (120) days after the Submission Deadline.

• Proposers pay their own costs to prepare proposals and attend interviews.

• The District may reject any or all proposals, waive minor irregularities, and cancel or reissue this RFP.

• Requested changes to contract terms. A Proposer that wants a change to Section 7 must ask through Bonfire Messages by the questions deadline. Any change the District accepts

RFP #120126 | Fall School Photography and Student ID Services Page 10 of 17 mailto:support.procurement@eunasolutions.com will be issued by addendum to all Proposers. An exception listed on the Proposal Form that changes a material requirement may make the proposal non-responsive.

• Public data. Under Minn. Stat. § 13.591, subd. 3, Proposer names are public after the Submission Deadline and will be posted in Bonfire. All other proposal data are nonpublic until evaluation is complete, then public except trade secret data under Minn. Stat. § 13.37, which must be marked on each page. Prices and questionnaire answers are not trade secret.

6. EVALUATION AND AWARD

6.1 SCORING

The District will award the responsive and responsible Proposer with the highest total score.

Evaluation steps.

1. Purchasing confirms each proposal is complete and meets every pass/fail minimum requirement, and checks references for responsibility. References are not scored.

2. The committee scores the Written Proposal (Attachment B). Purchasing scores the Cost Proposal by formula (Section 4.5). The committee does not see prices.

3. The highest-ranked Proposers after Steps 1 and 2, selected as described in Section 6.4, are interviewed and their samples reviewed.

4. Points are added. The highest total is recommended for award.

Category Source Points

Cost Proposal Attachment C (Section 4.5) 30

Written Proposal: Picture Day and Families Attachment B, Part 1 20

Written Proposal: Data and ID Cards Attachment B, Part 2 10

Written Proposal: Value-Add and Family Support Attachment B, Part 3 10

Interview and Samples (finalists) Section 6.4 30

Total: 100 points

Minimum requirements (Attachment A, Part 4) are pass/fail and are not scored. Proposers not invited to interview receive zero (0) points for Interview and Samples. If two or more Proposers have the same total score, the award goes to the Proposer with the higher Cost Proposal score and, if still tied, the higher Written Proposal score.

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6.2 HOW THE COMMITTEE SCORES

An evaluation committee of three to seven District staff (school office, Technology, and Human Resources) scores the Written Proposal and Interview. Purchasing scores the Cost Proposal. The committee reads questionnaires and does not see prices, Cost Proposal scores, or Proposer rankings until interview scoring is complete. Each member scores independently using this scale:

Rating Meaning

10 Excellent. Specific to this District, complete, and clearly better than expected.

5 Acceptable. Meets the requirement, or not enough information to rate higher.

1 Poor. Generic, incomplete, or raises concerns about performance.

Each member rates each Attachment B question and each interview element (Section 6.4) separately as 1, 5, or 10 and writes a short comment explaining any rating of 1 or 10. A comment is not required for a rating of 5. Questions within a Part are weighted equally: Part 1 questions are worth 4 points each, Part 2 questions 2.5 points each, and Part 3 questions 5 points each. For each question or element, Purchasing calculates points = (Proposer’s average rating / highest average rating among Proposers) x points available, rounded to two decimals. A Proposer’s Part score is the sum of its question points.

Example: on a 4-point question, if the highest average rating is 8.00, that Proposer earns 4.00 points; a Proposer with an average of 7.00 earns (7.00 / 8.00) x 4 = 3.50 points.

Committee rules. Members score alone; the committee does not meet to agree on scores.

Members score only what is in the proposal and the interview, do not contact or research Proposers on their own, and send any questions to Purchasing. Purchasing may ask a member to explain a rating that differs widely from the others but does not change any rating.

What the committee looks for in the Written Proposal:

Part The committee considers

Part 1. Picture Day and Families (20)

A realistic, detailed schedule and staffing plan for sites of this size;

clear, accessible communication with sites and families in multiple languages; a simple ordering, delivery, and retake process; how staff are trained and supervised; and specific steps to prevent problems.

Part 2. Data and ID Cards (10)

A proven roster and image import process, including the Synergy test import; how errors are prevented and corrected; capacity to print ID cards on site and to install, supply, and service the ID card stations; and data security and retention practices that meet Section 7.5.

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

A clear, respectful hardship process; and added services at no cost that have real value to the District or families.

6.3 REFERENCES

Purchasing will contact the references listed on the Proposal Form to confirm the Proposer's experience and performance. References must be K-12 school districts served in the last three years; Rochester Public Schools staff may not serve as references. References are not scored. The

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District may find a Proposer not responsible, and reject its proposal, based on documented reference information.

6.4 INTERVIEWS AND SAMPLES

The District will invite up to three (3) of the highest-ranked Proposers to interview, based on their combined Cost Proposal and Written Proposal points. At its discretion, the District may also invite any Proposer within five (5) points of the third-ranked Proposer. Proposers are invited in rank order, so no Proposer is invited ahead of a higher-scoring Proposer, and Proposers tied at the cutoff will all be invited. If three (3) or fewer responsive Proposers remain, all will be invited.

The Account Manager and Data and Technical Lead must attend. The finalist session lasts about 45 minutes in two parts: (A) a 30-minute interview of questions and answers, not a sales presentation, in which all finalists are asked the same questions; and (B) a 10-minute sample review in which the committee examines the Proposer's samples, and the Proposer answers only factual questions about them. Proposers bring one print at each Required Package size, a class composite, a sample student ID card, and family order materials. The committee rates each element below separately on the same 1, 5, or 10 scale. Each element is worth six (6) points, calculated as in Section 6.2 among the finalists. Written Proposal scores are not changed after interviews.

Element The committee considers Points

1. Interview: Picture Day plan and team

Answers on scheduling, staffing, site communication, handling problems, and readiness for fall 2027;

experience of the Account Manager.

2. Interview: Data, Synergy, and ID card station plan

Answers on roster sync, the Synergy test import, error prevention, and on-site ID card station support;

knowledge of the Data and Technical Lead.

3. Interview: Family ordering and support

Walk-through of family order materials; clarity of prices and instructions, languages, accessibility, ordering without a credit card or internet, and resolving family problems without involving school offices.

4. Sample Review: Portrait print quality

Color and skin tone, sharpness, lighting, posing and centering, cropping and head-size consistency, and paper quality of the sample prints at each Required Package size.

5. Sample Review: ID card and class composite quality

Image and print quality, legibility of the card text and the SpeakUp text on the back, and durability of the sample student ID card; clarity, layout, and name accuracy of the class composite.

Total: 30 points

6.5 AWARD

Before scoring, Purchasing confirms each proposal is complete and that every minimum requirement on the Proposal Form is answered Yes. The District may verify any information in a proposal and request additional information. After interviews, the District may negotiate and confirm scope, specifications, insurance, and the student data terms in Section 7.5 with the highest scoring Proposer. If agreement is not reached in a reasonable time, or the selected Proposer does

RFP #120126 | Fall School Photography and Student ID Services Page 13 of 17 not sign the contract and provide insurance certificates within thirty (30) days of the District's request, the District may move to the next highest Proposer. The notice of intent to award is posted in Bonfire. No School Board action is required; the Finance Director or other authorized signee signs the contract.

6.6 DEBRIEFING

After the contract is signed, any Proposer may request a debriefing through Bonfire Messages within thirty (30) days. The District will share the Proposer’s scores by category and a summary of committee comments on its proposal.

6.7 PROTESTS

A Proposer may protest the notice of intent to award by submitting a written protest through Bonfire Messages within five (5) business days after the notice is posted. The protest must state the specific grounds and the relief requested. Protests received after the deadline will not be considered. The District will not sign the contract until the protest period ends and will respond to any timely protest in writing.

7. CONTRACT TERMS

7.1 CONTRACT DOCUMENTS

The District’s Services Agreement (Attachment E) must be signed before any work begins. The contract consists of, in order of precedence: (1) the signed Services Agreement (Attachment E, posted in Bonfire as a separate document), which incorporates Section 7 of this RFP, including the student data terms in Section 7.5; (2) addenda; (3) this RFP; and (4) the Vendor’s proposal.

7.2 TERM AND RENEWAL

July 1, 2027 through June 30, 2029, with two (2) optional one-year renewals by written notice at least ninety (90) days before the term ends.

7.3 PRICING

A. Firm prices. All prices on the Price Form and the family price list are firm for 2027-2028 and 2028-2029 and are the same at every District site.

B. Renewal increases. For each renewal year, prices may increase by no more than the percentage the Proposer states on the Price Form, up to a maximum of five percent (5%). Any increase must apply evenly to all prices and may not add new fees.

C. Requesting an increase. The Vendor must request any increase in writing by March 1 before the renewal year, with documentation supporting it, such as changes in the Consumer Price Index or supplier costs. The District may accept the increase, negotiate it, or decline to renew.

D. Price reductions. If the Vendor lowers prices for comparable Minnesota school district customers during the contract, it will offer the District the same reduction.

E. Sites. The District may add, close, or combine sites during the contract.

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7.4 INSURANCE AND INDEMNIFICATION

The Vendor will maintain the insurance below for the full term, naming the District as additional insured on general liability, auto, and umbrella, with thirty (30) days' notice of cancellation, and will provide a certificate of insurance before the contract is signed and at each renewal. The Vendor will defend, indemnify, and hold harmless the District, its School Board, officers, and employees from claims arising from the Vendor's acts or omissions or any data breach, except to the extent caused by the District's own negligence.

Coverage Minimum

Workers' Compensation / Employer's Liability Statutory / $1,000,000 each accident, disease, and aggregate

Commercial General Liability (including personal and advertising injury)

$2,000,000 per occurrence; $2,000,000 aggregate

Business Auto Liability $1,000,000

Umbrella or Excess Liability $3,000,000

Professional (E&O) and Cyber Liability $1,000,000 each

Sexual Abuse and Molestation (may be by CGL endorsement)

$1,000,000 per occurrence; $2,000,000 aggregate

7.5 STUDENT DATA

Under Minn. Stat. § 13.05, subd. 11, all data under this contract are subject to Minn. Stat. Ch. 13 as if the Vendor were a government entity. The Vendor is a school official under FERPA (34 C.F.R. Part

99) and will comply with Minn. Stat. § 13.32. These student data terms are part of the signed contract, and the Vendor must meet them before receiving any student data. The Vendor will encrypt data in transit and at rest; store it in the United States; use multi-factor authentication for portal access; give written notice within 72 hours of any unauthorized access; and return or destroy all data, with written certification, within 90 days after the contract ends.

7.6 BACKGROUND CHECKS

The Vendor must complete nationwide criminal background checks on every employee and subcontractor before they enter a District building and keep the results for District audit. No person convicted of a violent crime (Minn. Stat. § 624.712, subd. 5), a crime against a child, or an offense making the person unsuitable to work around children may work on District property.

7.7 OWNERSHIP OF IMAGES

The District owns all photos taken under this contract and may use them for any District purpose at no cost. The Vendor may use images and data only to perform this contract and fill orders, and may not sell them or use them for marketing.

7.8 TERMINATION AND TRANSITION

The District may terminate for cause after ten (10) business days' written notice to cure, or immediately for a Vendor-caused data breach, a violation of Section 7.6, insolvency, or suspension or debarment. Either party may terminate for convenience on ninety (90) days' notice, not effective August 1 through November 30. At the end of the contract, the Vendor fills all paid orders, delivers

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7.9 OTHER TERMS

The Vendor is an independent contractor; may not assign or subcontract without written consent;

will comply with Minn. Stat. § 181.59 and Ch. 363A; will keep records open to the District and the State Auditor for six years (Minn. Stat. § 16C.05, subd. 5); will collect and pay Minnesota sales tax on sales to families and staff; may not use the District's name or logo in advertising without approval from the Communications Department; will repair any damage to District property caused by its personnel or equipment; and will follow District policies on District property. Neither party is responsible for delays caused by events beyond its reasonable control, such as severe weather or school closures, if it gives prompt notice. The District may amend the contract to comply with changes in law. Minnesota law governs, with venue in Olmsted County.

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A T T A C H M E N T S

Attachment Index

Attachments A through E are part of this RFP. Each is posted as a separate file or form in the Opportunity in Euna Procurement (Bonfire), not bound in this document. Use only the District’s posted forms, and submit them as described in Section 5.

Attachment Contents Location in Bonfire Proposer Action

A. Proposal Form Company information, references, certifications, minimum requirements, exceptions, addenda, non-collusion, and signature

Public files (fillable

PDF)

Complete, sign, and upload as a PDF (Section 5.1, item 1)

B. Proposal Questionnaire

Eleven scored questions in three Parts (Section 6.2)

Public files (fillable

PDF)

Answer in the response boxes and upload as a PDF (Section 5.1, item 2)

C. Price Form Four Required Package prices (Section 4) and two renewal price caps (Section 7.3)

Bonfire BidTable and renewal price cap fields

Enter prices directly in Bonfire (Section 5.1, items 3 and 4)

D. Sites and Enrollment

Students, staff, and order rates by site, 2025-2026

Public files (PDF) Reference only

E. Services Agreement Form of agreement (Section 7.1) Public files (PDF) Review; request any changes through Bonfire Messages by the questions deadline (Section 5.4)

Any change to an attachment will be issued by addendum posted in Bonfire.

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Attachment Index