53-20250226133619 HCSD.pdf

Request for Proposal

For Photography Services (2025-2026)

Statement of Need

The Hancock County School District is requesting proposals for Photography Services, including individual student portrait packets and senior packets, for the 2025-2026 school year. Hancock

County School District also reserves the right to extend the contract each year for a period of three years beyond the original contract period (36 months total). Proposal prices must be firm between

July 1st, 2025 through June 30th, 2026, and cannot be withdrawn during that period. Successful proposals will maintain prices quoted until all orders are completed.

General Information

The Hancock County School District, solicits interested firms to submit proposals for providing

Individual Student Portrait Packages and Senior Packages. It is the District’s intent to award a single contract from whom all the Hancock County Schools can purchase these services. Dependent upon satisfactory performance of the contractor to meet the needs of the district, the renewal will be made yearly up to three years.

Omissions in the proposal of any provision herein described shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services.

Should the vendor have questions or find discrepancies in, or omissions from this RFP, or shall be in doubt to its meaning, the vendor shall at once notify Hancock County School District. All questions should be emailed to procurement@hancockschools.net with the subject line “2025-2026

Photography Services RFP Question”. Any response will be uploaded as an addendum on www.centralbidding.com and will also be posted to our school district website at https://www.hancockschools.net/

It is the sole responsibility of the vendor to visit this page or email procurement@hancockschools.net prior to bid submission to ensure they have the latest information.

HANCOCK COUNTY SCHOOL DISTRICT PHOTOGRAPHY SERVICES (2025-2026) RFP 1

mailto:procurement@hancockschools.net http://www.centralbidding.com/ https://www.hancockschools.net/ mailto:procurement@hancockschools.net

Bid Submission Instructions

Proposals will be opened on March 31st at 9:00 AM at the Hancock County School District Office at

18375 HWY 603, Kiln, MS 39556. Bids can be submitted electronically via www.centralbidding.com or in a sealed envelope clearly marked as follows:

“2025-2026 Photography Services RFP”

Envelopes not marked will remain sealed.

If submitting electronically, please ensure your sample picture packet is still mailed to the district office.

The Hancock County School District reserves the right to reject any and/or all proposals and waive any informalities.

It is the sole responsibility of the respondents to ensure their responses arrive in a timely manner.

Late arrivals will be rejected. The Hancock County School District is not responsible for delays of any commercial carrier or delays incurred by the respondents.

Evaluation Methodology

A contract shall be awarded based on the vendor submission that best meets the needs of the school system.

The following factors will be considered when evaluating proposals:

• Price of goods and/or services;

• The quality of the vendor’s goods or services;

• The extent to which the goods/services meet the district’s needs;

• Preference will be given for prior positive experience with the vendor;

• Preference will be given to Mississippi based vendors;

• Be able to supply all products and/or services;

Hancock County School District will look at all proposals and determine what is in the best interest of the school district.

HANCOCK COUNTY SCHOOL DISTRICT PHOTOGRAPHY SERVICES (2025-2026) RFP 2

http://www.centralbidding.com/

Hancock County School District reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the school system. Hancock County School District reserves the right to award to other than the lowest bidder when, in the judgement of the district administration, it is in the best interest of the district to do so. Hancock County School District reserves the right to award without further discussion.

Hancock County School District reserves the right to reject any and all proposals any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of

Hancock County School District. Hancock County School District reserves the right to return any and/or all merchandise deemed inferior in quality or quantity from that specified.

Contracts will be awarded to the vendor submitting the proposal determined to be in the best interests of Hancock County School District. Notification of award will be by a letter of acceptance via email. The letter of acceptance citing the RFP consummates the contract which consists of the

RFP, the vendor’s offer, and the signed letter of acceptance.

Hancock County School District shall have the right to terminate for default all or any part of this contract if offeror breaches any of the terms hereof or if the offeror becomes insolvent or files any petition in bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Hancock County School District may have in law or equity, specifically including, but not limited to, the right to collect for damages or demand specific performance. Hancock County

School District has the right to terminate this contract for convenience, without penalty, for non-appropriation or non-availability of funds by delivery to the offeror of a “Notice of Termination” specifying the extent to which performance hereunder is terminated and the date upon which such termination becomes effective.

HANCOCK COUNTY SCHOOL DISTRICT PHOTOGRAPHY SERVICES (2025-2026) RFP 3

Objective Needs

Hancock County School District’s objective is for vendors to submit a proposal for photography services for the 2025-2026 school year.

1. Individual pictures of students shall be taken in each school with a definite system for identification of pictures. A list of all student collections for each school location must be maintained including the student’s name, grade, teacher’s name and the amount collected per student.

2. For students not purchasing a package of pictures, an annual and/or record print must be furnished, as well as identified with the student's name, teacher’s name, and grade for all students.

3. The picture packages are to be delivered to each school, grouped according to teacher and/or homeroom. Each packet will be identified with the student’s name clearly marked on the front of the packet.

4. Each finished picture packet is required to have a reorder form and a quality guarantee form that instructs the parents on how to place a reorder for portraits and also how to resolve hany problem they may have with their picture packet, without having to contract the school.

This form can be printed on the back of the picture envelope or it can be printed on a separate form and inserted into the picture packet. Please enclose a sample of this form with your quote for review. Also, include a sample picture packet for quality review.

5. An administrative photo CD of each student photographed containing digital photo files capable of being imported into the school’s student database shall be furnished for each school. In addition, a yearbook photo CD of all students and staff is required for all Hancock

County Schools that will correlate with the yearbook publishing company.

HANCOCK COUNTY SCHOOL DISTRICT PHOTOGRAPHY SERVICES (2025-2026) RFP 4

Please answer the following questions with answers in your proposal as well:

1. Sales tax included in all prices?

a. Yes or no.

2. All promotional materials will be furnished?

a. Yes or no.

3. Faculty members receive a complimentary package?

a. Yes or no.

b. If yes, what does this package include?

i. _______________________________________________

4. Students will pay when photographs are taken with a guarantee of refund or retake, if necessary.

a. Yes or no.

5. Record prints of everyone photographed at no charge (see objective needs).

a. Yes or no.

6. Specialty items, such as package add-ons and color gels, are included in commission.

a. Yes or no.

7. Finished packages will be delivered in how many weeks?

a. _________weeks

8. Student identification cards will be how much each?

a. $___________

9. Individual school commission percentage will be?

a. ___________%

HANCOCK COUNTY SCHOOL DISTRICT PHOTOGRAPHY SERVICES (2025-2026) RFP 5