6-Addendum 2 v.2.pdf

Rick Konrad Purchasing Manager

410-677-4571 rkonrad@mywcps.org

Business Support Services

RFP 91572-261

SCHOOL PHOTOGRAPHIC SERVICES

ADDENDUM #2

May 12, 2026

Questions/Clarifications and Answers

1. On In section 1A, you require that photo plans be “pre-pay” and order forms are required. Is there any flexibility with regards to “pre-pay”?

A. STUDENT FALL/SPRING PHOTOS: These School Photo plans shall be a "pre-pay" plans.

Answer: Section 1A. is amended to read: The District will allow a hybrid model to ensure all families have access to photographic services regardless of their socio-economic status or internet access.

• The Contractor is encouraged to offer a "Proof Process" where families can view images online approximately two weeks after picture day.

• To ensure equity, the Contractor must still provide traditional "Pre-Pay" paper order forms to every student at least one week prior to picture day.

• The Contractor must be prepared to collect these paper order forms and associated payments (cash, check, or money order) on-site on the day of photography to accommodate families who cannot utilize online store options.

2. In section 1A.5e, you require that the photographer provide at least 3 backgrounds on picture day. Is there any flexibility with this?

e. At least three (3) backgrounds must be made available during picture taking.

Answer: Section 1A.5e is amended to read: At least three (3) backgrounds are preferred during picture taking, however, green screen technology is an acceptable alternative to providing physical backgrounds on-site, provided it does not delay the photography session. If a green screen is used, the School reserves the right to select one "Standard Background" for all yearbook and school record images to ensure visual consistency.

3. In section 1A.7 requires the Contractor contact each school to confirm readiness no sooner that one week prior to picture day. Can this be amended?

7) No sooner than one week prior to the picture day, the Contractor shall contact each school to confirm the readiness of the school.

Answer: Section 1A.7 is amended to read: "The Contractor shall contact each school no later than two (2) weeks prior to picture day."

We agree that finalizing logistics (scheduling, space requirements, and volunteer coordination) requires more than one week of lead time for school principals.

4. In section 1A.10 & 1A.11, by doing a proof process there is no money changing hands-on picture day which alleviates the risk of lost order forms/money at the school.

10) Each child shall bring his/her payment and completed picture package decision on picture day. Online and in person payment options must be offered.

11) The Contractor shall collect all funds. The Contractor shall provide sufficient personnel to collect payments during the photo sessions in such a way that photography sessions are not interrupted.

Answer: This section remains the same. Please refer to the answer provided in Question #1.

5. In section 1A.14, you are asking that print packages be delivered to the school within four weeks of picture day. We ship all orders directly home and avoid the extra work for school staff. This also allows for families to receive their portraits based on when they order, rather than waiting for the prints to be delivered to the school and handed out.

14) Picture packages shall be returned to the school within four (4) weeks of picture day with the students’ name alphabetical by homeroom listed on the package. Each school will determine which class period is “homeroom” for picture purposes. The homeroom teacher shall distribute to their students.

Answer: To ensure that all students receive their portraits, specifically families who relocate frequently or have transitional housing status, all initial portrait packages must be returned to the school.

• Packages must be delivered within four (4) weeks of picture day.

• Packages must be sorted alphabetically by homeroom to facilitate distribution by school staff.

6. In section 3D states that the contractor is not allowed to include tax in the price of packages. Charging tax is standard practice for all vendors and is normally included in package pricing to give a lump total cost for families rather than charging for each specific item. Can this be amended?

D. Price of photo packages advertised to and sold to the students/staff must include all sales tax and delivery charges. Sales tax is the responsibility of the Contractor and may not be added to the cost of the package. The report must, nevertheless, reflect the amount of sales tax.

Answer: Section 3D is amended to read: District will allow the Contractor to add the applicable Maryland sales tax to the base package price at the point of sale.

• The Contractor may list the base price of the photo package and calculate sales tax as a separate line item during the checkout process.

• All marketing materials and order forms must clearly state "plus applicable sales tax" so that families are aware of the final cost before purchasing.

• The Contractor remains responsible for the collection and remittance of all sales taxes to the State of Maryland.

7. The RFP mentions the “completed Technical Proposal Form” multiple times. Could you please clarify whether this form is available or if it will be supplied separately?

Answer: For purposes of this RFP, the "Technical Proposal Form" is not a pre-formatted template provided within the RFP document itself; instead, it is a document that you must create based on the instructions provided in Section 00300 - Technical Proposal Instructions.

The RFP defines your response as being composed of two primary, separate files that must be uploaded to the submission portal:

• The Technical Proposal Form: This is a document you generate to address the specific evaluation criteria and technical requirements of the RFP. Your technical proposal must be uploaded as a separate file in its designated slot within the solicitation portal.

• The Proposal Pricing Form: This is a separate, writable file provided by WCPS for your financial submission.

8. In the Supplementary Conditions, it states, “These Conditions and Specifications are intended to cover pricing for all photos and yearbooks at the time of RFP submission and furnishing and delivery of School Portraits and Yearbooks to Wicomico County Public Schools (WCPS).” However, we have not found any specifications or details regarding yearbooks. Are there any specific requirements or information we should address for yearbooks?

Answer: Please refer to the following for details pertaining to Yearbook specifications:

• Addendum 1, Question #3

• Scope of Work: Page 10, Sections 1D.3 and 2B

• Supplementary Conditions: Page 21, Section 10.F