GI School Photography Services RFP_7.25-6.27_FINAL.pdf

Grosse Ile Township School District

Grosse Ile, Michigan

Request for Proposal and Specifications January 30, 2025

School Photography Services

Bid Opening Date: February 5, 2025 Bid Due Date: February 25, 2025

This RFP document can be found on our district website at: http://www.gischools.org http://www.gischools.org/

Grosse Ile School District Grosse Ile, Michigan

January 30, 2025

School Photography Services RFP

INTRODUCTION

Grosse Ile Township School District is soliciting proposals from school photography providers to obtain the most cost-effective solution for photography services.

It is anticipated that the period of commitment will begin July 1, 2025, and extend through June 30, 2027 with the option to renew annually for up to three (3) additional one (1) year periods at the District’s request.

The vendor agrees that the contract can be terminated by the district due to non-performance by providing a 30-day written notice.

DISTRICT INFORMATION

Grosse Ile Township Schools is a public school district organized and existing pursuant to the laws of the State of Michigan.

Grosse Ile Township School District is located on an island, in southeastern Michigan on the Detroit River.

We service the township of Grosse Ile. This is a total of 18.67 square miles. We have approximately 1,500 students, 115 professional staff, 65 Support Staff and 5 buildings utilizing photography services.

Individual student enrollment per building as of 12/2024 is as follows:

See Appendix C: School/Facility Locations:

Grosse Ile High School (Grades 9-12): 509 Students Grosse Ile Middle School (Grades 6-8): 384 Students Grosse Ile Elementary School (Grades K-5): 601 Students

*Note: Numbers are for students. There are approximately 180 total staff that would also need photos taken.

BID DOCUMENTION, FEES AND REVENUE SHARING/REBATES

Bidder is required to provide detailed documentation including fees and expenses for all services provided.

Any fees and expenses that would be considered extra and not be included in your standard bid package/services plan should be clearly explained.

Detailed documentation should be included for revenue sharing/rebates awarded to the Grosse Ile Township Schools District.

Bidder should provide any additional services your company will provide at no additional charge.

MINIMUM DESIRED SERVICES

A dedicated representative that can be contacted directly for questions or concerns.

The photo company shall furnish all information to be sent to parents as requested by the building administrator.

All photos are to be guaranteed unconditionally. Any retakes will be the responsibility of the photo company at no cost. All refunds are to be handled through the photo company.

Families may order from picture proofs for fall and spring photos Families may order a la carte without purchasing a package ID cards to be designed by Photo Company and approved by district officials. ID cards to minimally include student picture, name, grade, bar code, student id number, school logo Staff ID badges are to be provided for all district staff On-site ID printing for staff and students (w/complimentary clips/lanyards for all staff) On-site delivery of data disk for immediate upload of images into school software/ID Online web portal that allows each building access to all student images for download, package tracking and event confirmations An ID printer supplied for each building and one at the administration building (5 in total) including printing supplies and software. Or provide detailed alternate options for immediate printing of lost or damaged ID cards.

1 yearbook for every student and staff member at elementary school(s) For elementary school(s), yearbook to be produced in-house by Photo Company, not a volunteer at school.

Hard copy then sent to the school(s) for editing.

Free class composite for every student and staff member at elementary school(s) 2 Additional sets of IDs delivered to each elementary School (breakfast/lunch/media center) 1 Additional set of IDs delivered to each MS and HS Generic visitor passes/substitute badges for each building 3 sets of CA-60 sticky prints for each building Hallway school pride display item (all school composite/framed mosaic) for each building School registration shoot (Red Devil Day) for HS followed by a make-up day and then a retake, typically the date of Red Devil Day is during the last week of August.

Work with each building administrator individually to setup the photography dates and times.

Provide enough trained photographers to accommodate agreed upon photography sessions.

Ability to provide 5th grade group photo with complementary enlargement Principal album/student directory to each building (quantity specified by building) Provide access to digital photos within one (1) week after picture day.

ADDITIONAL/ALTERNATE BID – ATHLETIC PHOTOGRAPHY SERVICES

Provide detailed information for athletic photography services offered Provide a large format team photograph to be displayed in the school district’s Hall of Fame Hallway Provide information on whether these services are included in your bid or are a separate item/cost. If separate, bidder must provide complete details.

It is understood that the general terms and conditions outlined in this RFP are to be adhered to for athletic photography services.

INSTRUCTIONS TO BIDDERS

1. All bids must be submitted using the form Appendix A: “Bid Form and Pricing Summary” included in this document.

2. All bidders must include the form Appendix B: “Vendor Profile” included in this document

3. Two (2) copies of the bid (Appendices A & B) and accompanying documents must be received in a sealed envelope no later than 10:00 AM (E.S.T), on Tuesday, February 25, 2025. Bids received after 10:00 AM (E.S.T), on Tuesday, February 25, 2025, will not be considered. Faxed or emailed bids will not be accepted. Bids will be opened and reviewed. After review, bidders will be notified no later than Thursday, February 27, 2025, if proposal will be accepted or if an in-person presentation is warranted.

Proposals must be clearly marked “School Photography Services” and delivered to:

Grosse Ile Township Schools Attn: Linda Drzyzga, Chief Financial Officer 23276 E River Rd, Grosse Ile, MI 48138.

4. Bidder shall promptly notify Grosse Ile Township Schools District of any ambiguity, inconsistency or errors, which they may discover upon examination of the bid documents. Bidders requesting clarification or interpretation of the contract documents shall E-mail all questions to: drzyzgl@gischools.org.

Deadline for clarification or interpretation of documents is Wednesday, February 12, 2025.

5. Any interpretation, correction or change of the contract documents will be made by addendum.

Interpretations, corrections or changes of the documents made in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections and/or changes. Any and all addendums will be available on our website at: www.gischools.org mailto:drzyzgl@gischools.org

GENERAL TERMS AND CONDITIONS

1. Bid prices quoted shall remain in effect for the entire period outlined in this RFP.

2. Bidder must have a minimum of five (5) years of experience photographing students in schools.

3. Bidder’s response should be detailed and complete including all packages offered and fees associated with them.

4. Bidders must show experience in photographing and providing similar services to students in districts of similar size.

5. Grosse Ile Township Schools District reserves the right to accept or reject any and all proposals or parts thereof deemed to be in the best interests of the district.

6. The Grosse Ile Township Schools District is exempt from Michigan Sales Tax.

7. Bidders should be prepared upon request to do a live presentation for district Administration officials outlining their proposal and services offered. The presentation would be done at an agreed upon date and time after the bid opening date.

8. Bidder should be prepared to answer questions and provide additional information and/or product samples to district officials as appropriate.

9. Any defects in material and/or workmanship and/or shipping shall be corrected promptly by the vendor.

10. Vendors are required to comply with all regulations, including but not limited to document retention requirements.

11. Disclosure of any photo company personnel with family members that work for the Grosse Ile Township Schools District should be included in the proposal.

12. Vendors must be an authorized re-seller of the products that they propose.

13. In submitting a bid, each bidder represents that they have read and understand the requirements.

Appendix A: Bid Form and Pricing Summary Completely fill out the summary sheet below.

Please provide a detailed summary of services and costs you are proposing (bidders may provide this information in separate documentation/presentation packaging):

Warranty/Service Provider Contact Information:

The undersigned certifies that this bid meets or exceeds the minimum bid specifications and is the complete, delivered cost.

Company Authorized Signature Date

Company Name

Contact Phone Number

Appendix B: Vendor Profile (Note: If you provide Vendor Profile in another format, please make sure the information below is included)

Company Name: _______________________________________________

Location of office that will provide support and respond to trouble calls:

Years in business: _____________

No. of employees: _____________

References: Provide a list, complete with contact names and telephone numbers, of companies for whom you have provided equipment comparable in scope to that outlined in this bid.

(1) ________________________________________________

(2) ________________________________________________

(3) ________________________________________________

You may add additional pages.

Submitted by:

Company Authorized Signature Date

Company Name

Contact Phone Number

Appendix C: School/Facility Locations

Grosse Ile Township Schools District

SCHOOL/FACILITY MAP

1. Grosse Ile High School 7800 Grays Dr Grosse Ile, MI 48138

2. Grosse Ile Middle School 23270 E River Rd Grosse Ile, MI 48138

3. Grosse Ile Elementary School 21610 Parke Lane Grosse Ile, MI 48138

4. Grosse Ile Schools Administration Building 23276 E River Rd Grosse Ile, MI 48138

5. Grosse Ile Schools Transportation Building 7900 Grays Dr Grosse Ile, MI 48138