INT Elementary Photography Services.pdf

CORVALLIS SCHOOL DISTRICT 509J

COVER PAGE

Intermediate Procurement under

OregonBuys Bid Number S-P02509-00012147 for

ELEMENTARY PHOTOGRAPHY SERVICES

Date of Issue: 11/20/2024

Opening Date and Time: 12/13/2024 1:00PM

Single Point of Contact : Maria McEldowney, Accounting Manager

Attention: Business Services Address: 1555 SW 35th St City, State, Zip Corvallis, Oregon 97333 Phone (voice) 541-757-3900 E-mail: maria.mceldowney@corvallis.k12.or.us

The Corvallis School District does not discriminate on the basis of age, citizenship, color, disability, gender expression, gender identity, national origin, parental or marital status, race, religion, sex, or sexual orientation in its programs and activities, and provides equal access to designated youth groups.

SECTION 1: GENERAL INFORMATION

PURPOSE

Corvallis School District 509J (CSD) is issuing this Intermediate Procurement (solicitation) for photography services for Elementary Schools. CSD is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140. CSD is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

PERIOD OF CONTRACT

CSD anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be three years (July 1, 2025 – June 30, 2028) with options to renew up to a cumulative maximum of two years (June 30, 2030).

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date Time Date of Issue Wednesday November 20, 2024 5:00PM Questions / Requests for Clarifications Due Wednesday November 27, 2024 1:00PM Opening (Offer Due) Friday December 13, 2024 1:00PM Issuance of Notice to Award (approx.) Friday December 20, 2024 1:00PM

SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the solicitation only to the SPC.

PUBLIC NOTICE

The solicitation and attachments are published on https://www.csd509j.net/departments/financial-services#vendors/ and in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers. Modifications, if any, to this solicitation will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking CSD website and/or OregonBuys to determine whether or not any Amendment(s) have been issued.

QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must: be delivered in writing to the SPC via email;

reference the OregonBuys bid number; identify Proposer’s name and contact information; refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

https://www.csd509j.net/departments/financial-services#vendors/ https://www.csd509j.net/departments/financial-services#vendors/

SECTION 2: SCOPE OF WORK

Contractor shall be responsible to provide photography services at the following sites according to the information listed below:

School Enrollment (as of October 2024) Adams Elementary 342 Bessie Coleman Elementary 352 Franklin K-8 311 Garfield Elementary (Title I-A) 379 Kathryn Jones Harrison Elementary (Title I-A) 225 Letitia Carson Elementary 333 Lincoln Elementary (Title I-A) 314 Mountain View Elementary (Title I-A) 212

Contractor shall be responsible to provide photography services at the following sites according to the information listed below:

• Schools require photography services for Individual Student and Staff Photos and Classroom Composites from September through October. Retakes may extend into November with the approval of the building principal. Picture Day and Retake Day(s) shall be scheduled by each building principal or their designee by June 1st of the previous school year.

• Photos, including electronic/digital, will be provided to families/schools no later than thirty days after Picture Day and Retake Day.

• Every student will be photographed for school records regardless of purchase.

• All Individual Student and Staff Photos will use a standard/traditional background for school records.

• Contractor (photographers) must maintain professional and appropriate conduct at all times.

Contractor (photographers) must respect and not discriminate on the basis of age, citizenship, color, disability, gender expression, gender identity, national origin, language, parental or marital status, race, religion, sex, sexual orientation, socioeconomic status. Contractor (photographers) must accommodate the needs of students with disabilities. By upholding these expectations, photography contractors can contribute to a positive and inclusive school environment while ensuring the safety and well-being of students.

• A local representative must be assigned to Corvallis School District Elementary Schools. The representative should be involved in the scheduling, processing, and ordering. The District reserves the right to request different representatives and photographers.

• Contractor must provide announcement flyers for each school with the Picture Day date(s) specified for students to take home. Contractor must provide order forms/envelopes that details available picture package options and related pricing. Flyers/Order Forms are to be delivered to each respective school at least two (2) weeks prior to the scheduled picture date.

Flyers/Order Form shall be available in both English and Spanish.

• Contractor must offer an affordable low-cost picture package to families under $20.00.

• Contractor must provide a website for payment of pictures. Contractor must also accept cash and/or a personal check as a form of payment.

• Pictures must be available to purchase until June 1st of the current school year.

• In the event that the package is not delivered, or that the parent is not satisfied, the Contractor shall issue a full refund within a thirty (30) day calendar period. Retakes may be substituted for a refund at the parent’s discretion. The contractor shall assume responsibility for reimbursement of charges to parents for the undelivered or unsatisfactory pictures.

• Retakes are to be allowed for non-satisfactory pictures at the request of the parent or principal. Students must return the original packet prior to retakes. Students absent on initial picture day or new students will also be photographed on retake day.

• Digital files and other deliverables to each school (schools reserve the right to decline certain deliverables):

a. Electronic/digital files of all Individual Student and Staff Photos and Classroom Composites. Schools need to import files into various software applications: Student Information System (Synergy), Library Management System (Follett), School Nutrition Software (LINQ), Yearbook software, etc. Electronic/digital files must be submitted in a secure format. The pictures must be in a JPEG format.

b. Photo Directory. 3 Photo Directories shall be provided after Picture Day; 3 Photo Directories shall be provided after Retake Day.

c. Principal Albums. 2 Principal Albums of students and staff shall be provided.

d. Photo Labels (stickers). Photo Labels of students and staff shall be provided (including name, grade, etc. of student/staff).

e. Student ID Laminated Horizontal. Each student shall receive an ID Laminated Horizontal.

Each school’s designee shall determine information to include on the ID (name, grade, barcode, etc.) and logo/color scheme.

f. Staff ID Laminated Vertical. Each staff shall receive an ID Laminated Vertical. Each school’s designee shall determine information to include on the ID (name, grade, barcode, etc.) and logo/color scheme.

g. Complimentary Student Classroom and Staff Composites. Each student and staff shall receive complimentary classroom and staff composite photo.

h. Complimentary Staff Signage (welcome photo).

i. Title I-A High Poverty Schools shall receive up to 50 complimentary or ‘hardship’ Basic

Photo Package for qualifying students at each school’s discretion.

j. Non-Title I-A Schools shall receive up to 20 complimentary or ‘hardship’ Basic Photo

Package for qualifying students at each school’s discretion.

SECTION 3: PROPOSAL INFORMATION

To be considered for evaluation, Proposals must contain each of the following elements:

1. Executive Summary

a. Briefly describe how Proposer would carry out the major activities of this project defined in SCOPE OF WORK. Address any specifications the Proposer is unable to meet defined in

SCOPE OF WORK.

b. Proposer must include specifications for affordable low-cost photo package to families under $20.00

c. Proposer must include specifications for complimentary ‘hardship’ photo package.

d. Must include authorized representative signature.

2. References

a. Provide 3 references from current or former client firms for similar projects performed for any clients within the last 3 years. References must be able to verify the quality of previous, related Work.

b. CSD may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. District may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

3. Samples

a. Provide at minimum: sample order forms (picture packet specifications and related pricing); and announcement flyers.

b. Proposer may provide other documents to verify the quality of previous, related Work.

4. Detailed costs, if any, for ‘Digital files and other deliverables to schools’ defined in SCOPE OF

WORK

PROPOSAL FORMAT

Responses to each section and/or subsection should be labeled to indicate the item being addressed.

Proposer shall submit one copy of its Proposal and all other submittal requirements. Proposer shall mark as “Confidential” on all attachments to its Proposal that the Proposer believes are exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478). Proposer may submit its Proposal electronically through email or by physical copy.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the solicitation requirements before Opening. CSD is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this solicitation:

• Electronic Delivery through Email o Proposal submission should be submitted electronically through email to maria.mceldowney@corvallis.k12.or.us with subject line Elementary Photography Services.

• Alternative Delivery Option: Delivery through Mail or Parcel Carrier o A Proposal may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the bid title. It must be sent to the attention of the SPC at the address listed on the Cover Page.

• Alternative Delivery Option: Delivery in Person o A Proposal may be hand delivered and must be clearly labeled and submitted in a sealed envelope, package or box. A Proposal will be accepted, prior to Opening, during CSD’s normal Monday – Friday business hours of 8:00 a.m. to 5:00 p.m. It must be delivered to the attention of the SPC at the address listed on the Cover Page.

PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification to the SPC prior to Opening. If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC.

PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening.

All Proposal modifications or withdrawals must also be received prior to Opening. A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

OPENING

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, CSD will record and make available the identity of all Offerors after Opening.

PROPOSAL REJECTION

CSD may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with District employees or officials other than the

SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

SECTION 4: EVALUATION & AWARD INFORMATION

AWARD INFORMATION

CSD, if it awards a Contract, will award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process. CSD may award less than the full Scope of Work described in this solicitation.

CSD will notify all Proposers in Writing that CSD intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

If awarded a Contract, Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the Contract.

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this solicitation will be required to submit additional information and comply with the following:

• Insurance o Prior to award, Proposer shall secure and demonstrate to CSD proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit A.

• Taxpayer Identification Number o Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by CSD or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

• Business Registry o If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract/Price Agreement.

Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

SECTION 5: ADDITIONAL INFORMATION

PUBLIC INSPECTION

All Proposals are public records and are subject to public inspection after CSD issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by CSD.

CANCELLATION OF SOLICITATION; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, CSD may reject any or all Proposals in-whole or in-part, or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the District, as determined by CSD. CSD is not liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation or a Contract/Price Agreement award, or the rejection of any Proposal.

COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.