RFP 25-0004 Addendum 1 School Photograph Services.pdf
PDF 158 KB Posted
- Attached to
- RFP 25-0004 School Photography Services
- Solicitation number
- S-P34048-00016190
- Issued by
- Washington County, Barlow City, Oregon
About this file
This is an addendum to RFP 25-0004 issued by the Beaverton School District 48J in Oregon for school photography services. Addendum No. 1, issued on March 24, 2026, clarifies requirements and modifies specifications outlined in the original solicitation. The addendum addresses four primary areas: standardization of wallet-size portrait package quantities to align with industry-standard production formats (4, 8, or 12 wallets instead of 3, 7, or 11); permission for proposers to use their own cover page and table of contents prior to the District-required Attachment A; addition of optional pricing for printing student name, school name, and school year; and clarification that pricing evaluation will be based exclusively on the standardized package configurations provided in Attachment G1 - Price Schedule. The RFP closing date remains March 31, 2026 at 2:00 PM Pacific Time. Proposers must acknowledge receipt of this addendum on the Proposer Certification form, with failure to do so potentially resulting in rejection of the proposal.
The addendum emphasizes that all proposals must conform to the District's required package configurations to be considered responsive, with deviations from standard packages prohibited during evaluation. Proposers may submit alternative package configurations only if accompanied by written justification submitted by March 26, 2026, and such alternatives will not be evaluated unless formally approved by the District through a subsequent addendum. The District explicitly states that pricing evaluation will proceed based solely on standardized package offerings to ensure fair comparison and consistency with what will ultimately be offered to schools and families. Any approved modifications to package configurations will be issued to all proposers through formal addendum. Protests regarding this solicitation must be submitted in writing to the Purchasing Manager at contracts@beaverton.k12.or.us, clearly marked with the solicitation number.
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Business Services Procurement and Contracting
1260 NW Waterhouse Avenue Beaverton, OR 97006
March 24, 2026
RFP 25-0004
School Photography Services
ADDENDUM NO. 1
THE FOLLOWING CHANGES/ADDITIONS TO THE ABOVE CITED SOLICITATION ARE
ANNOUNCED:
This Addendum clarifies the Request for Proposal (RFP) documents only to the extent outlined below. All unaltered sections and aspects of the RFP shall remain in full force and effect. This Addendum is hereby made an integral component of the RFP document. Proposers are expected to adhere to the specifications of the addendum as if the requirements were originally detailed in the RFP.
This addendum must be acknowledged in the designated space on the Proposer Certification form as outlined in the solicitation document (refer to SECTION V - ATTACHMENT A, PROPOSER CERTIFICATION).
Failure to acknowledge receipt of this addendum may result in the rejection of your offer.
The RFP closing date remains unchanged:
March 31,2026 at 2:00 PM Pacific Time
CLARIFICATIONS/CHANGES
1. Could you please clarify how you would like vendors to handle the wallet-size quantities listed in the
RFP? Industry standard, including our production processes, generate 4-wallet or 8-wallet sheets. As a result, we would need to include bonus quantities to cover the requested allocations of 3, 7, or 11 wallets. To ensure our proposal aligns with the District’s expectations, would you prefer that vendors: a) maintain your package configurations and include the closest standard quantity (4 instead of 3, 8 instead of 7, and 12 instead of 11 wallets) at no additional cost, or b) customize the package configurations so they reflect quantities that can be produced using standard sheet formats?
We want to ensure our submission is fully compliant and consistent with the District’s preferred approach.
A1. The District requires that portrait package configurations align with standard photographic sheet sizes to minimize production waste and ensure consistent pricing.
Attachment G1 - Price Schedule has been updated to reflect the standard print sheet layouts.
Proposers shall base their pricing and package configurations on industry-standard production quantities (e.g., wallets in increments of 4 or 8).
The District’s intent is to utilize industry-standard configurations that promote efficiency, reduce waste, and ensure equitable comparison of proposals.
Proposals that do not conform to the package configurations may be considered non-responsive.
2. On page 22, may we structure our proposal using our standard format—beginning with our cover page, followed by our Table of Contents, and then including your required cover page (Attachment A)?
A2. Yes. Proposer may use their own cover page and table of contents. Proposers are advised that the
District will not access or evaluate content provided through hyperlinks. All required Proposals content must be included directly within the submitted Proposal documents.
The District requests that the Detailed Proposal Requirements be addressed in the following order:
Experience and Qualifications
ii. Technical Approach and Service Delivery
iii. Data Security and Privacy
iv. Price Schedule
v. References
vi. Insurance
3. The solicitation notes that optional printing of student name, school name, and school year is available as detailed in the price schedule.
A3. Attachment G1 - Price Schedule has been updated to include optional pricing for printing student name, school name and school year as an option.
4. On Page 7, please clarify how pricing will be evaluated if vendors customize their package configurations rather than using the package options provided in the solicitation?
A4. Pricing will be evaluated based solely on the package pricing submitted in Attachment G1- Price Schedule.
Proposer are required to submit pricing using the package configurations provided in Attachment G1.
These packages represent the standard packages that will be offered to students and families for the 2026-2027 school year.
No deviations from the required packages configurations will be permitted for evaluation purposes.
Proposers may submit optional or alternative package configurations; however such options will not be considered in the evaluation.
If a Proposer believes alternative package configurations are necessary for the District consideration, the Proposer must submit a written justification to the District no later than Thursday, March 26, 2026.
The District reserves the right, at its sole discretion, to review and approve or reject such requests.
Any approved changes will be issued to all Proposers through a formal addendum.
Future modifications to package configurations must be approved by the District.
The District’s intent is to ensure a fair and consistent evaluation by standardizing package pricing and preventing submission of pricing that differs from what will ultimately be offered to schools and families.
Written protests must be clearly marked with the Solicitation number and submitted in writing to the Purchasing Manager by email to contracts@beaverton.k12.or.us.
mailto:contracts@beaverton.k12.or.us
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