Yearbook_School Picture_bid_2024-2025.pdf

Portsmouth Middle School 125 Jepson Lane

Portsmouth, RI 02871

PORTSMOUTH SCHOOL DEPARTMENT

PORTSMOUTH MIDDLE SCHOOL

Request for Bids

School Photography and Yearbook Services

PMS-26-29

Issue Date: April 21, 2025 Portsmouth School Department

29 Middle Road Portsmouth, RI 02871

Dr. Jason Masterson, Principal Mrs. Lisa Goodwin, Assistant Principal of Teaching and Learning

Telephone: (401) 849-3700 Fax: (401) 841-8420

Portsmouth, RI 02871

General Information

Intent:

The Portsmouth School Department and Portsmouth Middle School (referred to as the “Owners”) are seeking proposals from qualified firms to provide both School Photography and Yearbook Services or bids can be placed on just one of the services for Portsmouth Middle School. The selected firm should apply the industry’s best practices and techniques, utilize the latest technologies, and possess the highest standards for quality and performance. All proposals must comply with all the regulations, terms, conditions, and specifications set forth in this proposal document.

The winning proposer will execute a contract with Portsmouth Middle School that states the terms and conditions of the service agreement for the terms specified.

Scope of Work:

The services include furnishing labor, equipment, materials, supplies, and supervision to provide school photography and/or yearbook services as described in this document.

Duration:

The Owners are seeking school photography and/or yearbook services for three years starting July 1, 2025, and ending June 30, 2028. The Owners, at their discretion, may negotiate up to two additional one-year annual increments of this contract with the successful bidder.

Pricing

- Bidders shall submit the proposed contract pricing using Attachment D (Pricing Response Sheet). This is a firm-fixed price contract. The schedule of prices shall be enforced for the entire term of the contract, except as otherwise specified.

- In accordance with Rhode Island General Laws, prevailing wage does not apply to the services outlined in this request for bids.

- All bidders must comply with all federal and state labor laws. Local labor should be utilized to the greatest extent possible.

Dr. Jason Masterson, Principal

Portsmouth, RI 02871

Rhode Island Sales Tax:

The Owners are exempt from the payment of Rhode Island sales tax. All invoices should exclude any sales tax.

Awarding Rights:

The bid award will be made based on the lowest evaluated bid price. Cost will be a factor, but not the only factor considered when evaluating the bids. The criteria for evaluation of the bids are specified in the Evaluation Criteria section of this document. The Owners reserve the right to reject any or all bids, in part or in total, and to accept any bids deemed to be in the best interest of the Portsmouth School Department and/or Portsmouth Middle School. The Owners shall also have the right to waive any minor informality or irregularity in any bid received.

Technical Point of Contact

Jay R. Masterson, Ed.D., Principal of Portsmouth Middle School, is the Technical Point of Contact for this RFP. His email address is: mastersonj@portsmouthschoolsri.org.

Indemnification:

The Bidder will indemnify and hold harmless the Owners, and its agents and employees from and against all claims, damages, losses, and expenses including attorney’s fees arising out of or resulting from the negligent acts, errors, or omissions in the performance of the school photography and/or yearbook services described in this document by the Bidder, its officials, employees, agents, and subcontractors.

Non-Collusion

All proposers shall submit a Non-Collusion Affidavit with their proposals (Attachment C).

Failure to submit this form shall render the proposal non-responsive and will result in the rejection of the bid. If the Owners have reason to believe that collusion exists among proposers, the Owners reserve the right to refuse to consider proposals from participants in such collusion.

Safety Requirements:

All work shall be performed in a safe manner, and all current applicable OSHA regulations apply. The bidder shall keep the premises free of any hazardous materials or equipment.

Dr. Jason Masterson, Principal Mrs. Lisa Goodwin, Assistant Principal of Teaching and Learning mailto:HouleD@portsmouthschoolsri.org

Portsmouth, RI 02871

Damage Reports:

In all events where the Owner’s property and/or equipment is damaged by bidder’s employees, a full report of the facts and extent of damage shall be submitted to the middle school principal within twenty-four (24) hours via email, stating the full facts of the incident and extent of the damage. The Bidder agrees to repair or replace any damaged property within 30 days. Should the Bidder be unable to complete the repairs or replacement, the Bidder agrees to reimburse the owners for the repairs or replacement of the damaged property within 30 days of receipt of invoicing.

Responsibility of Bidder

- The bidder is responsible for their own quality control. The middle school principal shall provide oversight, but not a quality control program.

- The bidder shall be responsible for all damages to persons and/or property that occur as a result of their fault or negligence in connection with carrying out their work. The bidder is responsible for all material delivered and work performed until completion and acceptance of the work by the middle school principal.

- The Bidder shall furnish and cause to be delivered all the materials which are to be new and of the best quality of their several kinds, and labor which is to be performed in the most thorough and workmanlike manner.

- The successful bidder shall not subcontract the whole or a portion of this work without the written consent of the Owners.

- The bidder shall obtain and pay for all permits and licenses, pay all taxes, and comply with all laws, regulations, and ordinances bearing on the conduct of the work.

Notice of Consequences of Bidders Failure to Perform:

Bidders are advised that this contract includes provisions in the event the bidder fails to perform.

- The Owners shall deduct from the bidder’s request for payments its best estimate of the cost of all non-performed work and the Owner may, at its option, perform the services with Owner’s personnel or other means.

Dr. Jason Masterson, Principal

- The Owners, at their discretion, may afford to bidder an opportunity to perform the non-performed work within one (1) days’ notice of non-performance to the bidder.

- It shall be specifically understood between the bidder and the Owners that this contract may be terminated by the Owners whenever the contractual services are not provided to the satisfaction of the Owners

Time and Schedule Requirements

- Work shall be scheduled so that it will not interfere with the school activities.

Some specific restrictions are included in the specification.

- Working hours for school picture day are 7:45 A.M. to 2:20 P.M., Monday through Friday.

- The Owners reserve the right to make changes in the procedural rules and regulations that guide the bidder. These include scheduling school pictures around specific events, halting work where interference with school activities exists, and similar changes.

Non-Discrimination Statement

The Owners do not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, sexual orientation, gender identity or expression, citizenship, or status as a disabled veteran, or past or present honorable military service with respect to access to, the provision of, or employment in its educational services, programs and activities, including admissions, athletics and other programs.

Proposal Submission Requirements and Instructions

Proposal Submission Requirements:

All proposals must include:

1. Company Profile & Key Personnel (Attachment A)

2. Relevant Experience and References (Attachment B) *

3. Non-Collusion Form (Attachment C)

4. Pricing Response Sheet (Attachment D)

5. Proof of Insurance Coverage

* Include three client references.

Proposal Instructions:

- Proposals must be submitted in sealed envelopes and should be clearly marked with the proposal name (School Photography Services and/or Yearbook Services) and number (PMS-26-29) as well as the company name of the bidder.

- Proposals must include all items listed in the Proposal Submission Requirements section.

- A total of three (3) copies of the proposal must be submitted to the

Portsmouth School Department, 29 Middle Road, Portsmouth, RI, 02871, by 2:00 PM EST on May 5, 2025. Proposals received after that time will be returned unopened.

- All Bidders must have previous experience in school photography services and/or yearbook services as demonstrated via the Relevant Experience and References form (Attachment B).

- Bidders’ organization must be of sufficient size and must have sufficient equipment and personnel to provide the services included within this bid.

- All questions as to interpretation of the specifications should be submitted in writing via email to the middle school principal at:

mastersonj@portsmouthschoolsri.org, by 2:00 P.M., April 28, 2025.

Responses to all questions will be posted as an addendum to this RFB on the School Department Purchasing website (PSD Main Menu>Administrative Services> Purchasing> Current Bids and RFPs) and on BidNet Direct.

Questions received after the stipulated time and date will not be answered.

mailto:HouleD@portsmouthschoolsri.org

Portsmouth, RI 02871

- Incomplete proposals or proposals not adhering to the instructions herein may be rejected by the Owners. Proposals that are late, illegible, or not original will be rejected. Proposals must be signed, in the space provided, in ink, by an authorized officer or designee of the submitting company. Any unsigned proposal will be declared invalid.

Evaluation Criteria

Proposals will be scored based on the following criteria and weights:

1. Relevant Experience and References: The bidder must have experience providing school photography and/or yearbook services to clients similar in size and scope to the services requested by the Owners. The bidder will receive 5 points for each client (listed on Attachment B) that has an annual school photography and/or yearbook services expenditure with the bidder and whose reference check is considered positive (maximum of 15 points for 3 clients). A positive reference will be one that verifies that the bidder provides satisfactory services to the client on a consistent basis. Unresponsive bidders will not be awarded the contract.

2. Price Proposal (combined cost for all three years): The Price Proposal Score =

(lowest bid/bid for firm being evaluated) X 30 points (maximum of 30 points for the lowest Price Proposal).

Requirements and Specifications

Bidder Requirements:

- Bidders must be licensed to do business in the State of Rhode Island and must be able to provide the services as requested.

- The Bidder shall not discriminate against employees or applicants for employment because of race, color, national origin, ancestry, age, sex, religion, disability, or sexual orientation. The Bidder agrees to comply with all Federal and

- State statutes, rules, and regulations prohibiting discrimination in employment, including but not limited to: Title VII of the Civil Rights Act of 1964, Age Discrimination Act of 1967; Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.

- By submitting a proposal, the Bidder represents that their proposal is in full compliance with all applicable regulations and requirements of law. Bidder further certifies that pursuant to the General Laws of the State of Rhode Island, Dr. Jason Masterson, Principal

Portsmouth, RI 02871 that the Bidder has filed all state tax returns, paid all taxes and complied with all the laws relating to taxes; relating to contributions and payments in lieu of contributions to the Employment Security System; and with all laws of the State of Rhode Island relating to Workers' Compensation. The Bidder also represents that (s)he/it is qualified to perform the services and has obtained all requisite licenses and permits to perform the services as may be required by law.

Insurance Requirements:

The Bidders shall include proof of the following insurance specifications with their proposals:

a. Workers’ Compensation:

1. State – Statutory Limit

2. Employer’s Liability – $500,000

b. Comprehensive General Liability – All Risk, No Deductible

1. Bodily Injury:

i. $1,000,000 Each Occurrence

ii. $1,000,000 Annual Aggregate

2. Property Damage:

i. $1,000,000 Each Occurrence

ii. $1,000,000 Annual Aggregate

c. Automobile Liability

1. Bodily Injury

i. $500,000 Each Person

ii. $1,000,000 Each Occurrence

2. Property Damage

i. $500,000 Each Occurrence

- The successful bidder will be required to add The Portsmouth School

Department and Portsmouth Middle School as Additional Insured on all Certificates of Insurance.

- Each insurance policy required by this clause shall be endorsed to state that the coverage shall not be suspended, voided, or canceled by either party, reduced in coverage or in limits, except 30 days’ prior written notice by certified mail, return receipt requested, has been given to the Portsmouth School Department.

- Bidders who are self-employed and independent contractors must be approved by the Department of Labor and Training as independent contractors and shall

Dr. Jason Masterson, Principal

Portsmouth, RI 02871 keep on file with the school district proof of this approval throughout the life of this contract.

Specifications:

Yearbook Specs

3 year contract (option to renew if price is not changing)

Design will be 4 color process on lithocote material and gloss laminated wrapped around 144 point binder board - Hard cover

Option to design front and back covers

Full color all pages

High speed digital printing

72 pages

Writing on the spine of the book

Beginning pages for signing and ending pages for signing

Option for monogramming, name plates etc

Delivery middle of May

Trim size 8

Flexible with the number of copies within reason 300-350 (we will pre order books - count by the end of January) may go up to 400 - our enrollment is decreasing so would like to keep the same price for 3 years understanding our numbers may decrease.

Company should provide all required supplies to produce the book and marketing

Materials to promote and sell the book at no additional charge to the school or yearbook staff.

Portsmouth, RI 02871 Software is provided at no additional cost to produce the book.

School Photographer 3 year contract (option to renew)

School pictures in September - morning -enough photographers to be done before lunch

Make up Day for pictures in October - morning

Work with the yearbook company and our IT department - send compatible files for their programs

Options to provide club photos, team pictures, large group photos

Photos at the request of the principal

Option for badges for school employees (if/when needed)

Student photography including candids at school sponsored special or other events

Offer packages for purchase to students - min of 3 photo packages as specified without obligation for purchase

No questions asked return policy

Information regarding no cost or low cost offerings for economically disadvantaged student situations

No funds will be handled by the district

Photographers are responsible for all late and returned photo packages

Portsmouth, RI 02871 District is no way to be held responsible for lost packages, funds, equipment, materials or other supplies belonging to the photographer.

Attachment A

Company Profile

Dr. Jason Masterson, Principal

Name of Business: ____________________________________________________________________

Physical Address of Business: ___________________________________________________________

Mailing Address (if different): ___________________________________________________________

Owner: ______________________________________________________________________________ First Name Last Name

Years in Business: _______________________

Key Personnel (please include 24 hour on call personnel)

1. __________________________________________________________________________________ Name Title Contact Number Yrs. Experience

2. __________________________________________________________________________________

3. __________________________________________________________________________________

Attachment B

Relevant Experience and References List three clients for which your firm currently provides school photography and/or yearbook services

Dr. Jason Masterson, Principal

Portsmouth, RI 02871 similar in size and scope to the services requested by the Owners in this bid document.

1. Client Name: ______________________________________________________________________

Annual School Picture and/or yearbook costs _______________________________________________

Years Serviced: _______________________________________________________________________

Size School Serviced: _______________________________________________________________

Types of Services Provided: _____________________________________________________________

Reference Check Contact Information: _____________________________________________________ Name Phone No. Email

2. Client Name: ______________________________________________________________________

Annual School Picture and/or yearbook costs:_______________________________________________

Years Serviced: _______________________________________________________________________

Size School Serviced: _______________________________________________________________

Types of Services Provided: _____________________________________________________________

Reference Check Contact Information: _____________________________________________________ Name Phone No. Email

3. Client Name: ______________________________________________________________________

Annual School Picture and/or yearbook costs________________________________________________

Years Serviced: _______________________________________________________________________

Size School Serviced: _______________________________________________________________

Types of Services Provided: _____________________________________________________________

Reference Check Contact Information: _____________________________________________________ Name Phone No. Email

Dr. Jason Masterson, Principal

Portsmouth, RI 02871

Attachment C

Non-Collusion Form

CERTIFICATE OF NON-COLLUSION FOR:

School Photography and/or yearbook Services for the Portsmouth School Department and Portsmouth Middle School.

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person.

As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

___________________________________________, duly authorized ________________________ Signature of individual submitting bid or proposal Date

Printed Name of individual submitting bid or proposal

Name of business

Address

City/Town State Zip Telephone

Attachment D

Pricing Response Sheet

Pursuant and in compliance with all of the requirements contained in the bid document entitled “School Photography and/or Yearbook Services” issued by the Portsmouth School Department and Portsmouth Middle School on May 19, 2025, the undersigned hereby offers to furnish all labor, equipment, materials, supplies, supervision and other facilities and things necessary or proper for or incidental to the performance of the requested School Photography and/or Yearbook Services for the fixed prices attached to this bid application. .

The undersigned further attests that they are fully informed in regard to all conditions pertaining to the work and in regard to the sites where it is to be done, made their own examination and estimates and from them, makes this proposal.

The proposal is valid and cannot be withdrawn for sixty (60) calendar days after the bid opening date.

Bidder Name_________________________________________________________________

Signature____________________________________________________________________

Address_____________________________________________________________________

City/Town ___________________________________ State________________ Zip _______

Telephone No._____________________________________

The bidder is a (an)____________________________________________________________ Individual/Partnership/Corporation

WHEREAS, the Portsmouth School Department has duly asked for bids for the supply of goods and/or services in accordance with the aforementioned specifications;

The person or entity below does irrevocably offer to perform the services and/or furnish the goods in accordance with the specifications/proposal which are hereby incorporated by reference in exchange for the bid price below; The offer shall remain open and irrevocable until the Portsmouth School Department shall transform the bid into a contract.

Dr. Jason Masterson, Principal

(To be completed, notarized, and submitted with Proposal)

Company Name:

Company Address:

Bidder’s Signature:

Bidder’s Printed Name______________________________________________________________

Title:

Date:

Telephone Number: _______________ Email: _______________________________

Bid Total Cost

Bid Total Cost in Words:

Notary Public Signature: Printed Name of Notary Public:

(Seal) My Commission Expires _______________

General Information