Date: May 5, 2014 To: All Interested Photography Service Providers From: Mandi Lighthizer-Schmidt, Communications Coordinator Subject: Requests for School Photography Services Enclosed are specifications for Photography Services for the Willmar Public Schools () ISD 347 and Willmar Community Ed & Rec (). Proposals will be accepted until 4:30 p.m. on Friday, May 16 th at the District Office located at 611 5 th St. S.W., Willmar, MN 56201. Envelopes are to be clearly marked Proposal for Photography Services and submitted to my attention. Proposals received after this time will not be considered. The term of the agreement will be from July 1, 2014 to June 30, 2015. All proposals must clearly state all applicable district and student fees and must be returned on the enclosed form. Proposals can be submitted for or individually or both. ISD 347 reserves the right to reject any or all proposals. It is the responsibility of the requesting company to acquaint themselves with all factors relative to this proposal and all conditions that might affect the services to be supplied. Failure to meet these terms and conditions may result in disqualification in the selection process. I look forward to receiving your proposals. Please contact me at lighthizersm@willmar.k12.mn.us or 320-231-8551 if you have questions about our proposal process. Respectfully, Mandi Lighthizer-Schmidt Communications Coordinator Willmar Public Schools ISD 347 Willmar Public Schools ISD 347 611 SW 5 th St. Willmar, MN 56201 (P) 320-231-8500 (F) 320-231-8504 www.willmar.k12.mn.us
Willmar Public Schools Independent School District #347 Request for Proposals Photography Services Photography Services for Willmar Public Schools 1. Photography services will be required at various locations, including but not limited to, each location indicated in the table below. V= Varsity = Junior Varsity = Middle School Photography Location Sport/Activity Sport & Estimated # of Students/Children Levels Organization Season Boys Cross Country 41 V Girls Cross Country 36 V Girls Soccer 51 V 1 2 Boys Soccer 58 V 1 2 Football 90 V 10 th grade 9 th grade WS Girls Swimming 45 V Girls Tennis 26 V Volleyball 50 V 1
Boys Nordic Skiing Girls Nordic Skiing Boys Basketball Girls Basketball 1 2 9 th grade 16 V 10 V 52 V 10 th 42 V Dance 29 V Wrestling 29 V Boys Swimming 30 V Boys Hockey 30 V Girls Hockey 22 V Gymnastics 28 V Baseball 56 V Boys Tennis 36 V grade 9 th grade 9 th grade Boys Golf 17 V 2
Girls Golf 12 V Boys Track 63 V Girls Track 55 V Softball 39 V 10 th grade WHS Speech 24 NA WHS Robotics 14 NA WHS Knowledge 17 NA Bowl WHS One Act Play 12 NA WHS Jazz Band 9 NA WHS Choir 20 NA Ensembles WHS Band 187 NA WHS Orchestra 61 NA WHS Choir 335 NA 2. All proposals must be submitted on the form provided and signed by the company president or authorized officer. 3. Photography Specifications a. Individual photo must be full body. b. Team photo must be full body. c. Individual & Team photo will be of professional quality. d. Each activity/sport should have a team and individual photos taken (whether the individual orders pictures or not). e. Photographer will take attend the necessary amount games and/or events for each activity to ensure that sufficient action photos are taken of the team/activity. 4. Additional Specifications 3
a. Flyers for photography services/photo packages must be bundled in amounts given by WHS staff. Bundles must be delivered to WHS office 3 weeks prior to photo shoot. b. Pictures are to be taken in the second week of practice. It is the responsibility of the photographer to contact the coach to set up the date of the individual/team pictures. If weather is inclement photographer will contact the coach to reschedule. c. Must have at least 2 photographers on site to take photos. d. If photos are taken inside appropriate lightening must be used. e. Photos must be taken before or after athletic practice/activity practice. f. Photos must be delivered back to WHS or participants in 10 business days. g. Photos must be labeled with name and phone number of the student on the outside of the packaging. h. WHS has rights to use any and all photos for promotional/marketing purposes not for resale purposes. This includes, but is not limited to HSL website, calendar posters, banners & booster group use. All photos used will be credited to the photographer. i. Photographer must supply WHS annual staff with photo CD with all sports/activity pictures (all levels). j. Photographer must supply WHS Activity Office with photo CD with all sports/activity pictures (all levels). k. Photographer must supply West Central Tribune with photo CD with all teams for their special edition. l. Photographer must supply each coach an 8x10 photo of their team. m. Photographer must print out on request photos for conference, sectional or state trophies with team member names on the picture. 5. Billings must be presented monthly after the performance of activity/team and will clearly indicate and support the services billed for that month for each location. 6. The successful vendor will maintain insurance that will protect them from all claims which may arise from performance of this service including but not limited to those areas of Workers Compensation and General Liability with limits as follows: Workers Compensation $500,000 Accident Sickness $500,000 Annual Aggregate $500,000 Liability $1,000,000 per occurrence Personal Injury and Advertising Liability $1,000,000 Products and Completed Operations $2,000,000 Aggregate 4
General Aggregate $2,000,000 Fire Legal Liability $100,000 Premises Medical Payments $5,000 Combined Single Limit Auto Liability $1,000,000 Umbrella each occurrence limit $1,000,000 The successful vendor will deliver to Willmar Public Schools insurance certificates verifying the same prior to the start of services. In addition, the successful vendor will add Willmar Public Schools as an additional insured on their liability insurance policies and deliver to Willmar Public Schools district office insurance certificates verifying this prior to the start of services. 7. Please provide specific product details about creative photographic products and options your firm can offer individual schools, students and parents (including prices). 8. Please provide samples of individual and team photographs taken by your firm. 9. Successful proposal/vendor will donate 10% back of gross sales of photographs to WHS Activities Department. 10. Opening of Proposals will take place Friday, May 23 rd, at 3:30 pm at the Willmar Public Schools district office. The public is welcome to attend the opening of proposals. No decisions will be made at the opening. 11. If the successful proposer/vendor fails to meet any listed requirement of this contract, cancellation of contract may result with a 30 day written notice. 12. Photographer agrees to be bound by School District Policy 515, Protection and Privacy of Pupil Records, in any distribution or use of the photgraphs. 5
Willmar Public Schools Independent School District #347 Request for Proposals Photography Services Photography Services for Willmar Community Ed & Rec/ 1. Photography services will be required at various locations, including but not limited to, each location in the table below. Photography Location Sport & Estimated # of Students/Children T-ball 100 Kinderball 70 1 st & 2 nd grade Baseball 80 1 st & 2 nd grade Softball - 20 Gymnastics 150 Soccer 80 Grades 3-9 Baseball/Softball - 250 Grades 5 th & 6 th Football 100 Organization 1
Youth Wrestling 50 Hockey - 70 Middle School Football fields Football-100 Middle School Gym Volleyball -70 Middle School Tennis Courts Girls Tennis-40 Boys Tennis-25 Middle School Gym Wrestling-30 Middle School Gym Girls Basketball-30 Boys Basketball-40 High School Baseball Fields Baseball-50 & Garfield & Lincoln Park Softball-45 to be determined Track-100+ 2. All proposals must be submitted on the form provided and signed by the company president or authorized officer. 3. Photography Specifications a. Individual photo must be mid-waist up. b. Team photo must be full body. c. Individual & Team photo will be of professional quality. d. Each sport should have a team and individual photos taken (whether the individual orders pictures or not). e. Photographer will attend the necessary amount games and/or events for each activity to ensure that sufficient action photos are taken of the team/activity. 4. Additional Specifications a. Flyers for photography services/photo packages must be bundled in amounts given by staff. Bundles must be delivered to office 3 weeks prior to photo shoot. b. It is the responsibility of the photographer to contact coaches to set up picture date. If weather is inclement photographer will contact the coach to reschedule. c. Must have at least 2 photographers on site to take photos. d. If photos are taken inside appropriate lightening must be used. e. Photos must be taken before or after activity practice. f. Photos must be delivered back to or participants in 3 business days. 2
g. Photos must be labeled with name and phone number of the student on the outside of the packaging. h. has rights to use any and all photos for promotional/marketing purposes not for resale purposes. All photos used will be credited to the photographer. 5. Billings must be presented monthly after the performance of services per activity/team and will clearly indicate and support the services billed for that month for each location. 6. The successful vendor will maintain insurance that will protect them from all claims which may arise from performance of this service including but not limited to those areas of Workers Compensation and General Liability with limits as follows: Workers Compensation $500,000 Accident Sickness $500,000 Annual Aggregate $500,000 Liability $1,000,000 per occurrence Personal Injury and Advertising Liability $1,000,000 Products and Completed Operations $2,000,000 Aggregate General Aggregate $2,000,000 Fire Legal Liability $100,000 Premises Medical Payments $5,000 Combined Single Limit Auto Liability $1,000,000 Umbrella each occurrence limit $1,000,000 The successful vendor will deliver to Willmar Public Schools insurance certificates verifying the same prior to the start of services. In addition, the successful vendor will add Willmar Public Schools as an additional insured on their liability insurance policies and deliver to Willmar Public Schools district office insurance certificates verifying this prior to the start of services. 7. Please provide specific product details about creative photographic products and options your firm can offer individual schools, students and parents (including prices). 8. Please provide samples of individual and team photographs taken by your firm. 9. Successful proposal/vendor will donate 10% back of gross sales of photographs to. 10. Opening of Proposals will take place Friday, May 23 rd, at 3:30 pm at the Willmar Public Schools district office. The public is welcome to attend the opening of proposals. No decisions will be made at the opening. 11. If the successful proposer/vendor fails to meet any listed requirement of this contract, cancellation of contract may result with a 30 day written notice. 3
12. Photographer agrees to be bound by School District Policy 515, Protection and Privacy of Pupil Records, in any distribution or use of the photographs. 4
Willmar Public Schools - ISD 347 REQUEST FOR PROPOSAL SCHOOL PHOTOGRAPHY SERVICES JULY 1, 2014-JUNE 30, 2015 Firm s Name Address City State Zip Contact Name Contact Phone Contact Email Address Submitting Proposal for 2014-2015 / Both (/ & ) Please feel free to attach additional paper and information. Return to: Mandi Lighthizer-Schmidt Communications Coordinator Willmar Public Schools - ISD 347 611 5th St. S.W. Willmar, MN 56201 By 4:30 pm on Friday, May 16, 2014 Opening of Proposals will take place Friday, May 23rd, at 3:30 pm at the Willmar Public Schools district office. The public is invited to attend the opening of proposals. Please note no decisions will be made at the opening. All vendors submitting a proposal will be notified of the results no later than Friday, May 29th, 2014.