Request for Proposal for School Photography
For Plymouth Community School Corporation
Submission Due Date: Friday, April 21, 2023
The Plymouth Community School District invites proposals for student and staff
school photography services for an initial three (3) year term for the 2023-24
through the 2025-26 school years with an option for extension of up to two
(2) additional years. All proposals must be received by 3:30 p.m. on Friday, April
21, 2023.
Request for Proposal (RFP) Invitation
The Plymouth Community School Corporation (PCSC) is soliciting proposals from
qualified vendors to provide school pictures and photography services relative to
school-based activities. This RFP covers school pictures and photography services
for all school levels and campuses – elementary( 4), intermediate (1), middle (1)
and high school (1) – as well as the administrative offices of Plymouth Community
School Corporation (1) and the Lincoln Education Center (1). The objective of this
RFP is to appoint one vendor to provide services to all locations within the PCSC
district. Vendors must submit responses that address all school levels.
PCSC will accept proposals delivered in person, by courier, or by USPS to the
PCSC Administrative Office located at 611 Berkley St, Plymouth, In, 46563. The
PCSC Administrative Office is open to the public Monday through Friday
from 8:00 a.m. to 4:00 p.m. All proposals must be received by 3:30 p.m. on Friday,
April 21st to be considered a responsive proposal. Proposals submitted by fax or
email will be considered non-responsive and will not be accepted.
PCSC reserves the right to allow a submitting vendor to cure any technical defects
with its submission at PCSC's sole discretion. Responsive proposals shall provide
that the terms of the proposal shall be valid for at least1 20 days.
Copies of the RFP are available at: www.plymouth.K12.IN.US
Each proposal shall include costs for school pictures and photography services for
each school level. Proposal evaluations and subsequent contract award will be
based upon the best perceived value to PCSC. Two (2) copies of the
proposal and one (1) signed original document must be submitted in a sealed
envelope clearly marked on the outside with the name, address, contact person,
phone number, and email address for the firm responsible for the proposal.
The envelope must be marked with the following notation:
RFP – School Photography
Documents should be addressed to:
Plymouth Community School Corporation
ATTN: Valerie Moore
611 Berkley St.
Plymouth, IN 46563
Any information provided in a proposal becomes available for public inspection
and distribution as required under Indiana State law. In submitting a responsive
proposal, the submitter represents and warrants that any costs incurred in preparing
its proposal shall be borne by the submitter alone.
This RFP is not a low-bid price competition. Instead, proposals will be evaluated
in accordance with the submitter’s responsiveness to the requirements set forth in
the RFP and is PCSC's sole discretion. Any contract awarded will be based upon
the best perceived value to the Plymouth Community School Corporation.
All proposals will become the property of PCSC at the time of submission.
Questions Regarding the RFP
Vendors interested in making a submittal are directed not to make personal contact
with the superintendent, assistant superintendent, or any member of the PCSC
School Board, or any personnel or employees from each, other than noted below.
Any contact will constitute disqualification of consideration. Questions about the
RFP, its content, proposal format or any other questions deemed necessary to
submit a qualified proposal must be submitted in writing by email to:
Background Information
School pictures and photography services related to school activities within the
schools are required for students and staff at four (4) elementary schools, one (1)
intermediate schools, one (1) middle schools, one (1) high school, one (1)
education center, and one (1) school administrative office locations. The vendor
will work directly with each school for scheduling purposes, including picture
retake dates. The nine (9) locations that will be
served by the vendor are listed below:
• Jefferson Elementary School
• Menominee Elementary School
• Washington Elementary School
• Webster Elementary School
• Riverside Intermediate School
• Lincoln Educational Center
• Lincoln Junior High School
• Plymouth High School
• PCSC Administrative Office
Scope of Services
This RFP is for school pictures and photography services related to school
activities within the Plymouth Community School District. Vendors must be able
to accommodate these minimum requirements:
Elementary, Intermediate and Middle School Campuses:
• Individual portraits – fall
• Class photos (optional, to be
• determined)
• Staff ID photos
High School:
• Individual portraits – spring and fall
• Athletic team portraits
• Senior photo packages
• Graduation photo packages
• Staff ID photos
School Administrative Location:
• Staff ID photos
• School board member photos
Other Information:
Regarding Digital Images Provided to the District:
PCSC requires digital images to be provided for the use of the Information
Technology Department. The specifications for these images are as follows:
• Vendor will be provided a listing with student names and student identification
numbers, along with their campus building, grade level, and homeroom
teacher (where applicable). Photos provided by the vendor to the District for
District use in Information Technology applications are required to be in
JPEG (.jpg) format, with the student identification number used as the file
name, with images to be sorted by the school.
• Vendor will be provided a list of faculty names. Photos provided by the vendor to
the District for District use in Information Technology applications are
required to be in JPEG (.jpg) format, with the faculty member’s name used
as the file name, with images to be sorted by the school.
• Digital images provided to the Information Technology Department can be sent
via download, portal or other media storage device.
• Digital images must be a minimum of 200 x 300 resolution.
• The vendor shall not use, maintain or provide to other persons any student and
parent related information, including name, address, or contact information,
obtained through this request for any purpose other than providing services
directly to the District. Vendor is further prohibited from using District
provided student and parent information for direct marketing of school
photographs or other vendor services to student and parents. These
conditions do not apply to any information provided directly to the vendor
by students and parents in the course of their direct dealing with the vendor.
Vendors may also offer additional photography services in their RFP
submission, and they may also be required to provide additional services as
requested by school administrators.
RFP Submission:
Vendors are requested to provide the following information in their submittal. This
information, except as noted, will be used in the evaluation of the proposals.
Quality of Work:
Sample photograph packages that are of the quality the vendor proposes to provide.
This should include a variety of photographs for the school levels and be arranged
and identified as to the school level.
Standard Picture Packages:
Vendors are to provide information on at least three (3) and up to five (5) of their
standard picture packages for each school level (Elementary, Intermediate, Jr.
High, and Sr. High). Packages must be clearly identified by school level, must
indicate the size and quantity of pictures contained in the package, and must
indicate the current price of the package that will be offered for the 2023-2024
school year.
References:
Vendors must provide a minimum of three (3) references for whom they have
performed similar services within the past five (5) years, or for whom the vendor is
currently performing services. Reference information must include entity name,
contact name, phone number, and contact email address.
Adequate Staffing:
Vendor must provide the number of photographers and assistants who will be
committed to adequately staff the photo-taking process.
Supplemental Information:
Vendors may provide additional information regarding other services provided by
their firm. Supplemental information will not be used in the evaluation of the RFP
responses but may be useful for Plymouth Community School District
administration in determining other services that may be required.
Contract Terms and Conditions:
1. Term – The initial term of the contract for services will be three (3) years and
an option for extension of up to two (2) additional years, commencing with the
opening of the 2023-2024 school year on July 1, 2023.
2. Vendor Employees/Access to Children – It is the vendor’s responsibility to
ensure all the vendor’s employees working in the Plymouth Community School
District have completed a criminal background / child maltreatment check. Staff
must be able to work with school personnel and students in a professional manner.
Violation of this provision shall be grounds for immediate termination. A list of all
employees working with students, as well as any employees handling images or
payments in vendor offices, along with background verification is required within
one month of the first picture day at the District.
3. Confidentiality of Student Records and Information – The vendor will agree
to keep any student information obtained in connection with an agreement with
PCSC confidential except to the extent disclosure may required by the terms of the
agreement.
4. Security of Personal Information – The vendor will agree to keep any and all
personal information of staff and students, including, but not limited to, names,
addresses, phone numbers, identification numbers, and photographs secure and to
not use any photographs or information obtained in connection with an agreement
for any purposes not consistent with or expressly authorized by the agreement. The
vendor, its agents, or employees are expressly prohibited from republishing,
reprinting, or uploading to any website photographs of staff or students without the
express consent of the Plymouth Community School Corporation or unless
otherwise authorized by agreement with the District.
5. Termination for Performance – The contract may be terminated at any time by
PCSC for unsatisfactory performance. In such case, PCSC shall provide written
notice to the vendor citing the unsatisfactory performance, giving the vendor ten
(10) school days to improve its performance to the satisfaction of the Plymouth
Community School Corporation. In the event that the vendor’s performance does
not improve to the satisfaction of PCSC, the contract for services with the vendor
may be immediately terminated.
6. Termination Options – In the event of a contractual termination, PCSC
reserves the right to employ another vendor to complete the term of this agreement.
The original vendor shall be responsible for any extra expense or damages suffered
by PCSC. In that event, the vendor will be required to indemnify PCSC for any
loss that may be sustained.
7. Evaluation of Proposals – Proposals will be evaluated based upon the
following factors:
• Quality of photographic images, quality of photo paper and finishing.
• Price of the basic package.
• Overall range of prices and options of remaining packages.
• Demonstrated experience in providing school pictures as evidenced by
corporate profiles, positive references, and prior experience with school
districts.
• Ability to provide a sufficient number of photographers to meet the
photography schedules set forth by the school administration.
• Overall responsiveness to the terms and conditions set forth herein and to
satisfy the needs of Plymouth Community School Corporation.
