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LEE’S SUMMIT R-VII
SCHOOL DISTRICT
PHOTOGRAPHY SERVICES
Request for Proposal Response
EXHIBIT A
\
LETTER OF INTENT
All of us here at Lifetouch are excited about the opportunity to partner with Lee’s Summit R-VII School District during
the upcoming school year. As the market leader, photographing more than 30 million students each year, we are
constantly developing new programs, services and technologies designed to enhance your staff and students’
experience on picture day.
THE LIFETOUCH DIFFERENCE
• Experience: For more than 81 years we’ve been perfecting the art of Picture Day. We are confident that
Lifetouch can fulfil all requirements outlined in this RFP, as we have the background and qualifications to meet
your district photography standards and provide greater value to your families.
• Local Support: Our local Lifetouch office is in Grandview, MO and we employ roughly 45 Lifetouch employees
who live and work in the greater Kansas City area. Our team is readily available to provide high quality customer
service and support for your schools.
• Convenient Online Ordering: As the industry leader for online ordering, we provide convenient ordering options
for all our photography programs including underclass portraits, senior portraits, extracurricular activities and
yearbook. Families may place orders before and after Picture Day, choosing from more than 100 background
options and a variety of looks and package configurations.
• Electronic Image Access: Schools may access electronic images after Picture day through the Lifetouch Portal.
This a safe and secure hub for your schools to manage student images, create achievement certificates and
upload student info needed to execute Picture Day. This eliminates the risk of an email getting lost, hacked or
sent to the wrong place.
If you should have any questions, please do not hesitate to call or email us. We welcome the opportunity to serve
Lee’s Summit R-VII School District as your School Photography Provider of Choice!
Respectfully submitted,
NICK WALDSCHMIDT
Local Territory Manager & Employee Owner
RFP #2018-32
Photography Services
Page 1 of 22 Bidder’s Initials ______
Lee’s Summit R-VII School District Purchasing and Distribution Services
702 SE 291 Highway Lee’s Summit, MO 64063
816-986-2190Email: [email protected]
REQUEST FOR PROPOSALS #2018-32 PHOTOGRAPHY SERVICES The Lee's Summit R-VII School District will accept separate sealed proposals from qualified persons or firms interested in submitting a response for the following RFP:
PHOTOGRAPHY SERVICES IN ACCORDANCE WITH THE ATTACHED SPECIFICATIONS
PROPOSALS MUST BE RECEIVED BY 3:00 PM (CST) ON WEDNESDAY, APRIL 4TH.
The cutoff date for any written questions for this RFP is Wednesday, March 28th at 12:00 PM (CST).
It is the responsibility of interested firms to check www.publicpurchase.com for any addendums or notices of information prior to the opening date and time of this RFP.
All addendums must be signed and included with your submitted proposal.
The undersigned certifies that he/she has the authority to bind this company in an agreement to supply the commodity and/or services in accordance with all terms, conditions, and pricing specified herein or to offer a “no response.” Please type or print the information
below. The Respondent is REQUIRED to complete, sign and return this form with your submitted response for this RFP.
Company Name Authorized Person (Print)
Signature
City/State/Zip Title
Telephone # Fax # Date Tax ID #
E-mail Entity Type (Corporation, LLC, Sole Proprietor, Partnership)
If submitting a "no proposal" please provide a brief explanation for the reason why and return this page:
Lifetouch National School Studios Inc. Nick Waldschmidt
Territory Manager
41-1491269April 2, 2018816-300-4022 816-300-4025
[email protected] Corporation
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3860 Main Street3860 Main StreetAddress
Grandview, MO 64030Grandview, MO 64030
RFP #2018-32
Photography Services
Page 2 of 22 Bidder’s Initials ______
TABLE OF CONTENTS
Request For Proposals Cover Sheet 1
Table of Contents & Legal Advertisement 2
Instructions to Respondents 3
Specific Requirements of RFP 3 - 4
Specifications 4 - 6
Pricing & Proposal Page 7 - 8
Cooperative Procurement with Other Jurisdictions 9
Example Proposal Ranking Sheet 10 - 11
General Terms and Conditions 12 - 17
Insurance Requirements 18 - 19
References and Experience 20
Personnel Qualifications 21
E-Verification Affidavit for Vendor to Complete 22
REQUEST FOR PROPOSAL FOR RFP NO. 2018-32 PHOTOGRAPHY SERVICES
Legal Notice
11. The Lee’s Summit R-7 School District is accepting RFPs for providing Photography Services for Lee’sSummit R-VII School District K-12 Schools. Specifications, terms, and conditions are specified in the RFPpacket. The RFP and required specifications can be found on the District’s website in the Purchasing &Distribution Services Department as well as the Public Purchase website. All questions, requests forinformation or clarification pertaining to this bid must be submitted in writing to the District’s Public Purchase
website, www.publicpurchase.com before 12:00 PM on Wednesday, March 28th.Bids must beuploaded to Publicpurchase.com no later than 3:00 PM on Wednesday, April 4th, 2018.
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RFP #2018-32
Photography Services
Page 3 of 22 Bidder’s Initials ______
SCOPE: The district is soliciting proposals from qualified persons or firms to provide Photography Services, for the Lee’s Summit R-VII School District K-12 Schools. This contract will include, but is not limited to: various photography services for eighteen (18) Elementary Schools, three (3) Middle Schools, three (3) High Schools and Administrative Buildings, as outlined in section 3.0 Specifications.
1.0 INSTRUCTIONS TO RESPONDENTS:
1.1 Direct all questions regarding this proposal through the District’s Public Purchase website, www.publicpurchase.com. The District reserves the right to reject any and all proposals, to waive technical defects in the proposal, and to select the proposal(s) deemed most advantageous to the District.
1.2 Public Purchase: It is the responsibility of the bidder to ensure that the bid is uploaded to
the District’s e-Procurement site, Public Purchase, prior to the time indicated in the
"Invitation to Bid". Only questions posted through the e-Procurement site will be answered
and posted for all interested bidders to see. Telephone quotes will not be accepted when
competitive sealed bids are solicited. In addition, only bids upload to the District’s Public
Purchase site, will be accepted. Late bids will not be allowed by the Public Purchase site.
1.3 Proposals submitted on separate forms are NOT acceptable unless specified in the document. Failure to complete forms to the satisfaction of the District may result in the rejection of your proposal.
1.4 It is the responsibility of each respondent before submitting a proposal to examine the documents thoroughly and request written interpretation or clarifications soon after discovering any conflicts, ambiguities, errors, or omissions in the proposal documents. Requests for clarification must be received in writing no later than Wednesday, March 28th at 12:00 PM Noon (CST).
1.5 Changes to the specifications will not be allowed except by written addendum issued by the District. Oral explanations or instructions given prior to award will not be binding.
1.6 Respondent shall quote net costs of all goods and services requested and all quotes shall include all transportation to destination and inside delivery.
1.7 There will be no public opening of the proposals.
1.8 Acceptance of this proposal or any part thereof, in writing, within ninety (90) days after the closing date, by the District shall constitute a legal and binding agreement; wherein, the vendor shall furnish the services in accordance with the specifications and offeror’s proposal on the written order of the District.
1.9 Respondents shall initial all pages where the proposal document denotes “RESPONDENT’S INITIALS: ________”.
2.0 SPECIFIC REQUIREMENTS OF RFP:
2.1 Evaluation: The District reserves the right to award the Photography Services package to multiple vendors based on all relevant considerations including, but not necessarily limited to: staffing, consulting services, pricing, general support services required and any other evaluative aspect which may impact this contract. An example of the evaluation score sheet is attached to this RFP for your reference. Vendors that do not provide all services mentioned are encouraged to bid on services that they do provide.
2.2 The successful respondent must provide Certificate of Insurance in accordance with all requirements shown in the insurance requirements section of this document prior to awarding the contract.
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RFP #2018-32
Photography Services
Page 4 of 22 Bidder’s Initials ______
3.0 SPECIFICATIONS
3.1 Terms: The terms of this bid shall remain in effect for at least one year from date of award. This Service Agreement shall commence on April 16, 2018 unless otherwise stipulated on a specific order issued by the District. The agreement shall remain in effect through April 16, 2019. The District reserves the right to renew and extend the executed agreement pertaining to all prices, terms and conditions and specifications upon mutual agreement between the District and vendor(s) for four (4) additional one (1) year periods, not to exceed a total of five (5) years.
3.2 Services Provided:
3.2.1 Student individual portraits
3.2.2 Class/Group portraits
3.2.3 Teacher/Staff individual portraits
3.2.3 Teacher/Staff group portraits
3.2.4 Individual photos for sports and activities
3.2.5 Team/Group photos for sports and activities
3.2.6 State Qualifiers
3.2.7 Senior class photo
3.2.8 Prom, Homecoming and Winter Warming – Dances and Assemblies
3.2.9 Graduation
3.2.10 Board Member portraits
3.2.11 Administration portraits
3.2.12 Student of the Month
3.2.12 Learning for Life Award Recipient
3.2.13 Spelling Bee
3.2.14 Breakfast with Santa
3.2.15 Individual Senior portraits
3.3 Pricing:
3.3.1 The proposal shall include a listing of specific packages available for students to purchase and the prices for those packages. Pricing shall also be provided for the sample portrait package option.
3.3.2 Prices shall remain firm for the first year of the Agreement. A price adjustment may be made once each year thereafter, provided the Bidder, in the District’s judgment, supplies adequate documentation. Requests for such adjustments must be submitted in writing at
See Page 30
We Comply
We Comply
Lifetouch will provide all photography programs as outlined below
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RFP #2018-32
Photography Services
Page 5 of 22 Bidder’s Initials ______
least sixty (60) days prior to the last day of the current term of the Agreement. Approval to adjust the price(s) must be granted by the District’s Purchasing Department in writing before adjustments will become effective.
3.3.3 There shall be no sitting fee charge for yearbook portraits.
Additional Photography Options Available:
3.4.1 Candid Photography - Describe your ability to provide personnel and proper equipment to take groups, activities and sports team photos for the yearbook. Is this free of charge to the school/District?
3.5 Photography Program Requirements:
3.5.1 Describe, in detail, your firm’s processes, policies and procedures for your portrait program. This shall include, at a minimum, the following criteria:
1. In terms of product options, how many poses of each child are taken? How manybackgrounds do you make available for purchase? Describe retouching options.
2. Describe your firm’s sales channels and purchase options. Online ordering MUST beavailable (e.g. pre- and post-picture day orders).
3. How do you handle the scheduling of Picture Day and Retake dates?4. Describe approach to packaging, organizing and delivering picture packages for
distribution.5. Explain product return policy and satisfaction guarantees.6. Describe your ability to ensure consistent head size and background colors for ID
cards, yearbook images, and student record services requirements.7. Discuss your capacity to handle growth, and any limitations, as new schools are
brought on board.8. Discuss how your firm handles staffing and equipment inventory to ensure all schools’
needs are met.9. Do you have an equipment upgrade and replacement cycle?
3.5.2 Data Security: Discuss how your firm addresses the following data security issues:
1. Protection of student data provided by schools to the company from unauthorizedaccess or loss.
2. If credit card payments are taken, describe data security program.3. If images are available for online viewing and ordering, how does the company protect
the images from unauthorized access?
3.5.3 Value Added Services: As part of this Request for Proposal, the District is seeking voluntary, at your own discretion, any “value added” services or support that you, the proposer, feel would be helpful to our schools. The District considers “value added” to include, but not be limited to, the following:
A. Donations of service such as mentoring students, volunteering in schools ordepartments, and performing in-kind services to supplement services the Districtalready provides.
B. Funding assistance such as scholarships, donations of money to schools orprograms, donations of money to the District or the Lee’s Summit School DistrictFoundation, sponsorship, and/or advertising of District schools or programs.
We Comply
.4
See Pages 24-26
See Pages 26-27
See Pages 27-29
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See Page 24
RFP #2018-32
Photography Services
Page 6 of 22 Bidder’s Initials ______
C. Describe any complimentary photography services to be provided to schools or theDistrict office.
D. Provide any additional information relevant to the evaluation of this RFP. Are thereother proposed innovative considerations the District should take into account?
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RFP #2018-32
Photography Services
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PRICING: Lee’s Summit R-7 Photography Services
Please provide pricing for the sample package option defined below. Additional photographic options and
packages may be proposed, as long as the packages defined are included in the proposal.
PORTRAIT PACKAGE OPTION
QTY Portrait Size
1 8 x 10 Portrait w/ name and grade/year
3 5 x 7 Portrait w/ name and grade/year
4 4 x 6 (or similar size) Portrait w/ name and grade/year
12 2 x 3 Wallet Portrait w/ name and grade/year
TOTAL PACKAGE COST
A. Acceptance of proposal by District: The District shall have maximum ninety (90) calendar days from thedate of the proposal opening to accept respondent’s offer.
B. Response time/delivery: As specified in requirements
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Additional services not listed may be required. Please provide a discount percentage that will be applied to services that may be needed but are not listed on this RFP. ________ % Discount.
Pricing for these programs may be decided on a school by school basis, should they decide to utilize these programs.
Please state whether students/families have the option to create their own packages, and describe how these are priced. Proposers may include additional portrait packages as part of the proposal. All families in Lee's Summit R-VII School District can choose to create their own custom package when ordering Online at mylifetouch.com.
LIFETOUCH CUSTOM PACKAGE OPTIONFamilies can customize individual sheets by choosing from a variety of looks and poses. They may also select multiple background per sheet, choosing from more than 100 premium background options at no additional cost.
Two (2) sets of sample photographs and flyers are required. Sample photographs must be of the quality your firm is proposing. Include a sample of the various portrait packages and pricing that will be offered for senior student portraits. Sample photographs shall be delivered to the following address on or before 3:00 p.m. Wednesday, April 4th.
Lee's Summit R-VII School District Purchasing & Distribution Services
Attention: Heather Falls, Purchasing & Contract Specialist 702 SE 291 Highway
Lee's Summit, MO 64063
Respondent must complete the following section in its entirety and sign and date where indicated. This agreement shall take effect upon the approval of the District.
The undersigned respondent hereby proposes to furnish all transportation, equipment, supplies, materials and perform all necessary labor to complete all work stipulated in, required by, and in conformity with the proposed agreement documents and specifications attached hereto and other documents referred to therein for and in consideration of prices as follows:
$21.00
50On average, all additional services are offered at a 50% discount. Discounts may fluctuate, based on program selected.
RFP #2018-32
Photography Services
Page 8 of 22 Bidder’s Initials ______
C. District standard payment terms are Net 30 after receipt of invoice. Payment terms arenegotiable.Please state any discounts offered: NA
D. Submittals: The following must be submitted with proposal1. References and experience2. Personnel Qualifications3. Certificate of Insurance4. Submit all parts of this complete document (respondents to keep copy of proposal
submitted)
F. Please list the name of your company and street address below:
_______________________________________________________ Company Name
Address
_________________________________________________________ City, State, Zip Code
Lifetouch National School Studios Inc.onal School Studios Inc.
3860 Main Street________________________________________________________
Grandview, MO 64030
See Page 20See Page 21See Page 32
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3860 Main Street
Grandview, MO 64030
RFP #2018-32
Photography Services
Page 9 of 22 Bidder’s Initials ______
COOPERATIVE PROCUREMENT WITH OTHER JURISDICTIONS:
1) This section is optional; it will not affect the agreement. If the District awarded you the proposedagreement, would you sell under the prices and terms of this agreement to any public school districtor any other non-profit organization having membership in the Mid-America Council of PublicPurchasing (MACPP) or Mid-America Regional Council (MARC) and located within the greaterKansas City metropolitan trade area? (All deliveries shall be F.O.B. Destination and there shall beno obligations on the part of any member of said Council to utilize this agreement).
YES____ NO_____ SIGNATURE: __________________________________________
2) Sales will be made in accordance with the prices, terms, and conditions of the Request forProposals and any subsequent term agreement.
3) There shall, however, be no obligation under the cooperative procurement agreement for anyorganization represented by MACPP or MARC to utilize the proposal or agreement unless they arespecifically named in the Request or Proposals as a joint respondent.
4) All sales to other jurisdictions will be made on purchase orders issued by that jurisdiction. Allreceiving, inspection, payments and other agreement administration will be the responsibility of theordering jurisdiction.
5) Each jurisdiction that is a party to the joint proposal has authority to act as AdministrativeContracting Officer with responsibility to issue purchase orders, inspect and receive goods, makepayments and handle disputes involving shipment to the jurisdiction.
NM
Xx
RFP #2018-32
Photography Services
Page 10 of 22 Bidder’s Initials ______
LEE’S SUMMIT R-7 SCHOOL DISTRICT
PROPOSAL RANKING SHEET SCORING RANGES
40 Point Questions 20 Point Questions
Outstanding 30 – 40 17 – 20 Exceeds Expectations 20 – 29 13 – 16 Satisfactory 10 – 19 9 – 12 Below Satisfaction 0 – 9 0 – 8
Evaluation Criteria Fees Maximum Points Score
1. FeesThe District will review and evaluate any/all proposals for theindividual photography package rates as well as any other pricingprovided for miscellaneous photography services. Consider if thefollowing conforms to the requirements of the RFP and the District:
● Pricing for Individual Portrait Package● Pricing for Class and Group Photos● Pricing for Yearbook Photos (Clubs, Sports, Activities, etc.)● Pricing for Special Events (Dances, Breakfast with Santa
etc.)● Pricing for all other services proposed by vendor
20 ______
2. References & Experience/ Qualifications & Certifications of StaffThe District will review and evaluate any/all proposals for thereferences and experience with similar sized school districts asIndicated on the references form attached to RFP.
● Reliability of the firm, based on references given● Experience with other similar sized schools photography
services● Methods used are effective and have been proven
elsewhere.● Appropriately staffed to meet District photography demands.● How many years of experience are noted for the staff
responsible for photographing and editing?
40 ______
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RFP #2018-32
Photography Services
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3. Portrait Program Policies and Procedures/ Data SecurityThe District will evaluate any/all proposals for the processesproposed for each photography service provided. In addition, theDistrict will review all proposals in regard to how vendor addressesData Security.
● Number of poses per child● Background options● Retouching Options● Online ordering● Retake options● Delivery of photos● Satisfaction Guarantees● Protection of student data● Data security for credit card payments● Image security
40 ______
Ranked By: ______________________________________________ TOTAL POINTS
(100)
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GENERAL TERMS AND CONDITIONS
GENERAL INSTRUCTIONS CONCERNING RFP/RFQ/BIDS
1. AWARD. The right is reserved, as the interest of the District may require rejecting any or all proposalsand to waive any minor informality or irregularity in proposals received. The District may accept anyitem or group of items of any proposal unless qualified by specific limitation of the respondent. UNLESSOTHERWISE PROVIDED IN THE SCHEDULE, PROPOSALS MAY BE SUBMITTED FOR ANYQUANTITIES LESS THAN THOSE SPECIFIED; AND THE DISTRICT RESERVES THE RIGHT TOMAKE AN AWARD ON ANY ITEM FOR A QUANTITY LESS THAN THE QUANTITY PROPOSALUPON AT THE UNIT PRICE OFFERED UNLESS THE RESPONDENT SPECIFIED OTHERWISE INHIS PROPOSAL. The agreement shall be awarded to that responsible and responsive person(s)whose proposal, conforming to the Request for Proposals, will be most advantageous (lowest price andbest value) to the District, price and other factors considered. An award mailed (or otherwise furnished)to the successful respondent within the time for acceptance specified in the proposal, results in abinding agreement without further action by either party.
2. PREPARATION OF PROPOSALS.A Respondents are expected to examine the drawing, specifications, schedule and all instructions.
Failure to do so will be at the respondent's risk. B Each respondent shall furnish the information required by the Request for Proposals (RFP). The
respondent shall sign the RFP and print or type his/her name on each sheet thereof on which he/she makes an entry. Erasures or other changes must be initialed by the person signing the offer. Proposals signed by an agent are to be accompanied by evidence of his/her authority unless such evidence has been previously furnished to the District.
C Unit price for each unit shall be shown and such price shall include packing unless otherwise specified. A total shall be entered in the total column for each item. In case of discrepancy between a unit price and extended price, the unit price will be presumed to be correct.
D Alternate proposals for supplies or services other than those specified will not be considered unless authorized by the RFP.
E Respondent must state a definite time for delivery of supplies or services unless otherwise specified in the RFP. Packages will be delivered within 8-14 business days.
F Time, if stated as a number of days, will include Saturdays, Sundays, and holidays. G If the item has a trade name, brand and/or catalog number, such must be stated in the proposal. H In submitting proposals, the vendor agrees that the District shall have 90 days in which to accept
or reject any of the prices submitted unless otherwise specified on the proposal page. I Specification sheets MUST be returned with submittal.
3. EXPLANATION TO RESPONDENTS. Any explanation desired by a respondent regarding the meaningor interpretation of the RFP, terms or specifications, etc., must be requested in writing and with sufficienttime allowed for a reply to reach respondents before the submission of their proposal. Verbalexplanation or instruction given before the award of the agreement will not be binding. Any informationgiven to a prospective respondent concerning a RFP will be furnished to all prospective respondentsas an addendum to the RFP, if such information is necessary to respondents in submitting proposalson the RFP or if the lack of such information would be prejudicial to uninformed respondents.
4. ACKNOWLEDGMENT OF ADDENDUM TO REQUEST FOR PROPOSALS. Receipt of an addendumto a RFP by a respondent must be acknowledged (a) by signing and uploading the addendum to PublicPurchase website. Such acknowledgment must be received prior to the hour and date specified forreceipt of proposals, or returned with the packet and received prior to closing time and date.
5. SUBMISSION OF PROPOSALS.A Proposals and modification thereof shall be submitted to www.publicpurchase.com.B Emailed or faxed proposals will not be considered.
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C Samples of items, when required, must be submitted within the time specified and unless otherwise specified by the District, at no expense to the District. If not consumed by testing, samples will be returned at respondents request and expense, unless otherwise specified by the RFP.
D Proposals will not be publicly opened as stated in the “Instructions to Respondents”. E Submission of a proposal constitutes an assignment by you of any and all anti-trust claims that you
may have under the federal and/or state laws resulting from this agreement.
6. FAILURE TO SUBMIT PROPOSAL. If no proposal submitted, do not return the RFP unless otherwisespecified. A letter or postcard should be sent to the Purchasing and Distribution Service office advisingwhether future invitations for the type of supplies or services covered by this RFP are desired. Failureof the recipient to propose or to notify Purchasing and Distribution office that future invitations aredesired may result in removal of the name of such recipient from the mailing list for the type of suppliesor services covered by the invitation.
7. WITHDRAWAL OF PROPOSALS. Proposals may be withdrawn, by written notice prior to the exacthour and date specified for receipt of proposals. A proposal also may be withdrawn in person by arespondent or his/her authorized representative provided his/her identity is made known and he/shesigns a receipt for the submittal, but only if the withdrawal is made prior to the exact hour and date setfor receipt of proposals. Telephone requests to withdraw a proposal will be considered only if confirmedby letter or faxed letter.
8. LATE PROPOSALS. Proposals will NOT be accepted after the date and time of closing under anycircumstances.
9. DISCOUNTS AND PROPOSAL EVALUATION. Discounts offered for prompt payment may beconsidered in proposal evaluation. Example, if the District were to make a bulk purchase of items fora special event.
10. MATERIAL AVAILABILITY. Respondents must accept responsibility for verification of materialavailability, production schedules and other pertinent data prior to submission of proposal and deliverytime. It is the responsibility of the respondent to notify the District immediately if materials specified arediscontinued, replaced, or not available for an extended period of time.
11. AWARD OF AGREEMENT.A. BASIS OF AWARD.
(1) Only qualified proposals will be considered.(2) Respondents maybe requested to submit financial statements subsequent to the opening. Such
statements shall be submitted to District within three (3) days after being so requested.(3) The award of the agreement, if it is awarded, will be to the lowest responsible and responsive
respondent(s) whose qualifications indicate the award will be in the best interest of the Districtand whose proposal complies with all prescribed requirements.
(4) The District reserves the right to reject any and all proposals, and waive any and allinformalities, and the right to disregard all non-conforming or conditional prices or counter-proposals.
B. EVALUATION OF PROPOSALS.(1) The evaluation of proposals will include consideration of prior experience, financial statements,
if requested, sub-contractors, suppliers, and manufacturers to be used in the work andmanufacturers' data on the materials and equipment to be incorporated, quality of vendingmachines, and ability to provide a wide variety of quality products.
(2) Whenever the name of a manufacturer is mentioned on the face hereof and the words "orequal" do not follow, it shall be deemed that the words "or equal" shall follow such designationsunless the face hereof specifies "no substitutes". The District may assume that items are equalor it may request samples and proof thereof unless approved before shipment. The Districtreserves the right to return at respondent’s expense all items that are not acceptable as equals,said items to be replaced by respondent with satisfactory items at the original price.
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C. NOTICE OF AWARD. After considering the basis of award and evaluation of proposals, the Districtwill within ninety (90) days after the date of opening proposals, notify the successful respondent ofacceptance of his/her proposal.
12. QUALIFICATIONS OF RESPONDENTS. The District may make such investigations as are deemednecessary to determine the ability of the respondent to perform the work and the respondent shallfurnish all such information and date for this purpose as the District may request. The District reservesthe right to reject any proposal if the evidence submitted by, or investigation of such respondent fails tosatisfy the district that such respondent is properly qualified to carry out the obligations of the agreementand to complete the work contemplated therein.
13. ANTI-TRUST. Submission of a proposal constitutes an assignment by you of any and all anti-trustclaims that you may have under the federal and/or state laws resulting from this agreement.
14. GUARANTEE. All customary guarantees for workmanship, quality and performance specific by themanufacturer for any or all items shall apply to the items offered under this proposal.
15. EXPERIENCE STATEMENT (if required). Only those proposals will be considered which are submittedby respondents who submit with their proposal an experience statement listing satisfactory service ofexisting vending agreements. A list of comparable projects, including pertinent information andidentification of the districts or local governments, shall be submitted with the proposal. Similarexperience statements shall be included for any subcontractors named in the proposal.
GENERAL CONTRACT REQUIREMENTS. 1. DEFINITIONS.
A "District" shall refer to: Lee’s Summit R-7 School District, 301 NE Tudor Road, Lee’s Summit, MO, 64086-5702.
B "Selected respondent" shall refer to the corporation, company, partnership, firm, or individual, named and designated in the agreement and who has entered into this agreement for the performance of the work covered thereby, and its, his or their duly authorized agents or other legal representatives.
C The "specifications" includes Instruction to Respondents, the Terms and Conditions of Purchase, the Definitions and the technical specifications of the work.
D A "sub-contractor" is a person, firm or corporation supplying labor or materials, or only labor for work at the site of the project for, and under separate agreement or agreement with the contractor.
E The term "sample" as used herein includes natural materials, fabricated items, equipment, devices, appliances or parts thereof as called for in the specifications and any other samples as may be required by the district to determine whether the kind, quality, construction, workmanship, finish, color and other characteristics of the materials, etc., proposed by the vendor conform to the requirements of the agreement documents. Samples approved by the District shall establish the kind, quality, and other required characteristics, and all work shall be in accordance with the approved samples. Samples, when requested, shall be supplied at no cost to the District.
F The term "estimated" represents quantities estimated for the period of time stated. G The term "minimum" means the District will order this quantity of supplies during the period of this
agreement at the price bid.
3. AGREEMENT TERMS. The performance of this agreement shall be governed solely by the terms andconditions as set forth in this agreement and any specifications or documents notwithstanding anylanguage contained on any invoice, shipping order, bill of lading or other document furnished the Sellerat any time and the acceptance by the District of any terms or conditions contained in such documentwhich is inconsistent with the terms and conditions set forth in the agreement.
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4. TRANSPORTATION CHARGES. When terms of delivery or conditions of this order are F.O.B.destination, all transportation charges shall be paid by the selected respondent.
5. PACKAGING. The District will not be liable for any charges for delivery, packing, cartage, boxing,crating or storage in excess of the purchase price of this order unless stated otherwise herein.
6. INSPECTION AND ACCEPTANCE. No material received by the District under the terms and conditionsof this document shall be deemed accepted until the District has had reasonable opportunity to inspectsaid material. All material which is discovered to be defective or which does not conform to anywarranty of the selected respondent or herein, upon initial inspection, or at any later time if the defectscontained in the material were not reasonably ascertainable upon the initial inspection, may be returnedat the selected respondent’s expense for full credit or replacement.
7. GENERAL GUARANTY AND WARRANTY. The selected respondent warrants that all materials,fixtures, and equipment furnished by the selected respondent’s and his/her sub-contractors shall benew, of good quality, and of good title, and that the work will be done in a neat and workmanlike manner.The selected respondent also guarantees the workmanship and materials for a period of one year fromthe date of final acceptance of all the work required by the agreement. Furthermore, he/her shall furnishthe District with all manufacturers' and suppliers' written guarantees and warranties covering materialsand equipment furnished under the agreement.
8. PATENTS. The selected respondent warrants that the articles described herein and the sale or use ofthem will not infringe upon any U.S. or foreign patent and selected respondent covenants that he willat his own expense, defend every suit which may be brought against the District, or those selling orusing district’s product (provided selected respondent is promptly notified of such suit and all paperstherein are delivered to selected respondent) for any alleged infringement of any patent by reason ofthe sale or use of such articles and selected respondent agrees that he will pay all cost, damages andprofits recoverable in any such suit.
9. QUANTITIES. The District assumes no obligation for products or materials shipped in excess of thequantity ordered hereunder. Any unauthorized quantity is subject to District’s rejection and return atselected respondent’s expense.
10. ACTS OF GOD. Neither party shall be liable for delays, or defaults in the performance of this agreementdue to acts of God or the public enemy, riots, strikes, fires, explosions, accidents, governmental actionof any kind or any other causes of a similar character beyond its control and without its fault ornegligence.
11. BANKRUPTCY OR INSOLVENCY. In the event of any proceedings by or against either party, voluntaryor involuntary, in bankruptcy or insolvency, or for the appointment of a receiver or trustee or an assigneefor the benefit of creditors, of the property of selected respondent, or in the event of breach of any ofthe terms hereof including the warranties of the selected respondent, the District may cancel thisagreement or affirm the agreement and hold selected respondent responsible in damages.
12. COMPLIANCE WITH APPLICABLE LAWS. The vendor shall comply with all federal, state or locallaws, ordinances, rules, regulations and administrative orders, including but not limited to Wage, Labor,Unauthorized Aliens, EEO and OSHA-type requirements which are applicable to the vendor’sperformance under this agreement. Vendor shall indemnify and hold the District harmless on accountof any violations thereof relating to Vendor’s performance under this agreement, including impositionof fines and penalties which result from the violation of such laws.
13. LAW GOVERNING. All agreements shall be subject to, governed by, and construed according to thelaws of the State of Missouri. Any dispute regarding this agreement will be decided by a MissouriCourt.
NMNW
RFP #2018-32
Photography Services
Page 16 of 22 Bidder’s Initials ______
14. TIME OF DELIVERY. The District requires that all materials ordered will be delivered when specified.Time is therefore of the essence of this purchase order. If deliveries are not made at the time agreedupon, the District reserves the right to cancel or to purchase elsewhere and hold vendor accountablefor any damages sustained as a result thereof.
15. INTERPRETATION OF AGREEMENT AND ASSIGNMENTS. This agreement shall be construedaccording to the laws of the State of Missouri. This agreement, or any rights, obligations, or dutieshereunder may not be assigned by the selected respondent without the District’s written consent andany attempted assignment without such consent shall be void.
16. SELECTED RESPONDENT’S INVOICES. Invoices shall be prepared and submitted in duplicateunless otherwise specified. Invoices shall contain the following information: agreement number (if any),purchase order number, item number; agreement description of supplies or services, sizes, quantities,unit prices and extended totals. Invoices for and inquiries regarding payment should be addressed tothe Lee’s Summit R-7 School District’s Business Services Department. Any delay in receiving invoices,or errors and omissions, on statement or invoices will be considered just cause for withholdingsettlement without losing discount privileges.
17. NOTICE AND SERVICE THEREOF. Any notice to any vendor from the District relative to any part ofthis agreement will be in writing and considered delivered and the service thereof completed when saidnotice is posted, by certified or regular mail, to the said selected respondent at his/her last givenaddress or delivered in person to said selected respondent or his/her authorized representative on thework or service.
18. PROVISIONS REQUIRED BY LAW DEEMED INSERTED. Each and every provision of law and clauserequired by law to be inserted in this agreement will be deemed to be inserted herein and the agreementwill be read and enforced as though it were included herein, and if through mistake or otherwise anysuch provision is not inserted, or is not correctly inserted, then upon the application of either party theagreement will forthwith be physically amended to make such insertion or correction.
19. TERMINATION OF AGREEMENT. This agreement may be terminated by either party upon thirty (30)days prior notice in writing to the other party. The District may terminate this agreement immediately,under breach of agreement, if the selected respondent fails to perform in accordance with the termsand conditions. In the event of any termination of agreement by the selected respondent, the Districtmay purchase such supplies and/or services similar to those so terminated, and for the duration of theagreement period the selected respondent will be liable for all costs in excess of the establishedagreement pricing.
20. INDEMNITY AND HOLD HARMLESS. The selected respondent agrees to indemnify, release, defend,and forever hold harmless the District, its officers, agents, employees, and elected officials, each intheir official and individual capacities, from and against all claims, demands, damages, loss or liabilities,including costs, expenses, and attorneys fees incurred in the defense of such claims, demands,damages, losses or liabilities, or incurred in the establishment of the right to indemnity hereunder,caused in whole or in part by the selected respondent, his/her sub-contractors, employees or agents,and arising out of services performed by the selected respondent, his/her subcontractors, employeesor agents under this agreement to the extent permitted by the Constitution and the Laws of the Stateof Missouri.
21. SUB-AGREEMENTS.
A. The selected respondent shall not execute an agreement with any sub-contractor to perform anywork until he/she has written the District to determine any disapproval of the use of such sub-contractor.
NMNW
RFP #2018-32
Photography Services
Page 17 of 22 Bidder’s Initials ______
B. The selected respondent shall be fully responsible to the District for the acts and omissions ofhis/her sub-contractors, and of persons either directly or indirectly employed by them, as he/she isfor the acts and omissions of persons directly employed by him/her.
C. The selected respondent shall cause appropriate provisions to be inserted in all sub-contractsrelative to the work to require compliance by each sub-contractor with the applicable provisions ofthe agreement.
D. Nothing contained in the conditions shall create any contractual relationship between any sub-contractor and the District.
22. UNIFORM COMMERCIAL CODE. This agreement is subject to the Uniform Commercial Code andshall be deemed to contain all the provisions required by said Code that apply to said agreement.
23. CHANGES. The District may at any time, by written order, without notice to any surety, make changesor additions, within the general scope of this agreement in specifications, instructions for work, methodsof shipment or packing or place of delivery. If any such change causes an increase or decrease in thecost of or in the time required for performance of this agreement, the selected respondent shall notifythe District in writing immediately and an appropriate equitable adjustment will be made in the price ortime of performance, or both, by written modification of the agreement. Any claim by the selectedrespondent for such adjustment must be asserted within thirty (30) days or such other period as maybe agreed upon in writing by the parties after the selected respondent’s receipt of notice of the change.Nothing herein contained shall excuse the vendor from proceeding with the agreement as changed.
24. RESPONSIBILITY FOR SUPPLIES. The selected respondent shall be responsible for supplies untilthey are delivered and accepted at the designated delivery point; and the selected respondent shallbear all risks for rejected supplies after notice of rejection.
25. EXECUTION OF AGREEMENT. The agreement shall consist of a YEARLY AGREEMENT and acopy of the selected respondent’s signed proposal attached and that the same, in all particulars,becomes the agreement and agreement between the parties hereto. That both parties thereby acceptand agree to the terms and conditions of said proposal documents, and that the parties are boundthereby and the compensation to be paid the selected respondent is as set forth in the selectedrespondent's RFP. Items not awarded, if any, have been deleted.
26. NON-DISCRIMINATION IN EMPLOYMENT. In connection with the furnishing of supplies orperformance of work under this agreement, the selected respondent agrees to comply with the FairLabor Standard Act, Fair Employment Practices, Equal Opportunity Employment Act, and all otherapplicable federal and state laws, and further agrees to insert the foregoing provision in all subcontractsawarded hereunder.
27. TAX EXEMPT. Do not bill tax on bulk purchases for special events. The District is exempt from paymentof the Missouri Sales Tax in accordance with Section 39 (10), Article 3, of the Missouri Constitution andis exempt from payment of Federal Excise Taxes in accordance with Title 26, United States Codeannotated.
28. ASSIGNMENTS. Neither the District nor the selected respondent shall, without the prior written consentof the other, assign in whole or in part his interest under any of the agreement documents and,specifically the contractor shall not assign any moneys due or to become due without the prior writtenconsent of the District.
NMNW
RFP #2018-32
Photography Services
Page 18 of 22 Bidder’s Initials ______
SPECIAL CONDITIONS GOVERNING RESPONSES AND SUBSEQUENT CONTRACTS
1. INSURANCE:
The consultant shall be required to maintain and carry in force, for the duration ofthe contract, insurance coverage of the types and minimum liability as set forth below:
a. PROFESSIONAL LIABILITY
Not applicable.
b. COMMERCIAL GENERAL LIABILITY
Limits:
Each Occurrence: $ 1,000,000
Personal & Advertising Injury: $ 1,000,000
Products/Completed Operations Aggregate: $ 1,000,000
General Aggregate: $ 2,000,000
Policy must include the following conditions:
Contractual LiabilityProducts/Completed OperationsPersonal/Advertising InjuryIndependent ContractorsAdditional Insured: Lee's Summit R-7 School District
c. AUTOMOBILE LIABILITY
Policy shall protect the consultant against claims for bodily injury and/orproperty damage arising out of the ownership or use of any owned, hiredand/or non-owned vehicle and must include protection for either:
1. All owned autos; hired autos; and non-owned autos
Limits of auto liability insurance shall be the same as required in theCommercial General Liability section.
NMNW
RFP #2018-32
Photography Services
Page 19 of 22 Bidder’s Initials ______
d. WORKERS' COMPENSATION
This insurance shall protect the consultant against all claims underapplicable State Workers' Compensation Laws. The consultant shall alsobe protected against claims for injury, disease or death of employees which,for any reason, may not fall within the provisions of a Workers'Compensation Law. The policy limits shall not be less than the following:
Workers' Compensation: Statutory
Employer's Liability:
Bodily Injury by Accident: $ 500,000 Each Accident Bodily Injury by Disease: $ 500,000 Policy Limit Bodily Injury by Disease: $ 500,000 Each Employee
Before, entering into contract, the successful respondent shall furnish to the District, Purchasing Office a Certificate of Insurance verifying all of the foregoing coverage’s and identifying the District as an "additional insured" on both the general liability and automobile policies. This inclusion shall not make the District a partner or joint venture with the contract consultant in its operations hereunder.
Prior to any material change or cancellation, the District will be given thirty (30) days advance notice by registered mail to the stated address of the certificate holder. Further, the District will be immediately notified of any reduction or possible reduction in aggregate limits of any such policy where such reduction, when added to any previous reductions, would exceed 10% of the aggregate.
In the event of an occurrence, it is further agreed that any insurance maintained by the District, shall apply in excess of and not contribute with insurance provided by policies named in this contract.
The certificate holder on the Certificate of Insurance shall be as follows:
Lee’s Summit R-7 School District Purchasing and Distribution Services Department 702 SE M-291 Highway Lee's Summit, MO 64063
2. INVOICING AND PAYMENTS:
a. Invoices shall be prepared and submitted in duplicate to the Lee's Summit,R-7 School District, 301 NE Tudor Road, Lee’s Summit, MO 64086, Attn:Business Services. Invoices shall contain the following information: contractnumber, date of services, description of services, price per person, andextended totals.
NMNW
RFP #2018-32
Photography Services
Page 20 of 22 Bidder’s Initials ______
REFERENCES AND EXPERIENCE
A MINIMUM of five (5) years experience is required of the successful respondent, in similar services, as described in the scope. Experience and references provided by respondent shall be verified and will be a significant factor in the evaluation process. Respondents are REQUIRED to provide the information below in FULL DETAIL.
How many years has your firm been in business? YEARS:
List references showing agreements, held by your company, providing the same services for other Districts
or private companies. Attach a separate sheet of paper, if needed.
COMPANY NAME & ADDRESS:
CONTACT NAME & PHONE NUMBER:
DATE OF TRAVEL:
DESCRIBE IN DETAIL SERVICES YOUR COMPANY PROVIDED:
NMNW
81 Years
Topeka Public Schools USD 501
Vickie Smith, Buyer, Purchasing Services(785) 295-3096
Services ProvidedFall underclass photography, classroom groups, candids, spring underclass
Lifetouch photographs roughly 13,000 students each year
Services ProvidedFall underclass photography, classroom groups, candids, spring underclass, senior portraits
Lifetouch photographs roughly 4,500 students each year.
Services ProvidedFall underclass photography, classroom groups, candids, spring underclass, senior portraits
Lifetouch photographs roughly 8,000 students each year.
Leavenworth Unified School District 4533
Manhattan Ogden USD 383
Olathe Public School District
Platte County R-3 School District
Center School District
Services ProvidedFall underclass photography, classroom groups, candids, spring underclass, senior portraits, commencements photography, sports portraits
Lifetouch photographs roughly 30,000 students each year.
Services ProvidedFall underclass photography, classroom groups, candids, spring underclass, senior portraits, commencements photography.
Lifetouch photographs roughly 4,100 students each year
Services ProvidedFall underclass photography, classroom groups, candids, spring underclass, senior portraits, commencements photography, sports portraits
Lifetouch photographs roughly 2,700 students each year.
Visited Schools during the 2017-2018 school year.
Visited Schools during the 2017-2018 school year.
Visited Schools during the 2017-2018 school year.
Visited Schools during the 2017-2018 school year.
Visited Schools during the 2017-2018 school year.
Visited Schools during the 2017-2018 school year..
Dr. Mike Roth, Superintendent(913) 684-1400
Diane Denison, Executive Assistant to the Superintendent(785) 587-2000
Scott Carpenter, Assistant director of business services-procurement (913) 780-8045
Dr. Chris Miller, Principal Platte City Middle (816) 858-2036
Dr. Michael Weishaar Director of Business 816-349-3320
Kathy Hilliard, Assistant Principal(913) 780-7150
Olathe Northwest High School
Services ProvidedFall underclass photography, classroom groups, candids, spring underclass, senior portraits, commencements photography, sports portraits
Lifetouch photographs roughly 2,100 students each year.
Visited Schools during the 2017-2018 school year..
RFP #2018-32
Photography Services
Page 21 of 22 Bidder’s Initials ______
PERSONNEL QUALIFICATIONS
Respondents are REQUIRED to provide the information below in FULL DETAIL.
Indicate person who will be supervising project and years of experience in similar work.
Name:_____________________________________ Years of Experience: __________
Type of
Experience:____________________________________________________________
Complete the following for employees that will be working on this project. List any previous work directly relating to the scope of this project for other school districts or private companies in the last five years. Attach a separate sheet of paper if needed.
EMPLOYEE NAMES QUALIFICATIONS EXPERIENCE/TRAINING
/CERTIFICATIONS
NMNW
Nick Waldschmidt,Territory Manager
Shawna Doerfler
Nick Waldschmidt
Molly Foxx
Jamie Russo
Brooke Johnson
Jill Thorne
Marlow Abrams
Grace Daige
Territory Manager 2011-Present
Sales Professional 1998-Present
Area Photography Operations Manager, 2004-Present
Accounts Receivable Lead 2011-Present
Photography Manager 2011-Present
Sales Professional 200-Present
Lead Photographer 2010-Present
Lifetouch Photographer 1998-Present
See Page 23 for details
12 Years ofIndustry Experience
Managing the local territory office in Grandview, MO
See Page 23 for details
See Page 23 for details
See Page 23 for details
See Page 23 for details
See Page 23 for details
See Page 23 for details
See Page 23 for details
23
PERSONNEL QUALIFICATIONS LIFETOUCH EMPLOYEE TRAINING/CERTIFICATIONS
Nick Waldschmidt, Territory Manager
BA Business Information Systems, St. Ambrose University
Experience/Background
- 11 years in the School Picture Industry
- 6 years with Lifetouch
- Region 2 Territory of the year Award
- School Branding Specialist
- Spent 5 years in Dallas Texas working with fast growing
school districts with 40,000 + students
Shawna Doerfler, Sales Professional
Experience/Background
- 19 years with Lifetouch
- Yearbook Support Experience
- School Customer Service Experience
- Photography Experience
Molly Fox, Area Photographic Operations Manager
BS Photography, University of Central Missouri
Awards
2002 | 1st Place Fashion EXPO Contest Central MO University
2014 | Horizons Leadership Selected Participant
2009 | National First Runner-up Sports/Special Events
2005 | Honorable Mention Senior Environmental Portrait
2016-2018 | Delta Woods PTSA President
2014-2016 | Voy Spears PTA President
2015-Present | Troop 255 BSA Parent Leader
- Tribe of the Mic-o-Say Honored Woman
Jamie Russo, Accounts Receivable Lead
Experience/Background
- Directly oversees operations functions.
- Responsible to understand the inner workings of
each operations area.
- Ensures the Master Calendar are consistently
updated.
- Manages customer service, cash handling and
maintains PCI compliance for territory.
- Maintains and tracks proof, family approval and
prepay payments.
Brooke Johnson, Photography Manager
BFA-Photography, University of Michigan
Awards
2015 | Top 25 senior portrait in company
2015 | First Place Senior "impact" portrait
Jill Thorne, Sales Professional
Experience/Background
- Attended Mount Saint Scholastica Academy and Emporia State University
- 11 years with Lifetouch
- School Customer Service Experience
- Photography Experience
Marlow Abrams, Lead Photographer
Awards
2015 - Top 25 Fall Portrait in Company
2016 - Top 50 Fall Portrait in Company
Grace Daige, Lifetouch Photographer
Awards
2000 - People Choice Portrait
2014 - Top 25 fall portrait in company
2015 - Top 25 Fall portrait in company
24
RESPONSE TO SECTION 3 SPECIFICATIONS
3.3.1 The proposal shall include a listing of specific packages available for students to purchase and the prices for
those packages. Pricing shall also be provided for the sample portrait package option.
Please refer to page 30 to review our package pricing options.
3.4 Additional Photography Options Available
3.4.1 Candid Photography - Describe your ability to provide personnel and proper equipment to take groups,
activities and sports team photos for the yearbook. Is this free of charge to the school/District?
Lifetouch provide school support when it comes to candid photography. We work directly with schools to get all
candid photography that is needed photographed. This could be Yearbook clubs and organizations, sports, or
activity pictures. All candid photography will be provided at no cost to your schools/district.
3.5 Photography Program Requirements:
3.5.1 Describe, in detail, your firm’s processes, policies and procedures for your portrait program. This shall include,
at a minimum, the following criteria:
1. In terms of product options, how many poses of each child are taken? How many backgrounds do you make
available for purchase? Describe retouching options.
Lifetouch offers multiple looks and more than 100 complimentary premium background options, when
ordering online at mylifetouch.com. Lifetouch can also get rid of blemishes and fly away hairs with a premium
retouching upgrade to your portraits.
To Add Basic Retouching | $6.00 Fee To Add Premium Retouching | $12.00 Fee
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RESPONSE TO SECTION 3 | SPECIFICATIONS
2. Describe your firm’s sales channels and purchase options. Online ordering MUST be available (e.g. pre- and post-
picture day orders).
Lifetouch delivers customized school communications paired with a simple online ordering and family
rewards program – all with a commitment to make your busy world a bit easier. School-specific Picture Day
flyers and automated picture day email reminders ensure parents are aware of Picture Day and their ordering
options both before and following Picture Day. In addition, Lifetouch will provide your school with digital
flyers, web banners and posters to help increase awareness prior to the big day.
In addition to traditional forms of payment, families can order online at Mylifetouch.com where they can:
▪ Enroll in the MyFamily Rewards program to earn ongoing discounts
▪ Receive a coupon to redeem one free 8 x 8, 20-page hard cover Shutterfly photo book
▪ Mix-and-match portrait looks and products to create custom packages
▪ Shop special offers and limited-time products
▪ Order for multiple students in a single order
3. How do you handle the scheduling of Picture Day and Retake dates?
Lifetouch understands that each school has its own needs in terms of scheduling picture days and retakes.
Our Lifetouch Representatives work hands on with the Picture Day coordinators at each school to schedule
dates and ensure that a proficient timeline is in place to minimalize student and staff time out of class.
4. Describe approach to packaging, organizing and delivering picture packages for distribution.
All portrait packages will be labeled and sorted by each school’s specifications. Our ability to sort is as
comprehensive as the district can provide. The process of pre-sorting can save hours of time for your picture
day coordinator. The package label also acts as a receipt or reference to what was ordered by that student.
5. Explain product return policy and satisfaction guarantees.
All students will have a second opportunity to be photographed on retake day at NO CHARGE. Lifetouch will
provide flyers to your school to notify students of Retake Day. We also back all our work with the industry's
strongest satisfaction guarantee. If you're not satisfied with your portraits for any reason, return them on
Retake Day and we will re-photograph your child at no additional charge.
26
RESPONSE TO SECTION 3 | SPECIFICATIONS
6. Describe your ability to ensure consistent head size and background colors for ID cards, yearbook images, and
student record services requirements.
All images and all service items will be centered and adjusted to be consistent for all ID Cards, yearbook
images and student record services requirements.
7. Discuss your capacity to handle growth, and any limitations, as new schools are brought on board.
Lifetouch works with schools and school districts a year in advance to schedule picture dates and gather
required services. This gives us time to hire staff, order equipment/supplies, and work out any challenges
before the school year begins. This helps alleviant any disruptions in service and execution of picture days.
8. Discuss how your firm handles staffing and equipment inventory to ensure all schools ‘needs are met.
We have a local warehouse that supplies our photography staff with the necessary photography equipment
to execute picture days. This inventory is based on the photography requirements contracted by the
school/district and Lifetouch. Lifetouch also carries surplus equipment locally in case of equipment
breakdowns or last-minute requirement changes from the school/district. In most cases Lifetouch can have
equipment from our local warehouse to a school within 30 minutes.
9. Do you have an equipment upgrade and replacement cycle?
Lifetouch has an equipment lifecycle program that tracks the amount of use for each piece of equipment used
in the field. Throughout the lifecycle, equipment maintenance is performed to keep equipment up to date
on software and working seamlessly.
3.5.2 Data Security: Discuss how your firm addresses the following data security issues:
1. Protection of student data provided by schools to the company from unauthorized access or loss.
We use industry standard encryption for data transmission, and keep data storage to a minimum. We
regularly destroy digital images and other electronic information when they are no longer necessary to
provide our products or services.
27
RESPONSE TO SECTION 3 | SPECIFICATIONS
2. If credit card payments are taken, describe data security program.
We have eliminated credit card data collection on any paper forms, thus limiting credit card payment
processing to a highly secure online system. Some of our programs (e.g. school sports) make use of PCI-
compliant wireless hand-held credit card swipe devices for immediate on-site credit card processing.
Lifetouch has been externally audited and have been deemed 100% PCI compliant with the new Payment
Card Industry (PCI) 12 Data Security Standards (DSS), according to the Security Standards Council.
3. If images are available for online viewing and ordering, how does the company protect the images from
unauthorized access?
We understand the importance of keeping student and staff data secure. All Lifetouch schools are provided
with student and staff images electronically, either through download on our Lifetouch Portal or through our
yearbook publishing CD. All images will be available on the Lifetouch Portal immediately after Picture Day.
The High-Resolution Yearbook CD will be provided to each school within 10 days after Picture Day. The
Lifetouch Portal is a secure web based system, gives schools access to all student and staff images after Picture
Day. It eliminates the risk of email hacking, keeping student and staff data secure. Families may order their
student’s images online through our secure mylifetouch.com ordering site. By using the student Picture Day
ID and unique login credentials, only authorized users may access this site.
3.5.3 Value Added Services:
As part of this Request for Proposal, the District is seeking voluntary, at your own discretion, any “value added”
services or support that you, the proposer, feel would be helpful to our schools. The District considers “value added”
to include, but not be limited to, the following:
A. Donations of service such as mentoring students, volunteering in schools or departments, and performing in-
kind services to supplement services the District already provides.
Lifetouch and our employees are available to donate time and or services that help support district initiatives
or programs. Lifetouch has been and will continue to be a partner with national, regional, and local
organizations.
28
RESPONSE TO SECTION 3 | SPECIFICATIONS
B. Funding assistance such as scholarships, donations of money to schools or programs, donations of money to the
District or the Lee’s Summit School District Foundation, sponsorship, and/or advertising of District schools or
programs.
Please refer to the following page to review our complete list of exclusive partnership offers. If awarded,
Lifetouch will also make an annual 1,500 donation on behalf of the Education Foundation.
C. Describe any complimentary photography services to be provided to schools or the District office.
Lifetouch will provide complimentary photography services to the following groups each year;
▪ District Office & Support Facilities
▪ Education Foundation Events (Breakfast and Golf Outing)
▪ The Teacher of the Year and Other Staff Awards
Lifetouch will negotiate additional support upon award.
D. Provide any additional information relevant to the evaluation of this RFP. Are there other proposed innovative
considerations the District should take into account?
Please refer to the following pages to review all additional information, included for evaluation.
29
RESPONSE TO SECTION 3 | SPECIFICATIONS
EXCLUSIVE LIFETOUCH PARTNERSHIP OFFERS
SCHOLARSHIP GRANT | TOTAL VALUE: $3,000 PER YEAR
Lifetouch will provide an annual scholarship grant to each high school in Lee’s Summit School District in the amount
of $1,000 for each year of the contract term.
LIFETOUCH PRINT SHOP VOUCHERS | TOTAL VALUE: $12,000 PER YEAR
One important way we can partner with your district is through our comprehensive Lifetouch Branding Solutions
Learn more about our templated, personalized and custom design materials that can enhance your school
environment and increase community engagement during our complimentary branding consultation. The district
will receive a $500 credit to order custom products promoting Positive Behavior messaging throughout their school
buildings. See page 44 for details.
COMPLIMENTARY SHUTTERFLY PHOTO BOOKS | ESTIMATED VALUE: $186,238 PER YEAR
We are excited to present this exclusive offer in conjunction with our partnership with Shutterfly. Lifetouch will
provide one complimentary 8x8, 20-page hard cover Shutterfly photo book to all families that order online at
mylifetouch.com One book will be provided per student online order at a retail value of $29.99 per book. Estimated
value may vary based on participation. Currently about 69% of families in the district order online and are eligible to
receive this offer.
PRINCIPAL PORTRAIT SCHOLARSHIP | TOTAL VALUE: $1,800 PER YEAR
For your families in need we will provide a $25.00 for your principals to choose the recipient. 3 will be provided to
each campus per year of the agreement.
COMPLIMENTARY TEEN TRUTH ASSEMBLY | TOTAL VALUE: $19,200 PER YEAR
If all Junior and Senior High Schools in the district decide to work with Lifetouch, we will sponsor one Teeth Truth
Assembly per year to be hosted onsite at the campus location of your choosing. We will work with your school or
district coordinators to select appropriate topics for the guest speaker to cover. Junior and senior class students are
eligible to attend. Please refer to page 45 of the proposal to learn more about Teen Truth or visit teentruth.net.
LIFETOUCH MYFAMILY REWARDS PROGRAM | ESTIMATED VALUE: $50,000 PER YEAR
Families may enroll and participate in this program to receive complimentary digital image downloads and discounts
at they make purchase with Lifetouch. (Available to Fall and Spring Underclass for the 2018-2019 school year and
additional programs to be added in upcoming school years). Estimated value may vary based on participation.
**Estimated value has been projected based on current rewards value earned by schools in Lee’s Summit School
District. In fall of 2017 there were 10 schools enrolled in the program. If all 24 schools were to participate, the
approximate reward value earned during year one of the contract would be $50,000.
30
PACKAGES & PRICING
*SALES TAX WILL BE ADDED TO EACH OF THE ABOVE PACKAGES
You can build your own custom & cost-effective package at $8.00 per sheet.
DELUXE | $25.00 1- 8 x 10 2- 5 x 7 4- 3 x 5 8- 2 x 3
PREMIUM | $36.00 2- 8 x 10 4- 5 x 7 4- 3 x 5 12- 2 x 3 1 - Portrait CD 1 – 8 x 10 Calendar
VALUE | $21.00
2- 5 x 7 4- 3 x 5 8 - 2 x 3
FAMILY | $29.00 1- 8 x 10 3- 5 x 7 4- 3 x 5 12- 2 x 3
BASIC | $15.00
4- 3 x 5 8- 2 x 3
ENTRY | $10.00 2- 3 x 5 4- 2 x 3
ULTIMATE | $43.00 3- 8 x 10 4- 5 x 7 4- 3 x 5 16- 2 x 3 1 - Portrait CD 1 – 8 x 10 Calendar 8 – 2 x 3 Variety
ALA CARTE PRICING
K = 8- 2 x 3 Wallets L = 2- 5 x 7 Portraits M= 1- 8 x 10 Portrait N = 4- 3 x 5 Desk Size O = CD high & Low Resolution P = 4 – 3 x 5 Wallets Q = 8 – 2 x 3 Wallets
$8.00 $8.00 $8.00 $8.00 $15.00 $8.00 $8.00
ADD-ONS
Add Name & Grade on All Wallets
Add Name & Grade on All Portraits
Add Retouching
Add Premium Retouching
Add Background Color
$5.00
$8.00
$6.00
$12.00
FREE
31
FALL UNDERCLASS BILINGUAL FLYER
EN
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CUSTOMER COMMENTS
“Lifetouch website is so easy to use. It gave you several different options of packages and single orders.
The digital copy came to my email fast. I'm also happy that I have an option to order more even after I
purchased a package.”
- Parent of Compass Elementary Student
“Easy process to register for an account, loved the online options versus what went on the take home
flier, quick and easy and loved my free digital image code for signing up! Great experience overall.”
- Parent of Compass Elementary Student
“My youngest took a beautiful picture but his nose is running in the photo. LT was willing to touch up the
photo and shipped them directly to me. Awesome customer service!”
- Parent of Ogden Elementary Student
“My son had misplaced the proofs package so I wasn't sure how to go about ordering this year's photos. I
received your reminder email with the necessary codes and could login and purchase immediately.”
- Parent of Olathe Northwest High School Student
“Both of my girls' pictures turned out great. Good coloring in the photo, their hair was smooth, and the
photographer capture their wonderful, bright smiles.”
- Parent of Prairie Trail Middle School Student
“We wanted to give you a heads up from our staff about the WONDERFUL photographer we had today,
Patricia! She was GREAT with the kids, they loved her as did the staff! I would like to request her for future
picture days at Heartland Early Childhood and please pass this message along to her!”
- Assistant Secretary at Heartland Early Childhood Center
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UNDERCLASS PORTRAIT EXPERIENCE
CL
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UNDERCLASS PORTRAIT EXPERIENCE
CENTERED & ADJUSTED PORTRAITS FOR YEARBOOK CONSISTENCY
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ADDITIONAL PORTRAIT PROGRAMS
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ADDITIONAL PORTRAIT PROGRAMS
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ADDITIONAL PORTRAIT PROGRAMS
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THE LIFETOUCH PORTAL
The Lifetouch Portal gives you access to all your Lifetouch
services in one convenient and secure location!
ABOUT THE PORTAL
Your administrative staff can easily access Picture Day images from our secure site and upload into your
student information systems. The Lifetouch Portal is a secure web based system eliminating the risk of
email hacking or the hassle with CDs and DVDs.
PORTAL FEATURES
▪ Access Picture Day images and data sooner
▪ Choose a specific student information system (SIS) format or create a custom format for image and data download
▪ Safely and securely upload your school’s student information
▪ Create and print reward & recognition certificates
▪ Download a variety of templates to create directories, seating charts, student IDs and other administrative tools
▪ Setup automated parent Picture Day reminders and additional Picture Day communication resources
DID YOU KNOW?
Lifetouch offers more than 75 different educational materials such as
certificates, bookmarks, cards, reading programs and much more!
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FAMILY COMMUNICATION
Make it easy to send reminders for school pictures, senior
portraits, and yearbook sales with Parent Notify™. Parent
Notify allows schools to automate communications to
parents about Picture Day events — saving both time and
money. This tool provides each family with friendly
reminders to make sure nobody misses Picture Day and
Yearbook sales.
Lifetouch also provides communication materials such as
print and electronic notices, fliers and hallway posters to
increase Picture Day awareness.
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PICTURE DAY PROCESS
BEFORE PICTURE DAY WE WILL
✓ Schedule a personal consultation & set picture dates at each school
✓ Deliver flyers approximately two weeks prior to Picture Day
✓ Provide additional event reminders electronically and on paper
ON PICTURE DAY WE WILL
✓ Photograph ALL students and staff, regardless of package purchase
✓ Provide sanitary grooming techniques at each station
✓ Provide enough photographers to minimalize time out of class
AFTER PICTURE DAY WE WILL
✓ Sort and deliver portrait packages by school preference
✓ Deliver portraits to the school within three weeks of Picture Day
✓ Hand-deliver or mail the school or district earned commission
DID YOU KNOW?
Lifetouch camera sets are compliant with the American
with Disabilities Act (ADA).
· No Cords Obstructing Traffic Areas of Students
· No Bulky Props or Stools & Open Floor Plan for Safety
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CONVENIENT ONLINE ORDERING
MYLIFETOUCH.COM
We know your families are on the go, which is why our
mobile-friendly picture ordering site, mylifetouch.com,
allows your families to mix and match poses and
backgrounds to create their own packages that fit their
personal style, décor or gift-giving needs. This is a one-of-a-
kind ordering experience that families can’t get anywhere
else and provides the ability to order online securely.
The MyFamily Rewards™ program rewards your families when they
make picture or yearbook purchases. Families who enroll receive a
free high resolution digital image download and will earn ongoing
discounts for use on future school picture purchases. Your families are
joining and getting the best value from Lifetouch. Now, more than 2
million families (and counting) have signed up for MyFamily Rewards.
MYFAMILY REWARDS IN LEE’S SUMMIT R-VII SCHOOL DISTRICT
Values Shown Were Accrued During The 2017-2018 School Year
▪ 2,318 Total number of families in your school district signed up for MyFamily Rewards
▪ $4,245 in MyFamily Rewards value was redeemed by these families in 2017-2018
▪ $16,947 in MyFamily Rewards value was has yet to be redeemed by these families
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LIFETOUCH YEARBOOK PROGRAM
A sense of belonging is created when students see themselves pictured in a yearbook. Plus, Yearbooks are
comprised almost entirely of photographs and as the leading school photography company, Lifetouch can
help tell your school year story.
• Streamlined access to student portraits
• Easy-to-use page templates and simple storytelling tools help anyone create a book to remember.
• Local yearbook representatives offer in-person support, while customer care representatives can
assist online, by email or telephone.
• Lifetouch provides a classroom curriculum that covers all aspects of planning, creating and managing
a yearbook class or club.
• A wide range of resources and workshops to inspire advisers and yearbook staff in creating a yearbook
that tells the school’s unique story.
YEARBOOK DONATION PROGRAM
The Yearbook Donation Program allows the school to offer
parents and community members the opportunity to support
each other by donating money toward purchasing additional
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BUILDING SCHOOL CULTURE
SCHOOL & DISTRICT BRANDING
Enhance your brand and bring your school’s message to students and the larger community with products
such as banners, posters, and more! The Lifetouch Print Shop is designed to professionally convey your
schools’ positive behavior, anti-bullying, recognition, school messaging and branding initiatives! Hundreds
of customizable templates available.
CUSTOM BRANDING PRODUCTS
**PLEASE NOTE: ABOVE BANNERS ARE NOT PROPORTIONATE
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BUILDING SCHOOL CULTURE
Building a strong school culture should be the priority of every school leader. It is proven to decrease bullying,
enhance academic performance, and increase student engagement. Through Lifetouch’s unique partnership with
TEEN TRUTH, our school culture program offers a framework for giving students a voice and empowering them to
take ownership of their school.
CAMPUS MESSAGING
The TEEN TRUTH: Assembly Experience is a proven solution for your school culture
building needs. Their signature blend of award winning, student-shot content and
empowering speakers make for one life-changing, campus-wide event.
LEADERSHIP DEVELOPMENT
Leadership Summit is the premiere solution for school culture development. This
student-centered workshop helps teens understand the issues currently affecting
school climate, empowering them to develop an action plan.
SOCIAL-EMOTIONAL LEARNING
Social-emotional issues like bullying, suicide, and social media harassment are
present on every campus. TEEN TRUTH’s SEL curriculum builds student leadership
opportunities for teens to mentor younger students and teach various skills.
Learn More at www.teentruth.net
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ADDITIONAL PRODUCTS & SERVICES CONSULT YOUR LOCAL REPRESENTATIVE FOR DETAILS!
STUDENT & STAFF ID CARDS
Lifetouch knows that ID Cards are a critical part of your school’s day-to-day
operations, so we have developed a program that puts your needs first. Our
patented ID technology guarantees:
• Barcode compatibility with your software
• A long-lasting, tamper-resistant photo and bar code
• Delivered to your school, sorted to your specifications
DISCOUNTED ID PRINTERS & SUPPLIES
Lifetouch will provide staff ID badges for all district administrators, staff and
employees. In addition, Lifetouch can help your district secure a Fargo PVC ID
printer, through our partnership pricing, that can be used at the district office
for creating high quality ID replacement badges. Please discuss options with
your Lifetouch Representative.
I-DEPOT INSTANT ID CARD SYSTEM
On Picture Day, Lifetouch will have this instant ID card printing system on
site so that IDs can be distributed on the same day. The ID design can be
customized for each school’s needs with various features.
STUDENT PLANNERS
Printed planners by Premier are available to keep staff and students
organized throughout the school calendar year.
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ADDITIONAL PRODUCTS & SERVICES CONSULT YOUR LOCAL REPRESENTATIVE FOR DETAILS!
MONTAGE POSTERS
The Montage Poster is a 24” x 32” poster that uses all the
students and staff photographed by Lifetouch on Picture Day to
form an image.
WALL COMPOSITES
Lifetouch Wall Composites are available for a graduating
class, specific group of students or an entire student body.
FACULTY CALENDARS
Complimentary school calendars are available in a variety of sizes,
formats and lengths. 12-month calendars are available in desktop
and booklet format.
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COMMUNITY ENGAGEMENT
LIFETOUCH KEY PARTNERS
Trust is earned and Lifetouch has earned the trust of educators and school families, coast to coast. Every
major association of administrators, educators, parents and school boards has chosen Lifetouch as their
official photographer. These designations speak volumes of trust and dependability. We currently partner
with The School Superintendents Association (AASA), the National Association of Elementary School
Principals (NAESP), the National Association of Secondary School Principals (NASSP), National PTA and the
National School Boards Association (NSBA).
SMILE-SAFE KIDS SAFETY PROGRAM
On-call-volunteers are prepared to locate a current photograph in the event
a child goes missing. Using a Lifetouch SmileSafe™ photo ID card, parents,
along with local law enforcement are provided the single most important tool
for the recovery of a missing child, a current portrait. Each student
photographed will receive two complimentary SmileSafe cards. In addition,
parents will also receive a free digital download of this card for easy access.
DID YOU KNOW?
No one else has a 24/7 Rapid Response program that is partnered
with National Center for Missing & Exploited Children (NCMEC).
Lifetouch has assisted in the recovery of 58 children in 24 states.
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LIFETOUCH GIVES BACK
LIFETOUCH MEMORY MISSION
Since the inception of the Lifetouch Memory Mission® in 2000, Lifetouch employees have traveled to
destinations around the world to spend a week in intensive volunteer service. Lifetouch hands have
helped rebuild a village in war-ravaged Kosovo, repair homes in Appalachia, establish a children’s center
in Jamaica, and construct a bridge in the land of the Navajo in Arizona.
Since 2011, we have invited and encouraged participation from superintendents, principals, educators
and members of the American Association of School Administrators (AASA), the National Association of
Elementary School Principals (NAESP), the National Association of Secondary School Principals (NASSP),
the National School Boards Association (NSBA) and the National PTA to build schools across Haiti and the
Dominican Republic. Learn more at lifetouchmemorymission.com.
DID YOU KNOW?
Lifetouch employee-volunteers have built schools in 15 Haitian
villages. Since 2011, more than 150 educators have volunteered on
these trips from across 44 U.S. states, five provinces and Brazil.
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SECURITY IN YOUR SCHOOL
BUILDING SECURITY
Lifetouch uses a variety of methods to prevent unauthorized persons from entering our plants and
accessing our computer systems, including pass-codes, magnetic entry cards, visitor registration, camera
monitors and/or security guards. Databases containing digital images or confidential information in
electronic form are protected with the same multi-layered security strategies that we use to protect
Lifetouch’s sensitive and confidential business records.
EMPLOYEE BACKGROUND CHECKS
We require every potential employee to go through a criminal background check prior to being hired. If
during the past 7 years any one of the following criteria shows up on the criminal report, Lifetouch will
not hire the person. Homicide, sex crimes of any nature, misconduct of any kind involving children,
kidnapping, violence (assault/battery), weapons, drug trafficking/sales, felony-theft including identity
theft and no more than 2 misdemeanor convictions of any type. Lifetouch also conducts a motor vehicle
background check. We will not hire a candidate if their license is suspended, revoked, or expired, if they
have convictions of operating a vehicle under the influence of drugs, alcohol, or other impairment, if they
have any citations, convictions for reckless driving, more than three convictions for driving violations, or
more than two chargeable (at fault) accidents.
DID YOU KNOW?
Lifetouch was the first national school photography company to
sign the Privacy Pledge at studentprivacypledge.org
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ONLINE SECURITY
DATA SECURITY
We use industry standard encryption for data transmission, and keep
data storage to a minimum. We regularly destroy digital images and
other electronic information when they are no longer necessary to
provide our products or services.
CREDIT CARD SECURITY
We have eliminated credit card data collection on any paper forms, thus limiting credit card payment
processing to a highly secure online system.
We focus on making this process as seamless as
possible for our customers, and some of our
programs (e.g. school sports) make use of PCI-
compliant wireless hand-held credit card swipe
devices for immediate on-site credit card
processing.
DID YOU KNOW?
Lifetouch has been externally audited and have been deemed 100% PCI
compliant with the new Payment Card Industry (PCI) 12 Data Security
Standards (DSS), according to the Security Standards Council.
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ATTESTATION OF PCI COMPLIANCE LIFETOUCH HAS BEEN DEEMED 100% PCI COMPLIANT BY THE
SECURITY STANDARDS COUNCIL AS OF DECEMBER 6, 2016!
Lifetouch processes payments through retail locations using approved PED devices. Call centers accept
card data over the phone and key PAN into the Lifetouch web applications in which transactions are sent
using SSU TLSv1.0. 1.1, 1.2 to Lifetouch's data center for further processing. Lifetouch does not store card
data electronically but does have CDS Global store manual hardcopy forms mailed to CDS Global, (CDS
Global processes form-based orders for Lifetouch using Lifetouch's MID), which include client name, PAN,
and expiration date. These mailed in order forms are kept in secured (at CDS Global) until they are
processed by CDS Global and then securely disposed of. This has been reviewed as part of CDS Global's
PCI assessment.
BELOW IS AN EXCERPT OF THE ATTESTATION OF COMPLIANCE, PROVIDED AND APPROVED BY THE
SECURITY STANDARDS COUNCIL. A COMPLETE COPY OF THIS REPORT IS AVAILABLE UPON REQUEST.
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