LOS ANGELES UNIFIED SCHOOL DISTRICT REFERENCE gUIDE TITLE:

Contract for Yearbook and Photography Vendors

NUMBER:

REF-6643.0

ISSUER:

V. Luis Buendia, Controller Accounting and Disbursements Division

DATE:

February 4, 2016

PURPOSE:

This Reference Guide describes the various services, components, and costs for the vendors that have been awarded contracts for yearbooks and photography as a result of a Request for Proposal (RFP) issued by the Procurement Services Division.

MAJOR CHANGES:

Principals and staff from various Divisions participated in committee meetings to address the financial difficulties faced by the District’s Associated Student Body (ASB) organizations. This RFP was a result of efforts made to address these difficulties and to provide schools with consistent Yearbook and Photography services at a consistent pricing level.

ROUTING LD Superintendents LD Administrators of Operations Principals Financial Managers School Administrative Assistants

The bench contract will be for three (3) years with two (2), one-year option periods. The awarded companies will provide management services and classroom support in the preparation of, and the printing of yearbooks. For the Elementary and Middle School levels, the two awarded vendors are Walsworth Publishing Co. and Pictures With Class. For the Senior High School level, the three awarded vendors are Walsworth Publishing Co., Friesens Corp., and Pictures With Class. In addition, school pictures and photography services, for all school levels, relative to school based activities, will be provided by the two awarded vendors Fotorama and Pictures With Class, in accordance with all contracted requirements.

GUIDELINES:

School site staff and ASB’s should refer to Attachment A of this Reference Guide for information on the awarded photography vendors and the various components, including pricing,that are included in the contracts. School site staff and ASB’s should refer to Attachment B of this Reference Guide for information on the awarded yearbooks vendors and the various components, including pricing,that are included in the contracts.

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February 4, 2016

LOS ANGELES UNIFIED SCHOOL DISTRICT REFERENCE gUIDE Procedures for Ordering Yearbooks Elementary and Secondary schools should continue to follow the policies and procedures related to ASB activities as described in Publication 464 and Publication 465, respectively as ASB’s can use Yearbooks as a fundraising activity. Schools using any of the contracted vendors listed below do not need to get additional quotes. All due-diligence has already been completed. Please reference District’s contract numbers and review contractor’s price list on Attachment A when making purchases. Contractors may offer schools a lower price but shall not raise prices above those quoted in the contract. Elementary or Middle Schools may place an order from either of two (2) contracted Yearbook vendors. If ordering from Pictures with Class, use contract number 4400004411. If ordering from Walsworth Publishing Co., use contract number 4400004412. Senior High Schools may place an order from either of three (3) contracted Yearbook vendors. If ordering from Friesens, use contract number 4400004339. If ordering yearbooks from Pictures with Class, use contract number 4400004411. If ordering from Walsworth Publishing Co., use contract number 4400004412. Note: Principals must ensure that all vendors providing services meet the District’s Student Data Privacy Requirements and sign a Data Use Agreement. The contracted vendors listed above have already met these District requirements.

Procedures for Ordering Photography Elementary and Secondary schools should continue to follow the policies and procedures related to ASB activities as described in Publication 464 and Publication 465, respectively as ASB’s can use Photography as a fundraising activity. Schools using any of the contracted vendors listed below do not need to get additional quotes. All due-diligence has already been completed. Please reference District’s contract numbers and review contractor’s price list on Attachment B when making purchases. Contractors may offer schools a lower price but shall not raise prices above those quoted in the contract. All schools may place orders from either of two (2) contracted Photography vendors. If ordering photography from Fotorama, use contract number 4400004410. If ordering photography, from Pictures with Class, use contract number 4400004465.

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February 4, 2016

LOS ANGELES UNIFIED SCHOOL DISTRICT REFERENCE gUIDE Note: Principals must ensure that all vendors providing services meet the District’s Student Data Privacy Requirements and sign a Data Use Agreement. The contracted vendors listed above have already met these District requirements

RELATED RESOURCES:

Publication 464, Student Body Policies and Accounting ProceduresElementary Schools Publication 465, Student Body Policies and Accounting Procedures – Secondary Schools

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February 4, 2016

Reference Guide 6643.0 February 4, 2016

Attachment A

Photography Services Pictures With Class and Fotorama All School Levels

Package A 1 - 8" x 10" Portrait 4 - 5" x 7" Portrait 2 - 3" x 5" Desk Size 12 – 2” x 3” Wallets 16 – 1.5” x 2.5” Exchange

Package B 1 - 5" x 7" Portrait 2 - 3" x 5" Desk Size 4 - 2" x 3" Wallet 8 - 1.5" x 2.5" Exchange

Package C 2 - 3" x 5" Desk Size 8 - 1.5" x 2.5" Exchange 2 - 2" x 3" Wallet

Package D 2 - 5" x 7" Portrait 2 - 3" x 5" Desk Size

Pictures With Class Pricing

PHOTOGRAPHY SERVICES FALL & SPRING PORTRAITS Package A Package B Package C Package D 1 – 8 x 10 Individual 2 – 5 x 7 Individual 8 – 2 x 3 Individual 1 – 5 x 7 Class Group Picture SPORTS – HIGH SCHOOLS Package A Package B Package C Package D 1 – 8 x 10 2–5x7 8–2x3 SENIOR PORTRAITS Package A Package B Package C Package D

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Fotorama Pricing

$ $ $ $ $ $ $ $

29.00 14.00 8.00 11.00 8.00 8.00 8.00 8.00

$ $ $ $ $ $ $ $

45.00 20.00 15.00 18.00 13.00 12.00 11.00 10.00

$ $ $ $ $ $ $

31.00 16.00 10.00 13.00 8.00 8.00 8.00

$ $ $ $ $ $ $

30.00 20.00 15.00 18.00 15.00 15.00 15.00

$ $ $ $

136.00 72.00 39.00 48.00

$ $ $ $

99.00 69.00 39.00 49.00

Reference Guide 6643.0 February 4, 2016

Attachment A

Benefits at a glance        

The Contractor shall pay the school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. Free visitor, staff and student ID’s Compliant with Federal, State, and LAUSD requirements, in order for vendor to provide photos with related student data Company may not charge, or threaten to charge, fees for retaking photographs regardless of the reason for the retake The photographer will provide 16x20 enlargements of any requested club/team/activity and/or candid taken by the photographer at no charge. These photographs will be for school use. NO sitting fees should be charged for Senior portraits. The photographer will provide one (1) 8” x 10” copy of team pictures to the coaching staff at no charge. The photographer will be required to provide 8”x10” framed photograph for any student selected to the Hall of Fame.

Contact Information for Photography Vendors Pictures With Class Jennifer Stanton Sales Representative [email protected] (562) 431-1467 x526 (562) 596-3227 (fax) LAUSD contract no. 4400004465

Fotorama Studio Sharon Lee [email protected] (323) 587-6688 (323) 810-3505 (cell) (323) 587-6611 (fax) LAUSD contract no. 4400004410

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REF-6643.0 February 4, 2016

Attachment B

Yearbook Services Pictures With Class and Walsworth (Elementary and Middle Schools) Pictures With Class, Walsworth, and Friesens (Senior High Schools) Yearbooks - Elementary Schools Softcover Walsworth

25 copies 50 copies 75 copies 100 copies Softcover

Pictures With Class

25 copies 50 copies 75 copies 100 copies

8.5” x 11” 20 pgs N/A $ 6.62 $ 5.50 $ 4.95 8.5” x 11” 20 pgs No Charge $ 7.14 $ 7.14 $ 6.03

$ $ $

30 pgs N/A 8.60 7.07 6.31

$ $ $ $

30 pgs 10.04 9.60 9.60 9.15

$ $ $

40 pgs N/A 10.60 9.41 8.33

$ $ $ $

40 pgs 11.62 11.38 11.38 10.49

Benefits at a glance Walsworth:    

The Contractor shall pay school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. All pricing quoted is for ALL COLOR. If a school wishes, they can submit for Black and White printing and receive a credit back of $500/flat. Credit is applied on the final invoice Payments that exceed the required deposit amount will earn 1% interest. Interest credit will be applied on the final invoice. Up to 200 books are on a consignment basis. If any of the books are not sold, the final invoice to the school will reflect a per book credit.

Pictures With Class:  

The Contractor shall pay school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. Will provide an extra 10% of yearbooks ordered to the school at no cost. Yearbooks can be sold by the ASB for additional profit.

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REF-6643.0 February 4, 2016

Attachment B

Yearbooks - Middle Schools Softcover 100 copies 150 copies 200 copies 250 copies 300 copies

8.5” x 11” 40 pgs $ 8.33 $ 7.28 $ 6.78 $ 6.78 $ 6.78

$ $ $ $ $

60 pgs 11.75 10.19 9.44 9.44 9.45

$ $ $ $ $

60 pgs 16.81 15.31 14.24 14.24 15.02

$ $ $ $ $

60 pgs 14.95 14.95 13.58 11.82 11.38

$ $ $ $ $

60 pgs 19.95 19.95 18.58 16.82 16.38

$ $ $ $ $

80 pgs 15.14 13.05 12.07 12.07 9.74

$ $ $ $ $

80 pgs 20.12 18.08 16.84 16.84 17.15

$ $ $ $ $

80 pgs 18.49 18.49 17.09 15.09 13.60

$ $ $ $ $

80 pgs 23.49 23.49 22.09 20.09 18.60

Walsworth Hardcover 100 copies 150 copies 200 copies 250 copies 300 copies

Softcover

Pictures With Class

100 copies 150 copies 200 copies 250 copies 300 copies Hardcover 100 copies 150 copies 200 copies 250 copies 300 copies

8.5” x 11” 40 pgs $ 13.50 $ 12.47 $ 11.70 $ 11.70 $ 12.89

8.5” x 11” 40 pgs $ 10.49 $ 10.49 $ 9.15 $ 8.93 $ 7.81 8.5” x 11” 40 pgs $ 15.49 $ 15.49 $ 14.15 $ 13.93 $ 12.81

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REF-6643.0 February 4, 2016

Attachment B

Benefits at a glance Walsworth:    

The Contractor shall pay school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. All pricing quoted is for ALL COLOR. If a school wishes, they can submit for Black and White printing and receive a credit back of $500/flat. Credit is applied on the final invoice Payments that exceed the required deposit amount will earn 1% interest. Interest credit will be applied on the final invoice. Up to 200 books are on a consignment basis. If any of the books are not sold, the final invoice to the school will reflect a per book credit

Pictures With Class:  

The Contractor shall pay school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. Will provide an extra 10% of yearbooks ordered to the school at no cost. Yearbooks can be sold by the ASB for additional profit.

Yearbooks - High School Hardcover 150 copies 200 copies 250 copies 300 copies 350 copies

8.5” x 11” 100 pgs $ 27.35 $ 24.79 $ 23.26 $ 22.25 $ 21.25

$ $ $ $ $

150 pgs 40.33 36.33 33.92 32.32 30.80

$ $ $ $ $

150 pgs 42.08 38.37 35.96 34.36 32.84

$ $ $ $ $

176 pgs 45.84 41.22 38.44 36.59 34.85

$ $ $ $ $

176 pgs 47.87 43.25 40.48 38.63 36.89

Walsworth Hardcover 150 copies 200 copies 250 copies 300 copies 350 copies

9” x 12” 100 pgs $ 29.38 $ 26.83 $ 25.30 $ 24.28 $ 23.29

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REF-6643.0 February 4, 2016

Attachment B

Hardcover 150 copies 200 copies 250 copies 300 copies 350 copies

8.5” x 11” 100 pgs $ 28.29 $ 27.05 $ 26.29 $ 25.79 $ 25.44

$ $ $ $ $

150 pgs 33.98 32.74 31.99 31.49 31.13

$ $ $ $ $

150 pgs 39.05 37.26 36.36 35.47 34.96

$ $ $ $ $

150 pgs 45.00 44.00 39.00 35.50 31.00

$ $ $ $ $

150 pgs 45.00 44.00 39.00 36.50 31.00

$ $ $ $ $

176 pgs 36.66 35.40 34.65 34.15 33.79

$ $ $ $ $

176 pgs 41.99 40.19 39.12 38.40 37.88

$ $ $ $ $

176 pgs 53.00 47.00 43.50 38.00 35.00

$ $ $ $ $

176 pgs 53.00 47.00 43.50 38.00 35.00

Friesens Hardcover 150 copies 200 copies 250 copies 300 copies 350 copies

9” x 12” 100 pgs $ 32.80 $ 31.00 $ 29.92 $ 29.21 $ 28.69

Hardcover

8.5” x 11” 100 pgs 31.50 28.50 27.50 23.25 23.00

150 copies 200 copies 250 copies 300 copies 350 copies

$ $ $ $ $

Hardcover

9” x 12” 100 pgs $ 31.50 $ 28.50 $ 27.50 $ 23.25 $ 23.00

Pictures With Class

150 copies 200 copies 250 copies 300 copies 350 copies

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Attachment B

Benefits at a glance Walsworth:   

The Contractor shall pay school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. All pricing quoted is for ALL COLOR. If a school wishes, they can submit for Black and White printing and receive a credit back of $500/flat. Credit is applied on the final invoice For every LAUSD High School, vendor will pay the expenses for one adviser and one student to travel to Brookfield, MO (prepress facility) and Marceline, MO (printing & binding facility) to experience a plant tour. They would meet with a manufacturing plant Manager who would tour them through both the Pre-Press/Digital Plant, seeing all areas including: Customer Service, Computer Support, Research and Development, Editing and Digital File Management. Visits are usually schedule late March/early April, or in September High Schools contracting with Walsworth that would like to participate would: 1) follow District field trip guidelines for approvals 2) contact Walsworth, which will handle all the bookings for lodging and flights, as well as the payment. A per diem allowance is not included and ASB funds cannot be used for this. The school’s invoice for the yearbooks will show an expense for the trip, but the expense will be offset with a credit.

 

Payments that exceed the required deposit amount will earn 1% interest. Interest credit will be applied on the final invoice. Up to 200 books are on a consignment basis. If any of the books are not sold, the final invoice to the school will reflect a per book credit

Pictures With Class by Barksdale:  

The Contractor shall pay school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. Will provide an extra 10% of yearbooks ordered to the school at no cost. Yearbooks can be sold by the ASB for additional profit.

Friesens: • 

The Contractor shall pay school’s Associated Student Body (ASB) a five percent (5%) volume rebate on the total sales price of all purchases invoiced and paid pursuant to the agreement, excluding taxes. No upfront money is required. If schools do provide a deposit, discounts will be offered ranging from 3%-7%, depending on when deposit is made and books are due for delivery

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REF-6643.0 February 4, 2016

Attachment B

Contact Information for Yearbook Vendors

Pictures With Class Jennifer Stanton Sales Representative [email protected] (562) 431-1467 x526 (562) 596-3227 (fax) LAUSD contract no. 4400004411

Walsworth Publishing Rhonda O’Dea Area Manager rhonda.o’[email protected] (703) 868-2159 LAUSD contract no. 4400004412

Friesens Greg Samples Print Consultant – Southern California [email protected] (818) 438-1040 (818) 349-2558 (fax)

LAUSD contract no. 4400004339

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