Art School Government Bids & RFPs

The bid opening date and time is Tuesday, June 9, 2026, at 10:00 AM local time. All bids shall be received by the district no later than this date and time.

Payment will be made no later than forty-five (45) days after receipt of a properly documented invoice submitted to Dearborn Public Schools, Accounts Payable.

The bid notice does not explicitly state a warranty period for the services provided. However, it mentions that the warranty period shall start upon product acceptance, which is relevant if products are part of the service.

The district intends to award a firm fixed price contract to the lowest responsive responsible bidder whose bid most closely meets the requirements as specified in the solicitation.

Bidders are required to provide business information, including taxpayer ID, DUNS numbers, annual gross sales for the last five years, number of employees, and references from three customers, preferably school districts or other public entities.

The bid notice mentions that failure to comply with nondiscrimination guidelines may constitute grounds for the district to revoke and terminate the contract. It also states that if the contractor fails to perform, the district may charge the contractor for subsequent work performed.

The district may, at its sole discretion, request site visits with selected bidders under active consideration, but is not obligated to provide all bidders with such an opportunity.

The bid notice does not require sample submissions for this informational campaign support service.

Any bidder or offeror who is aggrieved may protest to the Executive Director of Business Services and Operations within five (5) business days after such aggrieved proposer knows, or should have known, of the facts giving rise thereto.

Risks for disqualification include submitting late bids, failing to acknowledge addenda, communicating with district staff outside of the purchasing officer, misrepresenting information in the bid, failing to comply with conflict of interest disclosures, and failing to complete and sign required forms.

The bid notice states that the bidder must supply, deliver, and set in place the equipment no later than August 14, 2026.

The bid notice requires bidders to provide evidence in their bid that the proposed product provides a specified warranty.

The district reserves the right to award the bid on a line-by-line basis to the lowest responsive and responsible bidder for each line item.

The bid notice requires bidders to provide cut sheets for all equipment with their bid and, if bidding on alternative items, to provide evidence that the proposed products do not require extensive revisions to the contract documents, are consistent with the contract documents, will produce the indicated results, are compatible with other portions of the work, and provide a detailed comparison of significant qualities with those named in the specifications.

The bid notice states that failure to obtain required insurance on behalf of the district constitutes a material breach of contract and subjects the contractor to liability for damages, indemnification, and all other legal remedies available to the district. Additionally, a bid shall not be considered for award nor shall any award be made where the noncollusive bidding certification has not been complied with, unless the head of the purchasing unit determines that the disclosure was not made for the purpose of restricting competition.

The district prefers project completion for both locations on or about August 7, 2026, but will consider all reasonable dates, no later than September 30, 2026. If the latter date is not achievable, the vendor shall propose their earliest project completion date.

Vendors are required to provide information regarding their warranty as part of the description of ability to provide services.

Vendors shall submit a response based on their best value recommendation. The district reserves the right to award the contract to multiple bidders based on what is considered in the best interest of the district.

Vendors must submit a statement of company background, qualifications, and experience, as well as a description of their ability to provide services, including firm resources, material, and personnel.

A walkthrough will begin at McCollum High School on Wednesday, May 13, 2026, at 9:00 am CT and will immediately continue to Harlandale High School. An additional site visit is available on May 22, 2026, at 9:00 am. The walkthrough is not mandatory however highly encouraged.

The question period ended May 18th 2026, 9:00 am CDT. Messages can no longer be sent, unless a project owner allows vendor responses.

Late arrivals will not be permitted to the site visits to avoid campus disruption.

The successful company shall provide all contracted services included, but not limited to, delivery of pictures to each school within twenty-eight 28 days of the initial picture day at each school.

The awarded company understands that each transaction for the photography sales is an independent business transaction between the company and the student. Therefore, the company assumes all responsibility for the quality of services provided to the students and the collection of money owed by the students for the services rendered by the company.

All student packages must carry a moneyback guarantee. In addition, vendors may offer the student the option of having pictures retaken. The successful vendor shall provide a refund system for students wishing a refund, rather than a picture retake.

Proposals will be evaluated on multiple factors. Factors may include: products offered, potential profit or proposed commissions, prior experience, and best value/lowest price.

The board hereby limits the vendors that are acceptable for submitting a proposal for photography/picture services to those licensed to do business in the state of Kentucky and can meet the specifications set forth in the request for proposal.

KRS **** provides severe penalties for violations of the laws relating to gratuities or kickbacks to employees that are designed to secure a public contract for supplies or services.

Proposal shall include sample photographs identical to the ones to be received by the students and/or schools sizes, quality, etc. for evaluation purposes in each evaluated area.

Please note that any employees with the following offenses will not be permitted to have any contact with our students: sex related offense convictions, convictions against minors, felony offense convictions against persons or property, alcohol violation convictions within two years from date of check, and no more than two such offense convictions in total, drug related offense convictions, deadly weapon related offense convictions, a pattern of irresponsible behavior, based upon the background check.