YEARBOOK SERVICES

HANDBOOK RKS-14029-01

Elementary/Middle/High Schools

(Taylor Publishing Company d/b/a Balfour)

TABLE OF CONTENTS

Title Page No.

INTRODUCTION .................................................................................... 1

SCOPE OF CONTRACT ............................................................................ 2

GENERAL REQUIREMENTS ..................................................................... 2

PRICING/PAYMENT TERMS/CONTRACTOR INFORMATION ....................... 4

MASTER AGREEMENT………………………………………………………………………… 5

PRICING SCHEDULES ............................................................................. 6

VENDOR PUBLICATION AGREEMENT FORM ............................................. 10

VENDOR COMPLAINT FORM ................................................................... 11

The Purchasing Office has prepared this booklet to provide information regarding the PWCS yearbook services contract. The Purchasing Office has established contracts with the contractor listed below:

• RKS-14029-01 – Taylor Publishing Company d/b/a Balfour This booklet contains the scope of work for the minimum services required of the contractor under this contract as well as any additional incentives offered by the contractor. The booklet also contains the master agreement and pricing information for each contractor. This contract does not include photography services; for Photography Services, see the various contracts RKS-14002. Principals are encouraged to read the scope of work thoroughly and familiarize themselves with all of the requirements to ensure that he/she selects the contractor best-suited to provide yearbook services for his/her school. It shall be the principal’s decision as to which firm provides the school’s yearbook services from year to year. Once a contractor has been selected, the yearbook advisor and/or bookkeeper are encouraged to familiarize themselves with the scope of work to ensure that all of the requirements are met and services are provided. Each school is required to maintain a current copy of the Certificate of Insurance and Certificate of Compliance; contact Angela Frederickson in the Purchasing Office for copies. The vendor’s Publication Agreement form (Attachment A) is an industry standard form and has been reviewed and approved for in PWCS, all terms and conditions are compliant for PWCS. It is highly recommended that you review the publication agreement form presented to you when preparing your yearbook order to insure that the publication agreement is “true to form” as indicated on Attachment A. If the publication agreement presented at time of purchase is not, “true to form”, it is recommended that schools print a copy of the Publication Agreement (Attachment A) and provide the vendor with a copy to process your order. Any complaints regarding yearbooks services that cannot be resolved between the Contractor and the School must be documented on the Vendor Compliant Form (Attachment B) and forwarded to the Purchasing Office. Should you have any questions regarding this contract, please contact the Purchasing

Office, Del Brown, 703.791.8741, or via e-mail at brownih@pwcs.edu.

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1. SCOPE OF CONTRACT: Contractor shall provide all necessary parts, labor, tools, materials, equipment and resources as may be required for Yearbook Services in accordance with the General Terms and Conditions and

Special Terms and Conditions and Specifications stated herein.

2. GENERAL REQUIREMENTS: Contractor(s) shall provide any and all supervision, labor, materials,

equipment, documentation, training, technical support and supplies necessary to provide professional yearbook

services in accordance with the requirements identified herein.

2.1. Mandatory Requirements:

2.1.1. Contractor shall provide experienced yearbook representatives; representatives shall collaborate with school personnel on a regular basis to provide workshops, advice on planning and design,

and to provide training sessions, support and answer questions regarding production and

financial matters pertaining to individual services required for the yearbook services.

2.1.2. The Contractor must provide a single point of contact for contract related questions which shall include but not limited to: a local and/or a toll free telephone number, and email address for

PWCS’ yearbook representative. Contractor shall respond to requests/phone calls within two

(2) business days.

2.1.3. Contractor is required to schedule an in-school and on-site consultation whenever deemed necessary by the school. School staff reserves the right to visit Contractor’s site for a simple

tour, to review press runs, to consult with in-plant personnel regarding specifications, etc.

2.1.4. Contractors must include with their proposal, a complete list of additional features and services

which would be available to all PWCS including all discount incentives, if applicable.

2.1.5. Contractor shall provide clear, concise, user-friendly order forms and/or quote sheets, standard sales agreement (herein after referred to as publication agreement) to the school. Said

publication agreement shall provide detailed, itemized specifications and detailed, itemized

pricing for the yearbook. Information provided on said form shall include, but is not limited to, quantity, trim size, number of pages, cover, paper stock, endsheet stock, binding, color

services, design assistance, shipping, correction costs, software, materials submission method, materials due dates/deadlines, incentive discounts, proofs, shipping, etc. It is imperative

that the publication agreement be sufficiently detailed to show the origination of all

costs included in the total.

2.1.6. Contractor shall provide written quotations to the schools Technical Point of Contact (TPOC) for

any changes and/or modifications to the yearbook which will result in additional cost to the school. Contractor shall obtain TPOC’s written approval of changes/modification prior to

performing any work which will incur additional expenses to the school.

2.1.7. Contractor shall provide a schedule for yearbook completion, highlighting critical points in the

process to include but not limited to, deadline dates, yearbook delivery and early order

incentives.

2.1.8. Contractor shall provide a detailed description of company policy and method for handling

overages. Contractor’s shall indicate the cost, if any, for yearbook overages as a result of the printing process or confirm if the overages are provided to the school at no additional charge in

publication agreement.

2.1.9. Contractor shall provide a detailed description of company policy and method for handling adjustments for errors made in the production of yearbooks, including a return policy for

damaged or imperfect books.

2.1.10. Contractor shall provide a package of pre-designed layout templates that includes layout

designs suitable for all sections of the yearbook and with several levels of design complexity.

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2.1.11. Contractor shall provide various methods for schools to prepare and submit pages, end pages and cover materials. Contractor shall provide schools with the option to do their own set-up of

pages and to create pages using Adobe InDesign and Photoshop.

2.1.12. Contractor shall record arrival dates of all material and Contractor shall keep the TPOC informed

on the status/progress of the yearbook.

2.1.13. Contractor shall provide at no cost instructional materials for yearbook production to include but not limited to, croppers, cropping pencils, rulers, picture labels, color guides to spot color,

layout sheets, ladder diagrams, submission envelopes, mailing boxes, etc.

2.1.14. Contractor shall provide at no charge proofs of all pages, end sheets, color and cover. Proofs

must show all page elements (i.e. photo, copy, reverses, overprints, graphics, screens, etc.). Proofs shall be submitted to the school on paper, disk and/or on-line as required by the school.

2.1.15. Contractor shall provide, at no charge, sufficient quantities of yearbook marketing materials (i.e.

to include, but not limited to, posters, flyers, order forms, two-part receipt books, etc.) Materials are to be available in English and Spanish.

2.1.16. Contractor shall provide a toll-free number and website for credit card book sales as required by the individual school. Contractor shall provide a method for tracking sales, money collected,

etc.

2.1.17. PWCS regulations 790-4 and 795-1 do not authorize the disclosure of personal student information (i.e., name, address, etc.) to any vendor. Therefore, student names, addresses, etc.

shall not be provided to any vendor by any PWCS.

2.1.18. Contractor shall maintain the confidentiality of all personal information obtained as a result of

providing services under contract. Personal information includes, but is not limited to, name, address, phone numbers, work/school location, etc. Contractor shall not release, disclose,

sell, distribute, or otherwise use any PWCS staff members’, parents’ and/or

students’ personal information.

2.1.19. Contractor shall comply with PWCS Release of Directory Information regulation (PWCS Reg.

790-4). Contractor is prohibited from utilizing any photograph obtained as a result of providing contracted services for commercial or private advertising purposes.

2.1.20. Contractor shall provide, to each school, a detailed annual report itemizing all orders placed,

delivered and invoiced. A copy of each report shall be provided to the Contract Administrator. Said report shall be provided to the school and the Contract Administrator within 30 days

following submission of final invoice.

2.1.21. Once individual agreements for services and products to be provided have been agreed upon

between the Contractor and the individual school, no changes, including costs, shall be made

without written approval by the school administrator or his/her designee.

2.1.22. The School Administrator reserves the right to cancel any order or portion thereof, without

recourse, if not received as specified. The school shall not be obligated to purchase or pay for materials covered by such contract until they are ordered and delivered unless a deposit or

other prepayment agreement is mutually agreed upon.

2.1.23. Any dispute that may result from the sale, delivery, warranty, design or any other reason

involving the contract will be resolved by the Contract Administrator.

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3. PRICING: The Contractor agrees to provide Yearbook Services for all PWCS schools, current and future, on an “as needed” basis at the firm, fixed prices indicated in the pricing schedules.

4. PAYMENT TERMS: Any payment terms requiring payment in less than 30 days will be regarded as requiring

payment 30 days after invoice or delivery, whichever occurs last. However, this shall not affect offers of discounts

for payment received in less than 30 days.

5. CONTRACTOR INFORMATION:

Taylor Publishing Company d/b/a/ Balfour (ES/MS/HS) Local Sales Rep: Tami Stalcup

1622 Sawgrass Court

Charlottesville, VA 22901 Phone: 877-505-8983

Cell: 434-989-8316 Fax: 877-505-2675

Email: tami@stalcup.com

Website: www.balfourviginia.com

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PRICING SCHEDULE BASIC FULL-COLOR HIGH SCHOOL YEARBOOK

Trim size: 9” x 12”

Paper Stock: 80 lb. text (choice of gloss or matte)

Binding: Smyth sewn by signatures Rounded and backed

Headbands and Footbands

Cover:

160 lb. binding board

Choice of: School-designed process color litho laminate or school-designed silkscreen with 2 applied colors. All standard materials.

Cover proof

Endsheets:

100 lb end sheet stock (choice of color)

Front- printed one color, school design Back- no printing

Color Process Color

Final Submission 2nd Monday in March (or as mutually agreed upon)

Book Delivery 2nd Monday in May (or as mutually agreed upon)

Shipping Included

Estimated

Quantities 208 pages 240 pages 288 pages 320 pages

400 books $32,400.00 $36,000.00 $42,300.00 $45,900.00

800 books $41,400.00 $45,000.00 $51,300.00 $54,900.00

1200 books $48,600.00 $52,200.00 $58,500.00 $62,100.00

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PRICING SCHEDULE BASIC FULL-COLOR MIDDLE SCHOOL YEARBOOK

Trim size: 7 ¾”x 10 ½”

Paper Stock: 80 lb. text (choice of gloss or matte)

Binding: Smith Sewn by signatures

Square backed

Cover:

160 lb. binding board

Choice of: Vendor-designed process color litho laminate or Vendor-designed silkscreen with one applied silkscreen color, choice of base material.

Cover proof

Endsheets: 100 lb end sheet stock (choice of color); No printing front or back

Color: Full Color

Final Submission Last Monday in March (or as mutually agreed upon)

Book Delivery 2nd Monday in May (or as mutually agreed upon)

Shipping Included

Estimated Quantities

64 pages 80 pages 96 pages

400 books $8,010.00 $9,090.00 $10,170.00

600 books $10,350.00 $11,700.00 $13,050.00

800 books $12,600.00 $14,400.00 $16,200.00

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PRICING SCHEDULE

BASIC FULL-COLOR ELEMENTARY SCHOOL YEARBOOK (HARD COVER)

Trim size: 7 ¾”x 10 ½”

Paper Stock: 80 lb. text (choice of gloss or matte)

Binding: Smith Sewn by signatures

Square backed

Cover:

160 lb. binding board

Choice of: Vendor-designed process color litho laminate or Vendor-designed silkscreen with one applied silkscreen color, choice of base material.

Cover proof

Endsheets: 100 lb end sheet stock (choice of color); No printing front or back

Color: Full Color

Final Submission Last Monday in March (or as mutually agreed upon)

Book Delivery 2nd Monday in May (or as mutually agreed upon)

Shipping Included

Estimated

Quantities 64 pages 80 pages 96 pages

400 books $7,200.00 $8,280.00 $9,360.00

600 books $9,540.00 $10,890.00 $12,240.00

800 books $11,790.00 $13,590.00 $15,390.00

PRICING SCHEDULE

BASIC FULL-COLOR ELEMENTARY SCHOOL YEARBOOK (SOFT COVER)

Trim size: 7 ¾”x 10 ½”

Paper Stock: 80 lb. text (choice of gloss or matte)

Binding: Smith Sewn by signatures

Saddle Stitched

Cover: Softcover Choice of: Vendor or school-designed process color litho laminate.

Cover proof

Color: Full Color

Final Submission Last Monday in March (or as mutually agreed upon)

Book Delivery 2nd Monday in May (or as mutually agreed upon)

Shipping Included

Estimated Quantities

64 pages 80 pages 96 pages

400 books $5,580.00 $6,300.00 $7,200.00

600 books $7,560.00 $8,640.00 $9,720.00

800 books $9,540.00 $10,980.00 $12,060.00

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PRICING SCHEDULE FOR UPGRADES AND OPTIONS

COVER

Metallic Material $0.50 per copy

Standard Foil Stamping $0.75 per copy + die charge

Premium Foil Stamping $1.15 per copy + die charge

Overtone Rub $1.25 per copy

Graining $0.50 per copy

Metalique (standard die) $1.50 per copy

PAPER 100# gloss or matte enamel Included high school

$.50 per copy middle school

BINDING Rounded, Backed $0.50 per copy

Headbands/Footbands $0.50 per copy

ENDSHEETS

Printed, Same Front/Back, Black $250.00 per order

Printed, Different Front/Back, Black $350.00 per order

Printed, Same Front/Back, 1 Color $300.00 per order

Printed, Same Front/Back, 2 Color $350.00 per order

Printed, Same Front/Back, Spot Color $400.00 per order

Foil Stamping or Blind Embossing $1.50 per copy + die charge

SPOT COLOR Spot:1 Flat (8 pages) $450 per flat

FULL COLOR Process Color: 1 flat (8 pages) $800 per flat

TIP ONS

Name Stamping $3.75 per line

Name Plates $3.40 per line

Icons (up to 4 stamped, or 2 plated) $3.35 per book

Clear Plastic Protective Covers $1.18 per copy

Autograph Sections (sewn) $0.59 per copy

ADDITIONAL PAGES Additional Pages, full color $187.50 per page

CORRECTIONS COSTS

Copy Changes – school error No charge for school to fix

$60.00 per page for plant to fix

Photo Substitution – school error No charge for school to fix

$10.00 per page for plant to fix

Copy Changes – plant error No charge

Photo Substitution – plant error No charge

MISSED DEADLINES All Color Pages No charge

CREATIVE ART Cover or Page Art Services $45.00 per hour

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PRICING SCHEDULE FOR ADDITIONAL PRODUCTS AND SERVICES

PLANNING

Online Resource Studio No charge

Physical Planning Kit No charge

Physical Production Kit No charge

Customized Marketing Kit Planned

with Adviser to Fit Culture of School No charge

EDUCATION

Copywriting Curriculum No charge

Photography Curriculum No charge

Advanced Design Curriculum No charge

Publishing Software Curriculum No charge

Yearbook Business Manager Kit No charge

MARKETING

Full E-Commerce Website with Order

Management and Tracking

No charge to school

Buyers pay $1.00 processing

3 Flyers Mailed to Home from Plant $2.75 per student

1 Email to Home from Plant No charge

Custom Flyers for School No charge

Posters for School No charge

Online Ad Builder and Custom Flyers

for School No charge

4 Foot Vinyl Banner for School No charge

Yearbook Team T-Shirts 6.00 per shirt

TECHNOLOGY

Balfour StudioWorks Online Java-

Based, Feature-Rich Software No charge

Balfour Tools for Adobe InDesign No charge

NetChek Online Proofing No charge

QR Code Video Channel for Print $40 per code

E-Yearbook Subscription $5 per seat, per entire run

ACCESSORIES

YearZine (16 Page Year in Review) $2.25 per copy

Rewind (8 Page Year in Review) $1.25 per copy

FAST Supplements (5 day TAT) 4 pages start at $3.12 each

Variety of Fundraiser Accessories

Provided Online on Ecommerce Site No charge to school

DISTRIBUTION

Online & On Campus Sales Tracking

Tool Prints Customized Reports No Charge

All Accessories Ordered Online are

Alpha-Packed by Student Name No Charge

ATTACHMENT B

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PRINCE WILLIAM COUNTY PUBLIC SCHOOLS P.O. Box 389, Manassas, VA 20108

Telephone 703.791.8743 – Fax 703.791.8610

COMPLAINT TO VENDOR FORM

Full Vendor Name and Address:

Date:

Vendor Phone Number:

Vendor Contact Person:

Department/School Name: Department/School Contact Person

Print Name:

Department/School Phone Number:

Department/School Fax Number: Signature:

P.O. #:

HOW / WHEN DID YOU NOTIFY THE VENDOR OF THIS COMPLAINT: (Attach Copy of Each Email/Letter Sent to Vendor)

Email Date Telephone Date U.S. Mail Date

SPECIFIC COMPLAINT – (Delivery, Quality, Quantity, Price, etc., be specific):

DEPARTMENT / SCHOOL: (Response or Action Expected from the vendor)

~ For Vendor Use Only ~

VENDOR: State your response below or attach additional sheets(s). (Respond within 7 days after receipt) Fax to the Department / School (fax # above) and PWCS Purchasing @ 703.791.8610.

~ For Purchasing Use Only ~ Date

COPY OF THIS FORM RECEIVED FROM DEPARTMENT / SCHOOL.

VENDOR RESPONSE RECEIVED IN PURCHASING.

COPY OF VENDOR RESPONSE SENT TO DEPARTMENT / SCHOOL.

ACTION TAKEN BY PURCHASING: CONTRACT CANCELED □ VENDOR DEBARRED □

11.8.2012