yearbook services handbook...2010/04/19 · pwcs yearbook services contract. the purchasing office...

YEARBOOK SERVICES

HANDBOOK RKS-14029-04

Elementary/Middle/High Schools

(Jostens)

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 ............................................. 12

VENDOR COMPLAINT FORM ................................................................... 15

1

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-14029-04 – Jostens 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 Fredrickson 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 [email protected].

mailto:[email protected]

mailto:[email protected]

2

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.

3

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.

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.

4

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:

Jostens (ES/MS/HS) Local Sales Rep: Jeff Carns

148 E. Broadway

Owatonna, MN 55060 Phone: 703-402-3313

Fax: 952-830-8498 Email: [email protected]

6

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 $28,949.00 $32,309.00 $34,532.00 $37,638.00

800 books $30,715.00 $34,338.00 $41,389.00 $45,099.00

1200 books $37,310.00 $43,655.00 $48,886.00 $52,228.00

Costs for yearbook overages as a result of the printing process are provided to the school at an additional cost of 60% of the book price, per book (example: 400 books, 208 pages = $28,949.00 ($72.37

per book); Overages @ 60% = $43.42 per book).

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PRICING SCHEDULE BASIC FULL-COLOR MIDDLE SCHOOL YEARBOOK

Trim size: 7 ¾”x 10 ½”


Binding: Smith Sewn by signatures

Square backed

Cover:


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)


Shipping Included

Estimated Quantities

64 pages 80 pages 96 pages

400 books $10,320.00 $11,655.00 $13,286.00

600 books $11,820.00 $14,521.00 $16,648.00

800 books $13,881.00 $15,910.00 $21,013.00

Costs for yearbook overages as a result of the printing process are provided to the school at an additional

cost of 60% of the book price, per book (example: 400 books, 64 pages = $10,320.00 ($25.80 per book); Overages @ 60% = $15.48 per book).

8

PRICING SCHEDULE

BASIC FULL-COLOR ELEMENTARY SCHOOL YEARBOOK (HARD COVER)



Binding: Smith Sewn by signatures Square backed

Cover:


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



Shipping Included

Estimated

Quantities 64 pages 80 pages 96 pages

400 books $10,320.00 $11,655.00 $13,286.00

600 books $11,820.00 $14,521.00 $16,648.00

800 books $13,881.00 $15,910.00 $21,013.00


cost of 60% of the book price, per book (example: 400 books, 64 pages = $10,320.00 ($25.80 per book); Overages @ 60% = $15.48 per book).

PRICING SCHEDULE

BASIC FULL-COLOR ELEMENTARY SCHOOL YEARBOOK (SOFT COVER)



Binding: Smith Sewn by signatures Saddle Stitched

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

Cover proof

Color: Full Color



Shipping Included

Estimated

Quantities 64 pages 80 pages 96 pages

400 books $8,503.00 $10,742.00 $12,693.00

600 books $10,773.00 $13,184.00 $14,013.00

800 books $13,066.00 $15,005.00 $17,802.00


cost of 60% of the book price, per book (example: 400 books, 64 pages = $8,503.00 ($21.26 per

book); Overages @ 60% = $12.76 per book).

ATTACHMENT A

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ATTACHMENT A

13

2017 PRINTING TERMS Once this Agreement has been signed by Jostens, Inc. (“Jostens”), it becomes a binding contract between Jostens and the customer named on the front of this Agreement (“Customer”). Any changes to this Agreement must be approved in writing by both parties; provided, that Customer may change the specifications, which may result in changes to the price and/or delivery. SUBMISSION OF AND RESPONSIBILITY FOR MATERIALS: Jostens will provide Customer with instructions and specifications for submitting information and materials (collectively, “Materials”) to Jostens. Materials include, without limitation, content, titles, photographs, videos, designs, drawings, images, artwork, songs, lyrics, recordings, page layouts and other such materials. Customer agrees to submit all Materials in a timely manner and in accordance with Jostens’ instructions and specifications. Late or non-conforming submissions may result in additional charges, missed or delayed deadlines, delayed shipments, and/or rejection of submitted Materials. Customer is responsible for all Materials furnished to Jostens for incorporation in the publication or other product provided by Jostens under this Agreement, regardless of form or medium (the “Publication”). Jostens reserves the right in its discretion to refuse to process, print, reproduce or duplicate Material submitted for incorporation in the Publication, including Material which may reasonably be believed to violate patent, trademark, copyright, license or other proprietary rights or be pornographic or offensive, provided Jostens assumes no duty to make such determination. . Customer represents and warrants to Jostens that Customer has the unconditional and unfettered right to allow Jostens to print, reproduce and/or duplicate all of the Materials and to receive back any returned Materials, and Jostens is hereby authorized to reproduce for and on behalf of Customer and other third parties all of the Materials provided by Customer, in order to produce and/or market the Publication, and that all appropriate licenses or consents have been obtained where applicable. Customer further warrants that the Materials comply with all applicable state, local and federal laws, do not infringe on any trademark, service mark, copyright or any other proprietary right, or any license relating thereto, do not contain any libelous or otherwise actionable statement, and do not otherwise violate the rights of or cause damage or injury to any person. Customer expressly agrees that Jostens, its sales representatives and service providers may use Materials provided by Customer to market the Publication to potential purchasers and to provide information on Jostens products and services to potential purchasers, except where Customer has indicated otherwise in writing or through a Jostens online interface. Jostens will not sell or rent student information to any third party. Please see Jostens’ Privacy Policy at http://www.jostens.com/privacy for more information on Jostens’ privacy practices. Customer grants Jostens a perpetual, royalty-free, fully paid-up right and license to use, reprint, reproduce, digitize and duplicate Customer’s cover design, yearbook pages, and Materials in any manner, form or media now known or later developed, such as in Jostens’ marketing and promotional materials and websites, as samples, in Jostens software applications, and in collections of Jostens yearbooks and yearbook pages. With respect to any artwork created in whole or in part by Jostens, Jostens retains its rights to such artwork, which may only be reproduced with the written consent of Jostens. Customer understands and agrees that all dies, including those for which a charge has been made, remain the sole property of Jostens. This provision shall survive the termination or expiration of this Agreement. ADDITIONAL SERVICES CHARGES: Jostens will charge for Jostens artwork, corrective work or customer copy, customer alterations and non-standard composition, which may result in changes to the purchase price. JOSTENS DIGITAL TOOLS: In consideration of payment of any required license fee, for the term of this Agreement Jostens grants Customer a limited, non-assignable license to use certain of its proprietary local, online, mobile and cloud-based yearbook development software tools, fonts and clip art, apps, websites and environments, including without limitation the Yearbook Avenue portal, YearTech® software, Yearbooker’s Field Kit app, and related materials and updates (all such tools, apps, websites and environments made available to Customer, the “Jostens Digital Tools”), solely for the limited purpose of producing its Publication with Jostens and for no other purpose. Customer and its representatives will comply with any terms of use, license agreements, and other terms or policies applicable to Jostens Digital Tools. Customer acknowledges and agrees that the Jostens Digital Tools and all other materials

supplied by Jostens are proprietary in nature and are owned or licensed by Jostens, and Customer agrees not to copy, duplicate, reverse engineer, or attempt to learn the source code of Jostens Digital Tools, or to rent, share, distribute or provide the Jostens Digital Tools to any third party. Customer is strictly prohibited from providing production materials in whole or in part, including but not limited to the Publication created under this Agreement, created with the Jostens Digital Tools to a third party for printing, digitizing, reproduction or any other purpose. Upon termination or expiration of the relationship between Customer and Jostens, Customer will promptly return any Jostens Digital Tools to Jostens, and destroy and delete any copies of Jostens Digital Tools and any login credentials provided. Certain products of Adobe Corporation or other third parties may be required for use of the Jostens Digital Tools, and Customer acknowledges that Jostens is not obligated to provide training or other support for third-party products. ORDER PROCESSING: If Customer elects to participate in an order processing and management program offered by Jostens (a “Program”), Customer acknowledges and agrees that Jostens or other third parties will act on behalf of Customer to bill students for yearbooks and related products and collect payment from them. Customer acknowledges it has been given materials explaining the Program and understands the Program, and the billing process under that program. DELIVERY: Shipment will be made pursuant to the shipment method and vendor chosen by Jostens, in its sole discretion, and according to terms of the Deadline Schedule established between the parties, provided that Customer sends all materials conforming to specifications and on time according to the Schedule. All freight and insurance charges related to the delivery of all material to and from the school are to be borne by the Contractor, and included in the firm, fixed delivered unit price. Title to and risk of loss for all shipments is F.O.B. Jostens production plant. Due to the printing process, there may be a limited number of copies of the yearbook produced in excess of Customer’s order. Jostens may ship the excess yearbooks to Customer, who may keep and pay for the overages or return them to Jostens for credit. FORCE MAJEURE; WARRANTY; LIMITATIONS: Jostens shall not be liable for delays or losses caused by strikes, accidents, government restrictions, acts of God or other causes beyond its reasonable control, and such delays shall not constitute a breach of contract. Jostens will perform the work in a good and workmanlike manner. EXCEPT AS EXPRESSLY PROVIDED HEREIN, JOSTENS MAKES NO OTHER EXPRESS OR IMPLIED WARRANTIES AND DISCLAIMS ALL IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. BECAUSE SOFTWARE, APPS AND SYSTEMS ARE INHERENTLY COMPLEX AND MAY NOT BE COMPLETELY FREE OF ERRORS, YOU ARE ADVISED TO VERIFY YOUR WORK. IN NO EVENT WILL JOSTENS BE LIABLE FOR INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES INCLUDING, WITHOUT LIMITATION, LOST PROFITS OR BUSINESS INTERRUPTION, HOWEVER FORESEEABLE, ARISING OUT OF THIS AGREEMENT, THE WORK PERFORMED HEREUNDER, THE SERVICES PROVIDED OR THE PRODUCTS PRODUCED HEREUNDER. THE LIABILITY OF JOSTENS, IF ANY, FOR CLAIMS RELATING TO ANY DEFICIENT OR DEFECTIVE SERVICE OR PRODUCT PRODUCED HEREUNDER SHALL BE LIMITED TO THE ACTUAL FEE PAYABLE TO JOSTENS FOR THE DEFICIENT OR DEFECTIVE SERVICE OR PRODUCT HEREUNDER. JOSTENS SHALL NOT BE LIABLE FOR TYPOGRAPHICAL ERRORS, MISSPELLINGS OR OTHER DEVIATIONS OR ERRORS. PAYMENT TERMS: Customer agrees to pay a 40% deposit November 1st (December 1st for CY Customers) and an additional 40% deposit March 1st (April 1st for CY Customers) that will bring the total deposit up to 80% of the base price. Customer will receive a final invoice when the Publication is completed. Final payment is due within thirty (30) calendar days after the final invoice is received. A service charge of 1.5% a month on the unpaid balance (18% annual percentage rate) or the maximum allowed by local law will be assessed for late payment. All payments and checks must be made payable to and sent directly to Jostens, Inc., 21336 Networks Place, Chicago, IL 60673-1213.

All contracts must be mailed to Jostens, Inc., 4000 SE Adams Street, Topeka, KS 66609.

ATTACHMENT A

14

TAXES: Applicable sales taxes will be charged unless evidence of tax exemption is furnished prior to invoicing. A number of states do not exempt schools from the requirement to collect sales tax on sales. It is Customer's responsibility to collect and remit sales tax on its distribution or resale of yearbooks based on sales tax regulations in its state, including the tax on any yearbook sales Customer directs Jostens to collect on-line (other than through the Program as described above or direct sales between Jostens and any third party in which Customer is not otherwise a party thereto). Where Jostens accepts orders on a school’s behalf and collects applicable sales taxes on such orders, Jostens may, at Jostens’ option, remit taxes collected on such orders directly to the taxing authority. MISCELLANEOUS: The person signing this Agreement represents that he/she is fully authorized to execute this Agreement on behalf of Customer. Jostens may use its corporate affiliates as subcontractors to perform obligations under this Agreement. Customer understands that this is a binding Agreement between the parties hereto for the term specified in the Agreement, and represents that it has all necessary power and authority to execute this Agreement. This Agreement, including the pricing and schedule set forth herein, as well as the Contract entered into between the parties on March 11, 2014, which has been extended until March 31, 2018 by way of this Agreement, and any additional or changed specifications agreed upon by the parties related to the products manufactured by Jostens under this Agreement which shall automatically be incorporated by reference into this Agreement, represents the entire agreement between the parties. In the event that after the date hereof Customer submits purchase orders or other written instructions that contain any terms or conditions, those terms and conditions shall be of no force and effect. The parties are independent contractors; nothing herein contained shall in any way constitute a partnership between, or joint venture by, any of the parties hereto.

ATTACHMENT B

15

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

yearbook services handbook...2010/04/19 · pwcs yearbook services contract. the purchasing office...

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