Yearbooks

Gulfport School District
2001 Pass Road * Gulfport, MS 39501
REQUEST FOR PROPOSAL
The Gulfport School District Board of Trustees is seeking a Request for Proposal at the Administration
Office, subject to the attached conditions, until March 24, 2026, at 10:00 AM Central Standard Time for
the acquisition of the products and/or services described below.
Yearbooks
The Company/Vendor must submit Request for Proposals and direct inquiries to:
Gulfport School District
Central Office
ATTENTION: Stacey Penny, CFO
2001 Pass Road
Gulfport, MS 39501
tammy.owens@gulfportschools.org (inquiries only)
OR
Electronic proposals can be submitted at www.centralbidding.com
To prevent unauthorized access, all copies of the Request for Proposal must be sealed in the package. The
following must be clearly typed on a label affixed to the package in a clearly visible location:
PROPOSAL, SUBMITTED IN RESPONSE TO
REQUEST FOR PROPOSAL - YEARBOOKS
March 24, 2026, at 10:00 AM
ATTENTION: Stacey Penny, CFO
The Gulfport School District Board of Trustees reserves the right to accept or reject any part of a request
for proposal, all and any proposals, and waive formalities.
For Gulfport School District Use Only
Date Received Time Received
Received by (Print) Received By (Signature)

Table of Contents
Submission Cover Sheet and Configuration Summary ............................................................................................ 3, 4
Proposal Guidelines and Requirements ............................................................................................................................ 5
Pricing............................................................................................................................................................................... 6
Right to Adjust or Reject Bid Proposals .............................................................................................................. 6
References ...................................................................................................................................................................... 6
Representatives ............................................................................................................................................................ 6
Contract Period ............................................................................................................................................................. 6
Signature ......................................................................................................................................................................... 6
Awarding of Bid/Evaluation ................................................................................................................................ 6-7
Yearbook Specifications ........................................................................................................................................................... 8
Provider Representative ........................................................................................................................................... 8
Technology ..................................................................................................................................................................... 8
Software ........................................................................................................................................................................... 9
Training............................................................................................................................................................................ 9
Kit Materials ................................................................................................................................................................... 9
Cover: Hard or Soft .................................................................................................................................................... 10
Color Pages ................................................................................................................................................................... 10
Endsheets ...................................................................................................................................................................... 10
Proofs .............................................................................................................................................................................. 10
Deadlines ....................................................................................................................................................................... 10
Samples .......................................................................................................................................................................... 11
Marketing............................................................................................................................................11
Production and Delivery....................................................................................................................11
Yearbook Pricing Sheet .......................................................................................................................................................... 12
Request for Proposal Assurances....................................................................................................................................... 13
Request for Proposal Response Checklist....................................................................................................................... 13
Proposal Exception Summary Form ................................................................................................................................. 14
2 Gulfport School District - Request for Proposal: Yearbooks 26-29

Gulfport School District
Request for Proposal
Provide the following information regarding the person responsible for the completion of this request for
proposal. This person is the contact for the Gulfport School District for questions and/or clarifications.
Yearbook Company/Vendor
Organization Name Federal Tax ID Number
Contact Person Phone Number
Physical Address Mailing Address
E-mail Address Fax Number
I hereby declare that the information provided in this request for proposal is active, valid, and a full
disclosure of the requested information. I am fully authorized to represent the organization listed
above, to act on behalf of it, and to legally bind it in a matter related to this request for proposal.
Subject to acceptance by the Gulfport School District, the Company/Vendor acknowledges that, by
submitting a request for proposal and signing in the space indicated below, the vendor is contractually
obligated to comply with all terms of this request for proposal. If no Proposal Exception Form is
included, the company/vendor indicates that there are no exceptions to the proposal being submitted.
The Company/Vendor further certifies that the organization represented here is an authorized dealer
in good standing of the products/services included in this proposal.
Name Title
Signature Date
3 Gulfport School District - Request for Proposal: Yearbooks 26-29

Configuration Summary
In 100 words or fewer, provide a summary of the main components of products/services offered in this
proposal.
4 Gulfport School District - Request for Proposal: Yearbooks 26-29

PROPOSAL GUIDELINES AND REQUIREMENTS
Schedule of Request for Proposal
ACTIVITY DATE
Proposals Opened March 24, 2026 @ 10:00 a.m.
Notification of Award by April 7, 2026
Official RFP documents can be downloaded from Central Bidding at www.centralbidding.com. Electronic
RFP's can be submitted at www.centralbidding.com. Electronic proposals received will be stored in an
electronic lockbox until the designated opening time. For any questions relating to the electronic bidding
process, please call Central Bidding at 225-810-4814.
The proposal submission must be sealed and consist of one (1) complete original (marked) proposal and
two (2) copies of the proposal. Proposals must be mailed or hand-delivered with the following label in a
clearly visible location:
PROPOSAL SUBMITTED IN RESPONSE TO
REQUEST FOR PROPOSAL - YEARBOOKS
March 24, 2026, at 10:00 AM
ATTENTION: Stacey Penny, CFO
Proposals submitted by facsimile (fax) will not be accepted.
Gulfport School District will not be responsible for mail delays or lost mail. Therefore, it is suggested that
mailed proposals be sent as certified mail with a return receipt guarantee.
All proposals must be received by the Gulfport School District's Administration Office no later than March
24, 2026, at 10:00 A.M. Central Standard Time. Any proposals received after the specified date and time
will be returned to the sender unopened.
The proposal must be signed by a company official authorized to bind the organization to its provisions.
Receipt or acceptance of a proposal does not imply commitment or obligation on the part of the Gulfport
School District to fund any bid proposal submitted.
5 Gulfport School District - Request for Proposal: Yearbooks 26-29

Pricing
All prices must be submitted on the pricing sheet included herein. The price quoted in the request for
proposal should be inclusive. Quoted prices should include applicable taxes, transportation, and shipping
fees to the schools, as well as a detailed list of excluded fees with a complete explanation of the nature of
the fees. Gulfport School District is exempt from federal and state taxes.
All requests for proposals should include item unit prices and total prices. Discrepancies between the
unit price included in the proposal and the total price extension will be resolved by considering the unit
price as binding and adjusting the total price accordingly. Gulfport School District reserves the right to
accept proposals based on either the individual line-item or the total bid price, whichever provides the
greatest benefit to the school district. This proposal is not exclusive to only one vendor.
All prices and quotations must be in ink or typewritten. No pencil figures will be permitted. Mistakes are
to be crossed out and corrections inserted adjacent to them, and the corrections are to be initialed by the
person signing the proposal. Also, corrections made with correction tape or fluid are to be initialed.
Right to Adjust or Reject Request for Proposals
The Gulfport School District reserves the right to reject any or all requests for proposals and waive
formalities. Furthermore, Gulfport School District reserves the right to adjust quantities of products
involved under any item in accordance with the unit prices submitted as part of the proposal.
All awards will be based on the availability of funds. Gulfport School District reserves the right to
terminate or modify any part of this procurement process at any time and for any reason; to award one
(1) contract or multiple contracts; to negotiate changes; to make no awards; and to issue new and/or
revised policies and clarifications at any time. If it becomes necessary to revise any part of the request
for proposal, addenda will be provided to all companies/vendors who requested the original request for
proposal packet through written communication delivered by the United States Postal Service and/or by
e-mail.
References
References from two (2) K-12 educational institutions or institutions of higher learning currently being
serviced for which comparable products or services have been provided and/or performed must be
included in the proposal. The reference list must include the organizations' name, contact person,
address, and phone number.
Representatives
Specify the number of representatives available to service this account and the number of visits the
representative will be willing to commit in or to each site.
Contract Period
The vendor agrees to supply the items contained in this request for proposal for the period of July 1,
2026, through June 30, 2029.
Signature
Proposal must be signed.
Evaluation and Awarding of Bid
The District will evaluate every submitted proposal and reserves the right to be the sole judge of which
6 Gulfport School District - Request for Proposal: Yearbooks 26-29

proposal best meets the District's needs. During the course of the Contract, the District reserves the right
to negotiate changes in the scope, including the quantity and/or cost of the required services/equipment
as well as changes in the scope and/or cost of the enhancements offered by the Vendor to the District.
While cost is an important element in the proposal process, many other factors may be considered, and
the award will not necessarily be based on the lowest price. The District reserves the right to consider all
relevant and reasonable criteria in selecting the successful vendor, which may or may not be expressed in
the specifications. After determining that the request for proposal satisfies the mandatory requirements
stated in the proposal documents, Gulfport School District, in its sole discretion, will make a comparative
assessment of the relative benefits and deficiencies of proposals. The award of a contract resulting from
these request for proposal documents shall be based on the lowest and best proposal as determined
solely by the Gulfport School District, after consideration of factors that may include, but not be limited
to, the following:
* Gulfport School District's direct experience with Vendor;
* Vendor's direct experience in the State of Mississippi;
* Vendor's direct experience in the Southeast;
* Vendor's financial standing;
* Vendor's ability to handle additional work;
* Vendor's price;
* Samples submitted; and
* Overall quality and appearance of Vendor's bid packet submission
In no way shall the Gulfport School District or the Board of Trustees be required to justify their decision
or be held accountable to the Vendor in making its award of the contract or its refusal to contract with
any of the parties. The judgment of the value and merit of the bids shall be made solely at the discretion
of the Gulfport School District.
All prospective vendors will be notified of the decision regarding the request for proposal award.
7 Gulfport School District - Request for Proposal: Yearbooks 26-29

Yearbook Specifications
The following specifications define the minimum requirements for an acceptable yearbook. The vendor
is responsible for providing documentation that the yearbook meets the requirements at the time the
request for proposal is opened. Compliance must be in place at the time of proposal opening. Lack of
documentation will constitute non-compliance with the requirements, is considered incomplete, and will
be rejected. Vendors must satisfy themselves, upon examination of these specifications, as to the intent
and meaning of the specification. After submission of the request for proposal, neither party will
entertain any complaint or claim of misunderstanding regarding the items listed in the proposal.
For each listed specification, check whether the products, features, or services you provide meet or
exceed it.
PROVIDER REPRESENTATIVE
MEETS EXCEEDS SPECIFICATION
1. A representative shall be available for the Yearbook Adviser and/or
staff to contact, regarding production progress of material.
2. A representative should be available, upon the Yearbook Adviser's
request, to visit the school and consult with the staff.
3. A local representative will call on the school on a specific schedule
to be determined between the Yearbook Adviser, staff and
representative.
4. A local representative must have the technical capability to assist
the Yearbook Adviser and staff in the production of their yearbooks
in a state-of-the-art manner.
TECHNOLOGY
MEETS EXCEEDS SPECIFICATION
1. Vendor must provide an online page-creation platform that
integrates Adobe software via the Cloud at no additional cost to the
school. School reserves the right to evaluate each company's
software for ease of use, compatibility with school technology, and
maximum creative control.
2. Vendor must provide access to free technical support. Support
should be available by phone at extended evening times and
weekends.
3. Parents should be able to purchase yearbooks and personalization
features on-line.
4. Parents should be able to purchase and create student yearbook ads
on-line.
8 Gulfport School District - Request for Proposal: Yearbooks 26-29

SOFTWARE: Vendor must provide the name and capabilities of the software. The software should be at a
minimum:
MEETS EXCEEDS SPECIFICATION
1. Consistently format each page by setting book-level or section-level
specifications for type, photos, and graphics.
2. Automatically number and renumber pictures and art areas.
3. Easily crop photos with automatic slope calculations.
4. Crop photos without ever placing the cropper on a layout.
5. Import digital images from a digital camera or scanner and
automatically check the file format and resolutions when imported.
6. Quickly and easily import names and tagged subjects from layouts
to master index list, or import a complete student list, then flow
names by grade to portrait page layouts.
7. Use automated portrait page service to add portraits and names to
original layouts from school photographer's photo CD.
8. Create continuous double pages without seams.
9. Provide aviary tool to use for cut out background, selective color,
sharpening photos, and whitening details in photos. Software must
be accessible online without the need for purchasing Photoshop.
TRAINING
MEETS EXCEEDS SPECIFICATION
1. Vendor must provide complete instructions for the preparation of
the yearbook. Instructions may be written or in the form of short
tutorial videos.
2. Vendor shall provide the opportunity for the staff members to
attend training workshops, or shall provide other training programs
for the school.
3. Vendor's representative must provide in-school training to the
adviser and/or staff as needed throughout the year. Training shall
be planned and agreed upon with the Adviser.
4. Vendor will provide curriculum and textbooks (online or hard copy)
for classroom instruction on design, photography, writing, and
marketing for Gulfport High School.
KIT MATERIALS
MEETS EXCEEDS SPECIFICATION
1. All necessary supplies for the preparation of the yearbook are to be
provided, with extra materials provided as needed.
2. The kit shall include all necessary tools and support materials
required to layout, design, fundraise and market the yearbook.
9 Gulfport School District - Request for Proposal: Yearbooks 26-29

COVER: HARD OR SOFT
MEETS EXCEEDS SPECIFICATION
1. School shall have the choice of a custom-designed cover with the
choice of four color lithograph, silkscreen, embossed, or alternate
process, using one or more applied colors to the title, date, and
design.
2. Vendor to provide a custom cover art session (online or in person)
for a minimum of one hour with a graphic artist at no cost to the
school.
COLOR PAGES
MEETS EXCEEDS SPECIFICATION
1. Unlimited use of graphics including: backgrounds, screens, and
ghosted photographs without additional charges.
2. Unlimited number of photos per page.
ENDSHEETS
MEETS EXCEEDS SPECIFICATION
1. Minimum of 100lb stock; four-color printed on white; different
designs on front and back for a high school yearbook.
2. Minimum of 90lb stock; one-color printing on white; different
designs on the front and back for elementary and middle school
yearbook.
3. Proof of end sheet is to be furnished to the school and approved
prior to release for publication.
PROOFS
MEETS EXCEEDS SPECIFICATION
1. Vendor must be able to provide high-resolution .pdf proofs of all
pages for review at no additional cost prior to the submission of
pages.
2. Vendor must be able to provide hard copy proofs of cover and end
sheets without the charge of shipping.
DEADLINES
MEETS EXCEEDS SPECIFICATION
1. Deadlines are to be spaced as evenly as possible from October 1 of
each contract year until the final deadlines are expected. The final
deadlines will be early spring 2027, 2028, & 2029, to allow the
inclusion of spring sports and events.
2. The vendor must allow late deadlines at no additional charge to the
school.
10 Gulfport School District - Request for Proposal: Yearbooks 26-29