Photography Services

The vendor is required to provide that photography services for county high school’s students.
- Provide including but not limited to the following: taking formal student and staff portraits, team sports, and club photos, coverage of sporting and other school events such as prom, homecoming, etc.,
- Provide every student with a price list that clearly identifies packages available for purchase and disclose clearly that school pictures are a fund-raising activity, generating funds for the school.
- The literature shall also state that the parent or legal guardian may purchase the minimum package, if desired.
- The successful offeror may offer additional products and picture packages, but they must be approved annually by the principal or designee as part of a renewal of contract
- A list of additional products and packages and any costs to the school or the student/families shall be clearly stated.
- The successful offeror must provide three (3) authorized sales methods: pre-pay, online sales, and speculation sales.
- The successful offeror must provide three (3) authorized sales methods: pre-pay, online sales, and speculation sales.
• Online sales – Provide an option for online purchases.
• Pre-pay – A flyer shall be sent home with package contents, prices and order form; the parents and guardians indicate their selection and return with payment on the day of scheduled photography.
• Speculation sales – Where speculation sales are offered, a written agreement must be maintained by the successful offeror and the principal; the agreement shall indicate the package contents and cost and the means the successful offeror will provide to have all picture funds removed from the school each day
- It shall be acceptable to provide no cost items to the school; however, the products must be approved as part of the contract.
- At minimum the following should be provided at no cost:
• Minimum of two (2) photographs of each student.
• Minimum of one (1) photograph of every faculty and staff member.
• A mechanism used for secure electronic file transfer and updates, with all pictures taken for use by the school in creating yearbooks, identification cards, etc. shall be provided.
- Student id badges may be offered to the school.
- The successful offeror shall return the picture packages to the school for distribution or mail the picture to the student’s homes within thirty (30) days of the date pictures are taken.
- The successful offeror must provide timely refunds or retakes upon request
- Make-up picture dates will be provided as determined by consultation with school principal or designee
- All pictures and picture packages shall be unconditionally guaranteed by the successful offeror.
- All posters and advertisements will be furnished by the successful offeror at no additional cost to the school.
- The successful offeror shall provide the school, within fifteen (15) business days, a printout or other verification of the orders taken on picture day to enable the school to verify the amount of the commission check(s).
- The successful offeror shall offer as a minimum the following commissions on pre-pay sales:
• 40% commission – all undergraduate/student pictures
• 20% commission – senior portraits
• 20% commission – all other photography services rendered to the school during the year.
- For all types of sales, the successful offeror will be required to provide a means of removal of all funds for the purchase of pictures on a daily basis.
- No money is to remain at the school building overnight and the school is not required to receipt the funds.
- Provide extensive details in their proposal regarding the specific procedures that will be undertaken to ensure school personnel do not maintain funds overnight.
- Underclassman photography
• The successful offeror shall provide picture packages with a reasonable range of prices and with various options.
• Packages will include the picture, sizes, quantities, and price of each package.
• For ease of distribution at the school, packages must have positive identification.
• Typically, this is accomplished using student name, grade and course/class number.
• The successful offeror shall provide completed packages within thirty (30) days of the pictures being taken.
- Senior portraits
• The successful offeror shall provide a letter that will explain the senior portrait program and mail it to rising seniors during the summer.
1.  The letter will be prepared by the successful offeror and approved by the principal or designee before mailing.
2. The letter must include a statement that the seniors may use another photographer, but a glossy print in formal wear must be submitted to the yearbook staff by November 1 of each year
3. The successful offeror must notify each senior by letter of his/her sitting date and time, which will occur before august 15th of each year of the contract.
4. Make-up dates must occur by early October.
5. The successful offeror must provide local access to seniors who miss both the summer and make-up photo sessions.
• Students shall be photographed in current formal wear and/or drapes supplied by the successful offeror.
• Sitting fees and proofs:
1. Environmental or other poses may be an optional offering, but at no additional sitting fee.
2. Successful offeror must provide students the option of a formal wear portrait for the yearbook with no sitting fee.
3. For the purpose of providing a lower package price to students, at least one senior portrait option must include a non-refundable sitting fee of no more than five dollars ($5).
4. Other options may also be offered, but the maximum sitting fee that may be charged to a student is $25.
5. The sitting fee charged shall be deducted from the price of any package purchased.
6. The sitting fee received by the successful offeror will not be calculated into the gross picture sales figure for the purpose of commissions and is not subject to reimbursement.
7. Successful offeror must specify in their proposal the number of proofs each senior will receive.
8. The minimum poses shall be four (4) formal attire, four (4) casual attire, and four (4) cap and gown
9. Successful offeror must mail all senior portraits to the senior’s home within thirty (30) days of the pictures being taken.
10. Successful offeror should discuss in their proposal options for sitting times and locations for senior portraits.
• All collections of money will be handled by the successful offeror or their designated representative on site.
• A print-out of orders taken and amounts received from each student shall be provided to the school no later than 15 days after services are rendered.
•  All work must be unconditionally guaranteed: all portraits completely retouched, and all annual prints retouched, as needed and requested.
• The successful offeror shall establish and maintain communication with the yearbook advisor at the school.
• Close contact shall be maintained concerning picture needs and adherence to scheduled deadlines since schools may elect a spring or summer delivery of yearbooks, and deadlines vary
• Via a mechanism for secure data transfer, black and white and color images of the seniors in formal wear and drape must be provided for the yearbook by November 1st of each calendar year.
• A copy of the students’ pictures shall also be provided upon request for yearbook purposes by November 1st of each calendar year.
- Cap and gown picture program
• Seniors must be offered the opportunity to have a formal cap and gown picture taken. caps and gowns in traditional school colors must be provided by the successful offeror.
•  A maximum sitting fee of $5 may be charged for a minimum of four poses.
• The sitting fee received by the successful offeror will not be calculated into the gross picture sales figure for the purpose of commissions and is not subject to reimbursement.
• Proofs shall be provided for students prior to ordering.
• The successful offeror shall specify the price for this picture, with a minimum commission rate of 20%.
• A date for this picture will be established with the school principal at the beginning of each contract year.
• The successful offeror shall mail purchased packages within thirty (30) days.
- Activity/sports/club pictures
• The successful offeror shall provide the schools with sports pictures desired by the school, such as program pictures, yearbook, etc.
• The successful offeror shall provide sports candid at one game per sport per season.
• The successful offeror must be able to coordinate this service with the principal, designee, and athletic director.
• Any cost to the school for activity/sports/club pictures shall be specified, including offeror’s time listed in day, half-day, and hourly increments, must be specified in the RFP.
• This cost shall be billed to the school and not deducted from the commission to be paid to the school.
• These pictures may be provided to the school, if requested, via a mechanism for secure data transfer, at no additional charge.
• The delivery of these picture packages purchased by students shall be delivered within thirty (30) days of the pictures having been taken.
• Pricing and package of sports team members and group or team shall be included in the offeror’s response.
• Successful offeror shall provide a package that contains one 8” x 10” of the team/group.
- Dance pictures
• The successful offeror must be able to provide the schools with dance program pictures desired by the school.
• The successful offeror shall be in attendance to take pictures of couples and candid shots for the homecoming dance, prom and other such dances as specified by the school.
• A promotional flyer for each student to be in attendance and posters specifying prices and packages must be provided by the successful offeror prior to the dance.
• Pictures shall be on a prepay basis at the dance and processing of payments shall be handled by the successful offeror or designated representative.
• There should also be an option for purchasing pictures online after the event.
• The delivery of picture packages purchased by students shall be mailed to students within thirty (30) days of the pictures having been taken.
• Unless otherwise stipulated, the school will provide the backdrop for the pictures.
• Dance sponsors must coordinate all information concerning these programs with the successful offeror in a timely manner.
- graduation group pictures
• The successful offeror shall provide to graduates, on a prepay basis, a senior class group picture (i.e., size 8” x 20”) with school name and year.
• Successful offeror shall state in the proposal the price of this picture, and any mailing/handling charges, if applicable.
• Pictures must be delivered prior to graduation or mailed directly to the student’s home within 30 days of the sitting.
- Graduation ceremony program
• Prior to graduation, a printed flyer shall be distributed by the successful offeror through the school to each parent advising them that all students will be photographed as they receive their diplomas.
• Successful offeror shall state in the proposal the variety of sizes available and the prices proposed for the service.
• Packages shall be mailed directly to students’ homes by the successful offeror within three weeks after the graduation exercise.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 13, 2025