Division Photographic Services

The vendor is required to provide division photographic services for include the secure storage and archival of photos and removal and disposal of old photos, following division direction.
- Student information system (SIS) software compatibility:
• Student pictures will display in students records in the admin system if they are PNG or jpg.
• Student pictures will display in students records and, in the attendance and seating plan screen in classroom manager if they are PNG or jpg.
• Student pictures will display and print in report builder reports if they are PNG or jpg.
• Student pictures will display and print in print lists.
• Each student's photo must be named using the student’s number. each school will provide the successful proponent with a report indicating the student’s name and number.
• Photo records for staff must be labeled with employee number and in a compatible format as noted above.
• A report indicating names and employee numbers will be provided to the successful proponent.
• Staff services will mirror the student requirements but include id cards that will need to be done on an ongoing basis, i.e., new hires, etc.
- Student enrollment data
• The combined total of enrollment numbers from September 2025 for both primary school (grades k-8) and secondary school (grades 9-12) students is just over 28,000.
• Enrollment breakdown to assist proponents in assessing potential numbers for photo preparation and overall scope of pictures.
• There are also approximately 3,300 staff who will need photos taken annually and/or as required, i.e., new hires.
- Timelines for staff/student photos:
• Staff photos are taken the last week of august each year and student photos taken the first few weeks in September.
• Id cards for collegiate and secondary schools are a priority as these are needed for a bus pass and extra-curricular activities discounts.
• Id cards need to have student id in bar code on back for scanning.
• The exact date and timeline will be finalized with selected proponent; these dates are to give the base expected guideline.
• Photo distribution/delivery must be completed by the end of October this is including staff composite photos for schools as well.
• Student id cards should arrive included inside the proof packages.
the ordering process must be available by phone and online for parents/caregivers.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 23, 2025