12-RFP 26-04-02 Photography and Yearbook Services.docx

REQUEST FOR PROPOSAL

Photography and Yearbook Services

RFP #26-04-02

Hutto ISD

April 26, 2026

Hutto Independent School District

REQUEST FOR PROPOSAL

DATE: April 26, 2026

SOLICITATION #: 26-04-02

Photography and Yearbook Services

· Questions must be submitted through Hutto ISD’s electronic bidding system Bonfire.

· Hutto ISD encourages proposers to submit proposals online through Bonfire. However, the proposer has the right to submit, in a sealed envelope, plainly marked with the Name of Proposers, RFP Number, and RFP Title.

· One (1) hard copy marked “ORIGINAL” of the proposal response – ALL hard copies will be scanned in electronically for evaluation. No physical copies will be given the evaluation committee.

· Late, faxed, or e-mailed proposals will not be accepted.

If not submitting in Bonfire, deliver Sealed Proposals to:

Hutto ISD Purchasing Department

RFP #26-04-02

200 College St.

Hutto, TX 78634 Contact:

Todd Robison Director of Purchasing 737-327-5212 Purchasing@huttoisd.net

THIS RFP WILL NOT BE OPENED OR READ PUBLICLY

GENERAL CONDITIONS AND SPECIFICATIONS

1. DESCRIPTION

1.1. Hutto ISD is located in Hutto, TX, a Central Texas community in the greater Austin area. Hutto ISD is known as Hippo Nation, in honor of its unique mascot, the Hippos. The district has one 6A high school, one ninth grade center (which will be built out to become the second high school in 2027), one alternative school, three middle schools, eight elementary schools, and multiple administrative facilities. The school district has approximately 11,000 students and over 1,700 employees. It is one of the fastest growing school districts in Texas. The district will engage with the awarded Vendors in accordance with the instructions, terms and conditions, and requirements/specifications contained in the associated solicitation and any negotiated contract agreement.

1.2. All communication regarding this RFP must be submitted through the Bonfire procurement portal listed in this document. Vendors are reminded that verbal responses or conversations are not binding. All questions and answers will be posted to the Bonfire procurement portal as an addendum to the RFP. Vendors are not permitted to contact any HISD Board of Trustee member, officer, or employee (other than Director of Purchasing, as identified above) during the Proposal Process.

2. GENERAL SCOPE OF SERVICE

OVERVIEW

Hutto Independent School District (Hutto ISD), located in Hutto, TX, is seeking proposals from qualified vendors to provide comprehensive photography and yearbook services across its kindergarten through grade twelve (K-12) campuses. This solicitation is intended to establish a pre-approved vendor list from which individual campuses may engage services. Vendors may submit proposals for photography services, yearbook services, or both. The established vendor list will support the district's ongoing need for professionally produced student imagery and campus yearbooks that meet established quality, consistency, and delivery standards.

2.1 PHOTOGRAPHY SERVICES

Hutto ISD requires professional school photography services that produce high-quality images used for multiple administrative and publication purposes. The images captured must meet the technical and resolution requirements necessary for integration into the district's student information system, student identification card production, and individual and group yearbook photo sections.

2.1.1. General Photography Requirements

The vendor shall provide full-service school photography, including all necessary equipment, staffing, backdrops, lighting, and on-site coordination. Photography sessions shall take place at each campus in a manner that minimizes disruption to the instructional day. The vendor is expected to coordinate directly with campus administrators to schedule picture days, including fall portrait sessions, retake sessions, and any additional sessions required throughout the school year.

Photography services shall include, but are not limited to, the following:

- Individual student portrait sessions for all enrolled students, including students in Little Hippos and pre-K through grade twelve

- Faculty and staff portraits

- Class group photographs, where applicable

- Candid and supplemental photography upon request by individual campuses

- Retake sessions scheduled at each campus following the initial portrait day

2.1.2. Student Information System Integration

All individual student portrait images must be delivered in a format compatible with the district's student information system. The vendor shall be responsible for the following:

- Delivering digital image files that are properly named and formatted to align with the district's data and naming conventions

- Ensuring image files are of sufficient resolution and quality to meet system requirements

- Providing images in a timely manner following each portrait session to allow for prompt upload and record association

- Coordinating with Hutto ISD technology staff to confirm file format, naming structure, and delivery method before each session

2.1.3. Student Identification Card Photography

Photographs used for student identification cards must meet specific technical standards established by Hutto ISD. The vendor shall:

- Capture or provide a designated image crop and resolution suitable for ID card printing

- Coordinate delivery of ID card images separately or alongside student information system images as directed by district staff

- Ensure accuracy of student identification data associated with each image

- Accommodate re-shoots or image corrections necessary for ID card production

2.1.4. Yearbook Photography

Individual and group photographs designed for yearbook inclusion must meet the quality specifications required by yearbook production standards. The vendor shall:

- Provide high-resolution portrait images in formats accepted by the campus yearbook platform or production vendor

- Deliver posed individual portrait images and class group photographs in a consistent, professional style

- Offer clearly organized digital image galleries that are accessible to campus yearbook advisors and staff

- Coordinate with yearbook staff at each campus to confirm specific layout, sizing, and organizational requirements

2.1.5. Ordering, Packages, and Fulfillment

The vendor shall provide a student and family ordering platform that is intuitive, accessible, and supported by customer service resources. Required features and services include:

- A variety of portrait packages with tiered pricing to accommodate diverse family needs

- Online ordering capabilities accessible to families prior to and following picture day

- Options for digital downloads in addition to printed portrait products

- Secure handling and protection of student images and personal data

- Timely delivery of printed portrait packages to the campus or directly to families as selected

- Clear communication to families regarding ordering deadlines, delivery timelines, and customer service contact information

2.1.6. Image Delivery and Archiving

- Deliver all digital image files to the district and campuses within a defined and mutually agreed-upon timeframe following each session

- Maintain a secure archive of student images for a minimum period to support reorder requests and data recovery needs

- Provide access to image archives for authorized district and campus staff throughout the contract term

2.2 YEARBOOK SERVICES

Hutto ISD requires yearbook production services that support campus yearbook programs at the elementary, middle, and high school levels. Each campus has unique needs based on grade configuration, enrollment size, and campus culture. The vendor should offer a comprehensive suite of tools, products, and support resources to facilitate the production of a professionally designed and printed yearbook.

2.2.1. Yearbook Design and Production Platform

The vendor should provide an online yearbook design platform that enables student and staff yearbook editors to create, collaborate on, and submit a finished yearbook for printing. Platform features shall include:

- A web-based design interface accessible from campus and off-site locations

- Pre-designed templates and layout options adaptable to campus style preferences

- Tools for uploading, organizing, and incorporating photographs from multiple sources

- Collaboration features that allow multiple users to work within the platform simultaneously

- Version history, backup functionality, and data security protections

- Customer support and platform assistance available to advisors throughout the production cycle

2.2.2. Customization and Design Support

- Ability to incorporate school colors, mascots, logos, and other campus branding elements

- Options for fully custom cover designs, including hard and soft cover formats

- Personalization features that allow individual students to add custom content to their copy

- Access to a design staff or consultant who can assist campus advisors with layout, design, and production questions

2.2.3. Photography Integration

- Seamless integration with portrait image galleries, including images provided by the district's photography vendor

- Tools for organizing and placing candid, events, and activity photography submitted by campus staff and students

- Automated or assisted index generation for student photograph placement

2.2.4. Proofing and Approval Process

The vendor shall provide a structured proofing process that includes:

- Digital proof review before final print submission

- Clearly defined revision and approval deadlines communicated to campus advisors

- Final approval confirmation process to reduce the risk of printing errors

- Support for advisor review of color accuracy, image quality, and layout consistency

2.2.5. Printing and Delivery

- High-quality offset or digital printing options as appropriate to order size and campus need

- Printing specifications that include cover finish, page count flexibility, and binding options

- Defined production timelines that ensure on-time delivery before campus distribution dates

- Delivery directly to each campus, with packaging and quantities organized for efficient distribution

2.2.6. Pricing and Sales Support

- Transparent pricing structures that reflect order quantity and customization levels

- Online sales portal enabling families to pre-purchase yearbooks throughout the school year

- Tracking tools for yearbook sales that are accessible to campus advisors and administrators

- Provisions for managing additional print orders or reprints where warranted

3. GENERAL VENDOR REQUIREMENTS

All vendors seeking placement on the pre-approved list maintained by Hutto ISD must demonstrate the ability to meet the following requirements:

- Experience providing photography and/or yearbook services to public school districts of comparable size and grade configuration

- Staffing capacity to serve multiple campuses within the district during overlapping scheduling periods

- Liability insurance coverage meeting district requirements

- Compliance with the Family Educational Rights and Privacy Act (FERPA) and all applicable state and federal laws governing student data privacy

- Willingness to execute a data privacy agreement with Hutto ISD before accessing any student data or images

- A designated account representative assigned to Hutto ISD to serve as the primary point of contact

- Responsiveness and professional communication standards throughout the contract term

- Background screening or additional credentialing may be required for vendor staff who will be present on district campuses in accordance with Hutto ISD visitor and volunteer policies.

4. CONTRACT STRUCTURE AND SCOPE OF WORK ADMINISTRATION

Hutto ISD intends to award contracts to one or more qualified vendors to establish a pre-approved vendor list. Individual campuses within the district may retain the authority to select from approved vendors based on campus-specific needs, pricing, and available services, or the district may select vendors after consulting with the campuses. The district does not guarantee a minimum volume of work to any vendor placed on the approved list.

The contract term and any renewal options will be defined within the final contract documents. Vendors placed on the approved list may be required to provide updated pricing, service descriptions, or certifications at the time of each renewal. The district reserves the right to add qualified vendors to the approved list or remove vendors who fail to meet performance expectations during any active contract period.

4.1.

5. TERM OF CONTRACT

5.1. The contract created shall be in effect from approximately July 1, 2026, through June 30, 2030. Dates are subject to change.

5.2. Upon agreement of both parties, the contract may be extended in one (1) year increments for up to an additional two (2) school calendar years with a final contract end date of June 30, 2032.

5.3. All extensions will be an automatic renewal unless one of the parties submits written intention to cancel or amend the award.

5.4. In the event of a default by the Contractor, the District shall have the right to terminate the Contract Award in whole or in part for cause, by written Notice of Termination effective in ten (10) days, unless otherwise specified, after the date of such notice, unless the Contractor, within such ten (10) day period, cures such default, or provides evidence sufficient to prove to the District’s reasonable satisfaction that such default does not, in fact, exist.

5.5. The district shall have the right to terminate the Contract, in whole or in part, for its own convenience and without cause any time upon thirty (30) days prior written Notice of Termination. Upon receipt of a Notice of Termination, the Contractor shall promptly cease all further work pursuant to the Contract Award, with such exceptions, if any, specified in the notice. The district will pay the Contractor, to the extent of funds appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms of the agreement.

6. PRIME CONTRACTOR(S).

6.1. The district may award this project to multiple vendors. However, being an awarded vendor does not guarantee the district or individual campuses will choose to utilize the vendor.

7. EVALUATION, NEGOTIATIONS, AND CONTRACT AWARD.

THIS IS A NEGOTIABLE PROCUREMENT, and as such, award will not necessarily be made to the Proposer submitting the lowest priced Proposal. The district shall accept the Proposal response it deems to be in the best interest of the district through the evaluation process.

Vendors must submit all required attachments inside of Bonfire (unless submitting hard copy response).

8. PROPOSAL EVALUATIONS

1.

1.

1.

1.

1.

1.

1.

1.

7. The review and evaluation of Vendor responses will determine the Provider(s) most capable of delivering the "best overall value" to the district, consistent with the requirements herein and as evidenced by the respondent’s experience in providing the type and scope of services required within this Solicitation.

7. The district will evaluate the RFP submissions, and each Respondent will be ranked based on the published selection criteria. Top ranked respondents may be asked to submit additional information.

All Proposals will be reviewed, evaluated, and ranked by the district based on the criteria and weight of criteria described below and subject to the requirements in Texas Education Code Ch. 44. The evaluations committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this RFP.

Evaluation Results Pricing/Fee Structure (20) Previous history with District (5) Company Stability (5) Extent to which the services meet the district’s needs (50) Reputation, References, Past Performance (20)

The district reserves the right to add, remove or modify the above criteria, and establish additional evaluation points.

Hutto ISD reserves the right to make an award without discussion with any Proposer, after Proposal responses are received. Proposer responses should therefore be submitted on the most favorable terms.

9. POST AWARD NEGOTIATIONS.

The district reserves the right to negotiate terms, conditions, and pricing details with the Proposer after award of the contract and prior to the actual purchase of the product.

10. STANDARD TERMS AND CONDITIONS

10.1. Solicitation shall be governed by the following documents, which are incorporated herein. A copy may be obtained at www.hipponation.org/purchasing or by contacting Hutto ISD Purchasing Dept. staff listed on the cover sheet. Any exceptions to the standard terms and conditions must be included in the Proposer’s response. Texas Education Code 44.031 Purchasing and Acquisition, Hutto ISD Policy CH(Legal) Purchasing and Acquisition, Hutto ISD Policy CH(Local).

10.2. Hutto ISD reserves the right to approve this RFP to best meet the district’s needs to include by line items, group, single, dual, or multiple approvals.

10.3. Hutto ISD is a governmental body subject to the Texas Public Information Act. Responses submitted to Hutto ISD as a result of this solicitation may be subject to release as public information after contracts are executed or the procurement is terminated. If a vendor believes that its response, or parts of its response, may be exempted from disclosure under Texas law, the vendor must specify page-by-page and line-by-line the parts of the response which it believes are exempt. In addition, the vendor must specify which exception(s) to the Texas Public Information Act are applicable and provide detailed reasons to substantiate the exception(s). Vague or general claims to confidentiality will not be accepted. Hutto ISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by vendors.

10.4. NO GUARANTEE OF ORDER

Hutto ISD does not guarantee any products will be purchased from approved vendors during the term of the contract.

11. REQUIRED FORMS

11.1 Completion and submission of required attachments and forms via Bonfire upload. All are included in the “Public Files” tab of Bonfire.

· RFP Questionnaire – Attachment A

· Felony Conviction Notification – Form B

· Deviation Compliance – Form C

· Conflict of Interest Questionnaire – Form D

· Certificate of Residency – Form E

· Anti-Lobbying Notice – Form F

· Non-Collusion Statement – Form G

· Prohibition of Boycotting Energy Companies – Form H

· Suspension and Non-Discriminatory Forms – Forms I & J

12. TAX EXEMPTION.

12.1. Hutto ISD, by law, is exempt from most taxes. Proposer is encouraged to allow for an automated tax exemption, not requiring campuses/departments to request exemption. A current Hutto ISD Tax Exemption Certificate is available at request.

13. PROJECT LOGISTICS.

13.1. The successful Vendor will be expected to provide the appropriate onsite resources at any given time during the implementation based on the current needs of the project. Building access must be approved in advance by Hutto ISD’s team. Members of the vendor’s implementation team shall provide their own laptops.

13.2. The vendor will designate a project manager who will be the primary point of contact with Hutto ISD during the implementation. The project manager will be responsible for all project activities performed by the vendor and the vendor’s team. Although it is not necessary for the vendor project manager to be onsite during the implementation, he or she must be readily accessible via email or phone in order to provide adequate turnaround on Hutto ISD questions or requests.

13.3. The vendor project manager will also participate, in person, in Hutto ISD meetings as needed at the district's discretion, as the vendor’s point of authority for all issues related to the project. The vendor project manager is expected to bring to Hutto ISD’s attention any resource deficiencies.

14. INTERLOCAL AGREEMENTS WITH OTHER SCHOOL DISTRICTS THROUGH THE CENTRAL TEXAS PURCHASING ALLIANCE

14.1 Membership. Hutto Independent School District is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, services and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

14.2 Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by Hutto Independent School District may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.031(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better contract pricing and purchasing terms established by the originating district.

14.3. Adopted Contract Management. The adopting district shall be responsible for the management of the new contract and all payments to the contracted vendor. The originating district shall have no responsibilities under the new contract agreement. Hutto Independent School District is a participating member of the Central Texas Purchasing Alliance. The successful vendor is to state their willingness to provide products and/or services, based upon proposal price, to any participate in the Alliance. Hutto Independent School District shall not be held responsible for any orders placed, deliveries made, or payment for products and/or services by these other entities.

image1.png image2.png