4-A02 2026 School Photography scope.pdf

1.0 Scope of Work

Student Photography Services – Districtwide

1.1 Purpose

St. Louis Public Schools (SLPS) seeks to establish a districtwide agreement with a qualified student photography provider to deliver comprehensive student photography services for all SLPS schools. The selected vendor must demonstrate the capacity to service a large, urban school district and support consistent, high-quality photography services across all grade levels.

1.2 District Coverage Requirements

The photography provider must have the operational capacity to service all SLPS schools, currently consisting of 60 or more locations, including but not limited to:

1.2.1 High Schools

1.2.2 Middle Schools

1.2.3 Elementary Schools

1.2.4 Early Childhood Centers

The provider must be able to accommodate varying student enrollment levels at each site without limitation or surcharge based on school size.

1.3 Scope of Services

The selected vendor shall provide all labor, materials, equipment, and coordination necessary to deliver student photography services, including but not limited to:

1.3.1 Individual student portrait photography for identification and yearbook purposes

1.3.2 Staff photography, when requested by the District or individual schools

1.3.3 Retake days and make-up photography as required

1.3.4 Image processing, editing, storage, and secure digital file delivery

1.3.5 Timely provision of digital images to SLPS in District-specified formats

All photography services must be scheduled in coordination with school administrators to minimize disruption to instructional time.

1.4 Parent Purchasing Model

1.4.1 Parents and guardians shall purchase student photo packages directly from the photography provider.

1.4.2 The vendor shall provide and maintain a secure, web-based online ordering system accessible via mobile and desktop devices.

1.4.3 The vendor shall be responsible for all payment processing, customer service, order fulfillment, and direct distribution of photo packages to families.

1.5 Yearbooks

1.5.1 Parents and guardians shall purchase yearbooks directly through the photography provider’s online system, where applicable.

1.5.2 The vendor shall coordinate yearbook photography requirements, timelines, and specifications with each school and the District, as required.

1.6 District Billing and Financial Terms

1.6.1 Under normal operating conditions, SLPS shall not be billed for student photography services.

1.6.2 The only exception shall be designated situations in which minimum participation thresholds are not met.

1.6.3 The vendor must clearly identify in its response:

• Minimum participation thresholds

• Circumstances that would trigger District billing

• Associated costs and pricing methodology

All thresholds and conditions must be clearly defined and subject to District review and approval.

1.7 Performance Standards and Vendor Responsibilities

The vendor must demonstrate:

1.7.1 Experience providing student photography services to large K-12 school districts

1.7.2 Adequate staffing and logistical capacity to meet districtwide scheduling demands

1.7.3 Reliable customer service support for parents, schools, and District staff

1.7.4 Compliance with all applicable student data privacy, confidentiality, and security requirements

1.8 Term of Agreement

1.8.1 The initial term of the agreement shall be three (3) years / thirty-six (36) months.

1.8.2 Continuation of the agreement is contingent upon satisfactory vendor performance.

1.8.3 SLPS reserves the right to evaluate vendor performance throughout the contract term and to terminate the agreement for cause in accordance with District policy and applicable law.

2.0 Minimum Qualifications

Respondents must meet all minimum qualifications to be considered responsive. Failure to meet any requirement may result in disqualification.

2.1 Firm Experience

2.1.1 The vendor must have a minimum of five (5) years of experience providing student photography services to K–12 schools.

2.1.2 Demonstrated experience servicing large, multi-school districts with diverse grade levels (early childhood through high school) is required.

2.1.3 Experience working in urban public school districts is strongly preferred.

2.2 Operational Capacity

2.2.1 The vendor must demonstrate the operational and staffing capacity to service 60+ schools districtwide within established academic calendars and timelines.

2.2.2 The vendor must be able to provide multiple photography teams simultaneously as needed to meet District scheduling requirements.

2.3 Technology & Online Systems

2.3.1 The vendor must provide a secure, web-based online ordering and payment system for parents and guardians.

2.3.2 The system must support photo package purchases, yearbook purchases (if applicable), customer service inquiries, and order tracking.

2.4 Financial Model

2.4.1 The vendor must operate under a parent-direct purchase model.

2.4.2 The vendor must clearly disclose all minimum participation thresholds and any circumstances under which SLPS may incur costs.

2.5 Compliance & Legal Standing

2.5.1 The vendor must be a legally registered business in good standing.

2.5.2 The vendor must not be debarred or suspended from doing business with any public entity.

2.5.3 The vendor must comply with all applicable federal, state, and local laws, regulations, and SLPS policies.

3.0 Evaluation Criteria

Responses will be evaluated by SLPS based on the criteria outlined below. SLPS reserves the right to request clarifications, conduct interviews, or request additional information.

3.1 Evaluation Factors

Criteria Description Weight Firm Experience & Qualifications

Demonstrated experience with large K-12 districts and student photography 35%

Operational Capacity & Staffing Ability to service all SLPS schools efficiently and reliably 30%

Technology & Online Ordering System Ease of use, security, customer service functionality 10%

Financial Model & Threshold Transparency

Clarity of parent-pay model and District cost protections 15%

References & Past Performance Quality of references and prior district performance 10%

Total: 100%

3.2 References

Vendors must provide a minimum of three (3) K–12 public school district references, including at least one district comparable in size and complexity to SLPS.

4.0 Insurance Requirements

The selected vendor shall, at its own expense, procure and maintain insurance coverage acceptable to SLPS, including but not limited to:

4.1 Commercial General Liability – minimum limits of $1,000,000 per occurrence / $2,000,000 aggregate

4.2 Workers’ Compensation – statutory limits as required by Missouri law

4.3 Automobile Liability – if applicable, minimum $1,000,000 combined single limit

Certificates of Insurance naming St. Louis Public Schools as an additional insured must be provided prior to contract execution and maintained throughout the term of the agreement.

5.0 Background Check Requirements

5.1 All vendor employees, contractors, and agents who will have contact with students or access to school facilities must successfully complete criminal background checks in accordance with SLPS policy and Missouri law.

5.2 SLPS reserves the right to require re-screening at any time during the contract term.

5.3 Failure to comply with background check requirements shall be grounds for contract termination.

5.1 All vendor employees, contractors, and agents who will have contact with students or access to school facilities must successfully complete criminal background checks in accordance with SLPS policy and Missouri law.

5.2 SLPS reserves the right to require re-screening at any time during the contract term.

5.3 Failure to comply with background check requirements shall be grounds for contract termination.

6.0 Student Data Privacy & Confidentiality

6.1 The vendor shall comply with all applicable student data privacy laws, including but not limited to FERPA, state privacy laws, and SLPS data governance requirements.

6.2 Student images, names, and identifying information shall be used solely for the purposes of fulfilling this contract and shall not be sold, shared, or repurposed.

6.3 The vendor must maintain appropriate administrative, technical, and physical safeguards to protect student data against unauthorized access or disclosure.

6.4 Any data breach or suspected breach must be reported to SLPS immediately in accordance with District incident response requirements.

7.0 Term of Agreement

7.1 The initial term of the agreement shall be 1 year with options for 2ea 12 month extensions.

7.2 The agreement is subject to ongoing performance review.

7.3 SLPS reserves the right to terminate the agreement for cause or convenience in accordance with District policy.