ESBD_483951_1770424987488_Addendum 2.pdf
PDF 222 KB Posted
- Attached to
- Commencement Photography Services
- Solicitation number
- 724-2606-JBT
- Issued by
- El Paso County, Texas
About this file
This Addendum 2 document, issued by the University of Texas at El Paso Department of Purchasing and General Services, provides clarifications and revisions to RFP No. 724-2606-JBT for Commencement Photography Services dated February 6, 2026. The addendum addresses ten substantive questions from prospective bidders regarding photography submission requirements, pre-proposal presentation materials, historical event attendance data, and service scope. Key clarifications indicate that Ring Presentation ceremony services are no longer required under this RFP, though pre-commencement events for up to nine colleges remain in scope. Historical context shows the incumbent photographer covered Ring Ceremonies in Spring 2025 (April 10) and Fall 2025 (November 13) with average attendance of 70 students per ceremony, and commencement ceremonies with over 2,000 student participants in both spring and fall 2025. The proposal submission deadline is February 11, 2026, and respondents must electronically acknowledge receipt of this addendum to avoid proposal rejection. James B. Trejo, Procurement Analyst, serves as the primary contact for the University of Texas at El Paso.
The addendum does not disclose specific pricing structures, contract values, or financial terms in the clarifications provided. When questioned about the prior year's rebate or royalty payments and the structure of the previous photography contract, UTEP directed respondents to submit public information requests through the Texas Public Information Act process via tpia@utep.edu, indicating such proprietary financial data is not disclosed in the solicitation materials. The pre-proposal meeting, held on January 27, 2026, included attendance from UTEP departments including Registration and Records, University Events, and Purchasing, along with one representative from Midwest Ventures and one from Flash Photography, suggesting active industry participation in the procurement process.
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UNIVERSITY OF TEXAS AT EL PASO
Department of Purchasing and General Services 500 West University Avenue, Kelly Hall, 3rd Floor
El Paso, Texas 79902 Phone 915-747-5601 Fax 915-747-5932
ADDENDUM 2
DATE: February 6, 2026
REFERENCE: The University of Texas at El Paso Request for Proposal: RFP No.: 724-2606-JBT
Scheduled Revised
Please note the following additions, revisions, clarifications, corrections and/or deletions have been made to the above referenced Request for Proposal.
The University of Texas at El Paso Addendum 2 Page 2 of 3
RFP No.: 724-2606-JBT
Question University Response
1 How many photos are needed for submission? At the minimum number of copies, please see section 3.1, Number of Copies of the RFP
Please provide preproposal presentation with a sign in sheet including a question and answer sheet
Included and attached Pre-Proposal
Please provide the prior year’s schedule of all Ring Presentation ceremonies and University events attended by the incumbent photographer.
Ring Ceremony Spring 2025: April 10, 2025 Fall 2025: November 13, 2025
What is the historical average student attendance for each Ring Presentation ceremony?
Average student attendance for each Ring Ceremony: 70 students
How many students participated (walked) in the commencement ceremonies during the previous academic year?
Over 2,000 students in both Spring 2025 and Fall 2025 ceremonies
Beyond the Ring Presentations, which specific "pre-commencement events" are expected to be covered under the scope of this RFP?
Pre-Commencement events for up to Nine Colleges
Is a tentative schedule available for next year’s Ring Presentation ceremonies? If not, what is the typical frequency and time of year for these events?
Service for Ring Presentation ceremonies are not longer required
What was the total rebate or royalty payment received from the current photography provider during the prior fiscal year?
Please request this information through TPIA:
Pursuant to section 552.234 of the Texas Government Code, e-mailed public information request must be sent to the designated public information e-mail address.
In order submit a valid public information request to The University of Texas at El Paso, Please submit your request to one of the following listed below:
Email: tpia@utep.edu; or Address: Office of the Vice President for Business Affairs The University of Texas at El Paso Administration Bldg., Room 301 500 W. University Ave.
El Paso, Texas 79968 For more information, please visit: https://www.utep.edu/vpba/open-records/index.html
Please provide the structure of the previous photography contract. Specifically, what were the key terms and percentages regarding rebates, royalties, or commission structures?
See response to question 9 above lumName1 Company/Department Title
1 Michelle Rivera Midwest Ventures Manager
2 Cameron Young Flash Photography
3 Ashley Hernandez UTEP/Registration and Records Associate Registrar
4 Nohemi Gallarzo Registration and Records Registrar and AVP for Enrollment Operations
5 María Torres University Events Assistant Director
6 Minerva Caraveo University Events AVP
7 Samantha Pasillas Purchasing Procurement Analyst
8 Cecilia Cantu Humphreys Purchasing Director
9 Benjamin Alvarez Purchasing Director
10 James Trejo Purchasing Procurement Analyst
The University of Texas at El Paso Addendum 2 Page 3 of 3
RFP No.: 724-2606-JBT
ADDENDUMS MAY BE REVIEWED AT MINER MALL SOURCING MANAGER WEBSITE LOCATED AT:
https://adminapps.utep.edu/sourcing/login.html. YOU MUST REGISTER ON THIS WEBSITE TO ACCESS THE
SOLICITATION DOCUMENTS.
****IN THE SUBMISSION OF THESE PROPOSALS, RESPONDENT MUST ELECTRONICALLY ACKNOWLEDGE RECEIPT OF THIS ADDENDUM OTHER WISE THIS PROPOSAL SHALL NOT BE GIVEN CONSIDERATION****
Thank you, James B. Trejo Procurement Analyst
Purchasing & General Services The University of Texas at El Paso 500 w. University Avenue El Paso, Texas 79968-0505 Main: (915) 747-5601 Direct: (915) 747-5488 Fax: (915) 747-5932 Email: jbtrejo3@utep.edu
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