Graduation_Photography,_Videography,_and_Livestreaming_Services_(Addendum_#1_Revision).pdf

RFP #2603AF

GRADUATION PHOTOGRAPHY, VIDEOGRAPHY, AND LIVESTREAMING SERVICES

To be used by multiple campuses and departments.

Issued by:

Alkisha Fletcher

Email: f2362467@katyisd.org

Katy ISD Purchasing Department

URL: https://www.katyisd.org/purchasing/home

Phone: (281) 396-6260

Submittal Deadline

Date: Monday, November 2, 2026 at 2:00 pm https://www.katyisd.org/purchasing/home

TABLE OF CONTENTS

Items below represent components which comprise this solicitation package. Respondents are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, please notify Alkisha

Fletcher immediately.

1. NOTICE OF INTENTION

2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS

3. SPECIAL TERMS AND CONDITIONS

4. SCOPE & SPECIFICATIONS

5. EVALUATION & AWARD OF RFP

6. EVALUATION CRITERIA

7. PRICING / DELIVERY INFORMATION

8. COST PROPOSAL

9. PROPOSAL QUESTIONNAIRE

10. Attachments

1. NOTICE OF INTENTION

Katy Independent School District (“Katy ISD” or the “District”) is issuing this Request for Proposals (RFP) for the procurement of Graduation Photography, Videography, and Livestreaming Services, in accordance with Texas Education

Code § 44.031(a)(3). For information regarding the RFP process, contact the Purchasing Department at (281) 396-6260.

The initial term of this contract will be for one (1) year. The first year of contract shall be from 11.16.2026, through

11.15.2027, with the option to renew annually for up to an additional four (4) years, provided any subsequent renewal is agreed to in writing by both parties.

If all renewals are exercised, the contract term for vendors awarded under this solicitation, shall end on 11.15.2031.

Interested vendors should respond to this RFP and submit responses to Katy ISD for consideration.

Non-Electronic Bidding

Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77494.

2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS

2.1. Description

Please read this entire RFP document and specifications carefully. Respondent must complete all forms and submit their response with all appropriate attachments.

2.2. Request for Proposals (RFP) Documents

It is the responsibility of the vendor submitting a response to make certain that the Katy ISD OpenGov System has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda, or other critical information.

2.3. Tentative Timetable

Katy ISD anticipates following the timetable listed below for this solicitation:

Item Activity Date & Time

(all times listed as CST)

1 Solicitation starts to advertise (1st run)

Sunday, October 4, 2026

2 Solicitation starts to advertise (2nd run)

Sunday, October 11, 2026

3 Pre-Proposal

Conference

Wednesday, October 7, 2026 at 9:00 am -https://teams.microsoft.com/meet/277357576129558?p=5hAhPCbV4XUBwMkNIQ

4 Deadline for Questions Monday, October 19, 2026 at 2:00 pm

5 Deadline for submission of responses

Monday, November 2, 2026 at 2:00 pm

6 Demonstrations /

Interviews

TBD- Education Support Complex

7 Anticipated Board

Meeting Approval

N/A

The table above is only an estimate and may vary.

2.4. Requirements for Responses

A. Respondents must submit solicitations by Monday, November 2, 2026 at 2:00 pm (CST). Please refer to the

“Special Terms and Conditions” section to ensure that you submit all required information in the Katy ISD

OpenGov System.

B. Katy ISD does not accept responses after the due date and time.

2.5. Rights Reserved by Katy ISD and Restrictions on RFP Process

A. Katy ISD reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended

Request for Proposals.

B. Katy ISD further reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with Katy ISD. Katy ISD may make multiple awards, and this fact should be taken into consideration by each vendor.

C. Katy ISD assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a response, any amendments, or addenda; participating in bid conferences, negotiation sessions, or discussions; or any other costs incurred by vendors prior to award of a contract pursuant to this RFP.

D. Katy ISD reserves the right to reject any and/or all responses, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interests of the School District. Katy ISD further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s response or any parts thereof. Katy ISD further reserves the right to waive any formalities or technicalities if deemed in the best interest of the School District.

E. Katy ISD reserves the right to be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this

RFP.

F. The District may elect to issue supplemental solicitations and award additional vendors for the same or similar items/services during the contract term, if it is determined to be in the best interest of the District.

Supplemental solicitations will have the same solicitation number followed by an alpha character (i.e., Proposal

XXXX-A). Vendors that have responded successfully to the original or a supplemental solicitation do not have to respond to other supplementals.

2.6. Questions and Clarification

A. Questions regarding the requirements specified in this solicitation must be submitted within the Katy ISD

OpenGov System before Monday, October 19, 2026 at 2:00 pm.

B. Katy ISD will not answer verbal questions; any responses to a prospective vendor’s questions will be posted within the Katy ISD OpenGov System.

3. SPECIAL TERMS AND CONDITIONS

3.1. Description

This portion of the RFP includes instructions on the format vendors must follow in preparing and submitting their responses. It further identifies how questions should be raised and will be addressed.

3.2. Compliance with Terms and Specifications

Vendors are required to respond to all requests identified in this RFP and indicate their acceptance or objection to the terms of the RFP. Any exceptions to the terms, conditions and/or specifications shall be conspicuously noted by the

Vendor in writing on the provided deviations form and shall be included with the response. Each vendor, by submitting a response, represents that they have read and understand the RFP.

3.3. Required Response Format

Responses should be direct, concise, complete, and unambiguous. Please ensure that you respond to all documents and attachments in this RFP.

3.4. Interpretation

This solicitation represents the basis for any award and supersedes all prior offers, negotiations, exceptions, and understandings (whether orally or in writing). Submitted responses should be self-explanatory and should not require any clarification or additional information.

3.5. Submission Deadline

Proposals shall be received no later than the submittal day and time deadline in the Katy ISD OpenGov System. No provisions or exceptions are made for late submissions due to the actions or consequences of the Vendor or a third-party. Any responses received after the submittal deadline date and time will be disqualified.

3.6. Submission Format

Katy ISD will accept bids and proposals submitted online via Katy ISD OpenGov System. Faxed or emailed proposals will not be accepted.

Non-Electronic Bidding

Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77493.

3.7. Vendor Information

The Vendor is responsible for ensuring that Katy ISD has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda or other critical information.

3.8. Addendum

Any interpretations, corrections, additions, or changes to this RFP will be communicated to vendors by the issuance of an addendum. All vendors shall comply with the requirements specified in any addendum issued by Katy ISD. It is the responsibility of the Vendor, prior to submitting their response, to determine whether an addendum was issued.

3.9. Disqualification

A Vendor may be disqualified before or after the responses are unsealed, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage. Additionally, responses submitted without all specified required components may not be considered and may be disqualified.

3.10. District Locations

School District locations may be added or removed based on District need as determined by Katy ISD during the contract period. A list of the current campus/facility addresses may be found at https://www.katyisd.org/district-maps.

3.11. No Return of Responses; Withdrawal of Responses

Once submitted, Katy ISD will not return responses to vendors. A Vendor may withdraw their response that has been submitted in the Katy ISD OpenGov System prior to the submittal deadline.

3.12. Open Records Policy

CONFIDENTIAL INFORMATION: If a Respondent submits any information considered to be proprietary, trade secret, or otherwise confidential, the Respondent must identify all such information in the bid by conspicuously noting in writing on the provided Confidentiality Form and shall be included with the response. If the Respondent fails to identify confidential information as set forth in this paragraph, it agrees that by submission of its response that the entirety of the response shall be deemed non-confidential and non-proprietary and shall be made available to the public upon request. All responses and parts of responses which are not marked as confidential will automatically be considered public.

Respondents should consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other confidential or proprietary information before submitting a response. Katy ISD assumes no liability or responsibility for release of any information not properly identified and documented as confidential pursuant to the requirements set forth herein.

In the event Katy ISD receives a request for portions of a response marked as “Confidential Information” as specified above, Katy ISD shall forward such request to the Office of the Texas Attorney General for an opinion on whether such information may be withheld from disclosure under the Texas Public Information Act. Katy ISD will notify Respondent whose response is the subject of the request when the information is forwarded to the office of the Attorney General.

Katy ISD assumes no obligation for asserting legal arguments on behalf of Respondent. Respondents are advised that

Katy ISD is obligated to comply with the decision of the Attorney General, including any such decision calling for the release of information marked as “Confidential Information” by a Respondent.

3.13. Responsible Vendor

A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.

3.14. Responsive Submissions

Submissions shall be deemed responsive if it meets or exceeds the provisions of the bid solicitation, including specifications and/or scope of work.

https://www.katyisd.org/district-maps

3.15. Demos/Interviews

Katy ISD reserves the right to create a short list of vendors based on factors listed in the evaluation criteria. Interviews may be scheduled with short listed vendors. Should the evaluation committee decide to interview or conduct demos the date, time and location will be announced.

3.16. Environmental Initiatives

Katy ISD is committed to reducing waste and promoting energy conservation. Toward that end, vendors responding to this solicitation are encouraged to provide their company’s environmental policy and green initiative.

3.17. Similar Products

Whenever an article or material is defined by Katy ISD in this solicitation by describing a proprietary product or by using the name of a manufacturer or brand name, the term “or equal” if not inserted shall be implied (as applicable). The specified article or material shall be understood as indicating type, function, minimum standard of design, efficiency and quality desired and shall not be construed as to exclude other manufactured products or comparable quality, design and efficiency (as applicable).

4. SCOPE & SPECIFICATIONS

4.1. Request for Proposals Defined

The intention of this Request for Proposals (RFP) is to solicit responses for Graduation Photography, Videography, and

Livestreaming Services. Katy ISD is utilizing the Request for Proposals (RFP) method for the procurement of this service in accordance with Texas Education Code Section 44.031 Purchasing of Contracts, Subsection (a)(3) Request for

Proposals. For information regarding the RFP process, contact the Purchasing Department at (281)396-6260.

Interested vendors should respond to this RFP and submit responses to Katy ISD.

4.2. Scope of Work

It is the intention of Katy ISD to request sealed proposals for RFP #2603AF Graduation Photography, Videography, and

Livestreaming Services.

Katy Independent School District ("District") is seeking qualified vendors to provide comprehensive graduation photography, videography and livestreaming services for all District graduation ceremonies. The awarded vendor shall provide professional photography, videography and livestreaming services personnel, equipment, image processing, online ordering capabilities, customer support, and digital image management services for graduates, families, and the

District.

This solicitation seeks a vendor capable of successfully managing multiple large-scale graduation ceremonies occurring simultaneously across multiple venues while ensuring high-quality photography, accurate graduate identification, timely image availability, and exceptional customer service.

The District is issuing this solicitation to evaluate available services and ensure the selected vendor possesses the staffing capacity, operational structure, technology, and resources necessary to support the District's evolving graduation program.

Recent changes to the District's graduation model have significantly increased the scope and complexity of graduation photography services. Historically, the District held graduation ceremonies over nine (9) consecutive evenings at a single venue. Beginning in Spring 2027, Katy ISD will transition to a new graduation model consisting of ten (10) graduation ceremonies conducted over five (5) consecutive days, with simultaneous ceremonies occurring at Legacy Stadium and

Rhodes Stadium.

Additionally, beginning in Spring 2028, the District anticipates adding a separate graduation ceremony for Legacy Virtual

High School, further increasing the number of ceremonies requiring photography services.

As a result, the District seeks a vendor capable of providing sufficient staffing, equipment, supervisory personnel, customer service resources, and operational capacity to support multiple concurrent ceremonies while maintaining consistent service quality, image quality, delivery timelines, and customer service standards across all graduation events.

The vendor must demonstrate the ability to successfully support simultaneous graduation ceremonies, multiple consecutive days of events, and future growth in the District's graduation program while providing reliable, professional, and uninterrupted services.

The District's objective is to establish a partnership with a qualified vendor that can scale services to meet current and future graduation photography needs while ensuring every graduate receives a professional and consistent photography experience and that families have timely access to graduation photographs and related products.

4.3. Product Specifications

It is the intention of Katy ISD to establish one or more contract(s) with highly qualified Vendor(s) for Graduation

Photography, Videography, and Livestreaming Services.

I. Photography

I.A Scope Of Work: Graduation Photography Services

Graduation Schedule and Staffing Requirements

The District conducts multiple graduation ceremonies annually, including Spring, Winter, and Summer Graduation ceremonies.

Spring Graduation Ceremonies

The District's Spring Graduation program is the largest graduation event of the year and consists of multiple ceremonies over five (5) consecutive days.

Spring Graduation ceremonies are conducted simultaneously at:

• Legacy Stadium - 1830 Katyland Dr., Katy, TX 77493

• Rhodes Stadium - 1733 Katyland Dr., Katy, TX 77493

The awarded vendor must provide sufficient staffing, equipment, supervision, and operational support to fully staff both venues concurrently throughout the graduation schedule.

Minimum Staffing Requirements for Spring Graduations

The vendor shall provide:

• A minimum of six (6) to eight (8) professional photographers assigned to Legacy Stadium for each graduation ceremony.

• A minimum of six (6) to eight (8) professional photographers assigned to Rhodes Stadium for each graduation ceremony.

• Adequate support personnel to assist with graduate identification, image tracking, quality control, and logistical coordination.

• One (1) on-site supervisor or lead photographer at each venue.

• Backup photographers and support personnel available in the event of absences or emergencies.

The District expects the vendor to provide a total staffing capacity of no fewer than twelve (12) photographers each graduation date across both venues.

Winter and Summer Graduation Ceremonies

The District also conducts Winter and Summer Graduation ceremonies, which are generally smaller in scale than Spring

Graduation events.

These ceremonies are conducted at the Leonard Merrell Center and do not require simultaneous venue coverage.

• Leonard Merrell Center- 6301 S. Stadium Lane, Katy, TX 77493

The vendor shall provide sufficient staffing and equipment to ensure complete photographic coverage of all graduates and ceremony activities.

• A minimum of one (1) photographer assigned to Leonard Merrell Center for winter and summer graduations.

The proposal shall describe the staffing model that will be utilized for Winter and Summer Graduation ceremonies.

Required Photography Coverage

The vendor shall photograph every graduate participating in each graduation ceremony.

At a minimum, photography services shall include:

Pre-Stage Photography

• Individual photograph of each graduate prior to graduation.

• Images that clearly identify the graduate and capture the graduation experience.

On-Stage Photography

• Individual photograph of each graduate receiving their diploma cover.

• Individual photograph of each graduate participating in the official recognition or handshake moment on stage.

• Additional photographs necessary to ensure a complete and professional record of the graduate's stage experience.

Photography Performance Standard

The vendor shall ensure that:

• Every graduate is photographed during the graduation ceremony.

• All photographs are properly exposed, focused, and professionally edited.

• Image quality is consistent across all graduation ceremonies and venues.

• Photographs are accurately matched to the correct graduate.

• Quality assurance procedures are implemented to minimize missing, duplicate, or misidentified photographs.

Capacity Requirement

The vendor must demonstrate the ability to successfully provide photography services for:

• Simultaneous graduation ceremonies occurring at multiple venues.

• Multiple consecutive days of graduation events.

• Large-scale public-school graduation programs serving thousands of graduates and guests annually.

The vendor shall provide evidence of experience, staffing resources, equipment capacity, and operational processes sufficient to support a graduation program of comparable size and complexity.

Event Preparation, Setup, and Pre-Ceremony Photography

The vendor shall arrive sufficiently in advance of each graduation ceremony to complete all setup activities and begin photographing graduates prior to the start of the ceremony.

At a minimum:

• All photography personnel shall arrive no later than one (1) hour prior to the scheduled start time of each graduation ceremony.

• All photography equipment, camera stations, identification systems, and workflow processes shall be fully operational before graduates arrive at photography staging areas.

• The vendor shall coordinate with District staff regarding graduate flow, photography locations, and stage procedures.

Pre-Ceremony Photography Requirements

To ensure continuous photography throughout the graduation ceremony, the vendor shall begin photographing graduates before the ceremony starts.

The vendor shall:

• Staff designated pre-stage photography stations.

• Photograph the first several rows of graduates before the ceremony begins to create an operational buffer and maintain continuous photographic coverage throughout the event.

• Maintain sufficient staffing and workflow processes to ensure graduates continue moving efficiently through the photography process without delaying the ceremony.

• Coordinate with District personnel to ensure photography activities do not interfere with ceremony operations or student movement.

Continuous Coverage Requirement

The vendor shall maintain uninterrupted photographic coverage from the beginning of graduate staging through the conclusion of the ceremony.

The vendor shall demonstrate its ability to:

• Photograph every graduate prior to entering the stage area.

• Photograph every graduate receiving their diploma cover and participating in the on-stage recognition moment.

• Maintain adequate staffing and workflow efficiency to prevent gaps in coverage during periods of high graduate volume.

• Support simultaneous ceremonies at multiple venues during the Spring Graduation season without a reduction in service quality.

Performance Standard

The District expects a photograph capture rate of 100% of participating graduates.

The vendor shall implement quality-control procedures, staffing models, equipment resources, and operational processes necessary to:

• Minimize missed photographs.

• Prevent duplicate image assignments.

• Ensure accurate graduate identification.

• Maintain image quality standards throughout all ceremonies.

Any missed graduate photographs shall be documented and reported to the District.

Graduate Identification and Image Tracking

The vendor shall provide a reliable system for accurately identifying graduates and matching photographs to individual students.

The proposal shall describe:

• The technology or process used to identify graduates.

• Methods used to associate photographs with student records.

• Quality-control procedures used to minimize identification errors.

• Procedures for locating missing photographs.

• Procedures for correcting misidentified photographs.

• Processes utilized during simultaneous ceremonies to ensure accuracy.

Equipment and Contingency Planning

The vendor shall furnish all equipment necessary to perform graduation photography services.

At a minimum, the vendor shall provide:

• Backup camera bodies.

• Backup lenses.

• Backup memory cards and storage devices.

• Backup power supplies and batteries.

• Backup computers and image-processing equipment, if utilized.

• Backup photography personnel and supervisors.

The proposal shall include contingency plans for:

• Equipment failure.

• Technology failures.

• Staffing shortages.

• Inclement weather.

• Venue disruptions.

• Other unforeseen operational circumstances.

Photography Platform and Image Access

The vendor shall provide a secure online platform that allows students, parents, and authorized District personnel to access graduation photographs.

The proposal shall include:

• Description of the platform utilized.

• Viewing, ordering, and download capabilities.

• Mobile device compatibility.

• Accessibility features.

• Search capabilities.

• Image retention periods.

• Methods utilized for digital image delivery.

Katy ISD shall not be required to purchase software or subscriptions to access District-authorized photographs.

Minimum Service Requirements

The vendor shall meet the following minimum performance standards:

• Graduation photographs shall be available for viewing and purchase within ten (10) business days following each ceremony.

• Purchased digital image files shall be delivered within twenty-four (24) hours of purchase.

• Customer inquiries shall receive a response within two (2) business days.

• District image requests shall be fulfilled within two (2) business days whenever reasonably possible.

• Issues involving missing or incorrectly assigned photographs shall be resolved within five (5) business days whenever reasonably possible.

Customer Service Requirements

The vendor shall provide customer service directly to parents, students, and District personnel and shall maintain sufficient staffing to support customer inquiries and issue resolution throughout the graduation season.

District Account Representative

The vendor shall assign a dedicated account representative who shall serve as the District's primary point of contact throughout the contract term.

District Rights and Usage

The vendor shall clearly identify all rights granted to Katy ISD regarding graduation photographs.

At a minimum, the proposal shall indicate whether Katy ISD may:

• Download photographs.

• Reproduce photographs.

• Publish photographs.

• Distribute photographs.

• Archive photographs.

• Use photographs on District websites.

• Use photographs on District social media platforms.

• Use photographs in presentations, reports, newsletters, publications, and marketing materials.

Any copyright restrictions, licensing limitations, or additional fees shall be clearly disclosed.

The District prefers unlimited, perpetual, non-exclusive rights to use graduation photographs for official educational, informational, and promotional purposes without additional fees.

I.B Requested Information for Proposal Response- Photography Services

Company Information and Qualifications

Provide the following information:

A. Legal company name, address, and website.

B. Primary contact name, title, phone number, and email address.

C. Description of the company's organizational structure and operational capacity to support large-scale graduation events.

D. Identification of any subcontractors that may be utilized and the services they will provide.

Experience and References

Provide the following information:

A. Number of years providing graduation photography services.

B. Number of graduation ceremonies serviced annually.

C. Describe experience supporting large public-school districts, including simultaneous graduation ceremonies occurring at multiple venues.

D. Provide a minimum of five (5) references from school districts or comparable organizations for which similar services have been provided within the last five (5) years.

Each reference shall include:

• Organization name

• Contact person

• Title

• Phone number

• Email address

• Description of services provided

E. Provide a minimum of five (5) sample graduation photographs from a recent graduation ceremony that demonstrate the variety and quality of photography services offered, including pre-ceremony, pre-stage, on-stage, post-ceremony, family, group, candid, and other graduation photography opportunities, as applicable.

Staffing Plan

Provide a detailed staffing plan for all graduation events, including:

A. Number of photographers assigned to Spring Graduation ceremonies.

B. Number of photographers assigned to the Winter Graduation ceremony.

C. Number of photographers assigned to the Summer Graduation ceremony.

D. Number of support personnel assigned to each ceremony.

E. Number and role of on-site supervisors.

F. Procedures for handling staffing shortages, absences, or emergencies.

G. Description of resources available to support simultaneous ceremonies at Legacy Stadium and Rhodes Stadium.

Operational Capacity

Describe the vendor's ability to support:

A. Ten (10) graduation ceremonies conducted over five (5) consecutive days, including simultaneous ceremonies at

Legacy Stadium and Rhodes Stadium.

B. Future expansion of graduation ceremonies, including Legacy Virtual High School beginning Spring 2028 at Leonard

Merrell Center.

C. High-volume graduation events without interruption of service.

Graduate Identification and Image Tracking

Describe the processes and technology used to:

A. Identify graduates.

B. Match photographs to individual graduates.

C. Ensure accuracy during simultaneous graduation ceremonies.

D. Correct misidentified photographs.

E. Locate missing photographs.

F. Maintain quality-control measures throughout the photography process.

Equipment and Contingency Planning

A. Describe the equipment, staffing resources, and operational support available to successfully provide graduation photography services for Katy ISD.

B. Describe contingency plans and backup resources used to ensure uninterrupted service during equipment failures, staffing shortages, technology issues, weather-related disruptions, or other operational challenges.

C. Describe how service continuity and photography coverage will be maintained during simultaneous graduation ceremonies and other high-volume graduation events.

Timeline and Service Commitments

Provide the guaranteed service timelines for the following:

A. Number of business days required to process and post graduation photographs following each ceremony.

B. Number of business days required to make photographs available for viewing and purchase.

C. Number of hours or business days required to deliver purchased digital image files.

D. Average and maximum response time for customer inquiries.

E. Average and maximum resolution time for issues involving missing or incorrect photographs.

F. Average and maximum response time for District requests for graduation images.

G. Describe the measures used to ensure timelines are maintained during high-volume periods and simultaneous graduation ceremonies.

Vendor Questionnaire

Provide responses to the following questions:

A. Describe the process you use to ensure every graduate is photographed during both pre-ceremony and on-stage photography.

B. Describe the photography opportunities and services offered before, during, and after graduation ceremonies, including any individual, family, group, candid, commemorative, or specialty photography options available to graduates and their families.

C. Describe your quality assurance processes for preventing missing, duplicate, or incorrectly assigned photographs.

D. Describe your customer service model, including response times and procedures for resolving issues related to missing or incorrect photographs.

E. Explain what differentiates your company from other graduation photography providers and why your company is uniquely qualified to support Katy ISD's graduation program.

Photography Platform & Image Access

A. Describe how graduation photographs are stored, hosted, and maintained.

B. Identify the platform used for image viewing, ordering, and downloading.

C. Describe the search and photo-identification features available to students, parents, and District staff.

D. Specify whether Katy ISD must purchase or subscribe to any software, application, or service to access graduation photographs.

E. Identify any system requirements, licensing fees, subscription costs, or ongoing costs associated with image access.

F. Describe mobile accessibility and user experience features available to parents and students.

G. Explain the data security measures used to protect student images and personal information.

H. Identify the length of time graduation photographs will remain available online for viewing, ordering, and downloading.

District Rights & Usage

A. Describe all rights granted to Katy ISD for use of graduation photographs.

B. Indicate whether Katy ISD may download, reproduce, publish, distribute, archive, and otherwise use photographs for educational and communications purposes.

C. Explain whether Katy ISD's Communications Department may use photographs on District websites, social media platforms, newsletters, reports, presentations, publications, and marketing materials without additional fees.

D. Identify any copyright restrictions, licensing limitations, or usage restrictions applicable to District use of photographs.

E. Identify any additional fees associated with District use of photographs.

Parent & Student Access

A. Describe the process parents and students will use to view and order graduation photographs.

B. Explain all purchasing options available, including printed photographs, photo packages, specialty products, and digital image files.

C. Describe how digital image purchases are delivered to customers.

D. Identify the timeframe during which photographs will remain available for viewing, ordering, purchasing, and downloading.

E. Provide the customer service phone number, email address, business hours, and support methods available to parents and students.

F. Describe procedures for resolving concerns related to missing photographs, incorrect photograph assignments, refunds, exchanges, and replacement orders.

G. Provide links to sample graduation galleries or examples of the online ordering and delivery experience available to families.

II. Videography

II.A Scope of Work: Graduation Videography and Livestreaming Services

Service Requirements

The awarded vendor shall provide all labor, supervision, equipment, technology, livestreaming services, audio and video production, recording services, hosting services, technical support, and other resources necessary to perform graduation videography and livestreaming services.

Services shall include, at a minimum:

Graduation Ceremony Coverage

The vendor shall provide professional videography and livestreaming services for each District graduation ceremony, including:

• Livestreaming of the entire graduation ceremony.

• Recording of the complete graduation ceremony from beginning to end.

• Video coverage of graduates receiving diploma covers and participating in the official recognition moment on stage.

• Video coverage of keynote speakers, student speakers, performances, and special recognitions.

• Professional audio capture of all ceremony proceedings.

• Multiple camera angles sufficient to provide professional-quality coverage of the event.

• Archived recordings of each graduation ceremony.

• General event footage as requested by the District for communications, publications, social media, promotional materials, and archival purposes.

The District reserves the right to modify camera locations, production requirements, and livestreaming procedures based upon venue requirements and graduation operations.

Graduation Schedule and Staffing Requirements

The District conducts multiple graduation ceremonies annually, including Spring, Winter, and Summer Graduation ceremonies.

• A minimum of two (2) videographers assigned to Legacy Stadium for each graduation ceremony.

• A minimum of two (2) videographers assigned to Rhodes Stadium for each graduation ceremony.

Spring Graduation Ceremonies

The District's Spring Graduation program is the largest graduation event of the year and consists of approximately ten

(10) graduation ceremonies conducted over five (5) consecutive days.

Spring Graduation ceremonies are conducted simultaneously at:

• Legacy Stadium - 1830 Katyland Dr., Katy, TX 77493

• Rhodes Stadium - 1733 Katyland Dr., Katy, TX 77493

The awarded vendor must provide sufficient staffing, equipment, supervision, technical support, and livestreaming infrastructure to fully support both venues concurrently throughout the graduation schedule.

Winter and Summer Graduation Ceremonies

The District also conducts Winter and Summer Graduation ceremonies, which are generally smaller in scale and are held at the Leonard Merrell Center.

• Leonard Merrell Center- 6301 S. Stadium Lane, Katy, TX 77493

The vendor shall provide sufficient staffing, equipment, and technical support to ensure complete videography and livestreaming coverage of all graduation activities.

Future Expansion

Beginning in Spring 2028, the District anticipates adding a separate graduation ceremony for Legacy Virtual High School.

The vendor shall demonstrate the ability to support future expansion of graduation videography and livestreaming services as District needs evolve.

Event Preparation and Setup

The vendor shall arrive sufficiently in advance of each graduation ceremony to complete all setup activities, equipment testing, audio checks, connectivity verification, and livestream preparations prior to the start of the ceremony.

At a minimum:

• All videography and livestreaming personnel shall arrive no later than one (1) hour prior to the scheduled start time of each graduation ceremony.

• All cameras, audio equipment, livestreaming systems, recording equipment, internet connections, graphic overlays, and monitoring systems shall be fully operational prior to guest arrival and the start of the ceremony.

• The vendor shall conduct all required audio, video, and livestream testing prior to the start of each ceremony.

• The vendor shall coordinate with District staff regarding camera locations, audio sources, event schedules, speaker positions, stage procedures, and livestream operations.

• The vendor shall ensure all recording and streaming systems are functioning properly before the processional begins.

• The vendor shall maintain on-site technical support personnel capable of troubleshooting equipment, audio, video, or connectivity issues throughout the event.

• For simultaneous ceremonies at Legacy Stadium and Rhodes Stadium, the vendor shall ensure both venues are fully staffed, tested, and operational prior to the start of each ceremony.

Livestreaming Requirements

The vendor shall provide a reliable livestreaming solution capable of supporting all graduation ceremonies.

At a minimum:

• Livestreams shall be accessible through a web-based platform.

• Livestreams shall be compatible with desktop computers, tablets, and mobile devices.

• Livestreams shall be monitored throughout each ceremony to ensure reliability.

• The vendor shall provide sufficient internet connectivity and bandwidth to support livestreaming operations.

• Backup equipment and contingency plans shall be maintained to minimize service interruptions.

• Archived recordings shall be available following each ceremony.

• Livestream links shall be provided to the District in advance of each graduation ceremony.

Video Deliverables

The vendor shall provide:

• Archived recording of each graduation ceremony.

• Downloadable high-resolution video files for District use.

• Online access to ceremony recordings.

• Video storage and retention services as identified in the proposal.

• Access to recordings for graduates, families, and community members as described in the vendor's proposal.

Performance Standards

The vendor shall implement sufficient staffing, equipment, technical support, and operational procedures necessary to:

• Maintain uninterrupted livestreaming services whenever reasonably possible.

• Deliver professional-quality video and audio production.

• Support simultaneous ceremonies occurring at multiple venues.

• Prevent loss of recordings due to equipment or technology failures.

• Ensure archived recordings are accessible in accordance with proposal commitments.

• Deliver services consistently across all graduation ceremonies.

District Rights and Usage

The vendor shall clearly identify all rights granted to Katy ISD regarding recorded graduation videos.

Katy ISD prefers unlimited, perpetual, non-exclusive rights to download, archive, reproduce, publish, distribute, and utilize graduation video recordings for official educational, informational, communications, and promotional purposes without additional licensing fees.

Any copyright restrictions, licensing limitations, or additional fees shall be clearly disclosed in the proposal.

II.B Requested Information for Proposal Response – Videography and Livestreaming

For vendors proposing both Photography Services and Videography/Livestreaming Services, refer to previously provided information rather than duplicating it. Vendors shall clearly identify the section(s) within the proposal where the requested information may be found. For example, if a company bids both services, under Videography

Company Information they can simply write: "See Photography Proposal, Company Information and Qualifications, Sections A-D."

Company Information and Qualifications

Provide the following information:

A. If different from information previously provided, provide the legal company name, address, website, and primary contact information.

B. Number of years providing videography and livestreaming services.

C. Description of experience providing videography and livestreaming services for graduations, school districts, or comparable large-scale events.

Experience and References

Provide the following information:

A. Number of graduation ceremonies or comparable live events recorded and/or livestreamed annually.

B. Experience supporting simultaneous events occurring at multiple venues.

C. Minimum of five (5) references from school districts or comparable organizations for which similar services have been provided within the last five (5) years.

Each reference shall include:

• Organization name

• Contact person

• Title

• Phone number

• Email address

• Description of services provided

D. Provide links to at least three (3) recent graduation ceremony recordings, livestreams, or comparable event productions.

Staffing Plan

Provide a detailed staffing plan for all graduation events, including:

A. Number of videographers assigned to Spring Graduation ceremonies.

B. Number of videographers assigned to Winter Graduation ceremonies.

C. Number of videographers assigned to Summer Graduation ceremonies.

D. Number of technical support personnel assigned to each ceremony.

E. Number and role of on-site supervisors.

F. Procedures for handling staffing shortages, absences, or emergencies.

Videography and Livestreaming Platform

Provide the following information:

A. Describe the videography and livestreaming services that will be provided.

B. Describe the livestreaming platform and technology utilized.

C. Describe the audio, video, and livestreaming equipment utilized.

D. Describe backup equipment, connectivity solutions, and contingency plans used to ensure uninterrupted livestreaming and recording services.

E. Describe how livestreams and archived recordings may be accessed by parents, students, families, and community members.

F. Identify the timeline for making recorded graduation ceremonies available following each event.

G. Identify the length of time recorded ceremonies will remain available online.

District Rights and Usage

Provide the following information:

A. Describe all rights granted to Katy ISD for use of graduation video recordings.

B. Indicate whether Katy ISD may download, reproduce, publish, distribute, archive, and otherwise use video recordings for educational and communications purposes.

C. Explain whether Katy ISD's Communications Department may use video recordings on District websites, social media platforms, newsletters, reports, presentations, publications, and marketing materials without additional fees.

D. Identify any copyright restrictions, licensing limitations, or usage restrictions applicable to District use of video recordings.

E. Identify any additional fees associated with District use of video recordings.

Vendor Questionnaire

Provide responses to the following questions:

A. Describe your process for ensuring uninterrupted livestreaming during large-scale graduation ceremonies.

B. Describe your quality assurance process for video production, livestream monitoring, and archived recordings.

C. Describe your contingency plans for internet connectivity failures, equipment failures, audio issues, and other technical disruptions.

D. Explain what differentiates your videography and livestreaming services from other providers and why your company is uniquely qualified to support Katy ISD's graduation program.

Weather-Related Delays, Postponements, and Rescheduled Graduation Services

The Vendor shall maintain sufficient staffing, photography and videography equipment, livestreaming capabilities, and operational resources to support delayed, postponed, cancelled, or rescheduled graduation ceremonies.

In the event a graduation ceremony is postponed due to weather or other unforeseen circumstances, the District may reschedule the ceremony to the following day or another date determined by the District. The Vendor shall provide all contracted photography, videography, livestreaming, and related services for the rescheduled ceremony.

The location of a rescheduled graduation ceremony may be modified based on weather conditions, venue availability, operational considerations, or other factors as determined by the District. The Vendor shall be prepared to provide services at the revised date, time, and location identified by the District.

The Vendor shall maintain sufficient staffing, equipment, technical resources, and scheduling flexibility throughout the graduation season to support delayed or rescheduled ceremonies while continuing to meet all requirements of this solicitation.

The District reserves the right to delay, suspend, or cancel a graduation ceremony when conditions may interfere with the safe or effective delivery of services. The Vendor shall comply with the District's direction and be prepared to resume or provide services when authorized by the District.

The Vendor shall describe any limitations or additional requirements associated with supporting delayed, postponed, cancelled, or rescheduled graduation ceremonies.

4.4. No Guarantee of Quantities

Katy ISD makes no guarantee or commitment of any kind concerning quantities that will actually be purchased under this RFP and the resulting contract, if any. Katy ISD makes no guarantee or commitment of any kind regarding usage of any contracts resulting from this RFP.

4.5. IRS FORM W-9

All vendors doing business with Katy ISD must have an IRS Form W-9 Request for Taxpayer Identification Number and

Certification on file with Katy ISD.

4.6. Certificate of Interested Parties – FORM 1295

For any contracts requiring Board action, that are valued at $1 million or more, or a contract for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code, the District will require the awarded Vendor to submit the Disclosure of Interested Parties Form 1295 from the Texas Ethics Commission and then certify to Katy ISD that the disclosure has been filed.

Certain contracts, including contracts with a public traded business entity, including a wholly owned subsidiary of the business entity, are exempt from this requirement. Texas Ethics Commission Rules 46.1(c) references other types of contracts not requiring the filing of a Form 1295.

4.7. VENDOR CERTIFICATIONS

The Vendor Certifications addendum includes certifications and provisions that are required and apply when Katy ISD expends federal, state, and local funds for any contract resulting from this procurement process including, but not limited to, APPENDIX II TO 2 CFR PART 200 - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER

FEDERAL AWARDS.

Vendor must certify its willingness and ability to comply with each provision, law, act, regulation, etc. as specifically noted, by having its authorized representative initial the applicable boxes and sign the acknowledgment at the end of the addendum.

4.8. Insurance Requirements

When applicable, Vendor shall maintain liability insurance, including non-owned automobile liability, Worker’s

Compensation, and employer’s liability insurance as well adequately protect Katy ISD against such damage, liabilities, claims, losses and expenses (including attorneys’ fees). Vendor agrees to submit certificates of insurance evidencing its insurance coverage when requested by Katy ISD.

Katy Independent School DistrictInsurance Requirements for Independent Contractors Policy Type Individual

Presenters Company

Consultants Rentals - In-

District Construction, Installation, Renovation, Building

Modifications, Service, Maintenance or Repair Projects Charter Bus

Service Private Lesson

Tutors Individual

Consultants

As determined by contract Inflatable

Bouncers

Carnival Rides

Small Projects

Less than 4 Days and/or $10,000

Medium

Projects $10,000 to < $25,000

Large Projects

Equal to or

Greater than $25,000

Commercial General Liability

BI & PD Each Occurrence Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 BI & PD General Aggregate Not Required 1,000,000 1,000,000 600,000 1,000,000 1,000,000 1,000,000 Products & Completed Operations Not Required 1,000,000 1,000,000 600,000 1,000,000 1,000,000 1,000,000 Personal & Adv Injury Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 Sexual Assault and Molestation Not Required 1,000,000 1,000,000 300,000 1,000,000 1,000,000 1,000,000 Fire & Legal Liability Not Required 100,000 100,000 50,000 100,000 100,000 100,000 Medical Expenses Not Required 5,000 5,000 5,000 5,000 5,000 5,000

Commercial Auto Liability Not Required

Bodily Injury Each Person Not Required 100,000 100,000 100,000 100,000 1,000,000 1,000,000 Bodily Injury Each Accident Not Required 300,000 300,000 300,000…