2025 Commencement Photography Services

California State Polytechnic University, Pomona is seeking a single service provider for 2025 Commencement Photography Services through a competitive Request for Proposal (RFP #HM24005). The procurement covers comprehensive photography services for twelve ceremonies occurring over three days (May 16-18, 2025) with an expected attendance of approximately 8,500 guests per ceremony set. Required photography services include taking at least one photograph of doctoral/master students being hooded and two posed photographs of each graduate approaching the stage. The selected vendor must have a minimum of five years experience in higher education photography and will be responsible for planning, managing, coordinating, and overseeing all photographic aspects of the ceremonies. Evaluation criteria include photography experience (20 points), higher education experience (20 points), schedule adherence (20 points), approach/implementation (10 points), and cost (30 points). Key procurement dates include the RFP release on November 8, 2024, an optional virtual site review on November 25-26, 2024, a deadline for questions on December 2, 2024, and proposal submissions due by December 13, 2024, at 2:00 PM PST.

The contract includes Disabled Veteran Business Enterprise (DVBE) participation incentives, with a 3% participation waiver but additional incentives available. The procurement features a unique pricing model based on a commission structure, where bidders propose a percentage of gross revenue from graduate photograph sales along with a guaranteed annual minimum. Small business preferences of 5% are included in the evaluation process. The contract term is three years with two additional one-year options, with services commencing January 20, 2025. The contractor will also have an optional opportunity to provide portrait photography services during Grad Fair events in March 2025. While no specific budget range is explicitly stated, the commission-based model suggests revenue potential will be tied directly to photograph sales volume. The Notice of Intent to Award is scheduled for December 20, 2024, with the final contract award anticipated on January 7, 2025.