26-014 (LC) Student, Faculty and Staff Photography Services

The San Antonio Independent School District (SAISD), a large urban K-12 district serving approximately 45,000 students across 85 campuses in Bexar County, Texas, is seeking qualified vendors through Request for Proposal #26-014 to provide comprehensive student, faculty, and staff photography services on a district-wide, as-needed basis. Services to be procured include fall and spring portrait photography, class and group photos, pre-kindergarten and kindergarten completion photos, athletic photography, senior portraits, graduation ceremony photography, faculty and staff photography, and secure digital image management with potential ID badge production. Qualified vendors must demonstrate a minimum of three years' experience in school photography, maintain general liability insurance of $1,000,000 per occurrence, professional liability and errors and omissions insurance of $1,000,000, cyber liability insurance of $1,000,000, workers' compensation insurance, FERPA compliance, district system integration capability, and the capacity to service 44,000+ students across 79 square miles. Proposals will be evaluated using a 100-point weighted criteria system encompassing cost (30 points), quality and extent to which services meet district needs (20 points), technology and data security (15 points), vendor reputation and references (10 points), long-term cost (6 points), past relationship with district (5 points), past performance questionnaires (5 points), and historically underutilized business compliance impact (5 points). All proposals must include required certifications, conflict of interest questionnaires, criminal background statements, vendor data confidentiality agreements, and a minimum of three non-SAISD educational or government agency references. Vendor questions are due by March 3, 2026, at 12:00 PM CST, and proposal submissions are due by March 17, 2026, at 2:00 PM CST via the Bonfire Portal. Addendum #1, issued March 3, 2026, requires image encryption from capture through distribution and mandates that any third-party labs or subcontractors used for student portrait processing and printing be identified in the proposal with supporting documentation demonstrating compliance with privacy and data sharing requirements.

The District reserves the right to issue multiple awards to a pool of qualified vendors to ensure adequate coverage and availability, potentially selecting different vendors for specific service portions, and no minimum contract value or funding source is guaranteed. No set-aside designations or restrictions limiting responses to specific types of organizations, including disadvantaged enterprises, are mentioned in the available procurement documents. No incumbent vendors or current contractors are identified in the procurement materials. The contract term is three years from Board of Trustees approval with options to renew for two additional one-year periods based on mutual agreement and potential price renegotiation during renewal periods. Pricing proposals must include comprehensive pricing for all photography products and packages, optional pricing for ID badges and equipment, and statements regarding price stability and conditions for adjustments. The contract award is contingent upon the availability of District funding, and no guarantee of a minimum amount of work is implied or expressed by this Request for Proposal.