Event/Group/Team Photography - Not Yearbook

The School Board of Seminole County, Florida (SBSC) issued Invitation to Bid #25260109B for event, group, and team photography services on an as-needed basis district-wide. This procurement seeks to pre-qualify a pool of multiple contractors to provide photography coverage for district-approved events including school ceremonies, academic competitions, performing arts productions, athletic events, and community functions, as well as organized groups such as clubs, faculty teams, and administrative groups, and varsity, JV, and middle school sports teams. The scope explicitly excludes individual student portraits, classroom group portraits for yearbooks, and any photography intended for portrait package sales, as these services are covered under separate contracts. All selected vendors must execute a Data Protection Agreement prior to commencing work, comply with SCPS policies regarding student privacy and FERPA requirements, adhere to school safety and visitor protocols, and maintain professional conduct and dress standards. The contract term is three years effective upon Board approval or May 12, 2026, whichever is later, with an option for an additional two-year renewal period upon mutual agreement. The voluntary pre-solicitation meeting is scheduled for April 15, 2026, at 10:00 AM EST via WebEx, with questions due by April 16, 2026, at 3:00 PM EST, addenda released on April 17, 2026, if necessary, and bids due by April 28, 2026, at 1:00 PM EST through the VendorLink portal. Board approval of the award recommendation is scheduled for May 12, 2026, via WebEx.

All bidders must submit required documentation including signed acknowledgements, drug-free workplace certification, debarment certification, conflict of interest disclosure, scrutinized company certification, emergency/catastrophe agreements, statements of principal place of business, and vendor affidavits regarding coercion for labor. Contractors must comply with Florida registration requirements and background check clearances per the Jessica Lunsford Act, and maintain comprehensive insurance coverage including Commercial General Liability insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate, plus Workers' Compensation coverage at statutory limits. The procurement contains no pricing component in the bid submission; instead, contractors must provide quotes for photography services as requested by schools and departments throughout the contract term, with SCPS requiring quotes from one awarded contractor for services totaling $0 to $9,999.99 and from at least three awarded contractors for services of $10,000 or more. Awards may be issued to multiple bidders designated as primary, secondary, or additional awardees, with the School Board reserving the right to cancel the contract with 30 days' notice before the end of any fiscal year. All pricing must be FOB Seminole County, Florida, with delivery included to secure areas within the county, and the School Board is exempt from federal excise and state sales taxes. No specific incumbent vendors, budget ranges, or set-aside designations for disadvantaged enterprises are identified in the available procurement documents.