Graduation Photography, Videography, and Livestreaming Services

Katy Independent School District is requesting proposals for graduation photography, videography, and livestreaming services under RFP #2603AF, with proposals due November 2, 2026 at 2:00 p.m. Central Time. A pre-proposal conference is scheduled for October 7, 2026 at 9:00 a.m. via Microsoft Teams.

The scope encompasses professional photography, videography, livestreaming, image processing, online ordering, customer support, and digital asset management for all District graduation ceremonies. Katy ISD conducts Spring ceremonies across ten events over five consecutive days at Legacy Stadium and Rhodes Stadium, plus Winter and Summer ceremonies at Leonard Merrell Center; beginning Spring 2028, a separate ceremony for Legacy Virtual High School will be added. The vendor must staff simultaneous ceremonies with minimum capacity of six to eight photographers per venue for Spring events, two videographers per venue for livestreaming, and one photographer each for Winter and Summer events. The District requires unlimited, perpetual, non-exclusive rights to use all photographs and video recordings for educational, informational, and promotional purposes without additional compensation. Vendors must submit five references demonstrating experience with large-scale, multi-venue graduation events and provide sample work.

The initial contract term runs from November 16, 2026 through November 15, 2027, with options to renew annually for up to four additional years (potential end date November 15, 2031). Vendors must provide firm pricing for the initial term; any subsequent increases require thirty days' written notice. Pricing must be structured in both hourly and flat-rate formats across various staffing tiers and service configurations, with separate line items for Legacy Stadium, Rhodes Stadium, and Winter/Summer ceremonies. All deliverables are F.O.B. Destination with inside delivery.

Vendors must carry commercial general liability insurance with minimum $1,000,000 per-occurrence coverage and comply with Texas Education Code criminal history review requirements for covered employees. Award is based on purchase price (30%), reputation and quality (25%), extent of meeting District needs (15%), past relationship with similar-size districts (10%), long-term cost (10%), and RFP compliance (10%). Submissions are via the Katy ISD OpenGov system.