Graduation Supplies and Photography

Tolleson Union High School District #214 in Arizona is soliciting qualified vendors through a Request for Proposal to provide comprehensive graduation supplies and photography services to six existing high schools and any additional schools constructed over the next five years, with an estimated student population of approximately 14,647 across current sites. The District seeks vendors capable of supplying class rings, senior caps and gowns, graduation announcements, diplomas and diploma covers, graduation packages, miscellaneous graduation items, photography services, balloon arches, flower arrangements, and letter/number light rentals, with exact quantities and graduate lists to be furnished directly by each school. Vendors must deliver all items by June 30 of each contract year without exception, maintain firm pricing throughout the entire contract period without fuel surcharges or unapproved increases, offer flexible payment options to students and parents including pay-in-full, deposit-and-balance, and periodic payment plans with online payment capability, and provide caps, gowns, tassels, and medallions at no charge for students qualifying under the McKinney-Vento Homeless Assistance Act. Photography services must be delivered within three to four weeks after sessions are performed, with refunds and retakes completed within 30 days. The contract term runs from July 1, 2026, through June 30, 2027, with options to renew for up to four additional one-year terms through June 30, 2031. Proposals must be submitted electronically through the Bonfire Procurement Portal by February 26, 2026, at 1:00 p.m. MST, with virtual opening via Microsoft Teams and an anticipated award date of April 7, 2026. Evaluation criteria allocate 40 points to cost, 30 points to qualifications and experience, 20 points to responsiveness and forms, and 10 points to references, with a minimum score of 70 points required for award consideration.

Vendors must certify their Minority/Women Business Enterprise (MWBE) and/or Historically Underutilized Business (HUB) status if applicable, submitting scanned copies of relevant certification letters and documentation of the percentage of business conducted with MWBE and/or HUB suppliers as part of their proposal response. All bidders must comply with extensive federal requirements outlined in the EDGAR Certifications document, including equal employment opportunity standards, Davis-Bacon Act wage requirements, Contract Work Hours and Safety Standards Act compliance, debarment and suspension verification through the System for Award Management, Byrd Anti-Lobbying Amendment certifications, Buy America Act preferences, and non-discrimination in employment. Vendors are required to submit multiple compliance documents including a completed Vendor Registration Form with W-9, Debarment Certification, Non-Collusion Affidavit notarized by a notary public, Offer and Acceptance Form with state law certifications, Amendment Acknowledgment Form, Deviations and Exceptions Form, Confidential/Proprietary Submittals Form identifying any confidential information, Past Performance Evaluation forms from references, and proof of appropriate insurance coverage naming the District as an additional insured. No specific award value or contract budget range is disclosed in the procurement documents; the District reserves the right to obtain like goods or services from other sources and does not guarantee any minimum purchase volume. Vendors must maintain current TUHSD vendor registration at the Bonfire Hub portal, and all goods and services must comply with District policies and be received by June 30 of each fiscal year with a valid purchase order.