Photography Services for Daddy-Daughter Dance - Best Value Quote

The City of Frisco, Texas, is soliciting best value quotes for Photography Services for the annual Daddy-Daughter Dance event through a competitive bidding process with a due date of March 16, 2026. The procurement seeks a vendor to provide comprehensive photography coverage for an event anticipated to attract 4,500 to 6,000 participants annually, scheduled for Saturday, April 18, 2026, at the Frisco Conference Center/The Star (Ford Center, 1 Cowboys Way, Frisco, TX 75034). The selected vendor must staff a minimum of six picture stations with adequate personnel to handle photography, payment processing, and traffic control throughout four separate dances serving children ages 4-12, with each dance lasting 1.5 hours between 2:00 PM and 9:30 PM with 30-minute breaks between sessions. Deliverables include high-resolution digital files (minimum 300 pixels per inch) delivered within 14 days of the event, with customer access maintained for at least 30 days thereafter, and customers retain full rights to print and reproduce images for personal use. Setup must be complete one hour before the first dance with load-in beginning as early as 8:00 AM, and photography must continue throughout the entire event including breaks and up to 30 minutes after conclusion. Evaluation criteria are weighted as follows: Pricing (50 points), Samples/Portfolio Quality and Relevance (15 points), Delivery Methods and Complaint Resolution (15 points), and References (20 points). Required submissions include company background with a portfolio of maximum 15 samples, detailed pricing for minimum and optional packages, a customer complaint resolution plan, digital delivery procedures, at least three references from similar-sized events within the past three years with contact information, and an executed signature form. The initial contract term is one year with four optional one-year renewals available on the same terms and conditions, and the City reserves the right to terminate with 30 days written notice.

The City of Frisco encourages participation from small businesses and minority and woman-owned enterprises to the greatest extent possible. Bidders must complete mandatory compliance requirements including a Conflict of Interest Questionnaire and Contract Risk Assessment Questionnaire covering bankruptcy history, contract termination incidents, litigation, debarment status, license revocations, criminal convictions, and compliance with Texas Government Code Section 2270 regarding Israel boycott certification. Bidders are also required to execute an affidavit of no prohibited interest with notarization and provide authorized signatory information and firm certification details. Revenue terms require vendors to pay the City a flat fee of $2,000 per event or a minimum of 10 percent of gross sales, whichever is higher, with estimated annual sales between $20,000 and $25,000, allowing vendors to retain all proceeds from package sales beyond the payment obligation. Vendors must provide a sales summary within 15 days of each event, and payment terms are Net 30 unless otherwise specified by the City. The City will supply tables, chairs, power, stanchions, rope, and pipe and drape but will not provide staff, and no incumbent vendor or existing contractor information is specified in the procurement documents.