RFP 25-0004 School Photography Services

The Beaverton School District 48J in Oregon, operating under Washington County and Barlow City jurisdictions, is issuing RFP 25-0004 for comprehensive school photography services through a Master Price Agreement. The District seeks a qualified proposer to provide high-quality photography services for approximately 36,997 students and staff across 43 schools, including 34 elementary schools, 9 middle schools, 6 high schools, and 4 option/alternative schools. Required deliverables include traditional portrait photography with multiple package options, student and staff identification badges, class composites for primary schools, class directories for secondary schools, yearbook images, graduating class photos, and secure electronic delivery of all images. Proposers must demonstrate experience and qualifications in school photography services, present a sound technical approach to service delivery, implement robust data security and privacy measures, and provide competitive pricing with references and appropriate insurance coverage. The evaluation criteria allocate 14 points for experience and qualifications, 14 points for technical approach and service delivery, 35 points for data security and privacy compliance, 35 points for price schedule, 1 point for references, and 1 point for insurance requirements, with up to 20 additional points possible through interviews. Critical deadlines include a non-mandatory pre-proposal meeting on March 11, 2026 at 11:00 AM via Microsoft Teams, a written questions deadline of March 24, 2026 at 4:00 PM PST, and proposal submission due by March 31, 2026 at 2:00 PM Pacific Time.

The District has not identified any specific set-aside designations or restrictions on types of organizations that may respond to this RFP. However, all proposers must comply with background check requirements through Law Enforcement Data System checks with a $75 fingerprinting fee if unsupervised student contact is required, and must strictly prohibit use of student images for marketing, advertising, promotional, or commercial purposes without explicit written District approval. The contract requires proposers to maintain comprehensive insurance coverage including workers' compensation, employer's liability of $1,000,000, comprehensive automobile liability of $1,000,000, comprehensive general liability of $1,000,000 per occurrence and $2,000,000 in aggregate, and professional liability of $1,000,000. The initial contract term runs through June 30, 2027, with the District retaining discretion to extend annually for up to approximately ten years total, and pricing must remain firm through June 30 of each renewal year with annual adjustments not exceeding the prior year's Consumer Price Index - Urban Consumers percentage increase for the Western Region unless higher increases are justified by documented cost increases. No incumbent vendors or specific budget ranges have been identified in the available procurement documents.