RFP# R26-008 Graduation Photography Services

Radford University, a Commonwealth of Virginia agency, is requesting proposals for professional graduation photography services under RFP# R26-008, with proposals due August 12, 2026 at 3:00 PM EST. SWaM (Small Women-Owned and Minority-Owned) business participation is weighted at 10% of the evaluation score.

The scope requires comprehensive photography coverage for two annual commencement ceremonies (May and December) on the main Radford campus, including graduates on stage with the university president, posed individual portraits, candid and group photographs, hooding ceremonies, speeches, award presentations, and processional activities. The contractor must assign experienced photographers for simultaneous multi-event coverage, deliver high-resolution color-corrected digital images suitable for print and electronic use, operate an online ordering platform for graduates and families, provide complementary color proofs to all graduates, maintain unlimited-rights image archives for university marketing and historical use, and deliver responsive customer support. Pricing must cover print sizes of 8" x 10", 5" x 7", 3" x 5", 4" x 6", and wallet-size, with all costs including shipping and handling. Radford University awarded an average of 1,496 degrees during spring sessions over the preceding five years.

The initial contract term is one year with four optional one-year renewal periods, subject to negotiation. The contractor must carry commercial general liability of $1 million per occurrence and $2 million aggregate, worker's compensation, employers liability of $100,000, and automobile liability of $1 million combined single limit, with Radford University named as additional insured. Registration with Virginia's eVA e-procurement system is required.

Evaluation criteria are qualifications and experience (20%), quality of products and services (25%), specific plans and methodology (30%), financial cost (15%), and SWaM participation (10%). The optional pre-proposal conference is July 14, 2026 at 3:00 PM EST. Written questions are due July 23, 2026 at 3:00 PM EST.