RFQu# 26-SR-004 Student Photography and Yearbook Services

Howard County Public Schools (HCPS) in Maryland is requesting qualifications for student photography and yearbook services via RFQu 26-SR-004, with proposals due December 18, 2025 at 2:30 p.m. Vendors may submit offers for photography services, yearbook services, or both; no vendor is required to provide both. A pre-proposal meeting was held November 20, 2025 via Microsoft Teams; questions are due November 25, 2025 before 2:30 p.m.

The scope covers individual student portraits at all grade levels, senior portraits, graduation pictures, faculty and staff portraits, and group/team photography; yearbook production services; and services to 54 schools serving approximately 38,000 students across 10 high schools, 9 middle schools, 33 elementary schools, and 2 other locations. Vendors must have been in business for at least five years, employ photographers meeting current industry standards, be authorized to conduct business in Maryland in good standing, and carry no exclusions or debarment status.

Pricing is submitted on a cost-to-students-and-parents basis with vendor commission schedules paid by schools. All photography and yearbook costs are paid directly by students, teachers, or parents; no school or district funds are disbursed. Commission payments must be issued within 30 days of final customer payment to the Business Services Office. Vendors must carry Commercial General Liability ($1 million per occurrence / $2 million aggregate), Business Auto Liability ($1 million per accident), and Workers Compensation insurance per statutory requirements.

The initial contract term runs July 1, 2026 through June 30, 2027, with options to renew for five additional one-year periods under the same terms. HCPS currently utilizes 6 photography providers and 7 yearbook providers; all existing agreements expire on or before August 1, 2026, and all providers must requalify. Evaluation is scheduled January 12–29, 2026. Offerors must sign and submit Addendum 1 with their proposals; failure to do so may render the offer non-responsive. Vendors requiring large file upload capacity for high-resolution photograph samples must request a link by December 16, 2025 at close of business by emailing Sara.Rowe@hcps.org.