School photographic services

Wicomico County Public Schools (WCPS) in Maryland is seeking sealed bids for comprehensive school photographic services covering K-12 students across 26 schools in Wicomico County through RFP 91572-261. The scope of work includes fall and spring student portrait photography, student ID cards, class photos, senior graduation pictures, and panoramic class pictures, with deliverables required by specified deadlines (fall photos by the second week of October, spring photos by March 1, and ID cards within 21 days of picture day). Contractors must provide scheduling coordination with school principals, photo packages with multiple background options (including acceptance of green screen technology as an alternative), both online and in-person payment processing capabilities, retake opportunities, and finished products sorted alphabetically by homeroom within four weeks of picture day. The contract period extends from the award date through June 30, 2029, with two optional one-year renewal periods subject to mutual agreement. Sealed bids must be submitted by May 20, 2026, at 2:00 PM EST via the Euna/Bonfire Portal, with questions directed to Rick Konrad at rkonrad@mywcps.org or 410-677-4571 no later than 4:00 PM on May 11, 2026. Evaluation criteria are weighted as follows: 20 percent for technical qualifications, 20 percent for product quality and samples, 15 percent for operational capability, 15 percent for data privacy and security compliance, and 30 percent for price and commission rates. Proposal submissions must include a completed pricing sheet specifying commission rates and package pricing, a Certificate of Insurance (ACORD Form) demonstrating Commercial General Liability Insurance of $2,000,000 and Business Automobile Liability of $2,000,000 Combined Single Limit, a Certificate of Good Standing from the State of Maryland, high-resolution photo samples in .TIFF or .JPEG format (minimum 300 DPI) showing both Caucasian and African American students, and references from a minimum of three current or past clients with comparable experience.

The RFP includes compliance requirements established by Maryland state regulations, including criminal background screening for positions involving direct contact with minors under House Bill 486/Senate Bill 541, commercial nondiscrimination policies, minority business enterprise laws, and veteran-owned small business enterprise compliance certifications. Contractors must certify the absence of convictions related to bribery, fraud, antitrust violations, RICO violations, and debarment status, as well as compliance with tax payment obligations, conflict minerals disclosure regarding the Democratic Republic of Congo, and Iran investment restrictions. Stringent data privacy and security requirements mandate AES-256 encryption at rest, TLS 1.2 or higher encryption in transit, U.S.-based server storage, and strict prohibitions on use of student data for targeted advertising, profiling, or artificial intelligence training without written authorization. All photographs must be digitally produced in color on professional archival paper with a guarantee of retakes or refunds for dissatisfied customers, and contractors must support a hybrid ordering model accommodating families without internet access through both online proof processes and traditional paper pre-pay order forms. The RFP documentation does not identify incumbent vendors or specific budget ranges; pricing is to be submitted competitively on a commission-rate basis with minimum commission per student costs and itemized package pricing for seven photography options plus class photo services, with all prices inclusive of sales tax and delivery charges for which the contractor remains responsible.