School Photography and Yearbook Services

The Portsmouth School Department and Portsmouth Middle School are soliciting proposals for comprehensive School Photography and Yearbook Services through a Request for Bids (RFB) for the 2024-2025 academic year. The procurement allows vendors to bid on either photography services, yearbook production, or both services concurrently. The three-year contract, effective from July 1, 2025, to June 30, 2028, requires vendors to demonstrate industry best practices, utilize advanced technologies, and maintain high-quality performance standards. Photography services must include individual student pictures, makeup photography days, event and group photos, and employee badge imaging. Yearbook specifications call for a 72-page, full-color hardcover book with digital printing capabilities, with annual production volumes ranging between 300-350 books, potentially expanding to 400. The bid evaluation will allocate up to 30 points for pricing and 15 points for references from similar-sized educational clients. Proposals are due by 2:00 PM EST on May 5, 2025, with the school reserving the option to negotiate two additional one-year contract extensions.

The procurement does not explicitly specify set-aside designations for disadvantaged enterprises, though the RFB includes provisions for economically disadvantaged students in photo package procurement. Insurance requirements are comprehensive, mandating general liability, workers' compensation, and automobile liability coverage, with the school district to be named as an additional insured. While no incumbent vendor is mentioned, the contract allows flexibility in photo package management, with the selected vendor responsible for handling all package sales, returns, and distribution. The school district requires the vendor to provide a systematic approach to photo and yearbook services that accommodates potential variations in student population and annual needs. Although a specific budget range is not disclosed, the contract's three-year duration and potential for two additional one-year extensions suggests a substantial potential contract value. Vendors must demonstrate technical capability, professional experience in educational photography and yearbook production, and the ability to meet the district's specific operational requirements.