UW-Milwaukee Graduation Photography Services

The University of Wisconsin-Milwaukee (UWM) is seeking a professional photography contractor to provide comprehensive graduation ceremony photography services through a multi-year contract. The scope includes photographing three annual commencement ceremonies at the UW-Milwaukee Panther Arena: one December ceremony with approximately 2,100 graduates and two May ceremonies with approximately 1,700 graduates each. Mandatory qualifications for potential vendors include five years of commencement photography experience, minimum three college/university client references, portfolio samples, and employee resumes. The RFP was released on April 15, 2019, with a proposal deadline of May 6, 2019, at 12:00 PM CDT. Evaluation criteria will score proposals across three key areas: organizational capabilities (30 points), quality of services and products including resumes and portfolio samples (30 points), and cost proposals (40 points). The contract term is two years with two optional automatic annual renewals, contingent on sixty days' notice by either party. Vendors must provide electronic student records in Excel format within ninety days of each commencement and process payments via check or wire transfer.

The procurement includes a five percent scoring preference for certified minority business enterprises under Wisconsin Statutes. Vendors must adhere to specific financial and operational requirements, including a minimum flat rate commission of $2.25 per graduate photographed and no direct charges to UWM. The contract structure involves a revenue-sharing arrangement where the contractor retains all photo sales revenue after compensating the university. Historical revenue data indicates approximately $63,000 in annual sales from previous photography contracts. Additional mandatory requirements include maintaining auditable financial records, providing a 100% satisfaction money-back guarantee, and obtaining UW-Milwaukee licensing for any products bearing university marks. Vendors must also comply with FERPA regulations regarding student information and provide a comprehensive student pricing structure. The contract prohibits any additional charges to UWM and requires transparent financial reporting and website access for proof ordering.