Youth sports photography

The City of Greenville, Texas, located in Hockley County, is procuring Youth Sports Photography services through a Request for Quotes (RFQ) process for the 2025-2026 recreation seasons. The procurement seeks a professional photography vendor to provide individual and team photographs for six youth sports programs: basketball, soccer, baseball, softball, volleyball, and flag football, with an estimated total of approximately 1,700 players across all sports. The selected vendor must provide on-site photography staff, coordinate scheduling with the Parks and Recreation Department to minimize disruption to games and practices, offer reasonably priced tiered package options (basic, standard, and deluxe), deliver printed photos within three weeks of each picture day, and provide complimentary team photos for coaches and department records. Three scheduled picture dates are specified: November 8, 2025, February 7, 2026, and April 25, 2026. Vendors must submit comprehensive bid materials including detailed package pricing, pricing for additional items such as magnets and digital downloads, rescheduling and shipping fees, minimum and maximum team or player capacity per picture day, and photo samples or a portfolio link demonstrating relevant experience. The proposal submission deadline is October 30, 2025, at 3:00 PM, and the awarded vendor must maintain all bid prices from the award date through September 30, 2026. The contract term is for one year with options to renew for two additional one-year periods upon mutual agreement. All proposals must remain valid for a minimum of 90 days after the closing date. Questions should be directed to Brenna Hazelip, Purchasing Agent, or Brett Quarles, Director of Parks and Recreation.

The procurement documents do not specify any set-aside designations, disadvantaged enterprise requirements, or restrictions on the types of organizations eligible to respond, indicating that the opportunity is open to qualified photography vendors without specific classification limitations. No incumbent vendors or current contractors are identified in the solicitation materials. The documents do not reference any existing technology infrastructure or systems requiring integration with the vendor's services, suggesting that the photography vendor will operate independently using their own equipment and processes. Similarly, no specific budget range or award value is provided in the available procurement documents, leaving the financial scope of the contract to be determined based on the competitiveness of submitted bids and the city's evaluation of vendor proposals and pricing structures.