Youth Sports Photography Services

The Bend Park & Recreation District in Oregon is issuing a Request for Proposals (RFP) to procure youth sports photography services under a parent-pay commercial model, with sealed proposals due June 4, 2026, at 2:00 PM Pacific Time at 799 SW Columbia Street, Bend, Oregon 97702. The District seeks qualified photography firms to photograph all District-assigned youth sports teams once per season across five seasonal periods running from mid-September through early June, coordinate and schedule picture days on game days without interfering with competition, provide online ordering and payment systems for families, and deliver products directly to participants. Key deliverables include minimum photography packages (including 5"x7" team photographs), provision of ordering information to coaches and parents at least one week prior to photo dates, annual summarized sales reports by January 31 each year, and revenue share payments on an agreed-upon schedule. Mandatory vendor qualifications include a minimum of two years of demonstrated experience providing youth sports or similar portrait photography services, an established online ordering and fulfillment system, sufficient staffing depth, legal authorization to conduct business, and the ability to provide required insurance coverage (general liability of $2,000,000 per occurrence/$4,000,000 aggregate, auto liability of $1,000,000 combined single limit, and workers' compensation at statutory limits with the District named as additional insured), plus at least two references for comparable work. Evaluation criteria include experience and qualifications (20 points), work plan and picture-day operations (20 points), pricing and package value (20 points), ordering and fulfillment (15 points), sample work and image quality (10 points), revenue share model and District benefit (10 points), references (5 points), and potential interview points (25 points). The District anticipates signing a contract by August 1, 2026, with services fully implemented by August 31, 2026, with an initial contract term through July 31, 2028, and the District holding the option to renew for three additional one-year terms.

The RFP does not identify any set-aside designations or restrictions specifically limiting responses to disadvantaged enterprises or particular organizational types; however, proposers must be currently providing youth photography services at the time of proposal submission and must agree to comply with District youth-contact screening and site-access requirements. No incumbent vendors or current contractors are identified in the procurement documents. The District operates under a fixed parent-pay commercial model where the contractor collects compensation directly from parents or guardians with no District purchase guarantees, participation level guarantees, or financial responsibility for sales, refunds, or fulfillment; accordingly, no specific award value or budget range is provided, as compensation is derived entirely from participant purchases and a revenue share model submitted in the contractor's proposal that supports District programs including scholarships and foundations. Proposers must submit pricing structures that clearly disclose all package prices, fees, taxes, shipping charges, optional upgrades, digital rights, and refund terms, with pricing remaining fixed for the initial two-year term and opportunities for proposed increases during renewal terms. Proposals must not exceed 6 single-sided or 3 double-sided pages and must be submitted on a single USB flash drive in PDF format along with one printed original and one printed copy.