Photography Services

Seeking a provider for school photography services and a secure photo access solution, with data privacy measures, for a one-year contract in Texas.

Establish exclusivity contracts for district-wide photography services for Elementary, Middle, and High Schools
Adapt services to any new campuses
Submit one clearly defined original proposal and an electronic copy on a flash drive
Electronic copy must be in Microsoft Office format (Word, Excel) or a searchable PDF document
Proposals must be hand carried or mailed in a sealed envelope/package clearly marked with company name, return address, proposal number, opening date, and time
Initial contract period is one year from the date of award, with options for up to four additional one-year periods
Submit questions via email to the proposal contact by March 27th, 2026, 10:00 a.m. CST, with the subject line 'Question—RFQ # 25-032601AS Photography Services'
Proposals must include a cover page with vendor's name, RFP number, and contact information
Proposals must be submitted to Hays Consolidated Purchasing Department, Anston Shockley, 21003 IH 35, Kyle, TX 78640; email submissions will not be accepted
Proposals must be received on or before the opening time and date
Provide proof of insurability (certificate of insurance or letter from the insurance carrier) within 15 calendar days of award notification
Insurance policy must provide 30 days notice of cancellation to Hays CISD and name its Board of Trustees as additional insured
Maintain general public liability insurance with limits of $500,000 each occurrence, $500,000 products/completed operations aggregate, $500,000 personal injury liability, $50,000 property damage liability, $5,000 medical payments coverage, and $1,000,000 policy aggregate
Maintain automobile liability insurance with limits of $250,000 per person, $500,000 per accident for bodily injury, and $100,000 per accident for property damage
Maintain Worker's Compensation insurance providing statutory benefits for Texas and employer's liability in the amount of $500,000 for each person, $500,000 in the aggregate, and $500,000 for occupational disease
Be a registered vendor of the district
Abide by Hays CISD safety and security policies, as well as federal, state, and local laws
Vendor and employees may be subject to background fingerprinting and must check in at the front desk to receive a Hays CISD issued visitor badge
Acknowledge that photos taken by the selected vendor will be the property of Hays CISD
Maintain student pictures on an online database for purchase with self-identifying login information for at least two school years
Provide an online photo access tool
Support multiple profile online access for district school accounts
Maintain at least two years of photos available on the online portal
Support batch photo downloads
Support an automated download process
Provide a commission check based on sales by the respective campus
Provide data privacy rating
Provide administration with an option to choose or change backgrounds
Detail data and picture protection process for all student data
Provide district with API or equivalent access
Provide photos for students transitioning from 5th to 6th grade and 8th to 9th grade at summer schedule pick up camp
Provide a signed document of their FERPA policy
Provide a picture pricing structure
Provide a discount option for Hays CISD employees who have children within the district, handled by the Purchasing Department
Vendor's system photos must be in .jpg and .png format for import into district systems
Provide pricing on badge printing for every campus at the beginning of the school year to provide each student with at least one student ID badge
Vendor's photos must meet specified format: JPG for general, JPG or PNG minimum 300 DPI for ID Badges, JPG optional for thumbnail image
Automatically import all student photos to Hays CISD systems within 30 days of the scheduled picture day
Photos should be accessible and purchasable through the vendor's mobile portal
Sign Hays CISD contract/Master Service Agreement with zero exceptions; Hays CISD will not sign a vendor-provided contract
Provide QR code with homeroom information of student if photo packets are not sorted correctly
Provide a timeline from when pictures are taken to when the campus will receive pictures
Provide photography services to all Hays CISD employees and PK-12 students
Provide a minimum of 4 cameras at elementary and middle school sites and a minimum of 5 cameras at high school sites
Communicate electronically with district families regarding picture day and any upcoming picture events
Comply with all federal, state, and local labor laws, including Article 5159a (prevailing wage scale) and the Copeland 'Anti-Kickback' Act
Comply with the Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708) for contracts exceeding $100,000
Comply with 37 CFR Part 401 'Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements' if applicable
Certify that the firm and its principals are not suspended or debarred by a federal agency
Comply with the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) for awards exceeding $100,000
Comply with section 6002 of the Solid Waste Disposal Act regarding procurement of recovered materials when federal funds are expended
Comply with record retention requirements detailed in 2 CFR § 200.333
Take all affirmative steps set forth in 2 CFR 200.321 to solicit and reach out to small, minority, and women-owned firms for subcontracting opportunities
Comply with all applicable standards, orders, regulations, and/or requirements issued pursuant to the Clean Air Act of 1970 and the Clean Water Act for contracts exceeding $100,000
Comply with mandatory standards and policies relating to energy efficiency contained in the state energy conservation plan (Energy Policy and Conservation Act)
Comply with Buy America Provisions, preferring domestic end products when spending federal funds
Certify non-collusion, stating the proposal is bona fide, fair, and made without collusion or fraud
Certify that the company is not identified on the Texas Comptroller's list of companies known to have contracts with, or provide supplies or services to, a foreign organization designated as a Foreign Terrorist Organization
Certify compliance with Texas Government Code § 552.374(b) regarding contracting information and agree to preserve and provide contracting information
Certify compliance with all federal, state, and local laws, rules, regulations, and ordinances

$100,000 – $500,000

Release Date: March 13th, 2026

Advertise in Hays Free Press: March 18th, 2026 and March 25th, 2026

Hays CISD offices and campuses closed: March 16th, 2026 - March 20th, 2026

Questions Due: March 27th, 2026, 10:00 a.m.

RFP Closes: April 14th, 2026, 11:00 a.m.

Potential Board Meeting: May 27th, 2026

Hays Consolidated Independent School District

Organization overview and procurement intelligence available on paid plans.

A Texas-based organization is seeking a vendor to provide photography services, including an online photo access tool that supports multiple profile access for district school accounts. The vendor must enable batch and automated photo downloads and ensure that administration can choose or change backgrounds for photos as needed.

Vendors are required to offer a commission check based on sales by each campus, provide a data privacy rating, and detail their data and picture protection process for all student data. The contract term will be one year, and questions regarding the RFP must be submitted no later than March 27, 2026.

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