School Photography and Graduation Services

Seeking a provider for school photography and graduation services covering annual student pictures and commencement events for at least 400 students in Texas.

Submit proposal electronically via Oracle iSourcing module or as a hard copy
Mark sealed return envelope with PROPOSAL#, time, and due date
Sign proposal by an authorized individual
Have a minimum of two years photography experience in a school district setting
Comply with Skyward Student Information Management System for student data
Provide data files including student ID, name, and teacher name
Deliver image files to the Technology department via online portal or electronic media
Provide protective covering for photographers working on wood flooring
Have experience providing photography services for a minimum of 300 students
Deliver caps, gowns, rings, and cords to the appropriate location for graduation services
Provide information for parents/schools to order and pick up graduation items
Have a minimum of two years graduation service experience
Accommodate graduation services for all GISD High School Graduations, including summer
Have experience providing graduation services for a minimum of 400 students
Provide two backdrops and a photo station for backstage graduation commencement pictures/video
Comply with FERPA, COPPA, Texas Education Code Chapter 32 and Section 11.175, and Texas Business & Commerce Code Chapter 521
Use District Data solely for contractual obligations and not for sale, targeted advertising, profiling, or secondary use
Not redisclose District Data without prior written authorization
Collect only minimum necessary data and not Social Security numbers unless required
Maintain a documented data retention schedule
Return or securely destroy all District Data upon termination using NIST-compliant standards
Provide written certification of data destruction
Encrypt data in transit (TLS 1.2 or higher) and at rest (AES-256 or equivalent)
Encrypt backups
Implement role-based access control (RBAC) and least privilege access
Implement multi-factor authentication (MFA) for PII and administrative access
Implement automatic session timeouts
Utilize firewalls and intrusion detection/prevention systems
Conduct regular vulnerability scanning and annual third-party penetration testing
Follow Secure Software Development Lifecycle (SDLC), patch management, and OWASP Top 10 mitigation controls
Conduct criminal background checks for employees with access to District Data or PII
Require confidentiality agreements for employees with data access
Provide annual cybersecurity and data privacy training
Maintain documented security policies
Maintain a written Incident Response Plan and notify the District within 48 hours of a suspected or confirmed incident
Provide a detailed written incident report and be responsible for costs arising from vendor negligence
Cooperate fully with District and law enforcement investigations
Obtain written District approval before engaging subcontractors with data access
Ensure subcontractors agree to equivalent data protection terms and meet FERPA school official requirements
Disclose all data storage locations and cloud hosting providers
Not store District Data outside the United States without written authorization
Provide evidence of security compliance (SOC 2 Type II preferred)
Permit District audit with reasonable notice
Maintain minimum $1,000,000 cyber liability insurance coverage
Maintain a documented Business Continuity and Disaster Recovery Plan
Define Recovery Time Objective (RTO) and Recovery Point Objective (RPO)
Test recovery procedures annually and provide a summary upon request
Indemnify and hold harmless the District from claims arising from failure to safeguard District Data
Comply with the Buy America Act (cost of domestic components exceeds 51%)
Comply with the Lone Star Infrastructure Protection Act (not owned/controlled by designated countries)
Comply with the Firearm Industry law (no discrimination against firearm entities/associations)
Comply with the Energy Companies law (not boycotting energy companies)
Comply with Texas House Bill 1295 (Certificate of Interested Parties) if applicable
Comply with prohibition on certain telecommunications and video surveillance services or equipment
Accept credit card purchases
Agree to all terms and conditions of the solicitation
Agree to the GISD Indemnification Provision
Agree to the E-commerce requirements, including using iSupplier and providing electronic catalogs
Agree to honor orders from entities with Inter-Local Agreements for cooperative purchasing
Agree to honor orders from entities with CTPA cooperative purchasing
Provide a percentage discount off catalog pricing
Provide an estimated timeframe for delivery of pictures to the campus
Provide student to photographer ratio information
Offer a Direct Purchasing Program
Provide value-added services and disclose additional costs/fees
Be willing to provide printed student IDs for every student without additional fee
Offer an off-site studio for Senior Portraits retakes
Provide staff to student ratio for onsite presentations
Provide a toll-free number
Provide representatives to assist each campus and respond within specified days
Provide photography services for various events (Homecoming, Proms, Sporting Events, etc.)
Work with and provide photographs to Yearbook suppliers and have experience with Yearbook staff
Have a principal place of business in Texas or meet underpricing criteria for non-residents
Not be listed on the Federal Government's excluded parties list (SAM)
Not be identified on the Foreign Terrorist Organization List
Not boycott Israel
Not have a prohibited affiliation or contractual relationship with an abortion provider
Comply with the Clean Air and Water Pollution Act
Comply with the Energy Policy and Conservation Act
Comply with record retention requirements (2 CFR § 200.333)
Certify the percentage of recovered materials to be used
Certify no Federal appropriated funds have been paid for lobbying (Byrd Anti-Lobbying)
Agree to jurisdiction and venue in Dallas County, Texas
Agree to FOB destination, freight prepaid, with seller paying freight charges
Ensure pickup and delivery between 8:00 AM and 2:00 PM, Monday through Friday, excluding school holidays
Unload non-palletized freight inside the Warehouse or School building
Deliver items in original manufacturer's shipping containers
Remove shipping cartons and other debris from the delivery site
Clearly label shipping containers and delivery tickets with the Garland ISD purchase order number

Question deadline: March 6th, 2026

Addenda posted by: March 10th, 2026

Proposal submission deadline: March 24th, 2026

District closed: March 16th – 20th, 2026

Contract term start: May 1st, 2026

Initial contract term end: May 30th, 2027

Garland Independent School District

Organization overview and procurement intelligence available on paid plans.

This RFP seeks a vendor to provide school photography and graduation services for faculty, students, and their parents. The scope includes organizing annual school picture days, offering quality, affordable, and flexible photography and graduation services, and handling commencement pictures and video, with or without commission rates as applicable. Vendors will be responsible for taking photos and creating individual image files according to specified requirements.

Photographers who need to work in spaces with wood flooring must supply protective coverings when carts or video equipment are used or transported. Graduation services are required for a minimum of 400 students, ensuring comprehensive coverage for large school events.

School Photography and Graduation Services

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