School Photography Services

The district is soliciting proposals for comprehensive school photography services, including student portraits, staff IDs, and electronic image delivery.

Provide high-quality, consistent, and secure photography services for students, school staff, and District staff
Minimize instructional disruption
Protect student data privacy
Ensure customer satisfaction for families, schools, and the District
Provide traditional school photography services for Pre-K through grade 12 students and staff at District-designated locations
Offer optional packages for purchase by families
Provide required no-cost services to the District
Deliver electronic images
Not use, disclose, distribute, publish or share any Student Images for marketing, advertising, promotional, or commercial purposes without explicit prior written approval
Furnish all labor, equipment, materials, software, and transportation necessary to perform services
Assign qualified personnel experienced in school photography
Comply with all applicable federal, state, and local laws, including Oregon Administrative Rules related to student educational record confidentiality
Coordinate with District and school staff to ensure timely and efficient service delivery
Maintain sufficient staffing and equipment to meet all schedules and deadlines
Guarantee the option of a retake or refund if any portrait is deemed unsatisfactory
Be responsible for all collections, accounting, and money handling
Provide purchase records to each school administrator or designee
Be responsible for correct sorting and packaging
Coordinate picture day schedules annually with each school Principal or designee and finalize by June 15th of each contract year
Clearly detail pricing for all required and optional services in the Price Schedule
Maintain fixed pricing for the contract term unless otherwise permitted
Not add hidden fees or additional charges without District approval
Deliver completed portrait packages, including retakes and absentees, to each school site or mailed to students' homes by December 10th of each contract year (except Primary composite photos)
Designate a single point of contact to act as a liaison, coordinate scheduling, training, and issue resolution, and be available during normal District business hours
Ensure consistent product quality, print type, and materials across all schools
Include a warranty or guarantee for all portraits
Provide optional printing of student name, school name, and school year
Offer retake days at no charge
Take absentee and retake photos on-site at the student's or staff member's normal school location
Include primary absentee and retake portraits in class composites
Provide student identification badges with photos, name, grade level, homeroom, student ID number, and barcode, printed according to school templates
Provide immediate on-site solution for replacement and absentee identification badges for Secondary schools
Provide primary school class composite binders (8" x 10" with color student portraits, names, teacher photos, and proofing opportunity for Principals)
Provide secondary school class directories (pictures and names of all students and staff, 20 pictures per page, organized by grade and alphabetically, with proofing opportunity for Principals)
Provide high-resolution student and staff portraits for yearbook and memory book programs electronically (digital download, CD-ROM, or USB flash drive) to each school site
Provide picture days for non-school District staff at multiple locations for internal use, not for sale to staff
Provide District staff identification ID badges including preferred names, expiration date, QR barcode, and printed according to District template
Provide immediate on-site solution for replacement and absentee staff ID badges
Provide a solution for taking graduating class group photos for Secondary schools, available for purchase by parents/guardians and school staff
Provide secure, encrypted delivery of images with role-based access for District IT, Community Relations, District Public Safety, and Individual schools at no charge
Ensure role-based access allows each school to access only its own students' and staff members' images, and District IT has access to all images
Maintain a documented disaster recovery plan for all image files
Collaborate with District Project Manager to establish file naming convention and delivery process
Comply with District filing naming convention, format, resolution, and delivery method (currently JPG, 288 x 384 pixels)
Deliver images within a reasonable timeframe following picture day and retake days
Deliver high-resolution images sufficient for District operational and publishing needs
Provide District access to all original image files for twelve months from original release date at no additional charge
Notify District Project Manager two weeks prior to file access expiration
Support electronic delivery compatible with Edupoint Synergy (image 480x600 pixels, 150 DPI)
Provide a secure web portal with search capabilities by student name, staff name, student/staff ID number, school, and homeroom
Allow authorized users to download student and staff images in full-size high-resolution format from the secure web portal
Provide login credentials and download instructions to District departments (IT, Public Safety, Communications and Community Involvement, Individual Schools)
Not permit shared or generic logins
Demonstrate sufficient system capacity to prevent downtime
All personnel on-site must be badged and subject to a background check per District Standards
Employ only persons duly licensed by the State of Oregon for work requiring a license

$100,000 – $500,000

RFP Release Date: March 3, 2026

Virtual Non-Mandatory Pre-Proposal Conference: March 11, 2026 at 11:00 AM Pacific Time

Deadline for Questions: March 24, 2026 at 4:00 PM PST

Submit Proposals: March 31, 2026 at 2:00 PM Pacific Time

Beaverton School District

Organization overview and procurement intelligence available on paid plans.

The district seeks a vendor to provide high-quality, consistent, and secure school photography services for students, school staff, and district personnel. Services will include portrait packages, identification badges, electronic image delivery, and other related offerings. Photography must cover traditional school needs for Pre-K through grade 12, including picture days, absentee picture sessions, and retake opportunities at district-designated locations. The contract will be for one year. Interested vendors may participate in a virtual pre-proposal conference scheduled for March 11, 2026, and questions regarding the RFP must be submitted by March 24, 2026.

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