Student Photography Services - District Wide

Neshaminy School District
REQUEST FOR PROPOSAL (RFP) - RFP 28-10
Student Photography Services - District Wide
Issuing Entity: Neshaminy School District
Location: Bucks County, Pennsylvania
RFP Issue Date: Friday, October 9, 2026
Proposal Due Date: Friday, November 6, 2026 at 10:00 AM at the address noted later in the RFP
Board Approval Date (Anticipated): Tuesday, January 26, 2027
1. PURPOSE
The Neshaminy School District ("District") is soliciting sealed proposals from qualified vendors to provide
comprehensive student photography services, including underclass and senior portrait photography, in
accordance with the Pennsylvania Public School Code of 1949, applicable Pennsylvania procurement
requirements, and District policies.
This RFP is issued as a competitive solicitation. Award, if any, will be made by the Board of School
Directors to the responsible proposer whose proposal is determined to be in the best interest of the District.
2. COOPERATIVE PURCHASING
The District reserves the right to extend the terms, conditions, and pricing of any resulting contract to other
Pennsylvania public school entities, intermediate units, and municipalities, upon mutual agreement
between the awarded vendor and such entities.
3. SCOPE OF SERVICES
The selected vendor shall provide, at a minimum:
A. Underclass Photography (Grades K-11)
* Fall portrait sessions for all students
* Retake sessions as needed
* ID card integration (if required)
* Secure online ordering platform
* No obligation purchase model for families
* Yearbook image delivery (digital format per District specifications)
* Staff and faculty portraits
* Student IDs
B. Senior Portrait Photography (Grade 12)
* Formal studio-style and on-site portrait sessions (Summer, Fall, Winter dates)
* Multiple pose options and backgrounds
* Yearbook-compliant portrait submission (Suit and drape provided by company)

* Appointment-based scheduling system
* Contact families for advertising and scheduling of appointments from a provided district list
* Optional premium packages for families
* Cap and gown portraits (if required)
* Student IDs
C. Athletics/Candid Events
* 6 Athletic Events
* 45 Candid events
D. General Requirements
* No cost to the District unless explicitly proposed and approved
* Coordination with school administration calendars
* On-site staffing sufficient to minimize instructional disruption
* Compliance with FERPA and all student data privacy laws
* Secure handling and transfer of student data and images
4. TERM OF CONTRACT/AWARD
The contract shall be for an initial term of three (3) years, commencing July 1,2027, with the option for two
(2) one-year renewals upon mutual agreement and Board approval.
This RFP can be awarded as a whole or it can be awarded in parts, Underclassman and Seniors
5. PRICING STRUCTURE
Vendors must submit two separate pricing structures.
A. Underclass Photography Pricing
Include:
* Package tiers
* A la carte pricing
* Digital image pricing
* Commission or revenue-sharing (if any)
* Discounts for economically disadvantaged families (recommended)
B. Senior Portrait Pricing
Include:
* Session fees - no sitting fee unless decided once student is getting pictures done at studio - no
prepaid option should be offered
* Package tiers
* Retouching and add-on pricing
* Digital image pricing
C. Athletics/Candid Events Pricing
* Provide an Athletics rate
* Provide Candid Events rate
All pricing must remain firm for the initial contract term.

6. PROPOSAL REQUIREMENTS
Proposals must include:
* Company background and qualifications
* Experience with Pennsylvania school districts
* Minimum of three (3) K-12 references
* Detailed pricing (Section 5)
* Sample photography portfolio
* Description of ordering/customer service process
* Technology platform description
* Implementation timeline
* Completed required forms (see Section 11)
7. EVALUATION CRITERIA
Proposals will be evaluated using the following weighted criteria:
Criteria Weight
Cost / Value to Families 30%
Quality of Photography 20%
Experience & References 15%
Customer Service 10%
Technology Capabilities 10%
District Benefit / Revenue 10%
Compliance & Responsiveness 5%
8. LEGAL AND COMPLIANCE REQUIREMENTS
The successful vendor must:
* Comply with the Pennsylvania Public School Code of 1949
* Provide Act 34 (Criminal History), Act 151 (Child Abuse), and Act 114 (FBI) clearances
* Provide proof of insurance:
General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
o
Workers' Compensation: Statutory limits
o
Automobile Liability (if applicable): $1,000,000
o
* Indemnify and hold harmless the District
* Comply with FERPA and all applicable privacy laws
9. INSURANCE AND INDEMNIFICATION
The awarded vendor shall defend, indemnify, and hold harmless the Neshaminy School District, its Board,
employees, and agents from any and all claims, damages, losses, and expenses arising out of or resulting
from the performance of services under this contract, provided that such claim is attributable to bodily
injury, sickness, disease, death, or damage to property caused in whole or in part by the vendor.
Certificates of insurance must be provided prior to contract execution.

10. BOARD APPROVAL
Any contract resulting from this RFP is subject to approval by the Neshaminy Board of School Directors at
a public meeting. No agreement shall be binding until such approval is granted.
11. REQUIRED FORMS AND AFFIDAVITS
The following must be completed and submitted:
* Non-Collusion Affidavit (per PA requirements) (Appendix C)
* Vendor Qualification Statement (Appendix D)
* W-9 Form
* Iran Free Certification (if applicable)
* Debarment Certification
* Signed Proposal Signature Page (Appendix B)
12. SUBMISSION INSTRUCTIONS
Sealed proposals must be clearly labeled:
"RFP - Student Photography Services"
Submit to: Joseph Rischow
Neshaminy School District
2001 Old Lincoln Highway
Langhorne, PA 19047
Late proposals will not be accepted.
13. RESERVATION OF RIGHTS
The District reserves the right to:
* Reject any or all proposals
* Waive informalities or irregularities
* Request clarifications or additional information
* Award in whole or in part
14. QUESTIONS
All questions must be submitted in writing to: jrischow@neshaniny.org. The questions deadline is
Wednesday, October 21, 2026

APPENDIX A - PRICING FORMS
Underclass Photography Pricing Table
Package Name Contents Description Print Options Digital Included (Y/N) Price Notes
A La Carte Pricing
Item Description Price
Senior Portrait Pricing Table
Package Digital
Name Session Included (Y/N) # of Poses Prints Included Included Price Notes

Add-Ons / Upgrades
Item Description Price

APPENDIX B - SIGNATURE PAGE
Vendor Name: ___________________________
Authorized Representative: ___________________________
Title: ___________________________
Signature: ___________________________
Date: ___________________________

APPENDIX C - NON-COLLUSION AFFIDAVIT
State of _____________________________ Contract/Bid No ___________________
County of ___________________________:
I state that I am ___________________________ of__________________________
(Title) (Name of my firm)
and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I
am the person responsible in my firm for the price(s) and the amount of this bid.
I state that:
(1) The price(s) and amount of this bid have been arrived at independently and without consultation,
communication or agreement with any other contractor, bidder or potential bidder.
(2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor the
approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or
potential bidder, and they will not be disclosed before the bid opening.
(3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on
this contract, or to submit a bid higher than this bid, or to submit an intentionally high or
noncompetitive bid or other form of complementary bid.
(4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or
inducement from, any firm or person to submit a complementary or other noncompetitive bid.
(5) _______________________, its affiliates, subsidiaries, officers, directors and employees are (Name of
my firm)
not currently under investigation by any governmental agency and have not in the last four years been
convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving
conspiracy or collusion with respect to bidding on any public contract, except as
follows:_______________________________________(Indicate "none" if applicable.)
I state that __________________________________ understands and acknowledges (Name of my firm)
that the above representations are material and important, and will be relied on by the Neshaminy School
District Board of Directors when awarding the items for which this bid is submitted. I understand and my
firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment
from the Neshaminy School District Board of Directors, of the true facts relating to the submission of bids
for this contract.
(Print Name of Authorized Person and Company Position)
Signature of Authorized Person
Sworn to and subscribed before me this ____________ day of___________________, 20_____
_______________________________ My commission Expires_____________ Notary Public

APPENDIX D - VENDOR QUALIFICATION
Contractor Qualification Questionnaire
Company Name: ______________________________________________
Corporate Address: ______________________________________________
Local Service Facility Address: ______________________________________________
Years in Business: ______________________________________________
Number of Employees: ______________________________________________
Primary Account Representative: ______________________________________________
Office Telephone: ______________________________________________
Emergency After-Hours Contact: ______________________________________________
Website: ______________________________________________
Experience
Provide a summary of the firm's experience with uniform rental and laundering services, including
experience serving Pennsylvania school districts, municipalities, colleges, universities, or other public
agencies.
Years providing uniform rental services: __________
Number of active uniform rental accounts: __________
Number of Pennsylvania school district accounts: __________
References
Organization Contact Title Phone Years Served
Local Service Facility
Describe the location of the servicing facility that will support this contract, including approximate distance
from the District, normal delivery route, and emergency support capabilities.
Financial Responsibility
Has your company filed for bankruptcy within the past ten (10) years? Yes No

Is your company involved in any pending litigation that could affect performance? Yes No

If yes, attach an explanation.
Required Certifications
Bidder has reviewed all specifications.

Bid prices include all required services unless specifically noted.

Required insurance will be maintained.

All addenda have been acknowledged.

No undisclosed recurring fees will be charged.

Bid is valid for the period specified by the District.

Exceptions to Specifications
List any requested deviations from the specifications. If none, write 'None'.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
Vendor Checklist
Completed Proposal Form

Pricing Schedule

References

Qualification Questionnaire

Exceptions (if any)

Addenda Acknowledgement

Required Certifications

Non-Collusion Affidavit

Any supplemental information

Authorized Certification
The undersigned certifies that the information contained in this proposal is true and complete and that the
bidder is authorized to submit this proposal and enter into a contract if awarded.
Authorized Signature: ________________________________
Printed Name: _______________________________________
Title: ______________________________________________
Date: _______________________________________________