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- Due Text
- Monday, November 2, 2026 2:00pm
- Posted At
- Sun, Oct 4, 2026 8:00 AM
- Documents
- Graduation_Photography,_Videography,_and_Livestreaming_Services_(Addendum_#1_Revision).pdf
- Numeric Id
- 301588
- Description
- Katy ISD will receive proposals until Monday, November 2, 2026 by 2:00 pm for RFP #2603AF - Graduation Photography, Videography, and Livestreaming Services. Katy ISD's preferred method of submission is via the online bidding system, OpenGov, which can be accessed at https://procurement.opengov.com/portal/katyisd.
Background
Katy ISD is a flourishing suburban school district that encompasses 181 square miles in southeast Texas. Its eastern boundaries stretch to Houston's Energy Corridor, approximately 16 miles west of downtown Houston, and extend along Interstate 10 to a few miles west of the city of Katy.
Katy ISD is one of the largest and fastest growing public school districts in Texas.
Timeline
Release Project Date:
October 4, 2026
Pre-Proposal Meeting (Non-Mandatory):
October 7, 2026, 9:30am
Agenda
Teams Meeting : https://teams.microsoft.com/meet/277357576129558?p=5hAhPCbV4XUBwMkNIQ
Walkthrough (Non-Mandatory):
October 16, 2026, 12:00pm
Legacy Stadium - 1830 Katyland Dr., Katy, TX 77493 12 pm - 1 pm
Rhodes Stadium - 1733 Katyland Dr., Katy, TX 77493 1 pm - 2 pm
Leonard Merrell Center- 6301 S. Stadium Lane, Katy, TX 77493 2:15 pm- 3:15 pm
- Document Text
- 1. NOTICE OF INTENTION
Katy Independent School District (“Katy ISD” or the “District”) is issuing this Request for Proposals (RFP) for the procurement of Graduation Photography, Videography, and Livestreaming Services, in accordance with Texas Education Code § 44.031(a)(3). For information regarding the RFP process, contact the Purchasing Department at (281) 396-6260.
The initial term of this contract will be for one (1) year. The first year of contract shall be from 11.16.2026, through 11.15.2027, with the option to renew annually for up to an additional four (4) years, provided any subsequent renewal is agreed to in writing by both parties.
If all renewals are exercised, the contract term for vendors awarded under this solicitation, shall end on 11.15.2031.
Interested vendors should respond to this RFP and submit responses to Katy ISD for consideration.
Non-Electronic Bidding
Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77494.
2. REQUEST FOR PROPOSALS (RFP) REQUIREMENTS
2.1. Description
Please read this entire RFP document and specifications carefully. Respondent must complete all forms and submit their response with all appropriate attachments.
2.2. Request for Proposals (RFP) Documents
It is the responsibility of the vendor submitting a response to make certain that the Katy ISD OpenGov System has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda, or other critical information.
2.3. Tentative Timetable
Katy ISD anticipates following the timetable listed below for this solicitation:
Item Activity
Date & Time
(all times listed as CST)
1 Solicitation starts to advertise (1st run) Sunday, October 4, 2026
2 Solicitation starts to advertise (2nd run) Sunday, October 11, 2026
3 Pre-Proposal Conference Wednesday, October 7, 2026 at 9:00 am - https://teams.microsoft.com/meet/277357576129558?p=5hAhPCbV4XUBwMkNIQ
4 Deadline for Questions Monday, October 19, 2026 at 2:00 pm
5 Deadline for submission of responses Monday, November 2, 2026 at 2:00 pm
6 Demonstrations / Interviews TBD- Education Support Complex
7 Anticipated Board Meeting Approval N/A
The table above is only an estimate and may vary.
2.4. Requirements for Responses
Respondents must submit solicitations by Monday, November 2, 2026 at 2:00 pm (CST). Please refer to the “Special Terms and Conditions” section to ensure that you submit all required information in the Katy ISD OpenGov System.
Katy ISD does not accept responses after the due date and time.
2.5. Rights Reserved by Katy ISD and Restrictions on RFP Process
Katy ISD reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended Request for Proposals.
Katy ISD further reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with Katy ISD. Katy ISD may make multiple awards, and this fact should be taken into consideration by each vendor.
Katy ISD assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a response, any amendments, or addenda; participating in bid conferences, negotiation sessions, or discussions; or any other costs incurred by vendors prior to award of a contract pursuant to this RFP.
Katy ISD reserves the right to reject any and/or all responses, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interests of the School District. Katy ISD further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s response or any parts thereof. Katy ISD further reserves the right to waive any formalities or technicalities if deemed in the best interest of the School District.
Katy ISD reserves the right to be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP.
The District may elect to issue supplemental solicitations and award additional vendors for the same or similar items/services during the contract term, if it is determined to be in the best interest of the District. Supplemental solicitations will have the same solicitation number followed by an alpha character (i.e., Proposal XXXX-A). Vendors that have responded successfully to the original or a supplemental solicitation do not have to respond to other supplementals.
2.6. Questions and Clarification
Questions regarding the requirements specified in this solicitation must be submitted within the Katy ISD OpenGov System before Monday, October 19, 2026 at 2:00 pm.
Katy ISD will not answer verbal questions; any responses to a prospective vendor’s questions will be posted within the Katy ISD OpenGov System.
3. SPECIAL TERMS AND CONDITIONS
3.1. Description
This portion of the RFP includes instructions on the format vendors must follow in preparing and submitting their responses. It further identifies how questions should be raised and will be addressed.
3.2. Compliance with Terms and Specifications
Vendors are required to respond to all requests identified in this RFP and indicate their acceptance or objection to the terms of the RFP. Any exceptions to the terms, conditions and/or specifications shall be conspicuously noted by the Vendor in writing on the provided deviations form and shall be included with the response. Each vendor, by submitting a response, represents that they have read and understand the RFP.
3.3. Required Response Format
Responses should be direct, concise, complete, and unambiguous. Please ensure that you respond to all documents and attachments in this RFP.
3.4. Interpretation
This solicitation represents the basis for any award and supersedes all prior offers, negotiations, exceptions, and understandings (whether orally or in writing). Submitted responses should be self-explanatory and should not require any clarification or additional information.
3.5. Submission Deadline
Proposals shall be received no later than the submittal day and time deadline in the Katy ISD OpenGov System. No provisions or exceptions are made for late submissions due to the actions or consequences of the Vendor or a third- party. Any responses received after the submittal deadline date and time will be disqualified.
3.6. Submission Format
Katy ISD will accept bids and proposals submitted online via Katy ISD OpenGov System. Faxed or emailed proposals will not be accepted.
Non-Electronic Bidding
Vendors may respond to the following solicitation by submitting a sealed response to the Purchasing Department either by mail or hand delivery up to the date listed in the timeline. Proposals received after the response deadline will not be accepted. All times are central standard time. Please submit proposals to 6301 South Stadium Drive, Katy, TX 77493.
3.7. Vendor Information
The Vendor is responsible for ensuring that Katy ISD has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda or other critical information.
3.8. Addendum
Any interpretations, corrections, additions, or changes to this RFP will be communicated to vendors by the issuance of an addendum. All vendors shall comply with the requirements specified in any addendum issued by Katy ISD. It is the responsibility of the Vendor, prior to submitting their response, to determine whether an addendum was issued.
3.9. Disqualification
A Vendor may be disqualified before or after the responses are unsealed, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage. Additionally, responses submitted without all specified required components may not be considered and may be disqualified.
3.10. District Locations
School District locations may be added or removed based on District need as determined by Katy ISD during the contract period. A list of the current campus/facility addresses may be found at https://www.katyisd.org/district-maps.
3.11. No Return of Responses; Withdrawal of Responses
Once submitted, Katy ISD will not return responses to vendors. A Vendor may withdraw their response that has been submitted in the Katy ISD OpenGov System prior to the submittal deadline.
3.12. Open Records Policy
CONFIDENTIAL INFORMATION: If a Respondent submits any information considered to be proprietary, trade secret, or otherwise confidential, the Respondent must identify all such information in the bid by conspicuously noting in writing on the provided Confidentiality Form and shall be included with the response. If the Respondent fails to identify confidential information as set forth in this paragraph, it agrees that by submission of its response that the entirety of the response shall be deemed non-confidential and non-proprietary and shall be made available to the public upon request. All responses and parts of responses which are not marked as confidential will automatically be considered public.
Respondents should consult with their legal counsel regarding disclosure issues and take the appropriate precautions to safeguard trade secrets or any other confidential or proprietary information before submitting a response. Katy ISD assumes no liability or responsibility for release of any information not properly identified and documented as confidential pursuant to the requirements set forth herein.
In the event Katy ISD receives a request for portions of a response marked as “Confidential Information” as specified above, Katy ISD shall forward such request to the Office of the Texas Attorney General for an opinion on whether such information may be withheld from disclosure under the Texas Public Information Act. Katy ISD will notify Respondent whose response is the subject of the request when the information is forwarded to the office of the Attorney General. Katy ISD assumes no obligation for asserting legal arguments on behalf of Respondent. Respondents are advised that Katy ISD is obligated to comply with the decision of the Attorney General, including any such decision calling for the release of information marked as “Confidential Information” by a Respondent.
3.13. Responsible Vendor
A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.
3.14. Responsive Submissions
Submissions shall be deemed responsive if it meets or exceeds the provisions of the bid solicitation, including specifications and/or scope of work.
3.15. Demos/Interviews
Katy ISD reserves the right to create a short list of vendors based on factors listed in the evaluation criteria. Interviews may be scheduled with short listed vendors. Should the evaluation committee decide to interview or conduct demos the date, time and location will be announced.
3.16. Environmental Initiatives
Katy ISD is committed to reducing waste and promoting energy conservation. Toward that end, vendors responding to this solicitation are encouraged to provide their company’s environmental policy and green initiative.
3.17. Similar Products
Whenever an article or material is defined by Katy ISD in this solicitation by describing a proprietary product or by using the name of a manufacturer or brand name, the term “or equal” if not inserted shall be implied (as applicable). The specified article or material shall be understood as indicating type, function, minimum standard of design, efficiency and quality desired and shall not be construed as to exclude other manufactured products or comparable quality, design and efficiency (as applicable).
4. SCOPE & SPECIFICATIONS
4.1. Request for Proposals Defined
The intention of this Request for Proposals (RFP) is to solicit responses for Graduation Photography, Videography, and Livestreaming Services. Katy ISD is utilizing the Request for Proposals (RFP) method for the procurement of this service in accordance with Texas Education Code Section 44.031 Purchasing of Contracts, Subsection (a)(3) Request for Proposals. For information regarding the RFP process, contact the Purchasing Department at (281)396-6260.
Interested vendors should respond to this RFP and submit responses to Katy ISD.
4.2. Scope of Work
It is the intention of Katy ISD to request sealed proposals for RFP #2603AF Graduation Photography, Videography, and Livestreaming Services.
Katy Independent School District ("District") is seeking qualified vendors to provide comprehensive graduation photography, videography and livestreaming services for all District graduation ceremonies. The awarded vendor shall provide professional photography, videography and livestreaming services personnel, equipment, image processing, online ordering capabilities, customer support, and digital image management services for graduates, families, and the District.
This solicitation seeks a vendor capable of successfully managing multiple large-scale graduation ceremonies occurring simultaneously across multiple venues while ensuring high-quality photography, accurate graduate identification, timely image availability, and exceptional customer service.
The District is issuing this solicitation to evaluate available services and ensure the selected vendor possesses the staffing capacity, operational structure, technology, and resources necessary to support the District's evolving graduation program.
Recent changes to the District's graduation model have significantly increased the scope and complexity of graduation photography services. Historically, the District held graduation ceremonies over nine (9) consecutive evenings at a single venue. Beginning in Spring 2027, Katy ISD will transition to a new graduation model consisting of ten (10) graduation ceremonies conducted over five (5) consecutive days, with simultaneous ceremonies occurring at Legacy Stadium and Rhodes Stadium.
Additionally, beginning in Spring 2028, the District anticipates adding a separate graduation ceremony for Legacy Virtual High School, further increasing the number of ceremonies requiring photography services.
As a result, the District seeks a vendor capable of providing sufficient staffing, equipment, supervisory personnel, customer service resources, and operational capacity to support multiple concurrent ceremonies while maintaining consistent service quality, image quality, delivery timelines, and customer service standards across all graduation events.
The vendor must demonstrate the ability to successfully support simultaneous graduation ceremonies, multiple consecutive days of events, and future growth in the District's graduation program while providing reliable, professional, and uninterrupted services.
The District's objective is to establish a partnership with a qualified vendor that can scale services to meet current and future graduation photography needs while ensuring every graduate receives a professional and consistent photography experience and that families have timely access to graduation photographs and related products.
4.3. Product Specifications
It is the intention of Katy ISD to establish one or more contract(s) with highly qualified Vendor(s) for Graduation Photography, Videography, and Livestreaming Services.
I. Photography
I.A Scope Of Work: Graduation Photography Services
Graduation Schedule and Staffing Requirements
The District conducts multiple graduation ceremonies annually, including Spring, Winter, and Summer Graduation ceremonies.
Spring Graduation Ceremonies
The District's Spring Graduation program is the largest graduation event of the year and consists of multiple ceremonies over five (5) consecutive days.
Spring Graduation ceremonies are conducted simultaneously at:
Legacy Stadium - 1830 Katyland Dr., Katy, TX 77493
Rhodes Stadium - 1733 Katyland Dr., Katy, TX 77493
The awarded vendor must provide sufficient staffing, equipment, supervision, and operational support to fully staff both venues concurrently throughout the graduation schedule.
Minimum Staffing Requirements for Spring Graduations
The vendor shall provide:
A minimum of six (6) to eight (8) professional photographers assigned to Legacy Stadium for each graduation ceremony.
A minimum of six (6) to eight (8) professional photographers assigned to Rhodes Stadium for each graduation ceremony.
Adequate support personnel to assist with graduate identification, image tracking, quality control, and logistical coordination.
One (1) on-site supervisor or lead photographer at each venue.
Backup photographers and support personnel available in the event of absences or emergencies.
The District expects the vendor to provide a total staffing capacity of no fewer than twelve (12) photographers each graduation date across both venues.
Winter and Summer Graduation Ceremonies
The District also conducts Winter and Summer Graduation ceremonies, which are generally smaller in scale than Spring Graduation events.
These ceremonies are conducted at the Leonard Merrell Center and do not require simultaneous venue coverage.
Leonard Merrell Center- 6301 S. Stadium Lane, Katy, TX 77493
The vendor shall provide sufficient staffing and equipment to ensure complete photographic coverage of all graduates and ceremony activities.
A minimum of one (1) photographer assigned to Leonard Merrell Center for winter and summer graduations.
The proposal shall describe the staffing model that will be utilized for Winter and Summer Graduation ceremonies.
Required Photography Coverage
The vendor shall photograph every graduate participating in each graduation ceremony.
At a minimum, photography services shall include:
Pre-Stage Photography
Individual photograph of each graduate prior to graduation.
Images that clearly identify the graduate and capture the graduation experience.
On-Stage Photography
Individual photograph of each graduate receiving their diploma cover.
Individual photograph of each graduate participating in the official recognition or handshake moment on stage.
Additional photographs necessary to ensure a complete and professional record of the graduate's stage experience.
Photography Performance Standard
The vendor shall ensure that:
Every graduate is photographed during the graduation ceremony.
All photographs are properly exposed, focused, and professionally edited.
Image quality is consistent across all graduation ceremonies and venues.
Photographs are accurately matched to the correct graduate.
Quality assurance procedures are implemented to minimize missing, duplicate, or misidentified photographs.
Capacity Requirement
The vendor must demonstrate the ability to successfully provide photography services for:
Simultaneous graduation ceremonies occurring at multiple venues.
Multiple consecutive days of graduation events.
Large-scale public-school graduation programs serving thousands of graduates and guests annually.
The vendor shall provide evidence of experience, staffing resources, equipment capacity, and operational processes sufficient to support a graduation program of comparable size and complexity.
Event Preparation, Setup, and Pre-Ceremony Photography
The vendor shall arrive sufficiently in advance of each graduation ceremony to complete all setup activities and begin photographing graduates prior to the start of the ceremony.
At a minimum:
All photography personnel shall arrive no later than one (1) hour prior to the scheduled start time of each graduation ceremony.
All photography equipment, camera stations, identification systems, and workflow processes shall be fully operational before graduates arrive at photography staging areas.
The vendor shall coordinate with District staff regarding graduate flow, photography locations, and stage procedures.
Pre-Ceremony Photography Requirements
To ensure continuous photography throughout the graduation ceremony, the vendor shall begin photographing graduates before the ceremony starts.
The vendor shall:
Staff designated pre-stage photography stations.
Photograph the first several rows of graduates before the ceremony begins to create an operational buffer and maintain continuous photographic coverage throughout the event.
Maintain sufficient staffing and workflow processes to ensure graduates continue moving efficiently through the photography process without delaying the ceremony.
Coordinate with District personnel to ensure photography activities do not interfere with ceremony operations or student movement.
Continuous Coverage Requirement
The vendor shall maintain uninterrupted photographic coverage from the beginning of graduate staging through the conclusion of the ceremony.
The vendor shall demonstrate its ability to:
Photograph every graduate prior to entering the stage area.
Photograph every graduate receiving their diploma cover and participating in the on-stage recognition moment.
Maintain adequate staffing and workflow efficiency to prevent gaps in coverage during periods of high graduate volume.
Support simultaneous ceremonies at multiple venues during the Spring Graduation season without a reduction in service quality.
Performance Standard
The District expects a photograph capture rate of 100% of participating graduates.
The vendor shall implement quality-control procedures, staffing models, equipment resources, and operational processes necessary to:
Minimize missed photographs.
Prevent duplicate image assignments.
Ensure accurate graduate identification.
Maintain image quality standards throughout all ceremonies.
Any missed graduate photographs shall be documented and reported to the District.
Graduate Identification and Image Tracking
The vendor shall provide a reliable system for accurately identifying graduates and matching photographs to individual students.
The proposal shall describe:
The technology or process used to identify graduates.
Methods used to associate photographs with student records.
Quality-control procedures used to minimize identification errors.
Procedures for locating missing photographs.
Procedures for correcting misidentified photographs.
Processes utilized during simultaneous ceremonies to ensure accuracy.
Equipment and Contingency Planning
The vendor shall furnish all equipment necessary to perform graduation photography services.
At a minimum, the vendor shall provide:
Backup camera bodies.
Backup lenses.
Backup memory cards and storage devices.
Backup power supplies and batteries.
Backup computers and image-processing equipment, if utilized.
Backup photography personnel and supervisors.
The proposal shall include contingency plans for:
Equipment failure.
Technology failures.
Staffing shortages.
Inclement weather.
Venue disruptions.
Other unforeseen operational circumstances.
Photography Platform and Image Access
The vendor shall provide a secure online platform that allows students, parents, and authorized District personnel to access graduation photographs.
The proposal shall include:
Description of the platform utilized.
Viewing, ordering, and download capabilities.
Mobile device compatibility.
Accessibility features.
Search capabilities.
Image retention periods.
Methods utilized for digital image delivery.
Katy ISD shall not be required to purchase software or subscriptions to access District-authorized photographs.
Minimum Service Requirements
The vendor shall meet the following minimum performance standards:
Graduation photographs shall be available for viewing and purchase within ten (10) business days following each ceremony.
Purchased digital image files shall be delivered within twenty-four (24) hours of purchase.
Customer inquiries shall receive a response within two (2) business days.
District image requests shall be fulfilled within two (2) business days whenever reasonably possible.
Issues involving missing or incorrectly assigned photographs shall be resolved within five (5) business days whenever reasonably possible.
Customer Service Requirements
The vendor shall provide customer service directly to parents, students, and District personnel and shall maintain sufficient staffing to support customer inquiries and issue resolution throughout the graduation season.
District Account Representative
The vendor shall assign a dedicated account representative who shall serve as the District's primary point of contact throughout the contract term.
District Rights and Usage
The vendor shall clearly identify all rights granted to Katy ISD regarding graduation photographs.
At a minimum, the proposal shall indicate whether Katy ISD may:
Download photographs.
Reproduce photographs.
Publish photographs.
Distribute photographs.
Archive photographs.
Use photographs on District websites.
Use photographs on District social media platforms.
Use photographs in presentations, reports, newsletters, publications, and marketing materials.
Any copyright restrictions, licensing limitations, or additional fees shall be clearly disclosed.
The District prefers unlimited, perpetual, non-exclusive rights to use graduation photographs for official educational, informational, and promotional purposes without additional fees.
I.B Requested Information for Proposal Response- Photography Services
Company Information and Qualifications
Provide the following information:
A. Legal company name, address, and website.
B. Primary contact name, title, phone number, and email address.
C. Description of the company's organizational structure and operational capacity to support large-scale graduation events.
D. Identification of any subcontractors that may be utilized and the services they will provide.
Experience and References
Provide the following information:
A. Number of years providing graduation photography services.
B. Number of graduation ceremonies serviced annually.
C. Describe experience supporting large public-school districts, including simultaneous graduation ceremonies occurring at multiple venues.
D. Provide a minimum of five (5) references from school districts or comparable organizations for which similar services have been provided within the last five (5) years.
Each reference shall include:
Organization name
Contact person
Title
Phone number
Email address
Description of services provided
E. Provide a minimum of five (5) sample graduation photographs from a recent graduation ceremony that demonstrate the variety and quality of photography services offered, including pre-ceremony, pre-stage, on-stage, post-ceremony, family, group, candid, and other graduation photography opportunities, as applicable.
Staffing Plan
Provide a detailed staffing plan for all graduation events, including:
A. Number of photographers assigned to Spring Graduation ceremonies.
B. Number of photographers assigned to the Winter Graduation ceremony.
C. Number of photographers assigned to the Summer Graduation ceremony.
D. Number of support personnel assigned to each ceremony.
E. Number and role of on-site supervisors.
F. Procedures for handling staffing shortages, absences, or emergencies.
G. Description of resources available to support simultaneous ceremonies at Legacy Stadium and Rhodes Stadium.
Operational Capacity
Describe the vendor's ability to support:
A. Ten (10) graduation ceremonies conducted over five (5) consecutive days, including simultaneous ceremonies at Legacy Stadium and Rhodes Stadium.
B. Future expansion of graduation ceremonies, including Legacy Virtual High School beginning Spring 2028 at Leonard Merrell Center.
C. High-volume graduation events without interruption of service.
Graduate Identification and Image Tracking
Describe the processes and technology used to:
A. Identify graduates.
B. Match photographs to individual graduates.
C. Ensure accuracy during simultaneous graduation ceremonies.
D. Correct misidentified photographs.
E. Locate missing photographs.
F. Maintain quality-control measures throughout the photography process.
Equipment and Contingency Planning
A. Describe the equipment, staffing resources, and operational support available to successfully provide graduation photography services for Katy ISD.
B. Describe contingency plans and backup resources used to ensure uninterrupted service during equipment failures, staffing shortages, technology issues, weather-related disruptions, or other operational challenges.
C. Describe how service continuity and photography coverage will be maintained during simultaneous graduation ceremonies and other high-volume graduation events.
Timeline and Service Commitments
Provide the guaranteed service timelines for the following:
A. Number of business days required to process and post graduation photographs following each ceremony.
B. Number of business days required to make photographs available for viewing and purchase.
C. Number of hours or business days required to deliver purchased digital image files.
D. Average and maximum response time for customer inquiries.
E. Average and maximum resolution time for issues involving missing or incorrect photographs.
F. Average and maximum response time for District requests for graduation images.
G. Describe the measures used to ensure timelines are maintained during high-volume periods and simultaneous graduation ceremonies.
Vendor Questionnaire
Provide responses to the following questions:
A. Describe the process you use to ensure every graduate is photographed during both pre-ceremony and on-stage photography.
B. Describe the photography opportunities and services offered before, during, and after graduation ceremonies, including any individual, family, group, candid, commemorative, or specialty photography options available to graduates and their families.
C. Describe your quality assurance processes for preventing missing, duplicate, or incorrectly assigned photographs.
D. Describe your customer service model, including response times and procedures for resolving issues related to missing or incorrect photographs.
E. Explain what differentiates your company from other graduation photography providers and why your company is uniquely qualified to support Katy ISD's graduation program.
Photography Platform & Image Access
A. Describe how graduation photographs are stored, hosted, and maintained.
B. Identify the platform used for image viewing, ordering, and downloading.
C. Describe the search and photo-identification features available to students, parents, and District staff.
D. Specify whether Katy ISD must purchase or subscribe to any software, application, or service to access graduation photographs.
E. Identify any system requirements, licensing fees, subscription costs, or ongoing costs associated with image access.
F. Describe mobile accessibility and user experience features available to parents and students.
G. Explain the data security measures used to protect student images and personal information.
H. Identify the length of time graduation photographs will remain available online for viewing, ordering, and downloading.
District Rights & Usage
A. Describe all rights granted to Katy ISD for use of graduation photographs.
B. Indicate whether Katy ISD may download, reproduce, publish, distribute, archive, and otherwise use photographs for educational and communications purposes.
C. Explain whether Katy ISD's Communications Department may use photographs on District websites, social media platforms, newsletters, reports, presentations, publications, and marketing materials without additional fees.
D. Identify any copyright restrictions, licensing limitations, or usage restrictions applicable to District use of photographs.
E. Identify any additional fees associated with District use of photographs.
Parent & Student Access
A. Describe the process parents and students will use to view and order graduation photographs.
B. Explain all purchasing options available, including printed photographs, photo packages, specialty products, and digital image files.
C. Describe how digital image purchases are delivered to customers.
D. Identify the timeframe during which photographs will remain available for viewing, ordering, purchasing, and downloading.
E. Provide the customer service phone number, email address, business hours, and support methods available to parents and students.
F. Describe procedures for resolving concerns related to missing photographs, incorrect photograph assignments, refunds, exchanges, and replacement orders.
G. Provide links to sample graduation galleries or examples of the online ordering and delivery experience available to families.
II. Videography
II.A Scope of Work: Graduation Videography and Livestreaming Services
Service Requirements
The awarded vendor shall provide all labor, supervision, equipment, technology, livestreaming services, audio and video production, recording services, hosting services, technical support, and other resources necessary to perform graduation videography and livestreaming services.
Services shall include, at a minimum:
Graduation Ceremony Coverage
The vendor shall provide professional videography and livestreaming services for each District graduation ceremony, including:
Livestreaming of the entire graduation ceremony.
Recording of the complete graduation ceremony from beginning to end.
Video coverage of graduates receiving diploma covers and participating in the official recognition moment on stage.
Video coverage of keynote speakers, student speakers, performances, and special recognitions.
Professional audio capture of all ceremony proceedings.
Multiple camera angles sufficient to provide professional-quality coverage of the event.
Archived recordings of each graduation ceremony.
General event footage as requested by the District for communications, publications, social media, promotional materials, and archival purposes.
The District reserves the right to modify camera locations, production requirements, and livestreaming procedures based upon venue requirements and graduation operations.
Graduation Schedule and Staffing Requirements
The District conducts multiple graduation ceremonies annually, including Spring, Winter, and Summer Graduation ceremonies.
A minimum of two (2) videographers assigned to Legacy Stadium for each graduation ceremony.
A minimum of two (2) videographers assigned to Rhodes Stadium for each graduation ceremony.
Spring Graduation Ceremonies
The District's Spring Graduation program is the largest graduation event of the year and consists of approximately ten (10) graduation ceremonies conducted over five (5) consecutive days.
Spring Graduation ceremonies are conducted simultaneously at:
Legacy Stadium - 1830 Katyland Dr., Katy, TX 77493
Rhodes Stadium - 1733 Katyland Dr., Katy, TX 77493
The awarded vendor must provide sufficient staffing, equipment, supervision, technical support, and livestreaming infrastructure to fully support both venues concurrently throughout the graduation schedule.
Winter and Summer Graduation Ceremonies
The District also conducts Winter and Summer Graduation ceremonies, which are generally smaller in scale and are held at the Leonard Merrell Center.
Leonard Merrell Center- 6301 S. Stadium Lane, Katy, TX 77493
The vendor shall provide sufficient staffing, equipment, and technical support to ensure complete videography and livestreaming coverage of all graduation activities.
Future Expansion
Beginning in Spring 2028, the District anticipates adding a separate graduation ceremony for Legacy Virtual High School.
The vendor shall demonstrate the ability to support future expansion of graduation videography and livestreaming services as District needs evolve.
Event Preparation and Setup
The vendor shall arrive sufficiently in advance of each graduation ceremony to complete all setup activities, equipment testing, audio checks, connectivity verification, and livestream preparations prior to the start of the ceremony.
At a minimum:
All videography and livestreaming personnel shall arrive no later than one (1) hour prior to the scheduled start time of each graduation ceremony.
All cameras, audio equipment, livestreaming systems, recording equipment, internet connections, graphic overlays, and monitoring systems shall be fully operational prior to guest arrival and the start of the ceremony.
The vendor shall conduct all required audio, video, and livestream testing prior to the start of each ceremony.
The vendor shall coordinate with District staff regarding camera locations, audio sources, event schedules, speaker positions, stage procedures, and livestream operations.
The vendor shall ensure all recording and streaming systems are functioning properly before the processional begins.
The vendor shall maintain on-site technical support personnel capable of troubleshooting equipment, audio, video, or connectivity issues throughout the event.
For simultaneous ceremonies at Legacy Stadium and Rhodes Stadium, the vendor shall ensure both venues are fully staffed, tested, and operational prior to the start of each ceremony.
Livestreaming Requirements
The vendor shall provide a reliable livestreaming solution capable of supporting all graduation ceremonies.
At a minimum:
Livestreams shall be accessible through a web-based platform.
Livestreams shall be compatible with desktop computers, tablets, and mobile devices.
Livestreams shall be monitored throughout each ceremony to ensure reliability.
The vendor shall provide sufficient internet connectivity and bandwidth to support livestreaming operations.
Backup equipment and contingency plans shall be maintained to minimize service interruptions.
Archived recordings shall be available following each ceremony.
Livestream links shall be provided to the District in advance of each graduation ceremony.
Video Deliverables
The vendor shall provide:
Archived recording of each graduation ceremony.
Downloadable high-resolution video files for District use.
Online access to ceremony recordings.
Video storage and retention services as identified in the proposal.
Access to recordings for graduates, families, and community members as described in the vendor's proposal.
Performance Standards
The vendor shall implement sufficient staffing, equipment, technical support, and operational procedures necessary to:
Maintain uninterrupted livestreaming services whenever reasonably possible.
Deliver professional-quality video and audio production.
Support simultaneous ceremonies occurring at multiple venues.
Prevent loss of recordings due to equipment or technology failures.
Ensure archived recordings are accessible in accordance with proposal commitments.
Deliver services consistently across all graduation ceremonies.
District Rights and Usage
The vendor shall clearly identify all rights granted to Katy ISD regarding recorded graduation videos.
Katy ISD prefers unlimited, perpetual, non-exclusive rights to download, archive, reproduce, publish, distribute, and utilize graduation video recordings for official educational, informational, communications, and promotional purposes without additional licensing fees.
Any copyright restrictions, licensing limitations, or additional fees shall be clearly disclosed in the proposal.
II.B Requested Information for Proposal Response – Videography and Livestreaming
For vendors proposing both Photography Services and Videography/Livestreaming Services, refer to previously provided information rather than duplicating it. Vendors shall clearly identify the section(s) within the proposal where the requested information may be found. For example, if a company bids both services, under Videography Company Information they can simply write: "See Photography Proposal, Company Information and Qualifications, Sections A-D."
Company Information and Qualifications
Provide the following information:
A. If different from information previously provided, provide the legal company name, address, website, and primary contact information.
B. Number of years providing videography and livestreaming services.
C. Description of experience providing videography and livestreaming services for graduations, school districts, or comparable large-scale events.
Experience and References
Provide the following information:
A. Number of graduation ceremonies or comparable live events recorded and/or livestreamed annually.
B. Experience supporting simultaneous events occurring at multiple venues.
C. Minimum of five (5) references from school districts or comparable organizations for which similar services have been provided within the last five (5) years.
Each reference shall include:
Organization name
Contact person
Title
Phone number
Email address
Description of services provided
D. Provide links to at least three (3) recent graduation ceremony recordings, livestreams, or comparable event productions.
Staffing Plan
Provide a detailed staffing plan for all graduation events, including:
A. Number of videographers assigned to Spring Graduation ceremonies.
B. Number of videographers assigned to Winter Graduation ceremonies.
C. Number of videographers assigned to Summer Graduation ceremonies.
D. Number of technical support personnel assigned to each ceremony.
E. Number and role of on-site supervisors.
F. Procedures for handling staffing shortages, absences, or emergencies.
Videography and Livestreaming Platform
Provide the following information:
A. Describe the videography and livestreaming services that will be provided.
B. Describe the livestreaming platform and technology utilized.
C. Describe the audio, video, and livestreaming equipment utilized.
D. Describe backup equipment, connectivity solutions, and contingency plans used to ensure uninterrupted livestreaming and recording services.
E. Describe how livestreams and archived recordings may be accessed by parents, students, families, and community members.
F. Identify the timeline for making recorded graduation ceremonies available following each event.
G. Identify the length of time recorded ceremonies will remain available online.
District Rights and Usage
Provide the following information:
A. Describe all rights granted to Katy ISD for use of graduation video recordings.
B. Indicate whether Katy ISD may download, reproduce, publish, distribute, archive, and otherwise use video recordings for educational and communications purposes.
C. Explain whether Katy ISD's Communications Department may use video recordings on District websites, social media platforms, newsletters, reports, presentations, publications, and marketing materials without additional fees.
D. Identify any copyright restrictions, licensing limitations, or usage restrictions applicable to District use of video recordings.
E. Identify any additional fees associated with District use of video recordings.
Vendor Questionnaire
Provide responses to the following questions:
A. Describe your process for ensuring uninterrupted livestreaming during large-scale graduation ceremonies.
B. Describe your quality assurance process for video production, livestream monitoring, and archived recordings.
C. Describe your contingency plans for internet connectivity failures, equipment failures, audio issues, and other technical disruptions.
D. Explain what differentiates your videography and livestreaming services from other providers and why your company is uniquely qualified to support Katy ISD's graduation program.
Weather-Related Delays, Postponements, and Rescheduled Graduation Services
The Vendor shall maintain sufficient staffing, photography and videography equipment, livestreaming capabilities, and operational resources to support delayed, postponed, cancelled, or rescheduled graduation ceremonies.
In the event a graduation ceremony is postponed due to weather or other unforeseen circumstances, the District may reschedule the ceremony to the following day or another date determined by the District. The Vendor shall provide all contracted photography, videography, livestreaming, and related services for the rescheduled ceremony.
The location of a rescheduled graduation ceremony may be modified based on weather conditions, venue availability, operational considerations, or other factors as determined by the District. The Vendor shall be prepared to provide services at the revised date, time, and location identified by the District.
The Vendor shall maintain sufficient staffing, equipment, technical resources, and scheduling flexibility throughout the graduation season to support delayed or rescheduled ceremonies while continuing to meet all requirements of this solicitation.
The District reserves the right to delay, suspend, or cancel a graduation ceremony when conditions may interfere with the safe or effective delivery of services. The Vendor shall comply with the District's direction and be prepared to resume or provide services when authorized by the District.
The Vendor shall describe any limitations or additional requirements associated with supporting delayed, postponed, cancelled, or rescheduled graduation ceremonies.
4.4. No Guarantee of Quantities
Katy ISD makes no guarantee or commitment of any kind concerning quantities that will actually be purchased under this RFP and the resulting contract, if any. Katy ISD makes no guarantee or commitment of any kind regarding usage of any contracts resulting from this RFP.
4.5. IRS FORM W-9
All vendors doing business with Katy ISD must have an IRS Form W-9 Request for Taxpayer Identification Number and Certification on file with Katy ISD.
4.6. Certificate of Interested Parties – FORM 1295
For any contracts requiring Board action, that are valued at $1 million or more, or a contract for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code, the District will require the awarded Vendor to submit the Disclosure of Interested Parties Form 1295 from the Texas Ethics Commission and then certify to Katy ISD that the disclosure has been filed.
Certain contracts, including contracts with a public traded business entity, including a wholly owned subsidiary of the business entity, are exempt from this requirement. Texas Ethics Commission Rules 46.1(c) references other types of contracts not requiring the filing of a Form 1295.
4.7. VENDOR CERTIFICATIONS
The Vendor Certifications addendum includes certifications and provisions that are required and apply when Katy ISD expends federal, state, and local funds for any contract resulting from this procurement process including, but not limited to, APPENDIX II TO 2 CFR PART 200 - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS.
Vendor must certify its willingness and ability to comply with each provision, law, act, regulation, etc. as specifically noted, by having its authorized representative initial the applicable boxes and sign the acknowledgment at the end of the addendum.
4.8. Insurance Requirements
When applicable, Vendor shall maintain liability insurance, including non-owned automobile liability, Worker’s Compensation, and employer’s liability insurance as well adequately protect Katy ISD against such damage, liabilities, claims, losses and expenses (including attorneys’ fees). Vendor agrees to submit certificates of insurance evidencing its insurance coverage when requested by Katy ISD.
Katy Independent School District
Insurance Requirements for Independent Contractors
Policy Type
Individual Presenters
Company Consultants
Rentals - In-District
Construction, Installation, Renovation, Building Modifications, Service, Maintenance or Repair Projects
Charter Bus Service
Private Lesson Tutors Individual Consultants
As determined by contract
Inflatable Bouncers Carnival Rides
Small Projects Less than 4
Days
and/or $10,000
Medium Projects
$10,000
to
< $25,000
Large Projects Equal to or Greater
than $25,000
Commercial General Liability
BI & PD
Each Occurrence
Not Required
1,000,000
1,000,000
300,000
1,000,000
1,000,000
1,000,000
BI & PD
General Aggregate
Not Required
1,000,000
1,000,000
600,000
1,000,000
1,000,000
1,000,000
Products & Completed Operations
Not Required
1,000,000
1,000,000
600,000
1,000,000
1,000,000
1,000,000
Personal & Adv Injury
Not Required
1,000,000
1,000,000
300,000
1,000,000
1,000,000
1,000,000
Sexual Assault and Molestation
Not Required
1,000,000
1,000,000
300,000
1,000,000
1,000,000
1,000,000
Fire & Legal Liability
Not Required
100,000
100,000
50,000
100,000
100,000
100,000
Medical Expenses
Not Required
5,000
5,000
5,000
5,000
5,000
5,000
Commercial Auto Liability
Not Required
Bodily Injury
Each Person
Not Required
100,000
100,000
100,000
100,000
1,000,000
1,000,000
Bodily Injury
Each Accident
Not Required
300,000
300,000
300,000
300,000
2,000,000
2,000,000
Property Damage
Each Occurrence
Not Required
100,000
100,000
100,000
100,000
$250,000
$250,000
Combined Single Limit
Not Required
1,000,000
3,000,000
Umbrella Liability (Excess)
Not Required
Not Required
Not required
Not required
Over GL, Auto & Workers' Comp
Not Required
1,000,000
One times the contract amount for contracts exceeding $1M up to
$25M.
$1M minimum.
5,000,000
Workers' Compensation
Not Required
Required
Required
Required
Required
Required
Required
Employers Liability
Not Required
1,000,000
1,000,000
1,000,000
1,000,000
1,000,000
1,000,000
Do you accept accident policies & waivers in lieu
of workers comp?
Not Required
No
No
No
No
No
No
Builders' Risk/Installation Floater
Not Required
N/A
N/A
N/A
Full Insurable
Value of Project
Full Insurable
Value of Project
N/A
Owners' & Contractor's Protective Liability
Not Required
N/A
N/A
N/A
1,000,000
1,000,000
N/A
Professional Errors & Omissions Liability for certified professionals
As Requested based on project.
As determined by contract
N/A
N/A
N/A
N/A
N/A
Insurance Company "AM Best" Rating
A-VII
A-VII
A-VII
A-VII
A-VII
A-VII
Cancellation Notice
Not Required
30 Days
30 Days
30 Days
30 Days
30 Days
30 Days
Bonds
Bid Bond
N/A
N/A
N/A
If Requested
If Requested
If Requested
N/A
Payment Bond
N/A
N/A
N/A
N/A
100%
100%
N/A
Performance Bond
N/A
N/A
N/A
N/A
100%
100%
N/A
Other
Bodily Injury & Property Damage Injury Releases
Yes
5. EVALUATION & AWARD OF RFP
In accordance with applicable laws, rules, and regulations for public purchasing, award(s) will be made to the responsible vendor(s) whose response(s) is/are determined, after evaluation by a committee of Katy ISD administrators and educators, to be the best value for the District. To qualify for evaluation, a response must have been submitted on time and must materially satisfy all mandatory requirements identified in this RFP solicitation.
5.1. Formation of Contract
A response to this solicitation is an offer to contract with Katy ISD based upon the terms, conditions, scope of work, and specifications contained in this procurement solicitation. A solicitation/response does not become a contract unless and until it is accepted, evaluated, and awarded by Katy ISD, including Katy ISD Board of Trustees approval, when required.
5.2. Non-Exclusive Contract
Any contract resulting from this solicitation is non-exclusive and shall be awarded with the understanding and agreement that it is for the sole convenience of Katy ISD. Katy ISD is free to have multiple contracts for the awarded goods and services and may initiate other procurement solicitations or purchasing activity with other vendors at any time, in Katy ISD’s sole discretion.
5.3. Awards
Awards will be made to the successful vendor(s) for the total line of products and services submitted. Awards will be based on the criteria set forth within this document. Katy ISD reserves the right to award contracts to multiple vendors if these vendors offer items that are unique and have value to Katy ISD. Katy ISD shall comply with the Texas Public Information Act in the event Katy ISD receives an open records request for information relating to responses submitted in response to this RFP.
5.4. Purchase Orders
Purchase orders will be issued on an as-needed basis. The district will not be responsible for any products and/or services rendered without a Katy ISD purchase order signed electronically by authorized District personnel and/or proper authorization by the district’s purchasing Department. Requests for items will originate at each campus or department and the subsequent purchase order will be processed only by the Katy ISD Purchasing Department.
Please note that items and/or services are not to be delivered/provided to Katy ISD without an approved purchase order. If your company provides an item and/or service without a properly drawn Katy ISD purchase order, you are not guaranteed payment and the item/or service you provided could be constituted as a donation.
5.5. Invoices
Invoices shall show the Katy ISD purchase order number, copy of signed delivery ticket, and bid name, and shall be emailed directly to AP@KatyISD.org.
5.6. Inspection & Acceptance
Awarded vendor(s) shall deliver the goods or services procured on this contract to the Katy ISD Department issuing a Purchase Order. If delivery is not or cannot be made within proper time period, the awarded vendor must receive authorization from the issuing Katy ISD Department for the delayed delivery. If defective or incorrect goods are delivered, Katy ISD may make the determination, in its sole discretion, to return the goods to the vendor at no cost to Katy ISD. The vendor agrees to pay all shipping and handling costs for any such return shipment. The vendor also shall be responsible for arranging the return of the defective or incorrect goods.
5.7. Payment Terms
Payment will be made upon receipt and acceptance by Katy ISD of item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Chapter 2251, Government Code VTCA. As required by law, the awarded contractor is required to pay subcontractors within ten (10) days from the receipt of this payment.
5.8. E-Payables Solution
Katy ISD has implemented an E-Payables solution. All vendors and contractors doing business with Katy ISD will be offered the option of accepting payments through the District’s E-Payables VISA account. This payment will be transmitted electronically to the vendor on or before the due date, and receipt of funds will be as per the terms of the merchant’s VISA agreement. Payment terms, unless negotiated with the District, will remain the same. Vendors and contractors may negotiate, and the District will consider earlier payment terms if such terms are advantageous to Katy ISD.
6. EVALUATION CRITERIA
A committee selected by the Katy ISD Purchasing Department will review and evaluate all responses and make a recommendation for contract award. This recommendation will be based on the following factors, in accordance with Texas Education Code § 44.031:
1. Purchase Price
Offer a fair reasonable price for items or services to be procured by Katy ISD.
Scoring Method:
Points Based
Weight (Points):
30 (30% of Total)
2. Reputation of the Vendor and of the Vendor’s goods or services
Vendor should have a solid reputation with other ISD’s, Government or Collegiate entities that show a high level of customer service, a high level of quality of good or services.
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
3. Quality of the vendor’s goods or services
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
4. Extent to which the goods or services meet the district’s needs
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
5. Vendor’s past relationship with the district or similar size district. If no experience with the District, then with an entity of similar size and scope.
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
6. Long-term cost to the district to acquire the Vendor’s goods or services
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
7. Extent to which the Vendor agrees to and/or deviates from Katy ISD’s Solicitation Information and Instructions, Standard Terms and Conditions and Special Terms and Conditions
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
7. PRICING / DELIVERY INFORMATION
7.1. Pricing
Vendors must provide pricing in the Katy ISD OpenGov System (including any additional pricing examples and pricing discount schedules) that need to be submitted to provide Katy ISD with a comprehensive catalog. Catalog/price lists must be included in the Vendor’s proposal.
7.2. Tax Exemption
Katy ISD is exempt by law from the payment of Texas and Local Sales Tax and Federal Excise Tax. Responses should not include any such taxes.
7.3. Percentage Discount
If applicable, respondents should provide a discount off shelf, catalog, price list and/or website. The actual cost to Katy ISD will be the price less the percent discount quoted by the vendor in this proposal. Completing the Discount Section – If offering current shelf, catalog, list, or website pricing only, with no additional discounts, so indicate on the Discount Section of the proposal form in the ‘PERCENTAGE DISCOUNT’ column with 0% as the discount to be taken from the purchase total. The discounts requested will be a percentage off (-) current shelf, catalog, website and/or published price list(s).
7.4. Firm Pricing
Firm pricing is requested for the first (1) term of the contract. Notice of any changes thereafter must be submitted in writing to the Director of Purchasing, at least thirty (30) days prior to the effective date of the increase. Invoices with price changes that did not receive prior approval from the Purchasing Department will not be honored. If during the term of the contract, the vendor’s costs are lowered and such savings are passed along to other customers, it is understood and agreed that the benefits of such reduction shall be extended to Katy ISD.
7.5. Freight / Delivery / Inspection & Acceptance
All deliveries shall be F.O.B. Destination and Inside Delivery. Deliveries shall be made during Katy ISD Regular Hours.
A purchase order(s) shall be generated by Katy ISD to the Vendor. The purchase order number must appear on all itemized invoices and packing slips. Katy ISD will not be held responsible for any orders placed/delivered without a valid current purchase order number.
8. COST PROPOSAL
Give your unit rate for each applicable staffing tier and billing structure (hourly and/or flat-rate). Quantity of 1 reflects a per-unit price, not a total quantity, use the No Bid column for any tier or rate structure you are not offering.
Graduation Videography & Livestreaming Services
Export This Table
Line Item
No Bid
Description
Unit of Measure
Quantity
Unit Cost
Total
1
Videography + livestream — per ceremony
ceremony flat rate
1
2
Simultaneous two-venue coverage — per day
flat rate
1
3
Videography + livestream — per ceremony
hourly (not to exceed 5 hours)
1
4
Simultaneous two-venue coverage — per day
hourly (not to exceed 5 hours)
1
5
Winter graduation coverage
ceremony flat rate
1
6
Summer graduation coverage
ceremony flat rate
1
7
Winter graduation coverage
hourly (not to exceed 5 hours)
1
8
Summer graduation coverage
hourly (not to exceed 5 hours)
1
9
Archived recording hosting / retention
year
1
10
Additional camera / production add-ons
each
1
Total
$0.00
Columns
Graduation Photography Services - Legacy Stadium
Export This Table
Line Item
No Bid
Description
Unit of Measure
Quantity
Unit Cost
Total
11
Six (6) professional photographers assigned to Legacy Stadium
hourly (not to exceed 5 hours)
1
12
Seven (7) professional photographers assigned to Legacy Stadium
hourly (not to exceed 5 hours)
1
13
Eight (8) professional photographers assigned to Legacy Stadium
hourly (not to exceed 5 hours)
1
14
One (1) on-site supervisor or lead photographer
hourly (not to exceed 5 hours)
1
15
Backup or additional photographers and support personnel
hourly (not to exceed 5 hours)
1
16
Six (6) professional photographers assigned to Legacy Stadium
ceremony flat rate
1
17
Seven (7) professional photographers assigned to Legacy Stadium
ceremony flat rate
1
18
Eight (8) professional photographers assigned to Legacy Stadium
ceremony flat rate
1
19
One (1) on-site supervisor or lead photographer
ceremony flat rate
1
20
Backup or additional photographers and support personnel
ceremony flat rate
1
Total
$0.00
Columns
Graduation Photography Services - Rhodes Stadium
Export This Table
Line Item
No Bid
Description
Unit of Measure
Quantity
Unit Cost
Total
21
Six (6) professional photographers assigned to Rhodes Stadium
hourly (not to exceed 5 hours)
1
22
Seven (7) professional photographers assigned to Rhodes Stadium
hourly (not to exceed 5 hours)
1
23
Eight (8) professional photographers assigned to Rhodes Stadium
hourly (not to exceed 5 hours)
1
24
One (1) on-site supervisor or lead photographer
hourly (not to exceed 5 hours)
1
25
Backup or additional photographers and support personnel
hourly (not to exceed 5 hours)
1
26
Six (6) professional photographers assigned to Rhodes Stadium
ceremony flat rate
1
27
Seven (7) professional photographers assigned to Rhodes Stadium
ceremony flat rate
1
28
Eight (8) professional photographers assigned to Rhodes Stadium
ceremony flat rate
1
29
One (1) on-site supervisor or lead photographer
ceremony flat rate
1
30
Backup or additional photographers and support personnel
ceremony flat rate
1
Total
$0.00
Columns
Graduation Photography Services - Winter/Summer
Export This Table
Line Item
No Bid
Description
Unit of Measure
Quantity
Unit Cost
Total
31
Professional photographer
hourly (not to exceed 5 hours)
1
32
Backup or additional photographers and support personnel
hourly (not to exceed 5 hours)
1
33
Professional photographer
ceremony flat rate
1
34
Backup or additional photographers and support personnel
ceremony flat rate
1
Total
$0.00
Columns
9. PROPOSAL QUESTIONNAIRE
1. Introduction
Proposers are required to respond to all requests identified in this solicitation, including this Questionnaire and indicate acceptance to the terms of this solicitation. A response is equivalent to an electronic signature and is legally binding.
1.1. Do you understand the information provided?*
Please confirm
*Response required
1.2. I, as the authorized signatory to the company, agree to comply with all terms and conditions contained in this solicitation and any contract resulting from this procurement process.*
Please confirm
*Response required
1.3. Authorized Signatory for Contractor*
*Response required
1.4. Title
1.5. Authorized Signatory Email Address*
*Response required
2. General Vendor Information
2.1. Vendor Name*
*Response required
2.2. Do you have a DBA (Doing Business As)*
Yes
No
*Response required
When equals "Yes"
2.2.1. DBA Name (Doing Business As)*
*Response required
2.3. Contact Person for order placement*
*Response required
2.4. Company Address*
Street
City, State, Zip Code
*Response required
2.5. Contact phone number*
*Response required
2.6. Do you have different email addresses for Contact and Purchase Order Delivery?*
Yes
No
*Response required
When equals "Yes"
2.6.1. Contact Email*
*Response required
When equals "Yes"
2.6.2. Purchase Order Delivery Email*
*Response required
When equals "No"
2.6.3. Email address for Contact and Purchase Order Delivery*
*Response required
2.7. Terms and Conditions
This solicitation shall be governed by the documents incorporated herein as well as the Katy ISD Standard Terms and Conditions posted on the Purchasing Department's website and included as a supporting documents for this solicitation.
Download and review Katy ISD Terms & Conditions, you do not need to upload documents.
KISD_Standard_Terms_and_Conditions_2025.pdf
2.8. Do you understand the Terms and Conditions provided? *
Please confirm
*Response required
3. Deviations
By submitting a response, the Vendor represents that they have read and understand the solicitation. Any exceptions to the terms, conditions, and/or specifications shall be conspicuously noted by the Vendor in writing on the Deviations Form provided and uploaded with your submission. The Deviation Form must be signed. You may duplicate or attach additional documents as needed.
Failure to include a signed Deviation Form will be interpreted to infer that Vendor agrees to all terms as outlined in the specifications and RFP documents with no exceptions.
3.1. Do you have any deviations?*
Select yes to include the deviation form with your submittal
Yes
No
*Response required
When equals "Yes"
3.1.1. Deviation Form*
Please download the below documents, complete, and upload. Failure to include a signed Deviation Form will be interpreted to infer that Vendor agrees to all terms as outlined in the specifications and RFP documents with no exceptions.
DEVIATION_FORM.pdf
*Response required
4. General Provisions for Purchasing Solicitations and Contracts
4.1. Can you meet all bid specifications as written in this proposal? *
Yes
No
*Response required
4.2. Please indicate whether your firm is certified as a Historically Underutilized Business (Minority, Woman-Owned, Disadvantaged, Service-Disabled Veteran Owned Small Business, SBA-8A, or other approved targeted business enterprise). *
Yes
No
*Response required
When equals "Yes"
4.2.1. Please select all that apply. *
Select all that apply
Minority
Woman-Owned
Disadvantaged
Service-Disabled Veteran
SBA-8A
Other approved targeted business enterprise
*Response required
4.3. Central Texas Purchasing Alliance (CTPA) - Is the Respondent willing to extend the pricing from any contract that may result from this solicitation to other CTPA members of local government entities in Texas? Please be advised that the award of this solicitation by Katy ISD is not contingent upon your agreement to the above request. If you agree to extend to any other agencies, each agency will be responsible for issuing and administering its own contract.*
Agree
Disagree
*Response required
5. District Purchase Order Policy and Agreement
Items and/or services are to be delivered or rendered to Katy Independent School District ONLY when a district approved purchase order has been received by your company. Under no circumstances, should items and/or services be provided to the District without a properly drawn District purchase order.
If your company provides any item and/or service without a properly drawn District purchase order, you are NOT GUARANTEED PAYMENT and the item and/or service you’re provided could be constituted as a donation to the District.
Please inform any staff member that handles the Katy Independent School District account of these procedures.
5.1. Do you agree to abide by this policy?*
Please confirm
*Response required
6. Insurance
6.1. Have you read and understand the Insurance Requirements section of the solicitation? *
Please confirm
*Response required
6.2. Can you provide liability insurance in compliance with Katy ISD’s requirements after you have been awarded? *
Yes
No
*Response required
When equals "No"
6.2.1. If you cannot provide insurance, submit a bodily injury waiver.*
Please download the below documents, complete, and upload.
Bodily_Injury_Damage_Waiver.pdf
*Response required
7. Certificate of Residency
Per Chapter 2252, Subchapter A of the Texas Government Code, the District must determine residency of vendor. Is respondent's principal place of business in the State of Texas?
The following provision does not apply to a contract involving federal funds.
“Resident bidder” refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state.
“Nonresident bidder” refers to a person who is not a resident.
7.1. I certify that my company is a “RESIDENT BIDDER”:*
Yes
No
*Response required
When equals "No"
7.1.1. I certify that my company is a “NONRESIDENT BIDDER” My resident state is:*
*Response required
When equals "No"
7.1.2. Does your “residence state” require bidders whose principal place of business is in Texas to under bid vendors whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract? *
Yes
No
*Response required
When equals "No"
7.1.3. If yes, add the amount or percentage here.
8. Felony Conviction Notice
Texas Education Code Chapter 22 requires entities that contract with school districts and their subcontractors to review criminal history information on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to Katy ISD that they have complied and must obtain similar certifications from their subcontractors.
The notice must include a general description of the conduct resulting in the conviction of a felony.”
Subsection (b) provides “a school district may terminate a contract with a person or entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction.” (c) This notice is not required of a publicly-held corporation.
If notice is required of Contractor, then Contractor shall attach a statement providing a person or an owner operator of the business entity has been convicted of a felony and a general description of the conviction and conduct resulting in the conviction of a felony.
8.1. Do you agree to abide by this policy?*
Agree
Disagree
*Response required
8.2. I, the undersigned for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. *
A publicly held corporation, therefore this reporting requirement is not applicable.
No, my firm is not owned or operated by anyone who has been convicted of a felony.
Yes, my firm is owned/operated by someone that has/have been convicted of a felony.
*Response required
8.3. If you have chosen yes, use this section to add Name(s) and details of conviction(s). You are also welcome to submit additional information if needed, please submit with your proposal.
Name (s);
Conviction (s);
9. Criminal History Requirements for School District Contractors and Subcontractors
I. Background: Texas Education Code Chapter 22 requires entities that contract with school districts and their subcontractors to review criminal history information on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to Katy ISD that they have complied and must obtain similar certifications from their subcontractors.
II. Definitions:
Covered Employees: Employees of a contractor who have or will have continuing duties related to the contracted service(s) to be performed at a school district and have or will have the opportunity for direct contact with students. Katy ISD will be the final arbiter of what constitutes continuing duties and direct contact with students.
Public Works Exception to Covered Employees: Covered employees do not include employees of a contracting or subcontracting entity that is providing engineering, architectural, or construction services on a project to design, construct, alter, or repair a public work if: (1) the public work does not involve the construction, alteration, or repair of an instructional facility as defined by Texas Education Code Section 46.001; (2) the employee’s duties will be completed more than seven (7) days before a new instructional facility will be used for instruction; or (3) for an existing instructional facility, the work area contains sanitary facilities separated from all areas used by students by a fence at least six (6) feet high, and the Contractor adopts, informs employees of, and enforces a policy prohibiting employees and any subcontractor’s employees from interacting with students or entering areas used by students.
Disqualifying Criminal History: A felony or misdemeanor offense that would prevent a person from being employed under Texas Education Code § 22.085(a); that is, if at the time of the offense, the victim was under 18 or was enrolled in a public school including:
a. a felony offense under Title 5, Texas Penal Code;
b. an offense on conviction for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or
c. an offense under federal law or the laws of another state that is equivalent to (a) or (b).
III. Recent Changes to Access Policies: School contractors are no longer permitted access to national criminal history record information (NCHRI) through the Texas Department of Safety (DPS) Clearinghouse unless specifically authorized by the National Child Protection Act (NCPA).
Contractors that are considered qualified entities under the NCPA must create an account with DPS to access NCHRI through the DPS clearinghouse. You may contact the DPS for questions regarding access and assistance with creating accounts and obtaining criminal histories.
School contractors that no longer are eligible to access NCHRI through the DPS clearinghouse may review and certify state criminal history information to the extent available outside of the DPS clearinghouse for those persons employed before January 1, 2008.
All other persons for whom NCHRI is required to be reviewed but whose national criminal history information cannot be accessed by the school contractor will be fingerprinted by the District using the Local Education Entity (LEE) Fast Pass option so that NCHRI can be reviewed before providing services.
9.1. Select one below: *
On behalf of __________________________________ (“Contractor”), I, the undersigned authorized signatory for Contractor, certify to the Katy Independent School District (“Katy ISD” or “the District”) the following in regards to contractor and/or contractor’s employees or subcontractors
I also certify to the District on behalf of Contractor that Contractor has obtained certifications from its subcontractors of compliance with Texas Education Code chapter 22.
Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.
NONE OF CONTRACTOR’S EMPLOYEES ARE COVERED EMPLOYEES. IF THIS BOX IS CHECKED, I FURTHER CERTIFY THAT CONTRACTOR HAS TAKEN PRECAUTIONS OR IMPOSED CONDITIONS TO ENSURE THAT ITS EMPLOYEES WILL NOT BECOME COVERED EMPLOYEES. CONTRACTOR WILL MAINTAIN THESE PRECAUTIONS OR CONDITIONS THROUGHOUT THE TIME THE CONTRACTED SERVICES ARE PROVIDED.
SOME OR ALL OF CONTRACTOR’S EMPLOYEES ARE COVERED EMPLOYEES. IF THIS BOX IS CHECKED, I FURTHER CERTIFY THAT: 1) Contractor has complied with the requirements of Section 22 of the Texas Education Code, and none of its covered employees has a disqualifying criminal history 2) Contractor, its covered employees and its subcontractors will comply with any and all reasonable requests from Katy ISD in facilitating criminal history reviews that are mandated by state and federal law, including but not limited to the provision of a list of covered employees prior to the provision of services, provision of updated lists upon changes to personnel providing services to Katy ISD, and notification within two days of the end of service of any covered employee 3) Contractor acknowledges that covered employees will not provide services until completion of the required reviews of criminal history information
*Response required
10. Certification Regarding Debarment
Per Title 34, Code of Federal Regulations, 80.35, “Grantees and subgrantees must not make any award or permit any award (subgrant or contract) at any tier to any party which is debarred or suspended or is otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549, “Debarment and Suspension.
(Before completing certification, read the instructions below.)
Instructions For Suspension/Debarment Certification Statement:
1. By signing and dating the certification statement, the bidder certifies that neither it nor any of its principals (e.g., key employees) has been proposed for debarment, debarred or suspended by a federal agency on the date signed.
2. The prospective bidder shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective bidder learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
3. Federal and State penalties exist for vendors and districts that knowingly enter into contracts with suspended/debarred persons.
10.1. Please check one choice below:*
The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
When the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
*Response required
10.2. Optional - Attach supporting documentation.
11. Conflict of Interest
Prior to and as a condition of doing business with Katy Independent School District, Contractor shall disclose any business relationship, past or present, with a sitting Board member or Katy Independent School District employee. Any such relationship shall be disclosed on Form CIQ provided by the Texas Ethics Commission and currently available at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf
By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. Failure to disclose the existence of any such relationship is grounds for immediate termination of this Agreement. Contractor represents it has attached any conflict of interest disclosure required by this section.
11.1. Do you a have conflict of interest? *
Yes
No
*Response required
When equals "Yes"
11.1.1. CIQ form is currently available at Texas Ethics Commission. *
Please download the below documents, complete, and upload. Or available at Texas Ethics Commission Website, CIQ form
CIQ_(3).pdf
*Response required
12. References
It is REQUIRED to provide 5 references in the fields below. References will receive a survey request emailed from the Purchasing Department, after the deadline for submission has passed. Be sure to provide valid email address and have your references check their junk/spam folders.
13. Reference #1
13.1. Name*
*Response required
13.2. Title/Organization*
*Response required
13.3. Email Address*
*Response required
13.4. Phone Number*
*Response required
14. Reference #2
14.1. Name*
*Response required
14.2. Title/Organization *
*Response required
14.3. Email Address *
*Response required
14.4. Phone Number*
*Response required
15. Reference #3
15.1. Name*
*Response required
15.2. Title/Organization *
*Response required
15.3. Email address *
*Response required
15.4. Phone Number*
*Response required
16. Reference #4
16.1. Name*
*Response required
16.2. Title/Organization *
*Response required
16.3. Email address *
*Response required
16.4. Phone Number*
*Response required
17. Reference #5
17.1. Name*
*Response required
17.2. Title/Organization *
*Response required
17.3. Email address *
*Response required
17.4. Phone Number*
*Response required
18. Required Documents
Download and upload required documents.
18.1. Certificate of Interested Parties – Form 1295*
KATY ISD CERTIFICATE OF INTERESTED PARTIES – FORM 1295
Certificate of Interested Parties (Form 1295 – must be filled out electronically with the Texas Ethics Commission’s online filing application, printed out, signed, and attached to vendor’s response to this solicitation.
KATY ISD is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 prohibits KISD from entering into a contract resulting from this RFCSP with a business entity unless the business entity submits a Disclosure of Interested Parties
(Form 1295) to KISD at the time business entity submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission.
“Interested Party” means a person:
a) who has a controlling interest in a business entity with whom KISD contracts; or
b) who actively participates in facilitating the contract or negotiating the terms of the contract, including a
broker, intermediary, adviser, or attorney for the business entity.
“Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation.
As a “business entity,” all vendors must electronically complete, print, sign, and submit Form 1295 with their proposals even if no interested parties exist.
Proposers must file Form 1295 electronically with the Texas Ethics Commission using the online filing application,
which can be found at:
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
Proposers must use the filing application on the Texas Ethics Commission’s website to enter the required information
on Form 1295. Proposers must print a copy of the completed form, which will include a certification of filing containing a unique certification number. The Form 1295 must be signed by an authorized agent of the business entity.
The completed Form 1295 with the certification of filing must be filed with KISD by attaching the completed form to the vendor’s solicitation response.
KISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30th day after the date the contract binds all parties to the contract. After KISD acknowledges the Form 1295, the Texas Ethics Commission will post the completed Form 1295 to its website with seven business days after receiving notice from KISD.
Instructional Videos for Business Entities-click on link below;
• Logging in the First Time
• How to Create a Certificate
See attached Form 1295 - draft as an example, do not edit draft.
1295_form_-DRAFT.pdf
*Response required
18.2. Vendor Certifications*
The Vendor Certifications addendum includes certifications and provisions that are required and apply when Katy ISD expends federal, state, and local funds for any contract resulting from this procurement process including, but not limited to, APPENDIX II TO 2 CFR PART 200 - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS.
Vendor must certify its willingness and ability to comply with each provision, law, act, regulation, etc. as specifically noted, by having its authorized representative initial the applicable boxes and sign the acknowledgment at the end of the addendum.
Please download the below documents, complete, and upload.
Vendor_Certifications_2025.pdf
*Response required
18.3. Pre-Employment or Pre-Service Affidavit For Educational Entities *
Pursuant to Texas Education Code (TEC) §22A.055, a person applying for employment with or who will act as a service provider for an educational entity (school district, district of innovation, open-enrollment charter school, other charter entity, regional education service center, or shared services arrangement) must submit, using a form adopted by the agency, a pre-employment or pre-service affidavit.
Please download the below documents, complete, and upload.
preemployment-preservice-affidavit-tec-22a055.pdf
*Response required
19. Confidentiality Form
All confidential information must be noted on the provided document. All responses and parts of responses which are not marked as confidential on the Confidentiality Form will automatically be considered public information.
19.1. Do you wish to mark any of your information confidential? *
Yes
No
*Response required
When equals "Yes"
19.1.1. All confidential information must be noted on the Confidentiality Form provided. Please download the below document, complete, and upload.*
Confidentiality_Form_12.10.25.pdf
*Response required
19.2. IRS Form W-9*
All vendors doing business with Katy ISD must have an IRS Form W-9 Request for Taxpayer Identification Number and Certification on file with Katy ISD.
Please download the below documents, complete, and upload.
W-9-2024.pdf
*Response required
20. Quality of the vendor's goods or services
20.1. Description of the company's organizational structure and operational capacity to support large-scale graduation events.*
Maximum response length: 500 characters
*Response required
20.2. Identify any subcontractors that may be utilized and the services they will provide.*
Maximum response length: 200 characters
*Response required
20.3. Number of years providing graduation photography/videography services.*
Maximum response length: 200 characters
*Response required
20.4. Provide a minimum of five (5) sample graduation photographs from a recent graduation ceremony that demonstrate the variety and quality of photography services offered, including pre-ceremony, pre-stage, on-stage, post-ceremony, family, group, candid, and other graduation photography opportunities, as applicable.*
*Response required
20.5. Are you submitting a proposal for photography services?*
Yes
No
*Response required
When equals "Yes"
20.5.1. Describe the process you use to ensure every graduate is photographed during both pre-ceremony and on-stage photography.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.2. Describe the photography opportunities and services offered before, during, and after graduation ceremonies, including any individual, family, group, candid, commemorative, or specialty photography options available to graduates and their families.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.3. Describe your quality assurance processes for preventing missing, duplicate, or incorrectly assigned photographs.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.4. Describe your customer service model, including response times and procedures for resolving issues related to missing or incorrect photographs, refunds, exchanges, and replacement orders. Provide the customer service phone number, email address, business hours, and support methods available to parents and students.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.5. Explain what differentiates your company from other graduation photography providers and why your company is uniquely qualified to support Katy ISD's graduation program.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.6. Describe how graduation photographs are stored, hosted, and maintained.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.7. Describe the search and photo-identification features available to students, parents, and District staff.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.8. Describe mobile accessibility and user experience features available to parents and students.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.9. Identify the length of time graduation photographs will remain available online for viewing, ordering, and downloading.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.10. Explain all purchasing options available, including printed photographs, photo packages, specialty products, and digital image files, and describe how digital image purchases are delivered to customers.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.11. Provide links to sample graduation galleries or examples of the online ordering and delivery experience available to families.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.12. Describe all rights granted to Katy ISD for use of graduation photographs, including whether Katy ISD may download, reproduce, publish, distribute, archive, and otherwise use photographs for educational and communications purposes.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.5.13. Explain whether Katy ISD's Communications Department may use photographs on District websites, social media platforms, newsletters, reports, presentations, publications, and marketing materials without additional fees.*
Maximum response length: 200 characters
*Response required
20.6. Are you submitting a proposal for videography and livestreaming services?*
Yes
No
*Response required
When equals "Yes"
20.6.1. Graduation Ceremony Coverage*
Number of graduation ceremonies or comparable live events recorded and/or livestreamed annually.
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.6.2. Experience supporting simultaneous events occurring at multiple venues.*
*Response required
When equals "Yes"
20.6.3. Provide links to at least three (3) recent graduation ceremony recordings, livestreams, or comparable event productions.*
*Response required
When equals "Yes"
20.6.4. Describe the videography and livestreaming services that will be provided.*
*Response required
When equals "Yes"
20.6.5. Describe how livestreams and archived recordings may be accessed by parents, students, families, and community members.*
*Response required
When equals "Yes"
20.6.6. Identify the timeline for making recorded graduation ceremonies available following each event.*
*Response required
When equals "Yes"
20.6.7. Describe your process for ensuring uninterrupted livestreaming during large-scale graduation ceremonies.*
*Response required
When equals "Yes"
20.6.8. Describe your quality assurance process for video production, livestream monitoring, and archived recordings.*
*Response required
When equals "Yes"
20.6.9. Explain what differentiates your videography and livestreaming services from other providers and why your company is uniquely qualified to support Katy ISD's graduation program.*
*Response required
When equals "Yes"
20.6.10. Describe all rights granted to Katy ISD for use of graduation video recordings, including whether Katy ISD may download, reproduce, publish, distribute, archive, and otherwise use video recordings for educational and communications purposes.*
*Response required
When equals "Yes"
20.6.11. Explain whether Katy ISD's Communications Department may use video recordings on District websites, social media platforms, newsletters, reports, presentations, publications, and marketing materials without additional fees.*
*Response required
When equals "Yes"
20.6.12. Identify any copyright restrictions, licensing limitations, or usage restrictions applicable to District use of video recordings and any additional fees associated with District use of video recordings.*
*Response required
20.7. Are you submitting a proposal for videography and livestreaming services and, if so, will you provide a detailed staffing plan for all graduation events?
Yes
No
When equals "Yes"
20.7.1. Number of videographers assigned to Spring Graduation ceremonies.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.7.2. Number of videographers assigned to Winter Graduation ceremonies.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.7.3. Number of videographers assigned to Summer Graduation ceremonies.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.7.4. Number of technical support personnel assigned to each ceremony.*
Maximum response length: 200 characters
*Response required
When equals "Yes"
20.7.5. Number and role of on-site supervisors.*
Maximum response length: 200 characters
*Response required
20.8. How will your company's service align and integrate with Katy ISD effective practices and/or resources? *
Maximum response length: 200 characters
*Response required
20.9. Procedures for handling staffing shortages, absences, or emergencies.*
*Response required
20.10. Have you ever been dismissed from doing business with a company or entity based on the quality of your product? *
Yes
No
*Response required
When equals "Yes"
20.10.1. Please provide an explanation. *
Maximum response length: 200 characters
*Response required
20.11. Do your products and/or services align with the Specifications of this RFP? *
Yes
No
*Response required
21. Extent to which the goods or services meet the District's Needs
21.1. List notification procedures to take if Katy ISD experiences unsatisfactory service? *
Maximum response length: 500 characters
*Response required
21.2. Comments (optional)
Maximum response length: 100 characters
22. Vendor’s past relationship with the District or similar size District. If no experience with the District, then with an entity of similar size and scope.
22.1. Has your company provided these services to Katy ISD schools? *
Yes
No
*Response required
When equals "Yes"
22.1.1. Provide Katy ISD school name and a contact.*
Maximum response length: 500 characters
*Response required
22.2. Is your company currently providing these services to other school districts or educational settings? *
Yes
No
*Response required
When equals "Yes"
22.2.1. List district or educational settings including contact name and email address. *
Maximum response length: 500 characters
*Response required
22.3. Have you had a negative experience with an employee of Katy ISD or a district employee of a similar size? *
Yes
No
*Response required
When equals "Yes"
22.3.1. Please provide a brief explanation. *
Maximum response length: 200 characters
*Response required
23. Long-term cost to the District to acquire the Vendor's goods or services.
23.1. Do you anticipate an increase in the submitted pricing prior to the end of the contract? *
Note: Pricing shall be firm for the first year of the contract as stated in section 7.4.
Yes
No
*Response required
When equals "Yes"
23.1.1. Add increase.*
Maximum response length: 100 characters
*Response required
24. Technology Requirements
24.1. Are you submitting a proposal for photography services?*
Yes
No
*Response required
When equals "Yes"
24.1.1. Specify whether Katy ISD must purchase or subscribe to any software, application, or service to access graduation photographs. Identify any system requirements, licensing fees, subscription costs, or ongoing costs associated with image access.*
*Response required
When equals "Yes"
24.1.2. Identify the platform used for image viewing, ordering, and downloading, and describe the process parents and students will use to view and order graduation photographs.*
*Response required
When equals "Yes"
24.1.3. Explain the data security measures used to protect student images and personal information.*
*Response required
When equals "Yes"
24.1.4. Identify any copyright restrictions, licensing limitations, or usage restrictions applicable to District use of photographs and any additional fees associated with District use of photographs.*
*Response required
24.2. Are you submitting a proposal for videography and livestreaming services?*
Yes
No
*Response required
When equals "Yes"
24.2.1. Describe the videography and livestreaming services that will be provided.*
*Response required
When equals "Yes"
24.2.2. Describe the livestreaming platform and technology utilized.*
*Response required
When equals "Yes"
24.2.3. Describe the audio, video, and livestreaming equipment utilized.*
*Response required
When equals "Yes"
24.2.4. Describe backup equipment, connectivity solutions, and contingency plans used to ensure uninterrupted livestreaming and recording services, including internet connectivity failures, equipment failures, audio issues, and other technical disruptions.*
*Response required
24.3. Do you have Cloud based storage with unlimited capacity and utilize a known provider such as AWS?*
Yes
No
*Response required
24.4. Do you offer SFTP (Secure File Transfer Protocol) nightly file transfer capability? *
Yes
No
*Response required
24.5. Do you provide Data Access - Access to the data that is stored in your application?*
Yes
No
*Response required
24.6. Where is the data stored, including its specific location and the physical facility where it is housed? *
Maximum response length: 500 characters
*Response required
24.7. Katy ISD requires a SOC 2 (System and Organization Controls 2) report covering security, availability, processing integrity, confidentiality, and privacy controls as part of your submission. have you included this in your proposal. *
Yes
No
*Response required
24.8. Data-Privacy Agreement requirement. *
Please download the below documents, complete, and upload.
Data_Privacy_Agreement-TxDPA_V2.pdf
*Response required
24.9. Additional supplies offered at a cost (optional)
Provide cost. Upload file in the available areas as needed.
Maximum response length: 500 characters
24.10. Upload additional attachments (Optional)
Use this section to upload additional attachments.
25. Acknowledgement
25.1. Acknowledgement Form*
Please download the below documents, complete, and upload.
ACKNOWLEDGEMENT_FORM.pdf
*Response required
10. Attachments
No attachments were included
Katy Independent School DistrictIssuing agency·Katy, TX·via a public procurement portal