RFP 25-0004 School Photography Services

RFP 25-0004 School Photography Services 25-0004 School Photography Services School Photography Services RFP 25-0004 REQUEST FOR PROPOSALS Solicitation No: 25-0004 For the Provision of A Master Price Agreement for School Photography Services RFP Closing: March 31, 2026 at 2:00 PM Pacific Time Issued by: Beaverton School District 48J 1260 NW Waterhouse Ave Beaverton, Oregon 97006 RFP Release Date: March 3, 2026 Questions must be submitted in writing via email to: contracts@beaverton.k12.or.us Deadline for Questions: March 24, 2026, 2026 at 4:00 PM PST Business Services Procurement and Contracting 1260 NW Waterhouse Ave Beaverton, OR 97006 RFP 25-0004 REQUEST FOR PROPOSAL (RFP) Solicitation No: RFP 25-0004 Summary The purpose of this Request for Proposals (Solicitation) is to obtain competitive Proposals from qualified Proposers interested in the provision of school pictures on a requirements basis for the Beaverton School District. Non-Mandatory Pre-Proposal: A pre-proposal meeting for this solicitation will be held at 11:00 AM (PST) on March 11, 2026. The meeting will be conducted virtually via Microsoft Teams, and attendance is optional. Microsoft Teams meeting Join: https://teams.microsoft.com/meet/21069311181534?p=WkkU0nYJmd1henXVEv Meeting ID: 210 693 111 815 34 Passcode: pL9sx9g4 The purpose of this meeting is to clarify information in the Request for Proposal, and provide an opportunity for proposers to ask questions regarding BSD’s solicitation requirements and process. Interested Proposers must submit a Proposal pursuant to the provisions of this Solicitation by email only to: contracts@beaverton.k12.or.us : SOLICITATION DUE DATE AND TIME (CLOSING): March 31, 2026 at 2:00 PM Pacific Time LATE PROPOSALS WILL NOT BE ACCEPTED No public opening will occur. Proposals will be opened and recorded. Subject to public records laws, the contents of any Proposal will not be disclosed to the public until a notice of intent to award has been issued or the Solicitation is cancelled after opening Proposals. Proposers are solely responsible for ensuring that the Beaverton School District receives its Proposal. LATE PROPOSALS WILL NOT BE ACCEPTED. Prospective Proposers must register with Oregon Buys – http://oregonbuys.gov/ to obtain the solicitation documents. All questions and comments regarding this solicitation must be directed ONLY BY EMAIL to: contracts@beaverton.k12.or.us PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION. THE DISTRICT MAY REJECT ANY PROPOSAL NOT IN COMPLIANCE WITH ALL PRESCRIBED REQUIREMENTS. SECTION I – INTRODUCTION Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 – Section 1 1. INTRODUCTION: This Solicitation is issued pursuant to ORS 279A, ORS 279B and the Oregon Attorney General Model Rules Divisions 46 and 47. 2. DEFINITIONS: The term "District" or “Owner” throughout this document means the Beaverton School District (BSD). The term “Proposer” means the person or firm that submits a Proposal in response to this Solicitation. The term “Proposal” or “Offer” means a written response to provide Goods or Services in response to this Solicitation. “Closing” means the date and time specified in the Solicitation as the deadline for submitting Proposals. “Provider”, “Contractor” or “Supplier” means the firm awarded a Contract as a result of this Solicitation. 3. SOLICITATION REVIEW: Proposers must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the District's attention by protest pursuant to QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST in Section III, protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award (NOI) may not be favorably considered. 4. BACKGROUND: a. The Beaverton School District encompasses approximately 57 square miles in northwestern Oregon in Washington County. The District, located in the Portland, Oregon metro area, is the third largest School District in Oregon. The Beaverton School District has approximately 4,700 employees. The District is responsible for educating approximately 36,997 students in kindergarten through grade 12 at thirty-four (34) Elementary Schools, nine (9) Middle Schools, six (6) High Schools, and *five (5)*Alternative/Options schools are housed in five (5) buildings, but are comprised of 19 programs which may require unique picture, and absentee/retake days. Alternative/Option schools students are included in their “home” elementary, middle, or high school counts. b. Potential work is to be performed on an as needed basis, or as otherwise directed, at these sites and any future properties or interests of the District. Work or portions of the Work may also be performed elsewhere. 5. SCOPE OF WORK: This purpose of this solicitation is to establish a Master Price Agreement between the highest scored Proposer and the District for the provision of school pictures on a requirements basis. See Section II and applicable attachments for additional details. 6. CONTRACT: The successful Proposer, selected by the District, will receive a Master Price Agreement. A sample is enclosed herein (see SECTION V - ATTACHMENTS). a. Proposers are advised to thoroughly review and familiarize themselves with the standard contract. Certain contract terms reflect state statute and may not be altered. b. The Proposer will be expected to promptly sign a contract including all standard terms and conditions contained in the sample contract. The District will execute the Contract only after it has obtained all applicable required documents and approvals. SECTION I – INTRODUCTION Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 – Section 1 c. The District may, at its sole discretion, negotiate any contract terms suggested in Proposals and/or any other contract terms it finds to be in its best interest to negotiate. The forgoing does not limit the District’s right to terminate contract negotiations as provided under applicable rules/laws. d. Individual Project Work Authorizations (PWAs), Purchase Orders, or other District-approved means of ordering services will be issued by the District as needed. 7. AMENDMENTS: The District may amend a Contract without additional competition pursuant to OAR 137-047-0800. 8. CONTRACT PERIOD/EXTENSION: a. The selected Proposer will be issued a Contract effective upon full execution, through June 30, 2027. b. The District may, at its sole discretion, extend the Contract for additional one (1) year terms. The total Contract term, including extensions, is anticipated to be up to approximately ten (10) years. The District will endeavor to provide written notice of its intent to extend the contract approximately sixty (60) days prior to the expiration of the current Contract term. If necessary to ensure continuity of services and allow for the successful procurement of replacement services, the District reserves the right to extend the Contract beyond the anticipated term. c. The Supplier's pricing and rates must remain firm for the initial one (1) year Contract Term and through June 30 of each renewal year, when extended. Any the proposed price adjustments must be submitted to the District no later than the start the next fiscal year, commencing July 1. No price adjustments shall be effective unless approved by the District and memorialized in a written Contract Amendment executed by both parties. d. Any annual price increases shall not exceed the prior year’s percentage increase in the applicable sub- category of the Consumer Price Index – Urban Consumers (CPI-U), Western Region. The District may, in its sole discretion, consider price increases in excess of this limit if the Proposer demonstrates that such increases are due to actual cost increases/or industry-specific market conditions. 9. CONTRACT ADMINISTRATOR: The Contract Administrator for this Master Contract will be the Purchasing Manager, or designee. 10. SOLICITATION SCHEDULE: The milestones for the selection process are set forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer information only. The District reserves the right to deviate from this schedule. Solicitation Milestone Completion Date Virtual Non-Mandatory Pre-Proposal Conference March 11, 2026 at 11:00 am Pacific Time Deadline for Questions March 24, 2026 Submit Proposals March 31, 2026 at 2:00pm Pacific Time 11. CONTACT DURING SOLICITATION: Questions must be submitted in writing via email to contracts@beaverton.k12.or.us as indicated on the Summary page of this Solicitation. No other contact regarding this solicitation during the solicitation process is permitted. Unauthorized contact regarding this solicitation may subject the offender’s Proposal to rejection. SECTION II – SCOPE OF WORK Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 1. PURPOSE: The purpose of this Scope of Work (SOW) is to define the requirements for professional school photography services for the District. The District seeks a qualified Proposer to provide high-quality, consistent, and secure photography services for students, school staff, and District staff, including portrait packages, identification badges, electronic image delivery, and related services. Services shall be provided in a manner that minimizes instructional disruption, protects student data privacy, and ensures customer satisfaction for families, schools, and the District. 2. DESCRIPTION OF SERVICES: The Proposer shall provide traditional school photography services for Pre-K though grade 12 students and staff at District-designated locations, including initial picture days, absentee days, and retake days. Services include portrait photography, optional packages for purchase by families, required no-cost services to the District, electronic delivery of images, and additional services as described in this SOW. 3. PROPOSER/PROVIDER RESPONSIBILITIES: The Provider shall: a. Not use, disclose, distribute, publish or share any Student Images for marketing, advertising, promotional, or commercial purposes. Any such use requires the District’s explicit prior written approval. Under no circumstances shall Student Images be used in public-facing materials, social media, sales collateral, or vendor websites without this approval. Violation of this requirement shall be considered a material breach of contract. b. Furnish all labor, equipment, materials, software, and transportation necessary to perform services. c. Assign qualified personnel experienced in school photography. d. Comply with all applicable federal, state, and local laws, including Oregon Administrative Rules related to student educational record confidentiality. e. Coordinate with District and school staff to ensure timely and efficient service delivery. f. Maintain sufficient staffing and equipment to meet all schedules and deadlines. g. Guarantee the option of a retake or refund if any portrait is deemed unsatisfactory by a parent/guardian or the District. h. Be responsible for all collections, accounting, and money handling as submitted in the Provider’s proposal, and provide purchase records to each school administrator or designee. i. Be responsible for correct sorting and packaging. 4. SCHEDULE AND RATES: a. Picture day schedules shall be coordinated annually with each school Principal or designee and finalized no later than June 15 of each contract year. b. Pricing for all required and optional services shall be clearly detailed in the Price Schedule. Packages will be approved by the District Representative. c. Pricing for all packages shall remain fixed for the contract term unless otherwise permitted by the contract. d. No hidden fees or additional charges may be added without the District’s approval. e. Completed portrait packages, including retakes and absentees, shall be delivered to each school site or mailed to students’ homes, as directed by the District, no later than December 10 of each contract year, except for Primary composite photos *(see Section 6.b)** 5. PROPOSER REPRESENTATIVE. The Proposer shall designate a single point of contact who will: a. Act as a liaison between the Provider and the District. b. Coordinate scheduling, training (if required), and issue resolution. c. Be available during normal District business hours throughout the contract. SECTION II – SCOPE OF WORK Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 – Section 1 6. PORTRAIT SPECIFICATIONS. a. Traditional photographing: Photography services shall be provided for Pre-K through grade 12 students and staff on established picture days at individual school sites, including absentee and retake days as determined by the District. b. Portrait Packages: The packages proposed below represent the standard packages that will be presented to the Schools. Any deviations, substitutions, or additions must receive prior written approval from the District Representative. The Proposer shall offer the standard package structure as defined below. i. Parents/guardians shall have the option to purchase any package offered or decline to purchase a package entirely. ii. All print sizes listed within the table below shall be measured in inches (for example 8 x 10 is 8” x 10”). *Composites are for Primary only. Composite photo may be delivered later than the December 10th due date. b. Additional Portrait Requirements: i. Proposer must ensure consistent product quality, print type, and materials across all schools. ii. All portraits shall include a warranty or guarantee. Package 1 PACKAGE 2 PACKAGE 3 PACKAGE 4 PACKAGE 5 Package 6 2 each 8 x 10 3 each 5 x 7 4 each 3.5 x 5 7 Wallets 1-8 x 10 composite* 2 each 8 x 10 2 each 5 x 7 5 each 3.5 x 5 9 Wallets 1-8 x 10 composite* 1 each 8 x 10 2 each 5 x 7 2 each 3.5 x 5 11 Wallets 1-8 x 10 composite* 1 each 8 x 10 2 each 5 x 7 3 each 3.5 x 5 1-8 x 10 composite* 2 each 5 x 7 2 each 3.5 x 5 3 Wallets 1-8 x 10 composite 1 each 5 x 7 2 each 3.5 x 5 7 Wallets 1-8 x 10 composite* A’ la carte options 1 each 8x10 Print 2 each 5x7 Prints 4 each 3.5x5 Prints 8 each Wallet Prints Digital-Only Image - Download (state the pixels for the download) Class Composite (Primary Only) Die Cut Magnets 1 each 8 x 10 2 each 5 x 7 2 each 3.5 x 5 4 each Wallets Calendar (state sizes available) SECTION II – SCOPE OF WORK Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 – Section 1 iii. Optional printing of student name, school name, and school year shall be available as detailed in the price schedule. c. Optional Delivery Products: i. The Proposer shall describe any optional digital products included within portrait packages (e.g. digital image downloads). ii. Proposer is preferred, but not required, to detail procedure(s) to provide: A. Minor portrait touch-up to all student and school staff pictures at no charge. B. In-depth touch-up to parents/guardians and school staff pictures, cost shall be detailed in the Price Schedule. d. Absentee/Retakes: i. Proposer shall offer retake days at no charge. ii. Absentee and retake photos shall be taken on-site at the student’s or staff member’s normal school location. iii. Primary absentee and retake portraits shall be included in class composites. 7. REQUIRED ADDITIONAL SCHOOL PICTURE SERVICES. The Proposer shall offer the following services at no cost or at prices identified in the Price Schedule (Attachment G): a. Student identification badges, shall include: i. Student identification badges (photos, name (as provided by the District), grade level, homeroom, and student ID number) ii. Be barcoded iii. Be printed according to each schools template/layout, including but not limited to: o School logo, color(s), and alternate colors and template(s) for attendees of Options schools iv. Be available immediately for Secondary v. Proposer shall provide a solution for replacement and absentee identification badges o The solution shall be on-site and immediate for Secondary b. Primary school class composite binders: i. Composites shall be 8” x 10” with color student portraits displaying the student names below the photo arranged alphabetically by last name ii. The composite shall also include the teacher(s) photo and name iii. Primary Principals shall be provided an opportunity to proof each composite to make corrections c. Secondary school class directories: i. Directory shall include pictures and names of all students and staff, A. Have approximately 20 pictures per page B. Be organized by grade, and then alphabetically by last name ii. Secondary Principals shall be provided an opportunity to proof each composite to make corrections d. Yearbook and Memory book images: Proposer shall provide high resolution student and staff portraits for yearbook and memory book programs electronically as a digital download, CD-ROM, or USB flash drive to each school site, as requested by the school. e. District (non-school) staff portraits: Proposer shall provide picture days for non-school District staff at multiple locations within the District as requested by the District. These pictures will be for internal District use, and shall not be for sale to staff. Locations for picture days include, but are not limited to: i. Central Office: 1260 NW Waterhouse Ave. Beaverton, OR 97006 ii. Transportation Support Center: 1270 NW 167th Place, Beaverton, OR 97006 iii. Maintenance Services: 2180 SW 170th Avenue, Beaverton, OR 97003 SECTION II – SCOPE OF WORK Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 – Section 1 f. District staff identification ID badges: Proposer shall provide District staff ID badges as detailed below: i. Include preferred names, and expiration date. ii. Be QR Barcode iii. Be printed according to District template/layout, including but not limited to: o District logo, and color(s) iv. Proposer shall provide a solution for replacement and absentee identification badges o The solution shall be on-site and immediate g. Graduating class group photos: Proposer shall provide a solution for taking picture(s) of the entire graduating class for Secondary schools. These portraits shall be available for purchase by the student's parent/guardian and school staff. 8. REQUESTED OTHER SCHOOL PICTURE SERVICES. The Proposer is requested, but not required, to offer: a. School staff portrait package: Proposer is requested to provide a portrait package of each school staff member, delivered to the staff members normal school site: A High Resolution digital image. b. School parking passes: Proposer is requested to provide each school site parking passes able to be hung from vehicle rear-view mirrors and withstand reasonable daily wear and tear, as detailed below: i. Printed according to each schools template/layout, including but not limited to: o School logo, color(s), and numbered c. Graduating class photo print: Proposer is requested to provide each Secondary school a framed print of graduating class portrait each school year, in large print, as requested by Secondary Principal. 9. ELECTRONIC DELIVERY OF PICTURES a. Secure Delivery and Access The Proposer shall provide at no charge secure, encrypted delivery of images with role-based access for: A. District Information Technology (IT) B. Community Relations C. District Public Safety D. Individual schools i. Ensure role-based access, such that A. Each School may access only its own students’ and staff members’ images B. District IT shall have access to all images. ii. Maintain a documented disaster recovery plan for all image files. b. File Standards and Retention The Proposer Shall: i. Collaborate with the District Project Manager or designee to establish a file naming convention and delivery process. A. Comply with District filing naming convention, format, resolution, and delivery method shall be at the sole discretion of the District. B. Currently files are required in .JPG format, 288 x 384 pixels ii. Deliver images within a reasonable timeframe following picture day and any absentee/retake days, as determined by the District. iii. Deliver images in high resolution, sufficient for District operational and publishing needs, as determined by the District. SECTION II – SCOPE OF WORK Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 – Section 1 iv. Provide the District access to all original image files for twelve (12) months from the original release date at no additional charge. o The Proposer shall notify the District Project Manager in writing no fewer than two (2) weeks prior to file access expiration. v. Provide disaster recovery for all image files. c. Integration (Edupoint Synergy) The Proposer shall support electronic delivery compatible with the District Student Information System (Edupoint Synergy) using one of the methods outlined below. The proposed method shall be clearly described in the Proposer’s proposal. i. The image 480x600 pixels, with 150 DPI. d. Secure Web Portal (Preferred) i. Secure Functionality The secure web portal shall provide search capabilities by , at a minimum, the following fields:

• Student Name
• Staff Name
• Student or Staff ID number
• School
• Homeroom (if applicable)

ii. Image download The secure web portal shall allow authorized user to download student and staff images in full-size high-resolution format. iii. User Access and Authentication Provide login credentials and download instructions to the secure web portal shall be provided to the following District departments:

• District Information Technology
• Public Safety
• Communications and Community Involvement
• Individual Schools

iv. Shared or generic logins shall not be permitted. v. Demonstrate sufficient system capacity to prevent downtime due to high traffic or technical issues, as determined by the District. e. Alternative Electronic Delivery The Proposer may deliver images via alternative electronic means (e.g., CD/DVD, USB flash drive, or other secure method), subject to District approval. i. All alternative delivery methods shall be detailed in the proposal. ii. Acceptability of alternative delivery methods shall be determined at the sole discretion of the District. 10. STUDENT ENROLLMENT ESTIMATES. Estimated student enrollment by school is provided in Exhibit 1 for informational and planning purposes only. The figures in Exhibit 1 are based on the 2025-2026 school year enrollment data published by the Oregon Department of Education (ODE) and represent the District’s best estimates at the time of issuance of this RFP. Actual quantities may vary due to enrollment fluctuations, program changes, and scheduling needs. Alternate/Option schools are house in Five (5) buildings and consist of nineteen (19) programs, which may require separate photography sessions, including unique picture days and abstentee/retake days. Students SECTION II – SCOPE OF WORK Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 – Section 1 enrolled in Alternative/Option programs are included in their respective home elementary, middle, or high school enrollment counts. The District does not guarantee minimum or maximum quantities and reserves the right to increase or decrease services based on actual needs. The District shall not be responsible for inventory or staffing levels maintained by the Proposer in anticipation of orders. 11. ADDITIONAL REQUIREMENTS: a. Background Checks. All personnel on-site will be required to be badged and must be subject to a background check per District Standards. See sample Contract attached to this Solicitation. b. Proposer must employ only persons duly licensed by the State of Oregon to perform the Work required under this Contract for which applicable Oregon Law requires a license. INTENTIONALLY BLANK SECTION III – INSTRUCTIONS TO PROPOSERS Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 1. FORMAL SELECTION PROCEDURE: Pursuant to OAR 137-047-0260 The District may procure Goods or Services by competitive sealed Proposals as set forth in ORS 279B.060. 2. PRE-PROPOSAL CONFERENCE: Pursuant to OAR 137-047-0420 a. Purpose. The District may hold pre-Proposal conferences with prospective Proposers prior to Closing, to explain the procurement requirements, obtain information, and/or to conduct site inspections. b. Required Attendance. If the District’s Pre-Proposal conference is mandatory (as indicated on the Summary Page) a Proposal submitted by a Proposer who did not attend the mandatory pre-Proposal conference will be rejected. c. Statements Not Binding. Statements made by the District's representative at the Pre-Proposal conference do not change the Solicitation Document unless the District confirms such statements with a Written Addendum. 3. PROPOSALS ARE OFFERS: Pursuant to OAR 137-047-0310 A Proposal submitted in response to this Solicitation is the Proposer’s offer to enter into a Contract. a. By signing and submitting a Proposal, the Proposer acknowledges it has read, understands and agrees to be bound by the terms and conditions contained in this Solicitation. b. The Proposal is a "firm offer," and shall remain open for a period of sixty (60) days for acceptance by the District. c. The District's Award of a Contract constitutes acceptance of the Proposal and binds the Proposer to the Contract. d. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications,) other than those explicitly stated in this Solicitation. 4. PROPOSAL PREPARATION: Pursuant to OAR 137-047-0400 A Proposer must sign and submit its Proposal in accordance with the instructions set forth in this Solicitation. Failure to submit Proposals in accordance with the provisions of this Solicitation will be grounds to declare the Proposal as non-Responsive. Proposers must: a. Submit a complete Proposal (a Proposal that meets all requirements of this Solicitation); b. Provide the District with all required and requested documents and descriptive literature; c. Initial any corrections or erasures to their Proposal prior to Closing; d. Identify (on the Proposer Certification) whether the Proposer is/is not a "resident Proposer”, as defined in ORS 279A.120(1); e. Provide (on the Proposer Certification) certification of nondiscrimination in obtaining any required subcontractors in accordance with ORS 279A.110(4); and f. Provide (on the Proposer Certification) Written acknowledgment of receipt of all Addenda. 5. PROPOSAL SUBMISSION: Pursuant to OAR 137-047-0410 a. To ensure proper identification and handling, Proposals must be submitted appropriately marked with the Proposer’s name and the Solicitation number clearly legible in large block numbers. Proposals must emailed to contracts@beaverton.k12.or.us. Facsimile and hard copy Proposals will not be accepted. b. The District is not responsible for Proposals submitted in any manner, format or to any delivery point other than as required in this Solicitation. c. Proposers are solely responsible for ensuring that the District receives their Proposal at the required delivery point prior to Closing. SECTION III – INSTRUCTIONS TO PROPOSERS Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 6. COOPERATIVE PROCUREMENT: Pursuant to OAR 137-046-0430 This Solicitation is a Permissive Cooperative Procurement. a. Authorized Agencies may utilize a Permissive Cooperative Contract pursuant to ORS 279A.215. Generally: i. Authorized Agencies may establish a Contract with the Supplier to purchase the Goods and Services awarded by this Solicitation; ii. Authorized Agencies may not Materially Change or alter the terms, conditions, or prices from the Original Contract between the Supplier and the District. b. Proposers must state (on the Proposer Certification) that it will/will not extend the terms, conditions and prices to any Participating Agency that desires to establish a Contract awarded to the Supplier resulting from this Solicitation. Volumes of other agencies are not included in this Solicitation.] 7. ADDENDA: Pursuant to OAR 137-047-0430 a. Issuance; Receipt. The District may change this Solicitation only by Written Addenda. A Proposer must provide written acknowledgement of receipt of all issued Addenda in the space provided on the Proposer Certification. b. Notice and Distribution. The District will publish notice of any and all Addenda on the Oregon Buys website. Addenda may be downloaded from the Oregon Buys website. It is the Proposers’ responsibility to inquire about Addenda. Proposers should frequently check the Oregon Buys website until the Solicitation Closing (due date and time) about any Addenda issued, i.e., at least once weekly until the week of Closing and at least once daily the week of the Closing. c. Timelines; Extensions. The District will issue Addenda within a reasonable time to allow prospective Proposers to consider the Addenda in preparing their Proposal. The District may extend the Closing if the District determines prospective Proposers need additional time to review and respond to Addenda. Except to the extent required by public interest, the District will not issue Addenda less than 72 hours before the Closing unless the Addendum also extends the Closing. d. Request for Change or Protest. Unless a different deadline is set forth in the Addendum, a Proposer may submit a Written request for change or protest to the Addendum, as provided in OAR 137-047- 0730, by the close of the District's next business day after issuance of the Addendum, or up to the last day allowed to submit a request for change or protest under OAR 137-047-0730, whichever date is later. If the date established in the previous sentence falls after the deadline for receiving protests to the Solicitation Document in accordance with OAR 137-047-0730, then the District may consider a Proposer’s request for change or protest to the Addendum only, and the District will not consider a request for change or protest to matters not added or modified by the Addendum. 8. QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST: Proposers may request changes or clarifications to, or protest, any provision, specification or Contract term contained in this Solicitation: a. Questions, Clarifications, Changes. All questions regarding this Solicitation must reference the Solicitation number and must be submitted in writing via e-mail to Contracts@beaverton.k12.or.us i. No oral questions will be accepted other than at the pre-Proposal conference (if any). Questions received by the District prior to deadline will be answered in written addenda. b. Protest. Pursuant to OAR 137-047-0730, a prospective Proposer may protest the Procurement Process or the Solicitation Document for a Contract solicited under ORS 279B.060 as set forth in ORS 279B.405. Written protests must include: i. A detailed statement of the legal and factual grounds for the change, clarification, or protest; ii. A description of the resulting prejudice to the Proposer; and SECTION III – INSTRUCTIONS TO PROPOSERS Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 iii. A statement of the form of relief requested or any proposed changes to the Solicitation provisions, specifications, or contract terms and conditions. iv. Written protests must be clearly marked with the Solicitation number and submitted in writing to the Purchasing Manager by email to contracts@beaverton.k12.or.us, hand delivered or mailed to the attention of Purchasing at 1260 NW Waterhouse Ave, Beaverton, OR 97006. c. Deadline. Questions, changes, clarifications, or protests must be received by the District as stated in Section I - SOLICITATION SCHEDULE. The District will not consider any protest or request for change that is submitted after the submission deadline. d. Response. Responses to questions/clarifications and notice of the District’s protest determination will be provided in written addenda pursuant to ADDENDA above. The District’s response to a Proposer, whether orally or in Writing, does not change the Solicitation and is not binding on the District unless the District amends the Solicitation by written Addendum. Protesters must exhaust all administrative remedies before seeking judicial review. 9. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS: Pursuant to OAR 137-47-0440 A Proposer may modify or withdraw its Proposal in Writing only prior to Closing. Modification or withdrawal must: a. Be clearly marked “Proposal Modification” or “Proposal Withdrawal” and marked and delivered as described in PROPOSAL SUBMISSION above; b. Include the Proposer's statement that the modification amends and supersedes the prior Proposal; Proposers are responsible for ensuring that the District receives its modification or withdrawal. c. Modifications and/or withdrawals must be prepared and submitted on the Proposer's letterhead, signed by an authorized representative of the Proposer. 10. RECEIPT, OPENING, AND RECORDING OF PROPOSALS: Pursuant to OAR 137-47-0450 a. Receipt of Proposals. i. Proposers are responsible for ensuring that the District receives the Proposer’s Proposal at the required delivery point prior to the closing due date and time. ii. Proposals must be emailed to contracts@beaverton.k12.or.us and received prior to the Closing due date and time. b. Identification of Proposals. i. To ensure proper identification and handling, the proposals must be submitted to the email address listed above and the email subject line should include the Proposer’s Company Name and the Solicitation number, and/or other clearly identifying information. ii. The District is not responsible for proposals submitted in any manner, format or to any delivery point other than as required in the Solicitation. iii. Failure to submit Proposals in accordance with the provisions of this section will be grounds to declare the Proposal as nonresponsive. 11. LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS: Pursuant to OAR 137-47-0460 Any Proposal received after Closing is late. A Proposer’s request for withdrawal or modification of a Proposal received after Closing is late. The District will not consider late Proposals, withdrawals or modifications except as permitted in MISTAKES below. The District reserves the right to consider Proposals that have been delayed or mishandled by the District. SECTION III – INSTRUCTIONS TO PROPOSERS Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 12. MISTAKES: Pursuant to OAR 137-47-0470 To protect the integrity of the competitive Procurement process and to assure fair treatment of Proposers, the District will carefully consider whether to permit waiver, correction or withdrawal of Proposals for certain mistakes. The District will not allow a Proposer to correct or withdraw a Proposal for an error in judgment. If mistakes in a Proposal are discovered after Opening, but before Award of the Contract, the District may take the following action: a. The District may waive, or permit a Proposer to correct, a minor informality. A minor informality is a matter of form rather than of substance that is evident on the face of the Proposal, or an insignificant mistake that can be waived or corrected without prejudice to other Proposers. b. The District may correct a clerical error if the error is evident on the face of the Proposal, or other documents submitted with the Proposal, and the Proposer confirms the District's correction in writing. c. The District may permit a Proposer to withdraw a Proposal based on one or more clerical errors in the Proposal only in accordance with OAR 137-47-0470(2)(c) and (d). d. The District will reject any Proposal in which a mistake is evident on the face of the Proposal and the intended correct Proposal is not evident or cannot be substantiated from documents accompanying the Proposal. 13. AWARD: Pursuant to OAR 137-47-0600 a. Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the School Board, the District reserves the right to cancel any Solicitation at no penalty. b. If awarded, the District will award a Master Trade Services Contract to the Responsible Proposer(s) that submitted the most advantageous responsive Proposal(s), and that meets the minimum requirements of this Solicitation. c. The District may award by item, groups of items or the entire Proposal. d. The District may Award multiple Contracts if beneficial to the District for adequate availability, delivery, service, competition, pricing, product capabilities, or other factors deemed significant by the District. This notice of Multiple Awards does not preclude the District from awarding a single Contract. e. The District may award a Contract for parts of the Solicitation for which acceptable Proposals have been received. f. The District may award all or none Offers if the evaluation shows an all or none Award to be the most Advantageous or in the best interest of the District. g. The District may reject all or part of Proposals and may issue a new Solicitation on the same or revised terms, conditions and Specifications. h. When Proposals are identical the District must Award the contract Pursuant to OAR 137-046-0300. 14. NOTICE OF INTENT TO AWARD: Pursuant to OAR 137-047-0610 The District will provide a written Notice of Intent to Award (NOI) to all Proposers at least seven (7) calendar days before the Award of a Contract, unless the District determines that circumstances require prompt execution of the Contract. The District's Award will not be final until the later of the following: a. SEVEN (7) calendar days after the date of the NOI, or b. Until the District provides written response(s) to all timely filed protest(s) denying the protest(s) and affirming the Award. 15. PROPOSAL REJECTION. Pursuant to OAR 137-047-0640 and OAR 137-047-0650 a. The District may reject any Proposal as set forth in ORS 279B.100: i. When the rejection is in the best interest of the District. ii. When the Proposal is contingent upon the District's acceptance of terms and conditions (including Specifications) that differ from the Solicitation. SECTION III – INSTRUCTIONS TO PROPOSERS Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 iii. When the Proposal takes exception to terms and conditions (including Specifications) set forth in the Solicitation. iv. That attempts to prevent public disclosure of matters in contravention of the terms and conditions of the Solicitation or applicable law. v. That fails to meet the Specifications of the Solicitation. vi. That is submitted late. vii. Not in substantial compliance with the Solicitation or with all prescribed public procurement procedures. viii. Not in compliance with ORS 279B.120, 279B.130, OAR 137-046-0210(3), 279A.105, ORS 279A.110(4). ix. When the Proposer is not Responsible pursuant to ORS 279B.110. b. The District may reject all Proposals as set forth in ORS 279B.100. The District will notify all Proposers of the rejection, along with the reasons for rejection. Proposals may be rejected based upon the following criteria: i. The content of or an error in the Solicitation or the Procurement Process unnecessarily restricted competition for the Contract. ii. The price, quality or performance presented by the Proposers are too costly or of insufficient quality to justify acceptance of any Proposal. iii. Misconduct, error, or ambiguous or misleading provisions in the Solicitation threaten the fairness and integrity of the competitive process. iv. Causes other than legitimate market forces threaten the integrity of the competitive process, such as collusion, corruption, unlawful anti-competitive conduct, and/or inadvertent or intentional errors in the Solicitation. v. The District cancels the Solicitation in accordance with OAR 137 -047-0660. vi. Any other circumstance indicating that awarding the Contract would not be in the public interest. 16. SOLICITATION CANCELLATION: Pursuant to OAR 137-047-0660 The District may cancel, delay or suspend a solicitation, or reject all Proposals, in accordance with ORS 279B.100 when it is in the best interest of the District as determined by the District. In the event of any such cancellation, delay, suspension or rejection, the District is not liable to any Proposer for any loss or expense caused by or resulting from any such cancellation, delay, suspension or rejection. 17. PROPOSAL COSTS: Proposers responding to solicitations are responsible for all costs they may incur in connection with submitting Proposals. 18. CONTRACT AWARD PROTEST: Pursuant to OAR 137-047-0740 a. Proposers may protest the Award of a Contract, or the intent to Award a Contract if the conditions set forth in ORS 279B.410(1) are satisfied. Proposers must deliver a written protest to the District within seven (7) Days after the issuance of the NOI. b. The Proposer’s protest must be in writing and must specify the grounds for the protest to be considered by the District pursuant to ORS 279B.410(2). A protest must be submitted to the Purchasing Manager and may be e-mailed to contracts@beaverton.k12.or.us, or hand delivered or mailed to 16550 SW Merlo Rd, Beaverton, OR 97003. The Proposer is responsible for ensuring the District receives the protest. c. The District will not consider any protest that is submitted after the submission deadline. d. Resolution of Protests. The District’s Purchasing Manager will settle or resolve a written protest submitted in accordance with the requirements of this Rule and will issue a written decision on the protest in a timely manner as set forth in ORS 279B.410(4). SECTION III – INSTRUCTIONS TO PROPOSERS Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 e. Decision. If a protest is not settled, the Superintendent, or designee, has the authority to resolve the protest. f. Proposers must exhaust all administrative remedies before seeking judicial review. Judicial review of this decision will be in accordance with ORS 279B.415. g. If the District upholds the protest, in whole or in part, the District may in its sole discretion either Award the Contract to the successful Protestor or cancel the Procurement or Solicitation. 19. ADDITIONAL REQUIREMENTS: a. The District reserves the right to seek clarifications of submitted Proposals, which may or may not affect the evaluation scoring. b. The District reserves the right to negotiate a final Contract that is in the best interest of the District. c. Failure of the District to insist on strict performance will not constitute a waiver of any of the provisions of this Solicitation or resulting Contract or waiver of any other default of the Proposer. 20. CONFIDENTIALITY OF PROPOSALS: The District is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. The District may withhold from disclosure confidential information pursuant to ORS 192.501 or 192.502. a. The District will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations. i. All pages containing the records exempt from disclosure must be marked “confidential” and segregated in the following manner: A. It must be clearly marked in bold and on each page of the confidential document. B. It must be kept separate from the other Proposal documents in a separate envelope or package and electronic folder. C. Where this specification conflicts with other formatting and response instruction specifications, this specification will prevail. D. Where such conflict (in C. above) occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.” This statement “Refer to confidential information enclosed.” must be inserted in the place where the requested information was to have been placed. b. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire Proposal must not be marked confidential. Should a Proposal be submitted in this manner, no portion of it will be held as confidential unless that portion is segregated in the above manner and meets the above criteria. c. Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the District will notify the Proposer. If the Proposer disagrees with the District decision, the District may, but is not required to, enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision. SECTION IV – RESPONSE AND EVALUATION Solicitation No: RFP 25-0004 School Photography Services RFP 25-0004 1. INTRODUCTION: This section prescribes the mandatory format for the presentation of a Proposal in response to this Solicitation. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each Proposal. Failure to provide any information requested in this Solicitation may result in rejection of the Proposal. 2. PAGE LIMIT AND PROPOSAL FORMAT: A Proposer’s submitted Proposal: a. Should be submitted in searchable MS Word/pdf format to contracts@beaverton.k12.or.us. Elaborate artwork and visuals are not necessary. Any MS Excel attachments may be submitted in MS Excel format. Brochures or other promotional presentations beyond that sufficient to present a complete and effective Proposal are not desired. b. The Proposer’s response is limited is 25 digital pages. This page limit is limited to the Proposer’s response to the detailed proposal content requirements found in Section A below, unless items required thereunder are excepted from the page limit (e.g., insurance forms). The page limit does does not include Attachments A through F. If a Proposal exceeds the forgoing page limit, District purchasing staff will remove pages from the proposal (starting from the back of the Proposal) until the 25-page limit has been reached and distribute the resulting Proposal to the committee for evaluation. Exceeding the page limit may cause a Proposal to be found non-responsive to the Solicitation. c. Proposal should be organized in the order items appear in the below item number 3. PROPOSAL CONTENT REQUIREMENTS. 3. PROPOSAL CONTENT REQUIREMENTS: a. Proposers must present a Proposal containing the specific information requested and submit all attachments as required on the Proposal Submission Checklist. b. Proposers are cautioned to provide in their Proposals, in a brief and concise manner, as much detail as possible pertaining to their capabilities and experience in providing the services requested in this Solicitation. Do not assume the District has any prior knowledge of the Proposer. SECTION A: DETAILED PROPOSAL CONTENT REQUIREMENTS: DETAILED PROPOSAL CONTENT REQUIREMENTS: i. EXPERIENCE AND QUALIFICATIONS. A. Corporate Background - Provide a brief narrative describing the Proposer’s corporate history, business structure, and core competencies related to school photography services. B. Relevant Experience - Describe the Proposer’s experience providing school photography services for large, multi-site clients, including K-12 school districts. Including the number of schools served annually and the geographic scope of operations. C. Years in Business and Credentials - State the number of years the Proper has provided school photography services and identify any relevant certification affiliations, or industry recognitions. D. Organizational Structure - Provide an organizational chart identifying key personnel assigned to this Contract, including account management, photographers, customer service staff, and technical support. E. Staffing Capacity - Describe staffing levels and the Proposer’s approach to scaling staff during peak photography periods (e.g., fall portrait season). F. Training Standards - Describe standards for staff training, including: