Williamstown Independent Schools - Photography and Yearbooks Services - 2026
Williamstown Independent School DistrictSchool · Williamstown, KY- Due
- May 15, 2026
- Deadline passed
- Contract term
- 1 year
- Primary contact
- John Slone
- (859) 824-7144
The 30-second brief
Williamstown Independent Schools requests sealed bids for district-wide photography and yearbook services, including individual student and staff portraits, group pictures, class composite pictures, commencement photography, and elementary yearbooks across all grades K-12. The contract term runs from July 1, 2026, through June 30, 2027, with four potential one-year contract extensions. Services cover Williamstown Independent Elementary, Jr. High, Sr. High, and Head Start/Preschool locations in Williamstown, Kentucky. Bids are due by 1:00 p.m. EST on Friday, May 15, 2026, submitted to the Williamstown Board of Education via mail or email to [email protected]. Vendors must provide digital background replacement, custom cropping, online purchasing platforms, secure payment options, Infinite Campus-compatible data files, and service prints. Evaluation is based on price (30%), perceived quality of service (25%), ability to meet specifications (15%), privacy and security (10%), perceived quality of product (10%), and references (10%). Required submission items include customer references, sample photographs, marketing materials, a resident bidder affidavit, and completed bid forms.
26-27 - Elementary (Fall/Spring and groups), Jr. High (Fall), Sr. High (Fall and underclass Grads), Portal for all; 26-27 - Sr. High Commencements; 26-27 - Elementary Yearbook; individual student and staff portraits; group pictures; class composite pictures; Infinite Campus file; service prints
Price, 30%; Perceived Overall Quality of Service, 25%; Ability to meet the bid specifications, 15%; Privacy and Security, 10%; Perceived Quality of Product, 10%; References, 10%
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Summary
Williamstown Independent Schools requests sealed bids for district-wide photography and yearbook services, including individual student and staff portraits, group pictures, class composite pictures, commencement photography, and elementary yearbooks across all grades K-12.
The contract term runs from July 1, 2026, through June 30, 2027, with four potential one-year contract extensions. Services cover Williamstown Independent Elementary, Jr. High, Sr. High, and Head Start/Preschool locations in Williamstown, Kentucky. Bids are due by 1:00 p.m. EST on Friday, May 15, 2026, submitted to the Williamstown Board of Education via mail or email to [email protected]. Vendors must provide digital background replacement, custom cropping, online purchasing platforms, secure payment options, Infinite Campus-compatible data files, and service prints. Evaluation is based on price (30%), perceived quality of service (25%), ability to meet specifications (15%), privacy and security (10%), perceived quality of product (10%), and references (10%). Required submission items include customer references, sample photographs, marketing materials, a resident bidder affidavit, and completed bid forms.
EVALUATION CRITERIA
6- Price, 30%
- Perceived Overall Quality of Service, 25%
- Ability to meet the bid specifications, 15%
- Privacy and Security, 10%
- Perceived Quality of Product, 10%
- References, 10%
REQUIRED DELIVERABLES
26-27 - Elementary (Fall/Spring and groups), Jr. High (Fall), Sr. High (Fall and underclass Grads), Portal for all; 26-27 - Sr. High Commencements; 26-27 - Elementary Yearbook; individual student and staff portraits; group pictures; class composite pictures; Infinite Campus file; service prints
REQUIRED ATTACHMENTS
6- Bid Form
- Required Affidavit for Bidders
- Offerors and Contractors Claiming Resident Bidder Status
- List of Kentucky schools references
- Sample photographs and marketing materials
- List of additional services and related prices
- Submit to
- Williamstown Board of Education, Attention: John Slone, 300 Helton St., Williamstown, KY 41097 or [email protected]
- Duration
- 12 months
- Scope location
- Williamstown, KY
- Reported agency
- Williamstown Independent Schools
Questions about this BID
How do I respond to this Bid from Williamstown Independent School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is May 15, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Williamstown Board of Education, Attention: John Slone, 300 Helton St., Williamstown, KY 41097 or [email protected]. For questions, contact John Slone.
Can small businesses or minority-owned firms bid on this Bid?
Most government agencies, including Williamstown Independent School District in KY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the Bid submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is John Slone at (859) 824-7144. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: 26-27 - Elementary (Fall/Spring and groups), Jr. High (Fall), Sr. High (Fall and underclass Grads), Portal for all; 26-27 - Sr. High Commencements; 26-27 - Elementary Yearbook; individual student and staff portraits; group pictures; class composite pictures; Infinite Campus file; service prints. Proposals should clearly address how each deliverable will be met.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Price, 30%; Perceived Overall Quality of Service, 25%; Ability to meet the bid specifications, 15%; Privacy and Security, 10%; Perceived Quality of Product, 10%; References, 10%" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Williamstown Independent School District?
All active and historical solicitations from Williamstown Independent School District are tracked and searchable. As a school agency, Williamstown Independent School District regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this Bid?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Bid Form, Required Affidavit for Bidders, Offerors and Contractors Claiming Resident Bidder Status, list of Kentucky schools references, sample photographs and marketing materials, list of additional. Review the full document from Williamstown Independent School District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Williamstown, KY. Review the full solicitation for detailed scope requirements.