PowerSchool Photo Vendors

Seattle Public Schools is seeking to pre-qualify photographic vendors through RFQ260401 to provide student and staff photography services across its schools during the 2026–2029 contract period. The solicitation aims to establish a roster of qualified firms that can deliver standardized photographic services, including the capture and electronic delivery of student and staff images in JPEG format with a .jpg extension, sized at approximately 200 pixels wide by 300 pixels high and not exceeding 100K in file size for staff photos. These images must be uploaded via the District’s secure SFTP site and named according to specific formats—student photos are identified by student identifiers while staff photos must be labeled as Last Name, First Name.jpg. Vendors must also provide a CD of staff photos at no cost to each school and may be required to produce student ID cards with library barcodes upon request. All services and products must be provided to schools and the District at no charge, and vendors are required to submit their own pricing sheets, though no fees will be paid by the District or schools. The contract term runs from August 15, 2026, to July 31, 2029, with no guarantee of renewal, and services will be scheduled on an as-needed basis between late August and October each year. All selected vendors must comply with strict operational, legal, and security requirements. Staff and subcontractors performing on-site work must have undergone criminal history background checks as mandated by RCW 28A.400.322, including a name and birthdate check through the Washington State Patrol, and must be cleared to work with minors. Vendors are required to maintain the confidentiality of all student and staff information, destroy student data files no later than June 30 of the school year in which the photo was taken, and grant the District a permanent, nonexclusive, royalty-free license to use all photographs. Compliance with all District policies, procedures, and guidelines is mandatory, and vendors must submit a W-9 Form, a valid Washington State Business License, and a Certificate of Insurance prior to contract execution. Proposals are limited to 20 pages and must include a signed certification form, executive summary, general business information, and evidence of relevant experience, particularly with K-12 school districts. Evaluation focuses on adherence to technical specifications, the ability to complete photo shoots within a 10-week window from late August to the end of October