Katy ISD Opengov #RFP #2603AF

Katy ISD Graduation Photography, Videography, and Livestreaming Services

Katy Independent School District is seeking providers for end-to-end graduation photography, videography, and livestreaming across its ceremony venues. - Buyer: Katy Independent School District (Katy ISD), Purchasing Department. - Scope and venues: Services for Spring, Winter, and Summer graduations at Legacy Stadium, Rhodes Stadium, and Leonard Merrell Center. Spring ceremonies at Legacy and Rhodes may run simultaneously; the District expects ten ceremonies over five consecutive days for a spring season and may add a virtual high school ceremony in a future season. - Photography: Capture every graduate, including pre-stage and on-stage images; process and identify images; provide secure online viewing and ordering, customer support, and image management. Spring staffing must support 6–8 photographers per stadium, with at least 12 photographers across both venues, an on-site lead at each venue, and backup/support personnel. Winter and Summer ceremonies require at least one photographer. - Videography and livestreaming: Provide full-ceremony livestreams and recordings, multiple camera angles, professional audio, coverage of speakers, performances, diploma presentations and recognitions, archived recordings, downloadable high-resolution files, hosting, and technical support. Spring coverage requires at least two videographers at each venue. - Service standards and rights: Target complete graduate-photo capture. Photos must be available for viewing within 10 business days and purchased digital photos delivered within 24 hours; customer inquiries are generally answered within two business days. Provide online and mobile-accessible services, contingency staffing and equipment, and support for delayed, cancelled, or rescheduled ceremonies. Katy ISD prefers perpetual, non-exclusive rights to use official images and recordings without additional licensing fees, and must be able to access authorized photos without purchasing software or subscriptions. - Pricing schedule: Requested pricing includes per-ceremony, per-day, and hourly rates for video and livestreaming; winter and summer video coverage; archived recording hosting; optional camera/production add-ons; and hourly and per-ceremony photography staffing options for each stadium and winter/summer ceremonies. Hourly rates are generally capped at five hours. - Vendors and OEMs: No OEMs or providers of the requested photography/video services are named. OpenGov is identified as the proposal-submission platform, not as a service provider. - Term: One-year initial contract with up to four additional annual renewals by written agreement. The contract is non-exclusive and may be awarded to multiple vendors.

Description

Katy Independent School District is seeking one or more qualified vendors to provide graduation photography, videography, and livestreaming services for District ceremonies. Services include staffing and equipment, graduate photography and image processing, online photo ordering and customer support, full-ceremony livestreaming and recording, video hosting, and technical support. Spring 2027 is expected to include ten ceremonies over five consecutive days, with simultaneous events at Legacy Stadium and Rhodes Stadium; an additional Legacy Virtual High School ceremony at Leonard Merrell Center is anticipated beginning in Spring 2028. The initial contract term is one year, with up to four additional annual renewals by written agreement.

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