Youth Sports Photography Services

Background

The Bend Park & Recreation District (District) is an Oregon special district that operates over 3,000 acres of parkland and recreation facilities, serving a population of approximately 91,000. The District seeks proposals from qualified photography firms to provide youth sports photography services under a parent-pay service model. This means that parents or guardians will purchase photography products directly from the selected contractor, and the District will not be financially responsible for sales or fulfillment.

Work Details

The selected contractor will provide all necessary labor, equipment, materials, staffing, and services to perform youth sports photography services. Key responsibilities include: - Photographing all District-assigned youth sports teams; - Coordinating and scheduling picture days on game days without interfering with games; - Providing online ordering and payment systems for families; - Managing financial transactions with participants; - Offering additional optional packages at the contractor's discretion; - Delivering products directly to participants; - Providing customer service including corrections, refunds, and reprints; - Notifying coaches at least one week prior to picture dates; and - Providing annual sales and donation summary reporting to the District. The contractor must also provide a minimum purchase option consisting of a 5” X 7” team photograph.

Period of Performance

The contract is expected to be signed by August 1, 2026, with services fully implemented by August 31, 2026. The initial contract term will last until July 31, 2028, with options for three additional one-year renewals.

Place of Performance

Services will be performed at various locations owned or operated by the Bend Park & Recreation District within Bend, Deschutes County, Oregon.

Bidder Requirements

Proposers must have at least two years of experience providing youth sports or similar volume-based portrait photography services. They must have an established online ordering system suitable for a parent-pay model and sufficient staffing depth to ensure service continuity. Proposers must also provide insurance coverage before performance begins and submit at least two references for recent comparable work.