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Forms & Documents Hub

The GIA Forms & Documents Hub provides easy access to essential resources, keeping students, families, and faculty informed with important forms and documents—all in one convenient place.

Welcome to the GIA Forms & Documents Hub

Your one-stop destination for important school documents! Whether you need admissions forms, academic policies, handbooks, or other essential resources, you’ll find them all here.

For assistance, feel free to contact us at admissions@giagy.org.

Happy browsing!

Request for Proposal (RFP) Opportunities

Request for Proposal (RFP): Photography Services

Agreement Number: GIA_2024/25_001

Issue Date: March 21, 2025
Submission Deadline: April 11, 2025 (No later than 16:00 hrs)


Introduction

Georgetown International Academy (GIA), a private coeducational institution offering Nursery through Grade 12 educational programs, invites qualified photographers and photography companies to submit proposals for professional photography services. GIA is dedicated to capturing memorable moments and maintaining a visually appealing representation of our diverse school community.

Our campus, located at Tract C, Block XXX, South Railway Embankment, Pattensen, serves approximately 350 students and 100 staff members, with an average of one special event per month throughout the academic year.


Objective

The primary objective is to provide professional and reliable photography services for school portraits, special events, yearbook images, and various photography requirements. The contract period is intended for one year, commencing August 1, 2025.


Scope of Services

The selected photographer/service provider will be expected to deliver the following:

  • School Portraits: Individual, group portraits, staff portraits, and cap & gown portraits for graduates.
  • School Events Coverage: Graduation ceremonies, prom, sports, drama productions, and special events.
  • Yearbook Photography: High-quality, high-resolution images suitable for the school yearbook.
  • Photo Retouching and Editing: High-quality retouching to meet GIA standards.
  • Online Ordering System: A secure and user-friendly platform for online ordering of digital and printed photographs.
  • Timely Delivery: Clearly labeled and organized delivery of digital files and prints.
  • Customer Service: Exceptional service to parents, students, and staff.

Proposal Requirements

Interested service providers must submit a comprehensive proposal including the following items:

  • Cover Letter: Introduction, contact information, and summary of school photography experience.
  • Portfolio: Examples demonstrating high-quality portraits and event photography.
  • References: At least three (3) references from educational institutions.
  • Pricing Structure: Detailed price breakdown for prints, packages, and additional services in Guyana Dollars (GYD).
  • Online Ordering System: Description of online ordering capabilities, user interface, and security measures.
  • Editing & Retouching Examples: Explanation of the retouching process with before-and-after examples.
  • Delivery Schedule: Clear timelines for delivery of digital and physical products.
  • Customer Service Approach: Description of your customer service strategy.
  • Insurance and Licensing: Proof of liability insurance and necessary licenses or permits.
  • Valid Police Clearances: Required for all personnel assigned to GIA (twice per year).

Evaluation Criteria

Proposals will be evaluated based on:

  • Quality of Portfolio
  • Competitiveness of Price
  • Online Ordering System Capabilities
  • Quality of Photo Editing and Retouching
  • Ability to Meet Delivery Schedules
  • Customer Service Approach

Please note, GIA reserves the right not to accept the lowest bid or any bid.


Contact Information

For inquiries or clarification, please contact ONLY the designated representatives listed below. All communications outside these contacts may result in disqualification.

Cathy Allen, Lower School Principal

Jim Heister, Upper School Principal


Proposal Submission

Proposals must be submitted electronically to the email address below no later than April 11, 2025, 16:00 hrs:

Email Submission: simmons@giagy.org

Late submissions may be accepted at GIA’s discretion.


Confidentiality

All information contained within the RFP is confidential and proprietary to GIA and must only be used for responding to this request.


Modifications & Addenda

Any modifications to the RFP will be communicated via written addenda. Participants will be notified accordingly.


Important Documents

Request for Proposal (RFP) Opportunities

Request for Proposal (RFP): Catering Services

Agreement Number: GIA_2024/25_002

Issue Date: April 11, 2025
Submission Deadline: May 2, 2025 (No later than 16:00 hrs)


Introduction

Georgetown International Academy (GIA), a private coeducational institution offering Nursery through Grade 12 educational programs, invites qualified individuals and companies to submit proposals for comprehensive catering services. GIA is committed to providing high-quality, nutritious meals and snacks that support the well-being of our students, faculty, and staff. Our campus, located at Tract C, Block XXX, South Railway Embankment, Pattensen, serves approximately 375 students and 121 staff members.


Objective

The primary objective of this RFP is to secure a reliable and qualified catering service provider who can deliver consistently high standards of meal preparation and delivery. The service is intended to cover one academic year, with the contract commencing on August 7, 2025.


Scope of Services

The selected caterer/service provider will be expected to deliver the following:

  • Meal Provision:

    • Daily provision of nutritious lunches and a variety of healthy snacks.

    • Menus that accommodate dietary preferences including vegetarian, vegan, and other special dietary requirements.

  • Menu Planning & Ordering Process:

    • Generate and distribute a weekly menu along with an electronic order form to parents on the preceding Sunday.

    • Implement a cancellation policy allowing lunch order cancellations until 3:00 PM on the day prior to service; orders not canceled within this timeframe remain chargeable.

  • Payment Options:

    • Preferably employ an electronic payment system.

    • Alternatively, facilitate cash payments for pre-ordered meals at the start of each week, with options available for additional on-campus purchases.

  • On-Campus Service:

    • Provide a dedicated service associate who will be present daily between 9:00 AM and 1:30 PM. Responsibilities include managing snack sales (8:00 AM–10:00 AM), distributing lunches, and handling customer feedback in a professional and timely manner.

  • Serving Schedule:

    • Nursery to Grade 5: Lunch served from 10:30 AM to 12:00 PM.

    • Grades 6 – 12: Lunch served from 12:15 PM to 1:40 PM.

    • Timely, organized service ensuring no late deliveries.

  • Quality & Safety Compliance:

    • All food preparation and handling must meet established hygiene and food safety standards.

    • Participation in an annual training session on food safety standards, with periodic inspections by the school nurse.


Proposal Requirements

Interested service providers must submit a comprehensive proposal that includes the following:

  • Cover Letter & Company Information:

    • Introduction, contact details, and a summary of relevant experience in catering services.

  • Technical Proposal:

    • A detailed description of how your service will meet the requirements of this RFP, including menu planning, order management, delivery logistics, and safety compliance.

  • Financial Proposal:

    • A complete pricing breakdown, detailing all direct and indirect costs.

    • All rates must be quoted in Guyana Dollars (GYD), incorporating all associated expenses.

  • Exhibits:

    • Exhibit A: Service Provider’s Company Information.

    • Exhibit B: Experience with Similar Projects.

    • Exhibit C: Detailed Safety Plan.

    • Exhibit D: Evidence of Financial Resources.

    • Exhibit E: Key Personnel (including valid police clearances, issued twice per year).

    • Exhibit F: Equipment Inventory.

    • Exhibit G: Required Official Documents (e.g., Business Registration, NIS Compliance Certificate, GRA Compliance Certificate, Food Handler’s Certificate, VAT Certificate).


  • Highlighted Activities

    To ensure all interested providers have a full understanding of the engagement, please note the following key events:

    • Visit to the Cafeteria:
      Saturday, April 26, 2025 at 9:30 AM at GIA. This visit provides prospective vendors the opportunity to inspect the facilities and better understand the operational environment.

    • Presentation and Tasting Session:
      Wednesday, April 30, 2025 at 5:00 PM. During this session, vendors will present sample menus and offer tastings, which will be critical in evaluating food quality and service delivery.



     

Evaluation Criteria

Proposals will be evaluated based on:

  • Quality and nutritional standards of the proposed menus

  • Competitiveness and clarity of the pricing structure

  • Capabilities of the online ordering and payment systems

  • Service provider’s experience, reputation, and customer service approach

  • Ability to meet required delivery schedules and overall service reliability

Please note: GIA reserves the right not to accept the lowest bid or any bid that does not meet our overall value and quality standards.


Contact Information

For inquiries or clarifications, please contact ONLY the designated representatives listed below. All communications outside these contacts may result in disqualification.

Cathy Allen, Lower School Principal
Email: lsprincipal@giagy.org
Tel: 226-1595 Ext 103

Jim Heister, Upper School Principal
Email: heister@giagy.org
Tel: 226-1595 Ext 203


Proposal Submission

Proposals must be submitted electronically to the email address below no later than May 2, 2025, at 16:00 hrs:

Email Submission: simmons@giagy.org

Late submissions may be accepted at GIA’s discretion.


Confidentiality

All information contained within this RFP is confidential and proprietary to GIA. It is intended solely for the purpose of responding to this request and must not be disclosed to any third party.


Modifications & Addenda

Any modifications to this RFP will be communicated via written addenda. Participants will be notified accordingly.


Important Documents