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

• 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 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

• Download Full RFP Document (PDF)
• Download Bid Document with Exhibits and Forms (PDF)