Project Information

Bid Title

6858 RFP Photography Services

Issuing Agency

Washtenaw Community College

Location

Michigan

Published Date

Apr 30, 2026

Closing Date

May 26, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

6858 RFP Photography Services

6858 RFP - Instructions & Specifications 213.18 KB 04/30/2026

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WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC 326

RFP # 6858 – Photography Services

RFP Due Date: 05/26/2026 @ 2p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 973-3553

FAX: (734)-677-5414

WASHTENAW COMMUNITY COLLEGE

Request for Proposal #6858

Photography Services

Submit proposals electronically via email to:

Lydia Scheets

Washtenaw Community College

pur@wccnet.edu

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC 326

RFP # 6858 – Photography Services

RFP Due Date: 05/26/2026 @ 2p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 973-3553

FAX: (734)-677-5414

1.0 Proposal Invitation

Washtenaw Community College (“College” and/or “WCC”) seeks proposals from qualified Suppliers of

Photography Services. This is an indefinite scope-indefinite delivery RFP; the primary goal of this RFP is to

increase the pool of independent photography contractors to perform miscellaneous photography

services as needed through the term of this solicitation. The selected supplier will be able to provide all

deliverables outlined in the RFP.

Response to this RFP confirms an understanding that this is not a contract or offer of business by the

College. This request for proposal in no manner obligates the College to the eventual purchase of any

products or services described, implied, or which may be proposed, until confirmed by written agreement,

and may be terminated by the College without penalty or obligation at any time prior to the signing of an

agreement, contract, or purchase order. In submitting a proposal, Supplier agrees that all materials

associated with, attached to, or referenced by the submitted proposal will become the property of the

College and may be incorporated into a subsequent contractual agreement between the successful

Supplier and the College.

The College is not liable in any manner or to any extent for any cost or expense incurred by the Supplier

in the preparation, submission, presentation, or any other action connected with proposing or otherwise

responding to this RFP. Such exemption from liability applies whether such costs are incurred directly by

the Supplier or indirectly through the Supplier’s agents, employees, assigns, or others, whether related or

not to the Supplier.

The College reserves the right to reject any and all proposals and waive any irregularities. Proposals which

fail to comply fully with any provisions of this document may be considered invalid and may not receive

consideration. The College also reserves the right to negotiate terms and conditions of a contract with the

chosen Supplier. The College reserves the right to award a contract based on any combination of the

specifications described herein.

The awarded Supplier’s proposal response shall be subject to and governed by the College’s Terms and

Conditions for services located at Terms and Conditions for Services Provided to WCC as a condition of

award, and are hereby incorporated herein as a substantive part of the solicitation documents. In the

event there is any conflict or inconsistency between the Terms & Conditions referenced in the RFP

documents and those included in a Supplier’s Proposal response, Supplier’s quote, or listed on the

Supplier’s website, the Terms & Conditions of the RFP documents shall govern. Proposal submissions

must include all exceptions to the College’s terms and conditions of purchase. A purchase order signed

by an authorized agent of the College is required to constitute acceptance of Proposal offer and offer

terms and conditions of service. This RFP and any subsequently offered contracts will be governed by

the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local

laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed

incorporated herein.

As a public institution, the College is subject to the terms and conditions of the Freedom of Information

Act. As required by law, any information submitted in response to this request for proposal could become

public information. Suppliers responding to this proposal are cautioned not to include any proprietary

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC 326

RFP # 6858 – Photography Services

RFP Due Date: 05/26/2026 @ 2p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 973-3553

FAX: (734)-677-5414

information as part of their proposal unless such proprietary information is carefully identified in writing

as such and accepted by the College as proprietary. Any documents submitted may be reviewed and

evaluated by any person at the discretion of the College, including non-allied and independent Suppliers

retained by the College now or in the future.

Proposals must be comprehensive by including all services and costs necessary to meet the business and

technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a

detailed approach/methodology, Supplier and College staffing requirements, and any other assumptions

to achieve the goal of this RFP.

Award of a contract will be based on the best overall proposal. The College expects to award to a pool of

candidates based on the best overall proposals and offerings. No work shall begin under the award of this

RFP until a valid purchase order is sent to the supplier from WCC’s purchasing department. Criteria for

award may include but are not limited to:

• Price

• Proposals that include the specifications contained herein

• Customer references

• Estimated deliverable timeline

• Combination of offerings

• Quality of overall work

• Customer service and responsiveness

• Experience & creativity.

The College reserves the right to request follow-up information such as questions, presentations, and

demos prior to contract award. The College expects to expand the current pool of Suppliers for an initial

term beginning on the date of award notice through September 30, 2026, with automatic yearly rollover

through September 29, 2028, terminable for convenience by either party at any time with 30-day notice.

2.0 Planned RFP Schedule

RFP issued – 04/30/2026

Deadline to submit questions – 05/12/2026 by 2:00 p.m. EST Questions shall be addressed to Lydia

Scheets, Purchasing Agent, at pur@wccnet.edu

College response to questions – 05/13/2026 by 2:00 p.m. EST posted on the WCC Purchasing website

https://www.wccnet.edu/about/purchasing/bids-rfp.php

RFP due date – 05/26/2026 at 2 p.m. EST

3.0 Submission Directions

Submit proposals to: PUR@wccnet.edu Attn: Lydia Scheets – Purchasing Agent; RFP #6858

Submit one (1) electronic proposal, including the required Signature Page in PDF format. Faxed and

mailed replies are not acceptable and will be rejected. Supplier assumes all responsibility for delivery to

the location given above on or before the due date and time.

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC 326

RFP # 6858 – Photography Services

RFP Due Date: 05/26/2026 @ 2p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 973-3553

FAX: (734)-677-5414

4.0 Project Scope

The College is seeking experienced photographers for event, marketing, promotional/environmental,

portrait, and other related photography to be used in web and print publications. WCC will retain all

ownership and intellectual property rights for any and all media produced, ownership rights shall be

assigned to the College and shall be perpetual and irrevocable, unless otherwise agreed to in writing by

the client and the photographer.

Services will be requested on an as-needed basis when photography needs are identified. Timelines for

completion may vary. Supplier will be provided with the timeline prior to the event and expected to

meet all dates of the timeline. Work will be completed in cooperation with an established team of WCC

staff including the Director of Media Relations, Director of Communications, and the VP of Marketing

and PR and/or additional marketing staff.

Under the direction of the authorized WCC staff, the Supplier will provide high-resolution, high- quality

photography services. Awarded suppliers may photograph but are not limited to:

• Events, sites, people and seasons

• Portraits, business and industry subjects, capturing concepts that fit emerging sector areas

a) Portraits of WCC employees, leadership, students, and event attendees must convey

professionalism, a confident demeanor and a warm, welcoming energy. Subjects should

have a natural, environment-oriented backdrop rather than a studio backdrop.

• Quality of life images as well as enterprise shots the photographer may conceive to showcase in

our publications, on our website, and various promotional materials

• Shots that could work for multiple media: Outdoor, out-of-home, including signage, web, social,

print, etc.

Sample Events requiring Photography may include but are not limited to:

• Board of Trustees’ meetings – 4th Tuesday of the month (evening event)

• Honors Convocation (May)

• Commencement – Saturday (May)

• Veteran’s Day event (November)

• Welcome Day on campus – September and January

• Location photo shoots with students/alumni on-campus and off-campus

5.0 Project Requirements

Responsible bidders will be determined by the samples and references included in their proposal. At a

minimum, bidders must demonstrate experience delivering professional photography services

customary for their trade.

• Photo size requirements may vary by assignment, but a standard minimum size expected is at

least 3,000 pixels wide for publications. Photos that are known to be intended for a larger

marketing piece, may require being 5,000 pixels or higher.

• Photographers shall be at the location and checked-in with the WCC contact person listed on the

WCC project form/schedule at least 30 minutes prior to the scheduled time of the photo shoot.

The timeframe will be discussed and agreed upon prior to acceptance of the project.

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC 326

RFP # 6858 – Photography Services

RFP Due Date: 05/26/2026 @ 2p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 973-3553

FAX: (734)-677-5414

• Photographers shall be responsible for securing WCC release forms for each photo shoot. The

completed form shall be provided with all other deliverables to an authorized WCC staff

member.

• All work must be acceptable as to its aesthetics and composition. It must have clean lines, crisp

quality and high-resolution output. Different perspectives (very close or wide lens views) are

also needed. Authorized WCC staff will determine if the work is acceptable.

• Awarded suppliers are expected to find creative and interesting shots and then provide

necessary information about the image: Names of subjects and/or events, date, location, and

photo consent approvals using WCC consent forms.

• Photographers shall provide WCC any and all photographs taken on WCC’s behalf delivered to

the media of WCC’s choosing. All work produced on behalf of WCC is the exclusive property of

WCC., in all instances of photography style, every image captured in the span of time it takes to

fulfill the assignment becomes the property of WCC.

Sample Photography Styles

• Event Photography: Photographer will attend the event on or off site (WCC campus) and take

photos to capture the activities in a journalistic style. Photos are delivered within 2-5 days of the

event via Flickr, Dropbox, Google docs, FTP, or PhotoShelter for easy access and viewing as

“unedited or unprocessed” images. Earlier turnaround times may be required in order to meet

printing deadlines. Minimal photo editing or weeding out of bad shots may be requested but all

shots taken at the event should be delivered as high-resolution deliverables.

• Portrait Photography: After a photo session, a series of images are presented for the client to

choose a smaller number of final shots to be edited/processed and then delivered as high-

resolution press ready photographs. All photos taken during the session are to be delivered, but

the selected final photos would be delivered as press ready.

• Editorial/Artistic Photography: Photos that tell a story about an abstract concept (technology;

the workplace, culture, etc.). These types of photo assignments require the photographer (along

with the WCC client) to generate ideas for how to capture concept photos and then compose

and capture the images to tell the story. After the shoot, a series of images are presented to the

client to choose a smaller number of final shots to be edited/processed and delivered as high-

resolution press-ready photographs. All photos taken during the photo shoot are to be

delivered, in addition to the selected press-ready photos.

• Sense of Place/Location Photography: Services may be required at other locations. Locations

may include specific businesses or events which capture the character of the place in order to

tell a story. Deliverables would likely be similar to Event Photography where all raw photos are

delivered as “straight off the camera” rather than artistically edited and press ready. The College

may request photos to be shot live and forwarded to a member of the

Marketing/Communications team during an event or meeting. Camera equipment must be Wi-Fi

enabled with video capability.

Commodity Codes

• NAICS 541922Commercial Photography

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