Request for Proposals
Photography Services
Release Date: May 11, 2023
Deadline for Submittal of Questions: May 30, 2023
Deadline for Submittal of Proposal: June 9, 2023
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 5:00 p.m., on June 9, 2023.
The City of Richmond reserves the right to waive inconsequential irregularities.
PROJECT BACKGROUND / DESCRIPTION Of WORK
The City of Richmond Information Technology Department is seeking proposal from qualified professionals to provide photography services with expertise in portraits, events, and landscape photography for public events on an as needed basis.
PHOTO REQUIREMENTS
The vendor will be required to provide an online gallery of proof within 48 business hours after each event that City Staff will select from. The City of Richmond will own the rights to all photographs, including drafts, pre and post processing. Ther vendor agrees to delete all digital media within 48 hours upon request and agrees not to use any media without written permission from the City Attorney Office.
The vendor will be expected to capture photos in RAW format and highest JPEG quality available with their equipment; both formats will be provided to the City of Richmond. All images provided to the City of Richmond will be watermark free. The City retains the right to alter any pre and post processed images to meet the City’s specific needs, including size, resolution, crop ratio, etc.
Credit will not be given to the photographer awarded this contract either through captioning or by using a watermark signature on the final images.
MINIMUM REQUIREMENTS
Respondent should have a minimum of five years of professional experience with photography services with expert knowle dge in portrait photography, landscape photography, and photography services for public or private events.
GENERAL SCOPE OF WORK
The respondent is expected to perform photography services in the description of work and is expected to provide and use their own equipment and personnel for the services rendered.
PROJECT BUDGET
The proposal is for on call and as needed services with an anticipated expenditure of up to $100,000 per year for five years (maximum contract amount of $500,000)
EXCEPTIONS TO PROPOSAL OR PROPOSAL DOCUMENTS
The proposer shall state whether it takes exception(s) to this proposal, including but not limited to the City of Richm ond’s Standard Contract. If the proposer does take exception(s) to any portion of the RFP or Contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests the newly changes or additions to the Contract must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the Contract for another contract will not be granted. Failure to make exceptions to the Contract within the proposal will be deem ed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
EVALUATION CRITERIA
The City intends to review all proposals rece ived that meet the mi nimum qualifications and will award the project to the Respondent that scores the highest from the evaluation criteria below. If the eval uation committed requires further information, the Evaluation Committee may invite (either in person or audio/video conferenc e) the Respondent for further clarification, sample of photography work or test photo shoot.
The City of Richmond Evaluation Committee intends to use the following metric to assist with selection of vendor that can provide the best value to the City of Richmond:
Vendor Background and Qualifications – 40% This category will evaluate (but not limit to) the Respondents experience, qualifications, years in business, response to proposal, stability of com pany, customer satisfaction, project approach, local business, etc.
Cost of Services - 60%, Proposals must include detail cost information including but not limited to:
o Minimum charge for service (if any)
o Package services (i.e., Public event package, photograph bundles, etc.) o Portrait Photography
o Landscaper Photography
o Cost for reproduction of photographs
o Cost of digital portraits
o Hourly Rate
o Half Day Rate
o Full Day Rate
o Holiday, nights, and weekend rates
o Trip Charge
Selection may be made without further di scussion, negotiations, or presentations.
Respondents are encouraged to submit the most favorable terms in response to this RFP.
Respondents must demonstrat e an understanding of the scope of work to be provided and demonstrate the ability to accomplish the work set forth.
The City reserves the right to request additional information or clarification on any matter included in the proposal response to enable the City to arrive at the final award decision.
STATEMENT OF IMPARTIALITY AND DISCLOSURE
This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests current ly in conflict or likely to conflict with City of Richmond’s interests. Additionally, the proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff di rectly regarding this Proposal will not be answered. All questions must be submitted via the electr onic Bids Online system on the Q&A tab by
5:00pm PST, on May 30, 2023. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notif ication of addendum. It is the proposer’s responsibility to periodically check the Bi dsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the bid that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified fo r contact) or agent r egarding the BID. Any party attempting to influence or circumvent the BID, bid submittal, and review process may have their proposal rejected for violating this provision of the BID.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, to download BID, new vendors will be requir ed to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the BID. The Cit y of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This bid does not commit the City of Richmo nd to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this bid, or to procure our contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the decline. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, ev en in good faith, prior to final approval of the proposed contract. The city may investigate the qualifications of any respondent under consideration, require confirmation of in formation furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this BID.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this proposal become the pr operty of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requi rements of California Government Code section 6254.7. Only informati on claimed to be a trade secret at the time of submittal to the City of Richmond an d marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in BID Attachment 2. The required insurance certific ates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors s hall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28 ), Business Opportunity Ordinance ( RMC Chapter 2.50 ), Local Employment Program Ordinance ( RMC Chapter 2.56 ), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employm ent Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Collusion
By submitting a proposal, each respondent r epresents and warrants t hat its proposal is genuine and not false or collusive or made in th e interest of, or on behalf of any person not named therein; that the resp ondent has not directly or i ndirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Departm ent a written reques t for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, st atistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or pr operties produced in whole or in part for the Project shall be subject to private use, copy rights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or make unaccept able exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
The City reserves the right to reject any or all proposals, or to make no award. The City
also reserves the right to require modifications follow -up with requests for additional information, including, but not limited to, follow-up interviews. The City may request Best and Final offers based upon improved understandi ng of the offers or changed scope of service.
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer th e most favorable terms in response to this BID. The offeror must dem onstrate an understanding of t he scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications.
The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
Award
After the committee has completed the evaluation process, City of Richmond Information Technology Staff will work with the Contractor to complete the administrative paperwork.