PROFESSIONAL CONSULTANT SERVICES AGREEMENT
HOLDEN FILMS, LIC
Documentary Film Production Services (Phase I) (RFP No. 2418) THIS PROFESSIONAL CONSULTANT SERVICES AGREEMENT ("Agreement") is made and entered into this 11th day of August → Z025 ("Effective Date"), by and between the CITY OF RIVERSIDE, a California charter city and municipal corporation ("City"), and HOLDEN FILMS, LLC, a California limited liability company ("Consultant").
1. Scope of Services. City agrees to retain and does hereby retain Consultant and Consultant agrees to provide the services more particularly described in Exhibit "A," "Scope of Services" ("Services"); attached hereto and incorporated herein by reference; in conjunction with Documentary Film Production Services (Phase 1) (RFP No. 2418) ("Project").
2. Term. This Agreement shall be effective on the date first written above and shall remain in effect until December 31, 2028, unless otherwise terminated pursuant to the provisions herein.
3. Compensation/Payment. Consultant shall perform the Services under this Agreement for the total sum not to exceed One Hundred Sixty Thousand Dollars ($160,000.00), payable in accordance. with the terms set forth in Exhibit "B.". Said payment shall be made in accordance with City's usual accounting procedures upon receipt and approval of an itemized invoice setting forth the services performed. The invoices shall be delivered to City at the address set forth in Section 4 hereof.
4. Notices: Any notices required to be given, hereunder shall be in writing and shall be personally served or given by mail.. Any notice given by mail shall be deemed given when deposited in the United States Mail, certified and postage prepaid, addressed to the party to be served as follows:
To City To Consultant
Riverside Museum Holden Films, LLC
City of Riverside Attn: Brady Holden
Attn: Ann Lovell 123. W. San Carlos Road
3900 Main Street Palm Springs, CA 92262
Riverside, CA 92522
5. Prevailing Wage. If applicable, Consultant and all subcontractors are required to www.dir.ca.gov/disr/DPreWageDetermination.htm and is referred to and made a part hereof; the 1 wage rates therein ascertained, determined, and specified are referred to and made a part hereof as though fully set forth herein.
Contract Administration. A designee of the City will be appointed in writing by the City Manager or Department Director to administer this Agreement on behalf of City and shall be referred to herein as Contract Administrator.
7. Standard of Performance. While performing the Services, Consultant shall exercise the reasonable professional care and skill customarily exercised by reputable members of Consultant's profession practicing in the Metropolitan Southern California Area and shall us reasonable diligence and best judgment while exercising its professional skill and expertise.
Personnel. Consultant shall furnish all personnel necessary to perform the Services and shall be responsible for their performance and compensation. Consultant recognizes that the qualifications and experience of the personnel to be used are vital to professional and timely completion of the Services. The key personnel listed in Exhibit "C attached hereto and incorporated herein by this reference and assigned to perform portions of the Services shall remain assigned through completion of the Services, unless otherwise mutually agreed by the parties in writing; or caused by hardship or resigration in which case substitutes shall be subject to City approval.
:9. :Assignment and Subcontracting. Neither party shall assign any right, interest, or obligation in or under this Agreement to any other entity without prior written consent of the other party, In any event, no assignment shall be made unless the assignce expressly assumes the obligations of assignor under this Agreement, in a writing satisfactory to the parties. Consultant acknowledges that any assignment may, at the City's sole discretion, require City Manager and/or City Council approval. Consultant shall not subcontract any portion of the work required by this Agreement without prior written approval by the responsible City Contract Administrator. performed by any subcontractor for purposes of establishing a duty of care between any subcontractor and the City.
10. Independent Contractor. In the performance of this Agreement, Consultant, and Consultant's employees, subcontractors and agents, shall act in an independent capacity as independent contractors, and not as officers of employees of the City of Riverside. Consultant acknowledges and agrees that the City has no obligation to pay or withhold state or federal taxes or to provide workers' compensation or unemployment insurance to Consultant, or to Consultant's employees, subcontractors and agents. Consultant, as an independent contractor, shall be responsible for any and all taxes that apply to Consultant as an employer. 2 •
11. Indemnification.
11.1 Design Professional Defined. For purposes of this Agreement, "Design Professional" includes the following:
A. An individual licensed as an architect pursuant to Chapter 3 (cosini odi, anca busines entity often are tectual servant in accordance with that chapter
B. An individual licensed as a landscape architect pursuant to Chapter 3.5 Professioning ode, and a osiness entity oviering landscape archites ara e, and a business entity offering landscape architectura services in accordance with that chapter.
C. An individual registered as a professional engineer pursuant to Chapter 7 (commencing with Section 6700) of Division 3 of the Business and Professions Code, and a business entity offering professional engineering services in accordance with that chapter.
D. An individual licensed as a professional land surveyor pursuant to Chapter 15 (commencing with Section 8700) of Division 3 of the Business and Professions Code, and a business entity offering professional land surveying services in accordance with that chapter.
11.2 Defense Obligation For Design Professional Liability. Consultant agrees, at its cost and expense, to promptly defend the City, and the City's employees, officers, managers, agents and council members (collectively the "Parties to be Defended") from and against any and all claims, allegations, lawsuits, arbitration proceedings, administrative proceedings, regulatory proceedings, or other legal proceedings to the extent the same arise out of, pertain to, or relate to the negligence, recklessness or willful misconduct of Consultant, or anyone employed by or working under the Consultant or for services rendered to the Consultant in the performance of the Agreement, notwithstanding that the City may have benefited from its work or services and whether or not caused in part by the negligence of an Indemnified Party. Consultant agrees to provide this defense immediately upon written notice from the City, and with well qualified, adequately insured and experienced legal counsel acceptable to City. Consultant will reimburse City for reasonable defense costs for claims arising out of Consultant's professional negligence based on the percentage of Consultant's liability. This obligation to defend as set forth herein is binding on the successors, assigns and heirs of Consultant and shall survive the termination of Consultant's Services under this Agreement.
11.3 Indemnity For Design Professional Liability. When the law establishes a professional standard of care for Consultant's services, to the fullest extent permitted by law, Consultant shall indemnify, protect and hold harmless the City and the City's employees, officers, managers, agents, and Council Members ("Indemnified Parties") from and against any and all claim for damage, charge, lawsuit, action, judicial, administrative, regulatory or arbitration proceeding, damage, cost, expense (including counsel and expert fees), judgment, civil fines and penalties, liabilities or losses of any kind or nature whatsoever to the extent the same arise out of, 3 pertain to, or relate to the negligence, recklessness or willful misconduct of Consultant, or anyone employed by or working under the Consultant or for services rendered to the Consultant in the performance of the Agreement; notwithstanding that the City may have benefited from its work or services and whether or not caused in part by the negligence of an Indemnified Party.
11.4 Defense Obligation For Other Than Design Professional Liability.
Consultant agrees, at its cost and expense, to promptly defend the City, and the City's employees, officers, managers, agents and council members (collectively the "Parties to be Defended") from and against any and all claims, allegations, lawsuits, arbitration proceedings, administrative proceedings, regulatory proceedings, or other legal proceedings which arise out of, or relate to, or are in any way connected with: 1) the Services, work, activities, operations, or duties of the Consultant; or of anyone employed by or working under the Consultant, or 2) any breach of the Agreement by the Consultant. This duty to defend shall apply whether or not such claims, allegations, lawsuits or proceedings have merit or are meritless, or which involve claims or allegations that any or all of the Parties to be Defended were actively, passively, or concurrently negligent, or which otherwise assert that the Parties to be Defended are responsible, in whole or in part, for any loss, damage or injury. Consultant agrees to provide this defense immediately upon written notice from the City, and with well qualified, adequately insured and experienced legal counsel acceptable to City. This obligation to defend as set forth herein is binding on the successors, assigns and heirs of Consultant and shall survive the termination of Consultant's Services under this Agreement.
11.5 Indemnity For Other Than Design Professional Liability. Except as to the sole negligence or willful misconduct of the City, Consultant agrees to indemnify, protect and hold harmless the Indemnified Parties from and against any claim for damage, charge, lawsuit, action, judicial, administrative, regulatory or arbitration proceeding, damage, cost, expense (including counsel and expert fees), judgment, civil fine and penalties, liabilities or losses of any kind or nature whatsoever whether actual, threatened or alleged, which arise out of, pertain to, or relate to, or are a consequence of, or are attributable to, or are in any manner connected with the performance of the Services, work, activities, operations or duties of the Consultant, or anyone employed by or working under the Consultant or for services rendered to Consultant in the performance of this Agreement, notwithstanding that the City may have benefited from its work or services. This indemnification provision shall apply to any acts, omissions, negligence, recklessness, or willful misconduct, whether active or passive, on the part of the Consultant or anyone employed or working under the Consultant.
12. Insurance.
12.1 Consultant shall provide satisfactory evidence of, and shall thereafter maintain during the term of 4 12.1.1 Limitations. These minimum amounts of coverage shall not constitute any limitation or cap on Consultant's indemnification obligations under Section 11 hereof.
12.1.2 Ratings. Any insurance policy or coverage provided by Consultant or subcontractors as required by this Agreement shall be deemed inadequate and a material breach of this Agreement, unless such policy or coverage is issued by insurance companies authorized t ransact insurance business in the State of California with a policy holder's rating of A or highe and a Financial Class of VII or higher.
12.1.3 Cancellation. The policies shall not be canceled unless thirty (30) days' prior written notification of intended cancellation has been given to City by certified or registered mail, postage prepaid.
12.1.4 Adequacy: The City, its officers, employees and agents make no representation that the types or limits of insurance specified to be carried by Consultant pursuant to this Agreement are adequate to protect Consultant. If Consultant believes that any required insurance coverage is inadequate, Consultant will obtain such additional insurance coverage as Consultant deems adequate, at Consultant's sole expense.
12.2 Workers' Compensation Insurance. By executing this Agreement, Consultant certifies that Consultant is aware of and will comply with Section 3700 of the Labor Code of the State of California requiring every employer to be insured against liability for workers? compensation, or to undertake self-insurance before commencing any of the work. Consultant shall carry the insurance or provide for self-insurance required by California law to protect said Consultant from claims under the Workers' Compensation Act. Prior to City's execution of this Agreement, Consultant shall file with City either 1) a certificate of insurance showing that such insurance is in effect, or that Consultant is self-insured for such coverage, or 2) a certified statement that Consultant has no employees, and acknowledging that if Consultant does employ any person, the necessary certificate of insurance will immediately be filed with City. Any certificate filed with City shall provide that City will be given ten (10) days' prior written notice before modification or cancellation thereof.
12.3: Commercial General Liability and Automobile Insurance. Prior to City's execution of this Agreement, Consultant shall obtain, and shall thereafter maintain during the term of this Agreement, commercial general liability insurance and automobile liability insurance as required to insure Consultant against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Consultant. The City, and its officers, employees and agents, shall be named as additional insureds under the Consultant's insurance policies.
12.3.1 Consultant's commercial general liability insurance policy shall cover both bodily injury (including death) and property damage (including, but not limited to, premises operations liability, products-completed operations liability, independent contractor's liability, personal injury liability, and contractual liability) in an amount not less than $1,000,000 per occurrence and a general aggregate limit in the amount of not less than $2,000,000. 5 12.3.2 Consultant's automobile liability policy shall cover both bodily injury and property damage in an amount not less than $1,000,000 per occurrence and an aggregate limit of not less than $1,000,000. All of Consultant's automobile and/or commercial general liability insurance policies shall cover all vehicles used in connection with Consultant's performance of this Agreement, which vehicles shall include, but are not limited to, Consultant owned vehicles, Consultant leased vehicles, Consultant's employee vehicles, non-Consultant owned vehicles and hired vehicles.
12.3.3 Prior to City's execution of this Agreement, copies of insurance policies or original certificates along with additional insured endorsements acceptable to the City evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with City and shall include the City and its officers, employees and agents, as additional insureds. Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions:
It is agreed that the City of Riverside, and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Riverside.:
12.3.4 The insurance policy or policies shall also comply with the following provisions:
a. The policy shall be endorsed to waive any right of subrogation against the City and its sub-consultants, employees, officers and agents for services performed under this Agréement.
b. If the policy is written on a claims-made basis, the certificate should so specify and the policy must continue in force for one year after completion of the services. The retroactive date of coverage must also be listed.
c. The policy shall specify that the insurance provided by Consultant will be considered primary and not contributory to any other insurance available to the City and Endorsement No.
CG 20010413 shall be provided to the City.
12.4 Errors and Omissions Insurance. Prior to City's execution of this Agreement, , Consultant shall obtain, and shall thereafter maintain during the term of this Agreement, errors and omissions professional liability insurance in the minimum amount of $1,000,000 to protect the City from claims resulting from the Consultant's activities. 12:5 Subcontractors' Insurance. Consultant shall require all of its subcontractors to carry insurance, in an amount sufficient to cover the risk of injury, damage or loss that may be caused by the subcontractors' scope of work and activities provided in furtherance of this Agreement, including, but without limitation, the following coverages: Workers Compensation, Commercial General Liability, Errors and Omissions, and Automobile liability. 6 Upon City's request, Consultant shall provide City with satisfactory evidence that Subcontractors have obtained insurance policies and coverages required by this section.
13. Business Tax. Consultant understands that the Services performed under this Agreement constitutes doing business in the City of Riverside, and Consultant agrees that Consultant will register for and pay a business tax pursuant to Chapter 5.04 of the Riverside Municipal Code and keep such tax certificate current during the term of this Agreement.
14. Time of Essence. Time is of the essence for each and every provision of this Agreement.
15. City's Right to Employ Other Consultants. City reserves the right to employ other Consultants in connection with the Project. If the City is required to employ another consultant to complete Consultant's work, due to the failure of the Consultant to perform, or due to the breach of any of the provisions of this Agreement, the City reserves the right to seek reimbursement from Consultant.
16. Accounting Records. Consultant shall maintain complete and accurate records with respect to costs incurred under this Agreement. All such records shall be clearly identifiable.
Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
17. Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other materials either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant, except as otherwise directed by City's Contract Administrator. Nothing furnished to Consultant which is otherwise known to the Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production, website, or other similar medium without the prior written consent of the City.
18. Ownership of Documents. All reports, maps, drawings and other contract deliverables prepared under this Agreement by Consultant shall be and remain the property of City. Consultant shall not release to others information furnished by City without prior express written approval of City.
Copyrights. Consultant agrees that any work prepared for City which is eligible for copyright protection in the United States or elsewhere shall be a work made for hire. If any such work is deemed for any reason not to be a work made for hire, Consultant assigns all right, title and interest in the copyright in such work, and all extensions and renewals thereof, to City, and agrees to provide all assistance reasonably requested by City in the establishment, preservation and enforcement of its copyright in such work, such assistance to be provided at City's expense 7 but without any additional compensation to Consultant. Consultant agrees to waive all moral rights relating to the work developed or produced, including without limitation any and all rights of identification of authorship and any and all rights of approval, restriction or limitation on use or subsequent modifications.
20. Conflict of Interest. Consultant, for itself and on behalf of the individuals listed in Exhibit "C," represents and warrants that by the execution of this Agreement, they have no interest, present or contemplated, in the Project affected by the above-described Services.
Consultant further warrants that neither Consultant, nor the individuals listed in Exhibit "C" have any real property, business interests or income interests that will be affected by this project or, alternatively, that Consultant will file with the City an affidavit disclosing any such interest.
21. * Solicitation. Consultant warrants that Consultant has not employed or retained any person or agency to solicit or secure this Agreement, nor has it entered into any agreement or understanding for a commission, percentage, brokerage, or contingent fee to be paid to secure this Agreement. For breach of this warranty, City shall have the right to terminate this Agreement without liability and pay Consultant only for the value of work Consultant has actually performed, or, in its sole discretion, to deduct from the Agreement price or otherwise recover from Consultant the full amount of such commission, percentage, brokerage or commission fee. The remedies specified in this section shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement.
22: General Compliance With Laws. Consultant shall keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Consultant, or in any way affect the performance of services by Consultant pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws, ordinances and regulations, and shall be solely responsible for any failure to comply with all applicable laws, ordinances and regulations. Consultant represents and warrants that Consultant has obtained all necessary licenses to perform the Scope of Services and that such licenses are in good standing.
Consultant further represents and warrants that the services provided herein shall conform to all ordinances, policies and practices of the City of Riverside.
23. Waiver. No action or failure to act by the City shall constitute a waiver of any right or duty afforded City under this Agreement, not shall any such action or failure to act constitute approval of or acquiescence in any breach thereunder, except as may be specifically, provided in this Agreement or as may be otherwise agreed in writing.
24. Amendments. This Agreement may be modified or amended only by a written agreement and/or change order executed by the Consultant and City.
25. Termination. City, by notifying Consultant in writing, shall have the right to terminate any or all of Consultant's services and work covered by this Agreement at any time. In the event of such termination, Consultant may submit Consultant's final written statement of the amount of Consultant's services as of the date of such termination based upon the ratio that the work completed bears to the total work required to make the report complete, subject to the City's rights under Sections 15 and 26 hereof. In ascertaining the work actually rendered through the 8 •
termination date, City shall consider completed work, work in progress and complete and incomplete reports and other documents only after delivered to City.
25.1 Other than as stated below, City shall give Consultant thirty (30) days' prior written notice prior to termination.
25.2 City may terminate this Agreement upon fifteen (15) days' written notice to Consultant, in the event:
25.2.1 Consultant substantially fails to perform or materially breaches the Agreement; or
25.2.2 City decides to abandon or postpone the Project.
26. Offsets. Consultant acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which Consultant owes or may owe to the City, City reserves the right to withhold and offset said amounts from payments or refunds or reimbursements owed by City to Consultant. Notice of such withholding and offset, shall promptly be given to Consultant by City in writing. In the event of a dispute as to the amount owed or whether such amount is owed to the City, City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved.
27. Successors and Assigns. This Agreement shall be binding upon City and its successors and assigns, and upon Consultant and its permitted successors and assigns, and shall not be assigned by Consultant, either in whole or in part, except as otherwise provided in paragraph 9 of this Agreement.
Venue. Any action at law or in equity brought by either of the parties hereto for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in the Superior Court, County of Riverside, State of California, and the parties hereby waive all provisions of law providing for a change of venue in such proceedings to any other county. In the event either party hereto shall bring suit to enforce any term of this Agreement or to recover any damages for and on account of the breach of any term or condition of this Agreement, it is mutually agreed that each party will bear their own attorney's fees and costs.
29. Nondiscrimination. During Consultant's performance of this Agreement, Consultant shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, physical disability, mental disability, medical condition, including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, sex, genetic information, gender, gender identity, gender expression, or sexual orientation, military and veteran status, in the selection and retention of employees and subcontractors and the procurement of materials and equipment, except as provided in Section 12940 of the California Government Code. Further, Consultant agrees to conform to the requirements of the Americans with Disabilities Act in the performance of this Agreement.
30. Severability. Each provision, term, condition, covenant and/or restriction, in whole and in part, of this Agreement shall be considered severable. In the event any provision, term, condition, covenant and/or restriction, in whole and/or in part, of this Agreement is declared 9 invalid, unconstitutional, or void for any reason, such provision or part thereof shall be severed from this Agreement and shall not affect any other provision, term, condition, covenant and/or restriction of this Agreement, and the remainder of the Agreement shall continue in full force and effect.
31. Authority. The individuals executing this Agreement and the instruments referenced herein on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions hereof and thereof.
32. Entire Agreement. This Agreement constitutes the final, complete, and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersedes all prior and contemporaneous understandings or agreements of the parties. Neither party has been induced to enter into this Agreement by and neither party is relying on, any representation or warranty outside those expressly set forth in this Agreement.
33. Digital and Counterpart Signatures. Each party to this Agreement intends and agrees to the use of digital signatures that meet the requirements of the California Uniform Electronic Transactions Act (Civil Code §§ 1633.1, et seq.), California Government Code § 16.5, and California Code of Regulations Title 2 Division 7 Chapter 10, to execute this Agreement. The parties further agree that the digital signatures of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures for purposes of validity, enforceability, and admissibility. For purposes of this section, a "digital signature" is defined in subdivision (d) of Section 16.5 of the Government Code and is a type of "electronic signature" as defined in subdivision (h) of Section 1633.2 of the Civil Code. This Agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument. Each certified or authenticated électronic copy of an encrypted digital signature shall be deemed a duplicate original, constituting one and the same instrument and shall be binding on the parties hereto.
34. Interpretation. City and Consultant acknowledge and agree that this Agreement is the product of mutual arms-length negotiations and accordingly, the rule of construction, which provides that the ambiguities in a document shall be construed against the drafter of that document. shall have no application to the interpretation and enforcement of this Agreement.
34.1 Titles and captions are for convenience of reference only and do not define, describe or limit the scope or the intent of the Agreement or any of its terms. Reference to section numbers, are to sections in the Agreement unless expressly stated otherwise.
34.2 This Agreement shall be governed by and construed in accordance with the laws of the State of California in effect at the time of the execution of this Agreement.
34.3 In the event of a conflict between the body of this Agreement and Exhibit "A" - Scope of Services hereto, the terms contained in Exhibit "A" shall be controlling. 10 •
Exhibits. The following exhibits attached hereto are incorporated herein to this Agreement by this reference:
Exhibit "A" - Scope of Services
Exhibit "B" - Compensation
Exhibit "C" - Key Personnel
[SIGNATURES ON THE FOLLOWING PAGE]
11 IN WITNESS WHEREOF, City and Consultant have caused this Agreement to be duly executed the day and year first above written.
CITY OF RIVERSIDE, a California HOLDEN FILMS, LLC,
charter city and municipal corporation a California limited liability company By: By her
City Manager Print Name: Brady Molden
Title: Owner, Founde
and
Attest:_
City Clerk
By:
Print Name:_
Title:
Certified as to Availability of Funds:
By:
Chief Financial Officer
Approved as to Form:
By:
Deputy City Attorney
25-0938 TAT 8/11/25
12 •
RFP No. 2418
EXHIBIT A
Scope of Services
1. General scope
Project encompasses producing a 50-90 minute documentary film integrating 1) an examination and description of the multi-year technical process of rehabilitating the National Historic Landmark Harada House at 3356 Lemon Street, Riverside, California, with 2) the historic narrative of the Harada family, its landmark legal case, and its historic context.
The City/Museum of Riverside seeks a Company who have the ability and vision to communicate this complex architectural rehabilitation process in a dynamic and entertaining way while also bringing the vital history of the Harada family to life for a 21$'-century audience. The City/Museum of Riverside will engage Company on a "for hire" basis with an understanding that City/Museum of Riverside will control "final cut" of the film and that the Company will provide specific, scheduled deliverables for approval by City/Museum of Riverside (see II. Deliverables below.) Copyright and ownership of the final documentary shall remain the property of the City Museum of Riverside who shall have exclusive rights over its use.
II. Deliverables
A. Development deliverables
a. Director's statement outlining the creative approach b. A long form treatment/story outline for City/Museum of Riverside approval c. Visual look books and decks to communicate stylistic approach d. A "shooting script" containing voice-over script, excerpts of source material for narration, and anticipated interview talent and content e. A "demonstration of concept" trailer for the documentary that communicates visual approach
B. Pre-production deliverables
a. Submit a detailed production schedule for the documentary, including all field ravel for research along with anticipated shooting schedule . Submit a detailed nost-production schedule for the documentar Finalize a detailed production budget covering all technical and equipment needs
d. Finalize a post-production budget outlining equipment needs, along with final technical specs and post deliverables
e. Submit draft scripts, pre-interview scripts and excerpts of narration from source material, submitted for feedback
f. Submit final shooting script, with voice-over, interview content, and narration from source material, for final approval (continues into post-production)
8. Conduct pre-interview research, leading to interview questions for feedback and approval
RFP No. 2418
C. Production
a. Provide monthly reports with shooting schedules, and production updates to Museum of Riverside team
Share and provide video dailies, as requested
. Submit evolving final script and narrations for feedback and approyal d. Develop music score and share for approval with City/Museum of Riverside D. Post-production
a. Submit a rough cut for initial feedback
b. Submit revised picture edits, up to six revisions
c. Submit "picture-locked" cut for "final cut" approval by City/Museum of Riverside
d. Submit sound-mixed and edited picture with final music and credits for approval
Submit a QCed color-graded, fully mixed master of the film f. Prepare and submit final version with English closed captioning, subtitles (Japanese and Spanish) and full credits
g. Deliver all agreed upon post deliverables including online master version of film, cloned copy, and various digital and physical formats for distribution/screening needs (theatrical, television, streaming) h. Deliver archive of entire project, including all media used, on hard drives In addition, company will provide marketing trailers for the film including:
i. A two-to-three-minute (2-3 minute) trailer, with up to three (3) rounds of revisions from City/Museum of Riverside
j. A one minute (1 minute) teaser trailer for use on social and museum's website with up to two (2) rounds of revisions from City/Museum of Riverside k. Additional 30 seconds or under viral/social video content, to be determined E. Coordination and Reporting Relationships
The Company will be responsible for developing a storyline and creative approach for the documentary prior to filming. Developing the documentary storyline and script shall be coordinated in close collaboration with Museum of Riverside staff who will provide creative feedback to the storytelling and support the Company by giving access to historical sources and archival materials (photos, documents, oral histories, etc.) within the Museum's collection.
Museum of Riverside staff will collaborate and provide feedback on the documentary treatment, outline and shooting script with all scripting of narration and voice-over requiring approval by City/Museum of Riverside. Prior to production, the Company will develop a look book and provide clear demonstration of visual/stylistic approaches through short video trailers and visual decks, to be approved by City/Museum of Riverside.
Decisions regarding selected "talent" for interviews, interview questions and topics, use of locations and casting of reenactment actors for picture and voice-over will be determined in pre- production meetings between the Company and the City/Museum of Riverside. In addition, RFP No. 2418
decisions about editorial look and style, approach to animation and use of still images, design of musical score and approach to sound design will be determined in collaboration with City/Museum of Riverside.
The "casting" or selection of interviewees will be determined by both the City/Museum of Riverside and the Company. The final documentary shall include interviews with key cultural partners and stakeholders who may include Harada family members, members of advocacy groups supporting Harada House, City of Riverside leadership, elected officials representing southern California, lead donors to the project, spokespersons for social justice and civil rights issues, historic preservation specialists, the project architects and engineers, and others who may provide a range of perspectives on the political, social, cultural, and practical challenges of the project. Brief dramatizations of moments in the Harada family's history may be included, particularly relating to the landmark legal case that led to the designation of Harada House as a National Historic Landmark.
Harada House is located in Riverside, California, and all filming of the rehabilitation process itself will occur in Riverside. Site conditions will include indoor and outdoor filming, possibly with the need to adapt to inclement weather (chiefly, high heat). It is anticipated that access to the Harada House construction site will be necessary on many occasions, possibly on short notice; access must be strictly controlled by City/Museum of Riverside staff. The Company will be responsible for making its own logistical arrangements regarding accommodation, equipment, and communication services.
Interviews may occur at a range of locations but are anticipated to be limited to California. The visual character of remote interviews will not be considered to be of the quality the City / Museum of Riverside seeks.
Ill. Specifications
In its final form, the documentary film will be a professionally sound mixed and color-graded film, mastered to 4K video or higher, with a minimum run time of 50 minutes and a maximum runtime of 90 minutes. The final master will be delivered with closed captioning available, fully accessible according to federal Americans with Disabilities Act (1990) standards: The language will be English with the option to select Spanish or Japanese subtitles. The Company will provide the City/Museum of Riverside with a final online master of the project, as well as a 4k digital screener and a HD digital screener export for theatrical, broadcast, and online distribution, The Company will also provide a full physical arehive of the project on hard drives, including all In addition, the Company will provide a two-to three-minute trailer, mastered to 4K for districal, along with a shorter one-minute teaser trailer designed for online and social media The documentary will be used in the Museum of Riverside's exhibition and other programmatic contexts. The documentary will initially premiere through an international film festival run, with RFP No. 2418
the intention of a multi-year broadcast distribution on PBS SoCal, alongside similar US-based and international outlets. Company will assist Museum of Riverside with distribution strategy:
IV. Copyright
The Company shall comply strictly with all international and national legislation governing copyright protections.
All information and content pertaining to this Project (documentary, audio, digital, cyber, project documents, and similar) belonging to the City / Museum of Riverside, which the Company may come into contact within the performance of its duties under the agreement, shall remain the property of the City / Museum of Riverside who shall have exclusive rights over their use.
Except for the purposes of this Project, the information shall not be disclosed to the public, used in another project, or used in any manner whatsoever without written permission of the City / Museum of Riverside. The Company assigns all present and future rights to the materials produced during the project to the City of Riverside / Museum of Riverside and may not reproduce or reuse the materials for any purpose without the written permission of the City of Riverside / Museum of Riverside.
V. Confidentiality, Conflict of Interest
The Company will undertake to maintain confidentiality regarding information that may not be in the public domain and shail not be involved in another assignment the constitutes a conflict of interest to the Project. The Company shall refrain from promoting any political or religious beliefs in the documentary that is the subject of this Project.
VI. Timetable
The Project is expected to commence immediately upon execution of the Agreement for Professional Services. At the time of the issuance of this RFP, a completion date for the rehabilitation of Harada House is not yet determined. Understanding that the project will be multi-year and will require work of varying intensity at intervals to be determined, please include a statement regarding the Company's current workload and how the Company anticipates that it may adapt to this circumstance
Estimated production timeline and budget phasing
September - December 2026 January - September 2026 October 2026 - June 2027 July 2027-2030 • Finalize contract and hold • Continue and finish filming Film B-roll footage to: • Film remaining reenactments. creative kickoff call with the all interviews. pair with interview- based narration) with key • Continue and finish filming City of Riverside.
• Finish reviewing participants/interviewees. the rehabilitation process. • Begin developing the film
Film 1-2 scenes of • Develop motion graphics/
concept through research and-
conversations with the City. reenactments with actors. animated components. process. Contingent on the
• Share a lookbook and rehabilitation schedule. Continue filming the • Edit the film, moving through collaborate with the City on rehabilitation process. rough, fine, and final cuts visual style. Transcribe and process with up to six (6) rounds of the interviews. Deliver full Deliver visual materials review with the Museum. Edit • Connect with potential interviews to the City for oral to demonstrate progress schedule is contingent on interviewees and conduct history preservation. and convey the concept to the rehabilitation process. pre-interviews (phone calls to potential fünders/partners. learn more). Return to the concept to • Develop film score. Grade develop a more detailed color and balance sound.
• Schedule, coordinate, and treatment/outline based
begin filming interviews. on the interviews. Identify • Deliver final film with closed additional visuals and plan. captioning and subtitles, as • Gather archival materials well as trailer, teasers, and for filming B-roll
(photos, documents, footage) and reenactments. any other media le.g., clips and begin reviewing all assets. or segments for museum
exhibits).
• Collaborate with the City
on distribution.
Phase 1 cost: $160,00 Phase 2 cost: $241,129
Total cost: $401,129
Includes production costs and recommended services of reenactments and animation.
EXHIBIT "B"
COMPENSATION
Estimated production timeline and budget phasing
September - December 2025 January September 2026 October 2026- June 2024 July 2027-2030 • Finalize contract and hold • Continue and finish filming • Film B-roll footage to • Film remaining reenactments. creative kickoff call with the all interviews. pair with interview- based narration) with key • Continue and finish filming City of Riverside.
• Finish reviewing participants/interviewees. the rehabilitation process. • Begin developing the film archival materials..
concept through research and • Film 1-2 scenes of • Develop motion graphics/ conversations with the City. • Begin filming rehabilitation reenactments with actors. animated components. process. Contingent on the
• Share a lookbook and rehabilitation schedule. • Continue filming the • Edit the film, moving through collaborate with the City on rehabilitation process. rough, fine, and final cuts visual style. • Transcribe and process with up to six (6) rounds of the interviews. Deliver full • Deliver visual materials review with the Museum. Edit • Connect with potential interviews to the City for oral to demonstrate progress schedule is contingent on interviewees and conduct history preservation. and convey the concept to the rehabilitation process. pre-interviews (phone calls to potential funders/partners. learn more). • Return to the concept to • Develop film score. Grade develop a more detailed color and balance sound.
• Schedule, coordinate, and treatment/outline based
begin filming interviews. on the interviews. Identify • Deliver final film with closed additional visuals and plan captioning and subtitles, as • Gather archival materials for filming B-roll well as trailer, teasers, and (photos, documents, footage) and reenactments. any other media (e.g., clips and begin reviewing all assets. or segments for museum
exhibits).
• Collaborate with the City
on distribution.
Phase 1 cost 5160,00 Phase 2 cost: 1241a29
Total cost: $401,129
Includes production costs and recommended services of reenactments and animation.
EXHIBIT "C"
KEY PERSONNEL
Brady Holden
McKenna Asakawa