0-RFP_HM24005_2025_Commencement_Photography_Services.pdf

California State Polytechnic University, Pomona 3801 W. Temple Ave., Pomona, CA 91768

Request for Proposal (RFP)

RFP # HM24005

2025 Commencement Photography Services

RFP DUE DATE:

Friday, December 13th, 2024

2:00 P.M. (PST)

RFP SUBMITTAL LOCATION:

Procurement Services – Bldg. 75

2740 S. Campus Dr.

Pomona, CA 91768

RFP Coordinator: Hector Muniz, Procurement Services Lead

California State Polytechnic University, Pomona Procurement Services Phone: (909) 869-4298 Email: hmuniz@cpp.edu mailto:hmuniz@cpp.edu

CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA

REQUEST FOR PROPOSAL HM24005

PROPOSAL DATA

RFP Number: HM24005

Title 2025 Commencement Photography Services

Issue Date: Friday, November 8th, 2024

CPP Contact: Hector Muniz, Procurement Lead

Phone: (909) 869-4298 E-Mail: hmuniz@cpp.edu or

RFP DUE DATE

Date/Time: Friday, December 13th, 2024

2:00 P.M. (PST)

Mailing Address: Procurement Services Attn: Hector Muniz, Procurement Services Lead California State Polytechnic University, Pomona 3801 W. Temple Ave.

Pomona, CA 91768

PROPOSAL CONTENTS

Section I Introduction and General Provisions Section II Schedule of Events Section III Scope of Work & Qualifications Section IV Evaluation & Selection Criteria Section V Proposal Instructions and Format

ATTACHMENTS

Attachment A CSU Terms & Conditions of Purchase Attachment B Small Business Preference & Certification Attachment C DVBE Participation Requirements

THE CALIFORNIA STATE UNIVERSITY

Bakersfield / Channel Islands / Chico / Dominguez Hills / East Bay / Fresno / Fullerton / Humboldt / Long Beach / Los Angeles / Maritime Academy Monterey Bay / Northridge / Pomona / Sacramento / San Bernardino / San Diego / San Francisco / San Jose / San Luis Obispo / San Marcs / Sonoma / Stanislaus

SECTION I

INTRODUCTION AND GENERAL PROVISIONS

1.1 INTRODUCTION AND BACKGROUND

California State Polytechnic University, Pomona (University) is seeking bids from a single service provider to plan, manage, coordinate, and oversee all aspects of Photography Services for the 2025 Commencement Ceremonies. The photography company must have no less than five (5) years’ experience in higher education as noted in Section III Scope of Work & Qualifications.

The University hosts annual Commencement ceremonies, consisting of multiple ceremonies at one (1) site, over a three (3) day period in May 2025. Commencement is scheduled for Friday, May 16th, 2025, Saturday, May 17th, 2025, and Sunday, May 18th, 2025 (Please see the following link for more details on the 2025 Commencement Schedule for graduation ceremonies: Commencement)

Participation at the University’s Commencement has grown significantly over the years.

Attendance is expected to reach approximately 8,500 guests per ceremony set for a total of four (4) sets, across three (3) days of Commencement. The University’s objective is to provide graduates, their guests, and all attendees a safe and dignified Commencement.

The University anticipates twelve (12) ceremonies in one (1) venue and events to begin at 8:00 a.m., 12:00 p.m., 3:00 p.m., and 7:30 p.m., on Friday, May 16th, and at 8:00 a.m., 12:00 p.m., 4:00 p.m., and 7:30 p.m., Saturday & Sunday, for all students graduating on those particular days.

1.2 CAL POLY POMONA BACKGROUND

Cal Poly Pomona is part of the 23-campus California State University (CSU), the largest four-year comprehensive public higher education system in the world. We are an economic engine in California, adding more than 100,000 graduates annually to the skilled workforce and providing more than 150,000 jobs.

CPP has been part of the CSU’s rich history since 1938, when we opened in San Dimas with an all-male enrollment of 110 as the Voorhis Unit of California State Polytechnic College. Students had three majors from which to choose: citrus production, ornamental horticulture and agricultural inspection. After W.K. Kellogg deeded his winter residence to the state, the campus moved to Pomona, inheriting the cereal magnate’s land and buildings, as well as his beautiful herd of Arabian horses.

Today, CPP has a diverse student population exceeding 29,000. Nearly 55% are the first in their family to attend college, 75% receive financial aid and 43% qualify as Pell-eligible.

The student body identifies as 53% Latinx, 22% Asian, 13% white, 3% Black, 2% non-resident alien, 4% two or more races, 3% unknown, less than 1% Native Hawaiian or Other Pacific Islander and less than 1% American Indian or Alaskan Native. STEM majors are nearly 50% of the student body, with the top enrolled programs including mechanical engineering, computer science, civil engineering, and psychology.

https://www.cpp.edu/commencement/index.shtml

In U.S. News release for 2022-2023 Best College rankings; Cal Poly Pomona was ranked #2 best public university in the west, No. 4 innovative university, and No. 6 for best undergraduate teaching in the west. Cal Poly Pomona is the #1 polytechnic university for diversity and economic mobility. Cal Poly Pomona’s commitment to mentorship and a culture of care supports students from all backgrounds as they learn in applied, hands-on situations, solve real-world problems, and forge their own unique paths to success.

Cal Poly Pomona is the place where careers begin, leaders learn to lead, and today’s students start shaping the innovation and economic vitality of tomorrow.

The University offers more than 100 degrees through eight colleges, with signature programs in architecture, engineering, business administration, hospitality management and more. Our emphasis on learning in many ways (multidimensional), across many majors (cross-disciplinary) and through work and in the world (experiential) helps ensure that graduates are ready for the evolving future of work. The New York Times reported that the University is among the 10 best at helping students rise from the bottom fifth of the economic ladder to the top fifth. Times columnist David Leonhardt described the Top 10 universities as “deeply impressive institutions that continue to push many Americans into the middle class and beyond — many more, in fact, than elite colleges that receive far more attention.” Our campus’ unique, pastoral setting is nestled in the beautiful San Gabriel Valley less than 30 miles east of downtown Los Angeles at the intersection of Los Angeles, Orange, Riverside and San Bernardino counties. It is within an hour’s drive of beaches, mountains and deserts. More information about Cal Poly Pomona can be found at www.cpp.edu.

1.3 TERM OF SERVICES

The term of services shall be from receipt of a Fully Executed Agreement for three (3) years with 2 1-year options.

1.4 QUESTIONS

Any questions, interpretations, or requests for clarifications, of either an administrative or technical nature regarding this RFP must be submitted to hmuniz@cpp.edu and with a reference to “RFP HM24005 – RFI” in the subject header and be received prior to the Question Deadline in order to be considered. Questions received prior to the Question Deadline which do not reference “RFP HM24005 - RFI” in the subject header may not receive a response. Questions received after the Question Deadline will not receive a response. If a question contains the appropriate header reference, is received before the Question Deadline stated herein, and is deemed to require a response which is more than simply a reference to an item contained in the RFP, it will be addressed publicly in writing via written addendum and posted https://fiscal.ca.gov/. Any oral statement concerning the meaning or intent of the contents of this RFP by any person is both unauthorized and invalid. The Question Deadline for receipt of all questions is noted in Section II Schedule of Events.

https://thepolypost.com/news/2022/09/27/cpp-ranked-as-the-no-2-public-university-in-the-west/ http://www.cpp.edu/ https://fiscal.ca.gov/

1.5 SUBMITTAL OF PROPOSALS

Proposals can be submitted electronically to hmuniz@cpp.edu or paper no later than the time and date indicated in this RFP solicitation with the Subject Heading: RFP HM24005 - 2025 Commencement Photography Services.

It is the Proposer’s responsibility to ensure that the proposals are received at the correct time and place. Mistakes or delays in the mail or other means of delivery employed by the Proposer are the responsibility of the Proposer. LATE SUBMITTALS WILL NOT

BE ACCEPTED.

1.6 WITHDRAWAL OF PROPOSALS

A proposal package may be withdrawn after its submission by written request signed by the Proposer or authorized representative, prior to the time and date specified for proposal submission. Proposals may be withdrawn and resubmitted in the same manner if done so before the proposal submission deadline. Withdrawal or modification offered in any other manner will not be considered.

1.7 COMPLETION OF PROPOSALS

Proposals shall be completed in all respects as required by the RFP provisions. A proposal may be rejected if conditional or incomplete. Proposals that contain false or misleading statements, or that provide references that do not support an attribute(s) or condition(s) claimed by the Proposer, may be rejected. All statements made by a Proposer shall also be without ambiguity and with adequate elaboration where necessary for clear understanding.

1.8 ADDENDA

The University may modify this Request for Proposal or any of its contents or attachments, prior to the date fixed for submission of proposals by issuance of an addendum posted on https://fiscal.ca.gov/. Addenda will be numbered consecutively.

1.9 ALTERNATIVE PROPOSALS

Only one proposal consisting of separate technical and cost packages/envelopes is allowed per Proposer. Multiple proposals will result in the rejection of all proposals submitted by the Proposer.

1.10 COST OF PROPOSALS

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be chargeable to California State Polytechnic University, Pomona.

1.11 REJECTION OF PROPOSALS

The University reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. The University's waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Proposer from full compliance with the specifications if Proposer is awarded an Agreement. Proposals which include terms and conditions other than the University's terms and conditions, may be rejected as being non-responsive.

The University may make investigations as deemed necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish all such information and data for this purpose as requested by the University.

The University reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy the University that such Proposer is properly qualified to carry out the obligations of the Agreement and to complete the work as specified.

1.12 CANCELLATION OF RFP

This solicitation does not obligate California State Polytechnic University, Pomona, to enter into an Agreement. The University reserves the right to cancel this RFP at any time, for any reason deemed in the best interests of the University. No obligation either expressed or implied, exists on the part of the University to make an award or to pay any cost incurred in the preparation or submission of a proposal.

1.13 CONFIDENTIALITY AND DISPOSITION OF PROPOSALS

Proposers are advised that the University is a public agency subject to public disclosure laws. A bid document becomes a public record once it is opened, and a determination of the lowest responsible and responsive bidder has been made. (Pub. Cont. Code § 10780).

Proposals received in response to this RFP shall be held in the strictest confidence until an Agreement is authorized. Once an Agreement has been authorized, the University reserves the right to make use of any information and/or ideas contained in the submitted proposal(s) except that which would legally qualify as confidential or proprietary data.

In the event that this RFP is cancelled, the University may elect to either return all proposals or to destroy all proposal documents, at its sole discretion.

1.14 NON-ENDORSEMENT

Once a proposal is accepted and an award is made, the successful Proposer shall not issue any news releases or other statements pertaining to the award or servicing of the agreement which state or imply CSU endorsement of Proposer’s services.

1.15 NON-COLLUSION AFFIDAVIT

By signing the proposal Cover Letter, Proposer hereby certifies that: 1) the proposal is not made in the interest of, or on behalf of, any undisclosed party; 2) the proposal is genuine and not collusive, false or sham; 3) the Proposer has not directly or indirectly induced or solicited any other Proposer to submit a false or sham proposal and has not directly or indirectly agreed with any Proposer or anyone else to submit a false or sham proposal, or to refrain from bidding; and 4) the Proposer has not in any manner, directly or indirectly, sought to fix any overhead, profit, or cost element of the RFP, or that of any other Proposer, or to secure any advantage against the public body awarding the Contract.

1.16 CSU TERMS & CONDITIONS AND INSURANCE

Proposer agrees to provide services in accordance with the CSU Terms and Conditions of Purchase, attached herein as Attachment A. Receipt of documentation of compliant insurance coverage in the amounts and of the types indicated in Attachment A #18 will be required prior to authorization of any Contract that results from this RFP.

1.17 REMEDIES FOR NON-PERFORMANCE

If, in the opinion of the University, the Contractor is either non-compliant with Contract specifications or demonstrates non-performance of a specific assignment or assignments as described in the Contract, the Contractor shall immediately remedy such non-performance upon notification by the University or be subject to termination in accordance with Contract provisions.

1.18 SMALL BUSINESS PREFERENCE

The State of California requires agencies to provide a five percent (5%) preference when awarding agreements to small businesses or a non-small business that commits twenty-five percent (25%) of the agreement value to a certified small business. The five percent (5%) certified small business preference shall not exceed $50,000.00 in accordance with G.C. 14835 et seq. Only small businesses certified by the Office of Small Business and DVBE Services (OSDS) are eligible to receive the preference.

In solicitations where an award is to be made to the lowest responsive bidder, the preference is applied by factoring 5 percent (5%) of a non-small business low bid total and subtracting this amount from the small business bid total.

Proposers wishing to claim the Small Business Preference must comply with and complete the Small Business Preference Form (Attachment B).

1.19 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

California state law requires that its state agencies achieve a minimum of three percent (3%) participation for disabled veteran business enterprises (DVBE) in state agreements.

For this RFP solicitation, the minimum three percent (3%) requirement is waived.

Proposer is referred to Attachment C, Disabled Veteran Business Enterprise documentation package. The following DVBE incentives are offered.

Proposed DVBE Participation Level DVBE Incentive %

4% to 4.99% 1% 5% to 5.99% 2% 6% to 6.99% 3%

The minimum incentive a qualifying Proposer can receive is one percent (1%). The combination of preferences with a DVBE incentive cannot exceed ten percent (10%) or $100,000, whichever is less. A non- small business cannot displace a California certified small business from the top-ranked position due to application of preferences or incentive.

1.20 DISPUTES, FAIR COMPETITION, ERRORS AND OMISSIONS

The University encourages all Proposers to resolve issues regarding the requirements of this RFP or the procurement process through written correspondence and discussions. The University strives to foster cooperative relationships and to reach fair and objective resolutions in a timely manner.

In the event a Proposer believes this RFP solicitation is either unfairly restrictive, ambiguous, or contains conflicting provisions, discrepancies, omissions, or other errors, Proposer is required to immediately notify the University of such concern in writing, including email, prior to the RFP Deadline. As previously noted, modifications to RFP requirements and responses to valid questions, if any, will be issued via written addendum/a and publicly posted at https://fiscal.ca.gov/.

A failure of the Proposer to notify the University of any concerns relating to the RFP requirements or any addendum/a prior to the RFP Deadline will be deemed a waiver of the Proposer’s right to protest the requirements of the RFP and Proposer shall submit a proposal at its own risk. Upon finalization of an Agreement, no Proposer shall be entitled to either additional compensation or time by reason of any error or its later correction.

1.21 PROTESTS

A Proposer wishing to submit a protest after the Notice of Intent to Award has posted shall express its intent to do so within five (5) business days upon issuance and posting of such notice on https://fiscal.ca.gov/. Within ten (10) calendar days after expressing its https://fiscal.ca.gov/ intent to protest the award of a contract, the protesting Proposer must submit a full and complete written statement specifying the grounds for the protest and the facts in support thereof. Protest must be sent by certified or registered mail or delivered in person to the Director Procurement Services, or designee, to California State Polytechnic University, Pomona, 3801 W. Temple Ave., Pomona, CA 91768. Authority to protest is limited to Proposers who have submitted a qualified proposal.

The Director of Contracts and Procurement or designee shall perform a complete review of the protest and render a decision in writing to the protesting Proposer within a reasonable period of time following the receipt of the detailed statement of protest. THE

DECISION OF THE UNIVERSITY IS FINAL.

1.22 EXECUTION OF AGREEMENT

An Agreement, if issued, shall be signed by the awarded Proposer and returned, along with the required attachments to the University within ten (10) calendar days from receipt of Agreement package. The period for execution may be changed by mutual agreement of the parties. Agreements are not effective until approved by the appropriate University officials. Any work performed prior to receipt of a fully executed Agreement shall be at the Proposer’s own risk.

1.23 TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

It is the policy of the CSU to grant preference to California-based companies submitting bids or proposals to the State for goods to be produced or services performed at worksites in distressed (as defined in Government Code 4532) areas by persons with a high risk of unemployment when the contract is for goods or services in excess of $100,000. The 5% preference is applicable only to contracts awarded on the basis of lowest responsible bidder meeting specifications.

1.24 THE CONGO- SECURITIES EXCHANGE ACT

PCC § 10490 establishes restrictions on contracting for certain goods and services relating to compliance with the Securities Exchange Act of 1934. The University will not accept proposals from or contract for goods or services related to products or services from companies designated as a “scrutinized company,” by the Federal Government.

By submitting a proposal, Proposer certifies that it is not a scrutinized company as defined herein. False certifications shall cause the proposal to be invalidated. For purposes of this section, a “scrutinized company” is a person who has been found to be in violation of Section 13(p) of the Securities Exchange Act of 1934 by final judgment or settlement entered in a civil or administrative action brought by the Securities and Exchange Commission and the person has not remedied or cured the violation in a manner accepted by the commission on or before final judgment or settlement.

1.25 CERTIFICATION OF COMPLIANCE WITH IRAN CONTRACTING ACT

PCC sections 2202 et seq., the Iran Contracting Act of 2010, establish restrictions against contracting with any Proposer that provides specified levels of goods or services or other investment activities, as defined, in the energy sector of Iran. If Proposer is submitting a proposal in excess of $1 million, Proposer certifies that it is not a financial institution extending credit to an ineligible vendor on the list published by the California Department of General Services on the web site: file:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/Policy- Training-and-Customer-Service/Office-of-Policies-Procedures-and- Legislation.

(PCC § 2204); the Act includes certain exceptions (PCC § 2203(c)).

1.26 DARFUR CONTRACTING ACT – SCRUTINIZED COMPANY

PCC sections 10475 et seq., the Darfur Contracting Act of 2008, established restrictions against contracting with any Proposer conducting certain types of business in Sudan.

The Act sets forth criteria to determine if a Proposer is a “scrutinized company” as defined therein and any such company would then be ineligible to bid on or submit a proposal for State contracts.

By submitting a proposal, a Proposer that has conducted business activities outside of the United States within the previous three years certifies either that Proposer is not a scrutinized company, as defined, or that Proposer has demonstrated that Proposer obtained permission under the statute (PCC § 10478, § 10477(b)). False certifications shall cause the proposal to be voided/rejected (PCC § 10479).

1.27 AWARD AND EXECUTION OF AGREEMENT

An award, if any, will be made to the Proposer whose submittal best complies with all the requirements of this RFP, any Addenda, and the highest number of points awarded at the end of the evaluation. Evaluation methodology and basis for award are outlined in Section VI, Evaluation and Selection Criteria.

A Notice of Intent to Award will be publicly posted for five (5) consecutive business days on https://fiscal.ca.gov/. prior to initiation of Agreement. Individual written notification may not be made to unsuccessful Proposers.

An Agreement, if issued, shall be signed by an authorized agent of the Awarded Proposer and returned, along with the required attachments, to the University within ten (10) calendar days from receipt of the Agreement package. The period for return of the appropriately authorized Agreement package may be modified by mutual agreement of the University and Awarded Proposer. Agreements are not effective until approved by the appropriate University official(s). Any billable work performed by Awarded Proposer prior to receipt of a fully authorized Contract shall be at the Awarded Proposer’s own risk.

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Policy-Training-and-Customer-Service/Office-of-Policies-Procedures-and-Legislation

SECTION II

SCHEDULE OF EVENTS

ACTION OR DEADLINE Date

Release of Request for Proposal (RFP) Friday, November 8, 2024

Schedule Optional Virtual Site Review Monday, November 25, 2024, or

Tuesday, November 26, 2024 9-11 AM, or 1-3 PM, PST

Last Day to Submit Questions (RFI) Monday, December 2, 2024, 5:00 PM, PST

Last Day to Post Addendum Thursday, December 5, 2024

5:00 PM, PST

RFP Due Date Friday, December 13, 2024

2:00 PM, PST

Notice of Intent to Award Friday, December 20, 2024

Contract Award Tuesday, January 7, 2025

Commencement of Services Monday, January 20, 2025

Notes:

Dates up to and including the RFP Deadline may be adjusted upon advance written notice posted to

Any adjustment to Dates listed after the RFP Deadline may occur without written or posted notice.

SECTION III

SCOPE OF WORK & QUALIFICATIONS

3.1 Introduction & Objectives

California State Polytechnic University, Pomona (University) is seeking bids from a single service provider to provide, commencement photography services for the 2025 Commencement ceremonies in digital format for graduating students. The awarded contract will cover a one-year term.

The University hosts annual Commencement ceremonies, consisting of multiple ceremonies at one (1) site, over a three (3) day period in May 2025. Commencement is scheduled for Friday, May 16 - Sunday, May 18, 2025. About 6500 students will cross the stage in the three-day period.

The University anticipates all twelve (12) ceremonies across three days as follows:

In addition to the commencement ceremonies, the photographer has the option to provide portrait photography services to graduating students participating in our Grad Fair events which will occur in the month of March. The dates of the Grad Fair will take place and shared by the Bronco Book Store in early December.

The University cannot estimate and specifically does not guarantee the successful contractor any particular number of photographic sales. The successful contractor will be required to fulfill all the requirements of the contract in a professional and student‐friendly manner regardless of the amount of sales.

3.2 Contractor Responsibilities

The University requires the following services provided at a minimum, or as otherwise determined to be acceptable to the University.

Take at least one (1) photograph of each doctoral or master student being hooded at pre‐hooding area, or on stage.

Take at least two (2) posed photographs of each graduate approaching stage. One (1) with diploma cover and one (1) close up.

Promote the sale of photographs through contact with each graduating student based on the

Friday, May 16th (4 ceremonies)

Saturday, May 17th and Sunday, May 18th (4 ceremonies each day)

Additional Information

Schedule - 6:00 a.m. Arrival/Briefing 7:00 a.m. At posts/Gates open 8:00 a.m. Ceremony begins 10:00 a.m. Ceremony ends 11:00 a.m. At posts/Gates open 12:00 p.m. Ceremony begins 1:15 p.m. Ceremony ends 2:00 p.m. At posts/Gates open 3:00 p.m. Ceremony begins 5:00 p.m. Ceremony ends 6:30 p.m. At posts/Gates open 7:30 p.m. Ceremony begins 9:00 p.m. Ceremony ends

Schedule - 6:00 a.m. Arrival/Briefing 7:00 a.m. At posts/Gates open 8:00 a.m. Ceremony begins 10:00 a.m. Ceremony ends 11:00 a.m. At posts/Gates open 12:00 p.m. Ceremony begins 2:00 p.m. Ceremony ends 3:00 p.m. At posts/Gates open 4:00 p.m. Ceremony begins 5:30 p.m. Ceremony ends 6:30 p.m. At posts/Gates open 7:30 p.m. Ceremony begins 9:00 p.m. Ceremony ends

*Be ready at Hooding Garden to take the Master student hooding photos prior to ceremony procession *Traditional photos will be taken prior to students approaching the stage *Venue Commencement Map, attached: University Quad (outdoors) information provided by the university.

Provide each graduating student a free color proof of himself or herself within five (5) business days or less after the commencement ceremony date.

Provide each purchaser a 100% money‐back guarantee.

Include shipping and handling charges in the photography pricing charge.

Provide sufficient equipment, supplies, and professional personnel necessary to fully render the service requested with adequate backup in the event of malfunction.

Perform the services without interfering in any way with the activities of the University's faculty, students, staff, or visitors.

Provide University with complimentary photographs of platform party, guests, and staff or student teams for the University's record.

Operate in a digital capacity, photograph all images digitally, and capacity to deliver images to students and University electronically.

Pictures may exhibit a full color border title featuring the name of the University and the date.

Photographers must be employees of the company and not subcontractors.

Each photographer will have an assistant, and the University reserves the right for the request of additional personnel from the Contractor for other duties that may be pertinent to the photography operation during the official business and contracted operations.

Provide University with Name Cards to be used in ceremony for calling graduates names and degree received, if required.

Provide University with electronic list of graduates including contact information from collected name cards, if used in current event year

The University will reserve the right to make changes to any of the above Contractor’s Responsibilities. This shall be done in writing to the Contractor within 30 days of the first ceremony, in each contracted and agreed upon year of the Agreement.

3.3 Contractor Qualifications

Respondents must provide any evidence of experience, performance ability and resources that the University deems necessary to fully establish the performance capabilities represented in their proposal. The University is seeking a firm in the professional commencement photography field with an emphasis in University or higher education commencement photography services. Respondents must provide responses to each of the following:

Years in Business: Provide the number of years the company has been in the photography business, as well as the number of years the company has been taking commencement photographs.

Provide a list of no more than 5 current higher education accounts, including customer name, contact person and telephone number.

Provide a list of no more than 3 former higher education accounts, if any, including customer name, contact person and telephone number.

Provide the name and title of the primary representative that will work with the University on details of the ceremony. In addition, provide the name of the lead photographer that will be assigned to this project and his or her qualifications.

Identify the number of photographers, technical assistants, and relevant resources to be committed at each commencement ceremony.

Provide the firm's approach to this project and detailed scope of work. This scope should include the system that is used from start to finish for a project of this size. This system shall include all the components and details found in a proven system:

o Pre‐ceremony preparation o Photographer training o At the ceremony o Delivery of images and prints o State the number of days in which the picture‐order is to be filled and received by the purchaser.

o Provide samples of photo packages and products sold along with prices and sizes of prints o Titled Prints o Promotional Posters and Promotional Albums o Promotional Overviews

The successful firm must provide a detailed money back guarantee Describe the methods to be used in promoting and distributing the commencement photographs.

Describe the company's return policy for dis‐satisfied customers Submit three (3) different samples of recent commencement photography work (in digital format) If firm is a certified small business, identify PIN number.

If firm is a Disabled Veteran Business Enterprise, provide DVBE certification number.

3.4 Cost Proposal Option

Respondents are encouraged to submit proposals which address one or more options requested below. Any option(s) offered shall not increase the prices for the picture packages for the graduates/purchasers.

Option 1 ‐ Commission ‐ propose a percentage of gross revenue from the actual sale of university graduate photographs, with a guaranteed annual minimum.

SECTION IV

EVALUATION AND SELECTION CRITERIA

4.1 GENERAL

An evaluation committee comprised of university personnel will be assigned to review and evaluate all proposals and assign points according to the selection criteria categories outlined in this section. Accepted proposals shall be reviewed to verify that all RFP requirements have been met. Proposals that have not followed the prescribed format, do not meet minimum content and quality standards, or take unacceptable exceptions to the CSU General Provisions, will be identified as being non-responsive and will not be considered for evaluation or selection.

Cal Poly Pomona may elect to choose up to five (5) Finalists from among the Proposers with the highest-scoring proposals. In the case where Finalists are chosen, these firms and organizations, or partnership groups, may be selected for an interview and presentation and will be notified of the interview date and time.

Firms and organizations or partnership groups selected for an interview must present both the Project Manager (dedicated/lead point of contact) for the project and the Contractor representative with financial decision-making authority for the project.

4.2 EVALUATION AND SCORING CRITERIA

Each qualified proposal shall be evaluated and scored according to the categories listed below. Significant consideration will be given to Proposers that specialize in the services specified in the Scope of Work & Qualifications Section III. Award shall be made to the Proposer receiving the highest total number of assigned points. For each Proposer, a maximum total of 100 points is available for the Proposal stage.

4.3 POINT SCORING SCHEDULE

Photography Experience – 20 Points

Articulated and demonstrated (with photography samples) professional years of commencement photography services experience to fulfill the contractor responsibilities requirement and contractor qualifications as specified in Section III, Scope of Work & Qualifications.

Higher Education Experience – 20 Points

Ability to provide evidence of experience of no more than 5 higher education accounts to verify such experience as a professional photographer as specified in Section III, Scope of Work & Qualifications.

Schedule – 20 Points

Ability to adhere to the schedule for the 12 ceremonies beginning Friday, May

16th through Sunday, May 18th, 2025.

Demonstrated interest to provide portrait photography services during the

Grad Fair event in March, as specified in Section III, Scope of Work & Qualifications.

Firms Approach & Feasibility of Implementation - 10 Points

Demonstrated detailed proven system, from start to finish, to perform all professional photography services while adhering to the schedule as specified in Section III, Scope of Work & Qualifications.

Articulated ability to provide the necessary personnel including number of photographers, technical assistants, and relevant resources to be committed at each commencement ceremony.

Cost - 30 Points

Submitted proposal addressing the “Commission” option inclusive of a percentage of gross revenue from the actual sale of University graduate photographs, with a guaranteed annual minimum.

Demonstrated no increase in the prices for the picture packages for the graduates/purchasers, as mentioned in Section III, Scope of Work & Qualifications.

Articulated a detailed money back guarantee & return policy.

This category awards points based on the total Cost for Professional Photography Criteria based on the Points Scoring Schedule above, Section 4.3, and detailed in Section III, Scope of Work & Qualifications. The proposal with the lowest total Cost shall receive the maximum number of points in this category. Points shall be determined by dividing the lowest proposal price by the relative proposal price and multiplying by the maximum points available as follows:

Lowest Proposal Price X 15 = Points Awarded Proposal Price

4.4 AWARD

An award will be made to the Proposer receiving highest evaluation proposal and interview points and whose submittal best complies with all the requirements of this RFP, and any Addenda. THE DECISION OF THE UNIVERSITY IS FINAL.

SECTION V

PROPOSAL INSTRUCTIONS & FORMAT

5.1 INSTRUCTIONS

Proposer must respond completely to all information requested and proposals should be prepared in such a way as to provide straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. The proposal, not including the Appendices, should not exceed forty

(40) pages in length, utilizing 8.5” x 11” pages with one-inch margins. Font size should be no smaller than 12 point, double spaced for text. Responses should emphasize Proposer’s demonstrated capability to perform the work.

5.2 NUMBER OF COPIES

Proposer shall provide one electronic copy on USB or via email to hmuniz@cpp.edu with subject heading: RFP HM24005 2025 Commencement Photography Services

5.3 DELIVERY OF PROPOSALS (Mailed or *E-mailed)

All mailed proposals must be sent in, sealed & secured, and must be received in the CPP Procurement Office no later than the date and time specified in Section II, Schedule of Events.

All *e-mailed proposals must be submitted to either e-mail listed below and must be received no later than the date and the time specified in Section II, Schedule of Events.

LATE PROPOSALS WILL NOT BE ACCEPTED.

Mailed Bids shall be labeled and submitted to:

2025 Commencement Photography Services

RFP HM24005

Hector Muniz, Procurement Lead

California State Polytechnic University, Pomona Procurement Services

3801 W. Temple Ave. Building 75 Pomona, CA 91768

*For E-mailed Bid Submittals

Subject Line Shall Read:

RFP HM24005 2025 Commencement Photography Services Submit To: Hector Muniz, hmuniz@cpp.edu

Proposals must be completed and delivered in sufficient time to avoid disqualification for lateness due to difficulties in delivery. Delays due to various methods used to transmit the proposal, including delays by university internal mailing system, will be the responsibility of the Proposer. Delays due to inaccurate directions given, even if by university staff, shall also be the responsibility of the Proposer. LATE PROPOSALS WILL NOT BE ACCEPTED.

5.4 PROPOSALS BECOME THE PROPERTY OF California State Polytechnic University, Pomona

Proposals become the property of California State Polytechnic University, Pomona and information contained therein shall become public documents subject to disclosure laws after Notice of Intent to Award. California State Polytechnic University, Pomona reserves the right to make use of any information or ideas contained in the Proposal. Proposals may be returned only at California State Polytechnic University, Pomona's option and at the Bidder's expense. One copy shall be retained for official files. Responses to this RFP and any other information that is currently or may become available as an outcome of the RFP process may be used by California State Polytechnic University, Pomona to structure an RFP or other solicitation. If the Proposer fails to notify California State Polytechnic University, Pomona of a known error or an error that reasonably should have been known prior to the final filing date for submission, the Proposer shall assume the risk. If awarded the contract, the Proposer(s) shall not be entitled to additional compensation or time by reason of error or its late correction.

5.5 CONFIDENTIAL MATERIAL

Bidder must notify California State Polytechnic University, Pomona in advance of any proprietary or confidential materials contained in the Proposal and provide justification for not making such material public. California State Polytechnic University, Pomona shall have sole discretion to disclose or not disclose such material subject to any protective order that Bidder may obtain.

Final bids are public upon award of contract; however, the contents of all proposals, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder’s proposal shall be held in the strictest confidence until Notice of Intent to Award is issued.

The content of all working papers and discussions relating to the bidder’s proposal shall be held confidential indefinitely unless the public interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement or an evaluation of the bid.

Please refer to the California Public Records Act (GOVT. CODE §§ 6250 - 6276.48) for further information.

5.6 INSPECTION OF SOLICITATION DOCUMENTS

Bidder shall carefully review all documents referenced and made a part of this solicitation to ensure that all information required to properly respond to the solicitation has been received or made available and all requirements are priced in the proposal. Failure to examine any document, drawing, specification, or instruction will be at the Bidder’s sole risk. It is the Bidder’s responsibility to provide California State Polytechnic University, Pomona with current contact information and to update California State Polytechnic University, Pomona immediately of any changes.

5.7 PROPOSAL CONTENT

To be considered responsive to this RFP, Bidder must submit proposals in the format identified in this section. All requirements and questions in the RFP must be addressed and all requested data must be supplied. California State Polytechnic University, Pomona reserves the right to request additional information that in California State Polytechnic University, Pomona’s opinion is necessary to assure that the Bidder’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the contract requirements.

5.8 PROPOSAL FORMAT

All Bidders are also required to complete the RFP Submittals. Proposals shall adhere to the following format for organization and content. Proposals must be divided into the individual indexed tabbed sections listed below.

5.8.1 Cover Letter

The Cover Letter shall include a brief statement of intent to perform the services, qualifications for selection and signature of an authorized officer of the firm who has legal authority in such transactions.

The cover letter must, at a minimum, contain the following:

a) Identification of Proposer firm including name, address, telephone, email address, fax number and Federal ID number

b) A brief statement of intent to perform the services proposed.

c) Signature of an authorized officer of the organization who has legal authority in such transactions.

d) Full contact information (overnight mailing address, phone, fax, e-mail, etc.) for the individual designated as the contact on this RFP and a secondary contact.

e) Name, title, address, email address and telephone number of contact person during period of proposal evaluation

f) Acknowledgement receipt of any and all RFP addenda issued

g) A statement to the effect that the offer shall remain valid for a period of not less than 60 days from the date of submittal Signature of a person authorized to bind firm to the terms of the proposal.

h) Expressly state that, should the Bidder’s proposal be accepted, the Bidder agrees to enter into a contract under the terms and conditions as set forth herein.

Proposals with unsigned cover letters shall be rejected.

5.8.2 Table of Contents (Tab 1)

Provide a table of contents identifying the contents of the proposal in a format consistent with the proposal requirements and format set forth herein.

5.8.3 Exceptions and Confidential Material (Tab 2)

Any and all exceptions to the RFP must be listed on an item-by-item basis and cross-referenced with the RFP document. If there are no exceptions, Bidder must expressly state that no exceptions are taken. Please Note: Taking exceptions to proposal requirements may render a Bidder’s proposal non-responsive and rejected from further consideration.

Also in this section, Bidders shall identify any proprietary or confidential materials contained in the proposal and provide justification for not making such material public record.

5.8.4 Qualifications (Tab 3)

Response shall include all verifiable evidence that your organization and personnel meet the requirements as stated in Section III, Scope of Services.

5.8.5 Services Offered-Methodology/Approach (Tab 4)

This category will consider Proposer’s overall methodology and demonstration for achieving expected outcomes and meeting all main objectives as stated in Section III, Scope of Services.

5.8.6 Personnel (Tab 5)

Responses shall provide description of the professional experience, background, qualifications, and expertise of Proposer’s staff that will be involved in this project and provide brief resume(s) or bios for “key” personnel. Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as “key” to the project shall be removed or replaced without prior written concurrence of the University. Every effort shall be made to have the key personnel who will be working on this project attend the optional interviews. Furnish list of proposed subcontractors (if any) who may be assigned to this project.

5.8.7 Cost (Tab 6)

Proposer must include the completed Proposal Cost Option Sheet articulated in Section III, Scope of Work & Qualifications. The rate evaluation is intended to provide an equitable basis for comparison between proposals and an evaluation of the effect of programs on rates. Only rate information as submitted by Proposers will be used in this evaluation. The proposals will be reviewed to verify that the proposed Service Recipient Rates are consistent with the activities described in the proposal and the Proposer’s work plans, and as part of the evaluation the

University may require that Proposers provide detailed assumptions made in developing their rate proposal.

5.8.8 Small Business and DVBE Documentation (Tab 7)

Proposer’s Small Business and DVBE Documentation shall be inserted under this Tab.

5.8.9 Appendices (Tab 8)

Information considered by the Proposer to be pertinent to this project, which has not been specifically solicited in any of the above-mentioned sections may be placed in a separate appendix for possible consideration by the University.

5.8.10 Legal Action (Tab 9)

Identify any pending legal actions or legal actions completed within the last five (5) years involving your company that relate to services performed. Specifically, describe any actions related to failure to perform, breach of contract, satisfaction of warranty claims or license violations or right to use. If there are none, please state.

REQUEST FOR PROPOSAL HM24005 -Attachment A

CSU Terms and Conditions of Purchase Page 1 of 21 Rev. 8/1/2024

CALIFORNIA STATE UNIVERSITY

TERMS AND CONDITIONS OF

PURCHASE

1. Contract

These California State University Terms and Conditions of Purchase (“Terms and Conditions”) are made part of that certain Contract for Purchase of Goods, Software, or Services with the contract number written above (“Contract”), made by and between the contractor named in such Contract (“Contractor”) and The Trustees of the California State University (“CSU” or “University”). CSU and Contractor are individually referred to herein as a “Party”, and together referred to as the “Parties”. Terms that are Capitalized in these Terms and Conditions shall have the same meaning as those terms are defined in the Contract. If no contract number is written above, the equipment, material, or supplies (“Goods”), software, software as a service, platform as a service, or online subscriptions (“Software”) or services (“Services”) furnished by Contractor, and covered by a CSU Purchase Order or other agreement, are governed by these Terms and Conditions, which shall take precedence over any other terms and conditions.

Written acceptance or shipment of all or any portion of the Goods or Software, or the performance of all or any portion of the Services, will constitute Contractor’s unqualified acceptance of the Terms and Conditions. Unless otherwise agreed in writing, the terms of any proposal referred to in the Contract are included and made a part of the Contract only to the extent the proposal specifies the Goods, Software, or Services ordered, the price, and the terms of delivery, and then only to the extent that those terms are consistent with the terms and conditions of the Contract.

2. General

2.1 Commencement of Work

Contractor shall not commence work under the Contract until Contractor has received a fully executed Contract and been given written approval by CSU to proceed. Any work performed by Contractor prior to the date of written approval shall be performed at Contractor’s own risk and as a volunteer.

2.2 Entire Contract

This Contract, together with its riders, attachments, and exhibits, constitutes the entire agreement between the Parties with respect to the subject matter hereof and shall govern the respective rights and obligations of each Party. All prior agreements, representations, inducements, and negotiations, and any and all existing contracts previously executed between the parties with respect to this subject matter, are superseded hereby. This Contract also supersedes all click-through, click-wrap, shrink-wrap, Terms of Use, Terms of Service, or other End User License Agreements, all of which are null and void. CSU rejects any different or additional terms without prior written consent from an authorized CSU officer or employee.

2.3 No Oral Modifications or Understandings

No alteration or modification of the Contract shall be valid unless made in writing and signed by the Parties, and no oral understanding or agreement not incorporated in writing in the Contract shall be binding on any of the Parties.

Contract Number:

HM24005

CSU Terms and Conditions of Purchase Page 2 of 21 Rev. 8/1/2024

2.4 Severability

Contractor and CSU agree that the terms of this Contract are severable. If any provision of this Contract is found to be illegal or unenforceable, such provision shall be deemed stricken and the remainder of the Contract shall remain in full force and effect. Any Party having knowledge of such provision shall promptly inform the other of the presumed non-enforceability of such provision. Should such illegal or unenforceable provision be a material or essential term of the Contract, the Contract shall be terminated in a manner commensurate with the interests of the Parties, to the maximum extent reasonable.

2.5…