2-2511-027 Photography Services for Daddy-Daughter Dance.pdf

BEST VALUE QUOTE 2511-027

Photography Services for Daddy-Daughter Dance

The City of Frisco is seeking quotes to establish an annual contract for Photography Services for Daddy Daughter Dance. This is a one (1) year contract, with four (4) optional one-year renewals upon the same terms and conditions. The City will also have the right to terminate the contract up on thirty (30) days written notice. Payment terms are Net 30 unless otherwise specified by the City.

EVENT DETAILS

Frisco Parks and Recreation hosts an annual Daddy Daughter Dance event and attracts 4,500 to 6,000 participants each year. The event is held on Saturday, April 18, 2026.

Each year, the event will have four dances with up to 1,500 participants per dance. Children’s ages range from 4-12 years old. Each dance is scheduled for 1-1/2 hours long beginning at 2:00 PM until 9:30 PM with a 30-minute break between each session.

2026 Event Details:

Date Saturday, April 18, 2026

Location Frisco Conference Center The Star in Frisco – Ford Center 1 Cowboys Way Frisco, TX 75034

Date and Location subject to change at the discretion of the City.

VENDOR REQUIREMENTS

Setup must be complete at least one (1) hour before the first dance. Load-in may begin as early as 8:00 AM on event day. Photographer must be ready and in place to take photos at least 30 minutes to an hour prior to the first dance.

Photographer must have at least six (6) picture stations with ample personnel and equipment to supervise picture taking, handling payment, and traffic control. Photographer must continue to take photos during the entire event, including breaks, and may continue taking photos up to 30 minutes after the conclusion of the event.

Photographer will provide a solid and/or themed backdrop for each station that will complement the dance theme each year, upon prior approval from Frisco Event Staff. The City will provide tables, chairs, power, stanchions/rope, and pipe and drape for the event. The City will NOT provide any staff.

Photographer shall provide the customer with a high-resolution digital file of at least 300 pixels per inch within 14 days of the event and shall make the file available to the customer for no less than 30 days from that date. Customer will have full rights and permission to print, reproduce, and replicate their images for personal use.

Photographer must have a plan in place for handling customer concerns/complaints about their pictures.

The City strives to provide excellent customer service and expects contracted vendors to provide the same courtesy and respect to our event attendees. Photographers must greet and interact with politeness and professionalism.

Revenue and Fees

Vendor will be required to provide the City with a flat fee of $2,000 for each event, or a minimum of 10% of gross sales, whichever is higher. Vendor will be required to provide a summary of sales to a City representative within 15 days of the event.

Vendor will be responsible for handling all money collection at each event. Vendor will keep all proceeds from package sales.

Based on previous years, the annual sales are estimated to be between $20,000 and $25,000.

EVALUATION CRITERIA

Quotes will be evaluated according to the criteria listed below. The evaluation team reserves the right to request additional information from any proposer, or interview proposers as necessary. Award will be made in the best interest of the City and shall be considered final. The successful vendor may be required to execute a formal contract.

Pricing 50 points Samples/Portfolio Quality and Relevance 15 points Delivery Methods and Complaint Resolution 15 points References 20 points

REQUIRED SUBMISSION ITEMS

1. Company Background: Provide a brief history of your business. Include information such as identifying key staff, when you started your business, number of employees, and a portfolio of relevant sample pictures and/or photo packages. Portfolio should not exceed 15 samples or pages. Please specify if you will be using only full-time employees, subcontractors/contract labor, or some combination thereof (please specify).

2. Pricing: Provide pricing for the minimum photo package. Provide pricing for other photo package options. Provide the percent of gross sales offered to the City. Include any exceptions or additional information concerning pricing.

3. Complaints: Provide a plan to resolve customer concerns/complaints with regard to their pictures.

4. Digital Delivery & Additional Prints: Provide a plan for how and when customers my access the digital copy of their photographs. Outline options for sharing the digital copy on social media and ordering additional prints. Please note if physical prints will be available at the end of the event for pickup.

5. References: Please provide at least three (3) references from events of similar size and scope from the past (3) years. Include contact information with names, telephone numbers, and email addresses. Municipal experience is preferred. The City reserves the right to request additional references upon request.

6. Signature Page: Include an executed Signature Form (page 4) with your submission.

SIGNATURE FORM

BVQ 2511-027

PHOTO SERVICES FOR DADDY-DAUGHTER DANCE

The undersigned certifies that the bid prices contained in this bid have been carefully reviewed and are submitted as correct and final. Bidder further certifies and agrees to furnish any and/or all product/service upon which prices are extended at the price offered, and upon the conditions in the specifications of the Invitation for Bid.

“I hereby certify that the foregoing bid has not been prepared in collusion with any other bidder or other person or persons engaged in the same line of business prior to the official opening of this bid.

Further, I certify that the bidder is not now, nor has been for the past six (6) months, directly or indirectly concerned in any pool or agreement or combination to control the price of product/service bid on, or to influence any person or persons to bid or not to bid thereon."

Name of Bidder: _______________________

Address of Bidder: _______________________

City: ______________________ State: _______________ Zip Code: _______________

Telephone Number: Fax: _______________________

E-mail address: _________________

By (print name) _______

Title: _________________________ Federal ID #/SSN #: ______________________

Signature:

Acknowledgement of Addenda: #1 #2 #3 #4 #5_____

REFERENCES

VENDOR NAME: ______________________________________________________

ADDRESS: ______________________________________________________

CITY: ____________________ STATE ___ ZIP _________________

CONTACT NAME: _____________ PHONE ___________EMAIL: __________________

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