3-2025-110 RFP As-Needed Photography Services.pdf

RFP 2015-110 Page 1 of 9

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF LOS ANGELES

REQUEST FOR PROPOSALS (RFP) #2025-110

TO ESTABLISH

MASTER AGREEMENT(S)

FOR

AS-NEEDED PHOTOGRAPHY SERVICES

RFP 2015-110 Page 2 of 9

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Los Angeles (Court) is requesting proposals from well-qualified Proposers to provide as-needed photography services. Interested and qualified Proposers who can demonstrate their ability to successfully provide the services described in this Request for Proposal (RFP) are invited to submit a proposal.

This is a fully electronic RFP process. All proposals must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/ (Bonfire) in accordance with the requirements set forth in this document. See the attached Court Online Procurement Procedures for further information.

B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

The Court seeks as-needed photography services contractors meeting the requirements set forth in the Statement of Work.

C. RFP TIME-LINE

The Court has developed the following list of key events related to this RFP. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on Bonfire or on the Court’s website.

EVENT DATE

RFP Issued See Bonfire for exact date

Pre-Bid Conference See Bonfire for exact date(s)

Deadline for Submission of Questions See Bonfire for exact date

Proposal Due Date (Late proposals will not be accepted by the Court)

See Bonfire for exact date

Proposal Evaluations Estimated 11/28/2025

Notice of Intent to Award Estimated 12/12/2025

Start Date of Services 1/1/2026

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D. RFP PACKET ATTACHMENTS

1. Statement of Work

Describes in detail the specific services for which proposals are being solicited. Once a contractor has been selected, the Statement of Work will become part of the final Agreement.

2. Court Online Procurement Procedures

These rules and procedures govern this solicitation and should be read carefully by Proposer.

3. Terms and Conditions

Proposers are encouraged to review carefully the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change. Proposers are not required to sign the Model Agreement at this time.

The contractor selected to provide services as a result of this RFP process will be required to sign the final version of the Model Agreement upon completion of the negotiation process.

Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification.

4. Required Forms

All forms posted on Bonfire must be completed and submitted electronically on Bonfire.

The completed forms will become part of Proposer’s proposal.

E. MINIMUM REQUIREMENTS

Proposer must meet the minimum requirements listed below. Failure to comply with any one of the minimum requirements may be cause for disqualifying a proposal from further consideration.

The Court may, in its discretion, waive minor deviations or defects. Only those proposals that are deemed as meeting the minimum requirements may be considered for a full evaluation and a possible contract award.

1. Proposal Submission Deadline. The proposal must be submitted on Bonfire on or before the Proposal Due Date. The Court does not accept proposals submitted by email, except under limited circumstances as determined by the Court.

2. Experience and Capability. Proposer must have at least three (3) consecutive years documented experience in providing services similar to the ones being solicited, as described in this RFP. Such experience shall be documented by completing the Vendor Information Questionnaire on Bonfire.

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3. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below. The Court Standard Business Terms and Conditions 4.0 describes the Court’s specific insurance requirements.

☒ Standard Business Terms and Conditions 4.0, Section 20.2 Insurance Requirements

– Specific Coverages

☒ Workers Compensation/Employer’s Liability

☒ Commercial General Liability

☒ $1 million per occurrence and $2 million annual aggregate

☒ Commercial Automobile Liability

4. Business License and Certifications. Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer.

5. Required Forms. Proposer must complete and submit all Required Forms posted on Bonfire as directed.

F. TECHNICAL PROPOSAL

In preparing its proposal, Proposer should do so in its own words and take care not to simply copy the language in the RFP. Specific information is requested from all Proposers to ensure that the proposals can be fairly compared in a standard manner. Only that information which is contained in the proposal will be evaluated. Incomplete or inaccurate information may result in disqualification of the proposal.

1. Executive Summary. Provide an Executive Summary of your proposal. The Executive Summary should be a high-level, general overview of how Proposer intends to accomplish the requirements of this RFP. The Executive Summary should demonstrate the Proposer’s understanding of the requirements. The Executive Summary must also address how Proposer meets the minimum requirements.

2. Work Plan for Providing the Requested Services. Provide a detailed Work Plan, which must include a proposed method for completing the work set forth in the Statement of Work.

3. Staff Qualifications. For each key staff member provide a resume describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activities.

4. Business License and Certification. Upon request of the Court, Proposer must submit copies of all business or professional licenses or certificates required by the nature of the services to be performed and held by Proposer (i.e. California State Board of Equalization Seller’s Permit and Business License).

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5. Required Forms. Proposer shall complete and submit all Required Forms posted on Bonfire where indicated on Bonfire.

G. COST PROPOSAL

1. Proposer shall submit on Bonfire, where indicated, its pricing for the services described in the Statement of Work. This Cost Proposal is a proposer-created document showing all of the relevant pricing related to the services for which the proposer is submitting; a complete price sheet for all of the proposing photographer’s services.

2. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing the service.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

H. EVALUATION OF PROPOSALS

1. The Court shall evaluate the proposals using the criteria set forth in the table below.

EVALUATION CRITERIA PERCENT

WEIGHTED

Experience on Similar Assignments 25%

Credentials of Proposer’s Personnel to be Assigned to the Project 22%

Quality of Work Plan Submitted 20%

Cost 30%

Disabled Veteran Business Enterprise 3%

I. ADDITIONAL PROVISIONS

1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired.

2. Disabled Veteran Business Enterprise (DVBE) Preference.

a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/cp/socioeconomic-programs

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b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased by an amount equal to 3% of the total possible available points.

3. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under any such contracts executed under this RFP.

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ATTACHMENT A – STATEMENT OF WORK (SOW)

The Awarded Vendor(s) will supply photos suitable for publication on Court websites, social media, and printed materials. The work product will include edited and polished images to communicate the project message, imagery, and work plans to target audiences. Images shall have the ability to be downloaded in both raw and edited photos in a variety of resolutions. High resolution edited and raw final digital images to be provided to the Court when requested.

The Awarded Vendor(s) must have the capability to provide high quality, reliable, photography services. Contractor shall adhere to all Court requirements and standards as outlined in this SOW and Agreement.

The Awarded Vendor(s) shall be able to professionally create and produce photography material specifically created for the Court’s intended purpose integrating best practices of the industry.

All photography content shall become the sole property of the Court without copyright, credit, or use restrictions. Photographer is expected to obtain written or documented verbal release for shoots when applicable and necessary.

It is anticipated that many of the work assignments may be judicial portraits, other Court personnel portraits, and pictures of court events. However, assignments will not be limited to these types of projects.

It is desirable that the Awarded Vendor(s) have prior experience with judicial portraits, which in particular call for a very high level of professionalism in all aspects of the project: set-up; the shoot;

professional interaction with Judicial personnel; and an outstanding end result in the portrait, including professional retouching as needed.

Awarded Vendor(s) will be responsible for the following:

Awarded Vendor(s) shall have all necessary equipment and software to complete agreed upon projects.

Awarded Vendor(s) shall adhere to design standards of both the Court and the department with which they are producing a certain project.

Awarded Vendor(s) agrees to produce project materials at the request of the Court for fees agreed-upon in advance and delivery of the project by an agreed-upon deadline.

Revisions to deadlines or timelines may be agreed upon with reasonable advance notice.

Awarded Vendor(s) agrees that they will be the sole creator of completed design, which will be original work and free of plagiarism.

Completed projects will become the property of the Court and shall not be use externally without Court’s permission.

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Awarded Vendor(s) will cooperate with the Court in editing and otherwise reviewing projects prior to completion.

Awarded Vendor(s) agrees to respond to phone and email communication from the Court within 24 hours, unless otherwise discussed in advance.

Court personnel wishing to utilize the services from the Agreement shall review the offerings for the applicable contracted service providers to determine which contractor, if any, meets the needs of their project. Court personnel may request additional information regarding services from any of the contractors before making a decision. Additional information may include references, portfolio, ability to meet project deadline, ability to meet project requirements within a stated budget, etc. It is at the sole discretion of Court personnel which, if any, of the contractors meets the needs of the particular project.

The project requests may range in complexity from simple event photography to professional- level judicial portraits and group photos. Here are a couple samples, along with a list of the customary requirements for these types of shoots:

SAMPLE: “Event photography” requirements:

Photo event time 30 minutes to 2 hours

No lighting

No photo editing

No proofing or drafts produced

No printing

Distribution of images to Court personnel electronically

Example: Temporary Judge Recognition Program o Total estimated project duration (Start/Finish) = 2 hours o Images obtained through event photography are used in court publications and archived in an image library

SAMPLE: “Judicial portrait/group photography” requirements:

Photo event time 90 minutes to 2 hours

Setup/breakdown of Lighting

Photo editing consists of:

RFP 2015-110 Page 9 of 9 o Photo compositing o Lighting correction o Color correction o Spot correction o Red eye correction o Skin coloring o Toning

Proofing o Multiple drafts o Re-editing

Print services include, o Multiple image printing o Standard and High resolution o Sizing assistance o Framing assistance

Distribution o Electronic image transfer o Prints packaged mailed to client o Prints mailed or delivered to framing vendor

Images obtained through judicial/group photography are:

o Official photo o Publicity photo o Judicial publications o Archived in image library

End of ATTACHMENT A