EEOS90825_RFP.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

July 23, 2025

REQUEST FOR PROPOSAL (RFP) (Secondary) NUMBER EEOS90825

Part-Time Event-Based Photographer and Videographer Services in Northern California

Notice to Prospective Proposers

You are invited to review and respond to this Request for Proposal (RFP) (Secondary) Number EEOS90825 In submitting your proposal, you must comply with these instructions.

Read the attached document carefully. Please submit all required forms and documents with your proposal response as indicated in this RFP. Any response received after the date and time indicated in this RFP will not be considered for review.

Proposers are advised to check the Cal eProcure website for addendums, modifications, and updates to the Proposal documents. The State Controller's Office (SCO) is not responsible for failure of the prospective proposer to check for any proposal document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the Proposer’s sole risk.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Contracts Register (CSCR) on the Cal eProcure website:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx and the information in the herein RFP, the information in the attached RFP shall take precedence.

Note that all contracts entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language. If you do not have Internet access, a hard copy can be provided.

In the opinion of SCO, this RFP is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please email SCOBids@sco.ca.gov.

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

State Controller’s Office RFP Number EEOS90825

TABLE OF CONTENTS

A. Purpose and Description of Services B. Minimum Qualifications

1. Proposer Minimum Qualifications (PMQs)

2. Key Staff Minimum Qualifications (KSMQ)

3. Proposer Desirable Qualifications (PDQs)

4. Key Staff Desirable Qualifications

5. Background Check

C. Proposal Requirements and Information

1. Key Action Dates

2. Written Questions & Answers

3. Technical Proposal D. Submission of Proposal E. Evaluation Process F. Technical Proposal Evaluation and Scoring

1. Proposer Desirable Qualifications

2. Key Staff Desirable Qualifications

3. Proposer Guarantee

4. Proposer References

5. Key Staff References

6. Interview

7. Score Total G. Award and Protest H. Disposition of Proposals I. Agreement Execution and Performance J. Incentive and Participation Programs

4. Small Business Requirement

5. Ties between Certified SB/MB and DVBE Businesses K. Required Attachments ATTACHMENT 1, Required Attachment Checklist ATTACHMENT 2, Proposal/Proposer Certification Sheet ATTACHMENT 3, Contractor Point of Contact ATTACHMENT 4, Darfur Contracting Act Certification (DGS PD 1)* ATTACHMENT 5, Payee Data Record (STD 204) and Supplement (STD 205) ATTACHMENT 6, California Civil Rights Law Certification (DGS OLS 04) ATTACHMENT 7, Contractor Certification Clauses (CCC 04/2017) ATTACHMENT 8, Bidder Declaration (Written) (GSPD-05-105) ATTACHMENT 9, California Disabled Veteran Business Enterprise (DVBE) Declaractions (STD 843)* ATTACHMENT 10, Secretary of State Certification Status* ATTACHMENT 11, Generative Artificial Intelligence (GenAI) Disclosure ATTACHMENT 12, Acknowledgement of Agreement Exhibits and Policies ATTACHMENT 13, Proposal Incentives and Preferences ATTACHMENT 14, Contractor/Consultant Organization Information Security Agreement (ISO-004c) ATTACHMENT 15, Contractor/Consultant Confidentaility and Non-Disclosure Acknowledgement (ISO-004b) 39 ATTACHMENT 16, Proposer Qualifications Workbook ATTACHMENT 17, Key Staff Qualifications Workbook ATTACHMENT 18, Proposer References ATTACHMENT 19, Key Staff References ATTACHMENT 20, Cost Worksheet

Standard Agreement

Exhibit A – Scope of Work Exhibit A – Attachment 1, Key Staff Change Order Request Form Exhibit A – Attachment 2, Key Staff Reference Form Exhibit A – Attachment 3, Prime Contractor’s Certification – Small Business Subcontractor Report Exhibit B – Budget Detail and Payment Provisions Exhibit B – Attachment 1, Cost Worksheet Exhibit C – General Terms and Conditions (GTC 02/2025) ** Exhibit D – Special Terms and Conditions Exhibit E - Resumes

*Submit only if applicable.

**Incorporated by reference only.

A. Purpose and Description of Services

The State Controller's Office (SCO) Public Affairs Office (PAO) is seeking part-time, event-based professional videography and photography services in Northern California.

SCO has a consistent need for video and still photography. Primarily the purpose of these services is to build up SCO’s multimedia storytelling via social media and the public website. Still videos and photos are needed to share our mission with external stakeholders, partners, broadcast entities, and for use in internal communications like All-Staff meetings, intranet, documents, and broadcast messages.

SCO does not currently have an official videographer/photographer so multimedia previously generated have come from varying sources, without consistent vision, organization, or cohesion.

The services shall include taking videos and photos of the California State Controller during pre-scheduled events or event appearances located through Northern California and applicable post-production tasks.

The Controller attends many events each month. The videography/photography services will be limited to key activities with minimal travel from SCO’s Sacramento headquarters. Some events require several hours of coverage; others may only require services for less than one hour. Most short-duration events will be close to Sacramento, and photo/video coverage would be for a quick turnaround such as live, or near real-time social media postings. Some event coverage will become footage for use in educational videos to stakeholders or a quarterly/monthly montage or sizzle reel for internal use.

The awarded contractor may expect to cover an average of 2-4 events per month, plus spend 1-2 hours per month meeting with SCO’s PAO to plan for optimal event coverage, project deliverables, and deadlines.

The Northern CA region shall encompass the following Counties:

Northern California Region defined by County:

See the Standard Agreement, Exhibit A, Scope of Work for a complete description of services.

Background

The State Controller’s Office (SCO) is responsible for the transparency and accountability of the state's financial resources. SCO ensures the appropriate disbursement and tracking of taxpayer dollars. The Controller serves on dozens of state boards, commissions, and committees with duties ranging from

Alameda Alpine

Amador Butte

Calaveras Colusa

Contra Costa Del Norte El Dorado

Fresno Glenn

Humboldt Lake

Lassen

Madera Marin

Mariposa Mendocino

Merced Modoc Mono

Monterey Napa

Nevada Placer Plumas

Sacramento San Benito

San Francisco

San Joaquin San Mateo Santa Clara Santa Cruz

Shasta Sierra

Siskiyou Solano

Sonoma Stanislaus

Sutter Tehama Trinity

Tuolumne Yolo Yuba administrative oversight of the nation's two largest public pension funds to protection of state lands and coastlines, to modernization and financing of major infrastructure.

Given the complex and critical nature of this work, video and photography are essential tools for effectively educating and engaging Californians on the responsibility of the SCO in a way that is quick, accessible, and dynamic. Today’s information landscape is digital, on demand, and 24/7. SCO must leverage video/photography to capture and share the services, resources, and expertise of SCO in a way that is competitive in this multimedia environment. Meanwhile, managing a videographer/photographer through the Executive Office ensures accuracy of information and access to the Controller and key leadership.

SCO also offers fiscal guidance to local governments and has independent auditing authority over all government agencies that spend state funds. SCO’s primary objectives are to:

Maintain the state's official accounting book of record.

Inform the public of the state's financial condition.

Account for and control disbursement of all state funds, issuing warrants in payment of the state's bills including lottery prizes and unclaimed property.

Determine legality and accuracy of financial claims against the state.

Audit state and local government programs.

Safeguard many types of assets until claimed by the rightful owners, in accordance with the Unclaimed

Property Law.

Inform the public of financial transactions of city, county, and other local governments.

Administer the Uniform State Payroll System.

Audit and process all personnel and payroll transactions for state civil service, state exempt employees, state university employees, and college system employees.

Agreement Term

The term for this agreement shall be two years with the options to amend to extend the term for one year, add funds, and/or increase the number of hours. The rates in Exhibit B, Attachment 1, Cost Worksheet will not change as a result of any amendment to this agreement. This agreement may be terminated by SCO with 30 days’ written notice to the Contractor.

Contractors are cautioned that no work will begin until the Agreement has been fully executed. If work is performed prior to the Agreement approval, and the Agreement for any reason is not approved, all previous work performed by the Contractor is considered donated to the SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Representatives are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

B. Minimum Qualifications

Proposers must meet all of the following Minimum Qualifications and submit the required Attachment and any documents (i.e., organizational charts, resumes licenses, etc.) that clearly explain and substantiate how the particular Minimum Qualification is met to be considered responsive. A responsive proposal is one that meets or exceeds all the requirements stated in this RFP.

Any proposal that does not meet the Minimum Qualifications and does not submit the required documents may be considered non-responsive and may be disqualified. Failure to satisfy any of these qualifications and requirements upon submittal of the Proposal will result in the rejection of the Proposal.

1. Proposer Minimum Qualifications (PMQs)

The Proposer is expected to have a proven record of success providing photographer and videographer services and be responsible for all aspects of the service, including any subcontractors and the proposed Key Staff.

Proposers must complete and submit as part of the Proposal, Attachment 16, Proposer Qualifications Workbook, Proposer Minimum Qualifications (PMQ) tab to confirm that the Proposer experience meets all of the qualifications listed below.

a. The Proposer must have at least three years of experience photographing or videoing Government, Public Sector, and/or corporate executives.

b. The Proposer must own videography and photography equipment that is reliable and in good working condition and provide a list of such equipment.

c. The Proposer must have a minimum of three years of experience professionally editing videos and photos. A link to access your portfolio must be included in Attachment 16, Proposer Qualifications Workbook, PMQ tab. The content submitted via portfolio will be for evaluation purposes only and must remain publicly accessible and unmodified from the Proposal submission date through September 30, 2025.

d. The Proposer must provide up to two Key Staff capable of performing either photographer or videographer duties.

e. The Proposer must be able to travel to events throughout Northern California.

2. Key Staff Minimum Qualifications (KSMQ)

The Proposer must identify up to two Key Staff who will perform services for this agreement, including subcontractor Key Staff (if applicable). The Proposer must complete and submit Attachment 17, Key Staff Qualifications Workbook, Minimum Qualifications (KSMQ) tab for all proposed Key Staff and provide resumes for Key Staff to validate staff qualifications.

Each proposed Key Staff must have the following:

a. A minimum of three years of experience providing demonstrated photography and videography projects.

b. A link to access each Key Staff’s labeled portfolio of photography and videography. The link must be included in Attachment 17, Key Staff Qualifications Workbook, KSMQ tab.

3. Proposer Desirable Qualifications (PDQs)

Proposers must complete and submit Attachment 16, Proposer Qualifications Workbook, Proposer Desirable Qualification (PDQ) tab to qualify for additional points.

a. Describe your experience managing or leading start-to-finish video production, including but not limited to:

1) Pitching/proposing photo and video content for various purposes such as marketing, entertainment, education, and more. (10 points)

2) Providing voice work, music for backing tracks, and other materials and services necessary for post-production. (10 points)

3) Providing access to virtual workspace for client to view video and photo projects in progress. (10 points)

4) Presenting finished products to clients and recommending optimal sharing guidance such as aspect ratio, file sizes, teasers, etc. for different media types. (10 points)

b. Describe your experience on the below:

1) Using videography and photography editing software. Please list the software and version you use. (10 points)

2) Converting video/photo files into required client formats such as jpg and mp4. (10 points)

3) Captioning, scripting, and/or audio description for web compliance. (10 points)

4) Manipulating, editing, formatting digital imagery to create slideshows, montages, presentations, and provide final products via shared digital platforms, printing and product proofs, and/or by saving content to physical media. (10 points)

5) Experience advising/consulting leadership on best practices and recommended efficiencies, recommended tools, software, and equipment. (10 points)

4. Key Staff Desirable Qualifications (KSDQ)

The Proposer must complete and submit as part of the Proposal Attachment 17, Key Staff Qualifications Workbook, Desirable Qualifications (KSDQ) tab to qualify for additional points.

a. Up to five additional years of demonstrated photography/videography project experience beyond the minimum three years of experience required in Section 2. Key Staff Minimum Qualifications, Item b. (Maximum of 50 points, 5 points for each additional year per Key Staff. Max of two Key staff can earn points.)

b. A link to each Key Staff’s public or shared website/portfolio containing a minimum of their 10 best published videos and/or photography media. A link to access each Key Staff’s labeled portfolio of photography and videography must be included in Attachment 17, Key Staff Qualifications Workbook, KSDQ tab. 2.5 points awarded per each published example for two key staff. The content submitted via portfolio will be for evaluation purposes only and must remain publicly accessible and unmodified from the Proposal submission date through September 30, 2025.

5. Background Check

This agreement requires the proposed Key Staff performing the services of this RFP to pass a Live Scan background check. Upon notice of agreement award, SCO will provide the Contractor all necessary forms and locations for each proposed Key Staff to complete the background check process.

a. If proposed Key Staff are located in the Sacramento area, they must be fingerprinted at SCO.

b. If proposed Key Staff are located outside the Sacramento area, but in Northern California, they may go to a Live Scan location of their choosing.

c. If proposed Key Staff are located in Southern California or outside of California, they must go to a local law enforcement agency or other entity licensed to roll fingerprints to request completion of a standard FBI applicant fingerprint card (FD-258) provided by SCO and mail [i.e., United States Postal Service (USPS)] the completed forms and FD-258 back to SCO.

Background checks must be completed and passed prior to beginning work on the Agreement. If a Contractor’s proposed Key Staff does not pass the Live Scan background check process, the Contractor must replace the proposed individual with a new candidate within seven business days that meets the same qualifications and experience as the Key Staff being replaced. At SCO discretion, SCO may deny award of the Agreement subject to failed background checks. Contractors and the proposed Key Staff will be held to the same background check standards as SCO employees.

The Contractor shall ensure that each proposed Key Staff under the Agreement are made aware of, understand, and comply with the provisions of SCO Live Scan background checks. Any additional or replacement individuals added to the Agreement will be subject to the same terms.

6. Licenses, Permits, and Certifications

a. The Proposer must provide copy of a valid California city or county business license (if applicable);

or, if a corporation is located within the State of California, incorporation documents; or letter from the Secretary of State or, if not a California business, an affidavit that the business is in good standing with the state, province, or country in which business is headquartered.

b. The Proposer shall obtain, at their expense, all license(s) or permits required by law for accomplishing any work required in connection with this agreement.

c. All licenses must remain valid for the term of the Agreement. In the event that any license or certification expires at any time during the term of this agreement, the Contractor agrees to provide SCO a copy of the renewed license or certification within 30 days’ following the expiration date. In the event the Contractor fails to keep in effect at all times all required licenses or certifications, SCO may, in addition to any other remedies it may have, terminate this agreement upon occurrence of such event.

C. Proposal Requirements and Information

1. Key Action Dates

ACTION DATE

RFP Available to Prospective Proposers July 23, 2025 Written Questions Submittal Deadline July 30, 2025 by 2:00 p.m. PT* Written Questions & Answers Released August 6, 2025 Final Date for Proposal Submission August 13, 2025 by 2:00 p.m. PT* Evaluation of Proposals** August 13 – August 20, 2025 Interviews*** August 20 – August 26, 2025 Notice of Intent to Award August 26, 2025 Proposed Award Date September 1, 2025 Agreement Begins October 1, 2025 or upon DGS approval *Pacific Time (PT)

**Dates after Proposal Submission are estimates only and may be subject to change. SCO will adhere to the listed dates as strictly as possible but will not be held accountable for changes due to unforeseen circumstances.

***The interview dates are approximate and may be adjusted by SCO as needed without an addendum to this RFP. Proposers and Key Staff should be available during the Key Action

Dates identified to participate in interviews. If deemed nonresponsive or unavailable to interview, proposers will receive zero points for this scoring component.

2. Written Questions & Answers

a. Proposers may submit questions for clarification of the content of this RFP to

SCObids@sco.ca.gov. Questions and any proposed changes must be submitted by the Written Questions Submittal Deadline date as stated in Section C, Proposal Requirements and Information, 1. Key Action Dates.

b. The subject line of the email should read, RFP EEOS90825 Questions – Company Name.

c. The Proposer must reference the section and page number about which they are inquiring.

d. Written Questions and Answers will be provided without identifying the submitter. SCO may paraphrase questions, at its sole discretion, for clarity.

e. Questions and Answers will be posted to Cal eProcure on or before the Written Questions &

Answers Released date specified in Section C, Proposal Requirements and Information, 1. Key Action Dates.

3. Technical Proposal

Proposals must describe the Proposer’s qualifications and expertise in the format outlined in this RFP.

A Proposal will not be considered complete unless it contains all of the items described below.

Technical Proposal includes all of the following items:

a. Attachment 1, Required Attachment Checklist

The Proposer shall submit all applicable attachments identified on Attachment 1, Required Attachment Checklist. Proposers are not to alter or modify the forms other than by providing the required information; please note, adding your logo or letterhead to the form is not considered a modification or alteration of the form.

b. Proposer Guarantee

The Proposer shall provide a Letter of Guarantee explaining their ability to perform the services identified in Standard Agreement, Exhibit A, Scope of Work and includes:

1) A statement expressing the Proposer’s availability of staff and other required resources to successfully perform all services and provide all deliverables as described in this RFP.

2) A statement expressing the Proposer’s strong commitment to establishing, maintaining, and supporting diversity in its ownership and professional staff members.

3) A statement expressing the Proposer’s willingness to comply with the terms and conditions of this agreement.

4) A signature from an individual who is authorized to bind the Proposer contractually to certify that the Proposer guarantees their ability to perform the services as identified in this RFP.

c. Work Plan/Methodology

The Proposer shall provide a detailed Work Plan/Methodology that will be scored on comprehensiveness and detail provided. The narrative must be no more than eight pages in length, single spaced Arial font 12 and provides.

1) An overview of the required tasks and work products.

2) A description of a proposed work plan to document, schedule, and track multimedia projects, production and delivery timelines, and report overall progress.

3) A description of experience developing written or online report at close of contract detailing services provided.

4) Samples of work from other projects that relate to the identified deliverables.

5) Identifies safeguards in place to protect your customer’s confidential and sensitive data.

6) A description of experience managing or leading start-to-finish video production from event to delivery.

7) A brief summary on how files are typically delivered.

8) A written contingency plan that details the following:

i. Written backup plan including a backup Key Staff, key equipment backups including camera, lens, flash, batteries/battery pack, power cords or adapters, chargers, tripods, and microphones.

ii. Written backup plan for sharing data in case of transfer error and/or corruption/malfunction of hardware or software copies of files. Description of specific steps recommended and examples of how data has been shared for past clients in the case where there was a transfer error, corruption, or malfunction that inhibited typical sharing procedures.

Narratives consisting of more than eight pages will only have the first eight pages evaluated.

d. Proposer References

The Proposer shall provide three current references for similar type of services performed within the last ten years on Attachment 18, Proposer References. References shall substantiate the Proposer’s expertise and experience in providing services. Attachment 18, Proposer References must be completed in its entirety. Include the service description, name, and current telephone number of the reference contact person(s), the score, and signature of the reference contact person(s).

1) At least one reference must be from an engagement used to meet the Proposer Minimum

Qualifications.

2) References will be contacted to validate ratings. SCO will make up to three attempts via phone/email to validate references. Failure to reach a listed reference will result in the ratings being scored zero and the Proposal may be deemed non-compliant and disqualified in its entirety. References will be scored based on the accumulative average score provided by the three references listed on Attachment 18, Proposer References.

e. Key Staff References

The Proposer shall provide three current references for each proposed Key Staff for similar types of services performed within the last five years on Attachment 19, Key Staff References. References shall substantiate the Key Staff’s expertise and experience in providing services. Attachment 19, Key Staff References must be completed in its entirety. Include the service description, name, and current telephone number of the reference contact person(s), the score, and signature of the reference contact person(s).

1) At least one reference must be from an engagement used to meet the Key Staff Minimum

Qualifications.

2) References will be contacted to validate ratings. SCO will make up to three attempts via phone/email to validate references. Failure to reach a listed reference will result in the ratings being scored zero and the Proposal may be deemed non-compliant and disqualified in its entirety. References will be scored based on the accumulative average score provided by the three references listed on Attachment 19, Key Staff References.

D. Submission of Proposal

1. Proposals must be submitted as set forth below.

a. Proposers must submit their proposal (Technical Proposal and Cost) in portable document format (PDF) and Attachment 16, Proposer Qualifications Workbook and Attachment 17, Key Staff Qualifications Workbook in Excel attached to an email to SCOBids@sco.ca.gov by the date and time specified in Section C, Proposal Requirements and Information, Item 1. Key Action Dates.

Subject line must include RFP EEOS90825 – Videographer Photographer.

b. Email Requirements

1) Proposers must ensure that emails do not exceed a file size of 20 megabytes.

2) Proposers must ensure that emails do not contain scripts, executable files, password protections, or macros, which may make their emails undeliverable.

3) Do not imbed links within the PDF—and all portfolio links must be contained within the Excel workbook.

4) If the email should exceed acceptable file size, the Proposer shall split the email into multiple emails to ensure delivery.

5) Proposals sent from unrecognized email servers may be blocked by SCO security filters and be flagged as spam, thereby rendering them unsubmitted.

6) An automatic reply from SCOBids@sco.ca.gov confirms receipt of proposers’ emails. Automatic replies only confirm receipt of emails and do not assess proposers’ responsiveness to the IFB requirements in the email content or in any attachments therein.

7) LATE PROPOSAL SUBMISSIONS WILL NOT BE ACCEPTED—NO EXCEPTIONS.

c. Proposals not marked as indicated may be rejected.

d. If the Proposal is made under a fictitious name or business title, the actual legal name of the Proposer must be provided.

e. All proposals shall include the documents identified in Attachment 1, Required Attachment Checklist. Proposals not including the proper required attachments may be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

f. All documents requiring a signature must bear a signature of a person authorized to bind the proposer.

g. Proposals must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

h. SCO may reject any or all proposals. A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind.

i. SCO may waive an immaterial deviation in a proposal. SCO waiver of an immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the Agreement.

j. Costs incurred for developing proposals and in anticipation of award of the Agreement are entirely the responsibility of the Proposer and shall not be charged to the State of California.

k. An individual who is authorized to bind the Proposer contractually shall sign Attachment 2, Proposal/Proposer Certification Sheet. The signature should indicate the title or position that the individual holds in the Proposer. An unsigned proposal shall be rejected.

l. A proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the Final Date for Proposal Submissions. A proposer’s modification offered in any other manner, oral or written, will not be considered.

m. A proposer may withdraw its proposal by submitting a written withdrawal request to SCO, signed by the Proposer or an authorized agent. A proposer may thereafter submit a new proposal prior to the Final Date for Proposal Submission. Proposals may not be withdrawn without cause subsequent to the Final Date for Proposal Submission.

n. Any Proposed changes to the RFP must be submitted on or before the Written Questions Submittal Deadline date as stated in Section C, Proposal Requirements and Information, 1. Key Action Dates.

o. SCO may modify the RFP prior to the Final Date for Proposal Submission by issuing an addendum that shall be posted to Cal eProcure.

p. SCO reserves the right to reject all proposals. SCO is not required to award an agreement.

q. SCO does not accept alternate agreement language from a prospective contractor. A proposal with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable.

r. No oral understanding or agreement shall be binding on either party.

E. Evaluation Process

1. The evaluation process complies with the requirements for competitive bidding in California Public Contract Code Section 10344. Each proposal will be evaluated to determine responsiveness to the requirements and standards described in this RFP. SCO cannot assume nor infer qualifications, skill, experience, or competence not specifically and expressly addressed in the Proposal. During the evaluation and selection process, SCO may wish to interview a proposer for clarification only.

Proposals cannot be changed after the time and date designated for receipt.

2. Proposals that contain false or misleading statements, or proposals which include incomplete references, which do not support an attribute or condition claimed by the Proposer, may be rejected.

3. A responsive proposal is one which meets or exceeds the requirements stated in this RFP. At the time of proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP, proposals that meet the minimum qualifications will be evaluated and scored according to the criteria indicated in the following process:

a. Preliminary Review

1) Proposals shall be date/time stamped upon receipt.

2) Proposals will be reviewed to verify that submission is in a single PDF and Excel, properly identified, and received on or before the final filing date and time specified in Section C.

Proposal Requirements and Information, 1. Key Action Dates.

3) Proposals shall remain sealed until the after Final Date for Proposal Submission.

4) Proposal will be reviewed to determine completeness of required documentation and compliance as identified in this RFP. SCO staff will use the Attachment 1, Required Attachments Checklist, submitted by the Proposer to confirm receipt of all required documents.

5) Proposal requirements will be evaluated on a “pass/fail” basis for all criteria and information.

6) SCO may reject any or all Proposals that fail to meet these requirements.

b. Minimum Qualification Evaluation

Upon satisfactory Preliminary Review, the Technical Proposal will be reviewed to determine the Proposer’s satisfaction of the Minimum Qualifications requirements. For Proposals that satisfy the Minimum Qualifications, the Technical Proposal will be evaluated by a team of SCO Staff (Evaluation Team).

c. Technical Proposal Evaluation and Scoring

1) The Evaluation Team will independently evaluate each Proposer’s Technical Proposal using the

Proposal evaluation criteria as stated in Section E. Evaluation Process, Item 5. Evaluation Worksheet.

2) Each proposal shall be awarded up to the maximum points available in each category for a maximum of 580 points available with an emphasis on the experience, qualifications, and the references of the Proposer, as well as the experience and qualifications of the Key Staff assigned to SCO. The Technical Proposal should provide the detail, clarity, completeness, relevance, and appropriateness of the experience as it relates to the needs of SCO as stated in this RFP.

3) Once individual scoring has been completed, team members will determine a single score for each Proposers Technical Proposal upon consensus of the Evaluation Team.

d. Interviews

1) Interviews will be conducted with proposers that satisfy administrative and technical requirements of this RFP.

2) All proposed Key Staff will be required to appear and participate in a virtual team interview via Microsoft Teams. Proposer(s) will be notified in advance of the specific date and time for the interview.

3) Interview questions may include the following areas:

a) The Proposer’s understanding of the scope of work, emphasizing its understanding of the

SCO’s objectives and the major activities that must be performed to complete the work, including examples from previous projects that validate the ability to perform the work.

b) The Proposer’s activities that will be performed to complete the required work.

c) The Proposer’s expectations for project members and stakeholders outside its own team.

d) The Proposer’s Key Staff qualifications and abilities.

Table 1 - Interview Score Example:

A B C D

Q# Assigned Rating Value Maximum Possible Score

Score (B X C = D)

1 100% 50 100% x 30 = 50

2 100% 50 100% x 30 = 50

3 100% 50 100% x 30 = 50

4 100% 40 100% x 40 = 40

5 100% 60 100% x 60 = 60

Total Interview Score (Sum all Scores)

*Standard rounding rules apply.

Table 2 - Interview Rating Values and Criteria:

Rating Values

Rating Criteria

100% Excellent: All components are addressed with the highest degree of confidence.

75% Good: The response addressed almost all of the components with an above average degree of confidence.

50% Fair: The response addressed most of the components with an average degree of confidence.

25% Poor: The response minimally addressed the components with a below average degree of confidence.

0 No Value: The response failed to address the topic with no degree of confidence.

4) All costs for developing a proposal and attending interviews are entirely the responsibility of the Proposer and shall not be chargeable to the SCO.

e. Cost Assessment and Scoring

1) The Evaluation Team will review the Cost Proposal Worksheets to verify mathematical accuracy and determine if there are any deviations in the proposal. If a deviation is material, it may be cause for rejection. Immaterial deviations will be processed as if no deviation had occurred.

2) Cost Proposal Worksheets shall be evaluated and scored based on the total proposal cost for the term of the Agreement.

3) The Proposer with the lowest cost Proposal will be awarded the maximum number of points available (400 points), which is 30% of the total points available (the technical score is 50% and 580 points, the interview score is 20% and 250 points, and the cost score is 30% and 400 points).

4) The Proposer’s cost score will be based on a proportional number of points as it relates to the total costs associated with the lowest responsive proposal multiplied by the maximum number of cost points.

5) The following formula shall be used to determine cost points:

Lowest Proposer’s Cost ($600,000) X maximum cost points (400) divided by other Proposer’s Cost = cost points awarded to the other Proposer.

LOWEST COST PROPOSAL ($600,000) X 400 COST POINTS AVAILABLE

OTHER PROPOSAL COST

COST POINTS AWARDED TO OTHER PROPOSAL

Table 3. Sample Cost Assessment

Proposer Proposal

Cost Calculation

POINTS

AWARDED

A $675,000 $600,000 (Proposer B) X 400 (weight) / $675,000 (Proposer A) 355.55

B $600,000 $600,000 (Proposer B) X 400 (weight) / $600,000 (Proposer B) 400

C $650,000 $600,000 (Proposer B) X 400 (weight) / $650,000 (Proposer C) 369.23

4. Selection

Award will be made to the highest scoring, responsive, responsible proposer.

5. Evaluation Worksheet

The Evaluation Worksheet details the evaluation and scoring criteria. The Evaluation Worksheet will be found on the following pages for your reference.

EVALUATION WORKSHEET

Name of Proposer: ______________________________________________

Evaluator: ________________________________ Date: ________________

A. Administrative Evaluation

Description Pass/Fail

Proposal received by the date and time specified in the RFP.

All applicable attachments identified on Attachment 1, Required Attachment Checklist were completed and submitted.

Proposer Guarantee included in proposal package as specified in

RFP.

Proposer Work Plan/Methodology included in proposal package as specified in the RFP.

References included in the proposal package as specified in the RFP.

B. Minimum Qualification Evaluation

Proposer Qualifications

The Proposer must have at least three years of experience photographing or videoing Government, Public Sector, and/or Corporate Executives.

The Proposer must own videography and photography equipment that is reliable and in good working condition and provide a list of such equipment.

The Proposer must have a minimum of three years of experience professionally editing videos and photos. A link to access your portfolio must be included in Attachment 16, Proposer Qualifications Workbook, PMQ tab. The content submitted via portfolio will be for evaluation purposes only and must remain publicly accessible and unmodified from the Proposal submission date through September 30, 2025.

The Proposer must provide up to two Key Staff capable of performing either photographer or videographer duties.

The Proposer must be able to travel to events throughout Northern California.

Proposer Key Staff

A minimum of three years of experience providing demonstrated photography and videography projects.

Proposer Key Staff Description Pass/Fail

A link to access each Key Staff’s labeled portfolio of photography and videography. The link must be included in Attachment 17, Key Staff Qualifications Workbook, KSMQ tab.

Proposers must receive a “Pass” for the Minimum Qualifications to have the remaining Technical Proposal evaluated. If the Proposer did not receive a “Pass” for the Minimum Qualifications the Proposal is considered non-responsive and is therefore disqualified.

F. Technical Proposal Evaluation and Scoring

1. Proposer Desirable Qualifications

Proposer Desirable Qualifications (PDQs) are optional. If submitted, will be assessed and scored up to a maximum score of 130 points. (PDQs will be assessed and scored only for proposals that pass the Pass/Fail components.) PDQs are not required to be met to continue in the assessment process.

Description Maximum

Points Points Scored

Each PDQ will be awarded a score of 1, 5, or 10 points.

10 Points: Strong and clearly articulated experience. Detailed explanation provided with specific examples or evidence, showing mastery and confidence in the process.

5 Points: Adequate experience or understanding demonstrated. Some explanation given, appears to have done this before but lacks depth or specific examples.

1 Point: Did not provide enough experience or justification for the point. No explanation given, unclear as to if this process has been completed before by the proposer.

Describe your experience managing or leading start-to-finish video production, including but not limited to:

Pitching/proposing photo and video content for various purposes such as marketing, entertainment, education, and more.

Performing voice work, music for backing tracks, and other materials and services necessary for post-production.

Providing access to virtual workspace for client to view video and photo projects in progress.

Presenting finished products to clients and recommending optimal sharing guidance such as aspect ratio, file sizes, teasers, etc. for different media types.

Describe your experience on the below:

Using videography and photography editing software. Please list the software and version you use.

Converting video/photo files into required client formats such as jpg and mp4.

Captioning, scripting, and/or audio description for web compliance. 10

Manipulating, editing, formatting digital imagery to create slideshows, montages, presentations, and provide final products via shared digital platforms, printing and product proofs, and/or by saving content to physical media.

Experience advising/consulting senior leadership on best practices and recommended efficiencies, recommended tools, software, and equipment.

BDQ Total Possible Points 90

2. Key Staff Desirable Qualifications

Key Staff Desirable Qualifications are optional and if submitted, will be assessed and scored up to a maximum score of 120 points (KSDQs will be assessed and scored only for proposals that pass the Pass/Fail components). KSDQs are not required to be met to continue in the assessment process.

Description Maximum

Points Points Scored

Up to five additional years demonstrated photography/videography project experience beyond the minimum three years of experience required in Section 2. Key Staff Minimum Qualifications, Item b.

(Maximum of 50 points, 5 points for each additional year per Key Staff. Max of two Key staff can earn points.)

A link to each Key Staff’s public or shared website/portfolio containing a minimum of their 10 best published videos and/or photography media. A link to access each Key Staff’s labeled portfolio of photography and videography must be included in Attachment 17, Key Staff Qualifications Workbook, KSDQ tab. 2.5 points awarded per each published example for two key staff. The content submitted via portfolio will be for evaluation purposes only and must remain publicly accessible and unmodified from the Proposal submission date through September 30, 2025.

KSDQ Total Possible Points 100

3. Proposer Guarantee

The Proposer explains their ability to perform the services identified in the Standard Agreement, Exhibit A, Scope of Work and expressing the Proposer’s strong commitment to establishing, maintaining, and

The Proposer shall provide a Letter of Guarantee explaining their ability to perform the services identified in Standard Agreement, Exhibit A, Scope of Work and includes:

i. A statement expressing the Proposer’s availability of staff and other required resources to successfully perform all services and provide all deliverables as described in this RFP.

ii. A statement expressing the Proposer’s strong commitment to establishing, maintaining, and

iii. A statement expressing the Proposer’s willingness to comply with the terms and conditions of this agreement.

iv. A signature from an individual who is authorized to bind the Proposer contractually to certify that the Proposer guarantees their ability to perform the services as identified in this RFP.

Information Proposer Provided Indicates Maximum

Points Points Scored

Cannot Be Met 0 Can Be Met – Sufficient 10 Can Be Met – Excellent 20

Total Possible Points 20

a. Work Plan/Methodology

The Proposer shall provide a detailed Work Plan/Methodology that will be scored on comprehensiveness and detail provided. The narrative must be no more than eight pages in length, single spaced Arial font 12.

Work Plan/Methodology Categories Maximum

Points Points Scored

An overview of the required tasks and work products

No clear description or lacks relevance to the project scope. 0

Provides a general outline of tasks but lacks detail or connection to final work products.

Thorough and specific overview of all tasks and clearly aligned with the expected work products.

A description of a proposed work plan to document, schedule, and track multimedia projects, production and delivery timelines, and report overall progress

No work plan provided or only vague statements about project tracking.

Includes a basic plan with limited scheduling and tracking elements. 15

Detailed plan that includes documentation, scheduling, tracking, and regular reporting processes.

A description of experience developing written or online report at close of contract detailing services provided

No experience or mention of contract close out reporting. 0

Some mention of reporting but with minimal examples. 15

Demonstrates experience with detailed examples of end-of-contract reports.

Samples of work from other projects that relate to the identified deliverables

No samples provided. 0

Some samples provided but only loosely related to deliverables. 15

Strong, relevant samples provided that clearly align with the requested deliverables.

Identify safeguards in place to protect your customer’s confidential and sensitive data

No mention of data protection or only superficial comments. 0

Some safeguards mentioned, but lacking detail or robustness. 15

Clearly described and comprehensive data protection measures and protocols.

A description of experience managing or leading start-to-finish video production from event to delivery

No relevant experience or unclear description of role in production. 0

Limited experience or involvement in only part of the production process.

Extensive experience managing full production cycle, from event to final delivery.

A brief summary on how files will be delivered

No delivery method mentioned or lacks clarity. 0

Delivery method mentioned but lacks technical details. 15

Clearly outlined file delivery method with appropriate format, security, and timeline. 30

A written contingency plan that details the following:

i. Written backup plan including a backup Key Staff, key equipment backups including camera, lens, flash, batteries/battery pack, power cords or adapters, chargers, tripods, and microphones.

ii. Written backup plan for sharing data in case of transfer error and/or corruption/malfunction of hardware or software copies of files. Description of specific steps recommended and examples of how data has been shared for past clients in the case where there was a transfer error, corruption, or malfunction that inhibited typical sharing procedures.

No backup plan provided or very limited detail. 0

Basic backup plan with some mention of staff and equipment. 30

Detailed and complete plan with backups for all Key Staff and equipment listed. 60

Work Plan/Methodology Total Possible Points 270

4. Proposer References

The Proposer shall provide three current references for similar types of services performed within the last 10 years. Attachment 18, Proposer References. References shall substantiate the Proposer’s expertise and experience in providing services. Attachment 18, Proposer References must be completed in its entirety. Include the service description, name, and current telephone number of the reference contact person(s), the score, and signature of the reference contact person(s). References will be scored based on the accumulative average score provided by the three contacts listed on Attachment 18, Proposer References.

Proposer A PR1 PR2 PR3 PR4 PR5 Proposer Reference

Score

Proposer Reference #1

10 10 10 10 10 50*

Proposer Reference #2

10 8 10 8 8 44

Proposer Reference #3

10 10 10 10 10 50

Subtotal (sum all reference scores) 144

Proposer Reference Score (subtotal ÷ # of references)

144 ÷ 3 = 48

Proposer References Total Possible

Points

*Average ratings resulting in a decimal will be rounded to the nearest whole number.

5. Key Staff References

The Proposer shall provide three current references for each proposed Key Staff that substantiate the Key Staff’s expertise in providing similar types of services performed within the last five years on Attachment 19, Key Staff References. Attachment 19, Key Staff References must be completed in its entirety. Include the service description, name, and current telephone number of the reference contact person(s), the score, and signature of the reference contact person(s). References will be scored based on the accumulative average score provided by the three contacts for each Key Staff listed on Attachment 19 Key Staff References.

Proposer A, Key Staff #1

PR1 PR2 PR3 PR4 PR5 Score

Reference 1 10 8 8 8 10 44

Reference 2 10 10 10 10 10 50

Reference 3 10 10 10 10 10 50

Proposer A, Key Staff #2

PR1 PR2 PR3 PR4 PR5 Score

Reference 1 10 10 10 10 10 50

Reference 2 8 5 8 8 10 39

Reference 3 8 8 8 10 10 44

Proposer A, Key Staff #3

PR1 PR2 PR3 PR4 PR5 Score

Reference 1 10 8 8 8 10 44

Reference 2 10 10 10 10 10 50

Reference 3 10 10 10 10 10 50

Subtotal (sum all reference scores) 421

Key Staff Reference Score (Subtotal ÷ # of references) 421÷ 9 = 47*

Key Staff References Total Possible Points 50 *Average ratings resulting in a decimal will be rounded to the nearest whole number.

6. Interview

Interviews The Proposer and their Key Staff will be required to appear—via Microsoft Teams—for a virtual interview with SCO.

Proposers and Key Staff will be notified in advance of the specific date, time, and requirements. Only proposers that pass all administrative requirements and meet the minimum qualifications will have Key Staff scheduled for interviews.

Interview Rating Values and Criteria

Rating Values

Rating Criteria

100%

Excellent: The question is fully addressed with the highest degree of confidence.

75%

Good: Most of the components of the question are addressed with an above-average degree of confidence.

50%

Fair: Some of the components of the question are addressed with an average degree of confidence.

25% Poor: Components of the question are minimally addressed with a below-average degree of confidence.

0% No Value: Response…