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OEV27006928

Solicitation Specifications

MPA 214 Photographer Services

SECTION A. BACKGROUND

The State of Rhode Island is seeking to establish a list of qualified vendors to provide Photographer Services. Multiple awards may be made in the best interest of the State. Vendor selection for a particular job will be dependent upon area of expertise, rates, and schedules.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Vendors will serve as photographers for hire.

Unlimited use of deliverables on web and online platforms by all state agencies as needed.

Images become the property of the hiring agency for use in all respects, including sharing within the state agency or external vendors. Examples of use would be print, video, and online publications, social media, signs, billboards and promotional materials. The vendor will not share images outside of the hiring agency for whom the images were taken.

Vendor shall not bill the client or hiring agency more than one shooting fee for attendance at any assignment regardless of the number of departments that may use the products or services authorized by this agreement.

Subcontracting is not permitted unless approved by the hiring agency.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

These specifications in no way state or imply that these are the only duties to be performed by the vendor. Vendors may be required to perform other job-related duties as requested.

The use of Artificial Intelligence is not permitted during any part of the shooting or editing processes.

Equipment Requirements

• Must furnish all labor, materials, and equipment including editing and file server accessibility.

• Must possess the ability to utilize a wide variety of digital cameras, lenses, lighting, and other photographic equipment to obtain optimum results in diverse situations.

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• Must possess the ability to supply a list of equipment when bidding on specific projects.

Skill Requirements

• Must possess three (3) years of professional experience as a photographer.

• Must possess thorough knowledge of location and studio lighting techniques.

• Must possess the ability to determine camera angle, focus, shutter speed, lens setting, correct light filter, and exposure time.

• Specified shooting style may be requested.

• Should possess a strong background in commercial photography, portraiture, and / or photojournalism.

• Should present good communication and interpersonal skills.

• Vendor’s work should reflect an aesthetic sensibility that displays advanced knowledge of composition, lighting, and documentary skills, which extends beyond the requirements of event photography. Familiarity with the tenets of humanist photography is preferred.

• Image requirements may involve art direction to achieve compositions within brand guidelines, or to meet a specific creative concept or illustrative goal. Vendor should be aware of brand guidelines when taking photos for any state agency receiving party. URI guidelines can be viewed at http://today.uri.edu/what-we-do/uri-brand-visual-standards/

Delivery Requirements

• Appropriate editing procedures: Vendors must self-edit and delete any photos that are out of focus and / or unusable for any reason. All images provided must be of quality appropriate for use in any medium.

• Metadata: All images in the shoot should include vendor's credit, date of shoot, name of event, location, and identities of people and hometowns, if requested.

• File/Image Names: All images should have consistent and organized file names that include the date (yyyymmdd), photographer's name or initials, assignment name, and photo number. Each should be separated by an underscore, with the exception of the photo number. The file names should not vary. Ex:

20181201_photographer_URlassignment_001.jpg. Please note that file names do not serve as metadata programing.

• Format: Vendor should provide digital RGB images in JPEG format of selected or all shots from assignments in an output resolution of 300 DPI for a full frame image at actual size of at least 11" x 18". Some cropping or enlargement for selected images may be requested.

Printed images in color or black and white may be requested.

• Archiving: Must maintain records & photo files shot for a period of five (5) years from the date of the event being shot with the State of Rhode Island. Must supply the hiring agency with required photos from those files when necessary.

http://today.uri.edu/what-we-do/uri-brand-visual-standards/

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• All photo assignments must include vertical and horizontal shots.

• Vendor should provide quick turn-around, in some cases same-day or within 24 hours.

• When necessary, vendor will acquire permission from the subject(s). Written permission is required prior to the shoot for video of children where parental or guardian permission is needed. Vendor may be requested to obtain identification of each person recorded.

SECTION C: PROPOSAL

Proposal - Vendor Qualification Assessment

Vendor responses must address specifically each of the following elements, using the Vendor Assessment Form (attachments are allowed if more space is needed):

1. Previous Experience – Please provide a detailed description of 3 years of photography work.

2. Areas of Expertise - Please complete and upload Attachment A, identifying your areas of expertise.

3. Example Photos – Please upload ten (10) samples of photography work from a variety of sources. These may be uploaded as a zip file for ease of transfer. Vendor should also include their website address for viewing samples of their photography online.

4. Availability Schedule – Please provide a schedule of available hours to perform the duties of this service.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Pass/Fail

Previous Experience Pass/Fail

Areas of Expertise Pass/Fail

Example Photos Pass/Fail

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Availability Schedule Pass/Fail

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC