RFP-25-023-RS_Addendum_1_Final.pdf

RFP-25-023-RS

PRINTING AND MAILING SERVICES

Addendum No. 1

DATE: February 26, 2025 TO: All Interested Bidders and Other Interested Parties FROM: Gabriela Ruela, Procurement Specialist

The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the Request for Proposal (RFP) Document. Proposers must acknowledge receipt of this addendum by indicating receipt in the space provided on the Proposal Bid Form. If the Proposer has already submitted the Proposal Bid Form to the City’s Procurement Division, the Proposer should sign and return this addendum in a sealed envelope or revise their electronic submission to include this addendum. The envelope should include the company name and address, the solicitation number, opening date and time, and "Addendum No: 1". In any case, the submission of a proposal is acknowledgment of receipt of the addendum.

The City will construe all proposals received as though the Respondent has received and acknowledged the addendum.

Below is the City’s reply to RFIs (Request for Information – a/k/a bid inquiries or questions) submitted by interested parties by the posted deadline to submit RFIs.

Q1: Are there any common mistakes that first-time applicants should avoid?

A1: All proposers are encouraged to thoroughly review the requirements in the Solicitation document and ensure that the Proposal Bid Form is signed.

Q2: I have imagery in the PDF, but I want to ensure this is the preferred method of submission for photos. I also have links to our video work. Do you prefer a format for presenting experience (e.g., website links, PPT, case studies, visual samples, references)?

A2: The City prefers links to photo portfolios for easier access and review.

Q3: What are the primary factors that determine the winning bid?

A3: The City evaluates the proposals based on the criteria listed in section 5.7 in the Solicitation document.

Q4: How is pricing weighted against experience?

A4: Please refer to section 5.7 on page 30 of the Solicitation document for a point breakdown.

Q5: Are there opportunities for a debriefing if we are not selected?

Q5: Yes. After the City awards a contract to the selected vendor and depending on availability, the City can host a debriefing meeting.

Q6: Can we request feedback on our proposal for future improvements?

A6: Please see A5.

Q7: What is the expected timeline from award to contract execution?

A7: The timeline can vary but is expected to be approximately two weeks from award approval to gather all the documents and have the Mayor execute the contract.

Q8: How far in advance will we have the event details and any other creative production needs A8: The City will provide as much notice as possible. The lead time may vary, ranging from months to weeks or even days, depending on the scope of the project.

Q9: Are there onboarding or orientation requirements for new vendors?

A9: Yes. New vendors will be required to complete a vendor registration packet.

Q10: Will there be a dedicated City point of contact for ongoing projects?

A10: Yes, there will be a designated City point of contact for ongoing projects.

Q11: How does the City process payments—by milestone, event, or monthly invoice?

A11: Payments are processed after the photos or videos have been delivered.

Q12: Are payment terms negotiable (e.g., Net 30, Net 15)?

A12: No, the City follows a Net 30 payment term.

Q13: If additional services are required outside the contract, how is that negotiated?

A13: Only services listed within the scope of work are permitted under the contract. Any service requests beyond the scope of work will be competitively sourced following City’s Procurement policies and procedures.

Q14: Will the City provide support staff or liaisons at events A14: Yes, the City will provide support staff or liaisons as needed for events.

Q15: How does the City handle intellectual property rights—can we use images/videos in our portfolio?

A15: All photos and videos are the property of the City. However, we can review the possibility of releasing content for use in your portfolio.

Q16: Are there specific platforms required for file delivery (Dropbox, Google Drive, FTP, etc.)?

A16: Dropbox or FTP are acceptable platforms for file delivery.

Q17: Does the City prefer multi-year partnerships, or is this strictly a one-year contract?

A17: The initial contract term is one year, with the option to renew for additional one-year terms, up to a total of five years.

Q18: Would winning this contract give us priority for future work?

A18: No, winning this contract does not guarantee priority for future work.

Q19: Are there opportunities to partner with other City agencies or municipalities?

A19: No, this opportunity is limited to the specific projects outlined in the RFP.

Q20: How much notice will be given in advance of each event?

A20: For some events, we can provide months of notice; others may be scheduled with weeks or even a few days’ notice. The City will make every effort to provide as much lead time as possible.

Q21: What are the estimated days or hours for photo and video throughout the contract term?

A21: It is difficult to estimate precisely. The City aims to replenish its photo stock, so photography work will likely account for the majority of the hours. Video projects will be less frequent, though some will require more production time, including onsite footage, editing, and overall production.

Q22: Video production in particular can vary widely by scope and quality, do you have examples of prior videos the City has produced that would be similar in scope to the contract?

A22: The City will provide the scope and details for each video project. The look and feel of each project will vary. One example of previous work is available here: CraneRIDES | Altamonte Springs, FL - Official Website

Q23: Is there a specific format you would like the bids to be submitted in? For example, many RFPs provide a pricing sheet for uniformity. I might have missed that, apologies if so A23: As long as the information is organized and clear, the City will accept your preferred format.

Q24: Does the City want vertical videos for reels or just horizontal?

A24: Either format is acceptable, depending on the project requirements.

Q25: Is there an hourly minimum that the events will last? For example, if you hire a plumber they will show up with a service fee or minimum for each call so they don't drive to a location for too small an amount.

A25: Events can range from 3 to 8 hours. While the City does not have an hourly minimum, events will be scheduled to ensure efficiency and benefit both the City and the vendor.

Q26: Is it okay to have multiple different people from an organization to capture stills and video or is the expectation to have the same photographer and videographer for each event A26: As long as the staff are experienced and deliver consistent quality, the City is open to having different team members handle the photography and videography for each event.

Q27: I show on page 34 the conflict of interest statement form needs to be notarized is this correct?

A27: Yes, that is correct.

Q28: Also the sample proposal should I have my own provided? I’m just trying to make sure I’m submitting the necessary paperwork. Thanks again.

A28: Yes, please create a proposal based on the requirements outlined in the RFP document.

Q29: I may be missing something, but is there a schedule of the events or dates requested for photography and videography? I downloaded the RFP but do not see any specific dates/times/events on there.

A29: The City does not have a fixed event schedule to provide. Events and programs take place year-round, and they may occur during the day, evening, or on weekends. Event durations can range from two to eight hours, depending on the specific event.

https://www.altamonte.org/1262/CraneRIDES https://www.altamonte.org/1262/CraneRIDES

Q30: Is it the City's intention with this RFP to create a bench of potential firms for videography and photography, then bid out individual projects as necessary among the vendors on that bench or are you looking to contract with one videography firm to satisfy all videography needs and one photography firm to satisfy all photographic needs?

A30: The City is seeking multiple vendors to handle various projects, rather than contracting with a single firm for all photography or all videography needs.

Q31: For Business Tax Receipt or Business Tax registration, are you looking for confirmation that the potential contractor is current with any business taxes at their place of business location or with the City of Alamonte Springs?

A31: Yes, the City requires confirmation that the potential contractor is current with their local business taxes (if applicable).

Q32: If I am understanding correctly, minimal costs will be included in payments outside of hourly rates and occasionally half of travel expenses. What about things like gear rental, crew meals, potential talent fees, licensing for additional materials like music, etc.?

A32: Additional fees for items such as VO, music, graphics, and other production costs should be included in the video quote. The City does not cover gear rental or crew meals.

Q33: The RFP states, "Video projects will vary from short-form videos or animated clips for social media to long-form promotional or educational videos." However, portfolio samples are requested only for "a) Community Events and Festivals (Outdoor Primarily), b) Recreation Events (Sporting Events Primarily), c) Program Promotions, d) Educational Events/Field Trips, e) Headshots f) Drone Aerials, g) Animated Graphics / Clips for Social Media" May we include samples of long form promotional and educational videos also?

A33: Yes, we welcome any and all work samples.

Q34: Proposal sections are listed as First Tab, Second Tab, etc. If submitted electronically how are these tabs to be indicated or is that something that is part of the portal that is used for electronic submissions?

A34: Tabs can be indicated by using separate pages or section headings in the electronic submission.

ACKNOWLEDGMENT - Addendum No. 1

RFP-25-023-RS

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