RFP-25-044-GR_Addendum_1.pdf

RFP-25-044-GR

Videography and Photography Services

– Citywide (Re-Bid)

Addendum No. 1

DATE: June 18, 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: Does the City want vertical videos for reels or just horizontal?

A1: It will depend on the project. Orientation guidelines will be provided in the project specs.

Q2: 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.

A2: If you have a minimum, please include it in your proposal. The City does not have a minimum as events can range from one to eight hours.

Q3: 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?

A3: If you have a larger staff, different people can be assigned to the events as long as they have the experience and talent required to do the work.

Q4: What is the expected timeline from award to contract execution?

A4: The timeline can vary but is expected to be approximately two weeks from award approval to finalize all documents and have the Mayor execute the contract.

Q5: Are there onboarding or orientation requirements for new vendors?

Q5: Yes. If awarded, new vendors will be required to complete a vendor registration packet.

Q6: Will there be a dedicated City point of contact for ongoing projects?

A6: Yes, there will be a designated City point of contact for ongoing projects.

Q7: Will the City provide support staff or liaisons at events?

A7: No, the City will not provide you with support staff, but there will be a point of contact for each event.

Q8: Will there be paid talent on any of the shoots?

A8: If needed, the City will pay for talent. In the past, it has been voiceovers.

Q9: How does the City define the difference between photography services and photography equipment coordinator?

A9: Photography services refer to the action by the photographer. The other is a possible title for other staff, not one that we typically encounter.

Q10: Headshots are per finished shot on the fee schedule, correct?

A10: Headshots are prices by session, not individual shots.

Q11: Is there a minimum number of headshots that will be conducted in each session?

A11: No.

Q12: I assume a background and full lighting setup is the expectation for headshots?

A12: Yes.

Q13: Could you provide examples or details of typical deliverables expected for both photo and video projects? (e.g., number of edited images, video duration, versioning requirements, delivery formats) A13: Deliverables for photos are large format JPGs with no cropping or filtering. Video deliverables will vary by project. Requirements will be listed in the specs for each project.

Q14: Are there any standing turnaround time requirements for video editing or photo delivery beyond the noted “1–2 weeks” for most jobs? Are there penalties or expectations for completing work in an expedited manner?

A14: On occasion, we might request a quick turnaround (1-2 days) on a few photos. Video timelines will vary based on the needs of the project and the production time needed by the bidder.

Q15: Can you confirm whether vendors retain any rights for portfolio use, or must all footage and photos remain exclusive to the City without exception?

A15: All content is property of the City, but requests to use photos or video in a portfolio can be reviewed on a case-by-case basis.

Q16: If multiple vendors are awarded the contract, how will the City determine which vendor is assigned to each project? Will a preferred vendor list be used, or is it rotational?

A16: Projects are assigned based on vendor availability and ability to meet the needs of the project.

Q17: Will the $35,000 FY2025 budget be evenly split among selected vendors, or is it based on assignment frequency and hourly usage?

A17: The budget is used at the City’s discretion. It is based on the number of assignments and hours used.

Q18: What level of detail is expected in the required 72-hour quote turnaround for each project? Will the city provide standardized forms or scopes for estimating?

A18: The City will provide a scope for each project.

Q19: Can vendors include expedited edit fees in their pricing schedule to accommodate time-sensitive requests or emergency turnaround needs, and will those be honored if pre-approved by the city?

A19: Yes.

Q20: Will the City provide access to any existing media assets (e.g., logos, b-roll, previous footage, music licensing, or brand guidelines) to be used in video editing or content development for consistency and branding purposes?

A20: Yes.

Q21: Do you require proof of auto insurance for the corporate office for his personal vehicle? If so, are there required levels of coverage?

A21: Yes. Please supply proof of auto insurance for personal vehicle. The only required coverage are those listed: Personal auto liability covering bodily injury, Personal Injury Protection, and Property Damage. No specific limits are identified.

Q22: Why is this being rebid?

A22: The City made the decision to reject all proposals from the original RFP in order to take a fresh look at the scope and ensure it aligns with our current project goals. This decision was made in accordance with our procurement policies to maintain a fair and competitive process for all.

Q23: What are the changes in this RFP from the previous RFP?

A23: Please refer to the solicitation document for the requirements of this bid.

ACKNOWLEDGMENT - Addendum No. 1

RFP-25-044-GR

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