RFP-26-040_Public_Meeting_Notice.pdf

This is a Public Meeting Notice issued by the City of Altamonte Springs, Florida, regarding the proposal evaluation for RFP-26-040-KY, Photography for Recreation Programs. The City is soliciting proposals from qualified portrait photographers to provide team and individual photography services for youth sports recreation programs, including baseball, softball, flag football, cheerleading, and basketball, at five city locations: Eastmonte Park, Merrill Park, Westmonte Recreation Center, Lake Brantley Field House Gym, and Lake Brantley South Gym. Participants are expected to range from 60 to 550 per activity, with photography sessions scheduled from March through December. The required photo package includes one 8" x 10" team photo, one 8" x 10" individual photo, two 3" x 5" individual photos, and eight 2" x 3" wallet-size individual photos. The proposal submission deadline was January 14, 2026, at 11:00 a.m., with questions accepted until December 17, 2025. The proposal evaluation public meeting is scheduled for Wednesday, February 4, 2026, at 9:00 a.m. via Webex. The initial contract period is one year, with options to renew for four additional one-year periods contingent on mutual agreement.

Proposals will be evaluated on a 100-point scale, with points allocated as follows: experience and qualifications (30 points), photo package pricing and online ordering system (25 points), portfolio and photo samples (30 points), and compensation offer (15 points). Compensation is structured as a percentage of gross revenue from photo package sales, proposed by respondents and subject to negotiation. Minimum qualifications include three years of professional photography experience, three to five professional references, a current Business Tax Receipt, and a Certificate of Insurance with $1,000,000 general liability and commercial auto coverage. The awarded contractor will manage all revenue and expenses, provide monthly documentation of participant numbers and gross sales, and remit the agreed percentage to the City. All photographs become the property of the City and cannot be resold. The City will not offer office space, pay travel time, or provide retainer fees. No specific budget range is provided, and the City reserves the right to conduct oral presentations with top-ranked firms and to reject any or all proposals. No specific set-aside designations for disadvantaged enterprises are specified.