RFP Addendum 1- Q and A~3.pdf
PDF 229 KB Posted
- Attached to
- Youth Sports Photography Services
- Solicitation number
- S-R09145-00016923
- Issued by
- Deschutes County, Oregon
About this file
This is Addendum 1 to the Request for Proposals issued by the Bend Park & Recreation District in Oregon for youth sports photography services. The addendum provides clarifications to the original RFP through a question-and-answer format addressing key operational parameters. The District estimates serving 6,500 to 7,000 youth athletes annually across approximately 10 different leagues (counting boys and girls separately). Photography services will be required across multiple sports with varying scheduling demands; for example, youth cheer requires approximately one photo day for 20 participants, while youth soccer with 2,500 participants necessitates multiple photo days. The number of annual photo days is dependent on photographer availability, league size, and facility scheduling, with larger photography teams having previously split locations to accommodate scheduling needs. The District works collaboratively with the selected photographer to coordinate gym space availability and booking for basketball leagues.
Historical sales data indicates that participant photo order rates exceed 50 to 60 percent of participants, though the District does not directly track these numbers. This clarification is significant for proposers in developing their revenue projections and pricing models under the parent-pay commercial structure. The addendum requires that all proposers acknowledge receipt of this Addendum 1 on the Proposer Information Sheet, with failure to do so potentially resulting in proposal rejection. All requirements set forth in this Addendum are mandatory and must be addressed as if they were included in the original RFP documents.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP - Youth Sports Photography Services.pdf | ||
| Attachment C- SAMPLE General Services Contract.pdf |
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Text version
ADDENDUM 1
ADDENDUM
RFP - <INSERT PROJECT NAME>
May 29, 2026
ADDENDUM 1
to RFP for YOUTH SPORTS PHOTOGRAPHY SERVICES
This Addendum modifies the RFP documents only to the extent indicated below. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of the RFP. Proposers must be responsive to any requirements of this Addendum as if the requirements were set forth in the RFP. Failure to do so may result in Proposal rejection. Proposers must reference the RFP regarding requests for clarification, change, or protest of this Addendum, and applicable deadlines.
This Addendum must be acknowledged on the Proposer Information Sheet. Failure to acknowledge receipt of this Addendum may be cause to reject a Proposal.
CLARIFICATIONS:
Q1: Would you be able to estimate the total number of youth athletes based on last year’s numbers?
A1: We estimate we have 6,500 – 7,000 kids annually.
Q2: Approximately how many different leagues do you have that will need pictures?
A2: We have about 10 different leagues, if you count boys and girls as separate “leagues”.
Q3: Approximately how many photo days in a year?
A3: This one is largely dependent on availability of the photographer/team and the numbers in the league.
Some, like youth cheer, only have about 20 kids, so it is just one day. Whereas, youth soccer has 2500 kids, and will require a number of days to get through everyone. Larger photography teams have split up locations in the past to minimize scheduling. We also work with the photographer to some degree to be sure that gym spaces are available and booked for basketball leagues.
Q4: Do you know the percentage of participants who order photos?
A4: We do not see those numbers, however we have heard that orders are fairly successful, above 50%-60% of participants.
JoAnna Edwards Business Analyst Bend Park and Recreation District
– END OF ADDENDUM –
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