RFP Photographer for LINK 2024.pdf

Atlanta Regional Commission 229 Peachtree St NE Ste 100 Atlanta, Ga 30303

REQUEST FOR PROPOSALS (RFP)

Photography Services

The Atlanta Regional Commission (ARC) is a regional government based in Atlanta, Georgia. ARC is the metropolitan planning organization and regional planning agency for the 11-county Atlanta region. In addition to our responsibilities in transportation, land use, economic development, and environmental planning, ARC serves as a catalyst for promoting regional stewardship through comprehensive leadership development programs.

ARC is looking to hire a photographer to provide images for our annual LINK (Leadership Involvement Networking Knowledge) Program in New York City August 14-16, 2024. Through LINK each year, we carry 120 regional leaders -public, private and nonprofit from 11 different counties to another region to learn how other metropolitan areas have tackled the issues, challenges and opportunities that we face in the Atlanta region. LINK is an invitation only trip targeted toward the region's highest-level leaders. Participants include the City Mayors, County Commission Chairpersons, the presidents and chairpersons of the major chambers of commerce, high profile developers, leaders of nonprofit agencies, and other established leaders in the region.

The LINK trip will take place in New York City August 14-16 in various venues and locations around the city. The host hotel is the Intercontinental Times Square Hotel. Exhibit A includes a draft preferred shot list. It is expected for the photographer will attend all the events across the three days of programming.

Exhibit A includes a draft preferred shot list that will be finalized in consultation with the chosen photographer. The budget available is $10,000. The deliverable is high quality, professional images provided as high-resolution files for ARC unlimited usage. All images created during the work with ARC are the property of ARC.

I. PROPOSAL SUBMISSION REQUIREMENTS

Proposals shall not exceed a total of 10 pages including references. Please include digital files or links to your sample work. Firms must provide a separate detailed breakdown of their proposed budget following the format in Exhibit B. All proposals shall remain valid for ninety (90) days following the final date for submission.

Questions pertaining to the Request for Proposals should be submitted electronically to Melissa Roberts at mroberts@atlantaregional.org. by 5:00 p.m. Wednesday, July 10, 2024. Answers to questions will be posted on ARC’s website no later than end-of-day Monday, July 15, 2024.

Digital proposals must be emailed to the Atlanta Regional Commission no later than 5:00 p.m. on Friday, July 19, 2024. Please send all proposal documents to: Melissa Roberts mrobert@atlantaregional.org

Proposals must include the following information:

A. Background and Staffing – Including:

• Company’s legal name, mailing address, email address, phone, & primary point of contact.

• Biographies and qualifications of any staff that may be assigned to ARC.

B. Samples (URLs) of sample work.

C. A minimum of 3 relevant client referrals with current contact information.

D. Cost Proposal using the format provided in Exhibit B and including:

• Day rate for photography shooting

• Any other fees that would apply (post-production, retouching, additional staffing, rentals, etc.)

E. Completed vendor and E-Verify forms in Exhibit C.

II. SELECTION CRITERIA AND PROCESS

ARC reserves the right to award this contract based on initial proposals received without formal interviews. ARC reserves the right to award all or part of the available funds for this project. ARC reserves the right to select for contract or for negotiations a proposal other than that with the lowest cost, reject any and all proposals or to make no award, and to waive minor irregularities in any proposal.

ARC reserves the right to request clarification of information submitted and to request additional information from any proposer, and to negotiate any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time.

The contract will be awarded to the consultant determined to be the most qualified to perform the work based on the following evaluation criteria:

1) 25% rates charged for services

2) 50% quality and relevancy of work samples

3) 25% demonstration of quality and relevancy of professional experience

The contract will run from August 14, 2024- August 16, 2024.

III. DELIVERABLE

The deliverable is high quality, professional images provided as high-resolution files for ARC unlimited usage. All images created during the work with ARC are the property of ARC.

IV. CONFLICT OF INTEREST AND CONFIDENTIALITY

ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to be provided upon request. Any information containing trade secrets or proprietary information, as defined by state law, must be marked as confidential to prevent disclosure. Confidential markings must be limited to the protected information. Entire proposals marked confidential will not be honored.

Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct available here:

Standards of Ethical Conduct. Respondents must disclose any potential conflicts of interest that may arise from the provision of services described herein. Such disclosure should include the name of the individual(s) with whom there is a conflict, any relevant facts to the potential conflict, and a description of the internal controls proposed to mitigate any such conflict. ARC’s Staff Legal Counsel will determine whether such disclosure presents a potential organizational conflict of interest that should preclude award to the respondent.

V. RIGHTS IN DOCUMENTS, MATERIALS AND DATA PRODUCED.

For purposes of this RFP, "data" includes, but is not limited to, writings, sound recordings, computer programs, photographs, films, videotapes or other graphic representations and works of a similar nature. ARC and the Concerned Funding Agencies shall have the right to use same without restriction or limitation and without compensation to the Consultant other than as provided in this agreement. The Consultant acknowledges that matters regarding rights to inventions and materials generated by or arising out of this agreement may be subject to certain regulations issued by the Concerned Funding Agencies.

EXHIBIT A

DRAFT PREFERRED SHOT LIST

CONTACT INFO:

ARC Contact: ARC PM, Phone #

EVENT DETAILS:

• Wednesday, August 14 – Friday, August 16

• This is an in-person, three -day event

• About 150 guests expected in person

Overall notes for all shots:

• Photos of all sessions and panels

• Try to get a blend of up-close shots and far away

• Capture shots of Anna Roach (CEO), ARC Chairman Andre Dickens, County Commission

Chairs and any other LINK trip attendee who is on a panel or speaking to the group

• Shots of tours

• No shots of alcohol if possible

• Boarding the tour buses and on a bus

WEDNESDAY INFO & SHOT LIST

Start Time End Time Location(s) 10:00 AM 9:00 PM • Intercontinental

Times Square

• The Rainbow Room for evening reception and dinner

Intercontinental Times Square Hotel

• Shots of the Attendees arriving to hotel

• Shots of Anna Roach, ARC Chairman Andre Dickens welcome to LINK

• Shots of Mike Alexander and Kate Slevin

• Shots of Welcome Speaker

• Shots of Business District Investments & Activations introduction, panel, Q&A

• Shots of Alfred ‘Fred’ Cerullo

• Shots of Global MTL introduction and panel, Q&A

• Shots of The Making of Hudson Yards District panel, Q&A

• Shots of Express Checkin Reception

• Shots of audience during panels and throughout day (close up and far away)

Rainbow Room (and departure to venue)

• Shots of attendees loading buses to dinner

• Shots of attendees walking to dinner

• Shots of reception welcome and remarks

• Shots of tables

• Shot of reception space, full room with crowd/overview of whole room

• Sponsor table shots with people

• Guests mixing and mingling during the reception

• Shots of sponsor tables in the lobby/event space

THURSDAY INFO & SHOT LIST

Start Time End Time Location(s) 6:30 AM 5:00 PM • Intercontinental Times

Square

• NYC Economic Development

Council (EDC)

• Tour Location

Intercontinental Times Square

• Shots of the Private Breakfast (if happening runs 7-8am*)

• Shots of attendees loading and unloading buses for travel to/from NYC EDC

• Shots of Lunch

Tour Location

• Shots of attendees loading buses for tours

• Shots of tour leader(s)

• Shots along tour of attendees and location(s) visited

NYC Economic Development Council (EDC) Office

• Shots of keynote Andrew Kimball

• Shots Q&A

• Shots of Business Development in NYC: Major Capital Attraction & Office Conversions introduction and panel, Q&A

• Shots of Housing Finance & Redevelopment Fireside Chat introduction and panel, Q&A

• Shots of Green Economy Workforce Development introduction and panel, Q&A

LINK Mobile Labs

1:00-1:15: load up/depart; 1:15-1:45: travel; 1:45-3:15 tour; 3:15-3:35 travel; 4-5 tour; 5-5:30 travel back to hotel

Hudson River Park/Little Island Brooklyn Bridge Park + DUMBO 8th Avenue transit corridor (Moynihan, Penn Station, Port Authority Bus Terminal) Lower Manhattan Harlem Heritage Tour Grand Central Madison Station South Bronx Economic Development Brooklyn Navy Yards Highline Park Schoolyards to Playgrounds program Public Housing redevelopment Fulton & Elliot- Chelsea Climate Justice tour of South Bronx Domino Sugar Factory Governor’s Island & Climate Exchange Hudson Yards District

FRIDAY INFO & SHOT LIST

Start Time End Time Location(s) 6:30 AM 5:00 PM • Intercontinental Times

Square

• New York Stock Exchange, Freedom Hall

Intercontinental Times Square

• Shots of the Private Breakfast (if happening runs 7-8am*)

• Shots of Transit Major Capital Improvements/Mega Projects introduction and panel, Q&A

• Shots of Congestion Pricing introduction and panel, Q&A

New York Stock Exchange

• Shots of Lunch

• Shots Fireside Chat with Jason Kelly, David Cummings, and introduction by Duriya

Farooqui

• Shots of Technology and Venture Capital introduction and panel, Q&A

• Shots of Small Business Accelerator and Founders Program introduction and panel, Q&A

• Shots of NYSE tour and closing bell

EXHIBIT B

PROPOSED RATES

Please complete all questions. While you may provide price ranges, the more specific your answers, the more accurately the evaluation team will be able to score your proposal.

a) Day rate for shooting _____________________________________________

b) Any other fees that would apply (post-production, retouching, additional staffing, rentals, etc.)-

c) Overhead costs, if any. These are costs that are not directly related to the production of ARC’s products or services, but are necessary for the operation of a business, and that are passed on to the Agency. ________________________________________________

EXHIBIT C

Contract Forms

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned person or entity verifies its compliance with

O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or entity which is contracting with the Atlanta Regional Commission has registered with, is authorized to participate in, and is participating in the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

The undersigned person or entity further agrees that it will continue to use the federal work authorization program throughout the contract period, and it will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the undersigned with the information required by O.C.GA. § 13-10-91(b).

The undersigned person or entity further agrees to maintain records of such compliance and provide a copy of each such verification to the Atlanta Regional Commission within five (5) business days after any subcontractor is retained to perform such service.

Date of Authorization

E-Verify User Identification Number

Company Name

BY: Authorized Officer or Agent

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_____ DAY OF ______________________, 202__

________________________________________ [NOTARY SEAL]

Notary Public

My Commission Expires: ___________________