RFQ_250050_Employee_Headshots.pdf

October 9, 2025

Gentlemen/Ladies:

SUBJECT: REQUEST FOR QUOTATION (RFQ) 250050

“Employee Headshots”

The Orange County Transportation Authority (OCTA) requests quotes from qualified firms to provide employee headshots for 450 employees, for a two (2)-month term, effective through December 31, 2025. The budget for this effort is $10,000.

Please note that by submitting a Quote, Firm certifies that it is not subject to any Ukraine/Russia-related economic sanctions imposed by the State of California or the United States Government including, but not limited to, Presidential Executive Order Nos. 13660, 13661, 13662, 13685, and 14065.

Any individual or entity that is the subject of any Ukraine/Russia-related economic sanction is not eligible to submit a Quote. In submitting a Quote, all Firms agree to comply with all economic sanctions imposed by the State or U.S. Government.

Firms are to include resume(s) and sample photographs as part of their submission in OpenGov.

Unauthorized quotes will be deemed "Non-Responsive" and will not be considered for award. Any award as a result of this RFQ will be awarded to the lowest responsive and responsible firm and shall be on a lump sum basis, in accordance with the requirements in this RFQ.

Firms should be aware that an award may be made without further discussion. The successful Firm will be required to comply with all applicable Equal Employment Opportunity Laws and Regulations.

If you have any questions, I can be reached at gtorres@octa.net.

Gina Torres Contract Administrator Contracts Administration and Materials Management mailto:gtorres@octa.net

Enclosures:

Exhibit A - Scope of Work Exhibit B - Price Summary Sheet Exhibit C - OCTA General Provisions Exhibit D - Insurance

RFQ 250050

EXHIBIT A

SCOPE OF WORK

Event Photography – Employee Headshots

BACKGROUND AND OVERVIEW

The Orange County Transportation Authority (OCTA) is the regional transportation planning agency responsible for coordinating and delivering public transit, street and highway improvements, rideshare programs, and long-term mobility planning for Orange County, California. OCTA serves a diverse population of over 3 million residents and works to ensure a balanced, sustainable, and innovative transportation network that supports the county’s economic vitality and quality of life.

As part of its ongoing commitment to employee engagement and operational excellence, OCTA is hosting a major launch campaign to introduce a new enterprise-wide HRIS and payroll system. This campaign will serve not only as a milestone in the organization’s digital transformation journey but also as an opportunity to enhance employee connections and organizational culture. As the new system requires all employees to have a recent photograph loaded into the system for identification, OCTA seeks a photographer to provide professional headshots for employees, ensuring consistent and high-quality images for internal systems, external communications, and professional platforms like LinkedIn.

This photography initiative underscores OCTA’s commitment to professionalism, inclusion, and employee recognition. The project requires a photographer (or team) to deliver efficient, high-volume, high-quality headshot services with a consistent visual style and timely post-processing.

PROJECT TITLE

Employee Headshot Photography – Workday Launch Campaign

EVENT DATES

Three (3) six (6)-hour days + one (1) make-up day (dates to be determined by vendor and project manager)

Some Proposed Dates:

Oct. 27, 2025, 8:00 a.m. -2:00 p.m.

Nov. 3, 2025, 8:00 a.m. -2:00 p.m.

Nov. 4, 2025, 8:00 a.m. -2:00 p.m.

Nov. 11, 2025, 8:00 a.m. -2:00 p.m.

Nov. 17, 2025, 8:00 a.m. -2:00 p.m.

Nov. 18, 2025, 8:00 a.m. -2:00 p.m.

Proposed Make-up day: Dec. 3, 2025, 8:00 a.m. - 12:00 p.m.

LOCATION

550 S. Main St., Orange, CA

OBJECTIVE

To provide professional headshot photography for 450 employees during the organization’s enterprise system launch campaign. Deliverables include individual headshots with light touch-ups, efficient photo session management, and a professional on-site setup. OCTA will provide a location for photographs to be taken, signage directing employees to the event, and manage sign-ups and attendance.

1. Photographer Services

- Provide one (1) or more experienced professional photographers.

- Conduct individual headshot sessions for 450 employees.

- Ensure consistent lighting, background, and styling for uniformity.

2. Scheduling & Logistics

- Collaborate with OCTA to create a photo session schedule (e.g., by department or time slots).

- Each session shall take approximately three (3)–five (5) minutes per employee.

- Photographer must accommodate the volume over multiple days.

3. Equipment & Setup

Provide all necessary photography equipment, including:

- Professional DSLR or mirrorless cameras

- Studio lighting (e.g., softboxes or ring lights)

- Neutral, professional backdrop (white background suggested)

- Set up and breakdown time included in scope.

4. Editing & Touch-Ups

- Deliver basic professional retouching (e.g., lighting balance, skin smoothing, background clean-up).

5. Deliverables

- One (1) high-resolution digital headshot per employee.

- Aspect Ratio: 200x200 px (10 MB max storage)

- File Format: JPG, PNG

- All files organized and labeled by employee name or unique ID.

- Delivery within five (5)-ten (10) business days post-event via secure online gallery or shared drive.

6. Ownership & Usage Rights

- Company receives full usage rights for internal/external use (intranet, LinkedIn, press releases, etc.).

- Photographer retains right to use anonymized samples for portfolio unless otherwise agreed upon.

7. Additional Considerations

- Photographer must carry appropriate business insurance.

- A backup plan in case of equipment failure or emergency should be documented.

ESTIMATED DURATION

(3) 6-hour days, 8:00 a.m.-2:00 p.m. to be scheduled between photographer and OCTA project manager.

One (1) make-up day for employees that missed other opportunities, to be scheduled as needed, 8:00 a.m.-12:00 p.m.

PROJECT MANAGER

Camille Pedroza

Learning & Development Administrator

(714) 560-5771 cpedroza@octa.net

EXHIBIT B

PRICE SUMMARY SHEET

1. Quote Instruction: To submit a Quote, firms must complete Section 3, Pricing Proposal, in its entirety by electronically entering the Unit Price for each line item directly into the OpenGov system. All required fields must be filled in. Incomplete entries may result in the quote being deemed non-responsive.

2. Prices are firm-fixed unit price for Employee Headshot Photography as described in Exhibit A, Scope of Work.

EXHIBIT C

ORANGE COUNTY TRANSPORTATION AUTHORITY - GENERAL PROVISIONS

1. INSPECTION AND ACCEPTANCE - All items are subject to final inspection and acceptance by

AUTHORITY at destination notwithstanding any payment, passage of title, or prior inspection or test at SELLER’s facilities. Final inspection will be made within a reasonable time after receipt of items hereunder. SELLER shall notify AUTHORITY of any known nonconforming product that is expected to be delivered or has been delivered. AUTHORITY shall have authority to approve, or refuse identified nonconforming product. Defective goods may be returned at SELLER’s expense.

2. CHANGES - By written notice or order, AUTHORITY may, from time to time, order work suspension and/or make changes in quantities, drawings, designs, specifications, place of delivery or delivery schedules, methods of shipment and packaging, and property and services furnished by SELLER. If any such change causes an increase or decrease in the price of this agreement or in the time required for its performance, SELLER or AUTHORITY shall promptly notify the other party thereof and assert its claim for adjustment within thirty (30) days after the change is ordered, and an equitable adjustment shall be made. However, nothing herein shall excuse SELLER from proceeding immediately with the agreement as changed.

3. DEFAULT AND EXCESS REPROCUREMENT LIABILITY - AUTHORITY may terminate this agreement if a federal or state proceeding for the relief of debtors is undertaken by or against SELLER, or if

SELLER makes an assignment for the benefit of creditors, or if SELLER fails after reasonable notice by AUTHORITY to cure a deficiency in performance or lack of progress thereto. AUTHORITY shall have such additional remedies as may be available whether or not it so terminates this agreement, including, but not limited to, payment by SELLER to AUTHORITY of expenses incurred by AUTHORITY in reprocuring elsewhere the same or similar items or services defaulted by SELLER hereunder, provided

SELLER’s reprocurement expenses obligation shall be limited to the excess costs above the price specified herein for such items or services.

4. INDEMNIFICATION - SELLER shall indemnify, defend, and hold harmless AUTHORITY from and against any and all claims (including attorneys’ fees and reasonable expenses for litigation or settlement) for any loss, damage, claim, or harm for bodily injuries, including death or damage to property caused by SELLER or its employees, subcontractors, or suppliers in connection with the performance of this agreement.

5. ASSIGNMENTS AND SUBCONTRACTS - Neither this agreement nor any interest herein nor claim hereunder may be assigned by SELLER, either voluntarily or by operation of law, nor may all or substantially all of the agreement be subcontracted by SELLER without AUTHORITY’s prior written consent. AUTHORITY’s withholding of consent shall not be deemed to relieve SELLER of its obligations to comply fully with the requirements hereof.

6. FEDERAL, STATE, AND LOCAL LAWS - SELLER warrants that, in the performance of this agreement, it shall comply with all applicable Federal, State and local laws and ordinances and all lawful orders, rules and regulations thereunder.

7. INFRINGEMENT INDEMNITY - In lieu of any other warranty by AUTHORITY or SELLER against infringement, statutory or otherwise, it is agreed that SELLER shall defend, at its expense, any claim or suit against AUTHORITY based on a claim that any item furnished under this agreement or the normal use or sale thereof infringes any United States Letters patent or copyright, and SELLER shall pay all costs and damages finally awarded in any such suit or claim, provided that SELLER is notified in writing of the suit or claim and given authority, information, assistance at SELLER’s expense for the defense of same. If the use or sale of said item is enjoined as a result of such suit, SELLER, at no expense to

AUTHORITY, shall obtain for AUTHORITY the right to use and sell said item, or shall substitute an equivalent item acceptable to AUTHORITY, and extend this patent indemnity hereto.

8. TITLE AND RISK OF LOSS - Unless otherwise provided in this agreement, SELLER shall have title to and bear the risk of any loss of or damage to the items purchased hereunder until they are delivered in conformity with this agreement at the F.O.B. point specified herein, and upon such delivery, title shall pass from SELLER, and SELLER’s responsibility for loss or damage shall cease, except for loss or damage resulting from SELLER’s negligence. Passing of title upon such delivery shall not constitute acceptance of the item by AUTHORITY.

9. NOTICE OF LABOR DISPUTE - Whenever SELLER has knowledge that any actual or potential labor dispute may delay this agreement, SELLER shall immediately notify and submit all relevant information to AUTHORITY. SELLER shall insert the substance of this entire clause in any subcontract hereunder as to which a labor dispute may delay this agreement. However, any subcontractor need give notice and information only to its next higher-tier subcontractor.

10. EQUAL EMPLOYMENT OPPORTUNITY - In connection with the execution of this agreement, the

SELLER shall not discriminate against any employee or applicant because of race, religion, color, sex or national origin. The SELLER shall take affirmative action to ensure that applicants are employed, and that employees are treated during their employment without regard to their race, religion, color, sex or national origin. Such actions shall include pay, or other forms of compensation and selection for training, including apprenticeship.

11. TERMINATION FOR CONVENIENCE - AUTHORITY may terminate this agreement for its convenience at any time, in whole or in part, by giving written notice to SELLER of such termination, effective on the date of such notice. Upon receipt of said notice, SELLER shall immediately take action not to incur any further obligations, costs, or expenses, except as may be reasonably necessary to terminate its activities.

AUTHORITY shall pay SELLER its allowable costs incurred to date of termination and those costs determined by AUTHORITY to be reasonably necessary to effect such termination. All finished or unfinished documents and other materials procured or produced by SELLER hereunder shall, at the option of AUTHORITY, become AUTHORITY property upon the date of such termination.

12. AUDIT AND INSPECTION OF RECORDS - SELLER shall provide AUTHORITY such access to SELLER’s books, records, and facilities as may be deemed necessary to examine, audit, and inspect all work data, documents, and activities related to the goods or services described herein. SELLER shall maintain such books, records, data and documents on a generally accepted accounting basis and shall clearly identify and make such items readily accessible to such parties during SELLER’s performance hereunder and for a period of four (4) years from the date of final payment by AUTHORITY hereunder.

13. TIME IS OF THE ESSENCE - Time is of the essence in the performance of this agreement. SELLER’s delivery of the items and related data and/or documentation and/or performance of required services in accordance with the schedule are a material requirement of this agreement.

14. WARRANTY - SELLER warrants to AUTHORITY, its successors and customers that all items furnished to AUTHORITY will be free from defects in material and workmanship, will conform to applicable drawings, designs, specifications and samples, will meet all functional and performance requirements and, to the extent this order calls for services to be performed, that such services will be free from defects in workmanship, will meet all of the requirements of this agreement and will be performed to the highest standards of workmanship in the industry. These warranties are in addition to all other warranties, express, implied or statutory. In addition, the warranties set forth in this section shall survive any inspection, delivery, acceptance or payment by AUTHORITY.

15. FORCE MAJEURE - Either party shall be excused from performing its obligations under this agreement during the time and to the extent that it is prevented from performing by an unforeseeable cause beyond its control, including but not limited to: any incidence of fire, flood; acts of God; commandeering of material, products, plants or facilities by the federal, state or local government; national fuel shortage; or a material act or omission by the other party; when satisfactory evidence of such cause is presented to the other party, and provided further that such nonperformance is unforeseeable, beyond the control and is not due to the fault or negligence of the party not performing.

16. GOVERNING LAW - The laws of the State of California and applicable local and federal laws, regulations and guidelines shall govern this agreement.

17. SEVERABILITY - If any term, provision, covenant or condition of this agreement is held to be invalid, void or otherwise unenforceable, to any extent, by any court of competent jurisdiction, the remainder of this agreement shall not be affected thereby, and each term, provision, covenant or condition of this agreement shall be valid and enforceable to the fullest extent permitted by law.

18. NOTICES - All notices hereunder and communications regarding the interpretation of the terms of this agreement, or changes thereto, shall be affected by delivery of said notices in person or by depositing said notices in the U.S. mail, registered or certified mail, return receipt requested, postage prepaid to the addresses set forth in the agreement.

19. COMPLETE AGREEMENT - This agreement, the purchase order, and any attachments thereto or referenced therein, constitute the complete and exclusive statement of the term(s) and condition(s) of this agreement between SELLER and AUTHORITY and supersede all prior representations, understandings, and communications.

EXHIBIT D

INSURANCE

A. CONSULTANT shall procure and maintain insurance coverage in full force and effect during the entire term of the Purchase Order. Coverage shall be full coverage and not subject to self-insurance provisions. CONSULTANT shall provide the following insurance coverage:

1. Commercial General Liability, to include Products/Completed Operations, Independent

Contractors’, Contractual Liability, and Personal Injury Liability, and Property Damage with a minimum limit of $1,000,000 per occurrence, $2,000,000 general aggregate and $2,000,000 Products/Completed

Operations aggregate; and

2. Automobile Liability Insurance to include owned, hired and non-owned autos with a combined single limit of $1,000,000 for each accident; and

3. Workers’ Compensation with limits as required by the State of California including a Waiver of Subrogation in favor of AUTHORITY, its officers, directors and employees; and

4. Employers’ Liability with minimum limits of $1,000,000 per accident, $1,000,000 policy limit-disease, and $1,000,000 policy limit employee-disease.

B. Proof of such coverage, in the form of a certificate of insurance and an insurance policy blanket additional insured endorsement, designating the AUTHORITY, its officers, directors and employees as additional insureds on general liability and automobile liability, as required by the Purchase

Order. Proof of insurance coverage must be received by AUTHORITY within ten (10) calendar days from the effective date of the Purchase Order and prior to commencement of any work. Such insurance shall be primary and non-contributive to any insurance or self-insurance maintained by the AUTHORITY.

Furthermore, AUTHORITY reserves the right to request certified copies or review all related insurance policies, in response to a related loss.

C. CONSULTANT shall include on the face of the certificate of insurance, the following information:

1. The Purchase Order Number A250050 and, the Senior Contract Administrator’s Name, Gina Torres.

EXHIBIT D

2. For Certificate Holder: The Orange County Transportation Authority, its officers, directors, employers and agents, c/o InsureTrack, P.O. Box 60840 Las Vegas, NV 89160.

D. CONSULTANT must provide AUTHORITY with at least thirty (30) days’ prior notice of cancellation or material modification of coverage, and ten (10) days’ prior notice for non-payment of premium.