CAAM-IFB # 25764 - Video and Photography Production Services

The California African American Museum (CAAM) is seeking video and photography production services through an Invitation for Bid (IFB No. 25764) covering Los Angeles County and its associated jurisdictions. The procurement requires a contractor to provide comprehensive visual documentation and storytelling services, with specific deliverables including one 15-20 minute documentary, a trailer, sizzle reel, three vignettes, monthly event photography (10-15 usable photos per event from two events monthly), and monthly short-form videos up to two minutes each. All video deliverables must be in 4K resolution with professional audio and color correction, with photographs provided in both print-ready and web-optimized formats. Bidder qualifications mandate 10-15 years of professional experience in museum photography and video production, with completion of at least three projects in museums or galleries within the past year. Key procurement dates include a mandatory pre-bid conference on December 5, 2025, at 10:30 AM, final written questions due by December 10, 2025, at 4:00 PM, and sealed bid submissions due by December 17, 2025, at 1:30 PM. Evaluation will be based on the lowest responsive bid and total extended cost accuracy, with the anticipated award date set for December 24, 2025, and contract performance beginning January 1, 2026.

Small Business (SB) and Microbusiness (MB) certified bidders are eligible for a 5% preference, while Disabled Veteran Business Enterprise (DVBE) certified bidders can receive incentives ranging from 1% to 5% based on participation level. Bidders must provide proof of various insurance coverages, including $1,000,000 per occurrence General Liability Insurance, $1,000,000 Automobile Liability Insurance, and Workers Compensation coverage. Additional requirements include maintaining a current California Seller's Permit, completing a Payee Data Record, and complying with criminal background clearance and COVID-19 contractor policies. The contract is structured for an initial one-year term with two optional one-year extensions, potentially creating a three-year maximum term. Contractors must submit a minimum of two hard copies of all required bid documents, including cost sheets, certifications, references, and insurance documentation. CAAM will retain full ownership and usage rights to all produced materials, and the selected contractor must maintain professional standards and compliance with institutional policies throughout the contract period.