City of Avondale Sealed Solicitation
Title: Photography and Videography Services
Deadline: 7/20/2022 5:00 PM (UTC-07:00) Arizona
Status: Awarded
Solicitation Number: RFP MPR 22-081
Description: The City of Avondale is issuing this Request For Proposals seeking Proposals from qualified, licensed photographers, videographers, and drone operators (“Vendors”) interested in providing professional services consisting of video or media production on a per project or an as needed basis (the “Services”).
Pre-Bid Meeting Date: 6/30/2022 10:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.Topic: Pre-Submittal Conference Time: Jun 30, 2022 09:00 AM Arizona Join Zoom Meeting https://avondaleaz.zoom.us/j/86384008923?pwd=TVpBdGlxYXA4L2IwQW1Lb3pqbDFsZz09 Meeting ID: 863 8400 8923 Passcode: 209797 One tap mobile +12532158782,,86384008923# US (Tacoma) +13462487799,,86384008923# US (Houston) Dial by your location +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) +1 720 707 2699 US (Denver) +1 301 715 8592 US (Washington DC) +1 312 626 6799 US (Chicago) +1 646 558 8656 US (New York) Meeting ID: 863 8400 8923 Find your local number: https://avondaleaz.zoom.us/u/kTCQeYUdk
Documents:
| Documents as of 6/22/2022 |
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Addition 1
Posted: 7/6/2022
Type of Addition: Presubmittal Conference | Link
Overview:
Please use this link to access the Zoom recording Pre-submittal Conference RFP 22-081 Photography and Videography Services.
Topic: Pre-submittal Conference
Start Time: Jun 30, 2022 09:53 AM
Meeting Recording:
https://avondaleaz.zoom.us/rec/share/oYusvPLKm3X6tNjULmF_hU7C4Jvkcy-HyXVSzIUtQI4PfAqJ00x4SyBRLk8bRmLB.PbMzcr1itOl3dgMY
Access Passcode: $gi4+Zrh
Addition 2
Posted: 7/15/2022
Type of Addition: RFP MPR 22-081 Questions and Answers
Overview: Attached is the final Questions and Answers document.
Documents:
Addition 3
Posted: 8/1/2022
Type of Addition: In Review
Overview: The City received a total of 6 firms' Proposal responses as listed alphabetically: 1. Amoroma Productions 2. Financial Potion 3. JRZ Photography 4. PT Designs 5. Small Giants 6. Your Story
Addition 4
Posted: 10/5/2022
Type of Addition: Award Information
Overview: This Solicitation process has resulted in the recommendation to award multiple vendors. Please see attached.
Documents:
Question 1
Posted: 6/23/2022
Question: Will the ZOOM pre-meeting be recorded so we can review at a later time? Myself and my team will be on a video shoot during the scheduled time. Thank you!
Response: I will mark the meeting to record. Thank you for making this request.
Question 2
Posted: 6/27/2022
Question: Good afternoon, I would like some clarity on the following: - What kind of videos are you looking for? Short-form, long-form? For social media/digital purposes, or for TV? - What length are these videos typically? - Is this RFP on a per-project basis, or on a term? 1 year? or more? Thank you so much.
Response: The videos would primarily be short-form and for digital purposes with the potential to be shown on Avondale Channel 11. Video lengths would vary depending on the project, but would typically be 2 to 5 minutes. Videos would be contracted on a per-project basis.
Question 3
Posted: 6/28/2022
Question: Hello, Can you clarify that the Pre-Bid meeting is at 10:00 am? I see it listed as 9:00 am within in the instructions. Thank you!
Response: Thank you for bringing this to my attention. The 10:00 am start time is correct.
Question 4
Posted: 6/29/2022
Question: Our firm will be submitting on this RFP, we want to know are there any restrictions to including our contractors as part of the overall team? Thank you
Response: So long as the vendor and its contractors meet the qualifications, requirements, and response times required of the contract there are no restrictions on subcontractors. See page 11/33 RFP Section A, items C. Key Positions (3) and (4), of the RFP document that addresses subcontractors.
Question 5
Posted: 6/30/2022
Question: I was at a shoot during the zoom meeting. Can you send me a copy so I can review it? Thank you.
Response: Yes, I will be attaching a Zoom meeting link of the recorded meeting.
Question 6
Posted: 7/11/2022
Question: In the fee form- in the photo section it has rushes for 48hr, is that redundant because the city wants the images at 48hrs anyway?
Response: We typically want event photography within 48 hours for posting on social platforms. Depending on the scope of the project, 48 hours might be beyond the norm for some vendors. An extra fee for expedited requests may or may not apply.
Question 7
Posted: 7/11/2022
Question: In the Fee Form it has “Standard Delivery with ___ days” what does the city want to know there if they want 48hr turn around?
Response: We are asking the vendor to advise within how many days is considered Standard Delivery.
Question 8
Posted: 7/11/2022
Question: For Pricing fee for headshots- we normally do not price headshots per hour, are we able to submit it at a per person rate?
Response: Yes, please add a note to clarify the unit of measure.
Question 9
Posted: 7/11/2022
Question: Can you clarify your terms for when a photoshoot project is considered completed? (Proofs, revisions, first drafts... etc.)
Response: Prior to the assignment, the project manager or member of the Marketing Department will provide direction to the photographer regarding expectations, types of shots desired, etc. --- typically via email or a virtual or in-person pre-event meeting. Upon delivery of the edited photos or images, the project is considered complete.
Question 10
Posted: 7/11/2022
Question: Can you clarify your terms for when a photoshoot project is considered completed? (Proofs, revisions, first drafts... etc.) Does this apply for event photography or all photography?
Response: Proofs are not necessarily needed for event photography. Proofs and revisions will be requested of headshots. Proofs may be requested for staged photo for use in stock imagery. Project is completed once final images are provided to the city.
Question 11
Posted: 7/11/2022
Question: If an assignment requires proofs sheets or reviews before editing, does the city want first drafts/proofs at 48 hours?
Response: First draft/proofs requested at 48 hours, Yes. Not all projects will require proofs.
Question 12
Posted: 7/11/2022
Question: Are we able to use the content we create for our own marketing purposes- such as our portfolio and our website?
Response: Yes.
Question 13
Posted: 7/11/2022
Question: Are we able to use the content we create for our own marketing purposes- such as our portfolio and our website?
Response: Yes.
Question 14
Posted: 7/11/2022
Question: Can you clarify your terms for when a filming project is considered completed?
Response: Each project will be assigned to a project manager or member of the Marketing Department who will work with the vendor on agreed-to terms prior to the start of the project. This will include the length of the video, content, shot-list, voice-over, motion graphics, interview list, scripting, B-roll, etc. The city will work with the contractor to define timelines and realistic expectations. When the final product is delivered, along with the relevant B-roll, to the city that is when the project is complete.
Question 15
Posted: 7/11/2022
Question: Is there an estimated timeframe for the initial term agreement?
Response: Agreement start date is anticipated in the August timeframe. The resultant contract(s) will be 1 year base with four 1-year renewal options, for a 5 year total.
Posted: 7/6/2022
Type of Addition: Presubmittal Conference | Link
Overview:
Please use this link to access the Zoom recording Pre-submittal Conference RFP 22-081 Photography and Videography Services.
Topic: Pre-submittal Conference
Start Time: Jun 30, 2022 09:53 AM
Meeting Recording:
https://avondaleaz.zoom.us/rec/share/oYusvPLKm3X6tNjULmF_hU7C4Jvkcy-HyXVSzIUtQI4PfAqJ00x4SyBRLk8bRmLB.PbMzcr1itOl3dgMY
Access Passcode: $gi4+Zrh
Posted: 7/15/2022
Type of Addition: RFP MPR 22-081 Questions and Answers
Overview: Attached is the final Questions and Answers document.
Documents:
Posted: 8/1/2022
Type of Addition: In Review
Overview: The City received a total of 6 firms' Proposal responses as listed alphabetically: 1. Amoroma Productions 2. Financial Potion 3. JRZ Photography 4. PT Designs 5. Small Giants 6. Your Story
Posted: 10/5/2022
Type of Addition: Award Information
Overview: This Solicitation process has resulted in the recommendation to award multiple vendors. Please see attached.
Documents:
Posted: 6/23/2022
Question: Will the ZOOM pre-meeting be recorded so we can review at a later time? Myself and my team will be on a video shoot during the scheduled time. Thank you!
Response: I will mark the meeting to record. Thank you for making this request.
Posted: 6/27/2022
Question: Good afternoon, I would like some clarity on the following: - What kind of videos are you looking for? Short-form, long-form? For social media/digital purposes, or for TV? - What length are these videos typically? - Is this RFP on a per-project basis, or on a term? 1 year? or more? Thank you so much.
Response: The videos would primarily be short-form and for digital purposes with the potential to be shown on Avondale Channel 11. Video lengths would vary depending on the project, but would typically be 2 to 5 minutes. Videos would be contracted on a per-project basis.
Posted: 6/28/2022
Question: Hello, Can you clarify that the Pre-Bid meeting is at 10:00 am? I see it listed as 9:00 am within in the instructions. Thank you!
Response: Thank you for bringing this to my attention. The 10:00 am start time is correct.
Posted: 6/29/2022
Question: Our firm will be submitting on this RFP, we want to know are there any restrictions to including our contractors as part of the overall team? Thank you
Response: So long as the vendor and its contractors meet the qualifications, requirements, and response times required of the contract there are no restrictions on subcontractors. See page 11/33 RFP Section A, items C. Key Positions (3) and (4), of the RFP document that addresses subcontractors.
Posted: 6/30/2022
Question: I was at a shoot during the zoom meeting. Can you send me a copy so I can review it? Thank you.
Response: Yes, I will be attaching a Zoom meeting link of the recorded meeting.
Posted: 7/11/2022
Question: In the fee form- in the photo section it has rushes for 48hr, is that redundant because the city wants the images at 48hrs anyway?
Response: We typically want event photography within 48 hours for posting on social platforms. Depending on the scope of the project, 48 hours might be beyond the norm for some vendors. An extra fee for expedited requests may or may not apply.
Posted: 7/11/2022
Question: In the Fee Form it has “Standard Delivery with ___ days” what does the city want to know there if they want 48hr turn around?
Response: We are asking the vendor to advise within how many days is considered Standard Delivery.
Posted: 7/11/2022
Question: For Pricing fee for headshots- we normally do not price headshots per hour, are we able to submit it at a per person rate?
Response: Yes, please add a note to clarify the unit of measure.
Posted: 7/11/2022
Question: Can you clarify your terms for when a photoshoot project is considered completed? (Proofs, revisions, first drafts... etc.)
Response: Prior to the assignment, the project manager or member of the Marketing Department will provide direction to the photographer regarding expectations, types of shots desired, etc. --- typically via email or a virtual or in-person pre-event meeting. Upon delivery of the edited photos or images, the project is considered complete.
Posted: 7/11/2022
Question: Can you clarify your terms for when a photoshoot project is considered completed? (Proofs, revisions, first drafts... etc.) Does this apply for event photography or all photography?
Response: Proofs are not necessarily needed for event photography. Proofs and revisions will be requested of headshots. Proofs may be requested for staged photo for use in stock imagery. Project is completed once final images are provided to the city.
Posted: 7/11/2022
Question: If an assignment requires proofs sheets or reviews before editing, does the city want first drafts/proofs at 48 hours?
Response: First draft/proofs requested at 48 hours, Yes. Not all projects will require proofs.
Posted: 7/11/2022
Question: Are we able to use the content we create for our own marketing purposes- such as our portfolio and our website?
Response: Yes.
Posted: 7/11/2022
Question: Are we able to use the content we create for our own marketing purposes- such as our portfolio and our website?
Response: Yes.
Posted: 7/11/2022
Question: Can you clarify your terms for when a filming project is considered completed?
Response: Each project will be assigned to a project manager or member of the Marketing Department who will work with the vendor on agreed-to terms prior to the start of the project. This will include the length of the video, content, shot-list, voice-over, motion graphics, interview list, scripting, B-roll, etc. The city will work with the contractor to define timelines and realistic expectations. When the final product is delivered, along with the relevant B-roll, to the city that is when the project is complete.
Posted: 7/11/2022
Question: Is there an estimated timeframe for the initial term agreement?
Response: Agreement start date is anticipated in the August timeframe. The resultant contract(s) will be 1 year base with four 1-year renewal options, for a 5 year total.