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HomeMy WebLinkAboutRFP_for_TBALL2013.pdfPage 1 of 4 CITY OF BOZEMAN Parks and Recreation Department PO BOX 1230 BOZEMAN, MONTANA 59771 REQUEST FOR PROPOSALS FOR A PHOTOGRAPHER TO TAKE PICTURES FOR T-BALL LEAGUE MARCH 2013 The City of Bozeman (City) is seeking the services of a qualified professional photographer to take team and individual pictures during our spring (May 13-June 14) t-ball league for 3-8 year olds. On average, the league consists of over 400 individual players and approximately 40 teams. One electronic pdf of the proposal with accompanying Statement of Qualifications (SOQ) must be emailed no later than April 7, 2013 to: jsaitta@bozeman.net, with the subject line: T-Ball Proposal. Responses received after 5:00 p.m., on the above date will not be considered. Overview: The City’s Parks and Recreation Department serves the City by providing aquatic facilities, aquatic programs, recreation facilities, and recreation programs. In addition to this the department also provides facility rentals, parks and trails development and maintenance and forestry services. The department provides activities to approximately 60,000 (or ¾ of the county) citizens from the city and surrounding area. Requirements for Proposal The City of Bozeman is soliciting proposals from qualified photographer(s) to complete all tasks listed in the Scope of Work. Proposals must include the following: 1. A letter of interest with a statement as to the availability of the photographer to complete the league pictures within a specified stated period. This letter should include a brief history of the photographers business, current workload and anticipated workload (during the t-ball season, May-June). 2. Provide a narrative describing the photographer’s unique qualifications for this project; including examples of similar projects completed and any similar work done for the City. 3. Describe past experience and approach to organizing and completing photographs for a league of similar size, including communication with volunteer coaches, parents and league organizers. 4. Identify the project manager and describe the extent of this person’s involvement and availability during the league season. Page 2 of 4 5. Identify products and packages that will be offered to parents and coaches with corresponding prices. 6. List a minimum of two completed projects similar to the one described in this RFP, including league size and references with contact information included. 7. Provide any additional information which may be of value during the selection process. 8. A completed and signed Non-Discrimination Affirmation Form (REQUIRED). Qualifications Based Selection Process Determination of the most highly qualified respondent(s) will be based on the competence and qualifications documented in the proposal and any follow-up interviews conducted by the City. Selection will be based on the best interests of the City. This request for proposal will neither commit the City to commence with any project, nor in any way limit the discretion of the City in selecting a photographer or in making any future modifications to the scope of work under this proposal, before or during the life of the project, should it be undertaken. The City will not pay any costs associated with the preparation or submission of qualifications and/or presentations and/or interviews. Scope of Work The following scope of work has been developed as a guide. The City is asking for each proposer to prepare a more detailed scope that incorporates your expertise, knowledge and project understanding in order to accomplish the work in the most productive, thorough, and cost effective manner possible. The scope of work performed by the selected photographer will include the following for three consecutive t-ball seasons: 1. Participation in a mandatory coaches meeting to provide initial communication with volunteer coaches regarding the process photographer will take to get team and individual pictures completed and distributed. 2. Schedule team and individual picture taking with all volunteer coaches and communicate any changes in advance. 3. Clearly communicate picture package options to volunteer coaches and league parents and answer questions as necessary. 4. Take, produce and distribute (including collection of moneys) team and individual pictures to participants prior to the completion of the league season, June 14, 2013. 5. Provide a free team photo to all volunteer coaches. Page 3 of 4 AFFIRMATION _______________________________________ [name of entity submitting] hereby affirms it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity or disability in the performance of work performed for the city of Bozeman, Montana, if a contract is awarded to it, and also recognizes the eventual contract, if awarded, will contain a provision prohibiting discrimination as described above and that this prohibition shall apply to the hiring and treatment of the _____________________________________ [name of entity submitting] employees and to all subcontracts it enters into in performance of the agreement with the City of Bozeman, Montana. ____________________________________ Signature ____________________________________ Printed name of person authorized to sign on behalf of the respondent Page 4 of 4 QUALIFICATIONS EVALUATION CRITERIA Respondents to requests for proposals shall be evaluated on the following criteria and the requirements of 18-8-201 et seq. MCA with the selection committee choosing, in its opinion, the most qualified photographer to provide the services required for the proposed project. ~30% -- The qualifications of professional personnel to be assigned to the project; ~30% -- Related experience on similar projects; ~10% -- Capability to meet project time; ~ 5% -- Location of firm in relation to project; ~10% -- Present and projected workloads; and ~15% -- Recent and current work for the City of Bozeman. The selection of finalists to be interviewed will be made by a selection committee representing the City of Bozeman. The selection will be based on an evaluation of the written responses to the request for proposals. Award will be made following contract negotiations to the most qualified photographer at a price which the City determines to be fair and reasonable taking into account the estimated value of services to be rendered, as well as the scope, complexity and professional nature thereof. If the City is unable to negotiate a satisfactory contract with the photographer initially selected at a price the agency deems to be fair and reasonable, negotiations with that photographer will be formally terminated and the agency shall select another photographer, in accordance with 18-8- 204 MCA, and continue until an agreement is reached or the process is terminated. All proposals must be submitted complete and contain the information required as stated in the "Request for Proposals."