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HomeMy WebLinkAbout2014 Professional Photography: Full Scope Photography REQUEST FOR PROPOSALS To: All Interested Parties Re: Request for Proposals – Professional Photography Due Date and Time for Responses: Tuesday, March 4, 2014, at 2:00 p.m. Introduction/Submission Requirements The City of Bozeman (the City) requests proposals from all interested parties for the above- referenced project. A preliminary scope of services to aid you in the completion of your proposal is located on the City’s website at www.bozeman.net under the “Business” tab and the RFP/BID drop down menu. The proposals should include the following: 1. Name of firm or individual; 2. Address of principal place of business, telephone and fax numbers, and a contact email address. 3. For all individuals who will be providing services to the City: a description of their education, experience, qualifications, number of years with the firm and a description of their experience with projects similar to those described herein; 4. Three references of which must have knowledge of your professional services; 5. A fee statement on either an hourly or lump sum basis for specific services and a statement on costs to be billed such as travel, etc.; and 6. Any other information the interested individual or firm deems relevant. This request for proposal remains open until filled. Only electronic submissions will be accepted. Please email submissions to agenda@bozeman.net and include the following in the subject line: “Professional Photography: Submission from [insert name].” All submissions must be delivered on or before 2:00 p.m. Tuesday, March 4, 2014. Reservation of Rights The issuance of this RFP and the receipt of proposals by the City shall not constitute an agreement or representation by the City that a contract for the work will actually be entered into by the City. The City reserves the right to issue written notice of changes to the submittal process should the City determine in its sole and absolute discretion that such changes are necessary or desirable. In addition and notwithstanding any other provision of this RFP, the City reserves the right to: a. Waive any immaterial defect or informality in a submittal; b. Extend or otherwise revise the submittal date; c. Reject any or all submissions or portions thereof; d. Select proposals that are in the best interest of the City considering experience of the firm, workload of the firm, and other qualifications evaluation criteria as well as any other factor the City determines in its sole discretion to be reasonable; e. Negotiate terms and conditions of a contract; f. Reissue a new or revised RFP or cancel this RFP; and g. Request additional information from one or more respondents. Employment Restriction and Indemnity No person who is an owner, officer, employee, contractor or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. Submittal Rejection/Right to Disqualify Submittal of terms, condition and/or agreements may result in rejection if such terms, conditions, or agreements are deemed unacceptable by the City in its sole discretion. The City reserves the right to disqualify any respondent who fails to provide information or data specifically requested herein or who provides materially inaccurate or misleading information or data or who attempts to influence the selection process outside the procedures established herein. The City reserves the right to disqualify any respondent on the basis of any real or apparent conflict of interest. This disqualification is at the sole discretion of the City. Discrimination Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing 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 and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Failure to comply with the above shall be cause for the City to deem the submittal non-responsive. Accessibility Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator James Goehrung at 406-582-3232 or the City’s TTY line at 406-582-2301. Miscellaneous No conversations or agreements with any officer, employee, or agent of the City shall affect or modify any term of this RFP. Oral communications or any written/email communication between any person and the designated contact City staff shall not be considered binding. The City of Bozeman is required to be an Equal Opportunity Employer DATED at Bozeman, Montana, this 13th day of February, 2014 Stacy Ulmen, CMC City Clerk For publication on: February 16 and 23, 2014 CITY OF BOZEMAN PROFESSIONAL PHOTOGRAPHY SCOPE OF SERVICES The City of Bozeman is seeking professional services from a photography firm or individual with experience in professional photography. To that end the City is soliciting project specific proposals from firms or individuals interested and qualified to provide these services. The timeline for completion of this project is between April and June 2014. Scope The successful individual or firm will provide the City with services included, but not necessarily limited to: 1. A business sitting for approximately sixteen (16) City personnel; 2. Individual and group sittings; 3. Approximately 1-3 framed and matted 16”x20” photographs; 4. Digital image files with rights to distribute; and 5. Necessary editing work. Schedule The City desires to complete the proposed work in a timely manner. Proposals must clearly indicate the firm's anticipated schedule given their staffing, and current and projected work load commitments.