Photography Services for Parks and Recreation ProgramsREQUEST FOR PROPOSALS
PHOTOGRAPHY SERVICES FOR KALISPELL PARKS AND
RECREATION PROGRAMS
Kalispell Parks and Recreation is requesting proposals for photography services for the period of
July 1, 2014 to June 31, 2015 youth sports programs. The programs include: Outdoor Soccer
(spring season, Wednesday and Fridays, with over 600 participants), Runnin' Rascals (fall
season, Saturday games with 100 participants), Little Squirts and Little Dribblers Basketball (fall
and winter season, Saturdays games with 500 participants) and Little Kickers (winter season,
Saturday games with 100 participants).
Scope
The photographer shall be responsible for the following at no cost to the Parks and Recreation
Department.
1. Provide adequate number of order forms (pricing and offerings) to be delivered to
the Parks and Recreation Department one week prior to the photo shoot. The
Parks and Recreation Department will hand out forms to the participants at their
scheduled game.
2. Submit 10% of the revenue generated for the sports photographs to the Kalispell
Parks and Recreation scholarship fund for the purpose of helping youth
participate in recreation programs that would not be able to do so without the
financial support.
3. Provide finished photographs to purchasers no later than the last scheduled day of
each sports program.
4. Provide sports backdrop and tents if needed.
5. Provide 100% product guarantee and either re -shoot or refund to the customer.
6. Agree to indemnify the City against claims made against the City due to any acts
of the photographer in the performance of the contract.
7. Provide proof of Contractual Liability Insurance covering the indemnity
obligations of the contract in the minimum amounts of $1 million/occurrence and
$2 million/aggregate. The insurance policy must name the City as an additional
insured and be written on a "primary —noncontributory basis."
Proposal Submission Instructions
Parties interested in this contract with Kalispell Parks and Recreation shall submit three (3)
copies of the proposal package to meet the requirements below:
Provide a description of the experience of taking team and individual photographs
and list the specific agencies that the photographer has worked with in the last
three years.
2. Provide samples of any unique products or services offered.
3. Provide a list of equipment used and expected turn -around time and delivery
method.
4. Describe the average numbers of photographs included in a shoot and list the
ability to take rain or shine, indoors or outdoors.
5. Detail options about customer service.
6. Provide consent to hold Kalispell Parks and Recreation harmless with regard to
damages suffered while on Kalispell School District 45 and City property.
General Information
The Applicant may not discuss any aspect of this Request for Proposal with any
City of Kalispell employee or representative other than the Parks and Recreation
Director or his named designee. This is to insure that all Applicants have the same
level of knowledge relative to the scope of work as well as insuring the additional
data is made available to all Applicants. No information will be shared outside of
the City Administration.
2. Three (3) copies of your proposal shall be submitted. All copies must be identical.
All proposal preparation costs shall be borne by the Applicant. Proposals must
be signed in ink by a company official who has authorization to commit company
resources. The deadline for the Request for Proposal is June 6, 2014 at 5:00 pm.
3. Proposals should be submitted in a sealed envelope/package. Envelope/package
shall be addressed to:
Kalispell City Clerk
P.O. Box 1997
201 First Avenue East
Kalispell, MT 59903
The outside of the envelope shall be marked: Photography Services for Kalispell
Parks and Recreation.
4. Proposals submitted are not publicly available until after the award. All proposals
and supporting materials as well as correspondence relating to this RFP become
property of City of Kalispell when received. Any proprietary information
contained in the proposal should be so indicated. However, a general indication
that the entire contents, or major portion, of the proposal is proprietary will not
be honored.
5. City of Kalispell reserves the right to reject any or all proposals, in whole or in
part, and to waive any technicalities as deemed in its best interest.
Term of Agreement
The initial term of contract shall be from July 1, 2014 to June 30, 2015. The City of Kalispell and
the photographer may renew the original agreement for two (2) additional one-year periods by
mutual agreement.
Selection Procedure
Proposals shall be reviewed and evaluated by the Parks and Recreation Director and his staff,
based on the relative responsiveness to the criteria described above and weighted as shown.
(Maximum 100 points)
The references and experiences of the firm with other agencies as they relate to
similar nature and scope. (35 points)
2. Unique products and service offered. (20 points)
3. History in the business. (10 points)
4. Presentation materials. (35 points)
References will be checked and up to an additional 10 points may be applied for this for each
applicant if needed to break a tie.