Request for Proposals – Video and Photography Services Publication date: November 20, 2024 The City of Bainbridge Island (City) is seeking an individual(s) or firm for video and photography services. This Request for Proposal (RFP) is for individual(s) or a firm to provide for the four services outlined below, and as detailed in the Anticipated Scope of Work within this RFP: on-going video and editing services on a weekly basis for the City Manager Spotlight videos (:30-2:30 minute updates on projects, people, programs, and other City news) on-demand photos for the City’s newsletters, social media outlets and other platforms, as well as photos of City events video and editing services for packaged video features – up to one or more longer individual, packaged video features (5 minutes) on special City projects, initiatives, people, etc. It is possible that one video and/or photography individual or firm will be chosen for the weekly video or photo needs, another for the longer individual, packaged video features, and another for creating a media library. The individual(s) or firm(s) should provide a proposal for the services that they are interested in providing. Anticipated Scope of Work for On-Going Video and Editing Services to include City Manager Spotlight Videos CITY MANAGER SPOTLIGHT VIDEOS City Manager Spotlights are short video highlights of City operations, programs, people, partnerships, and other City news. The videos can range from :30-2:30 spots. At least one City Manager Spotlight is produced weekly. The consultant will work with and take direction from the Communications Coordinator on City Manager Spotlight videos. The consultant will provide their own equipment to video record and edit the videos. At least one video will be produced weekly. The consultant will produce a final, edited video to the City. All footage gathered will also be delivered to the City. ON-DEMAND VIDEO SERVICES The consultant will video record City events, programs, people, and other City projects as needed for the City under the direction of the City. Consultant will provide video projects on a mutually agreed upon format that can be played on the City’s website and social media platforms. Consultant may be asked to provide a packaged video project or separate video clips for other projects. Anticipated Scope of On-Demand Photography Services ON-DEMAND, OR AS NEEDED, PHOTOGRAPHY SERVICES The consultant will photograph City events, programs, people, and other City projects as needed for the City. Consultant will use their own equipment to provide photos on a mutually agreed upon format that can be seen on the City’s website, newsletters, and social media platforms. Anticipated Scope of Work for Video and Editing Services for Packaged Video Features PACKAGED VIDEO FEATURE(S) Consultant will work with the City to provide up to one or more packaged video stories on City values, projects, and initiatives (3:00-10:00 minutes in length). This may include one or more videos a year depending on the subject selected and project size. The consultant will provide their own equipment to video record and edit the videos. The consultant will produce a final, edited video to the City. All footage gathered will also be delivered to the City. Anticipated Timeline and Budget for Video and Photography Services Timeline: This work is expected to begin once the contract is signed and executed (end of December 2024/beginning of January 2025) and run through December 2026. Budget: The City has established a $50,000/year budget for this service, depending on the number of projects established, with a contract to last through 2026. Submittals Individuals or firms wishing to respond to this Request for Proposals must submit a written proposal that clearly and accurately demonstrates their intended approach to this project as well as their experience performing the services outlined in the scope of work. Each proposal must include the following components: A general statement of the Consultant’s understanding of the scope of services Description of the Consultant’s approach to managing and completing the project Proposed task list, schedule, and level of effort for each task Fee schedule/hourly rate (including proposed subconsultants, administrative fees, or surcharges) The City will only accept proposals in electronic format. Submit the proposal via email under the subject “Video and Photography Services” to shays@bainbridgewa.gov (). Include in the body of the email which of the four services your proposal encompasses (can be more than one of the defined services): On-going Video and Media services, including City Manager Spotlight Videos On-Demand Photography Services Video and Editing Services for Packaged Video Features Submit your proposal by 4:00 PM PST on Wednesday, November 27, 2024. Submittals are limited to a single combined file that contains all proposed materials and supporting documents. The use of a pdf format is encouraged. Questions related to this RFP should be submitted via email to shays@bainbridgewa.gov (). Submittals must be received by the deadline. Submittals received after the deadline will not be considered. Evaluation/Selection/Delivery Estimated Timeline November 27, 2024 Deadline to submit December 3, 2024 Date of selection of the most qualified applicant December 31, 2024 Project agreement developed and signed (depending on contract size, the contract may need to go to City Council for final approval which could take a little longer) Contract The City anticipates an itemized lump sum contract with a not to exceed figure to complete Video and Photography Services. The final contract scope and schedule will be negotiated with the selected Consultant(s). Please note terms and conditions are provided in the attached sample contract, which the Consultant should carefully review. The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Consultant can propose. The Consultant shall specifically stipulate that the proposal is predicated upon acceptance of all terms and conditions in the RFP. Terms and Conditions Questions regarding this RFP or the submittal process should be directed to Communications Coordinator Shannon Hays at shays@bainbridgewa.gov () or 206-530-3627. Selected applicants will be required to execute a City of Bainbridge Island Professional Services Agreement, obtain a City of Bainbridge Island Business License, and demonstrate compliance with the City’s insurance requirements. The City reserves the right not to select any of the applicants, and the right to select an individual or firm not from this application process. The City further reserves the right to waive irregularities and informalities in this process. This RFP does not obligate the City to pay any cost incurred by applicants in responding to this RFP. All such costs shall be borne solely by each applicant. Furthermore, this RFP does not obligate the City to enter into a contract with any applicant responding to this RFP. In the event that the City and the most qualified applicant cannot negotiate a mutually agreeable contract for the services specified in this RFP at a price which the City, at its sole discretion, determines is fair and reasonable, the City reserves the right to terminate negotiations with that applicant and begin negotiations with another applicant or begin a new process to select a consultant to perform the services specified in this RFP. Americans with Disabilities Act (ADA) Information The City of Bainbridge Island in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all its programs and activities. This material can be made available in an alternate format by emailing cityclerk@bainbridgewa.gov (https://www.bainbridgewa.gov/bids.aspx?bidID=117)or by calling collect 206-842-2545. Title VI Notice The City of Bainbridge Island in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CRF Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award. Publication Date/Time: 11/20/2024 12:00 AM Closing Date/Time: 11/27/2024 11:59 PM Submittal Information: Submit the proposal via email to shays@bainbridgewa.gov Contact Person: Shannon Hays, Communications Coordinator Related Documents: Video and Photography Services for City of Bainbridge Island RFP 2024 (https://bainbridgewa.gov/DocumentCenter/View/19010) Return To Main Bid Postings Page (https://bainbridgewa.gov/bids.aspx) Live Edit(https://bainbridgewa.gov/) Online Permit Center (https://ci-bainbridgeisland-wa.smartgovcommunity.com/ApplicationPublic/ApplicationHome) Municipal Code (http://www.codepublishing.com/wa/bainbridgeisland/) Public Art Program (https://bainbridgewa.gov/956/Public-Art-Program) Road Services (https://bainbridgewa.gov/307/Road-Services) PayUtility Bills (https://bainbridgewa.gov/211/Payment-Options) Report an Issue (https://bainbridgewa.gov/635/Report-an-Issue) Municipal Code (http://www.codepublishing.com/wa/bainbridgeisland/) Maps (https://bainbridgewa.gov/196/GIS-Mapping-Map-Gallery) Agendas& Minutes (https://bainbridgeislandwa.portal.civicclerk.com/) Sign Up for City Notifications (https://www.bainbridgewa.gov/1028/News-Social-Media) City Projects (https://bainbridgewa.gov/216/Projects) Engage Bainbridge (https://cityofbainbridgeisland.civilspace.io/en) Planning & Building Permits, Inspections and Appointments (https://bainbridgewa.gov/154/Planning Community Development) Public Records (https://bainbridgewa.gov/163/Public-Records)

Each proposal must include a general statement of the Consultant’s understanding of the scope of services; description of the Consultant’s approach to managing and completing the project; proposed task list, schedule, and level of effort for each task; fee schedule/hourly rate (including proposed subconsultants, administrative fees, or surcharges). The City will only accept proposals in electronic format. Submit the proposal via email under the subject “Video and Photography Services” to shays@bainbridgewa.gov. Include in the body of the email which of the four services your proposal encompasses (On-going Video and Media services, including City Manager Spotlight Videos; On-Demand Photography Services; Video and Editing Services for Packaged Video Features). Submit your proposal by 4:00 PM PST on Wednesday, November 27, 2024. Submittals are limited to a single combined file that contains all proposed materials and supporting documents. The use of a pdf format is encouraged. Questions related to this RFP should be submitted via email to shays@bainbridgewa.gov. Submittals must be received by the deadline.

Selected applicants will be required to execute a City of Bainbridge Island Professional Services Agreement, obtain a City of Bainbridge Island Business License, and demonstrate compliance with the City’s insurance requirements.