MPR 26-044 Photography and Videography

The City of Avondale (the “City”) is issuing this Request For Proposals (this “RFP”) seeking proposals (“Proposals”) from qualified, licensed firms (“Vendors”) interested in providing professional services consisting of Photography and Videography (the “Services”).

Project Details

• Department: FINANCE AND BUDGET
• Department Head: RENEE WEATHERLESS (CHIEF FINANCIAL OFFICER)

Important Dates

• Questions Due: 2026-05-20T22:00:00.000Z
• Pre-Proposal Meeting: 2026-05-13T17:00:00.000Z — <a href=https://teams.microsoft.com/meet/215348883914828?p=QdMKqtuvTzk6Slxg9P>Pre-Submittal Teams Meeting</a>

Evaluation Criteria

• General Information (10 pts)
• Experience and Qualifications of Vendor (24 pts)
• PPVF (6 pts)
• Key Positions (20 pts)
• Project Approach - Media Examples (30 pts)
• Pricing (10 pts)
• SOC 2 Report (10 pts)

Submission Requirements

• Main Point of Contact (required) —

  Please provide a point of contact for RFP for follow-up questions or notifications. (Name, email & phone number).

• SAM.gov Registration Status (required) —

  Is your firm currently registered and showing Active status in SAM.gov?

  Note: Vendor must be registered on System for Award Management (“Sam.gov”) before submitting an offer, provide a valid Unique Entity Identifier Number and continue to maintain an active SAM registration during which it has an active Federal award.

• Unique Entity Identifier Number (required) —

  Please provide your Unique Entity Identifier Number.

• Consequences of Non-Compliance with SAM.gov Registration Requirement (required) —

  Because this solicitation is funded in whole or in part with federal grant funds, you are required to be registered in SAM.gov with an Active status.  

  Failure to obtain and maintain an Active SAM.gov registration by the required deadline may result in your proposal being deemed non-responsive, and the City may proceed with award to the next highest ranked responsive and responsible offeror.

• Byrd Anti-Lobbying Amendment (required) —

  Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) - Contractors that apply or bid for an award exceeding $100,000 must file the required certification. 

  Are you submitting a proposal for an award exceeding $100,000?

• Certification Regarding Lobbying (required) —

  The Bidder certifies, to the best of his or her knowledge and belief, that:

  1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
  2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
  3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

  This confirmation is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

• DBE/WBE Status (required) —

  Has your firm been certified by any jurisdiction in Arizona as a minority or woman owned business enterprise?

• DBE/WBE Status Follow-Up (required) —

  You indicated that your firm has been certified in Arizona as a minority or woman owned business enterprise.

  Please upload details and documentation of the certification

• W-9 (required) —

  Please upload a copy of your signed W-9 using the most current W-9 form.  Form W-9 (Rev. March 2024) (irs.gov) 

• Proposal (without Cost Proposal) (required) —

  Please upload your proposal here, but without cost information. Upload fee proposal separately in the next step.

  NOTE: IF YOUR UPLOAD HERE CONTAINS PRICING INFORMATION IT MAY BE CAUSE FOR DEEMING YOUR PROPOSAL AS NON-RESPONSIVE

• Separate Cost Proposal (required) —

  Upload your fee proposal here. It should not be part of your already uploaded files and should not be provided anywhere else unless an electronic pricing table is used with this RFP.

• Use of Artificial Intelligence (required) —

  I acknowledge that I have read and reviewed the Avondale City Artificial Intelligence Use Policy. I understand and agree to comply with all requirements outlined in this policy.

• Confirmation (required) —

  Vendor certifies that it has reviewed the administrative information and draft of the Professional Services Agreement’s terms and conditions and, if awarded the Agreement, agrees to be bound thereto.

  Vendor further certifies that they are authorized to submit a proposal on behalf of the stated Company in the proposal and has provided any applicable documentation stating such.

• Brief Project Description (fill in the blank) (required) —

  The City of Avondale (the “City”) is issuing this Request For Proposals (this “RFP”) seeking proposals (“Proposals”) from qualified, licensed firms (“Vendors”) interested in providing professional services consisting of ________________________ (the “Services”), 

  Provide text that will fill in the highlighted area above to complete the basic description regarding the purpose of this RFP.

• Maximum Number of Pages (required) —

  Required Submittal. The Proposal shall be a maximum of          pages to address the Proposal criteria (excluding cover letter, resumes and the Vendor Information Form, but including the materials necessary to address project understanding, general information, organizational chart, photos, tables, graphs, and diagrams).

  Provide text that will fill in the highlighted area above to complete the basic description regarding the purpose of this RFP.  The default maximum number of pages allowed is 12 pages

• Separate Fee Proposal Upload (required) —

  Will you want your bidder to upload a Price Proposal separately from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price in circumstances where it will not be used for initial evaluations. After a technical evaluation, you can come back and unseal pricing.

• Federal/State Grant (required) —

  Is any federal or state grant intended for the funding of this procurement?

• Number of top-ranked vendors for Oral Interview (required) —

  Enter the number of top ranked Vendors we wish to interview. PLEASE ENSURE YOU COMMUNICATE WITH YOUR EVALUATION COMITTE. 

  For example: three (3)

• SOC Report Applicability (required) —

  Applicable for any newly procured software platforms or services that involve the storage, processing, or transmission of city data. (Please confirm with IT)