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Request for Qualifification for Photography Services
BID #: 5
ISSUED: 1/1/2023
DUE: 2/23/2023
VALUE: $35,000
100
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Green Risk
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Executive Summary
The City of Orange Township is seeking qualifications from individuals and firms to provide photography services. The selected applicant will be approved as a City Photographer based on an annual amount not to exceed $35,000. The scope of services includes various types of photography such as portraits, event, landscape, drone, architectural, and lifestyle photography. The selected applicant is expected to travel to and from the City, deliver high-resolution photos, and assign rights to the City to use the photographs in all media formats.
Respondents must submit an original and two copies of their Qualification Statement by mail or hand delivery, to the Office of Procurement, by 10:00 a.m. on February 23, 2023. The selection process will be based on professional, administrative, artistic, and financial capabilities. Qualification Statements should include an executive summary, letter of qualification, and descriptions of the business organization, ownership, and organizational structure.
Web Content
Bid Postings • Request for Qualifification for Photography S Skip to Main Content EMERGENCY ALERT SNAP Recipients - Find Food Sources Near You Read On... Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Search Residents Business UEZ Program How Do I... City Government Departments Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Request for Qualifification for Photography Services Category: Bids and Request for Qualification (RFQs) Status: Closed Description: Request for Qualifification for Photography Services The City of Orange Township (hereinafter the "City") is requesting qualifications from qualified individuals and firms to provide photography service for the City. Qualifications will be evaluated in accordance with the criteria set forth in this Request for Qualifications (RFQ). If selected, the governing body will approve a resolution listing the individual and/or firm as approved Photographer based on an annual amount not to exceed $35,000.00 Scope of Services The City of Orange is seeking the service of a qualified photographer to provide photography service for the City various needs. The types of photography that can be expected include but is not limited to; Group and Individual portraits, Event photography, Landscape photography, Drone photography, Architectural photography, and Lifestyle photography. The selected applicant would also be expected to travel to and from the City, deliver all pictures in high-resolution format. The ideal applicant would also have all necessary equipment (lighting, tripods, card readers, etc.) to complete their task. The applicant must also be willing to assign rights to the City of Orange Township to use photographs in all media formats at any time. Publication Date/Time: 1/1/2023 12:00 AM Closing Date/Time: 2/23/2023 11:59 PM Contact Person: Business Administrator, Christopher Hartwyk 29 North Day Street, Orange, New Jersey 07050 (973) 266-4158 Special Requirements: 1. General Requirements The Qualification Statement submitted by the Respondent must meet or exceed the professional, administrative, artistic and financial qualification set forth in this Section 3 and shall incorporate the information requested below. In addition to the information required as described below, a Respondent may submit supplemental information that it feels may be useful in evaluating its Qualification Statement. Respondents are encouraged to be clear, factual, and concise in their presentation of information. 2. Administrative Information Requirements The Respondent shall, as part of its Qualification Statement, provide the following information: 1. An executive summary (not to exceed two (2) pages) of the information contained in all the other parts of the Qualification Statement. 2. An executed Letter of Qualification. 3. Name, address and telephone number of the Respondent submitting a Qualification Statement pursuant to this RFQ, and the name of the key contact person. 4. A description of the business organization (i.e., corporation, partnership, joint venture, etc.) of each Respondent, its ownership and its organizational structure. Related Documents: RFQ FOR Photography Services Return To Main Bid Postings Page Live Edit Bill Pay Public Notice Agendas & Minutes Job Openings Documents & Forms Notify Me® Contact Us Orange City Hall 29 North Day Street Phone: 973-952-6100 Staff Directory Quick Links Finance Forms, Permits, and License Applications Mayor's Office Public Works Vital Statistics Staff Directory /QuickLinks.aspx Helpful Links Home Site Map Contact Us Accessibility Copyright Notices Privacy Policy /QuickLinks.aspx Government Websites by CivicPlus® Loading Loading Do Not Show Again Close Arrow Left Arrow Right [] Slideshow Left Arrow Slideshow Right Arrow
Document Text
--- Document: RFQ FOR Photography Services --- CITY OF ORANGE TOWNSHIP REQUEST FOR QUALIFICATIONS FOR PHOTOGRAPHY SERVICES SUBMISSION DEADLINE 11:00 a.m. February 23, 2023 ADDRESS ALL QUALIFICATIONS STATEMENTS TO : Christopher Hartwyk Business Administrator The City of Orange Township 29 North Day Street Orange, New Jersey 07050 (973) 266-4158 GENERAL INFORMATION & SUMMARY ORGANIZATION REQUESTING PROPOSAL The City of Orange Township 29 North Day Street Orange, New Jersey 07050 CONTACT PERSON Christopher Hartwyk Business Administrator 29 North Day Street Orange, New Jersey 07050 INTRODUCTION AND PURPOSE The City of Orange Township (hereinafter the "City") is requesting qualifications from qualified individuals and firms to provide photography service for the City. Qualifications will be evaluated in accordance with the criteria set forth in this Request for Qualifications (RFQ). If selected, the governing body will approve a resolution listing the individual and/or firm as approved Photographer based on an annual amount not to exceed $35,000.00 PERIOD OF QUALIFICATION January 1, 2023 - December 31, 2023. FORM AS TO SELECTION If selected to provide services, the successful Respondent shall be required to execute a form contract, which includes indemnification, insurance, termination and licensing provisions. A complete copy of a draft City contract is available upon request. It is also agreed and understood that the acceptance of the final payment shall be considered a release representation and shall be considered a release in full of all claims against the City arising out of, or by reason of, the work done and materials furnished under this Contract. SECTION I INTRODUCTION AND GENERAL INFORMATION Introduction and Purpose The City of Orange Township is soliciting Qualification Statements from interested persons and/or firms to provide professional services, as more particularly described herein. Through a Request for Qualification process described herein, person and/or firms interested in assisting the City with the provision of such services must prepare and submit a Qualification Statement in accordance with the procedure and schedule in this RFQ. The City of Orange Township will review Qualification Statements only from those persons and/ or firms that submit a Qualification Statement which includes all information required to be included as described herein (in the sole judgment of the City). The City intends to qualify person(s) and/or firm(s) that (a) possess the professional, artistic, financial and administrative capabilities to provide the proposed services, and (b) will agree to work under the level of compensation, terms and conditions determined by the City to provide the greatest benefit to the taxpayers of the City. Procurement Process and Schedule The selection process is in accordance with the "New Jersey Local Unit Pay-to Play", Law and municipal ordinances establishing the "pay-to-play" criteria. The City has structured a procurement process that seeks to obtain the desired results described above, while establishing a competitive fair and open process to assure that each person and/or firm is provided an equal opportunity to submit a Qualification Statement in response to the RFQ. Qualification Statements will be evaluated in accordance with the criteria set forth in Section 2 of this RFQ, which will be applied in the same manner to each Qualification Statement received. Qualification Statements will be reviewed and evaluated by the City Business Administrator and a committee consisting of two other employees of the City of Orange Township (The “Committee”. The Qualification Statements will be reviewed to determine if the Respondent has met the minimum professional, administrative and financial areas described in this RFQ. Based upon the totality of the information contained in the Qualification Statement, including information about the reputation and experience of each Respondent, the Committee will evaluate and determine which Respondents are qualified (professionally, administratively and financially) to be submitted to the Municipal Council for approval. The RFQ process commences with the issuance of this RFQ. The steps involved in the process and the anticipated completion dates are set forth in the Procurement Schedule. The City reserves the right to, among other things, amend, modify or alter the Procurement Schedule upon notice to all potential Respondents. All communications concerning this RFQ or the RFQ process shall be directed to the City's Designated Contact Person, in writing. Qualification Statements must be submitted to, and be received by the Office of Procurement, via mail or hand delivery, by 10:00 a.m. on February 23, 2023. Qualification Statements will not be accepted by facsimile or e-mail transmissions. Qualification Statement shall be opened in the City Council Cambers, located on the Fourth floor of Orange City Hall, Orange, New Jersey. Anticipated Procurement Schedule 1. Publication of Request for Qualifications , February 2, 2023. 2. Commence Issuance of Request for Qualification Packages February 23, 2023. 3. Receipt of Qualification Statement February 23, 2023. 3. Conditions Applicable to RFQ. • Upon submission of a Qualification Statement in response to this RFQ, the Respondent acknowledges and consents to the following conditions relative to the submission and review and consideration of its Qualification Statement: • This document is an RFQ and does not constitute a Request for Proposals (RFP). • This RFQ does not commit the City to issue an RFQ. • All costs incurred by the Respondent in connection with responding to this RFQ shall be borne solely by the Respondent. • The City reserves the right (in its sole judgment) to reject for any reason and all responses and to eliminate any and all Respondents responding to this RFQ from further consideration for this procurement. • The City reserves the right, without prior notice, to supplement, amend, or otherwise modify this RFQ, or otherwise request additional information. • All Qualification Statements shall become the property of the City and will not be returned. • All Qualification Statements will be made available to the public at the appropriate time, as determined by the City (in the exercise of its sole discretion) in accordance with law. • The City may request Respondents to send representatives to the City for interviews. • Any and all Qualification Statements not received by the City’s Business Administrator Procurement by 11:00 a.m. on February ---, 2023, will be rejected. • Neither the City, nor its officers, officials or employees shall be liable for any claims or damages resulting from the solicitation or preparation of the Qualification Statement, nor will there be any reimbursement to Respondents for the cost of preparing and submitting a Qualification Statement or for participating in this procurement process. 4. Rights of City. The City reserves the right to reject any and all submissions, if necessary, or to waive any informalities in submissions and to accept any item, items or services in the submissions that are in the best interest of the City. The City of Orange Township reserves the right to terminate services upon notice to the submitter. 5. Addenda or Amendments to RFQ During the period provided for the preparation of responses to the RFQ, the City may issue addenda, amendments or answers to written inquiries. Those addenda will be noticed by the City and will constitute a part of the RFQ. All responses to the RFQ shall be prepared with full consideration of the addenda issued prior to the Qualification Statement submission date. 6. Qualification Statement Format. Qualification Statements must cover all information requested in this RFQ. Qualification Statements which in the judgment of the City fail to meet the requirements of the RFQ or which are in any way conditional, incomplete, obscure, contain additions or deletions from requested information, or contain errors may be rejected. SECTION 2 SCOPE OF SERVICES The City of Orange is seeking the service of a qualified photographer to provide photography service for the City various needs. The types of photography that can be expected include but is not limited to; Group and Individual portraits, Event photography, Landscape photography, Drone photography, Architectural photography, and Lifestyle photography. The selected applicant would also be expected to travel to and from the City, deliver all pictures in high-resolution format. The ideal applicant would also have all necessary equipment (lighting, tripods, card readers, etc.) to complete their task. The applicant must also be willing to assign rights to the City of Orange Township to use photographs in all media formats at any time. SECTION3 SUBMISSION REQUIREMENTS 1. General Requirements The Qualification Statement submitted by the Respondent must meet or exceed the professional, administrative, artistic and financial qualification set forth in this Section 3 and shall incorporate the information requested below. In addition to the information required as described below, a Respondent may submit supplemental information that it feels may be useful in evaluating its Qualification Statement. Respondents are encouraged to be clear, factual, and concise in their presentation of information. 2. Administrative Information Requirements The Respondent shall, as part of its Qualification Statement, provide the following information: 1. An executive summary (not to exceed two (2) pages) of the information contained in all the other parts of the Qualification Statement. 2. An executed Letter of Qualification. 3. Name, address and telephone number of the Respondent submitting a Qualification Statement pursuant to this RFQ, and the name of the key contact person. 4. A description of the business organization (i.e., corporation, partnership, joint venture, etc.) of each Respondent, its ownership and its organizational structure. (a) Provide the names and business addresses of all Principals of the Respondent submitting the Qualification Statement. For purposes of this RFQ, "Principals" means persons possessing an ownership interest in the Respondent. If the Respondent is a corporation, "Principals" shall include each investor who has any operational control over the Respondent, and every stockholder having an ownership interest of 10% or more in the firm. (b) If a Respondent is a partially owned or a fully owned subsidiary of another firm, identify the parent company and describe the nature and extent of the parents' approval rights over the activities of the Respondent submitting a Qualification Statement. Respondent shall also describe the approval process. (c) If the Respondent is a partnership or a joint venture or similar organization, it shall provide comparable information as required in (b) above for each member of the partnership, joint venture or similar organization. (d) A statement that the Respondent has complied with all applicable affirmative action (or similar) requirements with respect to its business activities, together with evidence of such compliance. 5. The number of years Respondent has been in business under the present name. 6. The number of years Respondent has been under the current management. 7. Any judgments within the last three (3) years in which Respondent has been adjudicated liable for professional malpractice and an explanation for each judgment. 8. Whether the Respondent is now or has been involved in any bankruptcy or reorganization proceeding in the last ten (10) years. If yes, provide an explanation. 9. Confirm appropriate federal and state licenses to perform activities. 10. An executed letter of intent. 3. Professional Information Requirements Respondent shall submit a description of its overall experience providing the type of services sought in the RFQ. At a minimum, the following information on past experience should be included as appropriate to the RFQ: 1. Description and scope of work by Respondent. 2. Name, address and contact information of references. 3. Explanation of perceived relevance of the experience to the RFQ. 4. Brief description of Respondent's relevant clients including municipal government clients during the last three (3) years. 5. Resumes of key employees. 6. A narrative statement of the Respondent's understanding of the City's needs and goals. 7. Comprehensive list of cameras, tri-pods, lighting accessories, and other technology Respondent owns and/or has history using. 8. List all immediate relatives of Principal(s) of Respondent who are City employees or elected officials of the City. For purposes of the above, "immediate relative" means a spouse, parent, stepparent, brother, sister, child, stepchild, direct-line aunt or uncle, grandparent, grandchild and in-laws. 9. Proof by way of a Certificate of Insurance reflecting the firm's coverage for a minimum of $25,000 of Professional Liability Insurance. This Requirement may be waived at the city’s discretion. 10. A listing of all other engagements where services of the types being proposed were provided in the past five (5) years. This should include other municipal governments and other levels of government. Contact information for the recipients of the similar services must be provided. The City may obtain references from any of the parties listed. 11. A portfolio or comprehensive collection of work that demonstrates a range of abilities and experience with types of photography listed in scope of work. SECTION 4 INSTRUCTIONS TO RESPONDENTS Submission of Qualification Statements Respondents must submit an original and two (2) copies of their Qualification Statement to the Designated Contact Person: Qualification Statements must be received by the City no later than 10:00 a.m. on DATE, and must be mailed or hand-delivered. Qualification Statements forwarded by facsimile or e- mail WILL NOT be accepted. To be responsive, Qualification Statements must provide all requested information, and must be in strict conformance with the instructions set forth herein. Qualification Statements and all related information must be bound, and signed and acknowledged by the Respondent. SECTION 5 EVALUATION The City's objective in soliciting Qualification Statements is to enable it to select a Respondent that will provide high quality and cost effective services to the citizens of City of Orange Township. The City will consider Qualification Statements only from Respondents that, in the City's sole judgment, have demonstrated the capability and willingness to provide high quality services to the citizens of the City in the manner described in this RFQ. Qualification Statements will be evaluated by the City on the basis of which is the most advantageous, experience and other factors considered. The evaluation will consider: 1. Experience and reputation in the field; 2. Knowledge of the municipal corporation; 3. Pertinent government experience; and 4. Other factors demonstrated to be in the best interest of the City. The City will select the most advantageous Qualification Statements based on all of the evaluation factors set forth in the RFQ. The City will make the award(s) that is in the best interest of the City. Each Qualification Statements must satisfy the objectives and requirements detailed in this RFQ except as otherwise stated. Successful Respondent shall be determined by an evaluation of the total content of the Qualification Statement submitted. The City reserves the right to not select any of the Qualification Statements. The City shall not be obligated to explain the results of the evaluation process to any Respondent. SECTION6 GENERAL TERMS AND CONDITIONS 1. The City reserves the right to reject any or all Qualification Statements, if necessary, or to waive any information in the Qualification Statements, and, unless otherwise specified by the Respondent, to accept any item, items or services in the Qualification statement should it be deemed in the best interest of the City to do so. 2. Each Qualification Statement must be signed by the person authorized to do so. 3. Qualification Statements may be hand delivered or mailed consistent with the provisions of the legal notice to Respondents. In the case of mailed Qualification Statements, the City assumes no responsibility for Qualification Statements received after the designated date and time and will return late Qualification Statements unopened. Qualification Statements will not be accepted by facsimile or e-mail. 4. In accordance with Affirmative Action Law, P.L. 1975/ c.127 (N.J.A.C. 17:27) with implementation of July 10, 1978, successful Respondents must agree to submit individual employer certifications and numbers or complete Affirmative Action employee information report (form AA-302). Also, during the period of engagement, the contractor agrees as follows: (a) the contractor or subcontractor where applicable, will not discriminate against any employee because of age, race, creed, color, national origin, ancestry, marital status or affectional or sexual orientation. The contractor will take affirmative action to ensure that such applicants are recruited and employed and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, sex or handicap. Such action shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination, rates of pay or other forms of compensation; and section for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notice to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause; (b) the contractor or subcontractor, where applicable, will in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, sex or handicap; (c) the contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the labor union or worker's representative of the contractor's commitments under this act and shall post copies of the notice; (d) the contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the treasurer pursuant to the P.L. 1975, c.127, as amended and supplemented from time to time. 5. No Respondent shall influence, or attempt to influence, or cause to be influenced, any City officer or employee to use his/her official capacity in any manner which might tend to impair the objectivity or independence of judgment of said officer or employee. 6. No Respondent shall cause or influence, or attempt to cause or influence, any City officer or employee to use his/her official capacity to secure unwarranted privileges or advantages for the proposer or any other person. 7. Should any difference arise between the contracting parties as to the meaning or intent of these instructions or specifications, the City's decision shall be final and conclusive. 8. The City shall not be responsible for any expenditure of monies or other expenses incurred by the Respondent in making its proposal. 9. All applicants must submit a Business Registration Certificate issued by the State of New Jersey, Department of the Treasury. 10. Certification Employee Report. END OF GENERAL INSTRUCTIONS
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Christopher Hartwyk
Business Administrator
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First Discovered
Mar 31, 2026
Last Info Update
Apr 30, 2026
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