I. RECOMMENDATION:
Authorize staff to advertise and solicit a Request for Qualifications (RFQ) from qualified videographers and photographers for professional media services related to the City’s Wings Over the Westside Airshow scheduled for October 3, 2026.
II. BACKGROUND:
Wings Over the Westside is the City of Coalinga’s signature aviation and community event held at the Coalinga Municipal Airport. The event includes aerial performances, static aircraft displays, a classic car show, vendor and sponsor activations, and family-friendly activities. Professional videography and photography are essential to documenting the event, promoting tourism and economic development, engaging the community, supporting sponsorship efforts, and producing marketing materials for future airshows.
Staff has prepared a Request for Qualifications (RFQ) to solicit statements of qualifications from experienced videographers and photographers capable of providing event coverage and post-production services. The RFQ is structured to identify the most qualified firm based on experience, demonstrated work quality, and overall approach. The draft RFQ is included for Council review.
III. DISCUSSION:
The City intends to use the RFQ process to identify and rank qualified firms and then negotiate with one top-ranked firm to provide videography and photography services for the Wings Over the Westside Airshow. This procurement approach is consistent with best practices for professional services and allows the City flexibility to negotiate pricing, contract terms, and refine the final scope of work based on event needs and available funding.
At this time, no budget has been approved for the 2026 Wings Over the Westside Airshow. The RFQ process is being initiated in advance of budget adoption to ensure the City is positioned to move forward efficiently once the event budget is approved by City Council. Final costs, scope of services, and contract terms will be negotiated with the selected firm and will be subject to City Council approval as part of a future Professional Services Agreement.
The RFQ solicits qualified firms capable of providing services including, but not limited to:
- Event videography and photography coverage
- Aerial and drone videography, subject to FAA requirements and approvals
- Post-production deliverables, including highlight videos, short-form content, and promotional materials
- Development of marketing content to support future Wings Over the Westside Airshow events
- Delivery of raw media files for City archival and future use.
Following evaluation of submitted qualifications, staff will return to City Council with a recommended firm and proposed agreement for consideration.
IV. ALTERNATIVES:
- Do not authorize the solicitation of the RFQ.
- Modify the RFQ.
V. FISCAL IMPACT:
There is no fiscal impact associated with authorizing the advertisement of the RFQ. Any future expenditure for videography and photography services will be contingent upon City Council approval of the 2026 Wings Over the Westside Airshow budget and approval of a Professional Services Agreement. | | |