I. RECOMMENDATION:
Staff recommends that the City Council:
- Authorize the City Manager to enter into a City Standard Professional Services Agreement with RAD Studios to provide on-call photography services for the City of Coalinga; and
- Authorize the City Manager to execute all related documents necessary to implement the agreement.
II. BACKGROUND:
The City of Coalinga regularly utilizes photography services to support community engagement, public information efforts, economic development initiatives, and documentation of municipal activities. Photography assets are used across multiple platforms including the City website, social media, press releases, printed materials, grant applications, and archival documentation.
To ensure the City has access to professional, high-quality photography when needed, staff issued a Request for Qualifications (RFQ) for On-Call Photography Services. The RFQ sought qualified photographers capable of providing services on an as-needed basis to document City events, facilities, infrastructure projects, community activities, and official City functions.
The intent of the RFQ was to identify a qualified photographer who could provide responsive, professional photography services that support the City’s communications, documentation, and outreach needs.
III. DISCUSSION:
The City received two proposals in response to the RFQ:
- RAD Studios
- Narrative Form LLC
Staff reviewed both proposals based on the evaluation criteria identified in the RFQ, including:
- Relevant experience and qualifications
- Quality of work samples and portfolio
- Availability and responsiveness
- Proposed fee structure
- Overall best value to the City
RAD Studios submitted a proposal offering an hourly rate of $150 per hour, which includes equipment, setup, travel time, and editing services. Narrative Form LLC offered a rate of $250 per hour.
RAD Studios is a locally owned business with experience providing photography, videography, and aerial drone services. The firm holds an FAA Part 107 drone license and has completed a variety of projects including headshots, event photography, promotional materials, and aerial photography for local schools and businesses.
Staff determined that RAD Studios provides a competitive fee structure, demonstrated familiarity with the Coalinga community, and has the ability to respond quickly to City needs for event coverage, project documentation, and promotional imagery.
While Narrative Form LLC demonstrated significant professional experience working with national tourism organizations and global brands, their proposed hourly rate of $250 per hour and higher project-based rates were substantially higher than the proposal submitted by RAD Studios.
Based on the evaluation of proposals, staff recommends selecting RAD Studios as the City’s on-call photography provider due to its cost effectiveness, local familiarity, and ability to provide responsive services to support the City’s needs.
IV. ALTERNATIVES:
V. FISCAL IMPACT:
Photography services will be provided on an as-needed basis and billed hourly in accordance with the agreement. Costs will be funded through existing departmental budgets when photography services are requested. |