Photography Services

Notice regarding the Public Records Act:

Government Code Sections 7920.005 et seq., the California Public Record Act, defines a public record as any writing containing information relating to the conduct of the public business. The Public Record Act provides that public records shall be disclosed upon written request and that any citizen has a right to inspect any public record unless the document is exempted from disclosure.

Be advised that any contract that eventually arises from this Request for Quotations is a public record in its entirety. Also, all information submitted in response to this Request for Quotations is itself a public record without exception. Submission of any materials in response to this Request for Quotations constitutes a waiver by the submitting party of any claim that the information is protected from disclosure. By submitting materials, (1) you are consenting to release of such materials by the County if requested under the Public Records Act without further notice to you and

(2) you agree to indemnify and hold harmless the County for release of such information.

Notice regarding the Public Records Act:

GENERAL INFORMATION

This RFQ seeks responses from any and all qualified businesses or individuals to provide photographic services, including video and drone services, on an on-call/as-needed basis.

The County is gathering quotations from interested photography and videography professionals to establish a pool of contractors who can provide such services for a wide array of projects, initiatives and programs.

The tentative target start date and term for the proposed services is January 19, 2026, through January 18, 2029, subject to negotiation of a final agreement.

SCOPE OF WORK

The County Executive’s Office oversees the efficient daily operations of San Mateo County government and implements the vision and policies set forth by the Board of Supervisors.

The Communications Team, a unit of the Executive Office, produces a range of high-quality print and digital materials, including website content, social media posts and campaigns, presentations and more.

The County is accepting quotes from qualified and interested photography and videography professionals to create a pool of on-call contractors.

This Request for Quotes (RFQ) is open to experienced professionals with demonstrated training and experience in photo and video capture and production. Contractors must provide all necessary equipment. including cameras, drones, tripods, lighting, light meters, memory cards, and card readers, and any other equipment required for general assignments. Proposer must also have the experience and ability to provide any necessary editing, processing, and delivery of final photos or video to the County within one week of the date that the photos or videos are taken.

The County may require that photos and/or videos be delivered sooner than the one-week timeline mentioned above. And if so, the County will make those requests for early delivery in advance, by written notification.

Assignments will be scheduled by phone or email. Example assignments include, but are not limited to:

• Public events, ceremonies, and conferences
• Public forums, hearings, Board of Supervisors and commission meetings and staff recognition events
• Community events such as festivals, parades, flag raisings and memorials
• Emergency response documentation
• County department services and operations
• Individual and group photos of County staff and others
• Candid photography of hyper-local scenes, residents and businesses

Contractors must obtain consent from photo and video subjects, as directed, using a County-provided photo release waiver form. This requirement is mandatory.

Contractors must be able to travel to and from assignment locations in or near San Mateo County. Contractors must be available seven (7) days a week, including evenings.

The County will attempt to provide the contractor with as much notice as possible before an assignment. Some assignments may arise with only one- or two-days’ notice.

All photos and video captured for the County may not be used for any other purpose without written

permission from the appropriate and authorized County of San Mateo representative.

If selected, a contractor will be issued a services contract.

Projects will be assigned on an as-needed basis, each requiring an approved scope of work with estimated hours, rate/fees, and a not-to-exceed amount.

All Photographic and videographic work produced will be the property of the County. The County may edit or modify the work at its sole discretion without relying on the Contractor for changes or obtaining the contractor’s approval.

All questions about this RFQ must be received no later than 12:00 p.m. on December 15, 2025, and must be sent by email to Chief Communications Officer Michelle M. Durand at mdurand@smcgov.org

Miscellaneous.

This RFQ is not a commitment or contract of any kind. The County reserves the right to pursue any and/or all ideas generated by this RFQ. The responses will be used to determine the respondent’s ability to render the services to be provided. The failure of a respondent to comply fully with the instructions in the RFQ may eliminate its response from further evaluation as determined at the sole discretion of the County.

RESPONSE SUBMISSION REQUIREMENTS

The response should be submitted in the following format:

A. GENERAL INSTRUCTIONS

Interested contractors must submit all materials by email to Chief Communications Officer Michelle M. Durand at mdurand@smcgov.org. The submission may include attachments as well as links to files and web pages. All responses should adhere to the specified content and sequence of information described by this RFQ.

All responses must be received by the stated date and time to be considered for review. The County will not be responsible for and may not accept late responses due to slow internet connection, or for any other electronic failure (including but not limited to information transmission and internet connectivity failures).

B. COVER LETTER

Provide a one-page cover letter (following template in Attachment A) that includes the address,

phone numbers and email address of the contact person or persons.

C. RESPONSE CONTENT AND FORMAT 1) Signature Authority

The original quote must be submitted by an individual with authority to submit quotes on behalf of the agency.

2) Content

Items below contain brief descriptions that must be included in this response/quotation.

1. 1. • Describe the photographic and videographic services you provide and experience in providing similar services. Include length of time in business and any experience working with public agencies.

1. 1. • Include links to galleries of prior work or links to specific photographs and/or videos that demonstrate proven ability to deliver products as described in this RFQ.

1. 1. • Include a detailed explanation for costs for photographic and videographic services: This should include hourly costs/fees; travel costs; mileage reimbursements costs; editing costs; printing costs; and any and all other costs associated with providing the requested services. Be as specific as possible. Also provide estimated turn-around times for submitting proof sheets/galleries/preview footage from assignments. Use template provided in Attachment B.
      • If submission includes drone photography please list any relevant licenses, registrations, or certifications, if applicable, including Federal Aviation Authority (FAA) registration, and FAA certification.