Video and Photography Production Services

The vendor required to provide video production and photography services in support of agency 50th anniversary and ongoing public programming.
- Provide the following services but not limited to:
1. Documentary production
•    One (1) 15–20-minute documentary commemorating agency 50th anniversary.
•    One (1) 2–3-minute trailer for the documentary.
•    One (1) 90-second sizzle reel highlighting major milestones and key moments.
•    Three (3) 60-second focused vignettes featuring specific themes, individuals, or stories related to agency 50th anniversary.
2. Event photography
•    Coverage of two (2) agency public events per month as designated by the director.
•    A minimum of 10–15 usable, edited photos per event, delivered within 10 business days after each event.
•    Photos should include a mix of candid and staged shots that reflect the event atmosphere, community engagement, and institutional branding.
3. Director’s choice videos
•    Coverage of two (2) agency public events per month as designated by the director.
•    Two (2) short, edited videos (up to two minutes each) per month, delivered within 10 business days after each event.
•    Content may include exhibition spotlights, artist features, or other storytelling pieces that advance agency programming and outreach goals.
4. Scheduling and meetings
•    A monthly coordination meeting will be held with the director (or designee) to confirm the upcoming month’s events and deliverables.
•    The contractor shall submit a confirmation email within three (3) business days following each monthly meeting summarizing the agreed-upon schedule and assignments.
•    Any changes to the confirmed schedule must be approved in writing by the director.
•    Events and deliverables shall count toward the month in which filming or photography occurs, not the delivery date.
5. Performance and quality expectations
•    All videos must be delivered in 4k resolution, with accompanying high-quality audio and color correction suitable for broadcast and digital use.
•    All photographs must be delivered in both print-ready (300 dpi) and web-optimized formats (JPEG/PNG).
•    Contractor must maintain consistent branding, lighting, and tone aligned with agency communications and marketing standards.
•    Timely delivery, responsiveness, and adherence to approved schedules are mandatory.
6. Coordination and reporting
•    The contractor will work under the direction of agency director or designated representative.
•    Produce researched questions for spotlight guest for filming and approved by director and sent to spotlight guest a week in advance.
•    Provide digital proofs or drafts for review before final delivery.
•    Agency retains ownership and full usage rights to all photos and videos produced under this agreement.

- Contract Period/Term: 1 year
- Mandatory Pre-Bid Conference/Walkthrough Date: December 5, 2025
- Questions/Inquires Deadline: December 10, 2025