Expression of Interest s19
Request for Quote (RFQ)
Photography Support
for 2017 Annual Report
FHI 360 Corporate Communications
· RFQ # 021618256_DC
RFQ Issue Date: February 21, 2018
Deadline for Submissions: February 28, 2018 – Submission of applications are due via email to with a copy to . Submissions must contain in the subject line “Response to RFQ: Photography Support for the FHI 360 2017 Annual Report”
Anticipated Period of Performance: February 2018 – April 2018
I. Introduction – Organizational Overview
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.
II. PROJECT OVERVIEW
FHI 360 is seeking a firm who will work closely with the communications team to provide photographic support for our 2017 Annual Report, to be published digitally and in print. The goal of the 2017 Annual Report is to provide our various audiences and stakeholders with a summary of activities and accomplishments undertaken or completed in 2017.
For this year’s report, we are highlighting stories from individuals associated with our projects around the world. The written pieces will aim to show both how the individual was influenced by FHI 360’s work and how the rest of a system or community was changed as a result. The photography should be done in an authentic, photojournalistic style that is creative and visually engaging. The firm will work with the communications team to identify and hire local photographers in up to five, but possibly fewer, locations: Herat, Afghanistan; New Delhi, India; Zarqa, Jordan; Dodoma, Tanzania; and Devil’s Lake, North Dakota, United States. It is a plus if the photographer can speak the local language. While each country and story will be slightly different, we don’t anticipate a photo shoot lasting more than one day each. The communications team will work with the firm to share additional details about the story and a shot list with the photographer before the scheduled photo shoot. Photographers will be required to obtain full, written consent for all individuals that are recognizable in photos using FHI 360’s photo release form.
Photos for each story will likely be displayed either in a photo album format on the webpage, or as a parallax/scrolling photo essay, though the final format has not yet been determined and may change. The selected number of images could vary anywhere from two to ten (2-10) based on the final story. Photos will also be included in a smaller print companion report and saved to FHI 360’s digital asset management system for future use.
Final Photographer Deliverables:
· A gallery of 50+ images
o All images will be required to contain the following metadata tags upon delivery: Date, Location, Credit Line, Creator, and Keywords. Additional metadata such as caption information is encouraged where possible.
· Signed photo release forms (originals or copies) from all subjects
III. Budgeting
FHI 360 prefers the most cost-effective solution; all proposals that fall reasonably within this range will be considered and weighed based on their merits.
IV. Anticipated Timeline
The target timeline for the RFQ selection process and website launch is outlined below. These dates are subject to change based on FHI 360 priorities and any unanticipated challenges.
Feb 21, 2018 RFQ issued
Feb 26, 2018 Submission of questions or requests for clarification need to be submitted via email to and .
Please note that inquiries and answers to inquiries will be shared with all applicants. Please do not contact any FHI 360 employees regarding this RFQ. Contacting individual employees may be cause for disqualification. No telephone inquiries will be answered.
Feb 27, 2018 Response to submitted questions posted
Feb 28, 2018 Submission due by 5:00 p.m. (EST) in Washington, DC, via email to and .
March 2, 2018 Vendor chosen and contacted
March 5, 2018 Target project kick-off
March 30, 2018 Photography delivered (this date is somewhat flexible)
V. Application Instructions
Quote submissions must include:
1. Title page with your firm's name, address, telephone number, principal contact and email address
2. Overview of your company, including:
a) Company summary
b) Overview of photography capabilities
c) Portfolio of specific photographers recommended for each shoot
d) Approach to client service and project management
e) Overview of how you will meet our objectives
3. Proposed timeline and work plan from kickoff to delivery
4. Resumes for key personnel
5. Pricing with optional elements line-itemed
6. Terms and conditions
Proposals must be emailed to:
· Sandy Ibrahim, Associate Director Digital Engagement, FHI 360, , AND
· Leanne Gray, Communications Specialist, FHI 360,
All proposals must be submitted on or before 5:00 p.m. (EST) on Wednesday, February 28, 2018. Responses received later than the time specified will not be accepted. Responses must be clearly marked to reveal the contents and the submitter’s name and address.
VI. Basis for Award
· The criteria for award will be based as follows (out of 100):
Cost proposal 35 points
Quality of past work 33 points
Photographer location and qualifications 32 points
· Following the review of the proposals, FHI 360 may further invite those submitting proposals to formally meet with FHI 360 representatives/project team prior to making a final determination. FHI 360 reserves the right to reject any or all quotations.
Reserved Rights
All RFQ responses become the property of FHI 360 and FHI 360 reserves the right in its sole discretion to:
· To disqualify any offer based on vendor failure to follow solicitation instructions.
· FHI 360 reserves the right to waive any deviations by vendors from the requirements of this solicitation that in FHI 360's opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition.
· Extend the time for submission of all RFQ responses after notification to all vendors.
· Terminate or modify the RFQ process at any time and re-issue the RFQ to whomever FHI 360 deems appropriate.
· FHI 360 reserves the right to issue an award based on the initial evaluation of offers without discussion.
· Award only part of the activities in the solicitation or issue multiple awards based on solicitation activities.
· FHI 360 will not compensate vendors for preparation of their response to this RFQ.
· Issuing this RFQ is not a guarantee that FHI 360 will award a purchase order.
· FHI 360 may choose to award a purchase order to more than one vendor for specific parts of the activities in the RFQ.
Certification of Independent Price Determination
The offeror certifies that:
(1) The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered;
(2) The prices in this offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated or competitive solicitation) unless otherwise required by law; and
(3) No attempt has been made or will be made by the offeror to induce any other concern or individual to submit or not to submit an offer for the purpose of restricting competition or influencing the competitive environment.
(a) Each signature on the offer is considered to be a certification by the signatory that the signatory—
(1) Is the person in the offeror's organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above; or
(2) (i) Has been authorized, in writing, to act as agent for the principals of the offeror in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)(1) through (a)(3) above;
(ii) As an authorized agent, does certify that the principals of the offeror have not
participated, and will not participate, in any action contrary to subparagraph (a)(1) through (a)(3) above; and
(iii) As an agent, has not personally participated, and will not participate, in any action contrary to subparagraphs (a)(1) through (a)(3) above.
(b) Offeror understands and agrees that:
(1) violation of this certification will result in immediate disqualification from this solicitation without recourse and may result in disqualification from future solicitations; and
(2) Discovery of any violation after award to the offeror will result in the termination of the award for default.
Terms and Conditions/GENERAL TERMS AND CONDITIONS: PURCHASE ORDER/SUBCONTRACT UNDER ASSISTANCE AWARDS
1. Offer & Agreement: The following terms together with those on the face of this agreement, other documents as may be incorporated by reference or attached hereto, and additional terms in any Change Notice issued to this order, constitute the offer of FHI 360 to the Vendor and shall, when accepted, constitute the entire order or contract between FHI 360 and Vendor. This agreement shall be deemed to have been accepted upon Vendor’s signed acceptance on the cover of this order or commencement of performance. Any reference herein to any proposal, quotation, or other communication by Vendor shall, unless indicated to the contrary herein, be deemed to be limited to the description of the services and to be limited by the terms set forth or incorporated by reference herein.
2. Assignment; Neither party may assign this order or any benefits arising from this order without the prior written consent of the other, and, unless otherwise agreed in writing, the rights of any assignee shall be subject to all set-offs, counterclaim, and other comparable rights arising hereunder. FHI 360 shall not, except as otherwise agreed in writing by FHI 360, delegate or assign all or substantially all of on any item or service to be furnished under this agreement.
3. Proprietary Information & Confidentiality: Vendor shall consider all data, documentation, drawings, specifications software and other information furnished by FHI 360 to be confidential and proprietary and shall not disclose any such information to any other person, or use such information itself for any purpose other than that for which it was intended in completing this order, unless Vendor obtains written permission from FHI 360 to do so. Vendor agrees to execute FHI 360’s standard Non-Disclosure Agreement upon request.
4. Terms of Payment: Subject to any superseding terms on the face hereof, Vendor shall invoice FHI 360 at 1825 Connecticut Ave., NW, Washington, D.C., Attn: FHI 360 Purchase Agent and be paid upon completion/acceptance of the required supplies/services. Vendor shall be paid not later than thirty (30) days after FHI 360’s receipt of an acceptable invoice or FHI 360’s receipt of the completed products/services, together with any required documents. Drafts will not be honored.
5. Compliance with Law: Vendor’s performance of work hereunder and all products to be delivered hereunder shall be in accordance with any and all applicable executive orders, Federal, State, municipal, and local laws and ordinances, and rules, orders, requirements and regulations. Such Federal laws shall include, but not be limited to, the Fair Labor Standards Act of 1938 as amended, E.O. 11246, “Equal Opportunity,” as amended by E.O. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and as supplemented by regulations at 41 CFR Chapter 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor”, the Copeland “Anti-Kickback” Act (18USC874 and 40USC276c and 18USC874 as supplemented by Department of Labor regulations at 29CFRpart 3, the Davis-Bacon Act, as amended (40USC276a-a7) and as supplemented by Department of Labor at 29CFRpart 5, the Contract Work Hours and Safety Standards Act (40USC327-333), and the Byrd Anti-Lobbying Amendment (31USC1352). Unless otherwise agreed, governing law shall be that of the State of Delaware.
6. Title and Risk of Loss: Title to and risk of loss of, each product and/or service to be delivered hereunder shall, unless otherwise provided herein, pass from Vendor to FHI 360 upon acceptance of such product/service by FHI 360.
7. Inspection: (a) Vendor shall work within professional standards and limitations specified on work statements, drawings and specifications covering the work and shall make such inspections as are deemed necessary to insure Vendor compliance, unless deviation there from is authorized in writing by FHI 360. (b) All shipments of materials shall be subject to final inspection by FHI 360 after receipt by FHI 360 at destination. If material supplied or work performed by Vendor is found to be defective, Vendor shall be given the opportunity to correct any deficiencies within a reasonable period of time. If correction of such work is impracticable, Vendor shall bear all risk after notice of rejection and shall, if so requested by FHI 360 and at its own expense, promptly make all necessary replacements. Vendor shall provide immediate notice to FHI 360 of any potential failure on the part of its suppliers to provide supplies/services required hereunder. Vendor is responsible for any deficiency on the part of its suppliers. VENDOR SHALL BE RESPONSIBLE FOR ANY COSTS OF REPROCUREMENT AS MAY BE NECESSARY FOR FHI 360 TO SECURE THE SUPPLIES/SERVICES AS A RESULT OF VENDOR’S INABILITY TO PERFORM THAT EXCEED THE AGREED UPON PRICE HEREIN. (d) Final inspection and acceptance by FHI 360 shall be conclusive except for latent defects, fraud, or for any rights provided by any product warranty.
8. Force Majeure: The Vendor shall not be liable by reason of any failure in performance of this Agreement in accordance with its terms if such failure arises out of causes beyond the control and without the fault or negligence of Vendor. Such cases may include, but are not restricted to, acts of God, acts of government or municipal or other authorities, fires, floods, epidemics, quarantines, strikes, and labor disputes. Such causes do not include deficiencies on the part of its suppliers.