Professional Youth Sports Photography Services for the City of Grand Junction Parks and Recreation Department

Agency:	City of Grand Junction
State:	Colorado
Type of Government:	State & Local
NAICS Category:	541922 - Commercial Photography 561720 - Janitorial Services
Posted Date:	Aug 7, 2026
Due Date:	Sep 2, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

Professional Youth Sports Photography Services for the City of Grand Junction Parks and Recreation Department
RFP-5966-26-KF
Responses Due September 2, 2026, before 1:00 p.m.

Solicitation (PDF )

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Request for Proposal

RFP-5966-26-KF

Professional Youth Sports Photography Services for

the City of Grand Junction Parks and Recreation

Department

Proposal Deadline

September 2, 2026, before 1:00 p.m. Mountain Daylight Time

Electronic Submission Only

Proposals Must Be Submitted Exclusively Through

BidNet Direct® – Rocky Mountain E-Purchasing System (RMEPS)

????https://www.bidnetdirect.com/colorado/city-of-grand-junction

Important Notice

The City of Grand Junction does not control or administer vendor access to the BidNet®

Direct system. Proposers are solely responsible for ensuring a successful submission.

Technical assistance must be requested directly from BidNet at (800) 835-4603.

Virtual Solicitation Opening

All City solicitation openings will be conducted virtually.

For meeting access and participation details, refer to Section 1.9.

Purchasing Agent Contact

Kathleen Franklin

kathleenf@gjcity.org

970-244-1513

Table of Contents

Section 1.0. Administrative Information & Conditions for Submittal........................ 3

1.4. Purpose ..................................................................................................... 3

1.9. Proposal Submission and Solicitation Opening ......................................... 4

Section 2.0. General Contract Terms and Conditions.............................................. 10

Section 3.0: Insurance Requirements ....................................................................... 20

Section 4.0: Specifications and Scope of Services.................................................. 22

4.10. Attachments............................................................................................. 33

4.11. Online Resources .................................................................................... 33

4.12. Tentative Calendar of Events................................................................... 34

Event and Details at a Glance

Date

Solicitation Issued/Posted

August 7, 2026

Inquiry Deadline.

August 18, 2026

Final Addendum Issued (if applicable)

August 21, 2026

Proposal Submission Deadline

September 2, 2026

Electronic submission via BidNet® Direct only, prior to

1:00 p.m. MDT.

Evaluation of Proposals

September 2-10, 2026

Interviews (if required)

September 17, 2026

Notice of Intent to Award (Tentative)

September 18, 2026

Contract Execution

September 25, 2026

This summary is provided for convenience. The Tentative Calendar of Events in Section

4.12 governs. All dates are tentative and subject to change by written Addendum.

Section 5.0: Preparation and Submittal of Proposals .............................................. 35

Section 6.0. Evaluation Criteria and Factors ............................................................ 40

Section 7.0. Solicitation Response Form .................................................................. 46

Subcontractor Disclosure ................................................................................... 48

RFP-5966-26-KF

Page 2 of 48

Section 1.0. Administrative Information & Conditions for Submittal

1.1. Americans with Disabilities Act (ADA) Compliance Mandate: All documents,

forms, attachments, electronic content, and other materials submitted in response to

this Solicitation, as well as all deliverables, reports, presentations, websites,

applications, electronic documents, and other materials created, developed, or

provided under any resulting Contract, shall comply with the requirements of Colorado

House Bill 21-1110 (HB21-1110), including §§ 24-85-101, C.R.S., et seq., and the

Accessibility Standards for Individuals with a Disability adopted by the Colorado Office

of Information Technology pursuant to § 24-85-103(2.5), C.R.S.

All documents and electronic content shall conform to the State of Colorado's

accessibility standards, including compliance with Level AA of the current version of

the Web Content Accessibility Guidelines (WCAG), as adopted by the State.

1.2. Required Review: The Proposer is responsible for thoroughly reviewing all

Solicitation Documents and obtaining a complete understanding of the Scope of

Services, project requirements, conditions, instructions, and all applicable laws,

regulations, policies, and procurement requirements associated with this Solicitation.

Submission of a proposal shall constitute acknowledgment that the Proposer has

reviewed the Solicitation Documents and can perform the Services as specified.

1.3. Issuing Office: This solicitation is issued by the City of Grand Junction, Colorado

(“City”). The Purchasing Agent responsible for this procurement is:

Kathleen Franklin

kathleenf@gjcity.org

Except as may be provided during any pre-proposal meeting or site visit conducted

by the City, all inquiries, concerns, clarifications, or communications regarding this

solicitation—including those related to the process, specifications, or Scope of

Services—shall be submitted in writing to the Purchasing Agent.

Communication with any other City employee or representative regarding this

solicitation may result in the disqualification of the Proposer’s submission.

1.4. Purpose

The City of Grand Junction seeks Proposals from qualified commercial photography

firms to provide seasonal youth sports photography services, including individual

participant and team photographs, purchaser ordering and payment options, product

production and fulfillment, delivery of hard-copy and digital products, as applicable,

and customer support for participants and their families. The selected Contractor shall

provide sufficient qualified personnel, equipment, and resources to perform

coordinated photography Services at multiple locations on scheduled dates

throughout the year.

A detailed description of the required Services, deliverables, and performance

expectations is provided in Section 4.0. All Services shall be performed in accordance

with the terms, conditions, and requirements of this Solicitation and any resulting

Contract.

RFP-5966-26-KF

Page 3 of 48

1.5. Non-Mandatory Pre-Proposal Meeting: No pre-proposal meeting will be conducted

for the Solicitation.

Proposers shall rely on the information provided in this Solicitation and any Addenda

issued by the Purchasing Agent and are responsible for submitting questions in

accordance with Section 1.19.

1.6. The City: The City will act by and through its authorized representative(s).

1.7. Compliance: By submitting a proposal, the Proposer acknowledges and agrees to

comply with all terms, conditions, requirements, and instructions contained in this

solicitation, including any modifications issued through addenda. If a Proposer

identifies any ambiguity, omission, or conflict within the solicitation documents that

might affect its understanding of the requirements, the Proposer shall request

clarification from the Purchasing Agent prior to the inquiry deadline. Failure to request

clarification shall not relieve the Proposer of its obligation to comply fully with the

requirements of the Contract.

1.8. Controlling Authority: The 2024 version of the City Procurement Policy is

controlling.

1.9. Proposal Submission and Solicitation Opening

Proposers shall prepare and submit Proposals in accordance with Section 5.0,

Preparation and Submittal of Proposals.

The public Solicitation opening will be conducted virtually using the following meeting

information:

Solicitation Opening: RFP-5966-26-KF

Professional Youth Sports Photography Services for the City of Grand

Junction Parks and Recreation Department

Date/Time: September 2, 2026, at 1:00 p.m. MDT (America/Denver)

Join from a computer, tablet, or smartphone:

https://meet.goto.com/121233229

Join by telephone:

• Access Code: 121-233-229

• United States: +1 (408) 650-3123

Join from a video-conferencing room or system:

• Meeting ID: 121-233-229

• Dial in, or type: 67.217.95.2 or inroomlink.goto.com

• Or dial directly: 121233229@67.217.95.2 or 67.217.95.2##121233229

Download the application before the meeting, if needed:

https://meet.goto.com/install

RFP-5966-26-KF

Page 4 of 48

1.10. Public Disclosure Notice: Pursuant to the Colorado Open Records Act (CORA), all

materials submitted in response to this solicitation shall be considered public records

and may be subject to public disclosure, except for information specifically designated

as confidential, proprietary, or trade secret by the Proposer, and only to the extent

permitted by law. Proposers shall comply with the confidential-material submission

requirements stated in Section 1.24.

Upon award and execution of a contract, the solicitation file, including all responsive

proposals, shall be available for public inspection in accordance with CORA and upon

receipt of an Open Records Request. This includes proposals submitted by the non-

awarded Proposer(s).

Public disclosure is also subject to the applicable provisions of CORA in the event the

solicitation or resulting project is canceled.

1.11. Public Disclosure Record: If the Proposer knows its employee(s) or subcontractors

have an immediate family relationship with a City employee or elected official, the

Proposer must provide the Purchasing Agent with the name(s) of that/those

individual(s). The individual(s) must file a “Public Disclosure Record” and/or a

statement of financial interest before conducting business with the City.

1.12. Collusion Clause: By submitting a proposal, each Proposer certifies that it is not

involved in any collusive action(s) or activity(ies) that may violate applicable federal

or state antitrust laws, rules, and/or regulations. Any proposal(s) found to have

evidence or a reasonable belief of collusion among the Proposers will be rejected. At

its discretion, the City reserves the right to accept future proposals for the same

service(s) or work from participants identified in such collusion.

1.13. Gratuities and Kickbacks: The Proposer certifies that no gratuities, kickbacks, or

contingent fees have been or will be offered, solicited, or paid in connection with this

Proposal or any resulting Contract. This includes, but is not limited to, the offering or

payment of unauthorized commissions, gifts, contingent fees, or other consideration

intended to influence the award of a Contract. This provision does not apply to the

commission or revenue-sharing payment expressly required under any resulting

Contract. If the Proposer breaches this certification, the City reserves the right to

reject the Proposal, terminate any resulting Contract, and pursue all available legal

remedies.

1.14. Ethics: Proposers shall not offer, give, solicit, or accept gifts, favors, or anything of

value to or from any employee, official, or agent of the City that could influence, or

appear to influence, the procurement process. Additionally, the Proposer(s) shall not

establish any business arrangement or financial relationship with any such individuals

that may create a conflict of interest, impair impartiality, or undermine public trust. Any

violation of this provision may result in disqualification from consideration, contract

termination, and potential legal consequences.

1.15. Alteration or Withdrawal of the Proposal: Any modification, revision, or withdrawal

of a proposal must be initiated by the Proposer and received by the City through the

designated electronic submission platform prior to the Proposal due date and time

stated in the Solicitation.

RFP-5966-26-KF

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

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Professional Youth Sports Photography Services for the City of Grand Junction Parks and Recreation Department

Description

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See Also