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Request for Proposals Photography & Videography Contractor Contract Period: September 15, 2024 – June 30, 2025

Company	Oregon Wine Board
Company Type	Other
Category	Sales or Marketing
Description	Request for Proposals Photography & Videography Contractor Contract Period: September 15, 2024 – June 30, 2025 I. Purpose The Oregon Wine Board (OWB), the marketing and promotional agency of the Oregon State wine industry, is requesting proposals from firms or individuals interested in providing digital still images and video content of the Oregon State wine industry for use within the OWB’s international marketing program. Proposals are due back to the OWB by 10:00 am PDT, Friday, September 6, 2024. Examples of preferred materials include: • Photographic tour of wine growing and wine touring regions of Oregon o A non-comprehensive list of locations and ideas would include Willamette Valley AVA Southern Oregon AVA, Columbia Valley AVA, The Rocks District of Milton-Freewater AVA/Walla Walla Valley AVA (Oregon side), and Snake River Valley AVA, as well as people drinking Oregon wine in the cities of Portland and Ashland, on the Oregon coast, at ionic waterfall, parks, camping, hiking, picnicking, etc. • Photo and video assets should highlight the people, authenticity, and awe-inspiring natural beauty of all Oregon wine regions; and how they are intertwined with Oregon’s culture. • Photos that demonstrate the wide variety of settings where Oregon wines can be enjoyed • Collaborate with teams from OWB and Washington State Wine Commission (WSWC) to create a 1–2-minute unified Pacific Northwest (PNW) wine industry video, capturing the complementary nature of the states’ wine industries (refer to additional details below) II. Background Information The Oregon Wine Board is a semi-independent state agency. The OWB was created by an act of the Oregon Legislative Assembly in 2003, replacing the Oregon Wine Advisory Board of the Oregon Department of Agriculture. OWB currently represents over 1,100 wineries and wine countries and over 1,470 wine grape growers in the state. The OWB operates for the purpose of supporting enological, viticultural and economic research to develop sustainable business practices for wine grape growing and wine making within Oregon and supporting the promotion of Oregon’s wine grape growing and wine making industries. The OWB’s major source of revenue comes from the grape tax assessments of wine produced and wine grapes harvested in the state, as well as export promotion grants received from the United States Department of Agriculture. The board consists of 9 directors appointed by the Governor. Board members must have expertise and experience in the Oregon wine grape growing or wine making industries; a demonstrated ability and disposition to serve the state’s interests regarding all aspects of the Oregon wine grape growing and wine making industries, including but not limited to the various types and sizes of wine grape growing and wine making operations, grape varieties and growing regions within the state. The board shall allocate funds and award grants in a manner that encourages coordinated, cost-effective projects that are integrated to implement the board’s strategic statewide objectives for the development of world-class wine grape growing and wine making within Oregon. The OWB along with its sister organization the Washington State Wine Commission (WSWC) make up the Northwest Wine Coalition (NWC). The NWC executes promotional activities in key foreign target markets that raise positive awareness of Washington wines among trade and consumers. In the 2023/24 marketing year, the OWB’s international marketing program implemented activities in Canada, the United Kingdom, Northern Europe, Japan, China, and South Korea. In 2024, the OWB —through the NWC—was allocated funding through the Regional Agricultural Promotion Program (RAPP) and identified the commissioning of a new set of photo and video assets for use in marketing abroad as a top priority for the program as it continues to expand into markets such as the Caribbean, Central America and Southeast Asia. To accomplish that goal this RFP has been developed and distributed. III. Responsibilities and Services The OWB is seeking a professional photographer and videographer to provide high quality imagery to enhance its marketing efforts. All materials provided shall be 100% owned by the OWB without limitation on usage. • The contractor must be licensed to do business within the State of Oregon and have a minimum of five years of experience in professional photography and video services. The contractor is expected to collaborate with teams from OWB and WSWC to create a 1 to 2-minute unified PNW wine industry video, capturing the complementary nature of the state’s wine industries (more details below). The contractor must have demonstrated experience and success in providing the following deliverables: • A robust series of photo assets focused on the themes highlighted in Section I. • Video content intended for international audiences must be able to be cut together and used in promotional videos highlighting the AVAs, people, culture, and consumers of Oregon wine. To accomplish OWB’s goal of increasing awareness and demand for Oregon wine internationally, the OWB has identified a need for images and videos to cater to the following audiences: 1. Wine Trade, including sommeliers and other restaurant staff, retailers, distributors, wine educators, wine and culinary schools, etc. 2. Media, including wine industry media, lifestyle and travel media, and social media influencers 3. Wine consumers at all levels – from enthusiasts and entry-level explorers. Ultimately, the goal of this project is to develop a collection of photographs and video content that effectively tells the story of Oregon wine. It is important to note that a high percentage of people in the targeted audiences, especially abroad, have never visited Oregon wine country, and one of OWB’s biggest challenges is a lack of awareness of the people, geography, premium wine quality, environmental purity, and culture that sets the Oregon wine industry apart. Even for those familiar with the region, a related misperception exists that Oregon wine is only enjoyed in traditional settings like vineyards, tasting rooms, and upscale restaurants. That is not the case. Oregon wine is versatile and ingrained in PNW culture - consumed at festivals, on our iconic beaches, lakes, rivers, and parks; at our old-school drive-in theatres and state-of-the-art stadiums and arenas. A new collection of images and videos that captures this story and the style and personality of the Oregon wine industry will help the OWB attract new consumers from around the world. Finally, OWB does most of its international marketing together with the Washington State Wine Commission (WSWC). The contractor is expected to work in close collaboration with team members of both the OWB and WSWC teams to draft, storyboard, create, edit, and finalize a 1–2-minute video that distills the essence of the wine industry in both PNW states. Both states must be equally represented, and the video will utilize the combined assets of both organizations. This video is a required deliverable to be completed by the end of the contracted period. IV. Authority The contractor will work under the supervision and with prior approval of the OWB for all aspects pertaining to the program. All expenditures must fall within the program budget and must be approved by the OWB. The contractor will be responsible for all time and materials incurred, which exceed the approved budget. V. Proposal There is no required format for the proposal, however proposals should be no more than 20 pages and include at a minimum:  Contractor information including prior experience with comparable projects and examples of photography and videography work, as well as staff capabilities/backgrounds and any beneficial synergies, partnerships, or relationships that the contractor brings to the table.  An estimated timeline of required activities needed to execute the project, including timeframes of major project deliverables within the contract period. o OWB prefers to receive the assets on a rolling basis as they are finalized. Please address the viability of this request.  Highlight any/all subcontractors who will be involved in the project if awarded and outline their roles and level of involvement.  Estimated budget for activities including breakdown of all associated fees and expenses. The OWB has set a budget range for this project between $100,000 - $150,000 (including contractor fees).  Relevant references (2-3).  Any potential conflicts of interest. The OWB will independently review and evaluate each proposal, and selection will be made according to the following criteria: Category Points Possible Creative Capabilities and Style - Clearly defined understanding of the project and proven capabilities to complete the work - Examples of photography and videography work 25 Project Management - Project management approach, with a clearly defined timeline for achieving project deliverables - Proposed project team, to include roles, responsibilities, and expertise - If subcontractors will be used, describe and justify the specifics of the individual’s or businesses’ relationship to the primary contractor. 25 Budget Proposal - Fees and expenses, including all subcontractor costs itemized separately. 50 Subtotal - 100 VI. Other A. Revisions to the RFP and Rejection of Proposals In the event that it becomes necessary to revise any part of the RFP, the OWB reserves the right to add an addendum to the RFP. An addendum will be emailed to all those who have requested a copy of the RFP and who are on the RFP mailing list. OWB reserves the right not to award this contract if, in the opinion of the reviewers, no suitable proposal has been received. The OWB reserves the right to request supplemental information or otherwise negotiate with the agency/firm regarding their proposal. B. Proprietary Information/Public Disclosure Materials submitted in response to this competitive procurement shall become the property of the OWB. All proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the Oregon Wine Board and the apparent successful contractor; thereafter, the proposals shall be deemed public record as defined in ORS 192.410 to 192.505, “Public Records.” Any information in the proposal that the contractor desires to claim as proprietary and exempt from disclosure under the provisions of ORS 192.345 and 192.355 must be clearly designated. The page must be identified and the particular exception from disclosure upon which the contractor is making the claim. Each page claimed to be exempt from disclosure must be clearly identified by the word “confidential” printed on the lower right-hand corner of the page. The OWB will consider a contractor’s request for exemption from disclosure; however, the OWB will make a decision predicated by ORS 192.345 and 192.355. Marking the entire proposal exempt from disclosure will not be honored. The contractor must be reasonable in designating information as confidential. If any information is marked as proprietary in the proposal, such information will not be made available until the effected contractor has been given an opportunity to seek a court injunction against the requested disclosure. A charge will be made for copying and shipping. No fee shall be charged for inspection of contract files. All requests for information should be directed to the RFP Coordinator. C. Costs to Propose The OWB will not be liable for any costs associated with any agency/firm response to this Request for Proposal. The OWB will award the contract to the agency/firm whose proposal is most responsive to this Request for Proposal and is most advantageous in terms of price and other stated criteria. D. Costs Component Standard Procedures for Payment of Fees: 1) It is anticipated that the contract awarded as a result of this RFP will be a cost-reimbursement contract with a not-to-exceed amount. Payment will be made only upon the completion of services, or after the delivery of goods authorized in an approved invoice. 2) Proposals may be based on a monthly service to cover all, or part of the activities described in this RFP, or may be based on fees per project or a combination of these two approaches. 3) For all activities or projects not covered by a monthly fee, the successful contractor must submit detailed cost estimates in a format approved by the OWB for every project undertaken. The OWB must first approve in writing all estimates before any activity for any project can be undertaken. No increases in the approved project estimates can be made without prior written approval from the OWB. Signed project estimates must accompany all project invoices submitted to the OWB. 4) The OWB will not pay royalties or usage fees for images delivered under this contract. All materials delivered under this contract will be owned exclusively and outright by the OWB without any usage limitations. E. Civil Rights Statement The OWB is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital/familial status. The OWB also complies with all provisions of the U.S. Government’s Executive Order 11246 dated September 24, 1965, and the rules, regulations, and relevant orders of the Secretary of Labor. VII. Instructions for Submitting Proposals Proposals should be submitted electronically to Sally Crawford [email protected] Proposals are due September 6, 2024, by 10:00 AM U.S. Pacific Time. The OWB anticipates making a final decision on a contractor by September 13, 2024, but reserves the right to reach a decision and/or notify applicants of the OWB’s selection at a later date. Thank you very much for your interest in the Oregon wine Board. Sally Crawford Oregon Wine Board 5331 S. Macadam Ave. Suite 258, PMB 121 Portland, OR 97239 Telephone: (503) 967-8978
City	Portland
State	OR
AVA	Oregon
Contact Name	Sally Crawford
Email	[email protected]