Request for Qualifications for Photography and Videography Services

The New York State Olympic Regional Development Authority (Olympic Authority) has issued a Request for Qualifications (RFQ) to establish a pool of pre-qualified vendors capable of providing comprehensive photography and videography services throughout the calendar year. These services are intended to support the Authority’s communications, marketing, and event documentation efforts across multiple venues in New York, including Lake Placid, Wilmington, and Highmount. The RFQ seeks vendors who can furnish all necessary labor, equipment, and services ranging from pre-production planning, on-site event coverage, post-production editing, to final digital deliverable submission. Vendors must submit baseline pricing and demonstrate service capabilities and experience, enabling the Authority to select from the pool based on project-specific needs and pricing competitiveness. Selected vendors will enter into a Master Agreement governing the terms for all subsequent engagements, with work authorized through individual Work Authorization Forms. The contract term is set for one year with potential annual renewals and applications are continuously accepted with a submission deadline noted as August 26, 2025. The RFQ emphasizes the importance of vendors maintaining compliance with applicable certifications, including FAA drone pilot certifications when applicable, and insurance requirements that hold the vendors liable and require indemnification of the Olympic Authority and its partners. The contracting process is competitive but does not specify a formal evaluation rating system, though cost, availability, and technical capability are noted as considerations. Vendors must comply with intellectual property protections relating to Olympic marks and demonstrate a standard of care consistent with industry norms. Coordination and communication are managed through designated points of contact for submissions and payments. Overall, this solicitation establishes a flexible, multi-vendor framework to support the visual media needs of the Olympic Authority across its multiple event locations, ensuring access to qualified, reliable service providers who meet state procurement standards and operational safety requirements.