Request for Proposals (RFP) for Autumn Photography in Cattaraugus County, the Enchanted Mountains of Western New York State.

RFP Issued By: Cattaraugus County Economic Development, Planning & Tourism

Background

Cattaraugus County, located in Western New York, is known for its stunning natural beauty, particularly during the fall season when the foliage transforms into a vibrant array of colors. To capture these picturesque landscapes and seasonal activities for promotional purposes, we are seeking proposals from qualified photographers.

The purpose of this RFP is to solicit proposals from experienced photographers who can provide high-quality photography services to showcase autumn tourism activities and the autumn beauty of Cattaraugus County. The selected photographer will be responsible for capturing iconic scenery, seasonal activities that highlight the season.

Scope of Work

The selected photographer will be expected to deliver the following:

1. Photography Coverage: - Capture high-resolution images of fall foliage across various locations in Cattaraugus County, including parks, forests, and landscapes. Document local fall activities to include Mountain biking, hiking, fall fishing, and camping. Include candid shots of residents and visitors enjoying the season.
2. Deliverables: A minimum of 50 high-resolution images per activity. - Edited digital images suitable for both print and online use, delivered via a secured online gallery or USB drive. - A brief narrative describing each photo or series (when necessary) to provide context.
3. Timeline: Prepare a photography schedule that corresponds with key seasonal peak foliage times. – All RAW images should be shot on or before October 17, 2025. Final deliverables must be submitted by March 1, 2026 with a preview period after editing the first activity.
4. Usage Rights:  All images will be owned by Cattaraugus County for promotional purposes, including but not limited to website, social media, brochures, and advertising.
5. Model Releases: Model releases must be included for any identifiable models.

Proposal Submission Guidelines

Photographers interested in submitting a proposal should include the following:

1. Cover Letter: Briefly explain your interest in the project and related experience.
2. Portfolio: Provide examples of your previous work, particularly in fall photography or similar landscapes.
3. Proposed Approach: Outline your approach to capturing the essence of fall in Cattaraugus County, including proposed locations for the activities listed above.  
4. Pricing: Provide a detailed budget, including costs for photography services, editing, travel, and any other associated expenses.
5. References: Include at least two references from previous clients or projects.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Technical & Creative Quality 50%
   1. Portfolio and sample work demonstrate relevant skill and style
   2. Demonstrates an understanding of the project
   3. Overall creativity and visual impact
2. Professional Experience 20%
   1. Relevant experience with similar projects or clients
   2. Client references and testimonials indicate a positive track record
   3. Team expertise and availability of qualified personnel
3. Price and Value 30%
   1. Competitive and transparent pricing
   2. Clear breakdown of costs and deliverables (e.g., usage rights, retouching, photo editing)

Submission Instructions

Please send your completed proposal electronically at https://CattCo.gov/2025-Tourism-Photo-01 by September 26th, 2025 1:30PM. Proposals received after the deadline may not be considered.

Questions

For any questions regarding this RFP, please contact Samantha Hayes by phone at 716-938-2307 or email SLHayes @ CattCo.org

We look forward to receiving your proposals and capturing the vibrant spirit of autumn in Cattaraugus County.

Thank you!