Request for Proposal For: Video Production and Live Streaming Services. ABA Section of Litigation August 14, 2013.

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1 Request for Proposal For: Video Production and Live Streaming Services ABA Section of Litigation August 14, 2013 Table of Contents Bid Timetable [2] 1.0 General Information [3] 2.0 Proposal Requirements [6] 3.0 Criteria for Selection [8] 4.0 Specifications and Work Statement [9] Appendix A: Appendix B: Bidder Response Sheet Evaluative Questionnaire 3

2 Bid Timetable The ABA will make every effort to adhere to the following schedule: Activity Responsibility Date RFP distributed via to selected bidders. ABA August 16, 2013 Deadline for unsolicited bidders who located this RFP on the ABA website to submit qualifying information. Unsolicited Bidders September 16, 2013 Deadline to submit clarifying questions via to Sara Gladchun at Bidders September 13, 2013 Pre-submittal conference OPTIONAL ABA / Bidders None Scheduled Please monitor the following website for any communications and/or status regarding this RFP: Bidders Electronic proposals must be received by [email protected] Bidders September 20, 2013 (2) hard copy proposals must be received by the Issuing Office at American Bar Association, 321 N. Clark Street, Chicago, IL Bidders September 20,

3 1.0 General Information 1.1 Purpose. This request for proposal (RFP) provides to those interested in submitting proposals ( Bidders ) sufficient information to enable them to prepare and submit proposals for the ABA Section of Litigation s consideration on behalf of the American Bar Association. 1.2 Issuing Department. The ABA Section of Litigation has issued this RFP on behalf of the American Bar Association. The sole point of contact in the ABA for this RFP shall be Sara Gladhcun, 321 N. Clark Chicago IL 60654, and [email protected], the Issuing employee for this RFP. Please refer all inquiries to the Issuing employee. 1.3 Problem Statement or Type of Goods Required. Live steaming, video production, post production and audio services for 5 meetings. These meetings will be Fall Leadership in Chicago IL (September 26-28, 2013); Winter Leadership in San Diego CA (January 16-18, 2014); Spring Leadership in Santa Fe NM (June 19-21, 2014); Section Annual Conference in Scottsdale AZ (April 9-11, 2014), and ABA Annual in Boston, MA (June 7-9, 2014). 1.4 Type of Contract. The contract needs to comply with the ABA Contract Policy and will be reviewed by the ABA s General Counsel s Office. ABA entities do not have separate legal standing to enter into oral or written contracts in their own names. All contracts are entered into on behalf of the American Bar Association. The Issuing Department, in its sole discretion, may undertake negotiations with Bidders whose proposal, in the judgment of the Issuing department, show them to be qualified, responsible and capable of performing the project or providing the goods. Only staff authorized by the ABA Executive Director and Chief Operating Officer have authority to execute contractual agreements on behalf of the ABA. 1.5 Rejection of Proposals. The Issuing employee reserves the right, in their sole and complete discretion, to reject any proposal received as a result of this RFP. 1.6 Incurring Costs. The ABA is not liable for any costs the Bidder incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of the award of the contract. 1.7 Pre-proposal Conference. There will be no pre-proposal conference for this RFP. If there are any questions, please forward them to the Issuing employee in accordance with Section I Questions & Answers. If a Bidder has any questions regarding this RFP, the Bidder must submit the questions by to the Issuing employee named in Section 1.2 of the RFP. If the Bidder has questions, they must be submitted via no later than the date indicated on the Bid Timetable. The Bidder shall not attempt to contact the Issuing employee by any other means. The Issuing employee shall post the answers to the questions on the ABA website by the date stated on the Bid Timetable. 1.9 Response Date. To be considered for selection, hard copies of proposal and/or electronic submission must arrive to the Issuing employee on the date specified in the RFP Bid Timetable. Bidders who send proposals by mail or other delivery service should allow sufficient delivery time to ensure timely receipt of their proposals Proposals. Bidder only needs to submit electronic copy of the big. The Bidder shall make no other distribution of its proposal to any other Bidder or ABA employee or ABA consultant. An official 5

4 authorized to bind the Bidder to its provisions must sign the proposal in Appendix A. For this RFP, the proposal must remain valid for 120 days taking into consideration time required for evaluation of proposals and processing of the contract or until a contract is fully executed. If the Issuing employee selects the Bidder s proposal for award, the contents of the selected Bidder s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations. Women, Minority and Disadvantaged Business Information. The ABA encourages participation by women, disadvantaged and minority businesses as prime contractors, joint ventures and subcontractors/suppliers. Women and Minority Businesses are businesses that are owned or controlled by a majority of women or minority persons. The Bidder must provide documentation from a state agency certifying that they are a certified women or minority owned business Discussions for Clarification. Bidders may be required to make an oral or written clarification of their proposals to the Issuing employee to ensure thorough mutual understanding and Bidder responsiveness to the solicitation requirements. The Issuing employee will initiate requests for clarification Prime Contractor Responsibilities. The contract will require the selected Bidder to assume responsibility for all services offered in its proposal whether it produces them itself or by subcontract. The Issuing employee will consider the selected Bidder to be the sole point of contact with regard to contractual matters Proposal Contents. Bidders should not label proposal submissions as confidential or proprietary. The Issuing employee will hold all proposals in confidence and will not reveal or discuss any proposal with competitors for the contract, unless disclosure is required: a. Under the provisions of any State or United States statute or regulation; or b. By rule or order of any court of competent jurisdiction. All material submitted with the proposal becomes the property of the ABA and may be returned only at the Issuing employee s option. The Issuing employee, in its sole discretion, may include any person other than competing Bidders on its proposal evaluation committee. The Issuing employee has the right to use any or all ideas presented in any proposal regardless of whether the proposal becomes part of a contract Best and Final Offers. The Issuing employee reserves the right to conduct discussions with Bidders for obtaining best and final offers. To obtain best and final offers from Bidders, the Issuing department may do one or more of the following: enter into pre-selection negotiations, including the use of an on-line auction; schedule oral presentations; and request revised proposals Term of Contract. The term of the contract will commence on September 1, 2013 and will end on August 31, The Issuing employee will fix the effective date after the contract has been fully executed by the selected Bidder and by the ABA. The selected Bidder shall not start the performance of any work prior to the effective date of the contract and the ABA shall not be liable to pay the selected Bidder for any service or work performed or expenses incurred before the effective date of the contract. 6

5 The contract is not considered approved until the terms have been reviewed and approved by the Office of General Counsel. An American Bar Association Office of General Counsel approval seal will appear on the contract with the signature of the attorney approving the terms of the contract Use of Electronic Versions of this RFP. This RFP is being made available by electronic means. If a Bidder electronically accepts the RFP, the Bidder acknowledges and accepts full responsibility to insure that no changes are made to the RFP. 7

6 2.0 Proposal Requirements Bidders must submit their proposals in the format outlined below. To be considered, the proposal must respond to each and every requirement in this part of the RFP. Bidders should provide any extraneous information only as a separate attachment to their proposal. 2.1 Statement of the Problem or Goods Required. Briefly state your understanding of the problem presented, service(s) required or goods required by this RFP. Include a high level management summary of how your company will effectively satisfy the services required. 2.2 Proposed Solution and Approach. Describe your solution in detail for accomplishing the work as specified in Section 4.0 of this document. This document should be as detailed and comprehensive as appropriate. Use as many of the task descriptions in Section 4.0 of this RFP as possible. 2.3 Evaluative Questionnaire. See Appendix B. Bidders must fully answer all questions in the fields provided. 2.4 Price Submittal. Submit your Pricing for all of the services outlined in this RFP. All bidders must ensure that the pricing information they submit is comprehensive and represents all of the associated expenses that the ABA will incur for the services outlined over the term of the contract. Bidders must not include any assumptions in their price submittals. If the Bidder includes assumptions in its price submittal, the Issuing employee may reject the proposal. All prices must be included so that the total annual spend required by the ABA is clearly defined. The following information, as applicable, should be part of any bidders Price Submittal: a. Direct Labor Charges. Itemized as follows to show what the bidder will charge for direct labor: b. Travel and Subsistence. Itemize for transportation, lodging and meals separately. If airfare expense anticipated, have bidder specify class of service; if hotel expense anticipated, have bidder indicate quality level of hotel (2 star, 3 star, etc.) c. Consultant Costs. Itemized to indicate all consultant-related expenses. d. Subcontract Costs. Itemize as in (a) above, if any. e. Cost of Supplies and Materials. Itemize, if applicable. f. Other Direct Costs. Itemize any other direct costs, if applicable. 8

7 3.0 Criteria for Selection 3.1 Mandatory Responsiveness Requirements. To be eligible for selection, a proposal must: a. Be received according to dates set in the Bid Timetable; b. Be properly signed by a representative of the Bidder who is eligible to bind them in contract with the ABA; c. Be in accordance with all instructions as set forth. 3.2 Technical Nonconforming Proposals. The Issuing employee reserves the right, in its sole discretion, to waive technical or immaterial nonconformities in a Bidder s proposal. 3.3 Evaluative Questionnaire All responses to questions in Appendix B must be provided in the fields indicated in the spreadsheet. Responses to the questionnaire will be evaluated and considered when the successful bidder is selected. 3.4 Criteria for Selection. The following criteria will be used, in no particular order, in evaluating each proposal: We are looking for the best value for the services provided. The price as well as quality of the services will be the main criteria will look at when making a decision. We will consider the level of technology used by bidder, previous work the bidder has done, and references the bidder can provide. We will also consider skill level and the experience the bidder has with this type of project. Customer service will also be a factor we take into consideration. 9

8 4.0 Specifications and Work Statement 4.1 Objectives. a. General. The bidder will provide pre-production, live streaming, video production, post production, and audio services for Fall Leadership, Winter Leadership, Spring Leadership, Section Annual Conference, and ABA Annual. The bidder will also provide technical equipment, project management, and shoot coordination. b. Specific. The bidder will provide live streaming of plenaries at Fall Leadership, Winter Leadership, Spring Leadership, Section Annual Conference, and ABA Annual. This will involve streaming the plenaries live and providing video production. This will include camera tech, audio tech, show/tech direction, production/graphics tech, and event production. The post production will include editing of the video and creating at least 20 DVDs of the recording. The bidder will also provide audio for the live streaming of these meetings. The bidder will provide the equipment for the live streaming and video production, project management, and shoot coordination. 4.2 Nature and Scope of the Project. The project is meant to provide video coverage of all the plenary sessions at the Section s five meetings throughout the year that will take place in September, January, April, June, and August. The live streaming and video production will allow for a wider reach and a larger audience for the plenary sessions at these meetings. The meetings generally last up to two days, and the recorded plenary sessions are usually hours and take place on multiple days. 4.3 Requirements. The bidder is required to travel on site to each event to provide the live streaming and audio services and to complete post production editing and DVD creation in reasonable amount of time after each event. The bidder will generally be required to arrive one day prior to the first live streaming session. 4.4 Tasks. For each meeting, the bidder is expected to provide project management, including premeeting logistics and planning. The bidder will provide the technical equipment needed for the live streaming, production, and post-production. The bidder will have a rehearsal for the streaming and audio and live streaming services for the entire program that is being streamed. The bidder will handle all technical and audio aspects of the streaming. There could be multiple live streamings per meeting in which all tasks would need to be provided for all streaming events. The bidder will digitize the footage for online viewing. After the streaming, the bidder will provide editing of the materials that were streamed and provide at least 20 copies DVD of the event to the ABA. The bidder will provide graphic design for the DVD covers, DVD authoring, and will make copies of the DVD for the Section. The bidder will also provide compression of the video so that it is web ready. The audio, steaming, and post production are expected to be high quality and the DVDs are expected to be complete within a reasonable time from the end of the meeting. 10

9 Appendix A Bidder Response Sheet American Bar Association Bidder Information: Bidder Name Bidder Mailing Address Bidder Website Bidder Contact Person Contact Person s Phone Number Contact Person s Address Bidder Federal ID Number Signature Signature of an official authorized to bind the Bidder to the provisions contained in the Bidder s proposal: Printed Name Title Failure to complete, sign and return this form with the bidder s proposal may result in the rejection of the bidder s proposal. 11