Request for Proposals Video Production December 11, 2013

Transcription

1 1 Request for Proposals Video Production December 11, 2013

2 2 Table of Contents: 1. Summary 3 2. Project Concept.3 3. Project Requirements 3 4. Deliverables Ownership.4 6. Selection Criteria Proposal Requirements and How to Submit.5 8. Award of Contract 6

3 3 1. Summary ( CUWCD or the District ) is accepting proposals to produce a series of short videos highlighting the District s current and upcoming projects and facilities. The purpose of this RFP is to provide a fair evaluation for all candidates, with the evaluation criteria against which they will be judged. 2. Project Concept: is planning to have a series of videos created to increase public education and community outreach. The District would like to highlight current and ongoing projects, educate the public on the importance of water conservation to reach our goal of decreased per capita water use of 25% by 2025 and have the ability to educate the public and law-makers on current issues in the water community. There will be no charge for viewing these videos so, in the absence of a financial incentive to watch the videos, these videos should be adequately entertaining to entice the viewer to watch and even socially share the content and information. 3. Project Requirements: Contractor Requirements: The contracted party (the Video Producer ) will be expected to be in contact with CUWCD personnel through all phases of the project execution, meeting as needed in person or by phone or and providing bi-monthly written project updates. The Video Producer will be expected to produce all elements of the videos, which may include, but are not limited to, scripting, voicing, shooting, lighting, graphics, music, editing, and coding. The Video Producer will be required to secure its own production facilities and equipment. Any assignment or subcontracting by the selected Video Producer for the work to be performed, or goods and/or services to be provided, in whole or in part, and any other interest in conjunction with this Request for Proposals, shall not be permitted without written consent from CUWCD. Video Requirements: A series of short videos (5-10 min) will be produced instructing on a series of subjects such as current ongoing projects, each water facility and the operation and maintenance thereof, and conservation efforts by the District, and a longer (25-30 minutes) video to celebrate the District s 50 th Anniversary.

4 4 The anniversary video should include, but is not limited to, historical elements, an update on current projects and facilities, water treatment, water conservation, future projects and a broad overview of the District. These items should be filmed and edited in such a way as to enable each segment to stand alone or for the series of videos to be viewed as a whole. Videos must be of broadcast quality, 16 x 9 HD full-screen. Videos must be able to reduce in size without sacrificing quality. Heli footage of certain portions of the District s projects/plants (approximately 3 per year, or 6 total). Music licensing must be included. A video should be produced on average every 2 months, totaling 12 videos in 2 years. One major video for the 50 th Anniversary must be completed no later than May 1, Deliverables: The Video Producer will deliver the finished product in desired format(s) including, but not limited to, DVD and web-compatible formats. The finished product will be owned by CUWCD and may be distributed as the District sees fit. Deliverables may also include: outlines, scripts, storyboards, graphics, rough cuts, finished tapes, DVDs, CDs and other electronic files. Ownership: All work produced by the Video Producer for this project will be on a work-for-hire basis. This means CUWCD will be the sole owner of all rights, including without limitation, the copyright, in the work which includes all raw video footage, production components, and the final videos. The Video Producer will also separately assign all present and future rights in the work and the associated materials for any purpose whatsoever without written permission from CUWCD that cites the particular work or associated materials. The Video Producer must secure written permission from the District to post, screen or reproduce video footage obtained during this project for any purpose. Selection Criteria: Proposals received will be judged solely by the District on the following criteria: Criteria points points possible awarded

5 5 --Demonstrated understanding of the District s mission, the scope of the 5 video project, and its importance to CUWCD --Demonstrated experience in related video development, production 20 and post-production, while meeting the timeline and budget --Proposed price 20 --Demonstration of cost effective approaches to video production 5 --Concept(s) for the videos 15 --Demonstrated ability to coordinate resources, equipment and required 10 staffing for video production and post-production --Demonstrated creativity and concept development of videos for an 10 external organization --Demonstration of sound judgment and decision making in order to 10 meet deadlines, including a proposed timeline for completion of the 50 th Anniversary video and expected timeline for all videos over the course of the two year contract --Demonstrated experience producing videos for educational purposes 5 to be presented to multiple different audiences is preferred. Total 100 The process for selecting the successful proposer will be based on the criteria included in this RFP. The lowest cost proposal will receive all 20 points, other proposals will receive price points based upon the relative percentage of each proposal compared to the lowest cost proposal. In other words, the lowest cost proposal will be divided by the cost of each of the other proposals and the resulting percentage will determine the number of points awarded to each other proposal rounded to the nearest whole number. For example, if the low is $100,000, that proposal would receive all 20 points. If the next lowest proposal is $105,000, dividing $100,000 by $105,000 would result in Consequently, the second lowest proposal would receive 95% of 20 points, or points, which would be rounded to 19 points. Proposal Requirements and How to Submit: Proposals must include:

6 6 Introduction summarizing your company s background, resources, and relevant experience (1 page maximum). Qualified firms should have experience with videos similar to the videos described in this RFP. Examples of past projects similar in size and scope (all videos should be in DVD format or inline link). References from past projects (1 page maximum). Proposed budget for the project-the price of one video, the bulk price of all videos, and the price of the 50 th Anniversary video. The proposed budget should include a suggested work plan and a breakdown of fees for professional services, hours and administrative services, including taxes. Proposed schedule for the project, including stages, milestones and payments for one video and for the set of all videos. Broad concepts on what the videos might look like. Current workload. If selected as the Video Producer of this project, how does it fit into your company s current schedule of activities? (1 page maximum) A list of personnel on the project team, their bios, and their roles during the pre- and postproduction. Identify any possible sub-contractors and sub-consultants. Optional supporting materials of your company s choosing. Identify a single point of contact- name, title, phone, and address must be included. Six copies of your proposal must be submitted to Heather Anderson, Public Information Coordinator, Central Utah Water Conservation District, 355 West University Parkway, Orem, Utah no later than 4:30 p.m. January 03, Additional Information: If you have any questions, please call Heather Anderson, , or Christine Finlinson, Award of Contract: After the selection committee has reviewed all proposals and selected the most qualified consulting firm, the District will immediately enter into negotiations with that firm in order to prepare an agreement to be signed. If an agreement cannot be reached, the District will

7 7 immediately enter into negotiations with the second highest rated firm. Once an agreement has been negotiated, it will be presented to the District Board of Trustees for approval.