INVITATION TO NEGOTIATE (ITN) VIDEO PRODUCTION SERVICES ISSUED December 20, 2013 ITN # 14-1234 Addendum No. 1 This ITN is amended to change the proposal due date from noon on Monday, January 20, 2014 to noon on Tuesday, January 21, 2014 due to the TBWA offices being closed for the Martin Luther King holiday on Monday, January 20 th.
INVITATION TO NEGOTIATE VIDEO PRODUCTION SERVICES ISSUED December 20, 2013 ITN # 14-1234 TAMPA BAY WORKFORCE ALLIANCE (TBWA) is requesting proposals from qualified firms with the expertise to produce four eight videos for our organization as further specified herein. If you are interested in submitting a proposal, please review this entire document and note the important information directly below, including the proposal due date and the period of performance. IMPORTANT INFORMATION Letters of intent to propose are due at the address below by no later than 12:00 noon EDT on January 13, 2014. Sealed proposals should be submitted at TBWA s administrative offices located at 5100 West Kennedy Blvd., Suite 300, Tampa, Florida 33609 by no later than 12:00 noon EDT on January 20, 2014. No facsimile copies will be accepted. All video production must be completed and videos delivered by no later than April 15, 2014. Any questions concerning this Invitation to Negotiate should be directed to: Alice J. Cobb, Special Projects Director, and must be submitted in writing through e-mail at: videoproductionitn@workforcetampa.com. Please reference ITN # 14-1234 in the subject line. EDWARD PEACHEY, President/ CEO Tampa Bay WorkForce Alliance 5100 West Kennedy Blvd., Suite 300 Tampa, FL 33609 1
INVITATION TO NEGOTIATE ISSUED December 20, 2013 ITN # 14-1234 TABLE OF CONTENTS Page Number I. Introduction 3 II. Scope of Work 4 III. General Conditions 5 IV. Selection 8 V. Conditions of this ITN - Reserved Rights 10 2
INVITATION TO NEGOTIATE ISSUED December 20, 2013 ITN # 14-1234 I. Introduction The Governing Board of Tampa Bay WorkForce Alliance (hereafter known as TBWA) is requesting sealed proposals from qualified firms interested in this Invitation to Negotiate (ITN) to provide video production services. These videos will be done in partnership with WorkNet Pinellas. A. General Information TBWA is a 501(c)(3) non-profit organization. The TBWA Governing Board was appointed and designated by the Hillsborough County Board of County Commissioners to act as the Hillsborough County Workforce Development Board under provisions of the Workforce Innovation Act of 2000. TBWA has requested and received certification as the Region 15 Workforce Development Board by Workforce Florida, Inc., the State of Florida Workforce Development Board. This public-private partnership supports and promotes economic growth through workforce development. TBWA is one of twentyfour regional workforce boards in Florida. Additional information may be found at the TBWA website: workforcetampa.com WorkNet Pinellas is a 501(c)(3) non-profit organization. The WorkNet Governing Board was appointed and designated by the Pinellas County Board of County Commissioners to act as the Pinellas County Workforce Development Board under provisions of the Workforce Innovation Act of 2000. WorkNet has requested and received certification as the Region 14 Workforce Development Board by Workforce Florida, Inc., the State of Florida Workforce Development Board. This public-private partnership supports and promotes economic growth through workforce development. WorkNet is one of twentyfour regional workforce boards in Florida. Additional information may be found at the WorkNet website: WorkNetPinellas.org B. Board of Directors The Board of Tampa Bay WorkForce Alliance, comprised of representatives from businesses in Hillsborough County, local educational entities, labor organizations, community-based organizations, economic development agencies, one-stop partners, and from other individuals deemed appropriate, are appointed by the Board of County Commissioners and certified by the Governor of the State of Florida. Criteria for composition of the Board are set forth in Section 117, Chapter 2, Subtitle B, Title I of the Workforce Investment Act of 1998. The Board serves as the Administrative and Fiscal Agent for this region. C. Background The strategic plan for 2012-2016 for the Board states that TBWA will be intensifying its efforts to foster additional employer partnerships and relationships with key industry 3
players... With additional employers as partners, we will be able to increase our services to our customers in demand-driven industries and occupations. These efforts will result in a comprehensive regional approach that promotes economic growth, strengthens business, and provides individuals employment and career growth opportunities creating a sound workforce infrastructure in a globally competitive environment. In addition, according to the Tampa Bay Regional Business Plan which this region s President/CEO was instrumental in developing, to develop a workforce with competitive and relevant job skills, the Tampa Bay region must facilitate communications among key stakeholder groups including the employers in the region who need competent employees to build their own capabilities and spur further economic growth. This Regional Business Plan identified four industry clusters that are being targeted: Applied Medicine & Human Performance High Tech Electronics & Instruments Business, Financial, & Data Services Marine & Environmental Activities Additional information about these four targeted industry clusters can be found at the following website: tampabay.org/regional-initiatives/regional-business-plan II. SCOPE OF WORK TBWA is seeking a company with the technical expertise and an established track record of providing high quality HD video production products and services that can produce four to eight well-crafted and informative videos of approximately 4-8 minutes each and deliver those videos by no later than April 15, 2014. It is the intent that these videos will enlighten and educate various groups about the services our organizations provide to employers within each of the four targeted industry clusters mentioned above. At a minimum the firm selected will be required to include project management and video production from pre-production, through production, to post-production with the following components: A. Pre-production services Meeting with Board staff to review scope of work, current materials/information, etc. Concept development / creative design / story boards Scripting Casting Location scouting Identification of potential individuals to interview for the video B. Production services Directing HD Filming on location Voice over or narration recording 4
C. Post-production services Editing Closed captioning or subtitles Animation, if included in the creative Music, as appropriate DVD mastering Duplication Delivery of final product (4 8 videos plus 5 copies each) to TBWA The respondent should take into consideration that components of each video may be the same or similar from one video to the next. III. GENERAL CONDITIONS A. Proposal Due Date and Time Each respondent is required to submit their response to this ITN no later than 12:00 noon EDT on January 20, 2014. The delivery of the proposal is solely and strictly the responsibility of the respondent. Proposals received after 12:00 noon EDT on January 20, 2014 will be considered unresponsive. B. Proposal Content Should your firm be interested in providing these video production services as described in the Scope of Work please prepare a response to this ITN and include the following information in your response in the order presented below. 1) Cover letter that includes a) Name of firm; b) Business address; c) Name and title of firm owner; d) Phone, email address, fax number and web address of the firm; e) Name of the primary contact for this ITN response; f) Phone, fax and e-mail address for the primary contact, if different from above; g) A statement that the firm understands the scope of the project and agrees that the project can be completed within the timelines specified; and h) A signature of an individual with the authority to bind the firm to the proposal presented. 2) General Information a) Name and address of the firm s main office if different from above; b) Year this firm was established and the year the firm began performing the work requested in this ITN, if different; c) A description of the firm, including a description of the scope of services the firm routinely provides; d) A clear and definitive statement of the related experience and qualifications of your firm in producing and delivering videos as described herein; e) A listing of which (if any) services your firm typically outsources or for which your firm engages outside suppliers; 5
f) A description of similar video production projects that have been completed by your firm in the last 18 months, the primary customer contact and contact information on such project(s), and the date(s) such projects were completed; and g) A description of the management plan for the project including, at a minimum, the respondent s basic approach to the management of projects such as the one described in this ITN, identification of the key staff responsible for the coordination of the separate components of the scope of work and points in the process where TBWA must approve work performed before it can proceed. 3) Key Staff Qualifications a) A description of the experience of the firm s key staff as it relates to this project. 4) Fees a) A total cost for the development of these four eight videos and 5 copies of each, including the estimated number of hours to be spent by each staff person and the expected rate per hour of each. Provide detail by preproduction services, production services and post-production services. State whether out-of-pocket expenses are included in your fee structure. b) A description of how or if you bill for overruns. State how your firm can reduce any overruns and how we can be assured of no surprise billings. c) A description and the amount of in-kind services your firm will provide to TBWA at no cost. If no in-kind services will be provided, state There will be no in-kind services provided at no cost. 5) Other Information a) Please include any additional information not already requested that your firm considers essential to your response. If there is no additional information to include, state, There is no additional information our firm wishes to present. C. ITN Timeline Solicitation Action Date Issue ITN December 20, 2013 Letter of Intent to Submit Due January 13, 2014, by Noon, EDT Question & answer period December 20, 2013 January 6, 2014 Proposals Due January 20, 2014, by Noon, EDT Evaluation of Proposals Begins January 21, 2014 Executive Committee Meeting Negotiation with most qualified respondent Project begins 11:45 am February 6, 2014 at the administrative offices of TBWA After review and approval by the Executive Committee After negotiations are complete and contract is executed 6
D. Who can submit a proposal All private-for-profit corporations, not-for-profit corporations, local education agencies, governmental units, or public agencies properly organized in accordance with State and Federal law and in business for at least 3 years may submit a proposal. Minority and women-owned and operated businesses are encouraged to submit. Proposals will not be reviewed if (1) the respondent has been disbarred or suspended or otherwise determined to be ineligible to receive federal funds by an action of any governmental agency; (2) the respondent's previous contract(s) with TBWA have been terminated for cause; (3) the respondent has not complied with an official order to repay disallowed costs incurred during its conduct of programs or services; or (4) the respondent's name appears on the convicted vendor list. E. Proposal Format Each proposal should be prepared simply and economically, providing a clear and concise presentation of the information requested in this ITN in the order requested. Elaborate or expensive bindings, colored displays, and promotional materials are neither necessary nor encouraged unless they are provided as examples of your firm s expertise. TBWA will not return proposals, binders or exhibits. All proposals become the property of TBWA and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes. Each respondent submitting a proposal in response to this ITN agrees that the preparation of all materials and all presentations are at the respondent s sole cost and expense, and TBWA shall not, under any circumstances, be responsible for any costs or expenses incurred by a respondent. The respondent should follow the instructions in this ITN in order to be considered fully responsive. Submissions should be concise and easily understood. Responses should be submitted on 8 ½ X 11 pages, a minimum of 12-point font size and single-spaced. Text should be presented single-sided on each separate page. The proposal shall not exceed 15 pages in length. Submissions must include: o 1 signed paper original and 3 paper duplicate copies of the proposal delivered to Edward Peachey, President/ CEO, Tampa Bay WorkForce Alliance, 5100 W. Kennedy Blvd. Suite 300, Tampa, FL 33609. The original should be stamped or marked Original. No fax copies will be accepted. o 1 computer disk or CD- ROM on which the proposal is saved- Please format the text in a Word document. PDF submissions will be considered non-responsive. o The proposal must be submitted in a sealed package with ITN # 14-1234 prominently displayed on the front or top of package. 7
F. Requests for Interpretation of ITN All requests for interpretation or clarification of this ITN document must be submitted in writing and received by TBWA at least 10 business days prior to the due date of the proposal; see contact information for questions on the front page of this ITN. TBWA will make a good-faith effort to provide a written response to each question or request for clarification within five (5) business days. Any resultant interpretation or clarification response, if issued, will be added to our website. IV. SELECTION PROCESS The evaluation of each response to this ITN will be based on the firm s overall expertise and track record in producing and delivering the product and services requested in this ITN, a clear and concise management plan, proposed price, and in-kind services offered. See breakdown of selection criteria in A below. The selection committee will review and score each proposal, place the proposals in rank order, and present the results along with their recommendation to the Executive Committee of the Tampa Bay WorkForce Alliance Board for final review and approval, contingent upon successful contract negotiations. Upon selection of the most qualified respondent by the Executive Committee, TBWA will begin negotiations in order to secure a contract at a level of compensation that TBWA determines is fair, competitive and reasonable. Should TBWA be unable to negotiate a satisfactory contract with the respondent considered to be most qualified at a price TBWA determines to be fair, competitive and reasonable, negotiations with that respondent will be formally terminated. TBWA shall then undertake negotiations with the next most qualified respondent. Final award of a contract will be contingent upon: identification of a respondent qualified to and capable of providing the services sought by TBWA in this ITN; successful negotiation of a contract at a price TBWA determines to be fair, competitive and reasonable; and availability of funding. A. Criteria for Selection CRITERIA 1. Requirements No marked in any category indicates the proposal is not responsive and will not be considered. a. Was the proposal received by the due date and time? Yes No b. Was the proposal presented in the required format, all questions in this ITN answered, an original and the correct number of copies provided and a CD provided on which the proposal was saved? Yes No 2. Experience of firm and key staff that would be involved in this video production project. WEIGHT FACTOR MANDATORY 35 Points 8
3. Proposed management plan The plan clearly and thoroughly describes the respondent s basic approach to the management of projects such as the one described in this ITN, identifies of the key staff responsible for the coordination of the separate components of the scope of work and identifies points in the process where TBWA must approve work performed before it can proceed. 4. Proposed Cost The proposed cost of the video pre-production, production and post-production services as described in this ITN 5. In-kind services Value of services proposed to be provided at no cost to TBWA. The in-kind services must enhance the video production services provided. TOTAL Possible Score 20 points 35 Points 10 Points 100 Points B. Improper Business Relationships In connection with this ITN, each respondent shall ensure that no improper, unethical, or illegal relationships or conflicts of interest exist between or among the respondent, TBWA, and any other party to this ITN. The respondent is responsible for disclosing, at the point of proposal submission, any such relationships. TBWA reserves the right to determine the materiality of such relationships, when discovered or disclosed whether intended or not; and to decide whether or not respondent disqualification and/or cancellation of contract shall result. Such disqualification and/or cancellation shall be at no fault or liability whatsoever to TBWA. C. Assignment of Contract The successful respondent(s) may not make an assignment of their obligations resulting from a contract that is executed in response to this ITN. D. Contract This ITN and the evaluation and selection process shall in no way be deemed to create a binding contract or agreement of any kind between TBWA and any respondent. All legal rights and obligations between the successful respondent, if any, and TBWA will come into existence only when a contract is fully executed by both parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the contract and any other document specifically referenced in that contract. E. Appeal Procedure At the time of Formal Sealed Bid Opening a tentative determination of the Apparent Low Bidder will be made and tentative selection of the Goods & Services provider(s) will be made. From that date/time of tentative selection of the apparent low bidder (bid opening), any bidder has 72 hours (3 business days) (unless otherwise specified in writing to all vendors at the time of Sealed bid opening) in which to file a written appeal/protest with the CEO at the address included within this ITN. At the Executive 9
Committee meeting scheduled to review and approve the Staff Recommendations, any Appeal(s)/Protest(s) will be heard. The decision of the Executive Committee is Final. V. Conditions of this ITN - Reserved Rights The issuance of this ITN constitutes only an invitation to present a proposal. All information provided by TBWA in this ITN is offered in good faith; TBWA makes no certification that any item is without error. TBWA is not responsible or liable for any use of the information or for any claims attempted to be asserted there from. The rights reserved by TBWA, which shall be exercised in its sole and absolute discretion, and shall be at no fault, cost or liability whatsoever to TBWA, include without limitation, the right to: Supplement, amend or otherwise modify or cancel any provisions set forth in this solicitation at any time. To accept or reject any or all responses, to re-advertise this ITN, to postpone or cancel this process and to change or modify the project schedule at any time. Disqualify any respondent that submits an incomplete or inadequate response or is not responsive to the requirements of this ITN. Disqualify any respondent who demonstrates less than full understanding of this ITN in its entirety. Waive any defect, technicality or irregularity in any proposal received. Require additional information and/or oral presentation from one or more respondents to supplement or to clarify the proposal submitted. Determine whether the respondent s written or oral representations are true, accurate and complete or whether the respondent has adequately responded and has the necessary experience, including seeking and evaluating independent information on any respondent. Consider any information submitted that is not requested by TBWA in a proposal response as supplemental information and not subject to evaluation by the selection committee or Board. Accept or reject in part or entirely the firm s pricing and/or revenue offerings when such offerings are not on an all-or-none basis. TBWA prohibits the changing of pricing and/or revenue proposals after the ITN closing date and time except through the negotiation process. Unless otherwise specifically proposed by the respondent, TBWA reserves the right to hold such pricing and/or revenue proposal as effective for the entire intended contract term. End contract negotiations if acceptable progress, as determined by the President/CEO, is not being made within a reasonable time frame. 10
Change specifications and modify contracts as necessary to (a) facilitate compliance with the legislation, regulations and policy directives, and (b) to manage funding. Request additional services. If the respondent is to be engaged to perform these additional services, the scope and fee will be negotiated in a separate contract to be awarded as a result of this solicitation. Such contracts, including provisions for additional fees, are valid only if approved in writing by both the respondent and TBWA. 11