ADDENDUM NO. 1 - REVISED PROJECT: Full Service Professional Agency for Salary Surfer Video Campaign RFP NO: 2089 NOTICE TO PROPOSERS ON THE ABOVE PROJECT: This addendum forms a part of the contract documents and modifies the original bidding documents as noted below. Please acknowledge the receipt of this addendum in the space provided on the bid proposal. Failure to do so may subject the bidder to disqualification. This addendum consists of: 1. PRE-SUBMITTAL RFI QUESTIONS All other terms and conditions remain the same. John Eriksen, Director of Purchasing May 20, 2016 1
Questions Submitted for Salary Surfer RFP Proposal Based Questions: Q: Are you requesting spec work to be included in the proposal? Spec work is not required but is strongly encouraged. As stated in the RFP, Proposal Format, Section F, the California Community Colleges Chancellor's Office is looking for: A clear understanding of campaign objectives, key timeframes and target audiences. We want a strong understanding of the approach the selected agency would take to accomplish the project goals within the specified budget. Q: Can we provide our latest tax return as part of the financial reporting in our submission? Yes, the latest tax return can be provided as part of financial reporting as long as submissions confirm your ability to carry campaign costs for up to 90 days. Q: Do you prefer a Sacramento-based agency team? There is no preference on where the selected agency team is based. The selected agency will be required to travel to Sacramento as requested but the majority of work will be/can be done via e-mail, conference calls, texts and/or other teleconferencing methods. Q: Is there a standard or guidelines for the honorarium mentioned in the RFP? Our testimonials have not included payment in the past. There are no standards or guidelines for the honorarium mentioned in the RFP. Often times talent fees and residuals are paid to professional actors; however, these videos will feature California community college students, alumni, faculty and employers and used are intended primarily for the Salary Surfer website. Travel and food expenses for the interviewees can be covered per the State of California guidelines and should be taken into consideration when creating the budget. Q: Do you see the honorarium as a cash award or gift card? The California Community Colleges Chancellor's Office has participated in several similar student video projects and has not had to use honorariums or stipends for interviewees. It is recommended the selected agency may want allocate a small portion of its budget for a contingency fund to cover any unanticipated costs that may arise. 2
Q: Will the spokespersons from the colleges need to be paid and if so will it be out of this budget? See answers above. Q: Is a discount or percentage of pro bono expected? As stated in the RFP under Proposal Format, Fee Proposal: Please indicate if the hourly staff rates provided in the Fee Proposal reflects a discount from your standard rates and/or the percentage of pro bono hours/services you will provide. A discount or percentage of pro bono is not required but encouraged and will be taken into consideration in scoring. Q: Can the case studies and/or the Letter of Recommendations be drawn from both the prime and sub consultants submitting for the work, or must these materials be only from the prime contractor? At least two case studies and/or letter of recommendations must come from the prime contractor. A third and/or any others can come from a subcontractor(s). Sample Format Questions: Q: How do you want video samples submitted: We can deliver either on a DVD or links to online viewing. Video samples can be provided via DVD/CD, USB flash drive, links for online viewing, Dropbox or similar file sharing services. If samples are submitted via links or Dropbox/file sharing services, please make sure any necessary passwords and access instructions are supplied. Q: Are there any format limitations on how agencies can submit samples of work? Q: Is a USB an acceptable format to submit creative samples? Q: Are we able to provide work samples on a web link rather than a CD? 3
Process Questions: Q: In the RFP it states: All payments for work completed on the campaign will be made in arrears. As such, Respondent must have sufficient financial resources to perform services, make any advance payments to subcontractor(s) on behalf of the campaign and withstand reimbursement for periods of up to 90 days. Since this RFP is for a series of videos, does that mean as the Vendor we would not be able to collect any payment until all 125 videos are completed OR can we bill as we go granted sufficient activity summaries are provided? An agency can be paid upon completion of videos with a sufficient activity summary. Respondents can bundle videos together but must submit a work plan and timeline that clearly identifies how many videos will be completed and approved, while maintaining funds for the remainder of project. The Chancellor s Office must approve the work plan and timeline in advance and payments will be made upon the submission AND approval of completed work products. Q: In regard to invoicing are we able to invoice after a certain campus has been filmed and before post? After Post is accomplished can we then bill for that portion of the work accomplished? An agency can be paid upon completion of a specified number of videos but no payment will be remitted for an unfinished project. As stated above, respondents can bundle videos together but must submit a work plan and timeline that clearly identifies the number of videos that will be submitted for approval, the date the videos will be submitted and outlines adequate funding to complete all 110 to 125 required videos. Q: Is there a standard approval or notes process for the videos? If so, is there an idea of what that might look like and possible timing? The Chancellor's Office will work with the selected agency on a mutually agreed upon work plan, timeline, messaging and the approval process in order to accomplish the goal of filming 110 to 125 videos while working within the specified budget and funding period. Q: How many district Project Managers are there throughout the state? One project manager, Debbie McMahon, will work with the Chancellor s Office and selected agency to accomplish the project goals. 4
Q: I would imagine that the production company would be utilizing non-union talent and crew, correct? The people featured in the website videos will be current California community college students, alumni, faculty and employers. There is no requirement in this RFP for an agency to use or not use a union crew. We will leave it up to RFP respondents to make recommendations on how they plan to accomplish the goal of delivering 110 to 125 videos within the specified budget and timeline. Q: Is the use and/or media buy for perpetuity or for 1, 2 or 3 years usage? We are not anticipating using SAG/AFTRA talent for the videos. All students, alumni, faculty and/or employers included in the videos will be required to sign a release; the videos intended for use on the Salary Surfer website will be used in perpetuity and are not anticipated to be part of a media buy. Q: Our company is based in Louisiana and Tennessee. Do we need to get a separate license for California? We do work all over the country, but I am not sure what licensed to do business in the State of California means. Yes, a separate license to conduct business in California is required. Q: Our policy for payment is ½ upon signing and ½ upon completion. Is payment in arrears non-negotiable? As you can imagine, there are organizations who default on payment, and with that in mind, payment in arrears is extremely risky. Payment in arrears is non-negotiable. Progress payments based on clearly outlined deliverables (i.e. a set number of completed and approved videos) can be made but must be agreed upon by the Chancellor s Office at the time the contractor s work plan, budget and timeline are approved. Sourcing Subjects Questions: Q: How involved will the (Coast CCD) Project Manager be in procuring the staff, professors, students and alumni to be interviewed? Will they be the lead and then the video contractor just pre-interview the possible candidates? Or is the video contractor responsible for initial outreach to find willing participants? As outlined in the RFP under Services Provided, Project Management section, the selected agency will be required to: 5
Work with college/district public information officers to identify students, alumni and/or instructors AND the California Community Colleges Chancellor s Office to identify employers to be featured in videos; ensure an appropriate geographic/demographic/gender mix of students who are well-spoken and engaging on camera. Make recommendations to the California Community Colleges Chancellor s Office on final selections. The project manager will be responsible for identifying the initial colleges to reach out to and opening the inquiry with the college public information officers. She will request that possible candidates be sent to the selected agency with a copy to the Chancellor s Office and her. The Chancellor's Office and project manager can provide additional assistance as needed but the selected agency is expected to communicate with the candidates, facilitate the interviews, make recommendations to the Chancellor s Office on the video subjects and coordinate the student travel and production schedules (in addition to developing messaging and producing the videos). Q: Will the process for identifying interview subjects (students, faculty, alumni, employers) rest with the CCCD Project Manager or will you expect the Agency to outreach and identify these individuals? Q: The RFP references coordination with the PIO s and District Project managers. Do you have any additional information on the exact roles? For example, do the PIO s create a list of students with specific information that are available to participate in testimonials and then the agency is able to choose from that list? Video Questions: Q: Can you provide a market equivalent example? (i.e. an existing video that you feel represents what you are looking for) No, we do not have examples that represent a specific look and feel for video. We are asking the selected agency to deliver 110 to 125, one-to-two minutes videos that are fresh, engaging and informative, and encourage a target audience of 16-24 year olds to pursue their higher education goals at a California community college. Q: Are there videos available that you have earmarked as hitting target objectives? Video's styles that you want to avoid? 6
Q: Coast CCD consists of 3 campuses, is the video contractor responsible for filming the interviews at all 3 locations? Is the contractor responsible for filming at any other campus in California or other state? (i.e. Sacramento, San Francisco, or Arizona, Colorado) As stated in the RFP, under Objective: Although, California community college campuses will be the primary location for filming the videos, the content is desired to be campus neutral as potential students from all regions of the state can and will access the Salary Surfer website. This project is for the entire California Community Colleges system and thus will need to represent as many campuses across the state as possible within the allocated budget. There will be no out-of-state production. The selected agency can cluster interview subjects from a particular region of California and film on a mutually agreed upon number of campuses (i.e. one in the north, one in the south, one in central California) in order to stay on budget, but the campuses and specific locations on the campuses must be non-descript and appeal to students from across the state. Q: Should we assume the videos are all live-action / narrative with only simple closing motion graphics required? The Chancellor's Office expects the selected agency to feature California community college students, alumni, faculty and employers in fresh, engaging and informative videos. The Chancellor's Office will look to the selected agency for creative recommendations on how to accomplish the intended goal. Q: Are the final edited video's single interviews, "Talking Heads"? "Or are they supposed to be intercut with B-Roll, stock footage, graphics, and more than one interviewee? The Chancellor's Office and project manager will look to the selected agency for creative recommendations but the expectation is that the videos produced will feature one person per video who will not just be a talking head. Q: Are there dates or a schedule in mind for when the videos will go live? Will they be going live throughout the course of the contract or will they all be posted at once? The Chancellor's Office will work with the selected agency on timelines and deliverables. The desire is to post videos as they are finalized and approved throughout the course of the contract. Q: Are the video's to be delivered all at once, one at a time, or in groups by department? 7
Q: Within the total number of videos (110 to 125), is there a portion that should be created for social media use or will they only be used on the Salary Surfer website? The main purpose of the videos is to post on the Salary Surfer website but the videos may be used in social media posts, uploaded to YouTube or repurposed for other uses. Q: It looks like there are 24 different pathway programs offered at the colleges. Within those programs, there are numerous different degrees and certifications that students can achieve. Is it the intent that the 110-125 videos focus on the 24 different pathway programs or that they cover the full scope of the degrees offered within the pathways? I am trying to get an idea of the diverse filming needs based on where the programs are offered as well how the total number of videos was calculated. The Chancellor's Office Workforce and Economic Development division will prepare a list of the top 125 career technical education degrees and certificates featured on the Salary Surfer website under the 24 pathways. The project manager will identify the colleges and reach out to the public information officers with requests to identify potential interview subjects, who will then be sent to the selected agency for review. The selected agency will ultimately be responsible for ensuring the 110 to 125 videos have an appropriate geographic/demographic/gender mix of students who are well-spoken and engaging on camera. Q: If there are 179 program areas and there will be 110 to 125 videos on career paths it is our assumption that some videos will feature several program areas that lead to the same career path, is that correct? Q: Is it your expectation that all videos will share some content? If so, what percentage do you estimate will be common to all videos? The Chancellor's Office is looking to the selected agency to make creative recommendations on how to best accomplish the goal of delivering 110 to 125 videos within the specified timeline and budget. The expectation is that each of the one to two minute videos will feature current and prospective California community college students, alumni, instructors and/or employers discussing the educational pathways and career opportunities of the selected career technical education certificate and degree programs offered by the system. We will rely on the selected agency to determine the most costeffective way to accomplish that goal. 8
Q: The RFP outlines the need for the videos to include visuals that relate to the specific career field. Does the CCCD have this footage or should we be anticipating the need to shoot/capture this footage (of work/employers in the field) ourselves? Please clarify your expectations. The contract is intended to cover the creation/development of all assets to be used in the production of the videos. Website Questions: Q: Are there plans to update the Salary Surfer website to accommodate these videos? If so, will there be an RFP for the website build out as well? The 110 to 125 videos produced by the selected agency will be added to the Salary Surfer website. The Chancellor's Office is in the process of building out the site to accommodate the videos and plans to integrate the videos into the Here to Career mobile app, too. Q: Has a plan been developed for integration of the videos on the current Salary Surfer website and mobile app? The Chancellor's Office is in the process of updating the Salary Surfer website to accommodate the videos. A mobile app, Here to Career, launched on May 20, 2016 and the videos will be integrated into app at a later date. ### 9