East Bay Municipal Utility District Request for Proposal (RFP) for Video Production Services Contact Person: Derry Moten, Manager of Employee and Org. Development Phone Number: 510-287-0745 E-mail Address: derry.moten@ebmud.com For complete information regarding this project, contact the EBMUD representative listed above. Thank you for your interest! Response Due on Friday April 13, 2018 (4:00pm) at EBMUD, Employee and Organizational Development Division 375 Eleventh Street, Second Floor Oakland, CA 94607 www.ebmud.com 1
Table of Contents I. Program Overview... 3 II. Scope of Work... 3 III. Projects and Specific Requirements... 5 IV. Proposal Requirements:... 6 V. Proposal Timeline... 7 VI. Evaluation Criteria:... 7 VII. RFP Acceptance and Award... 7 2
I. Program Overview It is the intent of these specifications, terms, and conditions to describe video production services as required for the District Values and Organizational Improvements program. East Bay Municipal Utility District (EBMUD) intends to award a one year contract (with 2 options to renew for one-year terms) to the Proposer(s) who best meets EBMUD s requirements. EBMUD is requesting proposals from experienced and qualified video production companies (contractor) to assist in producing a series of videos expressing District s organizational values, highlighting key projects, and providing an overview of EBMUD. The as needed services will include a full range of video production services including but not limited to: 1. Pre-production/concept development Work with the District s Employee Development Division, Public Information Office, and Graphic Design unit to develop specific messaging for projects; and advise on appropriate lengths and formats of content. 2. Storyboard creation Create an outline of video segments and production needs. 3. Production The qualified contractor will have experience with all aspects of indoor and outdoor production, live action (construction environment), aerial photography/video, voiceover, and music selection. 4. Video editing/post production The qualified contractor will have access to all required equipment, software, and materials related to the production of HD broadcast-quality videos. 5. Miscellaneous Other services as may be required in the video production and that are not specifically mentioned in scope, such as event streaming, hosting of online content, etc. II. Scope of Work Contractor requirements: The contractor will be expected to be in contact with assigned EBMUD staff through all phases of project execution, meeting as needed in person or by phone or email and provide weekly written progress updates including up to two rounds of client review and revisions. The contractor will be expected to produce all elements of the video, which may include, but are not limited to scripting, voicing, lighting, graphics, animation, editing, coding, and music. The contractor will be required to secure their own production facilities and equipment. Any assignment or subcontracting by the selected contractor for the work to be performed must be approved by written consent of EBMUD. Copyright of all content will be held by the EBMUD. All original source footage, edited content, log sheets, and edited masters are to be the sole property of EBMUD. Consultant may retain dubs for his/her professional portfolio, but may not duplicate or use any of his/her work for the EBMUD without prior written consent. 3
4
Deliverables: The contractor will deliver the finished product for each project in desired formats including, but not limited to: DVD and web-compatible formats. The finished product for each project will include one HD broadcast quality video, other clips as defined per project, and all related footage, and video material. III. Projects and Specific Requirements This RFP is for two distinct projects. Project one has a fixed time line which will require the selected vendor to have the capacity to fulfill requirements in preparation for an event scheduled for a date in late June. Project 1 - State of the District Intro Video. Produce a 1-4 minute video highlighting District teamwork and innovation. The video may use animated text, still photos, and video, with cameos of employees from teams that model innovation and teamwork. District staff will provide some video clips and artwork from existing values media. Required Services: Pre-production, editing, post production services. Project Deliverables and Technical Requirements: o 1-4 minute video for use at State of the District Address o Video content will include music, creative graphics, select stills and video provided by EBMUD, and additional content to be filmed by the contractor o Video should be broadcast-quality o Final versions should be made available in DVD and web-compatible formats o Two rounds of client review and possible revisions must occur prior to June 8, 2018 o Raw footage, whether used in the final video or not, may be requested to be provided to EBMUD upon completion of project Timeframe: Beginning April 25, 2018 Final master must be completed by June18, 2018 Project 2 EBMUD Team Recognition Videos. Based on content from the first video, the EBMUD Team Recognition program needs to produce 4 short videos (between 3-10 minutes) highlighting the work of EBMUD teams. The videos will tell stories of the four distinct types of teams recognized by the District; teams that exemplify: The Value of Teamwork Innovation High Performance Solving Key Business problems Completion date TBD. Required Services: Storyboarding, editing, post production services. 5
Project Deliverables and Technical Requirements: o Video length will be based on the amount of content received from EBMUD employees o Video content will include a collage of select videos and still shots submitted by EBMUD employees o Storyboard and script will be developed by EBMUD Public Information and contractor Video will include music, creative graphics and a voice over (Contractor may be required to produce additional content) o Video should be broadcast-quality o Final versions should be made available in DVD and web-compatible formats All storyboards and footage taken will be owned outright by EBMUD with no usage restrictions Timeframe: Project will begin in June 2018 to be completed by October 2018. IV. Proposal Requirements: Proposals for any of the above projects must include: 1. Introduction summarizing your company s background, resources, and relevant experience. 2. Examples and samples of past projects, preferably of a similar size and scope. 3. References from past projects, preferably of similar size and scope to project #2. 4. Proposed budget for the project. The proposed budget should include a suggested work plan and a breakdown of fees for professional services, hours, and administrative services, including taxes. 5. Proposed schedule for the project, including project stages, milestones and payments. 6. Identify the company s point of contact, including name, title, phone, and e-mail address. 6
V. Proposal Timeline Deadline for proposal submission to EBMUD is postmark of April 13, 2018. It is anticipated that the selection will be completed by April 24, 2018. Event Date/Location RFP Issued April 2, 2018 Q&A Period April 2-12, 2018 Response Due April 13, 2018 (by 4:00pm) Anticipated Selection Date April 24, 2018 VI. Evaluation Criteria: Proposals received will be evaluated on the following selection criteria: 1. Demonstrated experience in creative video development, production and post-production aimed at a public service employee base 2. Understanding the purpose and the scope of this video project 3. Original and creative approach 4. Expected timeline for completing the project (Project timelines are limited with strict deadlines) 5. Demonstration of cost effective approaches to video production 6. Proposed price 7. Demonstrated ability to coordinate resources, equipment and required staffing for video production and post-production VII. RFP Acceptance and Award 1. RFP responses will be evaluated by a committee and will be scored/ranked in accordance with the RFP section entitled Evaluation Criteria. 2. The committee will recommend award to the Proposer who, in its opinion, has submitted the RFP response that best serves the overall interests of the District. Award may not necessarily be made to the Proposer with the lowest overall cost. 3. The District reserves the right to award to a single or to multiple General or Professional Service Providers, dependent upon what is in the best interest of the District. 4. The District has the right to decline to award this contract or any part of it for any reason. 5. Any specifications, terms, or conditions issued by the District, or those included in the Proposer s submission, in relation to this RFP, may be incorporated into any PO or contract that may be awarded as a result of this RFP. 6. Award of contract. The right is reserved to reject any or all proposals, to accept one part of a proposal and reject the other, unless the bidder stipulates to the contrary, and to waive 7
technical defects, as the interest of the District may require. Award will be made or proposals rejected by the District, as soon as possible, after bids have been opened. 8