Destination Calgary video, b-roll and photo assets for Calgary Economic Development, Tourism Calgary and other promotional partners Reference Number: 1205-01 Issued: May 24, 2012 Responses Due: June 7, 2012 Calgary Economic Development Ltd. 731 1 st Street SE Calgary, AB T2G 2G9 Phone: (403) 221-7831 or 1-888-222-5855 May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 1 of 9
1. Table of Contents 2. INTRODUCTION... 3 3. TIMELINES... 3 4. DEFINITIONS... 3 5. STANDARD FORM CONTRACT... 3 6. VENDORS QUESTIONS... 4 7. CONFLICT OF INTEREST... 4 8. VENDOR EXPENSES... 4 9. PRICING... 4 10. BACKGROUND... 4 11. PURPOSE OF THE PROJECT... 5 12. OBJECTIVE OF THE PROJECT... 5 13. DELIVERABLES... 6 14. FEES AND PAYMENT TERMS... 6 15. CONTRACTING MANAGER... 6 16. PROPOSAL EVALUATION CRITERIA... 7 16.1. Selection Methods... 7 16.1.1. Vendor Response Guidelines... 7 16.1.2. Team Competence & Resources... 7 16.1.3. Methodology... 7 16.1.4. Fees and Expenses... 7 17. SUBMISSION INFORMATION... 8 18. CED RESERVATION OF RIGHTS AND VENDOR S LICENSE GRANT... 8 19. NO FURTHER CONTRACT OR LIABILITY ARISING FROM RFP PROCESS... 9 May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 2 of 9
2. Introduction Calgary Economic Development Ltd (CED) in partnership with Tourism Calgary invite qualified firms to submit a proposal for the above titled (RFP). A proposal, in electronic form, together with one hardcopy must be submitted as outlined in clause 17. The hardcopy proposal must be submitted in a sealed package labeled RFP 1205-01 Calgary Video, b-roll and photo assets on or before the Proposal Submission Date with the Vendor's name on the outside of the envelope. Late proposals will not be accepted. 3. Timelines RFP Release May 24, 2012 Deadline for Questions June 1, 2012 Proposal Submission Date June 7, 2012 Bid Notification Date June 15, 2012 Project kick-off meeting (to determine video and photo shot lists) June 21, 2012 Project Completion Date October 2012 4. Definitions "CED" means Calgary Economic Development Ltd. " (RFP)" means this document including attached appendices. Tourism means Tourism Calgary Promotional Partners may include Calgary TELUS Convention Centre, Meetings & Conventions or other Calgary organizations promoting the Calgary Region. "Contracting Manager" means the person identified in clause 14 of this RFP. "Vendor" means an organization responding to this RFP. "Proposal" means a Vendor's response to this RFP and includes all of the Vendor's attachments and presentation materials. Selection Committee means the committee that will be reviewing RFP proposals and overseeing work on this project. The committee is made up of representatives from CED, Tourism Calgary and other potential promotional partners "Services" means the duties, tasks, and responsibilities as described in this RFP. 5. Standard Form Contract By submitting a Proposal a Vendor acknowledges it agrees that the terms and conditions of this RFP are incorporated by reference into its Proposal. If a Vendor's Proposal is accepted the May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 3 of 9
Vendor will be expected to execute CED's standard contractor agreement. Vendors who are unwilling to abide by these standard terms and conditions should not submit a Proposal. 6. Vendors Questions All questions regarding this RFP must be directed in writing to the Contracting Manager. Enquiries and responses may be recorded and may be distributed to all Vendors. The Vendor must immediately notify the Contracting Manager in writing of any ambiguity, divergence, error, omission, oversight, or contradiction in this RFP discovered by the Vendor and request whatever clarification is required to prepare the Vendor's Proposal. In order for CED to deal effectively with Vendor questions or concerns about any terms, conditions or requirements of this RFP, including the standard terms and conditions, such questions or concerns must be communicated in writing to the Contracting Manager in accordance with the Timeline indicated in item (1) above. Questions received after this time will be answered if, in the opinion of CED, time permits. 7. Conflict of Interest Vendors must fully disclose, in writing, to the Contracting Manager on or before the closing date of this RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest between the Vendor and CED and/or the Selection Committee. CED may reject any Proposal where, in the opinion of CED, the Vendor is or could be perceived to be in a conflict of interest. 8. Vendor Expenses The Vendor is responsible for all costs of preparing and presenting its Proposal. 9. Pricing All Proposals will be issued in Canadian dollars. 10. Background Calgary Economic Development is the lead economic and business development agency that markets the competitive advantages and pro-business climate in Calgary (and region) to Canada and across the world. Through business retention, expansion, and investment attraction activities; and in collaboration with business, community and government, CED plays an integral role in promoting and facilitating sustainable economic growth and prosperity. The organization's efforts are focused on the following four areas: Business retention and expansion; Business investment and attraction; New business start-ups and small business development; and, Research, marketing and communications. Tourism Calgary is a non-for-profit, industry-led organization that is specialized in the marketing and promotion of Calgary and area as the destination of choice for leisure and business travel for more than 50 years. Tourism Calgary leads the city s tourism marketing efforts domestically, nationally and internationally. The organization s efforts to increase visitation and grow the local tourism economy are focused on the following key results areas: May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 4 of 9
Leisure and travel trade marketing; Attracting major sporting and cultural events; Public relations and social media; Industry and membership support; Tourism research and analysis; and Visitor and conference services. 11. Purpose of the Project Calgary Economic Development, in partnership with Tourism Calgary and other potential promotional partners, is looking for a Calgary-based person/agency to create a four-season, destination promotional video for Calgary. This includes the acquisition of required b-roll and a library of still photography. 12. Objective of the Project The objective of the video and photos is to replace the dated, existing destination Calgary promotional video created in 2006 and more outdated photos. The current video and photos are being used by the city s promotional agencies and Calgary businesses to promote Calgary as a tourism destination of choice and/or as a place to invest, do business or make a living. The video and photo assets will showcase the new Calgary of today, the fast growing tourism city that it is and economic engine for Canada. The breadth of Calgary s offerings and opportunities are unique from any other city in Canada, they are energetic, youthful, vibrant and accessible. The destination video and photos must surprise viewers and widen perceptions about Calgary. They must promote the energetic vibe that exists and create intrigue to visit, work or play. The video and photos will build the viewer s desire to want to find out more about the experiences and opportunities that exist in the city. The video and photos will encompass the shared Calgary. Be Part of the Energy brand. The photo, video and b-roll footage will be used to attract regional, national and international visitors, investors, business and qualified workers to Calgary and will showcase Calgary s personality, diversity, unique experiences and tremendous quality of life. The specific goals of the promotional video project are to: Build awareness what kind of city it is and what Calgary has to offer to visitors, workers and business people; Enhance and change perceptions of Calgary; Increase web visitation to Calgary sites (Tourism, Calgary Economic Development and potential other partners ); and Grow social media communities for visitors and people attraction. Expected results from the video: Be a key tool in communicating Calgary either at conferences, events or online on our websites (tourism and economic development site); and Assist in attracting the best and brightest talent, investment and businesses and tourism revenue to the for business, meetings or media opportunities. The specific goals of the b-roll and photos are to: Enhance and change perceptions of Calgary; and Provide promotional partners, media and other businesses up to date video and photos to use for their marketing and website material to promote Calgary. May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 5 of 9
Note: The current planned expenditure for this project is in the $100,000 range, depending on partner funding. 13. Deliverables There are two key deliverables for this project: 1. Two versions of the Calgary promotional video: Upon completion of the project, the Contracting Manager requires two cuts of the Calgary video; one for business attraction and one for tourism attraction. Both versions will use the majority of the same footage, a Calgary-produced score and have the same overarching theme and brand attributes mentioned above. Two, 3-5 min video files to be delivered Consider will need to be given to the ability to create shorter versions (30 sec) video for future and different channel use. Note: It may be required that specific video footage will need to be purchased from a variety of local sources i.e. aerial and winter shots. 2. Calgary video b-roll and a library of still photography: video b-roll and photography acquisition is expected to take up to six (6) months (May-October 2012). It is expected that this acquisition will require 30 shooting days within this time period. Video b-roll and photography needs to be provided to the Contracting Manager upon acquisition. Still photography to be provided royalty-free, for unlimited use by CED and Tourism Calgary. Still photography will be placed in a public image gallery and be the sole owner of CED and Tourism Calgary thereafter. Note: The successful person/agency will be required to build and manage the creative team necessary to complete the project. This includes: editor, composer, photographer, videographer, director etc. 14. Fees and Payment Terms Proposals should include a breakdown of the Vendor s fees and disbursements in completing the Services. The Vendor agrees to invoice CED monthly based on progressed completion of the Services as described in this contract. All pre-approved expenses and disbursements are to be invoiced as they are incurred together with the monthly progress billing. 15. Contracting Manager For the purposes of the provisions of information surrounding this contract or the administration of the contract, the contracting manager is: Calgary Economic Development Ltd. Attention: Mary Moran May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 6 of 9
731 1st Street SE Calgary, Alberta T2G 2G9 Canada Telephone: (403) 221-7869 Fax: (403) 221-7928 Email: mmoran @calgaryeconomicdevelopment.com 16. Proposal Evaluation Criteria 16.1. Selection Methods When an alternative is proposed regarding any specific requirement, it will be evaluated to ensure that the desired results will be achieved. Vendors should be aware that certain mandatory requirements have been set out in the terms of reference (scope, methodology, and deliverables) and submission information. Proposals that fail to provide these requirements may not be evaluated. 16.1.1. Vendor Response Guidelines The following information should be provided in each proposal and may be utilized in evaluating each proposal submitted. 16.1.2. Team Competence & Resources Describe the capability (technical expertise) of the resources proposed to meet the requirements described in the terms of reference. The proposal shall include a summary of the firm and/or proposed project team knowledge, skills and past experience, with a description indicating how, and in what ways the proposed resources satisfies the needs and objectives identified in the RFP. Include related experience of the firm, including the past three similar jobs that have completed with the company name, contact person and phone number that may be contacted for a reference. 16.1.3. Methodology Clearly articulate the process and qualitative and quantitative methodology to be used, proposed work plan schedule, and timeline for deliverables in order to achieve the objectives and deliverables of the RFP. The methodology should also include consultations and timely reporting to The Contracting Manager. 16.1.4. Fees and Expenses Expense information should be supplied including a breakdown of costs by major work plan tasks: Per diem rates Travel, if required; Administration overhead; Phone, fax, courier, printing, etc.; Sundry and contingency overhead rates; Software costs, data information or research; May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 7 of 9
Prices must be stated in actual dollars and cents expressed in Canadian funds; and CED will pay the goods and services tax (GST); however, do not include GST in your proposed pricing. 17. Submission Information Proposals must be received before 16:00 MST, June 7 th 2012 at: Calgary Economic Development Ltd 731 1 st Street SE Calgary, Alberta T2G 2G9 Canada Attention: Brian McClure, Financial Services Manager bmcclure@calgaryeconomicdevelopment.com After the closing, CED may post the identity and addresses of the vendors. CED may not consider any proposal that: Is received after the exact time and date noted above. does not indicate the request for proposals title, closing date, vendors name, on the outside of the envelope containing the hardcopy proposal in response to the RFP; or Is delivered to any address other than that provided above. Proposals must be transmitted by e-mail as noted above. Transmitted proposals will be accepted under the following conditions: o The proposal is received before the submission deadline at the e-mail address provided above; o The vendor must deliver, during CED business hours, an original hardcopy proposal to the address stated herein immediately following the transmission of the e-mail. 18. CED Reservation of Rights and Vendor s License Grant CED reserves the right: To not consider, or to reject, any or all proposals in whole or in part for any reason whatsoever in its sole and absolute discretion; To accept any proposal in whole or in part, even if it does not comply with the terms of this RFP; To short list vendors, and require a presentation by the vendors short-listed and/or the provision of additional information by such short-listed vendors; To, at any time, add, delete or modify this RFP and to have the vendors advise CED of the effect of such changes on their proposal and/or have the vendors resubmit their proposals in light of same; To negotiate at any time with any one or more of the vendors to the exclusion of the other vendors; and To not proceed, for any reason, with this RFP or the project contemplated in this RFP. By submitting its Proposal for consideration, the Vendor will thereby be agreeing to all of the following: May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 8 of 9
Without the further consent of the Vendor or providing any notice, CED may disclose any and all of the content of Vendor's Proposal to any or all of the other vendors or any third party, including any or all of the creative content contained in Vendor's Proposal; The Vendor grants and agrees to grant to CED a non-exclusive, perpetual, fully-paid up, irrevocable license to implement, use, reproduce, modify, display, distribute, transmit, prepare derivative works of and to otherwise fully exploit, without limitation, any and all of the content of Vendor's Proposal including without limitation, all of the creative content, ideas, concepts and approached as well as all copyright therein; Such licence shall extend to any other vendor or any other third party that CED may engage to use and implement such content; CED shall have no obligation to provide any credit or otherwise attribute to the Vendor or anyone else any such content as may be implemented and/or used by CED; The Vendor represents and warrants to CED that such content is the original work of the Vendor and its use by CED as contemplated in this Section 21 will not infringe on any rights of any third party; and All of the rights and licenses granted herein and the exercise of all such rights and licenses by CED and the other vendors and such other third parties, as described herein, are granted and may be exercised: (i) without any obligation to account to the Vendor or to otherwise pay any consideration to the Vendor; and (ii) without having to have accepted or shortlisted Vendor's Proposal. 19. No Further Contract or Liability Arising from RFP Process By submitting a Proposal, the Vendor agrees and acknowledges that: Nothing in this RFP nor the submission of the Proposal nor the review and consideration of the Proposal by CED nor will any communication between the parties in relation to the RFP or the Proposal operate to obligate any party to enter into any further business relationship with the other party and, in particular, if CED decides to engage the Vendor in connection with the subject matter of the RFP then such engagement may only occur pursuant to a written agreement that has been signed by both parties and, absent such written agreement, CED will have no further liability or obligation to the Vendor in connection with the subject matter of the RFP; The Vendor is participating in this RFP process at its sole risk and expense, and CED will not be liable to the Vendor for any costs, expenses or liabilities incurred by the Vendor in any way arising in connection with the Vendor's participation; CED has made no representations other than those expressly stated in this RFP; CED has the right to cancel this request for proposals at any time and to reissue it for any reason whatsoever or decide not to reissue it for any reason, without incurring any liability and no vendor will have any claim against CED as a consequence; and The Proposal and any accompanying documentation submitted by the Vendor will become the property of CED and will not be returned. May 24, 2012 RFP 1205-01 Calgary video, b-roll and photo assets Page 9 of 9