HomeMy WebLinkAbout8.2 RFP Marketing VideoCITY CLERK FILE # 150-35
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 5, 1999
SUBJECT:
Request for Authorization to distribute a Request for Proposal (RFP)
for Promotional Marketing Video
Report Prepared by: Christopher L. Foss, Economic Development
Director
ATTACHMENTS:
1 ) Request for Proposal (RFP)
RECOMMENDATION:
FINANCIAL STATEMENT:
l ) Receive Staff Report
2) Provide Staff with issues to be cotisidered in video
3) Authorize Staff to distribute RFP to qualified consuitants
$40,500 is budgeted in FY 1999-2000 budget for the production of a
promotional video for the City of Dublin
DESCRIPTION: The Request for Proposal (RFP) will begin the process of awarding a
contract for the production of a promotional marketing video for the City of Dublin and will solicit
proposals from qualified consultants to perform the necessary services.
BACKGROUND: For the:past several years; the City of Dublin has committed
resources and employees to an economic development program designed to-strengthen the City's
economic base. The City's program is designed to both retain existing businesses and recruit new
businesses to Dublin. Those efforts are currently supported by collateral print materials as well as
economic development information on the City's web site. One element that has been missing is the
creation of an economic development video promoting the positive elements of both the City' s business
and residential communities.
During the FY 1999-2000 goal setting session, the City Council established the creation of a marketing
video as a high priority for this fiscal year (Section D-8). The City Council also approved the marketing
video in the FY 1999-2000 budget as a higher service level.
PROCESS: Staff has prepared the Request for Proposal for Video Production
Services (Exhibit A) to accomplish the task identified by the City Council. The draft RFP will be
circulated on OctOber 6, 1999 and proposals will be due back to the City no later than 3 p.m. on October
H/cc-forms/agdastmt. doc
COPIES TO:
ITEM NO.
22, 1999. Following staff evaluation of the proposals and interviews with the qualified consultant(s),
staff will negotiate a consultant agreement with the successful consultant. Staff anticipates that the awed
of contract will be at the November 16, 1999 City Council meeting.
At this time, staff would respectfully request that the City Council provide direction as to the theme and
purpose of the video. Staff feels that the video should allow the viewer to learn about Dublin including:
Dublin's business friendly environment
Dublin's location and infrastructure (BART, freeway access, etc.)
Dublin's current and future growth (retail, commercial, industrial, residential)
Dublin' s quality of life (good schools, diversity of housing, parks, police, fire)
Dublin' s past, present, and future
Dublin's demographics (population, income, major employers, education, etc.)
If the City Council has any additional ideas for possible inclusion in the work product, staff would
appreciate that input at this time to assist in the pre-production phase once the consultant is selected.
RECOMMENDATION: It is staffs recommendation that the City Council authorize staff to
distribute the Request for Proposal for Vi~eo Production Services.
REQUEST FOR PROPOSAL
FOR
VIDEO PRODUCTION SERVICES
The City of Dublin ("City") requests Proposals from qualified and experienced consultants
("Consultant") with proven experience in video production for the purpose of producing an
economic development / promotional video for the City.
SECTION 1 - PROPOSAL REQUIREMENTS
A. Proposal Contents
Proposals must be submitted on or before the deadline date of October 22, 1999 at 3:00 p.m.
Proposals received after this time will not be considered for this project. Proposal must be
delivered to:
City of Dublin
100 Civic PlaZa
Dublin, CA 94568
Atm: Chris Foss, Economic Development Director
The proposal should reflect the consultant's ability to provide the full range of services required
for the project according to the proposed schedule identified in the Request for Proposal.
The consultant may also include additional information as necessary. All supporting materials
and documentation submitted with the proposal becomes the property of the City and will not be
returned. The consultant shall submit five (5) copies of their proposal.
B. Consultant Information
The consultant shall include in the proposal:
· A description of the firm' s qualifications
· A description of the qualifications and experience of the individual(s) who would be assigned
to this account and working with the City of Dublin.
· A description of the firm' s experience producing promotional videos.
· A sample video production (VHS format), preferably of an economic development /
promotional topic, if available.
· Three references from companies for which the consultant has produced videos.
C. Contract and Negotiations Disclaimer
The City reserves the right to accept or reject any or all bids and proposals and to take exception
to these, RFP specifications. Also, if it is determined to be in the best interest of the City, the
City may waive any formalities or irregularities in any proposals submitted.
The City specifically reserves the right to negotiate a contract with the selected consultant. The
consultant's response to this RFP is part, by reference, of the final contract. The consultant shall
absorb all costs incurred in the preparation of the proposal.
D. Consultant Selection Process
· Evaluation: Proposals will be evaluated on the following factors: 1) Proper Submission of
documents and information; 2) Clarity of Proposal; 3) Organization and Content; 4)
Reference verification; 5) Quality of Video Sample, and 6)-Proposed Cost of the final
product(s). The consultant selection process examines the consultant's ability 'to meet the
City's needs. Evaluators assess the consultant's ability to deliver high quality video
production services based on a sample video to be submitted. Selected consultants will be
invited to an interview.
· Interview: City staff will meet with each selected candidate to review their sample video and
solicit further information about their capabilities, experience, and qualifications. Interviews
will be individually scheduled with the consultants and will take place at the Dublin Civic
Center, 100 Civic Plaza, Dublin, CA.
· Final Selection: Based on the scope of services and costs provided in the proposal, the
quality of the sample video, and the interview, the City will select the consultant who best
fulfills the project requirements.
E. Consultant Notification
Consultants who submit their proposal by the deadline will be notified of the results of the
selection process. The selected consultant will be notified no later that November 19, 1999.
F. Proposed Schedule
Listed below are the major events planned during the selection process to choose the video
production consultant. Please note that the schedule is subject to change.
EVENT
RFP Issue Date
Consultant Proposal Deadline
Complete Proposal Evaluation
Finalist Interviews (TBA)
City Council Award
Consultant Notification
SCHEDULED DATE
October 6, 1999
October 22, 1999
October 29,. 1999
November 8 or 9, 1999
November 16, 1999
November 19, 1999
SECTION 2 - SUIMMARY OF VIDEO PROJECT
A. Background and History
The City of Dublin is located in eastem Alameda County and has a resident population of
approximately 30,000. Over the past several years, the City has undergone a major
transformation of its economic base, which is reflected in additions to its retail, commercial,
industrial and residential markets.
The City has an active Economic Development Program that serves to both recruit and retain
businesses to Dublin's economic base. These efforts are currently served only by collateral print
materials and a City Website. The City would like to supplement those materials with the
production of an economic development video that promotes the elements of both the business
and residential communities.
B. Specific Project Requirements
The City would request proposals for a 10-12 minute video promoting the City of Dublin. The
video would need to stress the City's business friendly attitude, location and infrastructure
(BART, freeway access), current and future growth in all segments of the economy, quality of
life issues (parks, schools, housing diversity, safety services), demographic information, and the
plans for the City's future. The City would consider the use of testimonials by business and/or
community leaders to supplement the video.
These requirements are subject to change at any time.
C. Copyrights
All video copyrights will be held by the City. All original source footage, log sheets, window
dubs, work tapes, and edited masters will become the sole property of the City. Consultant may
retain dubs for their professional portfolio, but may not duplicate or use any of their work for the
City without prior written consent.
D. Scope of Work
The City will contract with the Consultant to provide video production services from concept to
the completed program, including:
· Preproduction: concept, script writing, final budget and schedule
· Assigning and/or hiring of all production personnel and outside production facilities
· Production: furnish all video equipment as required plus all necessary tape stock and
supplies; Supervise production crew and talent during shooting; perform audio production
including provision for narrator, music and clearances, narration, edits, and mixes
· Postproduction: contract directly with facilities (if necessary) and supervise all off-line and
on-line edits; generate video graphics and text
The City will provide the following:
· Content outline
· Assistance with city issues, including coordination of on-camera talents and locations
· Review and approval for treatment, scripts, narration, music, rough cuts, and final edits.
E. Deliverables
The consultant's deliverable shall include all original source tape with appropriate labels and log
sheets, all window dubs, up to two rough-cut edited versions for review and approval, and one
Betacam SP master, one U-matic SP dub, and two VHS copies of the final approved program.
The consultant is also asked to provide a cost estimate for the duplication of 500 copies of the
video in VHS format.
F. Cost Schedule
Consultant shall include in their proposal an outline of the proposed budget, with a breakdown of
rates and charges as appropriate. Costs should be itemized and subtotaled for each task
separately.
G. Payment by the City
Payment will occur within 30 days after completion of milestones and submittal of consultant
invoice. Proposed project milestones are:
Completion of final approved script
Completion of all video taping
Submittal and approval of final contract deliverables
30%
30%
40%
Any questions concerning the information included in this Request for Proposal may be directed
to Chris Foss, Economic Development Director, at (925) 833-6650 or
Chris.Foss@ci.dublin.ca.us.
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