Discover Downtown

Request For Proposal : Video Production

April 18, 2022

August 24, 2022
Issued By:
Downtown Excelsior Partnership, Inc.
Downtown Excelsior Partnership, Inc. Representative:
Lyndsey M. Baxter
exec@visitesprings.com
816-637-2811

Introduction & Background

Downtown Excelsior Partnership, Inc., a 501(c)3 not for profit organization, is requesting promotion video productions to be used for general marketing purposes. We are now accepting proposals in response to this Request for Proposal (RFP) in order to find a qualified source to provide promotional videography. DEP has been in existence now for sixteen years and would like to have additional video materials that reflect the culture of Downtown Excelsior Springs to use in regional marketing promotions.

The objective of this RFP is to locate a source that will provide the best overall value to the Downtown Excelsior Partnership, Inc. While price is a significant factor, other criteria will form the basis of our award decision, as more fully described in the Evaluation Factors section of this RFP below.

Submission Guidelines & Requirements

The following submission guidelines & requirements apply to this RFP:

  1. First and foremost, only qualified individuals or firms with prior experience on projects such as this should submit proposals in response to this RFP.
  2. Bidders intent on submitting a proposal should so notify the representative identified on the cover page no later than September 10, 2022.
  3. Bidders must list at least THREE projects that are substantially similar to this project as part of their response, including references for each. Examples of work should be provided as well.
  4. A technical proposal must be provided that is not more than TEN pages. This technical proposal must provide an overview of the proposed solution, as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, if applicable.
  5. A price proposal must be provided that is not more than TWO pages. This price proposal should indicate the overall fixed price for the project as well as hourly rates and an estimated total number of hours, should the Downtown Excelsior Partnership, Inc. decide to award a contract on an hourly rate basis.
  6. Proposals must be signed by a representative that is authorized to commit bidder’s company.
  7. If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation.
  8. Proposals must be received prior to September 11, 2022 to be considered.
  9. Proposals must remain valid for a period of NINETY days.
  10. The Downtown Excelsior Partnership, Inc. anticipates selecting at least two individuals or firms to have more in-depth discussions with and will make an award to one of these “down-selected” individuals or firms.

Project Description

The purpose of this project is as follows:
The Downtown Excelsior Partnership, Inc.’s purpose for issuing this RFP is to establish a contract with a professional videographer.
The Downtown Excelsior Partnership, Inc. encourages local videographers to apply.

Project Scope

The Downtown Excelsior Partnership, Inc. is requesting video production services to produce nine videos.

  1. A video showcasing the ideal “Girlfriend’s Getaway” to Downtown Excelsior Springs.
  2. A video showcasing the ideal “Romantic Escape” to Downtown Excelsior Springs.
  3. A video showcasing the ideal “Adventurists’ Trip” to Downtown Excelsior Springs.
  4. A video showcasing the ideal “Wineaux Weekend” to Downtown Excelsior Springs.
  5. A video showcasing the ideal “Craft Beer Lover’s Weekend” to Downtown Excelsior Springs.
  6. A video showcasing the ideal “Shopping Spree Weekend” to Downtown Excelsior Springs.

Technical Requirements

  • All videos should be 30 seconds in length
  • All videos should include a collage of footage in Downtown Excelsior Springs at corresponding establishments.
  • Videos 1-6 must be completed during prior to the cold winter months (November – March)
  • The videos should include music, creative graphics and a voice over where appropriate.
  • Service provider will provide copy writing for voice over.
  • Video must be broadcast-quality.
  • Videos must be able to be reduced in size without sacrificing quality.
  • The Downtown Excelsior Partnership, Inc. encourages that videos are submitted as completed, with all videos being due by January 1, 2023.

Contractor Requirements

The Video Producer will be expected to be in contact with the Downtown Excelsior Partnership, Inc. staff throughout all phases of project execution, meeting as needed in person or by phone or email and providing monthly progress updates. The Video Producer 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 Video Producer will be required to secure its own production facilities and equipment. Any assignment or subcontracting by the selected Video Producer for the work to be performed, or goods and/or services to be provided, in whole or in part, and any other interest in conjunction with this request for proposal, shall not be permitted without the express written consent of the Downtown Excelsior Partnership, Inc.

Deliverables
The Video Producer will deliver the finished product in desired formats including, but not limited to:
MP4, AVI, WEBM, WMV

Proposals may also consider including the following deliverables:

  • Outlines
  • Storyboards
  • Scripts
  • Graphics
  • Rough Cuts
  • Finished tapes, DVDs, CDs, and/or electronic files

RFP & Project Timelines

Request for Proposal Issuance – August 24, 2022
Request for Proposal Submission Deadline – September 11, 2022
Selection of Top Bidders/Notification to Unsuccessful Bidders – September 12, 2022
Contract Award / Notification to Unsuccessful Bidder – September 15, 2022

The need-date for project completion is January 1, 2023. Bidders may propose a date earlier or later, and will be evaluated accordingly.

Budget

The Downtown Excelsior Partnership, Inc.’s budget for the project is $10,000.00.

Evaluation Factors

The Downtown Excelsior Partnership, Inc. will rate proposals based on the following factors, with cost being the most important factor:

  • Responsiveness to the requirements set forth in this RFP.
  • Relevant past performance/experience.
  • Samples of work.
  • Cost, including an assessment of total cost of ownership.
  • Technical expertise/experience of bidder and bidder’s staff.

The Downtown Excelsior Partnership, Inc. reserves the right to award to the bidder that presents the best value to the Downtown Excelsior Partnership, Inc. as determined solely by the Downtown Excelsior Partnership, Inc. Board of Directors in its absolute discretion.

Instructions to Proposers

Each proposal must include ONE originally signed submission clearly marked “Videography Services”. Each original Proposal and required copies must be contained in a sealed envelope or box and must be received no later than 4:00 PM, local time, September 11, 2022 at the following address:

Downtown Excelsior Partnership, Inc.
Attn: Lyndsey M. Baxter
201 E. Broadway
Excelsior Springs, MO 64024