The Metropolitan Park and Recreation District, doing business as The Great Rivers Greenway District (“GRG”) is seeking the services of qualified video production professionals.
BACKGROUND
Great Rivers Greenway is a regional public agency serving the City of St. Louis, St. Louis County and St. Charles County. Great Rivers Greenway connects the St. Louis region with greenways, making it a vibrant place to live, work, and play.
Great Rivers Greenway is operated by a 25 member staff governed by a 12 member board that is appointed by the Executives of St. Louis City, St. Louis County and St. Charles County. Staff members work within three groups to Build, Promote and Sustain the greenways.
Great Rivers Greenway is requesting proposals from interested and qualified firm(s), organization(s), individual(s) and non-profit(s) to provide services to assist staff in supporting any and all video projects for the agency overall.
SCOPE OF SERVICES
This RFQ is meant to procure help with any or all of the following types of work, as it is needed:
- Video production services, including planning, writing, shooting and editing projects.
- Recording and documenting events and activities as needed.
- Creation of marketing and promotional videos as needed.
- Capturing footage of greenways as needed.
- Updating video materials as needed.
- Meeting periodically to strategize future marketing and video needs.
- All deliverables will be broadcast or web ready as needed.
- Will provide raw video and Adobe Premiere files as requested.
Consultant will coordinate with staff to scope and track projects as needed, tracked against an overall contract for the 2019 calendar year, with the option to renew for up to two more calendar years.
INSTRUCTIONS FOR PREPARING QUALIFICATIONS
Provide one (1) electronic copy. Submittals should contain the following information:
- A one-page letter of interest that includes a synopsis of the respondent’s qualifications, primary specialties of the respondent, the primary contact and the principal representing the contractual authority of the respondent.
- Profile(s) of respondent(s) including number of employees, location, and relevant experience working on similar projects within the last five (5) years. Include the respondent’s experience with local governments, special districts or other public agencies in the development of similar projects.
- Project descriptions for three (3) recent projects with a similar scale and scope performed by the respondent within the last five (5) years. Include the following:
- Name of the client (include contact information)
- Description of projects
- Key personnel involved and year the project was completed
- Disclose any material agreements, relationships, or employment your firm or team members have with Great Rivers Greenway that may create a conflict of interest or the appearance thereof.
- Include (as an appendix) copies of your firm’s most recent Equal Opportunity form (EEO-1) and Affirmative Action policies, if applicable.
- Outline proposed fees for the project as described and an outline of preferred payment timing.
- An hourly rate(s) for any additional follow up interaction.
GENERAL PROVISIONS
Any contract awarded as a result of this RFQ will be awarded without discrimination on race, color, religion, age, sex, sexual orientation, or national origin. Great Rivers Greenway values diversity, equity and inclusion – you can read about their mission and business cases here.
Prospective consultants shall assure Great Rivers Greenway that they will comply with 2010 ADA Standards prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA (42 U.S.C. 12101 et seq.).
MINORITY AND WOMEN BUSINESS ENTERPRISE POLICIES
It is the policy of Great Rivers Greenway that minority and women-owned businesses shall have the maximum opportunity to participate in the performance of contracts utilizing taxpayer funds.
MBE/WBE firms included in the respondent’s submittal, either as prime consultants or sub-contractors, must be certified by one or more of the following agencies on or before the date of the submission of qualifications:
- Missouri Division of Purchasing and Materials Management
- City of St. Louis: Disadvantage Business Enterprise Program
- St. Louis Minority Business Council
SELECTION PROCESS
A review committee will evaluate all responses to this RFQ. From this review, Great Rivers Greenway may select a consultant(s) solely on the basis of submittals, or may additionally identify a short list of individual or team candidates for possible interviews. The committee may contact any or all respondents to clarify submitted information.
Upon selection of a firm, organization, non-profit or combination thereof, Great Rivers Greenway will negotiate a scope of services and other terms and conditions of an agreement with the selected respondent(s). If such negotiations are not successful, Great Rivers Greenway reserves the right to begin negotiations with other respondents. Respondents whose qualifications are not accepted will be notified in writing as soon as practical.
SELECTION CRITERIA
The committee will select the consultant team(s) or individuals that most closely satisfy the criteria listed below.
- Successful completion of project(s) of similar scope within the last five (5) years.
- Demonstrated experience and technical competence of the consultants or individuals relative to the task requirements outlined.
- Capacity of the consultant’s identified team members to provide the full range of skills needed for this project.
- Overall approach to the work and evidence of the consultant’s ability to generate creative solutions for the proposed deliverables identified.
- Any other relevant information offered or discovered during the evaluation process.
IMPORTANT CONSIDERATIONS
Great Rivers Greenway reserves the right, at its sole discretion, to:
- Reject any or all submittals when, in its opinion, it is determined to be in the public interest to do so
- Waive minor informalities of a submittal
- Cancel, revise, or extend this solicitation
- Request additional information which is deemed necessary
- Extract, combine, and delete elements of individual submittals of qualifications
- Negotiate jointly or separately with individual firms, organizations and non-profits with respect to any or all elements of this request.
This Request for Qualifications does not obligate Great Rivers Greenway to pay any costs incurred by any respondent in the submission or in making necessary studies or design for the preparation thereof, or for procuring or contracting for the services to be furnished under this request for qualifications. Great Rivers Greenway will give preference to Missouri firms, organizations and non-profits when other considerations are equal.
SCHEDULE
RFP Released Wednesday, October 10, 2018
Questions Submitted Monday, October 22, 2018
Questions Answered Tuesday, October 23, 2018
RFP Submittals Due Friday, October 26, 2018
Interviews Week of November 5, 2018
Firm(s) Selected Week of November 12, 2018
QUESTIONS
Questions concerning this request for proposals should be made to the Communications Manager, Seth Treptow, streptow@grgstl.org.
SUBMITTAL DUE DATE: 4:00pm CDT on Friday, October 26, 2018
SUBMITTAL LOCATION: streptow@grgstl.org (PDF)
Any qualifications received after this deadline will be deleted unopened. All responses and any accompanying material will become the property of Great Rivers Greenway. By submitting a response to this request, firms, organizations, individuals and non-profits accept all the terms and conditions of the Request for Qualifications or “RFQ”.
Questions or information related to this request should be directed to: Seth Treptow, streptow@grgstl.org 314-932-4910
QUESTIONS AND ANSWERS:
If an Agency cross over multiple RFQs, would you like to see one proposal (e.g. using one case study that shows off multiple capes?) or individual submissions for each category?
If an agency crosses over multiple RFQs, we are fine with a single response but would prefer the proposal to be clearly delinated between sections. We will likely have different people evaluating each RFQ so it would make it much easier (and more apples to apples) if those evaluations can be made without having to also understand and assess the additional services provided.
We’re happy to provide our hourly rates but we don’t have enough information to propose a budget.
We really don’t need a budget. We are only looking to learn about your qualifications and capabilities, what you bring to the table, and your ability to meet the scope of the RFQ. We want to know your rates, but this will not be the most critical thing we look at. Please just provide your general rate card.
If our final submission is too large to email, is it ok to email a Drop Box link so you can download our PDF?
Yes, that is quite acceptable as long as the email with the link to your files is received by 4PM Central Time on October 26, 2018.
If known, what is your established budget for these efforts?
Our budget for 2019 is still being developed and will not be approved by our Board of Directors until December.
If known, what is the overall video strategy for the upcoming year, including number of videos, video types, video lengths, etc.
This is currently being determined, but we are primarily looking for selected firm(s) to add production capacity to our in-house team either by documenting events or producing standalone instructional or information videos. We know of one large event in 2019 that we will need coverage of and any additional work will be determined over the course of the year.
If known, can you provide a preliminary schedule of events and activities where video will be needed in the coming year? If unknown, can an estimation of number events throughout the year with video needs be provided?
At this time we know of only one event that we will definitely need a video team to cover. However, that may change as the year unfolds and opportunities allow.
For these events, what is the desired output? i.e. B-Roll, Edited Videos, Length of Videos, Digital/Broadcast quality, etc.?
For our Life Outside Festival we would like to receive one 60 to 90 second produced and edited recap video within 1 business day of the event for sharing on social media. The chosen firm(s) will provide GRG with copies of all b-roll and audio footage. We would also like to receive two additional versions of the video that can be used as promos for the following year’s festival. These versions would not need to be delivered until 30 days after the event in June.
What is the standard lead time on video shoot requests?
We typically know of any events that will require video services several months in advance and will notify our vendor(s) as quickly as we can. That said, there may be some as-needed opportunities that could potentially arise which may only have a few hours lead time. That said, we understand that videographers can have full plates, and lack of availability in those instances will not reflect negatively against the chosen firm(s).
How many videos per month and average length?
That will depend on a few factors and as of yet is undetermined. That said…we know we want to do more than what we are currently doing. We are looking at a variety of ways we can enhance our video efforts and look to work with our chosen vendor(s) on many fun things in 2019 and beyond.
Will there be any travel required outside of local areas?
No.
Average turnaround time needed from shoot date to deliverable?
For event recap videos we will want turnaround in no more than 2-days. But for informational and marketing type videos ample time for production and review will be built into all schedules.
Max camera coverage they anticipate. 2 camera, 3 camera?
We do not anticipate needing more than 2 cameras on any production. For most projects one will suffice nicely.
Contract from Jan 1st 2019 – December 31st 2019?
Correct, with the option to renew for an additional two years after that.
Will branding be provided?
Chosen vendor(s) will be provided with a style guide and all essential graphic elements.
Logo, colors, graphics, etc.?
Yes, those too.
Will we need to provide any graphic design?
While it wouldn’t hurt, it is not a requirement we are looking for.