1-RFP 25-015 Town of Parker Video Services Final.pdf

Date

Friday, October 17, 2025

Solicitation Number

RFP 25-015

Solicitation Title

Town of Parker Video Services

Proposals will be received until 10:00 A.M., MST, Friday, November 7, 2025 Electronically through Bonfire:

https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

For additional information please contact

Charles Ellis, Chief Procurement Officer Email: cellis@parkeronline.org 303-805-3188

Documents included in this package • Cover Sheet

• Solicitation Instructions

• Scope of Work

• Proposal Submittal Requirements

• Sample Services Agreement

The undersigned hereby affirms that 1) they are a duly authorized agent of the vendor, 2) they have read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in the offer, (3) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this document, and (4) that the vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety (90) calendar days following the date of submission.

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Company Name: _______________________________________

Address: ______________________________________________ City/State/Zip: __________________________________________

Contact Person: ________________________________________ Title: __________________________________________________

Email: ________________________________________________ Phone: ________________________________________________

Authorized Representative’s Signature: __________________________________________________ Date: _____________________

Printed Name: _________________________________________ Title: _________________________________________________

Email: ________________________________________________ Phone: ________________________________________________

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 25-015

Town of Parker Video Services

Cover Sheet mailto:cellis@parkeronline.org

SUBMISSION OF OFFERS: The Town of Parker will accept electronic bid proposals submitted through the Bonfire/Euna Procurement bidding portal at: https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit vendor responses and to evaluate each vendor’s proposal.

Distribute Request for Proposal Friday, October 17, 2025

Deadline for Submitting Questions Friday, October 31, 2025 @ 10:00 a.m. MST

Proposal Submission Deadline Friday, November 7, 2025 @ 10:00 a.m. MST

RESPONSE TO QUESTIONS:

QUESTIONS REGARDING THIS SOLICITATION SHOULD BE SUMBITTED ELECTRONICALLY VIA

THE BONFIRE/EUNA PROCUREMENT PORTAL ONLY.

Questions regarding issues this Solicitation should be entered electronically ONLY via the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities Q&A system. The Vendor submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s).

Any official interpretation of this Solicitation must be made by a representative of the Town’s Procurement Division who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by other employees of the Town

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through the Rocky Mountain E-Purchasing System and Euna Procurement. Copies of solicitations obtained from any other source are not considered official copies. Only those vendors who obtain solicitation documents from the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities portal will be in receipt of officially posted and relevant information regarding solicitations issued by the Town of Parker.

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 25-015

Town of Parker Video Services

Solicitation Instructions https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

1. GENERAL REQUIREMENTS

The Town of Parker, CO seeks comprehensive video production and streaming services to support municipal communications, public engagement, and community outreach initiatives.

The selected contractor shall provide full-service video capabilities encompassing pre-production planning, production, post-production, and distribution across multiple platforms and formats. The contractor shall maintain the technical infrastructure, professional expertise, and creative capabilities necessary to deliver broadcast-quality video content that serves the Town of Parker, CO's diverse communications needs. Services shall include both scheduled recurring productions and on-demand project-based assignments throughout the contract period.

2. LIVE STREAMING SERVICES

2.1 Municipal Meeting Coverage

The contractor shall provide complete live streaming services for Town of Parker, CO Town Council meetings and Planning Commission meetings, including:

• Multi-camera setup and operation with minimum two camera positions

• Professional audio capture utilizing boundary microphones and direct audio feeds

• Real-time switching between camera angles and content sources

• Integration of presentation materials, documents, and slides into the live stream

• Graphics overlay including lower thirds, titles, and Town of Parker, CO branding elements

• Streaming to the Town’s YouTube channel

• Backup recording systems to ensure content preservation

• On-site presence

2.2 Special Event Streaming

Live streaming coverage for Town-sponsored events, ceremonies, and public forums requiring services similar to Municipal Meeting streaming, plus:

• Mobile production capabilities with portable streaming equipment

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 25-015

Town of Parker Video Services

SCOPE OF WORK

2.3 Live Caption Services

Real-time captioning for all live streamed content to ensure ADA compliance and accessibility:

• Professional stenographer or automated speech recognition with human oversight

• Accuracy rate of 98% or higher for live captions

• Post-event caption refinement for archived content

3. VIDEO PRODUCTION SERVICES

3.1 Creative and Marketing Videos

Development of original video content to promote Town of Parker, CO initiatives, services, and community features:

• Concept development and creative direction aligned with Town branding guidelines

• Professional cinematography utilizing cinema-grade cameras and equipment

• Motion graphics and animation capabilities

• Color grading and professional finishing

• Music licensing and original composition services

• Closed captioning and transcript services

• Voice-over and narration capabilities

• Delivery in multiple formats optimized for various distribution channels

3.2 Educational and Informational Videos

Production of instructional content for public education on Town services, procedures, and programs:

• Instructional design consultation to ensure effective knowledge transfer

• Animated explainer videos and infographics

• Interactive video elements for enhanced engagement

• Closed captioning and transcript services

• Delivery in multiple formats optimized for various distribution channels

3.3 Social Media Content

Creation of platform-specific video content optimized for social media distribution:

• Short-form vertical videos for mobile-first platforms

• Square format videos for feed optimization

• Time-lapse and hyperlapse production techniques

• Quick-turnaround capabilities for timely content

• Platform-specific optimization, including aspect ratios, durations, and file specifications

4. AERIAL VIDEOGRAPHY SERVICES

The contractor shall provide professional drone video services in compliance with all FAA regulations:

• Licensed and insured drone operators holding Part 107 certification

• 4K or higher resolution aerial cinematography

• Stabilized footage utilizing gimbal technology

• Aerial photography for still images as needed

• Flight planning and airspace coordination

• Safety protocols and risk assessment for each aerial operation

5. POST-PRODUCTION AND EDITING

5.1 Professional Editing Services

Comprehensive post-production capabilities including:

• Non-linear editing utilizing professional software platforms

• Multi-track audio mixing and enhancement

• Color correction and grading

• Visual effects and compositing

• Format conversion and transcoding services

• Archive-ready master file creation

5.2 Graphics and Animation

Motion graphics and animation services to enhance video content:

• 2D and 3D animation capabilities

• Title sequences and branded graphics packages

• Data visualization and animated infographics

• Logo animations and branded transitions

• Lower thirds and on-screen graphics systems

6. CONTENT DEVELOPMENT SERVICES

6.1 Script Writing

Professional scriptwriting services for all video projects:

• Research and subject matter expert interviews

• Script development from concept through final draft

• Technical writing for instructional content

• Creative copywriting for marketing materials

• Script formatting for teleprompter and voice-over recording

6.2 Voice-Over Services

Professional narration and voice-over production:

• Access to diverse voice talent pool

• Professional audio recording studio capabilities

• Audio editing and mastering

• Multiple language capabilities as needed

• Synchronization with video content

7. TECHNICAL SPECIFICATIONS AND DELIVERY

7.1 Production Standards

All video content shall meet the following minimum technical specifications:

• Resolution: 1080p HD minimum, 4K capability required

• Frame rates: 24, 30, and 60 fps capabilities

• Color space: Broadcast standard color grading

• Audio: Minimum 48kHz, 16-bit stereo

• Compression: H.264 and H.265 codec support

7.2 Delivery Requirements

The contractor shall provide content in multiple formats:

• Master files in uncompressed or minimally compressed formats

• Web-optimized versions for streaming platforms

• Social media-specific formats and specifications

• Broadcast-ready files meeting television standards

• Archive copies in industry-standard preservation formats

• Additional supplementary B-roll footage captured for inclusion in the Town’s video archive

8. PROJECT MANAGEMENT AND COORDINATION

The contractor shall provide dedicated project management including:

• Single point of contact for all Town of Parker, CO video service requests

• Project scheduling and timeline management

• Regular status reporting and communication protocols

• Asset management system for organizing and retrieving video content

• Version control and revision tracking systems

• Collaborative review and approval workflows

9. EQUIPMENT AND TECHNICAL INFRASTRUCTURE

The contractor shall maintain professional-grade equipment including:

• Broadcast-quality cameras with interchangeable lens systems

• Professional lighting equipment for studio and field production

• Audio recording equipment including wireless microphone systems

• Video switching and streaming hardware/software

• Redundant systems for mission-critical productions

• Regular equipment maintenance and backup systems

10. STAFFING REQUIREMENTS

The contractor shall provide qualified personnel including:

• Experienced video producers and directors

• Professional camera operators

• Audio technicians and engineers

• Video editors and motion graphics designers

• Streaming technicians and engineers

• Project managers and production coordinators

All personnel shall maintain appropriate experience levels and demonstrate proficiency in their respective areas of responsibility. The contractor shall ensure adequate staffing levels to meet concurrent production demands and maintain consistent service delivery throughout the contract period.

11. PROFESSIONAL CONDUCT

While performing services for the Town of Parker, CO, the contractor shall:

• Maintain professional appearance and demeanor

• Arrive punctually for all scheduled assignments

• Interact courteously with Town of Parker, CO staff and community members

• Respect facility rules and security procedures

• Maintain appropriate insurance coverage including general liability and professional liability

12. Submittal Requirements

Please include the following information in your proposal using the headings below and in the stated order:

A. Firm Description: Provide a brief description of the firm including firm size and areas of specialization and the location of the office proposed to handle this project.

B. Project Team: Provide names and resumes of key staff assigned to this project and identify the project manager.

C. Project Understanding: Provide a statement summarizing how the consultant and/or project team is particularly qualified for this project, how you plan to approach the project, and why your firm is interested in working with the Town of Parker.

D. Comparable Projects & References: Provide a description of at least three (3) related projects (preferably with government entities) and the roles of each key staff member in each project. Provide three (3) references, including current contact name and phone number for similar projects.

E. Scope of Services: Describe the consultant’s approach and technical plan for accomplishing the work listed in the Scope of Work (Numbers 2-11 above.)

F. Project Schedule: The consultant shall provide a schedule, itemized by task, for completing the scope of work, and describe your firm’s availability to dedicate time, key personnel, and resources to complete the project

G. Project Costs: The consultant shall provide a proposed budget itemized by task and total project cost stated as a firm fixed fee. Labor and direct costs should be identified by task. Any additional hourly rates for project staff shall also be provided.

13. Response Submission & Evaluation

A. GENERAL FORMAT: The respondent shall submit a response electronically via the Bonfire/Euna Procurement portal in the format detailed in Section 12 above.

B. INITIAL REVIEW OF RESPONSES BY PROCUREMENT: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

C. EVALUATION COMMITTEE REVIEW: A Town evaluation committee comprised of Town staff will evaluate and score each response based on established criteria.

Respondents shall not contact members of the evaluation committee. Responses will be evaluated according to the respondent’s ability to best satisfy Town requirements.

Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

1. TECHNICAL CAPABILITY AND PRODUCTION QUALITY (30 POINTS)

• The vendor's demonstrated ability to deliver broadcast-quality video production services meeting the Town of Parker, CO's technical specifications will be evaluated based on:

• Portfolio demonstrating experience with multi-camera live streaming productions for government meetings, including examples of public meeting coverage with integrated presentation materials and real-time switching capabilities

• Sample work showcasing creative and marketing video production with cinema-grade equipment, professional color grading, motion graphics, and animation capabilities specifically for municipal or government clients

• Evidence of current technical infrastructure including broadcast-quality cameras with interchangeable lens systems, professional lighting equipment, audio recording systems with wireless microphone capabilities, and redundant streaming hardware/software systems

• Demonstrated proficiency in delivering content across multiple formats including 1080p HD and 4K resolution at various frame rates (24, 30, 60 fps), with H.264 and H.265 codec support

• Examples of aerial videography work completed in compliance with FAA regulations, showing stabilized 4K footage and proper flight planning documentation

• Quality of post-production capabilities including non-linear editing, multi-track audio mixing, visual effects, compositing, and professional graphics packages

2. LIVE STREAMING AND ACCESSIBILITY COMPLIANCE (25 POINTS)

• The vendor's capability to provide comprehensive live streaming services with full accessibility features for the Town of Parker, CO will be assessed through:

• Documented experience streaming public meetings to a variety of platforms, including government websites, YouTube, and social media channels, with evidence of consistent uptime and streaming quality

• Demonstration of real-time captioning services with verified accuracy rates of 98% or higher, including examples of live caption integration across multiple streaming platforms

• Mobile production capabilities with portable streaming equipment suitable for Town-sponsored events, ceremonies, and outdoor venues requiring wireless transmission

• Backup recording systems and redundancy protocols to ensure content preservation during live productions

• Experience with cloud-based switching and remote production technologies for distributed event coverage

• ADA compliance track record and familiarity with accessibility requirements for government video content

3. PROJECT MANAGEMENT AND SERVICE DELIVERY (20 POINTS)

• The vendor's ability to manage multiple concurrent video projects and maintain consistent service delivery for the Town of Parker, CO will be evaluated based on:

• Proposed project management structure with dedicated single point of contact for all Town of Parker, CO video service requests

• Demonstrated asset management system capabilities for organizing, storing, and retrieving video content with proper version control and revision tracking

• Collaborative review and approval workflow systems that facilitate efficient communication between vendor and Town staff

• Proposed staffing plan showing adequate qualified personnel including experienced producers, directors, camera operators, audio technicians, editors, motion graphics designers, and streaming engineers

• Evidence of quick-turnaround capabilities for time-sensitive social media content and breaking news situations

• Regular status reporting protocols and communication procedures for ongoing project updates

4. CREATIVE DEVELOPMENT AND CONTENT EXPERTISE (15 POINTS)

• The vendor's creative capabilities and content development expertise specific to municipal communications will be assessed through:

• Portfolio of educational and informational videos produced for government entities

• Examples of platform-specific social media content for various social channels

• Professional scriptwriting samples for government communications including technical writing for instructional content and creative copywriting for community engagement

• Voice-over production capabilities with access to diverse talent pool and professional audio recording studio facilities

• Experience developing content aligned with municipal branding guidelines while maintaining consistent visual identity across all video products

• Demonstrated ability to translate complex government procedures and services into engaging, accessible video content for public consumption

5. PRICING AND COST EFFECTIVENESS (10 POINTS)

• The vendor's pricing structure and overall value proposition for providing comprehensive video services to the Town of Parker, CO will be evaluated considering:

• Detailed pricing breakdown for all service categories including live streaming per event, educational and marketing videos, hourly rates for production and post-production services, and package pricing for recurring municipal meeting coverage and other standards video projects

• Cost structure for additional services including aerial videography, voice-over talent, music licensing, and graphics development

• Transparent pricing for equipment and crew requirements based on production scale and complexity

• Volume discounts or package deals for bundled services that provide cost savings to the Town of Parker, CO

• Clear pricing for rush delivery and expedited turnaround requests

• Overall cost competitiveness while maintaining the required quality standards and technical specifications outlined in the scope of work

D. NEGOTIATIONS: The Town reserves the right to enter negotiations with one or more selected respondents.

E. BEST AND FINAL OFFER (BAFO): The Town reserves the right to request a BAFO from selected respondent(s).

The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award.

F. AWARD: The Town reserves the right to award a contract(s) and purchase order(s) to the company that provides the best value in performance of this service. The Town will make the final determination on the best value and award.