1-RFP-Video Production Digital Media Services (Final).pdf

REǪUEST FOR PROPOSAL:

Video Production & Digital Media Services

RFP: LEAD/OPS-MEDIA/RFP001/2026-27

Contract Term: One (1) year

Optional renewal: up to 2 additional 1-year terms at LEAD’s discretion

Proposals Due: July 15, 2026, at 3:00 PM CDT

Proposals are to be submitted through LEAD’s online Bonfire Portal at:

https://leadpublicschools.bonfirehub.com/opportunities

Primary RFP Contacts:

Paye Horton https://leadpublicschools.bonfirehub.com/opportunities

RFP: LEAD/OPS-MEDIA/RFP001/2026-27

Contents

1. Project overview 5

I. Purpose of Procurement 5

II. Background 5

III. RFP Contact 5

IV. Contract Term 5

V. Instructions to Supplier 6

1. Definitions 6

2. Schedule of Events 6

3. Submission of Proposal 7

I. Proposal to be Submitted on Time 7

II. Withdrawal of Proposals 9

4. Evaluation and Award 9

I. Stage 1- Administrative & Mandatory Requirements Review 10

III. Stage III- Price Evaluation (20 Points) 11

I. Time period for Negotiation 12

II. Failure to Enter into Agreement 12

III. Notification of Negotiation Status 13

5. GENERAL CONDITIONS 13

I. Scope of Work 13

II. Standard of Performance 13

III. Compliance with Laws and Codes 13

IV. Permits and Inspections 13

V. Safety Requirements 13

VI. Work in Occupied Facilities 13

VII. Protection of Property 14

VIII. Cleaning and Site Condition 14

IX. Subcontractors 14

X. Scheduling and Coordination 14

XI. Site Verification 14

XII. Materials and Substitutions 14

XIII. Warranty 14

XIV. Insurance 14

XV. Indemnification 14

XVI. Assignment 15

XVII. Funding Availability 15

XVIII. Confidentiality 15

XIX. Conflict of Interest 15

XXI. Force Majeure 15

XXII. Dispute Resolution 15

XXIII. Governing Law 15

6. SPECIAL TERMS AND CONDITIONS 16

I. Right to Reject Proposals 16

II. No Obligation to Award 16

III. Contract Award 16

IV. Right to Negotiate 16

V. Quantities Not Guaranteed 16

VI. Product Equivalency 16

VII. New Equipment Requirement 17

VIII. Delivery and Installation Requirements 17

IX. Background Checks 17

X. Site Verification 17

XI. Compliance with Laws 17

XII. Warranty Requirements 17

XIII. Ownership of Materials 18

XIV. Indemnification 18

XV. Non-Appropriation of Funds 18

XVI. Termination for Convenience 18

XXIV. Termination for Cause 18

XXV. Assignment 18

XXVII. Conflict of Interest 18

XXVIII. Tennessee Governing Law 19

7. Communication after Issuance of RFP 19

I. Bidder to Review RFP 19

II. All New Information to Bidder by way of Addendum 19

III. Verify, Clarify, and Supplement 19

IV. Notification of other Bidders 20

8. Conflict of Interest and Prohibited Conduct 20

I. Conflict of interest 20

II. Disqualification for Conflict of Interest 20

III. Disqualification of Prohibited Conduct 20

IV. Prohibited Bidder Communications 21

V. No Lobbying 21

VI. Illegal or Unethical Conduct 21

9. Past Performance or Past Conduct 21

10. Procurement Process Non-Binding 21

I. No Contract and No Claims 21

II. No Contract until Execution of Written Agreement 22

11. Ownership of Work Product and Intellectual Property 22

12. Cancellation 24

1. Project overview

I. Purpose of Procurement

LEAD Public Schools is seeking qualified vendors to provide professional video production and digital media services to support internal communications, marketing, student engagement, instructional content, and public outreach initiatives.

The goal is to secure a creative partner capable of producing high-quality visual storytelling aligned with the organization’s mission and brand standards.

II. Background

LEAD Public Schools requires ongoing support for:

School and district branding initiatives

Student and staff storytelling

Recruitment and enrollment campaigns

Social media content production

Event coverage (graduations, ceremonies, performances)

Instructional and training video development

The project’s requirements are more fully described in Exhibit A, Scope of

Services (SOS)

III. RFP Contact

For the purposes of the procurement, the “RFP Contact” will be:

Name: Paye Horton Title: Procurement Specialist Email: procurement@leadpublischools.org

Bidders and their representatives are not permitted to contact any employees and or officers of LEAD Public Schools, other than the RFP Contact, concerning matters regarding this RFP. Failure to adhere to this rule may result in the disqualification of the bidder and the rejection of the bidder’s proposal.

IV. Contract Term

This agreement shall be Firm Fixed Price only. The contract may be amended in writing by mutual consent of the parties.

mailto:procurement@leadpublischools.org

V. Instructions to Supplier

By submitting a response to the RFP, the supplier acknowledges that the supplier.

a) Has read the information and instructions.

b) Agrees to comply with the information and instructions contained herein.

1. Definitions

This RFP includes the following key terms:

Service Provider- A person, partnership, company or corporation which offers services as described herein in exchange for payment. Synonymous with contractor, respondent, proposer, bidders, seller, etc. herein.

Firm Fixed Price – a price which is not subject to any adjustment and included the entire base scope of services as presented in this RFP. Also referenced throughout as “FFP”

Issuing Officer- A Procurement Professional designated in the procurement solicitation to Supplier’s only point of contact with the

Department following the publication of a procurement solicitation until such time as the results of the procurement solicitation are announced.

2. Schedule of Events

The following table outlines this solicitation’s schedule of events, which will be strictly adhered to unless dictated otherwise by LEAD and at its sole discretion. Failure to observe all events within the timeline could result in disqualification of a Service Provider’s response.

Event Date (All times CDT/CST)

RFP Release Date/Question Period Opens June 17, 2026

Question Period Closes

June 30, 2026, at 3:00 P.M.

Question Responses Sent to All Bidders July 8, 2026, at 3:00 P.M.

Proposals Due July 15, 2026, by 3:00 P.M.

3. Submission of Proposal

Proposal and Documentations must be submitted through the online Bonfire Portal at: https://leadpublicschools.bonfirehub.com/opportunities

I. Proposal to be Submitted on Time

Proposals that a Bonfire account is required. Visit the link for more details and to register as a vendor. Bidders should contact Bonfire at support@goBonfire.com for technical questions leading to submissions.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of July 15, 2026 @ 3 PM CST. We strongly recommend that you give yourself sufficient time and at least one (1) day before Closing Time to begin the upload process and finalize your submission.

Submission Format

Proposers must structure their response in the exact order below.

Failure to follow this format may result in disqualification or reduced scoring during evaluation.

A. Cover Page

Include:

RFP title and number Vendor name and address Primary contact name, email, and phone number Date of submission

B. Executive Summary Provide a brief overview of your firm, your understanding of the project, and why your organization is well-suited to provide video production and digital media services.

C. Company Profile

Include:

Legal business name and structure Years in operation Office location(s) Core services offered

D. Relevant Experience Provide at least 3–5 similar projects completed within the last five years. For each project include:

Client name and industry Scope of work Deliverables produced (video, photography, campaigns, etc.)

Project timeline Outcome/impact https://leadpublicschools.bonfirehub.com/opportunities mailto:support@goBonfire.com

E. Technical Approach & Work Plan

Describe your approach to delivering services, including:

Pre-production process (planning, scripting, storyboarding) Production workflow (filming, equipment, staffing) Post-production workflow (editing, revisions, approvals) Quality control process Turnaround times

F. Team Structure & Staffing Plan

Include:

Organizational chart or team structure Key personnel assigned to the project Roles and responsibilities Resumes or bios of lead staff

G. Portfolio / Demo Reel Provide:

Links to video portfolio or demo reel Samples relevant to education, nonprofit, or public sector work Short-form and long-form examples

H. Project Timeline & Capacity

Include:

Average turnaround time for standard deliverables Capacity to handle multiple concurrent projects Availability for urgent or event-based requests

J. Insurance & Compliance

Provide:

Certificate of Insurance (COI) or proof of ability to obtain General liability coverage Professional liability coverage Any required licensing (FAA drone certification if applicable)

K. References Provide at least three (3) professional references:

Name Organization Title Phone number and email

L. Optional/Value-Add Section

Include any additional services or capabilities that enhance your proposal, such as:

Social media strategy support Content calendars Analytics/reporting Training or staff workshops Archival or content library management

Submittal Format: the following documents must be uploaded as prescribed in

Bonfire:

Exhibit B, Proposal Pricing Form

Exhibit C, Suspension and Debarment Certification

Exhibit D, Non-Collusive Affidavit

Exhibit E, Authorization to Release Information

Exhibit F, Insurance Requirements

Signed Addenda acknowledgement

Any additional forms required by the RFP

Insurance Certificate(s). If award is made, the Firm shall provide an updated certificate which shall meet all requirements listed in this RFP including LEAD Public Schools being named as an additional insured.

II. Withdrawal of Proposals

At any time throughout the RFP process until the execution of a written agreement for provision of the Deliverables, a bidder may withdraw a submitted proposal. To withdraw a proposal, a notice of withdrawal must be sent to the RFP Contact and must be signed by an authorized representative of the proponent. LEAD Public Schools is under no obligation to return withdrawn proposals.

4. Evaluation and Award

LEAD will use a multi-stage, transparent, and criteria-based selection process to evaluate proposals and identify the vendor that provides the best overall value to LEAD Public Schools. The process includes the following steps:

I. Stage 1- Administrative & Mandatory Requirements Review

Purpose: Confirm responsiveness before scoring.

The evaluation team verifies that each proposal meets all mandatory submission requirements.

Checks include:

Submission received by deadline

Required forms completed and signed

Proposal follows required format

Vendor is responsive to all RFP instructions

Insurance and licensing documents included

No material omissions

Outcome:

Pass → Moves to Stage 2

Fail → Disqualified or deemed non-responsive

II. Stage II- Technical Evaluation (80 Points)

Purpose: Assess quality, capability, and fit.

Each responsive proposal is scored independently by evaluators.

Scored categories may include:

Creative approach & storytelling quality

Relevant experience & past performance

Staffing plan & production capacity

Portfolio / demo reel quality

Method:

Use 100-point scale scoring rubric

Apply weighted percentages (e.g., 80-point technical)

Outcome:

Ranked technical scores compiled

III. Stage III- Price Evaluation (20 Points)

Proposals that successfully pass the technical evaluation will proceed to cost evaluation.

Evaluates cost competitiveness and value.

Scoring method:

Lowest responsive bidder receives highest score

Other scores calculated proportionally based on pricing differential

Formula (example):

(Lowest Bid ÷ Vendor Bid) × 20 = Score

Considerations:

Cost per deliverable

Retainer value (if offered)

Transparency of pricing structure Reasonableness of add-on costs

Evaluation Criteria and Scoring Weights

Evaluation Criteria Weight (Points)

Technical Approach & Creative Quality 30

Relevant Experience & Past Performance 20

Production Capacity & Staffing Plan 15

Portfolio / Demo Reel Quality 15

Cost Proposal 20

Total 100

Final Award Determination

Total Score = Technical Score + Financial Score

The highest scoring responsive and responsible vendor is recommended for award, subject to:

Due diligence checks

Reference validation

Budget availability Final approval authority (e.g., Board if required)

Award Structure & Option Years (Years 2 & 3) Initial Term

Year 1 award is based on the highest total combined score (Technical + Financial)

Option Years (Year 2 and Year 3) The contract may be extended for up to two (2) additional one-year terms, subject to:

Satisfactory vendor performance in Year 1

Availability of funding

Continued organizational need

Approval by authorized procurement authority

CPI/Inflation Adjustment (Year 2 and Year 3) Pricing may increase based on CPI

Contract Negotiation Process

Any negotiations will be subject to the process rules contained in the Terms and Conditions of the RFP Process and will not constitute a legally binding offer to enter into a contract on the part of LEAD Public Schools or the Bidder, and there will be no legally binding relationship created with any proponent prior to the execution of a written agreement. Negotiations may include requests by LEAD Public Schools for supplementary information from the Bidders to verify, clarify, or supplement the information provided in its proposal or to confirm the conclusions reached in the evaluation, and may include requests by LEAD Public Schools for improved pricing or performance terms from the proponent.

I. Time period for Negotiation

LEAD intends to conclude negotiations and finalize the agreement with the top-ranked Bidder during the Contract Negotiation Period, commencing from the date LEAD Public Schools invites the top-ranked proponent to enter negotiations. A Bidder invited to enter into direct contract negotiations should therefore be prepared to satisfy the pre-conditions of award listed in the RFP Particulars (Exhibit G), provide requested information in a timely fashion and conduct its negotiations expeditiously.

II. Failure to Enter into Agreement

If the pre-conditions of award listed in (Exhibit G) are not satisfied or if the parties cannot conclude negotiations and finalize the agreement for the Deliverables within the Contract Negotiation Period, LEAD Public Schools may discontinue negotiations with the top-ranked proponent and may invite the next-best-ranked proponent to enter into negotiations. This process will continue until an agreement is finalized, until there are no more proponents remaining that are eligible for negotiations, or until LEAD Public Schools elects to cancel the RFP process.

III. Notification of Negotiation Status

Other Bidders that may become eligible for contract negotiations may be notified at the commencement of the negotiation process with the top-ranked proponent.

5. GENERAL CONDITIONS

These General Conditions apply to all work performed under this solicitation and any resulting contract with LEAD Public Schools.

I. Scope of Work

Contractor shall furnish all labor, materials, equipment, supervision, and services necessary to complete the work in accordance with the contract documents.

II. Standard of Performance

All work shall be performed in a professional and workmanlike manner consistent with industry standards and applicable codes.

III. Compliance with Laws and Codes

Contractor shall comply with all applicable federal, state, and local laws, regulations, building codes, ordinances, and licensing requirements.

IV. Permits and Inspections

Unless otherwise stated, Contractor is responsible for obtaining all required permits, approvals, and inspections necessary to complete the work.

V. Safety Requirements

Contractor shall maintain a safe work environment and comply with all OSHA requirements and LEAD safety protocols. Work areas must be secured at all times to protect students, staff, and visitors.

VI. Work in Occupied Facilities

Work will be performed in active, occupied school environments. Contractor shall coordinate all activities with LEAD to minimize disruption to instructional operations.

VII. Protection of Property

Contractor shall protect existing facilities, equipment, furnishings, and site conditions from damage. Any damage caused by Contractor shall be repaired or replaced at Contractor’s expense.

VIII. Cleaning and Site Condition

Contractor shall maintain a clean worksite at all times. Debris shall be removed daily, and all areas shall be left in a clean and safe condition upon completion of work.

IX. Subcontractors

Contractor is fully responsible for the performance of all subcontractors.

Subcontractors must be pre-approved by LEAD where required.

X. Scheduling and Coordination

Contractor shall coordinate all work schedules with LEAD. Work may be required after school hours, weekends, or during school breaks.

XI. Site Verification

Contractor is responsible for field verification of all measurements, conditions, and site requirements prior to commencing work.

XII. Materials and Substitutions

All materials shall be new and of commercial grade unless otherwise approved.

Substitutions must be approved in writing by LEAD prior to installation.

XIII. Warranty

Unless otherwise specified, Contractor shall provide a minimum one (1) year workmanship warranty. Manufacturer warranties shall apply where applicable

XIV. Insurance

Contractor shall maintain insurance coverage as required by LEAD and shall provide certificates of insurance upon request. LEAD Public Schools shall be named as an Additional Insured where applicable.

XV. Indemnification

Contractor shall indemnify, defend, and hold harmless LEAD Public Schools, its Board, officers, employees, and agents from all claims, damages, losses, or liabilities arising from Contractor’s performance.

XVI. Assignment

Contractor shall not assign, transfer, or subcontract any portion of the contract without prior written consent from LEAD.

XVII. Funding Availability

All contracts are subject to availability of funds. LEAD may reduce scope or terminate the contract without penalty if funds are not available.

XVIII. Confidentiality

Contractor shall maintain confidentiality of all student, staff, and operational information in accordance with applicable privacy laws, including FERPA where applicable.

XIX. Conflict of Interest

Contractor must disclose any actual or potential conflicts of interest. Failure to disclose may result in disqualification or contract termination.

XX. Termination

• For Convenience: LEAD may terminate the contract with thirty (30) days written notice.

• For Cause: LEAD may terminate immediately for breach, failure to perform, or noncompliance.

XXI. Force Majeure

Contractor shall not be liable for failure or delay in performance due to events beyond its reasonable control, including but not limited to natural disasters, fires, floods, severe weather, labor strikes, war, pandemics, or governmental actions. The Contractor shall promptly notify LEAD and use reasonable efforts to resume performance.

XXII. Dispute Resolution

In the event of a dispute arising under the contract, the parties shall first attempt to resolve the matter through good faith negotiations. If unresolved, the dispute shall be escalated to LEAD’s designated representative for review.

If still unresolved, either party may pursue remedies available under applicable law. Continued performance of work shall not be suspended during dispute resolution unless directed by LEAD.

XXIII. Governing Law

This contract shall be governed by the laws of the State of Tennessee. Venue for any disputes shall lie exclusively in Davidson County, Tennessee.

6. SPECIAL TERMS AND CONDITIONS

The following Special Terms and Conditions shall apply to this solicitation and any resulting contract

I. Right to Reject Proposals

LEAD Public Schools reserves the right to reject any or all proposals, waive informalities and minor irregularities, request clarification of information submitted, and accept any proposal deemed to be in the best interest of LEAD

Public Schools.

II. No Obligation to Award

Issuance of this RFP does not obligate LEAD Public Schools to award a contract, pay any costs incurred in the preparation of a proposal, or procure any goods or services described herein.

III. Contract Award

Award will be made to the responsive and responsible proposer whose proposal is determined to provide the best value to LEAD Public Schools, considering the evaluation criteria established in this RFP.

LEAD reserves the right to make a single award, multiple awards, or no award at all.

IV. Right to Negotiate

LEAD Public Schools reserves the right to negotiate pricing, terms, conditions, scope, and technical specifications with the highest-ranked proposer(s) prior to contract execution.

V. Quantities Not Guaranteed

Any quantities identified in this RFP are estimates only and do not constitute a guarantee of purchase. LEAD Public Schools reserves the right to increase, decrease, or eliminate quantities based on budget availability, enrollment changes, facility needs, or other operational requirements.

VI. Product Equivalency

Any reference to a manufacturer, model, feature, or product characteristic is intended to establish a minimum standard of quality, functionality, and performance. Equivalent products meeting or exceeding the stated requirements will be considered.

The burden of demonstrating equivalency rests solely with the proposer.

VII. New Equipment Requirement

All equipment furnished under this contract shall be new, current-production equipment. Refurbished, remanufactured, used, demonstration, or discontinued products shall not be accepted unless specifically approved in writing by LEAD Public Schools.

VIII. Delivery and Installation Requirements

The successful proposer shall coordinate all deliveries and installations with LEAD Public Schools personnel.

Work shall be scheduled to minimize disruption to instructional activities and school operations. LEAD reserves the right to require installation activities to occur after school hours, during weekends, or during school breaks.

IX. Background Checks

Any contractor personnel who may have direct access to students or work on school property during operating hours may be required to undergo criminal background screening and comply with all LEAD Public Schools visitor and safety protocols.

X. Site Verification

Proposers are responsible for verifying site conditions, dimensions, mounting requirements, electrical availability, network connectivity requirements, and any other conditions necessary for successful installation.

Failure to inspect or verify site conditions shall not relieve the contractor of responsibility for complete and functional installation.

XI. Compliance with Laws

The successful proposer shall comply with all applicable federal, state, and local laws, regulations, codes, ordinances, and licensing requirements governing the performance of the contract.

XII. Warranty Requirements

The contractor shall provide a minimum manufacturer's warranty of three (3) years covering parts, labor, and technical support.

Proposers shall clearly identify all warranty coverage, exclusions, response times, and available extended warranty options.

XIII. Ownership of Materials

All reports, documentation, configurations, training materials, project records, and other work products developed under this contract shall become the property of LEAD Public Schools upon acceptance and payment.

XIV. Indemnification

The successful proposer shall indemnify, defend, and hold harmless LEAD

Public Schools, its Board of Directors, officers, employees, and agents from and against claims, damages, losses, liabilities, costs, and expenses arising from the negligent acts, errors, omissions, or willful misconduct of the contractor, its employees, subcontractors, or agents.

XV. Non-Appropriation of Funds

Any resulting contract shall be contingent upon the availability of funds. In the event sufficient funds are not appropriated or become unavailable, LEAD

Public Schools may terminate the contract without penalty upon written notice.

XVI. Termination for Convenience

LEAD Public Schools may terminate the contract, in whole or in part, for its convenience upon thirty (30) days written notice to the contractor.

The contractor shall be compensated only for goods delivered and services satisfactorily performed through the effective date of termination.

XXIV. Termination for Cause

LEAD Public Schools may terminate the contract immediately for default, breach of contract, failure to perform, failure to meet delivery schedules, or failure to comply with contract requirements.

XXV. Assignment

The contractor shall not assign, transfer, or subcontract any portion of the contract without the prior written consent of LEAD Public Schools.

XXVI. Confidentiality

The contractor shall maintain the confidentiality of all student, employee, and operational information obtained during contract performance and shall comply with all applicable privacy laws, including FERPA where applicable.

XXVII. Conflict of Interest

Proposers shall disclose any actual or potential conflicts of interest involving

LEAD Public Schools, its employees, Board members, or representatives.

Failure to disclose a conflict of interest may result in disqualification or contract termination.

XXVIII. Tennessee Governing Law

Any resulting contract shall be governed by and construed in accordance with the laws of the State of Tennessee.

Venue for any legal action arising under the contract shall lie exclusively in the courts of Davidson County, Tennessee.

7. Communication after Issuance of RFP

I. Bidder to Review RFP

Bidders should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information in writing to the RFP Contact at procurement@leadpublicschools.org on or before the Deadline for Questions. Once the Deadline for Questions has passed, proponents will not be able to send messages. No such communications are to be directed to anyone other than the RFP Contact. LEAD Public Schools is under no obligation to provide additional information, and LEAD Public Schools is not responsible for any information provided by or obtained from any source other than the RFP Contact. It is the responsibility of the Bidder’s to seek clarification from the RFP Contact on any matter it considers to be unclear. LEAD Public Schools is not responsible for any misunderstanding on the part of the Bidder’s concerning this RFP or its process.

II. All New Information to Bidder by way of Addendum

This RFP may be amended only by addendum. If LEAD Public Schools, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all Bidders by addendum. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP.

Bidders are responsible for obtaining all addenda issued by LEAD Public Schools.

III. Verify, Clarify, and Supplement

When evaluating proposals, LEAD Public Schools may request further information from the Bidders or third parties in order to verify, clarify, or supplement the information provided in the Bidder’s proposal, including but not limited to clarification with respect to whether a proposal meets the mandatory technical requirements. LEAD Public Schools may revisit, re-evaluate, and rescore the proponent’s response or ranking on the basis of any such information.

mailto:procurement@leadpublicschools.org

IV. Notification of other Bidders

Once an agreement is executed by LEAD Public Schools and a bidder, the other Bidders may be notified directly in writing and will be notified by public posting of the outcome of the procurement process.

8. Conflict of Interest and Prohibited Conduct

I. Conflict of interest

For the purposes of this RFP, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

in relation to the RFP process, the proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of LEAD Public Schools in the preparation of its proposal that is not available to other Bidders; (ii) having been involved in the development of the RFP, including having provided advice or assistance in the development of the RFP; (iii) receiving advice or assistance in the preparation of its response from any individual or entity that was involved in the development of the RFP; (iv) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process);

or (v) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFP process or render that process non-competitive or unfair; or in relation to the performance of its contractual obligations under a contract for the Deliverables, the Bidder’s other commitments, relationships, or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased, and impartial exercise of its independent judgement; or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

II. Disqualification for Conflict of Interest

LEAD Public Schools may disqualify a Bidder for any conduct, situation, or circumstances, determined by LEAD Public Schools, in its sole and absolute discretion, to constitute a Conflict of Interest as defined above.

III. Disqualification of Prohibited Conduct

LEAD Public School may disqualify a Bidders, rescind an invitation to negotiate or terminate a contract subsequently entered into if LEAD Public Schools determines that the Bidder has engaged in any conduct prohibited by this RFP.

IV. Prohibited Bidder Communications

Proponents must not engage in any communications that could constitute a Conflict of Interest.

V. No Lobbying

Bidders must not, in relation to this RFP or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of the successful proponent(s).

VI. Illegal or Unethical Conduct

Bidders must not engage in any illegal business practices, including activities such as bid-rigging, price-fixing, bribery, fraud, coercion, or collusion. Proponents must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications;

offering gifts to any employees, officers and or other representatives of LEAD Public Schools; deceitfulness; submitting proposals containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this RFP.

9. Past Performance or Past Conduct

LEAD Public Schools may prohibit a supplier from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, including but not limited to the following:

a) illegal or unethical conduct as described above.

The refusal of the supplier to honour its submitted pricing or other commitments; or any conduct, situation or circumstance determined by LEAD Public Schools, in its sole and absolute discretion, to have constituted an undisclosed Conflict of Interest.

10. Procurement Process Non-Binding

I. No Contract and No Claims

This procurement process is not intended to create and will not create a formal, legally binding bidding process and will instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitation:

a) this RFP will not give rise to any Contract A–based tendering law duties or any other legal obligations arising out of any process contract or collateral contract; and neither the Bidder nor LEAD Public Schools will have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, failure to award a contract, or failure to honor a proposal submitted in response to this

RFP.

II. No Contract until Execution of Written Agreement

This RFP process is intended to identify prospective suppliers for the purposes of negotiating potential agreements. No legal relationship or obligation regarding the procurement of any good or service will be created between the proponent and LEAD Public Schools by this RFP process until the successful negotiation and execution of a written agreement for the acquisition of such goods and/or services.

11. Ownership of Work Product and Intellectual Property

I. Ownership of Deliverables

All videos, photographs, digital media content, graphics, animations, audio recordings, written materials, project files, and other deliverables created under this Contract (collectively, the "Work Product") shall become the sole and exclusive property of LEAD Public Schools upon payment in full for the applicable services.

II. License to Pre-Existing Materials

Any pre-existing materials, software, templates, stock footage, stock photography, music licenses, proprietary tools, or other intellectual property owned by the Contractor prior to the commencement of this Contract shall remain the property of the Contractor. To the extent such materials are incorporated into the Work Product, the Contractor grants LEAD Public

Schools a perpetual, non-exclusive, royalty-free license to use, reproduce, display, distribute, and modify such materials as part of the Work Product

III. Raw Footage and Project File

Upon request, the Contractor shall provide LEAD Public Schools with all raw footage, source files, editable project files, graphics, and related production assets created specifically under this Contract. Such materials shall be included in the Contract price unless otherwise specified in the

Proposal Pricing Form.

IV. Rights to Use and Modify

LEAD Public Schools shall have the unrestricted right to use, reproduce, edit, modify, publish, distribute, display, broadcast, archive, and create derivative works from the Work Product for any educational, promotional, marketing, fundraising, operational, or other lawful purpose without further compensation to the Contractor.

V. Student and Staff Images

The Contractor acknowledges that photographs, videos, recordings, and other media involving students, staff, or school activities are created for the benefit of LEAD Public Schools. The Contractor shall not use, publish, distribute, or display such content without the prior written consent of LEAD

Public Schools.

VI. Contractor Portfolio Rights

Unless otherwise directed by LEAD Public Schools, the Contractor may include completed Work Product in its professional portfolio, website, marketing materials, and award submissions solely for the purpose of demonstrating experience, provided that:

No confidential information is disclosed;

Any student information is handled in accordance with applicable privacy laws and school policies;

LEAD Public Schools may revoke such permission upon written notice for legitimate educational, privacy, or legal reasons.

VII. Third-Party Rights

The Contractor shall secure and maintain all necessary licenses, permissions, releases, and consents for any third-party content incorporated into the Work Product. The Contractor warrants that the Work

Product will not infringe upon any copyright, trademark, patent, or other intellectual property rights of any third party.

VIII. Survival

The provisions of this section shall survive the expiration, termination, or completion of the Contract.

This language is particularly important for school districts and charter networks because it ensures LEAD retains ownership of videos, photos, social media content, raw footage, and project files after the contract ends.

12. Cancellation

LEAD Public Schools may cancel or amend the RFP process without liability at any time.

Exhibits

Exhibit A – Scope of Services Exhibit B – Pricing Proposal Form Exhibit C – Suspension and Debarment Certification Exhibit D – Non-Collusion Affidavit Exhibit E – Authorization to Release Information Exhibit F – Insurance Requirements Exhibit H – Preconditions for Award of Bid

LEAD PUBLIC SCHOOLS

EXHIBIT A

Scope of Services and Deliverables

The selected partner will provide full-service, on-location photo and video production services on a recurring basis. These services will include:

On-Location Production & Equipment

Geography: All on-location services must be conducted within the Metro

Nashville area, specifically within an approximate 25-mile radius of downtown

Nashville.

Equipment: The contractor must supply all necessary professional gear including audio, video, photography, and lighting equipment.

Production Tiers: The contractor must be equipped to execute three tiers of production:

1. Solo Crew Production / Photography: Minimal lighting and interviews.

2. Documentary Crew Production: Multiple interviews, multi-location filming, and professional lighting.

3. Full Crew Production: High-end, brand-level, and broadcast-quality video work.

Post-Production & Editing

Deliver fully edited video content and digital photographs tailored for various channels.

Provide integrated post-production elements, including stock music licensing and open/closed captioning as desired.

Maintain a flexible work-queue system that dictates post-production turnaround times based on video length.

Digital Asset Management (DAM)

Deploy and maintain a reliable digital asset management platform utilizing secure third-party hosting software.

Provide the client with an accessible, curated digital library of all raw and finalized media assets.

Program Objectives

Enhance Brand & Marketing Presence: Produce a steady stream of high-quality digital assets for social media, digital advertising, public displays, and student/staff recruitment.

Streamline Content Logistics: Implement an agile, queue-based asset workflow that accommodates ongoing, multi-tier production requests ranging from short-form social reels to flagship broadcast-level campaigns.

Centralize Digital Assets: Establish a secure, cloud-based digital asset management platform to allow the organization seamless access to its media library throughout the contract term.

Expected Deliverables

Short-form ads and reels for social media

Traditional ads

Promo and marketing videos

Service Schedule and Timeline

This is a one-year (12-month) fixed-term contract beginning July 1, 2026 and concluding June 30, 2027.

Specific Qualifications

Local Infrastructure: Must have an established operating presence within the

Nashville/Middle Tennessee region, capable of deploying production crews to local campuses seamlessly.

Full-Service Capability: Demonstrated experience in handling the entire lifecycle of production—ranging from solo run-and-gun photography to managing multi-person broadcast commercial crews.

Software Capabilities: Ownership of or partnership with a secure, cloud-based digital asset management software vendor capable of supporting a high volume of digital media storage.

Licensing & Legal Compliance: Proven workflow for securing lawful, perpetual, and exclusive intellectual property rights (including stock music and graphic elements) for the client's unrestricted digital distribution and public display.

Deliverables

The selected contractor shall provide the following deliverables throughout the contract term. All deliverables must meet professional production standards appropriate for marketing, recruitment, digital advertising, and broadcast-level use.

Video Deliverables

Short-Form Video Content

Social media reels (vertical and horizontal formats)

Short promotional clips (6–30 seconds)

Event-based highlight reels

Testimonial snippets

Motion-graphic-based micro-ads

Required Formats:

MP4 (H.264/H.265), optimized for social platforms

Vertical (9:16), square (1:1), and horizontal (16:9) versions as needed

Mid-Form & Traditional Ads

15-second, 30-second, and 60-second commercial-style ads

Program or initiative promotional videos

Multi-location documentary-style videos

Interview-driven storytelling pieces

Required Formats:

Broadcast-ready files (ProRes or equivalent)

Web-optimized MP4 versions

Long-Form & High-End Productions

Brand-level flagship videos

Recruitment or institutional overview videos

Multi-episode or multi-segment content series

High-end commercial productions with full crew

Required Elements:

Color grading

Audio mixing

Motion graphics

Captions (open and/or closed)

Licensed music

Photography Deliverables

High-resolution still photography from events, interviews, and campus shoots

Portraits, lifestyle imagery, and environmental shots

Edited and color-corrected photo sets

Web-optimized and print-ready versions

Required Formats:

High-resolution JPEG

RAW files (upon request)

Post-Production Deliverables

Fully edited video files in all required aspect ratios

Color-graded and audio-mixed masters

Caption files (SRT, VTT)

Licensed stock music documentation

Motion graphics packages (lower thirds, title cards, bumpers)

Thumbnail images for social media

Digital Asset Management Deliverables

A fully functional, secure cloud-based DAM platform

Organized library containing:

o All raw video footage o All edited video deliverables o All photography assets o All project files (upon request)

Metadata tagging and folder structure

User access for designated client staff

Monthly or quarterly asset backups

Documentation & Administrative Deliverables

Production schedules and shot lists (per project)

Post-production queue updates

Usage rights documentation for all licensed assets

Release forms for all on-camera participants

Monthly activity reports (if required by client)

Delivery Timelines

Turnaround times based on project type, including:

Short-form content: 5–10 business days

Mid-form content: 10–20 business days

Long-form or broadcast-level content: 20–30 business days

Vendor Qualifications

Proposers should demonstrate:

Minimum 3–5 years of professional video production experience

Portfolio of education, nonprofit, or public sector work (preferred)

Experience with branding and storytelling

Proficiency with industry-standard tools (Adobe Premiere, After Effects, Final Cut Pro, etc.)

Ability to meet tight deadlines

Insurance coverage (general liability, professional liability)

EXHIBIT B – PROPOSAL PRICING FORM

RFP Number: _______________________

Vendor Name: _______________________

Submission Date: ____________________

1. Pricing Structure Selection

Select the pricing model(s) offered:

☐ Per Project Pricing

☐ Monthly Retainer

☐ Hybrid Model (Project + Retainer)

☐ Hourly Rates (if applicable)

2. Per Project Pricing

Provide fixed pricing for common services:

Service Description Unit Price

Standard Video Production 1–3 minute finished video (includes filming + editing)

Short-Form Video Social media video (TikTok/Reels/Shorts) $________

Event Coverage Up to 4 hours filming + highlight video $________

Extended Event Coverage Full-day event coverage (8 hours) $________

Promotional Campaign Video Multi-scene branded storytelling video $________

Interview/Testimonial Video Single subject, edited $________

Drone Videography Add-On FAA-certified aerial footage $________

Photography Package Event or school photography session $________

Motion Graphics/Animation Add-On

Custom animation or graphics $________

3. Monthly Retainer Packages

If applicable, provide retainer options:

Package Included Services Monthly Cost

Basic Retainer ___ videos/month + ___ edits $________

Standard Retainer ___ videos/month + social media content $________

Premium Retainer Unlimited/priority production support $________

4. Hourly Rates (Optional)

Role Hourly Rate

Producer $________

Videographer $________

Editor $________

Motion Graphics Designer $________

5. Additional Costs (If Applicable)

List any potential add-on or pass-through costs:

Travel outside metro area: $________ per mile / flat fee __________ Rush delivery (24–48 hours): $________ Additional revision rounds: $________ per revision Equipment rental (if applicable): $_______ Stock music/licensing fees: $________

6. Pricing Notes & Assumptions

Provide any assumptions tied to your pricing (required):

7. Validity of Pricing

Pricing shall remain valid for ☐ 90 days

8. Authorized Signature

By signing below, the vendor certifies that pricing is accurate and binding upon award.

Name: ___________________________

Title: ___________________________

Signature: ________________________

Date: ____________________________

EXHIBIT-C

Suspension and Debarment Certification

1. Contractor Information

Legal Business Name: __________________________________________

DBA (if applicable): __________________________________________

Address: ______________________________________________________

City, State, ZIP: ______________________________________________

Authorized Representative: _____________________________________

Title: _________________________________________________________

Phone: ________________________________________________________

Email: _________________________________________________________

2. Certification Regarding Suspension and Debarment

In accordance with Executive Orders 12549 and 12689, and the regulations implementing them (2 CFR Part 180 and 2 CFR Part 200), the Contractor hereby certifies to the best of its knowledge and belief that:

1. The Contractor and its principals are NOT presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in transactions involving federal funds by any federal department or agency.

2. The Contractor has not, within the past three years, been convicted of or had a civil judgment rendered against it for:

● Commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public or private agreement or transaction

● Violation of federal or state antitrust statutes

● Commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property

3. The Contractor is not presently indicted or otherwise criminally or civilly charged by a governmental entity with any of the offenses listed above.

4. The Contractor has not, within the past three years, had one or more public transactions terminated for cause or default.

5. If the Contractor becomes aware of any information contradicting this certification, it will immediately notify LEAD Public Schools.

3. Lower‑Tier Covered Transactions

If applicable, the Contractor agrees to require all subcontractors, vendors, and lower‑tier participants to provide the same certification before entering into any covered transaction.

4. Certification Statement

By signing below, the Contractor certifies that the statements above are true, complete, and accurate. The Contractor understands that false statements may result in penalties, including termination of contract, suspension, or debarment.

Authorized Representative:

Name: __________________________________________

Title: ___________________________________________

Signature: _______________________________________

Date: ____________________________________________

CERTIFICATE OF NON-COLLUSION

Exhibit: D

The undersigned certifies under penalties of perjury that this bid, or proposal has been made and submitted in good faith and without collusion or fraud with any other person.

As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Name of Individual submitting bid or proposal Date:

Signature of individual submitting bid or proposal

Name of business

LEAD Public Schools Exhibit- E

AUTHORIZATION TO RELEASE INFORMATION

1. Contractor / Vendor Information

Legal Business Name: __________________________________________

DBA (if applicable): __________________________________________

Address: ______________________________________________________

City, State, ZIP: ______________________________________________

Phone: ________________________________________________________

Email: _________________________________________________________

Authorized Representative: _____________________________________

Title: _________________________________________________________

2. Purpose of Authorization

The Contractor/Vendor hereby authorizes LEAD Public Schools (the “Owner”) to obtain, verify, and review information necessary to evaluate the Contractor’s qualifications, responsibility, and eligibility to provide goods or services. This may include, but is not limited to:

● Business registration and corporate status

● Insurance coverage and claims history

● Licensing and professional certifications

● Financial stability and creditworthiness

● Past performance and references

● Criminal background checks (if applicable to scope)

● Federal and state debarment status

● Compliance with regulatory or contractual requirements

3. Authorization to Release Information

The Contractor/Vendor authorizes any individual, company, agency, or organization to release any Information requested to LEAD Public Schools in connection with this evaluation. This includes documents, records, reports, or verbal confirmations relevant to the Contractor’s business operations, performance, or compliance history.

The Contractor/Vendor further authorizes LEAD Public Schools to share this information internally with its employees, consultants, legal counsel, and evaluation committees as necessary for procurement or contract administration purposes.

4. Duration of Authorization

This authorization shall remain valid for the duration of the procurement process and, if a contract is awarded, for the duration of the contract unless revoked in writing by the Contractor/Vendor.

5. Certification and Signature

By signing below, the Contractor/Vendor certifies that:

● The information provided to LEAD Public Schools is true and complete to the best of their knowledge.

● They understand that providing false or misleading information may result in disqualification, contract termination, or other remedies permitted by law.

● They voluntarily authorize the release of information as described above.

Authorized Representative:

Name: __________________________________________

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