23-00010_StillyHatchRestoreVideo_RFP.pdf

WDFW RFP 23-00010 1

Request for Proposal 23-00010

Stillaguamish Hatchery and Restoration Video Production

The Department of Fish and Wildlife (WDFW) invites video production companies to develop a proposal explaining their vision for a video that will focus on the Stillaguamish River. The successful production company must have experience in natural resource storytelling and be somewhat familiar with the salmon recovery efforts in Puget Sound.

This document contains a description of the work that WDFW expects will be involved but should not be considered all-inclusive. The respondent is invited to take this description as a basis and expand upon the work described here, fully describing how they would accomplish the work. The respondent is urged to provide detail or additions to this description of work in their proposal to demonstrate their experience and competence for all aspects of this project. The respondent will draw upon their own experience in similar successful projects.

The budget for the respondent’s work for this project is $35,000 absent a compelling argument from an applicant regarding the potential benefits of an increase in budget to $45,000 (i.e. increased ability to film on short notice or shorts for social media optimization).

WDFW reserves the right to amend this solicitation for administrative or technical purposes or to make no awards.

Janice Jackson RFP Coordinator

360-902-2444 janice.jackson@dfw.wa.gov mailto:janice.jackson@dfw.wa.gov

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CONTENTS

Procurement Schedule Background Project Scope Project Design Review and Evaluation Funding Information Application Submittal Questions Exhibits

Consultant Profile Certifications and Assurances Governor’s Executive Order 18-03

PROCUREMENT SCHEDULE

February 27, 2023 Solicitation posted March 6, 2023 (Noon) Submission deadline March 6-10, 2023 Application review period March 10, 2023 Finalists notified March 13-17, 2023 Interviews (if applicable)

Successful applicant notified March 20, 2023 Project ImplementationMarch 23 - June 30, 2023, approximately

Eligible Applicants Any organization or entity that has the capacity and experience necessary to carry out the tasks outlined in this RFP is eligible to apply. This includes state agencies, local and tribal governments, non-profit organizations, institutes of higher education, graduate researchers, and private businesses or contractors.

Please note, applicants that are based in western Washington will be given priority over those who are not due to budget and time constraints.

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BACKGROUND

The Stillaguamish River is located within the northern portion of Snohomish County and the southern portion of Skagit County, composed of a north fork and a south fork that join near the city of Arlington. With a relatively small outflow of water compared to its neighbors the Skagit and Snohomish rivers, the Stillaguamish River is known for its flooding, high sediment load, and low wild Chinook salmon and steelhead populations relative to other Puget Sound watersheds. Conserving and recovering Stillaguamish Chinook salmon is a WDFW priority with active efforts to work with our partners to protect and restore habitat, support the Stillaguamish Tribe in the implementation of conservation hatchery programs to maintain Chinook salmon while the habitat is restored, and manage fisheries to meet short-and long-term management objectives.

WDFW and Treaty Tribes co-manage the fisheries creating yearly or multi-year fishery agreements through the international Pacific Salmon Treaty, the Pacific Fishery Management Council, and the annual North of Falcon (NOF) process. In each NOF process, the co-managers work together to forecast the abundance of each salmon stock and identify a suite of fisheries that are consistent with achieving conservation objectives. In several recent years low returns of Stillaguamish River Chinook stock have resulted in the co-managers further restricting fisheries to provide more Chinook salmon back to the Stillaguamish River.

Washington’s state and tribal salmon season-setting process is being covered in a separate video with a statewide focus currently under production and does not need to be covered in this specific video.

Attempting to protect and recover the Stillaguamish River’s declining salmon population, the Stillaguamish Tribe created a conservation Chinook hatchery program in the South Fork Stillaguamish River in 2007. The program uses an “integrated” broodstock management strategy which means that the fish released from the hatchery are genetically similar to the wild Chinook salmon that spawn in the river. Because of this recovery effort, the hatchery-produced salmon need to be closely managed and years with low returning numbers can limit fishing opportunities in the same way as wild fish numbers.

There are many variables that contribute to this decline of salmon populations, but the Stillaguamish chapter of the Puget Sound Chinook Salmon Recovery Plan (2005) lists six limiting factors of salmon recovery - riparian, estuary/nearshore, large woody debris, floodplain, sediment, and hydrology. Over the last two decades much attention has been given to habitat restoration both in the estuary and further upstream on the Stillaguamish River, and more large-scale projects are currently securing funding for acquisition, design, and construction. However, currently the watershed is only receiving approximately 10% of the funding necessary to implement the recovery effort laid out in the Stillaguamish Chinook Salmon Recovery Plan. While estuary and upstream habitat restoration is vitally important to increasing the salmon numbers, there is no simple or quick solution to recovery.

https://www.fisheries.noaa.gov/resource/document/recovery-plan-puget-sound-chinook-salmon https://www.snohomishcountywa.gov/ArchiveCenter/ViewFile/Item/2163

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Project Goals Our main project goal is to complete a three short videos (30-second, 1-minute, and < 10-minutes) incorporating the following topics:

• Continue telling the story of the Stillaguamish River, the peril of its Chinook salmon, and the fight to bring them back to a healthy ecosystem.

• Build an understanding that Chinook recovery entails more than fishing restrictions – it entails working throughout the basin to protect and restore habitat. Incorporate the idea that “what’s good for salmon is good for people”.

• How WDFW and the co-manager tribes are using innovative hatchery programs and habitat and fish passage restoration to maintain and recover Stillaguamish salmon runs.

• How state and tribal fisheries managers are using the South Fork Stillaguamish conservation hatchery program to maintain and recover Chinook.

• Highlight the Gold Basin habitat restoration project and how this work compliments hatchery and fishery management to support salmon populations.

• Highlight two or three restoration projects within the South Fork Stillaguamish watershed that are the next targets for restoration:

o Repair of Granite Falls Fishway (fish passage) o Floodplain restoration and/or o Other habitat or fish passage projects

PROJECT SCOPE

Integrated and Strategic Video Services

Provide video, audio, and imagery to tell the story about the conservation hatchery programs on the Stillaguamish River and highlight future actions to increase Chinook recovery.

Create three videos (30-second, 1-minute, and 10-minute or less) highlighting habitat restoration and hatchery programs in the South Fork Stillaguamish River and pointing towards improvements in the Granite Falls Fishway and other projects in the basin. The audience will include local partners and salmon recovery organizations fishermen, landowners, and engaged community members, along with decision makers and funders. Creating the videos will provide a shared communication piece for WDFW, the Stillaguamish Tribe, and other partners.

There is some creative freedom for video content and design. The main requirements for the story include:

• Working with the Stillaguamish Tribe to tell their part of the co-management and conservation hatchery story.

• Tie into the first video, “Into the Stillaguamish”, and an earlier video about restoration of the Stillaguamish estuary at Leque Island.

• Using locally-shot footage at multiple (indoor and outdoor) locations, including rivers, tribal land, restoration projects, hatcheries, etc.

https://youtu.be/jUbLj6EIPkA https://youtu.be/meHaSksf1ok

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• Highlight the complications and rewards of working towards salmon recovery, as well as the ecological, social and community benefits of habitat restoration.

Videography Services Components

• Target audience and message development: Develop a strategic framework that guides the story development process, audience engagement, and distribution strategy.

• Story Development and Project Management: Story development, script preparation, and stakeholder consultation.

• Production: Manage shooting days, participants, logistics and story integration.

• Post Processing and Editing: Provide editorial and post-processing services.

• Review: Some of the stories we are looking to tell are complex and politically sensitive. Assist

WDFW in developing innovative and effective communication strategies through discussion with the project team.

• Equipment Requirements: Relevant and production-level quality equipment is required for videography work. HD/4k cameras and lenses, drone, lighting, steady cam, jib crane, automated slider, editing software, and possibly equipment for stop-motion animation.

• Music: Incorporate quality music in videos to add emotional impact or drive editorial pacing. As needed, license music from artists through sites. Depending on budget, scoring original music for the production may be considered.

• B-roll: In the case that specific footage cannot be captured, include funding in the budget to cover some b-roll purchases.

• Voice-Over/Narration: As needed, incorporate a narrative voice over to guide and lead the audiences.

Intellectual Property

WDFW is the sole owner of all content and materials developed under this RFP. WDFW retains the distribution rights to any content or materials to exercise as it deems appropriate. Selected contractor(s) may not use, reuse, distribute, publish, or base derivative works upon such materials without the express, prior written consent of WDFW.

PROJECT DESIGN

WDFW has staff that can handle the coordination of interviews and potentially some interviewing, writing, and art direction for this project. WDFW’s expectation is that the development of the videos will be a collaborative effort between WDFW staff and the video contractor with regular check-ins to ensure completion of the project on schedule. The contractor will be responsible for pre-production technical advice on developing the video, setting up the individual shots for best possible sound and video, lighting and filming the individual clips, and editing and assembling the final video. The videographer is responsible for supplying all video equipment.

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1. Concept and Development Meetings: the videographer will meet as needed in person or by phone or email to assist with the development of the videos including story, format, and schedule for production;

2. Filming: the videographer will be responsible for setting up all aspects related to the sound and lighting for the filming of live action and interview shots. Filming will take place both indoors and outdoors;

3. Editing: The videographer will edit and organize the final clips and complete any other digital manipulation of the material necessary for project completion; the first rough cut of the videos will be available at an agreed-upon time, and WDFW reserves the right to make at least two rounds of edits before the final video product(s) is approved.

Tasks

The following tasks should be included in your proposal:

1. Estimated hours of coordination with WDFW staff and others identified.

2. Estimated number of drafts/cuts needed to compose the finished product.

3. Estimated number and hours of pre-production meetings.

4. Cost estimate of project including cost of individual deliverable items.

5. Ability to commit to an accelerated production schedule and ability to shoot on short notice.

Deliverables

All written reports and documents shall be provided in Microsoft WORD or Adobe PDF and delivered in digital format. All video edit phases should be provided in a format viewable on VLC media player for Microsoft Windows and delivered digitally.

1. Detailed Scope of Work (1 draft, 1 final. Final due 15 days after contract signature).

2. Communications framework: Audience, messages, and engagement strategy.

3. Script/ storyboard.

4. Video: raw footage, first, second, and final cuts.

5. Written permissions and all rights for all photos and graphics contained in the video(s). Permission to reuse and distribute any and all content and materials developed under the contract.

6. Final videos in digital copy.

Timeframe

Work on this project should begin by March 2023 and produce a finished product by June 30, 2023 (approximately). This includes time for script writing and data collection, production, and post-production editing work.

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REVIEW AND EVALUATION

Proposals must provide 60 days for acceptance by AGENCY from the due date for receipt of proposals.

A selection committee will review and evaluate submissions based on proposed approach, budget, and relevant experience. In the event the committee is unable to select a single vendor WDFW shall arrange virtual interview sessions with the 2 or 3 leading vendors. The outcome of those sessions can be used for the final decision.

Proposals will be rejected as non-responsive if they do not meet the intent of this solicitation.

Factor Weight Given

1. Responsiveness of the written proposal to the purpose and scope of service. 25%

2. Service provider’s familiarity and experience working on complex natural 30% resource storytelling video projects.

3. Budget 20%

4. Ability and history of successfully completing contracts of this type 25% and meeting projected deadlines.

Total Criteria Weight 100%

FUNDING INFORMATION

Budget

No more than $35,000 is available for this project absent a compelling argument from an applicant regarding the potential benefits of an increase in budget to $45,000. This includes all the tasks and deliverables described above, including pre-production, production, stock footage, and post-production.

Please include all costs when generating a budget.

All discussions of award funding level, scope, and project implementation schedules are preliminary until contracts are finalized. The contractor assumes full risks for any costs incurred prior to the execution of contracts.

WDFW reserves the right to negotiate final project elements with successful applicants. Final award amount and scope may differ from what is proposed based on the needs of the program. WDFW reserves the right to reject all proposals and make no award under this solicitation, or award less than the full amount of funding available.

Method for Reimbursement

Contractors will be reimbursed for the actual cost of producing the products and events as agreed to in the Statement of Work, up to the amount agreed upon. The contractor will invoice WDFW for expenses.

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APPLICATION SUBMITTAL

All proposals must be sent electronically to janice.jackson@dfw.wa.gov no later than noon on March 6, 2023.

We will not accept any mailed hard copies. Faxed or telephone proposals will also not be accepted.

We envision a team-based application with the ability to lead our WDFW team in a strategic communications approach for the video services. Please incorporate the above considerations into the questions we pose below.

Proposals should, at minimum, address the following questions:

Technical Proposal: (Organize and label sections accordingly)

1. Cover page, including company name, contact information, company biography and proposal summary;

2. Project Narrative Plan: communicate project vision, commitment to project scope and overall timeline, proposed project plan/schedule, and approach to project management;

3. Organizational Capacity: resumes and/or summary biographies of key project personnel with detailed description of their roles related to the project;

4. Equipment: detailed description of equipment required for project including the identification of equipment that is owned or rented (with associated cost);

5. Related Project Experience: evidence of successful projects of similar size, scope, and complexity, including demonstration of ability to work collaboratively with client teams and groups with varying belief systems;

6. Recommendations: three professional references from previous projects. Organization name and contact information must be provided.

Project Schedule: Propose an outline of tasks, products, and project schedule identifying key milestones with completion by June 30, 2023, including the number of hours required to complete each task or product.

Budget: Give budget information based on the proposed outline of tasks, products, and schedules.

Work Sample: Please provide links, hard copies, or digital copies to at least three samples of video production work products.

Questions to Answer: Please address the following questions:

1. Describe your vision for this project and how you would accomplish the tasks and deliverables.

Describe the tasks in greater detail.

2. What unique experience, talent, or vision does your organization bring to this project? What would you bring to this project that others could not?

3. How would your team distribute these video products in a way that reaches the goals of this solicitation?

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4. Due to funding constraints, the production schedule for this project is shortened. Please describe how you work on a tight schedule, citing past projects and work examples, and what kind of notice you need when scheduling a shoot day.

QUESTIONS

Questions about this solicitation should be sent to janice.jackson@dfw.wa.gov.

Any other communication will be considered unofficial and non-binding on WDFW. Applicants are to rely on written statements issued by WDFW.

WDFW 23-00010 [10]

CONSULTANT PROFILE

COMPANY INFORMATION (for contract administration purposes) Company Name & Address: Authorized

Representative:

Phone:

Email:

Ordering Address: Payment Address

Federal Tax Identification Number:

WA Dept. of Revenue Universal Business Identifier (UBI) Number* WA Statewide Vendor Payment Number*

*Required for the vendor providing the services resulting from this procurement, but no required to submit a proposal

REFERENCES

Provide a minimum of three (3) commercial or government references for which Bidder has delivered goods and/or services similar in scope as described in the RFQQ.

1. Client:

Contact:

Phone:

Email:

2. Client:

Contact:

Phone:

Email:

3. Client:

Contact:

Phone:

Email:

EXHIBIT A

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SUBCONTRACTORS

If applicable, on a separate sheet, identify any subcontractors who will perform services in fulfillment of contract requirements; the nature of services to be performed and include federal tax identification (TIN) number for each subcontractor. If a subcontractor is a minority or women owned business, please include their OMWBE Certification Number (if certified). If necessary, attach additional sheets (please stamp or mark each page with a company name, mark, or initial). Do not include any Social Security Numbers.

The contractor, by including subcontractor(s) as part of your signed Proposal is your agreement to take complete responsibility, contract obligations, and liability for all actions of such subcontractors. All subcontractors are subject to DES approval. DES reserves the right to approve or disapprove any subcontractor.

SALES / CUSTOMER SERVICE

Purchasing Cards Accepted:

☐Visa ☐Master Card ☐American Express ☐Discover Other:________

MINORITY / WOMEN OWNED BUSINESS STATUS

Is your firm a Minority/Women Owned Business? ☐YES ☐NO

Office of Minority and Women-Owned Business Enterprises MWBE Certification #________

VETERAN OWNED BUSINESS STATUS

Is your firm a Veteran Owned Business? ☐YES ☐NO

Washington State Department of Veterans Affairs Certification #_________

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CERTIFICATIONS AND ASSURANCES

We make the following certifications and assurances as a required element of submitting this Proposal, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the solicitation are conditions precedent to the award or continuation of the resulting contract.

1. We have read, understand, and agree to abide by all information contained in the solicitation, all Exhibits, and incorporated documents.

2. The attached Proposal is a firm offer for a period of 90 days following the Proposal Due Date specified in the solicitation, and it may be accepted by WDFW without further negotiation (except where obviously required by lack of certainty in key terms) at any time within this period. In the case of a protest, our Proposal will remain valid for 90 days or until the protest and any related court action is resolved, whichever is later.

3. In preparing this Proposal, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to the state's solicitation, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Proposal. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

4. We understand that the state of Washington will not reimburse us for any costs incurred in the preparation of this Proposal. All Proposals become the property of the state, and we claim no proprietary right to the ideas, writings, items, or samples unless so stated in the Proposal. Submittal of the attached Proposal constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the solicitation.

5. We understand that any Contract awarded as a result of this Proposal will incorporate all solicitation requirements. Submittal of a Proposal and execution of this Certifications and Assurances document certify our willingness to comply with the Contract terms and conditions appearing in the solicitation, all Exhibits, and incorporated documents if selected as a Contractor. It is further understood that our standard Contract will not be allowed as a replacement for the terms and conditions appearing in the solicitation, all Appendices, and incorporated documents of this solicitation.

6. By submitting this Proposal, we hereby offer to furnish materials, supplies, services and/or equipment in compliance with all terms, conditions, and specifications contained in this solicitation.

7. We are not submitting any exceptions.

8. That neither we nor our “principals” (as defined in 49 CFR 29.105) are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency, or the state of Washington.

9. That we have NOT been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of the solicitation date. I certify (or declare) under penalty of perjury under the laws of the State of Washington that the foregoing is true and correct.

SIGNATURE OF PROPOSER

TITLE DATE

EXHIBIT B

WDFW 23-00010 [13]

VENDOR CERTIFICATION EXECUTIVE ORDER 18-03 – WORKERS’ RIGHTS WASHINGTON STATE

GOODS & SERVICES CONTRACTS

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 1803 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), the Washington Department of Fish and Wildlife will evaluate bids for best value and provide a bid preference in the amount of 3% to any bidder who certifies, pursuant to the certification below that its firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waiver.

I hereby certify, on behalf of the firm identified below, as follows (check one):

NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION

WAIVERS FOR EMPLOYEES. This firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS

FOR EMPLOYEES. This firm requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

I HEREBY CERTIFY, UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF WASHINGTON, THAT THE CERTIFICATIONS HEREIN ARE TRUE AND CORRECT AND THAT I AM AUTHORIZED TO MAKE

THESE CERTIFICATIONS ON BEHALF OF THE FIRM LISTED HEREIN.

FIRM NAME: ___________________________________________________________

NAME OF VENDOR – PRINT FULL LEGAL ENTITY NAME OF FIRM

Dba, if applicable ______________________________________

BY: ___________________________________________________________________

SIGNATURE OF AUTHORIZED PERSON

TITLE: ___________________________________________________________

TITLE OF PERSON SIGNING CERTIFICATE

DATE: _____________________________

PRINT NAME OF PERSON MAKING CERTIFICATIONS FOR FIRM

PLACE: __________________________________________________________

PRINT CITY AND STATE

EXHIBIT C