24112205_RFP.pdf

COMMISSION ON

PEACE OFFICER STANDARDS AND TRAINING

GAVIN NEWSOM

GOVERNOR

ROB BONTA

ATTORNEY GENERAL

REQUEST FOR PROPOSAL

Notice to Prospective Proposers

RFP No. 24112205

You are invited to review and respond to the California Commission on Peace Officer Standards and Training (CA POST), Request for Proposal (RFP), entitled POST Video Production Services for Law Enforcement, RFP No.

24112205.

In submitting your proposal, you must comply with the instructions set forth within this RFP. Note that all agreements entered into with the State of California will include by reference the General Terms and Conditions for Non- IT Service Contracts and Contractor Certification Clauses that may be viewed and downloaded at:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal- Services-Resources-List-Folder/Standard-Contract-Language

If you do not have internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of the California Commission on Peace Officer Standards and Training, this RFP is complete and without need of explanation.

However, if you have questions about the intent and content of this RFP or need any clarifying information, the contact person for this RFP is:

Frank Petropoulos Contracts Analyst Administration Services Bureau Commission on Peace Officer Standards and Training Contracts@post.ca.gov

Please submit all questions to the email address listed above. No question and answer (Q&A) information given will be binding upon the State unless such information is issued in writing as an official Q&A Addendum. Questions via phone calls or in person are not accepted. Questions received by the Q&A deadline will be answered in writing, without identifying the source of the query.

Copies of all questions and CA POST responses will be available at www.caleprocure.ca.gov on the date(s) shown in Key Action Dates of this RFP.

Responses to this RFP may be subject to disclosure pursuant to the California Public Records Act. Any trademark or proprietary information must be expressly marked as such.

860 Stillwater Road, Suite 100 • West Sacramento, CA 95605-1630 • 916 227-3909 • Fax 916 227-3895 • www.post.ca.gov https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:Contracts@post.ca.gov http://www.caleprocure.ca.gov/ http://www.post.ca.gov/

Commission on Peace Officer Standards and Training Video-Based Law Enforcement Training Program Production

RFP 24112205

TABLE OF CONTENTS

PAGE

1. Purpose and Description of Service

1.1. Overview and Program Background

1.2. Program Scope

1.3. Program Requirements and Expectations

2. Minimum Qualifications for Proposers

3. Proposal Requirements and Information

3.1. Key Action Dates

3.2. Proposal Requirements

3.3. Cost Detail Format and Requirements

3.4. Submission of Proposal

3.5. Evaluation Process

3.6. Award and Protest

3.7. Disposition of Proposals

3.8. Agreement Execution and Performance

4. Preference and Participation Program Information

4.1 Narrative

° Small Business (SB) ° Non-Small Business/Subcontractor ° Small Business/Nonprofit Veteran ° Disabled Veteran Business Enterprises (DVBE) ° Target Area Contract Preference Act (TACPA)

4.2 Preference and Participation Program Application – Examples

5. Required Attachments

5.1. Required Attachment Checklist

5.2. Confidentiality Statement

5.3. Proposal/Proposer Certification Sheet (GSPD 451)

5.4. Bidder Declaration Form (GSPD 05-105)

5.5. State’s General Provisions (GSPD 401 non-IT)

5.6. Commercially Useful Function (CUF) Certification

5.7. Secretary of State Certificate of Status

5.8. Small Business Certification

5.9. Target Area Contract Preference Act (TACPA)

5.10. Payee Data Record (Form STD. 204)

5.11. California Civil Rights Laws Certification

5.12. Darfur Contracting Act Certification

5.13. Contractor Certification Clauses (CCC 307)

5.14. Generative Artificial Intelligence (GenAI) Reporting and Factsheet

5.15. Federal Debarment Certification Form

5.16. Proposer References Form

5.17. Proposer Cost Proposal Worksheets

5.18. Sample Standard Agreement (STD. 213) with Exhibits

6. Sample Proposal Evaluation Forms

1. PURPOSE AND DESCRIPTION OF SERVICE

1.1. Overview and Program Background

1.1.1. Commission on Peace Officer Standards and Training (POST). The Commission on Peace Officer Standards and Training (POST) sets the minimum selection and training standards for California law enforcement and functions under the direction of the Executive Director (Penal Code Sections 13500-13508 and 13510-13519.15). The Commission is Governor-appointed. The Commission appoints an Executive Director who is responsible for carrying out the organization’s mission and goals.

POST provides mandated training, services, and benefits to more than 600 participating agencies, including job-related assessment tools, research on improved officer selection standards, management counseling services, development of new training courses, leadership training programs, and training cost reimbursement. POST also awards professional certificates to recognize peace officer achievement and proficiency. POST works with educational partners and law enforcement-training presenters in the development and delivery of POST-certified training statewide.

The POST Program is voluntary and incentive-based. Participating agencies agree to abide by the standards established by POST. California law enforcement agencies that participate in the POST Program are eligible to receive the Commission's services and benefits. POST and law enforcement agencies form a partnership when providing training, and local agencies are authorized to develop and deliver their own training. In some cases, POST develops courses and support materials to meet a specific training mandate. Read more about POST online at https://post.ca.gov/About-Us.

1.1.2. POST Learning Technology Resources Bureau. The Learning Technology Resources Bureau is located within the Field Services Division of POST. The Learning Technology Resources Bureau, which is comprised of law enforcement consultants, instructional designers, software engineers and other specialists, administers distance training and education programs through the production of video and self-paced modules delivered via a web-based POST Learning Portal. Distance delivery enables California peace officers, dispatchers, and other law enforcement personnel to access POST’s instructional and performance support resources on an as-needed basis at their local agency for in-service and specialized/advanced training.

1.1.3. Law Enforcement Video-Based Distance Learning Programs at POST. POST’s distance-learning and Video-Based Training programs have proven to be one of the most valuable, cost-effective services offered to California law enforcement agencies. Each topic-specific video is carefully designed to assist law enforcement training managers,instructors, and law enforcement personnel in meeting timely training needs and legislative mandates for their agency.

Agencies in the California POST program may use these trainings to satisfy Continuing Professional Training (CPT) requirements at a fraction of the cost and staff time required for traditional in-person classroom training. The programs produced by POST provide CPT credit annually for agencies in the POST program at no charge and with no travel/per diem costs to the Commission. The programs can be taken individually or facilitated at the local agency by presenters or supervisors qualified to teach the specific topics.

The information webpage for POST’s video production service is at https://post.ca.gov/POST- Multimedia-Products ..

https://post.ca.gov/About-Us https://lp.post.ca.gov/Home https://post.ca.gov/POST-Multimedia-Products

To ensure that California law enforcement agencies in the POST Program continue to receive these valuable trainings, POST is seeking a qualified proposer to manage all phases of video production services for its distance learning law enforcement training programs.

1.1.4. Quality Content Standards for POST Distance Learning Programs. POST is a nationwide leader in distance learning programs and for more than 30 years has consistently produced high-quality law enforcement training programs. POST and its production team have received numerous awards from professional video competitions including the Regional Emmy Awards, Aurora Awards, Communicator Awards, Telly Awards, and Videographer Awards.

POST’s professional video productions utilize contemporary techniques and approaches to training video development and instructional design, together with leading-edge subject matter expertise in the areas of law enforcement training, tactics, and procedures. From development to delivery, POST expects a video production team adheres to the highest production and law enforcement training standards.

1.1.5. Subject Matter Experts and Stakeholders. The Proposer will work closely with POST staff and POST-selected subject matter experts (SMEs) to develop the distance learning programs. POST’s SMEs come from various communities and law enforcement agencies throughout the state and participate at the invitation of POST on a voluntary basis. POST has no direct influence on their availability or schedules outside of scheduled in-person meetings.

While some SMEs may be able to provide input via phone or email (or may be available for asynchronous reviews), most often their schedules preclude any commitment to writing or developing content via asynchronous means. POST coordinates and pays for SME travel, SME accommodations, and meeting space associated with all video production development and services.

1.1.6. The POST Distance Learning Program Audience. POST’s distance learning programs are developed specifically for in-service and basic training of California law enforcement peace officers and public safety dispatchers. POST distance learning programs are carefully crafted to incorporate the particular interests, learning styles, and personality types of POST’s law enforcement audience. Current law enforcement employment statistics for POST-participating agencies is available at https://post.ca.gov/Law-Enforcement- Demographics. Typical demographics of POST’s training audience are included in the table below.

Demographic Peace Officers Dispatchers

Gender – Male 86% 16% Gender – Female 14% 84% Average Age 41 41 Average Time On 13.4 years 12 years Ethnicity - White 53% 55% Ethnicity - Hispanic/Latino 31% 27% Ethnicity - Black 6% 12% Ethnicity - Asian 6% 4% Ethnicity - Other 4% 2% https://post.ca.gov/Law-Enforcement-Demographics https://post.ca.gov/Law-Enforcement-Demographics

1.2. Program Scope

1.2.1. POST is seeking a two-year contract with a qualified proposer for high-definition digital video-based law enforcement training program design, development, and production, which includes a full range of multi-camera cinematic style location and studio video shooting and post-production editing services.

1.2.2. The POST video-based law enforcement training programs contract may comprised of three (3) distinct tasks:

Task 1: Production and delivery of up to four (4) in-service, topic-specific law enforcement video-based training programs. These videos are presented in an easy-to-navigate, on-screen menu format. Segments produced for each course include an introduction, scenarios, questions for discussion, model facilitation of the scenarios, and interviews of subject matter experts to substantiate the learning objectives. The in-depth programs are presented in a two-track design that accommodates either facilitated group training by an instructor or individual viewing by participants; the selection of either track by the viewer determines the order of play of the segments.

The programs address contemporary law enforcement issues and are designed to meet POST’s continuing professional training requirements. This set of video programs can be up to 120 minutes per program depending on the topic and the training goals. They will be delivered in digital format for streaming. Access to an online sample of a Task 1 in-service, topic-specific law enforcement training video is available to Proposers for review/reference upon request (secured access; located on Learning Portal).

Task 2: Production and delivery of up to eight (8) long-form law enforcement video-based programs in support of specialized POST training programs.- Designs to be determined by the training goals and may include, but are not limited to, several or a variety of vignettes, scenarios, reenactments, demonstrations, interviews, or other video segments for specialized POST programs, groups, or clients, for instructor-led courses, maintenance or updates of existing video assets, Learning Portal courses, or microlearning assets. Note: In some projects of this length, the SMEs and learning objectives will already be in place. In these cases, only video asset production will be needed. Each video will be up to 60 minutes for the finished program or assets, delivered in digital format for streaming. An online streaming video sample of Task 2 programs is publicly available to Proposers for review at https://www.youtube.com/watch?v=7Ch1XAGJRWo&list=PLVY_- 7Z6jpM1rsoULLvqIpvte-16vkmvs

Task 3: Production and delivery of up to six (6) short-form law enforcement video-based programs in support specialized POST training programs.. Similar to Task 2 but shorter in length and smaller in scope, these video assets will be designed in a format that features a combination of video footage (B-roll), narration, graphics/animations, interviews, and shorter video segments to meet specialized POST training requirements. The programs address timely law enforcement issues targeting the needs of specialized POST programs such as instructor-led courses, maintenance or updates of existing video assets, Learning Portal course video asset updates, or microlearning assets. Note: In some projects of this length, the SMEs and learning objectives will already be in place. In these cases, only video asset production will be needed. Each video will be a length up to 15 minutes for the finished program, delivered in digital format for streaming. Online streaming video samples of Task 3 programs are publicly available to Proposers for review at: https://post.ca.gov/command-college-video, https://post.ca.gov/Use-of-Force-Standards#UseOfForce, and https://www.youtube.com/watch?v=7Ch1XAGJRWo&list=PLVY_-7Z6jpM1rsoULLvqIpvte-16vkmvs https://www.youtube.com/watch?v=7Ch1XAGJRWo&list=PLVY_-7Z6jpM1rsoULLvqIpvte-16vkmvs https://post.ca.gov/command-college-video https://post.ca.gov/command-college-video https://post.ca.gov/Use-of-Force-Standards#UseOfForce https://post.ca.gov/video- overview-of-post.

https://post.ca.gov/video-overview-of-post https://post.ca.gov/video-overview-of-post

1.3. Program Requirements and Expectations

1.3.1. Deliverables. Proposer responsibilities will include working closely with POST staff, supplying professional video production personnel, equipment, and facilities for coordinating/managing and completing all video production tasks, including project meetings with POST resulting in completed law enforcement video-based training or video assets.

For the videos described in Tasks 1-3 of Section 1.2.2. the video program development process is comprised of four major parts, or deliverables, further described as: 1) Pre-Production, 2) Production, 3) Post-Production, and 4) Digital Media Production.

Pre-Production

Subject Matter Expert (SME) outreach and coordination. Under POST’s direction, Proposer contacts potential SMEs, inviting participation in the development of the video-based trainings or video assets. SME attendance is confirmed, and logistics associated with SME participation throughout the development process are closely coordinated with POST. POST coordinates and attends the development meetings and pays for all meeting facility and SME travel costs.

Pre-Production meeting (Meeting #1). Proposer will attend the SME meetings that are directed by approved Proposer staff. At the meetings, POST, Proposer and the SMEs will review existing documentation, identify learning or informational objectives, and develop situational awareness-based scenarios or information segments that are reflected in a project outline and/or a project storyboard as determine by POST and the project needs POST and Proposer work with SMEs to develop a master outline and/or storyboard that Proposer will use to direct and produce all technical aspects of the video production. POST and SMEs provide Proposer with the content outline. Proposer will convert the outline into a video production script format and/or a storyboard, which becomes the first deliverable for the video program. Pre-production development meetings last up to three(3) eight-hour days. Depending on the goals of the training, additional meetings in-person or virtually may be required to review scripts and/or storyboard and make adjustments.

Production

Production meeting and field production video shoots for scenarios (Meeting #2).

Proposer establishes the production plan, hires production crew and cast (on-camera and voice talent, actors, and role players), conducts location scouting, budgeting, and scheduling for all video shoots. Proposer communicates the production plan and review timing requests to ensure there is ample time to gain approval of the plan, scripts, voice talent, actors, and role players. POST and selected SMEs will review and approve scripts and production plan prior to attending this second meeting and participating in the scenario shoot and/or SME interviews, overseeing the shoot for continuity and content accuracy. Proposer completes the field shoot at the end of this second meeting, which becomes the second deliverable for the program. Field production meetings and video shoots last up to four (4) ten-hour days.

Production meeting and field production shoot for facilitation (roll call) session, interviews, and/or additional field or studio shooting (Meeting #3). POST and SMEs meet with Proposer to review the scenarios from the first field production video shoot and then plan the facilitation session shoot (facilitation session shoot applies to Task 1 only) and/or conduct additional scenario shoots or on-camera interviews. As with preceding scenario shoots, Proposer establishes the production plan, hires production crew and cast (on-camera and voice talent, actors, and role players), conducts location scouting, budgeting, and scheduling after POST approval of these componentsProduction meeting and shoots last up to three (3) ten-hour days.

Post-Production

Post-production offline editing. Video from the field production video shoot is screened and a rough-cut is assembled. The offline video is prepared for on-line editing.

Post-production online editing. Video graphics, animations, music and soundtrack are added. The draft video is encoded, and uploaded to a secure, web-based discussion board provided by Proposer, where POST and SMEs review the rough-cut online edit and provide input regarding suggested changes. A final edit is made, followed by the final video master of the program, which becomes the third deliverable for the program.

Digital Media Production

Digital master. Proposer creates a digital archive of all master program elements for future repurposing, streaming media, and use in other POST distance learning video programs. The digital archive copy becomes the fourth and final deliverable for the program.

1.3.2. Facility, Equipment and Encoding Specifications. Digital video production services include, but are not limited to, the following key facility, equipment, and encoding specifications:

1.3.2.1. Facility Specifications. To ensure optimal video quality throughout the production process, uncompressed digital video pathways and pre-processing filters must be used in the facility. POST will not accept offers from Proposers using analog or composite digital video signal paths at any phase in production. Because all projects will require delivery via digital files for video streaming, Proposers will be required to employ an internal network system capable of transporting all video signals and AES/EBU for audio by means of uncompressed component serial digital (SD-SDI, HD-SDI).

1.3.2.2. Media Format and Recording/Playback Equipment. POST shoots/acquires all original camera video in high-definition (HD) digital format. Field and studio video cameras shall include HD professional series cameras and external/portable hard drives. Proposers must maintain on-site and in good operating condition HD professional digital hard drives that provide playback from archive and/or outside sources. Proposers must be prepared to arrange for access to/duplication from the archive.

1.3.2.3. Video Formats, Encoding/Compression, Preview, Delivery, and Storage.

Video production in the uncompressed digital domain ensures the final product has the best possible image quality from acquisition to final delivery.

1.3.2.3.1. Archive or contributing (acquisition) video footage such as B-roll, file footage, or evidence video may be acquired in High Definition and Standard Definition formats in multiple frame rates (24P, 29.97, 30P & 60i) and aspect ratios (4:3 and 16:9). Field and studio (new) video acquisition formats may include, but are not limited to, XDCAM HD, XDCAM EX, and HDV.

1.3.2.3.2. Proposer must own and maintain in good operating order at least one MPEG-2 encoder and one MPEG-4 encoder system that produce high quality image files that are compatible across the range of operating systems,desktop, and portable/mobile browsers. All compressed video must be color- corrected and processed with filtering to improve encoding quality and efficiency. A high-bandwidth, fiber optic or equivalent storage area network (SAN) of an estimated minimum capacity of 10TB will be required to support the concurrent digitizing and editing of footage and assets for the POST video project workflow.

1.3.2.3.3. In-progress review (draft) copies of each video shall be hosted on a secure, password-protected group collaboration/video review website featuring a comment board format that allows for viewing of timecode window video and comments to be posted by authorized users and subject matter experts.

1.3.2.3.4. Final delivery of each finished video is to be High-Definition H.264/MPEG-4 encoded files at multiple bit rates for digital archive and/or streaming web delivery. Download file versions will be H.264/MPEG-4 video files at a high bit rate. Streaming file versions (for hosted streaming video over HTTPS and HTTP on POST’s Content Delivery Network) will be MPEG-4 H.264, MPEG-DASH, and Live Streaming (HLS)-encoded video files. Proposer to provide/upload mezzanine files to the POST Content Delivery Network for all file versions.

1.3.2.3.5. All acquisition assets must be archived using digital media hard drive system.

1.3.2.3.6. All media processing and storage facilities must be secured from the greater facility. Access must be secured/locked and restricted to key staff.

1.3.2.4. Audio Production. Proposer will be required to maintain an audio recording environment for use in video assets and as stand-alone narration audio that offers noise reduction/noise insulation, complete AC-3 (Dolby Digital) surround sound mixing, and AES3 audio signal processing. Proposer must be able to sync to video formats listed above and/or provide audio narration clips as determined by POST for Specialized Training Programs. In addition, the proposer may be required to create narration scripts for Specialized Training Programs Because of many of POST project’s level of audio needs, the Proposer will be required to operate a professional digital audio workstation (AVID ProTools or equivalent application). Additionally, the digital audio workstation must be referenced to house sync to maintain sample accuracy. Proposers must possess 5+ years of experience with audio compression technologies and own the necessary hardware/software equipment to perform various audio compression technologies for internet delivery. Proposer shall have a professional sound effects and stock music library for use in audio sweetening for video.

1.3.2.5. Non-Linear Editing (NLE) Systems. Proposer must use component, serial digital video for the transport of all video signals and AES3 for audio. These professional, high industry standards ensure that no noise or artifacts are introduced that results in a final product with the best possible image and audio quality. The Proposer’s editing workstation(s) must use a system capable of uncompressed, serial digital capture and export (such as Avid Media Composer, Adobe Premiere Pro, Final Cut Pro, or equivalent).

1.3.2.6. Graphic and/or Animation Services. High quality animation services are a requirement for this contract. Proposer shall incorporate comprehensive graphical and/or animation production capabilities from pre-to post-production, including, but not limited to, graphical needs for LTR products outside of video production. Scope, concept, design, and collaboration with staff will determine the need and deliverables on a case-by-case basis for distance learning programs. Graphic design is required, with proven experience in concept, design, placement, and color assessment. Proposers shall operate with and be well-versed in digital video effects software (such as AfterEffects/Adobe Creative Cloud or equivalent). Proposers shall have at least one senior art director with commercial art and design experience and computer animation experience for integration into video and digital media

1.3.2.7. Media Storage and Asset Security. POST’s collection of video materials spans more than two decades and thousands of hours of quality, original law enforcement video programming, representing a significant financial investment by the State. Additionally, POST law enforcement distance learning programs are restricted to law enforcement use only and may contain sensitive information and images not intended for public viewing or release. Proposer must provide interior climate-controlled, secure on- site storage (for physical media storage as needed) and secured cloud/online storage for POST’s valuable, information-sensitive digital media assets.

1.3.2.8. Copy Protection/Digital Rights Management (DRM). Copy protection (encryption and/or video watermarking) is desired for programs to prevent illegal copying or downloading. For download and streaming video files, Proposer must be prepared to assist POST with implementation of DRM to protect hosted video assets (MPEG-DASH and HLS files, for example; both support DRM, and POST’s streaming video player is equipped to utilize DRM).

1.3.2.9. Media Playback Compatibility. California law enforcement agencies operate under a variety of technical environments and parameters. POST has no control nor authority over the video playback systems used by these agencies or their networks.

However, video program materials produced for POST must provide a trouble-free experience for our audience and run as intended as web-based streaming video played with the POST Learning Portal video player. Video produced for online delivery will be encoded as described in section 1.2.2. above for users with a minimum 512Kbps connection.

2. MINIMUM QUALIFICATIONS FOR PROPOSERS

NOTE: Only proposals meeting all Minimum Qualifications described below will be evaluated.

2.1. Proposers must operate video production facilities, storage facilities, and utilize staff and resources within the State of California. Due to the nature of POST’s distance learning development process, the major involvement of California-based law enforcement agency personnel and local agency resources, and the integral role that POST personnel and California-based subject matter experts serve throughout program development and production, proposers must conduct all work phases and services within the State of California. Further, Proposer’s facilities must be convenient to California metropolitan regions and conducive to minimizing travel costs (i.e. located near major metropolitan airports and offer nearby lodging and ground transportation costs consistent with California State Government travel per diem rates).

2.2. Proposers must furnish evidence of their company’s experience in the last five (5) years with distance learning using video assets for public safety (law enforcement or emergency services) training program design and production. Evidence of experience shall be in the form of two (2) video examples: One long-form (defined as a minimum length of 30 minutes) and one short-form (defined as a minimum length of five minutes) of comparable projects. Video formats submitted may include removable media (USB flash drive), and/or URL/website addresses for online video examples. All examples submitted must be video programs produced and managed directly by the Proposer for other clients. If Proposer has worked with POST in the past, at least one of the two video examples shall be for non-POST projects. Section 3.2.6. provides additional details for required work examples.

2.3. Proposers must furnish evidence of professional qualifications of the key video and/or audio production personnel whom Proposer will commit to this contract. Proposer shall include résumés for all key personnel that must show: Names, position titles, job descriptions/roles, education, professional training, employment experience, and years of professional experience for each person. Section 3.2.5. provides additional details for required personnel qualification information.

2.4. Proposers must furnish three (3) references of former or current clients (other than POST) for whom Proposer has worked in the last five (5) years producing distance learning using video assets. POST will contact these references to validate Proposer’s experience in designing and producing video-based training programs. Such references must include the company/agency name, name of contact person, address, phone number, e-mail address (if available), website address (if available), and a brief description of those video-based training project(s) that have been completed.

3. PROPOSAL REQUIREMENTS AND INFORMATION

3.1. Key Action Dates. The following schedule has been established for informational purposes.

Efforts will be made to adhere to this plan, but the State reserves the right to adjust the dates as may be required by circumstances. All deadline times are 5:00 p.m. Pacific unless otherwise noted.

• RFP available to prospective proposers 10/3/2024

• Written Question and Response Submittal Deadline* 10/14/2024

• Final Date for Proposal Submission 11/1/2024

• Evaluation Committee Reviews and Evaluates Proposals 11/7/2024 – 11/14/2024

• Notice of Intent to Award Posted (5 working days) 11/15/2024 – 11/23/2024

• Notice of Award / Contract Development 11/25/2024

• Contract Commencement Anticipated 12/16/2024

*Written Questions and Responses are managed and posted via eProcure online.

3.2. Proposal Requirements

3.2.1. Description of Facilities, Technical Capabilities, and Standards. Describe how your facility is equipped to meet POST’s requirements and technical standards as described in Sections 1.2. and 1.3. Within your description, include the following information:

3.2.1.1. Provide a facility layout/diagram that shows the key areas or rooms that your facility offers, indicating functions, descriptions, and sizes for each room listed.

3.2.1.2. For each area or room listed above, provide a detailed list of the relevant production equipment or systems installed, including machine makes/models, hardware and software names. For non-production areas, list relevant key features or furnishings installed in such rooms.

3.2.1.3. Describe your field production (EFP) equipment array, including detailed descriptions of vehicle(s), field camera(s) and camera accessories, audio equipment, grip and lighting equipment.

3.2.1.4. Describe your high-definition (HD) multi-camera video production shoot capabilities.

3.2.1.5. Provide a description of your digital media storage facilities (discs, drives, cloud-based, and other media storage) that includes: 1) media storage furniture or shelving in use, 2) a description of the climate-control system(s) in use, and 3) a description of media storage/media access security features.

3.2.1.6. Describe how you handle, track and control your media both within the media storage facility described in 3.2.1.5. above and throughout the facility such as in edit suites and during post-production.

3.2.1.7. Provide a description of your digital video signal pathway, from the field, through post-production, to final digital media delivery. POST requires an all-digital process.

3.2.1.8. Describe your digital video encoding equipment and filtering/enhancement processes that you use for video compression and processing.

3.2.1.9. Describe your video copy protection processes (encryption and/or video watermarking capabilities) to prevent illegal copying or downloading of video programs.

3.2.1.10. Describe your capabilities and experience with FTP client site hosting and video post-production collaboration/review/approval systems (for client and subject matter expert video review). Include server equipment or system specifications for data capacity, data speed, and data backup.

3.2.1.11. Describe your rental, procurement, and/or on-site storage capabilities for studio sets, props, and extended modern wardrobe and law enforcement accessories (police uniform collection and related equipment).

3.2.1.12. Describe your meeting space and how your facility will accommodate outside guests for on-site meetings and production tasks.

3.2.1.13. Describe your facility’s overall security protocol and security system(s) used for perimeter control, fire/smoke alerts, and related premises control processes.

3.2.2. Description of Video Program Development Process. Describe how your approach to development will meet POST’s requirements for law enforcement distance learning using video assets as described in Section 1.3 above. Within your description, provide answers to the following questions:

3.2.2.1. What are the key production processes or steps, from concept to completion, which you undertake when developing long-form law enforcement training videos?

3.2.2.2. As described above, Pre-Production is a major part of the POST video program development process. How will you approach the Pre-Production phase?

3.2.2.3. Describe your experience in producing reality-based or incident recreation video scenarios. What are the considerations in producing this type of video?

3.2.2.4. POST video programs often include participation and appearances by elected officials, senior law enforcement executives, and other high-ranking officials. How do you approach working with client-provided subject matter experts, consultants, and other invited professionals who are not a regular part of the video production team?

3.2.3. Example Timeline for Long-Form Video Development. Based on the Task 1 deliverables described in 1.3.1. and your description of your video program development process, provide a detailed timeline (weekly format) for the development of a single, long-form law enforcement training video (containing narration, SME interviews/sound bites, scenarios and recreations, and B-roll footage). Allow sufficient time for POST and SMEs to review each deliverable, including end-user (learner and/or instructor/facilitator) review of content and considering any subsequent revision efforts.

3.2.3.1. Provide a weekly schedule breakdown for the Pre-Production phase, including but not limited to SME outreach, coordination, and update meetings with POST and Pre-Production meetings.

3.2.3.2. Provide a weekly schedule breakdown for the Production phase, including but not limited to: production meetings, scripting and/or storyboarding, location scouting, budgeting, casting, interviews and field production/video shoots, including approvals for these item and changes, if necessary

3.2.3.3. Provide a weekly schedule breakdown for the Post-Production phase, including but not limited to: screening, rough cut/offline editing, online editing (graphics, animation, music and narration), final review, and master edit.

3.2.3.4. Provide a weekly schedule breakdown for the Digital Media Production phase, including but not limited to POST and SME draft approval/final review, digital archival, and digital file delivery.

3.2.4. Experience and Expertise: Company Overview

3.2.4.1. Provide a history of your company.

3.2.4.2. Describe your company’s video production services and capabilities.

3.2.4.3. List any of your previously created video productions in areas or topics other than training or distance learning.

3.2.4.4. What is the number of clients for whom you have produced in the last five years?

3.2.4.5. What is the total number of projects your company has undertaken in the last five years, identified by type of video project (e.g. short-form commercial or promotion, training, documentary, entertainment program, news/information, sports, live broadcast)?

3.2.4.6. List any awards or industry recognitions your company has received and identify the type of video projects and name of the video project(s) receiving such awards.

3.2.5. Experience and Expertise: Personnel and Staffing (see Section 2.3. Minimum

Qualifications)

3.2.5.1. Include current résumés of people who will be dedicated to this project. At a minimum, POST expects to see résumés of those performing the following key functions:

• Production Executive / Project Manager

• Production Manager/Supervisor

• Producer/Director

• Production Coordinator

• Studio Manager

• Field Videographer/Director of Photography

• Field Audio Technician/Engineer

• Video Editor

• Art Director/Graphic/Animation Designer

3.2.5.2. Résumés shall identify the person’s name, position title, and job description/role.

3.2.5.3. Each résumé shall include details of the education, professional training, and employment experience for each person; descriptions shall include dates and/or total number of years of professional experience.

3.2.5.4. Proposer must list any partners or subcontractors the Proposer intends to use.

Indicate which video development functions, if any, are outsourced to a third party.

Describe in detail what parts are outsourced, to whom, and the relationship of the subcontractor to this company.

Note: Once the contract is started, substitution of key staff is subject to prior approval by

POST.

3.2.6. Experience and Expertise: Work Examples (see Section 2.2. Minimum Qualifications)

3.2.6.1. To demonstrate experience and expertise, Proposer must provide current, comparable work examples produced within the last five years and managed directly by the Proposer for other clients that demonstrate Proposer’s ability to produce high-quality video programs and/or assets as follows:

• One (1) example of apublic safety distance learning training with video with of a minimum length of 30 minutes.

• One (1) example of a, public safety informational video with minimum length of five minutes.

Video examples may be summited in any of the following formats: Online (provide website/URL and credentials if secured site), or removable media (USB flash drive).

If Proposer has worked with POST in the past, at least one of the video examples must be for non-POST projects.

Comparable work examples submitted by Proposer must meet the format, minimum lengths, and content criteria listed above, must be similar in scope and/or budget, and must be consistent with POST’s high technical standards for quality video production.

Samples of POST video programs are available for to Proposers for review and comparison at the POST website (see Section 1.2.2. for Task descriptions) as follows:

• “Dispatcher Wellness” long-form in-service law enforcement training video (Task 1); an online streaming video sample is publicly available at https://post.ca.gov/POST-Multimedia-Products.

• “POST on-scene investigative series: Peace Officer Certification and Decertification” long-form law enforcement video (Task 2); an online streaming video playlist is publicly available at https://www.youtube.com/watch?v=7Ch1XAGJRWo&list=PLVY_- 7Z6jpM1rsoULLvqIpvte-16vkmvs&index=1&ab_channel=CaliforniaPOST.

• “AB 392: California's New Use Of Force Standards: What You Need To Know” ” short-form law enforcement videos (Task 3); an online streaming video sample is publicly available at https://post.ca.gov/POST-Multimedia-Products.

3.2.6.2. For each Proposer video example described in section 3.2.6.1. above, provide:

1) the topic/title, 2) describe the training goals or objectives, 3) describe the intended audience, 4) provide the date the project was completed, and 5) provide the length of the program.

3.2.6.3. For the 30-minute public safety training video example, provide a summary of the project that describes the project scope and timeline, from concept to completion.

https://post.ca.gov/POST-Multimedia-Products https://www.youtube.com/watch?v=7Ch1XAGJRWo&list=PLVY_-7Z6jpM1rsoULLvqIpvte-16vkmvs&index=1&ab_channel=CaliforniaPOST https://www.youtube.com/watch?v=7Ch1XAGJRWo&list=PLVY_-7Z6jpM1rsoULLvqIpvte-16vkmvs&index=1&ab_channel=CaliforniaPOST

3.3. Cost Detail Format and Requirements. The cost of proposed work shall be broken down into the five distinct program tasks listed according to the scope of work (section 1.2.2.) and deliverables (section 1.3.1.) for the resulting contract.

3.3.1. Provide the associated price for each deliverable shown in the scope of work section

1.2.2. and deliverables section 1.3.1.

3.3.2. All administrative and production costs, including proposer’s/subcontractor’s personnel travel, indirect costs, taxes, and overhead must be included in the quote.

3.3.3. Cost proposals exceeding $1,732,000.00 for all three program tasks for two fiscal years will not be considered.

3.3.4. Proposers must use the Cost Proposal Worksheets (section 5.3.) in preparing the cost proposal. Proposers may recreate (i.e. cut and paste) or reprint the worksheets as necessary to fit within their actual proposal document; all cost proposal details and line items shown on the Cost Proposal Worksheets provided in section 5.3 must be included in the response.

3.4. Submission of Proposal

3.4.1. Proposals shall provide straightforward and concise descriptions of Proposer’s ability to satisfy the requirements of this RFP and resulting contract. The proposal must be complete and accurate. Omissions, inaccuracies or misstatements may be cause for rejection of a proposal.

3.4.2. The proposal package shall be prepared and submitted in the least-expensive method.

Permanent bindings, presentational packaging, and similar advanced presentation approaches should not be used.

3.4.3. Proposals shall be single-spaced with a minimum 11-point font size and no longer than one hundred twenty-five (125) total pages, with a table of contents and corresponding page numbers. Proposal responses shall cite the corresponding RFP sections or may follow a similar section outline as presented in this RFP document.

3.4.4. All proposals must be submitted under sealed cover and received at the Commission on POST headquarters at 860 Stillwater Road, Ste. 100, West Sacramento, CA 95650 by the dates and times shown in Section 3, Proposal Requirements and Information, Item 3.1 Key Action Dates. Proposals received after this date and time will not be considered.

3.4.5. A minimum of one (1) original and five (5) copies of the proposal must be submitted.

3.4.6. The original proposal must be marked “ORIGINAL COPY”. All documents contained in the original proposal package must have original signatures and must be signed by a person who is authorized to bind the proposing firm. The five additional proposal sets may contain photocopies of the original package.

3.4.7. The proposal envelope must be plainly marked with the RFP number and title, your firm’s name and address and must be marked with “DO NOT OPEN”.

3.4.8. If a proposal is made under a fictitious name or business title, the actual legal name of proposer must be provided.

3.4.9. Proposals not submitted under sealed cover and marked as prescribed may be rejected.

3.4.10. All proposals shall include the documents identified in Section 5.1, Required Attachment Checklist. Proposals not including the proper required attachments shall be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

3.4.11. Mail or deliver proposals to the following address:

U.S. Postal Service Deliveries Hand Deliveries

UPS, FedEx, Express Mail, Courier

California Commission on POST ATTN: Frank Petropoulos, Contracts Analyst 860 Stillwater Road, Suite 100 West Sacramento, CA 95605

(916) 227-3937

Same as shown

3.4.12. Proposals must be submitted for the performance of all the services described herein.

Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

3.4.13. A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of forms or other irregularities of any kind. The State may reject any or all proposals and may waive an immaterial deviation in a proposal. The State’s waiver of an immaterial deviation shall in no way modify the RFP document or excuse the proposer from full compliance with all requirements if awarded the agreement.

3.4.14. Costs incurred for developing proposal and in anticipation of award of the agreement are entirely the responsibility of the proposer and shall not be charged to the State of California.

3.4.15. An individual who is authorized to bind the proposing firm contractually shall sign the Proposal/Proposer Certification Sheet, (section 5.2.). The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

3.4.16. Proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline as set forth in Section 3.1 Key Action Dates. Proposal modifications offered in any other manner, oral or written, will not be considered.

3.4.17. Proposer may withdraw a proposal by submitting a written withdrawal request to the State, signed by the proposer or an authorized agent in accordance with 3.4.15 above.

Proposer may thereafter submit a new proposal prior to the proposal submission deadline.

Proposals may be withdrawn upon mutual agreement of Proposer and POST subsequent to proposal submission deadline.

3.4.18. The Commission on POST may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum to all parties who received a proposal package.

3.4.19. All required facilities and equipment must be established and in place prior to posting of the Notice of Intent to Award, as shown in 3.1 Key Action Dates. The Commission on POST reserves the right to conduct an in-person, on-site visit and inspection of a Proposer’s facilities to verify that Proposer’s facilities and equipment meet all RFP requirements and to ensure full compliance with 3.4.1. above.

3.4.20. The Commission on POST reserves the right to reject all proposals. The agency is not required to award an agreement.

3.4.21. Before submitting a response to this solicitation, Proposer should review, correct all errors and confirm compliance with the RFP requirements.

3.4.22. Where applicable, Proposer should carefully examine work sites and specifications. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

3.4.23. More than one proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered.

3.4.24. The State does not accept alternate contract language from a prospective proposer. A proposal with such language will be considered a counterproposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

3.4.25. No oral understanding or agreement shall be binding on either party.

3.4.26. Proposals shall be valid for 90 calendar days after final proposal submission.

3.4.27. The program scope of work for the resulting agreement may be later amended with mutual consent of both parties at the same costs/rates where adjustments in video production is required (such as substitution or addition of video programs due to unforeseen legal training mandates, emergency training needs, and changes in grant awards).

3.4.28. Pursuant to Assembly Bill (AB) 926, Chapter 490, Statutes of 2009, it is unlawful for any person engaged in business within this State to sell or use any article or product as a “loss leader” as defined in the Business and Professions Code § 17030.

3.5. Evaluation Process

3.5.1. At the time of proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP.

3.5.2. Proposals that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by Proposer, may be rejected.

3.5.3. Award, if made, will be to the highest scored responsible proposal. In the event of a tie, the award will be made to the highest score with the lowest monetary offer.

3.5.4. Proposal Evaluation

3.5.4.1. Each eligible Proposal will be evaluated by an Evaluation Committee comprised of three (3) or more POST staff members. Proposals will be evaluated for form and content in accordance with this RFP.

3.5.4.2. Proposals that do not meet all Minimum Qualifications listed in Section 2 will be considered non-responsive and will not be evaluated.