6-26Q-073 Scope of Work.pdf

SCOPE OF WORK

Background

The Ocala/Marion County Visitors and Convention Bureau (Tourist Development for Marion County) is issuing a Request for Qualifications (RFQ) to enter into an agreement with qualified agencies to provide photography and videography services, including the production of mini episodes.

Photography and videography services will capture content related to, but not limited to, candid leisure, outdoor and business travel activities, venues, special events, teaser videos, behind-the-scenes content, and both still and video footage for various types of marketing, including potential commercials and/or web-series. This series features a mix of long- and short-form videos that showcase Ocala/Marion County as a premier tourism destination.

Qualified agencies will be professional visual storytellers capable of providing high-quality photography and videos that inspire people to travel to Marion County and reinforce Marion County as a tourism destination and authentically captures the spirit of Marion County.

Images/video may be used on the OMCVCB website, social media channels and in various forms of print and/or digital advertising. Content may also be used to supply the press with visual assets to accompany articles/advertisements.

Submissions should include a portfolio of work to provide examples. Preferred photography/videography style is candid, brand, and/or event photography. Having relationships with and/or an understanding of working with the media is an advantage.

Specifications

- Agency must have the ability to edit and deliever high-resolution content within 14 days of the shoot, and have the capacity for a 5-day turnaround on occasion.

- OMCVCB will work with the photographer to determine the assigned locations per month and will facilitate entrance and location permissions when needed. Assigned locations may include area cities and towns, special events, hotels, attractions and restaurants.

- All photographs/videos taken will become the property of OMCVCB.

- All photographs/videos taken will be supplied to OMCVCB as RAW images.

- Photographs/videos may only be used by the photographer with written permission from OMCVCB. A minimum of 20 edited photographs of each location on the shot list will be provided to OMCVCB.

- Photographs must be supplied to OMCVCB in JPG and as RAW files format with file sizes no less than 300 dpi. Photography services must be able to edit and deliver high-resolution images in digital format.

- Videography services must be able to edit and deliver HD footage in digital format.

- At least two duplicate master copies of the final images/videos (on an external hard drive or flash drive) in JPG and RAW file format will be provided to OMCVCB. Hard drive needs to be approved by OMCVCB. The photographer will include an adequate description of each image for purposes of identification.

- All content must be uploaded to a digital access management system for which the OMCVCB has exclusive access. The photographer will include an adequate description of each image for purposes of identification.

- Final files will be edited using standard photo/video editing practices and/or editing out undesirable elements when necessary.

- OMCVCB retains all rights to alter and use any final images and videos.

- Agency will be required to have their own photography and videography equipment and obtain licenses or permits as needed for Drone Content.

- Video o Ability to shoot up to 3 camera setup and drone ability o Image resolution: 3840 x 2140 (4K) or higher o Frame rate: 24fps

▪ Slow motion: 60 fps or higher o Format: LOG o Aspect Ratio: 16:9 o Gimbal Stabilizer o Must provide ability to monitor for director

- Audio o Ability to record 4 people

▪ Individual tracks

▪ Wireless

▪ Boom Mics o Format: 32-Bit Float Audio o Must provide ability to monitor audio for director

- Lighting o Ability to set up 3-point lighting o Battery powered o Must be able to provide mobile lighting o Reflectors & Diffusers

- Social Media o Image resolution: 2160 x 3840 (4K) or higher o Frame rate: 24 fps

▪ Slow motion: 60 fps or higher o Aspect ratio: 9:16

- Photography/Stills o Format: RAW o PPI: 300 or higher o Sensor: Full frame o 600 high-resolution photos (including at least 10 brand images) o Shoot variety will include wide and close shots. Wide shots should show the beauty and expansiveness of Marion County while close-up shots create intimacy and warmth with the subject. Shots should include vertical captures and conducive to social media uses such as Instagram reels and stores.

Included should also be shots that allow clear space for additional content (logos, copy, QR codes, etc.) to use in designs.

o All clothing and props should be free of brand advertisement, no logos, slogans, etc., should be legible.

o Talent should be arrange by the agency and reviewed/approved by OMCVB.

Talent should have a variety in ages and culture.

Photo and Video Activity Examples

- Water Activities: springs, tubing, canoeing/kayaking, paddle boarding, snorkeling, swimming o Rivers, lakes, springs; footage around the Waterways (boat docks, shorelines, recreation areas, etc.) – Springs as a backdrop, models enjoying activity such as eating ice cream, having a picnic, looking over bridge at water.

o Fishing – off dock and on boat.

- Trails / Hiking / Camping (tents and RVs) o Leisure trail walking (hiking, birding, etc.)

- Ocala o Seasonal events (when assigned) o Downtown Ocala Farmers Market o The Ocala/Marion County Visitors and Convention Bureau o Culture/history (historic buildings/art)

- Hotels o Family o Older Couples o Homes/Short-Term rentals o Non-identifying location video (i.e., walking into hotels, enjoying pool/amenities, coffee on a porch/balcony)

- Dining o Dining of family and groups

- Scenic o Painted horses o Murals set as background during other experiences (i.e., friends eating ice cream or shopping) o World Equestrian Center o County Roads with horses o Agritourism/u-pick farms – Flowers, fruits other than berries (seasonal – pumpkin) o Families o Older Couples

- Museum/Indoor Activities o Models actively enjoying museums/historical locations

- Sports o Sports venues and competitions o Cycling o Recreation sports with groups

- Meetings o Friend groups o Business travelers o Groups of people actively enjoying meeting spaces (hotel ballrooms, boardrooms, coffee together, team building offsite)

- Festival or Local Color o Families/Generations o Couples o Sporting events o Can include: holiday festivals, concerts, art festivals, fall festivals, symphony events, etc.

- Firm may handle all pre-production scheduling including walk-throughs and day of filming.

o Pre-Production

▪ Scheduling

▪ Phone calls

▪ Emails

▪ Recurring status meeting(s) held weekly

▪ Additional meetings for scripting and storyboarding

▪ Site-walkthrough

• *Must be completed before Day 1 of Filming or photography

▪ Walk-through with the property owners/participants

• *Must be completed before Day 1 of Filming or photography o Production

▪ Main on-cams/interviews

• Full set up with multiple cameras, shotgun mics and booms, lavalier mics, and lighting treatment

• Supporting B-roll footage

• B-roll footage to support A-roll

• Drone footage

• Social reels o Onsite footage for teaser reels o Teaser reels

▪ Edited footage for social media o Post-Production

▪ Color correction and ready for editing when delivered

▪ At least two duplicate master copies of the final videos (on an external hard drive or flash drive) in .mp4 and RAW file format will be provided to OMCVCB.

▪ File delivery and structuring of folders, etc.

• Episode Title (Main Folder)

• Project Files

• Video

• Cam A

• Cam B

• Cam C

• Drone

• B-roll

• Audio

• Images Graphics

General

- Initial contract will be one (1) year with two (2) one-year renewal options.

- Task orders will be required as an itemized task order.

- Number of projects and amounts of projects may vary, there is no guarantee of work amounts throughout the contract.

- Each project is considered completed, when the entirety of the scope is completed.

Any items outside the scope may be considered in accordance with hourly billing for the prevailing firm.

- The Master Contract signed between OMCVCB and supplier will outline the primary services available as well as fees charged.

- Selected Firms will be expected to collaborate with OMCVCB staff to develop storyboards to create assets that will have a cohesive look and feel so that they can be used together or separately with success.

- A release should be signed by all participants within images/videos. This gives Marion County greater leeway with the creative and is an advantage for the photographer.

Usage rights: OMCVCB will have full usage rights for all photography and video that it acquires.

- OMCVCB retains the right to alter any final images to meet specific needs of size, resolution, or crop ratio as required by specific applications and uses. The proposal should speak to meeting the multiple needs of the OMCVCB and the bidding vendor’s ability to achieve and meet those needs.

- Credit will not be given to the photographer awarded this contract either through captioning or by using a watermark signature on the final images. The selected vendor will be allowed to use any and all images captured for this project for demo purposes only. OMCVCB will own the rights to all photographs for this project upon completion.

- The County has established a fixed fee schedule for video and photography services that is published with this RFQ and available for download under supporting documentation; and shall govern all work performed under any resulting agreement.

By submitting a response, the firm acknowledges and agrees to perform all requested services at the rates set forth in the County’s fee schedule and understands that alternative pricing structures or rate proposals will not be considered.

- Payment is made upon completion of the work described under each approved task order. Unless explicitly stated otherwise on task order, payment only will be made after all services are rendered and final product is delivered.