C2025053_ROI videos_RFP Questions Response.pdf

Addendum #1 to Business Oregon RFP No. C2025053 “2023-25 ROI Program Videos”

OregonBuys Open Market Bid S-12300-00012624

The Oregon Business Development Department (“Business Oregon” or “Department”) has received several questions regarding the requested services. While the deadline for submission of proposals remains January 31, 2025, at 5:00 p.m., we wish to provide responses to the questions received to date. None of the answers below modify or add to the directions in the Request for Proposal (RFP) document, but rather provide useful information for drafting a proposal.

Responses to each question are presented in underline and italicized text immediately following each question.

Question 1: Is there a maximum budget set aside for this contract?

Response 1: The maximum budget set aside for this contract is $45,000

Question 2: The RFP calls for a max 3 pages. should we assume the requested demo videos are part if this?

Response 2: Per Section 3.3.7.3, please include links to the videos in your RFP. Work samples and the video links count towards the 3-page limit of the RFP.

Question 3: There doesn't seem to be room for a cover letter to be included (unless it falls with the context of the 3-page max). Is this accurate?

Response 3: Cover letter, if included, will count towards the 3-page limit.

Question 4: Can individuals apply?

Response 4: Individuals may apply. Proposers must be registered with Oregon Buys and the Secretary of State and meet all other qualifications outlined in the RFP.

Question 5: How many shoot days are anticipated to complete these 8 videos?

Response 5: Each video should be 3-5 minutes in length. A prior video project similar in scope required approximately one shoot day on location per video. The eight videos should refer to the four primary videos and the four 30 second social media version of the primary videos.

Question 6: Are the 30 second videos to be cut down versions of the longer videos or contain entirely new content?

Response 6: Yes, the 30 second videos are cut down versions of the longer videos, no new content is required for the 30 second videos.

Question 7: How many locations do you anticipate filming to take place in?

Response 7: Each video will have a different location. Locations are spread across the state of Oregon. Therefore the number of filming locations will be dependent on the number of videos in the proposal.

Question 8: What are the anticipated locations where filming will take place? This is needed to budget any travel or time needed to get to each location.

Response 8: The exact locations are to be determined. There is a congruent competitive process for ROI grant recipients looking to have videos made about their work. However, there is a map available of all ROI grant recipients across the state here:

https://www.oregon.gov/biz/programs/ROI/Pages/default.aspx

Question 9: Regarding "Proposer will work with Agency to select and secure any stock images, audios, or background music needed for each video." Will the Agency be paying for license of any stock images, audio, background music, etc. needed separately or is that to be included in the $45,000 budget?

Response 9: Everything related to this project needs to be included in the $45,000 budget

Question 10: Regarding "At least one video should be in a language other than English. Other videos could include multiple languages depending on the interviewees. Proposer shall provide the translation services need for subtitles." How many and which languages do you anticipate requiring translation services for?

Response 10: Spanish tends to be the most common language other than English in the program.

However, there is still the possibility of needing other languages depending on the ROI grant recipients that will be the topics of the videos.

Question 11: How many shoot days will require translation services? Is the translator for filming and editing to be included in the $45,000 total budget.

Response 11: At minimum, at least one video should be in a language other than English.

Therefore the number of shoot days requiring translation services will depend on the number of shoot days for each video that is planned in the proposal. Translators for filming and editing are to be included in the $45,000 total budget.

Question 12: Please describe the specifications for deliverable you are looking for here.

"Proposer will create each 30-second video compatible with social media format (e.g. Facebook, LinkedIn, and X/Twitter)." Are you looking for a 9x16 aspect ratio or other aspect ratio rather than 16x9? Or is it something else?

Response 12: The videos created for this project will be utilized across a variety of social media platforms. Therefore the videos should be delivered in a format that can accommodate the most common social media aspect ratios: 16:9 (Landscape) to 9:16 (Portrait), and 16:9 (Portrait video with a link)

Question 13: Regarding "Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (Attachment D). See section 6.2 for further details." With a budget of $45,000 we would not anticipate using any subcontractors. What is required for this Outreach Plan? May we list that no subcontractors would be used?

We are a certified Woman Owned Small Business based in California, Would that satisfy any of this requirement?

Response 13a: An outreach plan is only required where the Proposer foresees potential sub-contracting opportunities. See item #4 on Attachment D.

Response 13b: To be considered a certified firm, Proposer must be certified under ORS 200.055 by the Oregon Certification Office for Business Inclusion and Diversity (COBID) as minority-owned businesses, woman-owned businesses, businesses that service-disabled veterans own, and emerging small businesses.

Question 14: Is the absence of COBID certification a disqualifier?

Response 14: No, it is not.