GEN-250204-2026-02-13-07-36-47_idedits.docx

#250204 Title: On-Call Videography Services Bus Safety

Orange County Transportation Authority, CA

250204

ON-CALL VIDEOGRAPHY SERVICES BUS SAFETY

RELEASE DATE: February 16, 2026 RESPONSE DEADLINE: March 3, 2026, 2:00 pm Please refer to the project timeline in this document for all important deadlines.

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/octa Table Of Contents

Attachments:

RFP 250204_ Exhibit A_ Proposed Agreement RFP_250204_ Exhibit_B_Level_1_Safety_Specifications

The Orange County Transportation Authority (Authority) is seeking proposals from qualified and experienced firms to provide on-call video production services. The budget for this project is $100,000 for a one (1)-year term, effective April 1, 2026 through March 31, 2027.

1.3. Procurement Contact

Desiree Fernandez Associate Contract Administrator 550 S. Main Street Orange, CA 92863 Email: dfernandez1@octa.net Phone: (714) 560-5811

The Orange County Transportation Authority, CA is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.

2.2. Scope of Work for On-Call Videography Services: Transit Operator Visibility and Safety

INTRODUCTION

The Orange County Transportation Authority (OCTA) wishes to contract with a full-service video production firm to produce impactful, story-driven video content. Firms proposing as prime contractor are encouraged to collaborate with sub-contractors so that turnkey video production can be delivered. Firm shall have experience producing in areas including but not limited to:

· Public service announcements

· Branding or reputation-building campaigns

· Documentary or short-story segments

· Interview-driven storytelling

· Online and social media videos

· Transportation-related videos

· Cross-platform content adaptation (digital, broadcast, vertical formats, etc.)

· Preferred: experience working with multilingual or culturally diverse communities

· Preferred: experience with government or safety messaging campaigns

Firm shall be capable of delivering a wide range of video services. This requires proficiency in areas such as video production, editorial, sound design, color correction, 2D and 3D animation and visual effects. Firm shall be able to professionally pre-produce, produce, edit, finish and distribute using the following capabilities but not limited to:

· Concept development

· Scripting

· Storyboarding

· Pre-production; from storyboards to location scouting

· Producing

· Directing

· Color-match footage

· Color-correcting suites

· Recording studio

· Sound effects

· Motion graphics and animation

· Digital environments

· Closed captioning and subtitling

· Mastering for broadcast and online

· Use of artificial intelligence (AI)-assisted tools to enhance scripting, editing, visual effects, or production workflows

Non-Technical Skills:

· Ability to effectively communicate technical ideas to a non-technical audience

· Ability to take abstract ideas from staff and complete them in a professional and timely manner

· Ability to work under strict deadlines and budget constraints

BACKGROUND

OCTA works with federal, state, regional, and local officials, community groups, businesses, and other agencies to provide the public with transportation solutions. As the county planning commission, OCTA is responsible for funding and implementing transit and capital projects for a balanced and sustainable transportation system. This includes bus and rail transit, rideshare, environmental programs, active transportation and express lanes and freeways.

At the heart of OCTA’s bus system is a network of sixty (60) bus routes. Safety and security of both riders and employees are a priority for OCTA, and several supporting programs are in place, such as bus driver training, onboard video surveillance, established response protocols, and a partnership with the Orange County Sheriff’s Department for transit security. While serious confrontations involving bus drivers are not common, they do occur. Assaulting a transit operator is a felony offense under California state law, punishable by up to three (3) years in jail.

There is an opportunity to strengthen the culture of respect, safety, and shared responsibility across the transit system by fostering greater understanding of the people who drive OCTA buses. Story-driven video content can help the public see bus operators as individuals, parents, neighbors, veterans, and others who take pride in their work and care about the passengers they serve.

Through these videos, OCTA hopes to encourage riders to pause before reacting in frustration, remind motorists that there's a person (not just a bus) on the road, and inspire everyone to recognize and report early signs of conflict. This can help to support a culture of respect, safety, and shared responsibility across Orange County’s transit system.

Video OCTA leverages video across social media platforms (Facebook, Instagram, X, LinkedIn, and YouTube). The YouTube channel has more than 5.8 million views and 2,600 subscribers, and there are 53,000 followers across the other channels. Videos serve as an important communications and marketing tool for the organization.

Audiences

· General public

· Customers and prospective customers

· County and city officials

· Local Businesses

· OCTA employees

· OCTA Board of Directors

SITUATION ANALYSIS

OCTA bus drivers are essential to keeping Orange County moving, yet they are often seen only in terms of the uniform they wear or the vehicle they operate. While OCTA has strong safety measures in place, such as driver training, incident response protocols, and law enforcement partnerships, there is an opportunity to go further by addressing how drivers are perceived by the public. OCTA would like to leverage video to shift perception and build empathy. Through thoughtful storytelling, OCTA can help riders and motorists see bus drivers as individuals who care about their work and their community, encouraging more respectful and mindful behavior throughout the transit system.

COMMUNICATIONS APPROACH

OCTA wishes to collaborate with a full-service video production firm that offers pre-production, production and post-production capabilities to create effective, engaging videos.

SCOPE OF SERVICES

1. On-Call Video Services – This effort includes video production services with the following deliverables:

a. Job-by-job estimate of time and materials needed to complete the assignment approved by the designated Project Manager.

b. Project schedule including production, Comment by Iris Deneau: Is there supposed to be more to this or should the comma be a period?

c. Job delivery of a final, mastered video file, and any other assets to be deemed necessary.

d. Timeframe – In some cases, certain elements of the project will require same-day delivery, so the availability of Firm shall be necessary.

2. Video Enhancements – The need to reach the greatest audience with the most cost effective approaches requires occasionally repurposing existing video assets and final cuts. Working together with the OCTA Digital Marketing Manager, Firm shall assist in making video enhancements, including minor edits, re-cuts, re-dubs or changes to titling, including the following deliverables:

a. Job-by-job estimate of time and materials needed to complete the assignment, approved by the designated Project Manager.

b. Job delivery – will likely include repurposing existing content to provide more relevant content or approaches, including cut-downs for social networks to extend the life and reach of OCTA videos.

Timeframe – Many projects shall have appropriate timelines. However, in some cases, projects shall require same-day delivery, so the availability of Firm is necessary.

Goals Firm shall produce broadcast-quality and online-quality videos to achieve the following goals during the course of the contract:

· Develop a highly creative, compelling and engaging video concept.

· Complete each state of pre-production, production, post-production and distribution on time and on budget.

· Produce extremely high quality and cost-effective videos that communicates with the right target audience, encourages viewer engagement and attracts a large number of video views.

PROJECT MANAGEMENT

OCTA's Digital Marketing Manager shall be the key contact for the fFirm and shall direct fFirm's work effort. The Digital Marketing Manager shall form, and/or be part of, an internal project team to assist in providing project direction. All jobs performed by the fFirm will shall requireneed a cost estimate and the Digital Marketing Manager's approval before commencing work. Firm shall be responsible for responding to OCTA requests for services within forty-eight (48)-hours.

Firm shall designate a Project Manager within the firm to be the primary liaison with OCTA for day-to-day development activities. The pProject mManager shall manage written communications via e-mail or any other OCTA available online tool. The pProject mManager shall have the authority to make commitments and decisions that are binding to the firm.

LIMITATION ON GOVERNMENTAL DECISIONS

Nothing contained in this scope of work permits the ConsultantFirm’s personnel to authorize or direct any actions, votes, appoint any person, obligate, or commit OCTA to any course of action or enter into any contractual agreement on behalf of OCTA. In addition, ConsultantFirm’s personnel shall not provide information, an opinion, or a recommendation for the purpose of affecting a decision without significant intervening substantive review by OCTA personnel, counsel, and management.

3. Pricing Proposal

PRICE SUMMARY SHEET

Pricing Instructions: Enter below the proposed hourly rate(s) to perform work described in the Scope of Work. Prices shall be fully-burdened rates to include hourly rate, general and administration, overhead and profit. The Authority’s intention is to award a time-and-expense price contract. FOR COST ANALYSIS PURPOSES: Provide fully-burdened hourly rates for the below-designated job categories. The fully-burdened hourly rates will be included in the resulting agreement should your proposal be selected for award. TERM: One (1)-Year, Effective April 1, 2026 through March 31, 2027

TOTAL

OTHER LABOR CHARGES

Fully-Burdened Hourly Rate TERM: One (1)-Year, Effective April 1, 2026 through March 31, 2027

TOTAL

SCHEDULE II ---- OTHER DIRECT COSTS SCHEDULE

Other Direct Costs (ODC) identified in table above below and additional required and authorized by the Authority but not included in this Agreement will be reimbursed either (a) “At Cost” OR (b) up to the applicable Current Rate listed in this Schedule II, whichever is less. Mileage for travel shall be reimbursed at the current IRS mileage rates. Supporting documentation must accompany invoice. Please note the following: •The Authority will not reimburse Consultant for hours charged to perform activities associated with the preparation and review of invoices submitted to the Authority. •The Authority will not reimburse Consultant for local meals and travel time, unless previously approved, or any other expenses not included within this price summary sheet.

TOTAL

Technical experience in performing work of a closely similar nature; strength and stability of the firm; strength, stability, experience, and technical competence of subcontractors; assessment by client references.

(25% of Total)

Qualifications of project staff, particularly key personnel and especially the Project Manager; key personnel’s level of involvement in performing related work cited in "Qualifications of the Firm" section; logic of project organization; adequacy of labor commitment; concurrence in the restrictions on changes in key personnel.

(20% of Total)

Depth of Offeror's understanding of Authority's requirements and overall quality of work plan and samples; logic, clarity and specificity of work plan; appropriateness of resource allocation; reasonableness of proposed schedule; utility of suggested technical or procedural innovations.

(25% of Total)

Reasonableness of hourly rates and expenses; competitiveness with other offers received; adequacy of data in support of figures quoted.

(30% of Total)

☐ Please confirm *Response required

2. Qualifications, Related Experience, and References of Offeror This section of the proposal should establish the ability of Offeror to satisfactorily perform the required work by reasons of: experience in performing work of a similar nature; demonstrated competence in the services to be provided; strength and stability of the firm; staffing capability; work load; record of meeting schedules on similar projects; and supportive client references. The proposal shall not exceed twenty (20) pages, excluding appendices.

2.1. Profile of the Firm*

Provide a brief profile of the firm, including the types of services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size, and location of offices; and number of employees.

*Response required

2.2. Firm's Financial Condition*

Provide a general description of the firm’s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede Offeror’s ability to complete the project.

*Response required

2.3. Firm's Experience*

Describe the firm’s experience in providing similar work and highlight the participation in such work by the staff proposed for assignment in this project.

*Response required

2.4. Identify Subcontractors*

Identify subcontractors by company name, address, contact person, telephone number, email address, and project function (if applicable).

*Response required

2.5. References*

Provide as a minimum three (3) references for the projects cited as related experience and furnish the name, title, address, telephone number, and email address of the person(s) at the client organization who is most knowledgeable about the work performed. Offeror may also supply references from other work not cited in this section as related experience.

*Response required

3. Staffing Offeror shall

3.1. Key Personnel*

Identify the key personnel proposed to perform the work.

*Response required

3.2. Resume(s)*

Furnish brief resume(s) (not more than two (2) pages per person) detailing applicable experiences for proposed key personnel.

*Response required

3.3. Key Personnel Availability*

Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as "key" to the project shall be removed or replaced without the prior written concurrence of the Authority.

*Response required

4. Work Plan Offeror shall

4.1. Understanding the Scope of Work *

Provide a brief narrative, which addresses the Scope of Work, understanding of requirements, and approach to completing the work. The approach to the work plan shall be of such detail to demonstrate the Offeror’s ability to accomplish the project objectives and overall schedule.

*Response required

4.2. Completion of Work*

Outline sequentially the activities that would be undertaken in completing the work and specify who would perform them.

*Response required

5. Price Summary Sheet Pricing Instruction: To submit pricing, firms must complete Section 2, Pricing Proposal, in its entirety by electronically entering the Unit Price for each line item directly into the OpenGov system. All required fields must be filled in. Incomplete entries may result in the quote being deemed non-responsive.

Enter the proposed price for the services described in the Scope of Work. Prices shall be fully-burdened rates to include all direct costs, indirect costs, tax, and profits. The Authority’s intention is to award a time-and-expense price contract.

5.1. Proposal Exceptions and/or Deviations*

The Proposal Exceptions and/or Deviations form shall be completed for each technical and/or contractual exception or deviation that is submitted by Offeror for review and consideration by Authority. The exception and/or deviation must be clearly stated along with the rationale for requesting the exception and/or deviation. If no technical or contractual exceptions or deviations are submitted as part of the original proposal, Offerors are deemed to have accepted Authority’s technical obligations and contractual terms and conditions set forth in the Scope of Work and General ProvisionsProposed Agreement. Offerors will not be allowed to submit this form or any contractual exceptions and/or deviation after the proposal submittal date identified in the RFP. Exceptions or deviations submitted after the proposal submittal date will not be reviewed by Authority.

Please download the below documents. Comment by Iris Deneau: General Provisions are not applicable so should be removed

· RFP_250204__Exceptions_and-...

· RFP_250059__General_Provisi...

*Response required

5.2. Upload File(s)

Please attach all required documents, e.g., exhibits, licenses, etc.

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