OEV27006925 MPA 213 Solicitation Specifications.pdf
PDF 178 KB Posted
- Attached to
- MPA 213 Videographer Services
- Solicitation number
- OEV27006925
- Issued by
- Rhode Island
About this file
This is a solicitation specifications document for the State of Rhode Island's Master Price Agreement (MPA 213) for videographer services. The State seeks to establish a qualified vendor list through an open enrollment process with multiple awards anticipated. Vendor selection for individual projects will be determined based on area of expertise, rates, and availability schedules. Proposals are due September 14, 2026 at 12:00 p.m. through Ocean State Procures. The vendor question and answer period runs from August 17, 2026 at 12:15 p.m. EDT through August 28, 2026 at 2:00 p.m. EDT. The initial contract period runs approximately January 1, 2026 through December 31, 2028, with renewal options for up to two additional 12-month periods at the State's sole discretion.
Videographers must possess a minimum of five years of professional experience and provide all labor, materials, and equipment including video cameras, editing capabilities, and file server accessibility. Services include shooting, editing, sound, lighting, basic graphics, closed captioning, and the ability to deliver content across multiple digital platforms including broadcast, social media, and mobile formats. Vendors must maintain video files for five years and provide digital delivery through services such as Hightail, Vimeo, YouTube, or Dropbox. Artificial intelligence use is prohibited during shooting and editing processes. Pricing is not established upfront; vendors will provide rate quotes when specific projects are identified and issued as mini-bids. The State will withhold a 0.33% contract administrative fee from all invoiced amounts. Required insurance includes General Liability ($1,000,000 combined single limit), Workers Compensation ($100,000 each accident), and Automobile Liability ($1,000,000 each occurrence). Evaluation is conducted on a pass/fail basis across five criteria: previous experience, areas of expertise, example videos, availability schedule, and overall qualifications. All proposals must be submitted electronically and the State reserves the right to reject any or all bids and remove vendors from the list if non-responsive.
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2019-1 Page 1 of 4 Revised 04/02/2020
OEV27006925
Solicitation Specifications
MPA 213 Videographer Services
SECTION A. BACKGROUND
The State of Rhode Island is seeking to establish a list of qualified vendors to provide Videographer Services. Multiple awards may be made in the best interest of the State. Vendor selection for a particular job will be dependent upon area of expertise, rates, and schedules.
SECTION B: SCOPE OF WORK AND REQUIREMENTS
Vendors will serve as videographers for hire.
Unlimited use of deliverables on web and online platforms by all state agencies as needed.
Videos become the property of the hiring agency for use in all respects, including sharing within the state agency or external vendors. Examples of use would be print, video, and online publications, social media, signs, billboards and promotional materials. The vendor will not share videos outside of the hiring agency for whom the videos were taken.
Vendor shall not bill the client or hiring agency more than one shooting fee for attendance at any assignment regardless of the number of departments that may use the products, or services authorized by this agreement.
Subcontracting is not permitted unless approved by the hiring agency.
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
These specifications in no way state or imply that these are the only duties to be performed by the vendor. Vendors may be required to perform other job-related duties as requested.
The use of Artificial Intelligence is not permitted during any part of the shooting or editing processes.
Equipment Requirements
• Must furnish all labor, materials, and equipment including editing and file server accessibility.
• Must possess the ability to utilize a variety of video cameras, recording media, lenses, and other videographic equipment as necessary to obtain optimum results in diverse situations.
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• Must possess the ability to supply a list of equipment when bidding on specific projects.
Skill Requirements
• Must possess five (5) years of professional experience as a videographer.
• Must possess the ability for technical work involving video editing, titling, closed captioning, graphics embedding, and special effects.
• Must possess the ability to determine camera angle, focus, shutter speed, lens setting, correct light filter, and exposure time.
• Specified shooting style may be requested.
• May be asked to include video and photography not shot by the vendor in the editing process.
• Should possess the ability to do commercial videography, interviews, and have multimedia journalistic skills, including the use of and ability to create graphics and social media posts across multiple platforms.
• Should possess a thorough knowledge of storyboarding, video producing, and location and studio lighting techniques.
• Should possess production skills including but not limited to, broadcast, radio, directing, producing, scriptwriting, graphic design, animation, editing, social media platforms, and taping or broadcasting 'live' multi-camera shoots of public meetings and events.
Delivery Requirements
• Appropriate editing procedures: Should be able to create high-quality video content that works across today’s many digital platforms and audiences. This includes producing both long-form videos and shorter pieces designed for websites, social media, and mobile viewing. It also includes vertical video formats for platforms such as Instagram Reels, Facebook, TikTok, and YouTube Shorts.
• Format: Must have the ability to provide digital video recordings and images of selected or all shots from assignments in a professional format.
• Archiving: Must maintain records & video files shot for a period of five (5) years from the date of the event being shot with the State of Rhode Island. Must supply the hiring agency with required video segments / clips from those files when necessary.
• Services should include shooting, editing, sound, lighting, and basic graphics.
• Should turn around timely content that helps tell stories, share information, and connect with audiences in an engaging and accessible way across multiple platforms.
• Should have the ability to feed to broadcast outlets as needed for TV, Radio, and Social Media platforms immediately upon approval.
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• Videos should be provided through digital services such as Hightail, Vimeo, YouTube, and
/ or Dropbox.
• When necessary, vendor will acquire permission from the subject(s). Written permission is required prior to the shoot for video of children where parental or guardian permission is needed. Vendor may be requested to obtain identification of each person recorded.
SECTION C: PROPOSAL
Proposal - Vendor Qualification Assessment
Vendor responses must address specifically each of the following elements, using the supplied Vendor Assessment Form (attachments are allowed if more space is needed):
1. Previous Experience - Please provide a detailed description of 5 years of professional video work.
2. Areas of Expertise – Please complete and upload Attachment A, identifying your areas of expertise.
3. Example Videos – Please upload three (3) samples of video work from a variety of sources.
These may be uploaded as a zip file for ease of transfer. Vendor should also include their website address for viewing samples of their videography online.
4. Availability Schedule – Please provide a schedule of available hours to perform the duties of this service.
SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC
Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.
Proposals shall be reviewed and scored based upon the following criteria:
Criteria
Pass/Fail
Previous Experience Pass/Fail
Areas of Expertise Pass/Fail
Example Videos Pass/Fail
Availability Schedule Pass/Fail
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Overall Pass/Fail Pass/Fail
NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.
| SECTION A. BACKGROUND |
| SECTION B: SCOPE OF WORK AND REQUIREMENTS |
| SECTION C: PROPOSAL |
| Proposal - Vendor Qualification Assessment |
SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC
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