PRF86 RFQ - Initiative Video.pdf

155 Federal Street, Suite 500

Boston, MA 02110 617-727-8957

REQUEST FOR QUOTE (RFQ)

I. Brief Description of Procurement

The Children’s Trust is seeking a videographer to capture short, on-site interviews during our Spring Convening on Thursday, May 28. The goal is to create a set of videos that highlight why people across sectors are engaged in strengthening families and preventing child abuse and neglect.

This will be a simple, participant-driven setup where attendees can opt in to briefly share their “why” on camera.

Event Details: (Please note: This is time sensitive project)

• Date: May 28, 2026

• Time: 9:30 AM – 3:00 PM (filming window: 12:00 – 3:00 PM)

• Location: Four Points Sheraton, Norwood, MA

• Setup: One stationary interview-style setup in a designated area

Scope of Work:

On-site filming:

• One-camera setup for short, informal interviews

• Basic lighting and audio setup suitable for an indoor conference setting

• Capture brief “share your why” responses from attendees (self-selected participation)

• Capture b-roll

• Maintain a consistent visual setup and framing throughout the day

• Coordinate lightly with event staff to manage flow of participants

Post-production & Deliverables:

Vendors should plan for three distinct edited outputs, plus raw footage:

1. Horizontal highlight video (under 2 minutes)

• Edited, cohesive narrative featuring a selection of participant responses

• Designed for web and presentation use

2. Horizontal compilation video (all “whys”)

• Longer-form edit that includes all usable participant responses

• Minimal editing beyond clean cuts, audio leveling, and basic consistency

3. Vertical social video (under 60 seconds)

• Short, engaging cut optimized for social platforms

4. Raw footage

• Delivery of all recorded raw video and audio files

Editing expectations (for all applicable deliverables):

• Basic color correction and audio leveling

• Light branding (logo and end card if provided)

• Captions for accessibility (burned in or provided as SRT file)

• Music (licensed by vendor)

Timeline:

• Filming: May 28, 2026

• Draft video(s): Within 2-3 weeks of filming

• Final delivery: Within 1 week of consolidated feedback

Budget: Please provide an all-in quote that includes filming, equipment, editing, and revisions.

Submission Requirements Please include:

• Proposed timeline

• Total cost and what is included

• Any additional costs or assumptions

Additional Notes:

• The tone should feel authentic and unscripted, not overly produced

• Attendees will not be pre-selected or media trained

• We’re looking for someone who can create a comfortable, low-pressure environment that encourages participation

II. Procurement Calendar

RFQ Posting Date 5/21/2026

RFQ Response Due 5/26/2026

Project Start Date 5/28/2026

Project Completion Date 6/30/2026

Dates after RFQ/RFP Response Due date are anticipated dates. All dates are subject to change.

III. Type of Procurement (select one from each row) ☐ Fee for Service ☐ Commodity / Good

☐ Open Market ☒ Statewide Contract

B. Number of Vendors to be Awarded (select one) ☒ Single ☐ Multiple

C. RFQ Distribution Method This RFQ has been distributed electronically using the COMMBUYS system. It is the responsibility of every potential respondent to check COMMBUYS for any addenda or modifications to an RFQ to which they intend to respond. The Commonwealth of Massachusetts and the Children’s Trust accept no liability and will provide no accommodations to respondents who fail to check for amended RFQs or submit inadequate or incorrect responses.

Respondents may not alter RFQ language or any RFQ component files. Those submitting a proposal must respond in accordance to the RFQ directions and complete only those sections that prompt a respondent for a response. Modifications to the body of this RFQ, specifications, terms and conditions, or which change the intent of this RFQ are prohibited. Any unauthorized alterations will disqualify a response.

D.

Work awarded as a result of this RFQ is pursuant to the above statewide contract. As such, all terms, conditions, contract rules, and pricing agreed shall apply.

E. No Guarantee of Resulting Contract The Commonwealth makes no assurance that any services will be purchased from any contract resulting from this RFQ.

F. Questions and Answers All questions must be submitted electronically through COMMBUYS.

G. Contact Information Responses to this RFQ will be received by:

Shipping/Billing Address: Jennifer Lee Children’s Trust 155 Federal Street, Suite 500 Boston, MA 02110

Procurement Contact: Jennifer Lee E-mail: Jennifer.Lee@Mass.gov

V. Submission Requirements All quotes must be submitted through COMMBUYS. In order to respond to this bid, please register on the COMMBUYS website. If you need assistance with registering please contact the COMMBUYS helpdesk at: COMMBUYS@state.ma.us or (888) 627-8283 or (617) 720-3197.

VI. Additional Document Attached to this Solicitation in COMMBUYS ☐ Yes ☒ No

File Type:

☐ Word ☐ Excel

☐ PDF ☐ Other mailto:COMMBUYS@state.ma.us?Subject=COMMBUYS%20Question

Small Business Purchasing Program (SBPP) Program

Background.

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below. SBPP Award Preference. While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria. SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS: 1. Have its principal place of business in the Commonwealth of Massachusetts; 2. Been in business for at least one year; 3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and 4.

Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average. Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code. SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract.

Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage. Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.