Request for Proposals for Video Consulting Se.pdf

REQUEST FOR PROPOSALS (RFP)

Video Consulting Service

October 2, 2024

GENERAL

The Atlanta Regional Commission (hereinafter “ARC” or the “Agency”), is seeking proposals from filmmakers, motion graphic artists and video production companies to assist with the production of ARC’s videos.

Throughout the year, ARC requires video production services to produce video assets that support its plans, programs and Agency events. These assets range in intent, format and length. All require high quality production, strong visuals and/or animation and overall lend themselves to an innovative corporate feel. ARC requires production of these assets, in coordination with ARC creative team, in a timely matter and at a reasonable cost.

ARC is seeking teams of experienced firms and individuals who will comprise a pool of qualified contractors to whom ARC will offer video production opportunities throughout the 2025 calendar year. ARC will enter into an individual contract arrangement with each of the qualified contractors. ARC aims for the pool to be comprised of between 3-5 qualified contractors in order to allow each contractor an opportunity to secure project work.

However, ARC does not promise any level of work or dollar amount to any contractors.

As project needs arise, ARC will ask members in the pool for project estimates. Contractors may decline projects based upon timelines, the competencies required and/or established budgets. ARC will negotiate with qualified candidates in the pool and select the best vendor for the specific video project in alignment with Agency needs.

ARC produces a wide variety of video products throughout the year including short internal tutorial and employee celebration videos and content for internal monitors throughout the agency as well as content for education and social media purposes. At this moment, the number and nature of the videos is currently unspecified for 2025.

Additionally, ARC enjoys a stellar reputation for producing exciting, informative, and entertaining videos for agency events. These videos can range from 1-7 minutes in length. A library of ARC video content can be found at YouTube and Vimeo. Some projects may require work on short notice while other projects provide a month or two of lead time.

ARC uses different styles of video including live action, testimonials and animation. Our target audiences are local government officials and employees, engaged citizens and leaders of the civic, nonprofit and business communities. Because ARC is a quasi-government organization, proposals should offer creative, cost-effective solutions.

The initial contract vehicle will be in place until December 31, 2025. ARC may opt to renew contracts for up to three additional years.

https://www.youtube.com/@atlantaregionalcommission8106 https://vimeo.com/atlantaregional

I. BACKGROUND

The Atlanta Regional Commission, www.atlantaregional.org, has served as the regional planning and intergovernmental coordination agency for the region since 1947. The agency serves as a regional convener, bringing together diverse stakeholders to address the most important issues facing the 11-county metro Atlanta. ARC’s member governments are Cherokee, Clayton, Cobb, DeKalb, Douglas, Fayette, Forsyth, Fulton, Gwinnett, Henry and Rockdale counties, and the city of Atlanta.

ARC’s stated Vision is: One Great Region. Our Mission is to Foster thriving communities for all within the Atlanta region through collaborative, data-informed planning, and investments. Our Goals are:

1. Healthy, safe, livable communities in the Atlanta Metro area.

2. Strategic investments in people, infrastructure, mobility and preserving natural resources.

3. Regional services delivered with operational excellence and efficiency.

4. Diverse stakeholders engage and take a regional approach to solve local issues.

5. A competitive economy that is inclusive, innovative and resilient.

II. PROPOSAL SUBMISSION REQUIREMENTS

Proposals shall not exceed a total of 30 pages including references. Please include digital files or links for your sample work. Firms must provide a separate detailed breakdown of their proposed budget following the format in Attachment 1. All proposals shall remain valid for ninety (90) days following the final date for submission.

Questions pertaining to the Request for Proposals should be submitted electronically to Barry Golivesky at bgolivesky@atlantaregional.com by 5:00 p.m. Monday, October 14, 2024. Answers to questions will be posted on ARC’s website no later than end-of-day Friday, October 18, 2024. Proposals should be sent to Barry Golivesky at bgolivesky@atlantaregional.com no later than 5:00 p.m. on November 1, 2024.

Proposals must include the following information, preferably in the order presented below:

A. Background and Staffing – Include:

1. Company’s legal name, mailing address, email address, phone, & primary point of contact.

2. Biographies of key staff members, a listing of other staff and their qualifications.

3. A statement of your company’s management philosophy and how long you have been in business.

4. If you work routinely with sub-consultants, please list them here along with the services they provide.

B. A list of Specific Services and technical competencies your firm provides.

C. Project Approach – Provide an overview of how you manage projects. Discuss the video production process including elements such as concept development, scriptwriting, storyboarding, timelines, deadlines, and editing.

http://www.atlantaregional.org/ mailto:bgolivesky@atlantaregional.com mailto:bgolivesky@atlantaregional.com?subject=ARC%202024%20Video%20RFP%20Submission

D. A Sampling of Previous Video Products: Include digital copies or links to at least 5 sample products.

We are particularly interested in, but not limited to, seeing:

1. a short PSA or explainer video (60 seconds or less)

2. a high-quality event production (3-7 minutes)

3. a video using motion graphics (under 5 minutes)

E. A Narrative describing the goals and processes behind the production of at least three of the sample products provided above.

F. Cost Proposal

1. Proposals must include a detailed budget using the format provided in Exhibit B.

2. Showcasing your services before ARC’s esteemed stakeholders, can potentially bring new business to your company. Consideration will be given to any firm that includes complimentary services or reduced fees, in exchange for recognition, introductions and exposure.

E. References: Include no less than 3 previous client references within the last 5 years (with current contact information) who can attest to the quality of your company’s work.

III. SELECTION CRITERIA AND PROCESS

Contractors will initially be evaluated based upon the written proposals. Should the Review Committee choose to interview finalists, a “short list” of firms will be selected from the proposals received. ARC reserves the right to award this contract based on initial proposals received without formal interviews. ARC reserves the right to award all or part of the available funds for this project.

ARC reserves the right to award this contract or contracts based on initial proposals received without formal interviews. ARC reserves the right to select for contract or for negotiations a proposal other than that with the lowest cost, reject any and all proposals or to make no award, and to waive minor irregularities in any proposal. ARC reserves the right to request clarification of information submitted and to request additional information from any proposer, and to negotiate any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time.

Contracts will be awarded to consultants determined to be the most qualified to perform the work based on the following evaluation criteria:

(1) Experience of the vendor related to the Scope of Services and Requirements and individuals in the firm directly assigned to the project. (50%)

(2) Range of services (animation, video drone capability, etc.) offered by vendor (20%)

(3) Vendor’s rates from Exhibit A. (25%)

(4) Three references including a contact person and information from similar previous projects. (5%)

Initial contracts will run from January 1, 2025, to December 31, 2025. Based upon satisfactory performance, availability of funds, and other factors, ARC may issue optional amendments to any or all contractors in the pool for up to three additional years.

III. CONFLICT OF INTEREST AND CONFIDENTIALITY

ARC is subject to the Georgia Open Records law. All proposals submitted will become public records to be provided upon request. Any information containing trade secrets or proprietary information, as defined by state law, must be marked as confidential to prevent disclosure. Confidential markings must be limited to the protected information. Entire proposals marked confidential will not be honored. Additionally, conflicts of interest are governed by the ARC Standards of Ethical Conduct available here: Standards of Ethical Conduct. Respondents must disclose any potential conflicts of interest that may arise from the provision of services described herein. Such disclosure should include the name of the individual(s) with whom there is a conflict, any relevant facts to the potential conflict, and a description of the internal controls proposed to mitigate any such conflict. ARC’s Staff Legal Counsel will determine whether such disclosure presents a potential organizational conflict of interest that should preclude award to the respondent.

https://atlantaregional.org/wp-content/uploads/2017/01/arc-standards-of-ethical-conduct.pdf https://atlantaregional.org/wp-content/uploads/2017/01/arc-standards-of-ethical-conduct.pdf

EXHIBIT A

Scope of Services – Video Services

General: The work to be accomplished by the Consultant is in support of the following ARC Cost Center:

Cost Center No. Cost Center Title 523AN OED Cash Funding Other cost centers as projects as defined.

I. PURPOSE

The Atlanta Regional Commission (hereinafter “ARC” or the “Agency”), is seeking proposals from filmmakers, motion graphic artists and video production companies to assist with the production of ARC’s videos.

Throughout the year, ARC requires video production services to produce video assets that support its plans and programs and Agency events. These assets range in intent, format and length. All require high quality production, strong visuals and overall lend themselves to a traditional corporate feel. ARC requires production of these assets, in coordination with ARC creative team, in a timely matter and at a reasonable cost.

ARC is seeking teams of experienced firms and individuals who will comprise a pool of qualified contractors to whom ARC will offer video production opportunities throughout 2025 calendar year. ARC will enter into an individual contract arrangement with each of the qualified contractors. ARC aims for the pool to be comprised of between 3-5 qualified contractors in order to allow each contractor an opportunity to secure project work. However, ARC does not promise any level of work or dollar amount to any contractors.

As project needs arise, ARC will ask members in the pool for project estimates. Contractors may decline projects based upon timelines, the competencies required and/or established budgets. ARC will negotiate with qualified candidates in the pool and select the best vendor for the specific video project in alignment with Agency needs.

II. STUDY AREA

Within the 20-county metropolitan Atlanta area

III. WORK AND SERVICES

ARC produces a wide variety of video products throughout the year including short internal tutorial and employee celebration videos and content for internal monitors throughout the agency as well as content for education and social media purposes. The number and nature of the videos is currently unspecified at this time.

Additionally, ARC enjoys a stellar reputation for producing exciting, informative, and entertaining videos for agency events. These videos can range from 2-7 minutes in length. A library of ARC video content can be found at YouTube and Vimeo. Some projects may require work on short notice while other projects provide a month or two of lead time.

ARC uses different styles of video including live action, testimonials and animation. Our target audiences are local government officials and employees, engaged citizens and leaders of the civic, nonprofit and business communities. Because ARC is a government organization, proposals should offer creative, cost-effective solutions.

The initial contract vehicle will be in place until December 31, 2025. ARC may opt to renew contracts for up to three additional years. Video production will be funded up to, and not to exceed payments or obligations of more than $99,000 per year. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.

IV. DELIVERABLES

Some deliverables will look different for each asset. However, the Agency expects all products to be delivered on time, within budget, and at the level of production agreed upon at the onset of the project.

https://www.youtube.com/@atlantaregionalcommission8106 https://vimeo.com/atlantaregional

EXHIBIT B

PROPOSED RATES

Please complete all questions. Mark N/A if you do not directly or indirectly, through a sub-contracting agreement, provide these services. While you may provide price ranges, the more specific your answers, the more accurately the evaluation team will be able to score your proposal.

a) Day rate for filming B-roll ___________________________________________________

b) Day rate for filming interviews or on-camera spokespersons ________________________

c) General production rates for crew you might hire: makeup, audio, PAs, etc _____________

d) Hourly/Day rates for editing __________________________________________________

e) Hourly/Day rates for basic motion graphics ______________________________________

f) Personnel and their day rates for preproduction ___________________________________

g) Editing hourly/day rates _____________________________________________________

h) Travel ____________________________________________________________________

i) Any additional production mark-up fees (if applicable) _____________________________

j) Any anticipated direct costs __________________________________________________