Request for Quote - video.pdf

Form581-2223a-E (rev 2/99)

Attn: Tim Beaver Procurement Services Oregon Department Of Education 255 Capitol St NE Salem, OR 97310

Phone: (503)378-3600 Fax: (503)378-5156

REQUEST FOR QUOTATION

*** THIS IS NOT AN ORDER ***

RETURN TO: Tim Beaver, by 5:00pm PST on January 16, 2023 via email, tim.beaver@ode.oregon.gov.

DESCRIPTION: Oregon Department of Education (Agency) is seeking a contractor to produce, stream, and edit video with closed captioning for Agency sponsored events, virtual and in-person meetings.

REQUESTED AVAILABILITY DATE OF PRODUCT: Initial contract term expected through June 30, 2023 with the possibility of an amendment through January 31, 2024.

CONTACT: Tim Beaver, tim.beaver@ode.oregon.gov

PROJECT DESCRIPTION: Contractor shall:

1. Be available for the current established meeting dates and times listed at the end of the project description; and,

2. Prepare for and film meetings as required; and,

a. Preparations include, but are not limited to, reviewing shot needs with the Agency; scouting the location prior to filming; altering the physical environment; any technical setup and planning for virtual meeting production; and/or adapting the filming approach to ensure minimal disruptions to film participants.

b. Contractor shall work with Agency to conduct field filming in dynamic environments, including but not limited to, schools, work sites and virtual environment, to capture all footage required.

c. Provide Agency with livestreaming services with edited videos with close captioning.

3. Edit and produce video contents with audio for each meeting, including closed captioning and livestreaming services; and,

a. Contractor shall utilize high-definition resolution and .mp4 video formats or other file formats requested by

Agency. Deliver unedited raw footage with metadata tags to a designated storage area. Work with Agency to review rough cuts, develop the sequence of video clips, and identify gaps in footage for additional filming.

Provide Agency with unedited raw footage and rough cuts of all filming sessions for Agency to save, review and otherwise use without limitation at any point during and after fulfillment of the contract. If requested, edit to final production professional grade copy with absolute attention to detail on all video, graphic, and sound elements. Deliver final edited version to the Agency.

b. For web-based meetings, Contractor shall edit and produce a video employing techniques, including but not limited to, utilizing multi-views on web meetings; switching speaker views; cutting unwanted noise and video between speakers including unwanted chat boxes; making appropriate edits between the web meeting platform to the streaming platform; and overlaying captions on the video content.

4. Work with Agency to develop an approach to filming, editing, and livestreaming; and,

5. Supply all labor, equipment and materials required to complete the work to Agency satisfaction

6. Be available from 8:30am-5:00pm on following dates: (Agency may change dates with an advance notice.)

01/19/2023 02/16/2023 03/16/2023 04/20/2023 05/15/2023 06/15/2023

All Pricing held firm for 30 days

DESCRIPTION Hourly Rate

Travel-local (Within 50 mile range) (If separate from Hourly Rate)

Travel-distance (Outside 50 mile range) (If separate from Hourly Rate)

Closed Captioning

Rate (If separate from Hourly Rate)

Live Streaming Rate (If separate from Hourly Rate)

Below service is for recording a virtual event.

1. Video production of web-based meetings-Including all activities of planning, video production (video, sound), editing, creating acceptable file format

360 Camera View:

N/A N/A $ $ Single Camera View: $ Multi Camera Views: $

Below services are for in-person recording of events.

2. 360 camera-Including all activities of planning, script writing, video production (video, sound, lighting), editing (w/ music library), creating acceptable file format

SD: $

$______ /mile $______ / mile $ $ 1080p: $

4K: $

3. 360 camera (raw footage)-unedited raw footage and rough cuts including filming sessions and creating acceptable file format

SD: $

$______ /mile $______ /mile $ $ 1080p: $

4K: $

4. Single camera-Including all activities of planning, script writing, video production (video, sound, lighting), editing (w/ music library), creating acceptable file format

SD: $

$______ /mile $______ /mile $ $ 1080p: $

4K: $

5. Single camera (raw footage)-unedited raw footage and rough cuts including filming sessions and creating acceptable file format

SD: $

$______ /mile $______ /mile $ $ 1080p: $

4K: $

DESCRIPTION Hourly Rate

Travel-local (Within 50 mile range) (If separate from Hourly Rate)

Travel-distance (Outside 50 mile range) (If separate from Hourly Rate)

Closed Captioning

Rate (If separate from Hourly Rate)

Live Streaming Rate (If separate from Hourly Rate)

6. Multi Camera-Including all activities of planning, script writing, video production (video, sound, lighting), editing (w/ music library), creating acceptable file format

SD: $

$______ /mile $______ /mile $ $ 1080p: $

4K: $

7. Multi Camera (raw footage)-unedited raw footage and rough cuts including filming sessions and creating acceptable file format

SD: $

$______ /mile $______ /mile $ $ 1080p: $

4K: $

Vendor Name: Phone:

Address: Fax:

City, State, Zip:

Authorized Representative (printed)

Authorized Representative (signature)

Salem, OR 97310