RESPONSES TO VENDOR QUESTIONS for VIDEO PRODUCTION_MEDIA TRAINING.docx
DOCX document 20 KB Posted
- Solicitation number
- 21260911125648
- Issued by
- Philadelphia County, Philadelphia City, Pennsylvania
About this file
This document is a Responses to Vendor Questions file for the Philadelphia Police Department's video production and media training RFP (Opportunity Number 21260911125648). The City of Philadelphia is soliciting professional video production, public information, and media training services to support recruitment and communications efforts. The RFP requests deliverables including recruitment and promotional videos, social media video packages, photography, graphic design products, digital marketing materials, recruitment campaign assets, media training curriculum, communications plans, edited video files, and monthly progress reports. PPD anticipates approximately four production shoot days annually, with each shoot involving three to four individuals, and one media training session annually for approximately 25 participants (Department leadership and media-facing personnel) to be conducted in-person at Philadelphia Police Department Headquarters, 400 N. Broad Street. The contract commencement date is anticipated for on or around October 30, 2026, with an initial term running through October 18, 2027, and an option for the City to extend up to three additional one-year terms at its sole discretion. Proposals were due October 5, 2026, with questions due by September 21, 2026, and anticipated selection scheduled for October 12, 2026.
The contract carries a fixed-price cap of $99,000 total, and third-party costs including paid media, advertising spend, and media placements are not included within this ceiling. No incumbent contractor currently provides these services. Applicants may utilize qualified subcontractors for specialized portions of the scope provided the prime contractor maintains overall project management and accountability. There are no additional attachments, pricing exhibits, amendments, addenda, or standard contract documents beyond the RFP itself. The City encourages Local Business Entity (LBE) certification and considers Local Impact and certified LBE status as positive evaluation factors. All contractors must comply with Philadelphia regulations including business licensing, tax obligations, the 21st Century Minimum Wage and Benefits Standard, and mandatory Transparency in Business disclosures for contracts valued at or over $99,000. Insurance requirements include General Liability of $1 million per occurrence, Workers' Compensation at statutory limits, and Professional Liability of $500,000 minimum.
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Other files
| File | Type | Posted |
|---|---|---|
| PS Small Order Purchase.pdf | ||
| Small Purchase Disclaimer_Acknowledgements_Reservation of Rights_8.27.26 updt.pdf | ||
| RFP Video July 20,2026.pdf | ||
| POLICE Response date extension.docx | DOCX document | |
| RFP Video Production.docx | DOCX document | |
| Local Business Entity Cert.pdf | ||
| LGBTQ Data Form.pdf |
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Text version
RFP Video Production & Media Training Opportunity Number # 21260911125648 Responses to Vendor Questions
1. Does PPD expect ongoing production (recurring shoots throughout the contract term), or a single primary production shoot with footage and assets repurposed across monthly deliverables?
PPD anticipates recurring production shoots throughout the contract term. Production shoots are expected to occur once each season (approximately four times annually), allowing the Department to develop current and seasonally appropriate recruitment and promotional content.
2. Can you confirm the anticipated number of media training sessions per year, the approximate number of participants per session, intended participant roles, preferred session length, and whether sessions are expected to be in-person, virtual, group workshops, or individual coaching?
PPD anticipates one media training session annually for approximately 25 participants. Participants are expected to include Department leadership and personnel whose positions require interaction with the media. The training is anticipated to be conducted as an in-person group session at Philadelphia Police Department Headquarters, 400 N. Broad Street, Philadelphia, PA. Specific session length, curriculum, and subject areas will be established in coordination with PPD based on the current law enforcement, communications, and media environment.
3. Is there an incumbent contractor currently providing these services under a prior agreement?
No. There is currently no incumbent contractor providing these services under a prior agreement.
4. Are third-party costs (e.g., paid media/ad spend, media placements) expected to be included within the $99,000 contract ceiling, or funded/paid separately by the City?
No. Third-party costs, including paid media, advertising spend, and media placements, are not expected to be included within the $99,000 contract ceiling.
5. Contract commencement: Section 2.1 states an anticipated contract term beginning on or about October 19, 2026, while Section 3.1 lists contract execution on October 30 and commencement of work on November 1, 2026. Can you confirm the anticipated start date?
The anticipated contract commencement is on or around October 30, 2026. Dates identified within the RFP are estimates and may be adjusted based on the procurement and contract execution process.
6. Please confirm whether there are any additional attachments, pricing exhibits, amendments, addenda, or standard contract documents associated with the opportunity that applicants should review beyond the RFP document itself.
No. There are no additional attachments, pricing exhibits, amendments, addenda, or other documents associated with the opportunity beyond those already provided.
7. Are applicants permitted to use qualified subcontractors for specialized portions of the scope, including media training, while maintaining overall project management and responsibility under the prime contract?
Yes. Applicants may utilize qualified subcontractors for specialized portions of the scope, provided the prime contractor maintains overall project management, accountability, and responsibility for performance under the contract.
8. The RFP identifies recruitment and promotional videos, social media video packages, photography, graphic design, digital marketing materials, recruitment campaign assets, communications plans, media training, and monthly reporting. Could you provide any anticipated annual volume or estimated quantities for these deliverables? For example, anticipated number of video projects, shoot days, social packages, photography days, or campaign assets.
PPD anticipates approximately four production shoot days annually—one during each season. Each shoot is expected to involve approximately three to four individuals, depending on the content and objectives of the particular campaign.
Content generated during these seasonal shoots may be utilized and repurposed to support recruitment and promotional videos, social media content, photography, graphic design, digital marketing materials, recruitment campaigns, and other communications throughout the contract term. Specific quantities and deliverables may vary based on Department recruitment priorities, communications needs, and campaign objectives during the contract period.
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