RFP Questions and Answers.pdf

Request for Proposal Video Consulting Services Questions and Answers

1. Will we have one main point of contact, or will we be expected to work separately with each department?

There will be one main point of contact, but you will work with others, but processing invoices, timelines, and approvals will be handled by the main point of contact.

2. About how many video projects do you all typically work on at a time?

At some points in the year, we may have two or three video projects going at once depending on need. Those projects are often by different vendors (each video project is bid out to the various vendors under contract, and one is selected based on pricing and skill sets need for the project. Price a consideration but not the determining factor.)

3. How do you all submit payment? Net 5? Net 30?

ARC is Net 30.

4. Will you all be able to submit payment before we begin work?

No payment can be made before work begins. Only after work has begun on a project can an invoice be submitted and processed for payment.

5. Is there an incumbent for these services?

There are currently 3 firms under contract that we send out projects to bid on. But this RFP is being issued to widen the pool of firms that we can work with.

6. Is there a preference for local vendors?

All video projects would involve locations in the metro Atlanta area. Local firms may have an advantage from a pricing perspective, but location is not used as a disqualify factor.

7. Regarding the content that ARC produces, where will the majority of this content live?

(YouTube, social media platforms, websites, etc.)

Assume that all content produced will find its way to one of those channels listed.

8. Will there be a need for any shortform (vertical style) videos?

Potentially

9. Is there ever a need for production for conferences that exceed 100 attendees are more?

Yes, videos are produced for our annual event that can have 1500 attendees.

10. What is the possibility of the need for virtual (or hybrid) video production?

There is always a possibility of this but would not say that it is the bulk of the work that the agency would be looking for.

11. Are there any incumbent firms you are currently using? If so, is there availability to add new firms to equal up to 5 firms to select for projects as needed?

There are currently 3 firms under contract for this current year. That contract end 12/31/2024.

This RFP is to select a new slate of 5 firms (could be some that currently hold the contract as well depending on their bid). Once this selection is done, and the contracts are inked, no additional firms can be added to the slate without going backout and doing this selection process again.

12. What is the average lead time you expect for new project requests?

We like to give as much advance lead time as possible, we like to give several months but that is dependent on the need sometimes. Internal folks sometimes do not give us the advance information of the need for a video, and we have less time than we would like.