VSF Impact/Highlight Reel Video Production

The Commonwealth of Virginia Department of Veterans Services is soliciting video production services through a Quick Quote procurement issued on April 23, 2026, with proposals due by May 1, 2026 at 5:00 PM EST. The Virginia Veterans Services Foundation (VSF) seeks a qualified contractor to plan, film, edit, and deliver two highlight reel videos that showcase the Foundation's impact for current and prospective funders. The project requires end-to-end production services encompassing concept development, pre-production, production, post-production, and delivery, with specific deliverables including Video A (Full Highlight Reel) with a maximum runtime of 3:00 minutes and Video B (Short Cutdown) of approximately 1:00 minute. The contractor must conduct new interviews and testimonials with veterans, staff, and board members; capture supporting footage of fundraising activities and facilities; obtain signed appearance releases from all on-camera participants and location permissions; and provide perpetual worldwide non-exclusive usage rights to VSF. All completed videos must be delivered before June 15, 2026, and the contractor must maintain professional standards for camera, lighting, audio, and editing while securing all necessary third-party media licensing. Contractors must be registered in eVA and carry Commercial General Liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, with payment issued 30 days after invoice receipt or delivery, whichever occurs last.

The procurement includes set-aside preferences for disadvantaged small business enterprises certified by the Department of Small Business and Supplier Diversity (DSBSD). Award will be made to the lowest responsive and responsible DSBSD-certified micro business if the bid is $10,000 or less and deemed fair and reasonable; otherwise, award will be made to a DSBSD-certified small business if the bid does not exceed $100,000 and is deemed fair and reasonable. If neither criterion is met, award will be made to the lowest responsive and responsible bidder of any size. Bidders are subject to a 1 percent vendor transaction fee capped at $500 for small businesses or $1,500 for other businesses. While no specific budget range is publicly stated, the evaluation criteria suggest bids should be competitive within the $10,000 to $100,000 range to qualify for small business set-asides. Proposals should include grand total pricing, anticipated completion date, and delivery documentation with the purchase order number.