PSA Video Production Services
| Agency: | Town of Windsor |
|---|---|
| State: | Connecticut |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD15337609054112312 |
| Posted Date: | Jan 11, 2024 |
| Due Date: | Feb 12, 2024 |
| Source: | Members Only |
Submissions Due
Feb
12
2024
5:00 PM
PSA Video Production Services
Posted: January 11, 2024
Attachment Preview
Request for Proposal (RFP)
Video PSA Production Services
1.0 INTRODUCTION
The Town of Windsor, CT, with funding provided by the CDC's Immunizations and Vaccines for Children
COVID-19 Supplements grant, is seeking proposals from qualified video production companies for a
contract to create a series of three informative video Public Service Announcements (PSAs) aimed at
increasing awareness of the importance of childhood and adult vaccines within the Windsor community.
Proposals will be accepted until 5:00 PM Monday, February 12, 2024 via email to
silver@townofwindsorct.com or in person at our office at 275 Broad St, Windsor, CT 06095.
2.0 BACKGROUND
The Town of Windsor boasts a rich history with a vibrant and diverse community that values both
tradition and progress. Windsor is dedicated to ensuring the well-being of its residents through various
initiatives aimed at promoting health, awareness, and education. The Windsor Health Department has
been granted funding through the CDC's Immunizations and Vaccines for Children COVID-19
Supplements grant. This grant underscores our town's dedication to fostering a healthier and more
resilient community by emphasizing the importance of routine vaccinations in mitigating the impact of
preventable illnesses.
3.0 PROJECT OBJECTIVES
The primary objective of this campaign is to raise awareness and understanding among Windsor
residents regarding the importance of routine vaccinations across all age groups—children, adults, and
the elderly. The campaign's key objective is creating three impactful video PSAs that connect
emotionally with viewers. These PSA’s will highlight the importance of general vaccines for all ages,
respiratory vaccines (COVID-19, Influenza, & RSV), and the HPV vaccine for youth. By collaborating with
an experienced and creative production company, we aim to produce videos that not only educate but
resonate with our diverse community.
• Develop emotionally resonant and informative video PSAs that communicate the importance of
vaccines for all age groups.
• Dispel vaccine-related myths and misconceptions through expert interviews and real-life
testimonials.
• Promote the availability of vaccine clinics & trusted resources, with the primary call to action
encouraging viewers to talk with their primary healthcare provider.
4.0 SCOPE OF WORK:
The successful awardee shall develop the following items for the campaign, including but not limited to:
• Develop three emotionally compelling video PSAs 30 to 90 seconds in length that
effectively convey the significance of routine vaccinations amongst children, adults, and
the elderly.
• One PSA focused on the importance of general vaccines for all ages
• One PSA focused on the importance of respiratory vaccines, specifically COVID-
19, Influenza (Flu), and RSV.
• One PSA focused on the importance of the HPV vaccine for youth.
• Create impactful messages through thoughtful concept development and scriptwriting.
• Handle all aspects of production: filming, editing, integration of graphics and
animations, and incorporation of relevant visuals.
• Coordinate filming locations, actors, and interview subjects. Obtain required releases for
any individuals appearing on camera.
• Implement post-production tasks including color correction and sound editing.
• Provide final videos in 4k UHD resolution at a minimum of 30 fps.
• Allow for at least two rounds of feedback on each PSA from the Town of Windsor to
review and approve drafts prior to finalizing.
• Grant the Town of Windsor exclusive and perpetual copyright for the PSAs for no
additional fees.
Copyrights
Upon full payment by the Town of Windsor, all products of the Vendor’s work, including but not limited
to outlines, reports, charts, sketches, drawings, artwork, designs, plans, photographs, videos,
specifications, estimates, computer programs, or similar documents, becomes the sole property of the
Town of Windsor and may not be copyrighted or resold by the Vendor. The Vendor relinquishes all rights
to said property. The Vendor will exercise due care in creating or selecting material for publication to
ensure that such material does not violate the copyright, trademark, or similar rights of others. To the
extent the Vendor uses copyrighted materials in performance of work under this contract, the Vendor
shall document and provide the Town of Windsor with the precise terms of the licensed use granted to
the Town of Windsor by the owner of the copyright for future use of the copyrighted material. The
Vendor shall not use any copyright protected material in the performance of work that would require
the payment of any fee for present or future use of the same by the Town of Windsor.
5.0 RFP SUBMISSION
Vendors must use the following format. This information will be used in the evaluation of the proposals.
5.1 Title Page
Submit a Title Page that provides the RFP subject, the bidding entity’s name and address, the contact
person’s name, address, telephone number, and email address, and the date of the Proposal.
5.2 Table of Contents
Vendors should clearly identify all material included in the proposal by section and page number.
5.3 Project and Vendor Details
Vendors should write a narrative that is numbered/lettered to correspond to each item in the following
section. Each item will be taken into consideration when reviewing and evaluating the proposals.
1. Introduction and Approach
a. Give an overview of the proposed approach to the creation of each PSA.
2. Firm and Staff
a. Provide information adequately describing background and expertise. This
should include information on the firm itself as well as the individuals that
would be designated as the primary point of contact and those providing
creative services.
3. Quality of Work
a. Vendors should provide a portfolio that is representative of style, skill and
variety. Please know that materials submitted as a part of the proposal will not
be returned and may be subject to public records requests.
4. References
a. Vendors should provide a minimum of three (3) references that they have
performed similar services for within the past five (5) years. Reference
information should include entity name, contact name, and phone number.
5. Detailed Program Description
a. Describe your approach to the scope of work listed in section 4.0 in detail, step-
by-step. Please include a detailed list of deliverables and a timeline with
estimated dates for completion.
6. List of Services
a. Vendors should submit a list of services provided in-house and services provided
by outside consultants. Provide a brief description of these outside consultants,
their roles and capabilities.
7. Cost
a. Vendors should provide an outline of proposed costs with details regarding the
expenses involved to provide the services listed in this RFP.
8. Insurance
a. Include your firm’s professional liability coverage.
6.0 EVALUATION CRITERIA
The following factors will be considered by the town in evaluating the proposals.
• Accuracy, overall quality, thoroughness and responsiveness to the town’s requirements as
summarized herein.
• Firm’s approach to project including firm’s perception of the project requirements, and
understanding of the customer’s needs and objectives.
• The qualifications and municipal experience of the firm and any other key personnel.
• Familiarity and experience with the scope of work.
• Project work plan with suggested timeline for completion of project phases.
• Firm’s professional liability coverage (RFP Insurance requirements are available upon request).
• Cost.
7.0 SELECTION PROCESS
This request for proposals does not commit the Town of Windsor to enter into an agreement, or to pay
any costs incurred in the preparation of a proposal to this request. All proposals submitted become the
property of the Town of Windsor. The Town of Windsor will evaluate all proposals received for
completeness and the respondent’s ability to meet all requirements as outlined in this proposal. The
Town will determine the specific firms whose proposals best meet all criteria required and may conduct
interviews with these firms. Upon completion of interviews, the Town may or may not make a
recommendation for further consideration. The Town of Windsor reserves the right to accept or reject
any or all proposals received as a result of this request, to negotiate with selected respondents, or to
cancel in part or in its entirety this request for proposals process, and to waive any informality if it is in
the best interests of the Town to do so. The Town of Windsor encourages small, minority, and women-
owned business enterprises to participate in its procurement and contracting activities.
8.0 PROCUREMENT SCHEDULE
• RFP Issuance: Thursday, January 11, 2024
• Proposal Submission Deadline: Monday, February 12, 2024
• Winning Bidder Notifications: Friday, February 23, 2024
• Anticipated Contract Start Date: Friday, March 1, 2024
9.0 DURATION OF AGREEMENT
The proposed contract period for services will be approximately six months, with frequency of
payments made as agreed upon in the terms of the contract. Invoices must be submitted for
services rendered. All material produced, data collected, and reports generated by the vendor on
behalf of the Town of Windsor are public records and become property of the town.
Any questions pertaining to this request for proposals may be addressed to directly to Mr. Silver via
email or phone.
Patrick Silver
Communications & Community Outreach Specialist
silver@townofwindsorct.com
860-285-1838
275 Broad Street
Windsor, CT 06095
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