Closed-Special Events Video

Big Ideas PHL – Special Events Video RFP

Overview

The Office of Special Events is looking for a digital media partner (to include a videographer) to create a video highlighting various aspects of Philadelphia’s special events community.

In 2014, 2015, and 2016, the City of Philadelphia, through the Office of Special Events, was recognized as a “World Festival & Event City” by the International Festival & Event Association (IFEA).  The 2017 award submission process requires applicants to enter a short video highlighting the unique cultural and positive impact of events on local businesses & communities.  The budget for this project is capped at $5,000.

The proposed timeline of the project is as follows:

  • RFP opens on April 13th, 2017
  • Responses and questions are open through April 20th, 2017
  • Selections for interviews will be made on April 21st, 2017
  • Final selection will be made on May 1st, 2017
  • Begin production on May 6th, 2017
  • Final product due 12PM EST on June 30th, 2017

Format

We suggest that the final product include:

  • Infographics / Overlays
  • Footage from special events (dates and locations TBD)
  • Historical documentation (video, pictures, etc.)

Responsibilities

Project Management Assistance

  • Provide consulting services in the development stages of a video production project
  • Work with staff to coordinate roles, responsibilities and expectations for the project
  • Coordinate quality control of all development work and deliverables
  • Ensure the project(s) stay on schedule and within scope and budget

Production and Direction

  • Assist with development of timelines, storyboards and/or scripts
  • Scout locations and schedule shoots
  • Coordinate required personnel and technicians
  • Secure “b-roll” footage from various sources as needed
  • Conduct video shoots, providing all necessary equipment and qualified operators

Post-Production

  • Provide post-production services to edit raw footage into the finished product, including rough cut and final editing, sound mixing and visual effects
  • Provide supplemental graphics and audio as needed
  • Deliver finished product(s) in desired formats

Submitting a Proposal

Interested parties should send a brief proposal to the attention of Olivia Gillison (olivia.gillison@phila.gov) & Natalie Faragalli (Natalie.Faragalli@phila.gov) no later than 12:00PM EST on Thursday, April 20th 2017, including:

  • Information about the individual/company
  • Relevant work samples
  • Cost proposal
  • Creative vision for the project

*The final product is due no later than 12:00PM EST on Friday, June 30th, 2017*

Posted in Creative Services Tagged with: , , , , , , , , , , , ,
8 comments on “Closed-Special Events Video
  1. jillpmar says:

    This sounds like a great project, but the budget is prohibitive. This is a $15,000 to $25,000 project. I don’t know of any reliable shop, including my own, who could do it for this amount.

    My recommendation is that you increase your budget, or decrease your expectations.

  2. olivia.gillison says:

    We have received a question about this RFP – please see below.

    Regarding the Special Events Video:
    Q: Do you need the winning production company to video tape any events (If so, how many and how long is each event?) or instead, you will provide footage from past events? Or
    A: We would expect the winning production company to gather footage from 8-10 events -length maybe only 15-45 min at each event- (TBD) and if need be we would also provide access to past events that we have.

    Q: Do you need the winning production company to video tape soundbites and assemble them with previous event footage?
    A: Yes, or combine over top of new event footage.

    Q: How long do you need the highlights video to be?
    A: The video is not to exceed 2:00 minutes in length.

  3. olivia.gillison says:

    We have received a question about this RFP – please see below.

    Q: Will the Office of Special Events provide pictures/video from past events as well as statistics for infographics to be used in this video? Or is it up to the video agency to research stats and find historical media that can be used in the project.
    A: We can provide access to B-Roll footage from previous events and the information that would be used to make the infographics in the video. Should the winning company want to do their own research as well, we would be happy to take those numbers/facts into consideration for inclusion.

  4. olivia.gillison says:

    We have received a question about this RFP – please see below.

    Q1. Is the $5,000 figure correct for the budget? I asked one of the local producers I regularly work with about this RFP and he said he was expecting another “0” on the end. So making sure $5k is the cap.
    A: Yes; $5,000.00 is the absolute max for this budget, there is no wiggle room.

    Q2. Are there elements of this RFP that can be billed additionally? For example, obtaining B-Roll from other vendors? This is something that could be hundreds to thousands of additional dollars. I can’t imagine a company saying yes to this, unless the stipulation is that all B-roll obtained would be for free and comes with a proper licensing. Is that the correct assumption? If it is, could you explain these sources because I don’t foresee anyone giving up licensing and footage for free unless the venues already have it.
    A: No there aren’t any elements that can be billed additionally. We can provide access to b-roll film of past events for inclusion in this video.

    Q3. How many hours are you expecting for consulting and coordination?
    A: This varies based upon the proposal submitted by the company. In years past there have been very few consultations (only 2-3 meetings) but it could be more.

    Q4. Script-writing could take a substantial amount of time. Do you have anything already, or broad strokes?
    A: No. We do not have any script written or outlined for this project.

    Q5. Are you expecting to hire voiceover talent for the film, or who would be speaking? This is additional, or are you expecting this to be paid in the $5,000, too?
    A: At this time, we are not expecting to hire voiceover talent for this video. Should any talent need to be hired, we would expect for it to be included in the $5K budget.

    Q6. Can you talk more about the technicians and operators you’re thinking about? Are you expecting union labor to be hired, or can it be anyone qualified? Are you expecting to retain staff with expertise in boom operation, aerial photography, etc.? Again, these are high-dollar amounts that would not fit into a $5k budget.
    A: We are hiring a production company that would be able to handle all of the above if need be. There is no additional hiring once we select a vendor to work on this project.

    Q7. How many events are you expecting the team to document between now and June 30? Could you provide a list of events, with their dates, times and locations? Shooting one or two events for -1- hour, is a lot different than 5 events for 8 hours each.
    A: We would expect the winning production company to gather footage from 8-10 events -length maybe only 15-45 min at each event- (TBD) based on the proposal submitted.

    If you want to see the past two years of videos that were done, please visit our youtube channel here: https://www.youtube.com/channel/UC2J2PDya8uZHKdOnlERHNjQ

  5. olivia.gillison says:

    We have received a question about this RFP – please see below.

    Can you please provide feedback regarding the questions below…
    Q1: Will the Office of Special Events identify the special events to be included in the video?
    A: Yes. We would identify which events need to be covered for inclusion in the video.

    Q2: Who is responsible for obtaining historical documentation (video, pictures,etc.)?
    A: The Office of Special Events will provide access to this information/video footage.

    Q3: Who is responsible for deciding which local businesses and communities will be featured?
    A: The Office of Special Events would decide this, however if the winning company has suggestions we would take those into consideration as well.

    Q4: Can you provide additional information regarding the infographics to be included in the final product? Do infographics need to be designed? If so, will information/facts/copy be provided?
    A: The info/stats for the infographics would be determined/provided by our office, however if the winning company has suggestions we would take those into consideration as well. They would need to be designed by the winning production company.

  6. olivia.gillison says:

    We have received a question about this RFP – please see below.

    Q1: How many events/dates do you think will need to be covered ? Know that its states TBD but we wanted to get an idea of amount of hours per event.
    A: There will be approximately 8-10 events that need to be covered. Actual time spent at each of these events could be anywhere from 15-45 minutes. Just depends on how long it takes to get a good idea of what the event is like.

  7. olivia.gillison says:

    We have received a question about this RFP – please see below.

    Q1. Do you anticipate any interviews for the 2 min video?
    A: At this time, there might only be 1 interview for this project but it has not been confirmed.

    Q2. What is your payment process for this project?
    A: Payment is arranged through our procurement department once we have the proper forms and invoices, they would contact the winning company to go through the billing process.

Leave a Reply