25PP-111 - Mt. Olive Cemetery Documentary

Agency:	New Castle County
State:	Delaware
Type of Government:	State & Local
Posted Date:	Mar 21, 2024
Due Date:	Apr 17, 2024
Solicitation No:	25PP-111 - Mt. Olive Cemetery Documentary
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Bid# 25PP-111

Mt. Olive Cemetery Documentary

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

New Castle County is seeking priced proposals for professional services to develop, film, and

edit a documentary on the Mt. Olive Cemetery in Wilmington, Delaware. 

Interested parties are asked to submit a priced proposal to New Castle County, Procurement

Division, New Castle County Government Center, 87 Reads Way, New Castle, DE 19720, stating

their interest and qualifications. Proposals must be received by 2pm on Wednesday, April 17th

and must include one (1) printed hard copy and one (1) USB drive containing an electronic

version of the proposal within a sealed envelope. Hard copies and electronic versions thereof

can include links to hosted video examples. Proposals should include examples of previous

high-level documentary production work and should demonstrate a clear understanding of the

importance of Mt. Olive Cemetery’s history.  The electronic submission will be considered the

original, and must replicate the printed hard copy, with all appropriate signed documents. If

there are any discrepancies between the two submissions, the original (electronic) submission

is considered the official version for purposes of evaluation. The hard copy is only reviewed if

the electronic version cannot be viewed due to a technical issue.

There will be a MANDATORY Pre-Bid meeting via TEAMS on April 1st, 2024, at 1pm. Please

contact Frank Penta at frank.j.penta@newcastlede.gov stating your interest in attending no

later than end of day on Wednesday, March 27th, 2024. Only those production companies

who attend the pre-bid meeting will have their proposals accepted and considered for award.

Delivery Method for Bid Submission Options:

- You can mail your bid submission to 87 Reads Way, New Castle, Delaware. However, it is

recommended to use a carrier that can guarantee delivery and provide tracking

information, so your bid submission packet arrives at the deadline date and time.

- You can deliver your bid submission packet in person prior to the Bid Opening to the

Government Center, located at 87 Reads Way, New Castle, DE 19720 between the hours of

8 a.m. and 3:30 p.m.

You can go inside the building to the lobby area and do either of the following:

1) call a member of Administrative Services at 302-395-5965 from the Lobby

Phone or your cell phone, and have a Procurement representative meet you in the lobby and

accept your bid packet and provide a receipt, or

03/22/24

Bid# 25PP-111

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Bid# 25PP-111

Mt. Olive Cemetery Documentary

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

2) you can ask the Receptionist to contact Procurement.

Please remember on the bid opening date, your bid submission must be turned in no later than

2:00 p.m. on Wednesday, April 17th, 2024 to be accepted and you are welcome to attend the

bid opening meeting at that time.

Questions concerning the project should be submitted in writing via email to Frank Penta at

frank.j.penta@newcastlede.gov by end of day on April 3rd, 2024.

INSTRUCTIONS FOR PROPOSAL SUBMISSION

➢ Sealed proposal envelopes must clearly display Bid #25PP-111, Mt. Olive Cemetery

Documentary in the lower left quadrant on the front.

➢ Facsimile and email transmissions of proposals are unacceptable and will be rejected

without any notice to the bidding vendor.

➢ Bidders are responsible to retrieve the bid specifications and all addendums from the

New Castle County Purchasing website at www.newcastlede.gov/Bids.aspx.

➢ Bidders must complete and submit with their proposal both the Non-Collusion

Statement/Signature Page and the Authorized Representative Procurement Affidavit

which are located as the final pages of the bid specifications. Failure to sign and return

these documents could result in your bid submission being rejected.

Pursuant to New Castle County Code and Delaware Law, each bidder must submit proof

satisfactory to the County or its designated representative that the bidder and every

subcontractor possesses valid and effective licenses required by the United States, State of

Delaware, County and any applicable political subdivision in which the project is located to do

business within each such jurisdiction and to perform the labor and/or supply the materials

involved in the performance of the contract. No contract will be executed prior to the

submission of such proof and the acceptance thereof by the County or its designated

representative.

Awards, if any, will be made in conjunction with the Delaware Code, Subchapter 2, Chapter 69,

Title 29, and the New Castle County Code.

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Bid# 25PP-111

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Bid# 25PP-111

Mt. Olive Cemetery Documentary

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

SUMMARY OF PURCHASING REQUEST

OBJECTIVE

New Castle County is seeking proposals for professional services to develop, film, and edit a

documentary, under the direction of County staff, on the history of the Mt. Olive Cemetery,

including its origins, historical context, recent restoration, and future impact on the

community.   

Filming will include interviews with a diverse range of stakeholders, b-roll footage, and

generation of creative motion graphics.   

BACKGROUND

In 1862 the members of Mother AUMP Church, also known as the Union Church of African

Members, purchased property at the corner of Lancaster Avenue and Union Street in

Wilmington for the purpose of establishing a cemetery. In 1914, the Church sold the property,

then known as St. Peter’s Cemetery, for the construction of Bancroft Parkway. Remains were

disinterred and reburied at Mount Olive. Many prominent citizens and community leaders are

buried there.

Over time, the cemetery was left to fall into disrepair and overgrowth. Hundreds of grave

markers were covered by trees and brush and obscured as nature overtook the property. In

2022, the New Castle County Government began work with local volunteers to restore the

property and bring dignity back to those interred there.

The intent of this project is to tell the story of the cemetery’s history, highlight some of the

influential individuals buried there, the volunteers whose commitment has brought the

cemetery back and why restoration and preservation of the property is a vital part of an

equitable approach to an inclusive community.

03/22/24

Bid# 25PP-111

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Bid# 25PP-111

Mt. Olive Cemetery Documentary

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

SCOPE

The selected production company is expected to provide the following services:  

1. Meet with County staff to discuss the concept and develop the documentary

flow, including determining an efficient filming schedule that maximizes production days

and identifying existing and historical materials relevant to the production. 

2. Conduct research to locate historically significant documents and images relating

to both the cemetery and history of previous attempts to restore the land. 

3. Work under the direction of County staff to ensure production meets

expectations throughout development, filming, and editing. Final project focus may shift

as stories are captured and a successful company will be able to adapt to narrow the

storytelling focus as the production proceeds. 

4. Capture interviews with various past and present stakeholders and storytellers.

5. Edit and produce drafts to share with the County for review. 

6. Present the final version and partner with the County to promote the story,

including a premier event. 

County officials expect from previous documentary projects of a similar scope the successful

company will require two full filming days – one for interviews and one for supplemental b-roll

capture – as part of the production process. Much of the restoration work has been filmed by

County video personnel over the course of the previous two years. 

Additional time will be required for research of historic documents related to the transfer of

remains, the construction of Bancroft Parkway, previous restoration efforts of the property and

the historic treatment of members of the African American community during this time period.

County officials will assist in this process.

TIMELINE

Begin production in May 2024 and deliver a completed documentary within a timeline agreed

upon during development meetings with County officials. 

REQUIREMENTS

Must have at least five (5) years of demonstrated high-level experience as an organization in

producing documentary production and adhere to journalistic storytelling standards. 

03/22/24

Bid# 25PP-111

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Bid# 25PP-111

Mt. Olive Cemetery Documentary

New Castle County

Purchasing Division

87 Reads Way

New Castle, DE 19720

(302) 395-5250

Also, New Castle County requires project team members to commit to the duration of their

assigned project role. Replacements for key project members must be approved by the

County.  Within the proposal, please include the following:

o Provide names, roles, functions, and location for each project team member.

o Provide a brief resume for key project team members.

o Describe the experience and expertise of key members as it relates to their

function.

o Identify who will be responsible for each component of the proposed project.

o Identify who will be the primary contact for daily communication with the

County.

o Identify any third-party partner firms and/or consultants you plan to engage

with.

REQUIREMENTS FOR PROPOSAL SUBMISSION

To aid in comparative evaluation:

1. Proposals shall be concise and focused.

2. Company Overview should be provided in a separate cover letter.

• Name, address, and headquarter location

• Primary contact name and email address

• Brief background of the firm

• Principals of firm with full name and title

• Total count of firm employees

• Primary services aligned with this RFP

3. Describe your company’s experience and reputation as it relates to this RFP, including

relevant expertise, education, and technical expertise of key project members.

4. Describe your current and past distributions of work with New Castle County, and list all

completed projects in the past twelve (12) months.

5. Describe your familiarity with government contracts and public work, its requirements,

systems, and problems, especially in New Castle County and the State of Delaware.

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Bid# 25PP-111

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Bid Title:	25PP-111 - Mt. Olive Cemetery Documentary
Category:	Professional Services (RFPs)
Status:	Open

25PP-111 - Mt. Olive Cemetery Documentary

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