Request for Proposals (RFP) Video Production Services C-2026-0451

Requestfor Proposals(RFP) | Video Production Services | C-2026-0451
Project Overview
The Woodlands Township is seeking qualified vendors to provide professional video production services on an as-
needed basis. The objective of this solicitation is to establish one or more vendors to support and supplement the
Township's video production needs while enhancing the Township's existing library of video content, social media
reels, promotional videos, educational materials and other communications assets.
The Township's Communications Department maintains an in-house team that produces a wide range of video
content. While many projects are completed internally, additional production support may be required to
accommodate multiple concurrent projects, provide specialized expertise, supplement staffing resources or assist
departments with video production needs beyond the capacity of the Communications Department.
The intent of this solicitation is to identify qualified vendors capable of delivering high quality, professional video
production services that complement the Township's existing communications efforts while maintaining consistency
with Township branding, messaging and production standards, utilizing established rate structures.
About The Woodlands Township
The Woodlands Township is a special purpose district and political subdivision of the State of Texas located in
unincorporated areas of Montgomery and Harris counties, approximately 27 miles north of Houston. The Township
provides quasi-governmental and municipal-type services to approximately 125,000 residents and more than 35,000
single family homes. The community is projected to grow to approximately 134,500 residents and encompasses
about 44 square miles.
The Township is responsible for the management and maintenance of 151 parks, eight fire stations and an emergency
training center, three park and ride facilities, a trolley operations and maintenance facility, two recreation centers, two
boat houses, 18 aquatic facilities, 220 miles of pathways and 220 miles of streetscape.
Notice to Prospective Vendors
Qualified vendors with experience in this type of work and available personnel are invited to submit a proposal for
consideration. The Township reserves the right to enter into one contract or multiple contracts with vendors to
execute all elements of the scope of work.
* The Woodlands Township reserves the right to reject any or all proposals, including, without limitation, the
right to reject any or all nonconforming, nonresponsive, unbalanced or conditional proposals and to reject
the proposal of any vendor if the Township believes that it would not be in the best interest of the Project to
make an award to that vendor, whether because the proposal is not responsive or the vendor is not
responsible, unqualified, of doubtful financial ability or fails to meet any other pertinent standard or criteria
established by the Township.
* The Township also reserves the right to waive all informalities and defects in the submittals and the process
not involving price, time of submittal or changes in the work (minor informalities) and to negotiate contract
terms with the successful vendor.
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* Please be advised that, in accordance with Texas Local Government Code Chapter 176, vendors must submit
Form CIQ (Attachment A) with their proposal submission.
* In compliance with Texas Government Code Section 2252.908, the successful business entity awarded a
contract by the Board of Directors of The Woodlands Township must complete Form 1295, Certificate of
Interested Parties (Attachment B), and provide a signed and notarized printed copy of the form and a separate
certification of filing. The form can be found at www.ethics.state.tx.us.
* The Township may, by written notice to the successful vendor, cancel the agreement without liability to the
Township if it is determined that gratuities in the form of entertainment, gifts or otherwise were offered or
given by the vendor, or any agent or representative of the vendor, to any officer or employee of the Township
with a view toward securing an agreement or securing favorable treatment with respect to the awarding,
amending or administration of such agreement. In the event the agreement is canceled by the Township
pursuant to this provision, the Township shall be entitled, in addition to any other rights and remedies, to
recover or withhold the amount of the cost incurred by the vendor in providing such gratuities.
* Submitted materials become the property of the Township and will not be returned. Submitted proposals and
any resulting agreement or other documents become public records subject to review and copying by any
person making an appropriate request under applicable law.
* During this RFP process, vendors shall not contact any Township staff except those designated in this RFP or
subsequent addenda or correspondence.
* Any questions or concerns should be addressed in writing to LeaAnn Petersen, Director of Communications,
via email at lpetersen@thewoodlandstownship-tx.gov prior to Thursday, July 2, 2026, at 5 p.m. CST. Please
reference the RFP title and page number. Noncompliance with this provision may result in rejection of the
proposal. Any material information provided to one vendor concerning a question will be furnished by
addendum to all vendors who have been issued the RFP.
Primary Scope of Work
The Woodlands Township seeks to establish a pricing library for professional video production services that may be
utilized on an as-needed basis by the Communications Department and other Township departments. Vendors shall
provide pricing for the services identified below. The Township does not guarantee any minimum quantity of work and
reserves the right to utilize any or all services as needed.
Services may include, but are not limited to:
* Production Services
* Half day video shoot (up to four hours)
* Full day video shoot (up to eight hours)
* Additional hourly production services
* Single camera production
* Multi-camera production
* Interview filming
* Event coverage
* B-roll collection
* Drone videography
Editing and Post-production Services
* Short form and social media reel video editing (15 to 60 seconds)
* Highlight and recap videos
* Promotional video editing
* Documentary-style video editing
* Long form video editing
* Motion graphics
* Animated graphics and titles
* Audio enhancement and sound mixing
* Color correction and color grading
* Closed captioning and subtitle creation
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Content Development Services
* Creative concept development
* Scriptwriting
* Storyboarding
* Production planning
* Project management
* Content Deliverables
* Social media reels (15 to 60 seconds)
* Event recap videos
* Promotional videos
* Recruitment videos
* Educational and informational videos
* Documentary-style videos
* Vertical video content
* B-roll footage collection and delivery
* Platform specific exports and formatting
* Multiple aspect ratio exports
Specialized Services
* Voiceover recording and talent coordination
* Translation and foreign language subtitles
* Stock footage acquisition
* Music licensing
* Livestream production support
* Event presentation and video support
The Township may request complete turnkey production services or individual services from the pricing library
depending on the needs of a specific project. Projects may range from short social media videos and event recap
videos to recruitment campaigns, educational content, promotional videos and documentary style productions.
Project Scheduling and Turnaround Times
The Township may require varying turnaround times depending on project needs. Vendors shall identify their standard
turnaround times based on calendar days for common project types, including editing, social media reels,
promotional videos and other deliverables. Vendors shall also identify any expedited or rush service options and
associated fees.
The Township recognizes that certain projects may require accelerated production schedules due to emergencies,
public information needs, special events, Board priorities or other time-sensitive circumstances. Vendors should
indicate their ability to accommodate expedited requests, including availability during evenings, weekends and
holidays, if applicable.
Proposed pricing should clearly distinguish between standard turnaround times and any additional costs associated
with expedited or rush services.
Accessibility and ADA Compliance
All video content produced under this agreement shall comply with applicable federal, state and local accessibility
requirements, including the Americans with Disabilities Act (ADA). Vendors shall be capable of providing accessibility
features, including closed captioning, subtitles and other accommodations as required by the Web Content
Accessibility Guidelines (WCAG) Version 2.1, Level AA, which is the technical standard for state and local
governments' web content.
The Township may require video deliverables to meet accessibility standards for publication on websites, social
media platforms, presentations, public meetings and other public communication channels. Vendors shall identify
any additional costs associated with accessibility services within their pricing proposal.
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Cybersecurity and Secure File Transfer
Because vendors may be required to exchange video files, photographs, graphics, project documents and other digital
assets with The Woodlands Township, vendors shall describe the cybersecurity measures and secure file transfer
methods utilized by their organization.
At a minimum, vendors shall provide the following information:
* Description of the vendor's secure file sharing and storage practices
* File transfer platforms and technologies used to exchange project files with clients
* Procedures for protecting digital assets from unauthorized access, disclosure or loss
* Data retention and deletion practices
* Incident response procedures in the event of a cybersecurity breach affecting Township files or information
Vendors shall also provide evidence of Cyber Liability and Data Breach Insurance coverage, including coverage limits
and policy information. Proof of coverage may be provided in the form of a certificate of insurance or other
documentation acceptable to the Township.
The Township reserves the right to require the successful vendor to utilize Township approved file transfer methods
and cybersecurity practices throughout the term of the agreement.
RFP Timeline
* RFP Posted: Monday, June 15, 2026
* Advertised: June 17 and 24, 2026
* Questions for Clarifications due: Thursday, July 2, 2026, by 5 p.m. CST
* Proposal submission deadline: Thursday, July 9, 2026, by 5 p.m. CST
* Evaluations and Negotiations beginning: Thursday, July 16, 2026
* Anticipated Selection by Board: Thursday, August 20, 2026
Submittal Requirements
To be considered, vendors shall submit a complete proposal containing the information outlined below. Proposals
should be organized in the order presented and include sufficient detail to allow the Township to evaluate the vendor's
qualifications, experience, capabilities and proposed pricing.
1. Cover Letter: Provide a cover letter signed by an authorized representative of the vendor. The cover letter
shall include:
a. Vendor name, address and website
b. Primary contact name, title, phone number and email address
c. A brief statement of the vendor's interest in providing services to The Woodlands Township
d. A statement certifying that the proposal is valid for a minimum of 90 days from the submission
deadline
2. Vendor Qualifications and Experience: Provide an overview of the vendor's organization, including:
a. Years in business
b. Areas of specialization
c. Experience providing video production services for local governments, public agencies, nonprofit
organizations or similar clients
d. Description of the vendor's capabilities, equipment and resources
e. Any relevant certifications, licenses or professional affiliations
3. Project Team: Identify the personnel who would be assigned to Township projects and include:
a. Names and titles
b. Roles and responsibilities
c. Relevant experience and qualifications
d. Resumes or biographies for key personnel
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4. Relevant Experience and Work Samples: Provide examples of recent projects that demonstrate the
vendor's ability to perform the services requested in this RFP. Include:
a. Project name and client
b. Brief project description
c. Services provided
d. Links to completed video projects or online portfolio
e. Description of the vendor's role in the project
f. The Township encourages vendors to include examples of social media reels, promotional videos,
recruitment videos, educational content, event recap videos and documentary-style productions, if
available.
5. Pricing Proposal: Provide a detailed pricing schedule for all services identified in the Primary Scope of Work.
Pricing should clearly identify:
a. Production rates
b. Editing and post-production rates
c. Content development rates
d. Content deliverable pricing
e. Specialized service pricing
f. Any minimum charges
g. Travel fees, if applicable
h. Overtime rates, if applicable
i. Rush or expedited service fees, if applicable
j. Any volume or package discounts that may apply when multiple projects are contracted at the same
time
6. Turnaround Times and Availability: Provide information regarding:
a. Standard project turnaround times
b. Availability for expedited requests
c. Availability for evening and weekend assignments
d. Typical response time for project requests
7. References: Provide a minimum of three references for clients receiving similar services within the past five
years. The Woodlands Township may be included as one reference. However, multiple Township departments
shall not be listed as separate references. Include:
a. Organization name
b. Contact person
c. Title
d. Telephone number
e. Email address
f. Brief description of services provided
8. Required Forms and Documentation: Include all forms, certifications and disclosures required by this
solicitation, including but not limited to:
a. Form CIQ (Attachment A)
b. Form 1295 (Attachment B)
c. Certificate of Cyber Liability and Data Breach Insurance, including coverage limits
d. Any additional forms or documentation required by The Woodlands Township
Failure to provide the requested information may result in the proposal being considered nonresponsive.
Evaluation Criteria (100 Points Possible)
The Woodlands Township will conduct a comprehensive, fair and impartial evaluation of all proposals received based
upon, but not limited to, the following criteria and weighted as noted below:
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* Vendor's demonstrated capability to provide the services outlined in the scope of work, including available
personnel, equipment, resources and overall responsiveness. (25 points)
* Quality, creativity and relevance of work samples and demonstrated experience producing similar video
content, including promotional videos, social media reels, recruitment videos, educational content and event
coverage. (25 points)
* Pricing and overall value of proposed services, including standard rates, deliverables and expedited service
options. (25 points)
* Experience of the vendor and assigned project personnel in providing similar services for municipalities,
public agencies, nonprofit organizations or comparable clients. (15 points)
* References and past performance. (10 points)
* Other information as may be required or secured.
The Township may request that one or more vendors be interviewed remotely or in person. These interviews will be
used to reinforce or clarify information contained in the vendor's proposal. Interviews will not be weighted into the
final proposal evaluation score.
Selection and Contract Negotiations
There will be no public opening for this Request for Proposals. The Woodlands Township will review proposals based
on the evaluation criteria outlined above. The highest scoring proposal(s) may be recommended for award.
The Township reserves the right to award a contract to one vendor or multiple vendors, as determined to be in the best
interest of the Township. If the Township is unable to enter into an agreement with the highest scoring vendor,
negotiations may commence with the next highest scoring vendor and so on. Negotiations with multiple vendors will
not occur concurrently.
The Township reserves the right to reject any or all proposals, waive minor informalities and negotiate modifications to
proposals that are determined to be in the best interest of the Township.
Proposal Submission Deadline and Instructions
Proposals must be received no later than 5 p.m. CST on Thursday, July 9, 2026, at The Woodlands Township Town Hall
attention to:
LeaAnn Petersen, Director of Communications
The Woodlands Township
2801 Technology Forest Blvd.
The Woodlands, Texas 77381
To facilitate review, vendors shall provide two (2) hard copies of their proposal, including one (1) unbound copy
suitable for photocopying or scanning.
The outside of the sealed package shall be clearly marked:
REQUEST FOR PROPOSALS
Contracted Video Production Services
C-2026-0451
It is the responsibility of the vendor to ensure the proposal is received by the date and time specified. Late proposals
will not be considered unless the delay is determined to be the fault of Township staff.
All costs incurred in the preparation and submission of a proposal shall be the sole responsibility of the vendor and
will not be reimbursed by The Woodlands Township.
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Attachment A
CIQ Form (Sample)
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Attachment B
Form 1295 (Sample)
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