RFP2M24-3 - BROADCASTING AND VIDEO PRODUCTION OF CITY COUNCIL MEETINGS
| Agency: | City of Alhambra |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Feb 27, 2024 |
| Due Date: | Mar 26, 2024 |
| Solicitation No: | RFP2M24-3 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFP2M24-3
|
| Bid Title: |
RFP2M24-3 - BROADCASTING AND VIDEO PRODUCTION OF CITY COUNCIL MEETINGS
|
| Category: | Request For Proposals |
| Status: | Open |
|
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Attachment Preview
CITY OF ALHAMBRA
Release Date: February 27, 2024
REQUEST FOR PROPOSALS
(RFP2M24-3)
FOR
BROADCASTING AND VIDEO PRODUCTION OF CITY
COUNCIL MEETINGS
PROPOSALS DUE: TUESDAY, MARCH 26, 2024 at 5:00 P.M. (PST)
City of Alhambra
Attn: City Clerk’s Office 111
South First Street
Alhambra, CA 91801
NO LATE, FAXED, EMAILED or “BY-POSTMARK DATE”
PROPOSALS WILL BE ACCEPTED
NOTICE OF REQUEST FOR PROPOSALS
Video Production, Recording, Editing and Support Services
NOTICE IS HEREBY GIVEN the City of Alhambra (City) will receive proposals for
providing video production, recording, and editing services for City Council meeting
videos and programing and support services for slides on City’s cable channel.
Proposals will be received at the City Hall City Clerk’s Office, 111 South First Street,
Alhambra, California, 91801 until 5:00 p.m. on Tuesday, March 26, 2024. All proposals
must be clearly marked, “CITY OF ALHAMBRA VIDEO PRODUCTION, RECORDING,
EDITING AND SUPPORT SERVICES PROPOSAL,” and shall be delivered to the City
Clerk’s Office. POSTMARKS WILL NOT BE ACCEPTED.
Submit four (4) copies of your Proposal. It should be understood that the final fee will be
negotiated with the City. As part of the Cost Proposal, please provide a breakdown of
the hourly rates and any other applicable fees.
All submitted proposals will be reviewed and analyzed by City staff and the proposals
which best meet the City’s needs will be selected for further analysis and negotiation.
The City reserves the right, in its sole discretion during the selection process, to reject
any or all proposals or any portion without exception or explanation.
The RFP can be viewed and printed from the City’s website at www.cityofalhambra.org.
For questions regarding this RFP you may contact Danielle Rodriguez, Public
Information Specialist, at 626-570-3248, or drodriguez@cityofalhambra.org.
OPTIONAL WALK-THROUGH
Walk-through is optional and available by appointment only on Tuesday, March 5, 2024
between 9 a.m. to 4 p.m. Proposers will have an opportunity to examine City’s Council
Chambers, video room and equipment. Contact Danielle Rodriguez at 626-570-3248 to
make an appointment.
SUBMITTAL DEADLINE
TO BE CONSIDERED, PROPOSAL MUST BE SUBMITTED NO LATER THAN
Tuesday, March 26, 2024, at 5:00 p.m. at the City Clerk Office, 111 South First Street,
Alhambra, California, 91801. Postmarks will not be accepted. Failure of, or disturbances
in any mail service is not a legitimate reason for proposals
submitted after the above due date. Electronic mail or facsimiles will not be accepted.
The City may extend the deadline at its discretion.
1.0 BACKGROUND
The City Alhambra (City) is seeking proposals from qualified Consultants for
professional video and programing services to provide a variety of video
production, recording, editing, and support related tasks assigned by the
Management Services Department in support of various departments, events,
and projects throughout the City. Successful Consultant must have the
knowledge, expertise, staff, and availability to perform all the work as specified
within this RFP; and, have the resources to conduct a full-service turnkey video
recording and production operation. The City does not commit to a specific
number of projects or hours that video services and support may be needed.
2.0 SCOPE OF SERVICES
2.1 PUBLIC ACCESS CABLE OPERATIONS
The Consultant will maintain the necessary equipment and provide services
necessary to program the City’s public access television channel, this includes
but is not limited to scheduling prepared slides, public service announcements
videos and previously recorded public meetings for broadcast on the channel
using provided equipment. Consultant is to upload new message slides onto
City’s cable channel as specified by the City.
The Consultant will be required to maintain all onsite equipment necessary to
operate the cable channel including trouble shooting equipment problems and
interfacing with Charter Cable representatives to identify and resolve problems.
2.2 RECORDING AND BROADCASTING CITY MEETINGS
The Consultant will be required to be on site and attend all City Council meetings
to record meetings. Meetings must be broadcast live via the internet and a video
recording of the meeting must be available for viewing within 24 hours on the
internet and 48 hours on the City’s public access channel.
The Consultant will maintain and be able to operate and provide support with all
audio/visual equipment furnished by the City in the City Council Chambers and
video room. Proposers can view the City Council Chambers audio/visual system
at the optional walk-through on Tuesday, March 5, 2024 by appointment.
The Consultant will provide staff and production support to telecast at City’s
discretion any and all regular and special, non-study session City meetings
throughout the year. The base proposal fee amount should include per meeting
and/or hourly rate for recording and telecast additional meetings. Additions to the
minimum meeting coverage will be requested by the City and agreed to on a
case-by-case basis between Consultant and the City.
2.3 TERMS OF CONTRACT
The term of this AGREEMENT shall be as provided from July 1, 2024 – June 30, 2027.
The City reserves the option to renew contracts awarded through this RFP for up to
three (3) subsequent program years, contingent upon satisfactory performance,
availability of funds, demonstrated need, and project outcomes.
Typically, City Council meets on the 2nd and 4th Monday of each month and the video
service needs will begin at 5:00 p.m. on regular meeting days, and continue until the
meeting has concluded and all video production assigned tasks have been completed;
including producing a finalized/playable DVD-R disc for City record and a format as
necessary for transmittal to City’s local cable channel. The DVD-R disc shall also be
labeled with the total running time in hours, minutes and seconds. DVD-R discs for City
Council meeting recordation will be provided by Consultant. Special meetings are
scheduled on an as needed basis and to accommodate holiday scheduling.
The Consultant will have the relevant knowledge and experience in virtual platforms like
Zoom to consult the City on upcoming trends and issues.
The Consultant will be required to maintain all onsite equipment necessary to operate
the television monitors including trouble shooting equipment problems.
3.0 SERVICE HOURS AND PROJECT REQUESTS
The Consultant’s response time following a request for service from the City shall
be within one working day, at no extra charge. The Consultant’s responses will
include a confirmation of service/project direction and needs, as well as an
estimated number of billable hours to be dedicated to the project and the
turnaround time of the request. Consultant will maintain a computerized and hard
copy record of project requests.
All meetings will be taped and available for broadcast within 48 hours. Consultant
will encode and index City Council meetings for use on the web, provide a live
online broadcast of City Council meetings without ads. Consultant is to upload
new message slides onto City’s cable channel as specified by the City and upload
any public service announcements at the request of the City.
4.0 CONSULTANT SELECTION SCHEDULE/SUBMISSION PROCESS
The City intends to utilize the following planning chart for the timetable and
process of evaluating proposals. Please note this schedule is subject to change.
Request for Proposals issued:
February 27, 2024
Optional Walk-Through (by appointment only):
March 5, 2024
Deadline for Questions or Requests for Information:
March 11, 2024
Proposals due and received (by 5:00 PM):
March 26, 2024
City Council Approval of Agreement:
April 22, 2024
Contract Start Date
July 1, 2024
4.0 PROPOSAL FORMAT GUIDELINES
Interested Consultants are to provide the City with a thorough proposal using the
following guidelines:
4.1 COVER
The cover should clearly display the title of this RFP, “City of Alhambra Video Production,
Recording, Editing and Support Services Proposal.”
Each submittal should have tabs numbered with the following categories:
4.2 EXECUTIVE SUMMARY
Provide a cover letter that states the title of the RFP. Include the following information:
Primary contact for the submittal
Street address (post office boxes are not acceptable)
Telephone number
Fax number
E-mail address
Web address, if applicable
4.3 INTRODUCTION
Provide general information about your operations, whether you are an individual or a
firm, include size, scope of practice, years in business, number of employees, if any,
and office location(s). State the legal name, address and legal structure of your firm.
4.4 PROGRAM TEAM AND MANAGEMENT
4.4.1 Organization: This section should include a listing of the staff and management
proposed for the services to be provided, as well as an organization chart.
4.4.2 Prior Experience: Indicate the relevant experience in undertaking this work.
Provide a description of at least three previous Service Agreements. For each Service
Agreement, identify the client and client contact, type of funding, and cost.
4.4.3 Key Staff: Indicate the education, background and relevant experience of the
individuals principally responsible for the completion of the work. Indicate years with
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