Agency: City of Ventura
State: California
Type of Government: State & Local
NAICS Category:
  • 512110 - Motion Picture and Video Production
Posted Date: Aug 15, 2019
Due Date: Aug 29, 2019
Solicitation No: P-130000542
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Bid Number: P-130000542
Category: Miscellaneous
Status: Open

Publication Date/Time:
8/6/2019 12:00 AM
Closing Date/Time:
8/29/2019 4:00 PM
Addendum Date/Time:
Contact Person:
Jennifer Yates, Purchasing Supervisor at
Business Hours:
8:00 to 5:00 PM
Related Documents:

Attachment Preview

PROPOSAL NO. P-130000542
August 6, 2019
The City of Ventura invites your proposal for VIDEO PRODUCTION SERVICES in accordance
with this Request for Proposal.
All questions shall be submitted via email to Jennifer Yates, Purchasing Supervisor at, no later than Friday, August 9, 2019, at 2:00 PM.
Closing Time and Date
One (1) Original and three (3) copies of your proposals shall be submitted in a sealed envelope
clearly marked “RFP No. P-130000542 Video Production Services” prior to:
Wednesday August 21, 2019 at 4:00 PM
Submit your proposal package to the following address:
Purchasing and Contracts Office
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001
One original marked “ORIGINAL” and bearing original signatures and one copy must be submitted, on or before, the submittal
deadline date. If discrepancies are found between the copies, or between the original and copies, the original will provide the
basis for resolving such discrepancies. If no document can be identified as the original, Proposer’s proposal may be rejected at
the discretion of the City. No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered.
Proposals received after the scheduled submittal deadline will be returned unopened. Proposals postmarked prior to submittal
deadline, but received after the deadline, will be returned unopened.
Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is
recommended to the City Council.
Any communication with City staff or the City Council, except for the Purchasing and Contracts Division, regarding this RFP is
prohibited. Disregard of this provision could result in rejection of the proposal.
Copies of the proposal package and subsequent addenda may be obtained at
Page 1 of 30
RFP #P-130000542
Video Production Services
City of San Buenaventura
Request for Proposal No. P-130000542
Video Production Services
The City of San Buenaventura is seeking proposals from consulting professionals
experienced in the production and mastering of video content, both long form (3-5
minutes) and short form (15-60 seconds). This project will consist of brainstorming
engaging video content, script writing, video shooting, post-production, and consultations
on how to engage the public with developed material.
A copy of the City of Ventura “General Services Agreement,” Attachment “A” is included
herein, as it will be the document executed into a final contract between the City and the
provider of the professional services. Any exceptions to this Request for Proposal or
Attachment “A” “General Services Agreement” must be submitted with your
Term of Agreement:
The term of this Agreement shall be September 16, 2019, or the date both parties execute
this Agreement (the “Effective Date”) and ending June 30, 2020.
Option to Extend for Good Performance: The City, with the consent of the Contractor,
shall have the option for four (4) consecutive (1) one-year extensions, in accordance with
the scope of work and general terms and conditions of the General Services Agreement.
Any price increases or decreases shall be negotiated at time of contract extension.
Proposer shall have been in the business of providing video production services under
current name for a minimum of three (3) years.
Agreement Prices:
At any time during the negotiation of this contract the City may alter the Scope of Work,
making changes to the assignments and times indicated, and/or adding or deleting
assignments as deemed necessary. The City and firm will negotiate changes to the
contract pricing accordingly.
Page 2 of 30
RFP #P-130000542
Video Production Services
Consultant provides services for video production and audio-visual expertise to promote
outreach, civic engagement, advertising, and media strategies in support of Ventura
Public Work's Environmental Sustainability program. Programs to be supported include,
but are not limited to recycling, composting, waste reduction, hazardous waste collection,
non-toxic alternatives to gardening and household chemicals, stormwater pollution
prevention, renewable energy, and energy conservation.
Task 1 - Production Services:
Consultant will design scripts, film, edit, and provide pre- and post-production services
for six (6) approximately 3-5-minute videos and ten (10) 15-30 second spots featuring
Ventura Environmental Sustainability programs. This will include but is not limited to
video mastering on DVD, distribution to CAPS-TV or other media outlets and uploading
edited segments to YouTube, VC Star, Facebook, NextDoor, and other internet sites, as
Task 2 - Online Community Awareness Media Campaigns:
Consultant will develop and manage online community awareness video media
campaigns in effort to grow the online presence of Environmental Sustainability through
YouTube, Facebook, and Instagram. Consultant will provide video and audio-visual
support services for special projects including Public Service Announcements,
entertaining environmental education videos, and special topics related to Environmental
Sustainability outreach. Consultant will provide monthly reports digesting the work done
and the reach achieved through the online community awareness campaigns.
1. Background: Provide a description of your firm's background and project
2. Firm's Experience: Provide a list of similar projects and clients that your firm has
completed work for in the past 5 years.
3. Staff's Experience: Provide resumes describing the qualifications of the staff that will
be working on this project. Provide a list of similar projects and clients that the
proposed Project Manager and Project Engineer have completed work for in the past
5 years.
4. Sub-consultant's Experience: Provide a list of all proposed subconsultants, their
background and qualifications, and degree of involvement.
5. Project Understanding: Provide a brief statement of your firm's project understanding
and a list of the project's critical element(s).
6. Provide estimated man-hours broken down by position/title and for each task and
subtask for the work effort.
Page 3 of 30
RFP #P-130000542
Video Production Services
Each proposal should be limited to no more than 10 pages, including resumes.
A selection committee may conduct interviews with only those consultants whose
qualifications are most desirable for this project.
Phase 1 Evaluation:
Firm/Consultant Qualifications, Experience, and Resources: experience,
qualifications, and resources of the Proposer as reflected in the nature of its
organization, its past experience, and its reputation.
Completeness of Proposal: compliance with Proposal submittal requirements,
including overall quality, clarity and concise presentation.
References: quality of service, communications, and professionalism.
Reasonableness of Cost.
Phase 2 Evaluation:
Phone interviews with short list of top respondents, at the City’s sole discretion.
Page 4 of 30
Evaluation Criteria and Award of Contract
RFP #P-130000542
Video Production Services
Proposals submitted will be subject to the City’s selection procedures for consultants.
Accordingly, final selection will be based upon overall capability to perform services, and
not exclusively upon cost of services.
All proposals received by the submittal deadline will be evaluated in two phases by an
evaluation team, based on the selection criteria described herein, and its associated point
value. Respondents receiving the highest total point value for Phase 1 may be invited to
a phone interview with the evaluation team.
The City of Ventura reserves the right to reject any or all proposals, in part or in their
entirety. In addition, the City will award any resulting contract in a manner consistent with
the City Purchasing and Contracts ordinance.
A selection panel will evaluate proposals that satisfactorily meet the evaluation criteria.
These proposals will be evaluated in the following areas:
Scoring Component
% of Score
Qualifications, experience, resources, including
expertise, competence, and availability of
Completeness of Proposal
Reasonableness of Cost
Phone Interview (if applicable)
Total Possible Score
Page 5 of 30

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