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HomeMy WebLinkAbout15 CITY VIDEO PROP 11-06-9511-6-95 ~.TE: NOVEMBER 6, 1995 inter-Com TO: WILLIAM A. HUSTON, CITY MANAGER FROM: COM/~I3NITY DEVELOPMENT DEPARTMENT SUBJECT: REQUEST FOR PROPOSAL FOR CITY VIDEO RECOMMENDATION It is recommended that the City Council authorize the issuance of a Request for Proposals for the preparation and production of a video on the City of Tustin. FISCAL IMPACT The preparation and production of the video will require a budget appropriation. The amount of this allocation will not be known until proposals have been received, analyzed and the City Council selects a production company at a subsequent Council meeting. To the extent that Redevelopment is discussed, some share of costs with the Agency may be possible. DISCUSSION At its meeting of August 7, 1995, the City Council directed the staff to issue a Request for Proposals (RFP) for a video on the City of Tustin to be used in presentations throughout the community as well as for marketing purposes through the City's economic development activities. This RFP is attached for the Council's consideration. Most videos prepared for cities are "hard sell" marketing devices, intended to detail the reasons a business should remain or locate in the City. The Redevelopment Agency, however, is currently reviewing proposals for the development of a marketing broChure which will serve this purpose. This RFP calls for the production of a film which will serve as a "portrait" of the Tustin community. As outlined in the RFP, the video would not be a hard sell piece. Rather, it will extol the virtues of Tustin as a multi-faceted, dynamic community with a rich heritage and a promising future; a community of people, of community experiences, of accomplishments, of values; a place to live, to shop, to work, to raise children and to establish roots. City Council Report Request for Proposal for City Video November 6, 1995 Page 2 This RFP calls for the production of an eight (8) to twelve (12) minute film. It specifically urges the proposers to not consider this to be just another video by another city, but rather to be creative and provide a unique expression of community life in Tustin. It encourages the use of photos, moving pictures, graphics and animation. If authorized by the City Council to release this RFP, the staff will recommend distribution as soon as possible. With upcoming holidays, staff would recommend that responses be due on December 28, 1995. Staff would then review the proposals and select a company to produce the video. A contract would be subsequently brought to the Council as soon as possible. With the production of the video, the City will have initiated production of several marketing tools during this fiscal year: the video, a marketing brochure and a semi-annual newsletter. Staff is prepared to answer any questi.o~/the Agency may have. Christine Shingle~n (~%hard Zimn~qr Assistant City Manager ?develo~ Program Manager r z imme r \ r~d.vg~n\vidr fp. r~ 'REQUEST FOR PROPOSALS FROM THE CITY OF' TUSTIN FOR THE PREPARATION AND PRODUCTION OF A VIDEO PORTRAIT OF THE CITY OF TUSTIN RESPONSES DUE 5:00 P.M. DECEMBER 28, 1995 RESPOND TO RICHARD ZIMMER CITY OF TUSTIN $00 CENTENNIAL WAY TUSTIN, CALIFORNIA 92680 (714) 573-3121 TABLE OF CONTENTS Introduction/Background Project Description Submittal Requirements Evaluation Process Hold Harmless Provisions 9 The City of Tustin is seeking assistance.with the preparation and production of a video portrait of the Tustin community. This video is to be designed to educate the general public, community groups, existing businesses and prospective investors in the community about the nature of Tustin as a community and as a City. The City is specifically NOT seeking a video like. those produced by many. cities and redevelopment agencies for the express purpose of attracting and retaining businesses to their communities. Rather the City seeks a video which accurately portrays Tustin as a multi-faceted community in which to live, shop and. work. Tustin, as a community, is rich in its heritage, having been incorporated in 1886. The original settlement remains today as a viable, active portion of the City. At the same time, with the development of the prestigious Tustin Ranch area, it also reflects the'twenty-first century communities of South Orange County. Tustin schools are consistently ranked high among State school districts and the community enjoys several community-wide events each year. The residents are actively involved in their community, both through the City, the school districts and a variety of private organizations. The City expects the video to be between eight (8) and twelve (12) minutes in length and to use the full capabilities of modern film production to accurately reflect the values, life and richness of the community. PROJECT DESCRIPTION OBJECTIVES OF CONTRACT: To develop, write, script, film, edit and produce a professional, high quality video which provides a.portrait of the Tustin community, its people, its values, its environment, its past and its future for use in presentations to 'and for distribution to the general public, community groups, as well as residential, retail, professional and industrial users. The video shall be such that it is easily translatable for incorporation into the proposed Tustin presence on The Internet. PURPOSE OF THE VIDEO: I . To provide a video.portrait of Tustin in a manner which shows it to be a multi-faceted, dynamic community and City to the general public, community groups and organizations. . To provide a "soft sell" approach to inform existing Tustin business interests of the benefits of remaining in Tustin and the services the City provides. . To provide businesses considering locating in Tustin and potential residents with basic information concerning nature of the City of Tustin and the Tustin community. GENERAL DESIGN:~ The video should be of high Professional quality and utilize the current state of the art in film production. The video may include still photographs, live action, animation and/or computer graphics. Any music and/or sound effects should be of the highest quality. Narration, if any, should be bva recognizable voice. The video should not be easily dated and should have a long "shelf life". The City does not want the standard "city" video. It desires a video which is unique in its presentation when compared to videos produced for other cities but which is acceptable to the expectations and artistic appreciation of the general public. The video should present a personal image of the community to itself but at the same time be easily used to explain the community to those outside of it. The production quality should be commensurate with the professional image desired by the City. VIDEO SPECIFICATIONS: .LENGTH: 8 to 12 minutes VIDEO FORMAT: AUDIO FORMAT: Sony format, BETACAM SP, although, depending on quality, new video format technologies will be acceptable. Stereo sound quality. NUMBER: 50 video cassettes, with the ability to order additional cassettes if necessary. INTERNET PRESENCE: Format shall be such that it can be easily modified, if needed, for inclusion in a proposed City of Tustin presence on The Internet. The nature for the presence has not been identified yet. However, the video is expected to be linked to a worldwide web home page. OWNERSHIP: Ownership of the concept, script, narration, still and/or moving pictures, animation and/or graphics and the final video shall be held by the City of Tustin. With the exception of the use of copies as samples for marketing purposes, the consultant shall have no right to subsequently reproduce or use the concept, script, narration, still and/or moving pictures, animation and/or graphics and the final video format, layout, design, text or graphics without permission of the City of Tustin. SCOPE OF WORK As part of the proposal, the proposer will provide a detailed scope of work and schedule for the development and approval of the overall design, layout and format and reproduction of the brochure. The scope of work and schedule shall include appropriate time for input from the City of Tustin. At a minimum, the City involvement shall include: 1. Review and approval of initial concept 2. Review and approval of script 3. Review and approval of still and/or moving pictures 4. Review and approval of any animation or graphics 5. 6. Review and approval of all music and/or sound effects, if any Review and approval of narrator, if any Review and the right to modify in whole or in part the draft video 8. Review and right to minor modifications to final draft video It is expected that the consultant will handle all work required to design, script, edit and produce the video from initial conceptualization through printing. The consultant shall provide a minimum of three copies of all draft documents, products and videos when review by the City is required. The 'consultant shall provide 50 copies of the final video. SUBMITTAL REQUIREMENTS For consideration under this Request for Proposals, all proposals shall provide the following information presented in the order and manner described: I · The name, address of principal place of business and phone number of the proposer. 2. Qualifications including resumes, vitaes or other similar documents of the principal staff who will be working on the contract. · Name and qualifications of the project manager for the contract. 4, Three clients as references for whom the consultant has done similar work, including name, address, phone number.and the type of project(s) done for the client. 5. A proposed scope of work. 6. A proposed schedule of performance. 7. Proposed fee structure. 8. Proposed payment schedule. 9~ At least two samples of videos the consultant has previously produced. 10. Other information which the Consultant feels would be helpful to the City in evaluating their experience and qualifications. '6 The City will not answer questions concerning this solicitation by phone. All questions shall be submitted in writing. The City shall provide all questions and answers to all individuals and firms it knows are preparing proposals. Questions shall be submitted to: Rick Zimmer City of Tustin 300 Centennial Way Tustin, CA 92680 FAX: (714) 573-3113. Five copies of responses to this Request for requested information, shall be submitted to: Proposals, including all Richard Zimmer City of Tustin 300 Centennial Way Tustin, California 92680 (714) 573-3121 RESPONSES ARE DUE BY 5:00 P.M. ON DECEMBER 28, 1995 EVALUATION PROCESS All responses will be carefully reviewed by City staff. Proposers may be asked to clarify, modify or provide additional information regarding various aspects of the information submitted. Interviews with those the City deems most responsive may be held. Criteria to be emphasized in the City's review of submissions include, but are not limited to, the following: 1. Understanding of the proposed project and its objectives. . . The degree to which project meets City's goals. Creativity of the production staff, as determined by the City. 4. The proposed scope of work. 5. The proposed project schedule. . Background and experience of proposer in completion of projects similar to that described in the RFP. 7. Results of reference checks. 8. Fee structure proposed. 9. Availability of consultant staff to meet project timing and needs. 10. Other criteria the City deems appropriate. HOLD HARMLESS PROVISIONS The proposer, by submitting a response to this solicitation, waives all rights to protect or. seek any legal remedies whatsoever regarding any aspect of this solicitation. The City reserves the right to issue written notice to all participants of any changes in the solicitation requirements and/or schedule should the City determine, in its sole and absolute discretion, that such changes are necessary. Those submitting assume all financial costs and risks of submission. NO reimbursement nor remuneration should be expected from the City to cover the costs of any submittal, whether or not such submittal is select'ed. Finally, the City reserves the right to reject any or all submittals at its sole and absolute discretion and accepts no responsibility for any financial loss to a submitter by such action.