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.