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HomeMy WebLinkAboutDigital Asset Services RFP - Details Request for Proposals DIGITAL ASSET SERVICES FOR THE CITY OF RENTON OVERVIEW The City of Renton (“City”) is seeking to hire the services of a professional photographer and videographer to document compelling story(ies) of life and business in the city which highlight the City’s best aspects. Content and location is expected to include, but not limited to, facilities, events, activities, and construction projects, both public and private. The photographs and videos are intended to update or replace the City’s current content for use on all the City’s multimedia channels and publications including, but not limited to, the City’s public-facing website, social media accounts, promotional publications, newsletters, and Channel 21, the City’s public access television channel. Content produced as a result of this agreement is not expected to be used by individual businesses or entities for marketing purposes. The selected firm or individual will have experience in commercial photography and videography, preferably for a municipality or other government agency. BACKGROUND In addition to the channels and publications noted above, the City of Renton currently maintains the website rentonwa.gov and social media accounts on Twitter, Facebook, Instagram, and Nextdoor. It also produces “This Week in Renton,” a weekly e-newsletter sent to subscribers, “Mayor’s Update,” a periodic newsletter emailed to the same set of subscribers, and “Let’s Go Renton,” a quarterly guide to the City’s recreation programming. In addition, the City creates numerous flyers and marketing collateral during the calendar year. Photography and videography produced as a result of this project will allow the City to expand civic engagement across all platforms. Images and video captured by the applicant selected through this process will be used to create and update a City photo and video library that will be used for several years by all City departments and Renton Community Marketing Campaign (RCMC) partners. GOALS AND OBJECTIVES The City’s goals and objectives in issuing this Request for Proposals (“RFP”) include: 1. Obtain experienced vendor interest to provide visual arts that: a. Position Renton as the community of choice for visitors, residents, and businesses. b. Position Renton as an attractive and affordable tourist destination in the Seattle region. c. Work within the City’s advertising and marketing budget to maximize exposure at a reasonable cost. 2. Award a one (1) year agreement to a selected vendor (or team), with renewal options exercisable at the City’s sole discretion. Scope of Work At a minimum, the selected vendor will provide the following professional photography and videography services and image processing: • Delivery of professional, high-quality photographs and videography of subjects that may include landscapes, people, parks, programs, events, activities, public and private construction projects, and new housing developments, etc. Any marketing collateral of events or programs should be produced and provided to the City as soon as practicable for use in social or other media. • Fulfill desired image and video lists for specific projects and stock libraries. • Planning and setup (which may include the arrangement of location and subjects, lighting, etc.) for scheduled photo or video shoots or events at the location specified. • Post-production processing (which may include raw file conversion, processing, video processing, etc.). • Deliver all images and video to the City within the timeframe defined in a Statement of Work (SOW); Images should be provided in electronic format (no less than 300 dpi) on CD/DVD or flash drive. The files should include all processed and raw files of all images and video taken for the assigned work as defined in the SOW. Staff anticipates a minimum of 300 unique photos and a series of short videos will be selected for this project. Anticipated marketing themes for which video/photos would be use include: • Attract new residents • Attract new businesses • Promote business growth of existing businesses • Attract more visitors and tourists • Attract more business travelers • Attract more business meetings and conferences • Attract more website visitors • Attract more followers on social media followers The geography targets for marketing include: • International • Domestic • Region • Renton (for promoting business growth, business meetings, and website visitors) PROPOSAL REQUIREMENTS Proposals must demonstrate a clear understanding of the project. Any proposal responding to this RFP should include the following: 1. Executive Summary a. Provide an overview of the proposed services, your organization, and its ability to be able to provide the services proposed. 2. Examples/Past Projects a. Include a summary describing three (3) relevant past projects. These examples should include a summary of each project and a sample of images and video. 3. Qualifications a. Provide a brief description of your firm, including its founding and history; number of employees; service areas; and awards or other forms of recognition. b. Provide a description of your work process. c. Special consideration: Describe your experience with destination tourism & promotion. d. Special consideration: Describe your experience with community marketing as an economic development strategy. e. Special consideration: Describe why and how your firm is uniquely positioned to serve as a partner in the promotion of the City of Renton . 4. Pricing a. Provide a detailed cost for your services broken into product and service costs. Also , provide a full day and half day rate including all other costs pertinent to the Scope of Work required for this project. b. Based on your approach, provide an estimate of the annual number of hours required for the service as described in the scope of work above. SUBMITTAL REQUIREMENTS One original and an electronic PDF stored on a flash drive shall be submitted in a sealed envelope or box by 4:00 pm PST on August 25, 2022. Please mark “City of Renton Digital Asset RFP” on the front of the envelope or box. All materials need to be delivered to Dave Neubert, Communications Manager, City of Renton, 7th Floor, 1055 S. Grady Way, Renton, WA 98057. SELECTION CRITERIA AND PROCESS A selection committee composed of City staff and marketing partners will review all submitted proposals. The selection committee will determine a short list of finalists, and each finalist will be offered an opportunity to interview and present its proposal to the selection c ommittee. The committee will select a candidate to recommend to the Mayor and City Council for entering a consultant contract. Selection of the top candidate will be based upon the following criteria: a. Specialized experience of the team and related experience on projects of similar scope in similar types and market communities. b. Proposed project approach, including team organization and structure, and understanding of the project goals and objectives and scope of work. c. Completeness of the response proposal. d. Qualifications, references, and capability of key staff. e. Proposed timeline/schedule for completion of the project. TIMELINE RFP Solicitation August 1, 2022 Cut-off for Questions re: RFP August 12, 2022 RFP Responses Due August 25, 2022 Selection Committee Review of Submittals for Short List of Finalists August 26, 2022 Interviews Conducted for Short List of Finalists September 6, 2022 Selection of vendor and award of contract September 2022 QUESTIONS Questions about the RFP or the project should be directed to: Dave Neubert, Communications Manager either by email dneubert@rentonwa.gov or phone (425) 430-6567 or (425) 757-0308. TERMS AND CONDITIONS • All materials, images, and videography developed during this project will belong to the City. • The City reserves the right to reject all submittals, and to waive minor irregularities in any submittals. • The City reserves the right to request clarification of information submitted, to request additional information from respondents, and to request interviews with respondents. • The City reserves the right to award the contract to the next most qualified consultant if the successful consultant does not execute a contract within thirty (30) days after the award of the bid. • Any proposal may be withdrawn until the date and time set above for the submittal of proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for ninety (90) days, for the services described in the RFP, or until one or more of the proposals have been approved by the City, whichever occurs first. • The City shall not be responsible for any costs incurred by the consultant in preparing, submitting, or presenting its response to this RFP.