Anniversary Video Production

Pan American Development Foundation

Request for Proposals

Title: Anniversary Video Production

Date Solicitation is Issued: June 16, 2022

Solicitation Number: 010.06.10.2022.AVP

Closing Date: July 7, 2022

Closing Time: 11:59 pm EDT (UTC-04:00)

Entitles That May Apply: Firms

Contractual Mechanism: Firm Fixed Price, Deliverables Based

1. BACKGROUND

The Pan American Development Foundation (PADF) believes in creating a hemisphere of opportunity, for all. We work across Latin America and the Caribbean to make our region stronger— more healthy, peaceful, just, inclusive, resilient, and sustainable for current and future generations. For 60 years, we have served the most vulnerable communities, investing resources throughout the hemisphere. We partner with and enable civil society, governments, and the private sector for the greater good of the region.

With 60 years of experience across Latin America and the Caribbean and strong partnerships with local communities, civil society, and public and private sectors, we have an impeccable track record of success with extensive in-country networks and sound financial controls. We are uniquely positioned to develop and implement adaptable programs across multiple technical areas, quickly deploy to any country in Latin America and the Caribbean and activate existing local networks, measure and evaluate our impact with comprehensive performance indicators, and communicate our progress through integrated communications strategies.

To mark our 60th anniversary in November 2022, PADF is producing videos for different segments of our supporters.

2. PROJECT OVERVIEW

Scope of Work

PADF seeks a video production company to produce up to eight (8) videos tailored to specific audiences, ranging from two to seven minutes in length. The final videos will be posted to PADF’s website and social media, and some may be played at in-person events.

The project has an estimated duration of four (4) months. We have already worked with a video producer to gather a wide range of video interviews, B roll footage, and photos and created one video draft. We are looking to continue editing this video and adapt it into multiple versions tailored to specific audiences.

Responsibilities

Video Production

  • Work with PADF’s Communications team to develop concepts and draft scripts and storyboards.
  • Coordinate and schedule video shoots and meetings.

Videography

  • Record additional interviews and B roll footage as necessary at PADF’s headquarters in Washington, DC, or the bidder’s production studio.

Editing

  • Use PADF’s existing footage and photos and add new footage and photos as needed.
  • Follow PADF’s corporate style (colors, fonts, etc).

Administrative

  • Be available for meetings in person and virtually.
  • Keep project under maximum budget of USD$ 25,000.

Key Messages and Themes

  • Showcase impact and breadth of PADF’s work to create a hemisphere of opportunity, for all.
  • Inspire and engage our supporters.

Style References

3. LOCATION(S) OF ASSIGNMENT

Washington D.C., United States of America

4. TERMS OF REFERENCE, DELIVERABLES AND DELIVERABLES SCHEDULE

Schedule of Deliverables

Deliverable 1

  • Date: July 25-August 8, 2022
  • Deliverable: Storyboard for video for general audience
  • Amount: USD$ [Amount]

Deliverable 2

  • Date: July 25-August 8, 2022
  • Deliverable: Storyboard for video for private sector
  • Amount: USD$ [Amount]

Deliverable 3

  • Date: July 25-August 8, 2022
  • Deliverable: Storyboard for video for PADF Board members
  • Amount: USD$ [Amount]

Deliverable 4

  • Date: July 25-August 8, 2022
  • Deliverable: Storyboard for video that can be adapted and localized for PADF’s field offices
  • Amount: USD$ [Amount]

Deliverable 5

  • Date: July 25-August 8, 2022
  • Deliverable: Storyboards for four videos for additional audiences (to be confirmed)
  • Amount: USD$ [Amount]

Deliverable 6

  • Date: September 16, 2022
  • Deliverable: Completed video for general audience in PADF’s four core languages (English, French, Portuguese, and Spanish) and all related files
  • Amount: USD$ [Amount]

Deliverable 7

  • Date: September 16, 2022
  • Deliverable: Completed video for private sector and all related files
  • Amount: USD$ [Amount]

Deliverable 8

  • Date: September 16, 2022
  • Deliverable: Completed video for PADF Board members and all related files
  • Amount: USD$ [Amount]

Deliverable 9

  • Date: September 16, 2022
  • Deliverable: Completed video that can be adapted and localized for PADF’s field offices and all related files
  • Amount: USD$ [Amount]

Deliverable 10

  • Date: September 16, 2022
  • Deliverable: Four videos for additional audiences (to be confirmed) and all related files
  • Amount: USD$ [Amount]

5. EVALUATION CRITERIA

Evaluation Criteria

Score (out of 100)

Experience (35)

  • Minimum 5 years of video production experience, preferably with experience working with nonprofit and international development clients.

Quality (35)

  • Original and creative vision.
  • Examples of past projects should be included to demonstrate quality of work performed.

The level of expertise and experience of the bidder’s proposal will be considered to ensure sufficient capacities.

Price (30)

  • The total cost must be reasonable and show efficient use of resources.
  • Costs should reflect fair market value.
  • Additional costs, if any, must be clearly identified.

Offers will be compared among responsive bidders meeting technical requirements.

TOTAL 100

6. SUBMISSION DETAILS

a. Deadline. Proposals must be received no later than July 7, 2022, at 11:59 pm EDT (UTC-04:00). Late submissions will not be accepted. Proposals must be submitted via email to [email protected] All proposals are to be submitted following the guidelines listed in this RFP.

b. Validity of bid. 120 days from the submission deadline.

c. Clarifications. Questions may be submitted to [email protected] by the specified date and time in the timeline below. The subject of the email must contain the RFP number and title of the RFP. PADF will respond in writing to submitted clarifications by the date specified in the timeline below. Responses to questions that may be of common interest to all bidders will be posted to the PADF website and/or communicated via email.

d. Amendments. At any time prior to the deadline for submission of proposals, PADF may, for any reason, modify the RFP documents by amendment which will be posted to the PADF website and/or communicated via email.

e. Timeline of Events

Request for Proposals Issued: June 16, 2022

Clarifications submitted to PADF: June 24, 2022

Clarifications provided to known bidders: June 29, 2022

Complete Proposals Due: July 7, 2022, 11:59 pm EDT (UTC-04:00)

Approximate Selection Made: July 14, 2022

7. MINIMUM REQUIREMENTS

  • Availability from July through September 2022.
  • A video production firm, not an individual consultant, with 5+ years of experience.
  • Experience with professional video and audio production tools, such as Adobe Premiere Pro, Final Cut Pro, and After Effects.
  • Based in the Washington, DC, area with a studio that can host the PADF Communications team for meetings and filming as needed.
  • Production facilities, equipment, and software, including but not limited to filming, voicing, lighting, graphics, animation, editing, and music.
  • Original and creative vision.
  • History of working with nonprofit and international development clients.

8. PROPOSAL DOCUMENTS TO INCLUDE

  1. Signed cover page on bidder’s letterhead with the bidder’s contact information.
  2. Technical Proposal.
    1. Corporate Capabilities, Experience, Past Performance, and 3 client references. Please include descriptions of similar projects or assignments and at least three client references.
    2. Qualifications of Key Personnel. Please attach CVs that demonstrate how the team proposed meets the minimum requirements listed in section 7 (Minimum Requirements).
    3. Technical Approach, Methodology and Detailed Work Plan. The Technical Proposal should describe in detail how the bidder intends to carry out the requirements described in the Terms of Reference
    4. Budget that prices out Deliverables and any other relevant fees on pages 2 and 3, which cannot exceed USD$ 25,000.00.

9. TERMS AND CONDITIONS

Resulting Award

This RFP does not obligate PADF to execute a contract, nor does it commit PADF to pay any costs incurred in the preparation or submission of the proposals. Furthermore, PADF reserves the right to reject any and all offers, if such action is considered to be in the best interest of PADF. PADF will, in its sole discretion, select the winning proposal and is not obligated to share individual evaluation results.

Confidentiality

All proprietary information provided by the bidder shall be treated as confidential and will not be shared with potential or actual applicants during the solicitation process. This includes but is not limited to price quotations, cost proposals and technical proposals. PADF may, but is not obliged to, post procurement awards on its public website after the solicitation process has concluded, and the contract has been awarded. PADF’s evaluation results are confidential and applicant scoring will not be shared among bidders.

Protection from Sexual Exploitation and Abuse (PSEA)

As part of the contractor’s internal controls and standards of employee conduct, the contractor must ensure that its employees adhere to these standards of conduct in a manner consistent with the standards for United Nations (UN) employees in Section 3 of the UN Secretary-General’s Bulletin – Special measures protection from sexual exploitation and sexual abuse (ST/SGB/2003/13).

Contracting with Small, Minority, and Women’s Businesses

PADF will take all necessary steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.

Debarment and Suspension

Entities that appear on any exclusion lists, System for Award Management (SAM), Office of Foreign Assets Control (OFAC), UN Sanctions List, and other watchlists, will not have their bid evaluated and will not be eligible to receive any subaward that may result from this Request for Proposals.

How to apply

Proposals must be received no later than July 7, 2022, at 11:59 pm EDT (UTC-04:00). Late submissions will not be accepted. Proposals must be submitted via email to [email protected] All proposals are to be submitted following the guidelines listed in this RFP.

For the complete RFP, please visit: https://www.padf.org/wp-content/uploads/2022/06/Request-for-Proposals-Video-Production.pdf