Request for Proposals:

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1 Central Pennsylvania Workforce Development Corporation Request for Proposals: Print and Video Production- Highlighting Local Industry and the Skilled Trades Issue Date: May 7, 2018 Submission Deadline: May 23, 2018 The enclosed specifications may be modified as required by the Central Pennsylvania Workforce Development Board without prior notice to Proposers.

2 Background In partnership with The Foundation of the Columbia Montour Chamber of Commerce and with support from the Pennsylvania Department of Labor and Industry Business Education Grant, CPWDC is seeking a professional video production company to create videos highlighting the various career and industry options available in the Central PA region including Centre, Clinton, Columbia, Lycoming, Mifflin, Montour, Northumberland, Snyder and Union Counties. Central Pennsylvania Workforce Development Corporation (CPWDC) is a 501(c)3 nonprofit organization formed in 2000 and is a Workforce Development Board (WDB) authorized under the Workforce Innovation and Opportunity Act of 2014 (WIOA). CPWDC is responsible for developing and implementing strategies around a broad workforce development agenda for the nine-county region of Central Pennsylvania. The WDB s diverse partners in the workforce development system include public agencies, private and non-profit businesses, education and training providers, community and economic development partnerships, and job seekers using the PA CareerLink system. The Foundation of the Columbia Montour Chamber of Commerce, formed in 1996, has evolved, remaining focused on goals which can be summed up in its mission statement: Working together, the educators and employers of Columbia and Montour counties will ensure that lifelong learners obtain the academic, technical, and employability skills necessary to be successful in the 21st century workplace. Through The Foundation of the Columbia Montour Chamber of Commerce, educators and employers in Columbia and Montour counties work together to provide educational opportunities for the purpose of workforce development. The Foundations educational programs focus on K-12 students as well as continuing education for adults. Project Summary Local businesses seeking qualified candidates to fill technical and skilled trade positions continue to share with us their ongoing challenge in finding the talent needed to compete and grow. This escalating lack of qualified employees in Central Pennsylvania is increasing the urgency to expand the pool of talent available to local employers. CPWDC recognizes that although employment in these fields can result in promising careers, and the region s Career and Technology Education (CTE) providers offer valuable education and training, there is a continuous struggle to change preconceived notions of students, parents, educators and job seekers who have outdated ideas on the economic and career potential of a skilled trade education. Many of these aforementioned individuals do not have adequate exposure to the employment opportunities the region holds, and a lack of accurate and understandable labor market information may cause them to overlook career and technical education and employment. One way to reinforce the talent pipeline for positions in the skilled trades is to significantly increase the awareness of locally available career pathways. The goal of creating a series of short, engaging videos and, if within the selected providers scope of work, corresponding print materials showcasing Central Region employers in need of career and technical talent, will serve to enhance awareness of the vast employment opportunities CPWDC RFP for Video Production Services Page 2 of 7

3 available within the region s communities and showcase the success of individuals working in the skilled trades. Highlighted employers may be from sectors including but not limited to: advanced manufacturing, building and construction trades, and health care. The videos will be used in a variety of platforms, including embedment on an online career connections website currently under development; presentations to youth, young adults and jobseekers through various WIOA programming and recruitment events held at and coordinated by the PA CareerLink ; broadcast television, and shared by partnering businesses/employers to recruit employees. The high quality videos will exemplify the current practices within several industry sectors that demystify outdated perceptions. They will highlight labor market information, including annual openings and wages as well as the career pathways within the companies and will feature success stories, including graduates of CTE programs. These videos and, if applicable, accompanying print media will serve as a medium to educate, excite and engage their audiences in a meaningful way that will result in not only increased participation in CTE but also an enhanced local workforce seeking technical and skilled trade employment. Purpose of Request for Proposal Through this RFP, CPWDC competitively seeks a company expert in captivating an audience through videos. The company will successfully shoot and conduct interviews of local industry employers and their teams in action, make high quality edits, and provide three to five finished video products 2-5 minutes in length in addition to highly professional and compelling print materials. Videos will be compelling, allowing employers and employees to highlight their trade, their business and all that it has to offer potential candidates. The videos will give prospective employees a realistic perception of the requirements and skills necessary to obtain employment within the industry sectors. The end result of the videos should be that all key stakeholders understand that skilled trade education and employment can lead to a promising, vibrant career and life. Proposals may include complimentary print materials as part of the deliverables as well. Proposals will be accepted with or without the inclusion of print materials which could be used in a variety of ways. Print materials would be outreach materials of the highest quality and be related to the videos being produced. For example, a respondent may propose outreach strategies that include development of large posters to hang in schools. Scope of Work All aspects of work involved in creating and delivering highly professional print materials and three to five videos, 2-5 minutes in length. Specifically: 1. Planning The selected vendor will actively engage in planning and scheduling involved in capturing the needed footage. CPWDC RFP for Video Production Services Page 3 of 7

4 2. Interview and B-Roll The selected vendor will travel to multiple companies throughout our region to capture footage, comprised of interviews, daily operations, people interactions, and other segments in order to create a video that is upbeat, informational and engaging. 3. Editing Edits will ensure the final product is highly professional and polished and accomplishes the purpose of this request for proposals. CPWDC feedback will be sought during the editing process and any required changes will be incorporated to ensure the end result aligns with our vision. 4. Delivery of Finalized Product The video(s) will be delivered to CPWDC in formats easy to use and duplicate. Accessibility features must include captioning for the hearing impaired. 5. Optional- Delivery of Print Materials or soft copy Print materials, in hard copy or soft are optional to include in this proposal. Use The vendor must provide all permissions to allow CPWDC and additional organizations to employ the video with all rights to reproduce and distribute. Project Reimbursement CPWDC will approve invoices aligned with an approved budget and compensate vendor as deliverables are met on a cost-reimbursement basis. Timeline May 7, 2018: RFP issued May 14, 2018: Technical Assistance May 23, 2018: RFP due May 30, 2018: Selected vendor notified June 29, 2018: Production must begin before this date August 15, 2018: Final product delivered to CPWDC Eligible Applications Professional production companies or other agencies with capabilities to produce and deliver high-quality videos within the parameters of the RFP are eligible. Applicants must have prior video production experience. Proposal Requirements The proposal is limited to five (5) pages in length and must include the following elements and be delivered in Microsoft Word or PDF to: Alexa DeBaro, Senior Workforce Coordinator, at adebaro@cpwdc.org CPWDC RFP for Video Production Services Page 4 of 7

5 1. Contact Information/Agreements Include organization name, address, contact information for person responsible for proposal, identification of any proposed sub-contracts, and signature, title and date indicating certification that to the best of its knowledge and belief, the data supplied in this application/proposal is true and accurate and that the organization agrees to comply with all local, state and federal regulations if a contract is awarded and maintain applicable insurances. 2. Expertise Include evidence of expertise relevant to the needs outlined in this RFP, including: o Four references related to video production o Links to four previous productions o If applicable, four references related to print materials o If applicable, links to four previous print materials developed 3. Project Process and Timeline Outline process and timeline for each phase of production, including pre-production, production, editing and delivery of final video and print products, if applicable. Note: production must begin prior to June 29, Approach Describe your principles and specific approach to and vision for successfully completing this project from start to finish along with the reasons your company is the best one to work on this project. 5. Final Product Describe the deliverables, including the format in which the final product will be delivered; how it will be easily distributed by CPWDC; and how it will be accessible for those who are hearing impaired/with disabilities. 6. Comprehensive Budget Submit a complete budget with detail for each stage of production including all anticipated costs including but not limited to: o Hourly or daily rate for preparation, filming, editing, and all stages of production o Anticipated hours for each stage of development o Travel o Materials and supplies o Maximum Project Budget: Please include a maximum cost for the project. Payments for the project will not exceed this amount. o If applicable, breakout of costs related to development and delivery of print materials. Technical Assistance CPWDC RFP for Video Production Services Page 5 of 7

6 Technical assistance will be provided through a written question and answer format. Applicants will be given an opportunity to identify specific questions and submit them in writing to CPWDC via only. Questions must be ed on an on-going basis but must be submitted by 4:00 p.m. on May 14,2018 to: Alexa DeBaro, Senior Workforce Coordinator, adebaro@cpwdc.org Answers to submitted questions will be posted on Consistent with strict procurement policies, CPWDC will provide no technical or program assistance to individual proposers. Selection Criteria The selection committee will evaluate proposals based on the following criteria: Quality and approach to proposed deliverables Creativity Cost Prior experience Disclaimer CPWDC reserves the right to cancel or modify this request for proposal or the scope or funding of an approved service provider to any extent necessary to ensure compliance with state and/or federal guidelines regarding funding or if available funding is impacted due to the federal and/or state budget appropriations. All successful proposers must demonstrate the capability to modify the product in order to comply with new regulations and/or changes to available funds, and by submitting a proposal, agree to do so. CPWDC may, at its discretion, request presentations by, or meetings with, any or all respondents, to clarify or negotiate modifications to the respondent s proposal. However, CPWDC reserves the right to make an award without further discussion of the proposals submitted. CPWDC may decide not to fund part or all of a proposal even though it is found to be in the competitive range if, in the opinion of CWPDC, the services proposed are not needed, or the costs are higher than CWPDC finds reasonable in relation to the overall funds available, or if past management concerns lead CPWDC to believe that the respondent has undertaken more services that it can reasonably provide. CPWDC reserves the right to accept or reject any or all proposals, in whole or in part, to negotiate any offer made, and/or to cancel or amend any part of this application package for whatever reason. A contract for the accepted proposal will be based upon the factors described in this RFP. CPWDC has the right to fund a lower ranked proposal over a high ranked proposal because of valid policy considerations, including but not limited to, organizational experience, geographical considerations, leveraging of outside resources and vision for the project. CPWDC RFP for Video Production Services Page 6 of 7

7 CPWDC reserves the right to determine both the number and funding levels of contracts financially awarded. CPWDC is not responsible for any costs incurred by respondents prior to the selection. The cost to develop and submit a proposal in response to this RFP is not reimbursable. This RFP is being solicited based on available funds. Materials submitted with the proposal, and the proposal itself, become the property of the CPWDC and will not be returned. CPWDC must comply with Pennsylvania s Right-To-Know Law, Act 3 of 2008, effective January 1, 2009, and may be requested and required to release information from proposals received in response to this RFP. All proposals submitted will receive a response as to the action taken by the CPWDC. Respondents may request a briefing on the action taken on the proposal. The submission of a proposal to the CPWDC does not assure or imply an award of a contract to the firm submitting the proposal. CPWDC RFP for Video Production Services Page 7 of 7