REQUEST FOR PROPOSAL PHOTOGRAPHY SERVICES

Transcription

1 Prepared by 3fold Communications for SouthEast Alaska Regional Health Consortium (SEARHC) REQUEST FOR PROPOSAL for PHOTOGRAPHY SERVICES Healthy Is Here Campaign Proposals are due 5:00 p.m., Pacific time, 3/21/17

2 SUMMARY SouthEast Alaska Regional Health Consortium (SEARHC) hereby issues this Request for Proposals (RFP) in order to solicit proposals from individuals, firms, and teams (referred to further herein also as "respondent") to provide photography services for its Healthy Is Here campaign. 2

3 PROJECT DESCRIPTION INTRODUCTION SouthEast Regional Health Consortium (SEARHC) is a non-profit health organization with a mission to provide the best healthcare for its communities. SEARHC serves 19 communities across Southeast Alaska. SEARHC, through its Healthy Is Here campaign, seeks to position itself as the provider of choice in the Sitka community. The Healthy Is Here campaign includes newsprint, digital, radio, and cinema advertising; direct mail, social media, and other messaging. The primary messages of the campaign are: 1) SEARHC proudly serves all people in the Sitka community, and 2) SEARHC provides high-quality healthcare. Please see the attached excerpt from the Healthy Is Here campaign standards guide for an introduction to the campaign concept. 3

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5 GOALS As part of development and execution of the Healthy Is Here campaign, SEARHC wishes to develop and own a library of still photographs featuring local community members in digital format for the campaign. The campaign focuses on moments in the lives of everyday people. The desired photography makes viewers feel like they're seeing a snapshot of a person's happy, healthy life. The campaign has relied on stock photography thus far. Now, SEARHC would like to feature local community members in the campaign's photography. Ideal subjects will be actual satisfied SEARHC customers. The photographs will be paired with messages to tell a story about SEARHC's services. Examples of services include primary care, obstetrics, gynecology, mammography, pediatrics, orthopedics, CT scan, and MRI. The photos that result from this project will be used in a variety of print and digital media. Please see the attached excerpt from the Healthy Is Here campaign standards guide for guidelines and examples of the campaign's photographic style. 5

6 healthy is here campaign standards guide 3. photography The photographs used in the healthy is here have a voice of their own that help to enhance the story being told. To consistently maintain this voice, review the following guidelines and make sure each photo taken or chosen has these qualities: CANDID This campaign focuses on moments in the lives of everyday people, so it s important that each photograph makes the viewer feel like they re seeing a snapshot of a family s happy, healthy life. Campaign photography should focus on these candid moments, not staged portraits of families. Subjects of campaign photography SHOULD NOT be looking directly at the camera as in a portrait. Candid photography should also capture moments of happiness as often as possible. ACTIVE Health has much to do with being active, but that doesn t mean that every campaign photograph has to include someone hiking or running across the country. Each photograph should, however, include movement. Even in the example shown on page 13 of the family lying on the floor, although they re not shown in motion, there s still a lot of movement within the photo s composition. The viewer s eye tends to scan across each member of the family, and connect with that family by their implied dynamic. A FILM LOOK Each of the photographs shown on page 12 share similar visual qualities; they each have a sort of mild haze over them. This look is reminiscent of classic film photography (versus digital). While it s not required that photographs be taken on film, it is a requirement that each photograph be captured in RAW format. This allows the designer to at least manipulate the photo to mimic the look of film. When possible, actual satisfied SEARHC patients or customers should be used in local photography. 12 6

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9 SCOPE OF WORK SEARHC anticipates requiring the services broadly described below. Respondents shall provide a detailed description of their process for planning and conducting a photo shoot and producing a library of digital photos. Respondents shall also provide a detailed cost estimate and schedule for the project. In preparing a proposed scope of work, schedule and budget, respondents should consider the fact that completing this project may require multiple photo shoots. Project management: Provide consulting services in the development stages of the Healthy Is Here photography project. Work with SEARHC staff and contractors (3fold Communications) to coordinate roles, responsibilities and expectations for the project. Provide quality control for all development work and deliverables. Ensure that the project stays on schedule and within scope and budget. Coordinate all meetings. Provide status reports on all activities. Develop a detailed schedule for project completion. Production and direction: Determine locations and schedules for photo shoots. Schedule photo shoots on location. Scout and secure all locations for photo shoots. Provide all required personnel, local models, and equipment to conduct photo shoots. Obtain all required talent releases. Conduct multiple photo shoots as requested by SEARHC staff and contractors (3fold Communications) to meet the photography needs of the campaign. Conduct photo shoots capturing the following scenes/subjects: family of 3-4 smiling together; family of 3-4 enjoying the outdoors; happy mother and baby; basketball player; track and field runner; smiling senior(s) enjoying life; happy child/children; parent and child connecting with each other; woman in her 30s-40s with her mother; healthy female friends in their 30s-40s; healthy man in his 30s-40s; other scenes/subjects TBD. Post-production: Provide post-production services to edit raw images into the finished product. Deliver finished product in the desired format(s) including, but not limited to Camera RAW and.jpg. Final products may be used in promotional items, on the SEARHC website, and for internal materials. SEARHC will retain 100% ownership of all images resulting from this project. Contractor will be responsible for obtaining all required talent releases. 9

10 INSTRUCTIONS FOR SUBMITTAL OF PROPOSALS RFP SCHEDULE Consideration of the responses will be governed by the following schedule, which is subject to revision by SEARHC. 3/8/17 RFP distributed: Requests for proposals will be forwarded to respondents and firms who have indicated an interest in participating in this project or who have displayed evidence of expertise in photography. This RFP is also posted on SEARHC's website at searhc.org/photorfp. 3/10/17 Deadline for questions: Questions and inquiries must be submitted on or before this date. Please submit questions to: 3/14/17 Questions responses: All questions and answers will be posted at searhc.org/photorfp to ensure that interested parties have the same information. 3/21/17 Proposals due: Responses to this request must be received at the following address no later than 5:00 p.m. Pacific time: Respondents may only submit proposals in PDF format. Please identify the name of this solicitation in the subject line of your submittal. 3/24/17 Interviews: Interviews, if required, will be held via phone on or before this date. Notification of selection for an interview will be given on or before 3/23/17. 3/28/17 Recommendation and authorization: Following review of responses, SEARHC will prepare recommendation to proceed to contract with one (or more) of the respondent(s). This date is approximate. 3/31/17 Final announcement: SEARHC will notify respondents whose proposals were not selected. 3/31/17 Contract execution: SEARHC will begin contract negotiations with the selected respondent(s). This date is approximate. 10

11 PROPOSAL REQUIREMENTS Respondents replying to this RFP shall provide the following information in their proposals in the order listed below. Only complete submittals will be evaluated. Cover letter: Respondents should submit a cover letter expressing their interest in the project. The letter must also contain the respondent's name, address, telephone number, and address of the individual to contact regarding the proposal. Qualifications and experience: Respondents shall describe projects and experience of the last three years relevant to the draft scope of services described in the RFP. Respondents shall identify the key individuals to be assigned to this project. The respondent must also provide experience summaries of these key individuals, describing their previous experience on similar projects. Respondents shall also list any professional affiliations, licensures, and certifications that are pertinent to the work described in the RFP. Work samples: Respondents shall attach work samples that demonstrate their understanding of and an ability to execute upon the photographic style needed for the project. Respondents are encouraged to create new samples that respond to the specific to the photographic style described in this RFP. References: Respondents shall submit names, addresses, and phone numbers of references familiar with the respondent's ability, experience, and reliability in the performance and management of projects of a similar nature. Cost information: Respondents shall provide a listing of the hourly billing rates for each person they would expect to deploy on this project. Respondents shall also include a breakout of general operating experiences, the costs associated with any materials or services that may be required, or any other miscellaneous costs that are anticipated in the course of performing the tasks outlined in the RFP. Project management and scheduling: Respondents shall identify the management techniques that they are using to assure the completion of projects within schedule and budget. Insurance requirements: Respondents shall provide acknowledgement of the following insurance requirements and a statement ensuring they are able to meet these minimum requirements. Any contract resulting award of this RFP will require the selected respondent (s) to procure and maintain, and shall cause each subcontractor of respondent to procure and maintain the minimum insurance coverages below: a. Workers Compensation in statutory limits. b. Employer's Liability Insurance: $100,000/each accident, $500,000/disease - policy limit, and $100,000/ disease - each employee. c. Comprehensive General Liability Insurance written on ISO occurrence form CG /93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: (a) $1,000,000/Occurrence (b) 11

12 $1,000,000 general aggregate; (c) $1,000,000 products and completed operations aggregate; and (d) $50, any one fire. d. Automobile Liability or Hired & Non-Owned Vehicle Liability Insurance: $1,000,000/each accident combined single limit. e. Professional Liability Insurance: $1,000,000/Occurrence. 12

13 SELECTION PROCESS SEARHC will establish a proposal review team to review the responses to this RFP received no later than 5:00 p.m. Pacific time on or before 3/21/17. After the review of responses, phone interviews of the most qualified respondent(s) may be conducted at the discretion of the review team. Upon approval, the selected respondent(s) will be notified furthermore and negotiations for a contract to provide services will commence. EVALUATION CRITERIA Evaluations of proposals will be based on the following criteria: 1. Experience and capability: Respondents will be evaluated with respect to the experience of the respondent(s) both in terms of past efforts in this type of work and the quality and level of commitment to this project. Of prime concern will be the ability to demonstrate understanding of and execute upon the photographic style needed for the project. 2. Qualifications: Qualifications of the respondent in terms of their ability, experience, and reliability in performing and managing work within a schedule and budget will be included in the evaluation process. 3. Cost information: Likely project cost, determined from the standard service fee breakout provided by the respondent, will be considered in the selection; however, it will not be the only determining factor. 4. References: Information provided by the respondent's references addressing the knowledge, skills, abilities and performance of the respondent to complete the work outlined in the RFP will be included in the evaluation of the response. 5. Other: Other factors that may be determined by SEARHC to be necessary or appropriate in its discretion. 13

14 SPECIAL CONDITIONS All respondents are notified that the execution of a contract pursuant to this solicitation is dependent upon approval by SEARHC. SEARHC reserves the right to reject all responses and resolicit if deemed by SEARHC to be in its best interests, and to abandon the project and this RFP at any time for any or no reason. Selection of a respondent or respondents is also conditioned on the negotiation of an acceptable contract. This is a solicitation and not an offer to contract. Respondents are solely responsible for all costs of preparing their proposals and participation in this solicitation. SEARHC assumes no responsibility for payment of any expenses incurred by a respondent as part of this process. The selected respondent shall be responsible, at all times during the execution of this project, for strictly adhering to and complying with all federal state laws and regulations. Performance of the contract resulting from this solicitation will commence on or about April 1, The initial term of the work to be performed will terminate September 30,