Request for Proposals for Video Production
This RFP is for digital video production services for the United Way of Prince Edward Island (UWPEI). The project will celebrate the contributions of not for profit organizations on the lives of people in PEI by sharing the stories of people who work within the not for profit community, as well as the stories of people whose lives have been positively impacted by not for profits on the island. The project will include 2 main videos, which must be completed prior to our conference being held mid-September, as well as video and audio clips of each of the stories.
About the United Way of PEI:
The United Way of PEI works to improve the lives of Islanders by investing in local charitable organizations and communities focusing on alleviating poverty, improving the health and strength of our communities and enabling our kids to be all that they can be.
Project Description:
The United Way of PEI has been granted funding through the Community Fund for Canada's 150th to complete two projects, Islander Stories and Celebrating the Legacy. The projects are potentially similar in production, but have different participants and experiences with the sector. Celebrating the Legacy will tell the stories of people who have worked in the not for profit sector. These may be people telling their own stories, or sharing the impact that someone else has had on the community. Islander Stories will have people share the impact that not for profits have had on their own lives.
Participants will be from diverse backgrounds representing a wide range of areas in the sector, including social services, the arts, recreation, the environment, animal welfare, and foundations. Further, all three counties, and urban and rural areas will be represented. This likely will require filming to take place in each of the three counties.
Finished project will include:
1. Celebrating the Legacy video, a compilation of the stories of people working for not for profits.
2. Islander Stories video, a compilation of the stories of people whose lives have been positively impacted by not for profits.
3. Separate video and audio clips of each person who participated in Celebrating the Legacy, and Islander Stories.
United Way of PEI will retain the rights to the video and audio clips that are produced and will be able to use them in a variety of different capacities. Potential uses may include, but are not limited to: online including posting on YouTube and websites, broadcasting on radio stations, broadcasting on television, and granting use to other not for profits in order to celebrate the contributions of not for profits in the community.
Contractor requirements:
The videographer will be expected to be in contact with UWPEI throughout the project and may include contact via email, phone, or in person as needed. Any assignment or subcontracting by the selected videographer for the work to be performed, or goods and/or services to be provided, in whole or in part, and any other interest in conjunction with this request for proposal, shall not be permitted without the express written consent of UWPEI.
The videographer, in consultation with UWPEI, will be responsible for developing an effective approach for telling a clear story using diverse subject matter.
The videographer will be responsible for setting up all aspects relating to the sound and lighting for the actual filming of the production.
The videographer will edit and organize the final clips, and final videos, and complete any other digital manipulation of the material necessary for project completion.
The filming will take place at locations to be decided between the videographer and UWPEI with the consent of the participants. UWPEI will organize the scheduling of the participants.
Filming should ideally take place in July, with final videos completed by early September.
The videographer will deliver the finished product in desired formats including, but not limited to: broadcast quality videos that are also web-compatible, and audio formats that are radio broadcast compatible.
Proposal Requirements:
Proposals must include:
1. Introduction summarizing your company’s background, resources, and relevant experience (max 1 page)
2. Examples and samples of past projects, preferably of a similar size and scope.
3. References from past projects, ideally relating to examples given in #2 above.
4. Proposed budget for the project. This should include a breakdown of filming/editing fees listed separately from setup fees, travel related expenses, and any other fees. It should be noted whether this estimate includes taxes.
5. Proposed schedule for the project including a payment schedule.
6. Vision for the video, including broad concepts on what the final product might look like.
7. Identify any subcontractors and/or subconsultants that may be used.
8. Identify the point of contact UWPEI would be using, including their name, title, phone number, and e-mail address.
Selection Criteria:
Proposals received will be evaluated by UWPEI on the following selection criteria:
1. Demonstrated experience in creative video development, production and post-production.
2. Understanding the purpose and the scope of this project.
3. Original and creative approach.
4. Expected timeline for completing the project.
5. Demonstration of cost effective approaches to video production.
6. Proposed price.
7. Demonstrated ability to coordinate resources, equipment and required staffing for video production and post-production.
8. Demonstrated experience producing videos for diverse audiences.
Proposal Submission:
E-mail all materials to Elyse Cottrell,
or deliver materials to:
United Way of Prince Edward Island
Attention: Elyse Cottrell, Project Coordinator
180 Kent Street, 2nd Floor
PO Box 247
Charlottetown, PE
C1A 7K4
Proposal Timeline:

Deadline for submission of proposals is June 12, 2017.

It is anticipated that the selection will be completed by late June.

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For all general inquiries, please contact:
United Way of Prince Edward Island
180 Kent Street, 2nd Floor
PO Box 247
Charlottetown, PEI
C1A 7K4

Toll Free: 1-877-902-4438
Phone: 902-894-8202
Fax: 902-894-9643

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