Videography/Video Editing Short-Term Consultancy

REQUEST FOR PROPOSALS

RFP Number: 2023-FSQ01-PROC-002

Subject: Request for Proposals for Videography/Video Editing Services

Issuance Date: July 24, 2023

Offer Deadline: August 4, 2023 5PM CST

__________________________________________________________________

Land O’Lakes Venture37 (Venture37) is soliciting proposals from qualified providers of Vidoegraphy/Video Editing as described in this Request for Proposals (RFP). These services are required for the Farmer-to-Farmer Program under Agreement No. 7200AA18LE0011 issued by the United States Agency for International Development for services to be performed in the United States.

Firms and individuals invited by Venture37 (hereinafter “Bidders”) to submit offers for the services described in this RFP are under no obligation to do so. The Bidder shall bear all costs associated with the preparation and submission of the Proposal; Venture37 will in no case be liable for those costs, regardless of the conduct or outcome of the solicitation.

This Request for Proposal includes the following sections:

1. Instructions to Bidders 

2. Technical Specifications 

Submission of offers must be completed in accordance with the Instructions to Bidders and complete offers must be received by the date and time indicated.

All correspondence and/or inquiries regarding this RFP must be requested in accordance with the enclosed Instructions to Bidders.

Background

Land O’Lakes Venture37 (www.landolakesventure37.org) is a 501(c)(3) nonprofit committed to helping communities around the world thrive through agriculture. We strengthen economies by improving local agriculture, help agribusinesses create jobs, and link farmers to markets. We deliver integrated solutions that help build and improve food and agriculture systems by providing solutions for more competitive markets, more resilient systems, more nutrition-secure communities, and more inclusive societies.

Venture37’s long-standing affiliation with Land O’Lakes, Inc. (www.landolakes.com) sets us apart. Land O’Lakes Inc. is one of America’s largest farmer-owned cooperatives. It supports Venture37 project implementation with 100 years of experience in dairy, animal nutrition, crop inputs, and agricultural insights and technologies. This gives our development projects a unique global view of agriculture, food, and the power of well-functioning market systems. Land O’Lakes, Inc. supports these efforts as part of its enterprise purpose of Feeding Human Progress at home and around the world.

Venture37 is implementing the USAID-funded Farmer-to-Farmer Program in Egypt, Lebanon and Bangladesh. Funded by the U.S. Agency for International Development, we are leading a five-year, $5.25 million Farmer-to-Farmer (F2F) program focused on food quality and safety (FSQ) and short-term technical support in agriculture and value-added food products. Bangladesh, Egypt, and Lebanon face considerable food safety and quality challenges. Land O’Lakes Venture37 is implementing F2F FSQ to address the important issues of food safety and quality with highly qualified volunteers to increase productivity and profitability in the agriculture sectors. Volunteers assist and train food businesses and farmers on good agricultural, veterinary and manufacturing practices in order to improve the local food safety protocols and quality assurance systems from “field to fork.” Venture37’s F2F Program also fields expert volunteers on short-term assignments responding to particular needs of the needs of USAID mission needs within and outside the three core countries in FSQ as well as in agriculturefocused topics, including but not limited to climate smart agriculture, livestock, high value horticulture, irrigation, marketing and trade. Volunteers and our local employees work to increase the awareness of the F2F program as a way to build deeper connections to the communities we are supporting. Since 1987, we have sent more than 1,400 U.S. highly qualified volunteers — including 160 of our affiliate Land O’Lakes, Inc. staff and cooperative members — on assignments in 27 countries. As a quality-driven food company, Land O’Lakes, Inc. is uniquely positioned to drive improvements in food safety and quality and a broad range of agricultural concerns. F2F initiatives generate rapid, sustained, and broad-based economic growth in the agricultural sector and promote international goodwill, an understanding of U.S. foreign assistance programs and private involvement in development activities.

SECTION 1: INSTRUCTIONS TO BIDDERS

1. Introduction

Request for Proposal (RFP) No. 2023-FSQ01-Proc-002, dated 7/24/2023

Venture37, acting on behalf of the Farmer-toFarmer Program, is hereby soliciting bids for the supply of comprehensive Videography/Video Editing servicesas described in Section 2, Technical Specifications. 

2. Eligibility

a. This RFP is open to firms and individuals that are legally registered to conduct business in Minnesota. Small and/or disadvantaged businesses, minority-owned, and women-owned businesses are encouraged to submit proposals.

b. A bidder will be considered ineligible if it has been suspended, debarred, or deemed ineligible, as indicated on (1) the “List of Parties Excluded from Federal Procurement and Non-procurement Programs” and/or (2) the “Specially Designated Nationals and Blocked Persons List”. 

c. All goods and services to be supplied under the resulting award shall have their origin in countries listed under the USAID Geographical Code 937 and defined as the following:

3. Preparation of Offers

a. Bidders are expected to examine the Technical Specifications and all instructions contained in this RFP. Failure to do so shall be at the Bidder’s risk.

b. The offer prepared by the Bidder and all correspondence related to the offer exchanged by the Bidder and Venture37 shall be in English.

4. Contents of Offer

1. Submitted bids are required to consist of the following documents:

Technical Proposal (not to exceed 3 pages)

1. Organizational background showing evidence of prior performance in supplying videography/video editing services. If bidder is a U.S. entity, indicate whether the bidder is registered as or meets the criteria for a Small Business Concern as defined by the Small Business Association at www.SBA.gov (including small and disadvantaged, women-owned, minority-owned, veteran owned, or HUBzone designations).

2. Outline of proposed services, solutions, and team, reflecting how the Bidder will undertake all the tasks in Section 2, Technical Specifications.

3. Plan of action with specific activities and implementation timetable to address the Specific Tasks under Section 2, Technical Specifications.

4. List and brief description of the names and qualifications of the key personnel proposed to work on the assignment. CVs of proposed professional staff should be included as an annex.

5. Statement of Qualifications including evidence in support of its technical qualifications and ability to perform the services if its offer is accepted, such as references to successful prior projects of a similar nature.

6. Three examples of previous similar work.

Price Offer

1. Detailed budget outlining Bidder’s Price Offer, in Microsoft Excel, unlocked, and with formulas intact.

i. Budget must give a detailed unit price breakdown and the total price of the services being offered in response to this RFP. If there is a discrepancy between the unit price and the total amount, the unit price shall be considered as correct and the total amount adjusted accordingly.

ii. All prices should be indicated in USD.

2. Budget Narrative explaining calculation and necessity of costs, displaying attribution to the activities proposed. Narrative may be included in the Excel budget or as a separate Word document. 

Supporting Documentation 

1. Official business registration or license documenting eligibility to do business in the USA.

2. Two references including contact names, e-mail addresses, and telephone numbers of persons who can be contacted regarding the Bidder’s prior performance for similar work within the past three years.

1. The Bidder shall prepare one complete offer with all the required sections of the proposal and supporting documentation typed or written in legible ink. Only complete offers will be accepted and evaluated; incomplete offers will be eliminated.

5. Offer Validity Period

Offers shall remain valid for a minimum of sixty (60) days after the offer deadline. An offer valid for a shorter period shall be rejected as non-responsive. Bidders shall clearly indicate their offer’s validity period within the proposal documents.

6. Clarification of Bidding Documents

Clarifications may be requested in writing up to five (5) business days prior to the Offer Deadline. The contact for requesting clarifications is: Sadie Paschke, F2F Program Director, [email protected]

7. Offer Deadline and Late Bids

a. All offers must be submitted to Venture37 by August 4, 2023. Please submit electronic proposals to [email protected] with a copy to [email protected] with the RFP Number referenced in the subject line. Late proposals will not be accepted.

b. It is the Bidder’s sole responsibility to ensure that offers are received by Venture37 on or before the Offer Deadline of August 4, 2023 Electronic submissions are strongly encouraged. Faxed offers will not be accepted. 

c. Offers received after the deadline for submission shall be rejected. A late offer will be considered only if the sole cause of its lateness was attributable to Venture37, its employees or agents.

8. Submission of Bids

a. Only electronic submissions will be accepted. Complete offers, including technical, price, and all supporting documentation must be received by August 4, 2023 by Sadie Paschke, F2F Program Director, [email protected], with a copy to Contact Tessa Martin, Communications Manager, [email protected]. Please reference the RFP number in the subject line.

b. Ensuring successful transmission and receipt of the bids is the responsibility of the Bidder. It is recommended that no e-mail exceed the size of 10 MB, inclusive of attachments. 

9. Amendment of Bidding Documents

Venture37 may at its discretion and for any reason, modify bidding documents by amendment. All prospective Bidders that have received bidding documents will be notified of the amendment by e-mail and such amendments will be binding on them.

10. Modification of Offers

a. Any Bidder has the right to withdraw, modify, or correct its offer after it has been delivered to Venture37, provided the request for such a withdrawal, modification, or correction together with full details of such modification or correction is received by Venture37 at the submission point of contact above before the Offer Deadline.

b. Venture37 may ask any Bidder for a clarification of its offer or conduct negotiations with the apparent winner after evaluation of offers; nevertheless, no Bidder will be permitted to alter its price or make any other material modification to its offer after the deadline unless the RFP has been amended or the deadline extended. Clarifications which do not change the price or other material aspects of the offer may be accepted. 

11. Criteria for Award and Evaluation

a. Subject to Clause 15, Venture37 will award the contract to that Bidder whose offer is deemed acceptable and which offers the best value based upon the evaluation criteria. All complete, eligible offers will be evaluated according to the following criteria:

• Technical approach and timeline (25%)
• Proposed personnel – ability to address all components of the assignment (25%)
• Quality of submitted examples of work (25%)
• Budget justification, cost realism, and value (25%)
• Diverse background: up to 5 bonus points may be awarded for diverse background, including, but not limited to, businesses owned and/or led by members of a disadvantaged or historically under-represented group, and,

for U.S. Bidders, those that qualify as Small Business Concerns as defined by the Small Business Association (visit www.SBA.gov for more information).

In order for a bid to be deemed acceptable, it must comply with all the terms and conditions of the RFP without material modification. A material modification is one which affects the price, quantity, quality, delivery or installation date of the equipment or materials or which limits in any way any responsibilities, duties, or liabilities of the bidders or any rights of Venture37. In addition, the successful bidder must be determined to be responsible. A responsible bidder is one who has the technical expertise, management capability, workload capacity, and financial resources to perform the work.

b. Subject to Clause 15, Venture37 shall award the contract to the Bidder whose offer presents the best price, taking into consideration that the offer meets the eligibility requirements and technical specifications and requirements indicated in Section II of the bidding documents.

12. Venture37’s Right to Accept Any Offer and to Reject Any or All Offers

Venture37 will reject any offer that it deems nonresponsive. Further, Venture37 reserves the right to waive any minor errors in any offer received if it is in Venture37’s best interests to do so, to reject the offer of any Bidder if, in Venture37’s judgment, the Bidder is not fully qualified to provide the services as specified in the contract, or to reject all bids. 

13. Notification of Award

a. Before the expiration of the period of offer validity, Venture37 will notify the successful Bidder in writing that its offer has been accepted. Venture37 may negotiate with the successful bidder on any details and terms of the contract which do not materially change the scope or specifications of the goods or services to be provided.

b. Upon the successful Bidder acknowledging receipt of the Notification of Award, Venture37 will promptly notify each unsuccessful Bidder that their bids were rejected. If, after notification of award, a Bidder wishes to ascertain the grounds on which its offer was not selected, it should address its request to Venture37 in writing.

14. Acceptance of Privacy Policy and Terms and Conditions. 

By submitting a proposal to Venture37, Bidder consents to and provides Venture37 with permission to process the Bidder’s personal data specifically for the performance of, and purposes identified in, this solicitation document and in compliance with Venture37’s legal obligations under applicable United States and European Union laws, data protection and regulations, and any other applicable legal requirements. The bidder may withdraw their consent at any time by contacting [Sadie Paschke]. If consent is withdrawn, Venture37 reserves the right to either accept or reject the offer.

SECTION 2: TECHNICAL SPECIFICATIONS

1. Scope of Work

The F2F program is closing out in September, and it is seeking services of a video editor to compile some existing footage into an end of project video to relay its success. Some additional video will be necessary of the Program Director, who is based in Arden Hills. The videographer will produce a short documentary from the video footage that will show excerpts of some of the F2F work and impact throughout the course of the project.

2. Suggested Timeline and videos

Deliverable

Deliverable description/specifications

Target Completion Date

Signed consulting agreement

SOW agreed upon and agreement signed

August 11, 2023

Word document with table describing selected video footage

Take stock of existing footage and decide what to use

August 25, 2023

Draft storyboard and script

For the two videos ( full-length ~5 minute video and 30 second abridged video)

September 1, 2023

Final storyboard and script based on F2F suggested edits

Based on F2F suggested edits

September 8, 2023

Filming: Video interview of U.S.-based Program Director in Arden Hills

Shoot video

Week of September 5

Video compilation & editing

Edit and clean video ( 5 days)

September 11-15

First draft of both videos

~5 minute video and ~5 minute video with closed caption and 30 second video and 30 second video with caption

September 15, 2023

Submit final copy of the two videos

Submit both versions (short and long of the documentary video with titles and subtitles summarizing the project impact and successes (4 days)

Sept 25,2023

Submit 10 stills from video footage

Submit at minimum 10 high quality stills captured from the video footage that can be used for social media posts that highlight hosts and volunteers

Sept 25, 2023

• Venture37 will deliver feedback on all drafts within one day.

3. Expected Deliverables

• Table describing selected video footage
• Draft storyboards and scripts for a ~5 minuted and a 30 second version of the video
• Interview footage of the Program Director
• ~5 minute video of final project impact and 30-second version

o Video should capture how the farmer-to-Farmer Food Safety and Quality (F2F FSQ) project has assisted in helping F2F supported agri-businesses to improve food safety ultimately increasing their marketability and access to international and domestic markets and ultimately their profitability, contributing to the larger food system and economy of the country.

Sample videos of the look & feel we’re hoping for:

• Venture37 CD4
• YouTube Farmer to Farmer Videos – These are videos created from the footage that we have.
• Get to Know Land O’Lakes Venture37
• Rooted in this Land: A Flourishing Apple Business in Lebanon

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