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OCALI RFP for Video Production Services

The Ohio Center for Autism and Low Incidence (OCALI), a program of the Educational Service Center of Central Ohio (ESCCO), is seeking proposals for the production of a groundbreaking online video-based training series designed to provide instruction in social and behavioral interventions for those who work directly with individuals with autism spectrum disorder (ASD).

Download Video Production Services RFP (PDF)


Questions

GENERAL PROJECT:

Q: Are you only seeking local Ohio companies for film production, or are you willing to work via Skype in conjunction with face-to-face meetings?

We are seeking applications from companies who have a physical presence in Central Ohio.

Q: Are the timeline dates and delivery process open for discussion based on film schedule needs?

The timeline for delivery of modules remains fixed and non-negotiable.

Q: Did you conduct a pilot module? If so, who was your partner?

Yes, we worked with LIVE Technologies on the production of our pilot module.

Q: In regards to 2015 Renewal, do you have any idea what the scope of your work might be in the 2015-2016 calendar year compared to the 2014-2015 calendar year?

We are not able to estimate the volume of work at this time.

Q: As long as we can come up with an approach that would meet your budget requirements, would you consider working with a group that is not local?

OCALI would prefer to work with a partner located in Central Ohio.

 

CONTENT DEVELOPMENT:

Q: In the RFP, one of OCALI’s roles is developing content for the modules. Are those general outlines or actual scripts?

OCALI has developed narratives which provide the instructional content required for each module and interview questions which will solicit necessary talking points from film participants. Scripts will be developed as needed through a collaborative process between OCALI and the vendor.

 

FILMING AND EDITING:

Q: Please describe the OCALI ‘in-house video production' capabilities.

OCALI has the following equipment as part of its production suite:

Cameras

  • 2 Blackmagic 4k Camera’s w/ various prime and telephoto lenses
  • Tripods and Monopods for both
  • 1 Blackmagic 2.5 pocket cinema w/ Prime lens

Sound

  • 5 Sennheiser wireless microphone trans/receiver
  • Boom for microphone
  • 6 Wired Sennheiser microphones
  • Zoom H6 Recorder w/ extra xlr inputs
  • Various Mixers
  • Heil PR40 w/ disk mount
  • 3 Countryman lapel microphones

Lighting

  • 2 Arri tungsten light kits with stands
  • 1 ikan LED light kit with variable temperature w/ stands /Anton Bauer Battery
  • 1 extra ikan variable with variable temperature / stand / Anton Bauer Battery
  • 2 led camera mount led lights.
  • 1 reflector

Portable Studio

  • Blackmagic ATEM 1 M/E Production Studio 4k
  • Blackmagic Hyperdeck Studio 4k
  • Blackmagic 4 slot SSD drives thunderbolt
  • Blackmagic UltraStudio 4k
  • Mackey 12 channel mixer
  • Behringer Ultramatch Pro
  • Rackmount UPS
  • Blackmagic 17 in LCD Screen
  • Teradeck Tx encoder / transmitter
  • 2 IDX CW3 Wireless HD Video Transmission System
  • 3 Anchor push to talk headphones
  • ikan ipad based teleprompter w/ remote
  • 2 ipads on for teleprompter on for viewing recordings
  • 27 in LCD display w/ stand for remote viewing

Q: Would filming be primarily in Central Ohio - or would filming be needed Statewide?
Q: Are you looking only to film around your home base, or can videos be produced in other areas in addition to Ohio?

We plan to film primarily in Central Ohio but will conduct some filming across the state. No filming will occur out of state.

Q: How many days of shoot are required to gather all of the material for each individual module?
Q: The RFP says that OCALI will provide a camera operator for a portion of the field and studio shoots. Could you estimate what percentage of total shoot time and/or days that would include?
Q: Would we only be responsible for field shoots or should we anticipate participating in the studio interviews as well?
Q: Does OCALI expect to use its own studio for all, or just some recording?
Q: in the OCALI Role section, the RFP states that OCALI will provide a studio for recording select interviews; and a camera operator for some of the field and studio shoots. Please clarify so that we can include proper budget estimates for the number of shoot days where the vendor will be providing crew/equipment and studio facilities.

Based on our experience with the pilot project, we have estimated approximately 60 days of field shoots for the project. Applicants should assume 100% of this responsibility in proposals.

The filming that occurs on-location will be specific to the individual strands (i.e. early intervention/early childhood, school-age, transition/young adulthood) but will not be specific to an individual module. In other words, video footage captured on any given day can be used across several modules within a single strand.

Applicants should assume that 100% of studio filming will be absorbed by OCALI. However, if relevant, applicants can provide costs associated with studio filming at their location as an addendum to the Cost Proposal.

Q: Do you feel that some of activities we are to shoot warrant/or would benefit a 2-camera approach? If so, please describe.

Yes, as determined in collaboration with the vendor and in consideration of budgetary constraints.

Q: Under Video Production Partners section/Filming and Editing/Upload unedited raw footage with metadata tags: Could you explain a little more about this step? Would we be uploading all raw footage? How extensive would you want the metadata to be?

If the selected vendor has the necessary capabilities, then we would expect that to be the role of the vendor. Otherwise, OCALI can manage the process. The metadata tags will be limited to categories such as location, date, subject, etc. More specific logging of video footage will be conducted by the OCALI team.

Q: How would OCALI prefer to review rough cuts? Options include viewing them at our office, or delivering a time-coded digital upload that you can view remotely, or DVD .

We would prefer to view rough cuts remotely from the OCALI office.

Q: What is OCALI’s sign-off/approval process once the editing has begun?

The process will be determined in collaboration with the vendor and taking into consideration the unique needs of this instructional video project.

Q: Can you provide an approximate breakdown of what the 30 online video modules (45-90 minutes) will consist of:

  • # of “chapters”
  • types of video (rough proportion)
    • interview
    • home setting
    • one on one (specialist with student in a controlled setting)
    • classroom (if any)
    • other

Our charge is to provide instructional content related to specific practices used in work with individuals with ASD. This content must be presented in an easy-to-understand, engaging format which will be determined in collaboration with our video production partner.

OCALI has not established a standard for the quantity or length of module chapters.

The types of video will vary by strand, i.e. early intervention/early childhood, school-age, and transition/young adulthood. Estimates are based on the information we have at this time and will be impacted by the filming partnerships that we are able to secure. Interviews can be conducted in any of the settings listed below.

  • Early intervention/early childhood: 50% education center (one-on-one, group, and whole class), 40% home, 10% community environment (e.g. playground)
  • School-age: 60% school/education center (one-on-one, group, and whole class), 30% home, 10% community environment
  • Transition/Young Adulthood: 30% school/education center (one-on-one, group, and whole class), 30% work site, 30% home, 10% community environment

Q: Do you anticipate most of the footage being planned or highly structured?

OCALI will work closely with the creative team and filming crew to develop shot lists based on our content narratives. This information will also be shared with the filming partners, e.g. schools and families, so that our time on-site can be as productive as possible. That said, we are filming in dynamic environments and cannot predict the human interactions that we will observe.

Q: Do you anticipate needing any classroom field shoots or will you be pulling students out for one on one experiences with practitioners and therefore filming outside of the classroom?

We anticipate the need for both.

Q: To maximize efficiency, do you feel it will be possible to group filming in week-long blocks?

OCALI remains open to recommendations from our video production partner.

Q: Can you tell us what platform you are using?

OCALI has extensive experience hosting professional development websites and has developed the online platform from scratch.

Q: Do you see the 45-90 minutes being made up entirely of video? Or will you be creating instructional modules that consist of a combination of print, video and other resources that viewers would be engaging with as part of an instructional module?

OCALI wants to provide a multimedia experience extensively, but not exclusively, focused on video. We seek input from our video production partner on the most effective approach to instruction via this format.

Q: Is the OCALI graphic designer creating all graphics for video modules? Is the OCALI graphic designer creating animations. (In other words, do we need to budget at all for graphic design or animations.)

OCALI’s graphic designer will be heavily involved in this project and produce the majority of the graphics and animations. However, given the potential volume of work, we seek a video production partner with strong graphic design capabilities and a desire to work collaboratively with our graphic designer to complete the project according to the timeline.

Q: Do you have a sense of the types of photographs and the anticipated # required to support this effort?

OCALI does not have an estimate as this will depend on the project plan.

Q: If there is an expectation for the Supplier to provide animation, can you tell us what types of animations you are imagining here (the complexity)?

Animations will be fairly simple, 2D illustrated graphics.

 

COST PROPOSAL:

Q: Are you satisfied with only receiving daily labor cost for basic team (producer, camera op, boom op and editor) and their basic equipment?

Q: Under cost proposal you have “please include regular and overtime rates”. We would normally include a list of itemized services and totals but not generally hourly rates. Is that a problem?

Q: Which would OCALI prefer?
1. A line item rate (i.e. hourly rate by crew assignment and equipment required).
2. Daily rate (based on a typical 10 hour day) for crew assignment and equipment required /edit suites, etc. .
3. More general line items (i.e. single line item total for all Pre-Production....single line item total for all Videography....single line item total for all Editing ) ?
4. 'Cost-efficiencies...'. Would this refer to line item $ discounts? How we combine crew assignments? Other factors?

We’re willing to be flexible on the presentation of the Cost Proposal. Applicants may provide cost estimates based on the approach commonly used in their proposals and billing of clients. OCALI will be looking for sufficient details to explain how applicants plan to use resources, how the total project cost has been calculated, and how project costs will be managed and tracked throughout implementation.

Q: ’In-kind donation of services....'. Does this refer to discounts or no-charge line items for this project? Would it also include in-kind donations we have offered in the past to organizations related to autism education and awareness?

It refers to the former, not the latter.

Q: When an overall budget is approved, does OCALI allow for variables as situations present themselves (possible overages)?

OCALI has established $400,000 as the cap on cost estimates for this project proposal. Similarly, we will set a “not to exceed” expectation for the contract.

Q: Does OCALI prefer to pay in benchmarks (i.e. after each 9 videos are delivered, per schedule on page 2) , or one invoice when complete?

OCALI prefers to pay in benchmarks.

Q: If you are willing to work with out-of-state companies, should travel costs be added to the Cost Proposal?

Not applicable.