Basic Information

Reference Number

0000102371

Issuing Organization

York University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

P19-042

Title

Videography Services for SEEC

Source ID

PU.AC.ON.322261.C100755

Agreement Types

Broader Public Sector (BPS)

Canada-Chile Free Trade Agreement (CCFTA)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Duration: 3 years
Option: Two (2) twenty-four (24) Months

Description

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3

Description:
Objectives
York’s SEEC, Schulich School of Business Department is inviting established Proponents to perform videography related services in support of SEEC’s program delivery and marketing efforts. By achieving this objective, SEEC expects to:

Enhance SEEC’s client experience by filming client class sessions, interviewing participants and creating video records of each event;
Incorporate videos as an integral part of the seminar offerings;
Rejuvenate SEEC’s web site with informative and constructive video clips with interviews of facilitators and industry thought leaders; and
Create presentations and course material for subsequent broadcast to participants that would include filming of facilitators.

York’s intention is to select and establish a primary and secondary Proponents to provide services for the term indicated in Section 6.6 - Term. The primary Proponent shall have first right of refusal for any Work requested. If the primary Proponent cannot provide services for whatever reason, the secondary Proponent shall provide York with the Work as described in this Request for Proposal.
The following is intended to clarify the scope of work for this Request for Proposal. It is not to be construed as a complete listing of Work to be performed during the Agreement.
The projects will be done on an on-call basis. There is no work commitment on York’s part.
Background
Videography services are increasingly being used by SEEC in the delivery of courses and events surrounding its custom client programs. Participants are given access via CD or online communities to a video library of these events after the programs are completed.

SEEC also requires videography services for interview and marketing purposes. For Proponent’s information, approximately ten (10) custom long programs (multi-day, multi- module over period of five (5) to six (6) month) require videography services annually. SEEC’s participants range from managers to senior executives coming from a cross functional business areas across the country. The average class size of each program varies from twenty-five (25) to thirty (30) participants.
SEEC also hosts approximately five (5) major leadership events per year. Each event consists of approximately 120 to 150 managers/senior executives and is expected to be one (1) to three (3) days in length.
In addition to the above, SEEC offers roughly five (5) to ten (1) public long programs to its clients’ management staff. SEEC expects twenty-five (25) to thirty (30) participants per program.
Deliverables
The Selected Proponent(s) shall deliver the following, but not be limited to:

Videography services
- Take video of selective portions of classroom sessions at SEEC’s requests;
- Conduct and record interviews with SEEC’s instructors, participants, client stakeholders and other parties; and
- Film key session events such as special events, keynote speakers and final presentations offered by SEEC.
Film editing services
- Edit and turn captured classroom videos into brief representative segments; these videos will be posted on SEEC’s online portal;
- Modify interviews participated by SEEC’s instructor(s), participants and client stakeholders; the videos shall be broken down in several segments as instructed by SEEC’s authorized personnel; and
- Edit and compile photos into visual record of the classroom sessions.
Production services
- Supply and produce the final presentations in a form of high quality premium DVDs for SEEC’s participants and the client stakeholders. The Selected Proponent shall provide the DVDs; and
- Produce various items for storing, distributing or sharing videos/photos, as required (e.g., USB keys, CDs, etc.). A soft copy of the film with a digital link must be given to SEEC within one (1) week of the shooting date. Hard copies of the film shall be available within three (3) weeks immediately after the completion of such class session/event. Each DVD shall be packaged with the following minimum requirements:
  - York’s logo (SEEC/SSB’s Logo, to be provided by York);
  - Title, name and imprints (to be provided by York); and
  - Product guarantee for a minimum of one (1) year from defect.

Proponents’ Responsibilities
The Selected Proponent shall be responsible for the following, but not limited to:

Ensure all staff performing the Work have appropriate and versatile business casual attire; York will supply name tags;
Perform the work using their own equipment such as camera, camcorder, tripods, and all other related equipment;
Prepare their own lighting and related equipment and fixtures;
Operate their own audio recording equipment;
Utilize their own editing equipment including applicable software applications; and
Supply other equipment not listed above, where necessary, to complete the Work.

Timelines
The Work is expected to commence on September 1, 2018. The exact start date will be discussed with the Selected Proponent(s) after the award is made.
SEEC expects the Videographer(s) to work fifty (50) to seventy (70) days per year. On average, each work assignment is approximately half a day to five (5) days in lengths. SEEC will attempt to provide a two-week advance notice prior to an event/class. However, in the event of an unexpected event, the notice will then be given five (5) days in advance.
York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/

Pricing and Payment Terms are available on the MERX website, respectively.

Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.

Estimated Quantities:
Available within the RFP Documents.

Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca

Submission Deadline:
July 24, 2018 at 3:00:00pm EST (Local Time)

Public Opening:
Not Applicable.
Conditions for Participation:
Available within the tender document.
Mandatory Submission Requirements:

Executive Summary & Qualifications
Timetable/Work Plan
References/Past Experience
Pricing Schedule
Section 9.0 – Acknowledgement

Complete submission requirements are provided within the RFP documents.

Scored Submission Requirements:

Mandatory Requirements
Qualifications, Experience
Approach
Scope of Work
Financial Evaluation; and
Short-Listed Proponent Presentation

Complete submission requirements are provided within the RFP documents.

This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.

Delivery Date:
Service implemented by a tentative date of September 1, 2018.

Duration of Agreement:
The initial term of the Agreement shall be for thirty-six (36) months, with two (2) optional twenty-four (24) month extensions.

Additional Options:
Available within the tender document.

Negotiation:
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Responses must be submitted in English.

Proponents should note that information contained within this notice is subject to change. Proponents are encouraged to download the tender document which contain the most current information.

If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.

Dates

Publication

2018/06/28 02:41:22 PM EDT

Question Acceptance Deadline

2018/07/16 11:59:00 PM EDT

Questions are submitted online

Closing Date

2018/07/24 03:00:00 PM EDT

Contact Information

Parminder Rull

416-736-2100 ext. 20688

prull1@yorku.ca

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

All Proposals and accompanying documents must be uploaded electronically at the appropriate project on https://yorku.bonfirehub.ca. York will NOT accept hard copy Proposals.

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