PART 1 – INTRODUCTION
1.1 Invitation to Proponents
This Request for Supplier Qualification (“RFSQ”) is an invitation to prospective Proponents to submit Proposals for the provision of Videography Services for all the sectors of the University of Ottawa (the “University of Ottawa”), as further described in
Part 2 – The Deliverables.
1.2 Objective
The primary objective of the RFSQ is to procure Services to the University to satisfy its needs as described in Part 2 – The Deliverables. The University is seeking (for full details see
2.1.2 Services):
- Videography Services
- Editing and Production Services
1.3 Background
Founded in 1848, the University of Ottawa (the “University”) is located in the heart of Canada’s capital, with a population of over 45,000 students, teachers and support staff. It is the largest bilingual (English-French) university in the world. The University has ready access to the great institutions of our country. Our advances in social sciences, health, science and the humanities make the University a unique place to learn, grow and excel.
The Communications Directorate (CD) enhances and protects the reputation of the University of Ottawa and supports its strategic vision. We collaborate with faculties and services to promote uOttawa’s values, image and brand.
Over the years, the University of Ottawa has developed a decentralized approach to communications; faculties and services have their own communications and marketing staff. The CD is the flagship of the fleet; we play a leadership and co-ordination role.
The CD tells the uOttawa story to local, national and international media; potential students; key stakeholders, including alumni and donors; opinion leaders; and the general public. We also communicate news and information about the University of Ottawa to faculty, students and staff.
We handle media relations, crisis management, advertising design and placement, brand management and strategic planning for the web, and we develop tool kits, social media strategy, guidelines and much more. To this end, the CD prepares an annual corporate strategy, so that faculties and services can make their strategies consistent with ours.
We offer advice as well as training and support on story-telling, strategic communications and marketing, and navigating the changing media and social media landscapes.
As part of the External Relations team, we develop and execute communications and marketing strategies for the Alumni Relations and Development offices. We play a critical role in helping External Relations engage alumni, raise funds and create a culture of philanthropy on campus
1.4 Type of Agreement
The University intends to enter into Multi-Use List Agreement (Vendor of Record Agreement – VOR Agreement) with up to 10 Preferred Proponents per Service Category proposed by the Proponent, based on the terms and conditions set out in Appendix A of this RFSQ, for the provision of the Services, as described in Part 2 – The Deliverables. The University reserves the right to adjust the number of Preferred Proponents as necessary.
The Term of the Contract is intended to be for a three (3) year period, from May 2019 to April 2022 (the “Term”), with an option to renew for two (2) additional one (1) year period, at the sole discretion of the University.
It is anticipated that the Agreement will be executed in the winter of 2019, and no obligation on the part of the University shall arise until such time as the Agreement is signed.
- Vendor of Record Arrangement (VOR for Standard Services)
The VOR ceiling will be set at $100,000 before taxes for a single one-time mandate request. Any one time procurement valued over this amount will be required to go to an open competitive process.
The University makes no guarantee of the value or volume of work to be assigned to the Provider. At its sole and absolute discretion, the University reserves the right to procure the Services by other means, including an open competitive process or otherwise. The agreement is not an exclusive contract for the provision of the described deliverables.
The second stage invitational competitive process will follow the following thresholds whereby the number of Vendors of Record contacted to provide quotes will be based on the dollar value of the procurement, see the table below.
Procurement value
(not including taxes, all values CAD $)Minimum Number of Vendors of Record to be invited to the Second Stage Selection
$0 up to $10,0001 Vendor
$10,000 up to $50,0002 (if the number of vendors’ VOR permits)
$50,001 up to $100,0003 (if the number of vendors’ VOR permits)
1.6 Addition and Removal from the Vendor of Record Arrangement
The University reserves the right, at its sole discretion, to suspend or remove a Vendor of Record from the VOR list if:
1.6.1 a Vendor never submits candidatures following second stage invitations, three times within a period of 12 consecutive months or
1.6.2 if a Vendor or its resource fails to perform the work as specified in the SOW deliverable, including meeting the milestone or completion dates.
Additional vendors can be placed on the list (for VOR arrangements) at the end of the initial fixed term of three years. The University will post a public notice on Merx inviting new vendors to present a proposal.
1.7 Statement of Work (SOW)
Proponent will be required to complete an individual Statement of Work for each mandate entered into under the Agreement. The SOW will describe the specific Videography services to be provided and will include the following:
- A detailed description of the Videography service to be provided, including a creative brief for each assignment to be provided, and a schedule of deliverables
- The applicable hourly fee and any additional terms and conditions applicable to the service.
The Statement of Work Authorities (Campus Clients) reserve the right to terminate an assignment if the Resource does not achieve the goals set up for that assignment.
1.8 Accessibility for Ontarians with Disabilities Act (AODA)
The University is committed to maintaining the dignity and independence of all members of its employees, its students and all members of the University community. The University is committed to complying with the objectives of the accessibility legislation and in doing so, seeks to ensure that persons living with a disability enjoy free and unhindered access to the University’s programs, goods, services, facilities, residences, communications, events and employment opportunities. See https://www.uottawa.ca/respect/en/understanding-the-law. This commitment involves anyone acting on behalf of the University to meet the University of Ottawa’s obligations under the accessibility legislation. The policy applies to all sectors of the University, including administration, services, teaching and research, and establishes specific standards on customer service, information and communications, employment, procurement as well as built environment.
The Province of Ontario has laws designed to improve accessibility for people with disabilities. As a public-sector organization with 50+ employees, the University must make websites meet WCAG (Web Content Accessibility Guidelines) 2.0 on an ongoing basis.
Under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), the government is moving to a fully accessible Ontario by 2025. The Act systemically addresses barriers to achieve accessibility that is widespread, commonplace and people with disabilities can count on, on a daily basis. At the University of Ottawa, this means our buildings, policies and learning environment must also move to be as accessible as possible in the near future.
Related:
http://www.uottawa.ca/respect/en/accessibility
https://www.ontario.ca/page/how-make-websites-accessible
1.9 Definitions
The following definitions apply:
“Business Hours” means 8:00 a.m. to 5:00 p.m. local time in Ontario, Canada (or specific daily start and finish times as otherwise mutually agreed with the University) of every business day (Monday to Friday), excluding statutory holidays and days in which the University is closed.
“Eligible Proposal” means a Proposal that meets or exceeds a prescribed requirement, allowing it to proceed to the next phase.
“Evaluation Team” means the individuals who have been selected by the University to evaluate the Proposals.
“Preferred Proponent” means the Proponent that the University has identified as the highest-ranked Proponent in accordance with the evaluation process.
“Proponent” or “Proponents” means an individual that submits a Proposal in response to this RFSQ and, as the context may suggest, refers to a potential Contractor.
[End of Part 1]
PART 2 – THE DELIVERABLES
2.1 Scope of Work
The University is inviting established Proponents to provide videography service. The University is seeking professional videographers to produce corporate video, recruitment video, research video, storytelling video, animation video, how-to video, interviews and some event filming. This could be to archive an event to high-quality video.
Our videos are mostly used to raise awareness on the University of Ottawa whether for recruitment or fundraising purposes.
2.1.1 Service Categories
The Selected Proponent(s) shall deliver the following, but not be limited to:
Videography services
The Proponent might be asked:
- Consultation and recommendation
- Meet with the project lead and the client to get a good sense of the project.
- Provide recommendation
- Project management and coordination
- Work with the Project lead in establishing plan of action, storyboards and production calendar, delivery date, etc.
- Coordinate schedule with subject
-
- Corporate video
- To film interviews, campus shots and b-roll as per storyboard
- To provide B-Roll
- On site interview or class
- To film interviews with the University instructors, participants, client stakeholders and other parties; and
- On site event
- To film key session events such as special events, keynote speakers and final presentations offered by the University.
- Creation of specialty video - animation and motion graphics
- Editing and production
- Supply and produce the final high-quality video in both languages (French and English)
- Edit interviews, campus shots, texts and logo provided by the University and b-roll to produce a video as per storyboard
- Produce a video
- Update existing video
- Modify interviews participated by the University instructor(s), participants and client stakeholders; the videos shall be broken down in several segments as instructed by the University authorized personnel; and
- Edit and compile photos into visual record of the classroom session
- All reviews should be done through a sharing platform ie. Frame.io
- Delivery
- Provide a
- Provide all raw footage
- As per Accessibility Compliance - WCAG 2.0 Level A the Proponent must be able to have the capability to do transcription, Closed captioning (CC) and subtitling.
- Other - – the proponent must also provide rates on the following
General requirements set out in Section 2.2, Section 2.3, Section 2.4 and Section 2.5 are applicable to each and every Service category.
The Statement of Work will be emailed directly to the Vendor of record’s representative, and it should be completed and returned within five (5) Business Days of issuance at no cost to the Client, or otherwise agreed upon with Clients.
The University may require additional services for future needs related to videography services.
2.1.2. Resources Roles and 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;
• Perform the work using their own equipment such as camera, lighting, audio and editing (including software) equipment and all other related equipment
• Supply other equipment not listed above, where necessary, to complete the Work.
2.2 Level of Effort
The service provider must be capable to work on or off-site, as required, according to the University’s needs and pre-determined schedule, following the Employment Standard Act of the province of Ontario.
2.3 Required Qualifications
Each proposal will be evaluated and scored in accordance with the following evaluation of resource mandatory and rated technical criteria, as set in Appendix E.
2.4 University Project Authority and SOW Authority
2.4.1 The Services shall be performed under the authority and direction of an Assistant Director, Creation and Brand or a University’s manager.
2.4.2 The Statement of Work (SOW) authority will have the responsibility to identify the temporary service needs, request quotes from Vendors and prepare individual Statement of Work for each engagement entered into under the Master Service Agreement.
2.5 Business Environment
2.5.1 Location and Working Schedule
The resources shall be available to work on the University of Ottawa premises or on another location as required by the project or the assignment.
The resources shall normally work within the hours of the University:
- (normal business hours), unless otherwise agreed upon (ex.: during the weekend, in the evening, early morning) by the Contractor and the Statement of Work Authority.
Travel will not be required, unless agreed upon by the Contractor and SOW Authority.
2.5.4 Parking
Parking fees on the University of Ottawa premises are not an admissible disbursement and shall be paid by the Proponent.
[End of Part 2]
