Basic Information

Reference Number

0000142022

Issuing Organization

University of Ottawa

Owner Organization

University of Ottawa

Solicitation Type

RFSQ - Request for Supplier Qualifications - Prequalifications (Formal)

Solicitation Number

2018053-RFSQ

Title

Videography Services

Source ID

PU.AC.ON.11752.C97953

Agreement Types

Canada-European Union Comprehensive Economic and Trade Agreement(CETA)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Ottawa

Delivery Point

University of Ottawa

Purchase Type

Duration: 3 years
Option: 2 years

Description

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
- Please provide examples

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
- Travel time (if any)

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]

PART 3 – EVALUATION OF PROPOSALS

3.1 Stages of Proposal Evaluation
The University will conduct the evaluation of Proposals in the following five (5) stages:
Stage NumberTitle of Evaluation Stage
Stage IMandatory Requirements
Stage IIRated Criteria
Stage IIIPrice
Stage IVCumulative Score

3.1.1      Stage I – Review of Mandatory Requirements
Stage I will consist of a pass/fail review to determine which Proposals comply with all of the mandatory requirements as described at Section 3.2 Mandatory Requirements. Proposals which do not comply with all mandatory requirements will be disqualified and not evaluated further.

3.1.2      Stage II – Rated Criteria
Stage II will consist of a scoring, by the University, of each Eligible Proposal on the basis of the rated requirements and their maximum point and weight allocations, as described at Section 3.3 Evaluation of Rated Criteria.

The University will create a shortlist of qualified Proponents to proceed to Stage III. The number of nominated Proponents will be subject to the University’s discretion.

The University reserves the right to waive any irregularities and/or minor non-compliance, by any Proponent, with the requirements of this RFSQ.

3.1.3      Stage III – Price
Stage III will consist on the evaluation of pricing.

3.1.4      Stage IV – Cumulative Score
Subject to the implied rights of the University, the highest scoring Proponents will become the Preferred Proponent and invited to enter into discussions to finalize the terms of the Contract.

The University reserves the right to request additional information from proponents which may include an interview and/or presentation, to the Evaluation Team by shortlisted firms.

3.2         Stage I - Mandatory Requirements (Pass/Fail)
3.2.1      A Proposal must include the following three (3) mandatory forms:
AppendixTitle of Appendix
Appendix BForm of Offer
Appendix CRate Bid Form
Appendix DReference Form (for the company)

Other than inserting the information requested on the mandatory submission forms set out in this RFSQ, a Proponent may not make any changes to any of the forms. Any Proposal containing any such changes, whether on the face of the form or elsewhere in its Proposal, may be disqualified.
3.2.2 Proof of Insurance
By signing the Form of Offer, the Proponent agrees, if selected, to carry insurance as outlined in the Appendix A – Master of Vendor Agreement Sample. The Preferred Proponent must provide proof of such insurance coverage in the form of a valid certificate of insurance prior to the execution of the Agreement or upon request by the University thereafter.
3.2.3 Rate Bid Form – Appendix C (Mandatory Form)
The Rate Bid Form, completed by the Proponent in accordance with the instructions contained below and in Appendix C, provided that the following shall apply:

All rates shall be provided in Canadian funds and shall include all applicable overhead, processing and administrative expenses, travel fees, fuel, parking fees, office support, profit, permits, licenses, labour, insurance and Workplace Safety Insurance Board costs (as per applicable provincial and federal laws such as the ESA, Occupational Health and Safety).
All prices shall be quoted exclusive of the harmonized sales tax (HST) or other similar taxes, each of which, if applicable, should be stated separately.
All prices quoted, unless otherwise instructed in this RFSQ, shall remain firm fixed for the Term of the Contract and any extension year as set out in the RFSQ.
Local travel (within the National Capital Region) and accommodation expenses shall be at the Proponent’s expense.
The Proponent is deemed to confirm that it has prepared its Proposal with reference to all of the provisions of the RFSQ, that it has factored all of the provisions of Part 5 into its pricing assumptions, calculations and into its proposed Pricing.

Pricing information must only appear in the Appendix C – Rate Bid Form. A Proposal that includes conditional, optional, contingent or variable rates that are not expressly requested in the Rate Bid Form may be disqualified.
3.2.4      Mandatory Requirements (Mandatory)
The Proponent must meet the mandatory requirements and provide substantiation of compliance as listed in Appendix E, in order to qualify.

3.3         Stage II - Evaluation of Rated Criteria
Proposals that are deemed compliant in Stage I Mandatory Requirements will qualify to be evaluated further. The evaluation of the rated criteria will be scored out of 80 points.
Rated Criteria for both Service CategoriesPoint Allocation
Proponent’s overview, experience and capabilities as a firm15
Methodology & Project Management10
Personnel Qualification10
Portfolio35
Quality Control5
Accessibility Compliance5
TOTAL POINTS80 points

It is important that Proposals clearly provide all the necessary information so that a thorough assessment of the Proponent’s experience, qualifications and capabilities can be made. Responses and substantiating documentation should be direct and grouped together with an index provided to ensure the Evaluation Team is able to locate particular information.
In the case that contradictory information or information that contains conditional or qualifying statements is provided with respect to a requirement, the University will, in its sole and absolute discretion, determine whether the response complies with the requirements, and may seek clarification from the Proponent. The contradictory or qualifying information may result in the Proponent receiving a low score for that particular rated requirement.
3.3.1      Rated Criteria Response (80 points)
The Proposal should:

Be submitted in a complete, detailed and clear manner;
Include details of the Proponents experience, qualifications, competencies and skills in relation those described in Part 2 – The Deliverables;
Include pertinent details such as years of experience providing similar services to those described in this RFSQ.

The evaluation of the Proposals will be scored out of 80 points. The Proponent’s responses to the rated criteria will be evaluated and Proponents must achieve the minimum score of 48 points out of 80 (Threshold - 60%). Proposals failing to meet such minimum score requirement will not be considered for Stage III Pricing. The evaluation of the Proposals will be based on the scale, scope, depth and pertinence of the Proponent’s experience and expertise in relation to the University’s requirements.

3.4 Stage III - Price:
All Eligible Proposals will be scored based on the Appendix C – Rate Bid Form submissions.
The evaluation of the bid price will be scored out of 20 points:

Rate Bid Form ComponentsPoints
Hourly Rate for all of the items enumerated in section 2.1.2 Service Categories (provide a range of rates – minimum and maximum)
20
TOTAL AVAILABLE POINTS FOR PRICING:20

The below illustrates how points will be calculated - using a relative formula (i.e. by dividing that Proponent’s price into the lowest bid price) for proposed pricing on the Rate Bid Form:

EXAMPLE –PRICING EVALUATION
Proposed PricesCalculationResulting Points
If Proponent 1 proposes on Appendix C the lowest bid price, that Proponent will receive 100% of the possible points.($100 ÷ $100) x 2525
If Proponent 2 bids $125, it will receive 80% of the possible points.($100 ÷ $125) x 2520
If Proponent 3 bids $150, it will receive 67% of the possible points.($100 ÷ $150) x 2516.75

The above evaluation will occur for all pricing components for each Eligible Proponent.

A decision will be made based on the results of cumulative scores and will be followed by the reference checks.

3.4         Stage IV – Cumulative Score
At the conclusion of Stage IV, the scores from Stages II and III will be totaled for each Service category and, subject to the express and implied rights of the University; the highest scoring Proponents in each Service category will become the Preferred Proponents and invited to enter into the Form of Agreement, attached in Appendix A.

Reference checks will be performed to confirm or clarify information provided within the Proposal. The reference checks themselves will not be scored, however the University may adjust rated requirements scores related to the information obtained during the reference check.

[End of Part 3]

PART 4 - TERMS AND CONDITIONS OF THE RFSQ PROCESS

4.1         General Information and Instructions
4.1.1      RFSQ Timetable
The following is a summary of the key dates for this RFSQ process:
RFSQ Timetable
EventDate
Issue Date of RFSQ:January 29th, 2019
Proponent Deadline for Questions:February 12th, 2019
University Deadline for Answering Questions and Addenda:February 19th, 2019
Proposal Submission Deadline:February 26th, 2019
Contract AwardMarch-April 2019

Dates

Publication

2019/01/29 02:08:25 PM EST

Bid Intent

Not Available

Question Acceptance Deadline

2019/02/12 03:00:00 PM EST

Questions are submitted online

Yes

Closing Date

2019/02/26 03:00:00 PM EST

Contact Information

Charles Gosselin

613-562-5800 ext. 1943

cgossel2@uottawa.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
RFSQ and Appendices	RFSQ and Appendices B, D, E with your proposal (Appendices A and F provided as samples)	Yes	No
Appendix C - Rate Bid Form	Appendix C - Rate Bid Form	Yes	No
No entries

Additional Bidding Instructions

Appendix C - Rate Bid Form must be sent in a separate document from your proposal.

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