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Request for Quotes: Business Awards Videography Services for the Medicine Hat & District Chamber of Commerce

Request for Quotes: Business Awards Videography Services for the Medicine Hat & District Chamber of Commerce


Request for Quotes: Business Awards Videography Services
For the Medicine Hat & District Chamber of Commerce

 Background

The Medicine Hat & District Chamber of Commerce is a member-driven, volunteer-led organization working to stimulate a strengthened and vibrant economy in our region through our connections, support and influence. Our vision is to be the most unified, valued and influential business network in our community. 

The Chamber of Commerce also provides many benefits to the business community, one of which is recognition. The Chamber is proud to recognize business success in our region through the annual Business Awards. Held annually in conjunction with National Small Business Week, the Business Awards provide recognition for exceptional Medicine Hat and Area businesses, with many local nominees moving on to be recognized and compete at the prestigious Alberta Business Awards of Distinction hosted by the Alberta Chambers of Commerce. Businesses and organizations can be nominated in 14 different categories, with winners being chosen by various adjudicating committees who meticulously review and grade the applications submitted to select the best possible recipient based on the information provided. With anywhere from 500-600+ attendees, the Chamber’s Business Awards has become one of, if not ‘the’, largest event of its kind in southern Alberta.

This year’s event will be held in a virtual format due to current pandemic restrictions; therefore attendance and event hosting would be performed virtually. In the case of restrictions lifting, the Chamber aims to coordinate smaller ‘watch-parties’ for attendees.

The Medicine Hat & District Chamber of Commerce is inviting quotes from interested parties who are qualified to provide videography services for pre-event deliverables and post-event deliverables each outlined below. The recording space will be provided by the Chamber (ex. Chamber boardroom); however, location is currently to-be-determined as we are working within pandemic restrictions and protocols. 

It is the intention of the Chamber to award a contract to one or more bidders who are members in good standing with the Medicine Hat & District Chamber of Commerce.

Videography Service Requirements

The Medicine Hat & District Chamber of Commerce requires the following:

 Pre-Event Deliverables:

  • Video recording and production of award nominee videos (50-60). Each nominee would say a little bit about their business and any thank you messages.
  • 1-1.5 min produced video (award winners only – 14) with some graphic elements included (business logo and award category). The Chamber will provide the required content.
  • Unedited files for all of the nominee videos (50-60)
  • Estimated 20-30 min appointment time for each nominee. The Chamber will be in close communication with the nominees and will be assisting with the coordination of the filming appointments in terms of reminders of important deadlines and contact information.
  • The Chamber would like to refer our major event sponsors to the event videographer for any potential video needs regarding pre-recorded event content. The number of major event sponsors can varies (usually 4-5).

Post-Event Deliverables: 

  • Event-highlight video. Taking the event recordings and other event content to build a 5-7 minute highlight video showcasing the award winners, sponsors and participants. This video lives on the Chamber’s website and YouTube channel.
  • 30-second highlight video. This is for the purpose of sharing through the Chamber’s social media channels, direct emails, and YouTube channel.
  • Deadline November 30, 2021

Video services would include all of the following costs if required:

  • Licensed background music
  • Any graphic creation or graphic purchases
  • All editing, corrections and final digital copy

The awarded bid must comply with the following timelines:

  • May - Initial meeting between video service provider and Chamber representative to discuss video concept, filming schedule and event details. .
  • June-September – Meeting with nominees for filming
  • September 10 – Completion of all video work with final copy provided to the Chamber
  • November 30, 2021 – Event highlight video provided to the Chamber

Other Proposal Requirements

Please provide the following:

  1. Per video fee for the sponsor videos.
  2. Total cost for pre and post event deliverables
  3. Video portfolio of similar work.
  4. Any possible in-kind or contra service arrangements requested.
  5. A minimum of three references.

Acceptance, Rejection or Selection of Proposal

The Chamber expressly reserves the right to reject any or all proposals, to waive any informalities or irregularities in the proposals, and to accept that proposal which is in the best interest of the Chamber.

The following criteria will be considered in the selection of the successful proposal:

  1. Member in good standing with the Medicine Hat & District Chamber of Commerce
  2. Evidence in proposal that the candidate understands the scope of the services to be performed.
  3. Experience of the firm.
  4. Quality of the portfolio.
  5. Creativity of the proposal with priority given to proposals that include a video submission or video samples/portfolio;
  6. Costs quoted to perform the specified services, including in-kind opportunities.

Duration

The contract will be from the time of the awarding of the proposal until completion of the project and final submission of video content. Prices bid must be held firm for the duration of the contract.

Incurred Proposal Costs

The Chamber is not liable for any cost incurred by bidding companies prior to the issuance of an agreement or contract.

Unacceptable Work

If the Firm fails to comply with any of the terms of this proposal, the Chamber may terminate the contract.

Response Date for Proposals: Friday, May 14, 2021 at 4:00 pm

In order to be considered for selection, proposals for services must be received in a sealed envelope clearly marked “Videography Services” at the Chamber of Commerce office, 413 6th Avenue SE, Medicine Hat or emailed to events@medicinehatchamber.com no later than 4:00 PM on Friday, May 14, 2021.


Questions and communications regarding this Request for Quotes may be submitted in writing by email up to seventy-two (72) hours prior to the closing time and date to: Events Coordinator, Medicine Hat & District Chamber of Commerce events@medicinehatchamber.com.


No other representative of the Chamber is to be contacted regarding this Request for Quotes. The Chamber accepts no responsibility for, and the Bidder agrees not to rely upon, any verbal or written statements or representations from any other person, whether or not employed by the Chamber.

Contact Information:
Events Coordinator
events@medicinahatchamber.com
403-527-5214 ext 221

413 6 Ave SE, Medicine Hat, AB, T1A 2S7

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