Video Production Services

13 March 2024 Video Production Services Arizona State University is requesting sealed proposals from qualified firms or individuals for Video Production Services for its athletic events. 13 March 2024 Open 3/13/2024 12:00 PM MST Type Request for Proposal Close 4/5/2024 12:00 PM MST Number RFP-202403 Currency US Dollar Sealed Until 4/5/2024 12:00 PM MST 13 March 2024 Contacts Brennon Carlson Brennon.Carlson@asu.edu 13 March 2024 Commodity Codes Commodity Code Description 82-01 Broadcasting/Communications 13 March 202413 March 202413 March 202413 March 202413 March 202413 March 202413 March 202413 March 202413 March 2024 mailto:Brennon.Carlson@asu.edu Arizona State University’s Athletics Department is requesting sealed proposals from qualified firms or individuals that are capable of providing live video production services for its various athletic home events. Other

Important Information: For the purposes of the RFP, the buyer is Brennon Carlson, email brennon.carlson@asu.edu Bid Open Date: March 13, 2024 12:00pm MST. Deadline for Inquiries: March 22, 2024 12:00pm MST. Bid Close Date: April 5, 2024 12:00pm MST. The Bid Opening Information Meeting will be available via Zoom at 12:00 p.m., April 5, 2024 12:00pm MST. *Meeting URL: https://asu.zoom.us/j/6750852101?omn=81493256123&from=addon *Attendance in this meeting is not mandatory. Description https://asu.zoom.us/j/6750852101?omn=81493256123&from=addon Required to View Event Prerequisites Required to Enter Bid 13 March 2024 1. Proposers must download the attached "Single Point of Contact" document, complete the information, and upload the completed document in this section. 2. Review the Instructions to Proposers 3. Review the Intent, Background and Term of the RFP 4. Review the Pre-Proposal Conference information 5. Review the Evaluation Criteria instructions 6. Review the Small Business & Small Disadvantaged Business Information 7. Review the Cooperative Agreements Information 8. Review Sustainability Requirements 9. Complete the attached Mandatory Certifications and upload in this section 10. Review the Proprietary/Confidential Statement instructions. 13 March 202413 March 202413 March 202413 March 202413 March 202413 March 202413 March 2024 Buyer Attachments 1. College Basketball Camera Map.docx 2. Fall Sports Camera Map.docx 3. Spring Sports Camera Map.docx 13 March 202413 March 202413 March 202413 March 202413 March 202413 March 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1NDM0LTE1ODA0NzU1NjRDb2xsZWdlIEJhc2tldGJhbGwgQ2FtZXJhIE1hcC5kb2N4&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1NDM0LTE1ODA0NzUwMjFGYWxsIFNwb3J0cyBDYW1lcmEgTWFwLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE1NDM0LTE1ODA0NzUwNzZTcHJpbmcgU3BvcnRzIENhbWVyYSBNYXAuZG9jeA%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1.1: Scope of Work Instructions: 1.1.1 The successful proposer shall provide live video production services that are compliant with streaming requirements for various home intercollegiate athletics contests. For the sake of this RFP, video production services shall include the provision of all staffing, equipment, cabling, and accessories necessary to produce a live video production of intercollegiate athletics events. Please provide your response to each requirement listed below by indicating your ability to meet each. 1.1.2 Proposer must be capable of providing live video production services for ASU athletic events. The minimum number of home events for the 2024-2025 period is fifty (50) events, and for 2025-2026, a minimum number of one hundred and twenty (120) events. The number of events is subject to change based on event and broadcast scheduling. 1.1.3 Specific events in which live video production services will be required have not been determined at this time and are dependent on the scheduling requirements of the Big 12, ESPN, and ASU. Proposer must be capable of providing live video production services on short notice. Please explain your ability to accommodate such request and indicate what a typical notice will require (i.e. number of days, event considerations, etc.). 1.1.4 Proposer must be capable of providing video production services for the minimum following athletic events: 1) Women’s Soccer; 2) Men’s and Women’s Basketball; 3) Baseball; 4) Softball; 5) Women’s Lacrosse; 6) Women’s Volleyball; 7) Wrestling; and 8) Women's Gymnastics. Please indicate if you are able to support all events and if not, identify which sports you are unable to support. 1.1.5 Proposer will comply with workflow formats provided by ASU. 1.1.6 Proposer will comply with in-game formats to ensure high quality production services. 1.1.7 Proposer will provide all graphics and text elements in compliance with ESPN’s graphic’s package requirements for the purpose of proofing and quality control. 1.1.8 Proposer will not independently produce or distribute ASU Athletics content without the prior written consent of ASU. 1.1.9 Proposer will provide 72 hours advance notice in the event of circumstances that might compromise a broadcast (i.e. short staffing, equipment issues, etc.). 1.1.10 Video footage will be considered the property of ASU and will be provided by the conclusion of the next business day and no later than within five (5) business days of the event’s completion. 1.1.11 Proposer will reasonably cooperate with ASU to identify events where ASU will provide its own personnel to supplement or replace any staffing requirements on a case by case basis. 1.1.12 Proposer must be capable of providing the full equipment and staffing (staffing requirements are located in the “Digital Ad Service” column) stipulated in the attached Fall Sports Minimum Specifications Document. Please note there are three individual tabs in the worksheet for Soccer, Volleyball, and Field Hockey. The Fall Sports Camera Map can be found in the Buyer Attachments section of this RFP. Additionally, while ASU does not have specification and camera map documentation for Wrestling and Women's Gymnastics, ASU anticipates the requirements to be similar to those required for Soccer. 1.1.13 Proposer must be capable of providing the full equipment and staffing (staffing requirements are located in the “Digital Ad Service” column) stipulated in the attached College Basketball Minimum Specifications Document. The College Basketball Map can be found in the Buyer Attachments section of this RFP. 1.1.14 Proposer must be capable of providing the full equipment and staffing (staffing requirements are located in the “Digital Ad Service” column) stipulated in the attached Spring Sports Minimum Specifications Document. Please note there are two individual tabs in the worksheet for Baseball and Softball, and Women’s Lacrosse. The Spring Sports Map(s) can be found in the Buyer Attachments section of this RFP. 1.1.15 In addition to the specification requirements provided in the previous questions, proposer shall be responsible for the provision of all cabling necessary of camera and talent booth runs. No patch panels are available. 1.1.16 As a secondary element to this RFP, ASU is currently investigating broadcasting opportunities for its Hockey Team, which would likely not be governed by ESPN broadcasting requirements due to ASU’s Hockey Team being part of a separate conference, the National Collegiate Hockey Conference. Explain your ability to accommodate additional requests for video broadcasting services that may fall outside of the traditional ESPN model (i.e. linear broadcasting). 13 March 202413 March 202413 March 202413 March 202413 March 2024 1.1.17 Proposer should provide a brief summary of any other value-added services or programs which may contribute to the overall value of your proposal, including but not limited to: Training, Industry Partnerships, Support of ASU’s Charter and Goals, Support of sustainable development, veterans’ affairs, initiatives in support of women, wellness, and our changing regional demographics, Support and enhancement of ASU’s reputation as an innovative foundational model for the New American University, Commitment to provide significant financial and non-financial support for the University and its signature programs. Group 2.1: Proposer Qualifications Instructions: 2.1.1 The University is soliciting Proposals from Proposers which are in the business of providing services as listed in this RFP. Failure to include any requested information may be grounds for rejection of the Proposal. 2.1.2 The proposer shall present evidence that the firm or its officers have been engaged for at least the past five (5) years in providing the highest level of video production services as listed in this Request for Proposal. 2.1.3 Provide at least three (3) client references that speak to your ability to perform the services required under this RFP. At a minimum, please be sure to explain the scope of services, length of relationship, volume of events, and any value-add services provided to your client references. 2.1.4 Indicate your ability to provide video production services of a broadcast-quality to ASU’s Athletics Department to be made available to broadcast outlets and for use on ASU’s website(s). 2.1.5 Please provide details regarding the qualifications of your key personnel that would be supporting/providing the services. 2.1.6 Please indicate what criteria you utilize to qualify personnel from both professional and personal background perspectives. 2.1.7 Describe your ability to provide all game footage to ASU Athletics in a short time frame following each broadcast. 2.1.8 Explain your ability to ensure adequate staffing and equipment are available when multiple events require live video production services concurrently. 2.1.9 Describe your ability to provide the required equipment specified within this RFP, as well as expand on your ability to respond to growing demand as it is anticipated that the need for video production services will expand to additional sports within the next 1-2 years. 2.1.10 Describe your ability to provide the required staffing specified within this RFP, as well as expand on your ability to respond to growing demand as it is anticipated that the need for video production services will expand to additional sports within the next 1-2 years. 2.1.11 Describe your ability to provide technical assistance with various video production related projects, as needed. 2.1.12 Describe the ability to share staff scheduling plans and how far in advance of an athletic event in order to guarantee adequate coverage. 2.1.13 Describe how ASU students may be incorporated into the video production staffing in order to provide learning experiences. 2.1.14 Explain how ASU personnel may be incorporated into commentator roles when ASU personnel are available. 2.1.15 Explain how equipment and other personnel may be incorporated into the video production services to supplement and/or replace the services provide by your company, as resources become available. 2.1.16 Describe any minimum technical requirements that you require ASU to be compliant with to ensure you are successful in providing the video production services referenced within this RFP. 2.1.17 Please explain your ability to transmit video to ESPN and other potential outlets. 2.1.18 Please provide a general outline of key events that need to occur, identification of responsibility, and timeline for completing such tasks to ensure efficient rollout of live video production services by the Fall of this year. 2.1.19 In reference to the ASU Hockey Team example addressed in question 1.1.16 under the Specifications/Scope of Work, please explain your experience in providing video production services that may fall outside of the ESPN format (i.e. linear broadcasting). 13 March 202413 March 202413 March 202413 March 202413 March 2024 2.1.20 Disputes/Litigation. Describe the material issues of any current patent or copyright lawsuits or any other legal actions against Proposer including, but not limited to, parties of dispute, description of technology involved, equipment affected, jurisdiction, and date of legal complaint. Describe litigation disputes for the past 5 years related to similar projects or Proposer’s ability to perform. Group 3.1: Pricing Schedule Instructions: 3.1.1 Proposer shall submit a detailed cost proposal to include all aspects of providing the services associated with this Request for Proposal. It is preferred that pricing be provided on a per event (i.e. per soccer event, basketball event, etc.) basis with defined costs for the equipment and each staff requirement with the intent of understanding the transparency of costs should ASU determine on a case by case basis to provide staffing to supplement or replace specific staffing roles. 3.1.2 If ASU agrees to reimburse vendor for any travel expenses, all reimbursable travel expenses must be authorized in writing by ASU in advance of the planned travel and must be consistent with ASU Financial Services Policy FIN 421-01, www.asu.edu/aad/manuals/fin/fin421-01.html. If ASU agrees to reimburse vendor for any expenses, vendor will submit all receipts and any required backup documentation to ASU within 60 days after the applicable expenses were incurred. ASU will not be required to reimburse Licensor for any expenses, invoices, or receipts for expenses received after that time. Proposer must acknowledge and accept this provision. 3.1.3 Any pricing and/or revenue offerings in a Proposal may be considered a final offer by the University, whether stated as amounts or percentages, and/or whether or not offered on an all-or-none basis, unless otherwise specified in the Proposal. The University may accept or reject in part or entirely a Proposal’s pricing and/or revenue offerings, unless otherwise specified in the Proposal. A Proposal’s pricing and/or revenue offering may not be modified after Opening unless the University, at its sole discretion, permits such modification. The University may reject any Proposal in which the pricing and/or revenue offering does not conform to the prescribed manner and method in this RFP. Proposer must acknowledge and accept this requirement. 3.1.4 Method of Payment & Discount for Early Payment. Each Proposal shall indicate whether Proposer will: a.Accept payment via credit card at the time of purchase without assessing credit card fees; b.Offer an early payment discount (and describe the offering); c.Accept payment via another method that may be an economical alternative for the University. Group 4.1: Sustainability Questionnaire Acknowledgement Instructions: 4.1.1 Arizona State University integrates sustainability into procurement practices to advance our commitment to sustainability. Please review the attached practices and acknowledge you have reviewed the options. Group 4.2: Supplier Sustainability Questions Instructions: 4.2.1 Sustainability is embedded in our organization's overall purpose, vision, mission and strategic goals. 4.2.2 Our organization uses annual metrics to determine sustainability goals and projects. 4.2.3 Annually measures: Water Usage 4.2.4 Annually measures: Energy 4.2.5 Annually measures: Greenhouse gas emissions (GHG) 4.2.6 Annually measures: Waste 4.2.7 Annually measures: Sustainable Purchasing 4.2.8 Based on metrics, we have a staged plan to expand upon sustainability programs within our operations. 4.2.9 We can show how we have publicly advocated for sustainability as a market force for progress in our industry, in the past year. 4.2.10 Provide a summary on programs related to diversity, inclusion or social equity? 13 March 202413 March 202413 March 202413 March 202413 March 2024 4.2.11 Please provide a summary of any value added sustainability programs, including but not limited to: (A) Support of ASU’s Sustainability Goals (https://cfo.asu.edu/sustainability-goals-and-vision); (B) Sustainability focused position(s); (C) Sustainability product and service reporting capabilities Group 4.3: Sourcing Sustainability Instructions: Current sustainability scope for products and services: We actively address these product and service sustainability issues in the sourcing and supplying of our services/products. (Check all that apply.) 4.3.1 Environmental impact issues 4.3.2 Employee impact issues 4.3.3 Community/ethical issues Group 4.4: Leadership in Sustainability Instructions: 4.4.1 An executive is responsible for sponsoring and overseeing the integration of sustainability into all organization processes. 4.4.2 Sustainability goals are championed by roles dedicated to sustainability. 4.4.3 Sustainability goals are championed and supported by staff through sustainability engagement teams, training, courses, and organization events. 4.4.4 We share our best practices, guidance, tools, etc. with others in the sustainability focused community. Group 5.1: ASU's Terms and Conditions Instructions: 5.1.1 I have read and agree to ASU's Terms and Conditions located at https://www.asu.edu/purchasing/pdf/Stand_TsCs_Provisions.pdf. If "NO", you will be required to submit exceptions with justification and alternate language. Proposals that are contingent upon any changes to these mandatory terms and conditions may be deemed non-responsive and may be rejected. 5.1.2 All exceptions must be submitted with justification and alternate language, and MUST be submitted with the submittal. In no event is a proposer to submit its own standard contract terms and conditions as a response to this Request for Proposal. 5.1.3 I have read the attached ASU insurance requirements and all requirements will be met. 5.1.4 All exceptions to insurance must be submitted with justification and alternate language, and MUST be submitted with the proposal. Group 6.1: Proprietary/Confidential Statement Instructions: 6.1.1 Per pre-requisite instructions, If you are submitting any information you consider to be proprietary or confidential, you must create a password protected zip file and upload the document along with a justification in the appropriate area within this RFP. In an email outside of the RFP, send the password directly to the Buyer referencing the RFP number, Brennon.Carlson@asu.edu. If the Deputy CPO concurs, this information will not be considered public information. The Deputy CPO of Procurement is the final authority as to the extent of material, which is considered proprietary or confidential. Pricing information cannot be considered proprietary or confidential. Proprietary or confidential information must be submitted per the Instructions to Proposers. Any watermarks, footnotes, copyright or reference to proprietary or confidential throughout the submitted proposal will be disregarded as boilerplate markings. I have read and understand. 6.1.2 If you have proprietary or confidential information, upload the password protected zip file here and email the Buyer with the password. For each individual document you've included in your zip file, with the exception of Financial Statements properly submitted via the instructions provided (if applicable), you MUST provide a justification explaining for why this is considered proprietary and confidential to your business. Please provide this information via the file attached. If no justification supporting your submitted Proprietary and Confidential information is enclosed, the request will be disregarded. 13 March 202413 March 202413 March 202413 March 202413 March 2024 Product Line Items Product Line Items There are no Items added to this event. 13 March 202413 March 202413 March 202413 March 2024 Service Line Items Service Line Items There are no Items added to this event. 13 March 202413 March 202413 March 2024