OPEN RFPS

Questions and Answers related to Videographer RFP

Q: For each segment video, a Regional Director, a Lawmaker and the Award Recipient will be interviewed or speak to camera?  There may be a case manager as well?  So, when scheduling this, all three or four must be scheduled - hopefully in the same day for cost savings.

A: That is correct, the goal is that they are all able to join the recording session at the same time to have them both interact together and record their remarks, to get all players together in the same recording session to knock it out.

Q: You mention 20 minute sessions…?  Is that the expected length of each video.

A: The edited clips should run no longer than 5 minutes, many times they are not over 3. 20 minute recording sessions are a suggestion for scheduling slots!

Q: Therefore, each recording will take 20 minutes or so to be edited down to 5-minute segments. Who will decide on which specific remarks will make it to the final 5-minute cut?

A. That is correct, we would expect the videographer to edit the video down to a reasonable length and to decide on which portions to include.

Q: For the event, you need playback, a large screen and a camera person filming people at the event?  Sort of documentation?  Do you need additional cameras recording live speakers?  

A: The recordings are the remarks for the presentation – an emcee will introduce a region, the clip will play and then the on-site emcee will introduce the next region – the video clip for that region will play, etc. We typically ask someone from the recording agency is on site to help coordinate the playing of the videos. The screen/tech will be set up in Heritage Hall, but you will need equipment for playback. In the past we have had the event recorded so the entire presentation could be uploaded online, we would ask the responding agency to bring that as well.

Q. It appears we are helping create 11 different honoree videos with multiple voices for each. Assuming the flow of your RFP with 4 different voices, that equates to 44 different interviews, is that correct?

A. Technically, yes, I would refer you back to the example videos sent in the RFP to show what a typical recording session will look like.

Q. Will Michigan Works! Association be managing and handling the 44 different schedules, locations and stories? Or is that something our team would do?

A. That is something the responding agency will do. We can provide a list of the which individuals are needed for each segment and their contact information, but the scheduling/recording/editing would be on the responding organization.

Q. Do you have a creative direction you would like to go or explore? I am assuming you do not want the interviews and final pieces to look like an 8th grade theater production, correct?

A. That is correct, we would like the videos to be polished, professional and touching. I would refer you back to the example videos sent in the RFP email for an idea.

Q. Do you have a budget in mind? The RFP shows that budget accounts for 45% of your decision process with an additional 35% allocated to experience. 

A. We are a small, non-profit organization and budget is one of our highest considerations – our cost last year was $10, 945 for all aspects related to the proposal.

Q. Honoree Locations: Will the 11 honoree videos be filmed in different regions across Michigan? If so, please provide an overview of the regions. This information is crucial for our planning, as we intend to film each participant on-site, which will involve travel.

A. All recordings will be conducted virtually over Zoom or another platform. The only on-site portion of the contract would be on-site coordination day of the event in Heritage Hall - Capitol building in Lansing, MI.

Q. Filming Method: The example videos appear to have been produced primarily using Zoom. Would you prefer to continue with this approach for this year's awards, or are you open to our team filming each participant in person and or on Zoom?

A. We are open to filming in person as long as budget allows. We have usually gone with Zoom due to more ease of scheduling and reduced cost.

Q. Timeline: When is the date of the award ceremony?

A. Thursday April 24, 2025 from 11AM-2PM.

Q. What is the required deadline for the completion of all final videos?

A. April 9, 2025

Q. For the recording sessions, would you prefer a consistent backdrop/setting for all interviews to maintain visual cohesion across segments, or should each region's story be filmed in their local environment to showcase different parts of Michigan? We see creative potential in either approach.

A. In the past, we have used the background that the recording participants already have (office, lounge, even a car). We are open to artistic license for consistency.

Q. Looking at the scheduling complexity with legislators, regional directors, and award recipients, could you confirm if there's a preferred recording window during March when most legislators might have more scheduling flexibility? This could help us optimize our production schedule.

A. Session Days are the best times to schedule (Tues-Thursday) during the week.

Q. For the on-screen graphics package (lower thirds, region identifiers, transitions), does Michigan Works! have specific branding guidelines we should follow? We want to ensure our design elements align perfectly with your visual identity.

A. We do have brand standards. Those can be shared upon contract.

Q. Regarding the event documentation at Heritage Hall on April 24th - beyond capturing the full program for online sharing, are there specific moments or interactions you'd like us to prioritize?

A. There will be - there will be participants at the event in person and there are always touching interactions between them and the staff of Michigan Works! Agencies that have assisted them. We enjoy capturing those candid moments.

Q. From past experience with these Impact Awards, could you share what types of stories tend to resonate most powerfully? This would help us plan our interview approach to best capture those meaningful moments while keeping within the 3-5 minute final segment length.

A. The most impactful stories are those that showcase how the participants were able to overcome personal and professional struggles with the assistance of the Michigan Works! Staff and programming. We enjoy celebrating the successes that they have accomplished and see how their lives have transformed because of their new employment/training/community. Anything to showcase the immense value of the Michigan Works! System and its programs.

Q. In terms of the (RFP) proposal for the Michigan Works 2025, Annual Impact Awards Videography – do we have the option of sharing video links (samples of work) within the proposal. Or does everything have to be housed on the website?

A. Yes, you can share samples of work within the proposal.

Q: After reviewing last year’s gallery of images for this event, it appears individuals are photographed holding award plaques. Are these plaques given to the participants during the show at Heritage Hall? Are they relevant to providing you with a quote for this ceremony?

A. The award winners are given awards at the event, however, we contract with a photographer that will be on site to take those staged photos. We would not need those particular services from the videographer.

Q: Will this shoot with all participants be taking place in a central location such as an office, conference room, or other setting, or will we be required to relocate for all interview questions and answers?

A. We anticipate that these will be done over Zoom or a similar software, so there would be no need to relocate. Participants will be logging on from their locations and be recorded over the virtual meeting space.

Q: Who will be asking questions, and will the interviewer be on camera at any time?

A. We would ask the videographer to ask the questions/guide the structure of the videos. In the past, the interviewer was never featured in the completed videos.

Q: Is a teleprompter required?

A. I do not believe a teleprompter would be required.

Q: Is there a script which has the prepared questions?

A. The Michigan Works! Association will provide talking points for each individual on screen. We will also have a prepared introductory script to welcome all participants and give an overview of the reason for the recording and the awards/event. We make every effort to have a Michigan Works! Association staff-person on the recordings to give that introduction and be there for technical support, but do rely on the videographer to prompt with questions/stay on task/stay in order, etc.

Q: Will there be any breaks, or intermissions during the event?

A. We do not have any intermissions. The event kicks off at 11:00am with live introductions and remarks and then the recordings begin to play. The awards are presented as the show is commencing - think that a regional video is played and then the group goes over to the photo wall while the next regional video is played. We play through until the videos conclude.

Q: How many people will be in attendance?

A. Around 150

Q: When would we get the names and contact information of the individuals needed for each segment?

A. After contract is signed. We intend to have an introductory call to go over specifics and any other questions and provide the contracted organization with that information at that time.

Q. Do you need closed captioning for the videos?

A. We have not had closed captioning in the past, but would be open to see that as part of the bid for accessibility.

Q. Do you have a budget in mind for the project?

A. We are a small, non-profit organization and budget is one of our highest considerations – our cost last year was $10, 945 for all aspects related to the proposal.

Q. Reviewing the previous year's program, I see that, while most of the interviews are conducted remotely, there are some that are shot in-person.  For the 2025 awards, are you looking to have some on-site production done?  If so, which areas?

A. We do not anticipate any in-person recordings this year. We do represent 16 regions and not all members utilize our contracted videographers service. Those that appear to be in-person were recorded outside of the scope of our contract.