Request for Proposals: IVLP Video Library

RFP Issuance Date: November 19, 2021

RFP Submission Due Date: December 12, 2021

View this RFP as a PDF: RFP PDF

Meridian is seeking proposals for four videos for use in the International Visitor Leadership Program Video Library.

About the Program

The U.S. Department of State’s (DOS) International Visitor Leadership Program (IVLP) seeks to build mutual understanding between the United States and other nations through short-term visits to the U.S. for current and emerging international leaders in a variety of fields. Each year approximately 5,000 International Visitors come to the U.S. on the IVLP. With the help of a dedicated network of community-based non-profit organizations, the IVLP has introduced more than 225,000 International Visitors to communities throughout the United States. More than 500 IVLP participants have become chiefs of state or heads of government.

Currently, most IVLP exchanges are occurring virtually.

Guiding Program Values

  • Strengthen U.S. engagement with foreign countries through people-to-people exchanges that reflect IVLP participant professional interests and support the foreign policy goals of the United States.
  • Enhance IVLP participants’ understanding of U.S. values through professional, educational, and cultural programs that bolster democratic principles and encourage strong civil society institutions, human rights, and independent media.
  • Create opportunities for business, professional, and academic collaboration between IVLP participants and professional resources in the United States.

The U.S. Department of State (DOS) leads America’s foreign policy through diplomacy, advocacy, and assistance by advancing the interests of the American people, their safety and economic prosperity.

Meridian International Center (Meridian) is a non-profit organization that promotes international understanding through the exchange of people, ideas, and the arts.

About the Videos

Meridian is soliciting competitive proposals for four videos: three 5-7 minute videos and one 12-15 minute video.  The videos will primarily be viewed by participants independently, on their phones or laptops. The longer video may be watched in small groups on a larger screen. All videos may be used as a departure point for deeper conversations among IVLP participants in group discussions. The videos are intended for general use in current and future IVLP programs.

  1. Video 1) The Pre-Departure Briefing will provide necessary guidance to IVLP participants prior to their in-person program. This 5-7 minute video will include: Basic program information, what to expect, project partners and their roles, project components and activities, advice and tips. The video production team will provide feedback and work with Meridian and DOS to finalize an existing script. The video will include photos and video clips (some provided) that demonstrate the connective and immersive nature of the IVLP, the geographic and cultural diversity of the U.S., and notable IVLP alumni.

      Completion Date: April 22, 2022

  1. Video 2) The Anti-Discrimination and Harassment Briefing (about 5 - 7 minutes) will educate international participants visiting the U.S. on laws, policies, and norms regarding discrimination, sexual harassment, and cultural norms relating to the principles of respect, individual rights, communication, and professionalism. The video production team will incorporate content and suggestions provided by Meridian and our partners to develop a script.

      Completion Date: April 22, 2022

  1. Video 3) The U.S. Cultural Norms and Customs video (about 5 -7 minutes) will prepare IVLP participants visiting the U.S. for “culture shock” and provide an overview of cultural norms, principles, practices, and values in the workplace and informal settings. This video may include brief clips with program alumni or partners.

       Completion Date: Aug 31, 2022

  1. Video 4) The Understanding the U.S. Experience and Culture video (about 12-15 minutes) will serve as a starting point for international participants’ exploration of the U.S, focusing on civil society, touching on concepts and the historical significance behind democratic participation, civil and human rights advocacy, and civic engagement in the U.S. This video will provide background information pertaining to each of these general areas and encourage further exploration of key and related concepts during the participants’ U.S. program. Video will include interviews/commentary from subject matter experts (partners of Meridian and DOS).

       Completion Date: September 30, 2022

Scope of Work

  • Produce four videos as described above in close consultation with Meridian and DOS. This may include:
    • Conceptualization
    • Storyboarding
    • Scriptwriting
    • Production, including interviews, narration/voiceover, B-roll (could include open source and archival materials), some materials (video and photos) will be provided by DOS, revision and approval opportunities for Meridian and DOS.
    • Post-Production, including music selection, editing, graphics, captioning and audio descriptions, and approvals.
  • The video may consist of interviews on location, narration, and B-roll.
  • Video production team will coordinate closely with Meridian and DOS throughout the process.
  • DOS will maintain editorial control and ownership of content.
  • The video must be approved by DOS, including video scripts and drafts.

Technical and Functional Requirements

The final product must include the following:

  • Video must be formatted to be compatible with mobile devices.
  • The video must meet DOS’s accessibility requirements and must be 508 compliant, including open captions and audio descriptions.
  • The video must meet DOS’s ECA design and communications guidelines.
  • Final video must have the option to add translated close captions in additional languages. Please include a cost estimate for adding translations, which would be provided by Meridian/DOS.
  • The production team must be able to advise on and obtain permits, as needed, to film on location in locations determined in coordination with Meridian and DOS. Production team must provide copies of all legal documents including crew and narrator agreements, licenses of archival materials and music, filming permits, and release forms for people in the film, and E&O insurance, including any DOS-specific release forms.

Deliverables

As detailed in the above Scope of Work (Section 3), the selected video production team will:

  • Produce four videos, as detailed in Section 3 and meeting the technical requirements in Section 4 above.
  • Provide Meridian and DOS partners with regular updates and drafts for comment and approval during production. Please include a proposed workplan with timeline in proposal (see Section 7).
  • Provide DOS with raw footage for potential use in future DOS projects.

Contractual General Terms

  • Meridian reserves the right to accept or reject any quotations, cancel the bidding process and to reject all quotations at any time prior to the award of the contract.
  • Meridian is not responsible for any costs incurred during proposal development.
  • The videos are the property of U.S. Department of State only and must always be freely accessible to DOS.
  • Meridian will keep a record of all submitted proposals as reference.
  • All potential offerors/vendors agree to adhere to Meridian’s following privacy policy: https://www.meridian.org/meridian-privacy-policy/
  • Proposals must remain valid for a period of 90 days from proposal submission.

Requirements for Proposal Preparation

Please submit all questions regarding this RFP by Thursday, December 9 at noon Eastern Time. Submissions are due by Sunday, December 12, 2021. Selection and notification will occur as soon as possible.

Please include the following in your submission package:

  • Narrative: Short narrative describing relevant experience. Please note experience, if any, working with the federal government, particularly the U.S. Department of State.
  • Key Personnel: Resumes for any key personnel to be assigned to the project.
  • Workflow and Timeline: Detailed workflow and proposed timeline to complete the video by the dates outlined above, including time for Meridian and DOS reviews and feedback.
  • Portfolio Samples: Examples of similar work (and corresponding project summaries, including timeframe).
  • Budget: Cost and resources projections, including type of proposed contract (e.g., fixed fee, time and materials), resources needed, estimated hours needed, and proposed pay schedule.

Evaluation and Award Process

Meridian will select the winning submission based on the following criteria:

  1. Alignment of experience and expertise, including producing similar services and working with similar clients.
  2. Alignment of proposed services, including demonstrated understanding of requested services in RFP, clear methodology, workplan and proposed activities.
  3. Deliverables and Timing are reasonable and meet the requirements of this RFP.
  4. Staffing has the necessary industry and technical skills, experience, and availability.
  5. Budget and fee structure is reasonable and appropriate with proposed activities and expenses accurately identified.

Contacts

Questions and proposals regarding this RFP should be submitted to csproposals@meridian.org.