USAID/RDMA RFP 001/2014: Video Coverage for the USAID Forward Experience Summit

01/2014, November 22, 2013

Video Coverage for the USAID Forward Experience Summit 
January 13-17, 2014
25th Fl, Athenee Tower  
Closing Date: December 13, 2013
63 Wireless Road, 
Bangkok 10330, Thailand
Closing Date for Proposal: December 13, 2013 – 5pm Bangkok Time


Description of Requirements

The United States government, represented by the U.S. Agency for International Development (USAID), invites qualified companies/individuals to submit technical and cost proposal of the services specified below. This is to support the operation of USAID Regional Development Mission Asia in Bangkok Thailand.

Questions regarding this RFP and proposal submission shall be via email to by the time/date specified above.

The award of a contract hereunder is subject to the availability of funds. Issuance of this RFP does not constitute an award or commitment on the part of the U.S. Government, nor does it commit the U.S. Government to pay for costs incurred in the preparation and submission of a proposal.

A. Purpose:

To select the best company/individual to provide the services of capturing and creating professional quality videos to feature presentations and activities during the USAID Forward Experience Summit 2014 (Summit), from o/a January 13 to 17, 2014, at the Asia Regional Training Center (ARTC) located at the USAID Regional Development Mission for Asia (USAID/RDMA), in Bangkok, Thailand.  The aim is to reach a wider audience online after the Summit and maximize the event’s outcomes to the fullest extent possible.

B. Background:

USAID/RDMA will host an “Experience Summit” for USAID Forward at the ARTC in Bangkok from o/a January 13 to 17, 2014. This training will bring together USAID development professionals from around the world to promote and institutionalize the recent successful efforts by USAID to implement reforms and improve effectiveness in the areas of talent management, monitoring & evaluation, local solutions, and science, technology, innovation & partnership, collectively referred to as “USAID Forward.” The primary learning objectives of the Summit will be to foster a robust dialogue around the reforms and their implementation, distill lessons learned, build synergies, share best practices and exchange new ideas and innovations. Individual sessions will focus on horizontal learning and maximize peer-to-peer exchanges with real examples and case studies. The presentations, ideas and experiences shared at the Summit will be made available post-event to a wider USAID audience using innovative technologies and multi-media.

C. Video Recording:

The Summit is a large-scale event with at least 100 participants. The Summit will have numerous “speakers” who will present their work to the audience. The speakers may present their topics using various formats including PowerPoint presentations, videos, panel discussions, group discussions, etc. The Contractor will be required to capture all of the activities during the presentations, edit selected sessions as determined by USAID, and create professional quality videos for online dissemination. The end products will be uploaded onto a Summit website for access by a wider audience within USAID. The Contractor will also be required to ensure that all final videos are engaging and cinematic, making viewers feel that “they have the best seat in the conference room.”   

D. Milestones:

The required task consists of five phases;

1.  Planning Meeting: At least one time during the period of o/a December 15-20, 2013, the Contractor will be required to meet with USAID to discuss scope and requirements of the task to ensure the Contractor understands the objective of the event and what is expected. On this same occasion, the Contractor may take the opportunity to survey and assess the location to prepare for the subsequent set-up.

2.  Setup and Preparation: From o/a January 6-10, 2014, the Contractor will be allowed access to the facility for preparation, equipment setup and test runs. The Contractor is responsible to ensure that all equipment necessary to complete the task is set up, tested and ready to operate smoothly by o/a Friday, January 11, 2014.

3.  Filming: During the Summit, the Contractor will adequately record the all presentations and ensure video and audio are of high quality. USAID will provide a suitable work environment during business hours throughout the course of the Summit at the ARTC, to include power outlets and logistical support.   

4. Production: Approximately two weeks after completion of the Summit, from o/a January 18-31, 2014, the Contractor will work independently to edit selected sessions as determined by USAID. The Contractor and USAID will remain in close communication for any questions or issues that may arise.

5. Finalization: Between o/a February 3-7, 2014, the Contractor will present edited videos to USAID for comments, revisions and finalizing of the deliverables. If there are necessary edits required, this phase will be extended to allow sufficient time for additional revisions. All deliverables are due to be ready for dissemination no later than February 14, 2014. All materials developed will be the property of USAID and are not for use or distribution by any other entity.

E.  Schedule:

1. Deliverables: The Contractor will record and produce professional quality videos in a web-supported format that will allow for them to be easily uploaded onto a website. The videos will be recorded either by two or more cameras from different spots in the conference room.  The final products are expected to be both engaging and cinematic.

i.                    Visual quality: The videos will combine the presentation substance, the presenter’s intent and the audience’s attention together. All of these elements will be incorporated to provide the best video quality, providing different angles of the conference room during each session, including close-ups, wide, medium and reverse-shots over the presenter’s shoulder, and/or showing the audience

ii.                  Audio quality: Final products will have high quality and clear soundtracks accompanying the videos

2. Timetable: The Contractor will produce samples of deliverables sometime between o/a February 3-7, 2014, for testing and quality check. Subsequently, final products will be made ready and delivered to USAID for dissemination by February 14, 2014.

3. Payment: USAID will pay the Contractor a fixed price in two equal installments at the following milestones: the successful conclusion of the Contractor’s attendance and recording of the Summit at the ARTC, and delivery of the final videos in a format and quality to the satisfaction of USAID.


The selection criteria will be based on the following factors;

a) Detailed cost proposal (45%)

b) Past performance - (55%)  All interested parties must demonstrate previous works that are relevant to the required services. Proposals should include a brief description of how the Contractor operates, computer programs that the Contractor uses to edit videos. Letters of recommendations, appreciation or other evidence from previous customers shall be submitted for consideration as part of the proposal.


Friday, November 29, 2013 - 1:00pm

Last updated: December 06, 2013