Project Overview Minnesota State is soliciting proposals from qualified vendors to provide video production and post-production services for the Educational Development and Technology (EDT) unit in the division of Academic and Student Affairsand related statewide initiatives during the following fiscal years FY26 (December 1, 2025-June 30, 2026) FY27 (July 1, 2026 - June 30, 2027) FY28 (July 1, 2027 - June 30, 2028) FY29 (July 1, 2028 - June 30, 2029) The successful vendor will partner with Minnesota State to create engaging, accessible, and high-quality video content to support: Minnesota State Board of Trustees Awards for Excellence Teaching and learning initiatives Faculty and staff training and development Student success and recruitment stories System-wide digital storytelling campaigns Videos will range from short-form (1–3 minutes) social and web segments to longer-form (5–15 minutes) informational and promotional features. Technical/Functional Requirements The selected vendor will provide the following services Pre-Production Meet with EDT staff to plan and define video objectives, audiences, and key messages. Develop storyboards and scripts for each project. Manage project timelines and deliverables using a collaborative tool. Create scripts as needed. Production Film interviews, b-roll, and on-location footage at Minnesota State colleges, universities, and other Minnesota sites. Ensure all visuals meet current brand standards including accessibility and inclusion (e.g., diverse representation, ADA compliance). Obtain and track photo/video release forms for all individuals filmed. Post-Production Secure voice talent as needed for videos Edit videos using industry-standard software (e.g., Adobe Premiere Pro, Final Cut Pro, or DaVinci Resolve). Provide graphics, lower-thirds, animation, and licensed background music as needed. Deliver final videos in multiple formats optimized for social media, websites, and broadcast. Supply SRT closed-caption files and accessible transcripts. Supply audio description (AD) files Delivery and File Management Provide final production packages Provide editable project files and raw footage upon completion. Store and share content securely in a system-approved cloud repository. Vendor Qualifications Demonstrated experience producing high-quality educational, corporate, or public-sector videos. Capacity to manage multiple concurrent projects across multiple locations. Experience with accessible video production (captioning, audio description). Strong storytelling, interviewing, and narrative development skills. Proven ability to deliver on schedule and within budget. Commitment to data privacy, security compliance, FERPA, accessibility, and confidentiality. Budget Depending on demand, the budget for this contract is anticipated to be up to $50,000 per fiscal year of the contract. Respondents should provide a detailed budget proposal that includes the following: Budget Narrative Include a brief narrative explaining how the budget supports the scope of work and ensures delivery within the proposed timeline and budget cap. Itemized Breakdown for each Technical/Functional Requirement Include a line-item budget that details costs for: Pre-production (planning, scripting, storyboarding) Production (filming, travel, equipment) Post-production (editing, graphics, voice talent, captioning, audio description) Delivery and file management Rate Structure Provide hourly or daily rates for key personnel (e.g., videographers, editors, producers). Additional Costs Identify any anticipated additional costs (e.g., travel, licensing fees, cloud storage). Selection Process The selection process includes System Director of Educational Development and Technology, Program Director for Technology Integrated Learning, and Program Director for Educational Development. This group will evaluate the proposals and make the final decision. Evaluation Factors The criteria by which proposals will be evaluated using the following include, but are not limited to, the following: Expressed understanding of the proposal Work samples Relevant experience, including higher education experience and with multi-layered organizations Preference, targeted group, economically disadvantaged business and individuals Preference, service disabled, veteran-owned business and individuals The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Adherence to Minnesota State Terms and Conditions. A statement of the objectives, goals, and tasks to show or demonstrate its view and understanding of the nature of the contract 5 Work Samples A description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. 25 Cost/Value Include a brief narrative explaining how the budget supports the scope of work and ensures delivery within the proposed timeline and budget cap. Include a line-item budget that details costs for: Pre-production (planning, scripting, storyboarding) Production (filming, travel, equipment) Post-production (editing, graphics, voice talent, captioning, audio description) Delivery and file management Include any additional hourly or daily rates for key personnel (e.g., videographers, editors, producers, talent). Additionally, identify any anticipated additional costs (e.g., travel, licensing fees, cloud storage). 40 Qualifications of the Respondent and its personnel. An outline of the Responder’s background and experience with examples of similar work complete by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. 30 Total: 100 Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective December 1, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be fourty-three months (June 30, 2029). If Minnesota State and Respondent are unable to negotiate and sign a contract by January 15, 2026, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFP date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.
