REQUEST FOR QUALIFICATIONS (RFQ)
VIDEO PRODUCTION SERVICES
Newtown Township Bucks County
100 Municipal Drive Newtown, PA 18940
Proposal Submittal: Proposals must be submitted to Newtown Township, Attn: Township Manager, per the Submittal Instructions Section of this RFQ.

ALL PROPOSALS MUST BE RECEIVED BEFORE 4:00 PM ON MONDAY, MARCH 10, 2025. LATE PROPOSALSWILL NOT BE ACCEPTED.

Newtown Township reserves the right to reject any or all proposals, to waive any component in anyproposal, and to select the proposal that best meets the Township’s needs.

1. BACKGROUND/INTRODUCTIONNewtown Township (“Township”), Bucks County, a Second Class Township, which operates under a 5-member Board of Supervisor – Manager form of government, is seeking qualifications and proposalsfrom qualified firms (“Consultant”) to provide video production services for the bi-monthly Board of Supervisors meetings.
2. PURPOSEThe purpose of this Request for Qualifications (“RFQ”) is to solicit competitive proposals from qualifiedfirms to provide broadcasting and video production services. The Township currently broadcasts public meetings to Comcast, Verizon, and YouTube feeds.
3. GENERAL INFORMATION
A. This RFQ does not commit the Township to pay costs incurred in the preparation of a response. The Township reserves the right to accept or reject the combined or separate components of this proposal inpart or in its entirety.
B. All responses to the RFQ shall become the property of the Township. Applicants who wish to retrievedocuments submitted as part of the response to the RFQ may do so only after Consultant selection.
C. All costs incurred in the preparation of the proposal, the submission of additional information and/orany aspect of a proposal prior to award of a written contract will be borne by the respondent.
D. The Township reserves the right to reject and replace any and all subcontractors, and reserves the right to approve all subcontractors.
RULES FOR PROPOSALS The signer of the RFQ must declare in writing that only the person, persons, company or partiesinterested in the proposal as principals are named therein; that the proposal is made without collusion with any other person, persons, company or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud; and that the signer of the proposal has full authority to bind the responding entity. 4. SCOPE OF SERVICES Newtown Township seeks a video production fi rm that is experienced and equipped to provide the following services, including but not limited to:
• Advise the Board and Manager or his/her designee on all matters pertaining to broadcasting information on cable television and YouTube feeds to the public for information purposes.
• Prepare broadcasting equipment prior to each meeting in conjunction with agenda items.
• Attendance at Board of Supervisor meetings (generally, 2 nd and 4 th Wednesday of each month, starting at 7pm)
• Produce a visual and audio production using the Township owned audio visual equipment.
• Ability to work with Township Staff to achieve a high quality end product.
• Ability to recommend upgrades and improvements to the Township owned AV equipment.
• Ability to troubleshoot and manage technical diffi culties with Township owned AV equipment, and to resolve issues in a timely , satisfactory, manner.
5. SUBMITTAL INFORMATION AND DEADLINE Written proposals in accordance with the specifications and directions provided herein must be received no later than 4:OO pm on Monday, March 10, 2025. Proposals must be sealed and clearly marked “Proposal for Video Production Services” on the exterior of the envelope and addressed to: Township Manager, 100 Municipal Drive, Newtown, PA 18940. Proposals received after the date and time specifi ed in this RFQ will be rejected by the Township as non-responsive.
6. SUBMITTAL REQUIREMENTS Respondents desiring to respond to the RFQ shall submit an original and two (2) copies of the proposal, marked on the outside ‘RFQ FOR VIDEO PRODUCTION SERVICES.” Service fees and hourly rates shall be submitted with the proposal. All submission materials shall also be provided electronically, via a thumb drive. The proposals shall include the name of the respondent. In order to be considered, a proposal must be submitted no later than 4:OO pm on Monday, March 10, 2025 to the attention of the Township Manager.
Responses sent by telephone or email will not be accepted. It is the sole responsibility of each proposer to ensure that its proposal reaches the Township by the time and date specifi ed. Once opened, all responses become the public record and will be available to the public for review. The following information should be included in the submitted RFQ.
A. Letter of Introduction – Briefly describe the firm, including its history and number and location of offices; the name, address, email and phone number of the contact person as well as a summary of the respondent’s understanding of the scope of services and overall approach to providing those services. The letter should be signed by an officer or principal of the respondent’s firm authorized to bind the firm of all commitments made in the proposal.
B. Experience and Qualifi cations – Describe any and all relevant experience and qualifi cations including specifi c certifi cations and licensures.
C. References – Provide at least three (3) references that may be contacted for verifi cation of the respondent’s experience and qualifi cations with municipalities in Pennsylvania; preferably second-class townships in the Greater Philadelphia Region.
D. Rate and Service Structure – Provide the comprehensive fee schedule for personnel and services.
E. Legal – Describe any lawsuits fi led against the fi rm during the past fi ve (5) years.
F. Insurance Requirements – All required insurance must be current and up to date in advance and renewed annually. A consultant may not work for Newtown Township until the appropriate insurance has been provided and approved by the Township Solicitor. This shall be verifi ed by Township staff .
7. CONSULTANT SELECTION The Township will review the responses to the RFQ and decide as to the most responsive, best suited, and most qualifi ed to provide the services requested. A limited number of candidates may be selected for interviews with the Township’s Board of Supervisors and Manager, after which the consultant will be appointed by the Board of Supervisors. Generally, the selection criteria will include, but is not limited to:
• The responsiveness to the specifi c needs of the Township and an understanding of the services to be provided.
• Experience, expertise and knowledge particular to the Township’s needs, in providing services of a similar nature.
• The skills, education, experience, and “fi t” of the consultant assigned to the Township
• References
• Cost
8. METHOD OF PAYMENT The selected Consultant shall submit monthly invoices, separated by project, to the Township for the services rendered in that month. The invoices shall include a summary as well as a detailed breakdown of the tasks, personnel, the hours and hourly rates.
9. REGULATIONS The selected Consultant shall be expected to comply with all applicable federal, state, and township regulations and contract provisions.