VIDEO PRODUCTION SERVICES FOR 2025 CANADA DAY CELEBRATIONS REQUEST FOR PROPOSALS
1. INTRODUCTION
Resonate XM, on behalf of the City of Summerside, is seeking proposals from qualified video production service suppliers to provide specific video capture and broadcast upload services, per details below, for selections of the outdoor 2025 Canada Day Celebrations scheduled on July 1, 2025 in Summerside, PEI.
2. SCOPE OF SERVICES
The selected provider must be onsite June 30, 2025 for set-up and on July 1, 2025 for a live show, to capture a pre-determined selection of video content from the outdoor mainstage between 8:00 – 9:30 PM. The provider must also have the capability to export and upload a maximum five-minute clip in real time to a pre-determined source, for national broadcast purposes.
Services will consist of a multi-camera live shooting of a musical performance with a large audience at night. An opportunity for rehearsal shoot (with no audience) will be provided during rehearsal and sound checks on June 30 or July 1.
Onsite crew should include producer, director and multi-camera unit crew (suggested includes one switcher, five camerapersons, technical assistants, CCU, EVS operator, two audio). Alternate recommendations or solutions may be open to discussion based on the supplier’s previous experience.
Equipment should include a small unit with switching, five live camera\lens kits (three hards + two portables), control and recording, audio booth, communications, jimmy jib\steady cam\dollies, drone. The City will provide Internet\high capacity fiber connection or satellite uplink. Alternate recommendations or solutions may be open to discussion based on the supplier’s previous experience.
Final product uploaded must require no editing nor audio mix and be broadcast ready. Delivery of the recorded segment will be via internet files, with master program stereo mix on tracks 1 and 2, and audience separate on tracks 3 and 4.
The supplier will also be required to attend planning meetings (can be virtual if the supplier is not local) with the event production team prior to the onsite event day, in order to predesign the plan to ensure seamless delivery and execution.
3. SUBMISSION REQUIREMENTS
Interested providers must submit a proposal that includes the following:
1. Company Overview – Description of the company, experience, and work.
2. Scope Capabilities – Confirmation that the requirements for capture, export and upload can be met in real time.
3. Work Samples – At least five selections of work samples featuring live performances (please limit samples to 10 minutes or less, or indicate timing to view in videos submitted if longer).
4. References – At least two client references for similar projects.
5. Fee Structure and Payment Terms – Pricing for services including costs for staffing, equipment, travel and any additional charges. Please outline costs per item\service and not one lump sum where possible, as well as payout policies.
4. EVALUATION CRITERIA
Proposals will be evaluated based on the following criteria:
● Work Quality – Video, audio and editing quality in samples provided.
● Cost & Fee Structure – Competitive pricing and transparency of fees.
● Experience & Reputation – Track record delivering similar services.
● Location – Preference will be given to suppliers from Prince Edward Island, if all other evaluation criteria is met.
5. TIMELINE & SUBMISSION DETAILS
● RFP Release Date: April 11, 2025
● Submission Deadline: May 5, 2025
● Shortlist (additional info may be requested at this point): May 6-7, 2025
● Selection Announcement: May 10, 2025
● Planning Meetings: May & June 2025
All proposals must be submitted electronically to Tanya Gallant: tanya@resonatexm.com with the subject line: “RFP Submission – Canada Day Video Production Services”.
The City of Summerside nor Resonate XM shall not be responsible for costs associated with proposal submission and reserve the right not to move forward with any submissions, reissue or revoke the RFP.
For inquiries or further information, please contact:
Tanya Gallant
tanya@resonatexm.com
Resonate XM
902-978-0178