Project Information

Bid Title

ReCast 5 Year Recap Video Creation

Issuing Agency

City of Lawrenceville

Location

Georgia

Published Date

Dec 4, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

AQ004-26

Original Source

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Project Description

Bid Number:	AQ004-26
Bid Title:	ReCast 5 Year Recap Video Creation
Category:	Miscellaneous Services Bid Opportunities
Status:	Open

Description: Project Overview: The goal is to create a mini-documentary that shares a recap of the ReCAST grant program from 2021 to 2026. We want strong storytelling that stitches together both the data and the impact of this five-year grant program into a 30-35 minute piece. Components of this project will be published on YouTube (and other social media platforms) in horizontal and landscape formats. Publication Date/Time: 12/4/2025 8:00 AM Closing Date/Time: 1/7/2026 2:00 PM Related Documents: AQ004-26 Inv

Attachment Preview

December 4, 2025

REQUEST FOR PROPOSAL

AQ004-26

The City of Lawrenceville is soliciting competitive proposals from qualified service providers for a

ReCast 5 Year Recap Video Creation.

Proposals can be returned in a sealed envelope marked on the outside with the Request for Proposal

number and Company Name or submitted by email to chris.duncan@lawrencevillega.org . Proposals

will be received until 2:00 P.M. local time on Wednesday, January 7, 2026 at 70 S. Clayton Street,

Main Level, Room M46A Lawrenceville, Georgia 30046. Any proposal received after this date and

time will not be accepted. Proposals will be publicly opened and only names of submitting firms will

be read at 3:00 P.M. Proposals are legal and binding upon the bidder when submitted.

Questions regarding proposals should be directed to Chris Duncan, Buyer, at chris.duncan

@lawrencevillega.org or by calling 678-407-6421, no later than 3:00 P.M. on December 18, 2026.

Successful firm will be required to meet insurance requirements. The Insurance Company should be

authorized to do business in Georgia by the Georgia Insurance Department, and must have an A.M.

Best rating of A-5 or higher.

The written proposal documents supersede any verbal or written prior communications between the

parties.

Selection criteria is outlined in the request for proposal documents. The City of Lawrenceville reserves

the right to reject any or all proposals to waive technicalities, and to make an award deemed in its best

interest.

We look forward to your proposal and appreciate your interest in the City of Lawrenceville.

Chris Duncan

Buyer

AQ004-26

Page 2

ReCAST 5-Year Recap Video Creation

A showcase of five years of programming and impact

Project Overview: The goal is to create a mini-documentary that shares a recap of the ReCAST

grant program from 2021 to 2026. We want strong storytelling that stitches together both the data

and the impact of this five-year grant program into a 30-35 minute piece. Components of this

project will be published on YouTube (and other social media platforms) in horizontal and

landscape formats.

For example, we want 11 promotional video clips (or vignettes) of the full documentary. These

30-90 second clips are expected to be segments of the full documentary, formatted vertically for

Instagram, Facebook, and LinkedIn. The goal of the vignettes, as well as the full documentary, is

to share the program's impact and promote sustainability for ReCAST partners. The selected

documentarian will need to use video footage from previous years, which will vary in quality.

The City of Lawrenceville will own all footage upon project completion.

Finally, in order to share data results in a compelling way, this work will require experience with

motion graphics. See the linked example.

Project Objectives:

• Showcase Impact: Highlight real-life experiences to show how the program makes a

difference.

• Present Data Results: Use keys and visual imagery to make data both clear and

compelling.

• Boost Engagement: Use short, easy-to-share videos to expand the social media reach.

• Advocate for Support: Give funders, partners, and the community a compelling way to

see program results.

• Raise Awareness: Share personal stories to garner interest and involvement.

Format & Structure:

• Short Videos: Each clip will focus on a key part of a participant’s journey, making the

content engaging and easy to understand.

• Thematic Approach: Videos will explore themes like personal growth, community

impact, and overcoming obstacles.

• Anticipated Number of Clips/Vignettes: Three for each sub-recipient partner + one

opening clip + one closing clip –

o Three for Georgia Center for Opportunity (GCO)

o Three for Impact46 (I46)

o Three for View Point Health (VPH)

o One opening/introductory

o One closing

• Two Phases:

o Phase 1 – An approximately 3-minute “trailer” will be prepared for a public screening

on August 7, 2026.

o Phase 2 – The completed documentary (that includes data from all 5 years) will be

finalized by October 31, 2026. Note: this phase cannot be completed until the

ReCAST grant year ends on September 30, 2026. This phase will also include

completion of the required vignettes.

• Complete Documentary: The full documentary will bring the data and stories together

in one powerful piece.

AQ004-26

Page 3

• Collaborative Creativity: We plan to work collaboratively with the videography team to

provide creative guidance for both the mini-stories and the final documentary.

• Desired Points to Include:

o Feature our partners – GCO, I46, and VPH

o Share a vision for how we want the work of ReCAST to continue (beyond the grant)

o Emphasize student stories, perhaps including longitudinal feedback (through I46)

about how the work of civic engagement and belonging has impacted students as they

have entered college and career

o Interview more leaders with comments from the Mayor, City Manager, and city staff

o Interview ReCAST Advisory Board members

o Emphasize one or two didactic themes, helping viewers know they aren't alone and

that seeking support brings strength and resilience

o Include teaching/tips on healing, how to heal (emphasizing the grant's themes)

o Some former participants speak Spanish; bilingual (English/Spanish) interview

capacity may be needed

• Opportunities to Capture Content (February – September):

o Jobs For Life / Lawrenceville Co-op Outreach (GCO)

o Wellfest / Lawrenceville Legacy Leaders (City of Lawrenceville with Impact46)

o Conversation(s) with a VPH client (VPH)

o Community Connections (City of Lawrenceville)

o Follow-up with summer internship alumni regarding program impact

o Conversations with school partners about what this work has meant for their students.

School partners include Central Gwinnett, Discovery, and Phoenix high schools

o As well as participant testimonies from wraparound service programs, highlighting

transformation

Production Plan:

1. Pre-Production:

a. Coordinate with ReCAST Program Manager to select program participants who want

to share their experiences.

b. Plan a schedule for filming and releasing content. (See the proposed schedule listed

below.)

c. Outline key themes to ensure a compelling story flow.

2. Production:

a. Film interviews (with staged shots) and real-life moments that add depth to the

stories.

b. Alongside staged shots, capture some candid, unscripted moments to make the videos

more relatable.

3. Post-Production:

a. Videos will have two formats:

i. Standard 16:9 for YouTube

ii. 9:16 for the vignettes – for Facebook, Instagram, and LinkedIn.

b. Put together the full-length documentary for YouTube and presentations.

c. Add captions, graphics, and branding to keep everything professional and accessible.

d. The City of Lawrenceville will own all content once the project is complete and

will provide a Dropbox file for uploading. This includes b-roll, “cutting room

floor” content, and the content used for final production.

AQ004-26

Page 4

Documentary Schedule (2026)

• January 7 – the RFP submission period closes; the review process begins

• January 28 – the selected vendor is chosen and notified

Phase 1 Begins

• February 1 – Videographer/vendor starts and collaborative planning begins

• February 9 – Begin scheduling interviews and capturing footage

• July 15 – Draft review of trailer

o July 22 – ReCAST team submits trailer changes (if any)

o July 29 – Video team provides a final trailer

• August 7 – the trailer is screened at a public event

Phase 2 Begins

• August 8 – Additional footage/interviews captured (if necessary)

• October 7 – final ReCAST cumulative data shared with the video team and visually

incorporated into the final piece

• October 16 – final draft available for ReCAST team review

• October 23 – final edits/changes shared with the video team

• October 31 – final video delivered; additional video/collateral/b-roll also delivered

• November 2 – a final invoice is submitted for payment

Distribution Strategy:

• Post short videos once-per-week to keep viewers engaged and interested; 11 weeks of

posting are anticipated to coincide with the full compilation release.

• Share content on Instagram, Facebook, and LinkedIn.

• Use the full documentary (and vignettes) in newsletters, community events, and advocacy

efforts.

• Encourage participants and supporters to share the videos to widen reach.

Expected Outcomes:

• More people will learn about and recognize and celebrate the success of the program.

• Higher engagement and interactions on social media.

• Stronger relationships with the community and stakeholders.

• A valuable storytelling tool to help secure funding and support.

Budget & Resource Expectations:

• Professional videographers and editors

• Funds for travel

• The anticipated total budget is not expected to exceed $65,000.

• Payment will be issued in phases; the following is anticipated, but negotiable:

• Initial starting payment to be issued at the outset (30%)

• Phase 1 completion payment (40%)

• Phase 2 (final) completion payment (30%)

AQ004-26

Page 5

Submission Requirements:

Interested vendors should submit the following:

1. Cover Letter – A brief introduction to your company, interest in the project, and point of

contact.

2. Project Proposal – Description of your approach to this documentary project, including

creative direction, collaborative process, and timeline.

3. Relevant Experience – Examples of similar video storytelling projects, particularly for

nonprofits or community initiatives.

4. Team Bios – Brief bios of key team members involved in the project.

5. Budget Estimate – Itemized estimate including filming, editing, travel, and post-

production costs.

6. Work Samples – Provide links to at least three relevant video projects.

7. Timeline – Proposed timeline that aligns with the February–July production window.

Scoring Criteria:

Submissions will be reviewed and scored based on the following criteria (total of 100 points):

Criteria

Creativity and clarity of proposed approach

Demonstrated experience in similar projects

Quality of past work (as shown in samples)

Team qualifications and capacity

Local vendor preference (within a 50-mile radius)

Budget feasibility and value

Alignment with ReCAST mission and values

Points

25

25

20

20

15

15

15

Conclusion: This documentary + vignettes will be a powerful way to share stories, engage

audiences, and promote advocacy. By presenting real experiences in an impactful way, we will

increase awareness, inspire action, and grow support for the program. We are excited to bring

these stories to life and make a difference.

Commodity Codes

• NAICS 512110Motion Picture and Video Production

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