SLED Opportunity · FLORIDA · GAINSE VILLE
AI Summary
Gainesville seeks video production services for its Police Department. Bidders must download bid documents and submit required forms by April 15, 2026. The project supports municipal and technology services in this Florida city.
Provide video production services as requested by the Gainesville Police Department.
*NOTE: Bidder must download the bid document, including specifications, plans, etc. from the Attachments tab.
Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.
The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.
Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.
Download City's bid document, specifications and plans from the Attachments tab. Bidder must upload their response here. Note, bidder does not need to upload the their bid document, only the completed and signed required forms.
Q (No subject):
A: 1. Does the vendor need to be local and/or within the state? In accordance with the bid document, the vendor is required to be locally based and have studio capacity within the boundaries of Alachua County.
Q (No subject):
A: How much time each month would on location filming be required? On-location filming requirements will vary from month to month, depending on GPD’s schedule of events. Unused time shall roll over month to month.
Q (No subject):
A: Can GPD clarify how the 25 monthly service hours should be calculated? Specifically, should proposers assume the 25 hours include all pre-production, filming, editing, revisions, motion graphics, travel, file delivery, and project management? The 25 hours includes all aspects of video production, including filming, editing, revisions, graphics, and delivery of the final video product. The Gainesville Police Department (GPD) will provide a list of requested video projects and assist with scripting for final deliverables as video needs arise.
Q (No subject):
A: • If monthly demand exceeds 25 hours plus any carried-forward balance, how will additional work be handled? • The 25 hours per month is a cumulative total. Any unused hours will roll over to the following month. In the event of overages, the additional time will be deducted from the subsequent month’s allotted hours.
Q (No subject):
A: • How frequently are after-hours, early morning, weekend, or rapid-response shoots expected? • Due to the nature of our operations and a 24/7/365 schedule, it is not possible to predict when emergencies may arise. While scheduling during normal business hours is preferred whenever feasible, it cannot be guaranteed.
Q (No subject):
A: • Can GPD provide additional guidance on the typical complexity of the expected 2–3 videos per month, such as common subject matter, average runtime, level of graphics, and whether most projects are simple talking-head/social media pieces or more involved multi-step productions? • Most videos will be short in duration and designed for social media distribution, as well as suitable for fulfillment of media requests. Content will typically focus on identified topics of community interest, crime trends, public safety, and messaging on relevant issues.
Q (No subject):
A: • Will GPD provide scripts, messaging direction, and interview subjects, or should proposers assume the awarded vendor will be responsible for a larger role in creative development and scripting? • The Gainesville Police Department (GPD) will provide scripting, interview participants, subject matter, and a general outline of the desired video flow.
Q (No subject):
A: • Does GPD provide standard brand guidelines, graphics packages, intro/outro requirements, captioning standards, or accessibility requirements for final videos? • The Gainesville Police Department (GPD) will provide the awarded vendor with applicable branding guidelines from the City of Gainesville Marketing Brand Center, as well as approved logos for use in video production. All videos must include closed captioning, and standard intros and outros will generally be consistent to maintain brand continuity.
Q (No subject):
A: • Will filming primarily take place at Gainesville Police Department facilities, in the field, or at the awarded vendor’s studio? • Most video production will take place at the Gainesville Police Department (GPD). However, there will be occasions when filming is required in the field. Minimal production is expected to occur at the vendor’s studio.
Q (No subject):
A: • How many projects are typically active at one time, and how far in advance are shoots usually scheduled? • There may be multiple projects open at any given time, each with varying timelines. GPD will make every effort to provide advance notice: however, due to the nature of our operations, emergency projects may arise that require immediate attention and expedited turnaround.
Q (No subject): Per my phone conversation with Wendy, I would like to confirm that the only mandatory insurance requirements for this project are general business liability and automobile coverage. Additionally, I would like to verify that official certificates of insurance are not required until the contract has been formally awarded.
A: Proof of insurance can be provided by the bid winner at the time notice is given of their bid acceptance.
Q (No subject): Do you know how many videos to be produced and/or how often filming will be required? The bid documents state 25 hours per month but does not provide a prospective scheduling commitment.
A: Video and film needs will vary from month to month. Some months may include scheduled ceremonies or special events that require coverage, while others may be driven by crime trends or community interest. As a result, video production will adjust based on current priorities and needs.
Q (No subject):
A: Is there a projected budget (or a monthly budget)? • This is for 25 hours per month on a rolling (ongoing/month-to-month0 basis. The budget isn’t fixed in advance; it will simply equal whatever hourly rate (or total monthly amount) is bid for those 25 hours.
Q (No subject):
A: Are we able to get some clarity on the types of video’s that will need to be produced? • Videos will primarily serve a law enforcement purpose (education, crime prevention, community concerns) and will also include live events and events of community interest.
Q (No subject):
A: Would you anticipate more than one video being captured during a day or two of production to reduce costs or are these one-offs on an as-needed basis? • GPD will make every effort to group video productions when possible, but short notice requests will occur due to the nature of law enforcement work.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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