Regional Chamber Opens RFP for “Welcome to Eastern Connecticut” Promotional Video

1. Invitation to Propose & Project Overview

The Chamber of Commerce of Eastern Connecticut (“CCECT” or “the Chamber”) invites proposals from qualified marketing agencies, video production firms, and/or independent videographers/producers to develop and produce a “Welcome to Eastern Connecticut” video project.

CCECT seeks a creative partner that can provide both messaging and script development, and video production services (concepting, filming, editing, and final deliverables). This project is part of CCECT’s broader Relocation Toolkit initiative, which supports employers in recruiting, relocating, and retaining talented employees in Eastern Connecticut. The Toolkit will be a set of resources designed to help employers and prospective newcomers better understand the region’s opportunities, amenities, and quality of life. 

Last updated in 2019, the Chamber seeks updated visual assets that better represent Eastern Connecticut today and can be used in recruitment and relocation efforts led by the Chamber and regional employers/key partners. 

The selected proposer will help CCECT create a current, authentic, and upbeat regional welcome video that showcases Eastern Connecticut as a place where people can build both a career and a life.

The project’s objectives include:

• Supporting employer recruitment and relocation efforts with a polished, shareable regional 

asset

• Attracting prospective employees/job candidates considering opportunities in Eastern 

Connecticut

• Showcasing quality of life, community assets, and family-friendly aspects of the region

• Producing flexible video assets that can be used across web, presentations, events, and 

partner outreach

2. Target Audience & Distribution

Proposers should develop concepts based on CCECT’s current understanding of primary, multigenerational audiences: 

• Prospective employees / job candidates, especially in advanced manufacturing and healthcare

• Spouses/partners and families of relocating workers

• Relocating military members and their families

Secondary users/distributors: Chamber, regional employers/partners (including EB), and related organizations (i.e. real estate associations/firms).

3. Creative Direction (Initial Guidance)

The Chamber is seeking a final product that feels current, upbeat, and community-forward. The production quality should be professional and credible for broad employer use. 

Preferred Storytelling Format

CCECT’s preferred format is primarily b-roll with narration storytelling. However, proposers should also indicate whether they can incorporate on-camera interviews/testimonials if that direction is later requested.

Existing Footage

CCECT expects to provide access to some usable footage sourced from association members, venues, and regional partners (such as tourism-related sources), where available. Proposers should describe how they would assess and integrate provided footage and identify/source/film additional footage needed to fill gaps. Proposers may also identify whether they have existing local/regional footage available for lawful use and under what rights/licensing terms.

4. Scope of Work

The selected proposer will work in coordination with Chamber staff and provide services including, at minimum:

• Pre-production: story development, film schedule, shot list/location plan, and plan for integrating provided footage and filling gaps.

• Production: original and supplemental capture, as needed.

• Post-production: edit, narration/voiceover, audio finishing, graphics/animation as applicable, and revisions.

5. Deliverables

Proposals should include a recommended deliverables package consistent with the Chamber’s relocation toolkit visual asset needs, including multiple video lengths/formats. 

At minimum, proposers should address production of:

• One (1) primary “Welcome to Eastern Connecticut” video (flagship/long-form version, 5-

7 minutes)

• Two (2) 30-45 second cutdowns

• Short-form cutdowns (8–15 seconds) suitable for social media use (i.e. vertical)

Proposers may recommend other or alternative formats if appropriate to project goals and budget. 

Proposals should clearly specify aspect ratios and output formats (horizontal/vertical/square, if offered), file formats, delivery method/timeline for final assets. 

6. Timeline and Production Window

CCECT seeks final delivery of the video project by fall 2026. Because seasonal visuals are important to the project’s quality-of-life storytelling, spring and summer may be the preferred production window for any original filming needed to supplement existing footage.

Proposers should provide:

• a proposed project timeline from kickoff to final delivery

• key milestones (e.g., concept/script approval, filming, rough cut, final cut)

• their availability and capacity to meet the Chamber’s schedule

7. Budget and Pricing

CCECT has budgeted funding for Visual Assets within the broader Relocation Toolkit initiative as a budget category of $30,000. This RFP is focused on the video project component and photography, and graphic needs may be handled separately. CCECT welcomes flat-fee proposals, and/or itemized cost breakdowns (encouraged for transparency). Itemization is appreciated but not required. 

8. Ownership and Usage Rights

CCECT prefers proposals that provide the Chamber with strong ownership and broad usage rights suitable for long-term regional recruitment and relocation efforts.

At minimum, proposals should clearly state:

• ownership and/or license terms for final deliverables

• the Chamber’s permitted uses (website, social, presentations, events, employer/partner sharing, future toolkit use, etc.)

• any restrictions on use or duration

• treatment of third-party licensed assets (e.g., music, stock footage)

CCECT encourages proposers to provide:

• a base option for final edited deliverables with broad, perpetual usage rights, and

• an alternate/additional pricing option for transfer of raw footage, editable project files, source graphics files (if applicable), and documentation for licensed assets used in the project

9. RFP Questions and Submissions

Questions:

All questions regarding this RFP must be submitted in writing to:

Contact Name: Megan Gilbert

Email: mgilbert@chamberect.com

Questions Deadline: April 1, 2026

Submission: 

Submit proposals via email to the same address and use subject line:

RFP Response – Relocation Toolkit Video – [Proposer Name]

Proposals must be received no later than: Wednesday, April 8, 5:00pm

Please submit one (1) electronic proposal (i.e. PDF or Word). You may separate documents such as proposal/narrative, pricing outline, and links to work samples, if preferred. 

10. Proposal Submission Requirements

To be considered, proposals should include the following:

1. Firm / Producer Overview & Relevant Experience

• Company/individual name

• Primary contact name, title, email, phone

• Business address / location

• Experience with messaging, script development, and producing professional videos, 

especially for workforce recruitment, community development, economic development, 

manufacturing, or similar sectors

2. Portfolio / Work Samples & References

• Links to relevant video samples

• Brief description of proposer’s role in each sample

• 2–3 client references for similar work

3. Project Approach

• Proposed creative/messaging direction

• Proposed script development process

• Approach to Chamber collaboration and review

• Approach to integrating provided footage and filming to fill gaps

4. Project Team, Capacity & Timeline

• Key team members and roles

• Proposed project schedule and milestones, with ability to complete by fall 2026

5. Pricing, Deliverables & Rights

• Flat fee and/or itemized pricing; optional costs clearly identified

• Pricing assumptions and exclusions (if any)

• Ownership/license terms

• Deliverables included; optional pricing for raw footage/project files (if available)

• Revision rounds included

6. DPAS Acknowledgment (see also Section 12)

• Proposer acknowledges that this project may be issued as a DPAS DX-A3 rated order flow down and confirms willingness to comply with applicable rated-order requirements if selected

11. Evaluation Criteria (Qualitative)

Proposals will be reviewed by a team consisting of Chamber leadership/staff and program funder contacts. CCECT expects to evaluate proposals based on factors including, but not limited to, price/overall value, quality of portfolio/work samples, ability to deliver high-quality storytelling aligned with project goals, and timeline capacity. Preference will be given to firms based in Connecticut. Note: Membership in the Chamber of Commerce of Eastern Connecticut is not required to participate in the bidding process, but will be a consideration during vendor selection. 

12. Terms, Conditions, and Reservations

CCECT reserves the right to:

• reject any or all proposals

• waive minor informalities or irregularities in proposals

• request additional information or clarifications from any proposer

• interview one or more proposers

• negotiate scope, deliverables, pricing, and contract terms with the selected proposer

• make no award if CCECT determines that doing so is in its best interest

Additional terms:

• Any costs incurred in preparing a response are the sole responsibility of the proposer.

• A W9 will be required of all vendors who are new to contracting with the Chamber. Notice Regarding DPAS Flow-Down Requirement (DX-Rated Order)

• This project is funded in part in support of a federally rated order under the Defense Priorities and Allocations System (DPAS) and, if awarded, the resulting subcontract/purchase order issued by CCECT will include the applicable DX-A3 priority rating flow-down. If selected, the proposer will need to accept and perform the work in compliance with applicable DPAS rated-order requirements.

For a PDF copy of this RFP, email mgilbert@chamberect.com or marketing@chamberect.com.