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[Request for Proposals] Video Production Services for a Short Video Documentary – Development of the Multijurisdictional Hazard Mitigation Plan
SUMMARY
The San Juan Bay Estuary Partnership, or Estuario, is looking to engage professional consultant(s) to produce a short video documentary that presents the development of Puerto Rico’s first ever Multijurisdictional Hazard Mitigation Plan.
A Multijurisdictional Hazard Mitigation Plan (MHMP) is a comprehensive planning document developed collaboratively by multiple local governments (in Puerto Rico’s case municipalities) within a region. Its purpose is to identify natural and human-made hazards that pose risks to communities and to establish long-term strategies to reduce or eliminate the impact of those hazards on people, property, and infrastructure.
Puerto Rico’s first Multijurisdictional Hazard Mitigation Plan will integrate seven municipal hazard mitigation plans into one, coordinating mitigation actions across the region. The document will be submitted to FEMA in March 2025 and will need to be updated at least once every five years.
The video will present the post hurricane Maria context that lead to Estuario securing funding to carry out a multijurisdictional planning process, recount the planning process involving intermunicipal collaboration, public engagement, and stakeholder collaboration, and the development of the MHMP that is ready to submit for FEMA approval
The video will be presented to the general public at a local and national level, with the target audience being high level government officials.
The final video should be less than 10 minutes. A final version should be ready for revision by November 30, 2025. The final product will be submitted in December 2025.
ABOUT ESTUARIO
The Corporation for the Conservation of the San Juan Bay Estuary is a 501c3 non-profit organization that operates the San Juan Bay Estuary Partnership (Estuario). The Estuario became part of the National Estuary Program (NEP) in 1994, and is the only tropical and non-continental location within the NEP under Section 320 of the Clean Water Act. The Estuario’s mission is to restore and conserve the waters and associated ecosystems of the San Juan Bay Estuary and its watershed as a sustainable axis of social and economic development. The Comprehensive Conservation Management Plan, a master restoration plan, guides Estuario’s work.
The Estuario’s study area is located in the heart of the San Juan Metropolitan Region. It extends throughout eight municipalities: Toa Baja, Cataño, Bayamón, San Juan, Guaynabo, Carolina, Loíza, and Trujillo Alto. The study area includes the San Juan Bay Estuary system, its related coastal and marine ecosystems, and the watershed extending above a broad and flat coastal plain.
ABOUT THE MULTIJURISDICTIONAL HAZARD MITIGATION PLAN PROJECT
The San Juan Bay Estuary Program understands that long-term forward thinking through mitigation planning is the key to breaking the cycle of disaster damage, reconstruction and repeated damage and therefore has embarked on developing a multijurisdictional hazard mitigation plan, the first plan of this nature to be implemented in Puerto Rico. The plan will be prepared by the jurisdictions that make up the watershed basin of the San Juan Bay Estuary and in the process, will allow the Estuario to guide the eight municipalities within the watershed geographic boundaries and additional contributing areas (to include the Canóvanas Municipality for a total of 9 Municipalities) in their processes of rebuilding a more resilient estuary watershed and system. The Multijurisdictional Hazard Mitigation Planning process will:
- Increase education and awareness around threats, hazards, and vulnerabilities.
- Build partnerships for risk reduction involving government, organizations, businesses, and the public working together.
- Guide decision makers in going for smarter and safer decisions about critical infrastructure.
- Identify long-term, broadly- supported mitigation strategies and actions for risk reduction and adaptation to extreme weather events to integrate into a FEMA- approved mitigation plan.
- Align risk reduction with other community objectives.
- Identify implementation approaches that focus resources on the greatest risks and vulnerabilities.
- Communicate priorities to potential sources of funding.
The final plan is submitted for FEMA approval and formally adopted by each participating jurisdiction, enabling them to apply for federal hazard mitigation grants.
The MHMP was born from the post-Hurricane María context, where Estuario worked hand in hand with communities to provide relief.
After Hurricane Maria in 2017, Estuario focused its work on immediate response and recovery, reducing vulnerability and monitoring environmental conditions by focusing on those communities that were most isolated during the hurricane. In 2018, Estuario launched the community resilience platform focused on community wellbeing as central to environmental health and began working through existing community centers to provide the immediate relief that was needed, such as access to drinking water. CThe community organization and leadership during this initiative proved to be the key to lowering stressors, increasing survival, decreasing environmental damage to life and property, and increasing recovery.
Therefore, Estuario transformed the active community centers into Resilient Community Hubs, providing each with emergency response materials, to guarantee access to food and clean water. The Resilient Hubs provide essential emergency equipment and training, which empowers communities to respond directly to immediate needs and build on local human capital.
In the initial phases of this project, the Estuario worked with communities in building capacity for emergency response & recovery phases, to rehabilitation & reconstruction phases, and recently, prevention & preparedness strategies, a cycle that represents solid steps towards creating the baseline needed for mitigation planning while simultaneously addressing immediate needs for local human and ecological communities through its Community Resilience Hubs.
SCOPE OF WORK
The Service Provider will produce a documentary-style short video that brings visibility to the historic efforts achieved to develop Puerto Rico’s first ever Multijurisdictional Hazard Mitigation Plan. This includes the context that led up to Estuario securing funding for the project, which officially began in October 2019, up to the final submission to FEMA in March 2026. The video has the following objectives:
- Increase visibility of the project by telling the story of the process carried out to develop the MHMP, particularly the multisectorial collaboration required to produce the distinct outputs required for FEMA approval of a MHMP and the public engagement throughout the process.
- Set the stage for municipalities to adopt the Plan in 2026 and its first revision, which is required every 5 years.
- Disseminate results achieved throughout the process.
- Create stronger relationships with project stakeholders by emphasizing the results achieved through the project.
The video should be completed by December 2025, with an approximate start date in September 2025. The Service Provider will be expected to develop a script for Estuario approval. The video should include the use of interviews, existing video footage and photos, and in-person documentation of important events that are still in progress through November 2025. The final video should be less than 10 minutes.
TIMELINE
The following timeline is subject to change:
August 1, 2025 – RFP published
August 7, 2025, 12pm AST – Informational Meeting (optional). Please rsvp by August 6, 2025 to [email protected] to receive the meeting link and further information. The meeting will also be recorded and available on August 8th upon request to [email protected].
August 24, 2025 (11:59PM)- Submit proposal to [email protected]
September 3, 2025– Interviews for selected candidates
September 8, 2025 – Send offer and begin contracting process. Start Date is subject to submission of all required documentation on the Service Providers’ behalf.
November 2025 – Submit final draft for revision
December 2025- Final product completed
SPECIFICATIONS
- Language: The available should be available in both Spanish and English audio with corresponding subtitles
- The file format of the video should be H.264 (.mp4) with a minimum quality of 1920 x 1080 (HD) at 30fps.
Start Date:
September 2025
Language Required:
Spanish and English
How to apply:
Submit the proposal via email to [email protected] on or before August 24, 2025 by 11:59PM. Please include “Video Production Services for a Short Video Documentary – Development of the Multijurisdictional Hazard Mitigation Plan” with the applicant’s name in the subject line.
The proposal must address the following items in a concise yet complete manner:
- Applicants’ background and experience
- Team members and qualifications
- Proposal that includes the following:
- Concept that presents ideas and creative vision/approach.
- Plan for the pre and post production process, including timeline
- Detailed Budget
- Production timeline and revision process
- Pricing details and period of validity of price quote
EVALUATION CRITERIA
- Proposal is complete
- Experience and qualifications
- Creative approach and concept
- Pricing and budget
Sources of funding:
State Revolving Funds Grant# C-72-250-04
The Corporation for the Conservation of the San Juan Bay Estuary is a 501(c)3 non-profit organization that operates the San Juan Bay Estuary Partnership. The Corporation for the Conservation of the SJBE provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or genetics. MBE/WBE and other certified minorities and small businesses are encouraged to apply.
