Introduction to the AICP Bid Form
The Association of Independent Commercial Producers (AICP) bid form is a standard tool used by advertising agencies, commercial production companies, and independent filmmakers to submit detailed bids for commercial production jobs. Understanding each section of this form (A to O) is essential for preparing accurate bids that cover all aspects of production and help secure projects effectively.
Section A: Project Overview
This initial section captures basic information about the project, such as the project title, client name, agency, and production company. Accuracy here sets the context for the entire bid.
- Confirm client and agency names exactly.
- Maintain consistency with project titles to avoid confusion.
Section B: Summary of Services
Here you list the main services you’ll provide. These may include creative development, production management, casting, locations, equipment rental, post-production, and more.
- Be specific; broad categories can mask important details.
- Break down services if you plan subcontracting.
Section C: Labor Costs and Overtime
This section details labor expenses, including regular time hours, overtime, and applicable premiums.
- Use union or guild rates where applicable.
- Include anticipated overtime, specifying hours and rates.
- Document calculation methods clearly for transparency.
Section D: Fringes and Benefits
Fringe benefits (health insurance, pensions, vacation pay) are essential labor components, often calculated as a percentage of wages.
- Apply the correct rate agreed upon with unions or vendors.
- Include documentation if required by the contract.
Section E: Handling and Office Costs
Handling fees cover administrative expenses related to production coordination, such as office rental, communication, and supplies.
- Calculate these either as a markup percentage or flat fee.
- Keep overhead reasonable and justifiable.
Section F: Production Fee
The production fee is the company’s margin or fee for managing the project. It usually is a percentage applied to labor and overhead.
- Set this fee based on standard industry practice and complexity of the job.
- Keep in mind client expectations and competitiveness.
Section G: Insurance
Production insurance costs cover liability, equipment, and workers’ compensation. This section details estimated premiums and coverage.
- Confirm coverage meets client and legal requirements.
- Get quotes from insurance providers to include accurate figures.
Section H: Contingency
A contingency budget accounts for unexpected costs that arise during production. It’s often a percentage of the total estimated cost.
- Keep contingency conservative but realistic.
- Describe what circumstances may trigger its use, if required.
Section I: Equipment
Document all equipment rentals and purchases here, from cameras and lighting to grip gear.
- Detail vendors and rates per day or hour.
- Include transportation and setup in cost calculations if applicable.
Section J: Locations
Costs related to scouting, permits, location rentals, and location services go in this section.
- Outline fees for scouting trips and permissions clearly.
- Include location-related insurance or deposits.
Section K: Casting and Talent
This covers talent fees, casting director costs, union payments, and related expenses like audition fees and talent meals.
- Identify talent tiers (principal, supporting, extras) with respective budgets.
- Clarify union rules and residuals if applicable.
Section L: Post-Production
Include editing, color correction, visual effects, sound mixing, and other post-production services.
- Specify hourly or project rates with vendors.
- Diversify budget lines for each post phase where possible.
Section M: Transportation and Travel
This section estimates costs for transporting crew, equipment, and cast, including travel, lodging, and per diems.
- Detail modes of transport and numbers of travelers.
- Include contingencies for delayed travel or unforeseen changes.
Section N: Miscellaneous
Itemize any other relevant expenses not covered in previous sections, such as catering, build materials, or permits.
- Be explicit to avoid surprises during invoicing.
- Keep miscellaneous costs transparent and justifiable.
Section O: Summary and Totals
This final section pulls together all prior numbers into a complete budget summary, subtotaling categories and presenting the total bid amount.
- Double-check calculations for accuracy.
- Present a clear summary for client reference.
Practical Tips for Completing the AICP Bid Form
- Refer to union contracts for accurate fringe and labor rates.
- Document your assumptions in notes or attachments.
- Keep a revision history when updating bids for clarity.
- Review bids internally for consistency before submission.
Do it in Pericles
Pericles streamlines the entire AICP bid process with a dedicated proposal page that organizes your cover, overview, scope, AICP bid sections A through O, timeline, and team details in a single, shareable link—no login required. You can manage labor rates, fringes, handling, production fees, insurance, and contingencies directly in the system, with automatic updates for revised bids. After awarding, turning the bid into a fully budgeted and scheduled project is automatic, helping you track estimate versus actual costs. Vendor and crew timecards, approvals, payments, and reports simplify payroll and tax-credit tracking.
Start with Pericles to handle your next AICP bid with confidence and clarity.