J-6 - 030ADV24Q0117 - Responses to Offeror Questions 4-17-2024 (6 Pages).pdf

Attachment J-6 – 04/17/2024 – 5 Pages - Solicitation 030ADV24Q0117 –

Two Georges AV Media Program – Responses to Offeror Questions

Q# Offeror Question Library Answer

1 Are proposals/offers due on April 24, 2024?

The solicitation due date has been extended. See the amended solicitation. Proposals are due by 12:00

Noon EST on April 26, 2024.

2 What does the proposal need to include? See Section L of the Solicitation.

3 Can you give a sense of the overall timeline of the project, i.e. when the job would be awarded and when the final film would be due?

See Section F.2 of the Solicitation.

4 Is there a proposed length for the final film?

See Section C.3 of the Solicitation.

5 In the past with LOC we've seen that the

AV equipment and maintenance was also included as our responsibility as a vendor. Is that the case here, or would the only deliverable be the film itself?

As stated in Section C.1 all design, purchasing, and maintenance of AV equipment will be provided by the library. This contract covers only the production and delivery of the film itself.

6 Section C.1 of the Solicitation states, "Casework and wall components design and fabrication, as well as the purchase of AV equipment and media integration efforts are not covered under this contract."

Does that mean these costs will be covered by another vehicle? Is it already in place or will the contractor pay for it?

Section C.1 of the solicitation states, “Casework and wall component design and fabrication, as well as the purchase of AV equipment and media integration will be provided by the Library.”

The costs associated with those requirements are outside of the scope of this contract.

7 Section C.3.2.1 of the Solicitation states, "The Contractor shall provide technology/hardware consultation. The purchase of hardware, technology integration and installation are outside the scope of this contract."

Is there a separate contract that covers the procurement of hardware, technology integration, and installation for this project?

The purchase of hardware, technology integration and installation will be procured under a separate contract.

8 Is there a budget or budget range for the scope of work for this project? Could you provide a budget range for this project?

The Library is not sharing any information regarding budget.

9 In Section C.3.2.1 Research and Design

Development of the solicitation, emphasis seems to be placed on existing assets. Narration and animation are also both mentioned but reenactments are not mentioned.

Q1: Does LOC have a position regarding the use of reenactments?

Q2: Would use of reenactments be a creative decision or budgetary decision?

A1. Reenactments are not a requirement of the solicitation. The library does not have a firm stance regarding the use of reenactments.

A2. The Library will discuss creative direction after contract award. Offerors should price based on the requirements of the solicitation.

A.3. The Library will discuss creative direction after contract award.

Q3: Does LOC envision producing any original footage?

Q4: Does LOC envision a production using only existing assets?

A.4. The Library will discuss creative direction after contract award.

10 Based on Attachment J1 – Floor Plan, it appears a great deal of design work has been completed.

Q.1: Who produced the Attachment J1 –

Floor Plan?

Q.2: Is LOC working with an interpretive planner or exhibit designer on The Two Georges Exhibition?

Q.3: Are any other planning/design documents available for proposers to review?

A.1. The Library is not sharing this information at this time.

A.2. The Library is not sharing this information at this time.

A.3. No additional design documents are available at this time for review.

11 Are there any initial hardware specifications for video display and speaker installation?

The Library requires 4K video and stereo audio.

12 Are there previous LOC AV Design

Service projects similar to this installation that can be provided as a reference for the level of effort anticipated for the creation of this film?

The first link below is an overview of a prior exhibition. The second link below is an intro video that was included in the exhibit.

1. https://www.loc.gov/exhibitions/rosa-parks-in-her-own-words/about-this-exhibition/#explore-the-exhibit

2. https://www.loc.gov/item/webcast-8962/

13 Will the project require on-screen interviews with historians, exhibit creators, experts, etc.? If so, approximately how many individuals will be included?

The Library will discuss creative direction after contract award.

14 Is there a separate image licensing budget? If so, what is the cost estimate you have allocated?

See amended Section C.4.4.e.iv The Library is not discussing budget at this time. Agreed upon licensing costs will be paid for directly by the Library.

15 At what stage would we receive more detail on the exhibit design, exhibit content, etc?

After contract award.

16 With regard to Section C.3.1.1 on Page

6: Can you elaborate on what the "3 versions of iterative design development presentation and deliverables for all services” entails? Does this mean that we would be submitting 3 iterative versions of each deliverable listed on

Page 15-17?

See amended section C.3.1.1.

17 With regard to Section C.4.4 on Page 9:

Please confirm that the Library, not the contractor, will pay for any needed licensing costs.

See amended section C.4.4.e.iv Agreed upon licensing costs will be paid for directly by the Library.

https://www.loc.gov/exhibitions/rosa-parks-in-her-own-words/about-this-exhibition/#explore-the-exhibit https://www.loc.gov/exhibitions/rosa-parks-in-her-own-words/about-this-exhibition/#explore-the-exhibit https://www.loc.gov/exhibitions/rosa-parks-in-her-own-words/about-this-exhibition/#explore-the-exhibit https://www.loc.gov/item/webcast-8962/

18 With regard to Page 35: Should we submit Section K: Reps, certs, and other statements with our proposal?

See section K for instructions.

19 With regard to Section L.3.I.A on Page

50: Would the government be willing to extend the track record requirement past five years, owing to the many stop-work orders, delays, and cancellations of projects during the COVID-19 pandemic?

See amended section L.3.I.A. The Library will extend the track record requirements to 7 years.

20 With regard to Section L.3.I.BB

Technical Approach on Page 51:

Can you clarify what is expected for

“describe with text and visuals offeror’s approach to fulfilling the requirements”? Is this requesting that we describe our general approach to developing and executing creative projects such as this? Or is this requesting that offerors provide a treatment for the video? If so, can you provide more details about goals, content, and tone?

As stated in the solicitation, Offeror shall describe with text and visuals offeror’s approach for fulfilling the requirements in the statement of work (Section C of this solicitation).

Offeror must show a thorough understanding of the requirements of this solicitation. Offeror must not simply restate the Statement of Work.

21 Please confirm that there are digital scans of the artifacts in the exhibition for usage in the AV presentation?

See amended section C.3.2.2. Scans for exhibit items will be provided by the Library.

22 Q1. Will LOC be providing image research of available assets in their collections relevant to the story?

Q2. Can you explain in more detail how you see this development of an asset list working between contractor and Library team?

A.1. See amended section C.5.1. The Library will provide images and related research of collections relevant to the story.

A.2. The Library will make available a large, general asset list that will be reduced to final choices via design phases as the story is refined.

23 Can you explain in more detail LOC’s role in working closely with the contractor to develop scripting of the AV presentation?

See amended section C.3. The Library will review and provide feedback for each stage of development of the

AV presentation, including script text and clips.

24 Can you further define what you mean by “informal” focus group testing?

See amended section C.3.2.3.a.i.

25 Since contractor will not be onsite for installation would a sample of the monitor and audio speaker(s) be available for in-studio testing/mixing by the contractor?

See amended Section C.3.2.3.b.i.

26 Should the contractor assume the video file will be delivered as 1920 x 1080

HD? Or 4K?

See answer to question 11.

27 Please confirm that expenses for travel to LOC for the required 3 minimum in-person meetings are non-reimbursable?

See amended solicitation Section C.7

28 Is Contractor solely responsible for identifying hardware needs (monitor, audio, playback device)? Or is this part of another SOW by others?

As stated in Section C.1 all design, purchasing, and maintenance of AV equipment will be provided by the library. This contract covers only the production and delivery of the film itself.

29 Please confirm that the contractor should include archival licensing fees in our scope budget to cover any imagery that cannot be obtained gratis?

Including any music for the soundtrack?

See answer to question 17.

30 Should the contractor include pricing for voiceover talent/recording in our budget?

See Section C.3.2.3. Offerors should price based on the requirements of the solicitation.

31 With regard to Section L of the

Solicitation: Can you clarify the difference between the A. Minimum

Requirements section and D. Corporate

Experience section in the Technical

Approach proposal? Should sample projects be listed in both sections?

As stated in the solicitation, the examples offeror provides in response to the Minimum requirements section must be used for the Corporate Experience section as well.

However, offeror’s must provide information for both sections of the (Minimum Requirement and Corporate

Experience) in offeror’s Technical Proposal.

32 Q1. The Solicitation states 2-5 minute length. That is a significant range. It would be most helpful if you can provide a per minute cost range so all responders are on level ground, and you are evaluating “apples-to-apples”, not

“apples-to-oranges”.

Q2. Also please confirm that this is this

Solicitation is for only this one AV video program. Will there be any other AV in the exhibit?

A1. See amended solicitation Section C.3. This is a firm fixed price contract, offerors should provide a price in accordance with the requirements.

A2. As stated in Section C.3 of the solicitation, the

Contractor shall produce a single introductory AV presentation.

33 Regarding third party owners of assets, the following are relevant parts of the

Solicitation:

C.3.2.a on Page 7 “undertake digital rights and clearances”

C.4.2.b) on Page 8 “ assets to acquire for further development”

C.4.4.c. on Page 9 “obtain clearances, permissions, and releases for all rights” including detail in items a. through g.

Please confirm that is it intended that the contractor is to negotiate the rights, and submit the costs for pre-approval by

LoC. The LoC will process and finalize

See answer to question 17.

all paperwork and will pay required costs and fees for up-to 10 graphics and

10 film clips.

34 Please advise what is the required deliverable for the Audio Description. Is the contractor to provide only the script for the Audio Description of the completed Myth & Memory video program? Or is a recorded audio file the deliverable?

As stated in sections C.3.2.4, C.4.4.d, C.4.5, and

C.3.2.b, the deliverable is a recorded audio description file.

35 Is the contractor responsible for the development and recording of the Audio

Description for the entire “Two

Georges” exhibition?

Yes, the contractor is responsible for captioning and audio description as described in Section C.4.4 d.

36 Please provide the percentage of assets that are already currently researched for this video program --- how many are motion picture and how many are still images?

This information will be provided after award of contract.

37 Q.1 Will the exhibition and this video program travel to UK?

Q.2 Has the UK or any other known entity previously done research or produced an exhibition about/on representations of George Washington and George III relevant to this subject?

A.1. No.

A.2. The Library cannot provide this information at this time.

38 Has the LoC found an available video recording of a performance of the theatrical revival of The Madness of

King George?

No.

39 Has the LoC made inquiries re. use of material and/or images from the official

Broadway production of Hamilton?

To be discussed after award.

40 Please confirm the 3-5 sample project clips are each to be max of 2 minutes…

(and not a total of 2 min. for all 3-5 clips).

As stated in the solicitation, each video clip (not the total) must not be more than 2GB and the run time must not exceed two (2) minutes.

41 Please confirm that Creative Treatments are not required or wanted at this initial

RFP stage, that the Creative Treatments will be a deliverable under contract, after consultation and input from the Library’s exhibition team.

Confirmed.

42 Q1. Is it alright that the video clips submitted by offerors contain the company logo at the end?

What about any other logos/names in the video clip? (i.e. The name of the

Video clips submitted by Offerors may contain names and logos.

museum for which the original video was created.)