QA for Solicitation 123A9422Q0031 for Media Room Project.pdf

Solicitation 123A9422Q0031

Q&A for Media Room Project

1. Do we have to list each foreign product listed in the proposal? That is does the "Buy American Certificate” apply to this solicitation?

a. Yes, each foreign product must be listed. Yes, the “Buy American Certificate” applies.

2. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

a. This is a new contract.

3. Are we expected to supply and install equipment?

a. Yes, you are expected to supply and install equipment.

4. Are bidders expected to purchase and supply the equipment? This was answered on site in the affirmative, but is not explicitly stated in the SOW or Solicitation. Nor is there a statement about Deliverables regarding equipment purchases.

a. Yes, bidders are expected to purchase and supply the equipment.

5. Do any rules about equipment country of origin apply to this contract? We assume that FSIS is not a high-security organization.

a. Please refer to Section I.3 beginning on page 35.

6. Will the contract holder be able to get one or more CAC cards or "contractor" badges for building entry? This is important to facilitate off-hours visits for support, as well as bringing in tools and equipment during installation.

a. Access to the building will be determined after award of contract.

7. The stated requirement in Section H.1 to "present a list of all personnel active on the project to the Government within three (3) business days of awarded contract" may not be realistic due to the changing availability of appropriately skilled personnel. How important is this requirement?

a. In accordance with H.1, this is a mandatory requirement.

8. Given the nature of the project, please confirm that Sections G.8, G.9, G.18, G.19 and G.20 of the Solicitation do not apply. These are outside of scope since the project is entirely for internal use of the Media department, and the contractor will not be involved in ongoing operations or need access to government data.

a. These clauses do apply.

9. Under Section L.2 of the Solicitation, Factor C, Management Plan (as well as Section M) it appears the bid proposal is supposed to include a Management Plan. However, Section B.3, Deliverables, states that a Management Plan is part of the Project Plan to be submitted after the contract award. Which is correct? I realize that some of this is just "boilerplate" clauses. Arguably this project is not complex enough to even require extensive management planning.

a. Both are correct. A Management Plan is expected to be submitted with the proposal and as part of the Project Plan.

10. There does not appear to be any information about how the bidder can/should structure invoice submissions (ie: how much up front, how much upon completion, etc.). Is this up to the bidder?

a. Your invoice terms should be stated in your proposal.

11. Does the client want "recording" or "on-air" lights installed anywhere?

a. No, “recording” or “on-air” lights are not wanted.

12. Please describe the types of shoots done in the studio, in terms of typical content, sets and furniture, number of people, number of cameras, backgrounds used, etc. This greatly affects selection of lighting equipment.

a. The types of shoots done in the studio include on-camera host with and without greenscreen, news type presentations, interview presentations, dramatic scenarios, video podcasts, tabletop presentations, and anything else that a customer may need. Typically, there are no more than 2-3 people and no more than 3 cameras. Backgrounds include a fake brick background, a cinder block background, and a green screen background.

13. What models of cameras are used for studio shoots?

a. Nikon Z6, Z7, and Z9 are currently used for studio shoots.

14. What video format is being used (ie: image resolution and frame rate).

a. We shoot video up to 8K, 60P; frame rate 24fps – 120fps.

15. For green screen shoots, is there a single person addressing the camera in a fixed location, or action scenes?

a. Both. A single person is addressing the camera in a fixed position and there are action scenes.

16. If there is a "news desk" style set, will that incorporate lighting elements such as logos, downlighting, accent lights, etc?

a. No news desk style set but we could use one in the future..

17. Do you expect to use any on-set video displays or projection for backgrounds or content?

a. No we currently don’t expect to use any on-set video displays or projection for backgrounds or content.

18. Are the users prepared to re-light for different shoots, or is the expectation to have one or more preset scenes based on the answers in question 9 12?

a. We anticipate re-lighting depending on the need.

19. Do you want a second color choice for curtains (ie: 75' of black and 25' of another color)?

a. The second color choice for curtains is 18% gray.

20. Will any of the provided light fixtures be used for field work? If so, what battery system is required (AB Gold Mount or Sony V-Mount)?

a. No, none of the light fixtures will be used for field work.

21. Will portable/break-down models of lights and support gear be needed for travel?

a. No. portable/break-down models of lights and support gear will not be needed for travel.

22. Are there six edit rooms or five? The bid documents say six, but on site we were told five.

a. There are five edit rooms.

23. Does the contract include recommendation and installation of materials to improve acoustics inside the studio and edit rooms?

a. Curtains are primarily needed for the studio, but maybe some treatment in the ceiling if necessary.

24. Please describe the nature of audio recordings expected in the booths (ie: simple narrations, translation, animation dialogue, foley, podcasts, etc.).

a. The expected audio recordings include voice-over narration, podcasts with narration and/or dialog, and animation dialog.

25. Is narration-to-picture needed?

a. If the reference is to recording narration on the fly, this will not be needed.

26. Do the booths need countdown clocks? If so, control from all edit rooms could be complicated.

a. No, countdown clocks are not needed.

27. What microphones are used in the audio booths? Does the contract include recommending other microphones?

a. Recommendations are invited. We currently own a variety of mics, including condensers; ribbons; and dynamics.

28. Since the new audio components will connect to the editing systems, what equipment is used in the edit rooms? Please include computers, hardware interfaces, audio equipment, software in use, etc.

a. FSIS will be recording directly to Macs running Adobe Audition.

29. What software is used for recording? Will audio recording be done solely on the editing computers, or others?

a. As mentioned above, FSIS records to Macs using Adobe Audition. Some recording may be done on a MacBook Pro using Adobe Audition.

30. Is there existing audio equipment that should be considered for re-use, if possible?

a. Yes, there is existing equipment that should be considered for re-use.

31. The RFP suggests that as many as nine mics, in both booths, could be used simultaneously. For this unlikely scenario (or for any number of mics) is the expectation that all mics will be controlled by a single edit room, and recorded on a single workstation? The answer to this could significantly affect the choice of equipment and signal transport, so please be realistic.

a. The smaller audio booth will accommodate up to three people. The larger audio booth will accommodate up to six people. We do not see any scenario where the signal from either booth is fed to more than one edit room.

32. Is it assumed that any edit room will be ready to record from either booth with no advance setup? Or is it acceptable to share devices (such as a control panel or mixer) and move them between rooms as needed?

a. Individual control panels/mixers are preferred, but several could be shared if absolutely necessary.

33. Is the media production department able to purchase and operate its own computers and network equipment, or does government IT get involved? This can be a significant issue if a network-based solution is used for audio connectivity between rooms (although the audio network should not connect to the government network anyway).

a. FSIS IT is involved in approving any purchase that has electronics in it, even if it is not connected to the “network”. This even includes mirrorless cameras.

34. Assuming cables will run between rooms under the floor, is there a requirement to use plenum-rated cable? This should not be necessary unless the access floor is a HVAC return plenum.

a. This is not a question we can answer as we are not sure where the cable is ran.

35. There was one purpose-built editing desk evident on site. Will additional functional furniture, such as more edit desks (or radio-style desks in the audio booths) be added? If so, is that part of this contract?

a. FSIS has another editing desk that will be used. Additional edit desks are not needed.

36. If no additional functional furniture is expected, is there a problem using freestanding or desktop racks to house equipment where necessary?

a. Yes, you are allowed to use desktop and/or freestanding racks.

37. Is there a preference for how wiring in the booths and edit rooms exits the floor and connects to the desktop equipment? This can take the form of a direct cable bundle, a connector panel in the floor, or other options.

a. A direct cable bundle is preferred.

38. What is the timeline after this project is awarded?

a. ASAP

39. Are the additional rooms ( podcast and edit) included in this bid?

a. This bid includes 2 audio rooms, 5 editing rooms, and 1 video production studio.

The Podcast room will not require connectivity.

40. Will the rooms be used simultaneously?

a. The rooms might be used simultaneously.

41. There were rooms that did not have acoustic treatments, did the USDA want to be consistent with the treatment?

a. USDA will evaluate any additional treatments you propose.