QandA for RFQ 12FPC323Q0033 NRCS-AK Success Story Video Production Svcs.pdf

QUESTIONS AND ANSWERS

RFQ 12FPC323Q0033

NRCS-Alaska Success Story Videography Services

1. Can you give a rough estimate for the amount of weight that is allowed on the planes to get to Akiak, Huslia, McGrath? I am assuming those are smaller air taxis so I wasn't sure if multiple people plus equipment would be too heavy. We recommend keeping baggage to 40 pounds or less per person. Excess baggage fees range from $1.65 to $2.10 per pound for each additional pound over 40. Most small air taxis may accommodate three passengers at a minimum.

2. Are these videos part of a series? No, each video is a separate, stand-alone film featuring separate projects, but the films can use consistent graphics or visual elements across all five stories.

3. What is the crew size that will be allowed on the premises to shoot? We recommend keeping the on-site crew size to a maximum of 3 individuals in order to accommodate flight transportation capacity.

4. Will the talent need hair and makeup done or will they be camera ready? No hair or makeup will be needed; talent will be camera ready.

5. I see the agency will be helping us locate lodging and flights, will they also be assisting in transportation, seeing how some of these places are pretty remote? If we do need to rent a vehicle can that also be added to the quote? NRCS will assist with vehicle transportation in remote areas where vehicle rentals are not available. It is recommended that vendors include an estimate charge for vehicle rental in Anchorage, Fairbanks, Kodiak Island and Juneau.

6. Is there a preference as to how many cameras are used to shoot the interview? No preference.

7. Attachment 2 Quote Sheet doesn't show a line for travel costs. Are we to build that into the cost for each video? Yes, travel expenses are to be incorporated into the total price for each video.

8. Does the Quoter have to have a degree in video production or just an educational background? And what is your definition of an educational background? To be considered qualified technically, the quoter shall have an educational background in videography and relevant work history. Videographer must show/present evidence of a working knowledge of videography, including methods, techniques, equipment, and tools used to stage and capture video imagery and the ability to develop/edit video to tell a “success” story. Quoter must demonstrate a clear understanding of all requirements and demonstrate that as a contractor, they have technical expertise in videography success story services. The quoter must also demonstrate they have the necessary expertise and personnel to furnish the service described in the Statement of Work.

9. Please provide clarification on the ’18 days of service’ – The 18 days of service include travel to and from Alaska and all days within Alaska. The shoots may be split into two trips with each trip spanning 9 days. For example, trip # 1 – travel to Alaska on day 1; then shoot within Alaska for 7 days, then travel home on day 9. Repeat same process for trip #2. Likely we will shoot trip #1 in late summer of 2023 and we will shoot trip #2 in summer of 2024.

10. The statement of work states "NRCS will identify shoot locations, arrange access to the sites, and will work with the recipient to set up and arrange for the video shoots,” does this mean you’ll do that, or we would do it with you, or both separately? The NRCS public affairs officer will coordinate the locations, site access and interviewees with the selected videographer; the videographer will conduct all on-site interviews, filming, and direction.

11. Crew. Which film crew positions are required and the number of each (Cinematographer, Director, Lighting and Sound Technicians, etc? Minimum requirement of one camera operator and one other specialist (lighting and/or sound or director, will leave this up to the preference of the vendor)

12. Post-Award conference. Do you require an on-site meeting? No on-site meeting will be needed prior to the shooting however we will meet virtually before the shoot and this meeting will be organized by the NRCS public affairs specialist.

13. The RFQ also states, “NRCS will provide on-site direction.” Can you please clarify, will someone from NRCS be directing the shoot as in conducting the interviews, directing the crew, etc., or will they be providing general direction in terms of keeping the project focused? The NRCS public affairs specialist will attend the video shoot along with the crew and provide general direction to keep the project focused, however the video crew will conduct all interviews and provide all necessary equipment and services to direct the film.

14. The section defining B-roll notes, "B-roll can include archival and stock footage, close-ups, and dramatic re-enactment.*" Can you please clarify if this project will include dramatic re-enactments? This project does not require dramatic re-enactments.

15. The RFQ states, “The performance period for the base year is estimated to be June 1, 2023 –

September 30, 2025.” Attachment 1 states, “the videographer will provide up to 18 days of services” for filming within “…a window of 90-days…” Is there a specific 90-day time frame within the base year in which you want to film this project and/or season/time of year you want to capture visuals at specific locations? See answer to question 9 for clarification on the time frame.

16. Can a list of the jumper flight (or smaller flight) company names be released for us to reach out to for an accurate price estimate?

a. Home - Wright Air Service

b. Reeve Air Alaska, LLC | Air Service to Tatitlek and Gulkana

c. Scheduled Flights | AAT (flyaat.com)

17. What happens transportation-wise when the team gets to the remote location? (i.e., to haul our equipment). Other than Juneau, where you indicate we will need to rent a car, will we be carpooling with the NRCS representative, jumping on offroad vehicles at the project sites?

Mainly speaking to transportation in general for locations where needing a rental car isn’t called out as being needed. NRCS will provide transportation in locations where a rental car isn’t available or needed – carpooling with the NRCS representative.

18. For areas with no hotels indicated, will we be staying in the larger cities and flying in/out each day (i.e., stay in Bethel but fly into Akiak)? Hotel stays will include Bethel (with daily flight into and out of Akiak); Fairbanks (with daily flight into and out of Huslia) and Anchorage (for flight to McGrath). One night will be spent in McGrath in non-traditional lodging (no hotel). NRCS will coordinate this with the vendor. Hotels will also need to be booked in Kodiak and Juneau.

19. It appears that NRCS will cast talent/interviewees, then forward info to vendor to develop the shoot strategy; ie: brief, treatment, shot-list and schedule. With such a tight schedule, will the vendor have the option to conduct pre-interviews with proposed talent prior to filming? Or will NRCS be solely responsible for vetting interviewees? NRCS will arrange for a pre-site virtual meeting with proposed talent prior to filming.

20. Do you know the expected dates/timeframe for filming at each location? Will any filming be required in 2023? See response to question #9.

21. Have you worked with another vendor before on a similar project? If so, can you share the contract number(s) and vendor name(s)? NRCS-AK currently has a similar contract with Kokopelli Pictures, LLC for recruitment video production services, contract number

12FPC322F0176.

22. Will we write the stories after the interviews or should we construct them in advance of filming? It is recommended that stories be written after interviews take place.

23. Can you share recent examples of similar video stories that you consider to be excellent examples?

a. Restoring Clean Water in the Fletcher Gulch Watershed - YouTube

b. Return of Whychus Creek - YouTube

c. The Tongass National Forest - YouTube https://www.wrightairservice.com/ https://reeveairalaska.com/ https://www.flyaat.com/sheduled-flights https://www.youtube.com/watch?v=9Fkq5A6uPUs&t=218s https://www.youtube.com/watch?v=kN7XG89WTyo https://www.youtube.com/watch?v=iIMVLGCzV8A

24. How much storyboarding will be provided to the vendor on each shoot? The NRCS public affairs specialist will provide general information to the vendor about each project prior to the shoot to assist them with developing a story board.

25. Who is responsible for obtaining the drone permits for each location site? The vendor is responsible for obtaining all drone permits.

26. We see transcripts of each video are required; However, would you like us to also handle the 508 compliance tasks and which ones (ie. captioning, encoding, DVI, etc.)? No additional 508 compliance tasks are required other than providing a transcript.

27. In addition to English, any other language versions needed of videos? No.