Questions and Answers - vendors - NRCS responses April 8.pdf

Q &A 12FPC324Q0025

1. In the brief for the Tyonek Creek Aquatic Organism Passage Video Success Story, it mentions the possibility of up to five site visits. Is this stipulation exclusive to the Tyonek story, or should we anticipate the potential for up to five visits for each site involved in the project?

This situation is specific to only the Tyonek project as the crew would be asked to film multiple stages of an ongoing construction project (site clearing; installing the bridge; placing large woody debris; planting vegetation along the stream; etc. The construction window is likely going to take place from mid to late May at the earliest and into June, July, and August, potentially some in September. Once a contract is awarded we will engage the selectee with the Tyonek planning group as we are having ongoing meetings about this project and want to incorporate the film crew into the construction timeline. We may or may not end up going 5 times to Tyonek, it’s possible we may capture the footage needed in fewer visits, but please plan for up to 5 visits as a conservative estimate for travel purposes. We anticipate the Tyonek video will be longer than the other success stories due to increased shooting time on the site and therefore may likely cost more than the other success stories. Vendors should establish one base price for a success story video, and the Tyonek video may be issued as multiple “quantities” of videos when issuing a task order.

2. Understanding the budgetary framework for a project of this magnitude is crucial for determining the scale of our crew and the caliber of equipment we can allocate. Do you have a specific budget target for each video or for the project as a whole? Alternatively, could you provide examples of videos that reflect the desired quality and length? This information would be invaluable in tailoring our proposal to meet your expectations.

Certainly! We understand the magnitude of this project can be challenging since Alaska is a large state and often requires remote travel off the road system! There is not a specific budget in mind for each video. This solicitation is being offered open market to capitalize on best value to the government. We do anticipate that the Tyonek video will cost more than the others because it requires up to 5 trips to the village to film different stages of the construction. The other locations identified will be shooting projects that have already been installed (no active construction). Here are two videos that were produced by a similar contract that was awarded last fiscal year. The quality, length, and style of these short films are much desired:

• Protecting McGrath, Alaska from Erosion (youtube.com)

• Protecting Akiak, Alaska from Erosion (youtube.com)

3. Is there an incumbent and/or a budget?

There is not a specific budget per video. This is set up as an Indefinite Delivery Indefinite Quantity (IDIQ) contract so that we can issue task orders for specific video stories as they are needed. Vendors should establish one base price for a video success story and for a training video and then list travel expenses separately on the quote sheet. The Tyonek video may be charged for multiple quantities of the success story rate.

https://www.youtube.com/watch?v=8VKYETmxoyo https://www.youtube.com/watch?v=ZK5ihXtYYis

4. With potentially more than 5 projects, and each project/video being essentially 1 year/60 days, does the government anticipate overlapping project/video schedules per PWS 3.2?

Yes, we anticipate that the selectee will be working on multiple video schedules per each video success story which will overlap.

5. The solicitation states that "Some videos may require multiple trips" and that a "film crew will need to visit Tyonek up to 5 times." Do you know how many other locations require up to 5 visits for the pre and post-production process of this project?

See response to question 1 – only Tyonek will require multiple visits.

6. Can we submit a single video reel showcasing 3 different projects to meet the 3 video sample requirement? Additionally, if allowed, can we include more than 3 videos to demonstrate our experience in a wider range of habitats?

Yes. Please feel free to submit a single reel that shows 3 different projects. And yes, you may include more than 3 if you wish.

7. Is there a project budget or a per-video budget range?

There is not a specific budget per video. This is set up as an Indefinite Delivery Indefinite Quantity (IDIQ) contract so that we can issue task orders for specific video stories as they are needed.

Vendors should establish one base price for a video success story and for a training video and then list travel expenses separately on the quote sheet. The Tyonek video may be charged for multiple quantities of the success story rate.

8. Do we need to provide a more detailed breakdown on our video quote or do you only require hard numbers on Attachment 2 (Quote Sheet)?

For the Quote Sheet please just provide one hard number for each item.

9. What would be the award payment schedule?

This is set up as an Indefinite Delivery Indefinite Quantity (IDIQ) contract so that we can issue task orders for specific video stories as they are needed. Vendors should establish one base price for a video success story and for a training video and then list travel expenses separately on the quote sheet. The Tyonek video may be charged for multiple quantities of the success story rate. A task order would be issued per success story.

10. Once at each remote loca�on area-will there be rental vehicle op�ons to transport crew and gear or will transporta�on be offered by NRSC?

There will not be commercial rental car facilities at any of the remote villages; on-the-ground transportation will be arranged by NRCS and project partners. Typically a partner may lend the film crew one of their vehicles in exchange for a fee and the film crew would be expected to fill up the gas tank in the vehicle. This will likely be the case in Tyonek. The other sites identified on the road system (Palmer / Mat-Su Valley, Homer, Fairbanks / Delta Junction) will have access to traditional commercial rental car facilities.

11. When is this project expected to start?

We anticipate the work to start as soon as a contract is in place with the first task order issued being the Tyonek video success story; potential to start filming Mid to late May of this year.

12. It is stated that these projects may require 2 - 4 stand alone trips. Will these trips be on the same day or separate days?

Each success story video (besides Tyonek) will require it’s own trip of 2-4 consecutive days.

13. Will we be doing both the Success Story Videos and Training Videos for each of the locations listed below?

This is set up as an Indefinite Delivery Indefinite Quantity (IDIQ) contract so that we can issue task orders for specific video stories as they are needed. Vendors should establish one base price for a video success story and for a training video and then list travel expenses separately on the quote sheet. The Tyonek video may be charged for multiple quantities of the success story rate. A task order would be issued per success story. It is possible that only some of these locations will have a task order issued for a story.

14. Was the 1 year and 60 days deadline for completion of Final Film only for Tyonek Creek Aquatic

Project? If not, how long do you anticipate it will take for the 5 immediate need locations?

Yes, since the Tyonek film will require up to 5 site visits to film multiple stages of construction throughout the year, a longer deadline of completion is provided for this film. The other videos will utilize the schedule in the PWS (estimate 6 – 9 months for completion once a task order is issued)

15. The locations not considered immediate need, are they also expected to be completed within a year from contract award date?

No. However once a task order is issued for that specific success story under this IDIQ contract, the timelines will be applied as stated in the PWS.

16. How soon after the Contract is Awarded will the project start?

We anticipate the work to start as soon as a contract is in place with the first task order issued being the Tyonek video success story; potential to start filming Mid to late May of this year.

17. There were also a few additional cities mentioned for shooting.

• Delta Junction

• Fairbanks

• Nome

• Bethel

• Kodiak and Afognak Islands

Can you confirm if footage from these additional cities would be added to the first 5 videos or would they be 5 additional videos? Also, do you foresee these cities would need B-roll here or B-roll and interviews?

Each location would be its own separate success story video, so additional videos. Each video location would require b-roll and interviews.

18. Reference paragraph 2.3 of the PWS…Government cites multiple video success stories are needed. Q: Will the government provide specifics on the number of Success stories and

Training videos anticipated for the conservation program in Alaska? Additionally, will the government provide an estimated number of video’s per the locations referenced in the PWS?

Yes, task orders will be issued for each individual video story as they are needed by NRCS.

Reference paragraph 2.3 of the PWS…Q:Will the government provide an estimate on how many trips and the frequency of the trips will be made in the first year and in total over the 5-year ordering period?

In the first year it is estimated that up to 5 trips to Tyonek will occur as this will be the first task order to be issued under the contract and is the most immediate need for the videos listed.

There is potential for a trip to Homer and Palmer to also occur in the first year, if not this year then next year (year 2). The remaining locations would occur over the remaining 4 years of the contract.

19. Reference Video Success Stories, Pg 15 of the PWS. Q: Will the government please clarify whether the type of video expected is, i.e. Success story or Training video for locations 1-4? Will the government clarify whether a Success Story, or Training Video or combination will be required at the 10 locations referenced?

All locations listed are anticipated to need a success story; the only need identified so far at this time for a training video is one video that will be located on the road system in the Matanuska-

Susitna Valley for the snow survey program.

20. Reference paragraph 1.3 Scope…The government refers to multiple training videos are needed to demonstrate the “How To” process. Q: Contractor requests an estimate on the number of training videos that can be expected for each travel location, or will the government provide an estimate of the total training video expected to be produced?

This is set up as an Indefinite Delivery Indefinite Quantity (IDIQ) contract so that we can issue task orders for specific video stories as they are needed. Vendors should establish one base price for a video success story and for a training video and then list travel expenses separately on the quote sheet. The Tyonek video may be charged for multiple quantities of the success story rate. A task order would be issued per success story. It is possible that only some of these locations will have a task order issued for a story.

21. Reference paragraph 2.3 of the PWS…of the 10 locations that are referenced. Q: Will the government provide clarification as to whether these locations are to be considered stand-alone trips or should the contractor assume, that multiple locations would be filmed back-to-back to save costs? If the later, what would be a reasonable expectation?

Each success story video (besides Tyonek) will require it’s own trip of 2-4 consecutive days. If possible, filming multiple locations back-to-back might be an option if the other private landowners and entities and logistical considerations can align appropriately; however vendors should provide quotes that reflect stand alone trips in the event that back-to-back filming cannot be arranged.

22. Reference attachment 2 pricing. Will the government confirm that CLINS 0003-0011are travel related costs only and that no video production costs are to be included?

Correct. CLINS 003 – 011 are only for travel costs to include airfare, lodging, rental car, per diem, etc. for 1 trip to that location (one trip should be planned for up to 4 consecutive days per location). The base price set for ‘success story’ and ‘training video’ would contain all other expenses and multiple quantities of those units may be charged for one video when a task order is issued.

23. Reference Pg 11 of the PWS… Tyonek Creek Aquatic Organism Passage Video Success Story – government references that up to 5 trips may be required for this success story. Q: Will the government clarify what the expected duration of each trip would be? – how many days should the contractor expect for each visit?

Expected duration for each Tyonek visit would be 2 - 4 consecutive days.

24. With respect to the short turnaround of Q&A’s to be provided, will the government consider extending the Proposal due date by one week?

At this time NRCS does not plan to extend the proposal due date.

25. Will alternate transportation (i.e. ATV, snowmobiles, etc.) be needed in the village of Tyonek or in any other locations or is all infrastructure that will be filmed accessible via a 4WD vehicle? If alternate transportation is needed, please let us know which locations if it’s known at this time.

At this time no ATVS or snowmobiles are anticipated for travel cost planning purposes. There will not be commercial rental car facilities at any of the remote villages; on-the-ground transportation will be arranged by NRCS and project partners. Typically a partner may lend the film crew one of their vehicles in exchange for a fee and the film crew would be expected to fill up the gas tank in the vehicle. This will likely be the case in Tyonek. The other sites identified on the road system (Palmer / Mat-Su Valley, Homer, Fairbanks / Delta Junction) will have access to traditional commercial rental car facilities.

26. Any situations where a power source may not be available overnight?

Not likely. A power source will be available.

27. Besides Tyonek will any of the other stories require multiple trips to the same location or do you anticipate all filming to be completed in a single, multi-day trip? If multiple trips are required to the same location, are those locations currently known

At this time it is not anticipated that the other locations (besides Tyonek) would require multiple trips; rather filming for videos at those locations is anticipated to be accomplished in one trip spanning 2-4 days per trip.

28. Can we expect any costs associated with filming permits (particularly drone)?

Any costs the vendor may incur for drone usage including permits should be factored into the total base price provided on the quote sheet for a success story video and a training video. NRCS requests drone footage for all stories.

29. Will any animated graphics be required beyond simple text graphics/lower thirds and the specified “post thumbnail graphics for each video for YouTube”?

No animations will required. Each video will require simple text/graphics/lower thirds and a thumbnail graphic for posting to social media.

30. Per the RFQ “Quotes are to be inclusive of costs. Vendors are required to furnish prices, hours and labor categories to fulfill this requirement” How do you want this information presented?

Are you looking for a price breakdown (day rate, hourly rate, etc.) in the quote?”

Please include this information on a separate itemized list (separate from the quote sheet listing CLINs 001 – 011)

31. Also would it be possible to have more than one week’s notice for shoots?

It is very likely that more than one week notice will be given; however on the conservative side, 1 week is provided as a minimum due to logistics and weather, particularly involving the trips to Tyonek to film active construction of the fish passage project. It’s more likely that limited notice will be available for that project compared to the other locations.