B12_Questions_and_Answers_02_23_2022_0001.pdf

Questions and Answers:

Solicitation 140L3722Q0011

February 23, 2022

Q1. Is the contractor required to provide all images/recordings, including duplicates, takes, and misses/bloopers to the Government? Or just the finalized deliverables and their associated originals?

A1. The BLM Fire program would like to have only the finalized products and deliverables.

Q2. Is the Government providing all permits, facilities access/credentials, to the contractor to perform a task order? What is the process and time frame for such credentialing?

A2. The BLM Fire program will facilitate all access/clearances/approvals and coordination throughout the duration of the project. Also, there will be an agency point of contact (POC) if there any additional clearances needed. All coordination will be complete prior to arriving at the project location.

Q3. Is any clearance required (i.e. public trust, secret, etc.) if so, will the Government be sponsoring that clearance?

A3. The BLM Fire program will facilitate all clearances/approvals/access prior to arriving to the project location.

Q4. For aerial photo/video in restricted airspace (i.e. drone), is the Government providing clearance and coordination with the relevant agencies and ATC to perform such operations?

A4. The BLM Fire program will coordinate requests and clearances with the proper parties prior to the project.

Q5. What are the minimum resolution requirements for the video files?

A5. The BLM Fire program would like the video files in the following format: HD

1960x1080 in both the raw files and mp4s.

Q6. Is the contractor permitted to supply their own recording media (HDD/SSD or memory cards) and keep copies on contractor systems for redundancy?

A6. Yes, contractors can have their own media, but if lost or damaged, the government will not replace the personal item since we are offering to provide the items.

Q7. Are alternate forms of delivery such as a download link, online gallery, FTP or

DropBox acceptable to the Government?

A7. Due to federal information technology (IT) regulations, the BLM Fire program cannot accept DropBox or any type of file sharing application outside of IT approved programs or applications. We can accept online galleries, FTP, or WeTransfer, for example.

Q8. What is the Government considering “work hours” under this contract? It says that it should be limited to 10hrs/day. Does this apply to production/recording/shoot time, pre-production/planning, travel days/time, or post-production/editing time?

Please clarify.

A8. The BLM Fire program will outline the exact hours that are approved based on the project and location.

o As for ‘Work-hours’ while on a wildland fire incident, the Contractor will follow agency policy for length of assignment and the work rest guidelines as outlined in the Interagency Standards for Fire and Fire Aviation Operations or Red Book à https://www.nifc.gov/sites/default/files/redbook-files/Chapter07.pdf (page 165-

167)· Production/recording/shooting time (the length of day) will be determined based on the project.

▪ The 10 hrs/day applies to the following, but subject to change based on the outlined project:

▪ Pre-production/planning

▪ Travel days/time (will follow agency policy as outlined in the Red Book in

Chapter 7 page 171)

▪ No driver will drive more than 10 hours (behind the wheel) within any duty day.

▪ Postproduction/editing time

Q9. What are the current COVID-19 protocols while on assignment for indoor and outdoor photo/video? Is the Government providing COVID-19 PPE when applicable?

A9. The BLM Fire program will not provide COVID-19 PPE and the Contractor is expected to have all the proper PPE for the field and office environment. The

Contractor will follow all agency COVID-19 protocols and the BLM will work to ensure that the contractor is given the updated information prior to departing/arriving to the project location. COVID-19 protocols are fluid and current guidance/protocols are based on the CDC/federal government regulations and the current conditions.

Q10. What, if any, are the protocols for addressing travel – particularly air travel – problems due to COVID-19 staffing/labor issues of airlines that affect a task order?

Will rescheduling of the assignment be permitted and would the travel costs incurred due to such a force majeure be reimbursed under the provisions of the contract?

A10. Canceled flights would be handled on a case-by-case basis and only lost/non-credited expenses would be reviewed for consideration of reimbursement. Project schedule changes may be possible, but would be decided on a case-by-case basis

Q11. What is the estimated or average turnaround time for both payment and reimbursement?

A11. The Government will make payment in accordance with the Prompt Payment

Act ( 31 U.S.C.3903) and prompt payment regulations at 5 CFR Part 1315.

Q12. Will you be requiring resumes of any photography personnel of the Contractor

(the firm) in addition to the Contractor’s resume/portfolio?

A12. The resume(s) and portfolio(s) submitted should be a representation of the personnel who will be providing the service for the government. If there will be multiple individuals performing the work, those individuals and their portfolio(s) should be represented in the quote submission package submitted by the contractor.

Q13. What is the frequency and duration of a typical assignment?

A13. The duration of an assignment could range from 7 to 14 days depending if it is a

"fire" assignment versus a project site visit. The majority of our wildland fire projects are from May to October, depending on fire activity. Fuels management projects

(prescribed burns or thinning projects) normally occur October through May. The number of projects depends on what is planned for the year and the BLM Fire

External Affairs program budget.

Q14. Is this for 1 contractor who needs to be able to cover all of the states/locations in question or will it be broken up by region?

A14. As noted in the solicitation, the government intends to award multiple BPAs from this solicitation and offerors have been instructed to indicate the regions they are available to work within. We anticipate setting up multiple BPAs for multiple regions; one contractor will not be expected to cover all of the regions indicated in the

SOW unless they feel they can be available to work in all of the regions listed while still providing the best value to the government.

Q15. How much lead time do they see us receiving before a photography or video shoot? Might any of these shots or briefings be in response to fires and emergencies that break out at a moment's notice? Should we approach this as an annual retainer or more based on individual days as we are contracted as the needs arise for media coverage within the BLM?

A15. Based on the project, there could be three-to-seven-day lead time before arriving to the project location. Prior to arrival at the location, a coordination call or two will be schedule between the photographer/BLM Fire and the photographer/BLM

Fire/hosting agent. A BPA call has the potential to be based on a wildfire response and that may lessen the response time to a couple of days, but a coordination call with the hosting agent and BLM Fire will occur.

Q16. Should a contract expect fire season to be a more active time of year for the work required under this contract?

A16. The fire season depends on the activity in the various geographic areas; the southern area and southwest fire season usually begins in March to April and the fire season in California could run into October/November. This all depends on fuels conditions, fire weather, and increased human activity within each geographic area.

Q17. My teaming partner and I are ready, willing, and able to cover all geographic locations for the B.L.M. Is the best structure to approach this bid with an hourly rate with minimum hours worked an opened ended assumption that travel is

A17. Yes, I would approach this BPA set-up bid by providing the hourly rates specified in the solicitation submission materials section. Before a BPA call is issued against an established BPA, each project will be competed among the established

BPA contractors who indicated in their responses to this solicitation that they can work in the particular region the project will be conducted in to determine all associated costs will result in the best value to the government.

Q18. In the S.O.W., as it discusses reimbursement for travel per FAR 31.205-46, would they like to see an estimate? Do they have any forecast for how much work might take place in each area of the nation?

A18. Travel estimates will need to be provided as part of an established BPA contractor’s cost estimate before a BPA Call will be issued for a particular project.

We are unable to forecast the upcoming fire season.

Q19. We tend to travel with large bags for our video gear when it is needed. I don't see anything about travelling with large bags, could this be claimed in our monthly

A19. All baggage for travel should be claimed on your travel/monthly reimbursement.

Q20. Can we go above the minimum requirement for resolution in both stills and video?

Broadcast quality is typically H.D. quality, and it would be very reasonable these days to shoot in 4k or beyond. The requirement of 2400x3000 pixels is shallow by today's standards and the constant improvements in technology. We could help the B.L.M.

establish a digital workflow that is more future proof.

A20. The 2400 x 3000 pixels is the minimum standard required for photos and anything above the standard is encouraged and appreciated.

Q21. Do we have room to suggest state-of-the-art equipment like slow-motion video, drones, gimbals, etc. to make for more impactful videos?

A21. State-of-the-art equipment is permitted except for the use of UAS/drones since the BLM is not allowed to use UAS due to a Secretarial Order.

Q22. Is there a place where videos demand more than just a single-person shooting?

Such as crewing up for lighting, audio, special equipment, and editing? If so, how would you like to see that structured into the proposal?

A22. Currently, the BLM Fire project list does not have the need for more than a single-person shooting, but if that is an option that you can offer please include since that might be a need over the next three years.

Q23. What is the name of the current contractor for this contract?

A23. We have had various BPAs set up for similar services in the past, but as this is an updated requirement with a new statement of work (SOW) with new/updated work requirements, deliverables, etc., any previous awards would not be applicable.

Q24. What will be the anticipated award date for this contract?

A24. Awards for BPA set ups are anticipated to be issued by April 1, 2022. BPA

Calls will be issued separately as project needs arise.

Q25. What will be the anticipated start date for this contract?

A25. This is a solicitation for a BPA set up. As noted in the solicitation, “There is no guarantee of the number of hours for this requirement.” Project planning is based on available funding and any funded projects will be obligated under a BPA Call.

Q26. What is the current monthly or total annual awarded amount for this contract?

A26. We have had BPAs set up for similar services in the past, but there are no current active BPAs for this service. This is an updated requirement with a new

SOW (with new/updated work requirements, deliverables, etc.).

Previous pricing/award totals varied based on each project and would not be applicable.

Q27. Has funds been appropriated for this opportunity?

A27. This is the BPA set up and no funds are allocated for the base BPA. Project planning is based on available funding and any funded projects will be obligated under a BPA Call.

Q28. I also didn’t see any references to Section 508 Compliance and Closed Captioning in the specifications, specifically as it relates to broadcast quality of the videos and photographs. Will the agency be adding that requirement to the solicitation?

A28. The BLM Fire program will work with contractors to ensure 508 compliance for final video and photo products, though contractors will not be required to submit raw photos and videos as 508 compliant.

The raw photos do not have to be 508 compliant, although we do want metadata included. As for videos, the contractor does not have to get any talking in each video transcribed or provide an .srt file. External Affairs will handle that when producing videos for YouTube.

Q29. What are your expectations for proposal submission? Would you like for the proposal to be in the form of a lengthy technical proposal or a capabilities statement with rate sheet? Or would you accept the SF1449 as submission with completed representation specifications?

A29. There is no required format for the submission materials. The required items are stated in the solicitation and all of these items must be submitted as part of your quote submission package. You are free to use the SF1449 form if you wish, but you are also free to submit separate documents containing the required information.

Q30. Is there a page limit for your desired proposal submission type?

A30. No, there is no page limit.

Q31. Who are your current incumbent photo/video agencies and partners?

A31. We have had BPAs set up for similar services in the past, but as this is an updated requirement with a new SOW (with new/updated work requirements, deliverables, etc.), any previous BPA holders would not be relevant.

Q32. Regarding the video component, would the prospective contractor be responsible for the full conceptualization of the video content? Meaning, taking the reins from pre-post production?

A32. Prior to arriving to the location, a pre-planning meeting with a shot/video list and project description will be discussed with the contractor, BLM state liaison, and

BLM Fire external affairs. A brainstorming session with the contractor will also occur with BLM Fire external affairs prior to leaving for the project site to work through any questions, concerns, and what the deliverables/end products will look like prior to closing out the project.

Q33. Are there any HIPPA or any additional certifications necessary to meet BLM

Fuel Management Program activities requirement?

A33. Depending on the current COVID-19 guidelines and/or restrictions at the time of the project, additional paperwork may be requested. Currently, the Department of

Interior, is requiring a certification of vaccination or a negative test (within the previous three days) for all visitors and contractors to enter federal buildings.

The current COVID-19 guidance and certification/testing requirements are attached to this solicitation.

Q34. What was the previous budget allocation for a similar opportunity?

A34. We have had BPAs set up for similar services in the past, but as this is an updated requirement with a new SOW (with new/updated work requirements, deliverables, etc.), any previous pricing/award totals would not be applicable.

Budget allocations are determined on a per-project basis.

Q35. Will the capturing of footage be conducted during “active” incidents, or will this be documented during training/drill operations?

A35. The capturing of content has the potential to occur during active incidents, trainings, fuels reduction, and prescribed fire projects. Each fire year, a list of projects is discussed and approved within the BLM Fire external affairs staff but if an active incident occurs on BLM managed lands, an emergency request can be issued for a photographer/videographer.

Q36. Are there any minimum insurance requirements associated with this work?

A36. Contractors are responsible for all costs and business decisions related to providing this service, including insurance. Insurance coverage choices and costs are the responsibility of the contractor providing the service and are not a decision determined or directed by the government.