B09_NHOTIC_Video_Q_A_amend_2_0002.docx

The purpose of this amendment is to answer additional questions and provide samples of current videos. Video segments are separate attachments and provide a sampling of current videos.

Questions and Answers Q. What is the budget range for this project?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. Funding is available for this project and accounting information will be supplied to the awarding vendor on the final purchase order. NO OTHER BUDGETARY INFORMATION WILL BE DISCLOSED PRIOR TO AWARD

Q. Invoicing & Payment (pg 11/57 of Solicitation) appears to indicate progress payments tied to deliverables. Is this correct? Will progress payments be made? If yes, how will they work?

A. Invoices may be submitted after each stage is completed and approved by the BLM. Invoices must be submitted via IPP.gov and BLM will review and approve each invoice before it is paid.

Q. Based on the instructions (pg 55/57 of Solicitation) and evaluation (pg 57/57 of Solicitation), the only evaluation factor is price, presumably low bid. Is this correct?

A. Yes. We will also evaluate past performance, which will be verified through CPARS which is a program used by the BLM to record vendor performance ratings. If a vendor would like to submit past performance ratings, they are welcome to.

Q. Are there any qualifications required to be awarded this contract for film making?

A. No. There are no special qualifications being requested.

Q. The first item in the scope is a theater quality orientation film using a minimum of 85% new photography. Without setting some threshold for qualifications, how can you be assured that the low bidder can produce this film and 3 videos that meet BLM standards and fulfill your needs?

A. We are providing samples of the current videos to assist filmmakers in determining the type of films we are looking for in this solicitation. If a vendor does not perform to our expectations, that will be determined early in the process and vendor could be disqualified.

The 85% should be film “new to us”, not just a re-edit of existing film. 85% should be new material, which could be stock footage (licensed), scripted story, landscape, animation/cgi, etc.

Q. Short of evaluating proposer’s previous work and watching sample reels, how will you determine that all production companies have the capabilities and artistic vision to meet the technical and creative requirements of this contract?

A. See response above. We will be able to determine if awardee is not producing to the level expected early on. If that occurs, we will re-evaluate at that time.

Q. What are your expectations for the main site film?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. For the site introduction film, we would like a film that orientates the visitor to the site and tells the history of the site and its mission. We would like this in the site style of the National Park Service (NPS) site orientation films. Unfortunately, I do not have any specific examples. We would plan on working with the contractor and providing input into the script they develop for the introduction video. We want to allow for creative latitude to tell the story in the best way.

Q. Do you desire interviews with trail experts and resources managers?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. No interviews are needed unless the contractor believes it is in the best interest of the narrative.

Q. Do you expect filming to occur in more than one season?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. One season, preferably summer or spring would be sufficient for the site video.

Q. How many days of original production do you desire?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. This will be at the vendor’s discretion so long as they stay within the performance period. The goal of this contract is to film new vignettes and create a site film, we are open to reusing old footage but wish for the bulk of the new vignettes and site film to be newly filmed. We had written in 15% as a limit to ensure that the new site film and vignettes are not primarily recycled footage. 15% can be negotiable.

We want to allow for creative latitude to tell the story in the best way.

Q. The RFQ indicates desire for casting and sets? Do you expect the orientation film to include reenactments?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. The current 3 films have a cast of 2 to 6 people in period costume and period appropriate sets. The 3 vignettes would follow the same format to fit with the exhibits.

For both the vignettes and the site film the contractor is responsible for developing the script and/or story. This would inform if they need interviews, b-roll, etc. If the vendor feels the story is best served by reenactments, we can do that. If narration or panoramas fit better with a developed script, we can do that.

Q. You indicate that BLM has the 16mm film from original films for the NHOTIC. Has that film been transferred in an acceptable format, or would we need to arrange for transfers of the footage as part of this contract?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. There is no digital copy of the 16 mm footage. When archival footage is stated, that is a reference to existing 16 mm film stock found on site. There is no requirement of finding and licensing archival footage from other sources, this can be done by the contractor if they feel it is the best route for developing the films.

Q. Please clarify: The use of archival footage shall not exceed 15% of the total length of the films. Does this mean use of the archival footage BLM has from NHOTIC or any archival/stock footage?

Please clarify: Does the 15% archival footage requirement apply to the 3 vignettes, or should they be primarily developed from the existing 16MM footage?

A. See responses above. The goal of this contract is to film new vignettes and create a site film, we are open to reusing old footage but wish for the bulk of the new vignettes and site film to be newly filmed. We had written in 15% as a limit to ensure that the new site film and vignettes are not primarily recycled footage. 15% can be negotiable.

Q. Is this 15% archival footage requirement only for the Main Film?

A. No, it applies to all of the videos. We anticipate working with the contractor to redevelop the vignettes with the goal that something new is created that works with the narrative flow of the exhibit halls, we are open to working with the contractor to determine the best use of film to engage with the audiences in the small theaters based around the three topics listed above.

Q. Do you expect that at least 85 percent of footage used for the films will be newly produced original material?

A. Yes. See answers above.

Q. Regarding content, how do you anticipate blending the story of the Flagstaff Mine will be incorporated into the story of the Oregon Trail?

A. We would not need it in the 3 vignettes, but in the site orientation video, we would likely need just a brief statement that this was a mining site, and the center talks about the mining history in the area.

Q. For the trail vignettes should all original filming be done in the vicinity of Baker City?

For trail vignettes are other locations desired at the beginning of the trail or at the end of the trail?

A. Please see amendment 1 attachment: B09_COR_NHOTIC_Video_Q_A_edits. We do not anticipate filming with partner sites for these films, filming would be limited to eastern Oregon and the area around Baker City and Flagstaff Hill. If vendor has access to a back lot or studio, that would be fine. Example: Film the interior of a general store, that would not need to be completed in Baker, Oregon. Exterior shots should match the area.

Q. For the River Crossing vignette do you expect original filming of a reenacted river crossing? If so, should filming require oxen?

A. In the old video they used a mixture of oxen, horses, and mules. I know it is very difficult and expensive to find oxen teams these days, if you opt to recreate the crossing, it would be okay to not use oxen. Vendor may recreate the river crossing or develop a short video that explains a river crossing without showing it. You can reenact something but if you think of a better way to present the info in a video vignette, we are open to that as well. We would allow cgi/animation graphics for any of the vignettes as well.

Q. Is the 90-day review period the maximum amount of time needed for review/revision of various deliverables (script, film reviews) or is there additional time needed if revisions are required before any one deliverable is approved?

A. Public Affairs review of script and final film usually only takes a couple of weeks. They may request edits at both stages. If multiple edits are requested and completed the entire process could possibly require up to 90 days. Other reviews will be in house and of shorter duration.

Q. 90 days for a review is extremely long and can make a schedule difficult to manage; typically with BLM and NPS projects reviews take no more than 30 days. Given the overall schedule of 16 months if 12 months are required for reviews, that only leaves 4 months for the work to be completed, which is marginally adequate to do all research, writing, production, and editing. Can the project schedule be extended to accommodate the review periods and still allow time for production?

A. Because review periods are estimated, whether or not the schedule is extended will be discussed if the issue arises. One should not assume it will automatically be extended.

Again, internal reviews along the way should be a week or less. Times when Public Affairs need to review (final script and final film), will take longer. Typically they can turn around a project in 30 days or less but we wanted to err on the side of caution, as multiple review/edit cycles could make the process longer.

Q. Please clarify: The contractor shall provide two (2) hard copies of each deliverable and one (1) electronic version. Does this requirement apply only to final deliverables?

A. Yes. That way we have more than one hard copy in case of issues and a master copy of the hard drive with film cuts.

Q. What are the requirements for the hard copies? Printed scripts? Hard drives with film cuts?

A. We would like a digital copy of all project files, raw footage, and final videos. A hard drive with film cuts works. We would take all raw footage if available. Videos will become the property of the BLM.

Q. Are subtitles to be in English only?

A. Yes

Q. Could you please provide a price schedule as mentioned on page 55, section L.2.1.2 Evaluation Factor, Price of the solicitation document?

A. The price schedule is the chart located at the top of Page 3 on the original solicitation.

Q. Could you please provide instructions on how to submit our Past Performance information through CPARS?

A. The government enters vendor performance evaluations through CPARS, it is not for vendors to submit ratings. If you wish to include previous performance evaluations with your quote, you are welcome to do so.

Q. Background, page 4 of Solicitation document: Can you please provide screeners of the existing films for the 1-hour documentary and 3 vignettes that the new videos will be replacing?

A. We are posting the three current vignettes in the attachments section for vendors to review. The one hour film is a documentary of the Oregon Trail and greatly exceeds the scope of what we would like the site orientation film to be as it is not site specific.

New film can be live action, cgi/animation, or a combination of both. Ideal situation would be all new film but vendors are allowed to use existing footage.

Q. Page 55 notes to use Standard Form 1449 to submit the project quotes. However, I'm having trouble seeing how one would use that form to create a production quote. Do you have any past examples? Are we required to use that form?

A. On the original solicitation, pages 1 and 2 are the SF-1449 form. If you can fill out box 20, on page 1 (with final price on the top of page 2) and match the total price that is entered into the grid at the top of page 3, that is really all we’re asking you to do.

Solicitation also states to sign and submit the SF-1449 cover sheets of any amendments as well.

Q. Regarding the past performance, do you have a preferred format for that information? Can we provide a write up?

A. We will pull a report from CPARS which is a database where vendor performance ratings are stored. If you would like to submit any past performance records, please feel free to do so.

Q. Question 14 in the posted Q&A says the solicitation requires a price quote and past performance. And then Question 29 says it only requires a price quote. Can you clarify?

A. All quotes will be evaluated by price. Once we have all the quotes, we will check to see if there are any negative records recording for vendor performance. You do not need to provide past performance ratings but are welcome to do so.

Q. 2.3.1 Who Does What, When Report - Is this report something that needs to be submitted with the quote proposal? If so, what should the report include?

A. This is not part of the quote submittal. This is a document that will be created once the vendor and the BLM representatives meet and discuss the project in more detail.

Q. Past Performance – Per page 57 of the RFP, “Past performance information may be based on the Government's knowledge of and previous experience with the quoter, or other reasonable basis.” What should the contractor submit for past performance?

A. See response to questions above. Vendor need not provide anything for past performance but may submit previous ratings if they wish.

Q. On page 55 of the solicitation document, the instructions for respondents lists the need for a price schedule as well as information on past performances… will you be providing the price schedule for us to fill out or should we be creating that for any expenses we foresee occurring during the production process? Also, will all past performance experience be accessed through CPARS or will we need to send over that information after it has been processed?

A. The Price Schedule is located on Page 3 of the original solicitation. Past performance will be checked on our end through CPARS to see if there are any negative ratings from previous government contracts. If you would like to provide previous performance ratings, you are welcome to do so.