Q_As_GEWA_0001.pdf

140P2124R0044 Q&A’s Page 1 of 10

GEWA Film Questions & Answers

1) Is there an incumbent to the RFP?

A: No incumbent, this is a new requirement.

2) What is the timeline for you get back to the people who submitted quotes?

A: Answers to all questions will be posted via this amendment…typically on or about 1 week after they are due, depending on number of questions received.

3) Does NPS have a budget or range for this contract that they would be willing to disclose?

A: $200,000 - $245,000

4) Regarding Attachment K_ContractPricingForm, if there are personnel or services that are not relevant for a specific phase of the project or that our firm would not need based on our proposed technical approach, can we leave them blank or remove them?

A: Yes, the contractor may edit as necessary to capture the relevant cost elements as well as leaving any unused elements blank.

5) Could you please clarify whether payments will be issued on completion of each phase listed, or will the total payment be made after the final video is delivered?

A: Payments are paid upon completion of each task and approval of said task, as listed in the payment schedule (that will become a part of the contract).

6) Runtime Flexibility: Given the depth of content required for the film, including the portrayal of diverse historical perspectives and environmental aspects, is there flexibility in extending the runtime beyond the stipulated 12-15 minutes?

A: No.

7) Seasonal Filming: Is it necessary to film in all four seasons to depict the area accurately, or can we simulate different seasons through a creative process using different filmmaking techniques?

A: Per 2.A.1.a.7 - Original 4K UHD footage (with sync natural sound whenever possible) of the park in all four seasons (spring, summer, fall, and winter), emphasizing the park’s natural beauty, serenity and quietness, cultural resources, commemorative features, and diverse flora and fauna, is required.

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8) Historical Representation Guidance: In portraying a diverse range of historical figures, including enslaved Africans and indentured servants, could you provide further guidelines on how these sensitive topics should be depicted, especially concerning slavery?

A: The park & COR will work with the contractor over the course of the project to ensure this is depicted accurately and sensitively.

9) Script Format Example: For the requirement of drafting scripts in a two-column format using the latest version of Microsoft Word, could you provide an example or template to ensure compliance with the specifications?

A: This can be provided after contract award.

10) Access to Park Resources and Historical Material: Since the park does not have an archivist, will we have direct access to park archives and historical materials, or will this require special arrangements?

A: The park & COR will work with the contractor after contract award for access to park resources.

11) Page 5, A.1.a: Spanish version:

a) Please clarify which elements are required to be produced in Spanish:

i. Narration

ii. SDH/CC

iii. Audio Description

A: See the specification overview, Section II.A.1.a.3 & 6

b) If Spanish narration is required, should on-screen speakers be subtitled or dubbed?

A: Subtitled, not dubbed

c) If maps are created for the film, will we need to create a version of each map with Spanish labels?

A: Any onscreen graphics will need to be translated for the Spanish version

12) Page 5, A.1.a.12 states: “Animated Maps and other graphics are required”. However, page 28, section 5 states: “3D animation and CGI may be proposed but is not required.”

d) Please clarify if the requirement is, at a minimum, for 2D animated maps?

A: Yes, 2D maps are the minimum

e) What might CGI be used for? Can you provide specifications for 3D animation and CGI so that we can accurately budget?

A: This would be included as part of the contractor’s proposal and treatment and developed over the course of the project with the COR and the park.

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f) If CGI and 3D animation is not required, but may be proposed in our future treatment, should they be listed as an option in our budget?

A: Contractors may propose optional treatment. However, those options will not be included in the total evaluated price, and may or may not become a part of the resulting contract.

13) Page 5, A.1.a.12: To aid accurate budgeting, can you provide more detail on the scope of the required animated maps, such as number of maps, level of detail, length, and topic?

14) Page 5, 1.a.8: Small-scale historically accurate reenactments may be proposed but are not required. Park buildings are not historically accurate.

a) Can you provide specifications for the reenactments so that we can accurately budget? What might these reenactments portray? What time-period?

A: This would be included as part of the contractor’s proposal and treatment and developed over the course of the project with the COR and the park.

b) Since reenactments are not required, but may be proposed in our future treatment, should reenactments be listed as an option in our budget?

A: Contractors may include reenactments as part of their proposal. If it is to be an optional item, that is not part of the submitted proposal, it shall be stated as such. However, those options will not be included in the total evaluated price and may or may not become a part of the resulting contract.

15) If the inclusion of reenactments will be decided after award, how should we address this in our budgets?

Reenactments are a significant budget factor.

16) In terms of historic reenactments, when it states, “Park buildings are not historically accurate,” (pg 5, #8) does that imply that no reenactment filming would take place at GEWA? Or could some parts of the buildings be used as sets?

A: The park buildings should not be used as historically accurate sets. However, this does not eliminate

GEWA as a location for reenactments.

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17) Page 5, A.1. a. 9: 4K UHD aerial footage is required and may include use of Unmanned Aircraft Systems

(UAS) if stock footage does not exist. But Page 22, C.2.3 states “Aerial footage shall be acquired using a gyro-stabilized mount such as Cineflex or equal” and “For the purpose of this Statement of Work, unmanned aircraft systems (UAS) shall fall under the category of “Specialized Dynamic Camera Motion” rather than ‘Aerial Filming.’” Can you clarify that both drone aerials (stock or new) and aerials captured by helicopter with a cineflex are required?

A: New footage would be obtained by drone (pending park approval of the drone permit). Helicopter (or airplane) use is not authorized for new filming; but stock footage may be utilized (if appropriate).

18) Page 5, A.1.a.13:

a) For budgeting purposes, where are the six interviewees located?

b) Can you elaborate on the nature and/or topics of these oral history interviews?

19) Page 8 A.1.c.2.v. “Interviews with researchers, historians, archaeologists, etc.”

a) Are these in addition to oral history interviews?

b) If so, how many and where might these interviewees be located?

A: At least 6 interviews shall be conducted with “researchers, historians, archeologists, etc.” The contractor may propose additional interviews for approval by the COR and park. Locations would be included as part of the contractor’s proposal and treatment and developed over the course of the project with the COR and the park.

20) Page 9, Item d. 8 states: The film shall provide a “big picture” overview of the site. New exhibits being produced for the visitor center will delve into more detail regarding George Washington and other historic figures and events.

a) Who is designing the exhibits?

A: Undermined

b) Is the exhibit design complete?

A: No. It is still in the planning stages

c) Is the interpretive plan for the exhibit design complete?

A: No. It is still in the planning stages

d) Will you share existing interpretive plans and exhibit designs?

A: Yes, if they are completed and available during the course of this contract.

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21) Page 9, Item B. 2 states: The contractor shall coordinate with non-NPS sites and landowners for filming on their property, both for exterior and interior filming. All required permits and fees for filming on non-

NPS land shall be the responsibility of the contractor. The contractor shall communicate with NPS prior to reaching out to any local non-NPS landowners.

a) Does the NPS expect or desire filming on private property?

A: This would be included as part of the contractor’s proposal and treatment and developed over the course of the project with the COR and the park.

b) Does the NPS have relationships with the owners of the private property?

A: Relationships vary, depending on the proposed property.

22) Page16, c.6: “Proposed production techniques such as specialized cameras and equipment and special approaches (examples: UAS, boat, gimbals, cranes, dollies, sliders, jibs, camera mounts, slow-motion, time-lapse).”

a) What is the likelihood a boat would be needed?

b) If so, can you provide any details on what might need to be filmed by boat?

23) The solicitation states that reenactments and 3D animation/CGI are possible but not required (pg 21, pg

28). Please confirm that creative approaches will be decided after award during the “Proposed Narrative

Approach” stage (pg 14), and we should not propose a final approach to reenactment, animation, etc.

during this proposal phase.

A: The contractor’s approach for reenactments and animations may be proposed but will be developed in conjunction with the COR and park through the course of the project.

24) Page 21, 4.5: “The Contractor shall be responsible for all honorariums and fees, including participant travel costs, associated with conducting the interviews.” How many honorariums should be budgeted, and at what rate?

A: See the specification overview, Section II.A.1.a.13 regarding number of interviewees. Typical honorariums in the past have ranged between $200-$300 per person.

25) Page 32, 3.e & pg 33, i.1: “…Blu-ray Replication Masters shall be delivered on archival-grade optical media…”

140P2124R0044 Q&A’s Page 6 of 10

a) Blu-ray replication masters must be submitted to a replication facility on a hard-drive; playable discs are not accepted. Please confirm that a Blu-ray Replication master is required on hard drive, rather than a duplication master for smaller print runs.

A: DVD & Blu-Ray deliverable requirements are listed in E.3.1.1-6 and the chart in F.1.a.

b) If a blu-ray replication master is required, is there a format preference for BDCMF or Sony CMF?

A: Either Format (BDCMF or Sony CMF) is acceptable.

26) How will the NPS team measure the success of your interpretive film? What milestones, goals, and/or metrics are you seeking to achieve?

A: The success of the film will rely on thorough and open communication and collaboration between the contractor, the COR, and the park. The goal is to integrate the park themes and content seamlessly and mindfully with high-quality imagery, interwoven with alluring narration, voiceovers, and soundtrack in a film that captivates and educates viewers.

27) What is the ideal outcome for the video?

A; The goal is to integrate the park themes and content seamlessly and mindfully with high-quality imagery, interwoven with alluring narration, voiceovers, and soundtrack in a film that captivates and educates viewers.

28) Please clarify the total number of voice talent required for the main narration; and for the audio description narration; with respect to the English and Spanish versions of your film.

A: At minimum: 1 English narrator, 1 Spanish narrator, 1 English AD, 1 Spanish AD

29) In addition to your 12-to-15-minute film, would the NPS also like shorter versions for social media to deliver wider audience engagement? If so, which social media platforms do you most wish to engage with?

A: For the purposes of this contract, the requirement is only for the interpretive film (in English and

Spanish) and does not require alternative versions.

30) To capture the park in all (4) seasons, what is the minimum number of filming days anticipated by the

NPS for filming your interiors, exteriors, park visitors recreating, and NPS staff and volunteers at work?

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31) Will the NPS identify the specific talent for the minimum of (6) oral history interviews, as well as the park staff and volunteers who are to appear in your film? Additionally, will NPS help secure and coordinate any of the on-camera talent they identify as needed for this project?

32) Upon award, will the selected contractor be given access to the NPS Library of existing assets (photos, paintings, illustrations, newspaper headlines, documents, and other historic assets) to supplement your film? Not knowing the depth of your available assets, how much content should contractors anticipate sourcing additionally beyond what’s within your archive? What archival assets are available for use? How are the assets cataloged, tagged, and/or organized? What formats is the content in?

A: The NPS does not maintain a centralized “Library of existing assets” that is accessible to the public. I do not have archival catalog information. The contractor may work with the park (after award) to determine what assets the park has available and how to obtain access. The contractor is not limited to using only NPS resources but must confirm with the COR that any proposed assets are appropriate. The contractor is responsible for ensuring any assets proposed for use in the film have the appropriate permissions and are at the correct resolution.

33) How many stakeholders are involved in the project engagement, review, and approval process of the tasks and deliverables under this contract?

A: At a minimum, there are one CO, one COR, two Project Management staff, and multiple park staff.

Not all stakeholders always participate in every task.

34) In addition to the required EPK deliverables, has the NPS already created or is the NPS interested in a defined public affairs outreach & engagement strategy to help drive overall audience engagement? If not part of this requirement, or if something has already been established, can the NPS share what your plan is? How will the EPK be used?

A: The park determines how to implement their public affairs outreach and engagement. I do not currently have a plan to share. This can possibly be discussed with the park after award.

35) Has an Independent Government Cost Estimate (IGCE) been conducted for this project? If so, what are the findings?

A: An IGCE has been conducted. The government will not release the IGCE.

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36) If Contractors have follow-up questions based on answers that come out in the first round, will there be an opportunity to submit additional questions?

A: Currently there is not a second round of questions scheduled for this project.

37) Will the government provide an extension to the deadline, so responses are due by 1700 ED on Thursday, June 6th?

A: No extension at this time.

38) Will the six “on-camera oral history interviews” (pg 5, #13) all be filmed at or within a short drive of

George Washington Birthplace NM? Or should we budget for some travel to other locations?

39) Could you give an overview of what types of archival materials are owned by GEWA and what time periods they cover (pg 10?) How much archival imagery or pre-existing footage, if any, could GEWA supply for the themes of “Memorialization” or “‘Present-day’ human activity”?

A: I do not have catalog information. The park & COR will work with the contractor for access to park resources after award.

40) 3D animation and CGI imagery is a possibility for this film (pg 28). Could you please give more insight into how they would be used (What might be animated? A map, a building, etc.?) Please note that 3D animation is a significant budget factor, so any guidance for budgeting would be helpful.

41) Would 2D animation suffice for the required animated maps? (pg 5, #12)

A: Yes.

42) Page 5 says that aerial footage “may include use of UAS,” but on page 22 is says that UAS “shall fall under the category of ‘Specialized Dynamic Camera Motion’ rather than ‘Aerial Filming.’” Please clarify if all aerial footage requirements on page 22 need to be shot by aircraft.

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A: New aerial footage shall be obtained by drone (pending park approval of the drone permit). Helicopter

(or other aircraft) is not authorized for new filming in the park.

43) For the Samples of Work (pg 83), since one USB can’t be encrypted for both Mac and PC, is it acceptable to send one USB formatted for Mac and one USB formatted for PC?

A: Yes, as long as the USBs are each properly identified.

44) Please confirm that we are including the Past Performance Questionnaires in Volume III and in Volume

IV (under required forms and certifications, pg 89).

A: The required forms and cert was meant to be a list. The Questionnaires do not need to be duplicated, due to the vagueness, they can be included as part of either Vol III or Vol IV.

45) The cover sheet of the solicitation says that offeror questions are due May 8, but page 42 says May 24.

Please clarify.

A: Questions were due 8 May; no further round of questions are scheduled for this project.

46) Is there a target due date or a hard deadline for project completion?

A: V. PERIOD OF PERFORMANCE (POP)

All work, including review and approval, shall be completed on or before June 30, 2026.

47) Can we include a documentary project in place of a scripted show as one of the work examples requested?

A: XXI. EVALUATION FACTORS AND CRITERIA Any information requested in Section XX.A Volume I Technical Capacity that is either not included in the proposal or does not meet the specifications will be noted as a weakness, significant weakness, or deficiency.

48) What are possible or anticipated hurdles to project completion, if any?

A: The government does not anticipate any hurdles to project completion.

49) What permits are required to film on NPS land?

A: An entrance pass is not required to access GEWA. Filming permits while conducting official work in service of this contract are waived by the NPS for the period of performance. An approved UAS permit is required for any drone use performed in service to this contract.

50) What areas are off-limits to shoot in, if any?

A: This will be discussed with the park after award.

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51) If a potential vendor meets several of the key project requirements and they work with a frequent partner that is an expert in other elements, may the two partner on this project?

A: Yes, however a Prime contractor must be identified for contractual, communication and payment purposes, while the other firm will be considered as a subcontractor.

52) Can you share details about your billing and payment structure and payment terms and the onboarding process for a new vendor?

A: Payments are made through the Invoice Processing Platform (IPP) (clause is located on page 55).

Payments are submitted upon approval of each phase/piece of the project; schedule (to be proposed by the contractor) is on page 45. For “onboarding” or questions on how to use IPP, see the email/phone number listed in the clause for the IPP helpdesk.

53) Can you share more details regarding the “Federal Civilian and Employer Contractor Travel Expenses

Act” to help us better understand those requirements?

A: Travel expenses are billed based on actuals and federal per diem rates without additional profit, overhead, etc. Receipts may or may not be required depending on the circumstances. (See also, the

Federal Travel Regulations). Contractors quote an estimate, but invoice based on actuals and must notify

Contracting Officer if they might go over the estimate, as that would have to be approved and funded.