Sol_140P2124R0054_Amd_0001.pdf

(x)

140P2124R0054 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

PHF

Harpers Ferry WV 25425 IDC Building 67 Mather Place DOI, NPS, HFC - Acquisition Managem

PWA

Denver CO 80225 P.O.Box 25287 MS WCP NPS, WASO - WCP Contracting

05/28/20240001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

05/16/2024

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this solicitation amendment is to:

1. Incorporate answers from the Requests For Information that were due on 05/23/2024.

2. Incorporate additional reference photos as attachments.

All other terms and conditions of this solicitation remain unchanged.

//END OF AMENDMENT//

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Tavis Salas

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

Requests for Information (RFI) for Solicitation 140P2124R0054: FOLS – Exhibit Film

1. I didn't see a deadline for this project, when is it hoped to be installed?

Answer: Section V. PERIOD OF PERFORMANCE (POP)

Anticipated start of performance is June, 2024 and shall be completed on or before April 18, 2025.

2. Are we responsible for the video monitor installation?

Answer: No.

3. Is there a budget determined for this project and what is it?

Answer: Budget range is $40,000.00 - $70,000.00.

4. Could you please let me know if the consideration will be given to local production companies when evaluating proposals?

Answer: The evaluation factors are prescribed in the RFP and will be evaluated based on the requirements established.

5. Pg 4, A.1.f “Filming shall occur between May - July” and Pg 21, V “...shall be completed on or before April 18, 2025.” Considering that proposals aren't due until June 13 and that there are multiple pre-production submittals before filming can occur, it appears that the filming window isn’t realistic.

• Will NPS consider shifting the filming window to another time of year, for example Aug-Oct?

Answer: II.A.1.f. Filming shall occur between May – July when the grass around the visitor center is green.

NPS acknowledges that, due to contracting schedules, this is a compressed window for filming and will expedite pre-production wherever possible.

6. Pg 4, A.1.g "Historical reenactors and props shall be provided by the park.”

• Can we assume that costumes will also be provided by the park or reenactors?

• Will we need to hire a horse wrangler, wagons, etc?

• Approximately how many reenactors might be available to participate?

Answer: The park will be providing reenactors, props, costumes, animals, wranglers, etc.

Final counts have not been determined but this is the information so far from the park regarding the proposed scene:

We should have at least 8 or 9 laundresses. With the 10th Cav here, they had Black laundress so this will be two or three black and the rest White. A Black soldier taking some laundry to them and returning with clean laundry. Children of the laundress playing together. A couple of the kids should be dressed like little soldiers and playing with wooden rifles. Older girls helping with the laundry. Two solders going through pulling a hand cart with some firewood for the laundress. I would like to have the ambulance with a team going to the adobe hospital. This would be a driver and Post Doctor. At least two officer's wives need to be walking up and talking with a couple of the laundress with some clothing. I feel the focus needs to be on the laundress and kids playing. A couple more soldiers doing things in the background would add more action. Attached a CW photo of a launderess and children (Attachment 1). The army had dogs, we should have one or two dogs. A couple kids could be playing with one of the dogs. One horse tied out in the scene. If I can find a team to pull the ambulance that will be two more horses.

7. Pg 4, A.1.h "CGI shall also be utilized to remove modern-day intrusions in the viewshed such as the riparian area…”

• What will the modern viewshed be replaced with?

Answer: Mostly sky and land without trees, maybe some stumps and small shrubs. The focus will be on the scene in the foreground so the primary objective is to remove the stand of trees that currently exists.

See ATTACHMENTS 2-4 for more references.

8. Pg 4, A.1.h “…historic building can be incorporated in post-production via CGI…”

• Will reenactors need to interact with the CGI buildings, for example, walking in or out?

Answer: The action is anticipated to happen in front of the buildings and reenactors will not need to go in or out of the CGI buildings.

See the answer to Question 6 for more info regarding the scene.

9. Pg 13, d. Reenactments:

• Can you provide a sense of what the scene out the window might be showing, so we can gauge scale and complexity?

• Will any special makeup effects be required?

Answer: See the answer to Question 6 for more info regarding the scene. No special makeup effects are required.

10. Are we required to sign and include Page 2 and Page 3, correct?

Answer: Yes. Page 41 of 70 will highlight additional forms and documentation to be submitted.

11. Are we required to fill out Pages 52 to Page 70, or are they just references?

Answer: They are references. These are verified by the contracting officer, through alternative means at time of the RFP deadline.

12. Will you accept responses made in Widescreen PowerPoint formatting and exported to PDF? OR do you need the proposal to be submitted in vertical format, 8.5” x 11” with 1” margins only?

Answer: All formatting and submittal requirements are highlighted in the Scope of Work’s Instructions to Offerors.

13. The government wrote that “Links to URLs shall not be considered.” If we want to share videos of our previous relevant work, is mailing a USB drive the only available option?

Answer: USB’s shall be submitted via the shipping instructions highlighted in the Scope of Work, if applicable.

14. The government wrote, “Include any travel and other direct costs in a separate portion of the cost response with a final overall total to include all costs for the project.” To clarify, if we add the travel costs to sections/cells M32, M73 and M103 in Attachment K, it will automatically populate the totals in section A9. Does this satisfy your requirement, or do you have a separate area in mind?

Answer: It should satisfy the requirement.

15. On Page 3, it states that “Reenactors and props shall be provided by the park.” And on page 13, it states that our responsibility is to ensure “actors, reenactors, costumes, accessories, props, sets” are historically accurate. Can the government provide more clarity in regards to what they will provide vs.

what we must provide? For each line item:

+Actors?

+Costumes?

+Accessories?

+Props?

+Sets?

Answer: See the answer to Question #6 for more info. The contractor shall confirm with the park historian that the scene, reenactors, and props are historically accurate prior to filming.

16. The government wrote, “the contractor shall submit a PDF document with photographs and descriptions of all costumes and accoutrement proposed for use by featured actors; and all major set pieces, props, and other items proposed for use in reenactments”. Is the expectation that we will create new costumes, props, sets, etc.? Or simply highlight government-owned items that currently exist and how we will use them?

Answer: The expectation is that the contractor shall compile this information in cooperation with the COR and the park.

17. Is the government paying the actors/reenactors, or is the expectation that we will need to compensate each of them?

Answer: The contractor is not responsible for paying reenactors.

18. If we need to compensate each of the actors/reenactors, what is the government's preferred rate?

Answer: See question #17.

19. How many actors/reenactors will the government provide for the shoot?

Answer: See question #6.

20. Does the government have a local historical expert who can advise the Director on ways to make the reenactment historically accurate? If yes, would the contractor be responsible for paying their fee? If yes, what is the government’s preferred rate?

Answer: The park client will serve as historical consultant. No fee is required.

21. Does the government have a budget in mind for the whole contract? Even if it is a range, it would still be very helpful. We would like to use this information to help determine the best CGI approach while adhering to the budget limitations.

Answer: See question #3.

22. The government has mentioned that the shoot “shall not occur during rain or snow”. Considering that the shoot has to occur between May and July (which on average have 11 to 13 days of rain per month, which is ⅓ to ½ of a month), we will have a high probability of a weather day event when it’s not possible to shoot because of the weather conditions. However, according to the film industry requirements, the contractor would still need to compensate the crew if the weather day occurs. Are we allowed to include a weather day budget as a separate (additional) amount that would only be due in the event of a weather day? That amount would not be reflected in the main budget proposal.

Answer: Proposals shall address the requirements set forth in the instructions to offerors and evaluation factors of the RFP.

23. It’s our understanding that the government wants to see CGI added to the footage during the First and Second Fine-Cut reviews. That would mean that the cut wouldn’t be locked yet, but CGI would already be added. Such an approach may increase the budget for CGI exponentially because CGI would need to be constantly edited on an unfinished cut. Our best recommendation is to work on CGI once the edit is locked (meaning, after the approval of the Second Fine-Cut edit). In that case, after the edit is locked, we can provide additional multiple rounds of review for CGI only and incorporate this in the schedule. Is the government open to pursuing this proposed approach?

Answer: The scene is to be shot from one camera, locked in one location, and is one 2-4 minute scene of continuous action with no cuts/edits/change in perspective. The CGI scene shall be mostly fully determined in the storyboard phase then flushed out through WIPs. Full renders don’t need to be present until second fine cuts.

24. The government has mentioned that “The exhibit video shall present vignettes of historical reenactments of civilian life on the fort grounds.” Can the government provide examples of storylines that will be included in the script? For example, day-to-day peaceful actions such as cutting wood and washing clothes OR war-time actions (including pyrotechnics/explosion effects), etc. This can greatly affect the budget proposal.

Answer: The scene is to be shot from one camera, locked in one location, and is one 2-4 minute scene of continuous action with no cuts/edits/change in perspective. See #6 for more information regarding the scene.

25. Considering that this is a period film, does the government anticipate the inclusion of multiple periods OR only one? If multiples, then could you specify how many and which periods do you have in mind?

This can affect the budget proposal.

Answer: The scene is to be shot from one camera, locked in one location, and is one 2-4 minute scene of continuous action with no cuts/edits/change in perspective. See #6 for more information regarding the scene.

26. Considering that we need to produce enough material for a 2-4 minute long film, there might not be enough time to complete the shoot in one day. Is the government open to considering a multi-day shoot if needed?

Answer: No. The scene is to be shot from one camera, locked in one location, and is one 2-4 minute scene of continuous action with no cuts/edits/change in perspective

27. Would all footage need to be captured during the daytime? Or do you anticipate any nighttime filming?

Answer: One scene, shot during daylight.

28. Is the Shooting Angle for the window expected to be out of a first-floor window? Or is it a second-floor window looking downwards? This will help determine if we need to elevate the equipment.

Answer: The visitor center is one level.

29. Does the government expect the frame to be in a stationary position with no movement? Or is the expectation that there will be zoom, and pan effects, as if someone is looking more closely at an activity and scanning the area through the window?

Answer: The scene is to be shot from one camera, locked in one location, and is one 2-4 minute scene of continuous action with no cuts/edits/change in perspective.

30. The government wrote, “CGI shall also be utilized to remove modern-day intrusions in the viewshed such as the riparian area (see Attachment N_view from window)”. Does the government want us to remove the trees and bushes in the background behind the gentleman in the photo? If not, what exactly has to be removed here?

Answer: Yes, remove the trees and bushes.

31. The government has mentioned that no sound or audio is required for this video. However, “sound design” appears multiple times throughout the document. Does the government expect any “sound design” work to be included?

Answer: Mention of “Sound design” is inadvertent and a holdover from another contract. The Scope of Work requires a silent program. Audio description is also to be provided.

32. Attachment E_NPSProgrammaticAccessibility details accessibility guidelines for all possible project types. Considering the nature of the project in question (video file with no audio), can the government specify the exact accessibility requirements they need us to follow aside from the following 2 points that were made clear in the RFP already:

● The contractor shall produce Audio Description (AD) for the Exhibit Video.

● The contractor shall pace all scripts and edits to accommodate an AD narration track. The

AD track shall not be obscured by dialogue or sound effects.

Answer: Accessibility requirements for this project are specified in the RFP in Section I, Section II. Scope of Work, II.A.1.e) Accessibility, III.A.4.Accessibility, III.D.5, III.E.1, IV.Payment Schedule, IX.Deliverables

33. The government has mentioned that the shoot needs to occur between May and July, with no year provided. However, the government wrote that the performance “shall be completed on or before April 18, 2025”, which implies that the shoot should occur no later than July 2024, correct?

Answer: Correct

34. Considering that the response to this RFP is due on June 13, 2024, the timing does not provide much time for the government to review submissions, award the project, hold 2 post-award meetings, write the treatment and production plan, and then write and approve the script with possible multiple revisions.

Additionally, the government has also requested that “the contractor shall submit a PDF document with photographs and descriptions of all costumes and accoutrement proposed for use by featured actors; and all major set pieces, props, and other items proposed for use in reenactments” at least 30 calendar days prior to the start of reenactment filming”. The 30 day notice would require that a PDF document would be due at the end of June 2024, which is roughly 2 weeks after the deadline for RFP proposals. Considering all of the above, and the latest we can schedule the shoot for is the end of July 2024, could the government clarify the schedule as follows:

+ Contract Award date - ?

+ Shoot/filming date - ?

+ Final deliverables deadline - ?

Answer: + Contract Award date - _the RFP closes on June 13, 2024. Evaluations will immediately commence afterward and is dependent on the evaluation findings. The vendor can monitor SAM.gov for any further award announcements.

+ Shoot/filming date – TBD.

+ Final deliverables deadline - V. PERIOD OF PERFORMANCE (POP): Anticipated start of performance is June, 2024 and shall be completed on or before April 18, 2025.

35. Can you provide information about the general set up of the exhibit and video playback? (i.e., size of monitor; will there be a physical window frame around it; audio set up (for AD track); playback device, etc.) Is the video planned to be standalone or within a larger/wraparound physical scene or structure? If you have blueprints or drawings of the exhibit space, can you provide those for reference?

Answer: Equipment specifications are unknown at this time. Monitor will be in a vertical orientation inside the visitor center similar to an existing “window,” as seen in ATTACHMENT 5.

36. Will there be a single monitor for the exhibit or multiple monitors? If multiple, how many are planned?

Answer: Single monitor.

37. With the NPS providing all reenactors and props, does this include set pieces, wardrobe, and a Hair/Makeup Artist as well? Or should contractors allow for these costs within our budgets?

Answer: See question #6.

38. Has the NPS identified how many reenactments and/or how many reenactors will be required in total?

In other words, what specific moments in the fort’s history would the NPS like reenacted? Should scenes focus specifically on showing civilian life moments as referenced on Page 3 of your solicitation (laundresses, children, animals, passersby, diversity of cultures), or will historical meetings, battles, and attacks be required?

Answer: The scene is to be shot from one camera, locked in one location, and is one 2-4 minute scene of continuous action with no cuts/edits/change in perspective. See question #6 for more info regarding the scene.

39. Is the plan to have the audio description playing at all times or would you like this to be embedded with an option for visitors to activate as needed?

Answer: See III.E.1 for AD file requirements

40. How will the NPS measure the success of your silent exhibit video? What milestones, goals, and/or metrics are you seeking to achieve?

Answer: The success of the video will rely on thorough and open communication and collaboration between the contractor, the COR, and the park. The goal is to produce a realistic reenactment video with high-quality imagery and CGI in a program that captivates and educates viewers.

41. In terms of the video style, has the NPS seen style sample(s) that you’d like the selected contractor to emulate? If so, please share any relevant link(s).

Answer: The park has produced a similar program previously, with a different scene. This can be viewed at https://youtu.be/QJdTQDTzwMI

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

Answer: 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.

43. Has an Independent Government Cost Estimate (IGCE) been conducted for this project? If so, what are the findings? If not, what is the budget range for this project?

Answer An IGCE has been conducted. The government will not release the IGCE. See #3 for the budget range.

44. Is there an incumbent for this work? If no existing incumbent(s), who has the Harpers Ferry Center and/or the Fort Larned Site worked with in the past on previous types of similar work (re-enactments and/or CGI projects)?

Answer: There is no incumbent for this project, this is a new requirement.

45. 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?

Answer: The Government may provide additional opportunities as necessary.

46. Will the government provide an extension to the deadline, so responses are due by 12pm ET on Thursday, June 20th?

Answer: No.

47. Page 4 of the solicitation A.1.f states that “Filming shall occur between May – July when the grass around the visitor center is green.” As the project will not start until at least mid-June and several deliverables, potentially with multiple drafts, are required prior to production, does the park still intend to maintain this shooting schedule? Please note there is a deliverable that is required at least 30 calendar days prior to the start of filming (page 12, 1.b.)

Answer: See question #5.

48. Page 13 says “The contractor shall be responsible for ensuring that everything captured on camera — including actors, reenactors, costumes, accessories, props, sets— is historically accurate.” Yet page 3 says that “Reenactors and props shall be provided by the park.” Shall we assume that the provided props are historically accurate?

Answer: See questions: #6, #15, #16, & #24 regarding reenactments.

49. Page 3 says “Reenactors and props shall be provided by the park.” Will the park also be providing historically accurate costumes or is that in the scope of the contractor?

Answer: See questions: #6, #15, #16, & #24 regarding reenactments.

50. Around how many reenacted vignettes do you expect to be shot?

Answer: See questions: #6, #15, #16, & #24 regarding reenactments.

51. Could you please define or give examples of what the "small-scale reenactments" would be?

Answer: See questions: #6, #15, #16, & #24 regarding reenactments.

52. Is there any reference imagery (photos, plans) for the three historic structures to be created in CGI?

Answer: Initial imagery is available in Attachment L to this RFP. Additional imagery, as available, will be provided after award.

53. Aside from the three buildings, what other content, if any, do you intend to be animated?

Answer: II.Scope of Work- CGI shall also be utilized to recreate three historic structures that are no longer at the site (Laundress Quarters (2) and Adobe Hospital) and to remove modern-day intrusions.

54. Is there an order of magnitude budget range that can be shared?

Answer: See #3 for the budget range.

55. With the Firm Fixed Price Bid, is there a budget associated with pre-production, production, and post-production? Additionally, with booking travel, is there a budget?

Answer: See #3 for the budget range.

56. Payment of the project is post-completion. Is there any payment upfront for pre-production costs?

Answer: Payment is to be invoiced per the dates/deliverables prescribed in the proposed payment schedules.

57. Reenactors and props shall be provided by the park. How does the park determine how many actors and props are needed? If issues occur with actors not showing up for the film shoot is this the responsibility of the contractor?

Answer: See questions: #6, #15, #16, & #24 regarding reenactments

58. Is there a story that is needed to be told or is this video only showcasing the era showing people, animals, and buildings on a continuous loop?

Answer: Per II.Scope of Work: This project shall be for the production of one 2-4 minute silent exhibit video that shall continuously loop

See questions: #6, #15, #16, & #24 regarding reenactments.

59. Is the filming meant to be one continuous shot or does the contractor have the ability to film into multiple sequences that can be edited together?

Answer: See question #24.

60. Is there a proposed budget for the project?

Answer See question #3.