QUESTIONS AND ANSWERS_0002.pdf

Responses to QUESTIONS:

1. Is there a budget range? $35,000-$60,000

2. Approximately how may interviews do you anticipate taking place? 3; Interviews for the video;

experts to tell the story.

3. Is there a standard fee that we can allot to travel costs? GSA/DOD standard rate for outside continental U.S.; https://www.defensetravel.dod.mil/site/perdiemCalc.cfm

4. Will there be any filming extensions, restrictions or implemented circumstances and safety requirements due to the COVID-19 pandemic? Yes. Will work out what those will be depending on circumstances at the time; can get current travel restrictions for the U. S. Virgin Islands from government public health website

5. The statement of work mentions the final product must be editable. Are you requiring the final file to be in a RAW format? Or would the contractor be responsible for submitting re-edits after the completion of the project? Or would both of these requirements apply? Require ALL video, audio, graphic, and animation files be delivered with the final product, stipulating that it will be used FOR ARCHIVAL PURPOSES ONLY;

Require Project file from the final edit be delivered, along with all linked media, in whatever format the production company prefers, SO THAT NPS/CHRI HAS A BACK-UP COPY, and in case the NPS wishes to edit the product at a later date THEY MAY CONTRACT THE PRODUCTION COMPANY OR THEIR DESIGNEE to make the desired edits, and that the production company may request to review any changes to their product by a third party.

6. Would the project also include live action re-enactments of particular times and moments of

Alexander Hamilton’s younger life? no

7. In acquiring permits, would the contractor secure the permits on behalf of the CHRI or NPS and to whom would we furnish these permits to during the time of filming? There are no permits required to film at the park on behalf of this project contract; however If permits are needed for filming outside park boundaries NPS will work with contractor to obtain these with local authorities. Copies of permits should be included with project documentation.

8. What information and materials are required for submission for this project in order for government to evaluate? Samples of video documentary work and associated script materials if available.

9. Solicitation page 7 52.212-2 Evaluation. There is a reference to evaluation based on options. No options are listed in SOW. Please Explain. N/A to this contract. This is not an option years contract.

10. SOW page 4 B.2c. “Ensure that final product is editable”. Please explain further what is desired.

Require ALL video, audio, graphic, and animation files be delivered with the final product, stipulating that it will be used FOR ARCHIVAL PURPOSES ONLY; Require Project file from the final edit be delivered, along with all linked media, in whatever format the production company prefers, SO THAT NPS/CHRI HAS A BACK-UP COPY, and in case the NPS wishes to edit the product at a later date THEY MAY CONTRACT THE PRODUCTION COMPANY OR THEIR DESIGNEE to make the desired edits, and that the production company may request to review any changes to their product by a third party.

11. Are any reenactments desired? If so, please provide any known specifics to assist with budgeting.

no

12. Page 17 The contractor (at a minimum, the Producer and Scriptwriter) shall attend a three-day post-award meeting project kickoff meeting on location at the park. Each day shall be nine hours.

Schedules and dates shall be determined between the COR and contractor after award. How should the contractor plan for this on-site given the current pandemic restrictions? This can be remote; will adapt to circumstances

13. Is a GSA vendor preferred? Not necessarily.

14. The project SOW specifies honorarium fees for interview subjects but does not specify what location costs/honorariums may be. Can you provide an estimated cost for interview filming locations on the National Monument grounds? Honoraria could be given to experts being interviewed, up to $200 each.

15. Will there be a location fee associated with recording b-roll shots of the National Monuments for this project? If so, can you please provide guidance on the estimated costs? No, not for filming for NPS on NPS grounds.

16. Do you require/prefer that all interview locations will be on the National Monument (NOTE:

Location is at National Historic Site) grounds, or are you open to/prefer other locations on St.

Croix? Other locations are optional

17. Do you require that all production crew members are signatories to any unions or guilds – such as the IATSE or DGA? no

18. Is there a specific form or format we should use when we submit our quote? Quote should be in writing with cost/task provided and over all project cost

19. Could you please tell me if the combined synopsis posted as solicitation number 140P5420Q0031 will be a follow-on requirement to any work performed currently or in the past, or will this be a new requirement? This is a new requirement

20. If possible, can you please provide the most recent contract or task order number? NA

21. Do you have any specific instructions on development of a proposal? NPS would like proposal in writing as well as submit video examples or links to video products on YouTube or other online source for viewing and evaluating contractor past work in video documentaries.

22. Is Past Performance based on our CPARS rating? It will be considered but evaluation of work products and cost proposal also key to contractor selection

23. Do we need to submit references, if so, how many? 3

24. SOW. B. a. “Convey the life of Alexander Hamilton on St. Croix” and b. “Promote the National Park

Service’s role in preserving and interpreting the history of Christiansted and St. Croix” would seem to have very different interpretive messages and maybe even styles of presentation. Could you quantify whether you intend for these two goals to blend together, or if they should be presented separately? A supports B, in that one of the stories our park tells is the story of Alexander Hamilton and his life on St. Croix. B in and of itself is a minor component

25. Music. Can the use of an original music score be priced as an option? yes

Accessibility - Should AD be in English only? If not, what other languages? yes

Should on-screen subtitles be in English only? If not, what other languages? yes

26. When do you anticipate principal production to occur? As soon as possible, once pandemic appears to be not so much a threat. Abide by VI Dept of Health requirements.

27. When do you expect to receive the 1st Rough Cut? 3 months after filming is complete

28. How many rough cuts do you expect/require? 2 rough cuts should be sufficient

29. Will the review period for each script review or rough cut be 14 days? yes

30. Will reviews of the three animation deliverables each require 14-day review periods? yes

31. When you say 14-day review period, are those calendar days or working days with holidays/weekends excluded? Calendar days

32. Has the park prepared any script outlines you can share with us? Not yet. This will be developed in concert with contractor.

33. You indicate at the on-site Post award meeting you will review interpretive themes, goals, and objectives. Do you have an interpretive plan related to this film that you can share now, to expedite planning (your schedule if this needs to be complete by early 2021 is very aggressive)?

Timeline will be shifting because of COVID, will need to be flexible. Interpretation plan is currently in draft.

34. While we might be categorized as essential workers, will there be quarantine issues we need to consider when planning and traveling to/from the Virgin Islands? Will depend on current conditions, and guidance from VI Dept of Health

35. To properly budget travel, can you tell us if any of the potential interviewees will be traveling from a location other than St. Croix, Virgin Islands? If so, where? If so NPS will identify these specific interviewee; given COVID19 travel restrictions NPS willing to consider remote interview if contractor can capture the interviewee in sufficient video quality for video use. Therefore travel issues could be worked-around.

36. How should the cost for stock and archive images be accounted for in the budgeting? That’s up to company awarded the contract; Quote should include some limited purchase of stock footage, historical footage that could be of value to the project. There are online sources of old B/W film footage to be explored.

37. You have very specific requests regarding the scenarios represented through animation. Do you have any benchmarks to share? Not sure what is meant by benchmarks. One can read information about Hamilton’s life (Chernow, other books, also, https://virginislandsthisweek.com/st-croix/the-crucian-days-of-alexander-hamilton/)

38. Are the animations in 2D or are they expected to be 3D? 2D

39. Do you envision any on camera reenactments as part of the scope? no

40. Are there any park staff or friends of the park who reenact parts of this story at the site? No reenactments. There will be narrators,

41. Should we assume for budgeting purposes that the four interviews will most likely take place in various locations around the US? Not just in the Virgin Islands. It may depend on who it will be.

May be only 3 interviews. See previous note regarding remote interviews if travel and other conditions prevent on site interviews to occur; contractor to provide cost for on site interviews (3) and remote where NPS could bring interviewees to NPS location for online remote interview and video recording if that becomes necessary.

42. Can you describe the image archives that are on site. We have digital versions of maps, paintings and drawings Christiansted, and historic images of Hamilton as a boy.

43. Please confirm that the park will identify and secure all interview subjects. Park will work with contractor to identify interview subjects and coordinate required interview permission per NPS requirements.

44. Do you have any further guidance on what we should include in our quote/proposal to best address the evaluation criteria beyond what is stated in FAR 52.212-1? In particular, what is required to demonstrate our capability to meet the Government requirement and our past performance for this particular project? NPS is expecting quote to be in writing, in English, provided digitally to contracting officer, provide cost for each task as identified in the SOW and a total for the project. Quote should include cost for travel to VI to do the location work. Quote should include references for other similar projects completed by the contractor and links to those final products for NPS viewing and review.

45. Will video samples be considered in the criteria for selection? If so, how should we submit these samples (will Vimeo links work)? Yes, and yes.

46. Deliveries of performance on page 18 of the SOW says that “All work, including review and approval, shall be completed on or before October 31, 2020.” However, the solicitation states that “This requirement will be for a requested period of performance end date of February 1, 2021.” Please confirm the February date is correct. Dates will have to be flexible, because of COVID. Due to COVID-19 NPS and Contracting schedules have altered; NPS is willing to be flexible to meet new current conditions through fall/winter and spring; if extension is needed NPS will work with CO to extend POP.

47. Approximately what percentage of the archival footage for the film can the Park provide?

We only have archival footage from 1930s. We do have historic photos.

48. Do you envision that the animation sequences will be very realistic or stylized? If the latter, do you imagine something more painterly, silhouettes, cartoonish, etc? stylized.

Can be a somewhat cartoonish, sketches. They won’t “talk,” just used to help set the scenes.

49. Is the animation conceived as a single strand for the entire 45 seconds or is it to be used in multiple places to illustrate Hamilton’s childhood? Multiple places, few seconds each.

50. The specifications overview in the SOW B.2.d. on page 4 says that an “original score may be required if suitable-use free music cannot be acquired.” However, 3.b on page 13 says that an original score is required. Please clarify, as there is a large cost difference between these two approaches. Original score may be used. Many sources of local music that can be investigated and permission for use obtained; NPS can assist with these local contacts once type of music for video determined.

51. Is there a preference for a local narrator’s voice? Yes West Indian or Virgin Islands have very distinct voices even between the islands of St. Croix vs St. Thomas vs St. John; Crucian or St. Croix native is preferred; NPS can assist with possible candidates, non-professionals would be considered.

52. In what type of environment is the film displayed? Park visitor contact stations/bookstore, Transfer Day exhibit room, Hamilton exhibit room, online, classroom

53. Is there sound isolation in the exhibit space? no

54. Is there light control for the exhibit space? no

55. Is there seating in the exhibit space? Yes, in Transfer Day visitor room

56. What size monitor or projection screen will the film play on? 42 x 36 current display

57. Is there information in other parts of the exhibit that deal with his childhood that will be complementary or redundant for this production? It may be somewhat redundant; video will be available on park’s YouTube channel.

58. Is there information in other parts of the exhibit that deal with his adult life or will that content be covered in this production? We don’t cover most of his adult life in this park.

59. What requirements must the contractor meet to be considered a suitable match for this project?

Contractor should have successfully produced historical video documentary of similar length and style that includes location footage, interviews, animations (limited and brief), and worked in remote locations; also should have collaborated to develop script to support the project narrative; demonstrate collaborative working relationship with agency team; video product to be used for educational purposes and/or historical documentary. Able to provide video example for consideration by NPS team along with prior project total costs and duration.

60. Will there be a need for additional assets (teasers, cutdowns, photography) beyond the 7 minute film? Unsure.

61. Will the contractor be responsible for formulating questions for the interviewee or will CNH provide questions for the contractor to ask interviewees? Park will work to develop questions.

62. CNH requests a detailed schedule for production. CNH states they will identify experts for the interviews, will the contractor be responsible for coordinating schedules and travel for interviewees? Yes.

63. Does NPS anticipate a specific number of shoot days? If so, how many? This will depend on COVID and other circumstances.

64. Page 18 of the SOW states that the due date is 10/31/2020 but the box 20 of the solicitation gives a date of 02/01/2021. SOW indicate draft is due by Dec. 1, 2020 with edits due by Jan. 3, 2021.

Please clarify. Timeline will be shifting because of COVID, will need to be flexible

65. Does NPS anticipate shifting project timeline, if COVID makes travel within the anticipated schedule impossible or impractical? yes

66. Please detail the format that pricing information is to be submitted, and what breakdowns, if any are required. (e.g lump sum, line item, ,etc) Please provide cost per task as identified in the Scope of Work and a total fix price for the project with all deliverables.

67. Please outline the contractor payment process (e.g monthly invoices, deliverables-based, etc.) if payments are tied to deliverables, please detail which deliverables the contractor can invoice for.

Project will be broken up into Phases based on deliverables; Percentage payment of total contractor cost to be assigned to completed Phases for payment during contract negotiation.

68. Will CNHS waive fees for filming on park-owned land? yes

69. For locations filming around the island, are there any local authorities the contractor will have to obtain permits from (e.g. USVI film Office)? If so, please detail who those entities are, and if possible, what the price of permits are. Do not believe so but will inquire NPS will coordinate filming at locations other than NPS park properties and obtain permission as required; no cost is anticipated at this time.

70. Please confirm who will handle licensing and payment for third-party materials, CNHS or the Contractor. In SOW section IV.B.6 (page 5) states the CNHS will manage it, but in other sections it states this is the responsibility of the contractor 9E.G. IV.D.2.b(page 5); IV.E.7.b (p11-12). Etc.)

NPS suggests that contractor include some cost for purchase of third party materials, historic videos or original music for example in their bid; if NPS finds or suggests additional materials beyond what is accepted in the bid, purchase and permissions will become responsibility of NPS

71. For this bid, it is not possible to predict what costs will be incurred for licensing third-party materials. If the contractor is responsible for paying for third=party licensing, how should bidders indicate this amount in their quote pricing? (e.g. separate estimate, not-to-exceed,etc) yes, not-to-exceed see prior response as well.

72. SOW section III.B.2.d Specifications Overview (p. 4): This states "Original score may be required, if suitable free-use music cannot be acquired." But elsewhere in the SOW (e.g. IV.F.3.b, page 13) it says that original score is required. Please confirm whether an original score is required. Original score is ok to use, not necessarily required see response to previous questions regarding music.

73. SOW section IV.B.3 CNHS manages project (p. 5): This mentions access to park archives for research.

Where are the archives located? In Christiansted, St. Croix, Virgin Islands, There are multiple sources for VI historical materials on line as well however the park has resources to be used in this project at the park.

74. SOW section IV.D.6 Filming Fees and Honorariums (p. 7): This states there are up to four interviews and several of these persons are local. Where might others be, how should any additional shooting be accounted for? We are still identifying them. Anticipate maybe one not on-island. See prior response NPS willing to consider remote interviewing for experts; contractor to provide means to capture acceptable digital video footage remotely.

75. SOW section IV.E.2.a Principal Photography (p. 8): This states that "one on-location shoot is required."

How many days filming should the Contractor assume for bid pricing? SOW section IV.E.2 Principal Photography (p. 9): For number 3, this states "Daytime and nighttime (night sky) timelapse filming is required.", but the Principal Photography section above this (p. 8) has no requirement for timelapse, and is otherwise identical. Please confirm which of these sections (p. 8 or 9) rules, and whether timelapse filming is required. Not required, but could be used.

76. SOW section V.B Travel/Mtgs. (p. 17): This states that "at a minimum, the Producer and Scriptwriter" will attend a meeting onsite. Can one person fill both these roles? SOW section F.3 Period of Performance (p.

18): This states all work is to be completed "on or before October 31, 2020" but other references to the POP (e.g. SF1449) state Feb 1, 2021. Please confirm the POP end date. Date will have to be flexible because of COVID. And yes, one person can fill both roles.

77. What is the Desired number of filming days? Unknown; depends on variety of circumstances; anticipate a min 5 days on site to ensure weather conditions acceptable for outdoor video work and coordinating on island interviews and potential for off park filming in other areas of the island

78. May we use local film crew? yes

79. What is the maximum number of animation revisions? 5 provided as email attachment C. License Agreements

The contractor shall obtain all required rights and permissions from holders/owners of restricted/copyrighted material used in the video. The NPS requires the following uses for the finished video either in perpetuity or for the life of the project:

a. presentation in the park, including the bookstore

b. DVD sales of the video in the park's non-profit bookstore and other nonprofit sales outlets (need rights/buyout for unlimited units sold; will not accept licenses that only offer a finite number of DVDs sold before having to renegotiate the license)

c. educational outreach and distribution

d. broadcast on public television

e. park website use

f. presentation at Marine Environmental Center

g. presentation on commercial airlines

Please provide following information to bidders - Require ALL video, audio, graphic, and animation files be delivered with the final product, stipulating that it will be used FOR ARCHIVAL PURPOSES ONLY; Require Project file from the final edit be delivered, along with all linked media, in whatever format the production company prefers, SO THAT NPS/CHRI HAS A BACK-UP COPY, and in case the NPS wishes to edit the product at a later date THEY MAY CONTRACT THE PRODUCTION COMPANY OR THEIR DESIGNEE to make the desired edits, and that the production company may request to review any changes to their product by a third party.