Amd_0003_Questions and Answers - 2.docx

Oral History Project – CHYO Questions and Answers listed below:

QUESTIONS:

1) If I were to name myself as the Project Coordinator, Researcher, Interviewer, and oversee scheduling & budget. For the proposal, would it be acceptable to present this role as a Full Time Equivalent, without benefits, for the duration of the project?

How a contractor organizes the work is up to the individual contractor as long as the person performing the work is qualified to do so.

2) With an unknown location of work sites, and work days, I can propose the cost to record 1 interview in 1 city, plus travel. Additional interviews that can be recorded on that same day & location will cost $XX amount. (Probably about 10% of the first interview.) And as the scheduler, I will work very hard to accomplish more than 1 interview per trip. Is this acceptable, or would you recommend a different approach?

The government is not going to dictate or advise the contractor on how to accomplish this scheduling of travel, interviews, or other things associated with gathering of the information – this is the sole responsibility of the contractor.

We would highly encourage each contractor to plan their trips accordingly, to ensure they are maximizing all travel costs they will incur while attempting to perform these interviews once they determine the location of many of these interviewees.

The type of contract awarded will be a firm fixed priced contract, so the contractor will need to budget accordingly.

We have established ample enough time to plan these trips to maximize each candidate’s interviews, a year in half period of performance, and also provided information for organizations that can assist in tracking them down across the US. Additionally, to assist in cutting costs, the NPS can furnish office space at its regional office and satellite cites, as well as park unit offices around the US that might be closer for a potential candidate.

3) Is there a past video project of a similar look & feel that the NPS has contracted that has costing data that can be shared?

Other than the project at Cabrillo mentioned in the scope of work which was limited to the greater San Diego area, no.

4) I do have a question regarding the transcription/508 component. We understand the closed captions require 508, however, does the actual transcription require 508 as well? Unsure if this is intended for archival purposes or will be posted at some point. Please advise.

Yes, all final products need to be 508 compliant.

5) List of questions below:

1. Should we include a historian and/or researcher in our quote as none are listed as one of the government’s desired personnel for production services?

Adequate historical research must be done to understand the topic and the interviewer needs to be well-versed in the topic based on the research performed in order to ask follow up questions during the interviews.

1. Can we have one person perform the functions/duties of the Camera Assistant/Data Wrangler?

Yes, as long as that person is qualified to perform both functions/duties.

1. What is the government’s desired minimum number of personnel for a shoot?

There is no desired minimum as long as those functions/duties are performed by qualified individuals.

1. Does the government prefer one or multiple cameras to be used?

One is required per the Scope of Work, but the contractor may choose to shoot with up to 4 total cameras. If doing multi-cam shoot, video captured on each cam is to be provided as separate file with clap point for post-production syncing/editing.

1. For Audio Description, will the government accept minimal coverage, such as, “A small tear trickles down Mr. Jones Left cheek.”

Yes.

1. Does the government desire the proxy file to be color graded?

Yes.

1. Does the government anticipate our film crew travel to each of the ten listed National Park Service regional office cities to conduct and videotape the interviews?

No.

1. Can the government provide an anticipated number of interviews and days per shoot/location?

No, because that depends on the availability of interview candidates at one shoot/location and obtaining those candidates is up to the contractor.

6) • Can the NPS specify the number of cities or other locations that may be required for filming these 70-90 interviews? This number is the largest driver of costs on the project, and without at least a specified range of locations, pricing the project is largely guesswork and could expose vendors to large cost overruns, or the government to pricing that is much more expensive than necessary.

No, because obtaining the interview candidates is the responsibility of the contractor and it is certainly possible that all of the interviews could take place within one or two metropolitan areas.

• The RFP refers to the need for "A historian(s) with demonstrated past performance in conducting oral history interviews”. Can this be a documentary producer with a proven track record of interviewing older people on their first person experience of historical topics, or is it required that this person be an oral historian with those particular academic qualifications and certifications?

RFP has changed. Interview questions need to be based on historical research so someone with demonstrated past experience interviewing older Americans on historical topics would be considered qualified.

7) Are you committed to just one camera or will a second camera be allowed during the interviews?

Introducing a second camera would be at the discretion of the contractor. If multi-cam is shot, no more than 4 total cameras.

8) You specify that the interviewee will be seated in a “black armless chair.” From our experience interviewing and working with older individuals, they are not always able to sit in a chair without arms (and sometimes cannot get up after they have been seated in such a chair). Can this requirement be waived?

RFP has changed. Just as the duration of the interview will be at the comfort level of the interviewee, so too would be chair utilized for that individual so flexibility and common sense can be utilized.

9) Regarding the black armless chair, given the Covid-19 pandemic, it may not be possible (allowed) to take a chair into a nursing home, VA center, etc. Can this be waived?

RFP has changed. See response for # 8 above.

10) Is the start schedule for this project flexible given the current restrictions on travel as a result of Covid-19?

Contractor is to start immediately upon contract award, coordinating and establishing a plan to keep the project within the confines of the period of performance set forth. We have accounted for this possible unknown effect of COVID-19 and built it into the period of performance. A year in a half (548 days) is what the period of performance is set at and will remain the same moving forward.

If various other aspects of this project are affected as time goes on, this will be dealt with on a case by case basis.

The project’s period of performance is 548 days after contract award date.

11) Can the overall schedule be extended to allow for what are bound to be challenges related to access to individuals with Covid-19? (In some states people are currently required to quarantine upon arrival making quick travel to and from locations virtually impossible.)

Contractor is to start immediately upon contract award, coordinating and establishing a plan to keep the project within the confines of the period of performance set forth. We have accounted for this possible unknown effect of COVID-19 and built it into the period of performance. A year in a half (548 days) is what the period of performance is set at and will remain the same moving forward.

If various other aspects of this project are affected as time goes on, this will be dealt with on a case by case basis.

The project’s period of performance is 548 days after contract award date.

12) You indicate a potential need for scanning photos, artifacts, etc., Is each of the final deliverables to be an edited file, or just the raw files? What is the use of additional photos, artifacts?

The individual may be eager to share documents, photos, and other memorabilia from his or her service years. The format of those scanned images is at the discretion of the contractor. The government may use these for exhibit purposes or for the park archives.

13) Would you please provide a better description of the expected end deliverable for each oral history interview?

Please consult the scope of work. Transcriptions are to be in Microsoft WORD and meet the standards of oral history interviews provided in the web link.

14) You indicate a need for research on each interview subject prior to each shoot to become familiar with their role and connection to WWII/Korean War via military service; home front work, or individual(s) affected by wartime policies. Do you want all interviewees to be ONLY veterans of military service?

The individual should either be an African American veteran or an African American civilian employed by the U.S. military with substantial involvement at military installations in the U.S. or overseas.

15) The SOW ( revised) says “interview subjects shall represent African American veterans and their associates, be current residents of the United States, and shall have been directly involved in WWII and/or Korean War activities via military service or southern Ohio region home front work; or individual(s) affected by wartime policies.” Does this mean family members of veterans can be interviewed? What about non-military individuals such as workers on assembly lines?

No, they must have a direct association with the U.S. military. A few assembly line workers may qualify and be approved but veterans with direct military service are preferred.

16) If non-veterans may be among the 70-90 interviews, is there a percentage that should be veterans?

At least 85% should be veterans.

17) If it were possible, would you accept ALL 70-90 interviews from the same region (say the vicinity of Atlanta, or Chicago)?

Yes.

18) Do you have a recommended minimum number of areas of the country where filming should occur?

No.

19) What is the minimum acceptable length of an interview (since you now indicate that they can be shorter than 60 minutes based on comfort of the interviewee)?

RFP has changed. It depends on the quality of the interview. Some individuals are succinct and to the point while others enjoy talking. To be considered a successful interview, it should be 30 minutes.

20) Will the project COR or other NPS representative be present during interviews? Will we need to coordinate schedules with NPS representatives?

No.

21) If we utilized more than one camera crew (in different locations around the country), can we also utilize more than one interviewer?

Yes, as long as these individuals are experienced and qualified.

22) Can the interviewer do questioning via a remote system? Rather than being physically present for each interview?

Interviews are to be conducted in person.

23) Do you expect the interviewer to ever appear on camera? Or just be a voice on the video?

Interviewer would not appear on camera.

24) Is the budget for this project under the Simplified Acquisition Threshold for 2020?

The contract vehicle that this award will be made is a firm-fixed priced contract. We cannot disclose the budget constraints, as this is for official government use only, but we encourage the contractor/vendor to give us their best and final offer, considering/including all items outlined in the bid schedule (ie: personnel services, supplies and services, and travel costs).

25) The RFQ states that the contractor shall provide one project manager, one director of photography/camera operator, one camera assistant/data wrangler, and one sound recordist. Is the National Park Service open to additional and/or different crew members being on set?

RFP has changed. As long as the stated functions from the scope of work are performed by qualified individuals, substituting additional crew members would have to be justified in your proposal. We do not wish to overwhelm elderly interviewees with a room full of extraneous people.

The RFQ also states that “A historian(s) with demonstrated past performance in conducting oral history interviews and a trained videographer will be contracted to perform the interviews and transcriptions” - is the contractor responsible for providing the historian? If so, is that in addition to the four crew members listed?

RFP has changed. It could be that one individual performs multiple roles, but historical research into the topic is required in order to formulate informed questions and the ability to follow up questions with additional informed questions.

26) Is the Production Plan due within 10 calendar days of the Post-Award Conference as well, or is that only for the Post Award Conference Call Meeting Report?

Both are due within 30 days.

27) Is there a maximum page limit for the Technical Questionnaire, or for proposals as a whole?

No, but ensure that all the material submitted is pertinent.

28) Is there a minimum or maximum number of samples that offerors are expected to submit?

No, but samples are expected to also be pertinent.

29) Are offerors expected to fill out the Legal Release Form in their quote submission, or is this to be used after an award has been issued?

Used after award for the interviewees to sign. It does not need to be submitted with the quote, as this was just posted for all potential interested parties to see and review

30) Are the filming days able to be less than the 10 hours required in the Statement of Work? From the scope, it seems like it may be more heavily traveling to the interviewees than meeting in central locations so the ability to have shorter filming days could be helpful.

RFP has changed. There are no time standards for shooting days.

31) The SOW indicates no furniture is to appear in the shot- if the veteran needs physical support, can more than an armless black chair be allowed? If so, what would be acceptable, ie wheelchair, possibly a hospital bed, depending on the condition of the veteran.

RFP has changed. Flexibility can be exercised to accommodate the comfort level of the interviewee and his or her surroundings.

32) Due to the age of veteran, can a family member and/or caregiver needed to support this individual, be filmed/audio recorded during this process; upon their completion of a release form with no additional honorarium provided?

RFP has changed. Yes, depending on the individual’s circumstances, this would be permitted. Any honorarium in between the interviewee and the contractor.

33) Will, the interviewee/family members have access to the video archives- be given a copy? Will interviewees be invited to an unveiling of the final product/project?

The final products will have been paid for by taxpayer dollars and are in the public domain. Electronic copies will be available to anyone who inquires. It is too early to forecast at this point if there will be an unveiling of the project but it is certainly possible should the park superintendent decide to do so.

34) What is the COR's selection criteria for interview candidates? Concerned about the rejection that could be felt by those not approved by COR for an interview.

It is anticipated that the contractor will only select interview candidates that fit the scope of work. Otherwise, those who do not will not be approved.

35) Since this is for small businesses, can individuals working on this project be independent contractors, working under 30 hrs a week, exempt from benefits?

This requirement is subject to the Service Contract Act and all labor rates listed on the wage determination apply – contractor/vendor must select a WD that best fits everyone’s title/position responsibilities in conducting this project

36) Can wages for job titles not listed on the wage determination form be based on current trends in that industry?

This requirement is subject to the Service Contract Act and all labor rates listed on the wage determination apply – contractor/vendor must select a WD that best fits everyone’s title/position responsibilities in conducting this project

37) Can line items' budgets be moved/adjusted? If so, is there a process to do so? Can any line items be added?

The Bid Schedule MUST NOT be edited or line items moved around – all pricing for this requirement will need to be built into the bid schedule provided.

38) What are the payment terms once awarded? Monthly or Quarterly invoicing? What is the turnaround time for payments once the invoice is received? Is there a start-up payment to get the project moving forward?

Once certain milestones or deliverables are accomplished, various progress payments can be made at that time, and only approved by the COR who can confirm that various taskings/items have been accomplished. Government does not pay out funds to contractors/vendors as a start-up payment – government only pays for services rendered, quantifiable and completed/accomplished.

39) In Part II of the SOW (purpose) it states that "a historian... will be contracted" However, else in the SOW the crew is identified as "Project Manager, DP/Cam Op, Cam Assist & Sound recordist: Is the reference to a historian simply part of the narrative for the purpose statement? Or we be required to contract a Historian? Or is that role to be handled by the National Park Service?

RFP has changed. Contractor will ensure that historical research is conducted in order to understand the focus topic and formulate informed questions.

40) In several places of the SOW there is a reference of 70-120 interviews. Who determines the amount of interviews - National Park Service or the winning bidder based on the outcome of research?

RFP has changed. The number of completed interviews will be based on the contractor’s effort to find and interview 70 qualified interviewees.

41) We are being asked for a flat bid for the entire project, but 1.2 also reads 'Set up and operate a professional 4K ultra-high-definition camera system to record from 70 up to 120 interviews during as many shoots as necessary' There could be a significant budget difference between 3 shoots and 10 shoots. Who determines the amount of shoots? Would that be us or the client? Do we have the final decision in the amount of shooting days to fit within the budget that we've bid?

Contractor will determine the number of actual shooting days based on the scope of work and availability of interviewees at the suggested locations.

42) The RFP says this is a flat bid project. 2.11 reads 'All Subsequent Shoots'. Is there a way to define this for budgeting purposes. Is there a way to put a 'per shoot' cost in the bid and the amount of shoots will determine the amount.

Not sure where it states a flat bid project – by flat bid project, I believe you mean a firm fixed price contract and this contract will remain a firm-fixed priced contract. All line items on the bid schedule will need to be priced accordingly.

43) In 2.1 it reads :

'Inclusion of closed captioning and audio descriptions for each interview', but it also says 'Original unedited footage of all interviews from all remaining Shoots, direct from camera in native format'. Can you clarify what you mean by 'Inclusion of closed captioning and audio descriptions for each interview'. Do you mean you would like the closed captioning and audio transcriptions as separate files to be included along with the original unedited footage and PreRes Proxy files?

Your clarification is correct.

44) For budgeting purposes can you clarify for IV. Travel, Meetings, and Presentations:

'The contractor shall travel to specified National Park Service regional office cities to conduct and videotape the interviews for at many sessions as necessary.' How many different locations could this be?

The suggested cities are specified in the scope of work as are units of the National Park System to provide as many locations as possible to host shooting sessions to accommodate potential widespread locations of interviewees. The number of locations depends entirely on where the contractor finds qualified interviewees.

45) For F.3 Deliverables and Destination Point, Would it be possible to partial invoice upon interim deliverables? For Example can we invoice after the Production Plan is completed, after the first shoot is complete, after the second shoot is complete, etc. Could you break payments up into quarters? Or Milestones such as startup cost, Pre-Production, Production Shoot 1, Production shoot 2, etc.

Once certain milestones or deliverables are accomplished, various progress payments can be made at that time, and only approved by the COR who can confirm that various taskings/items have been accomplished. Government does not pay out funds to contractors/vendors as a start-up payment – government only pays for services rendered, quantifiable and completed/accomplished.

1. Should we budget for 70 interviews and have an option for an additional 20? Or should we budget for 90 interviews?

RFP has changed. Budget for 70 interviews on the premise that 70 will not be difficult to locate and interview.

1. Why is there not a lighting tech? Can the winning production team work within the established budget to better the production value? For example adding a lighting tech?

If you believe that function needs a dedicated lighting technician, you can have that in your proposal.

1. Are there any limitations on quantity of interviews captured in a single day?

The organization and conduct of interviews is the responsibility of the contractor.

1. Are we selecting the historian? Or are they provided by NPS?

NPS is not providing the services of a historian, other than reviewing the submissions of the contractor pertaining to interview candidates and questions to be asked.

1. Is the entire project required to be stored by the contractor throughout the full duration of the project? Will the hard drives submitted with footage be returned to the contractor or is NPS keeping them? We estimate 180 TB of storage space required. Is the NPS aware of the amount of storage this will require with proxies?

Yes. Hard drives will become the property of the NPS and not returned.

1. Do the hard drive need to be solid state or spinning drive? (the statement of work says solid state, but then lists a minimum drive rpm)

Solid State is preferred, but if hard drives are used, please refer to the minimum provided in the Scope of Work.

1. How many camera’s are to be used for the interviews?

One is required per the Scope of Work, but can be shot with up to 4 total cameras. If doing multi-cam shoot, video captured on each cam is to be provided as separate file with clap point for post-production syncing/editing.

1. Why do you want 4k proxy if your recording raw 4k? Do need a LUT baked into the proxy files?

Proxy 4k may be needed in order for videos to be uploaded to the NPS website. Raw 4k may be too large to utilize.

No LUT is needed.

1. Are we to outline the milestones and pay schedule as part of the bid? If so, where?

Payment Schedule

Contractor may invoice the Government as travel costs are incurred on a monthly basis.

Contractor may invoice the Government on a monthly basis as after 5 interviews have been completed and for those travel costs that are incurred.

Contractor may invoice the Government after 5 interviews have been completed (videography and transcription of interview transcripts) and on a continuing basis thereafter as 5 more interviews have been completed, up to and including the 70 specified interviews.

Contractor shall include a log of all work performed with each invoice.

Ten percent of the overall contract cost shall be held in reserve until the COR and CO have certified that all deliverables have been received and are accepted by the Government.

Government rejection of any of the submittals or failure to submit items specified in the Scope of Work may result in withholding of payment or reduction in payment.

1) for ProRes 422 Proxies, are you wanting ProRes LT or actual PRoRes Proxy?

Both are acceptable, but LT is preferred.

2) for the term “Audio Description” are you meaning, audible items like laughing, coughing , etc that happen during the interview to be included in the closed caption material?

Audio descriptions are separate from closed captions and need to be provided in addition to closed captions. Please research appropriate techniques for audio descriptions if not familiar with the process. Laughing, coughing, etc are always included in closed captions, by the way. Ex: [laughing] [coughing]

3) If recorded Interview sessions is less than 2 TB of material, can a 2TB drive be used for submission of material. Section 3B,- sub section 3.1 indicates 4TB or larger Solid State Drive to be used for backup, but if a particular session was less then 2TB may a 2TB SSD drive be utilized to better optimize material management?

Yes, that would be acceptable.

4) Subsection 3.6 indicates 7200 RPM or greater USB 3 drive, however Subsections 3.1 indicates Solid State Drive is required. Can you clarify if Solid State is the requirement and not “rotating plater” style drive.

Yes, Solid State is required. For hard drives, please refer to the minimum provided in the Scope of Work.

1. Under the Purpose section in the RFP it states "original transcripts, tapes and CDs will be cataloged into the museum collection." While transcripts are listed in the Technical Specifications, we don't see any mention of tapes and CDs. Can you clarify what tapes and CDs the NPS is requesting from the contractor?

It's a catch-all reference in case interviewees offer up items during their interviews that can be scanned, etc.

2. In section I. Background, it says 70-90 interviews of individuals directly involved with WWII and early Korean War activities. However, in the "Buffalo Soldiers" subsection the SOW states: "Modern Day Buffalo Soldiers from WWII "Greatest Generation" are the subject of this Oral History Project. Should WWII veterans be the primary interviewees? Can we interview Korean War veterans?

Many of these veterans were involved in both conflicts and the de-segregation of the U.S. military was phased in so that it overlapped with the Korean conflict. Either World War II or Korea and/or both are acceptable.

3. Buffalo Soldiers typically refer to 9th and 10th Calvary and the 24th and 25th Infantry. Are we limited to this group? For example, there were African American women who served in the Army Nurse Corps in WWII – are they candidates for this as well?

No and Yes.

4. In the details about production services, it stipulates having a black armless chair. We feel that an armless chair for a 90 year old might present risks (i.e. falling out of the chair). Can we replace that with a chair with arms so they can rest or lean?

RFP has changed. Please exercise common sense and accommodate the comfort level of the interviewee.

5. For the original NPS Release Forms in 3.5, it states NPS wants them delivered by mail within 5 calendar days of each shoot. Can you clarify if this means they should be postmarked within 5 days or would NPS like us to send them by expedited mail?

RFP has changed. Post-marked within 10 days meets the requirement.

6. Are there any requirements for transcripts? Should they, for example, include time stamps?

Transcripts should be prepared according to prevailing oral history standards (see web link in Scope of Work). Please include time stamps in transcripts.

7. For the video production, will the park want the production to include multiple cameras for shooting?

One is required per the Scope of Work, but can be shot with up to 4 total cameras. If doing multi-cam shoot, video captured on each cam is to be provided as separate file with clap point for post-production syncing/editing.

1) For each deliverable, does the government want the full raw footage of each Veteran’s interview, or do they want an edited version of each interview with a target time length?

Raw, complete footage. No editing.

2) Would the government be interested in shooting these interviews with two cameras? Doing so will assist in the editing process to create a cohesive video, especially is there is a targeted time length of each video to avoid jump cuts.

One is required per the Scope of Work, but can be shot with up to 4 total cameras. If doing multi-cam shoot, video captured on each cam is to be provided as separate file with clap point for post-production syncing/editing.

3) In addition to capturing the footage of each Veteran, does the government want us to film any additional b-roll of the Veteran, outside of the interview?

B-roll is preferred, but not required. If possible, please provide any b-roll deemed pertinent.

4) Would the government be interested in us obtaining copies of historical photos from each Veteran if they are available?

Yes.

Can you provide information on the Project Mgr position you list as there are no corresponding job classifications within the Wage Determination occupations you provided. Would like to see what elements of the job go with this classification or what you all feel is a reasonable equivilent within the Wage Determination occupation sheet.

This is typically a salaried position and often the owner of the company when dealing with small businesses – if that is not the case, contractor/vendor must select a WD that best fits everyone’s title/position responsibilities in conducting this project

Question 1.

Can you elaborate in detail on how the payment of the project is intended to coincide with the award of the project, the start of principal photography and the final delivery of the last interview? As a small business, doesn’t this also qualify for the getting paid quickly consideration for small businesses?

Payment Schedule:

Once travel expenses are incurred and completed interviews are submitted in increments of 10 interviews at a time, various progress payments can be made, and only approved by the COR who can confirm that various taskings/items have been accomplished. Government does not pay out funds to contractors/vendors as a start-up payment—government only pays for services rendered, quantifiable, and completed/accomplished.

Contractor may invoice the Government on a monthly basis as after 5 or more interviews have been completed and for those travel costs that are incurred.

Contractor may invoice the Government after 5 interviews have been completed (videography and transcription of interview transcripts) and on a continuing basis thereafter as 5 more interviews have been completed, up to and including the 70 specified interviews.

Contractor shall include a log of all work performed with each invoice.

Ten percent of the overall contract cost shall be held in reserve until the COR and CO have certified that all deliverables have been received and are accepted by the Government.

Government rejection of any of the submittals or failure to submit items specified in the Scope of Work may result in withholding of payment or reduction in payment.

Question 2.

In question 2 of the Technical Questionnaire, it states "record synchronous audio to camera at all times during those interview shoots." But, if you are wanting to use "one sound recordist" from the Statement of Work Page 7, the recording technician would be recording audio through his own board and it is a separate file that is married to the video in post production. In this example, the footage would not be considered synchronized to camera.

Audio is recorded into the camera during the interview but that is called "scratch" audio and is used to make it easier to synchronize the final audio with the video. But, if the solicitation is requiring that the final audio be recorded through the camera at the time of filming, then it changes the costs and production strategy. Please clarify?

A separate audio file using an external recording source is likely to provide better quality audio and thus, preferred per the SOW. You have the option to run that audio into the camera or capture it as a separate audio file. Audio will be synced in NPS post production editing. Again, separate audio files for each video is preferred.

Question 3.

Can you provide any more detail on what you will be wanting in regards to the "Audio Descriptions." (Inclusion of closed captioning and audio descriptions for each interview. - Revised SOW Pg. 11.) Can you provide any more detail on what the deliverable is in regards to audio descriptions and closed captions. We have received estimates on English Closed Captioning and Standard Audio Description. The quotes with closed caption, audio description and transcription are coming in between $15 and $20 per minute and audio descriptions makes up 75% of that cost. Please let us know if the deliverables needed differ from the description below:

English Closed Captioning The above pricing includes English transcription, standard-format ADA compliant closed captioning, file creation and output as both a Standalone English Closed Caption file (file type to be determined) and as a timed Transcription (in the latest version of Microsoft word). Standard turnaround time would be 5-business days for up to 120-minutes of content.

Closed captions should be delivered in SRT file format. SCC, MCC and STL are acceptable, but SRT should be delivered.

Standard Audio Description The workflow for the Standard Audio Description Services, which would be the creation of an audio description track during meaningful gaps in dialogue, would be as follows: once we receive your videos it takes 3-4 business days to generate the audio description script, we deliver the script to you for review, once we receive it back it takes 4-5 business days to voice the description and create the final Standard Audio Description Master Videos. Our pricing includes the creation of the audio description script, voice talent, audio recording, mixing the audio description track with the original audio, file creation and output. Please keep in mind the number of business days may adjust depending upon the amount of content that is submitted.

This is what we are estimating on which is ranging for both is upward of $18 per minute.

This seems appropriate for videos to be made 508 compliant, which we are required to do per federal law.

1. Section 3.2 Tech Specs for Video Production of the Revised SOW states:

All interviews shall be professionally lit using three-point soft lighting against a non- reflective solid black fabric backdrop. No furniture shall appear in the shots, including the interviewee’s chair. Contractor shall provide a black, armless chair for interviewees.

If we find an interview candidate that can’t travel for health reasons (or any other reason) and we have to go to the individual in order shoot their segment, do we still need to set up a black backdrop? There may be circumstances where we can’t control spill light at certain locations and that can lead to an inconsistent black level.

RFP has changed and previous requirements do not apply.

2. Is there a list of Buffalo Soldier units that we need to select interview candidates from or can we pull interview candidates from any all African-American units prior to 1951?

There is no list. Follow the Scope of Work and contact the suggested veterans’ organizations.

3. Are any of the following professional camcorder models:

- Sony FS7

- Canon C300ii

- Canon C300iii

- Canon C500ii

Incomplete question. Not understood.

4. Due to COVID-19 concerns, is the hidden lavaliere microphone a necessity? That’s a lot of physical contact with the interview subject and I trust my boom mic.

The interviewee may object to the microphone on his/her person. As long as the sound is clear and audible without interference, a boom mic is acceptable.

5. Is there a max limit on travel expenses?

Travel is subject to location of veteran interviewees. If interviewees can be found in one or two metropolitan areas, travel expenses can be reduced.

6. Is the expectation that the contractor will only have to go to each NPS regional office one time to shoot or can the contractor make as many trips as necessary to each office in order to accommodate the interviewee’s health and schedule?

Do what is necessary on a case by case basis.

7. In Section F.3 Deliverables and Destination Point of the Revised SOW states:

- Hard Drives with Raw Footage (Shoot #16) and proxy files

Is the NPS planning on 16 shoots or is “Shoot #16” used as an example?

RFQ has changed.

1. Covid-19: At the time of the solicitation, the US is currently in the midst of Covid-19 pandemic which, in addition to significant impacts on travel, small business, and contractors (as are the case for most media production personnel), there is significant risk to our elderly population which we anticipate will make up the majority, if not all, of the interview subjects.

0. Can the NPS provide any additional guidance regarding safety protocols for both interviewees and the contractor? Is following CDC guidance at the time of the scheduled shoot sufficient?

Contractor should follow CDC guidance, plus adhere to state/local guidance.

0. Will there be any provisions or modifications made to the contract should guidance be changed or the situation in various regions change between now the time of the interviews?

Period of performance is 18 months during which time conditions will hopefully improve.

0. As a traveling crew will be conducting in person interviews with elderly or otherwise possibly vulnerable subjects, will there be any provision in the contract for liability protection for the contractor?

No. Contractor is advised to follow pertinent CDC, state and local guidelines.

0. Any additional information or guidance is appreciated.

Contractor is advised to follow pertinent CDC, state and local guidelines.

1. Section II, Purpose: “Closed captioning and audio descriptions will also be included for each interview conducted.”

1. Will closed captions be provided in a text format in the appropriate captioning file (Web VideoText Tracks” WebVTT, .vtt) as separate from the submitted AV files and .doc file transcript ?

Closed captions should be delivered in SRT file format. SCC, MCC and STL are acceptable, but SRT should be delivered.

1. Do audio descriptions need to be provided strictly as scripted text or do they need to be recorded as a separate audio file?

Audio descriptions need to be a separate audio file.

1. As these are essentially subject matter interviews in front of a flat black screen, is a description of the interviewee sufficient?

A quick, basic description would be appropriate.

1. The costs difference between 70 and 120 [90] interviews as well as the currently undefined travel requirements (e.g. number of interviewees who can travel to pre-selected locations vs. the team needing to travel to the subject’s location, costs associated with unknown locations) is significant.

2. The solicitation indicates a “firm fixed price”. May we submit a bid of “up to XX interview subjects and XX travel dates/locations”?

The bid should reflect the requirements of the Scope of Work.

2. Is there an opportunity to modify the contract amount after the locations and travel dates have been settled and approved?

No. This is a firm fixed price contract.

2. If not, is there a recommended or suggested number of shooting locations or dates we should use to estimate the bid?

The bid should reflect the requirements of the Scope of Work.

1. Section 3B. Technical Specifications for Video Production

3. 3.1 A large # of cameras are capable of shooting 4k-resultion, ultra-high-definition. Provided the camera meets this standard, is there any reason it would not be approved? In other words, for example, does the manufacturer have to be Sony?

As long as video is shot in 4k UHD and delivered in 4k UHD, manufacturer of camera is your choice.

3. 3.2 We anticipate many if not most of the interview subjects to be elderly. If the subject prefers a chair with arms, a specific chair, or uses a wheelchair, can the Park confirm that it will make an allowance for the chair to be visible? If not, does it have another option or recommendation?

RFP has changed. Please accommodate the comfort level and wishes of the interviewee, and employ common sense. A wheelchair is certainly acceptable.

1. Standard AV industry practice often includes hiring local camera operators, sound recordists or other freelancers (such as production/camera assistants) for location shoots. Is it required for this project to use the same personnel for each shoot or may they be hired as part of each location shoot’s pre-production planning?

Crew members may be different as long as they are qualified to perform their tasks.

1. Section 2. Production Process

5. 2.3.e: Locations. Again, referencing Covid-19 and anticipated challenges, anticipates conducting interviews in “Veteran Homes.” At this time, such interviews are not possible. Should the situation with such restrictions continue, and a significant number of subjects be unable or unwilling to be interviewed, to the point that we are unable to secure interviews with at least 70 interviewees, is there any provision or guidance for such an eventuality?

There are 10 veterans’ organizations provided. There are certainly more of them that can be contacted in order to find 70 qualified interview candidates in the United States. Difficulties encountered during the performance period of this contract should be discussed with the COR and CO, but we do not believe finding interview candidates will fall in that category..

-Due to Covid 19 still continuing to be a problem across the country and the world and the uncertainties that it brings, may we propose to complete the work required by the RFP using current best practices for COVID-19 video/film production in order to mitigate as much of the risk as possible for both interviewees as well as crew?

You will need to explain and justify that approach in your proposal.

-Can we assume that the NPS will provide some basic logistical assistance for shoots at the regional offices? For example, the help of personnel at regional offices for picking an appropriate room/space at the regional office, or taking photographs of the suggested spaces for planning purposes, etc?

That will need to be arranged in advance with each regional office. NPS employees are usually quite friendly and accommodating.

-Since part of mitigating COVID-19 risk involves making the shooting team as small as possible, would we be able to engage personnel at the NPS regional offices to help us set-up remote shoots if and when necessary?

NPS can supply office space for the shoots with advance notice and following the permitting process for filming. Setting them up is the responsibility of the contractor.

-Should we plan on editing each individual oral history or is each oral history just a 60-90 straight interview with no editing? Also, if interviewees provide photos or other archival materials, we assume that these will be provided to the NPS as separate image files or video files or sound files, not edited into the oral history itself. Are we correct in this assumption?

Yes, editing the 30-minute interview transcripts for clarity is encouraged. Other items provided should be separate from the transcripts.

1. Due to the multiple complications of the COVID crisis concerning travel, community surges, and the heightened risk to the interviewee group, do you have a change in expectations for how this project can be completed in your time frame?

It is impossible to predict the future with this pandemic. 18 months have been allotted for this contract and the present situation could change dramatically between contract award date and 18 months in the future.

2. I do not see a post production element in this proposal. Are you editing this footage internally or should post production be included in our bid? We have a complete post production facility to accommodate this need.

Post-production will be completed by NPS staff once displays are designed As it pertains to the deliverables do we trade hard drives or is it a new set after each drop-off?

New hard drive after each drop-off Are you set on a Single-camera for production?

Single-camera is what is in the Scope of Work, but multi-cam is allowed (up to 4 total).

Are we editing any of the footage other than syncing audio?

No. All post-production will be performed by NPS staff.

Can we add a professional to the team that can handle veterans that may trigger?

*as a disabled veteran, I have been triggered unknowingly and it has set my mode i want to make sure we have someone on the team specifically for that.

Team members are at the discretion of the contractor. Keep in mind, this will most likely increase the cost of a contractor’s quote and price is still an evaluation factor.

Do we need Multiple Languages for the CC and transcriptions?

Please provide English only.

We have sony FS5's that can deliver what you have outlined in the sow are you set on the camera system listed?

As long as it can deliver the final product in the format listed, that would be fine.

Is this a firm-fixed contract? Asking because of travel expenses and the variables involved with this contract. Will we be able to provide hourly or day rates for the positions needed and then bill for travel and Per Diem separate?

Yes and yes – please reference the payment schedule In section 2.5 of the SOW “The number of interview days per shoot shall be determined post-award between the contractor and the COR.” This will affect the logistics of the contract as well as interview days. My question is how should we plan for what the COR will say? I.E if I believe I can interview 3 people a day and plan to interview 9 people in that area. I will want to have that location site and crew for that week and not have to come back to that area. My goal is to limit the amount of travel needed for this project so there isn't an excessive amount of travel and Per Diem wasted.

The COR is likely to concur with your professional judgement.

For Shoot #1 and Shoot #2. Part 3.5 “Approval or rejection of the contractor's work will occur after each shoot upon submission of interim deliverables.” I know it states that we are supposed to deliver hard drives with raw footage and cc. What I am wondering is are we able to use some sort of file transfer system to show the COR what the first and second shoot looked like? That way we can get approved onsite instead of waiting two-plus weeks for a response and having the potential of going back to that location and having to reshoot? Again I am looking at excessive travel and disruption of 90 plus years of age interviewee.

NPS has its own secure file transfer site that can be used.

In section 2.1 “The contractor (at a minimum, the Project Manager and Interviewer) shall participate in a one-hour post-award conference call with the Contracting Officer, COR, and park staff.” This is the only spot in the SOW that I see “Interviewer” Is this supposed to be another position that is going to be filled for this contract or does that duty fall on the DP or PM?

NPS would like the Project Manager and the Interviewer (could be the same person) to participate in the meeting.

In section 2.12 “The contractor shall pay all honorariums to interview subjects set at $100 per interview session.” for some reason if the interview needs to be redone is the contractor expected to pay an additional $100 per interviewee?

RFP has changed. There are no required honorariums.

Section D 2.A deliverables I see that approval is needed on various tasks for shoot one and two. Are we going to need to follow these steps on all shoots for the entirety of the contract?

Yes.

Section 2.3 Research and Filming Locations a few questions under this section.

In the pre-production stage, are there time restrictions that need to be followed? My goal is to find the full 90 people to interview, what happens if there are not 90 people that meet the requirements that are needed to be interviewed? Can we adjust the contract after the fact?

The contract period is 18 months and there are a number of cities/locations specified in order to find 70 people.

For the questions on this contract, what is the general vision the NPS is looking for? Are the theme and vision entirely up to the contractor? Are you looking for a set of general questions to get the baseline and then a set more specific to the individual being interviewed?

The vision is presented in the Scope of Work. Individual experiences during their wartime service and instances of segregation leading to integration of the military is the theme. Starting with general and then funneling towards specific would be appropriate.

Film locations, what are requirements for locations and safety precautions? If we are entering the individual's home, I'm assuming PPE is required, same as the nursing home if that is their location? How are government buildings going to be handled?

It will differ from location to location and attention needs to be paid to CDC guidelines and state/local health advisories. PPE is required to protect yourself and the interviewee. Government buildings would be on a case by case basis specific to a particular installation.

On the note of COVID, what are the safety procedures in place for us to follow? Is it on a federal level or state level for safety?

Both need to be observed.

As far as the production crew involved with this contract, I understand resumes are needed for the positions . I will be using the same PM and camera assistant. As far as the DP and audio tech for the most part I will be getting them via the region of the USA we are in. Would you like me to provide a resume for each of them? I have a network of people in the industry so I like to get certain individuals locally to save on some of the cost.

Yes, resumes for all individuals performing tasks are required.

For the past performance section of the contract are you looking just for government contracts or can I also provide some previous work with various public companies?