19MY3026Q0016_Questions and Answers(W1).pdf

Solicitation No : 19MY3026Q0016 (Video Content Creation)

Questions And Answers (W1)

Date : 18 Jun 2026

Question 1: We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

Answer 1: New

Question 2: What is the expected on-location production window in Kuala Lumpur for any live-action filming, and should vendors assume one trip or multiple trips during the July 2026–July 2027 performance period?

Answer 2: Vendors should plan for at least 5 to 6 on-location visits to Kuala Lumpur throughout the July

2026–July 2027 performance period to support the filming of content and events as needed.

Question 3: For the 12-video series, does the Embassy anticipate a fixed monthly production cadence, or may multiple videos be produced during the same filming window when appropriate?

Answer 3: The Embassy anticipates a fixed production cadence of one video per month. While the monthly schedule is the priority, the contractor should remain flexible to accommodate potential ad-hoc requests as they arise.

Question 4: Will the Embassy provide final topic assignments, interview subjects, access to locations, and key messaging after award?

Answer 4: The Embassy will provide a topline concept or theme for each video. Both the Embassy and the contractor will discuss and refine these concepts, and the Embassy will provide guidance on all key messaging.

Question 5: Is it acceptable for a U.S.-based, SAM-registered contractor to serve as the prime, travel to Kuala

Lumpur for producer/director oversight, hire qualified local production crew in Malaysia as needed, and complete post-production remotely from the United States?

Answer 5: Yes, it is acceptable for a U.S.-based, actively SAM-registered contractor to serve as the prime contractor. However, the responsibility to secure, coordinate, and manage qualified local production crew in Malaysia lies entirely with the contractor.

Question 6: Should the contractor provide Bahasa Malaysia and Mandarin translation services, or will the

Embassy provide approved translations on location?

Answer 6: The contractor is responsible for providing Bahasa Malaysia and Mandarin translation services.

The Embassy will review and verify the accuracy of these translations before they are finalized.

Question 7: We are preparing our quotation for the Video Content Creation RFQ and would like to propose a remote production approach based on animation. In this model, our team would manage the project from New York through online coordination and delivery, without requiring travel to

Malaysia, and would work with any footage, materials, and creative guidance provided by your team. This would allow us to deliver a distinctive animation production solution, using your materials and direction to develop engaging, high-quality content that meets the objectives of the project: Would you be open to this approach?

Answer 7: The production approach must include a mix of live-action and other formats (such as animation or motion graphics). While the project requires a hybrid approach, the Embassy is open to providing footage to support the production where necessary.

Question 8: Can you clarify where filming will need to take place as pricing is often determined by filming locations and days?

Answer 8: Filming locations will vary depending on the specific requirements of each monthly deliverable, but will be restricted to the Klang Valley area. Vendors should account for a range of 1 to 3 days of filming per deliverable, depending on the scope of the month's content.

Question 9: Are there any scripts already in development we can reference to compile pricing? This would determine casting needs, locations, etc.

Answer 9: There are no pre-existing scripts. The Embassy will provide a topline idea for each deliverable, which will then be discussed and refined by both parties to determine the creative direction and production requirements.

Question 10: Is pricing expected to be in MYR?

Answer 10: Pricing can be in MYR or USD.

Question 11: Should offerors anticipate that the majority of content will require original, in-person filming in

Malaysia, or is the Embassy open to the use of licensed stock footage, existing footage, animation, and other remotely produced content where appropriate?

Answer 11: The Embassy expects a hybrid approach. While original, in-person filming is required for specific deliverables, the Embassy is open to the use of animation, motion graphics, and Embassy-provided or licensed footage to complement the content.

Question 12: Is there an anticipated distribution between live-action production and animation/motion graphics deliverables across the twelve-video series?

Answer 12: There is no fixed ratio mandated for the 12-video series. Contractors are encouraged to propose a creative balance of production styles that best suits the objectives of each deliverable, provided they meet the on-location requirements.

Question 13: Could you please clarify whether there are any specific licensing requirements associated with this contract beyond those outlined in the Scope of Work?

Answer 13: There are no specific licensing requirements beyond those already stated in the Scope of Work.

Vendors are expected to ensure that all materials used (music, stock footage, etc.) are properly licensed for public distribution.

Question 14: If available, could you provide information regarding the incumbent contract, including:

o Current or previous vendor name o Prior contract number o Previous contract award value or pricing

Answer 14: This is a brand-new contract; therefore, there is no incumbent vendor, prior contract number, or historical pricing information to provide.

Question 15: Payment schedule: How will invoicing and payment be structured — per delivered video, by milestone, or on another schedule? What is the typical payment timeline after invoice acceptance?

Answer 15: The Embassy typically structures payments based on the satisfactory delivery and acceptance of completed work. Invoicing will generally follow a milestone-based schedule aligned with the monthly deliverables.

Question 16: Live-action production: For videos using live-action footage, is filming required to take place in

Malaysia with local talent, or may the contractor incorporate licensed stock footage, remotely directed footage, and/or AI-assisted cinematic production where appropriate to the theme?

Answer 16: The project requires a hybrid approach. While original, in-person filming in Malaysia is required for specific deliverables, the contractor may incorporate stock footage, animation, and other remote production techniques where appropriate to enhance the quality of the content, provided these methods are approved by the

Embassy during the planning phase.

Question 17: Use of subcontractors: Is the use of a Malaysia-based production subcontractor for local filming, casting, and location work acceptable, with the U.S. vendor serving as prime contractor?

Answer 17: Yes, the use of a Malaysia-based production subcontractor is acceptable. The U.S.-based prime contractor remains fully responsible for the performance of all contract requirements, including the management and oversight of all subcontractors.

Question 18: Localization: Will the Embassy review or verify the accuracy of Bahasa Malaysia and Mandarin subtitle translations, or is the contractor solely responsible for translation quality?

Answer 18: The contractor is responsible for ensuring the high quality and accuracy of all translations.

However, the Embassy will review and verify all Bahasa Malaysia and Mandarin subtitles for accuracy and appropriateness before final approval.

Question 19: Branding assets: Will the Embassy furnish official U.S. Embassy and Freedom 250 branding assets and guidelines to the awardee?

Answer 19: Yes, the Embassy will provide the necessary official U.S. Embassy and Freedom 250 branding assets, as well as the required style guidelines, to the successful offeror upon award.

Question 20: Review cycle: The SOW references up to five (5) sample drafts per video. Is there a defined turnaround time for Embassy feedback at each review stage within the 30-day production cycle?

Answer 20: The Embassy strives to provide feedback in a timely manner to keep the project on track. While we aim for a 2–3 business day turnaround, specific feedback timelines will be finalized during the project kickoff to ensure the 30-day production cycle is met.

Question 21: Basis of award: Will the award be made on a lowest price technically acceptable basis, or a best value tradeoff considering technical merit and past performance?

Answer 21: The contract will be awarded on a "best value" basis.

Question 22: Deadline time zone: Please confirm the 12:00 noon July 17 deadline is Malaysia Time (MYT)

Answer 22: Correct

Question 23: Incumbency: Is this requirement currently being performed under an existing contract, and if so, may the incumbent be identified?

Answer 23: This is a brand-new requirement, and there is no incumbent performing these specific services.

Question 24: Style distribution: Is the Embassy open to the contractor proposing the distribution of production styles across the 12 videos (e.g., the balance of live action, animation, and stop-motion), per the

Creative Variety Requirement?

Answer 24: Yes, the Embassy encourages contractors to propose a creative distribution of production styles for the

12-video series, provided that the balance of styles meets the project's overall objectives and requirements.