24112482_Questions_and_Answers.pdf

Response to questions

California Commission on Peace Officer Standards and Training (POST) POST Video Production Invitation for Bid (IFB)

Amendment #1 Response to submitted questions.

1. We are preparing a response for the History of Policing 24/25 IFB and have a question regarding the CUF Evaluation Worksheet, which is one of the required Administrative documents. It appears to be a form that is to be completed by a POST evaluator. Is there a section you'd like us to fill in, the top box perhaps?

In accordance with DGS policies which states “All California-certified Small Businesses (SB) and Disabled Veteran Business Enterprise (DVBEs) doing business with the state must perform a Commercially Useful Function (CUF)” we are asking each bidder to complete the CUF evaluation. Please complete the top section along with the 5 questions found on pages 2 through for of the worksheet.

2. Is the form to be included as-is in our submission for a POST evaluator to fill in?

Yes. Please include CUF along with the other required administrative documents.

3. How many interviews do you envision for each of the history videos?

POST anticipates two to three interviews/subjects per video.

4. Do you see these as one-on-one interviews with b-roll and graphics or larger discussions such as a roundtable? If roundtable/group-style, how many do you see in the groups?

This will be discussed with the winning vendor as to what will be best creatively.

However, at this time, we anticipate these will be one-on-one interviews with b-roll and graphics.

5. How many days of filming do you anticipate for each video?

POST anticipates one to two days of filming per video.

6. In the Cost Worksheet, what does the “Max. Number of Hours” pertain to? For example, by indicating 48 hours for Pre-production meetings, is this what you foresee as the maximum number of hours it will take for all pre-production meetings for all 5 projects?

Yes, the maximum number of hours is what POST anticipates will be needed for all 5 videos.

7. The 2nd row in the same Cost worksheet says, “...filming sites for all three videos.” Is this a typo and should be five videos?

Yes, that is a typo. It should read “… filming sites for all five videos.”

8. The 3rd row “Location Set Up/Tear Down” in the Cost worksheet indicates that this line-item “includes scouting filming locations” which appears to be repetitive with the 2nd row. Is it indeed repetitive?

Yes, it is repetitive.

9. We find the concept of “Location Setup/Tear Down” for this type of production a little confusing. This typically might happen if one were fabricating a set on a stage or dressing a location for a scene with a set designer and perhaps a lighting crew and rigging the day prior to filming. This is not often consistent with the concept of a documentary-style approach which is generally more minimalist with adjustments to lighting and background done in the moment. Could you elaborate on what you envision when you describe a Location Set Up/Tear Down?

The set up/tear down will be more minimal with this type of video. However, the cost breakdown is dependent on the bidder.

10. On the 4th row of the Cost worksheet, “Post-Production” indicates it is to include the cost of “any supplement visual assets.” If this is referring to assets like stock footage, there is not an hourly rate for acquiring this, rather it is purchased on a per-item basis.

Could you elaborate on what you mean by supplemental visual assets?

Yes, supplement visual assets do include stock footage, any animated graphics, etc. It is up to the bidder as to how they would like to incorporate any potential fees into the post-production line item. Please note, there is also a “Misc. Business Expense” line item that can be used for this as well, if needed.

11. On page 2 of the 24112482_IFB_Package.pdf, it states, "Costs proposals are submitted in a separate sealed envelope apart from the narrative proposal." On page 3 it indicates Contracts@post.ca.gov <mailto:contracts@post.ca.gov> for submissions.

Should the cost proposal be submitted in a separate email? Or should all bids be physically mailed to POST?

Bids can be fully submitted electronically through email, physically hand delivered, or delivered through U.S. postal services. If the bid is submitted through U.S Postal services or hand delivered, the cost proposal should be in a separate sealed envelope. If the bid is submitted through email, the bid should be a separate attachment.

12. There appears to be a copy/paste error on page 3 of 24112482_IFB_Package.pdf which states the submission deadline is August 23, 2023.

Yes, the August 23, 2023, date is an error. The deadline submission date for event ID 32674 is September 20, 2024

13. Under Post-Production it notes, "Hourly rate for editing video and audio (includes cost of any supplement visual assets)." Would these supplement visual assets be referring to archival footage? Graphics/Animations? All of the above? And if so, what percentage of each video would typically be utilizing these visual assets? I ask because the pricing for licensing archival footage, for example, varies quite a lot, and it would be helpful to have an idea of the percentage in order to provide an accurate bid.

The supplement visual assets do include archival footage, stock footage, graphics, animations, etc. The percentage of the visual assets used will be up to the winning vendor who has expertise in developing these types of videos. POST wants to create the best videos possible with the lowest qualifying bid.

14. I saw that there are two videos on the POST YouTube channel. Are these appropriate references for what this new series of videos ought to emulate? Or is the Post team looking to go in a new creative direction?

POST recently published two new History of Policing videos on the California POST YouTube channel (see links below). These newer videos are what we would like to emulate with this new contract. However, POST is open to new creative direction with the winning vendor.

https://youtu.be/jz5fTF-xsco?si=UlcBoUA2ny3edIUU https://youtu.be/47B9aWXKtD0?si=IBrVyEavuBVScLKP

15. Which company is currently/previously holding the contract?

This is bid is separate from previously posted contracts. Post did have a FY 24/25 History of Policing Video Production bid that had been awarded to Born Read Films.

16. What is the value of the contract and what is the current budget

To ensure fairness and accuracy in the bidding process, POST cannot disclose the contract budget. POST is obligated to choose the lowest responsible bidder to award the bid to.

17. The SOW, A-6 states that the contractor must have prior experience developing videos with CA State and law enforcement agencies. We have experience working with the State, but not an official law enforcement agency. Does this disqualify us right out the gate? If so - how is one supposed to gain work experience with law enforcement if one is not given a chance?

The winning vendor does not need to have experience with an “official law enforcement agency,” just experience with law enforcement in general. To truly capture the depth of videos we’d like to make, the vendor MUST have some sort of experience with law enforcement.

18. Are the hours on the cost worksheet fixed / firm? Most production companies work on a 10 to 12 hour work day, meaning the filming allowance of 72 hours is a little over 7 days of shooting. If the documentaries and recruit videos call for more than 7 days of shooting, would there be a case-by-case approval of that, or are the hours on the worksheet the max?

Yes, the hours on the cost proposal worksheet are set at a maximum. POST does not anticipate more than a day or two of filming for each video.

19. Most production companies don’t work on an hourly basis for production. Is that acceptable, as long as the hours allotment is not exhausted?

Yes, however, POST will award the contract to the lowest responsible bidder.

20. The deliverables of “filming,” “post-production” and “equipment” are very broad, as filming could involve 2 cameras, 3 cameras, steadicams, hair and makeup, grips, audio operators, etc.. depending on who, what and where we are filming. For post-production, we might need video graphics, motion graphics, music and stock media. For equipment, we might need multiple lights, multiple cameras, etc.. Do you have any more specific guidance on the labor / equipment we would need to include in these figures? As an example, it’s a bit like asking us to give you a quote for “breakfast,” “lunch” and “dinner,” without specifying whether we’re cooking burgers or steak. A company can price this based on a single-man crew member and they would win this contract because they’d be the cheapest.

POST does not have expertise in video production, hence why the deliverables are broad. The winning vendor should be able to produce top-quality videos at the lowest bid possible that qualifies.

21. Approximately how long will each documentary be, and is there a style we will be emulating? If there’s a YouTube example for instance, that would be extremely helpful.

Please visit the California POST YouTube Channel to view previous History of Policing videos.

22. And do we know what the topic of each documentary could be?

The topics of each video will be discussed in collaboration with the winning vendor.