Questions and Answers final.docx

Questions and Answers for Video Production

70LGLY21QGLB000107

1. This acquisition is not a sources sought. As posted on sam.gov, this is a solicitation in the form of a request for quote combined synopsis.

2. Question: What is the expected budget for this project?

Answer: The magnitude for this budget is $100,000.00 to $350,000.00.

3. Question: Who is the incumbent agency if there is one, how satisfied were you with their results?

Answer: This is a new requirement. There is no incumbent.

4. Question: Is there a preference for in-state bidders?

Answer: No preference.

5. Question: How many vendors will be awarded?

Answer: The Government does not expect this to be a multiple award acquisition.

6. Question: Will the award be based on the lowest cost bidder?

Answer: Yes.

7. Question: Is there a pre-proposal conference, and if so, is it mandatory?

Answer: There is no pre-proposal conference.

8. Question: Would the Government like to see anything else other that what is listed under “B.1 52.212-1 Instruction to Offerors” in response (such as past performance, technical approach, references, etc) or will responses only be evaluated based on price?

Answer: This RFQ does not require any additional information other than what is listed in Section B, paragraph B.1. Acquisition will be evaluated based on price only. See number 6 above.

9. Question: As long as the Director of Photography remains the same throughout, is it okay if the remaining crew members change depending on availability or does each crew member need to be the same person for every shoot?

Answer: See Amendment 00001.

10. Question: How many days of drone filming are required on this project?

Answer: This acquisition does not have any requirements for drone filming.

11. Question: Will the Government be providing licenses for drone operator and will the person need to be FAA certified to fly the drone?

Answer: See number 10 above.

12. Question: The SOW states “the Contractor shall work with the FLETC SME to schedule the 30 (non-consecutive) days of filming. Filming will be done in at least three-day blocks and thus may occur on weekends, at night, and normal workdays.” Is there an estimated number of mobilizations to be required? Or should it be assumed that 10, 3 day mobilizations will be required?

Answer: There may be up to 10 times that filming may occur based on filming three days at a time.

13. Question: Will the Government be providing the SF1449 to submit the quote on?

Answer: No, this is a combined synopsis/solicitation, a SF1449 is not required. However, as stated in Section B, paragraph B.1, “the contractor can submit on a SF1449, letterhead stationery, or as otherwise specified in the solicitation.”

14. Question: Is the contractor responsible for creating the script for the required sixty-one (61) scenarios that will be filmed? Or will the Government be providing the script for all scenarios to include blocking?

Answer: The government will be providing the script/ treatment.

15. Question: Will the Government provide on-site POC for early filming day to ensure that the 61 scenarios/protocols are being performed correctly by DHS personnel to avoid Government caused reshoots?

Answer: The Government will provide a SME (Subject Matter Expert) outlined in 7.6 Recording of Scenarios; to make sure what is being captured is correct. Also outlined in Section 3.0 Scope “…the contractor will provide within 48 hours dailies (video with production log notes) for the FLETC SME to review and approve.” This second look is for additional SMEs to double check the performance of the actors for technical issues not related to video capture. If filming needs to be done again because of poor performance in front of the camera, then that time will be drawn against the total thirty days. However, if any reshoots are needed because the quality of the product (bad audio or video) does not meet expectations outlined in section 10.0 performance criteria, then those filming days will be done at the contractor’s expense (and are beyond the thirty day scope). Also see Amendment 00001.

16. Question: How will the raw footage be sent to the Government? Will the contractor be responsible for providing the hard drives?

Answer: As stated in the RFQ: “Phase Three (Quality/Delivery): The Contractor shall provide all raw footage (video and audio) to the FLETC in an acceptable format on a portable hard drive with production notes that denote good and bad takes (in a word document). The FLETC SME will review the raw footage to ensure all content has been captured at quality as outlined in “11.3 Review of Quality”.” And “7.8 Deliverables (Part of Phase Three)

The Contractor shall organize all raw footage according to scenario and shot log of all video and audio with best and alternate takes and deliver to the FLETC SME on a FLETC compatible hard drive. All files from the camera and audio recording sources are to be transferred and delivered to the FLETC SME in a previously approved format, which allow the footage to be loaded on a Mac/PC platform that is compatible with the current FLETC MSB editing system.”

17. Question: Does the Government want a copy and a backup of the raw footage?

Answer: Yes. A copy of the footage for dailies and all raw footage for final quality check after filming is complete. Outlined in Section 3.0 Scope “…the contractor will provide within 48 hours dailies (video with production log notes) for the FLETC SME to review and approve.” And 7.8 Deliverables (Part of Phase Three).

18. Question: Will progress payments be made for each raw footage that is submitted and approved?

Answer: See Amendment 00001.

19. Question: Will Government caused deployments or errors be compensated for accordingly?

Answer: Award will be a firm fixed price.

20. Question: Is it expected that all filming to take place in Glynco, GA?

Answer: Yes.

21. Question: Do you have any samples/links of the quality of work the client is expecting?

Answer: No.

22. Question: Are there additional documents available for this RFQ?

Answer: No. The only documents for this RFQ are the solicitation, wage determination, and COVID guidelines that were posted on sam.gov.

23. Question: What is the final time and date for submissions?

Answer: As stated in the RFQ, “Offerors shall submit an electronic copy of its quote via email to erin.johnson@fletc.dhs.gov no later than 2:00 pm, ET, September 10, 2021. Due to the current environment with COVID only electronic submission can be accepted.” If this question is concerning submission of filming; this will be addressed in the contractor’s plan that is to be submitted.

24. Question: Where are submissions to be uploaded?

Answer: See 23 above.

25. Question: What is the budget set aside for this project?

Answer: See number 2 above.

26. Question: What is the intended date for first usage of the video?

Answer: Early Spring of 2022

27. Question: Is this a new requirement? If not, is there an incumbent on this contract? If so, please provide the incumbent name, current contract number, contract value, and period of performance.

Answer: See 3 above.

28. Question: Will the government consider an alternative payment schedule as opposed to full payment at the completion of the contract?

Answer: See 18 above.

29. Question: How far in advance will the non-consecutive work days be identified?

Answer: As outlined in 7.3 Scheduling of Filming (Part of Phase One) FLETC will give the contractor two weeks’ notice to what days filming will occur. In addition, FLETC will give 24-hour notice to cancel or delay filming, so not to be charged for a full day of filming.

30. Question Will there be editing needed or do we need to simply delivery of raw footage?

Answer: Editing will not be required, but the video will be needed to be down converted from 4K to 1080 in a format that can be viewed by the SME as outlined in Section 3.0 Scope, “Each shot will be slated with the scenario name and take number and will also be noted in a production log which takes were good and bad. At the end of each filming day, the contractor will provide within 48 hours dailies (video with production log notes) for the FLETC SME to review and approve. These dailies will be in a 1080x1920 video format (along with production notes in a word document) that the FLETC SME can review from a FLETC government computer.”

31. Question: Will the government be providing all on camera talent/actors? Or will the production company/contractor be responsible for any casting?

Answer: As stated in the RFQ, “The FLETC will provide all actors and props that are to be filmed from various perspectives/angles by using two matched cameras. There will be as many scenarios filmed in one location as possible but there will be multiple locations within a short (less than a mile) distance from each other. To help speed up the filming process the contractor must provide the equipment and personnel to allow for quick setup and relocation for filming.”

32. Question: Can you provide an estimate for how many scenarios will be requested for the Patrol Skills Labs and PE in the Land Management Police Training (LMPT)?

Answer: Approximately 28 Operations Skills Labs scenarios, 47 Use of Force (UOF) labs scenarios, 27 Patrol Skills Labs scenarios.

33. Question: Can you provide a description, shot list and script for a sample scenario? Can you share a sample video that meets all standards and technical requirements? Please elaborate on the parameters that establish quality?

Answer: No, we cannot provide any additional information on what is to be filmed. Quality requirements are outlined in Section 10.0 Performance Criteria.

34. Question: What percentage of scenarios do you anticipate lasting 10 mins?

Answer: As stated in paragraph 2.1: “The total length of time of each scenario is approximately 3-5 minutes. A few scenarios may run up to 10 minutes. Most of the scenarios may be able to be filmed in one take. Some scenarios may require a short break in order to simulate a change of location.”

35. Question: How many SMEs will be involved? Will the contractor have a single POC?

Answer: One-point POC, with four supporting SME’s

36. Question: Please describe the field monitoring system you are expecting?

Answer: The field monitoring system should be at least an HD monitor of 1080x1920 quality. The monitor needs to be large enough so at least two SME personnel can easily view content being recorded with out glare or any impedance to distinguish what is being captured. In addition, audio headsets will need to be provided so that the SME’s may listen to the main audio dialog being recorded.

37. Question: What is the preferred method for this kickoff meeting- in person, hybrid or virtual? Who will be in attendance from FLETC?

Answer: The preferred method for the kickoff meeting is virtual. FLETC attendee cannot be given at this time.

38. Question: If we require a 72 hour cancellation notification, will this eliminate us from consideration?

Answer: This acquisition will be evaluated on price only. However, if your company requires 72 hour cancellation notification; then your company is not in compliance with the requirements of this acquisition and the 72 hours notification will not be honored. See paragraph 7.3 Scheduling of Filming (Part of Phase One) which states: “FLETC will give the contractor two weeks’ notice to what days filming will occur. In addition, FLETC will give 24-hour notice to cancel or delay filming, so not to be charged for a full day of filming.”

39. Question: Can you share a sample of the release form?

Answer: No

40. Question: Is 60 frame rate intended to be used for slow motion?

Answer: No.

41. Question: 2.0 States plan must be submitted Award+10, then in 7.1 states Award+10 Contractor should schedule a joint kick-off meeting. Is the plan to be submitted 10 days after the kick-off meeting?

Answer: See Amendment 00001.

42. Question: 2.1 States a film crew. Do you have a minimum requirement? Many hats are worn by each crew member which makes bidding difficult unless there is a minimum stated.

Answer: The Government does not have a minimum requirement for film crew. It is the contractor’s responsibility to ensure that the requirements of paragraph 2.2 are meet.

43. Question: 2.2 States thirty non-consecutive days of filming but also three-day blocks. Is it safe to assume at a minimum ten 'three-day-blocks' plus one 'half day to scout' nonconsecutive? This helps for creating a budget for travel.

Answer: Yes, see answer 12.

44. Question: 2.2 on the scouting days would the director/producer be enough or do you require the full film crew.

Answer: Just one person would be required.

45. Question: 3.0 Meeting with FLETC SMEs, how many meetings do you anticipate? How many will need to be onsite (location scouting) and for how long?

Answer: After the kick-off, just the scouting location meeting will be required, unless the quality of performance comes an issue. Then additional meetings to cover the issues will be required.

46. Question: 21.0 Payment schedule does not break out the milestones for invoicing but does mention "the Contractor may be paid the remainder of the contract" indicating there is a milestone schedule.

Answer: See Amendment 00001.

47. Question: Will any postproduction be required? Section 19.0 Ownership mentions "Assembly Edit" however, the rest of this contract reads as if no editing is required, only the raw footage.

Answer: No postproduction is required.

48. Question: If no post-production is required, do you require a flat picture profile (as in S-Log) or a standard picture profile?

Answer: standard picture profile with everything at proper exposure (subject, foreground, and background).

49. Question: Who is currently providing this work or pieces of this work?

Answer: See 3 above.

50. Question: Does the government have a budget ceiling for this work Answer: See 2 above.

51. Question: Will the final format for videos be 1080p HD? 4K?

Answer: 4K

52. Question: What additional supplemental materials will you provide for videos, such as stock photography, logos, and pre-existing b-roll?

Answer: None

53. Question: How many rounds of script revisions will be required for videos?

Answer: None. You are not required to provide a script.

54. Question: Does the contractor need to be a SAG/AFTRA signatory?

Answer: No

55. Question: Is there an existing suite of materials/products that can serve as an example of the described work?

Answer: Because of the Law Enforcement Sensitivity of the footage, we cannot provide any reference material. Also see Amendment 00001.

56. Question: Is the contractor only providing a production team/equipment, dailies with production log notes (that denote good and bad takes), and raw footage with production log notes (that denote good and bad takes)?

Answer: Yes. They will also work with the SME on how to best capture the scenario.

57. Question: Does this contract involve any editing/color grading?

Answer: No. The recording of the scenario should not need color correction of color grading. Each scenario will stand on its own and will not need to color match other scenarios. However, if the color of the RAW video is to warm, cold, or not color balanced, then it will be the responsibility for the contractor to color correct it or reshoot based on Section 10 Performance Criteria.

58. Question: Does this work only consist of production assistance?

Answer: The requirements are for a film crew to record scenarios. No post-production editing is required.

59. Question: What formats/programs are compatible with the FLETC MSB editing system?

Answer: Apple ProRes, ProRes HDR, ProRes RAW, MOV, MP4, and MXF.

60. Question: Pg 3 - Filming Requirements: Would the half-day scout be required for every (3-day+) shooting block? If so, would it be acceptable to do the scout in the mid-to-late afternoon?

Answer: No. Only the initial half day scout to familiarize the contractor with the filming locations and requirements for each site.

61. Question: Pg 4 - Equipment Requirements: What length camera boom/jib would you deem acceptable for your needs? Would a 9' or 12' boom suffice for your requirements?

Answer: Either would work.

62. Question: Pg 3 - Crew Requirements: We foresee the need for additional staff to support our operations both on and off the FLETC. Do you have a preference on the number of people allowed on-site? We are considering operating in the 12-18 person range. Are we also allowed to include in our proposal support personnel functions off-site, such as documentation, communications, and organizational needs that will facilitate our on-site activities?

Answer: See 42 above.

63. Question: Pg 11 - Payment Schedule: When referring to Section 8.8 "Deliverables (Part of Phase Three)" is this meant to refer to Section 7.8?

Answer: See Amendment 00001.

64. Question: Pg 11 - Payment Schedule: From our understanding, payment will be tendered upon receipt and approval by the SME. Are we correct in interpreting that approval, and thus payment, would be given at the approval and conclusion of each filming (3-days+) block? Or would we be breaking payments down per-day of filming? In either case, how many days after approval would payment be issued?

Answer: See Amendment 00001.

As stated in the RFQ: All questions concerning this acquisition must be submitted by September 1, 2021; 2:00 pm ET. Questions will be answered via a special note posted on sam.gov. Questions are to be submitted to erin.johnson@fletc.dhs.gov. Question received after this date and time will not be accepted.