HUD Final Response to Q and A.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- News Clips and TV Broadcasting Clips
- Solicitation number
- 86615123Q00013
About this file
This document contains responses to questions from a solicitation for news clips and TV broadcasting clips monitoring services. The incumbent contractor is TechMIS LLC with a contract value of $1,716,309.30. The Department of Housing and Urban Development (HUD) is seeking daily provision of news clips, transcripts, and summaries from various media sources. Deliverables must include a HUD Prioritized Daily Briefing by 6:45am EST and a HUD Daily Briefing by 7:00am EST. Responses should provide samples demonstrating experience delivering similar media monitoring services. The solicitation number is 86615123Q00013 and was issued by HUD for these news clips and broadcasting clips monitoring services.
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Sheet1
| # | Questions | Responses |
| 1 | Is there an incumbent, if so, who is it and what is the contract value? | TechMIS LLC |
$1,716,309.30.
| 2. | Will the provided news clippings, links to actual news production, TV broadcasts, transcripts of news broads, etc. be distributed to an unlimited number of people in form of physical copies or any other means? | The information will be distributed electronically to Principles, Executives, Managers and Supervisors and other designated staff within the Department. | |
| 3. | Will all international TV news broadcasts need to be included? | Yes | |
| 4. | Throughout the solicitation there are pages with fill in the blank i.e., page 16 concerning names of project managers and checkboxes i.e., page 21 concerning telecommunications, is every page with check boxes and fill in the blanks required to be submitted also? | Yes | |
| 5. | Page 46 under Minimum requirement to be determined acceptable it says provide three sample of related media monitoring reports recently prepared by experts expected to produce the project. Please explain what the government is looking for. Is the requirement to produce three media monitoring reports, and submit with the proposal? | HUD would like to see reports for all media (radio, print, TV, Broadcasts) TV Eyes is crtitical. The report can be broken down into sections for each media. | |
| 6. | What sources will the government accept as justification for cost-of-living percent increase? | Not required | |
| 7. | What is the price range that the government expects to spend on this project? | Fair and reasonable price | |
| 8. | Can AI be used to create the 5-10 sentence summary of new articles? | TBD - unable to answer definitly at this time. | |
| 9. | The document states "Provide daily TV broadcasting clips with transcripts by 6:45am." What time zone is this referring to? | Esatern Standard Time | |
| 10. | What is the minimum amount of news clips total needed by 6:45am? | All clips avaialble should be provided from all the required/requested formats. | |
| 11. | Is it possible to direct me to a sample news clip and video? | ABC News Videos - ABC News (go.com) | |
| 12. | On page 1 and elsewhere, the proposal references a “HUD Prioritized News Summary” as well as a “Daily News Briefing” in addition to full-text Clips package. What are the differences in desired content between the “HUD Prioritized News Summary” and the “Daily News Briefing”? | HUD will require prioritized news summary's on items of key interest like the Secretary or the Deputy Secretary or other topics that shall be issued to vendor for priority summary and then the Daily news briefs will be for those other items within HUD that will be pulled by key words and office or project names. | |
| 13. | On page 53, the proposal states: “The Contractor shall provide daily TV Broadcasting clips with transcripts by 6:45am. The Contractor shall create a new category in the current products titled ‘Network TV/Radio News Coverage.’ This category shall contain high-quality TV/radio broadcast content and shall be formatted in the same way as the existing news content.” | ||
| • What is meant by transcripts of broadcast content? Does HUD want the text of each relevant story or of the full show on which each story aired? How should brief relevant comments within a longer story be handled? | What is meant by transcripts of broadcast content? HUD wants the video and the written transcript or the story. Does HUD want the text of each relevant story or of the full show on which each story aired? HUD wants the full story How should brief relevant comments within a longer story be handled? A short blurb can be crafted to give title r context. | ||
| 14. | On page 53, the proposal references the inclusion of social media content. Should social media cited in the Briefing be included in the Clips? | YES. Socials can have their own section | |
| 15. | On page 61, the proposal calls for publication “in three file formatted attachments, Microsoft Word (.doc or .docx), Adobe (.pdf) and Mobi pocket (.Mobi or. azw).” Are these all needed for our response to the RFP? | NO - Word alone or with Adobe (pdf) can be submitted | |
| 16 | On page 62, the proposal states: “The US national news index shall follow HUD-related articles and shall include sources from US national and state media sources. The headlines index shall consist of six headliners from major national and world news sources. Major news sources are classified as cable news networks such as the American Broadcasting Company (ABC) News, National Broadcasting Company (NBC) and the Columbia Broadcasting System (CBS) News, and daily American newspapers such as The Washington Post, The New York Times, and The Wall Street Journal. The Washington schedule index shall consist of the daily schedules for the President, Vice President and Congress.” |
• What is meant by “six headliners”?
• Are the National News and World News sections to be written in the same narrative style as the HUD-specific content?
| • Should the Washington Schedule also include schedules for the Cabinet and other major Washington policy events? | What is meant by “six headliners”? Each has it's own section • Are the National News and World News sections to be written in the same narrative style as the HUD-specific content? YES • Should the Washington Schedule also include schedules for the Cabinet and other major Washington policy events? YES | ||
| 17 | On page 65, the Proposal states: “The Contractor shall follow the News Assessment Matrix located at Figure 1 below to assess the newsworthiness of media information as it relates to HUD.” Does this mean we provide a rating with each story, or is this meant to be a rubric for our internal use? | Used as a rubric. | |
| 18 | One page 41 of the solicitation, it states, "The quotes shall be accompanied by a transmittal letter, signed by an individual who is authorized to bind the company on contractual issues. The letter shall reference the RFQ number and identify the documents being submitted." | ||
| Could you please clarify which documents you require to be identified in the Letter of Transmittal? | The letter shall reference the RFQ number, list the individual that can sign contracts for your company, and identify the documents being submitted. |
| 19 | On page 55, the solicitation states: "The Contractor shall provide daily TV Broadcasting clips with transcripts by 6:45am." In the Evaluation Criteria chart found on page 48, it states: "The contractor shall provide two media summaries daily NLT 7:30 a.m., and also provide a daily posting to a searchable web site open to all HUD employees." | |
| Could you confirm when the deliverables would be due each morning? | All shall be provided by 6:45am each morning to the OPA POCs and the email should go out to all of HUD (specific list) NLT 7:30am. | |
| 20 | On pages 41-42 of the solicitation, it states, "As an attachment to the chart, the offeror shall provide a narrative describing the past performance references that reflect the most relevance to the services being obtained under the contract to be awarded. The narrative shall clearly establish the relevancy of the past performance to the current requirements. … If past performance for the offering firm does not exist, the Offeror may substitute past performance of key personnel that will be performing major aspects of the work under any resulting contract. If the Offeror chooses to make such a substitution, the offeror must clearly identify the substituted key personnel by name and title proposed. Only the past performance of Key Personnel overseeing the entirety of the proposed project will be considered in substitution for the firm’s past performance under this factor.” | |
| Is it permissible to include narratives regarding some but not all of the past performance references, as well as narratives regarding past performance of key personnel that will be performing major aspects of the work? | Past performance has been deleted as part of the evaluation (Amd-4) | |
| 21 | On page 38, The INSTRUCTIONS TO OFFEROR state: |
The response shall consist of TWO (2) separate parts; Part I – Technical Quotation and Part II – Business Quotation. Each of the PARTS MUST be complete in itself so that evaluation of each part may be conducted independently, and so that the technical part may be evaluated strictly on its own merit. The quotes shall be accompanied by a transmittal letter, signed by an individual who is authorized to bind the company on contractual issues. The letter shall reference the RFQ number and identify the documents being submitted.
While these instructions establish what needs to be submitted for the submission to be reviewed, they do not specify which documents must be submitted or how the 5 criteria (Technical Approach, Quality Control Plan, Management Plan, Past Performance, and Price/Cost) fit into Parts I and II.
Could you please explain where the 5 criteria fit in to Parts I and II? Technical Quotation shall consist of the following: Technical Approach and Management Plan. The Business Proposal shall consist of the following: Attachments 3, 4 & 5. Past performance has been deleted as part of the evaluation (Amd-4)
| 22 | What is the correct structure of Parts I and II? | Technical Quotation shall consist of the following: Technical Approach and Management Plan. Past performance has been deleted as part of the evaluation (Amd-4) |
| 23 | What is the correct content sequence of the entire bid? | Technical Quotation shall consist of the following: Technical Approach and Management Plan. Past performance has been deleted as part of the evaluation (Amd-4) |
| 24 | Based on this statement from page 47, “Price will be evaluated separately from Technical and other non-cost/price factors, and will be evaluated as follows,” should the Business Quotation just contain price and everything else should be in the Technical Quotation? | Technical Quotation shall consist of the following: Technical Approach and Management Plan.Past performance has been deleted has part of the evaluation (Amd-4) |
| 25 | SF1449 is usually submitted at the beginning of a proposal submission. Can you please specify where it should be submitted in relation to Parts I and Part II? | The SF-1449 should go in Part II |
26 On page 34, the proposal states that there are only 7 attachments. However, in the Attachment section there are 8 attachments. There also seems to be a mis-labeling between Attachments 6 and 8 in the Attachments section. Can you please clarify the correct Attachments and sequence? There are 5 Attachments as stated in SECTION IV - CONTRACT DOCUMENTS, EXHIBITS OR ATTACHMENTS (Amd-4) Attachment 1 – Performance Work Statement (PWS) Attachment 2 – Quality Assurance Surveillance Plan (QASP) Attachment 3 – Contract CLIN Details Attachment 4 – Sample Price Breakdown (w/rates) Attachment 5 – Sample Price Breakdown (without rates)
| 27 | On page 48, the proposal states the contractor shall be “responsible for copyright clearance and management of copyright.” Increasingly, news organizations will not license the redistribution of full text. Rather, they license access to hosted full text or paywall free links in order to keep track of usage. Will HUD accept that type of licensed access where required by the rights holders? | The vendor is responsible to ensure that they have proper license and copy clearance to obtain the media stories (full text) that apply and or are related to HUD. |
| 28 | On page 48, the proposal states: “Provide three samples of a similar media monitoring report recently prepared by the experts who are expected to produce the project.” |
• How long do the samples need to be?
• Do we need to provide an entire news briefing, or enough content to showcase our approach and quality?
| • If we need to provide entire news briefings, should we submit them as attachments (in order not to exceed the section’s six-page limit)? | How long do the samples need to be? Should include all sections being asked for in the solitication. • Do we need to provide an entire news briefing, or enough content to showcase our approach and quality? Enough to show the quality but must include all sections requested in the solicitation. • If we need to provide entire news briefings, should we submit them as attachments (in order not to exceed the section’s six-page limit)? YES | |
| 29 | In terms of providing full text: |
• Are we supposed to provide the licensing for HUD or do they have licensing in place that we should use on their behalf?
• Does HUD have a list of media they expect to be licensed?
| • Are licenses for news content considered “royalties” under FAR 52.227-6? | Are we supposed to provide the licensing for HUD or do they have licensing in place that we should use on their behalf? The vendor will have to provide. • Does HUD have a list of media they expect to be licensed? NO • re licenses for news content considered “royalties” under FAR 52.227-6? Licenses to obtain news content is NOT a royality. | ||
| 30 | Can the government accept CPARS instead of PPQ? | Past performance has been deleted as part of the evaluation (Amd-4) | |
| 31 | Will the government consider extending the proposals to 11.12.23? | Solicitation closing date has been extended. | |
| 32 | Does the government have an estimated budget for this service? | Yes | |
| 33 | Can the government provide an example of a daily briefing so that prospective vendors can understand HUD’s ideal look/feel? | No | |
| 34 | Section 5.5 Page 14, What is the difference between “providing” and “publishing” TV Broadcast Clips | The intent of the words is the same. Vendor will provide to HUD or publish to HUD the requested information. | |
| 35 | Section 5.2, What is the difference between “provide” and “publish” News Clip Services | The intent of the words is the same. Vendor will provide to HUD or publish to HUD the requested information. | |
| 36 | Section 5.3, Do the Prioritized and Standard briefings include different content? | See the answer for #12 | |
| 37 | Is the contractor required to provide user interface | Yes | |
| 38 | In section 5.2, the Government lists bullet points of its intended news clips categories, the first being “Contractor Homelessness”; is this meant to be just ‘Homelessness’? | Yes | |
| 39 | What are the differences that make the HUD Prioritized Daily Briefing only 15-25 pages compared to the HUD Daily Briefing being 85-120 pages? | See the answer for #12 | |
| 40 | Does HUD want Broadcast clips included in both the Prioritized Daily Briefing and the Daily Briefing? | Yes | |
| 41 | Regarding page limitations for each section of Volume I – Technical Quotation. Currently page limitations are as follows: 1. Technical Approach (6 pages); 2. Quality Control Plan (6 pages); 3. Management Plan (6 pages). |
Question: would the Government consider removing the separate page limitations for each section and allow for the total of 1, 2, and 3 above to be 18 pages (collectively)? Refer to amendment # 4 for page limitations
| 42 | Should the Proposal Matrix to be included as a separate attachment (not directly included in the “Part I – Technical Quotation”)? | The Proposal Matrix is to be included directly in Part I - Technical Quotation. |
| 43 | Regarding Attachment 6. Is the Past Performance Chart to be included directly within “Part I – Technical Quotation” (or as a separate attachment)? | Refer to amendment # 4 |
| 44 | Regarding Attachment 6. Are the Past Performance Narratives to be included directly within Part I – Technical Quotation” (or as a separate attachment)? | Refer to amendment # 4 |
| 45 | Regarding A001 (Draft Program Management Plan). Can we infer this is section “3. Management Plan” of the Part I – Technical Quotation? | Yes, see above response to # 21 |
| 46 | When is the A002 (Final Program Management Plan) due? | Refer to the PWS section 5.1 |
| 47 | In the Evaluation Criteria section (page 46), we see this statement: “The contractor shall provide two media summaries daily NLT 7:30 a.m., and also provide a daily posting to a searchable web site open to all HUD employees.” The PWS delineates HUD Prioritized Daily Briefing by 6:45am & the HUD Daily Briefing by 7:00am EST Daily. Can we infer that this is the overall “No Later Than time (NLT)” for both deliverables when performing this contract? | See above response to #19 |
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