Questions and Answers for Localization FINAL 7.26.22.pdf

Questions and Answers for Localization Solicitation

1. Can the Government provide previous data on the number of videos, length of videos and languages used in the past year? This information will allow us to offer more accurate quotes for the workload involved in this Contract and provide the best possible price.

a. Unfortunately, we can’t as this is a new project.

2. What is the anticipated contract value?

a. The contract is a BPA, so we have no way (legally or realistically) of giving you a firm figure at this time.

3. What is the anticipated contract start date?

a. September 1st, 2022.

4. Who is the incumbent? If multiple, how many incumbent vendors are there?

a. There is no incumbent as this is a brand-new project.

5. What is the current rate?

a. There is no “current rate,”

6. Is the SAM Notice Number (951700-22-R-000212) the same as the solicitation number for this opportunity?

a. Yes.

7. Please confirm that a minimum of 11pt font for body text and a minimum 8pt for tables and images is acceptable.

a. Yes this font size is acceptable.

8. Please confirm that the cumulative 20 page limit applies to the combined page count of

Volume I: Technical Approach and Volume II: Past Performance, and that Volume III:

Price is not included in the 20 page limit.

a. No – all three volumes are included in the 20 page limit.

9. Please confirm that “Creole” refers to “Haitian Creole”.

a. Confirmed

10. Please confirm that 5 years of experience working with and providing similar services to

Federal Departments and Agencies satisfies this requirement.

a. Yes.

11. For documentary series/episodes, where information or topics are addressed repeatedly, is there any Translation Memories in place?

a. Not as of yet, no.

12. Is there any Glossary in place?

a. No

13. Are there Style Guides in place? If not, do USAGM see the need to work on creating them? (Subtitling, Content-specific, language-specific, etc.)

a. We do have subtitle style guides which will be made available post award.

14. Is it possible to provide a solution for a set of languages only? Or is it necessary to cover the full list to participate?

a. Our main languages are: English, Persian (Farsi), Korean, Indonesian, Spanish, Burmese, Mandarin, Russian, Ukrainian, Urdu, Dari, and Pashto. The SOW section has been updated to reflect this. Along with the list of potential languages.

The government reserves the right to award to multiple vendors.

15. Can the pricing model be customized to follow and support our workflows?

a. Yes as long as the pricing is explained in your proposal.

16. Throughout the duration of this contract if additional languages are added to this BPA how will rates between the awarded contractor and the Government be negotiated?

a. This would be negotiated through a change order modification to the BPA award.

17. For Spanish and Portuguese, which flavor should we consider? Spanish US or Spain, Portuguese Brazil or Portugal?

a. Spanish US and Portuguese Brazil

18. Will client provide credentials to the frame.io?

a. Limited access will be provided to upload the files.

19. What is the expected folder/file structure for handoff/handback?

a. Workflow process is up to the offeror to explain within their technical proposal.

20. Are vendors required to integrate with the frame.io? platform?

a. Yes, limited access will be provided.

21. Section B Evaluation Factors identifies the factors as Factor 1 – Technical Approach, Factor 2 – Past Performance, and Factor 3 – Price. However, in the section Determination of Best Value, the factors are identified as 1. Technical, 2. Price, and 3. Past Performance, with Factors 1 and 2 being more important than Factor 3. Could you please clarify the

Factors and order of evaluation importance?

a. We have revised the RFP to make this clearer. The factors and corresponding order are: (1) technical approach (50%); (2) price (30%); (3) past performance

(20%).

22. Factor 1 – Technical Approach requests offerors to address each functional element in the

Statement of Work (SOW), however, the elements don’t appear to be clearly defined. Could you please identify the elements you desire offerors address?

a. Offerors should focus on the technical approach to handling a localization project from start to finish in the needed language. This is outlined in the deliverables section and acceptance criteria.

https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fframe.io%2F%3F&data=05%7C01%7Cdparker%40usagm.gov%7C36614242a6414be577df08da64551765%7Cba99e87c673541c2b1c1354eee3a8659%7C0%7C0%7C637932613881341571%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=0J5XeMKx9UWmAtdEqX6SLyhGt9X8r4V0V8BIwoq5yhE%3D&reserved=0

23. "CONTRACT TYPE: Firm fixed price." Does that mean we would just quote our rates as usual, or provide a fixed price that would cover all projects, regardless of quantity or scope?

a. The SOW (please see SCOPE) outlined the Agency’s need for a localization project with a provided transcript and without a transcript. Offerors should determine which pricing methodology comports to their business model based on the possible languages needed. The Government will also allow pricing structure based on timing (rush and non-rush).

24. Will the source-language SRT/VTT files be provided by the client, or will only the source video file be provided?

a. Please refer to the Scope section in the SOW which addresses this topic.

25. Will transcription of the videos by the Contractor prior to translation

a. Please refer to the SOW which indicates in most cases transcription are provided.

26. For Spanish and Portuguese, which flavor should we consider? Spanish US or Spain, Portuguese Brazil or Portugal?

a. Answered above.

27. Will client provide credentials to the frame.io?

a. Answered above.

28. In what format will USAGM provide documents to be translated? Word doc, video file, etc.?

a. We will provide a video file and, where possible, a Word doc with the transcribed text.

29. Please confirm that source video files themselves will be provided for each request, along with their transcription.

30. Does USAGM require translated scripts only, or does USAGM expect a video deliverable with integrated subtitles?

a. We are looking for SRT/VTT files only; they don’t need to be integrated into the video file. The SOW addresses this in the deliverables.

31. Will USAGM be configuring the timing of subtitles relative to on-screen/audio content, or is this function expected to be performed by the contractor?

a. This function is expected to be performed by the contractor as needed.

32. Will multimedia video files always be provided alongside translation tasks?

33. Are vendors encouraged to respond if they can only meet some of the English to non-

English translation language requirements at this time? (Potential award and expanding business needs could result in expansion to the full list - or beyond, as stated in the RFP -at a later date)

a. The government reserves the right to award to multiple vendors.

34. Would a turnaround time within 48 hours, below the Agency's request, be viewed favorably by the Agency?

a. Please refer to the evaluation factors

35. How does USAGM currently organize their requests – do they all go through one team or is it decentralized?

a. Localization needs are placed by individual call orders – decentralized.

36. What is the longest video that is expected to be sent for subtitling?

a. On average the longest videos will be between 60-75 minutes; however, the government will accept pricing for videos up to 120 minutes.

37. Which are the most common languages for subtitling?

a. Our main languages are: English, Persian (Farsi), Korean, Indonesian, Spanish, Burmese, Mandarin, Russian, Ukrainian, Urdu, Dari, and Pashto. The SOW section has been updated to reflect this.

38. Do you know the anticipated volume for African markets?

a. No.

39. Will there be internal client review of translations and if so, how many rounds and how long should we account for internal review?

a. The SOW has been updated to address this issue.

40. From previous experience working with Frame IO, we were under the impression Frame

IO had issues with the importing and review of SRT/VTT caption files. Are you currently working with subtitle reviews on Frame IO and have an established workflow for subtitle review? Would you like recommendations for appropriate subtitle review tools?

a. This should not be included in your technical proposal. We are open to discussing this at a later date.

41. Through what system will call order be made?

a. A requirements package will be issued to the contractor outlining the specific localization request through a call order against the BPA.

42. Any volume indications per language? Any volume guarantees?

a. No

43. Please specify the requirements for Pre-approval. How long will it take?

a. The deliverable section has been updated to address this.

44. Is pre-approval included in the turnaround time (10-20 business days after delivery of each assignment to Contractor)?

a. The deliverable section has been updated to address this.

45. Pricing will be presented as a per minute rate with incremental increases over the 5 year ordering period. Is this your expectation?

a. The SOW requested pricing based on a per word count. Offerors should provide a price proposal in that format. The Government will also allow pricing structure based on timing (rush and non-rush).

46. Since some of these languages are less common there may be the need to utilize our vetted

& trusted 3rd party vendors. Will this be allowed?

a. Yes. Natural fluency is preferred. This Technical Factor has been updated to address this.

47. A company has already performed a test on the video Muay the Fighter. Will this be considered in the past performance reference?

a. Please refer to the evaluation factors.

48. Companies do not have ownership in the media and projects we work on. For Past

Performance may they supply links to content that can be found online i.e., YouTube or streamer i.e., Netflix Disney+?

a. Yes, a link of the content along with the company name; contact information is provided to verify the work completed. The agency will also accept transcripted samples (original) and completed.

49. Most companies use per minute pricing based on the actual runtime using a 10-minute minimum. Is per minute acceptable?

a. As stated in the SOW, we want a fixed price per word per language. The

Government will also allow pricing structure based on timing and (rush and non-rush) -this should be clearly delineated on a separate line.