Addendum 3.pdf

Financial Services Office of Procurement Services

8115 Gatehouse Road, Suite 4400 Falls Church, VA 22042

January 31, 2024

ADDENDUM NO. 3

TO: ALL PROSPECTIVE OFFERORS

REFERENCE: RFP 2000003892

FOR: Audio Video Services for Graduation Ceremonies

CLOSING DATE/TIME: February 5, 2024 at 4 p.m.

RFP MODIFICATIONS:

The referenced Request for Proposal is amended as follows:

1. Section 5.4 is amended to change the graduation ceremony date for Oakton High School and West Potomac High School from June 10, 2024 to June 11, 2024 at the times listed below. The bolded date has been corrected.

EAGLE BANK ARENA – GEORGE MASON UNIVERSITY

DATE TIME SCHOOL

June 3, 2024 9:30 a.m. Annandale High School

2:00 p.m. Robinson Secondary School

7:30 p.m. Lewis High School

June 4, 2024 9:30 a.m. Mount Vernon High School

2:00 p.m. Lake Braddock Secondary School

7:30 p.m. Westfield High School

June 5, 2024 9:30 a.m. Centreville High School

2:00 p.m. Herndon High School

7:30 p.m. Edison High School

June 6, 2024 9:30 a.m. West Springfield High School

2:00 p.m. Woodson High School

7:30 p.m. Justice High School

June 7, 2024 9:30 a.m. Chantilly High School

2:00 p.m. Falls Church High School

7:30 p.m. South Lakes High School

June 8, 2024 7:30 p.m. Thomas Jefferson High School

FD

1/31/24

Addendum No. 3

RFP 2000003892

June 10, 2024 9:30 a.m. Hayfield High School

2:00 p.m. South County High School

June 11, 2024 9:30 a.m. Oakton High School

2:00 p.m. West Potomac High School

DAR CONSTITUTION HALL

DATE TIME SCHOOL

June 3, 2024 10 a.m. Marshall High School

2:30 p.m. Langley High School

June 4, 2024 10 a.m. Madison High School

2:30 p.m. McLean High School

FAIRFAX HIGH SCHOOL STADIUM

June 4, 2024 9 a.m. Fairfax High School

RFP CLARIFICATIONS:

The following are responses to questions received via e-mail and at the Pre-proposal Conference held on January 18, 2024.

Q1. I am in the process of completing the survey for RFP 2000003892 Audio Video Services for Graduation Ceremonies. I have reviewed this with my webmaster and we are not sure how much of this really pertains to us and the services we are providing. Our company provides video recording services and streaming services for graduations. Can you please provide some guidance. Thanks.

A1. The Security Architecture Questionnaire, mandated by the Office of Cybersecurity (OCS) at FCPS, helps assess the risk associated with diverse services and products. It is divided into two sections: Vendor Review and Core Security Requirements. Completing all questions under the Vendor Review section is mandatory, while for the Core Security Requirements section, you may indicate "N/A" with a concise explanation if any item is not applicable. It is important to provide company-specific responses, focusing on your organization's security measures and practices rather than general industry standards.

Q2. I am confused/curious about how to answer the questions in appendix C and D. It seems that a lot of this does not pertain to this product or service. Can you please provide any guidance?

A2. The Security Architecture Questionnaire, mandated by the Office of Cybersecurity (OCS) at FCPS, helps assess the risk associated with diverse services and products. It is divided into two sections: Vendor Review and Core Security Requirements. Completing all questions under the Vendor Review section is mandatory, while for the Core Security Requirements section, you may indicate "N/A" with a concise explanation if any item is not applicable. It is important to provide company-specific responses, focusing on your organization's security measures and practices rather than general industry standards.

Q3. As a point of clarification, the schedule shows simultaneous ceremonies on June 10 at EagleBank Arena. Is this a typo and there are also ceremonies on June 11 or will two schools be combining for one ceremony?

A3. Section 5.4 has an error on dates. Oakton HS will graduate from Eagle Bank Arena – George Mason University on June 11, 2024 at 9:30 a.m. West Potomac High School will graduate from Eagle Bank Arena – George Mason University on June 11, 2024 at 2:00 p.m. Offerors are reminded that section 5.4 is for information purposes only and actual dates and times will be subject to change throughout the term of the contract.

Q4. Who gets the proceeds from the DVD/online sales of the final videos and is the contractor required to provide staffing for sales areas or is that staffed by FCPS employees?

A4. FCPS will review and evaluate Offeror proposals with respect to cost of the final video.

Consideration of associated revenue distribution, if any, is optional. FCPS will not provide dedicated FCPS employees for a point-of-sale sales area. Offerors may, but are not required to, provide staff for this purpose. Offerors would coordinate with venues on point-of-sale location.

Q5. The RFP states that there could be as many as four sites. When are the sited finalized? The schedule currently shows three locations.

A5. FCPS generally sets initial dates and times by August 1st of each year. Successful vendor will be notified of changes to that schedule as soon as practicable. At this time the graduation schedule for 2024 calls for three locations (Eagle Bank Arena, DAR Constitution Hall, and Fairfax High School).

Q6. What are the streaming requirements? Does FCPS currently have a site where all ceremonies are being broadcast or does the vendor need to create a channel expressly for this?

A6. Contractor will utilize state-of-the-art broadcast quality audio and video equipment (all equipment within the video chain shall be digital and use digital interconnections such as HDMI, HDSDI, or SDI and produce High Definition (HD) video) to provide total coverage of each graduation ceremony from beginning (processional) through end (recessional). Contractor will provide links to the streaming content. FCPS does not currently have a site where all ceremonies are being broadcasted.

Q7. Is the contractor responsible for other accessibility accommodations such as American Sign Language interpreters or is that provided by FCPS?

A1. The Contractor is not responsible for providing American Sign Language interpreters. Closed captioning services for the streaming content and recorded video are the responsibility of the Contractor.

Q7. Are EagleBank Arena and DAR Constitution Hall providing the entire sound system and only need us to provide an engineer and technicians or do we take their feed into our board and then feed into their sound system? Are we proving a redundant PA system as well at both locations?

A1. A sound feed from each of the onstage microphones as well as the main house feed will be supplied by the Venue to the Contractor. The Contractor shall provide redundant audio recording to ensure against lost sound.

Q8. Will speeches be delivered from the same lectern where the students are announced?

A8. Multiple podiums/lecterns are used for each ceremony. Schools individually determine which podiums are used for which purpose. Typically three podiums are available. Center stage, stage right and stage left.

Q9. Will the school's Choir and Band be performing? Do we need to worry about rights of the music for the stream and recordings?

A9. Yes, live performances will be part of many ceremonies. FCPS is responsible for performance rights for live performances.

Q10. Line 7.13 in the Scope, " 7.13. A sound feed from each of the onstage microphones as well as the main house feed will be supplied by the Venue to the Contractor." Are we not bidding on sound at this time, but just bringing in supplemental items?

A10. At campus ceremonies vendor is responsible for all equipment. At Eagle Bank Arena and DAR Constitutional Hall, the Contractor is responsible for coordinating necessary equipment with the venue.

Q11. How long are the expected run-times of the ceremonies?

A11. 90-120 minutes each.

Q12. To maintain an environmentally friendly event, can a limited number of DVD order forms be given out on site and offer a QR code to an online order form?

A12. FCPS would consider paperless ordering systems.

Q13. Fairfax High School - Assume we are using the School PA?

A13. No, the Contractor is responsible for providing sound equipment (speakers included).

Q14. Are there any requirements for outdoor video needed?

A14. Yes, campus / stadium graduations will require outdoor video screens/projection/imaging equipment, personnel, etc.

Q15. IF no video is needed in DAR or Fairfax Stadium assuming everything is recorded and done in post?

A15. The Contractor shall be prepared to provide equivalent level of video for each ceremony. All ceremonies are live streamed.

Q16. What is the weather Plan for Fairfax High School? Auditorium or move to Eagle Bank or DAR?

A16. FCPS has several contingency plans for campus outdoor ceremonies, including moving indoors (to school gymnasium) and changing the date.

Q17. On the dates list for Eagle Bank, June 10 was listed twice, Is this a typo?

A17. Section 5.4 has an error on dates. Oakton HS will graduate from Eagle Bank Arena – George Mason University on June 11, 2024 at 9:30 a.m. West Potomac High School will graduate from Eagle Bank Arena – George Mason University on June 11, 2024 at 2:00 p.m.

Q18. Will we know in advance if CART is needed during the live event?

A18. Offeror shall clearly outline their plan for live captioning and assume that all events will require it. FCPS will confirm need by May 1st of each calendar year.

Q19. Do you have a vendor who is already responsible for the DVD distribution? If so, are we just providing them with the completed files to burn?

A19. No, the Contractor will be responsible for distribution.

Q20. Do you advise include a media manager/content producer through the whole process. In your experience, how much time was dedicated to this prior years?

A20. FCPS does not have a recommendation on this and does not have information about how much time is to be dedicated to this.

Q21. Based on past events, do you have estimation for time spent on post graduation edits? 4 Hours per school?

A21. FCPS does not have an estimate on time spent on post-graduation edits.

Q22. Can you provide an estimation of how many DVD’s sold over the last two contract years (hopefully a year not covid influenced)?

A22. FCPS has not collected sales data from past vendors.

All other terms and conditions remain unchanged.

Delphine Lambert Contracts Manager

THIS ADDENDUM IS ACKNOWLEDGED AND IS CONSIDERED A PART OF THE SUBJECT REQUEST

FOR PROPOSAL:

Name of Firm

(Signature) (Date)

RETURN A SIGNED ORIGINAL AND COPIES AS REQUESTED IN THE SOLICITATION.

Note: SIGNATURE ON THIS ADDENDUM DOES NOT SUBSTITUTE FOR YOUR SIGNATURE ON THE

ORIGINAL PROPOSAL DOCUMENT. THE ORIGINAL PROPOSAL DOCUMENT MUST BE SIGNED.