CRFQ AGR25_04 Addendum 02.PDF

Date Printed: Aug 8, 2024 Page: 1 FORM ID: WV-PRC-CRFQ-002 2020/05

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

State of West Virginia Centralized Request for Quote

Audio/Video

Proc Folder: 1457658 Reason for Modification:

Doc Description: Video Production Services To post Addendum 02

Proc Type: Central Purchase Order

Date Issued Solicitation Closes Solicitation No Version

2024-08-08 2024-08-15 13:30 CRFQ 1400 AGR2500000004 3

BID RECEIVING LOCATION

BID CLERK

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

2019 WASHINGTON ST E

CHARLESTON WV 25305

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Larry D McDonnell 304-558-2063 larry.d.mcdonnell@wv.gov

Vendor Signature X FEIN# DATE

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Aug 8, 2024 Page: 2 FORM ID: WV-PRC-CRFQ-002 2020/05

ADDITIONAL INFORMATION

Addendum 02:

To post answers to vendor questions.

Bid opening date and time still remain on 8/15/2024 at 1:30PM EST

No other changes

INVOICE TO SHIP TO

AGRICULTURE

DEPARTMENT OF

WEST VIRGINIA

CONSERVATION AGENCY

ADMINISTRATIVE SERVICES WEST VIRGINIA

CONSERVATION AGENCY

1900 KANAWHA BLVD E 255 GUS R DOUGLASS LN

CHARLESTON WV CHARLESTON WV

US US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 Educational Video Production Services

Comm Code Manufacturer Specification Model #

82131603

Extended Description:

Educational Video Production Services

INVOICE TO SHIP TO

AGRICULTURE

DEPARTMENT OF

WEST VIRGINIA

CONSERVATION AGENCY

ADMINISTRATIVE SERVICES WEST VIRGINIA

CONSERVATION AGENCY

1900 KANAWHA BLVD E 255 GUS R DOUGLASS LN

CHARLESTON WV CHARLESTON WV

US US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 2 Educational Videos for the GLCI 11.00000 EA

Comm Code Manufacturer Specification Model #

82131603

Extended Description:

(Grazing Land Conservation Initiative) - Fully filmed, produced, and edited

SCHEDULE OF EVENTS

Line Event Event Date 1 Technical questions due by 3:00 pm 2024-08-02

Revised 6/8/2012

SOLICITATION NUMBER: [Insert RFQ, RFP No.] Addendum Number: [Insert Number]

The purpose of this addendum is to modify the solicitation identified as [insert RFQ, RFP No.] (“Solicitation”) to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ ] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[ ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation:

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

CRFQ AGR25*04

To post answers to vendor questions.

Bid opening date and time still remain on 8/15/2024 at 1:30PM EST

No other changes

Answers to Vendor Questions CRFQ AGR25*4 - Video Production Services

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1. Question: The RFQ indicates 2 line items - the first as educational video production services and the second as Educational videos for the GLCI with an itemized quantity of the 11 videos. I do not fully understand the distinction between the two lines. Typically in a project like this, we would compile all services into a single price, broken down by Pre-Production, Production, and Production. Would this suffice for a final out-the-door price?

Answer: We would be satisfied with one single price, the distinction was provided to allow comprehension of the scope of work to be completed.

2. Question: Can you elaborate on the content of these videos and are there any examples of the type of video products you are looking for?

Answer: The 10 videos that pertain to the pasture walks and the train-the-trainer will be carefully planned by the presenter and the GLCI consultants before filming time. The creative side of planning for these 10 videos will be very limited. GLCI consultants will have the presentations ready to be filmed. No script work or planning for what to film ahead of time from the production team will be necessary.

We will have prepared all that needs to be filmed.

A large part of the production crew’s responsibility will include but not limited to lighting and setting up cameras. Presenters have already been informed that at points during the presentation, they may have to stop to allow for camera setup, angle changes for lighting adjustment. We may have need for some drone flyover footage if we will be working in an area where drone footage would make for nice b-roll. A GLCI consultant can supply drone footage if need be.

There will be more collaboration needed between the video production team and the GLCI consultants when it comes to the farmer testimonial video. A script with questions for the farmers will be developed by GLCI consultants, and close collaboration with the production team will be necessary during both pre-production and production.

3. Question: Will GLCI be providing the scripts for these videos or will it be a collaboration with the selected vendor?

Answer: GLCI will provide all scripts for the videos. Vendor suggestions are not unwelcome, but Agency will supply all necessary scripts/presentations to film.

4. Question: Where will these videos be published/used and how will they be viewed?

Answer: GLCI will have a website of their choosing and creation where the videos will be housed. We may also choose to post the videos on YouTube. These videos will also be shared in educational environments, such as state FFA and 4-H groups.

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5. Question: Is there a budget you are aiming to stay within for this project?

Answer: It is not in the best interest of the State to release budget information for this project.

6. Question: What is the estimated or allocated budget for this project?

Answer: See answer to question 5.

7. Question: What will be the contents of each video? Do you have pre-existing scripts or materials for these videos?

5 pasture walk videos (45-60 minutes each) 5 Train-the-Trainer videos (45-60 minutes each) 1 Farmer Testimonial video (7-12 minutes)

Answer: GLCI consultants will provide all scripts for the videos. Vendor suggestions are not unwelcome, but we will supply all necessary scripts/presentations to film, etc. The five pasture walk and five train-the-trainer videos will be pre-planned presentations (the presenters and GLCI consultants will pre-plan them) that the production team will need to film. There will be a script with questions for the farmers for the farmer testimonial video.

The subjects of these conservation/agricultural videos are Nutrient Management, Soil Health, Weed Control, Grazing Techniques, and Forages.

8. Question: If you don't have the pre-existing scripts, is the Client or the Vendor supposed to provide them?

Answer: See answer(s) to question 3.

9. Question: What is the primary purpose and target audience of the videos?

Answer: The primary purpose of these videos are to serve as an educational media for conservation technical staff and the farmers in their communities that they serve.

Through the pathways of these videos, staff will have the ability to further educate themselves on these agricultural subjects. Farmers will have the ability to learn how to implement conservation-based practices within their farming operations.

The primary audience for these videos is individuals working within land management, conservation, agricultural, and natural resources relevant career fields. Also, part of this target audience are farmers, and youth interested in such pursuits (FFA and 4-H).

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10. Question: What specific content needs to be covered in each of the 10 one-hour videos?

Answer: The entire pre-planned presentations will need to be filmed within these videos on different conservation/agricultural topics.

11. Question: What is the total budget allocated for this video production project?

12. Question: Are there any specific budget constraints or limitations we should be aware of?

13. Question: Do you have any preferences or requirements for the filming locations?

Answer: Yes. We have very specific requirements for the filming locations, as listed in the RFQ. Please refer to Specifications Section 4., Subsection 4.1.1.9. The speakers for this project have already been selected, and the locations are necessary to showcase the necessary material to be covered.

14. Question: What level of production quality are you expecting (e.g., basic, standard, premium)?

Answer: The level of production quality that we expect would be standard. The expectation for these videos is that they are produced from professional equipment and staff, rather than basic equipment and ability. This is based on the understanding that the needs of this project do not require premium content, add-ons or top-level ability and quality. However, this project requires quality of video captured and edits made that will require work beyond the basic level. Clarity of visual and audio content is important for these educational videos.

For the above response, please consider the following definitions:

Basic: Informal video quality, informal video ability of vendor. Basic production quality would consist of use of low-grade, basic, or budget video equipment, such as a smartphone, tablet, or low-grade recording device.

Standard: Professional video quality, professional video ability of vendor. Standard production quality would consist of use of middle grade, standard video equipment, such as professional recording equipment, and or the use of lighting or sound equipment to capture necessary quality and clarity of audio, video, and angles.

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Premium: Professional video quality, professional video ability of vendor.

Premium production quality would consist of use of top grade, premium video equipment, such as top-grade professional recording equipment, and or the use of lighting or sound equipment to capture necessary quality and clarity of audio, video, and angles, as well as special features that go beyond standard production quality.

However, the quality of premium production quality could be used in movie, television, and commercial work.

15. Question: What are the specific deadlines for each phase of the project (pre-production, production, post-production)?

Answer: There are not specific deadlines for each phase, however there are videos that have priority to be completed within 14 days of the award of this project. The selected vendor will need to have the ability to work closely with the GLCI consultants to complete videos within a timeline that works for all parties involved (GLCI consultants, vendor, and speakers). Final submission of all post-production materials will be due on December 15, 2024.

16. Question: Are there any additional services you require, such as professional voice-over, custom music, or animations?

Answer: No additional services will be required, as there will be no need for professional voice-over, custom music, or animations.

17. Question: How many rounds of revisions do you anticipate needing for each video?

Answer: Each video will require a minimum of (1) one round of revisions, and no more than (3) three rounds of revisions. We anticipate the revision process to feature straight-forward feedback.

18. Question: Would you like us to provide ongoing support or updates after the initial delivery?

Answer: No.

19. Question: Do you have any specific examples or references of the style and quality you are looking for?

Answer: No.

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20. Question: Will the 8 consecutive days of shooting begin 2 weeks after the contract is awarded?

Answer: The wording within the solicitation states “non-consecutive” days of filming. The first day of filming must occur within 14 business days of the award of this project. This will require the selected vendor to be prepared to start pre-production and production shortly after the award of this project, as the speakers have time constraints related to their academic involvement.

21. Question: Can you please tell me if you are currently working with an incumbent vendor for video production such as these?

Answer: Not applicable, as there is no current or previous contract.

22. Question: If there is an incumbent, who is that incumbent, what is the contract number and amount of current contract?

Answer: See answer to question 21.

23. Question: What is the projected budget for these educational videos?

Revised 6/8/2012

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.:_____________

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6

[ ] Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No. 8

[ ] Addendum No. 4 [ ] Addendum No. 9

[ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

CRFQ AGR25*03