Post Site visit Questions
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- Attached to
- Audio-Visual Product and Support Services Federal contract opportunity
- Solicitation number
- DOL099RP20643
About this file
Response to Post site visit questions
Text of this file
Sheet1
| Questions | Response date of 03-12-2009 |
| When is performance expected to begin? | Assuming that there are no delays in the award of new contract as a result of this solicitation, period of performance starts on July 1, 2009 |
| How many contracts does the contracting officer anticipate awarding? | 4 or more |
| The synopsis states that multiple awards will be made. Must all bidders be capable of performing all tasks under the contract or will awards be broken down according to sub-agencies within the Department of Labor? | Should be capable of all production tasks |
| Is it permissible for a company who has the capabilities to perform the contract, but who does not have an office within fifty (50) miles of the Department of Labor in Washington, D.C. to establish such an office once the award has been made? | One of the requirements is that the contractor is to be located within 50-mile geographical radius of the Dept. of Labor, Frances Perkins Building. |
| Are resumes required for all anticipated key personnel who will be part of the contract? | Yes |
| The Past Performance Section under Section E.-Solicitation Provisions states "Submit original and three (3) copies". Does this apply only to the past performance section or do you require one (1) original and three copies of the entire proposal which will be submitted? | We require one (1) original and 3 copies of the entire proposal |
| Is there a specific format, font or point which is required for the response? Is a pressboard binder acceptable which will include both the proposal and any required exhibits? | Font size 12-pitch is preferred; Pressboard Binder acceptable |
| The Solicitation states that "proposals must be received by Noon on February 26, 2009", though the synopsis states that "the estimated closing date for the RFP DOL099RP20643 will be on or about February 26, 2009. Can you clarify if the proposal will be due on February 26th or if that date is anticipated to change? | Closing date for submission of responses to the solicitation has been change from February 26, 2009 at noon to March 20, 2009 12:00pm (EST). Interested offerors are responsible of monitoring the FedBizOpps website for which this solicitation is posted to ensure that you have the most up-to-date information about this acquisition. |
| When do you anticipate awards to be announced? | On or about mid June 2009. |
| In the narrative on the FedBizOpps.gov listing, the size limit for NAICS 512110 says the size limit is 25,000,000. On the SF 1449 it is listed at 27M. Can you confirm which amount is correct? | The size limit of NAICS Code 512110 effective 08/22/2008 is at $29.5M |
| What is the specific period of performance of the contract? The end date is stated as 2013, which would be 1 year shy of a 5 year term. | This requirement has a base year plus 4 one year option periods: Base Year: (Est) 07/01/2009 thru 06/30/2010; Option Yr 1: (Est) 07/01/2010 thru 06/30/2011; Option Yr 2: (Est) 07/01/2011 thru 06/30/2012; Option Yr 3: (Est) 07/01/2012 thru 06/30/2013; Option Yr 4: (Est) 07/01/2013 thru 06/30/2014). |
| Please clarify section below, specifically “The offeror shall submit pricing sheets of all available AV production and support services.” Does this mean completing Section B.4 Other Direct Costs covered under Amendment 1 or aside from completing Section B. 4, the Government expects details of what elements are included under Radio Equipment, Audio Equipment, Video Editing, Graphics Design and Animation, Lighting Package, Remote Productions, Sound Mix Package, Satellite Media Tour, Teleprompter, Studio with Control Room, Studio Space Only – No Cameras. | Submit or complete the pricing tables as illustrated in Sections B.1 and B4 (Price/Cost Schedule) |
| SECTION E - SOLICITATION PROVISIONS; E2 Addendum to FAR 52.212-1 Proposal Preparation Instructions: Part I-Price Proposal (d) The offeror shall submit pricing sheets of all available AV production and support services. The award will be made to the offeror whose offer is determined to be the best overall value to the Government, price and other non-cost factors considered. Technical and past performance when combined, are significantly more important than price. Price will be evaluated based on total evaluated cost of government including options. The proposal delivery requirements on the last page have 26 February by noon, but do not specify the number of copies. | We require one (1) original and 3 copies of each Technical, Price and Past Performance proposals. |
| Section E.2 PROPOSAL PREPARATION INSTRUCTIONS RFP has: Part III – PAST PERFORMANCE INFORMATION – Only references for same or similar contracts are desired. Submit Original and three (3) copies. That is the only place we see any number of copies to deliver. Do you want one original and three hard copies of the Price, Technical, and Past Performance Proposals and no electronic copy? | We require one (1) original and 3 copies of each Technical, Price and Past Performance proposals. |
| 1. Part III requires one original and 3 copies. How many copies of Part I and Part II do you require? | We require one (1) original and 3 copies of each Technical, Price and Past Performance proposals. |
| Does your master control/edit room serve as the control room? | Yes |
| Do you have a telos line in your master control? | Yes |
| How many lines? | one |
| Do you have a routing switcher at AVOC? | No |
| Do you have direct point to point capabilities though AVOC? | YES |
| May I submit more than one resume per labor category? | This is not required, but vendors are welcome to submit more than one resume per labor category. Please use reasonable judgment. |
| May I create and submit pricing spreadsheets, rather than use the forms provided in the Solicitation? | No - use the format as illustrated in RFP |
| Is it OK to submit a 1-page explanation along each demo reel? If yes, may I include those explanations in the body of the Technical Proposal? | Yes |
| Is there a limit to the number of separate demo reels that may be submitted? | No - Cumulative time limit is 30 minutes |
| There are several references in the Solicitation to "loaded" labor rates. Do I need to show how the various rates were arrived at? In other words, do I need to break each rate down into elements like, labor, FICA and FUTA witholding, G&A overhead, Worker's Comp Insurance, Holiday pay, etc? or do you just want the rate stated as one amount - for example: Producer: $10/hour. | Just want one rate and don't need the breakdown. |
| Since the studio seems to be the hub of most activity, what is the usual staff size of a studio crew? Would this example be accurate? If not, please add/subtract your normal requirements. | It varies by production |
| 1 Producer | |
| 1 Director | |
| 1 TD | |
| 1-2 Camera(s) | |
| 1- Sound Mixer | |
| 1- Sound Asst. (A-2) | |
| 1- Teleprompter Operator | |
| 1- Tape Operator/Playback | |
| 1- Chyron Graphics Operator | |
| Does the studio have a music library or licensed access for production music? | Yes |
| During the site visit, we met a “producer/editor” in one of the editing suites. Does the Division of Audiovisual Communications Services employ full or part-time producers/editors? | Yes |
| Does the Division have in-house producer, director, videographer, sound engineer, video engineer, lighting director, video editor, unit manager, production assistant, scriptwriter, video graphic designer? | Yes to a degree |
| Would bidding as a Service Disabled Veteran Owned Small Business (SDVOSB) be a selection factor in the award process all things being equal? | No additional credit is given to a Small Disabled Veteran Owned Small Business (SDVOSB). |
| Do past performance examples need to be soley federal customers? | No |
| Can we use a client that is a non governmental national association (they receive funding 40-60%) from government for their budget? | Yes |
| Was AUDIO EQUIPMENT purposely left off the new Amendment B.4 for Other Direct Costs by Category? It was the first item in the original Solicitation document Section B.4, and was not included in the amendment. | Yes |
| Part III Past Performance calls for an original and three copies. Do you only want one original of Part I Price Proposal and Part II Technical Approach? | We require one (1) original and 3 copies of each of the Technical, Price and Past Performance proposals. |
| We sent references to 4 past performance clients to be sure that: a) At least 3 got back to you in time and b) In case non-gov't. association work didn't qualify (see question 3 above). Now that the deadline has been extended time is no longer be an issue. We will simply list the three we wish you to consider in our proposal. Is that acceptable? | Yes |
| We plan to provide a DVD with a simple menu of choices based on category requirements in the RFP, to view the various video samples. Is this acceptable? | Yes |
| We were unable to find a requirement in the solicitation that indicated how many copies you would like delivered with the original. Section E.2.C of the solicitation states the following: "Part III - Past Performance Information - Only references for same or similar contracts are desired. Submit Original and three (3) copies". Can we assume then that you would like an original plus three copies of each part of the proposal? | We require one (1) original and 3 copies of each Technical, Price and Past Performance proposals. |
| a) Without knowing how many audiovisual assignments will ultimately be made, should offerors base their bid solely on the number of hours listed in the Price/Cost Schedule?; b) Will the maximum number of hours be divided among the selected contractors?; c) Also, a number of very different types of services are asked for. The rate for personnel with expertise in documentaries or training films, for example, would be quite different from the rate for a crew covering a press conference. How should that disparity be addressed if a potential contractor expects to be asked to do only the more complex tasks? | a) Yes, offerors should base their bids solely on the number of hours listed in the Price/Cost Schedule; b) No, the maximum hours will not be divided amongst selected contractors; c) That is up to you (offeror) |
| We are located in Dallas, Texas. It is our understanding that we are exempt from the requirement that we be within a 50-mile radius of Washington, D. C. and available within 3 hours. Please advise. | No such exemptions exists |
| The Statement of Work, D.1.a., lists a series of programming requirements. Does every contractor have to have expertise and availability in all of these requirements? Because we are not located in the Washington, D.C. area, we would not necessarily be available for last-minute assignments. | It is expected that all offerors meet all requirements as stated in the Statement of Work. |
| In Part III, Past Performance Information, III. (a) Section II, II a – if contractor has no previous Federal contractor experience, may we address in this section work of a similar scope at a nongovernmental level? | Yes |
| On the form SF 1449, what information is to be entered in block 12, Discount Terms? | Leave it blank. However, you may identify in your proposal the discount terms that the government will receive for an early payment. |
| On E.1.II.3, submission of work samples, does the length of 30 minutes for reels and samples refer to the total length for all submissions, or the length of each individual sample? | 30 minutes is the total of all video reels/samples |
| In the Statement of Work section, D.1.d., does the one business day turnaround time refer to all projects from beginning to end, or to spontaneous projects such as press conference footage and executive video messages? It does not seem feasible to agree to such a time frame for a documentary or training film, for instance. | D.1.d refers to spontaneous projects such as press conference coverage, etc. |
| In the earlier response to questions you mentioned that bios should be submitted but this is not mentioned in the original solicitation as far as I can find. For whom should we supply bios? All labor categories? Also, can this be separate from the 10 page limit on the Technical Proposal or can we add the bios to the Technical proposal? | Provide resumes for key personnel being proposed in each labor category; Resumes should be one page and are separate from the 10 PAGE LIMIT |
| Under pricing B.3 Reimbursement for Other Direct Costs there is a statement that begins “An indirect cost rate of 10% will be used to calculate the indirect cost of other direct-costs….” Can you explain this a little better to me? Can you provide an example where this statement applies. | It may apply to overhead or administrative costs incurred by the offeror on certain projects |
| Would you mind repeating how many copies you want of Part I , Part II and Part III. | We require one (1) original and 3 copies of each Technical, Price and Past Performance proposals. |
| Please provide us with a listing of the companies that were represented at the Site Visit on 24 and 25 February, 2009. | Atlantic Video; Clear Co., 3Links Technolgies, Inc.; TAG Mississippi Enterprises, LLC; DWJTV.Com; Connect Live.Com; MacNeil/Lehrer Productions; Metro Productions Gov't Services; Showcall; Production Link, LLC; Freedom Systems, LLC; Big Works Productions, Inc.; Rhoda@SignaCom.tv; Omnitec Solutions, Inc.; Freelance Maslow Media; TeamPeople; National Press Club; Leonie Industries; RocketMedia Group; Image Technical Services; Zayas Hendrick Mediaworks, LLC |
| Proposal Format: a. The solicitation requires a three part proposal. Does DOL expect to receive one volume with three parts – Price, Technical and Past Performance or does DOL expect to receive three separate documents appropriately marked and bound separately? b. Does DOL expect offerors to use a specific font (e.g., 11 or 12 font, Times New Roman, etc.); c. Will 1” margins and top and bottom spacing suffice? | We require one (1) original and 3 copies of each Technical, Price and Past Performance proposals; 12 font; 1" margins top and bottom acceptable; |
| In accordance with Section E.9 (page 28) of the RFP 1. Reference Amendment 2; the answer to the last question states, in part, “……; however we do expect staff whose resumes are submitted with the RFP to be available to work with us on a reasonable notice.” We have reviewed all sections of the RFP and could not find any instructions requiring submittal of resumes, nor the positioning of resumes within the proposal we will submit. Please clarify requirements for resumes and any limitations the government may have relative to: Formatting, Page lengths, Limitations on the number of pages per resume; Any limitations the government may have on the number of resumes per labor category listed in Section B of the RFP? For example, , does the government want 1, 2 or 3 resumes for the Producers, Directors, and Video Editor Categories described in Section D.2 and listed in Section B.1 of the RFP? Bottom line; does the government want a total of 11 or 22 resumes, or any number at all? | One-page resume but vendors are welcome to submit more than one resume per labor category. Please use reasonable judgment. |
| Does the insertion of resumes count against section page counts? | No |
| In which section (e.g., I, II or III) of our proposal does the government want the resumes to be included? | Technical Package |
| On the past performance questionnaire, can these only be obtained from government clients or are non-governments clients allowed as well? | No, non-government clients are acceptable |
| In what format should the sample reel be submitted? Videotape (BetaSP, Digital Beta, DVC Pro) or DVD? | Any - but no digi-beta |
| You have asked for 1 original and 3 copies of the part performance volume. How many copies are required of the cost proposal and the technical proposal? | We require one (1) original and 3 copies of the entire proposal |
| Do you not need our DUNS number and a copy of our insurance certificate? And, if so, where should they be included? | DUNS can be provided on the cover page of your proposal and Block 17a of SF 1449; Insurance certificates not required at this time. |
| When are bids due? Address? | Bids are due on March 20, 2009 at noon (Eastern Time); address is provided in the RFP. |
| Regarding the Audio-Visual Product and Support Services solicitation, are potential bidders required to provide all personnel (producer, director, videographer, sound engineer, lighting engineer, video editor, unit manager, production assistant, scriptwriter and video graphic designer) or can I bid on just one of these jobs? In other words, do you want a production company to package this entire project or give separate bids for what each job would cost, e.g., scriptwriting , director, etc? | It is expected that all offerors meet all requirements as stated in the Statement of Work. |
| Could you give a general idea of the size of the jobs and employment location? | Varies depending on requirements |
| Am I to understand that your definition of a small business is $25 million? | No. Effective 22 August 2008. the Table of Small Business Size Standards matching the NAICS Code 512110 used in this procurment action is $29.5M. |
| Overall questions- Does this quote need to include travel expenses, equipment transporting and other costs involved outside the scope of each item? | No |
| Under Section B.7, Item 1 - Do you want us to provide a reel of past work? | Yes - 30 minutes limit |
| In the recent Amendment 0001 to the RFP DOL099RP20643 that was sent out, under categories such as lighting and sound mix package there are cells to be filled out next to these listing, which we are assuming is the average of the low and the NTE cells below. But for some categories such as Remote Productions and Studio with Control Room there are no such cells. Do you just not need the average for these categories or is this a misprint? Or do you only need the low and the NTE amounts for every category? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs |
| Our company has letters, customer surveys, etc. that are directly representative of work for government entities with a similar project scope, yet are more than 3 years old. Does the inclusion of these documents hinder or disqualify us in any way? | Solicitation requires past performance within the last three (3) years. |
| Does the DoL see value to including/subcontracting to other small, minority, women, veteran or disadvantaged businesses on our team? | This is a 100% small-business set aside |
| Do all DoL offices around the country order their media projects & support through this contract? | For the most part, yes |
| How many of the designated labor categories or estimated personnel would be working regular 40 hour weeks? | None are guaranteed to be working regular 40 hour weeks. They may. It depends on what projects and services become available |
| For coverage of live events, is there value given to an existing contractor with prior credentials; how does DoL ensure that contractors have access to secure events? | Contract personnel are vetted/checked through government security agencies such as the Secret Service. DOL may also perform background investigations – as needed – on contractor personnel after contract award. |
| Does the DoL operate its own studio space? | Yes |
| Can I submit a offer providing a part the services or products need in the creation of videotape, film, audiotape, multimedia, satellite and web broadcasts and other audio-visual products for United States Department of Labor, Office of Public Affairs, Division of Audiovisual Communication Services? | Proposals unable to meet the full requirements of the RFP will be deemed non-responsive. |
| In accordance with Section E.9 (page 28) of the RFP, questions submitted for clarification of the Department of Labor, Office of the Assistant Secretary for Administration and Management (OASAM) Solicitation Number: DOL099RP20643 (Audio-Visual Product and Support Services) with Amendment 1, dated 6 February, 2000 and Amendment 2, dated 13 February, 2009, are as follows: 1. Reference Amendment 2; the answer to the last question states, in part, “……; however we do expect staff whose resumes are submitted with the RFP to be available to work with us on a reasonable notice.” We have reviewed all sections of the RFP and could not find any instructions requiring submittal of resumes, nor the positioning of resumes within the proposal we will submit. Please clarify requirements for resumes and any limitations the government may have relative to: a) formatting; b) Page lengths; c) limitations on the number of resume. Any limitations the government may have on the number of resumes per labor category listed in Section B of the RFP? For example, , does the government want 1, 2 or 3 resumes for the Producers, Directors, and Video Editor Categories described in Section D.2 and listed in Section B.1 of the RFP? Bottom line; does the government want a total of 11 or 22 resumes, or any number at all? | a) no specific format required; b) one-page resume for each labor category; c) No limit; provide resumes for key personnel being proposed |
| Does the insertion of resumes count against section page counts? | No |
| In which section (e.g., I, II or III) of our proposal does the government want the resumes to be included? | Technical Proposal Package |
| We are an Indian-owned small business recently accepted into the SBA’s 8(a) program. We have performed numerous commercial contracts but no government contracts to date. How much of an impact will that have on the evaluation of our proposal for Solicitation Number DOL099RP20643? | None |
| There are several references in the Solicitation to "loaded" labor rates. Do I need to show how the various rates were arrived at? In other words, do I need to break each rate down into elements like, labor, FICA and FUTA witholding, G&A overhead, Worker's Comp Insurance, Holiday pay, etc? or do you just want the rate stated as one amount - for example: Producer: $10/hour. | No, it is not necessary to provide the breakdown of the loaded rate. Please provide hourly rate as one amount. |
| Would bidding as a Service Disabled Veteran Owned Small Business (SDVOSB) be a selection factor in the award process all things being equal? | No, all small businesses are evaluated equally, however all socio-economic categories are encouraged to submit |
| Please clarify what you are looking for in the ODC category of satellite media tour. Since this category, as an ODC, does NOT include labor costs what does it include? Studio time and facilities? Camera and audio equipment? Teleprompter? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs |
| In B.4 for Other Direct Costs- By Category it says labor should be excluded. In the section “Remote Productions” I need clarification if this still applies. It says “1 Camera/1 Person Low Range” etc. Since you use the word “person” I’m not sure if you want use to exclude the labor for the person when we provide pricing. | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs |
| Please provide us with a list of the Government Furnished Equipment (GFE) in the Editing Suites, Production Studio, the Auditorium and the Great Hall. Earlier questions provided answers in terms of types of equipment, but not specific types. | List of Government Furnished Equipment is provided as a separate attachment (in Word document) to Amendment 0005 |
| Proposal Format: a. The solicitation requires a three part proposal. Does DOL expect to receive one volume with three parts – Price, Technical and Past Performance or does DOL expect to receive three separate documents appropriately marked and bound separately? b. Does DOL expect offerors to use a specific font (e.g., 11 or 12 font, Times New Roman, etc.); c. Will 1” margins and top and bottom spacing suffice? | We require one (1) original and 3 copies of each Part as required in the solicitation; You may use 12-pitch font; Times New Roman (recommended); 1" inch margins on top and bottom spacing acceptable. |
| Under Section B.4: Audio Equipment- Is there any more information on the scope of the work being done? How large of an audience is this for? How many microphones and does this price need to include labor? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Captioning: Does this per hour charge need to include equipment and labor? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Editing-Video: Is this an equipment hourly rate or labor hourly rate (or combined)? If this is requesting an hourly labor rate then how does this differ than the editor hourly rate requested in "B.1"? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Graphics Design and Animation: Is this an equipment hourly rate or labor hourly rate (or combined)? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Lighting Package- Does this need to include any labor, or is equipment only? What size shoot (camera quantity) is this for? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Remote production- Does this rate for an 8 hour day need to include labor? Does the 1 and 2 person indicate the crew size? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Sound Mix package- Does this quote need to include labor and is this any more information on the quantity of microphones (inputs) and the types needed? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Satellite Media Tour- Is this per/event charge only for the charged cost of our company to coordinate these tasks and not a quote for costs of these tasks (e.g.. Satellite time charges)? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Studio with control room- What does this cost need to include? Studio costs vary in markets- is there a specific area or market you want this quote to be based on? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
| Studio Space- What does this cost need to include? Studio costs vary in markets- is there a specific area or market you want this quote to be based on? | Section B.4 Other Direct Costs by Category has been deleted in the RFP. Please refer to Section B.6 Ceilings for Travel and Other Direct Costs of the solicitation |
&LAmendment 0005
RFP DOL099RP20643
&R&P
Sheet2
Sheet3
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| ! Amendment 0007 - Amendment to DOL099RP20643.doc | DOC document | |
| Amendment 0005 | — | |
| DOL Video Production Equipment.doc | DOC document | |
| Site Visit.doc | DOC document | |
| Responses to various questions | — | |
| DOL099RP20643.doc | DOC document |
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