ESBD_369613_1723240409262_RFP 458-24-E240627 Addendum No. 2 Vendor Questions.pdf

Solicitation Name: RFP TABC Alcohol Responsibility and Safety Video Solicitation ID: 458-24-E240627

Addendum No. 2 Friday, August 9, 2024

The solicitation is amended as follows:

1. Amend RFP No. 458-24-E240627 (Statement of Work), Section: Number I, Paragraph Number: N/A, Page Number: 1 as follows:

Original: “The vendor must give both agencies 14 business days for approvals.”

Amendment: Original text is removed due to condensed timeline.

2. Vendor Questions

Question No. 1

Question: Can we submit video work samples? If so, what is the best format for submission?

Answer: The best format to submit video work samples is via YouTube, by sending a source link to each video. You can also send a Google Dropbox folder with the files.

Here is an example of a YouTube-submitted sample: https://youtu.be/r86Jc- Yc_Ec?si=A_jPHlBpCfbsrUPU

Question No. 2

RFP No. 458-24-E240627, Section: Number 6, Paragraph Number: 1.2, Page Number: 12, Text of the passage being questioned: "a narrative and a graphical representation of the company's structure..."

Question: If one person owns 100% of the business, can you expound on what a graphical representation should look like?

Answer: Respondent should provide an internal organizational chart with their bid submittal.

Question No. 3

RFP No. 458-24-E240627, Section: Number 3, Paragraph Number: 5.1, Page Number: 6, Text of the passage being questioned: Questions concerning preparation of the HUB Subcontracting Plan should also be submitted as directed here.

Question: This project is under $100,000. Is a HUB Subcontracting Plan required?

Answer: TABC RFP 458-24-E240627 does not require a Hub Subcontracting Plan.

Question No. 4

RFP No. 458-24-E240627 (Exhibit C), Section: Number 2, Paragraph Number: N/A, Page Number: 3 (pages are not individually labeled), Text of the passage being questioned: "If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in accordance with its instructions."

Question: Does this passage mean we should leave the "Disclosure of Lobbying Activities" form blank if we have not done this?

Answer: A response of ‘Not Applicable’ is acceptable on the Disclosure of Lobbying Activities.

Question No. 5 RFP No. 458-24-E240627 (Statement of Work), Section: Number I, Paragraph Number: N/A, Page Number: 1, Text of the passage being questioned: In addition to the primary video, this project requires 3-5 cutdowns of the full video for use on social media and the TABC public website.

Question: Approximately how long should each cutdown be? And do you want them delivered in vertical and/or horizontal formats?

Answer: Each cutdown should be about 30 seconds long, with enough content to help a viewer understand a specific point of the overall project. Deliverables should be horizontal.

The following is an example of a full length video and a cutdown.

Full video: https://youtu.be/JDWGh1o1iw8?si=fD91jcwyLjvIqHBO Cutdown: https://youtu.be/r86Jc-Yc_Ec?si=A_jPHlBpCfbsrUPU

Question No. 6

RFP No. 458-24-E240627 (Statement of Work), Section: Number I, Paragraph Number: N/A, Page Number: 1, Text of the passage being questioned: The vendor must give both agencies 14 business days for approvals.

Question: Does this mean 14 days total or 14 days each, meaning 28 days?

Answer: Addendum No. 2 removes this text due to the condensed production schedule.

Question No. 7

RFP No. 458-24-E240627 (Statement of Work), Section: Number IV, Paragraph Number: N/A, Page Number: 2, Text of the passage being questioned: The videos may be live-action, animated, make use of a presenter, use stock footage, or use original footage.

Question: If we propose animated videos to keep costs down and fit within the budget, would all deliverables under "IV. Key Elements for Proposals Section C" be required? For instance, makeup, casting, etc?

Answer: No. If the video(s) are produced using animation, makeup, casting, etc. are not required.

Question No. 8

RFP No. 458-24-E240627, Section Number, Statement of Work, Paragraph Number 2, Page Number 1, Text of the passage being questioned: The video should be a 3- to 10-minute video which engages the audience and uses plain language concepts to explain the meaning of social hosting as well as some of the risks associated with serving alcohol to minors in social gatherings. The video should use the concepts included in this detailed video:

https://www.youtube.com/watch?v=3537FRWP8hc

Question: Do you envision this video being an updated version of the previous video/link you shared?

Answer: It should include the same type of information, along with any law updates since then, but format and presentation can vary.

Question No. 9

RFP No. 458-24-E240627, Section Number Statement of Work IV, Paragraph Number IV. Key Elements for Proposals d) Page Number 2, Text of the passage being questioned• Casting, on-camera talent, principals, extras and voiceover talent.

Question: Do you need subject matter experts to be interviewed or could we have a script and use actors?

Answer: Either or both will be accepted. If subject matter experts are needed, TABC will provide interviewees as well as information to generate the script. If using talent and/or actors, TABC will help generate the script with accurate information.

Question No. 10

RFP No. 458-24-E240627, Section Number Statement of Work, Paragraph Number IV, Page Number 2, Text of the passage being questioned A. The budget for the entire project may not exceed $25,000. Selection will be based on the best value to the State of Texas and not solely on cost. The videos may be live-action, animated, make use of a presenter, use stock footage, or use original footage.

Question Is there any preference for live action vs animation?

Answer: There is no preference, as long as information is depicted in an understandable, accurate, professional and friendly manner.

Question No. 11

RFP No. 458-24-E240627, Section Number, Statement of Work IV., Paragraph Number IV Key Elements for Proposals, Page Number 2, Text of the passage being questioned: Location scouting, securing and selections of filming locations. • Travel costs that cover filming in no more than three

(3) locations in Texas. Filming may occur in the Dallas, Houston, Austin, or San Antonio metropolitan areas. Whether filming occurs in more than one region will depend on locations identified and agreed upon by the vendor and TABC.

Question: Can all the interviews be in one location? Do we need to travel to 3 different locations?

Answer: Interviews can be at one or multiple locations listed. TABC will help plan travel if staff is being used to produce the video.

Question No. 12

Question: Is the editorial content of the videos provided by the commission or some other government agency and/or entity?

Answer: TABC will provide outline of facts and talking points to script writers to integrate.

Agency will also review final script before shooting.

Question No. 13

Question: How many videos are you considering for this contract?

Answer: There will be one main longform video. Once that is complete, video needs to be cut down to generate multiple videos, each in a modular format. The number of videos cut down is based on the content of the full-length video.

Question No. 14

Question: Is there a timeline, calendar, or timeframe for the videos? Are they part of a global campaign or individual campaign?

Answer: Deadline to submit final deliverables is Sept. 30. TABC will publish content online as necessary.

Question No. 15

Question: Could you further expand on the specific objectives for the timeline?

Answer: Final deadline to submit completed video is Sept. 30, 2024. TABC will work with vendor to help generate script. Keep in mind that TABC must review script, and edits before submitting final deliverables. Vendor must set its own deadlines to meet Sept. 30, 2024, final submission.

Question No. 16

Question: Could you provide more details of the audience and market that you are interested in covering?

Answer: The video should depict the diversity of the people in the state of Texas. The primary audience would be adults who might host a social gathering, for example: house party, wedding, etc.

Question No. 17

Question: When are you considering transmitting the videos? In what type of platforms, TV, social media?

Answer: The videos will be included on our website www.tabc.texas.gov, and posted on all of our social media platforms such as YouTube, Facebook and X (formerly Twitter).

Question No. 18

Question: The creative rationale and/or logos for these videos already exist or can some creative design be proposed?

Answer: Vendors must follow our TABC Brand Guide, and all agency-related imagery (e.g., logos) will be provided.

Question No. 19

Question: What is the duration of this contract?

Answer: Video production must be complete by September 20, 2024, and invoicing shall be no later than 9/25/2024. The resulting contract duration is secondary to the production schedule.

Question No. 20

Question: Do you require videos in another language, in Spanish?

Answer: Videos must be in English. Subtitles in SRV. format must be included in English and Spanish.

Question No. 21

Question: Will out of state companies be considered for this RFP?

Answer: All companies are eligible to bid on this competitive opportunity. Respondent must have the right to do business in the State of Texas.

Question No. 22

3.6.1 Generally Respondents shall submit by email an original Proposal with all required documents;

Respondent information; and an original Cost Proposal; with each document marked “Original.”

Question: Would simply marking the first page of Original Proposal and Respondent Information as well as Original Cost Proposal as “Original” suffice or must this be on each section and page? For example, on each supplied document/attachment/exhibit from TABC, or on our own supporting documents, do we need to also insert “Original?”

Answer: Marking the first page as ‘Original’ will satisfy the RFP submission requirements.

Question No. 23

8.2.1 Required Coverage: Respondent shall acquire insurance, bonds, or both if applicable, with financially sound and reputable independent insurers, in the type and amount customarily carried within the industry

Question 23.1 Are there specifications for this insurance listed anywhere? Typically, we carry a $2 million General Liability policy for contracts such as this. Occasionally there are other insurance requirements specified such as Workers Comp, Commercial Audio ,etc. yet IS ee no such specifications in this RFP.

Question 23.2 Is there anything that needs to be provided with this RFP as far as insurance or this is simply something that must be attained upon award of contract? Insurance is also referenced without specific requirements listed in document:

Answer: TABC declines to comment on the specific types and amounts of insurance coverage that are customarily carried within Respondent’s industry.

Question No. 24

8.8 SUBCONTRACTS Contractor will provide written notification to the TABC of any Subcontractor receiving compensation of fifteen thousand dollars ($15,000.00) or more of the Work under the Contract, a copy of the Subcontract that includes the name and taxpayer identification number of Subcontractor, the task(s) being performed, and the number of Subcontractor employees expected to perform Services.

Question: So, we only need to provide for subcontracts in the amount of $15,000 or more? Nothing required for subcontracts below that amount, correct?

Answer: Only subcontractors who receive compensation of $15,000.00 or more are subject to reporting.

Question No. 25

8.9 HUB/MENTOR PROTÉGÉ

Question: I see nothing in here requiring the hiring of HUBs, only that it is encouraged. Is that correct? Is a statement regarding our plan to use or not use HUBs required?

Answer: The use of HUB vendors is encouraged, but not required for this informal solicitation. A statement regarding HUB subcontracting is not required unless their compensation exceeds $15,000.00.

Question No. 26

ESBD_369613_1721950731930_Exhibit C - Federal Assurances and Certification

Question 26.1: On this document, is it correct to say that everyone is required to sign and complete pages 2 & 3 of Exhibit C?

Question 26.2: Is it correct to say, we only need to sign and complete page 4 of Exhibit C if there are lobbying activities to disclose? We have never been involved in any lobbying, nor are we related to anyone in locals, state, or federal government anywhere.

Answer: Respondents shall sign pages 2 & 3 of Exhibit C and respondents should state ‘Not Applicable’ on Page 4 of Exhibit C and submit with the bid submission.

Question No. 27

ESBD_369613_1721950749292_Exhibit D - STATEMENT OF WORK On this document we are asked to reference the YouTube video link: The video should use the concepts included in this detailed video: https://www.youtube.com/watch?v=3537FRWP8hc

Question: Is this all you are looking for in this video? This is simply a “Talking head” video with 2 interviewees explaining the process. But then on the next page of this document, you say "videos may be live-action, animated, make use of a presenter, use stock footage, or use original footage."

Answer: The style of the video is upon the discretion of the vendor, as long as information is accurate and understandable to the viewer.

Question No. 28

IV. Key Elements for Proposals A. The budget for the entire project may not exceed $25,000.

Selection will be based on the best value to the State of Texas and not solely on cost. The videos may be live-action, animated, make use of a presenter, use stock footage or use original footage.

B. Resources — Background information can be found at these links:

1. https://www.tabc.texas.gov/static/sites/default/files/2023-03/social-hostingunderage-drinking-guide.pdf

2. https://www.youtube.com/watch?v=3537FRWP8hc

3. https://www.youtube.com/watch?v=zveqDqRxt8o

4. https://www.youtube.com/watch?v=br0gEMQbe0Q

5. Any other public safety information or tips TABC provides once a vendor is selected.

Question: On the Resources you list above, the first 2 YouTube links are produced in the exact same style with the same 2 interviewees and graphic style as the first one on page one - which implies a consistent brand and likely the same contractor. But then the last YouTube link is a very different animated video. So, just want to confirm you are open to a completely different style for this video?

Answer: Correct. We are open to the uniqueness in style of each vendor, as long as accurate information is presented in a professional and understandable manner.

Question No. 29

Can you confirm if the proposed timeline for the project, which includes delivering all videos by September 30, 2024, is accurate? Given that one month is a very short turnaround time for such a project, could you provide more context on why the delivery deadline is set so tightly? Additionally, are there any possibilities for adjusting the timeline to ensure a higher quality of work or to accommodate any unforeseen challenges?

Answer: The grant period ends on September 30. All work must be completed by that date.

Question No. 30

We are a Canadian company that works with various US government clients on similar projects. Are we eligible to bid?

Answer: All companies are eligible to bid on this competitive opportunity. Respondent must have the right to do business in the State of Texas.

Question No. 31

Are we required to be registered with any specific state-based authority, or provide any specific business identification/certifications?

Answer: Only the successful respondent will be required to possess a Texas Identification Number and the respondent must be eligible to do business in the State of Texas.

Question No. 32

Question: Are you open to fully animated videos? If not fully animated, what about partially animated videos?

Answer: We are open to both fully and partially animated videos.

ESBD link: https://www.txsmartbuy.gov/esbd/458-24-E240627

Acknowledgement of Receipt of Addendum No 2:

Respondent/Entity Name: _________________________________________________

Signature of Authorized Representative:

Printed Name, Title: _________________________________________________

Date: _________________________________________________

Respondent should sign and return this acknowledgement with its response.