Questions.pdf

Questions & Answers for BPA- Live Event/Video Teleconference/Technical Production Support Services

*note: the questions and answers have been revised to remove any mention of company’s name

Q1. {According to} the RFQ I noticed it is reserved only for NAICS 512191. Our NAICS code is 561920, 541810ODC and OLM. Are we ineligible for this RFQ?

A1. No, you are not ineligible for the RFQ. 561920 size standard is $12M, so yes if you are already determined a small business under a lower size standard, than you automatically are also a small business under any higher size standards.

Q2. What is the preferred format for showcasing past virtual events, website link or screen shot?

A2. In accordance with the RFQ instructions, “Samples shall be submitted electronically via website link.”

Q3. Are we able to submit recordings of past virtual events to showcase graphics, picture in picture and video switching capabilities that mimic a TV broadcast?

A3. Yes. Recordings of past Virtual Events are welcome.

Q4. Can you please describe what you mean by “Directors audio track” in subsection G of section 3?

A4. Producer or Director may record and isolate a separate audio track of the Director during a live program. This audio can then be used as an “alibi” track to measure technical performance and often times used as a training aid or production sample. It clearly demonstrates a Director’s ability to call all of the program elements or can reveal a breakdown in communication, technical direction, and/or engineering during the live program.

Q5. In regards to the question below, is there a preferred method for sending over motion graphics, recordings, animation or can we just include dropbox links within our proposal?

Q2) Are we able to submit recordings of past virtual events to showcase graphics, picture in picture and video switching capabilities that mimic a TV broadcast?

A2) Yes. Recordings of past Virtual Events are welcome.

A5. The same answer to your first question applies. All samples, including recordings of past Virtual Events, are to be submitted electronically via website link. (See update RFQ)

Q6. How many hours per year do you anticipate for each labor category? In order for us to give accurate pricing, we need to know the number of overall yearly hours that are required for each category.

A6. At this time we do not have an anticipated amount of hours per year. Therefore this RFQ is only requesting the submission of hourly rates of labor categories that may be used over five years to determine fair and reasonableness. The purpose of establishing a pool of BPAs is to put vehicles in place to fill repetitive needs where the quantity is unknown at this time. When an actual requirement is identified, another competitive RFQ will be issued to the pool of BPA vendors which will request actual pricing based on a fully defined requirement.

Q7. For letters (e) and (f), when you refer to "An example of a virtual, live event, and/or hybrid production", are you stating that it can be a virtual, live event OR hybrid production, meaning that an example of a live, in person event would suffice? Or are you asking for a virtual event with a live and/or hybrid component?

A7. We are asking for a virtual event with a live component and/or a live event with virtual real time interaction.

Q8. With the Thanksgiving holiday, would the Government consider extending the due date for the final BPA Quote?

A8. We will not be able to extend the due date.

Q9. Under the Product Samples section, line G, it states, "An example of a live event production that prominently features the director’s audio track with program" -- could you explain what this might be?

There's a possibility that we have done this before, but my team and I aren't entirely clear on what this is.

A9. Producer or Director may record and isolate a separate audio track of the Director during a live program. This audio can then be used as an “alibi” track to measure technical performance and often times used as a training aid or production sample. It clearly demonstrates a Director’s ability to call all of the program elements or can reveal a breakdown in communication, technical direction, and/or engineering during the live program.

Q10. For email attachments, outlined in the final section, it states that the maximum file size for emails is 5mb. Is that for individual files, or is that a total for all files attached?

A10. That is for the total for all files attached to the email, so you may need to send multiple separate emails to prevent exceeding 5mb.

Q11. Will you accept links to Dropbox folders that contain examples of our work?

A11. No.

Q12. For the above referenced requirement, will the government consider extending the due date for proposals?

A12. Thank you for your interest in our requirement. Unfortunately, the Government will not be able to extend the due date at this time.

Q13. For the above referenced requirement, will the government consider allowing the Prime offeror to submit Past Performances that they subcontracted part of the work as opposed to projects the vendor had 100% responsibility for producing?

Q13. No, the government will only accept Past Performance submissions in accordance with the RFQ instructions.

Q14. Will a technical crew be required to be onsite full time?

A14. Technical and supervisory representation must be on site appropriate to insure the desired successful outcome.

Q15. How many cameras and microphones will be required per project?

A15. At this time we cannot estimate the number of cameras or microphones required per project, as each project is unique and can vary widely. To give you an example of the range of projects we’ve had in the past, some used as few as 1 camera and 1 microphone, while others used as many as 8 cameras and 45 microphones. It is dependent on the scope of the project and specific requirements will be indicated in the RFQ for each project.

Q16. Do we need to include travel expenses in our proposal?

A16. At this time there are no current projects, so travel expenses do not need to be included. After these BPAs are awarded and when an actual project is defined, another RFQ will be issued with full project details at which time a quote will be requested from all BPA awardees to include travel expenses.

Q17. Under Past Performance References in paragraph 3.) of the Request for Quotes, are we to understand that any past performance reference documented must also be included in one of the categories, a.) - m.), under paragraph 2.) Production Samples?

A17. Past performance references should be for projects relevant to the work that would be performed under this BPA, which is represented in the RFQ Product Sample categories under 2a-m.

Q18. Do you require specific labor job titles and rates [for example Director, Engineer, Producer] or can the bidders provide their own job titles and labor rates for their responses so long as the roles quoted will fulfill the requirements of the solicitation and meet Federal Wage Determination guidelines?

A18. Bidders can provide their own job titles and rates so long as they encompass all potential labor categories that could be used on future projects under this BPA.

Q19. Do you have a preferred template for quoting labor rates or are bidders welcome to provide rates in their own format such as in a table with columns for job titles and hourly rates in another column?

A19. No, we have no preferred template for quoting labor rates.

Q20. Re Item 2a in the solicitation: With respect to demonstrating virtual meetings over a secure network, can a bidder demonstrate using a secure virtual commercial services such as WebEx or Teams?

A20. Yes. Either of these platforms would suffice.

Q21. Re Item 2c in the solicitation: For Product Samples, can you describe what you would like to see demonstrated regarding “hybrid blended technology capabilities”? We are not sure what this describes.

A21. An event using any combination of live and virtual components, such as a live event with a small in-person audience incorporating MS Teams/Zoom for expanded participation. It also includes live events where either the person performing in the live event and/or the audience interact with a subject from a virtual location.