Questions and Answers_Commencement Video Services.pdf
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- Solicitation number
- HU000123Q0004
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This document contains questions and responses regarding commencement video streaming services for the Uniformed Services University of the Health Sciences. The services include live streaming of a 90-120 minute ceremony on May 20, 2023 at the Daughters of the American Revolution Hall. Vendors must provide all necessary equipment for live streaming, including cameras, audio equipment, and screens measuring at least 10.25 feet by 18 feet in a 16:9 aspect ratio to be hung from rigging. The venue will provide access to power but vendors must contact the venue directly regarding other technical requirements and space details. The raw, uncompressed video file is required to be delivered on an external hard drive after the event. Approximately 5,273 people viewed the live stream of the 2022 commencement. All areas used must be cleaned and restored before 1:00 PM on May 20th.
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QUESTIONS AND RESPONSES
USU COMMENCEMENT VIDEO STREAMING SERVICES
RFQ HU000123Q0007 P00001
Acquisitions
Are you only open to hiring local vendors?
Response: Vendors are not limited to the local area.
Technical
Is the DAR providing internet connectivity for live-streaming or do we need to provide internet connectivity?
Response: For all questions pertaining to the services available at the DAR, please contact the venue. POC information is available on their website at www.dar.org.
Will the venue provide a wired internet connection?
Response: For all questions pertaining to the services available at the DAR please contact the venue. POC information is available on their website at www.dar.org.
Will there be WIFI or should we bring a hotspot?
Response: For all questions pertaining to the services available at the DAR please contact the venue. POC information is available on their website at www.dar.org.
Regarding the headsets and support equipment, are wired comms acceptable?
Response: The USU staff will not be stationary and require Wi-Fi headsets.
Do you need any live graphics or titling?
Response: No live graphics or titling are required.
Will you want an edited version of the video at all?
Response: Only the RAW file on an external HD. The live version will be kept on the streaming site.
Will there be an audio team on site? If so, can we coordinate with them on the setup date? If not, we provide audio services as well.
Response: For all questions pertaining to the services available at the DAR, please contact the venue. POC information is available on their website at www.dar.org.
Can we receive the sq. ft. and dimensions of the venue in advance?
Response: For all questions pertaining to the services available at the DAR, please contact the venue. POC information is available on their website at www.dar.org.
Do we need to provide the platform or content delivery network (CDN) to stream to (ex:
custom, video, YouTube, etc.)?
Response: We provide the platform and will grant the recipient temporary access.
Are there any security restrictions or considerations regarding the CDN?
Response: We will grant the recipient temporary access prior to the event, which will be removed after the event.
What is the anticipated online audience size?
Response: The 2022 USU Commencement had 5,273 live viewers.
How thorough does the cleanup need to be? Example: Pick up trash and broom sweep only or a more thorough mopping and desensitization requirement, with COVID protocols?
Response: All work areas shall be cleaned after the ceremony and put back how they found the work site. Due to our contract with the Commencement Hall, all work must be completed no later than 1:00 PM on Saturday, May 20, 2023, so adequate staffing must be included. At completion of work, all areas shall be left in a good condition.
Does the program begin at 8am on Saturday? If so, can our team arrive earlier to ensure everything is working without complication?
Response: Equipment should be installed and tested on Friday, May 19, 2023 beginning at 9:00 A.M. The event space will be open for crews on the day of the ceremony, Saturday, May 20, 2023, beginning at 8:00 A.M. with production beginning later in the morning.
For the two screens, can we use ground support or do they need to be hung from rigging?
Response: The screens will be hung from rigging. For all questions pertaining to the services available at the DAR, please contact the venue. POC information is available on their website at www.dar.org.
Would modern 16 foot by 9 foot screens meet the requirement?
Response: A 16:9 aspect ratio with a minimum screen size of 10.25’ x 18’.
What’s the throw distance from projector to screen?
Response: For all questions pertaining to the services available at the DAR, please contact the venue. POC information is available on their website at www.dar.org.
What’s the ceremony seating layout?
Response: For all questions pertaining to the services available at the DAR, please contact the venue. POC information is available on their website at www.dar.org.
Will the venue provide power and an electrician?
Response: For all questions pertaining to the services available at the DAR, please contact the venue. POC information is available on their website at www.dar.org.
Does the school have its own publishing point to send the streamed video to or does it require a content delivery network and video player to be embedded in their website?
Response: No.
Is recording raw AVI still a requirement? That's a retired file format.
Response: Uncompressed RAW MP4 or MOV format is preferred.
Is DVD playback still a requirement? If so, can we digitize the content and play back from professional equipment?
Response: Yes, you can digitize. The file is PowerPoint.
Is the DVD material 4:3?
Response: The file is 16:9.
Is pipe and drape required or supplied by others?
Response: The pipe and drape is not a requirement and not needed for the video production services.
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