4.07 RFQ Amendment 1 Attachment - Responses to sol questions.pdf

NAMRU Marketing Video 56 Questions

1. Scriptwriter travel: Section 4 states the pre-production start-up meeting is "expected to be 2 days in each location" but also states "both days will take place at Ft. Sam Houston." Please confirm whether the scriptwriter travels to both Ft. Sam Houston and Joint Base Elmendorf for the start-up meeting, or whether both days occur at Ft. Sam Houston only.

2 days at each location for pre-production travel.

2. Production day allocation and crew LOE: The PWS specifies 4 full production days and separately specifies an 8-day minimum LOE per crew role (including 2 travel days). Please confirm the anticipated split of the 4 production days between San Antonio and Anchorage, and whether the 8-day LOE accounts for a third location leg (e.g., travel between the two shoot cities) beyond the stated round-trip travel.

Per the PWS, its minimum of 8 days.

TX: 4 days (2 days production and 2 travel days) Alaska: 4 days (2 days production and 2 travel days)

3. For the pre-production meetings, the PWS mentions the scriptwriter traveling to both Fort Sam Houston and Joint Base Elmendorf for two days in each location, but then says both days will take place at Fort Sam Houston. Should we plan for two days in San Antonio and two days in Anchorage for pre-production, or just the two days in San Antonio?

Please see Q1 Answer.

4. For field production, the PWS calls for four full production days but lists eight days minimum for each of the four crew members, including two travel days. Should we price each crew member for the full eight days? If so, could you clarify what is anticipated for the additional two days beyond the four production days and two travel days?

Please see Q2 Answer.

How you price your crew (local or bring with you) is totally up to you.

5. Will partial invoicing be allowed as major portions of the project are completed, such as after field production, or should we plan for a single invoice after final delivery and acceptance?

Approved Contract Invoicing (4 payments)

- Pre Production Scripting (includes travel)

- Pre Production Final Script

- Filed Production (includes travel)

- Post Production

6. The PWS references DVD Masters, DVD Captioned Master Dubs, and Edit Approval Review DVDs. Is the contractor responsible for DVD authoring (including auto-run functionality and interactive menu creation) and burning all DVD copies, or will NMLPDC M-VID handle DVD production from the delivered digital master files?

Contractor is responsible for all DVDs listed in the PWS. Edit Approval Reviews can be sent electronically (vice DVDs) via the company’s website or password protected public video sharing website in a.wmv or .mov format.

The contractor shall videotape all footage in 1080 HD (24 or 30 frames) with 16:9 aspect ratio per ITU-R Rec. 709, and transfer the raw footage to a hard drive (all footage is property of NMLPDC M-VID & U.S. Government) provided by NMLPDC M-

VID.

7. Would the Government accept a motorized electronic slider as an equivalent alternative to a traditional track dolly? Given the indoor laboratory environments at NAMRU facilities, a slider offers comparable smooth tracking movements in a more compact form factor suited for confined spaces.

Yes. Contractor’s choice

8. Could the Government provide the anticipated award date so vendors can plan crew availability and travel logistics? Does the Government have a preferred timeframe for the Alaska field production to account for seasonal daylight and weather conditions?

TBD based on contract award date & completion of Pre-Production.

9. In the event that weather conditions at Joint Base Elmendorf delay or prevent scheduled outdoor filming, how does the Government intend to address production schedule impacts? Would additional shoot days be authorized, or should vendors account for weather contingency in their pricing?

Recommend not including additional days in the event of bad weather. We are currently only budgeted for the days listed in the PWS. Traditionally if travel is rescheduled to account for blizzards, hurricane’s, etc.. or scheduled around bad weather, then a contract modification would be required for approval and funding, if available. Overall, schedule will be addressed during kick-off meeting.

10. Confirming this is two (2) days on site in San Antonio and two (2) days on site in Anchorage, with a total of four (4) days assumed for travel among locations. So, a total of eight (8) days of time spent either in transit or on-site for the pre-production phase.

Please refer to Q2 Answer.

11. There is a requirement in this bid to have a script totally written and approved before on-site production begins. Does this mean we will not be doing any on-site interviews?

Yes, pre production and final script approval is required before field production.

Onsite interviews are not listed in the PWS.

12. Put a different way: will the entire piece be voice-over by a narrator, or is there space for interviews?

Yes, please see Q11 Answer.

13. If there are interviews, does this mean they are to be scripted in advance, or can they be outlined and then conducted in a way so they are more organic?

Please see Q11 Answer.

14. If the interviews are scripted, will interview subjects require a teleprompter?

Please see Q11 Answer.

15. Is there a need or want for drone video?

A drone requirement is not listed in the PWS.

16. The project requirements are for video to be shot in 1080 (HD). Can we shoot in 2160 (4K UHD) to enable more options in post-production? Or do the raw video and edited productions need to be delivered only in 1080?

Yes, that is acceptable. The video quality just can not be less than 1080 HD (24 or 30 frames) with 16:9 aspect ratio per ITU-R Rec. 709.

17. If we capture any establishing shots such as city-scape views, nature, or other shots not specific to the project (occurring outside of U.S. military properties), but filmed while on the shoot, can we archive them in our perpetual video library?

Yes from the Navy’s POV. State/City clearances may differ.

18. We use Rev.com to produce transcripts of all sound during on-site production. To keep costs down, there is an AI transcription service offered by Rev.com. Are we allowed to use this service during sound transcription? (this is only in case we are doing interviews) Yes, if doing interviews. Although if access is required via network during interviews that will not be authorized by IT.

19. If we are not allowed to use AI transcription services, we will need to send all interviews to a production partner to transcribe word-for-word. Can we upload and share all audio files from interviews via Dropbox or an equivalent sharing platform?

Yes.

20. Can we share versions of our scripts and video edits digitally (for example, on Vimeo with a password-protected link), or do the edits need to be shared only by shipping DVDs?

Yes, you can use Vimeo with a password-protected link.

21. Our preferred animation partner is a small U.K. production company, with whom we have been partnering on projects for 6+ years. Because several of our projects are international, we have had many occasions to use them for on-site and postproduction, and we trust them as much as any company in the world. Would we be allowed to use them for animation and editing on this project, or would we need to source one of our U.S.-based partners?

U.S. based partners, but that’s more or a contracting/OPSEC question that would require further research.

22. If we need to share raw video with production partners to help expedite the editing process, what sharing methods are acceptable? Can we use Dropbox, Frame.io or a similar online file-sharing platform, or does the raw content need to be shared only in hard format (like a portable hard drive)?

Yes, you can share via Dropbox, Frame.io etc. password protected with your editor.

23. If we need to only share by hard drive, what shipping methods are acceptable?

Please see Q22 Answer.

24. Is there a requirement for the hard drive we can use to store and process video?

Apple Mac formatted.

25. For a vocal artist, is there a preference between male and female voice?

TBD during Pre Production Phase.

26. Will a crew hired locally in both San Antonio and Anchorage be acceptable as it could decrease travel costs if so?

Yes

27. Pre-Production Scripting Locations: Section 4 (Pre-Production) mentions that the scriptwriter will travel to both Ft. Sam Houston, TX and Joint Base Elmendorf, AK, stating the meeting is expected to be "2 days in each location", but immediately follows with "both days will take place at Ft. Sam Houston." Could you please clarify if physical travel for pre-production scripting is required for both Texas and Alaska, and the exact number of meeting days expected at each site?

Please see Q1 Answer.

28. Physical Deliverables (DVDs): Section 4 (Post Production) specifies physical DVD Review copies and DVD Masters. Since electronic review links (.mov/.wmv) are also required, will digital file delivery via secure transfer (e.g., DoD SAFE) be accepted in lieu of physical DVD discs?

The digital masters can be sent electronically to us; however, the hard copy DVDs will need to be shipped to us at our office in Bethesda, MD. They can be sent via USPS, FedEx, UPS, etc.

29. Base Escorts & Access: Can you confirm that the NMLPDC M-VID Project Officer will handle all base access escorts and logistics for the 4-person crew at both Ft. Sam Houston and Joint Base Elmendorf during field production?

M-VID PO will also work with the SME to complete the access documentation with base security prior to being onsite. If crew passes security check, crew will be escorted the entre time by M-VID PO.

30. Is it possible for the trip to the airbases be scheduled back-to-back or will they have to be scheduled separately? What should the travel budget call for?

TBD during or upon completing the Pre Production Phase.

31. Can the government please clarify how the link to the Demo reel shall be submitted? Is a link in the email submission acceptable or would the government prefer a 1 page pdf with clickable link and brief description of the offeror?

A link is fine.

32. Can the government please confirm travel costs shall be part of the quote submitted?

Yes. Please see Q5 Answer.

33. Field production level of effort. PWS Field Production states the contractor shall provide a 4-person crew for "4 Full Days of production between NAMRU at Ft. Sam Houston in San Antonio, as well as Joint Base Elmendorf in Anchorage, AK." The stated minimums then list Director, Camera Operator, Audio Operator/Grip, and Electrician/Grip at 8 days each, "Includes 2 Travel Days." Four production days plus two travel days is six. Please confirm the Government's intent: (a) 4 production days total plus additional travel, billed at the 8-day minimum per crew member; (b) 4 production days at each location, 8 total; or (c) another basis.

Please see Q2 Answer.

34. Travel days for two separate round trips. The requirement spans San Antonio, TX and Anchorage, AK, which are separate round trips. Two travel days per crew member appears to cover only one round trip. Should offerors price four travel days per crew member, or hold to the 8-day total per crew member regardless of trip count?

Please see Q2 Answer.

35. Scriptwriter start-up meeting location. PWS Pre-Production states the scriptwriter shall travel to NAMRU at Ft. Sam Houston "as well as Joint Base Elmendorf, AK," then states "The meeting is expected to be 2 days in each location" and "both days will take place at Ft. Sam Houston." Please confirm whether the scriptwriter travels to one location or both, and the number of on-site days at each.

Please see Q1 Answer.

36. Travel reimbursement. Please confirm that all travel, lodging, per diem, and ground transportation are to be included in the firm-fixed price under CLIN 0001, and that no separate travel line item or cost reimbursement will be established.

Please see Q5 Answer.

37. Government-furnished items. Please confirm the Government furnishes (a) the hard drive for raw footage and final edit decision list and files, (b) the NMLPDC M-VID style samples for the video treatment and the 2-column script referenced in the PWS, and (c) SME and Sailor talent availability and base access for all production days at both locations.

Yes, to a - c.

38. Stock footage. The PWS requires a minimum of 10% stock footage. Please confirm whether the Government furnishes any stock or archival footage, or whether the contractor is responsible for sourcing and licensing all of it.

Government will provide link to stock footage for vendor research, provide links and/or vendor can obtain.

39. Dolly. Please confirm that "Additional Equipment: Dolly – 4 Days minimum" is four days total across both locations rather than four days at each location.

Please see Q2 Answer.

40. DVD quantities. Please state the required quantity for "DVD Captioned Master Dubs" and the number of copies required for each of the Rough Cut, On-Line, and Final Approval review DVDs.

5 QTY. Edit Approval Reviews can be sent electronically (vice DVDs) via the company’s website or password protected public video sharing website in a.wmv or .mov format.

41. Demo reel submission. Please confirm that a password-protected streaming link satisfies the PWS Section 6 demo reel requirement and confirm the format in which offerors should provide the link within the quote.

Yes

42. Quote content. The Addendum to 52.212-1 requires the completed CLIN pricing and a completed and signed page 1 of the solicitation. Please confirm whether a written technical narrative, past performance information, or any other volume is desired or will be considered, given that 52.212-2 as tailored reserves a price and past performance tradeoff.

It is preferred.

43. Site visit. FAR 52.237-1, Site Visit, is incorporated in the solicitation provisions. Please confirm whether a site visit is being offered or required prior to quote submission.

No.

44. Invoicing. Given a 12-month period of performance with sequential review cycles, please confirm whether the Government will accept invoicing at defined milestones, or whether payment is on a single invoice at final acceptance.

Please see Q5 Answer.

45. What contractor point of origin should be used for pricing, how should the four production days be allocated between San Antonio and Anchorage, and should the contractor plan for one continuous trip or separate trips to the two locations?

Please see Q2 Answer. Travel dates TBD during or upon completing the pre production Phase.

46. Does the Government require stock footage to constitute exactly 10 percent, no more than 10 percent, or at least 10 percent of the video, and will the footage percentages be measured by screen time, number of shots, or another method?

Stock Footage a minimum of 10%. A minimum of 90% new video footage.

47. Must off-camera narration cover 100 percent of the final video’s running time, and are on-camera interviews, natural sound, and intentional pauses required or permitted?

Off-Camera Narration – a minimum of 100% Stock Music – Through-out A combo of all to include natural sound and international pauses.

48. What license term, territory, media rights, and transferability provisions are required; does “five cuts/needle drops” mean five distinct musical compositions or five uses of one or more compositions; and is library music acceptable if its license grants the Government the required public-release rights?

Five distinct musical compositions.

Yes, its acceptable,

49. Are physical Rough Cut, On-Line, and Final Approval Review DVDs and an auto-run DVD still mandatory; how many copies of each DVD are required; and may secure MP4 review links replace the specified .wmv or .mov review files?

1 Master, 5 DVDs w/ CC. Edit Approval Reviews can be sent electronically (vice DVDs) via the company’s website or password protected public video sharing website in a.wmv or .mov format.

50. What codec profile, raster dimensions, frame rate, audio configuration, caption format, file-naming convention, and delivery medium are required for the final masters, and must the contractor also provide a closed-captioned ProRes master?

The contractor shall videotape all footage in 1080 HD (24 or 30 frames) with 16:9 aspect ratio per ITU-R Rec. 709 1 Digital Versions for Web with Captioning embedded (.wmv) – Closed Captioned 1 Digital Masters (ProRes .mov) – Un-Captioned Master File

51. What capacity, interface, encryption standard, delivery date, and delivery location will apply to the Government-furnished hard drive; will the same drive be used for raw footage and final project files; and will the Government provide additional media if the drive lacks sufficient capacity?

We provide a drive that will accommodate the size requirements. Yes, it will be the same.

52. How many consolidated Government comment cycles are included for the treatment, each script draft, rough cut, on-line edit, and final version; how long will the Government have to review each submission; who is authorized to approve each deliverable; and will dependent deadlines extend day-for-day when Government feedback is delayed?

May vary and timelines may adjust as needed within the POP. Discussed during the Kick-Off Meeting.

53. What base-access lead times, credentialing requirements, foreign-national restrictions, controlled-area limitations, safety training, and medical or research privacy requirements apply, and will the Government obtain all necessary location, personnel, patient, talent, and equipment-filming permissions and releases? Please see Q29 Answers. Lead time will vary and other items discussed during the Kick-Off Meeting.

54. Must the demo reel be exactly five minutes or may it be up to five minutes; must one reel demonstrate all five evaluation factors; and may the offeror submit a password-protected streaming link?

It does not have to be five minutes and you may submit others that demonstrate the five evaluation factors.

Yes, you can.

55. Will the Government provide any equipment, transportation, facilities, talent coordination, or other production resources that vendors should exclude from their FFP?

No.

56. Does the 30% graphics requirement primarily consist of text slates/lower thirds, or should vendors anticipate more extensive motion graphics?

It will be a mix.