Vendor_Q A.pdf

VENDOR QUESTIONS & ANSWERS

RFP 15-29 | Video Production Services

1. We'd like to know if there is public record incumbent contract for this RFP and if so, what are the necessary steps in ordering a copy?

There is no incumbent for this contract.

2. Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

There is no incumbent for this contract; it is not a follow-on requirement. Yes, this is a new requirement.

3. I do have a question regarding been recognized as a WOSB. Do you accept proposal's from businesses who are self-certified, or does the business have to be certified through a third party vendor?

Note: This RFP is now being solicited as an EDWOSB (Economically Disadvantaged Women

Owned Small Business) set-aside; it is no longer solely a WOSB set-aside. Vendors should refer to the following references for guidance on eligibility/status as an EDWOSB concern:

- Federal Acquisition Regulation (FAR) 19.1503 (http://farsite.hill.af.mil)

- 13 CFR 127.200 (http://www.gpo.gov/fdsys/pkg/CFR-2012-title13-vol1/pdf/CFR-2012-title13-vol1-sec127-200.pdf)

4. Is there an incumbent in competition?

See questions1 & 2.

5. The amount of travel required is unclear. Does the contractor have to travel to all 50 states, DC and

4 territories as per Page 8, Producing the video, or, as per Page 10, ‘To produce the video, the contractor shall… Travel to certain locations to do the following…’

The travel on page 8 refers to the state and special jurisdiction videos (the 55 videos); the contractor or designee will need to go to each location to obtain footage for the videos. The travel on page 10 refers to the milestone videos (the 12 videos); travel will need to be undertaken as necessary to create the videos about NEA milestones. Since there are 12, it is unlikely that the contractor will need to travel to all 50 states for those videos.

6. In Section F; Deliveries or Performance, Task III lists the Sizzle Reel due date of 9/5/2015. As a rule, a sizzle reel is comprised of footage shot for the other programs. The other programs will not have been produced by then. What materials will be used for the Sizzle Reel?

This task (Task III / the sizzle reel) is hereby completely removed from the RFP; offerors should no longer address this task in their proposals. Please see Amendment 0002 for details regarding this.

NOTE: This does not affect the budget at all. For further details on the budget, see question 37.

7. Does the NEA prefer celebrity narrators or regular contract narrators? Is the budget flexible enough to allow for celebrity talent?

http://farsite.hill.af.mil/ http://www.gpo.gov/fdsys/pkg/CFR-2012-title13-vol1/pdf/CFR-2012-title13-vol1-sec127-200.pdf http://www.gpo.gov/fdsys/pkg/CFR-2012-title13-vol1/pdf/CFR-2012-title13-vol1-sec127-200.pdf

We don’t have a preference, but the budget could be flexible enough for celebrity talent depending on the amount suggested. It might be best to offer a bid with and without celebrity narrators so that the

NEA can determine whether it would work within our budget.

8. In the GPAT, it states "At least one mode of operation and information retrieval that does not require fine motor control or simultaneous actions and that is operable with limited reach and strength shall be provided." Can you please give further definition on how you would like this incorporated into the videos?

This will be taken care of by the NEA when we upload to YouTube and embed on our pages.

9. When will the chosen award recipient be announced?

The awardee will be announced at the time of award, which is anticipated to be within 4 weeks following the proposals due date.

10. I have noticed different schedules. According to the RFP document, batch 1 videos are due by

September 25, 2015. However, in the Milestone document the first batch deadline is October-

December 2015.

Contractors should utilize the delivery schedule provided in Section F.1 for planning purposes and ignore the schedule stated in Attachment 2. We would like the first three milestone videos by the date in the RFP, September 25, 2015. The dates in the attachment were just initial estimates.

11. It states in the introduction letter that, “The Government may award a partial award(s) or multiple awards for this requirement.” Would these be divvied up geographically or technically or perhaps both?

The NEA’s preference is to award one contract for all of the work described. However, partial offers will also be considered. If partial/multiple awards are pursued, the decision on how these will be split up will be made after receipt of proposals based on the proposals.

a) May the bidders submit for only part of the contract in terms of technical and/or geographic scope? If so, how?

Partial offers must be addressed to a specific task rather than a specific geographic area.

For example, an offeror may submit a partial proposal only addressing Task I, or a partial proposal only addressing Task II, and so on. Partial proposals will not be accepted for only a portion of one task; they must address one task in entirety.

12. Does the 100% requirement for EDWOSB apply only to the contractor awarded, or will any subcontractors, vendors, or goods and service providers used by the contractor be held to the same requirement?

Proposals will only be accepted from EDWOSB concerns. Additionally, all subcontracting must be conducted in accordance with FAR clause 52.219-29 Notice of Set-Aside for Economically

Disadvantaged Women-Owned Small Business Concerns (Jul 2013). This clause may be found at http://farsite.hill.af.mil.

13. Is there a prevailing wage requirement for this contract?

Yes. The attached wage determination (Attachment 4 to the RFP) is hereby implemented for this RFP for applicable occupations.

14. Are there any existing NEA videos that would serve as an example for what is expected?

No, we have never done these types of videos.

15. The pricing grid shows a unit price and an extended price, is the “extended price” supposed to the

Total (unit price x number of units = extended price)?

The Extended Price is the Unit Price multiplied by the Quantity.

16. Have the SAAs for each location been given guidelines to follow for each video when concerning filming? For example, will each video require a similar number of filming days or similar number of filming locations?

The SAAs were provided guidance as to what they should try and highlight for their respective state.

Not all states will require the same amount of filming days or locations—it will depend on what they want to highlight. It is anticipated that a maximum of three locations and projects/artists will be highlighted for each state.

a) Do we know how many days of shooting there will be for each video?

We do not. If you present a budget that allows for a certain number of locations or days, etc., please note that in the submission.

b) Do you know how many potential locations for filming will be needed for each video?

We do not. If you present a budget that allows for a certain number of locations or days, etc., please note that in the submission.

17. Is there a preferred budget proposal form/template that we should submit?

No. As long as the budget/cost is clearly communicated within the proposal, there is no particular template that must be used.

18. What other forms are we required to include for our submission?

Signed SF-18, pricing table in section B.2, and representations & certifications (if necessary – see

Section K) aside from general proposal documents.

19. When will the award be announced?

See question 9.

20. LICENSING: Aside from our company issuing interviewee release forms, will the NEA own the licensing of artists and their NEA projects, or will we be required to pay for licensing?

The NEA does not own licensing of artists or projects. The contractor will be required to pay for whatever licensing requires payment.

21. ARTIST FEES: Are interviewees entitled to production fees and other such fees including travel, meals, hotel, etc. or is it understood their time is pro-bono for this project?

It is not expected that interviewees will be paid for the interviews—the contractor is the one who will be traveling and incurring per diem costs, not the interviewee.

22. MUSIC LICENSING: Will NEA provide a free music library or will we be required to license music?

There are several sources of free music which the NEA can direct you to, but for any music that requires paid licensing, the contractor will be required to do so (as the NEA does for its own videos and podcasts).

23. INSURANCE: What are the liability insurance requirements for this project?

Questions regarding insurance should be directed to the SBA. Some helpful links may be the following:

https://www.sba.gov/blogs/general-business-liability-insurance-how-it-works-and-what-coverage-right-you

SBA Contact Info: https://www.sba.gov/about-sba/what-we-do/contact-sba

24. How many days of filming are anticipated per state?

See question 16.

25. Will the filming for each state be in 1 location? If not how many are anticipated?

26. Can this be a 2 person crew for the filming (Camera/Sound) or should it be a three person crew including a producer?

Contractors should propose what they think will be the best approach based on past experience, industry knowledge, etc.

27. Will the “regular meeting” be conducted in DC or will they be virtual?

There should be at least one in-person meeting at the beginning of the project. Subsequent meetings can be virtual.

28. How often do you anticipate the regular meeting will be?

As often as is necessary to stay on schedule with the project, or to discuss any problems with the project.

https://www.sba.gov/blogs/general-business-liability-insurance-how-it-works-and-what-coverage-right-you https://www.sba.gov/blogs/general-business-liability-insurance-how-it-works-and-what-coverage-right-you https://www.sba.gov/about-sba/what-we-do/contact-sba

29. Do the crews that shoot on location have to be on full-time staff or can subcontractors be hired for each location?

They may be either, within the requirements noted in the answer to question 12.

30. Will Interviews be required when filming on location?

It is expected that the contractor will be doing video interviews for the state and milestone videos.

31. Will the meetings with each SAA group be over the phone or in person?

Most will likely be initially over the phone, but when the crew is in state, it would make sense to touch base with the SAA in person.

32. Will any b-roll be provided for any of the requested videos?

It is possible that some SAAs may have footage that can be used as b-roll, as well as some of the organizations to be featured in the Milestone videos. It shall be the contractor’s responsibility to secure that footage.

33. There are no details on Attachment 1 regarding the anticipated shooting locations for each state. Do you have any details on that? How many locations and days of shooting do you anticipate for each state and territory on the 55 Task 1 videos?

34. For voice-over tracks on these videos, would you consider using the voices of the people at each location to tell their story through interviews and B-roll? Or do you want to have a narrator for each video?

Whichever the contractor thinks will make the most sense to tell the stories of the states. We do not have a preference. There does not have to be consistency for each video. We want them to be representative of each state.

35. The Sizzle Reel will be the hardest to price because the content is unknown at this point. Since the delivery date on the Sizzle Reel is Sept 30, 2015, it appears we will not be able to use much of the footage gathered during the state shoots for the Sizzle Reel. Can you estimate how many days of shooting you anticipate specifically for the Sizzle Reel? Would you consider delaying the delivery of the Sizzle Reel until later in 2016 so we can incorporate some of the footage gathered for the other videos?

See question 6.

36. There will be a great deal of pre-production coordination during the opening months of this contract.

Delivering the first batch of completed videos (17 videos) within 2½ months of contract award is very aggressive. Is there any flexibility in the delivery dates for the individual batches of videos?

There may be some flexibility in the delivery dates. Please give us your timeline of deliverables in the proposal.

37. The estimated budget of $750,000 for 68 individual video segments averages only $11,029 per video, which we assume will also include travel. There will also be a great deal of pre-production/travel planning for these shoots. That does not leave much of a budget for production and post (especially on trips to Hawaii, Alaska, Guam and American Samoa). How flexible is NEA on the total budget?

There may be some flexibility in the budget. The NEA may consider roughly a 30% increase of the current stated budget of $750,000. Additionally, please note that Task III / the sizzle reel has been hereby removed from this RFP with no change to the budget.

NOTE: This is not a commitment of the agency that any offer within this 30% increase will be considered and evaluated. Consideration and evaluation will depend upon the entire proposal, keeping in mind the offeror’s suggested services/approach in exchange for the price stated, etc. For further information, see evaluation criteria in Section M.

38. I have engaged Federal Award Management Registration (FAMR) to expedite EDWOSB certification for my company so I may submit for this opportunity. I have requested a rush order and they expect to have the certification complete in 2-3 weeks. May I still submit my proposal while the certification is in process?

This should be acceptable as long as certification is complete by the time of award. Please see further detail in the answer to questions 3 and 12.

General:

39. What percentage of labor must be employee labor vs. sub-contracted (1099) labor?

Please see the answer to question 12.

40. What is the payment schedule for the contract?

A payment schedule will be established upon discussion after award. A final payment schedule shall be finalized after award through mutual agreement between the contractor and the agency and will depend on the deliverables/timing, contractor preference, and other factors in the contractor’s proposal.

Pre Production:

41. What is the estimated number of client meetings over the course of the contract?

See questions 27 & 28.

42. Will NEA supply content experts, artists for profiles through each SAA?

We will provide contacts at each SAA that will be the content expert for their particular state.

Production:

43. Is there an on-camera host talent for any portion of these videos? If so, how many videos would require host talent?

We do not have an on-camera host, but if you propose one, that would be appropriate.

44. What is the preferred recording format?

Files should high-definition, high-resolution mp4s.

45. Will there be interior and exterior locations?

It is likely that there will be both, yes.

46. Will NEA provide a separate photographer on location or does the contract need to budget for a photographer?

The contractor shall need to budget for all materials/personnel/services they will be using for the videos.

Post Production:

47. Does NEA prefer a consistent narrator for these videos or several narrators?

There can be several narrators, as we would prefer that the videos are not all the same and they are representative of their state.

48. Will a representative from the NEA be attending edit sessions?

No, but we will be reviewing drafts of the videos.

49. Does NEA prefer 2D or 3D animation for the opening segment?

2D is acceptable, but it is the contractor’s responsibility to recommend the option they think is best.

50. What is the expectation for the level of overall graphics in these videos?

The question is not specific enough for the agency to provide a very specific response; we expect graphics to be of the highest caliber.

51. Can we use original music and/or licensed music?

Either, as long as all necessary permissions are obtained.

52. Will NEA provide access to its stock footage and photography archives?

We can provide access to whatever we have, but we do not have much stock video footage.

Deliverables:

53. What are the delivery specifications and required resolution for the final videos?

Files should high-definition, high-resolution mp4s.

54. Are 508 compliant deliverables needed in English and Spanish?

Only in English.

55. What is the anticipated distribution? (Applicable to clearing rights for music and stock licensing.)

We will have the videos on our YouTube channel and website, and may show some of them at 50th anniversary events.

Task I/55 videos

56. Approximately how many days of videotaping per jurisdiction? The list of suggestions given to the

SAAs could produce many locales and interviewees per state/territory. Given the number of videos and close time deadlines, can the SAAs be asked to cap the number of days for each jurisdiction to 2 days?

57. The RFP leaves responsibility for organizing interviews, b-roll permissions, etc. with the contractor.

However, logistically, the SAAs are likely to have relationships with prospective interviewees as well as the ability to get access to permission to film in places otherwise prohibited with much more expeditiousness (which will be key for this project) and likelihood of success. How involved can the contractor rely on the SAAs to be?

The SAA will be able to assist the contractor in making contacts and assist generally as needed as a content expert for the state.

58. Music: Would the NEA like a musical theme to be created that would be carried through all 55 videos, or does the NEA want different music in each video?

It may be likely that each state would want their own musical motif, but for the milestone videos, a musical theme would make sense.

Task II/Milestone Videos:

59. Similar question to (1) above: Approximately how many days of videotaping per milestone video?

Given the number of videos and close time deadlines, can the number of days for each milestone video be capped?

We do not have a set number of days of videotaping for each milestone, but given that each is about an organization or person, it might be reasonable to assume a limit of three days for each.

60. Attachment 2 has a different delivery schedule than the RFP. Attachment 2 lists Oct-Dec 2015 as the time period within which to produce the first batch of Milestone Videos; the proposal lists the delivery date of this batch as September 25, 2015. Could you please clarify the delivery schedule?

Contractors should use the delivery dates in the delivery schedule in Section F.1; the approximate dates in the attachment should be ignored.

Task III:

61. Themes for this video are likely to become more clear as the stories of the other videos unfold. Trying to lay out a storyline at this stage might be premature and based on only a superficial level of knowledge (in comparison to what will be developed over the course of the project). How detailed does the NEA expect the proposal to be vis a vis this task?

Section 508 requirements:

62. My understanding of the section 508 requirements is that all of the videos produced in connection with this proposal will need to be close captioned and audio described. Is that correct?

For closed captioning: please provide transcripts of any spoken material. We will upload those to

YouTube along with the finished videos. Captions should not be embedded directly into the video.

For audio description: provide audio description in a separate wav file, not embedded in the video.

63. Closed captioning and audio description can take one or more weeks to finalize, which makes the deadlines for each of the batches of video harder to achieve, particularly given three rounds of changes requested by the NEA. Can the deadlines be flexible to accommodate this requirement, so for instance, the September 25 deadline would be pre-Section 508 requirements?

There may be some flexibility in the deadlines. See question 36.

In general:

64. What is the anticipated date of the award?

See answer to question 9.

65. Given the number of videos that will simultaneously be in different stages of production, vast amount of traveling, very tight deadlines, and potential need for expensive additional services like audio description, does the RFP budget of $750,000 have upwards flexibility? If so, can you please elaborate on how much flexibility?

See question 37.

64. With the jurisdiction videos are there certain states that the NEA wants done in each batch or is this at the discretion of the awarded vendor?

The NEA is open to the vendor suggesting which videos will be produced in each batch.

65. Can you please clarify the final deliverables? We are limited to delivering final approved video files and final scripts, correct? As for uploading the videos to social media platforms, that is not something we are expected to do, correct? Do the final video files have to have embedded closed captioning or is that something your team will handle later upon uploading and distributing the videos to various platforms?

The contractor is not responsible for uploading videos to social media platforms or having embedded closed captioning- the NEA will handle when uploading the videos to our YouTube channel. For more information on closed captioning, please see the answer to question 62.

66. The above question may answer the next question. I'm a bit confused by the 508 requirements and the

GPAT form. If we are just delivering video files and scripts, we really don't have to worry about accessibility requirements, correct? I'm assuming we just have to fill out the form as a formality? In so doing, are we to only worry about the items marked "YES" in the GPAT form? I'm confused by all this because if we are not responsible for uploading the videos and thus distributing them to their intended audiences, then we are not responsible for these EIT accessibility requirements, correct?

For closed captioning: vendors must provide transcripts of any spoken material. The NEA will upload those to YouTube along with the finished videos. Contractor should not embed captions directly into the videos.

For audio description: contractors must provide an audio description in a separate .wav file, not embedded in the video.

Vendors should read the instructions on the first page of the GPAT (Attachment 3). Vendors only need to fill out the items for which “Yes” is indicated on the GPAT. However, if vendors see any other categories which might apply to their proposed solution/deliverables, they should fill out those areas as well.

67. With regard to licensing of artworks and music that appear in the videos, if there are fees associated with that, does that come out of my budget? I'm assuming given the nature of this project the rights holders would be more than willing to license such footage and music, but this may not be the case if we're dealing with performers and musicians unions or cash-strapped arts organizations that may hold the copyrights or otherwise place usage restrictions on the materials.

Contractors’ budgets should include what they estimate will be licensing costs. Some right holders will be more willing to negotiate on usage than others.

68. Because there are so many videos required in such a relatively tight time frame, I am wondering what benchmark for quality, if any, has been set by NEA staff. Are there samples of short form documentary videos dealing with arts topics that the NEA can provide that will indicate the expected level of quality expected? Obviously, higher quality videos demand more time and resources. There is a big spectrum of quality between award-winning short films and newscast video pieces. Where on this spectrum are the expectations of the NEA staff? In our company, we will sometimes work on a single short film for several months and there are other times where we will turn out a video piece in less than a week. We are capable of delivering excellent product in either situation. In this case, absent any additional information, I'm guessing these videos are going to be closer towards the newscast-quality end of the spectrum.

Certainly the state videos will skew toward the newscast-quality while the milestone videos would be expected to be of higher quality (since they are fewer and highlighting important moments in NEA history). A couple of examples of the quality of videos we would like can be found here:

https://www.youtube.com/watch?v=ck6SBsLJVxk&list=PLF86F91F08DA3C120&index=12 http://www.poetryoutloud.org/poems-and-performance/watch-video/get-involved-in-pol

69. For the SAA videos, we are to indicate in our proposal a list of possible shooting locations for each state and territory. How are we to know this in absence of more information? Obviously it can impact the budget significantly. I'm assuming at this point that we will just have to visit 2-3 widely separated locations within each state for filming and budget accordingly.

Yes. It is likely that locations in each state will be limited to a maximum of 3, but we do not know where these locations are at present. This information will be provided to the contractor once the

NEA puts the contractor in touch with each SAA, as the SAA’s will have this information. Also, see question 37.

70. For our work samples, can we provide weblinks in the body of our proposal or do you need DVDs?

Web links are fine.

71. The Attachment 2 deliverables schedule is different than the F1 Delivery Schedule in the RFP. I'm assuming the F1 schedule is the more accurate?

Yes; contractors should use the F.1 delivery schedule for planning purposes and ignore the schedule stated in Attachment 2.

72. Section C3.1, C3.2: Is a broad, general shot list okay? It will be difficult to provide a specific shot list without having the opportunity to scout locations in advance.

Yes, that is fine.

73. Section C3.1: For Task 1, will a list of cities for each state/territory be provided in order for us to accurately price travel? If not, should we use the city where each SAA is located? Will each shoot location be within driving distance from each SAA?

Plan on the city where each SAA is located as being a location, and another two at the most to be determined by the SAA. It is not known at this time whether each site will be within driving distance.

74. Section C3.2: Are we to assume that filming for Task 1 and Task 2 videos will be conducted during the same trip due to the paralleled delivery dates?

As is possible - it would make logistical sense to try and handle multiple interviews in locations.

75. Section C.3.3, F.1: The sizzle reel due date is September 15, 2015. This due date is prior to when a majority of the travel and filming takes place. We recommend that the sizzle reel be the final deliverable in the project to avoid unnecessary travel/production expenses. Is changing the due date to the end of the project timeline possible?

76. Section C.3.6: Will [vendors} have permission to use the videos in [their] portfolio?

Vendors may link to the videos on the NEA YouTube channel.

77. Section G.2: What is the invoice/payment schedule? Are we able to propose or collaborate on one?

See answer to question 40.

78. Section L.B.6: Do the submissions of work in the proposal need to be 508 compliant? Or does this apply only to the awarded work?

Work samples do not need to be 508 compliant, but offerors must be able to produce 508-compliant work for the contract.

79. The FBO notice says the RFP is due at 5pm Eastern AND 5pm Central time. Please confirm the time the RFP is due.

The RFP is due at 5 PM EST, 29 Jun 2015.

80. [We request] an extension on the proposal submission - is this permissible?

The agency will not consider an extension at this time.

81. For the consideration of travel logistics/travel budget, do we have the cities where the SAA interviews (as highlighted below) will need to take place please?

Attachment 1: SAA Prompts

SAA One-Pager’s shall include:

State arts agency milestones to be highlighted

List of cities/towns to be highlighted

List of state people for potential interviews with brief description and city

List of NEA and SAA supported projects with brief description and city

List of major arts organizations in the state, including city location

See question 73.

82. In Section F.1 (page 14) of the RFP, the deliverable due date for Videos 1-3 of the "Task II:

Milestone Videos" is listed as September 25, 2015. Additionally, on page 4 of Attachment 2

(Milestone Videos Suggestions), the Tentative Delivery Schedule for Videos 1-3 is defined as

October - Dec 2015. Which of these two dates should be considered the most accurate delivery date as desired by the NEA?

The dates provided in the delivery schedule in Section F are more accurate; vendors should use these for reference.

83. Is there a tentative or expected Date of Contract Award? This will help my firm evaluate the feasibility of the delivery dates outlined in the RFP.

Please see answer to question 9.

84. Are there any examples of previous videos produced by the NEA that would reflect the desired look and feel of the proposed videos?

A couple of examples of the quality of videos we would like can be found here:

85. In the 55 State/Special Jurisdiction Videos (Task One) how many artists/programs will be featured in each 3 minute video (approximate length) Multiple locations in one state may be required if more than one artist/program is featured.

The assumption is that a maximum of three significant artists/programs will be featured in each state video.

86. Who will select the contributors for each of the 55 State/Special Jurisdiction Videos? Is there currently a “short list?”

The SAAs will make suggestions for the state videos, which the NEA will review. The SAAs will be the content experts in each state.

87. The Video Production Process for TASK ONE AND TWO includes submitting a “final version of the script to the NEA at least 5 days in advance of filming” Based on our experience, often the best script material will come from the participants themselves and the genuineness of extemporaneous interviews offer subtle tonalities that ridged pre-scripting excludes. May we develop—in close cooperation with the client—a robust list of interview questions? May we transcribe and sort the interviews and then submit the script for comments/approvals after the taping?

Yes, a list of interview questions before filming begins is acceptable, with a script after the taping but before you begin editing.

88. Is a narrator required? May the scripting be done completely with the on-camera interviews?

If the contractor thinks that the videos would work best with or without a narrator, they should make that clear in their proposal.

89. Will the travel requirements be broken out as a separate portion of the contract, base on it being such an known-unknown area?

No. Travel requirements will become clearer once the NEA puts the contractor in touch with the

SAA’s and they communicate the ideas for their videos to the contractor.

90. Based on Section F-1 Delivery Schedule, Task III the Sizzle Reel comes out before anything else or it was a typo and it is delivered September 2016?

Travel

91. How much travel is expected within each state/territory? How many day of traveling are expected with each SAA? How many miles per day of traveling from location to location? How many total miles of traveling per SAA?

92. On average, how many towns/locations/regions does each SAA anticipate the documentary crew to travel to?

Deliverables

93. Can deliverables be delivered earlier or in smaller batches prior to the original schedule?

Yes.

94. If so, can invoices be issued for early/smaller batches?

Tentatively speaking, this should be possible, keeping in mind the restrictions provided in the previous answer. A more definite payment schedule will be established after award through discussion/mutual agreement between the agency and the contractor.

95. How do you want raw footage to be packaged? When is it due?

The contractor shall retain all raw footage for all videos (all tasks) for at least 2 months beyond the date each final video is produced (sent to the NEA). All raw footage may be uncut. For the state/special jurisdiction videos (Task I), either the NEA or the respective SAA will contact the contractor to request this footage within the 2 month period if desired. For the milestone videos (Task

II), the NEA will contact the contractor to request this footage within the 2 month period if desired.

Misc.

96. Can you provide a complete list of the SAA locations for planning purposes?

http://arts.gov/partners/state-regional

97. What licensing agreements do you anticipate needing to obtain?

For any photos, audio, and video that you do not produce yourself or is not provided you by the NEA or its designees.

98. Will the NEA be responsible for scheduling the interviews' dates and times?

No, this shall be the contractor’s responsibility.

99. Can you be more specific about the final video format requirements? Will media be used for internet only or television broadcasting, as well?

The videos are anticipated to be used on Internet only, so the contractor must provide files in high-definition, high-resolution mp4s.

100. During filming for Task II, will there be an NEA representative on-set to work directly with each

SAA?

No. The SAAs will be the content experts for each state.

101. What is the exact start date for production?

Once the award is made.

102. I worked for eight years a co-owner of another video production company before starting my own women owned business in early 2015. Is it acceptable to show examples from my previous company or should all of my examples be from my current company?

Either samples are fine as long as they adequately demonstrate the requested skills and are representative of the vendor’s current capability.

103. I use subcontractors in my current business model and often work with very large local production companies. Should the of subcontractors be avoided in this and should I use all of my own employees?

Please see answer to question 12.

104. My work with the state of [redacted] has been financed by my company in the past. Does the payment schedule allow for any deposits or is the entire contract paid after all the work is complete?

(Again, I did not see this in the paperwork and am unfamiliar with the federal system.)

Payments will be made periodically through-out the contract; please see the answer to question 40.

105. I was a news reporter for 20 years before starting my businesses and like to conduct very conversational interviews. To that end, is it possible to “finalize” a script after returning from the interviews rather than completing a script and then asking people to say what may be already written for them to say?

See question 87.

106. C.3.3. Task III (Sizzle Reel)

"A certain level of travel may be required to capture footage which the NEA does not already have."

Is there a master list of the archival footage that already exists, which format the footage is in, and a timeframe in which we can expect that? Older footage takes time to transfer into a modern format we can use to edit, as does sorting through and purchasing the license to footage that is not in your archives. We would like to plan the appropriate amount of time into our proposal.

107. We would like to utilize local talent as necessary to keep costs down. We will not be contracting out to other corporations, but hiring local crew members to work with the CVC team members, such as hiring local gaffers. Is this allowed per the agreement?

Subcontracting in this manner is acceptable; however, all subcontracting must be conducted in accordance with FAR clause 52.219-29 Notice of Set-Aside for Economically Disadvantaged

Women-Owned Small Business Concerns (Jul 2013). This clause may be found at http://farsite.hill.af.mil.

108. Regarding 508 compliance

If we have synchronized captions for the hearing impaired and an additional description audio track for the visually impaired, is that acceptable? Or are there additional standards that need to be met to be compliant?

YouTube along with the finished videos. Do not embed captions into video.

109. We are having a difficult time understanding the verbiage of some parts of the GPAT questionnaire and what’s required. Do you have any additional information? Should we be concerned with the whole document, or specifically the Video and Multimedia Products section?

Please see the answer to question 66.

110. Do you want us to budget for travel in the Price Proposal?

Yes. Prices submitted by contractors must be inclusive of all travel, overhead, etc. Please read the notes under the pricing table in Section B (of the RFP) and ‘2. Pricing Data’ in Section L.

111. How do the Task I State videos tie in with your "50 States 50 Stories" Campaign Initiatives? Is this in support of that effort or a completely different task?

The videos will complement the stories we receive from the public.

112. For Task I State Videos, many of the arts groups and artists will be located across the state. In order to most accurately estimate costs/travel, how many artists/arts organizations does NEA visualize/desire being featured in each state video?

113. Would you please clarify delivery schedule dates with regard to Task II Milestone Videos. The two delivery schedules included in the RFP and Attachment 2 appear to conflict -- Attachment 2, Page 4 Delivery schedule indicates October 2015 - September 2016. RFP Section F Page 14

Indicates Delivery schedule is September 25, 2015 - June 20, 2016. As indicated in the Notes section, a 2 month/10 day extension beyond the due dates has been included, extending it to August

30, 2016. The Milestone Delivery schedule in Attachment 2 takes us out an additional 1 month to

September 2016, which appears to be 1 month beyond the contract period. Please clarify.

The schedule in the RFP is the correct one—the dates in the attachment were just estimates.

Offerors should use the delivery schedule in Section F.1 for planning purposes over the schedule in

Attachment 2.

114. For Task II Milestone Videos, Page 9 “it is not expected that the contractors shall be working largely with any of the subjects of these videos (except for location/collection of footage as mentioned below). . .The contractor shall work with each organization or individual listed. . . to locate any video footage or photos that will be incorporated into the video. This is the only portion of these videos where the contractor shall have to work directly with the subjects of the videos.”

On page 10 under Producing the Video -- travel to certain locations to conduct interviews and shoot broll are listed tasks. In order to determine costs, can NEA more accurately predict how many video shoots may be needed/required for this task?

See question 59.

115. Is invoicing monthly or quarterly? Since this is fixed rate, would the agency consider an equal monthly invoicing amount? In other words, 12 equal installments or is some other way preferred?

Equal monthly invoices may be acceptable to the agency. However, a final payment schedule shall be finalized after award through mutual agreement between the contractor and the agency and will depend on the deliverables/timing, and other factors in the contractor’s proposal.

116. Are links sufficient for video work samples?

Yes.

117. For Attachment 3 Government Product/Service Accessibility - Functional Performance Criteria.

1194.31 f. At least one mode of operation and information retrieval that does not require fine motor control or simultaneous actions and that is operable with limited reach and strength shall be provided. Since vendors are not providing hardware or Assistive Technology as a deliverable, does

1194.31 f. still apply? If so, please elaborate.

This will be taken care of by the NEA when we upload to YouTube and embed on our pages.

118. Is there an incumbent or current video vendor/contractor with whom NEA works? If so, is this company eligible to quote?

Please see the answer to questions 1 and 2.

119. Can you confirm the delivery dates for the Milestone Videos.

On the RFP the Milestone video delivery dates are listed:

Videos 1-3

September 25, 2015

Videos 4-6

December 18, 2015

Videos 7-9

March 21, 2016

Videos 10-12

June 20, 2016

On Attachment 2 the dates are listed:

Oct-Dec 2015

Jan-March 2016

April June 2016

July-September 2016

The dates in the RFP are the delivery dates; the dates in the attachment were just estimates.

Offerors should use the delivery schedule in Section F.1 for planning purposes over the schedule in

Attachment 2.

120. We qualify as an EDWOSB but are self certified and not listed in the WOSB Program Repository. Is being listed in the registry a requirement prior to submitting our bid, or can that be completed prior to any award of contract?

Please see the answer to question 3. The required registration(s) must be in completed prior to award. If this is not completed at the time of proposal submission, vendors should clearly communicate this in the proposal, stating that it is still in progress.

121. Can invoices be submitted on a monthly basis for work completed throughout the duration of the period of performance?

Please see the answer to question 115 and the previous questions regarding invoicing.

122. Does the government have a preference as to the geographic location of the contractor?

No.

123. We read the RFP to say that our pricing should be “all-inclusive” and we just want to make absolutely sure that NEA’s $750,000 budget is for the entire project, including labor and ALL other direct costs, including all travel, talent such as voiceover, and all licensing and permissions, including all costs to obtain the rights to any copyrighted material that might be included in any of the videos. Since there are so many videos, so much travel, and because licensing of copyrighted material could potentially add up, we wanted to make absolutely sure that our pricing proposal must include all such costs and come in no higher than $750K.

See question 37. Yes, offerors’ submitted pricing must be inclusive of ALL costs.

124. What is the allocated budget for Tasks I, II & III?

Task III is hereby removed from this RFP. Please read Section L of the RFP, under ‘4. Budget’ for guidance on the budget. $750,000 is the NEA’s estimate budget for this project. Also, see question

37.

125. Can a company bid on one out of the 3 Tasks or do companies need to bid on all of the Tasks

(Tasks I, II & III)?

See question 11.

126. How many vendors will be selected to deliver Tasks I, II & III?

Either 1 or 2 vendors, as only those partial proposals will be accepted which address a task in entirety. The decision to pursue partial/multiple awards is at agency discretion and will be decided after receipt of proposals. See question 11.

127. Are the videos on the NEA’s website indicative of the production quality you seek?

A couple of examples of the quality of videos we would like can be found here:

128. Are we correct in reading that the selected vendor will need to deliver the following finished videos

-(14) 3-min SSA videos, (3) 3-5 min milestone videos and (1) highly researched and produced 3-min sizzler - by September 15, 2015? Does that included having these video delivered as 508 compliant videos?

By September 15, we would like 3 of the milestone videos and the first batch of the SAA videos, including transcripts, all of which must be 508 compliant. See question 36.

129. We understand that the videos need to be 508 compliant meaning Closed Captioned (CC) for the hearing impaired. Do they also need to include the video descriptions for the blind?

YouTube along with the finished videos. Do not embed captions into video.

130. How quickly do you plan to award this project? (ie. What date?)

Please see the answer to question 9.

131. You have laid out your Delivery Schedule in F.1. How flexible is this Delivery Schedule?

It is flexible. Please read Section L, under ‘5. Deliverables’ for more guidance. There may be some flexibility in the delivery dates. Please give us your timeline of deliverables in the proposal.

132. According to your schedule, the Sizzle Reel is one of the first deliverables (by September 15, 2015). Should we assume that the Sizzle Reel will not use footage from any of the Jurisdiction or

Milestone Videos?

133. Finally, we see that you have asked for the selected vendor to provide three rounds of a script for feedback, editing and prior approval in advance of doing any scheduling or shooting. As scripts are typically based on interview and video content, we’d appreciate clarification: is this “script” actually more of a proposed outline to show our intended interview questions?

Yes, see question 87.

134. Is there an incumbent contractor or is this new work? If there is an incumbent, what is the name of the vendor and the previous contract award amount?

Please see the answers to questions 1 and 2.

135. Is there a not to exceed (NTE) amount for travel? Can travel be priced separately or become cost re-imbursable?

Contractors should provide a reasonable breakdown of their costs in accordance with Section M, ‘2.

Price’, in which yes, travel should be broken out separately. Also see Section L, ‘2. Pricing Data’ for further guidance. It is unlikely that travel will be included on a cost-reimbursable basis.

However, the agency may choose to include a cost-reimbursable line item for this purpose in which case there would be a definite limit (not to exceed amount) on the travel line item. It is unlikely this will be the case, however.

136. In Section F.1., the table lists batches 1-4. What are the batch locations for each batch? These locations are required to determine the travel pricing estimate.

Please read Section L, under ‘5. Deliverables’ for more guidance. There are 50 states and 5 US territories. Headquarters for each SAA is listed on our website http://arts.gov/partners/state-regional. Also see question 69 and 73.

137. Will invoice payments be made by task/milestone or by fixed price monthly? Due to the travel costs, will the government consider monthly firm fixed price payments?

Please see the answer to question 115 and the previous questions regarding invoicing.

138. Will you consider sourcing parts of this project to more than one contractor?

We will accept proposals for Task I and Task II separately, but not partial proposals within each task. See question 11 for more detail.

139. Is there an incumbent who has done this in the past?

Please see the answers to questions 1 and 2.

140. Is it required that the vendor have national PBS experience?

141. From the due date of the proposal how long do you anticipate before the award is given?

Please see the answer to question 9.

142. Is there a place you can direct us to where we can see sample videos of what is described in Section

L, number 3, under past performances under similar video products?

We’ve described the type of videos we want—if you have produced videos similar to what we described, use them as samples.

143. Do you have a preferred vendor who NEA's done similar work with in the past?

144. If we develop a production alternative that achieves the highest quality production, while meeting all of your deliverables, which would not require a media team to visit each state in person, could we present it? Or are visits to each state mandatory?

Visits to each state may not be mandatory if an offeror proposes an alternative that is deemed acceptable and still meets all criteria/requirements of the RFP.

END OF DOCUMENT