Questions Submitted and Answers.docx

Questions Submitted

1. Given the number of questions we have and the complexity of this proposal, would the Government consider extending the deadline for proposal submission?

2. Section II. Purpose of the SOW states, “Specifics of the customized set are: an established number of unique photo shoots, established unique locations and secondary locations per shoot -25 final images from each shoot . . .”

Question #1: Has a number of photo shoots been predetermined before the award of the contract?

Question #2: How many photo shoots can be anticipated needed per year?

Question #3: Is there historical performance, that can provide an anticipated number of hours needed per photo shoot.

Question #4: Are there particular locations the photographer is required to shoot at e.g. a particular clinic, hospital, treatment center?

Question #4: Will the contractor be granted access to shoot at particular health facilities? Who is responsible for granting access?”

Question #5: Does the photographer needed to be located in a particular geographical area to capture the requested images?

Question #6: Can a photographer use images in their private catalogue that have never been commercially used before for final images?

3. Services Required III of the PWS states, “Access and download capabilities to royalty-free professional quality photographs.” However, CLIN 0001 of the RFQ states, “Contractor to provide custom photography for graphic design, photography, and produce video and multi-media products to support CMS’ education and outreach efforts.”

Question #1: Is both a photographer and a videographer required?

Question #2: If filming is additionally required, who is scripting and casting the content?

4. Services Required III of the PWS states, “Model release verification . . .”

Question #1: Is there a standard release form that needs to be used?

Question #2: Is the contractor responsible for paying the modeling service fees?

5. Is the contractor responsible for post-production image retouching or photoshopping?

The announcement mentions a requirement is for image subscription services; however, the SOW mentions a need for "fresh-looking imagery that may not be found in other resources, such as prepackaged, stock imagery CDs." (paragraph II, purpose).

In paragraph II, environment, there is mention of an established number of unique photo shoots, a shot list, unique locations, props & talent and post production; these all imply a need for original images. Also, the use of the phrase "customized photography" implies original images, created by the contractor specifically for this project.

With customized photography, it will be difficult to quote a single price without some idea of how many photo shoots will be done over a given time period.

If the job requires a standard image subscription service, we can establish a number of downloads per month, and a number of seats/users to be given access.

Answers

Additional photography details for Custom Photography-OC-393-2022-0114-RAW

[Note: For details relating to contracts, please refer to the CO or the COR]

We are seeking responses for two contracts: (1) for stock photography and (2) for custom photography.

The following information only applies to custom-photography contracts.

Summary

The company that holds the custom-photography contract must be able to provide 20-25 custom photo sessions per year; each session will …

Once each session is complete, the contractor will submit the best 25 images to CMS; these images will become our exclusive property.

The photo sessions may take place throughout the year, taking advantage of the changing seasons and using unique locations.

These photo sessions must be fresh, new photo sessions, arranged and completed during the current contract year; the contractor may not submit photographs from previous photo sessions that might already be on file.

Deadlines

We have a few deadlines that occur, mostly near the end of August each year as we prepare materials for open-enrollment seasons for the Healthcare Marketplace and Medicare. Outside of that deadline period, we also have a need for images throughout the year that show diverse beneficiaries in real-life situations.

Delivering Creative Briefs (requests for photo sessions)

Contractors would, ideally, have a template that outlines the information the contractor desires in a creative brief for each photo session. We would use that template to deliver our instructions for each custom-photography request throughout the year.

Typical Time involved

Each photo session typically lasts one-four hours, depending on various factors, such as crew size, location, lighting, number of models, makeup, wardrobe changes, and similar variables. This time is only for the actual photo session, and does not include the hours needed to logistically prepare for a session.

Locations

We expect that the contractor will imagine, scout for, and arrange to use any and all locations for custom-photo sessions. We will not be providing the locations, nor arranging for access / permissions for the locations. Contractors will need to obtain releases for any locations used.

Permissions / Releases

We expect that the contractor will request and obtain legal permissions and releases from each location (when necessary) and from each person who serves as a model. The contractor should keep these releases on file.

Model Fees

Contractors will pay the modeling service fees.

Post-production

The contractor will, prior to delivering the final 25 images for each photo session, and using industry-standard, post-production software (such as Photoshop, Lightroom, or comparable) complete any post-production work required to maintain high photographic standards.

Geographical Location

We have no requirement that the contractor be located in any particular part of the USA; however, we expect images representative of the general life-experience of most citizens. So, images from extreme or unusual locations would be the exception and not the norm (such as imagery that included deserts, war zones, rugged terrain, arctic conditions, or other extremes). In the creative briefs, we will make suggestions depending on our needs for each session.

Videography

This contract is strictly limited to still photography.

Can you confirm the final deadline to submit? Our understanding it is Thursday, 8/25 by 10am EST.

Yes the quotes are due on August 25, 2022 at 10:00 am EST

Also, can you confirm what documentation is needed in our submission? Our understanding that it is a completed version of the "RFQ" document attached along with a copy of our bid/quote for the QTY of shoots we can provide within the defined scope. That is correct

Our plan would be to email the details directly to you, but let us know if there is another process we need to follow? Yes email me renee.wallaceabney@cms.hhs.gov