PR15479344_Questions and Answers.pdf

Questions and Answers:

Request for Quotation PR15479344

Professional Video and Photo Production Services No Question (Action) Answer 1 What is the typical lead time the contractor will receive before an event is confirmed for coverage?

While lead times may vary, PAS will make every effort to provide a minimum of 3–5 working days’ notice prior to each scheduled event.

2 Will there be instances where multiple events take place on the same day in different emirates?

If so, is the contractor expected to scale resources accordingly?

Yes, this may occasionally occur. In such cases, the contractor is expected to scale resources to meet coverage requirements, as outlined in the scope.

3 Can you provide an estimate of the typical event duration and hours required on-site per assignment?

Event durations typically range from 2 to 9 hours, though longer events may occasionally occur. Contractors should plan to be on-site for setup and wrap-up time as well.

4 Is there a preferred visual or editing style (e.g., cinematic, news/documentary, fast-paced social cuts)? Will reference content or past examples be shared?

Yes. PAS prefers a clean, modern style tailored for social media (e.g., cinematic or fast-paced social cuts). Reference videos will be shared with the selected vendor after award.

5 Will feedback and revision requests come from one centralized PAS contact, or could multiple stakeholders be involved in the review process?

Feedback will be centralized through a primary PAS point of contact. However, inputs from multiple internal stakeholders may be consolidated into that feedback.

6 For pre-planned productions or interviews, will PAS provide a script or outline, or is the contractor responsible for developing this with PAS's input?

Generally, PAS will provide the script or talking points. However, sometimes contractor is expected to assist in script or outline development as part of pre-production services.

7 Who is responsible for securing release forms for individuals filmed during the events, PAS or the contractor?

PAS will be responsible for securing release forms when needed, particularly for interviews or high-profile appearances.

8 Are there specific formatting or style guides (e.g., font, positioning, dual-language subtitles) the contractor should follow?

Yes. PAS will provide brand guidelines upon award, including font preferences, subtitle formatting, and bilingual (English/Arabic) standards when required.

9 The scope states 10 photos per event. Should these be edited selects, or is PAS expecting all usable images from each event?

PAS expects 10 fully edited, high-quality selects per event. The contractor should also deliver all usable unedited images unless instructed otherwise.

10 How frequently should raw footage be delivered to PAS per event or every month?

Raw footage should be delivered per event, ideally within 48 hours of completion unless otherwise agreed.

11 Should the contractor maintain an online backup of footage throughout the year, or is cloud delivery to PAS sufficient for archival purposes?

Cloud delivery to PAS is required. However, the contractor must maintain a secure online backup for the full duration of the agreement for redundancy and access.

12 While the scope requests an initial cut within 24– 48 hours, are there any scenarios where longer turnaround times may be acceptable (e.g., multi-day events or complex edits)?

Yes, for complex or multi-day projects, extended timelines may be approved on a case-by-case basis with prior coordination.

13 For the 20 videos sourced from PAS footage, will requests come in bulk or be spaced throughout the agreement period?

Requests are expected to be spaced throughout the agreement period depending on PAS needs and production schedule.

14 Will PAS assist in securing necessary media permits or access passes for events held in government or restricted areas?

Yes, PAS will coordinate and facilitate the acquisition of required permits or passes for such locations.

15 Will travel and accommodation costs for shoots outside Abu Dhabi/Dubai be reimbursed separately, or should they be included in the overall pricing structure?

All travel and accommodation costs must be borne by the awarded contractor and should be included in the overall pricing structure.

Separate reimbursement will not be provided by PAS.

16 Are there any KPIs PAS uses to evaluate the success of produced content (e.g., views, social engagement, qualitative feedback)?

PAS tracks engagement metrics (e.g., views, reach, likes/comments) as well as qualitative impact and internal stakeholder feedback to evaluate content effectiveness.

17 Is the contractor expected to monitor content performance after it’s published, or does the responsibility end at delivery?

The contractor’s responsibility ends at content delivery. PAS will handle content publishing and performance monitoring.

18 Will the contractor be provided with brand guidelines, logos, and motion graphics templates to ensure alignment with U.S. Mission branding?

Yes. The awarded vendor will receive all branding materials needed to ensure consistency with U.S. Mission standards.

19 On page 43 are you wanting us to list all of our gear that we would be using for this capture?

Please include a clear list of the major equipment (e.g., cameras, lenses, lighting, audio, stabilizers) you propose to use for production, to help demonstrate technical capability.

20 For the deliverables would you mind clarifying what you see as the difference between the Full- Scale Production Videos and Edited Videos?

The term “Full-Scale Production Videos” refers to on-site event coverage captured and edited by the contractor (up to 25 events). “Edited Videos” refers to videos edited from PAS-provided footage (up to 20).

Both require professional editing, but only the first involves full video capture.

21 Are these videos all from a singular event or multiple events?

The videos will be from multiple events scheduled throughout the performance period.

22 Are these single day events? Most events are single-day assignments.

However, in rare cases, some events may span multiple days. When that occurs, PAS will provide advance notice and coordinate expectations accordingly.

23 Can you provide an estimate of how the 30 video and 30 photography events may be distributed across the agreement period (e.g., monthly or quarterly)?

We anticipate coverage of up to 25 events in total. Event distribution is expected to vary based on mission needs but generally averages 1 to 3 events per month. There may be occasional periods of higher or lower activity.

24 What is the typical lead time the Embassy provides before each assignment?

We aim to provide a minimum of 3–5 working days’ notice before each assignment. In some cases, additional lead time may be available.

25 Could you clarify the expected hours or duration for each “Full-Scale Production” event?

Each event typically ranges between 2 to 9 hours on-site, including setup and breakdown. Complex events may require more time; details will be provided in advance.

26 Will the contractor be permitted to privately retain non-sensitive BTS or derivative content for internal records or case studies, with prior approval?

Contractors may retain non-sensitive behind-the-scenes or derivative content strictly for internal use or case studies, but only with prior written approval from PAS.

27 What percentage of video/photo deliverables typically require Arabic subtitles or translation services?

Approximately 20–30% of deliverables may require Arabic subtitles or bilingual formatting. PAS will provide translated text when available, but the contractor will be expected to provide accurate translation when PAS does not supply a script or translation.

28 Are any special clearances, badges, or embassy security procedures required for the production crew on-site?

Yes. Depending on the location and nature of the event, security clearance procedures may apply, including the submission of passport copies for visitor access. Details will be communicated for each assignment.

29 Are there specific file format or naming conventions required for social media deliverables (e.g., WhatsApp or Instagram-ready versions)?

Yes. Files must be delivered in high-resolution and compressed formats suitable for platforms like Instagram, Facebook, and WhatsApp. PAS will provide naming conventions and resolution specs as needed.

30 How are “revisions” defined, and is there a formal process for reviewing and approving deliverables?

A revision is defined as a requested edit to submitted content to meet technical, branding, or messaging standards. PAS will designate a single point of contact to consolidate feedback and approve final deliverables.

31 Can you confirm the exact number of videos and photos expected to be produced during the contract period?

As outlined in the RFQ, the scope includes coverage of up to 25 events over the contract period. Each event requires:

- One edited video (1-2 minutes) or long version Podcast (15-20 minutes)

- Ten high-quality edited photos + All non-edited photos.

Additionally, up to 20 videos may be requested using PAS-provided footage.

32 Can you provide an estimated number of video/photo shoot events expected per month or

On average, PAS expects to schedule between 1 to 3 events per month, per year to help us determine crew allocation and costs?

depending on mission priorities and external event calendars. The contractor should be prepared for occasional surges or quiet periods.

33 Will the Embassy be responsible for arranging access permissions, filming approvals, and location permits in restricted areas, or should we include these costs in our quotation?

The U.S. Embassy in Abu Dhabi and U.S.

Consulate in Dubai will coordinate and facilitate access permissions and filming approvals for events held in restricted areas.

Contractors are not expected to bear these costs but should work closely with PAS to ensure timely coordination.

34 Is drone coverage required? If yes, will the Embassy assist in obtaining special permits for restricted zones, or should we manage and price this ourselves?

Drone coverage is not required under this RFQ. Contractors are not expected to include drone-related services, permits, or insurance in their quotations.

35 Are we allowed to use any stock footage or Embassy-provided assets in post-production, or should all footage be shot by us?

Yes, Embassy-provided assets may be used in post-production when available or relevant. Contractors may also propose the use of stock footage, but such usage must be pre-approved by PAS and should not replace core footage expected to be captured by the contractor.

36 Will the photo/video shoots be scheduled in advance? How much notice will be provided to the contractor before each event?

Yes, all photo/video shoots will be scheduled in advance. PAS will make every effort to provide a minimum of 3–5 working days’ notice prior to each confirmed event.

37 Which social media platforms will be utilized?

Just Instagram or other platforms?

The content produced may be used on Instagram, X, Facebook, YouTube, and LinkedIn. Videos should be edited with multi-platform adaptability in mind.

38 Do you have an anticipated final video length for the 50 videos?

The anticipated length for the 25 event videos is 1 to 3 minutes each. The 20 videos using PAS-provided footage may vary between 30 seconds and 5 minutes, depending on the request. Occasionally we will ask for a staged podcast episode that can be between 15-20 minutes.

39 Are there page limitations for the technical response?

No strict page limit is imposed. However, proposals should be concise, clearly structured, and responsive to the evaluation criteria.

40 We don’t have a physical address or phone number in the UAE. We are happy to apply for the Production House License and work as local (so no reimbursement for travel). But wanted to check with you first if not having an

We will exclusively work with a company based in the United Arab Emirates.

address/phone would completely take us out of the running?

41 Can you confirm which portions of the contract are subject to VAT and the applicable percentage rate?

The standard VAT rate in the UAE is set at 5%, applicable to most goods and services provided within the UAE, including professional services.

42 Will proof of insurance (DBA and equipment coverage) be required at the time of bid submission, or only upon award?

At the time of bid submission or plan to purchase the required insurance.

43 Is this solicitation a new opportunity, or has it been previously awarded? If the latter, are you able to share the prior award amount or budget range?

This is a new solicitation, and it pertains to an ongoing contract. We are unable to disclose the award amount and budget range details.

44 Last year, our company submitted an application under the name Company X, but we are currently operating legally as "Company Y," which is registered in one of the emirates. Should we include any explanation or documentation to clarify this change in our proposal?

No explanation or documentation is needed, provided that you submit the required license and permit as specified in the RFQ provisions.

Note: The SAM registration must match with the company who submits the offer.

45 Assuming we are registering from scratch on SAM.gov and applying for a new NCAGE code, will a quotation be accepted if the SAM registration and NCAGE are still in process by the RFQ submission deadline (August 14th)? Or is full SAM activation mandatory by the submission date?

We needed proof of "Active" SAM by the deadline for submission.

46 Do we need to fill all sections of the SF-1449 form, or only the parts relevant to pricing and company information?

Please refer to the summary instructions located on page 27.

47 Do you prefer separate technical and financial proposals in individual files, or should both be submitted in a single document?

Pricing and Technical Quotations should be submitted individually. Please refer to the RFQ document on page 27.

48 What is the maximum email attachment size allowed when submitting the quotation? If the proposal files are too large, can we use cloud links (Dropbox, Google Drive)?

Only documents in PDF format will be accepted. Please make sure that your attachment does not exceed 10MB per email. If you have additional files to attach, please send them in separate emails while adhering to the specified file size limit, and follow the previously mentioned subject line marking instructions, such as part 1, part 2, etc. Please review the RFQ document on page 28.

49 Do we need to include UAE VAT in our pricing? If yes, should it be presented as a separate line item? VAT charges should be listed as a separate line item.

Value Added Tax (VAT) is not included in the Line-Items Number (CLIN) rates. Instead, it will be priced as a separate Line Item in the Orders and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected in the performance period.

50 Should the quotation be submitted in AED or

USD?

The quote must be provided in AED.

51 Do we need to include the number, type, and availability of vehicles for each production day in our proposal? Are specific vehicle types (e.g., 4WD, van) required for access to any Embassy or off-site locations?

A detailed overview of the vehicles designated for shipment transportation.

52 Is there a mandatory requirement to show valid vehicle insurance coverage for all vehicles used during production? If yes, what type and validity duration must be shown?

No, but it is well known that having valid vehicle insurance is a requirement in the UAE. This includes a description of the vehicles designated for shipment transport.

53 Do you require a clearly defined organizational structure or team hierarchy in the technical proposal (e.g., Project Manager, Director, DOP, Editors)? Should responsibilities for each member be detailed?

Yes, Overview of duties for every team member.

54 Do you require a dedicated on-site coordinator or project manager to be named in the proposal for shoot-day supervision?

Certainly. Please examine the RFQ document located on page 27.

55 Are we required to show proof of professional indemnity, public liability, or worker injury insurance as part of our proposal?

Certainly. Please examine the RFQ document located on page 27.

56 Are we expected to provide copies of our filming or drone permits/licenses up front, or only upon award of contract?

Proof that the quoter possesses all necessary licenses and permits as mandated by local regulations (refer to DOSAR 652.242-73 in Section 2). Please submit a copy of the licenses and permits.

Examine the RFQ document on page 27.

57 Do you require sample work or proof of past projects to be submitted in a specific format or limited to a certain number?

A compilation of clients showcasing their previous experience along with performance data and references from the last three years. Please refer to the RFQ document on page 27.

58 Should the bid price include lodging for the key staff who need to be deployed to the Embassy in Abu Dhabi and other locations in UAE?

The contractor is fully responsible for all lodging, transportation, and related logistical costs. These costs must be factored into the overall bid price. Separate reimbursements will not be provided.