Q and A 01132023 58100-00005364.pdf

OB S-58100-00005364

Oregon Buys

Oregon Indigenous Languages Documentary Film Project

S-58100-00005364

Questions and Answers

1. What is the projected completion date for the finished film?

All work must be completed by June 30, 2023, meaning a complete documentary film of 60 to 90 minutes is ready to be shared with the Tribes, Oregon Legislature, Office of Indian Education, and interested stakeholders.

2. Does this video want to include multiple seasons of footage?

Multiple seasons is not required. It is up to the film maker to utilize archival footage and photos which may show different seasons.

3. Section 2.4.2.3.2 mentions the nine federally recognized Tribes in Oregon that would be part of this documentary. The section implies there will be one main final deliverable, being the main documentary, and video formats requested by each Tribe. Could you clarify the definition of video formats in this instance? Is this referring to delivering a main documentary in various resolutions and frame rates? Or would each Tribe receive a video specifically on their Tribal material in the film, a mini documentary for each Tribe per se? Furthermore, the individual interviews that are to be returned to each Tribe, would this be the interview in its entirety or are these to be edited in a way to make them a standalone piece?

The Office of Indian Education would like the individual interviews to be preserved and provided back to the respective Tribes. This could be as simple as raw footage. Each Tribal Nation will be provided with a full final copy of one 60 to 90 minute documentary.

4. How much of the film or interviews will be conducted in languages other than English?

Will we need to include translator fees as a part of the cost response?

None of the interviews will be conducted in any language other than English.

5. In reference to 3.4.4, Costs, page 9, is there a budget range/limit that has been determined?

The Office of Indian Education anticipates a budget of at least $110,000.00 or more. The final cost will depend on the length of the documentary film and necessary expenditures to meet that Project goal.

6. The solicitation requested the production of a 60 to 90 minute film. What will determine the total running time for this documentary? The anticipated length of the film impacts every level of the project scope.

The Office of Indian Education will defer on the determination of the final length of the film to the successful Proposer. That said, a 90 minute film would probably showcase each of the 9

Tribes better than 60 minutes. OEI anticipates it will cost more for a documentary that is 90 minutes in length. 60 minutes means 60 minutes of actual footage plus time for introduction and credits. Same with a 90 minute film, which means 90 minutes of actual footage plus time for intro and final credits.

Proposer may, if they choose, submit two budgets for a 60 minute and a 90 minute documentary film in one single Cost proposal. Costs will be scored on the higher amount.

7. Will preference be given to proposers who have indigenous members as part of the team to offer culturally sensitive approaches to this project and to help conduct interviews?

While an indigenous member would be a great addition to the Proposer team, it is not included as part of the preferences or the scoring rubric. The Office of Indian Education expects all interactions with the 9 Tribes to be culturally sensitive regardless of Project team membership.

8. In section 2.4.2.2.2 the solicitation indicates that the filmmaker must include music, song, or other musical requests as provided by and requested by each Tribe. Does this mean there will be assets provided that will be made of use to the filmmaker? Will these assets be clear to use regarding copyright and royalty, or will the winning proposer be required to secure clearance for these items?

Tribes may have archival footage they wish to share; that decision is up to them. Tribes have been briefed about and advised regarding the overall view and content of the final documentary film. The Office of Indian Education will assist in setting up in-person interviews.

Tribes do have archival photos and have been invited by the Office of Indian Education to share them with the film maker. The decision to share is entirely up to the individual Tribes.

Tribes do have song recordings they may wish to share, that decision is up to them.

Any archival records, film footage, interview recordings, song recordings belong to the Tribes and must be returned to them.

If there are other recordings or non-stock photos acquired which need copyright releases, these releases must be handled by the contracted film maker.

9. In section 2.4.2.3.3, will there be historical, archival, or other media made available to the winning bidder for use in this documentary?

Tribes may have archival footage they wish to share; that decision is up to them. Tribes have been briefed about and advised regarding the overall view and content of the final documentary film. The Office of Indian Education will assist in setting up in-person interviews.

Tribes do have archival photos and have been invited by the Office of Indian Education to share them with the film maker. The decision to share is entirely up to the individual Tribes.

10. In section 2.4.2.2.5, are there examples of other animated graphics and animations similar to what is being requested?

Tribes may have examples of animated graphics and animations. It is up to the individual Tribe on whether they choose to share. The Office of Indian Education does not have these materials, but can assist with working with the Tribes.

11. In section 2.3.2, there is a sentence mentioning data-driven priorities. Is this data readily available?

Data will be provided to the successful Proposer as part of the services Contract.

12. In section 2.3.4, what are the key metrics that can be expressed to aid in solidifying the narrative of success in the Tribal language preservation efforts?

Studies have shown that providing local Native languages in public schools substantially increases the success rate of Native students. There are concepts embedded in Native languages which are not translatable into English. Language is culture, it is medicine, it is religion, it is communication since time immemorial and continuing into the future. Oregon Tribes are committed to preserving, protecting and promoting their languages within, and sometimes outside, their own communities.

13. In sections 2.4.2.1.1 and 2.4.2.1.2, are the dates outlined in these two sections additive?

As in to say 2.4.2.1.1 covers 9-18 business days and 2.4.2.1.2 an additional 9 business days, totaling 18-27 business days? Or, is this meant to be filmed over 9-18 business days?

The Agency wants the successful Proposer to complete all filming in as brief a timeframe as possible. As with any project like this, and due to the short time frame, it is projected that filming on 9 Tribal locations will take no more than 27 complete business days.

14. In section 2.4.2.1.3, is it possible to introduce other interviews into the documentary as well? External Tribal language experts, Professors of Linguistics, etc.? Furthermore, is the number of interviews at each site up to the discretion of the film makers or primarily the discretion of the Tribe?

Yes, external Tribal language experts or linguistic experts could be included as part of the documentary film. Each Tribe will provide up to 2 (two) designated speakers for this Project.

The Office of Indian Education will assist in setting up these meetings and film schedule, if needed. It is vital that each Tribe receive equal screen time.

15. 5K is not a standard delivery resolution. Was this perhaps meant to read a 4K?

Additionally, there is a significant difference between HD and 4K or UHD resolutions.

Could you clarify the desired delivery resolution? Depending on the desired distribution channels, there would also be a question of frame rate, could you also speak to that?

The Office of Indian Education relies on the successful Proposer to meet current professional industry standards; OEI will defer to the expertise of the film maker to meet the requirements of one 60 to 90 minute documentary that can be shared on multiple platforms. Make sure to include in the Proposal the resolution that will be used for the final product.

16. In section 2.4.2.2.3, can you speak to the availability of archival footage in the possession of the Tribes and the Agency, as well as, what format archival footage is generally available in, film, VHS, slide negative, etc.?

While some Tribes may wish to have archival footage shared during their portion, others may not. The Office of Indian Education will defer to each Tribe to share their vision of their work.

ODI does not have access to any Tribal archival footage, but has offered the opportunity for all Tribes to share archival footage and photos if they wish it to be included in their portion of the final documentary film. Tribes will provide an opportunity to specifically share areas in their communities they may wish to have filmed and included in the footage, or music played by local Native musicians.

17. In reference to 2.4.2.1.2, Scope of Work, page 5, for the purposes of budgeting, which of the 9 Tribes and locations will be chosen to film in person?

Each of the 9 Tribes must be interviewed and included in the final documentary film.

18. In reference to 2.4.2.1.4, Scope of Work, page 5, do you mean 4K instead of 5K?

The Office of Indian Education will defer to the expertise of the chosen film maker as to the quality and resolution of the final documentary film. We are not experts and need this information in the Proposal submitted by the Proposer.

19. In reference to 2.4.2.2.3, Scope of Work, page 5, does the Agency of Tribes have any stock material and/or archival video footage?

Tribes may have archival footage they wish to share, that decision is up to them. Tribes have been briefed about and advised regarding the overall view and content of the final documentary film. The Office of Indian Education will assist in setting up in-person interviews.

20. In reference to 2.4.2.2.5, Scope of Work, page 5, does the Agency of Tribes have any archival photos?

Tribes do have archival photos and have been invited by the Office of Indian Education to share them with the film maker. The decision to share is entirely up to the individual Tribes.

21. Is there a treatment for the film, and if so can you share it now?

We are not certain how to answer this question. Define treatment.

22. Is the vendor responsible for scriptwriting?

Yes.

23. What is the schedule for this project? When is final delivery of the film expected?

See Answer to Question 1.

24. Can you please explain the 4-month duration of the contract? It is not reasonable to expect full development (treatment, script, filming, editing) of a 60-90 minute documentary in four months.

This RFP was posted in January with the expectation all work would be done by June 30, 2023.

The Office of Indian Education does anticipate additional expenses and time to complete in the short timeframe.

25. Have you been working with a documentary film company in developing preliminary materials for this project?

No.

26. If you have been working with a film company on preliminary materials, will that company be eligible to bid on this project?

The Office of Indian Education has not been working with a film company. It would not be allowed under Oregon Procurement Code.

27. Does the Oregon Office of Education-Office of Indian Education have existing contacts and working relations with the tribal governments expected to be involved with the documentary.

The Office of Indian Education does have many contracts and grants with the 9 Tribes, including the development of Native American curriculum for grades 1 through 12. The same 9 Tribes will be involved with this documentary film project.

28. Will all tribes be involved in approvals of the film components- treatment, script, rough and fine cuts of the film?

The Tribes may be involved in rough cuts and definitely on final cuts.

29. What is the preferred length of the film? 60 minutes or 90 minutes, that is a significant difference with respect to post-production scheduling and needs.

Please see answer to question 6. Please submit a Proposal and Cost submission that fits your availability to complete at least a 60 minute film and up to 90 minutes.

30. Is this expected to be one cohesive film? Or is each tribe to have its own section in the film?

Please see answer to Question 3. OEI expects each Tribe to have equal time within the 60 to 90 minute timeframe.

31. 2.4.2.2.4. Can you identify these platforms?

Some Tribes will want to show the film via their website. Others may want to show in local community centers, libraries, or other film-friendly venues.

32. Do you anticipate the use of reenactment or dramatic characters in this film?

No, it is not an expectation, but could be used.

33. Is Captioning required? If so in what languages?

If captioning is requested, it will be in English.

34. What bonding is required for this project?

No bonding required, but the successful Proposer will need to obtain and maintain the insurance liability limits stated in the Sample Contract, Exhibit B.

35. Does the Oregon licensing need to be in place at the time the proposal is submitted, or can it be completed as part of the contracting process?

Per 4.2.3 Proposers do not need to be registered with the Oregon Secretary of State to submit a Proposal, but if selected needs to submit an Oregon SOS State Business Registry number.

36. Can follow-up questions be submitted once the first round of questions is answered?

Yes, if further clarification is needed.

37. Is the four-month filming and post-production schedule mentioned in the solicitation flexible for contingency time, e.g., weather can affect filming timeline, and rounds of feedback across the nine nations can extend the post-production/rounds of review timeline.

The film must be completed by June 30, 2023. The scheduling is up to the successful Proposer with assistance from the Office of Indian Education.

38. Has any previous work been done to bring each of the nine tribal nations together to inform them of and align on the goals for the documentary project?

Please see answers to Questions 8, 10, 15, 16.

39. How will each nation be expected to contribute to the project throughout production and post-production?

Each Tribal Nation has been contacted regarding this film Project and will contribute as much information that is available and allowable by the Tribal Councils. Please see answer to Question 8.

40. Are you open to an alternative format option, such as shorts for each of the tribal nations?

Only within the context of the 60 to 90 minute completed film.

41. Do you have a maximum budget you are working with?

The Department of Justice must review and approve all Contracts over $150,000. OEI does not anticipate DOJ review.