RFP 20230125 Questions-Answers Addendum final.pdf

ADDENDUM

Date: September 25, 2023 Subject: RFP 20230125 - Product Images

RFP Number: 20230125 Due Date/Time: October 10, 2023, 10:00 a.m. ET Addendum Number: 1

To All Offerors:

A solicitation “Addendum” is defined by the Commonwealth of Pennsylvania as an addition to or amendment of the original terms, conditions, specifications, or instructions of a procurement solicitation (e.g., Request for Proposals or Request for Quotations).

List any and all changes:

• Attached are questions received as of 10:00 AM, September 18, 2023, along with the

PLCB’s responses.

For an Offeror to be considered, the Offeror must:

• Contact Issuing Officer Betsy Novelli identifying an email address to be granted access to upload files to a OneDrive folder established by the PLCB.

• After being granted access to the OneDrive folder, the Offeror must upload a single copy of each of two separate electronic files (the technical proposal and the cost proposal) by 10:00 AM ET on October 10, 2023.

• All proposals must be properly signed, per the signature requirements of the Pennsylvania Procurement Handbook.

Except as clarified and amended by this Addendum, the terms, conditions, specifications, and instructions of the solicitation and any previous solicitation addenda, remain as originally written.

Respectfully, Name: Betsy Novelli Title: Issuing Officer Phone: 717-257-6158 Email: enovelli@pa.gov https://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2031%20Contract%20Signatures.pdf https://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2031%20Contract%20Signatures.pdf mailto:enovelli@pa.gov

PRODUCT IMAGE

PLCB RFP# 20230125

Questions and Answers

Q1. How would you like the metadata delivered, as an XMD file that is associated with the product image?

A1. The metadata should be delivered as a CSV (Comma Separated Value) file.

Q2. What is the PLCB using the requested photos for?

A2. The RFP (see, for example, Section I-3) indicates a number of potential uses for the images, including but not limited to online display, sales and marketing materials in various media, and email marketing. The solicitation, and the license grant required in Section I-3, however, do not contemplate a limit to the nature or extent of the uses for the images.

Q3. Will other Employees of the chosen Company have access to the PLCB’s IT facilities?

A3. The Contractor will not have access to the PLCB’s IT facilities.

Q4. Will the PLCB expect change orders that may require a different lighting set up or different overall appearance of the product in the image to be retroactive to the entire project?

A4. The PLCB requires the images to be consistent and label legible, which can require different lighting techniques. For example, a dark bottle with red wine may require different lighting than a clear bottle of vodka. The PLCB will depend on the expertise of the vendor to achieve this requirement. The PLCB does not have any current plans to change this approach or ask for the entire catalogue to be reshot requiring additional lighting needs. Should that need arise during the term of the agreement, the PLCB expects that the selected contractor will be open to negotiating the timing of those added requirements.

To be clear, re-photographing the entire catalogue or re-photographing images that meet requirements is not being contemplated in this RFP.

Q5. When filming at East Greenville fulfillment center, will product be organized ahead of time and have one of each pulled for us to shoot on the days we are there, or will you need our team to walk around and pull the individual product same day? This may affect the time requirements and how many products we can shoot per day.

A5. All items are pulled by PLCB staff and will be ready to shoot.

Q6. The RFP mentions on average 250 products per month for 10 months (no shooting in November/December), and the contract to last an estimated 3 years. Are you looking for an estimate for the full 3-year period or annual or monthly?

A6. Please see the Cost Submittal at Appendix D. Prices are requested for the base term, and for the optional renewal years, by Product.

Q7. Should we budget to provide finished, single aspect ratio, cropped and color sweetened still files for use as-is or supply all Raw photos for PLCB to handle photo editorial?

A7. As stated in Part IV-1, the flat-per Product rate includes editing of the images. To be clear, images should be finished, cropped, edited, etc before sending to PLCB for approval. The PLCB will not handle photo editorial.

Q8. For the list of sample images, we are to provide, what is an acceptable “accessory” to photograph? (You mention an accessory, but we were not sure precisely what this meant.

A8. Please see below for examples of accessories

Q9. In Part 1, I-10 B, you state, “Each electronic proposal shall consist of the following separate electronic files” and go on to list the Appendices. But just after, you state, “1. Technical Submittal, in response to Part III, including the following complete, signed Appendices:”. With regards to your use of the word “including” does that mean that the forms should be integrated into the Technical Submittal document? Or that each can be submitted as separate files? Just want to make sure we follow your preferences.

A9. They may remain separated documents if necessary. It is convenient but not required for them to be integrated into one document.

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