RFP 250000001005 - Vendor Questions and State Response.pdf

RFP 250000001005 – VIDEO PRODUCTION - Bidder Questions and State Response:

1.

RFP, Section 1.1 General Requirements (Page 35): Are there specific demographics (e.g., age, role in education) MDE wants to prioritize in the messaging?

We will be featuring innovative educators.

2.

RFP, Section 9 Pricing (Page 48): Is there a pre-approved budget range for production services, including travel and post-production costs?

There is no specific budget range. Please submit your best proposed budget.

3.

RFP, Section 2 Video Content Requirements (Page 36): Will MDE provide finalized interview questions or story outlines, or is the contractor expected to develop these collaboratively?

MDE decides on and develops interview questions and story outlines.

4.

Is there a budget cap? Is there a target budget for this project?

There is no specific target budget. Please submit your best proposed budget.

Is there a specific budget range that you would like the project to fall within? There is no specific budget range. Please submit your best proposed budget.

5.

(page 49 of RFP) - Schedule B. Pricing Template – RF 250000001005 - Is the travel budget capped at $10,000.00? Would you like to see estimates submitted to be based on one trip per region?

Yes, the travel budget is capped at $10,000. This budget is based on required State of Michigan travel rates for hotel, airfare, milage, and meals. The budget should be adequate for all anticipated travel costs.

6.

(Page 34/49) Is the allowable mileage rate premium or standard rate?

Premium state rate if allowable.

7.

(Page 49) Schedule B Pricing Template - Do you consider the Recording (Location Crew) rates to begin when location set-up is complete? Are loading, travel to location, and set-up intended to be billed differently and do not fall under the category of a production day for the crew?

Recording happens right after set up is complete. No charge during the wait time, if there is a wait time. Broll filming can be done during this time or classroom filming can be done during this time as well.

Pre-trip loading and travel can be included in the pre-production category along with set

up. Set up time and break down time should be included in the day as set up and break down time (9am-10am & 12pm-1pm) if this is the timeframe for filming. The rate that a vendor proposes for setup versus recording is up to the vendor to determine.

8.

RFP Instructions and Evaluation (Page 2/4) – How many samples of work should be submitted?

Information is provided in RFP.

Section 1 – Proposal Preparation:

9.

RFP Vendor Questions Worksheet (Page 18) Does a company need to be enrolled with the Michigan Voluntary Protection Program?

Link to the MVPP Program: LEO - Michigan Voluntary Protection Program (MVPP)

It is not a requirement of this RFP, but the question must be answered.

10.

RFP Schedule B Pricing Template (Page 49) - Can the pricing schedule categories be line itemed/amended to be billed at different rates? Pre-production meeting and equipment preparation fall in a different category than loading and on-site set up.

We are asking vendors to provide a rate for all these services regardless if the vendor’s costs differ between pre-production meeting and equipment preparation versus loading and on-site set-up. A blended rate can be proposed based on estimated hours.

https://www.michigan.gov/leo/bureaus-agencies/miosha/employer-assistance/cooperative-programs-and-partnerships/michigan-voluntary-protection-program-mvpp

11.

RFP Instructions/Timeline (page 1) – When will applicants be notified of an award?

All vendors who submit a bid by the deadline date specified on the timeline will be notified thru SIGMA Vendor Self Service of a Notice of Intent to Award.

12.

RFP Statement of Work 4.6 "Project Management/Monitoring" (page 42) There is not a Bidder Response in "Schedule A - Statement of Work" for section 4.6 Project Management.

Do we need to agree or list exceptions on a separate line or is a bidder response required for each point?

An amendment has been posted clarifying this section of the RFP and the RFP has been updated and re-posted. Please review the amendment and respond accordingly when submitting your response.

13.

Should we estimate for 15 shoots days / year?

Depending on the location, 12-16 days a year.

14.

Will MDE schedule and provided all on screen talent for these videos?

Yes, MDE provides the educators, colleagues, students, and community members for the videos.

15.

Will we need to license music for these videos, or will music be provided by MDE? Yes, the vendor will need to license the music.

16.

Is there a need for voice over talent/announcer for these videos (in addition to on screen talent)? No.

17.

Will MDE have a producer/creative for these videos? Yes.

18.

Could you please clarify if the project duration is based on 12 months or 10 months?

Assuming the project will commence in early February and the first video will be released in March, would the project span from March 25th to February 25th and would that be for 12 videos?

The annual project period is 12 months, starting on May 1 and going through April 30.

19.

Could you provide information on the number of individuals who will be present on set for each production from the client’s side?

One from MDE and then anywhere from 4-6 interviewees.

20.

Will there be a single point of contact responsible for managing notes and feedback throughout the creative process? Yes.

21.

Will each month be dedicated to a single location? Yes.

22.

If additional locations or cameras are requested, would that constitute an overage?

No. Compensation will be provided for requests from MDE for additional or specialized equipment.

23.

Could you clarify whether the 8-hour on-location shooting time includes only the time spent filming with the participants or encompasses the entire duration from arrival to departure? For instance, does that 8 hours include setup & filming or just filming? Trying to determine if we need to plan additional hours for unload, prep, etc.

Depends on the location of filming.

A typical production day includes travel time and setup; however, some locations may require more travel time due to vendor’s distance from the location. For example, shoots in the Upper Peninsula may include an overnight stay.

24.

Could you provide an estimate of the typical turnaround time from the completion of the shoot to the delivery of the final asset? If the date and location are not finalized until near the end of the month, would this impact the post-production timeline? Alternatively, could we determine a specific timeframe and communicate that the final asset will be delivered approximately 2 or 3 weeks after the shoot date?

This information should be in the RFP.

25.

Could you provide an estimate of the typical turnaround time from the completion of the shoot to the delivery of the final asset? If the date and location are not finalized until near the end of the month, would this impact the post-production timeline? Alternatively, could we determine a specific timeframe and communicate that the final asset will be delivered approximately 2 or 3 weeks after the shoot date?

This information should be in the RFP.

26.

Approximately how many companies will submit proposals for this project?

This cannot be determined until after the RFP closes and valid submissions are determined. RFP is open to all vendors registered in SIGMA Vendor Self Service.