Amendment 0002 Solicitation 08-14 Q A's Educational Filmpdf.pdf

Questions and Answers (Q & A’s) RFP 08-14 Educational Film

Q1: Will supplying work history of the team rather than the company be sufficient?

A1: Yes.

Q2: I intend to submit two bids one of high quality, the other low cost, is this acceptable?

A2: NO. NEA will rank offerors from best to worst by making paired comparisons, trading off the marginal differences in capability and price. If one offeror has both the better capability and the lower price, then that offeror will be the better value. If one offeror has the better capability and the higher price, then the technical evaluation panel will decide whether the marginal difference in capability is worth the marginal difference in price. If the technical evaluation panel considers the better capability to be worth the higher price, then the more capable, higher-priced offeror will be the better value. If not, then the less capable, lower-priced offeror will be the better value.

Q3: In the high quality and to a lesser degree the low cost bid, we anticipate some travel for interviews, can this cost be paid separate from the bid according to

FAR?

A3: The cost shall be all inclusive. Travel cost should be figured in your total cost and included in section B.

Q4: The document states that the agencies will provide B Roll video and still pics. Does the agency anticipate the need for the contractor to get additional B Roll footage. If so, does the agency know what locations that B Roll footage would be obtained?

A4: We do not anticipate the need for additional B Roll footage beyond what agency can provide.

Q5: Does the agency reimburse for travel separate from the bid. IE: Should we provide a bid for just the work or a bid for work plus travel?

A5: The cost shall be all inclusive. Travel cost should be figured in your total cost and included in section B.

Q6: Does the agency know the list of locations appropriate interview subjects will

be. This will help us develop our travel budget should we need to include that in our total bid.

A6: All interview subjects will be in Washington DC.

Q7: What format is the agency b roll provided in?

A7: Most will be on DVD; there may be additional footage on Beta.

Q8: Can you please elaborate on what specifically should be included in the "Work Plan" portion of our proposal?

A8: All we want is an outline of the work that will be done to meet the stated deliverables.

Q9: Please clarify on series of interviews to be conducted. How many interviews will take place and in how many locations? Where?

A9: No fixed number; not likely to be more than two or three; all in DC.

Q10: Is there anything else you can share in terms of content of this video?

A10: Not at this time.

Q11: It is mentioned that all participating agencies have archival and produced film footage. How will procurement of this footage be handled and who will pay for this procurement? Is it the job of the specific agency?

A11: Agencies will provide this at no cost; project director will coordinate.

Q12: In what format will the video be shot? SD? HD?

A12: We prefer HD but do not require it.

Q13: Will there be mandatory meetings? If so, how many?

A13: We believe a single meeting following the awarding of the contract will be sufficient; additional meetings at the request of the contractor will not be a problem.

Q14: Will there be a list of contents "menu" to be included with the video?

A14: Not necessary.

Q15: Please specify packaging of the DVDs, for example, clam shell?

A15: Clam shell is OK.

Q16: The Schedule seems very tight...can we suggest a different schedule? One that would allow more time to review the 10 national initiatives and review the footage before submitting a treatment, more time to develop a script based on interviews, and more time to do the editing?

A16: Applicants can suggest a different schedule as long as the delivery of the final cut does not occur later than specified.

Q17: How long a time period will there be until approval of each deliverable?

A17: We expect approval of each deliverable within one business day, two at most.

Q18: Can there be a script deliverable for approval before the rough-cut?

A18: Yes.

Q19: Can you tell us the formats of the existing footage or a percentage of what formats (16mm film, 35mm film, Betacam SP, digital Beta, High Definition?)...We need this information to know what to budget for transferring to a format usable in the educational video.

A19: Existing footage is mostly HD video on DVD; we can probably arrange to provide it in another format if that is preferred.

Q20: It is difficult to budget for clearing rights for the video if we do not know how much material will need to clear. How should we address this?

A20: There will be little or no material that needs to be cleared; a modest estimate should be adequate.

Q21: It says that the proposal should not exceed four pages. But does that include the copy of the Representations and Certifications (Section K)? That section takes up pages 19 to 28 of the RFP.

A21: No it did not include Sect K. This statement is modified to read “proposals should not exceed 15 pages”.

Q22: Can we submit DVD work samples with the proposal?

A22: Yes.

Q23: Section L of the RFP states that “the proposal should be no longer than 4 pages”… Will we be disqualified or penalized for submitting a longer proposal?

4 pages hardly seems like enough space to cover the required information such as references, bios, credits and resumes of our team members, awards, etc., and the Proposed Pricing Schedule. We would like to ask that this requirement be modified.

A23: This statement is modified to read “proposals should not exceed 15 pages”. Please stay within 15 pages of proposal submission.

Q24: Section K of the RFP Page 28 (k) (2) states: An offeror shall complete only paragraph (k) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov.

May we instead just simply indicate in our proposal through a statement that we’ve completed the annual reps and certs and there are no exceptions? Or, if not, could you please indicate specifically what is required with regards to Reps and Certs from Offerors who have already and recently completed this form on ORCA

A24: Yes, simply indicate in your proposal through a statement that you’ve completed the annual reps and certs and there are no exceptions.

Q25: Instructions to Offerors, paragraph (B) on page 30 of the RFP states:

“This section should answer the question: How would you implement or modify the suggested approach to achieve the desired educational film? “

What is the suggested approach that is being referenced here? We don’t find an approach in the RFP.

A25: The approach can be inferred from the deliverables; if you wish to suggest modifications you may do so.

Q26: Section C.3 Detailed Specifications states “All agencies have archival and produced film footage, still images, and/or printed materials documenting their programs, which will be made available for use in the proposed educational film.

It will be the filmmaker’s responsibility, in consultation with the appropriate agency staff, to script the film, obtain any necessary interviews, secure any necessary rights and clearances for exhibition, broadcast, and internet use (in streaming and downloadable formats) for any material used in the film that has not already been cleared for such purposes by the agencies, edit and produce a master http://orca.bpn.gov/ of the film, and produce and package 100 copies of the film on DVD.”

a. What format of DVD is requested – Standard Def or Blue Ray?

b. Do the DVDs need to be individually packaged or can they be delivered in bulk?

c. Will art work for labels be provided?

d. What format is required for the produced master of the video?

e. What are the formats of the footage being provided which are listed on page 4?

A26: a. Standard DVD; b. individually packaged; c. art work will be provided, or we will cooperate with contractor in selection of appropriate art work; d. Digibeta or equivalent; e. DVD – it may be possible to provide in other formats if contractor prefers.

Q27: According to the instructions in the RFP, we may submit the proposal electronically via Email. We are also required to submit examples of past work.

For compliance of these instructions, may we send either a link to an FTP site or attach a quick time file to the proposal’s email submission? Or must we send physical hard copies in a DVD format to you which would arrive separately from our proposal?

A27: We would like physical copies in DVD format if possible.

Q28: Other than Washington, DC, at what other locations will we be required to film?

A28: None.

Q29: Does the $80,000 figure include travel costs or are they additional.

A29: The cost shall be all inclusive. Travel cost should be figured in your total cost and included in section B.

Q30: Would you extend the proposal submission due date for at least 3 days?

A30: Yes.