Solicitation USAGM-21-Q-0005 - Q and A.docx

Solicitation: USAGM-21-Q-0005 Questions and Answers:

Q #1: Have all five episodes summits been identified? If so, could you please provide for our early research? Will VOA be responsible for all non-English translation?

A: Not all featured summits have been identified. The awardee will coordinate which summits to be featured post award for VOA’s approval. VOA will be responsible for all non-English translation.

Q #2: Could you please tell me if this is a new requirement, or if there is a current or previous contractor who has performed similar services? If available, can you please send along the incumbent contract or task order number?

A: New requirement no previous contractor has performed these services.

Q #3: What is the estimated total number of 5-episode mini-series?

A: At this time the Agency has identified the first five episodes related to presidential summits. The next five episodes mini-series will have a different topic. The total number of mini-series are undetermined.

Q #4: For Options 1 and 2, what is the number of videos per option?

A: Each option issued under each delivery order will contain five episodes.

Q #5: What is the estimated number of additional episodes beyond the initial 5?

A: Unknown at this time. It can be optioned for 10 more episodes.

Q #6: Is the application of the current CPI to the base year price acceptable for quoting Options 1 and 2?

A: This is up to the offeror; However, the government anticipates the same level of effort for future episodes.

Q #7: Can global interviews (interviews around the world) be conducted via Zoom or similar technology?

A: In person interviews are required.

Q #8: What is the number of anticipated SMEs?, and preferred honorarium per subject matter expert?

A: The number of SMEs (Subject Matter Experts) is at the offeror’s discretion to support the content of the episodes. Honorarium is also at the discretion per SMEs-the offeror shall present a firm fixed price per episode inclusive of all costs. However, VOA does not pay for interviews which is general news industry standard.

Q #9: Do we anticipate developing a script / storyboard for the 25-minute explainer, AND a second script / storyboard for the standalone 3-minute short version?

A: Yes, because of the markedly different structures, both forms will need their own scripts. The 3-minute version is NOT an excerpt of the long version. That being said, elements from the longer explainer can of course be incorporated into the standalone 3-minute script.

Q #10: Is there an incumbent vendor for miniseries or is this format new for VOA?

A: Refer Q #2

Q #11: Did any vendor / contractors outside of VOA help with conceptualizing this series, and if so who?

A: Refer Q #2

Q #12: Is there a ballpark estimated budget that could be disclosed?

A: No. We don’t disclose that. The offeror shall prepare a firm fixed price cost estimate per episode to meet the government objective.

Q #13: Could VOA provide an episode budget from different series it commissioned?

A: Prices are too varied to provide.

-Q #14: Should the fixed price be broken into production phases or itemized in any way?

A: No. The government may ask for a price breakdown should there be a question about the cost reasonableness.

Q #15: Are the first 5 episodes all with the topic of Presidential Summits? Has there been discussion for how each episode will be thematically organized and if so how?

A: Yes. The first five episodes will be on unforgettable presidential summits. Please submit a proposal detailing how each episode will be formatted and your vision for each episode’s theme.

Q #16: The RFQ states Concept will be a major factor in determining the award. Should that go in Volume 1 or 2? To what extent should we be conceptualizing approach and content versus what's already been developed? For example, the first 5 episodes topic has been specified as Presidential Summits, has VOA specified the subtopic and theme for each of those 5?

A: Concept should go to volume 1. Please submit a proposal detailing how each episode will be formatted and your vision for each episode’s theme.

Q #17: About how many interviews is VOA expecting per episode?

A: Number of interviews is hard to stipulate but they will have to be sufficient in number to provide original, accurate, balanced information in narrating each topic.

Q #18: The solicitation notes "some interviews from around the world". Could VOA specify how many international interviews per episode and where?

A: It depends on the topic. Interviews should be used to give more context to the story and deliver insightful information. The total number of interviews cannot be specified before seeing the proposal.

Q #19: Could VOA provide any more details to which extent original footage should be filmed and the extent of travel and locations expected per episode?

A: Experts and summit related personality interviews are expected to be original. The procedures for obtaining an interview is at the vendor’s discretion to support the content of the episodes.

Q #20: About how much original animation is VOA expecting per episode?

A: Original animation is expected as visual information wherever it is needed throughout the episode to support the context of the episodes

Q #21: The production schedule looks to be a little tight if factoring up to 2 weeks for VOA reviews. How long will VOA review turnaround be and is that factored into the schedule in the solicitation?

A: The review process can take as fast as 1-2 days and no longer than a week.

Q #22: How many reviews will there be from initial rough cut to final delivery?

A: up to 3 revisions are expected during normal review process under the condition the vendor follows and implements all of VOA’s notes for each revision.

Q #23: The solicitation says a minimum of 2 video clips of past work, is there a maximum number of video clips and/or maximum runtime of past work?

A: Maximum four.

Q #24: Page 9 of the RFQ states that the offeror should present a concept for how we would create this series – which volume should contain our concept and can you give an idea of how much detail is desired for our concept at this bid stage?

A: Volume 1

Q #25: Pages 9 & 10 of the RFQ refer to Volume I and Volume II and then refer to the “Price Proposal” – can we assume that this should be Volume III?

A: Yes price proposal can be on volume three.

Q #26: Can the VOA provide any further detail on how we should structure our price proposal, level of detail, etc.

A: No one firm fixed price per episode should be presented in your price proposal. The government may ask for a price breakdown should there be a question about the cost reasonableness.

Q #27: Can our video samples of work be provided online via a private Vimeo download link? If not, what platform should be used?

A: Yes Vimeo/Youtube is fine. Please include any passwords needed to access the files.

Q #28: To help in our approach to pricing, we would like to clarify this: The specific example given in the RFQ of the YouTube-available “Vox Explained: Admit it. Republicans have broken politics” – which is an engaging and compelling video, but has relatively low production values – i.e. the host seems like he could have been filmed using a smartphone, the story is built almost entirely of news footage, the graphics are basic (yet effective), and there is little to no color correction. Many of the episodes of “Vox Explained” on Netflix have a much higher production value, with more refined animations, much higher “technical quality” interview footage, sound design and color correction. In other words, while both approaches can be very effective, the YouTube episode had a significantly lower production budget than the Netflix episodes. Can the VOA be more specific about which of these approaches the producer should pursue in order to help us more accurately create our budget?

A: The Youtube link was provided because is publicly accessible. Production quality should mimic the Netflix version.

Q #29: Are there any page limits on any of the volumes?

A: No more than 20 pages.

Q #30: Will the awardee have access to any US AGENCY FOR GLOBAL MEDIA / VOICE OF AMERICA video archives or will all video licensing costs be at the sole expense/discretion/sourcing of the awardee?

A: Yes, in coordination with VOA, the awardee will have access to VOA archival material.

Q #31: Since this is a FFP is pricing expected to be submitted on a per episode breakdown, or would you prefer a more detailed line-itemed breakdown of production costs?

A: Price breakdown should be on a per episode basis.

Q #32: Under "deadlines" the production workflow is detailed as Episodes 1 and 2 final cuts being delivered 75 days after award. Is that correct?

A: That is correct.

Q #33: In the sample provided (Vox: Explainer) the Expert Interview is captured remotely via zoom-style platform. Is that the expectation for the expert interviews included in the episodes we produce?

A: Interviews are expected to be in-person interviews unless otherwise agreed to by VOA.

Q #34: We’d like to confirm that we are to submit a firm-fixed price offer for the initial 5-episode series only?

A: Yes.

Q #35: “ All proposals must provide a clear demonstration that the Offeror’s concept for the documentary series will enhance the target audience’s understanding of the selected topic Presidential Summits…”. Since the RFQ specifies a style similar to the Vox Explained series, can you clarify what additional conceptual information you’re seeking from contractors in our proposal?

A: Proposal must demonstrate in their own terms their documentary’s themes, topics, and concept. Even though Vox Explained series is the model, the details the offeror provides themselves to implement this will be a part of the evaluation.

Q #36: Interviewees:

Can you clarify whether the series will be host-driven with additional expert interviews for each episode, or will each episode be driven by a single expert interviewee (no host)?

Are potential interviewees and their locations unknown at this time? Can you provide a tentative list so that we can budget appropriately?

Should we budget for in-person interviews or remote interviews? If remote, should we budget for a remote camera/lighting package or is a skype/zoom interview OK, for example as seen in Vox Explained: Admit It. Republicans have broken politics.

A: The series is conceptualized as a narrator- or host-driven series with additional expert interviews. Potential interviewees and locations are unknown and depend on proposals put forward by the offeror and review by VOA. Budgeting for in-person interviews should be undertaken.

Q #37: Audio:

Assume videos will have a stereo audio mix?

The Deliverables List specifies 6-8 discrete audio tracks for the clean version — can you specify what the 6-8 discrete audio tracks are?

A: 6-8 discrete audio tracks are needed for a clean version.

Audio Tracks 1: Interview Audio Track 2: Narration (we don’t use narration so it can be used for interview audio as well) Audio Track 3: Nat Sound Audio Track 4: Sound effects Audio Track 5: Music Audio Track 6: Music

Q #38: Music: Is needledrop music acceptable or is an original score required?

A: it doesn’t have to be an original score.

Q #39 Rights/permissions: In order to budget properly, which rights will be required for music, graphics, stock images, and stock footage?

A: Global rights.

Q #40: Is there a budget range or max?

A: Refer question #12.

Q #41: Was there a previous series? If so, who was the contractor who produced it and is there link we can view?

A: Refer question #2 Q #42: On page 11 in section Price, under (b) Options - Could you clarify what the word options refers to? For example, does options refer to the ability for our proposal to include a base per-episode price with options (i.e. add-ons) to increase the base episode scope and complexity?

A: Option refers to the future decision by the government whether to acquire more episodes/content beyond the base agreement of five episodes.

Q #43: Is it acceptable to propose multiple concepts and scopes in the bid or is the expectation that a vendor submits only one base concept with the ability to add options to increase the base concept?

A: Proposals should submit one concept following the guidelines in the solicitation.

Q #44: Is there a per episode do-not-exceed cost we can be mindful of? For example, with each episode involving international interviews, there are production approaches involving high caliber shoots and travel as well as production approaches involving international subcontractors to assist with a leaner international interview; removing significant travel costs.

A: We don’t disclose that. The offeror shall prepare a firm fixed price cost estimate per episode to meet the government objective.

Q #45: The target audience is identified as young adults between the ages of 18-34. Is there any viewer/user data or metrics we can be mindful of when building our recommendation and approach for this audience? For example, are 50% of these target audience viewers targeted in continental Asia or Europe?

A: The target audience is potentially very geographically dispersed and we cannot define precise metrics to their geographic breakdown.

Q #46: When can we expect answers back to our questions and from the questions of other vendors?

A: July 13, 2021

Q #47: Does the USAGM expect the contractor to capture any overseas footage, or will it all be domestic? If overseas capture is required will the USAGM assist in securing international locations? Would USAGM like to see foreign leaders interviewed for the series? If so, will USAGM assist in securing their participation and do these interviews need to be filmed in each given country?

A: No, USAGM doesn’t assist the offeror in securing interviews. However, a letter that lists the purpose of the interview cab be provided.

Q #48: Page 5: Delivery Components / Delivery Schedule: 45 days are designated for Outline and Production Plans for Episodes 1 & 2. Given that Eps. 3 & 4 and then Ep. 5 only have 10 days for Outline and Production Plans, are we to assume part of the original 45 days will be used to plan those later episodes since there will probably be some content overlap?

A: Yes

Q #49: The relatively short amount of time between submitting the Outline / Production Plans and the Final Scripts implies writing the script before shooting the interviews. Since narration track is written around soundbites, and soundbites drive the story arc in documentaries, is it possible to rearrange the timeline so that our outline and our production plans can be submitted for approval early in that 45-day period, allowing us time to film primary interviews and b-roll prior to scripting?

A: Yes

Q #50: Please share the target budget per episode package (including the 25:00 and the 3:00 version).

A: Refer Q 12 &40

Q #51: Can you confirm the FFP is for a full five episode run? Should vendors provide a total cost per episode package that leads to an FFP for the full 5-part series?

A: Yes

Q #52: Are past performance samples acceptable from any of the Key Personnel?

A: Yes

Q #53: Will the government accept past performance samples by the selected content expert/producer that were not produced with the vendor’s assistance?

A: Yes, under the condition that the expert/producer will be a part of the production team for the series.

Q #54: Page 11, 3. (b): Please explain what is meant by the balance between the total price for all options and the basic requirement.

Please define the options.

A: Refer Q #12

Q #55: Within what budget range would USAGM/VOA like this 5-part series?

A: Refer Q #12

Q #56: Will USAGM/VOA assist with securing potential SME’s, guests, interviewees that are current or former government officials?

A: Refer Q #47

Q #57: Are honorariums for potential SME’s, guests, interviewees to be included in the budget or are they handled separately?

A: Refer Q #8

Q #58: Given that the program will be made available in multiple languages, is foreign language translation and subtitling part of the requirement or is that being handled separately?

If part of this requirement, what languages are needed?

A: None. VOA will handle all translations.

Q #59: Can past performance samples be submitted as online review links or do separate video files need to be sent as part of the response?

A: Refer Q #27

Q #60: What vendors has USAGM/VOA worked with on similar projects in the past?

A: Refer Q #2

Q #61: Please confirm that any vendor who submits questions will receive questions/answers for all that were submitted from any vendor.

A: Yes, through SAM.GOV

Q #62: Can you extend the deadline for responses to 9am (eastern) on Monday July 26, 2021?

A: Extended – July 23-2021.

Q #63: Has VOA done videos like this before - If yes, can we see previous work?

A: Refer Q #2

Q #64: If there is no previous work, besides the Vox/Explained reference, are there other samples of work you like?

A: the Vox/Explained series is the primary model on which to base the concept for this series. However, examples that show the production quality can be submitted.

Q #65: Who is the audience, and what is the intention of these videos? Is there a “Call-To-Action”, or is it just to inform/educate/entertain?

A: Refer Question #45. Audience is potentially all those in the age range that VOA targets globally. Please see VOA’s home page to gain an overview of VOA’s mission statement and all the regions and groups that VOA targets.

Q #66: How will the end-user/viewer find these? Where will these be posted?

A: The series will be mainly seen on VOA+, VOA’s OTT platform and other USAGM media.

Q #67: Is there a brand guide, and/or a design package that should be used?

A: Yes, the VOA brand guide and design package are available.

Q #68: Is the host already selected, or will we cast for a host? Will the host be union or non-union?

A: No host is already selected. Host casting will be done by the offeror

Q #69: Will VOA give casting specs for the desired host/VO talent?

A: Host casting will be done by the offeror. However, VOA would like to participate in the final selection.

Q #70: Is there specific music that needs to be used, or are we expected to use stock?

A: no specific music is required, stock is acceptable.

Q #71: Do you want production value by shooting on location or shooting the host in a location?

A: Refer to Qs #18-19.

Q #72: Are we expected to shoot original international footage (interviews, b-roll, etc./other)?

A: Refer to Qs #18-19.

Q #73: Do you like/want irreverence and fun in the writing and the host?

A: The series is targeting a young audience; however, the writing must be relevant to the topic.

Q #74: Do you want a big name/famous host?

A: Selection of host and the extent of their name-recognition is up to the production company.

Q #75: Are you willing to make some episodes shorter? (25 min feels too long for the desired 18-34 target audience.)

A: No. The 3 minute version will serve the digital platforms.

Q #76: Are you interested in re-creations?

A: no, all footage should be original and archival in nature.

Q #77: Are you interested in creating titles that are more engaging? 10 Things you never knew about Yalta. Everything You Need To Know About The Middle East Peace Talks in 4 min. Top 5 Reasons the Camp David Accord Was Successful

A: Discussions and strategies on titles and other matters will be discussed in the draft/review process and the offeror can expect input from VOA. In general, engaging titles are welcome.