Questions and Answers 16NOV23.pdf

Q&A - Questions and Answers Revisions 11/16/23

Last updated 16NOV2023

QUESTION ANSWER

1. Is a local vendor preferred? 1. The evaluation factors do not have a locality preference.

2. How much on-site work is required?

2. Please refer to the PWS. It addresses on site work requirements in Omaha. The majority of the work (video creation and editing) will be done off-site.

3. How would you like your proposal/Quote submitted?

3. Please refer to the description for the solicitation in SAM which discusses Amendment 1 AND also refer to the Solicitation, pages 16-17.

4. The Key Personnel section and Price Schedule include a Facilities Information Technology Assistant and Technical Writer/Editor.

a. Were these included in error, given that this is a video production project, and if so, should we remove them from the Price Schedule?

b. If not given in error, can USACE clarify which responsibilities these individuals should have in the overall project?

c. For a video project would you consider changing the key personnel labor categories to Program Manager, Producer, Director and Editor?

They seem more inline with the tasks required.

If you will change the labor categories, will you change them on the price form too?

4. The contract may have as many or as few employees as the contractor chooses. The job descriptions are optional for the contractor and were included in the PWS to give interested bidders an idea of price range. The technical writer is recommended, but we’re really looking for creative and broadcast style writing.

5. Does USACE have any example videos you are drawn to that you could share to give us an

5. See the following examples:

Command overview product example: https://www.youtube.com/user/SacramentoDistrict understanding of the desired style and tone?

Career Diversity example: https://www.youtube.com/watch?v=DRHdXpk6PaE

6. Seeking clarification regarding the start date for production as outlined in the Performance Work Statement (PWS). The PWS states that "The Period of Performance for the three

(3) options is 90 days from 18 March."

6. Each option can be awarded individually. Refer to Page 3, General Paragraph, of the solicitation, stating the Period of Performance for the three (3) options is 90 days from 18 March 2024 ending 16 June 2024 if awarded. This assumes a December 2023 award.

7. Could you please confirm if the recording production must commence on March 18th or if there is some flexibility in choosing a start date within the 90-day period?

7. The Contractor may schedule the production time with the Public Affairs Office for anytime, there is no set date.

However, payments are made as milestones are completed and the base contract must be completed by the date specified in the PWS.

8. Should we include a drone camera and operator for aerial shots? Will we be operating near an airport?

8. Please look at Page 18 in the Solicitation for our evaluation criteria. Each company who bids will explain their technical approach, which could be the equipment you will utilize. This is a performance based solicitation meaning we do not specify the types of equipment utilized, but rather the end result.

9. Should we include voice talent to narrate the videos?

9. Please look at Page 18 in the Solicitation for our evaluation criteria. Each company who bids will explain their technical approach, which could be the narration. Also, Page 5, Paragraph 3.3 discusses narrator selection. This is a performance based solicitation meaning we only specify the end result.

10. Should we include a hair/makeup artist for touch-up before interviews?

10. Please look at Page 18 in the Solicitation for our evaluation criteria. Each company who bids will explain their technical approach, which could include hair/makeup.

11. Will there be an opportunity to scout the locations a week or two ahead of filming?

11. The Public Affairs Office does have predetermined locations, the office will welcome additional input and recommendations. If the contractor chooses to scout additional locations before filming this cost would not be paid by USACE.

12. Is the government open to combining several video projects into 1 week of filming? This could provide significant cost savings due

12. Please refer to page 8 of the solicitation. If the question pertains to options, the options may not be exercised within the timeframe of the trip to Omaha. If the options are exercised within that timeframe, the contractor may be able to accomplish everything in a single trip. However, for bidding purposes, contractors should assume a second trip to Omaha to eliminating redundant travel costs.

for the optional videos. Those costs should be included in the optional line items. USACE is willing to communicate and provide additional information to contractor as needed to aid in the contractor’s success.

13. Is the government open to doing a combination of candid interviews and scripted talking points to get the message across sincerely (all subject to approval)?

13. Please refer to page 4, paragraph 3.2 of the solicitation. USACE is willing to do candid interviews and scripted talking points.

The message will need to be vetted through the USACE Public Affairs Office.

14. Please clarify who your target audience is for each of the videos. Section 1.0 Introduction references “public information, the district’s lines of effort, operational jurisdictions, and primary geographical boundaries”.

Section 2.1 Mission Requirements references “multiple audiences”. Who are your multiple audiences? And what are your lines of effort, operational jurisdictions, and primary geographical boundaries?

14. These videos are for the internal workforce of the Omaha District, as well as for the general public. The Omaha District’s lines of efforts are so broad, that these products help our employees understand their organization better, and the same can be said for the external public. Multiple audiences can be defined as general public, internal employees, and our interagency partners. We encourage you to review our website to learn more about our lines of effort and geographical boundaries.

15. How will the Omaha District team measure the success of each video? What milestones or goals are you seeking to achieve with each narrative?

15. Success is measured in producing a technically polished professional broadcasting product, that visually excites the viewer, and the narrative helps the viewer to understand the incredibly positive contributions our District makes for our nation in critical infrastructure for civil works and national defense, commerce, green energy power generation. The shorter length videos must touch upon these points, while also making the case that the Omaha District and the communities that host our offices are great places to work.

16. How many interviewees (with USACE personnel and project partners) do you currently anticipate for the

(1) District Overview Public Information Video; and for each of the (3) District

16. On camera interviews are to be determined for the District overview. The overview will primarily be driven by narration.

The District workforce priorities videos will feature 1 to 2 USACE personnel interviews each.

Workforce Priorities Public Information Videos?

17. Will your team require shorter versions of each video to help increase social media engagement with any of your respective target audiences?

17. USACE will own the final products and b-roll from this contract, and we have the in-house capabilities to further edit this material as we deem necessary.

18. In addition to the required video production, is the government interested in a defined public affairs outreach & engagement strategy to help drive your overall audience response and increase community awareness of your impact?

If not part of this requirement, does the Omaha District USACE have something in place to address this or planning for this through a future procurement?

18. This is not a contract requirement. The Omaha District has a Public Affairs Office, and already has a strategy in place for the use of these videos across several mediums, but it is possible there will be future contract requirements.

19. For the up to (3) supplemental video options (as detailed in Sections 3.5 – 3.7), what will trigger these options (i.e., Is it your audience response to the first 4 videos? Contractor performance? Other factor(s)?

19. The primary factor will be if the Government has adequate funding.

20. How many stakeholders are involved in the project engagement, review, and approval process of the tasks and deliverables under this contract?

20. The Contracting Officer (KO), Contracting Officer’s Representative (COR), Project Manager (PM) and the Subject Matter Expert (SME).

21. How many rounds of review and feedback does your team require?

21. With a thorough and proper kick-off, we desire to see final products after two USACE reviews.

22. Would the Omaha District USACE like background music included with each video? If so, should the cost

22. Background music is not a contract requirement. It is the contractor’s decision to include it although it could enhance these products. This should be discussed in the Technical Approach included with the quotation.

proposal include the original music composition or stock library music?

23. Who is/are the incumbent(s) for any previous photography and/or video work done for the Omaha District USACE?

23. There is no incumbent. This is a new requirement.

24. If no existing incumbent(s), what companies has the Omaha District USACE worked with in the past for other video production projects?

24. The Omaha District has worked with various firms for video production over the years, and members of our staff have extensive video production experience. Guild Communications, Inc. and JEO Consulting Group are two companies we have worked with.

25. Has an Independent Government Cost Estimate (IGCE) been conducted for this project? If so, what budget (or budget range) was determined? If not, what budget range do you have for this project?

25. Yes, an IGCE has been prepared, but it will remain confidential until after award of the contract. It will be utilized internally to compare quotations too for price reasonableness. The estimated range of the contract is between $100,000 and $250,000.

26. What is the budget for this project?

26. The budget is confidential to USACE. The estimated price range of the contract is between $100,000 and $250,000.

27. Should there be a government shutdown on or after 11/17, will the deadline for responses be extended? If so, do you have a sense of how that extension will be handled?

27. No extension will be granted. The quotations are submitted by e-mail as scheduled. It is possible that evaluation of the quotations would be delayed in the event of a shutdown.

28. If Contractors have follow-up questions based on answers that come out in the first round, will there be an opportunity to submit additional questions?

28. Yes, contractors can ask follow-up questions. The Government will post updated Q&A to SAM approximately every other day.

29. Who developed the strategic communications plan that stated videos should be created?

29. Communication Strategic Planning and Public Affairs at Omaha District is the title USACE has given this project.

30. For optional videos, should travel and shoot days be included in the price?

30. It is possible the options will be exercised after the shooting for the base videos is done. Travel and shooting costs for an additional trip to Omaha should be included in the prices for the optional videos.

31. How many locations/facilities will the 3 ‘2 minute’ videos take place?

31. Assume 3 locations. We can shoot multiple videos at each location, although we may use a small portion from that location for a specific video. This saves us from making multiple trips to the same place for different videos.

32. Is Special access required for filming/photography (Ex:

reels and interviews)?

32. Security is discussed in paragraphs 7 and 8 of the solicitation on page 7 and also on page 33. The contractor is not anticipated to require access to government network so the majority of paragraph 8 does not apply. The contractor will need to be badged and escorted by USACE personnel when inside government facilities.

33. Should Past Performance information be included in the same volume as the Technical Response?

33. Yes, Past Performance, Technical, and Price can all be submitted together. This is not a formal source selection where separate volumes are typically required submitted.

34. Is there a page limitation for the Technical Response?

34. No. However, contracts are advised only to include pertinent information with their quotation.

35. Please clarify if the pricing table should be included within the same document as the Technical Response or if this should be submitted as a separate volume?

35. The Price Schedule can be submitted as part of a single document or as a separate Excel file.

36. Typically all of our pricing is presented as fully loaded rates. Is this acceptable or are vendors required to break out profit as well as G&A?

36. Fully loaded rates are acceptable and spreadsheet can be tailored to some extent although a fixed-price for each of the 7 tasks/CLINs is required. The Excel Price Schedule is the same format as the IGCE in order to facilitate comparisons

37. What type of award do you anticipate being made for this contract? T&M, FFP, Cost-Plus, or NTE?

37. Firm fixed-price. Only the total price for each of the 7 tasks/CLINs will appear in the resulting contract.

38. Outside of travel, there is no place specified to list Miscellaneous items (such as equipment – camera and lighting packages, post-production editing, graphics, and sound mix gear, etc.) or ODCs. Please clarify if vendors should add

38. Contractors can add lines to the spreadsheet.

lines in the non-labor section for these items?