CEEP 20-295 20-159_QA 30Nov20.docx

Project Number CEEP 20-295 & 20-159

ORIGINAL PHOTOGRAPHIC ARTWORK

Landstuhl Regional Medical Center Landstuhl, Germany 17 November 2020 REVISED 30 November 2020

Q&A

1. Can we apply for this RFQ with Artwork Illustration Sheets that are prepared with original photographic artwork made by professional Bulgarian photographer?

ANSWER: Yes, alternate images that comply with the PWS and Artwork Illustration Sheets may be submitted for evaluation.

2. Are we allowed to use original photographic artwork from more than one professional photographer (for example 2, 3 or even more photographers)?

ANSWER: The PWS does not prohibit the use of images from more than one professional photographer.

3. Regarding the themes of the artwork the main requirements are: nature scenes, forest scenes, garden scenes, pastoral scenes or tranquil waterscapes. For every place where the artwork will be placed there are different themes. Are we allowed to change them:

· Themes included in Artwork Illustration sheets: Serenity + Tropical paradise + Autumn Activities + Gardens + Japanese garden + Keukenhof + Seashore + Autumn

· Example of new themes to be included in the illustration sheets: Serenity + Nature paradise + Winter/Spring Activities + Gardens + Mountains/Forests + Seashore + Autumn + Tranquil waterscapes ANSWER: No, images are to comply with the themes identified in the Artwork Illustration Sheets.

4. Do we need to include 134 pictures only, or is it possible to propose more pictures for each theme and the final choice which one would better fit the project would be done by you?

ANSWER: As part of the quote response 134 images are to be identified to demonstrate compliance with the PWS and Artwork Illustration Requirements. If the Offeror submits more than 134 images, only the first 134 will be evaluated. The successful contractor may be required to provide additional images as part of the work plan process.

5. Regarding the transportation of the final products, are we allowed to use land transport because the destination LRMC is located approximately 2000 kilometers from us and transporting them with a truck would be far more cost efficient rather than commercial air freight?

ANSWER: Land transport is an acceptable shipping method provided it meets requirements listed in Section 7 of the PWS. Please refer to amended PWS.

6. Regarding the framing and manufacturing of the artwork, are we allowed to offer similar products/elements to be used or all the information in the PWS is mandatory?

ANSWER: All products/elements must comply with the requirements identified in the PWS.

7. After corresponding directly with Robin Constable Hanson, the photographer whose work will be used for this project, we learned that this is in essence a “sole source supplier” job that really falls outside the bounds of what an RFQ would usually entail. Ms. Hanson has stated that she will be the only person/party to handle her images, and that it does not seem like she is open to having her work reproduced for Landstuhl. We collaborate with artists all the time and do not necessarily have a problem with this stance. However, this would suggest that this project really isn’t designed for the open market. We are a small, independent business that has already spent several hours researching this project, and it’s a bit frustrating to feel as if our efforts have been for naught (especially since the beta.sam window for submitting questions and putting together proposals needs to happen in a rather tight window—sometimes, barely a week).

ANSWER: The Solicitation allows for alternate images from alternate photographers. Alternate images must comply with the PWS and Artwork Illustration Sheets.

8. Are images intended to be primarily sourced from the photographer linked in the document that was used for reference imagery? It's not clear to me if those images were used as placeholders / inspiration for genres in the document, or if it's intended to be the primary source of the final images.

ANSWER: Images shown in the Artwork Illustration Sheets identify the required theme and content. Alternate images by other photographers that comply with the PWS and Artwork Illustration Sheets may be submitted.

9. I'm curious about the logistics of the printing process. For something of this scale I'd normally seek to work with a single established printing partner to ensure consistency despite different image sources, especially since the printing specifications are laid out so clearly. I see however that an original signature from the photographer on the print is a requirement, which an obvious challenge if there is a single printing source and digital files are sourced from photographers in different geographical areas. Is the idea that all prints would be printed, then mailed back to the photographers for signatures, and then recollected for framing and shipment? I'm curious what level of flexibility there is on some of these guidelines outlined. I suppose also that your answer to my first question might give clarity here since the diversity in image file sourcing is a factor relevant to this second question.

ANSWER: The PWS does not identify or require a specific logistics plan in order to accomplish requirements for photographer signatures. The offeror has the flexibility to identify how best to meet these requirements. The PWS requirements for artist signatures remains unchanged.

10. Regarding photographer copyright, I need to clarify that the statement (Reference - 5.2.1) is not intended to restrict the photographer from every using the images again on any other projects and is only intended for the primary contract holder to restrict usage of the images to this project. Any additional usage would require a new separate agreement between the photographer and the vendor (my company).

ANSWER: Correct, it is not intended to restrict the photographer from ever using the images again on any other project.

11. Our suppliers for framing work in metric units. I want to make sure metric size is also acceptable. We see the metric conversions for the image sizes, but not for framing.

ANSWER: Metric equivalent for framing is also acceptable.

12. I do not see any requirement on the quantity of images per “category”. Can I assume there is not specific requirement for this and is it acceptable if our photographer does not have images in a certain category?

ANSWER: Refer to the Artwork Illustration Sheets defining the image content and theme with associated quantities and required sizes.

13. I would like to confirm “Pastoral” listed in “Categories” refers to “spirit” and not necessarily churches. Further, I would like to confirm that churches are allowed to be represented in the images.

ANSWER: Pastoral scenes refers to countryside settings/landscapes. Churches/chapels are reflected in several images included on the Artwork Illustration Sheets and are allowed to be represented in the images included in the quote response as required to demonstrate compliance with the identified concepts/themes.

14. We often used suppliers and manufacturers for projects like this. I just want to confirm they will not be considered “Subcontractors” for the sake of this contract.

ANSWER: Suppliers/manufacturers are not considered subcontractors for this contract.