RFP Video Production Questions and Answers

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Geoffrey Harrison
6 years ago
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1 RFP Video Production Questions and Answers 1. Will both previously filmed footage, as well as new footage be used for video assets created under this contract? Yes, previously filmed footage should be utilized for the video assets determined under this contract. Should there be a need for new footage, EGPAF will clearly outline that in the individual task order, and appropriate resources will be specified and approved in order for that filming to occur. 2. Does the already-existing footage need to be digitized from an older tape format (BETA, VHS, etc.) or is it already in a digitized format (.mp4,.mov, etc.)? If so, how many hours of footage need to be converted? Most of our existing footage is digitized in.mov format, and unless otherwise specified by EGPAF, no additional existing footage needs to be converted to a digital format at this time. 3. Does EGPAF foresee the need to interview anyone for this video, and if so will they be outside the DC area? There is a possibility that interviews will be needed for video assets described in the contract and individual task orders. EGPAF will make those determinations and make adjustments in the budget to facilitate those types of needs accordingly. Interviews may happen in the DC area as well as in some of the countries we work (mostly in the African continent). 4. Does EGPAF anticipate the need for moderate motion graphics or animation, or will the video be mostly "live action"? Yes, in addition to utilizing existing footage that EGPAF owns, the contractor will be expected to produce all elements of the video, which may include, but is not limited to scripting, voicing, lighting, graphics, animation, audio mixing, editing, coding, and music. 5. Will EFPAF allow the edited master to be used on my website as part of a demo reel? Yes, as long as EGPAF is appropriately accredited, and footage will not be used elsewhere without prior EGPAF review and consent. 6. The RFP states, The Consultant must propose their best offer on a fixed project rate made up from menu pricing. Does this mean that the fixed project rate for each task order will be built from multiple items from the menu, or from only one? For example, on the first task order, is the fixed price expected to be based on one menu item, Production of 3 Minute Video or instead on multiple items (ex. Editing, Music, Graphics etc.)?

2 The fixed price is expected to be based on multiple menu items. It is in the best interest of the contractor to provide rates for all relevant and appropriate video production services offered. 7. Does EGPAF expect the menu pricing to include only deliverable-based items (ex 3 minute video), or only time-based items (ex. day rate for editing), or both? Menu pricing should include deliverable-based items as well as time-based items, and any other contractor project rates that are applicable and relevant. 8. Given that there are creative decisions for each project that will dictate direction and price, it can be challenging to provide a comprehensive price menu for every scenario. Does EGPAF expect some menu items will be negotiated during implementation? For example, if the menu states the cost for 1 day of editing, will we negotiate total number of editing days on a project-by-project basis? Yes, EGPAF expects menu items will be negotiated and mutually agreed upon based on individual project needs. For the purposes of this RFP, broad menu pricing is required so that we have a baseline of services the contractor is able to provide. 9. Does EGPAF expect that some elements of cost that are project specific, for example production of original music, will not be on the menu but rather will be negotiated during implementation? Yes, EGPAF expects some elements of cost will be project specific, particularly for items that may have a range of prices (music and/or stock images). These will be discussed and negotiated during implementation. 10. Are we correct in assuming that we can provide a detailed, menu pricing budget for the first task order ONLY, as there is no way to accurately budget for other video assets TBD? For the purposes of this RFP, EGPAF requires that the vendor provide broad menu pricing of services offered as well as services tailored to the first task order. Further details of the first task order are as follows: EGPAF is looking to create a short (2-3 minute) video that uses animation/graphics, existing footage, and narrated voice over to raise awareness about the challenges associated with growing up with HIV (within the global/african context) and encourage targeted action for this population. The video will talk about HIV service needs of children from infancy, through childhood, into adolescence. AIDS is now the leading cause of death among adolescents (aged years) in Africa and the second cause of death

3 among adolescents globally. According to estimates, adolescents are the only age group in which deaths due to AIDS are not decreasing. Purpose: Articulate the unique challenges that face children growing up with HIV from childhood into adolescence and promote prioritization of this population within the HIV/AIDS response. Access to and uptake of HIV counseling and testing by adolescents has been demonstrated to be significantly lower than by adults and treatment coverage rates are lower for adolescents than for any other age group of persons living with HIV. There is a lack of expertise and training in managing child s transition to adolescence and addressing the psychosocial and reproductive and sexual health needs during this transition into adult care. This video will serve to educate and inform audiences on the issue as well Audience: Broad includes general public as well as policy makers and key opinion leaders, should be substantive be still relatable to a lay audience. Tone: informative, smart and serious but not formal, too intellectual, or in the weeds 11. In the RFP, it states The future task order contract would cover multiple video assignments of varying scope during the contractual period, where each assignment within a fixed deadline, defined by the nature of the task, agreed to at the beginning of each assignment. Since there will be a variety of projects with varying levels of scope, what is the best approach for contractors to develop a pricing schedule? Labor categories and rates? The best approach for contractors to develop a pricing schedule would be to include both labor categories and rates, as well as any other prices for services that can be provided that fit under pre-production, filming, postproduction. 12. One of the services states potentially filming in various locations as necessary... When developing a pricing schedule, how should contractors handle the pricing of equipment since depending upon the complexity of a production, the equipment can vary quite a bit? Filming in countries where EGPAF operates (mainly within the African continent) may be required and will be mutually agreed upon. For the purposes of this RFP and the first task order outlined, EGPAF requests a range of prices for all equipment that may needed within various contexts. 13. The Foundation responsibilities states EGPAF will host regular meetings with contractor during contract period. Are these regular meetings going to correlate with specific task orders or will there be a maintenance contract in place?

4 The contractor will be expected to be in contact with EGPAF staff throughout all phases of project execution, meeting as needed in person or by phone or , providing weekly written progress updates. These regular meetings will correlate with specific task orders unless otherwise specified. 14. The RFP states, The anticipated contract will be for a term of one (1) year with two (2) additional years which may be exercised at EGPAF s option. Respondents should also respond with pricing for two option years or note is pricing will remain the same. Since pg. 2 requests a fixed project rate and equipment, etc. to all be included, what is the expectation for outlining pricing for up to three years? Respondents should provide menu pricing for pre and post-production services for a one-year contract, and EGPAF will work closely with the selected vendor to develop budgets for any following years at EGPAF s option. 15. Background music was listed as a requirement. For items like this, how will they be handled once a Task Order is generated? Will this be a menu item handled as a reimbursable expense? Music can vary greatly depending upon the artist, licensing structure, etc. Any music utilized for video will be a reimbursable expense by EGPAF once we have a mutually agreed upon pricing structure for specific and contextual music needs. 16. Can you define what structure will be in place to define agreed delivery or completion dates and whether it s the fault of the Contractor? In many situations, dates shift in production due to factors such as weather, client review processes, etc. Based on the individual task order issued after the contract is in place, the contractor will develop a timeline based on the needs of the project for EGPAF s review and approval. In any situations where production dates shift because of unforeseeable circumstances, or client review delays, EGPAF will work with the contractor accordingly to adjust the timeline and indicate in those instances that it is not the fault of the contractor. EGPAF shall have the option to suspend or terminate this Contract or any Task Order issued hereunder at any time in the event the Contractor materially breaches any of the terms and conditions set forth herein. EGPAF may hold the Contractor liable for reimbursement of expenses incurred due to said fault, and any penalties, damages or interests, which are incurred by the EGPAF as a result of said fault. Any such expenses may be deducted from

5 any sums due to Contractor, and Contractor shall promptly pay any deficiencies upon demand of EGPAF. 17. In the Evaluation Criteria, there is a request for references. Do you have a timeline for when these references will be contacted? Our references are important to us and we d like them to be aware of any upcoming conversations. If a prospective vendor meets our selection criteria and moves on to the next level of review in our process, we will inform them when we will be contacting their preferred references. This will fall accordingly within the timeline noted in the RFP. 18. Is EGPAF looking over the requirements, are you looking for a comparative bid or competitive. EGPAF is seeking a competitive bid for the purposes of this contract. 19. Has EGPAF used a video production vendor in the past? Yes, EGPAF has utilized a various types video production services in the past.

REQUEST FOR PROPOSALS #0185A

REQUEST FOR PROPOSALS #0185A MEDIA RELATIONS CONSULTANT In support of ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION (EGPAF) 1140 Connecticut Avenue, NW, Suite 200 Washington, D.C. 20036 Firm Deadline: Friday,