1 The following questions were submitted from potential bidders to ITCA s solid waste Request for Proposal RFP EQP GAP-01. The Inter Tribal Council s responses to the questions are listed below. In 1.2 it states that "most of the footage can and will be obtained by ITCA's Solid Waste Coordinator. The editor will be provided footage by ITCA Coordinator and Tribal Environmental Staff and will edit footage to create documentary". Just reading that line, it would seem as if the scope of the project is just to edit previously recorded footage into a documentary. Also, in the Scope of Work area, it states that "ITCA Solid Waste Coordinator will film a number of sites around Arizona. They will submit a plan with deadlines on where they are going to film. Each trip, ITCA coordinator will visit with the editor and discuss the footage". But then in the Deliverables area, in number 2 and 3, it states "Film four locations Upper Grand Canyon, Grand Canyon main, Ft Mohave, Lower Colorado River for Footage" and "Interview Tribal Personnel". So would we be doing that filming since it's in the deliverables? It would be desirable for us to film everything, as no amount of professional editing can make amateur footage look good. If we are required to film, how many film days would be needed (1 a day for each location for a total of 4)? This will obviously reflect in the quote depending on how much footage needs to be shot and where. The RFP procurement process is released with the intention that the cost to produce the film will be more than $5,000. ITCA is mindful it will be very expensive for the film creators and editors to bring a crew out to film at these locations and film different areas. ITCA is mindful that it is more desirable for each company to go and film this, but with the budget given, ITCA cannot pay for the travel, time, and other expenses for crews to appear in each location and film. I was planning on including three pricing options in my bid based upon different how the scope would affect the cost. In 2.5, it states that each bidder may submit only one proposal. Can I include the three pricing options in my one proposal, or would it be considered multiple proposals if I had 3 pricing options? I think it serves your team better if we gave you choices dependent on how we could go about putting this together and the different pricing options available. Instead of submitting three different submittals, submit appendices in one with additional charges noting if your proposal would include extra work/ materials/resources. Is there an approximate budget you had for this project? The way you're bidding this in that the lowest responsive offer submitted gets a full 20 points doesn't make much sense, being that low
2 price typically means low quality. This is also why I'd like to provide multiple options. So you can see how the cost will change depending on the scope and what we would need to do. What matters the most in this project is the message and it s meaning for Tribes. We hope to work with the film and editing to convey the message of the film. If additional footage needs to be taken, there may be some room in the budget to work on additional footage. In Exhibit B it states "Estimated travel should be incorporated in your quote based upon General Services Administration (GSA) rates." But then in Exhibit D-Quote Sheet it states "The contract can be reimbursed for the travel (hotel, per diem and mileage costs) and should not be expected to include that in the bidding price." These are contradicting statements. Should I include estimated travel in the bid or not? Please include travel in your budget. Several Interviews, Do you know how many people will be interviewed? Voice Over. Will we need a voice over? Will that voice be a tribal member or hired talent? The voice over work will be one of the interviewers. Can the interviews and scenic footage be captured in one trip from Page-Canyon-Lake Mead-and south to Phoenix (4 days)? Yes. You may even pull footage from another film maker (with permission) if that makes the project easier. Music: The RFP says that music will be provided so I have no budget for music, Correct? The music will come from local Tribal members. How many people, or tribes, will be giving input or corrections to the video editing?
3 The government has non-exclusive rights for usage of the video. Can I use it in part or whole on my web site? With permission from the Tribes filmed in it, yes. Conflicting information: Estimated travel should be incorporated in your quote based upon General Services Administration (GSA) rates. And..Don t include per diem costs in bid!! The GSA rates per diem are $64. Should I only include mileage at.545/mile and hotels and leave out per diem of $64? Add all travel in your bid. How many copies of the proposal should I submit? Submit one please. In 1.2 BACKGROUND, it states that Most of the footage can and will be obtained by ITCA s Solid Waste Coordinator. Then Exhibit B talks about the bidder filming parts of the Colorado River and interviewing key Tribal members. Could you please clarify whether you want the bidder to provide a film crew at each location for environmental/landscape filming and also record the interviews, or if we are only editing a documentary with audio and video supplied by ITCA. If it is some of each, please clarify what bidder is responsible for capturing. This can be negotiated by the contractor and ITCA staff. After the contractor is awarded, ITCA will brainstorm what they envision the film to look like. In general, ITCA staff will conduct the interviews while trying to capture as much of the landscape as possible. If the contractor has better ideas of how to capture the landscape and would like to travel and take footage, they can travel to certain destinations and shoot the footage. In the Scope of Work it says Each trip, ITCA coordinator will visit with the editor and discuss the footage. Does this mean the editor is required to accompany the coordinator to each site (along with the film crew or not) or does it mean the footage at each location will be reviewed with the editor here locally after it is captured?
4 See answer to previous question. How many proposal copies are required with submission? Only submit one copy please. Where on the site will responses be posted? http://itcaonline.com/?page_id=102 How many interviews are expected to be recorded with Tribal Personnel? Where will those interviews take place? The interviews will take place at their Tribe. Would we need to budget for an interpreter for any of the interviews? No Will the contractor (production company) be required to obtain permits for filming in the four locations (Grand Canyon/Ft. Mohave/Colorado River)? No. All filming will be located on Tribal Land. There may be a few sites off land, but they will be public land. Will interviews carry the narrative of the entire project or will additional Voice Over/Narration be required?
5 The interviews will carry the narrative. If professional VO/Narration is required will the contractor (Production Company) be required to write the narration? No voice over will be needed by a professional. Any direction on what music/score will play under the final edit? Custom score or royalty free music? This is a short film. There will be one, maybe two songs from a tribal artist. How many copies of our final proposal are required upon submission? Submit only one copy please. Our company is considering submitting a RFP for the Colorado River Project, but in order to get started, can you please let us know what the budget is for a project like this? The RFP procurement process is released with the intent that the cost to produce the film will be more than $5,000. "Most of the footage can and will be obtained by ITCA s Solid Waste Coordinator. The editor will be provided footage by ITCA Coordinator and Tribal Environmental Staff and will edit footage to create the documentary" QUESTIONS: Can you tell me how much footage already exists in minutes or hours? Is it raw footage or from an edited program? Are there existing logs or shot sheets for the footage that exists? How much NEW footage would you estimate needs to be shot? Currently, no footage exists. All footage would be new.
6 "Several tribal staff and possibly tribal leadership will be interviewed in the footage. QUESTIONS: Can you estimate how many interviews there will be? The RFP says a BIDDER INFORMATION FORM must be filled out. Is that a specific form and where is it available? Pages 16-18 of the RFP will have most of the information you will need to focus on when submitting your bid. Travel Costs: I d like to clarify the costs to be included in the project RFP. Traditionally, location scouting and shoot travel expenses are included in the production estimate to ensure all costs are budgeted and within the scope of the project. What costs should be included in the bid? Definitions list travel costs included in Firm, Fixed Price : (Page 4) "Firm, Fixed Price: A price that is all-inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction, and any other costs. No additional fees or costs shall be paid by ITCA unless there is a change in the scope of work." Exhibit D states, (Page 18) "Exhibit D- Quote Sheet Summary The film will approximately be 10-15 minutes long. ITCA anticipates it would not take longer than several months (estimated) to complete. The contractor can be reimbursed for the travel
7 (hotel, per diem, and mileage costs) and should not be expected to include that in the bidding price." This budget is supported by a federal grant. If multiple trips need to be taken to one location, that can be negotiated between ITCA and the bidder. How many copies of the proposal do we need to submit? I see references in a few places to 'proposals' making me think that we need to provide several, but I don't see a total # anywhere. Submit only one proposal please It says that your website will be updated today with answers to questions that had been submitted. Because of this email issue, I didn't get my questions submitted but I'm hoping to still see what other questions were submitted. I don't see anything on the RFP mentioning when they'll be posted but everything else seems to be due at 3p so I was thinking that you'd have answers posted by 3p. That hasn't happened yet so I'm wondering when they'll be up. You did not miss the deadline.