Request For Proposals ( RFP) Film/Video Production Services Ref: UNDP -ACT- RFP-2009-007 Frequently Asked Questions (FAQs) Q1 A1 In the RFP document Annex VII Price Schedule 3.12 you are referring to Animation Costs. Since there are many types of animati on ( 2D/3D/ Traditional) how should we quote? UNDP ACT is referring to the Traditional Animation. However, offerrors are free to quote for all types of animations. Q2 A2 In the Price Schedule no reference is made to Actors/Models costs or makeup. Does this mean UNDP ACT will not need this kind of services? UNDP ACT is envisaging that the products produced will be more factual based. However, an amendment to the price schedule will be prepared capturing these services (please refer to Amendment No 01 ). Q3 A3 What happens if a cost that you did not anticipate in your RFP is required? Is there any flexibility in this kind of costs? If such kind of costs appears when the actual services occur, UNDP ACT will negotiate with the successful contractor p rior to any services undertaken. Q4 A4 Why is the subject of the Assessment Exercise about People with Disabilities and not something more relevant to UNDP ACTs programme and initiatives? The selected thematic area -People with Disabilities - is an area of common concern in both communities and UNDP globally and UNDP ACT has previously had projects on People with Disabilities. It is recommended that potential offerrors visit www.un.org/dissabilities to get more information on this subject and also our website www.undp -act.org to get an idea of the work of UNDP ACT as well. Q5 A5 Are there any restrictions on the Assessment Exercise? No restrictions in creativity for t he Assessment Exercise. Q6 A6 Shall we include costs required for this Assessment Exercise? No reference to costs should be indicated. The offerors are required to prepare and submit a synopsis only.. Q7 A7 What happens in the case that a director fulfi ls other roles such as producer and director? How do you reflect this in the Price Schedule? Offerors can reflect the cost of dual roles in the price schedule if they wish. Q8 How will UNDP -ACT manage productions running concurrently given that some companies are
A8 smaller than others? The RFP is open to all production companies regardless of size. Please see evaluation criteria for full details of UNDP -ACTs requirements. The workload and production requests will be negotiated with the successful of ferror. Q9 A9 Can a company sub -contract services that they do not have in house? Yes, a company can sub -contract services they do not have in house. However, all sub - contrated services should be clearly indicated in the proposal Q10 A10 How will UNDP -ACT determine the cost of each production? UNDP ACT will determine the cost of each production prior to any production upon discussions and negotiations with the successful offerror and a contract will be signed upon agreement from both parties. Q11 A11 Why have international distribution costs not been included in Annex III Price Schedule? UNDP-ACT has a Communication Unit in UNDP Headquarters and UNDP ACT is relying on this unit to promote any media products. Q12 A12 On 4.6 Price Schedule the DVD Mastering is a one off cost per production and not per DVD. Is this an omission on your behalf? Yes, please refer to Amendment No 01 for correction. Q13 A13 In Annex V Suggested Technical Proposal Format, 1.2 Previous Experience your are requesting the value of services provided. Are we obliged to include specific figures for specific works as this may be confidential? No, you are not obliged to include specific figures but please provide a price range. Q14 Will all companies submitting a propo sal be requested to present their synopsis? A14 Yes, all the companies which will submit a proposal will be invited to present their synopsis. Q15 Is it possible to have one person mentioned on two applications? A15 The same person can not be mentioned as part of the production team in more than one proposal. This is considered a conflict of interests. Q16 Could it be possible to send the offer by email? A16 Yes Please see amendment 2
Q17 We need some information for, ANNEX VI, Technical Proposal Assessment Exercise; Could you please provide information about previous UNDP ACT projects for disabled people A17 Please see question and answer 4. Q18 A18 Regarding the costs for Distribution/Exhibition (page 28 of the RFP), when you say Local Public TV channel do you refer to Cyprus TV only or do we have to include other countries? Could you provide more details in order to give you the most accurate cost? Local public TV refers to public stations in Cyprus. Please see Annex VII Price schedule, i tem 5 of the RFP document for more details. Q19 A19 Regarding the costs for Distribution/Exhibition (page 28 of the RFP), usually the public and private TV stations provide a free slot for general public interest advertisements, can we assume a possible deal with local TV stations? UNDP-ACT cannot comment on this. Offerors can if they wish, discuss this issue directly with TV stations. Q20 A20 Please clarify the following points - ANNEX V, Paragraph 1.2., Point G. You ask for a company Show Reel in DVD fo rmat. You are referring to a presentation of the offeror which would include images from the three named productions? OR The 3 named productions in DVD format? OR A presentation of material from the three productions? The company Show Reel can highlig ht any production executed by the company and can include any previous or current production or productions. It is not limited to the three productions referred to in ANNEX V, Paragraph 1.2., Point G, nor does it have to include these. Q21 A21 Should we send our proposal by mail (pdf) including all material required so you will receive it before 6 April 2009 1600hrs local Nicosia time? Or shall we send our proposal as hard copies with all required material so you will receive it before 6 April 2009 1600hrs lo cal Nicosia time? Your offer comprising of technical and financial proposal either by hand, post (hard copies) or by email (soft copies e.g. PDF) should reach UNDP -ACT by Monday 6 April 200 9 16.00 hours local Cyprus time (please see amendment 2). Both forms of delivery are acceptable. Q22 Could let us know how many projects / products, maximum and minimum per yer (such as Video
A22 News Releases, Documentaries, Public Service Announcements, etc) you roughly envisage per year? The number of products per year is yet to be determined; however several assignments are envisaged over the life of the Long Term Agreement (LTA). For information about the potential products and type of UNDP-ACT projects please see Annex 3 Terms of Reference Q23 A23 What information do you request under "Litigation and Arbitration History"? Do we need to refer to past or pending law suits against the supplier (i.e., the company)? If there aren't any, would it be enough to write "not applicable"? The information provided by the offeror must address this issue fully in writing as part of the proposal document. It is not sufficient to write not applicable. Q24 A24 With reference to Quality Assurance Procedures, do we need to refer to the actual process and controls applied to all activities of the company and in how much detail should this description be given? The information provided by the offeror must address this issue fully in writing as part of the proposal document. Please provide full details of actual process an d controls applied to all activities of the company. Q25 A25 In Annex V, point 2, where it reads: "... to demonstrate the Offeror's responsiveness to the specification and how the offeror intends to carry out the services as outlined... in (Annex III)..." do we understand correctly that we should do this by exclusively focusing on the exercise for People with Disabilities using it as a case study? You require no reference to our company's ideas regarding each one of the possible productions as they hav e been listed. Is this correct? Yes Please refer to Annex VI Technical Proposal Exercise. Q26 A26 We would appreciate more clarity on the kind of collaboration you envisage. How free would a producer be to creatively reflect on how to best approach an y given topic? How specific would the given context be? How would consultations with UNDP be structured? UNDP-ACT and its associated partners will provide the selected supplier with a specific context for the production of media products based on th e UNDP-ACT Strategic framework 2009-2011 (Please see full description in question and answer 22). The consultations will be structured in a way that includes all stakeholders including representatives from UNDP -ACT, its associated partners and the supplier. These will generally take the form of meetings and idea
sharing/brainstorming sessions. The supplier will be required to develop creative ideas on any given topic within this context. Q27 A27 Is there any particular reason why you have extended the deadli ne for the submission of UNDP Film/Video Services RFP from 6 th April to 27 th of April? UNDP ACT considered the fact that many questions have been raised so far, therefore the reason of extending the initial deadline is to enable interested offerrors to have sufficient time to submit their proposals. Q28 If possible can you please send us the analytical price schedule table as analysed in pages 26 27 and 28, in an electronic form? A28 Please refer to our website www.undp-act.org where you will find the price schedule in electronic form for your convenience. Q29 A29 If submitting a proposal via email, are quicktime formats and/or weblinks acceptable formats for the Company Show Reel & Personnel Show Reel? Yes. Quicktime formats and/or weblinks are acceptable for the Company Show Reel and Personnel Show Reel. Q30 A30 We would appreciate it if you clarify for us in the proposed methodology (page 23-24) if you would like us to suggest specific methodology analysis based on the Terms of reference (Annex III) for each category and if yes if we have to analyze one idea of each video products as analyzed in pages 18 and 19 under SCOPE OF WORK/DELIVERABLES or if we just need to demonstrate in general the different fields that you are suggesting under the specific methodology so as to pr ove that we understand the scope of the work proposed? Please use the scenario from ANNEX V: Technical Proposal Assessment Exercise as a case study for your proposed methodology. You do not need to prepare a methodology for each product listed in the Term s of Reference.
Q31 A31 In Section 1.2 Previous Experience, can a company include work experience prior to becoming a legal entity? As this section relates to the company profile, only previous experience of the company should be detailed. Any work experience prior to becoming a legal entity can be detailed in the relevant sections relating to individual expertise within the company. Q32 Can send us page 25(ANNEX VI) and page 22 (ANNEX IV) in a word file? A32 Yes, please refer to our website under RFP-Film/Video Productions services to download these documents.