Various Audio, Video and Interactive Productions (IDIQ Contracts)
Added: Aug 05, 2009 10:47 am
1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.603 using the simplified acquisition procedures that are authorized under the test program at FAR 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, and a written RFP will not be issued. Solicitation No. W912JY-09-R-0005 is being issued as a Request for Proposal (RFP) with the intent to award multiple IDIQ contracts using the streamlined evaluation procedures under FAR 12.602 and 13.5. Resulting contracts will be for a period of one base year, with three one-year options exercisable at the discretion of the Government. Total value of contracts will not exceed $3,500,000 for the entire contract term (including options if exercised). A minimum guarantee amount for the base year is $5,000. There is no minimum guarantee for any subsequent option years. During the period specified in the ordering clause, the maximum workload limit will be $_1,000,000.00 during the first year (base year) from the effective date of this contract. At the option of the Government, this contract may be extended for an additional one year term (Option Year One). The maximum workload limit for Option Year One will be $_500,000.00. At the option of the Government, this contract may be extended for an additional one year term (Option Year Two). The maximum workload limit for Option Year Two will be $_500,000.00. At the option of the Government, this contract may be extended for an additional one year term (Option Year Three). If this option is exercised, The maximum workload limit for Option Year Three will be $_500,000.00. 2. The solicitation consists of this general description and attachment #1 Performance Work Statement, attachment #2, Supplies or Services and Price/Cost, attachment #3, Sample Informational Sheet. The purpose of this RFP is to request proposals from interested contractors for master scripts, audio, video, and interactive productions for the United States Army and other various federal agencies. The contractors selected to produce requirements under the resulting IDIQ contracts will be required to coordinate activities, thru the contracting officers representative/Production Acquisition Division Project Officer, and with the end users, and possibly other entities such as facility construction contractor, exhibit designers and audiovisual equipment integrators. 3. The incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-35. This procurement is 100% set-aside for small businesses. 4. The NAICS Code for this procurement is 512110 with a sizestandard of $29.5M. The U.S. Army Multimedia and Visual Information Directorate, Production Acquisition Division (PAD) has identified labor and equipment categories in attachment 2 for detail price information. Section B (CLIN structure) of the resulting contract will be as follows:CLIN 0001 Base YearQuantity: n/aPrice: n/aDescription of Supplies/Services: Audio Visual Productions produced in Accordance with the Statement of Work and Specifications provided with the basic contract and each delivery order. CLIN 0002 Option Year OneQuantity: n/aPrice: n/aDescription of Supplies/Services: Audio Visual Productions produced in Accordance with the Statement of Work and Specifications provided with the basic contract and each delivery order. CLIN 0003 Option Year TwoQuantity: n/aPrice: n/aDescription of Supplies/Services: Audio Visual Productions produced in Accordance with the Statement of Work and Specifications provided with the basic contract and each delivery order. CLIN 0004 Option Year ThreeQuantity: n/aPrice: n/aDescription of Supplies/Services: Audio Visual Productions produced in Accordance with the Statement of Work and Specifications provided with the basic contract and each delivery order. 5. The Contractor shall assign and provide a point of contact to serve as the principal liaison between the Production Acquisition Divisions contracting officer or the contracting officers representative (COR) and the contractor. The assigned point of contact must be knowledgeable in all facets of the contractors video production operations and have authority in writing to act on behalf of the contractor. The point of contact shall be on call and able to travel when necessary for contract performance.6. The contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the contractors employee and equipment is the responsibility of the contractor. Additionally, the contractor shall pay for all materials, personnel, state and federal taxes, and fees necessary to perform under the terms of this contract.7. The Contractor must be duly licensed to perform the work in accordance with applicable federal, state, or local statutory and regulatory requirements. The Contractor shall determine what permits are necessary and obtain those permits required to complete the work at its own cost. Copies of all permits shall be submitted to the COR within 24 hours of issuance of the delivery order. The Contractor shall be responsible for correcting, at its own expense any violations of federal, state, or local laws or regulations resulting from the actions of the contractor or his subcontractors, including, but not limited to, violations related to environmental, safety, or occupational health requirements.8. Fully burdened prices for labor, equipment, taxes, fees, and all material disposals will be included in the rates quoted. The COR will verify all invoices for payment consistent with the contract price for the respective contract line item numbers without affecting the total contract price. The number of CLINs may vary by mutual agreement throughout the period of performance with or without affecting the total contract price. Although a firm-fixed price contract is contemplated, individual CLINs may be written as not-to-exceed amounts and subject to redistribution of funds within CLINS by mutual agreement. The CLIN structure for each delivery order will be broken-out by production phases (Scripting, pre-production, production, post-production first cut, post-production final cut, distribution and Misc).9. Separate payment will not be made for providing and maintaining an effective Quality Control Program, and all costs associated therewith shall be included in the applicable unit price contained in the proposal. After a delivery order has been issued, the contractor shall attend a pre-work conference with the COR. The purpose of this meeting is to discuss work hours, schedule, safety, scope of work, and to review other contract requirements. 10. FAR Provision 52.212-1 (Instructions to Offerors--Commercial Items) applies to this acquisition. Award may be made solely upon the written information that is submitted without conducting negotiations or discussions with any of the contractors. However, should discussions or negotiations be necessary, they will take place for all contractors whose proposals fall in the competitive range. Award will be based on best value (trade-off) using the following evaluation criteria from the tailored version of 52.212-2. The relative weight of these criteria need not be disclosed for simplified acquisition procedures under FAR 12.602 and 13.106:ADDENDUM TO FAR CLAUSE 52.212-2, ADDITIONAL INSTRUCTIONS TO OFFERORSA. BASIS FOR AWARD (1). General. The Government intends to evaluate proposals and award contracts without discussions. Therefore, contractors are cautioned that their initial proposal should contain the best terms from a technical and price standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The failure of an offerors proposal to meet any given requirement of the RFP may result in the entire proposal being found to be unacceptable and thus eliminated from the competition. The Government intends to award multiple contracts for these production requirements. The award will be made based on the best overall (i.e., best value) proposal that is determined to be the most beneficial to the Government, with appropriate consideration given to the three (3) evaluation factors: Technical Capability, Past Performance, and Price. Offerors are cautioned that the award may not necessarily be made to the lowest prices offered.B. FACTORS AND SUB-FACTORS TO BE EVALUATED (1.) FACTOR I TECHNICAL CAPABILITY - The video production samples will be evaluated in relation to each subfactor. a. How well production objectives were metb. Concept Executionc. Original Photography & Production Elementsd. On/Off Camera Talente. Post Production(2.) FACTOR II PAST PERFORMANCE. a. Meeting technical requirements b. Schedule performance (on time or late delivery) c. Modification of original schedules and reasons for any changes d. Controlling contract cost e. Managing the contracted effort (cooperation with customer, subcontractor)(3.) FACTOR III PRICE. Price data shall be evaluated to determine reasonableness. Reasonableness means that prices are justified, documented, verifiable, and competitive. ADDENDUM TO FAR CLAUSE 52.212-1, ADDITIONAL INSTRUCTIONS TO OFFERORS 11. Content Of ProposalsA. GeneralOfferors are required to submit sufficient information concerning the following areas to enable Government personnel to fully ascertain capabilities of the offeror to perform the requirements. The proposal must be sufficient in detail and scope to permit evaluation and provide the evaluators a clear understanding of the offerors approach, expertise, experience and capabilities as required by the solicitation. All proposals must clearly and convincingly demonstrate that the offeror has a thorough understanding of the requirements and associated risks and is able, willing, and competent to devote the resources necessary to meet the requirements.In including material in the proposal, the prospective contractor is advised that quality of information is more important than quantity. Statements that the prospective contractor understands, can, or will comply with the specification/statement of work, and paraphrasing the requirements or parts thereof without supporting information are considered inadequate and may render a rating of unacceptable.Contractors are expected to comply with all requirements of the RFP. The Government advises contractors that taking exception or deviating from any term or condition of the RFP may make a proposal unacceptable and contractor ineligible for award, unless the RFP expressly authorizes such an exception or deviation with regard to that specific term or condition. The Government may consider any exception or deviation to any term or condition of the RFP that is not expressly authorized to be a deficiency, as defined in FAR 15.001.12. Proposal FormatA. Proposals must be formatted using a Times New Roman 12 pt normal font (no reduction permitted), single-spaced with 1 inch margins all around, and formatted for standard 8.5 x 11 inch paper. All pages should be numbered with section and page numbers. Three (3) sample video productions shall be submitted on a single DVD, and be clearly labeled with the contractors name. Submission of the sample video productions on any other format or on multiple discs will not be evaluated. The sample DVDs will not be returned to the offeror.B. The contractor will provide one complete copy of the proposal to the Contracting Officer as electronic files fully compatible with Microsoft Office 2003 and for information not supported by MS Office products, with the latest Adobe Acrobat reader on a CD-ROM. The offeror will ensure that the price volume is provided on a separate CD-ROM. Each CD-ROM is to be labeled for content and the contractors name. If a discrepancy exists between the original paper copy of the proposal and the disk copy, the paper copy will take precedence. 13. Proposal Content and VolumesA. Each volume of the proposal shall be submitted as an original and copies as specified in the table below. Submission of all volumes of the original proposal to the address provided in section 14 (Proposal Submission) will determine timeliness of receipt of quote. Page limit/time limit for each volume, if any, is also as specified in the table below. Pages and sample video length beyond a specified maximum limit, if any, will not be reviewed as part of the evaluation.VOLUME NUMBER VOLUME TITLE PAGE/LENGTH LIMIT COPIES REQUIRED1 Executive Summary 3 pages 1 Original/ 4 CD Copies2 Technical a. Sample Video Productions 10 Minutes 1 Original/ 4 DVD Copies b. Performance Work Statement Compliance 5 pages 1 Original/ 4 CD Copies3. PastPerformance No Page Limit 1 Original/ 4 CD Copies4. Price No Page Limit 1 Original/ 4 CD CopiesEach volume must contain the following information: Cover and title page Contractors name, address and point of contact RFP number Volume number Table of Contents14. Proposal SubmissionA. Package(s) should reference the RFP number and should be stamped or marked For Official Use Only and Source Selection Information See FAR 2.101 and 3.104. However, it is requested that Volume 3, Past Performance Information, be submitted one week prior to the submission date/time specified in the Synopsis/Solicitation. Proposals shall be submitted via United States Postal Service or through a commercial carrier to the address provided below. Proposals deliveried after the due date and time listed below will not be accepted. Hand delivered proposals will not be accepted. Proposals are not to be submitted by facsimile or electronically via email. Army Multimedia & Visual Information Directorate/Production Acquisition DivisionAttn: Ms. Karen Langdon601 North Fairfax St., Ste 334Alexandria VA 22314-2007Proposals are due on 19 August 2009 not later than 3:00 p.m. 15. Specific InstructionsA. Volume 1 Executive SummaryNote: This volume shall not contain any reference to cost or price aspects of the proposal.The purpose of the Executive Summary is to provide the evaluators with an overview of the Offerors proposal and strategy. The Contractor shall include the following in this volume:i. A concise abstract of the contractors strategy for each of the evaluation criteria contained in the solicitation.ii. Signed Representations, Certification and Acknowledgements or On-Line Representations and Certifications Application (ORCA) referenceiii. Affirmation of no Exceptions, Deviations or Waivers B. Volume 2 Technical(1) Video Production Samples: The offeror shall submit three (3) sample video productions that used the same or similar production phases and values identified in the Performance Work Statement. Samples shall be as follows:i. Productions must have been created within the past three years.ii. The total cumulative runtime of all samples must not exceed ten minutes. Productions may be telescoped in order to meet the ten minute limit. However, the samples may only include complete programs. Compilations highlight reels, spot reels and other collections of incomplete or shorter productions edited together will not be evaluated and may make an offer unacceptable and offeror ineligible for award.iii. Offerors shall complete an informational sheet for each sample program (see attachment 3). Offerors shall also submit a statement that describes the level of responsibility/involvement for each phase of the program (creative development/scripting, production, post-production). Failure to provide this statement or a completed informational sheet for each product sample may make an offer unacceptable and offeror ineligible for award.Note: Milestones for deliverables will be negotiated during the scripting phase of the production.C. Volume 3 Past Performance(1) Offerors shall identify contracts whose performance is within the past three years of this proposal submission and contains efforts similar to those efforts (e.g., tasks, contract type, contract dollar value, etc.) required by this solicitation. Include contract numbers, dollar amounts, date of completion of projects and a contact person with current telephone number. Offerors shall provide a brief description of performance in delivering quality productions in each of the following areas:i. Conforming to specifications and standards of good workmanshipii. Maintaining program execution within cost iii. Adherence to contract schedules iv. Ability to resolve technical problems quickly and effectively v. Business-like concern for the interest of its customersvi. Quality of product delivered(2) The Government does not assume the duty to search for data to cure the problems it finds in the information provided by the offeror. The burden of providing thorough and complete past performance information remains with the offeror. The Government may use past performance information obtained from sources other than those identified by the offeror. D. Volume 4- Price Proposal(1) Volume Content: (a) This volume shall contain the information requested below and shall include a completed attachment #2, Supplies or Services and Price/Costs (including but not limited to labor rate, overhead, general & administrative, profit) for the base year and all option years. The completed rates shall be provided separately in one (1) digital data copy in MS Office 2003 Excel format on CD-ROM media. Spreadsheets shall not be protected. (b) No price or pricing information shall be included in any other technical volume including cover letters. Offerors are responsible for submitting sufficient information to enable the Government to fully evaluate their price proposal. 16. Ground Rules and Assumptions:A. As this is a competitive acquisition with adequate price competition anticipated, the price documentation requested is not considered cost or pricing data and shall not be certified in accordance with FAR 15.406-2. However, in the event that adequate price competition does not exist after receipt of proposals, the Contracting Officer may require submission of information other than cost or pricing data from the offeror that is adequate to determine a fair and reasonable price pursuant to FAR Part 15.B. The costs of general purpose items required to conduct normal business operations will not be considered allowable other direct charges in the performance of this contract. The following types of general purpose costs required to conduct normal business operations are not directly reimbursable: the cost and associated costs for telephones and telephone charges, modems, typewriters, reproduction machines, word processing equipment, personal computers, computer software, Internet access charges, facsimile machines, commercial carrier charges, pagers, and other general purpose office equipment and office supplies.C. The contractor shall provide sufficient information to support its price as well as an explanation of all ground rules and assumptions that affect the price estimates. Any apparent imbalances in the pricing, high or low proposed prices as compared to historical data, or any other anomalies should be fully explained. Topics to be addressed include, but are not limited to, investments, programmatic variables (e.g., inflation/escalation, location, make/buy decisions, prime/subcontractor relationships, and business base concerns), etc.D. Travel Costs: The Government will reimburse the contractor for allowable travel costs incurred by the contractor in performance of the contract in accordance with FAR Subpart 31.2, not to exceed the amounts specified for applicable line items under resulting contract and with contracting officer pre-approval. Travel required for tasks assigned under this contract shall be governed in accordance with: Federal Travel Regulations, prescribed by the General Services Administration for travel in the conterminous 48 United States, (FTR); Joint Travel Regulation, Volume 2, DoD Civilian Personnel, Appendix A, prescribed by the Department of Defense, for travel in Alaska, Hawaii, The commonwealth of Puerto Rico, and territories and possessions of the Untied States (hereinafter JTR): and Standardized Regulations (Government Civilians, Foreign Areas), section 925, Maximum Travel Per Diem allowances for Foreign Areas, prescribed by the Department of State, for travel in areas not covered in the FTR or JTR (hereinafter the SR). 17. Price Information: A. The offeror must propose one fully burdened daily and weekly rate per labor and equipment category by completing attachment #2, Supplies or Services and Price/Costs of the RFP. If equipment price is included in the daily and weekly labor rate (e.g., camera package with camera operator, etc.) the offeror will indicate as such. B. Reasonableness and Consistency between the Technical and Price Volumes. Demonstrate that the unit prices and the total evaluated price are reasonable and commensurate with the work required by the solicitation and the technical and management approaches identified in the technical volume of the proposal. Refer to specific sections in the technical volume as needed to illustrate the consistency between the Price and Technical Volumes. Any inconsistency between promised performance and price should be explained in the price proposal as well as any appearance of unbalanced pricing.18. Offerors must include with their proposals the completed provision at FAR 52.212-3 (Offeror Representations and Certifications-Commercial Items). The following clauses and provisions are incorporated and will remain in full force in any resultant award. The full text of these clauses can be accessed electronically at: http://www.farsite.hill.af.mil or http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html: FAR 52.212-4 (Contract Terms and Conditions--Commercial Items); FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items) and the following clauses cited within that clause:FAR 52.203-6 (Restrictions on Subcontractor Sales to the Government) with Alt I; FAR 52.219-6 (Notice of Total Small Business Set-aside); FAR 52.219-8 (Utilization of Small Business Concerns); FAR 52-219-14 (Limitations on Subcontracting); FAR 52.219-28 (Post Award Small Business Program Representation); FAR 52.222-3 (Convict Labor); FAR 52.222-19 (Child Labor); FAR 52.222-21 (Prohibition of Segregated Facilities); FAR 52.222-26 (Equal Opportunity); FAR 52.222-35 (Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans); FAR 52.222-36 (Affirmative Action for Workers with Disabilities); FAR 52.222-37 (Employment Reports on Disabled Veterans); FAR 52.222-39 (Notification of Employee Rights Concerning Payment of Union Dues or Fees); FAR 52.222-42 (Statement of Equivalent Rates for Federal Hires); and FAR 52.232-33 (Payment by Electronic Funds Transfer--Central Contractor Registration).DFARS 252.204-7001 (Central Contractor Registration); DFARS 252.209-7001 (Disclosure of Ownership or Control by the Government of a Terrorist Country); DFARS 252.212-7001 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items) with the following added clauses:FAR 52.203-3 (Gratuities), 52.216-18 (Ordering), 52.216-19 (Order Limitations), 52.216-22 (Indefinite Quantity), 52.216-27 (Single or Multiple Awards), 52.217-8 (Option to Extend Services), 52.217-9 (Option to Extend Term of Contract); DFARS 252.203-7000 (Requirements Relating to Compensation of Former DoD Officials); DFARS 252.225-7028 (Exclusionary Policies and Practices of Foreign Governments); DFARS 252.226-7001 (Utilization of Indian Organizations, Indian-Owned Economic Enterprises, and Native Hawaiian Small Business Concerns); DFARS 252.227-7015 (Technical DataCommercial Items); DFARS 252.227-7020 (Rights In Data-Special Works); DFARS 252.227-7021 (Rights In DataExisting Works);DFARS 252.227-7037 (Validation of Restrictive Markings on Technical Data); DFARS 252.232-7010 (Levies on Contract Payments); and DFARS 252.243-7002 (Requests for Equitable Adjustments).Delivery Order Ordering Procedures: The Government will give all contractors that are parties to this contract a fair opportunity to be considered for each task order, except as otherwise provided in Federal Acquisition Regulation (FAR) 16.504(b)(2).(a) When giving contractors a fair opportunity the Government may consider technical approach, past performance, management approach, personnel experience, and cost/price factors. However, the Government might not consider all of those factors together.(b) The Governments objective is to keep delivery order selection procedures simple and inexpensive for all parties to the contract. Thus, as a general rule, the Government will consider contractors based on (1) information already in its files, (2) price quotations, and (3) past performance under prior orders. In accordance with FAR 16.505(b)(1)(ii), the competition requirements in FAR part 6 and policies in FAR subpart 15.3 do not apply to the ordering process. However, the Government reserves the right to use more formal procedures when it considers them to be necessary.(c) After it selects a contractor for a delivery order, the Government may discuss the details of delivery plans and procedures and negotiate prices with the contractor before issuing the delivery order. If the Contracting Officer is not satisfied with the progress or outcome of those discussions or negotiations, the Government may reconsider its task order selection decision and then select a different contractor.19. There will be no pre-proposal conference.
W912JY-09-R-0005 Department of the Army Materiel Command Army Contracting Command
8/5/09, 10:47 AM