36C25021Q1095.docx

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Video programmer support services

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Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300

Independence OH 44131

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Contracting Officer Harvey J. McGowan harvey.mcgowan@va.gov 216-447-8300 216-447-8310

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 T Onsite video production programmer (VA-18-00029747) 541-18-2-061-0046 44131 36C25018Q9209 03-16-2018 N 512110 Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 Harvey J. McGowan harvey.mcgowan@va.gov Page 1 of

Statement of Work Video Production Programmer services contract At the Louise Stokes Cleveland VA Medical Center 10701 East Boulevard, Cleveland, OH 44106-1702 The Louis Stokes Cleveland VA Medical Center is seeking inquiry for a 60-month services contract to provide 40 hours a week of third-party personnel services for an on-site video production producer programmer to manage and produce in-house video programs utilizing electronic field production and post-production video editing at the Cleveland VA Medical Center.

INTRODUCTION & OVERVIEW:

Medical Media is a department of Healthcare Technology Services. They are located at the Wade Park campus of the Louis Stokes Cleveland Department of Veterans Affairs medical center. Medical media's responsivities include supporting the medical center for educational, training, documentation, and event support services. This contract addresses the videography aspect of those services.

DESCRIPTION OF VIDEO PRODUCTION PROGRAMMER SERVICES:

The Vendor will coordinate and provide subject matter expertise in performing video production and video application support for Cleveland Louis Stokes VA Medical Center.

The Vendor will be responsible to collaborate with medical media staff members to produce a variety of video reproductions for broadcast, based on medical center requests through appropriate work order system.

The Vendor will provide their expertise with video production in regard to pre and post video production as well as guidance on strategic video editing initiatives, consulting, design and recommendations for any existing video editing tools and peripheral applications used within the medical center footprint.

The Vendor will provide support for the medical media department and will be available for onsite services for the duration of the contract during standard business hours. Standard business hours for the medical media department in Health Care Technology Services are defined as 7:30 AM until 4:00PM EST or EDT.

The Vendor will complete perform the editing duties on VA production equipment located at 1620 east 105th street, Cleveland Ohio 44106. When necessary off-site editing services will be accomplished on an as needed basis only.

The Vendor may be required to provide support for the medical media department with on-site personnel during off-tour business hours. This will require Health Care Technology Services to give at least a three-business day notice in writing to the Vendor to schedule resources to support scheduled requests. The Vendor will provide flexible time in scheduling, to accommodate off-tour video requirements. The Vendor will schedule the off-tour time with in a 40-hour work week with no overtime or additional costs to be incurred by the Government. The off-tour hours will be defined as anytime outside of the standard business hours for the medical media department in Health Care Technology and are defined as 7:30 AM until 4:00PM EST or EDT.

The Vendor will participate in the medical media work order system of record and will close out trouble tickets within the medical media work order system as well as coordinate and provide video pre and postproduction services during standard business hours.

The Vendor will be responsible to review and update user documentation and training materials for current applications supported by medical media department in Health Care Technology Services. The Vendor will also actively participate in updating user documentation and training materials.

The Vendor will provide limited troubleshooting and maintenance of video production equipment as well as provide limited troubleshooting of video, audio and lighting equipment and perform routine equipment maintenance.

The Vendor will utilize computer graphics and special effects tools for video post-production in accordance with the program’s overall production values and concepts. The vendor will compress video projects for output distribution, capture recorded video using software and encode media as needed, make video products available in a variety of formats including DVDs and streaming media files and coordinate internal and external duplication services as required.

The Vendor will work in collaboration with other clients and production staff to produce a variety of video products for broadcasting, compression output, DVD distribution, webcasting, and video streaming.

The Vendor will plan and direct assigned studio productions and oversee operation of a small multi-camera video studio. This includes operation of; a video switcher, a character generator, digital video effects equipment, edit controllers, video cameras, video hard disk recorders, video distribution switchers, and audio mixers.

The Vendor will have ability to set up and adjust studio lighting equipment including fixed and portable tungsten and fluorescent fixtures.

The Vendor will also be proficient in the use of audio recording equipment including assorted lavaliere, cardioid and shotgun microphones.

The Vendor will have the ability as a video production expert to make recommendations to departments for software and equipment purchases.

The Vendor will be responsible to review, edit, analyze as well as create detailed documentation during the video editing process. The Vendor will be responsible for writing all documentation in clear and well-organized manner.

LENGTH OF CONTRACTED SERVICES:

This contract is for a five 12 - month periods. It is expected that the Video Production Programmer will provide services for five 50 - week periods, allowing time for holidays and vacations.

LOCATION OF CONTRACTED SERVICES:

Video Production Programmer will provide services at the medical media department in Health Care Technology Services, at the Louis Stokes Cleveland VA Medical Center 10701 East Boulevard, Cleveland, Ohio 44106. Additional videography services may be required at the following locations:

1. Cleveland VA Medical Center, 10701 East Blvd, Cleveland OH 44106

2. Cleveland VAMC Admin Building 1650 1620 East 105th Street, Cleveland OH 44106

3. Akron CBOC, 55 East Waterloo Rd, Akron OH 44319

4. Canton CBOC, 733 Market Ave S, Canton OH 44702

5. East Liverpool CBOC 15655 St Route 170 Suite A, Calcutta OH 43920

6. Lorain CBOC, 205 West 20th St, Lorain, OH 44502

7. Mansfield CBOC, 1025 South Trimble Rd, Mansfield OH 44052

8. McCafferty CBOC, 4242 Lorain Ave, Cleveland OH 44113

9. New Philadelphia CBOC, 1260 Monroe St, New Philadelphia OH 44663

10. Painesville CBOC, 7 W Jackson St, Painesville OH 44077

11. Painesville (MH) CBOC, 54 N State St, Painesville OH 44077

12. Parma CBOC, 8787 Brookpark Rd, Parma OH 44109

13. Ravenna CBOC, 6751 North Chestnut St, Ravenna OH 44266

14. Sandusky CBOC, 3416 Columbus Ave, Sandusky OH 44870

15. Warren CBOC, 1460 Tod Ave NW, Warren OH 44485

16. Wooster CBOC, 124 North Walnut St, Wooster OH 44691

17. Youngstown CBOC, 2031 Belmont Ave, Youngstown, OH 44505

18. Akron Resource & Referral Center (CRRC), 111 E Voris St, Akron OH 44311

19. Cleveland Dialysis/Resource & Referral Center (CRRC), 7000 Euclid Ave, Cleveland OH 44103

20. East Side Vet Center, 5310 ½ Warrensville Rd, Maple Hts. OH 44137

21. Stark County Vet Center, 601 Cleveland Ave Ste C, Canton OH 44702

22. Summit County Vet Center, 1060 E Waterloo Rd, Akron OH 44311

23. Surgical Center, 9001Superior Ave, Cleveland OH 44106

24. Transit Residential (TR) House, 9401 Lorain Ave, Cleveland OH 44102

25. West Side Vet Center, 5700 Pearl Rd Ste 102, Parma OH 44129

Other non-VA locations may be necessary to complete video productions including but not limited to patient residences. These production requests will be handled on a case by case basis.

DAY AND TIME:

It is anticipated that the Video Production Programmer will provide 40 hours of service each week. The specific schedule is to be determined by production schedule. The hours of service will be documented and reported to the medical media supervisor and/or the Healthcare Technology Service Chief on a biweekly basis. The specific method of reporting TBD by the Vendor and Healthcare Technology management.

COST BREAKDOWN FOR BASE YEAR SERVICE CONTRACT:

50 WEEKS/ YEAR (ALLOWING 2 WEEKS SET TIME FOR HOLIDAYS AND VACATIONS)

40 HOURS OF CONTRACTED WORK PER WEEK

500 HOURS PER QUARTER

2000 HOURS OF CONTRACTED WORK PER YEAR

BASE YEAR #1, OCTOBER 1, 2021 TO SEPTEMBER 30, 2022

2000 HOURS FOR THE BASE-YEAR CONTRACT

OPTION YEAR ONE

2000 HOURS FOR THE FIRST OPTION YEAR CONTRACT

OPTION YEAR TWO

2000 HOURS AT FOR THE SECOND OPTION YEAR CONTRACT

OPTION YEAR THREE

2000 HOURS FOR THE THIRD OPTION YEAR CONTRACT

OPTION YEAR FOUR

2000 HOURS AT FOR THE FOURTH OPTION YEAR CONTRACT

BILLING AND PAYMENT SCHEDULE:

Invoicing will take place on a weekly basis.