36C25924Q0185.docx

SUBJECT*

Designing for Dissemination, Implementation & Sustainability Learn Hub Educational Video

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Edward Emerson Contracting Officer Edward.Emerson@va.gov 303-712-5720

PLACE OF PERFORMANCE

ADDRESS

Rocky Mountain Regional VA Medical Center

1700 N Wheeling Street

Aurora Colorado

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

1. Title: Designing for Dissemination, Implementation & Sustainability (D4DI&S) Learning Hub

2. Background: The Designing for Dissemination, Implementation, and Sustainability (D4DI&S) Learning Hub was developed to promote research and quality improvement within the VA learning health system. This will be achieved by increasing the knowledge and skills of those who are interested in disseminating and implementing evidence-based programs across diverse clinical settings and Veteran populations.

The discrete methods of the D4DI&S Implementation Strategy are: 1) Multilevel partner engagement to learn what is important and to understand partners’ priorities as well as to ensure that all parties’ perspectives are being included, 2) Pre-implementation assessment for proactive planning and assessment of multilevel context using the Practical, Robust Implementation and Sustainability Model (PRISM) to understand how multilevel context can inform implementation, 3) Implementation and iterative adaptations guided by the pre-implementation assessment and partner engagement while retaining fidelity to program core components, and 4) Program evaluation and sustainability using PRISM to define program outcomes, evaluate health equity, implementation strategies and plan for sustainability.

The D4DI&S Learning Hub will consist of asynchronous and synchronous sessions. Asynchronous sessions will include videos created specifically for this project.

3. Scope: Video production will include storyboarding, scripting, coaching of talent, filming, directing, and editing to produce the final products. Target audience and subject matter expert feedback will be gathered at the pre-production and editing phases and will be incorporated into the final product.

Corresponding physical materials will accompany the videos in digital form, such as case and disc art, print promotional materials (e.g., cards, flyers, etc.) using a consistent artistic theme. All materials must be 508 compliant and include versions in both English and Spanish.

4. Specific Tasks:

1. High-end/commercial quality video production and post-production services to include production by producers, writers, directors, videographer, camera operators, sound recorders, gaffers, grips, video editors, color specialists, sound mixers and other applicable production crew of packages in multiple formats.

2. The purpose of the video production will be to develop, film, and produce a complementary set of four D4DI&S videos that are 30-40 minutes in length. The final videos will need to be provided physically and can be made into an uploaded video with links included in a set of D4DI&S toolkits we are creating from materials we have tested over the past 3 years.

3. The contractor will take a minimum of 25 high-quality, high-resolution professional photographs during filming. These photographs will be of the cast, props, and situations depicted in the film. These photos may be used for print or online material as well as for promotion of product via social media.

4. The contractor will provide all necessary filming, production, and post-production equipment that can produce High Definition 180 to 4K video for broadcast on TV, at movie theaters, and online. No equipment or software (i.e., cameras, computers, movie editing software, etc.) will be purchased under this activity. The contractor is solely responsible for engaging a local company to facilitate all aspects of this contract as necessary. All costs associated with the film production and photography will be the sole responsibility of the contractor and should be incorporated in the contract cost proposal.

5. The films will use a variety of professional and artistic cinematic approaches including multiple camera angles, varied depths of field, interviews in natural settings, and candid moments to build rapport with and engage viewers with the topic. This Contract will require a videographer, graphic designer, or design team for work to be done on any video and graphical treatments that are needed for the video (animation, titles, and subtitles). The films will convey core messages and tell an emotionally engaging story through a creative and visually captivating product. The films will target providers, clinicians, staff, leadership, operational partners, and researchers for the goal purpose of supporting education of ways to use Dissemination and Implementation Science to design, implement, evaluate, and sustain evidence-based practices in real-world settings. All artistic theme development for physical and digital products will need to be completed with at least three rounds of review and incorporated input from the Denver COIN.

6. The films will include professional high-quality transitions, voice-over narration, and appropriate supporting background music.

Requirements of Video Development, Production, and Distribution:

a) Development: The contractor will work closely with the Denver COIN Subject Matter Experts to learn about the purpose of the program and understand the intended impact of programs’ activities, including the scope of the awareness campaign and related material development needs. With this background, the contractor will generate three initial ideas, propose storyboards for each video, and script refinement for the films in dialogue with the Denver COIN. The work during this phase may be conducted remotely from the start of the contract.

b) Pre-production: During this period, the contractor, in consultation with the Denver COIN and other contributing Subject Matter Experts, will further develop ideas, storyboards, and scripts. The contractor will work closely with the Denver COIN and their implementing partners to finalize dates and filming sites. The contractor will provide illustrative examples of how videos would be structured including high-level storyboards and scripts during the pre-production phase. At this point several possible developed ideas will be tested with a pool of providers and other intended users for user feedback that will be incorporated into production options. Final film content decisions will be discussed between contractor and Denver COIN before filming begins. Denver COIN expects pre-production work to be conducted remotely and to conclude within 2 months of the start of the contract for the PSAs and within 6 months for the instructional video.

c) Production: The contractor will record the raw elements for the films and photographs during the production phase. The contractor/production team will handle all logistics during filming and production process. Filming of all videos will be conducted within 1 month of the end of the pre-production phase.

d) Post-production: Four rounds of editing will take place during this phase.

· Initial editing of video will be a rough cut presented to the Denver COIN, corresponding Subject Matter Experts, and a Focus group of Providers and other intended users. The Focus Group Feedback will be collected by the Contractor and presented to the Denver COIN for their review. The Denver COIN will review and incorporate the focus group feedback, share the rough cut with their Subject Matter Experts, and edits. Their feedback will be incorporated.

· The next round of edited footage will be a fine cut presented to the Denver COIN. The Denver COIN will review and discuss any additional edits with the Contractor. Contractor will make final edits.

· A Picture Lock version will be presented and reviewed for final approval and final notes on video, graphics, and audio mix quality. The work during this phase may be conducted remotely.

· Final cut will be Broadcast quality with approved color correction and sound mix. This will be in final deliverable format.

Post-production of the Videos should be completed within 3 months after production.

e) Deliverables/ Distribution: The contractor will deliver to the Denver COIN one or more external hard drives with the final films and accompanying material, Master Copies of the final Videos on DVDs with Disc menu options, and photographs, as well as all raw footage. The Denver COIN requests the contractor to upload certain films, photographs, and collateral materials to an internet website. Additionally, the Contractor will deliver the tip sheet in hard copy and pdf version to the Denver COIN.

All video length versions will be delivered in English and Spanish dubbed/translated versions with international split tracks, no text. They will be in original High Definition (180/4k to be decided with production company), Quick Time for Television Broadcast, and MPEG 4s (.mp4) for online use.

5. Performance Monitoring: Conference call meetings will be conducted weekly to monthly as indicated by phase of project to plan and monitor progress of the project, review and discuss production details (e.g., write ups, storyboards, etc.), and other topics as needed. These meetings will be an opportunity to discuss the video as well as art design, animation, and overall formation of the final products, as well as campaign strategies.

6. Security Requirement: The contractor employees shall not have access to VA sensitive materials and will not require routine access to VA facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA facilities. No background investigation is required.

7. Government- Furnished Equipment/ Government-Furnished Information:

No government- furnished equipment or government-furnished information required.

8. Other Pertinent Information or Special Considerations:

a. Identification of Possible Follow-up Work:

No possible follow up work.

b. Identification of Potential Conflicts of Interest: It is a requirement of the contract that the Denver COIN takes reasonable steps to determines that no organizational conflicts of interest exist.

c. Inspection and Acceptance Criteria: All films will be allowed three rounds of feedback and editing prior to final version approval. Final versions of videos will be provided to the Denver COIN at completion of project for inspection.

d. Skills Needed:

· Expertise in the development of public awareness and marketing campaigns

· Expertise in high-end video production

· The ability to supply expert and creative consulting regarding production in multiple formats (for Television, theater projection, web, DVD, etc.)

· Must have extensive experience in producing Videos for educational purposes and for healthcare.

· Ability to work in variety of different styles, and create material for various target audiences, to specification.

· Must possess exceptional video production including development, scripting, storyboarding, managing a film set, casting, and directing talent.

· Must possess exceptional video post-production skills including video editing, color correction, audio mixing, compression, and mastering for multiple format distribution.

· Must have ability to work collaboratively and quickly, often under pressure, to tight deadlines.

· Professional work ethic, integrity, and initiative

· Knowledge of Veteran issues, healthcare, marketing for research, best ways to target providers, staff, leadership, operational partners, and researchers.

9. Risk Control: All VA staff involved in these videos will be aware of confidentiality and HIPPA requirements when speaking about patient interactions. This project will not require any interactions with patients, patient cases, or disclosure of any protected health information.

10. Place of Performance:

Work will be performed at contactor’s work sites, within approved local site locations or via web or phone communication.

11. Period of Performance: Base year

12. Delivery Schedule:

The contractor should ensure that the project manager is contacted every 4 months to discuss the project’s progress and expectations of completion.

There are four products requested with be required to be delivered in a full package before the end of the contract terms.

13. Offer submission: Each bidder must submit at minimum the following:

a. Technical qualifications of the team members including CVs for all proposed personnel along with select internet links or digital copies of relevant short films or PSAs developed by team members.

b. Budget/financial proposal including a description of costs for personnel, travel (if needed), logistics, any local production company support, and all film production costs (development, pre-production, production, and post-production).

c. Creative portfolios, including internet links or digital copies of relevant short films developed by the organization.

d. A technical proposal, no more than four pages, describing how the film production objectives will be met within the stated timetable. A narrative “pitch” describing the basic film concepts and illustrative examples of how the films would be structured with any possible suggestions the production company may have for the successful completion of the project.

STATEMENT OF WORK (SOW)

554-14-3-271-0046 as of June 9, 2014

STATEMENT OF WORK (SOW)

as of November 20th, 2023

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REQUEST FOR INFORMATION / SOURCES SOUGHT SYNOPSIS

The Department of Veterans Affairs Network Contracting Office (NCO) 19, Rocky Mountain Acquisition Center (RMAC) is issuing this sources sought notice as a means of conducting market research to identify parties having an interest in, and the resources to support this requirement for Video Production Services for the Rocky Mountain Regional VA Medical Center (RMRVAMC). The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 512110 – Motion Picture and Video Production.

This is a request for information and sources only, which may or may not lead to a future solicitation! This is not a solicitation. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

The Department of Veterans Affairs has a requirement for Video production which will include storyboarding, scripting, coaching of talent, filming, directing, and editing to produce the final products. Target audience and subject matter expert feedback will be gathered at the pre-production and editing phases and will be incorporated into the final product.

Corresponding physical materials will accompany the videos in digital form, such as case and disc art, print promotional materials (e.g., cards, flyers, etc.) using a consistent artistic theme. All materials must be 508 compliant and include versions in both English and Spanish.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION, and multiple awards MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SUBMISSION INSTRUCTIONS: If your organization can provide these services and is interested in this opportunity, please respond to Edward Emerson, Contracting Officer, Department of Veterans Affairs, NCO 19, 6162 South Willow Drive, Suite 300, Greenwood Village, Colorado 80111 or via e-mail at Edward.Emerson@va.gov and NCO19Services1@va.gov with a statement describing your capabilities. The capability statement shall include a point of contact, complete mailing address, telephone number, email address, and state the company’s business size status and should address this specific requirement, with appropriate documentation supporting claims of organizational and staff capability. Please be as thorough as possible in your submission. Requests for copies of a solicitation will not be honored or acknowledged. The deadline for responses is Friday, Jan 26, 2024 at 10:00 AM mountain time.