36C25924Q0214.docx

Combined Synopsis-Solicitation for Commercial Products and Commercial Services

GENERAL INFORMATION

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

PLACE OF PERFORMANCE

Eastern Colorado Health Care System

1700 N. Wheeling Street

Aurora CO

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation 36C25924Q0214 is issued as a request for quotation (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04 effective June 2, 2023. No telephone requests will be accepted. Only written requests received directly from the offeror are acceptable. The associated North American Industry Classification System (NAICS) code for this procurement is 512110 – Motion Picture and Video Production. IF OFFEROR IS A GSA SCHEDULE HOLDER, ALL INFORMATION REQUESTED IN THIS NOTICE MUST BE PROVIDED, NOT JUST THE OFFEROR’S SCHEDULE NUMBER

COST

TOTAL COST

Base Year: February 9, 2024 through February 8, 2025

TOTAL COST ALL CLINS,

BASE PLUS OPTION YEARS $___________________

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

STATEMENT OF WORK (SOW)

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 6 weeks of the start of the contract for the PSAs and 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.

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 6 weeks after start of the contract.

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 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.

b. 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.

c. 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.

STATEMENT OF WORK (SOW)

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

Page 1 of

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” [DEC 2022]

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” [SEPT 2023]

The following subparagraphs of FAR 52.212-5 are applicable:

52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.209-9 Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) 52.219-4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2022) 52.219-28 Post Award Small Business Program Representation (SEPT 2023) 52.222-3, Convict Labor (Jun 2003) (E.O.11755) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Dec 2022) (E.O.13126) 52.222-21, Prohibition of Segregated Facilities (Apr 2015) 52.222-26, Equal Opportunity (Sep 2016) (E.O.11246) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-50 Combating Trafficking in Persons (NOV 2021) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Jun 2020) (E.O. 13513) 52.224-3 Privacy Training (JAN 2017) 52.232-34 Payment by Electronic Funds Transfer – Other than System for Award Management (JUL 2013) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014)

FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011);

FAR 52.204-13, System for Award Management Maintenance (OCT 2018);

FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020);

FAR 52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only because of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within fifteen (15) days of the expiration date of the current contract period. The `specified' rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause. (End of Clause)

FAR 52.222-14 Disputes Concerning Labor Standards (FEB 1988)

CL 120 - Supplemental Insurance Requirements: In accordance with FAR 28.307-2 and FAR

52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. (End of Clause)

FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023);

FAR 52.237-3, Continuity of Services (JAN 1991);

VAAR 852.203-70, Commercial Advertising (MAY 2008);

VAAR 852.204-70, Personal Identity Verification of Contractor Personnel (MAY 2020);

VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JAN 2023) (DEVIATION);

VAAR 852.215-71, Evaluation Factor Commitments (OCT 2019) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018)

The provision at FAR 52.212-2, EVALUATION -- COMMERCIAL ITEMS (NOV 2021), applies to this acquisition. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Factor 1: Technical Offeror shall show understanding of the proposed project narrated in the technical requirements per the statement of work.

Factor 2: Past Performance

a. Offeror shall have experience and demonstrated ability to operate filming controversial or emotionally difficult content areas.

b. Offeror shall have experience with creative storytelling, educational knowledge translation, applying emotion to film, and content that informs, inspires, and motivates audiences.

Offeror shall provide no more than three references of relatively the same size and complexity. Include the following information for each contract: Name and address of contracting activity (company name), contract number, type of contract, total contract amount, and status, date of award and completion, description and location of contract work, list of major subcontractors if any, Contracting Officer or individual responsible for signing the contract, and their email address. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. Searches in CPARS (Contractor Performance Assessment Reporting System), PPIRs (Past Performance Information Retrieval System), as well as Past Performance Questionnaires may be utilized.

Factor 3: Price – Offerors shall provide one copy of the fully completed Price Schedule in the format listed above. Proposed prices will be evaluated for reasonableness.

Contract award will be made based on the solicitation response that represents the best value to the Government using a Contracting Officer’s Comparative Analysis. Since the Contracting Officer is considering price and other factors, the CO may award to other than the lowest-priced offer. The information below explains the evaluation approach.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The Contracting Officer will make a comparative analysis of all offers against the solicitation, using the following factors to decide which offer(s) represent the best value to the Government:

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision)

All quotes shall be sent to Edward Emerson at Edward.Emerson@va.gov

All quoters shall submit the following: Completed Pricing Schedule and one of the below statements must be included in the offer:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

The full text of a solicitation provision or contract clause may be accessed electronically at the address(es) below:

http://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm

All information has been posted and there are no other documents available. Offers are to be received via email to the Points of Contact below no later than 9:00 am Mountain Time on Thursday, February 8, 2024. OFFERS SUBMITTED BY FASCIMILE (FAX MACHINE) WILL NOT BE ACCEPTED.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Edward Emerson – Edward.Emerson@va.gov

Effective Date: 03/15/2023 Revision: 01