36C77619Q0008-001.docx

EMPLOYEE EDUCATION SYSTEM

PERFORMANCE WORK STATEMENT

EES Broadcast and Video Closed Captioning Services 2018

FedBizOpps Sources Sought Notice

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 R

CLOSED CAPTIONING SERVICES 2019 NEW BPA (VA-19-00006735)

63123 36C77619Q0008 11-08-2018 N 541511 Department of Veteran Affairs

PCAC-ST. LOUIS

11152 South Towne Square Saint Louis MO 63123 1 Title of Project: EES Broadcast and Video Closed Captioning Services 2018

2 Background: The Veterans Health Administration Employee Education System (VHA-EES) provides educational training in the form of real-time and on-demand video media deliverables for VA employees. These media deliverables are provided via satellite channel delivery, internal and external cloud-based webcasting delivery systems, and real-time virtual conferencing webinar services, all in support of VHA facilities’ ability to stay abreast of the latest changes in treatment modalities, techniques, and regulations. The use of these media deliverables with the education system enables a much larger percentage of the VHA workforce to receive technical and professional training on a recurring basis. In order to operate in compliance of Section 508 of the Rehabilitation Act, VHA EES intends to provide closed captioning services for our media deliverables.

3 Scope of Work: The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform real-time closed captioning services for live web-based broadcasts, virtual conferencing applications (webinars), and live satellite broadcasts, except as specified to be Government-furnished equipment (GFE) and services in this PWS. The contractor shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to perform closed captioning services for pre-recorded video programming. The contractor shall perform to the standards in this contract (See Technical Exhibit 1, Performance Requirements Summary). The estimated quantities of work are listed in Technical Exhibit 2, Workload Estimates.

4 Mandatory Tasks and Deliverables: The Contractor shall perform the mandatory tasks and provide the specific deliverables described below within the performance period stated in this Performance Work Statement (PWS). If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer’s Representative (COR) three days prior to deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/OR shall cite the reasons for the delay and the impact on the overall project.

The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, in the course of fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work.

Task 4.1: Kick-off meeting: The Contractor shall schedule and initiate, with the VA Contracting Officer (CO) and the Contracting Officer’s Representative (COR) concurrence, a post-award Kick-Off meeting with the COR to discuss project objectives, scope of work, expectations and review project deadlines and deliverables within ten (10) business days after date of award. The Contractor shall provide minutes from the meeting.

Deliverable 4.1: Post award kick-off meeting minutes.

Task 4.2: Real-time Captioning- Satellite and Video Streaming Line 21 Delivery: The Contractor shall provide real-time closed captioning services for live and/or taped programs aired on the Department of Veterans Affairs digital network known as the VA Knowledge Network (VAKN).

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4.2.1 The Contractor shall provide captioning services for a minimum of four simultaneous VA programs.

4.2.2 The Contractor shall contact the VA Broadcast Center at least 15 minutes prior to the scheduled program start time of the closed caption service for equipment tests, and shall provide a separate trouble phone number for use by the VA Broadcast Center to confirm that services are scheduled and for reporting technical difficulties during closed caption services.

4.2.3 The Contractor shall use and maintain its own equipment to connect telephonically to the VA-owned audio couplers to receive the program audio.

Simultaneously to the audio coupler connection, the contractor shall use and maintain equipment necessary to connect telephonically to VA-owned line 21closed caption encoders to transmit real-time CEA standard 708 or 608 closed caption data.

4.2.4 The Contractor shall be able to offer caption data utilizing the EEG Basic iCAP Service, a cloud-based secure real-time IP captioning system for caption delivery to VA digital satellite network closed-caption encoders. The VA owns and maintains EEG caption encoders, which support the iCAP service.

4.2.5 The Contractor shall be able to provide English and Spanish language for all real-time captioning services.

4.2.6 The Contractor shall be able accept electronic file transcripts or other pertinent materials from the VA, that will add to the value and accuracy of the captioners’ work for all real-time captioning services.

4.2.7 The Contractor shall provide a closed caption file generated from the live session and formatted to work with the VA’s video archive platform, within four hours of a live caption session.

Deliverable 4.2.7: A closed caption file generated from a Line 21 live captioning session which shall be formatted to the VA’s specification.

Task 5.1: Real Time Captioning-Adobe Connect: the Contractor shall provide real-time closed captioning services for Adobe Connect virtual conferencing (webinar) sessions which must be compatible with Adobe’s Connect Caption Pod solution.

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5.1.1 The Contractor shall join the scheduled Adobe Connect session, as an attendee or host, at least 15 minutes prior to the scheduled program start time, and collaborate with the host in order to verify proper caption pod connectivity.

5.1.2 The contractor shall have the ability to monitor audio from the VA National Telecommunications System (VANTS telephone) and provide a live transcription of the dialog to the Adobe Connect real-time conference caption pod.

5.1.3 The contractor shall provide an electronic MS Word file of the transcript created for each Adobe Connect session Deliverable 5.1.2: Transcript files in Microsoft Word of each Adobe Connect session.

Task 6.1: Real-time Captioning Web Portal Delivery 1.

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6.1.1 The Contractor shall provide real-time closed captioning services for web-based delivery via Recap’d, StreamText, or other similar service that will provide embeddable widgets for use with external web portals’ embedded video and caption players. The Recap’d or other web portal shall include a text search tool and the ability to edit and export transcripts and timestamps, as well as provide a time-stamped XML closed caption file of each web session for export and download.

6.1.2 The contractor shall provide direct links to the web-based closed caption for viewers to use in a stand-alone browser window. Direct web browser delivery of real-time captions shall be compatible with Internet Explorer web browser, mobile devices. The stand-alone browser web portal shall provide user control for text size, text style and color, background color, and the ability to resize and reposition the caption window.

6.1.3 The Contractor shall provide a closed caption file generated from the live session and formatted to work with the VA’s video archive platform, within 4 hours of a live caption session.

Deliverable 6.1.2: URL links of web-based delivery services.

Deliverable 6.1.3: Closed caption file generated from a live captioning session which shall be formatted to the VA’s specification.

Task 7.1: Real-time Captioning-Request Process - The Contractor shall be able to receive and acknowledge real-time electronic captioning requests created by the VA and delivered via MS Outlook email. The vendor shall acknowledge each real-time request on the same business day, between 0900 and 1800 ET, which the request was received.

Task 8.1: Offline (Prerecorded) Captioning - The Contractor shall be able to receive pre-recorded programs and return the captioned deliverable within five (5) business days and accept occasional requests for less than 24 hour turn-around.

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8.1.1 The Contractor shall be able accept electronic transcripts or other pertinent materials from the VA, that will add to the value and accuracy of the captioners’ work for all offline captioning services.

8.1.2 The Contractor shall be able to accept the following digital video file types for use in creating offline captioning files and creating video files with embedded captioning when supported: H.264 MP4, WMV, MPEG-1, QuickTime, QuickTime ProRes, Avid DNX, MXF, and other file types as required.

8.1.3 The Contractor shall be able to provide most commonly available closed caption file types to include, but not limited to, SRT, DFXP, XML, VTT, SMPTE-TT, SCC, and SAMI.

8.1.4 The Contractor shall be able to create and provide an electronic transcription text file created from archive video or audio files, upon request.

8.1.5 The Contractor shall provide an external secure file transfer protocol (SFTP) server with secure access accounts to which the VA can upload and download video files to be used with the captioning services process. The SFTP server shall be able to receive video files up to 100 GB in size.

8.1.6 The Contractor shall work with EES B&V and OI&T staff to establish the capability for the VA-managed Media Asset Management (MAM) to have ability to push and pull caption files to and from the vendor-managed SFTP watch folders.

Deliverable 8.1.3: Electronic delivery of closed caption files.

Deliverable 8.1.4: Electronic delivery of transcription text files

Deliverable 8.1.5: Host name and login credentials needed for access to Contractor SFTP server storage.

6.1 6.1.1 6.1.2 6.1.3 Task 9.1: Technical Exhibit 1- Performance Requirements:

9.1.1 The contractor shall provide closed captioning for programs and enter the text at 98.6% or better accuracy for real-time captioning and 100% for off-line captioning.

9.1.2 The Contractor shall evaluate system and staff performance and perform any technical repairs or staff changes to confirm proper operation and text accuracy. This evaluation shall be submitted monthly or upon request of the COR as a report.

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9.1.3 The Contractor shall submit a monthly report that lists all invoice numbers and amounts submitted to the VA against the current contract purchase order, separated by off-line captioning and real-time captioning tasks. The report shall also display the remaining purchase order balance at the date of the report.

9.1.4 The VA has the right to cancel services if services are determined by the VA to be unacceptable.

9.1.5 The Contractor shall re-caption any program that is of unacceptable quality at no charge to the VA. Re-captioning shall be completed with 24 hours or at a time specified by the COR.

9.1.6 The Contractor shall be able to receive, process, and provide deliverables for real-time and offline caption requests, in less than a 24 hour turn-around delivery time, for situations in which the VA determines are “emergent”.

Deliverable 9.1.3: Monthly accounting report

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Task 10.1: Technical Exhibit 2- Work Load Estimates:

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10.1.1 Real-time Captioning will occur during weekdays except for federal holidays. Adobe Connect usage has varied between 25 and 75 hours per month. The number of satellite and webcast programs can vary between 3 and 20 hours per month. Program lengths can vary from approximately 10 minutes long to up to 2 hours long.

10.1.2 Off-line Captioning requests are estimated to average 25 hours per month.

Table 1, Mandatory Deliverable Table

Due Date

8.1.3

Electronic delivery of closed caption files

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Host name and login credentials needed for access to Contractor SFTP server storage

9.1.3

5 Quality Control: The Contractor shall develop and maintain an effective internal quality control program to ensure that services performed are in accordance with the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum requirement, the Contractor shall internally develop quality control procedures that address the areas identified below in the Government’s Quality Assurance Surveillance Plan (QASP).

6 Performance Monitoring: Contractor’s performance will be monitored through the use of a formal QASP. This plan will provide specific performance standards used for monitoring and measuring the Contractor’s performance. The PM/COR will perform random and periodic inspection of the services covered under the contract.

The PM/COR will certify receipt of services and/or goods and recommends acceptance of the services/deliverables. This process will be used for approval of payment for the Contractor’s invoices and will serve as the mechanism to document that the overall performance of the Contractor has been acceptable for the period of time covered by the invoice.

7 Government-Furnished Equipment (GFE)/Government Furnished Information (GFI):

Equipment

· EEG Model HD490 Closed caption encoders

· Gentner Model Auto Coupler audio couplers

Information

8 Performance Details:

8.1 Period of Performance: The period of performance shall be for one (1) base year and four (4) option years after contract award.

8.2 Place of Performance: Work shall be performed at VA-owned television studios located in St. Louis, MO; Washington DC, and Salt Lake City, UT.

8.3 Contractor shall provide services during normal business hours from 8:00 A.M. to 4:30 P.M. local time, Monday through Friday, or as otherwise specified.

9 Type of Contract: The Government anticipates award of a Firm Fixed-Price contract.

10 Observance of Government Holidays. There are 10 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month:

11 Changes to the PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a contract folder, along with all other products of the contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

12 Confidentiality and Non-Disclosure: It is agreed that:

12.1 The preliminary and final deliverables, as well as all associated working papers and other material deemed relevant by VA that have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted upon request to the CO at the conclusion of the contract.

12.2 The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

12.3 Press releases, marketing material, or any other printed or electronic documentation related to this contract shall not be publicized without the written approval of the CO.

13 Security Requirements:

13.1 The C&A requirements do not apply, and that a Security Accreditation Package is not required. The contracted personnel will not have access to a VA system or sensitive information.

Offeror’s Submittal of Interest:

All interested and capable contractors are encouraged to respond. Respondents will not be notified of the results of the sources sought evaluation. The results of this sources sought notice will assist the Contracting Officer in determining whether Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), 8(a), Certified HUBZone Small Business, Woman Owned Small Business (WOSB), Small Business set aside, or full and open competition is an acceptable strategy for this procurement. Responses to this synopsis may be used to aid in establishing realistic achievable small business participation goals.

Interested and capable firms are requested to provide the following data/information to the attention of the Contracting Officer identified herein.

a) Company’s name:

b) Company’s address:

c) Company’s point of contact name:

d) Company’s phone, fax, and email address:

e) Company’s Tax ID Number:

f) Company’s DUNS number and Cage Code:

g) Type of business, e.g. Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, SBA Certified 8(a) Firm, SBA Certified HUBZone Firm, Women Owned Small Business, SBA Certified Small Disadvantaged Business, Small Business, or Other than Small Business.

The proposed NAICS for this effort is 541511 “Custom Computer Programming Services” Comments on this NAICS and suggestions for alternative codes must include supporting rationale .

h) Federal Supply Schedule number (if applicable):

i) Statement of Capability (no more than 10 pages) that demonstrates the offeror's capability and past performance in providing and meeting the type of service requirement for Closed Captioning Services as indicated in the draft Performance Work Statement (PWS).

e-Mail submissions will be acceptable at Wanakee.Strickland@va.gov. Submissions should be submitted no later than 10:00 a.m., Central Standard Time (CST) on November 8, 2018.

NO FAX/ FACSIMILE SUBMISSIONS WILL BE ACCEPTED.

Questions: Requests for clarification and/or information regarding this RFI must be submitted to the Contracting Officer in (email) ONLY. Any interested Offeror desiring an explanation or interpretation of the anticipated solicitation specifications must request it via email. No phone responses will be accepted. NOTE: All responses must reference the RFI # and Description of the project in the Header or Opening Statement.

Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government MUST be registered in the System for Award Management (SAM) website, located on at www.sam.gov.

Additionally, all Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond to a solicitation must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.

Disclaimer: This notice shall not be construed as a formal solicitation or an obligation on the part of the Government to acquire any products or services. In addition, it does not guarantee that a subsequent solicitation will be issued. Submission of any information in response to this Sources Sought notice is voluntary and will assist in selecting the appropriate solicitation type/method. Costs associated with any submission shall not be reimbursed by the Government. The Government is not seeking proposals and will not accept unsolicited proposals.

In the event that the Government decides to move forward with procurement, a Solicitation may be published on Federal Business Opportunities (FedBizOpps) website or GSA E-buy. It is the potential Offeror's responsibility to monitor FedBizOpps and E-buy for release of any future solicitation that may result from this Sources Sought Announcement.

Wanakee Strickland Contract Specialist Department of Veterans Affairs Program Contract Activity Central (PCAC) - St. Louis, MO 314-894-6656 x 65107 Wanakee.Strickland@va.gov

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