RFQ Q and A - ED Responses to Questions.docx

RFQ OCO-EXO-Q-2021-0001

Virtual Event Webcasting

RFQ 91990122Q0002

Department’s Responses to Questions from Interested Parties

1. Can companies from Outside USA can apply for this? (Like from India or Canada) There is no requirement for services to be performed by a USA based company. However, most services will need to be performed on site (within the USA) unless ED deems it appropriate to perform the services remote. Prospective providers are directed to FAR 25 for information on “foreign acquisition”, including prohibited and sanctioned sources. See the terms “EDAR 3452.204-71 DEVIATION (JUN 2021) Notice to Offerors of Department Contractor Security Vetting Requirements (DEVIATION) (JUN 2021)” and “EDAR 3452.204-72 DEVIATION (JUN 2021) Contractor Security Vetting Requirements. (DEVIATION) (JUN 2021)” included in the RFP for more information.

2. We are incorporated in Canada. Does this fact preclude us from participating in the RFP process?

See response to Question 1. Above.

3. Whether vendors need to come over there for meetings?

Planning meetings may be attended remotely. Execution of the event must be onsite unless remote services are deemed appropriate by ED.

4. Can we perform the tasks (related to RFP) outside USA? (Like from India or Canada) The business location is not fixed; however, all are currently planned to be performed within the USA. The requirement includes on-site production staff support to aid ED’s virtual production team. Also, see https://www2.ed.gov/policy/fund/reg/clibrary/edar.html for more information on contractor personnel security requirements.

5. Can we submit the proposals via email?

Yes, written quotes are due via email to Gary.Weaver@ed.gov.

6. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

There are two incumbent contractors:

7. I did not see an element listed in either the RFQ or SOW to determine if the offering for the Virtual Event Production must be a FedRAMP offering or not. Would you be able to clarify this for me?

See the requirements listed under the “Information Assurance Requirements” section of the SOW using the “Security Requirements for Contractors Doing Business with the Department of Education” hyperlink.

8. Are there any FedRamp requirements for the chosen vendor?

See response to Question 7 above.

9. Is the Department of Education looking for FedRAMP or Commercial Zoom? Also, are you open to accept Cisco WebEx and Microsoft Teams quotes?

The solicitation is not seeking a specific platform license. ED will consider any webcasting platform that meets the requirements identified in the Event Webcasting Platform section of the SOW included in the RFQ to facilitate and deliver the stream.

10. To what extent encryption should be implemented exactly?

If vendor platform is used to host attendees, transmittal of auto-generated access codes, tokens, passwords, or similar credentials must be encrypted or unique.

11. We need a framework/structure of the website - Is this full option pro website with multiple pages or a simple "landing page"?

It could be either. The typical request is for a landing page with an embedded video player. ED has a “pro” solution but will consider vendor option(s).

12. Do you need simultaneous sessions on the same day?

Yes, simultaneous, or concurrent sessions will occur.

13. Is it possible for you to assign us the zoom account you currently have and we can manage the account directly (otherwise price will have to be adjusted accordingly in order to offer you government approval?

It is technically possible but will not be considered as part of this contract award. Please quote accordingly.

14. On what basis will they decide the RFQ, is it technically lowest acceptable price or is it based on quality of performance?

Please reference the “Quote Evaluation” section of the document titled “CSS_RFQ_Virtual+Production+Webcasting.”

15. How many events do they anticipate in 1 year?

On average, the number of relevant events can range from 3-4 medium-to-large scale programs, 5-7 smaller equivalents, or a combination of the two. We’ve awarded 5 Task Orders in FY22 and anticipate an increase in FY23 based on year-over-year total event requests.

16. Regarding the range “500 attendees to 10,000 attendees.” That's a wide range and can have quite a bit of pricing difference. From the RFP, it's not clear to me how many events we are talking about in the period of 12 months. Please Suggest.

The number of relevant events may vary and range as follows:

· 3-4 medium-to-large scale programs (500-2.5K+ attendees)

· or 5-7 smaller equivalents (250-500 attendees)

· or a combination of the two 5 Task Orders have been awarded in FY22 and we anticipate an increase in FY23 based on year-over-year total event requests. The projected increase is also due to a restructuring of internal resources. Historical data is limited as this is only the 2nd solicitation of comparable requirements.

17. How often do you envision having the virtual event sessions? Is it once a month or more?

Not anticipated to be more than once per month relevant to the contract award.

18. Do you require customer support? Should our team virtual monitor and assist during the sessions?

See the Production Support Services section of the SOW for on-site (or as deemed appropriate by ED, remote) production staff support to produce ED’s virtual events and conferences. Support will include pre-event planning meetings, primarily remote but could be in-person (not to exceed 10), pre-event setup & testing, coordination & event set up, and technical execution, among other requirements listed in the SOW.

19. Our team would need to determine what exactly is considered production. (pre-production, post-production, replacing frames, censoring, delaying) what "production" capabilities should be supported directly through the system? Which should be supported indirectly and which can be completely skipped?

Since requirements for each event may vary, the vendor is required to provide what is requested, including the capacity to provide all the event’s virtual production equipment and services. This may include all or partial equipment and services to execute the event, at the discretion of ED.

20. Do we understand that to mean redundant recording capabilities?

Production redundancies to ensure fulfillment of the Task Order are at the discretion of the vendor unless specifically outlined as a Task Order requirement.

21. For the reports - are there specific metrics you want to capture?

See the “Post-event reporting” section of the SOW for specific metrics.

22. Has client done a speed test on strength of the internet signal?

Speed test and signal strength will vary depending on the location of the event. If 100% remote, connectivity will be reliant on vendor resources. If hybrid, the vendor will need to evaluate the event location, in collaboration with ED, to ensure required connectively is made available per the SOW.

“Webcasting stream delivery must be up to 1080p 1.5mbps and no less than 720p 1.5mbps.”

“When requested, the vendor must have the capacity to provide its own internet or cellular connectivity for the purpose of broadcasting the event. If the event is broadcasted from an ED facility, only “Guest” wireless access that requires all devices to authenticate on the network shall be made available.”

23. Are all webcasts from the same place?

Broadcast locations will vary and may include production provided by the vendor remotely.

“The events may be produced within ED facilities in Washington, D.C. or at off-site venues as deemed appropriate by ED.”

“On-site (or as deemed appropriate by ED, remote) production staff support to produce ED’s virtual events and conferences.”

24. Is it possible to get dimensions of the room, and also how far from back of the room to the front of the room?

There is no set location. The solicitation is primarily for the support of virtual and hybrid events. Prospective hybrid events have locations that have yet to be determined.

“The events may be produced within ED facilities in Washington, D.C. or at off-site venues as deemed appropriate by ED.”

“For each event or conference, ED will provide a task order request for proposal that includes desired date(s), event times, and event location at least 21 days prior to the event start date. The contractor shall provide all personnel, materials, services, and facilities necessary to perform the requirements set forth in this SOW to provide virtual event webcasting.”

25. Is Dept of ED supplying projectors and screens?

No. Any response to an RFQ should include items necessary and specified by ED to fulfill the Task Order.

“The contractor shall provide all personnel, materials, services, and facilities necessary to perform the requirements set forth in this SOW to provide virtual event webcasting.”

26. Is Dept of ED supplying audio?

This will vary depending on our role in the event production. Any response to an RFQ should include items deemed necessary by ED to fulfill the Task Order. There may be instances where ED provides an audio output for the vendor to mix with video streaming.

“The contractor shall provide all personnel, materials, services, and facilities necessary to perform the requirements set forth in this SOW to provide virtual event webcasting.”

27. From the production support services, it appears that they want 3 cameras, because the RFQ is unclear, we need a better understanding of what they want us to quote?

Vendor must have the ability to stream no less than 3 simultaneous and independent camera shots to mix as one for the program-out stream. The source for each may be an in-person camera, mobile device, or computer.

“Vendor shall be able to produce the event broadcast with at least a three-shot view in which 3 video feeds appear concurrently in the frame within its video player e.g., ED-provided American Sign Language (ASL) interpreter, moderator, and panelist simultaneously.”

28. We can’t download the RFQ files. Could you please share them with us so we can start working on the RFQ?

The RFQ is available on SAM.GOV. Two additional MS Word docs are available for download from the main RFQ site. The URL is https://sam.gov/opp/f3c88d738eb34dbb90c57a0fb1afc18d/view.

29. Does ED prefer to use their Zoom for Government Large Meeting and Webinar licenses, and/or their Microsoft Teams and Live and Cvent Attendee Hub platforms? Or could the chosen vendor provide their own streaming technology. The advantage of using Notified is our own enterprise-grade webcasting platform, Studio. We also have our own in-house AV production team that can easily manage the onsite portion. So, the advantage for us is everything provided is owned and managed by Notified, therefore one throat to choke so to speak. However, please tell me if ED’s preference is to utilize current technology they have already like Zoom, Teams or Cvent as that will factor into whether we do provide a submission.

ED does not have a preference; however, we must be able to use our own license(s) or platform(s) as part of the production if required.

30. Are you okay with zoom commercial or another webinar’s platform?

ED will consider any webcasting platform that meets the requirements identified in the Event Webcasting Platform section of the SOW included in the RFQ.

31. Does it have to be government approved?

See response to Question 7 above.

32. We have produced events similar to the requested production work for large medical conferences, international business conferences and corporations, etc. Although our largest attendee count has been in the 1000+ range, we are able to scale to larger counts as specified. Please advise if, under the circumstances, our proposal will be considered.

Please reference the amended Corporate Experience evaluation criteria.

33. We have actively worked with and supported the virtual platform event needs of the U.S. Government though one of our clients, but not as a direct client. Please advise if under the circumstances, our proposal will be considered.

Working with the government as a prime or subcontractor will be considered.

34. Do you need social media support? Do we need to advertise them on our social media?

There are no social media support or social media advertising requirements in this acquisition.

35. Access Period and Webinar Hosting Questions:

I. How many events does the government anticipate having within the base year?

See the response to Question 11 above.

II. How many events does the government anticipate having within the option years?

On average, the number of relevant events can range from 3-4 medium-to-large scale programs, 5-7 smaller equivalents, or a combination of the two.

III. How many live webinars does the government anticipate hosting per day?

ED does not anticipate hosting more than one conference per day, however, there are circumstances where it may involve several breakout sessions which could be in webinar format.

IV. How many attendees are anticipated per day? Historical data may reveal high traffic days The award will be on a per event or conference basis. Per event/conference data may be more relevant and ranged from less than 100 for a targeted audience to more than 1K for public webinars. The recordings may be used for social media post event yielding higher numbers.

V. Attendee platform access periods for staff and attendees?

Only select staff from the Department of Education’s Office of Events Management and Partnerships will require elevated access that supersedes that of an attendee.

36. ZoomGov Access and Licensing Questions:

I. Does the government’s current Zoom Gov License support up to 10,000 attendees?

ED’s Zoom Gov license supports up to 1,000 attendees.

II. Do all agency staff have existing ZoomGov “meeting” licenses?

No. All agency staff have access to MS Teams. Select staff and the Department’s Event Technology and Virtual Production team have access to the Zoom for Government licenses.

III. Do any/all of the DoE staff have ZoomGov “webinar” licenses?

Yes. Select Department staff and the Department’s Event Technology and Virtual Production team have access to the Zoom for Government Webinar licenses.

IV. Will DOE personnel be comfortable effectively facilitating and hosting large capacity webinars (more than 100 attendees) in ZoomGov?

Yes. Note, a Task Order will typically require the vendor to assume that role.

V. Will training be required for hosting large Zoom webinars?

No, Task Order(s) will typically require the vendor to assume the role of “host.”

37. Event Rollout Approach & Consideration Questions:

I. When does the government anticipate an award?

On or before September 30, 2022.

II. How much time will be given once a task order is issued for a virtual event?

For each event or conference, ED will provide a task order request for proposal that includes desired date(s), event times, and event location at least 21 days prior to the event start date.

III. When does the government anticipate holding the first event(s)?

We will make that determination based on the discretion, capacity, and availability of ED’s virtual production team. They are committed through October, so it could be within the first month of the award if there are additional requests.

38. Social Media and Marketing Questions:

I. How are social media communication activities conducted using current social media channels?

There are no social media communication requirements included in this acquisition.

II. Is there a social media and marketing strategy currently in place?

There are no social media marketing requirements included in this acquisition.

III. What social media analytics is the government anticipating having access to?

There are no social media analytics requirements included in this acquisition.

39. Production Support Services Questions:

I. Will there be a designated staging areas for Production Support Technicians and technical staff?

Yes. The designation of space will vary depending on the event location.

II. Will the government have technical support available to assist virtual help desk should system issues arise?

Yes, the Department’s Event Technology and Virtual Production team will be available, or they will designate an alternate with direct escalation channels, if necessary.

40. Dedicated DOE Support for Event Questions:

I. Do you have at least one government person who can dedicate 4-6 hours per workday to support event planning and coordination from contract award through the go-live event day?

ED’s Office of Events Management and Partnerships will manage internal planning and logistics. 4-6 hours per day from contract award through the go-live event day will not be exclusively dedicated unless deemed necessary by ED.

II. Do you have at least one government person who can provide help desk support during live events?

The Department’s Event Technology and Virtual Production team or designated alternate will be available to provide support for event elements managed by ED. An email address for technical, registration, and general event inquiries may be provided.

41. For the paragraph "The type of security investigation required to commence work on an ED contract is dictated by the position designation determination assigned by ED. All ED contractor positions are designated commensurate with their position risk/sensitivity, in accordance with Title 5 Code of Federal Regulations (5 CFR 731.106) and OPMs Position Designation Tool (PDT) located at: https://pdt.nbis.mil/. The position designation determines the risk level and the corresponding level of background investigations required." What information do you require?

As stated in the RFQ, all positions under this contract have been designated as Low Risk. ) Contractor Employees who will have physical access to ED controlled facilities/space, ED information, or ED IT systems (excluding any actual log-on access to ED IT systems), for less than 30 days (e.g., a one or two week project), or have infrequent access (e.g., three times a month), do not require an investigation, provided they have favorable fingerprint results of a FBI National History Check (NCHC), a signed Non-Disclosure Agreement on record with the Principal Office and have escorted access at all times. More information is available at https://www2.ed.gov/fund/contract/about/acs/2021-contractor-vetting.pdf.

42. Need more clarification on: "The successful offeror shall comply with Department of Education personnel, cyber, privacy, security policy requirements as set forth in Contractor Security Vetting Requirements at http://www.ed.gov/fund/contract/about/bsp.html." "Contractor employees who will have access to proprietary or sensitive ED information including Controlled Unclassified Information as defined in 32 CFR Part 2002.4(h), ED IT systems, contractor systems operated with ED data or interfacing with ED systems, ED facilities or space, and/or perform duties in a school or in a location where children are present, must undergo a personnel security screening and a receive favorable determination and are subject to reinvestigation as described in the Contractor Vetting Security Requirements. Compliance with the Contractor Vetting Security Requirements, as amended, is required."

See response to Question 41 above.