9531BM24R0015 - Mobile AV Production System.pdf

9531BM24R0015, Sections B-M

SECTION B – SUPPLIES OR SERVICES AND PRICES

1. SERVICES

The Contractor shall provide services that include the design and installation of a Mobile Audiovisual (A/V) Production System. The Contractor shall also be responsible for purchasing all equipment and performing the setup, breakdown, and operation of the mobile system on an as-needed basis, as well as providing training, technical support, and annual maintenance of the resulting system.

The period of performance of this requirement is for one (1) base year and up to four (4) option years.

2. MINIMUM/MAXIMUM AMOUNT OF SUPPLIES OR SERVICES

(a) The minimum amount of services that shall be ordered during the effective period of this contract is $2,000.00. The maximum amount of services that may be ordered during the effective period of this contract is $2,500,000.00.

(b) The minimum amount is reached when the quantity all ordered supplies or services equals or exceeds the minimum amount stated in paragraph (a).

(c) The maximum amount is reached when the quantity of all ordered services equals the maximum amount stated in paragraph (a).

3. ESTIMATED LEVELS OF EFFORT FOR BASE AND OPTION YEARS

The Government contemplates the award of one (1) Indefinite Delivery/Indefinite Quantity (IDIQ) contract with individually funded task orders resulting from this solicitation. The Contractor shall furnish all necessary labor, supplies, and equipment to provide the mobile A/V solution and perform services as set forth in Section C, Statement of Work (SOW).

No future work is ordered by this IDIQ contract beyond the minimum amount provided in Section “B.2 Minimum/Maximum Amount of Supplies or Services” until funds are obligated through the issuance of individually funded task orders.

The Government’s intent is to issue a hybrid firm fixed-price/labor-hour/time & materials IDIQ.

Task orders may be issued using the hourly labor rates as outlined in the Section B Price Chart, as well as on a firm fixed price basis. As this requirement has both well-defined and less defined tasks, certain price elements will be established at the IDIQ level, and some will be established at the order level. For requirements where certain price elements are likely to change or are hard to estimate, such as equipment rental costs for off-site events or shipping costs, pricing will be established at the order level and a price reasonableness determination will be made at the time of task order award.

Offerors shall complete the pricing tables below. In addition to completing the tables below, Contractor shall submit price proposals providing additional pricing information as set forth in Section L Proposal Instructions, under Price.

Any labor rates incorporated into the resulting IDIQ shall satisfy the Service Contract Act Wage Determination attached herein.

4. PRICE CHARTS

Offerors are instructed to propose hourly rates for the following labor categories that the NTSB anticipates using to perform the work as described under Task 2 – Event Production Support Services in Section 3.2 of the SOW:

Ordering Per. 1

Ordering Per. 2

Ordering Per. 3

Ordering Per. 4

Ordering Per. 5

Labor Category Qty Unit Hourly Rate (Regular Wage) Technical Director 1 HR Lead Audio Engineer 1 HR Audio Engineer 1 HR Lead Camera Operator 1 HR Camera Operator 1 HR Live Streaming Tech 1 HR

*Contractor shall price any additional labor categories not specified in the above tables that are necessary to complete the work as described herein.

Offerors are instructed to propose a firm fixed price for Task 1 as described in Section 3.1 of the

SOW:

Description Qty Unit of Issue Price Task 1 – Design & Installation of Mobile A/V Production System The Contractor shall propose a firm fixed price to perform the design, delivery and installation of the mobile A/V system. The Contractor shall provide a price breakout for this task detailing proposed labor categories, rates, hours, and equipment unit pricing making up the total fixed price.

1 Job $

Task 1 Total $

Offerors are instructed to propose a firm fixed price for each ordering period for Task 3 as described in Section 3.3 of the SOW:

Description QTY Unit OP1 OP2 OP3 OP4 OP5 Task 3 - Maintenance Agreement & Technical Support Services

1 YR $ $ $ $ $

* Offerors shall specify if maintenance of the Mobile A/V Production System for the first year post-installation is not included in Task 1

[END OF SECTION]

SECTION C- STATEMENT OF WORK

Mobile Production System

1.0 BACKGROUND

The National Transportation Safety Board (NTSB) is an independent Federal agency charged by Congress with investigating every civil aviation accident in the United States and significant accidents in the other modes of transportation – railroad, highway, marine and pipeline – and issuing safety recommendations aimed at preventing future accidents.

The NTSB, as part of its mission, organizes board meetings, hearings, forums, and roundtables.

These events involve discussions led by the NTSB Chair and four additional Board members, with up to 35 Subject Matter Experts. These events take place at the NTSB Conference Center in Washington, DC and occasionally at various locations across the United States.

2.0 SCOPE OF WORK

2.1 The NTSB requires a Contractor to design, install, and operate a mobile audiovisual (A/V) event production system. The Contractor will be responsible for proposing an A/V system in the NTSB Conference Center (NTSBCC), which will be used for both local and non-local events.

Beyond system design and installation, the Contractor's responsibilities shall include equipment assembly and disassembly, shipping (when necessary), setup, and operation of the mobile system as required. As required, the Contractor shall dismantle, transport, reassemble, and produce events using the system at various locations across the United States, including the NTSBCC. Post-event, the Contractor shall dismantle, transport, and reassemble the system in the NTSBCC.

The Contractor shall perform professional event production services. This includes, but is not limited to, roles such as technical director, audio engineer, and video engineer, and strike/setup technician. The Contractor shall also provide training to NTSB staff when the system is initially installed in the NTSBCC. Additionally, the Contractor is responsible for offering technical support for the system, on an on-call basis and upon request from the Contracting Officer’s Representative (COR). The Contractor shall provide annual maintenance on the proposed system.

The mobile system shall be easily disassembled, packed, shipped, reassembled, and operated, while maintaining a professional standard of event production. The Contractor may propose any equipment or system solutions beyond what is listed below, provided it will result in a stronger system design and better performance. At a minimum, the mobile system requires the following capabilities:

2.1.1 Audio Production:

NTSB owns the following: 25 wired Shure Push to Talk MX4118D/S, these mics should be utilized in this system design.

A solution for mobile audio production leveraging digital technology.

All associated software and hardware to wirelessly control via tablet and laptop.

2.1.2 Audio Projection:

NTSB owns the following: 25 wired Shure Push to Talk MX4118D/S, these mics should be utilized in this system design.

A solution for mobile audio projection with an emphasis on lower shipping weight to include:

Public Announcement system for an audience of 150-200 A solution for an additional:

o (5) Wireless Microphones with Antenna System- Handhelds with mic stand for desktop and floor o (2) Wireless Microphones with/Antenna system- Lavaliers A solution for the system that allows for audio inputs from PCs, MACS, Tablets, iPads, or similar devices to be projected and recorded.

All associated cables, peripherals, software, hardware, and controls for integration into the full system Transport cases for all rack mounted hardware, mixers, associated electronic hardware, speakers, cabling, etc.

Transport cases for the existing 25 wired Shure Push to Talk MX4118D/S microphones.

2.1.3 Video Production:

A solution for a minimum of 6 PTZ camera system with an emphasis on weight and modularity A solution for an NTSB staff member to display presentations using the NTSB presentation laptop with a HMDI connection, which shall be interjected throughout the event based on each panelist’s need for visual aids. The presentation laptop may be located in various areas throughout the event space.

All associated cables, peripherals, software, hardware, and controls for integration into the full system

Transport cases for all rack mounted hardware, mixers, associated electronic hardware, speakers, cabling, etc.

2.1.4 Video Projection:

A solution for local audience to view live production to include:

o (1-2) Monitors/Projectors to project the final PGM output of the multicamera system and/or computer graphics. This should allow for clear viewing for an audience of 200-250. (Needs to reflect computer graphics and/or PGM output)

A solution for allowing presenters to view the live production:

o For example: (2-3) 55-inch confidence monitors for presenters to view final

PGM output of the multicamera system and/or computer graphics.

Transport cases for all rack mounted hardware, mixers, associated electronic hardware, speakers, cabling, etc.

2.1.5 Laptops/ Displays, Cabling, Adaptors, Cases:

Cable lengths will vary based on location. Attached is the floor plan for the NTSB Conference Center, which will be the initial site for the equipment.

Transport cases for all hardware, software, adaptors, splitters, peripherals, and any needs associated with a complete production system. This includes any tablets, computers, monitors etc.

Transport cases for the existing 25wired Shure Push to Talk MX4118D/S microphones.

2.1.6 Streaming and Press:

A solution for live streaming events to various social media platforms. including but not limited to YouTube, X, and/or Facebook using the proposed mobile system.

The webcast must be viewable with the typical operating system platforms used by the public (Windows & Mac IOS), including mobile devices such as iPhone, Android-based, and Windows-based phones, and tablets.

Press: The system should generate an XLR feed to share with media via press box. The feed should produce audio.

2.1.7 Hybrid Capability:

A solution for incorporating off-site presenters into the on-site live production using software like Microsoft Teams and Zoom.

2.1.8 Recording:

The system shall produce a final video production file with at least 1080p resolution at 29.97 frames per second of the entire event without additional captions, lower thirds, titles, and graphics. The recording system shall offer the option to record both compressed and uncompressed copies of the production.

2.1.9 Staff Communication:

A solution for fluid communication between the NTSB production staff and the operator of the NTSB presentation laptop. Minimum of 5 users (Wireless headset system or similar)

2.1.10 Assisted Listening:

A solution for providing assisted listening for users who require it.

2.1.11 Redundancy:

A contingency plan for equipment failures at the proposed system’s primary failure points.

2.2 The contractor shall provide live production, live streaming operation and/or assembly and disassembly of the mobile system at the request of the COR. This may necessitate travel or subcontracting within the local area of the proposed event. The support requests may vary from full event production to on call support for clarity on production and troubleshooting issues.

2.3 The contractor shall provide all necessary packing and transport materials, such as Peloton boxes, to facilitate easy transportation of the system from one site to another, including transport cases for all rack mounted hardware, mixers, associated electronic hardware, speakers, cabling, etc. This includes the existing 25 wired Shure Push to Talk MX4118D/S microphones.

2.4 The contractor shall provide guidance on equipment additions, replacements, integration, and repairs as needed.

2.5 The contractor shall be prepared to arrange and order shipping services on the NTSB’s behalf.

The contractor will be reimbursed the actual costs of shipping. The contractor must include invoices detailing shipping charges with its invoice to substantiate the shipping charges incurred.

2.6 The contractor shall be prepared to arrange and order lighting services at off-site events on the NTSB’s behalf. The contractor will be reimbursed for actual costs and must include invoices detailing charges with its invoice.

2.7 In some cases, the NTSB may require the Contractor to stream live events to the NTSB YouTube channel or social media platforms, such as, Twitter, Instagram, and Facebook.

The Contractor shall be given access to the NTSB’s social media as a presenter with username and password provided by the NTSB.

The Contractor shall schedule, stream, and monitor NTSB events on the NTSB social media page.

The Contractor shall provide captions to social media live event streams. The live webcast and archives shall comply with Section 508 of the Workforce Investment Act of 1998; these standards may be found at:

IT Accessibility Laws and Policies | Section508.gov

The Contractor shall only stream NTSB content approved by the COR on an event-by-event basis.

2.8 All equipment recommendations that require network connectivity must be approved by the

NTSB.

2.9 The contractor shall receive system design approval from the COR after award, but prior to purchasing and installing the equipment.

2.10 The contractor shall be prepared to assist with sourcing and/or assembling added staging, draping, or other aesthetic event production needs as requested by the COR.

3.0 TASKS

3.1 Task 1: Design & Installation of Mobile A/V Production System.

Submit mobile system design for final approval from NTSB COR The initial installation of the mobile system shall occur at the NTSB Conference Center The contractor shall remove all packaging and trash resulting from the initial installation site In certain instances, the contractor may need to assemble, dismantle, operate, produce, and live stream an event using the mobile system at different locations across the United States In these instances, the contractor shall dismantle the system, ship it back to the NTSBCC, and reassemble the system.

3.1.2 Testing & Demonstration. Upon completion of installation and integration and before the authorization of payment, the Contractor shall provide the NTSB staff a demonstration of the full functionality of the implemented solution.

3.1.3 Training. The Contractor is required to provide the NTSB staff with training on the system's use and maintenance before the NTSB accepts the system. This training should cover all aspects of the system including assembly and disassembly. The training shall be documented for future reference by the NTSB staff.

3.1.4 Documentation. The Contractor shall provide final documentation including custom programming codes, wiring diagrams, manuals, rack elevations, equipment specifications, and warranty information associated with the equipment installed.

3.2 Task 2: Event Production Support Services. NTSB staff requires technical support for the preparation and execution of A/V activities for Board events. The NTSB Contracting Officer’s Representative (COR) will notify the Contractor in advance when event production is needed. The COR will provide a Statement of Work (SOW) outlining the required services. The contractor will then provide a quote for services based on contract rates, and a task order will be issued to initiate event production services. This may require travel, as events occur at various locations across the United States including the NTSBCC. The Contractor should also be available to provide technical support over the phone. This support may include, but is not limited to:

3.2.1 Production Support. Event production support is available either as a comprehensive package or an itemized list of support needs. The fully produced Board meeting package includes system assembly, system operation and event production, troubleshooting for event continuity, recording, and system disassembly in the assigned event location. This task may include staffing roles such as Project Manager, Technical Director, Video Engineer, Camera Operator, Audio Engineer, and/or General Setup/Strike, and A/V Technician.

3.3 Task 3: Maintenance Agreement and Technical Support Services. The Contractor shall provide annual maintenance for the audio/visual system for each option period. The maintenance will include:

On-site technical support during live events at the CORs request (local event oversight only)

Troubleshooting equipment failures Two (2) preventive maintenance visits per year The contractor shall facilitate the manufacturer’s warranties, loaners, and advanced replacements for all covered equipment. This includes diagnostics, removal, shipping, tracking, interacting with the manufacturer, and reinstallation of the equipment. After the expiration of any manufacturer warranties, the NTSB will be responsible for the cost of replacing any equipment.

Any future components added to the AV system or equipment replacement must be included under the maintenance agreement. The parties will mutually agree to any price changes to the maintenance agreement at the time of any equipment changes.

The Contractor’s technical team shall be available 9 to 5 (EST) Monday through Friday (excluding holidays).

Technical support shall be available via phone and/or video calls with the COR for troubleshooting setups and/or recommending compatible equipment for last-minute changes. The use of remote-control software i.e. (TeamViewer) will be allowed. The contractor is required to respond to trouble calls within 24 hours of the initial contact.

4.0 DELIVERABLES

4.1 Provide a diagram of proposed solution for approval within one week of the task order award.

4.2 Installation and demonstration of a fully operational Mobile Event production system at the

NTSB Conference Center

4.2 Provide documented training for future use by NTSB staff

4.3 Provide final documentation including custom programming codes, wiring diagrams, manuals, rack elevations, equipment specifications, and warranty information associated with the equipment installed.

4.4 Provide login information for portal support within 2 weeks of equipment installation.

5.0 PERIOD OF PERFORMANCE

The anticipated period of performance of the IDIQ contract includes one (1) base year plus four

(4) one-year option periods. The total period of performance shall not exceed five (5) years.

6.0 QUALIFICATIONS

The Contractor shall be licensed, bonded, and insured to perform the duties.

7.0 PERFORMANCE LOCATION

The mobile system installation shall be performed onsite at the NTSB Conference Center located at:

NTSB Conference Center 420 10th Street, SW Washington, DC 20024

Support services may be required at various locations across the United States and, therefore, contractor travel may be required. Travel will not be reimbursed for services performed at the

NTSBCC.

8.0 POINTS OF CONTACT

Contracting Points of Contact Technical/Program Points of Contact Kate Campbell

Contracting Officer, Acquisition Division, Office of the Chief Financial Officer (CFO-30)

(202) 314-6209 Kate.campbell@ntsb.gov

TBD

[END OF SECTION C]

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 TASK ORDER PROCEDURES

The contract shall cover an indefinite number of requests for the services described in Section C that may be needed on a regular and irregular basis. All funds expended under this contract shall be incurred and accounted for under individually funded task orders with FFP rates. The Contractor shall incur costs under this contract in the performance of task orders and task order modifications issued in accordance with this ordering procedure. No other costs are authorized without the express written consent of the Contracting Officer.

Work under the contract shall be initiated upon Contractor’s receipt of an individual task order.

Task orders shall be sent to the Contractor with as much advanced notice as possible, once the need for services has been identified. Task order procedures are as follows:

1. Work will be conducted by the Contractor on an as-needed basis, within the scope of the contract and at the FFP rates set forth in this contract.

2. Each task shall be accompanied by an individual Statement of Work that describes the work required, any deliverables, the period of performance, and any other pertinent information.

3. It is anticipated that the NTSB will issue a task order at or around the same time as IDIQ award for Task 1 as described in Section 3.1 of the Statement of Work, which shall satisfy the IDIQ ordering minimum. The NTSB reserves the right to issue multiple task orders in any given year.

4. The exact nature and extent of the Contractor’s work under this contract will be based on a written task order issued by the CO. Each task order shall include at a minimum the following:

a. Contract number and task order number

b. Description of the work required

c. Period of performance

d. FFP rates for Contractor labor

e. FFP rates for equipment, as required

f. Total Not-To-Exceed (NTE) amount of task order

g. Any other pertinent information

h. Name and contact information of the COR

i. CO signature

5. For requirements where certain price elements are likely to change, such as shipping or equipment costs, pricing may be established at the order level and a price reasonableness determination will be made at the time of task order award.

6. Should the Contractor determine that the task order price will exceed the NTE amount set forth in the task order, the Contractor shall notify the COR and the CO immediately. The price shall not exceed the total NTE amount specified in each task order.

7. Once issued, a task order may be modified in the same manner with which it was issued.

8. No other costs are authorized without the express written consent of the CO.

G.2 AUTHORIZED ORDERING OFFICIALS

The authorized personnel for ordering services for this requirement is:

1. NTSB Contracting Officer

G.3 TRAVEL AND PER DIEM

Travel and per diem will be reimbursed in accordance with the Federal Acquisition Regulation (FAR) and the Federal Travel Regulations (FTR) in effect at the time of the travel. The contract will include a not-to-exceed allocation for travel, and per diem (lodging/meals & incidentals).

Receipts are required with the submission of invoices for all travel, lodging, parking, and related expenses. Receipts are not required for meal expenses.

Pursuant to FAR 31.102 and FAR 31.205-46, the requirements of this section shall flow down and apply to any subcontractors that travel under the resulting contract.

Information on current FTR and current per diem rates may be obtained at the following web site:

FTR website: www.gsa.gov/federaltravelregulation

Per Diem website: www.gsa.gov/perdiem

A helpful lodging site is: www.fedrooms.gov, which is also linked through www.gsa.gov.

Travel reimbursed under this contract shall be based on the most economical form of transportation available only. Any costs deemed unreasonable will be reduced to a reasonable amount. Improper costs will be disallowed and deducted from the invoice. Any exceptions shall be fully justified and, if at all possible, be approved in advance by the Contracting Officer. All travel shall be scheduled sufficiently in advance to take advantage of available discount rates.

For lodging, the Contractor should make use of government rates whenever possible;

otherwise, corporate rates or other discounts should be obtained. Any hotel expenses considered excessive or unreasonable will not be reimbursed. In those cases, lodging reimbursement will be limited to the GSA lodging rate under the established GSA per diem.

Travel requirements shall be met using the most economical form of transportation available.

This includes using connecting rather than direct flights, and reasonable efforts to insure the most economical flights are secured. Simply relying on a travel agent may not be sufficient. If economy class transportation is not available, the invoice must include justification for use of higher class travel indicating dates, times, and flight numbers. Air travel should be in coach class only unless the Contractor bears the cost of the difference between coach and first class.

If the Contractor purchases non-refundable tickets as a cost saving measure, and then is required to change or cancel the tickets due to causes beyond its control (such as travel delays or cancellations due to acts of God), the Contractor may claim reasonable reimbursement for service charges. Unused tickets paid for by the government must be sent promptly to the Contracting Officer, unless it is likely they can be re-issued for a later trip, under this contract, and the Contractor maintains an adequate accounting system to protect the tickets from misuse and ensures the government will not be billed for the subsequent trip. The Contractor shall provide complete justification and accounting with the invoice.

The Contractor shall justify in writing the use of a rental car, and their use is to be the exception rather than the rule. The Contractor shall use alternate methods of local travel whenever possible, such as hotel or airport shuttles and taxis. If using a rental car, the Contractor shall include in the justification the distance from the airport to the hotel and then to the performance site; the name, phone number, and cost of a shuttle service, or statement that none are available. The government is only obligated to pay reasonable costs, and without proper justification, charges will be reduced or eliminated as being unreasonable.

Personal convenience or “club” membership is not a justification for higher airfares, rental cars, or the choice of airlines or hotels.

The Contractor shall always attempt to receive the government rate for auto rentals and hotel rooms. Authorization letters will be issued to travelers upon request.

SECTION J – LIST OF ATTACHMENTS

1. Attachment 1 – Service Contract Act Wage Determination General Decision Number

2015-4281 Rev. 28, dated 12/26/2023

2. Attachment 2 – Past Performance Questionnaire

3. Attachment 3 – Sample Task Order Statement of Work

4. Attachment 4 – NTSB Boardroom & Conference Center Finish Plan

SECTION L – PROPOSAL INSTRUCTIONS

The NTSB solicits your proposal for a Mobile Audio/Visual Production System and associated services. This Request for Proposals (RFP) will result in the award of one (1) IDIQ type contract with task orders using FFP rates for a base year with up to four (4) option years.

Offerors are instructed to submit prices for each category, for each period of performance as outlined in Section B – Prices of Supplies/Services.

Offerors are required to meet all requirements of the RFP. The NTSB may reject any proposal that is so lacking in competence or understanding of the requirements that without a major reformation of the proposal it is not adequate for evaluation purposes.

1. SITE VISIT

A site visit will be held at the NTSB HQ on Wednesday, July 10, 2024, at 10:00am Eastern time. The purpose of the site visit is to provide interested parties with an opportunity to visually inspect the NTSB’s Boardroom and Conference Center in order to provide proposal pricing in response to the RFP.

Attendance at the site visit is not mandatory/necessary in order to submit a proposal. If you plan to attend a site visit session, please provide advance notice to Kate Campbell at kate.campbell@ntsb.gov and Matt Hazlinsky at matt.hazlinsky@ntsb.gov.

2. SOLICITATION QUESTION AND ANSWER INSTRUCTIONS

Questions regarding this solicitation must be submitted via email by 4:00pm Eastern time on July 12, 2024, to Kate Campbell, Contract Specialist, at kate.campbell@ntsb.gov. Answers to all questions will be provided through an amendment to the Request for Proposals (RFP).

3. ELECTRONIC DISSEMINATION OF RFP DOCUMENTS

Access to this RFQ and amendments will be provided electronically to Offerors through the Contract Opportunities page on the System for Award Management at SAM.gov. All Offerors are cautioned that it is your responsibility to ensure that you have received all issued amendments by monitoring the SAM website.

4. PROPOSALS

Your proposal must be received no later than the date/time (local time is considered Eastern Standard Time) indicated on Page 1, Block 10 of Standard Form (SF) 1449. Close of business is considered 4:00pm Eastern time. LATE PROPOSALS WILL NOT BE CONSIDERED.

Proposals submitted with inadequate information may be found unacceptable.

Proposals must be submitted via email to Kate Campbell, Contract Specialist, at kate.campbell@ntsb.gov. The maximum email file size that the NTSB email server an accept, including attachments, is 35 megabytes (MB). Offerors may separate proposals and submit in separate emails if the combined file size of the total proposal will exceed 35MB. Offerors are encouraged to remove excess graphics from their proposals to ensure files remain under the size limit. It is the Offeror's responsibility to confirm that the designated point of contact has received your proposal at the email address of the contact specified above by the proposal due date and time. No exceptions.

5. PROPOSAL CONTENT

Contractors are required to meet all the requirements of the RFP, including but not limited to instructions, conditions/notices, and requirements in the SOW. Proposals should address each evaluation factor as described below. Responses that merely repeat the requirements in the SOW or give only assurances without detailing how the Contractor can perform the requirements may not be considered as being responsive to the requirements of this RFP. Proposals that fail to address the essential requirements of this RFP or are impractical in terms of technical content, schedule commitment, or cost/price will be deemed to have an inherent lack of technical competence or indicative of a failure to comprehend the requirements, or the complexity and risks associated with the requirements. The Government may reject any proposal that is so lacking in competence or in understanding the requirements that without a major reformation of the proposal it is not adequate for evaluation purposes. Alternate/conditional proposals may result in a proposal being rejected as non-responsive. The Government reserves the right to award without discussions. Contractors are cautioned that they must submit a best offer with the initial proposal.

In responding to this RFP, Contractors shall submit a proposal in three (3) separate parts:

Technical, Past Performance, and Price.

1. Part I – Technical Proposal: Include all information requested under “L.6 Part I Technical Proposal”. Exclude any references to price.

2. Part II – Past Performance Proposal: Include all information requested under “L.7 Part II Past Performance”.

3. Part III – Price Proposal: Include all information requested under “L.8 Part III Price”.

6. PART I TECHNICAL PROPOSAL

The Technical Proposal shall include the following factor and sub-factors:

1. Mobile AV Solution Plan & Specification Sheets Offerors shall propose a comprehensive solution for the Mobile production system in the NTSB Boardroom and Conference Center as outlined in the Statement of Work. Offerors shall describe their technical approach to delivering the solution requirements as outlined in the Statement of Work (SOW). The Plan shall detail all equipment comprising the solution. For each proposed piece of equipment, the offeror shall include a technical specification sheet and detail how the equipment meets the NTSB’s need as written in the SOW. The plan should not exceed ten (10) pages, excluding technical specification sheets.

2. Government/Corporate Experience

Offerors shall submit related work experience that would qualify the offeror to perform the examples within the past three (3) years where the offeror has performed work comparable to the NTSB’s requirement for government or commercial customers. At a minimum, provide a brief description of the contract, total contract value, contracting organization, contract number, contractual and technical point of contact, phone number, and e-mail. Contracts listed may include those entered into with the government or commercial customers. Include the following information for each contract:

Brief Description of Services

3. System Support & Maintenance Plan

Offerors shall submit a plan detailing its solution for maintaining the AV equipment in the NTSBCC, to include preventative maintenance, on-site support, and portal support in accordance with the Statement of Work. Offerors shall also identify any areas of performance risks and describe how the offeror intends to mitigate those risks. The plan should not exceed ten (10) pages, excluding technical specification sheets.

4. Mobile Production Plan The offeror shall submit a complete production plan for an NTSB board meeting as described in Attachment 3 – Sample Task Order SOW. This SOW is representative of the requirements for a standard off-site board meeting. The Plan must demonstrate the offeror’s management processes, understanding of the work to be performed, and project organization proposed for the work – including internal operations, lines of authority, and subcontractors. It shall include response times and plans for (1) tracking and controlling the work, (2) ensuring timeliness of performance; (3) methods for monitoring, maintaining, and enhancing the quality of the work, (4) ensuring accurate and timely deliverables and

(5) maintaining customer satisfaction. The offeror shall describe its proposed transition plan that shall address Continuity of Services to include administrative and operational responsibilities, schedules, and plan to minimize operating disruptions.

There is no limit on the number of pages for Part I Technical Proposal.

7. PART II PAST PERFORMANCE PROPOSAL

1. PAST PERFORMANCE

Offerors shall ask their references provided under Factor 2, Government/Corporate Experience, to complete the Past Performance Questionnaire and submit it directly to Kate Campbell via email at kate.campbell@ntsb.gov, or fax: (240) 752-6322. It is the offeror’s responsibility to ensure that Past Performance Questionnaires are completed and timely submitted by customer references, and that correct names, addresses and phone numbers are provided in the responses for each reference. An offeror will not be penalized in the evaluation with an unfavorable rating for the failure of its Past Performance references to complete and submit the Past Performance Questionnaires.

There is no limit on the number of pages for Past Performance

8. PART III PRICE PROPOSAL

1. PRICE

For price evaluation purposes, Offerors shall:

1) Complete the Section B Price Charts to provide fully-burdened fixed hourly rates for the various labor categories for each ordering period, as well as the price of any annual maintenance of the Mobile A/V Production System. Offerors are welcome to price additional labor categories that they plan to utilize in the performance of the work under the scope of the SOW.

Utilizing the pricing entered in the Section B Price Charts,

2) Propose a firm fixed price for Task 1 – Design & Installation of Mobile A/V Production System. Offerors shall provide a price breakout detailing the price of each piece of equipment as well as the labor categories, rates, and hours that make up the price of labor. The NTSB plans to award the Task 1 requirement at or around the time of IDIQ award if the pricing is found to be fair and reasonable.

3) Propose a price for Attachment 3 – Sample Task Order Statement of Work. Provide a firm fixed-price to perform the work detailed in the SOW. Provide a price breakout detailing all labor categories, hours and rates that comprise the fixed price.

Certain price elements will be established at the IDIQ level, and some may be established at the order level. The Government Accountability Office has determined that IDIQ prices can be established at the time of contract award, at the time of order award, or both (GAO- 17-329). For requirements where certain price elements are likely to change or hard to estimate, such as equipment rental costs for off-site events or shipping costs, pricing will be established at the order level and a price reasonableness determination will be made at the time of task order award.

There is no limit on the number of pages for Part III - Price.

9. EXPENSES RELATED TO CONTRACOTR’S SUBMISSIONS

This solicitation neither commits the Government to pay any cost incurred in the submission of the offer nor to contract for services or supplies. Any costs incurred in anticipation of a contract shall be at the Contractor’s own risk.

SECTION M – EVALUATION FACTORS FOR AWARD

1. EVALUATION OF PROPOSALS

Award will be made to the contractor whose proposal conforms to the RFP, will be most advantageous to the government, price and non-price factors considered, such that it provides the best value to the government. Best value is defined as the procurement process that results in the most advantageous acquisition decision for the government arrived at through an integrated assessment and trade-off analysis between price and non-price factors.

The government reserves the right to reject any or all proposals if such action is in the public interest. Under a best value procurement, the government may reasonably determine that the superior solution/approach merits a higher price and, therefore, represents the best value to the government. The government may also reasonably determine that the contractor with other than the highest rating in non-price factors is the best value. The government may waive informalities and minor irregularities in proposals. The government reserves the right to award without discussions. Contractors are cautioned that they must submit their best offer with the initial proposal.

Responsibility Determination

In order to be eligible for award, the Contracting Officer must determine that the contractor is responsible according to the standards of FAR 9.1, "Responsible Prospective Contractors."

2. EVALUATION FACTORS

The following factors and sub-factors shall be evaluated by the Government:

Technical factors in Part I as well as Part I Past Performance will be evaluated adjectively in accordance with a pre-established plan. Technical factors will be rated using the following:

TECHNICAL ADJECTIVAL RATINGS

Rating Adjectival Description

Outstanding “O”

The proposal has exceptional merit and reflects an approach, which will clearly result in the superior attainment of all requirements and objectives with very low or no risk. This approach includes advantageous characteristics (strengths) and essentially no disadvantages (weaknesses), and can be expected to result in outstanding performance. The proposal provides solutions, which are feasible and practical and clearly articulated, fully supported, and demonstrates a clear understanding of the requirements. Risk Level: Very Low or none. Note that risk involves measuring all programmatic

PROPOSAL PART #

FACTORS and

SUBFACTORS

TITLE

I 1 Mobile AV Solution Plan & Specification

Sheets I 2 Government/Corporate Experience I 3 System Support & Maintenance Plan I 4 Mobile Production Plan II 5 Past Performance III 6 Price uncertainty in predicted performance can extend beyond operational sources of risk and include programmatic/strategic decision-making.

Good “G”

The proposal demonstrates a sound approach, which is expected to meet all requirements and objectives. This sound approach may include some characteristics of substance (strengths), and if there are disadvantages (weaknesses), they can be corrected, which results in proposal that can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions, which are considered feasible and practical. These solutions are clear and precise, supported, and demonstrate an understanding of the requirements. Risk Level: Low

Acceptable “A”

The proposal demonstrates an approach, which is capable of meeting all requirements and objectives. The approach includes both strengths and weaknesses but the strengths are not outweighed by the weaknesses.

Collectively, the strengths and weaknesses are likely to result in acceptable performance. However, the risk of unsuccessful performance is moderate, unless weaknesses are corrected and Contractor performance may require constant oversight by the Government. These solutions demonstrate a general understanding of the requirements but may lack explanation and continuity.

The proposal/quote does not contain any weaknesses that are fatal to the overall acceptability of the proposal/quote. Risk Level: Moderate

Unacceptable “U”

The proposal/quote demonstrates an approach, which will very likely not be capable of meeting all requirements and objectives. This proposal/quote has weaknesses of substance, and strengths, which if they exist, are outweighed by weaknesses, some of which may be fatal to the proposal because they cannot be corrected. The risk of unsuccessful performance is high as the proposal/quote contains solutions, which are not feasible and/or practical. The solutions may lack any clarity or precision, lack detail or are unsupported, and otherwise do not demonstrate an understanding of the requirement. (Note that if the proposal/quote that is so deficient that it (1) fails to address the essential requirements of the RFP; (2) is unrealistic in terms of technical content, schedule commitment, or cost/price; (3) has such an inherent lack of technical competence or is indicative of a failure to comprehend the requirements, the complexity and risks associated with the requirements, it may be rejected by the Contracting Officer as non-responsive provided that, without a major reformation of the proposal/quote, it is not adequate for evaluation purposes.

Alternate/conditional proposals may also result in a proposal being rejected as non-responsive.) Risk Level: High

The government will evaluate the Technical Merit factors based on the contractor’s overall understanding of the requirements. A contractor’s Technical Proposal must describe the degree to which the contractor’s technical capability satisfies all the requirements in the SOW and demonstrates that the contractor has a clear understanding and knowledge of the SOW requirements and how to achieve them in a logical, feasible, and technically effective manner.

Contractors are cautioned that despite the relative weight of the non-price factors, proposals that receive an unacceptable in any factor in Part I shall be deemed ineligible for award.

Of the technical evaluation factors, Factor 1- Mobile AV Solution Plan & Specification Sheets, is the most important. Factor 4 – Mobile Production Plan is the second most important. Factors 2 and 3 (Government/Corporate Experience and System Support & Maintenance Plan) are of equal importance and are third most important. When combined, all non-price factors are significantly more important than price. However, as the difference in technical merit between Offerors becomes less significant, the relative importance of the proposed prices will increase.

2.1 Mobile AV Solution Plan & Specification Sheets

The Government will evaluate the Offeror's Mobile AV Solution Plan & Specification Sheets to determine the Offeror’s solution to be technically sound and feasible. The Offeror’s approach must demonstrate that it will incorporate and integrate the proposed solution with existing equipment in place and that all requirements of the Statement of Work will be satisfied. Higher ratings may be given to offerors that propose a unique or innovative approach to perform the upgrade or an approach that is comprehensive and detailed, thereby minimizing risk of unsuccessful performance.

2.2 Government/Corporate Experience

The Government will evaluate the Offeror's Government/Corporate Experience to determine it has performed work comparable to the NTSB’s requirement for government or commercial customers on at least two occasions within the past three (3) years. Higher ratings may be given to offerors demonstrating a breadth of recent experience in performing work that is comparable to the NTSB’s requirement.

2.3 System Support & Maintenance Plan

The Government will evaluate the Offeror’s plan to determine the extent that the Offeror’s approach is technically sound and feasible. The Offeror’s plan must demonstrate that all requirements of the System Support & Maintenance task will be satisfied. Higher ratings may be given to Offerors that propose a unique or innovative approach to perform the support and maintenance, or an approach that is comprehensive and detailed, thereby minimizing risk of unsuccessful performance.

2.4 Mobile Production Plan

The Government will evaluate the Offeror’s plan to determine the extent that the Offeror’s approach is technically sound and feasible. The Offeror’s plan must demonstrate that all requirements of the mobile system design and event production labor tasks will be satisfied.

Higher ratings may be given to Offerors that propose an innovative approach to the system, production, or an approach that is comprehensive and detailed, thereby minimizing risk of unsuccessful performance.

2.5 Past Performance

Past Performance will be evaluated and rated Acceptable, Unacceptable or Neutral. If the Contractor does not have a record of past performance or information on relevant past performance is not available, evaluators will evaluate that contractor’s past performance as Neutral. Contractors are cautioned that despite the relative weight of the non-price factors or sub-factors, proposals/proposals that receive an “Unacceptable” in past performance may be deemed ineligible for award. The Government may contact Contractors’ customer references or use other references/information, such as CPARS, to verify past performance.

2.6 Price

When conducting evaluations, the NTSB will assume that six (6) off-site events will be held per year. Therefore, the proposed price of the Sample Task as described in Attachment 3 will be multiplied by six (6) to arrive at a total evaluated price.

Pricing will be evaluated to determine the reasonableness of a contractor’s proposal.

Reasonableness is the degree to which all prices by their nature and amount, do not exceed that of which would be incurred by a prudent person in the conduct of competitive business. The Section B Price Chart will be incorporated into the resulting IDIQ for potential ordering. The Government may determine that an offer is unacceptable if the ordering period prices are significantly unbalanced and escalate at an excessive rate.

The FFP rates proposed by the Contractor will be evaluated to determine whether the proposed rates are representative of the work to be performed; reflect a clear understanding of the requirements and are consistent with the approach described in the Contractor’s technical proposal. As part of its price evaluation, the Government specifically reserves the right to evaluate the risk associated with any pricing schemes.

RFP 9531BM24R0015, Attachment 1, Past Performance Questionnaire, Page 1 of 1

Attachment 2 - National Transportation Safety Board

Past Performance Questionnaire

Upon completion, please return a copy of the questionnaire to Kate Campbell, Contract Specialist, at kate.campbell@ntsb.gov, or fax at (240) 752-6322. Thank you.

Quoter’s Name: _____________________________.

Solicitation: 9531BM24R0015 – Mobile A/V Production System

Person/Point of Contact: ____________________________ Telephone: ________________

E-Mail: ______________________________

Title and Organization: ________________________________________________________

1. Type of Work. What type of work did the contractor perform for your agency/company?

2. Quality of Performance. Did the contractor perform in a manner that conformed to contract requirements and demonstrated standards of good workmanship? Please explain.

3. Timeliness of Performance. Did the contractor adhere to the contract schedule?

4. Customer Satisfaction. Did the contractor demonstrate reasonable and cooperative behavior and commitment to customer satisfaction? Did the contractor display a business-like concern for the interest of the customer? Was the customer ultimately satisfied?

5. Based on the contractor’s overall performance, would you award them another contract?

[ ] YES [ ] NO Please explain.

ATTACHMENT 3

SAMPLE TASK ORDER STATEMENT OF WORK (SOW)

National Transportation Safety Board

1.0 BACKGROUND

The National Transportation Safety Board (NTSB) is an independent Federal agency charged by Congress with investigating every civil aviation accident in the United States and significant accidents in the other modes of transportation—railroad, transit, highway, marine, pipeline, and commercial space—and issuing safety recommendations aimed at preventing future accidents.

As part of its investigative mission, the NTSB is conducting a Board Meeting.

To conduct the Board meeting and comply with all Congressional mandates for the conduct of such meetings, the NTSB intends to rent event space and contract with an A/V production team (Contractor) for system assembly, system disassembly, shipping, producing, operating, broadcasting, and to support streaming the meeting as determined by the NTSB production team.

2.0 SCOPE OF WORK

The NTSB requires the Contractor to provide A/V production services for the Board Meeting to be held in Seattle, WA.

The Contractor is responsible for disassembling and packing the mobile system at the NTSB conference center (NTSBCC). The Contractor must then coordinate the shipment and reception of the mobile system at the event location, as specified by the COR.