Attachment 3- Quote Prep and Eval Criteria 9.04.2025.pdf

QUOTE PREPARATION INSTRUCTIONS

Studio Supplemental Crew and Support Contract

To assist the Government in thoroughly and completely evaluating all quotes, each offeror shall submit a quote in accordance with the format requirements specified below and adhere to the page limitations.

The Offeror’s proposal submission shall consist of:

Volume I – Written Technical Quote Volume II – Business Quote

Each of the proposal volumes shall be separate and complete in itself so the evaluation of one volume may be accomplished independently of another proposal volume. The technical proposal must not contain references to price/cost. The technical proposal may contain resource information such as data concerning labor categories and hours/level of effort, subcontracts, etc., in order to convey an understanding of the scope of the work may be evaluated.

Cover Letter/Page. Each volume shall include a cover page that includes the following information:

• Task Order number, and Volume number

• Offeror’s legal name and address

• Name, phone number and e-mail address of primary contact

• DUNS Number

• Business Size

• Confirmation that Offeror is registered in SAM under the applicable NAICS Code

• Proposed Cost (for Business Proposal only)

• Assumptions, if applicable

The following shall be included:

I. WRITTEN TECHNICAL QUOTE (10 single-spaced (one sided) page limit)

Quotes which merely offer to conduct the work in accordance with or to meet the Government’s requirements as set forth in the TO Statement of Work (SOW) will not be eligible for award.

The Offeror shall make a clear and concise presentation of the technical approach chosen for the proposed TO. This approach shall demonstrate an understanding of all aspects of the requirement.

The quote must explain the proposed technical approach in conjunction with the project objectives, the tasks to be performed, and the expected outcomes (and/or deliverables). The Offeror shall provide clear and appropriate detail in the quote to indicate an in depth technical understanding of, and capability for, performing all aspects of the SOW.

Offerors are required to submit a written technical quote in accordance with the following instructions:

1. Offerors shall respond to all aspects of the Statement of Work (SOW) as presented in the Request for Quote (RFQ).

2. Offerors shall submit as part of the quote a Volume entitled Technical Quote that addresses the following information:

A. Technical Understanding and Approach B. Experience of Personnel C. Prior Experience

3. The technical written quote shall not be more than 10 single-spaced (one-sided) 8

½ x 11-inch pages. All page margins must be at least 1 inch. All quote text shall be Times New Roman, twelve (12)-point font, with the exception of charts, tables, and graphs which may have a font size no less than ten (10)-point font. Please submit in PDF format;

4. Substantive technical content shall be included in the 10 page limit of the technical quote and not included as appendices/attachments unless specifically noted in the instructions. No other appendices, attachments, or references will be allowed, reviewed, or considered.

The offeror shall demonstrate the technical approach chosen for this task order covering all aspects of the Statement of Work (SOW).

The offeror shall provide sufficient detail to demonstrate their technical understanding of and capability of performing the requirements of the SOW. Quotes that restate the requirements in the SOW without providing substantive descriptions of the planned work will be considered technically unacceptable.

Offerors shall demonstrate experience in all phases of broadcast quality production, such as:

• Emphasis on television and video production and post-production;

• Live and taped studio production;

• Day-to-day studio operations and management, scheduling, creative development, script writing and technical script and proposal treatments;

• Producing live multi-site broadcast-quality video productions using state-of-the-art television broadcast technologies;

• Logistical experience in simultaneous multi-location television productions, and experience in producing live two-way video and two-way audio transmissions;

• Mobilizing an Electronic Field Production (EFP) or Electronic News Gathering (ENG) team on short notice (short notice considered 6 hours); and,

• Suitable experience and technical and artistic skills necessary to produce a program of high artistic and technical quality.

The quote shall describe the educational background, professional experience, and special qualifications of all professional personnel to be involved in this task order. When consultants or subcontractors are to be used, their special qualifications, educational background, and experience shall be included.

The quote shall specify how the personnel proposed under this task order will be integrated organizationally and what their responsibilities and percentage of time under the task order will be.

The offeror shall include a list of names and proposed duties of the key personnel, consultants and subcontractor employees assigned to the project. Key personnel should include the Contractor Representative as outlined in the SOW

C. Prior Experience

The technical proposal shall provide the general background experience and qualifications of the offerors’ organization. The offeror shall demonstrate relevant capabilities that it can bring to this project and any other advantages it offers based upon its experiences. Ideally, prior experiences should involve hiring crews to produce videos or films, or producing videos or films in their own business.

The Offeror shall include summaries of recent contracts, subcontracts and task or purchase orders with the CMS, other Department of Health and Human Services agencies, other U.S.

Government organizations and/or commercial firms for the same or similar services required by this solicitation. The list of directly related projects shall cover at least the last 6 months, but not more than the most recent 3 years.

The experience should demonstrate the ability to travel around the country with short notice.

II. BUSINESS QUOTE (No Page Limit)

Your business quote shall set forth your proposed price based on a Time and Materials (T&M) basis in accordance with the NAICS code 512110 Video/Film Production.

The business quote shall be sent as a separate PDF document from the technical quote. The business quote does not have a page limit, but conciseness is requested. Please submit as (one-sided) 8 ½ x 11-inch pages. All page margins must be at least 1 inch. All quote text shall be Times New Roman, twelve (12)-point font, with the exception of charts, tables, and graphs which may have a font size no less than ten (10)-point font.

Categories and amounts for labor, materials, travel, computer time, and other direct costs (ODCs) are required. Please align the business proposal with the project deliverables outlined in the SOW for this quote. The business proposal shall provide a table which reflects a comprehensive view of total costs associated with all tasks.

The estimated direct labor dollars (broken out by hours and fully loaded T&M rates) for each individual assigned to/proposed for the task order shall be provided. The hours and rates shall be appropriate for the labor category/position title of each individual proposed.

Detailed costs for any proposed subcontractor shall also be provided as well as assumptions, if applicable.

The projected budget levels must be for the total amount of the entire task order, including labor, other direct costs (ODCs), and travel.

An explanation and basis shall be provided for each item of “Other Direct Costs” proposed such as materials, reproduction costs, etc. Provide detailed breakdown include unit costs, number of units and supporting documentation such as quotes, invoices, catalog printouts, etc. If material printing is recommended, please assume that mass printing/production will be done through the Government Printing Office and not by the Offeror. Also include any assumptions that were made in preparing the business proposal. Please ensure to include any quotes; justifications; and/or rational for the ODC’s proposed.

Proposed travel (if applicable) shall be broken out into number of trips, number of travelers, name or job category of travelers, and duration of trip (including transit time) for each destination. Cost detail shall be shown for all items including commercial transportation, per diem rates in accordance with Federal Travel Regulations (FTR), personal mileage, daily care rental, etc. When applicable, provide supporting documentation for these costs such as internet printouts of airfare estimate, etc.

Please complete Attachment #4 Business Quote Template and submit in an Excel spreadsheet.

Subcontracts and Consultants (as appropriate):

A thorough subcontractor analysis shall be conducted for any subcontractors proposed.

The subcontractor analysis shall contain:

A. Appropriate cost or price analyses to establish the reasonableness of proposed subcontract prices;

B. Include the results of these analyses in the form of a subcontract negotiation memorandum reflecting:

• The principal elements of the subcontract price negotiations:

• The most significant considerations controlling establishment of initial or revised prices;

• The reason cost or pricing data were or were not required;

• The extent, if any, to which the Offeror relied on the subcontractor’s cost or pricing data in determining the price objective and in negotiating the final price;

• The extent to which it was recognized in the negotiations that the subcontractor’s cost and pricing data were not accurate, complete or current; the action taken by the Offeror and the subcontractor; and the effect of any such defective data on the total price negotiated;

• The reasons for any significant difference between the Offeror’s price objective and the price negotiated; and, C. A description of the extent to which price competition was obtained, or justification for its absence.

D. Statement as to whether the proposed subcontractor is on the List of Parties Excluded from Federal Procurement and Non-procurement Programs (EPLS).

Proposed travel (if applicable) shall be broken out into number of trips, number of travelers and duration of trip (including transit time) for each destination. Cost detail shall be shown for all items, including commercial transportation, daily per diem rates, personal mileage, daily car rentals, etc. Travel shall be proposed in accordance with Federal Travel Regulations (FTR).

An explanation and basis shall be provided for each item of ODC proposed such as materials, reproduction costs, etc. Also include any assumptions that were made in preparing the business quote.

IMPORTANT: Please note that in accordance with FAR 8.402(f), all other direct costs [including subcontractors, consultants, and significant materials (e.g., computer hardware and software)] in excess of the micro-purchase threshold of $3,000 must be procured off of a Federal Supply Schedule. Therefore, CMS will not consider open market items. Please note that any quote received that proposes open market items may be deemed unresponsive and, thus ineligible for award.

EVALUATION CRITERIA

GENERAL PROCEDURES

The Government will conduct a comprehensive evaluation of each quote. The awardee will be chosen based on the lowest price technically acceptable (LPTA). CMS reserves the right to award based upon initial quotes.

I. WRITTEN TECHNICAL QUOTE

The offeror is to present in a clear, concise, and sound manner the work to be carried out in the SOW. The quote shall be responsive to the quote request in all respects and reflect the ability to comply with all requirements stipulated in the SOW.

Specifically, the offeror shall be evaluated on demonstrating experience in all phases of broadcast quality production, such as:

• Emphasis on television and video production and post-production;

• Live and taped studio production;

• Day-to-day studio operations and management, scheduling, creative development, script writing and technical script and proposal treatments;

• Producing live multi-site broadcast-quality video productions using state-of-the-art television broadcast technologies;

• Logistical experience in simultaneous multi-location television productions, and experience in producing live two-way video and two-way audio transmissions;

• Mobilizing an Electronic Field Production (EFP) or Electronic News Gathering

(ENG) team on short notice (short notice considered 6 hours); and ,

• Suitable experience and technical and artistic skills necessary to produce a program of high artistic and technical quality.

The evaluation of personnel shall consider personnel who are competent and experienced in the skills required in the SOW. The caliber of personnel shall be based upon the individual’s past performance on similar efforts, academic qualifications, and relevant training. This evaluation shall also consider any proposed subcontractors and their experiences. The quote shall also indicate the percentage of time each staff member will contribute.

C. Prior Experience

The Government will be evaluating the offeror’s relevant prior experience and CMS will evaluate the Offeror’s and proposed significant subcontractor(s) past performance information, which is expected to demonstrate the likelihood that the prospective contract will be performed successfully.

The Contracting Officer reserves the right to limit its review of past performance information to what he/she has been determined to be relevant. The Offeror is advised that the Contracting Officer, using sound business judgment, may consider Federal contract past performance to be more relevant than State Agencies, Local Government or Commercial Customer performance assessments.

In addition to the information provided in the offeror’s proposal, the Contracting Officer may also consider other information he/she considers relevant (e.g., award fee evaluations, audit reports, etc.)

In the case of an Offeror without a record of relevant past performance, or for which information on past performance is not available, the Offeror’s Past Performance may not be evaluated favorably or unfavorably.