B08_RFQ140L3725Q0001-_Production_Studio_Svcs.pdf

RFQ 140L3725Q0001

Bureau of Land Management (BLM); National Wildfire Coordinating Group

As-Needed Production Studio Services in Boise, ID

Type of Contract: Single Firm Fixed Price (FFP) Award utilizing FAR Part 12 and 13

Award Selection Process: Best Value Trade-Off

Set-Aside- 100% Small Business Set-aside

NAICS: 512199

BLM Contact Contracting Officer (CO) Name/Email Kelly Houghton/ khoughton@blm.gov

Contents

1. INTRODUCTION AND GENERAL SCOPE

2. SCHEDULE OF SERVICES

3. REQUIREMENTS

4 DELIVERABLES

5 INSPECTION AND ACCEPTANCE

6 ADIMISTRATION DATA

7 SPECIAL CONTRACT REQUIREMENTS

8 PROVISIONS AND CLAUSES

9 ATTACHMENTS

10 INSTRUCTIONS

11 EVALUATION

1. INTRODUCTION AND GENERAL SCOPE

The Bureau of Land Management (BLM); National Wildfire Coordinating Group (NWCG), (hereafter referred to as the government) requires professional production studio services. The government is seeking services from a contractor within the Boise, ID area that can offer as-needed studio space services due to government space undergoing a renovation. The performance period for the services is not expected to exceed two (2) years, should all optional periods be exercised. The government estimates, but does not guarantee, up to two (2), consecutive day shoots per month, with the government team consisting roughly of 2-3 government employees; however, quantities are estimated and are expected to vary monthly based upon conditions. This contract does not guarantee payment.

2. SCHEDULE OF SERVICES

This contract consists of the following services and fixed price unit costs.

No. Item FFP Unit Price-

Base FFP Unit Price-

Option Pd 1

Required Services 1 Production Studio: 3-Day Service Use $ $ 2 Production Studio: 2-Day Service Use $ $ 3 Production Studio: 1-Full Day Service Use $ $ 4 Production Studio: Half Day Service Use $ $ 5 Hour Charge $ $

Preferred Services 6 Service Assistance: Half Day $ $ 7 Service Assistance: Full Day $ $ 8 Equipment Use (Per Day)

8a Cameras TBD TBD 8b Microphones TBD TBD

Assumptions:

• All days are weekdays.

• 2 and 3-Day rentals are, Full, consecutive days.

• Full days are considered 8 hours. Half days are 4 hours.

• After award, other in-scope items determined necessary not identified above may be negotiated and added to the table through a bi-lateral modification.

3. REQUIREMENTS

3.1 Service Requirements

The following services are requirements of the government over the course of performance:

a) Services must consist of Studio space that allows for use of studio space for daily shoots and accommodate multiple/consecutive day shoots.

b) Required characteristics of the Studio space include the following:

i. The Studio must have acoustic treatments to minimize exterior sound intrusion and optimize synchronous recording of spoken dialogue and diegetic sound.

ii. The Studio must include lighting equipment (adjustable for position, color, and intensity) sufficient to provide 3-point lighting for two subjects and background lighting.

iii. The studio must be at least 18 feet wide, 12 feet deep, and 8 feet high. Other dimensions may be considered if still within the general square footage requested.

iv. The Studio space must include a single-color backdrop.

v. The studio must be accessible during the hours of 0700-1900 (local Boise/ Mountain Time), or as otherwise negotiated during the Contractor’s normal business operating hours.

vi. The studio must be on Ground level, or accessible by elevator.

c) Required characteristics of the overall facility include the following:

i. The facility shall be within a 20-mile radius from the National Interagency Fire Center (NIFC) (3833 S

Development Ave, Boise, ID). Other distances may be considered if still within a reasonable commuting distance.

ii. The facility must offer overnight storage of equipment, on multi-day shoots.

iii. The facility must be secure, with security cameras and locks on all doors, along with storage for equipment.

iv. The facility must have high speed internet.

v. The facility must offer free parking on site or within reasonable walking distance. If no parking on site, short term parking for gear transfer must be available.

vi. The facility must be of a working condition that is sanitary and free of hazards and dangers to ones health and safety, with professionally accepted safety and health practices used.

3.2 Service Preferences

The following services are preferences of the government over the course of performance:

a) Priced Service Preferences

i. Ability to provide use of cameras and/or microphones.

ii. Ability to provide on-site Services available from the Contractor in terms of production and/or media support if and as needed by the government. The government reserves the right to verify qualifications of a support specialist that meets the below job description prior to electing this service. This may be through a requested resume, written narrative, or a conversation.

Production/Media Support Specialist

The Media Support Specialist assists government production crew with a variety of tasks during video production. Tasks may include, but are not limited to; assembling/disassembling equipment, various roles during production, such as the operation of cameras, assistance with audio and or sound recording, assistance with and/or controls lighting & grip. At least 2 years of experience in the designated focus is required.

b) Non-Priced Service Preferences

i. Availability of separate space for sound monitoring/mixing and narration recording services to be performed.

ii. Separate “greenroom” or collaboration space for services.

3.1 Government Furnished Materials and Services

• Overall Government Project Manager.

• Government Primary and secondary points of contact for scheduling and correspondence. One of these individuals may be the Project Manager.

• Travel to the Contractor’s site.

• All materials, equipment, and services needed for production (with the exception of any daily use of equipment).

3.2 Contractor Furnished Materials and Services

• All Section 3.1 Specific Requirements, and Section 3.2 Preferences, if applicable.

• Primary and Secondary points of contact for scheduling purposes.

• Contractor shall coordinate with the government after award to have an on-site meeting for the purposes of introductions and to provide a tour of the studio space, including covering any unique requirements or instructions pertaining to operations and safety. The government Project Manager will ensure the information shared is passed to any new government members joining the project in the future. There is no expectation to hold multiple meetings.

• Contractor shall provide access to the building during required business hours on days of agreed upon service.

• The Contractor, at its expense, shall furnish, install, operate, and maintain all facilities required to furnish service hereunder. Title to all such facilities shall remain with the Contractor and the Contractor shall be responsible for loss or damage to such facilities, except that the Government shall be responsible to the extent that loss or damage has been caused by the Government’s negligent acts or omissions.

• All services and associated assets are used for re-occurring, yet short term purposes only and remain the assets of the Contractor and will not be used for any other purposes by the government.

• All other services and supplies not mentioned above under Government furnished.

3.3 Security

Privacy Act and Data The contractor shall comply with the Privacy Act and the agency rules and regulations issued under the act, per FAR 52.224-2.

Disclosure of Information The Contractor shall not disclose sensitive or proprietary information of, or in the possession of, the United States Department of the Interior or any of its operating units, Contractors or business partners to unauthorized persons.

The Contractor will be subject to any and all penalties imposed by law for unlawful disclosure of Department information. Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the CO. The Contractor shall not issue news releases pertaining to the program or contract without prior written approval by the CO. Contractors shall not host any BLM materials on their publicly accessible websites.

Ownership and Data Use The Government will retain all rights and privileges of the materials and related documentation developed or procured while on-site at the contractors place of work.

4 DELIVERABLES

Access to studio space and other requested services per contract requirements of Section 3, and at the fixed prices per Section 2.

5 INSPECTION AND ACCEPTANCE

Pursuant to FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items, (a) Inspection/Acceptance.

Inspection and acceptance shall take place at the contractor’s location, ie. Place of performance, by the government.

All services provided for under this contract shall be monitored by a designated government Project Manager, who will act as the primary technical representative of the Government. The designated Project Manager shall be responsible for routine inspection of required services while on site.

Any Non-conforming services to government requirements will be rejected. Deficiencies will be corrected, by the contractor, within ten (10) workdays of the rejection notice. If the deficiencies cannot be corrected within ten (10) workdays, the contractor will immediately notify the Government of the reason for the delay and provide a proposed corrective action plan within ten (10) workdays.

6 ADIMISTRATION DATA

6.1 Period of Performance

Studio services are expected to be requested on an as-needed basis over specified periods.

• Base Period (12-months): January 20th, 2025- January 19th, 2026

• Option Period 1 (12-months): January 20th, 2026- January 19th, 2027

The full performance period, should all options be exercised, is two (2) years, approximately January 20th, 2025- January 19th, January 2027.

6.2 Place of Performance

The place of performance shall be at the Contractor’s facility.

6.3 Type of Contract

The contract shall be Firm Fixed Price (FFP). The FFP is inclusive of unit-pricing and estimated quantities for required services that may vary based upon conditions.

6.4 Payment and Invoicing

Payments shall be made IAW 52.212-4 (i). This contract does not guarantee payment. The Contractor may only invoice for services requested, provided, and accepted. Any monies remaining on contract at the end of the performance period will be deobligated through a bi-lateral modification. See DOI-AAAP-0028 V03 (Attachment 1) for specifics on invoicing.

6.5 Federal Holidays

The following Federal Holidays are observed by the government which the contractor shall take into consideration for coordination purposes. When a Holiday occurs during a weekend, it will be observed either the Friday preceding or the Monday following for Saturday and Sunday, respectively. There will not be any services requested that fall on a Federal Holiday.

New Year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth Day, June 19 Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th

7 SPECIAL CONTRACT REQUIREMENTS

7.1 Reserving Space and Provided Notice Time

The government will call and/or email the Contractor to reserve the space once a need is identified. The government will target to contact the Contractor within 5 workdays from the known date being requested; however, certain scenarios may require a request to made in less than this period. The governments expectations on availability are that if the request is made at least 5 workdays prior to the service date being requested, that the space will be available.

The Contractor must be responsive by phone and email and respond the government’s request within 24 hours of receiving a request. A confirmation email of the space being secure must be sent to the government Project Manager and Primary and Secondary points of contact.

If the contractor knows of an extended period the studio space will not be available for services, at least a 3-week notice must be given to the government Primary and secondary points of contact. An extended period is defined as a full week or more of a blocked schedule for services.

7.2 Non-Personal Services

This contract is for “non-personal services” as defined in FAR 37.101. Therefore, it is understood and agreed that the Contractor and/or the Contractor’s employees shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified and shall perform requested services specified herein as independent Contractors, not as government employees.

7.3 Inherently Governmental Functions

In accordance with FAR Part 7.5, Inherently Governmental Functions, this contract shall not be used for the performance of inherently governmental functions. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative while performing services in support of the government or state orally or in writing at any time that he or she is acting on behalf of the Government.

8 PROVISIONS AND CLAUSES

Reference Attachment 1.

9 ATTACHMENTS

Number Description Number of Pages *1 Provisions and Clauses 27 2 Factor 1- Technical Capabilities Template 2 3 Factor 2- Price Workbook 1 excel workbook

*will become an exhibit of the award

10 INSTRUCTIONS

10.1 SUBMISSION DUE DATE AND CONTACTS

All quotes shall arrive by the closing date for the receipt of quotes by November 13th, 2024 by 12:00pm Mountain Time (MT). Quotes are to be submitted through email to Contracting Officer, Kelly Houghton (khoughton@blm.gov).

Questions are Due by November 1st, 2024, by 12:00pm MT. Questions are to be submitted in writing only to Contracting Officer, Kelly Houghton.

mailto:khoughton@blm.gov

10.2 SUPLLEMENTAL INSTRUCTIONS- COMMERCIAL ITEMS (FAR 52.212-1/Sept 2023)

FAR 52.212-1 – Instructions to Offerors – Commercial Items. Addendum.

1. FAR Provision 52.212-3, Offeror Representations and Certifications- Commercial Items (Feb 2021) provision is a part of the Representations and Certifications that are submitted and maintained on the System for Award Management (SAM) website. The firm shall ensure that the Representations and Certifications are up to date in SAM. The firm SHALL have an active SAM registration prior to award. The Government shall obtain the firm’s representations and certifications through this system to verify the firm’s Business Size Status and NAICS. Firms are not required to submit a copy of their representations and certifications but must submit contractor certifications for FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment and 52.204-26, Covered Telecommunications Equipment or Services-Representation if the fillable sections are not selected with the representations and certifications.

2. This RFQ does not commit the Government to any costs incurred in the preparation and submission of a quote or for any other costs incurred by any firm submitting a quote in response to this RFQ.

3. This Request for Quote (RFQ) is issued under Federal Acquisition Regulation (FAR) 13, Simplified Acquisition Procedures (Commercial Buy).

4. Non-Revisional Exchanges- The Government may engage in exchanges with firms in order to clear up or amplify certain aspects of a quotation. These exchanges include the ability to submit additional information to amplify assertions already included in the quotation. In addition, among other things, these exchanges include: the opportunity to address deficiencies and the opportunity to resolve minor or clerical errors.

5. Award on Initial Responses- The government anticipates selecting the best-suited contractor from initial responses, without engaging in exchanges with contractors. Contractors are strongly encouraged to submit their best technical solutions and price in response to this RFQ.

6. Exchanges with Best-Suited Contractor- Once the government determines the contractor that is the best-suited (i.e., the apparent successful contractor), the government reserves the right to communicate with only that contractor to address any remaining issues, if necessary, and finalize a contract with that contractor. These issues may include technical and price. If the parties cannot successfully address any remaining issues, as determined pertinent at the sole discretion of the government, the government reserves the right to communicate with the next best-suited contractor based on the original analysis and address any remaining issues. The government may elect to schedule a site visit or hold a phone call with the best-suited contractor prior to award to verify requirements if anything in the quote submission requires validation.

10.3 VOLUME FORMAT INSTRUCTIONS

10.3.1 Volumes

Volumes must be submitted separately and clearly marked. Volume I shall be your Non-Price response to Factor 1.

Volume II shall be your response to Factor 2, Price. Volume I must contain a cover page with the following information: Prime Contractor’s Name; Contractor’s official Business Address, UEI; Business Size, and Contact Information (Name, Phone, Email, Address); (2) Volume Number & Title; (3) RFQ Number.

10.3.2 Format and Page Count

Volumes must adhere to the page limitations listed below. There are no font or formatting requirements. Pages must be consecutively numbered. Pages in excess of the noted page limitation will not be read or considered.

VOLUME TITLE NUMBER OF COPIES PAGE LIMITATION

Volume I Factor 1- Technical Approach 1 electronic copy- word 5 pages Volume II Factor 2- Price 1 electronic copy- Excel format Unlimited

*The following are excluded from the page count: (1) Cover Page (2) Any drawings, photographs, or pictures to Support Factor 1, (3) Resumes to support preference of on-site services

10.4. FACTOR INSTRUTIONS

10.4.1 INSTRUCTIONS FOR VOLUME I; FACTOR 1- TECHNICAL CAPABILITIES

Quotes shall provide sufficient information for the Government to determine its level of confidence in the firm’s technical Capabilities. Quotes shall verify capabilities and expand on how objectives and service requirements of the SOW under Section 3.1, and the preferences under Section 3.2 shall be achieved. Firms shall use the Attachment 2, Factor 1 Technical Approach Template to respond to Factor 1. The following instructions specific to Attachment 2 apply:

i. The template is currently 2 pages. Additional text may be added. The total page count with additional text added shall not exceed 5 pages.

ii. There is the requirement to verify capabilities to provide services of those under all Section 3.1 and 3.2 services. Enter an "X" in the column to verify capability to provide the specific service. Leave the cell blank if unable to support.

iii. Section 3.1 service requirements are mandatory. If unable to verify capabilities of 3.1 requirements the quote will be determined non-compliant and removed from consideration for award. The Section 3.2 services are preferences. If unable to provide it will not impact the quote evaluation negatively.

iv. There is a cell to support each Service labeled, “Additional Details to validate/provide confidence in service.”

This is an optional cell to add content to support Factor 1 capabilities. There is no requirement to add details.

v. Drawings or photographs of the facility and space may be submitted to support requirements if determined necessary. These, along with the cover page and potential resumes do not count towards the page count.

vi. The bottom of the template includes several boxes for input, if determined necessary. These are:

• A box to provide any other details not associated with the cells above but which the firm believes to be important to support their Factor 1 Capabilities response.

• A box to add any internal restrictions and/or assumptions.

• A box specific to the Service Contract Act. The Service Contract Act is not applicable to this requirement. The clause at 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements is included. Provision 52.212-3(k)(2) is checked. Firms shall be required to certify the services are exempt with the quote response. If capable to provide on-site services, please ensure the appropriate certification box is checked.

10.4.2 INSTRUCTIONS FOR VOLUME II; FACTOR 2, PRICE

a) The Attachment 3 Price Workbook shall be submitted to support the Volume II Price Quote, in excel. There is no requirement to submit the table in Section 2 populated. The Price Workbook consists of 1 worksheet. The workbook requires fixed price inputs for specified units for the base and Option Period 1.

b) The workbook may be revised with additional rows added if the preferred equipment pricing needs expanded upon besides a single, general camera and microphone.

c) There is no requirement to calculate any totals from these fixed unit prices. The government will utilize the same formula evenly amongst all firms that uses an average shoot per month total, with the inclusion of one, 8-hour service request (if all firms are able to offer the on-site service preference). If not, this will not be included with the calculation.

d) The quote shall include FFP unit pricing.

11 EVALUATION

11.1 EVALUATION—COMMERCIAL ITEMS (FAR 52.212-2/Nov 2021)

The Government anticipates issuing a single contract resulting from this competitive RFQ to the most responsible firm whose quote conforming to the RFQ will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate firms:

Non-Price Factors:

1. Technical Capabilities

2. Price

Non-Price Factor 1 is of equal importance to Factor 2, price. If capabilities supporting the Non-Price Factor are determined similar, price may be the deciding factor.

To be eligible for award, the firm must be deemed responsible in accordance with FAR 9.104 and be a small business in accordance with the assigned NAICS.

11.2 TRADEOFF EVALUATION PROCESS

The Best Value Trade-Off evaluation process will be accomplished as follows:

(a) Upon receipt, quotes will be reviewed for completeness and compliance with RFQ instructions. Determination of best value will be achieved through a process of evaluating each quote against the Evaluation Factors described below.

(b) Factor 1 shall receive confidence rating (High, Some, Low). The Government will assess its level of confidence that the contractor will successfully perform the requirements based on contractor responses to Factors 1. Price will be evaluated in accordance with Evaluation Factor 2.

11.3 EVALUATION FACTORS

The following factors shall be used to evaluate firms:

11.3.1 FACTOR 1: TECHNICAL CAPABILITIES

The Government will assess its level of confidence that the firm’s technical capabilities demonstrate an ability to meet requirements of Section 3.1 and preferences of Section 3.2.

11.3.2 FACTOR 2: PRICE

Price will be evaluated to determine if it is reasonable in accordance with FAR 13.106-3(2) for the total price quoted, including the option period.