Combined_Synopsis_RFQ11Oct19.pdf

Date: 11 Oct 19

To: All Responsible Vendors

From: Department of Defense Education Activity, Pacific Procurement Division

Bldg #290, Torii Station Okinawa Japan

Subject: Request for Quote: HE12540284FY20 - Professional Instructor Services for

DoDEA- Pacific Journalism Conference

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

2. The solicitation number is HE12540284FY20 and issued as a request for quote (RFQ). This request for quotes (RFQ) for commercial items is in accordance with FAR Part 12 - Acquisition of Commercial Items and FAR Part 13 - Simplified Acquisition Procedures.

3. A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-04.

4. This requirement is being conducted using full and open competition; there is 100 % set-aside for small businesses. The associated NAICS code is 611710 and small business size standard is E100.

5. Description of Requirement: The Department of Defense Education Activity-Pacific (DoDEA-P) is currently organizing a unique Journalism academic event and experience for high schools students at Seoul, South Korea at US Army Garrison Yongsan.

6. The following Contract Line Item Number (CLINs) are suggested CLIN structure for total price of services. The contractor need to submit the price list for breakdown with excel sheet (see instruction of PART II– Pricing) or more CLINs whichever may be appropriate to their submission.

CLINS

Item Description

Qty

Unit

Unit Price Total Price

Profesional Instructor service Pacific Journalism Conference 14 -17 November 2019

Pkg

1001 Profesional Instructor service Pacific Journalism Conference (FY 2020)

The contractor shall provide professional instructor services for Broadcast Journalism Pre/Post Production Editing and Yearbook Instructors with hands-on practical application in their respective disipline in accordance with the

1 Pkg

Performance Work Statement.

2001 Profesional Instructor service Pacific Journalism Conference (FY 2021)

The contractor shall provide professional instructor services for Broadcast Journalism Pre/Post Production Editing and Yearbook Instructors with hands-on practical application in their respective disipline in accordance with the Performance Work Statement.

3001 Profesional Instructor service Pacific Journalism Conference (FY 2022)

The contractor shall provide professional instructor services for Broadcast Journalism Pre/Post Production Editing and Yearbook Instructors with hands-on practical application in their respective disipline in accordance with the Performance Work Statement.

4001 Profesional Instructor service Pacific Journalism Conference (FY 2023)

The contractor shall provide professional instructor services for Broadcast Journalism Pre/Post Production Editing and Yearbook Instructors with hands-on practical application in their respective disipline in accordance with the Performance Work Statement.

Total Price $___________ $___________

a. The quoted price shall include all travel costs related to performance or services requested for this requirement such as meals, airfares, lodging expense and ground transportation cost. See specifications in the Volume 3 – Price.

b. Complete Price list of Line Items and submit in Microsoft Excel Format.

7. RFQ Questions: All RFQ questions concerning this requirement must be submitted to Miyuki Kinjo at Miyuki.Kinjo.LN@dodea.edu and Thatsanee.Schwarzmann@DODEA.EDU no later than 16:00 PM Japan Standard Time 15 Oct 2019. Questions will not be responded to after that date. Telephone questions WILL NOT be accepted. Questions concerning this solicitation received prior to the above cutoff date/time will be answered, and all questions and answers will be posted as an amendment to the solicitation via FBO.

8. RFQ Closing Date: Quotes submitted in response to this RFQ shall be via Email with subject line “ HE12540284FY20 – Professional Instructor Services of DoDEA- Pacific Journalism Conference ” to Miyuki Kinjo at Miyuki.Kinjo.LN@dodea.edu and Thatsanee.Schwarzmann@DODEA.EDU on or before 16:00 PM Japan Standard Time 18 Oct 2019. No late quotes will be considered. No other form of submission will be accepted.

9. Contract Type: A firm-fixed price contract is anticipated

10. rocurement Method: Simplified Acquisition Procedures

11. Award Decision: The award will be made to the vendor with lowest price technically acceptable quote.

12. Anticipated Award Date. 25 Oct 2019

13. Limitation of Authority:

No person in the Government, other than a Contracting Officer, has the authority to provide direction to the Contractor, which alters the Contractor’s obligations or changes this contract in any way. If any person representing the Government, other than the Contracting Officer, attempts to alter contract obligations, change the contract specifications/statement of work or tells the Contractor to perform some effort which the Contractor believes to be outside the scope of this contract, the Contractor shall immediately notify the PCO. Contractor personnel shall not comply with any order or direction that they believe to be outside the scope of this contract unless the order or direction is issued by a Contracting Officer.

14. Payment – Electronic Invoice Submission:

The Department of Defense Educational Activity (DoDEA) has implemented Wide Area Work Flow Receipt and Acceptance (WAWF) as its method of electronic submission of invoices and government inspection and acceptance, and it is the only acceptable format for submitting invoices and receiving reports. Any payment request that is not submitted in electronic form WILL BE REJECTED by the Defense Finance Accounting Services (DFAS). WAWF instructions are provided in award “2-in-1”.

15. The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition. An addenda to this provision is below:

ADDENDUM TO FAR 52.212-1 INSTRUCTION TO VENDORS - - COMMERCIAL ITEMS

Paragraph (b) Submission of offers. In addition to those requirements as stated in paragraph (b), the following are added and shall apply to the submission requirements in response to this solicitation:

Paragraph (c) Period for acceptance of offers. This paragraph (c) is changed to read as follows: The vendor agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers, unless another time period is specified in an amendment to the solicitation.

Paragraph (e) Multiple Offers. This paragraph (e) is changed to read as follows: Multiple offers presenting alternative terms and conditions will NOT be accepted.

Quote Submission shall consist of the following parts:

Volume 1 – Technical Capability:

The vendor shall submit a quote to include a technical capability statement that demonstrates the vendor’s understanding of and ability to perform all of the requirements set forth in the Performance Work Statement (PWS).

Volume 2 – Past Performance:

a. The vendor shall demonstrate performance of similar work relevant to requirements set forth in the PWS.

Volume 3 – Price:

a. Cover Letter: A transmittal letter with the vendor’s quote should describe in a brief narrative form any unusual features that the vendor wishes identified before Government evaluation is initiated.

• Complete Business Mailing Address

• Tax identification number (TIN)

• Dun & Bradstreet Number (DUNS)

• Cage Code/NAICS Code

• Contact Name, Phone, Fax, and email address

b. Completed FAR Clause 52.207-9, Information Regarding Responsibility Matters.

c. Quote preparation costs – This Request for Quote does not commit the Government to pay any costs incurred in the preparation and submission of your quote or in making any necessary studies for the preparation thereof, or for any visit the Contracting officer may request for the purpose of clarification of the quote or for preparation of negotiations. By the submission of its quote, the vendor assumes all costs associated.

d. Price Quote: The price quote shall be a separate volume. It shall include the proposed unit price for each CLIN, as well as the total price. Prices shall be included all travel costs related to performance or services requested for this requirement such as meals, airfares, lodging expense and ground transportation cost.

e. CLIN Information: All CLINS - Basic year CLIN 0001 plus Option years CLIN 1001, 2001, 3001, and 4001

f. Discounts: The price quote shall include all possible Department of Defense or Educational discounts and shall be noted in percentage and numerical terms.

g. Period for Acceptance of Quotes: The vendor agrees to hold the prices in its quote firm for 90 calendar days from the date specified for receipt of solicitations, unless another time period is specified in an amendment to the solicitation.

16. Quote Evaluation and Award

In accordance with 52.212-2 Evaluation-Commercial Items, the Government will award a Firm Fixed Price Contract resulting from this solicitation to the responsible vendor whose quote, conforming to the solicitation will be most advantageous to the Government, price and technical acceptability considered.

The following factors shall be used to evaluate offers:

1. A written technical capability/qualifications demonstrating an understanding of the PWS and how the requirements in the PWS will be met (no more than 4 pages)

2. List of two projects that demonstrate recent and relevant past performance

3. A break-down cost of vendor's proposed price quote

For example:

Journalism instructors fee $______

Airfare from US to Korea per instructor $______

Per Diem $______

Total Proposed Quote: $______

The Government will evaluate solicitations and award will be made to the vendor with the lowest price technically acceptable quote.

A written notice of award or acceptance of a quote mailed or otherwise furnished to the successful vendor within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

17. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer; however, if the offeror has provided the required information electronically as part of its annual representations and certifications to the Online Representations and Certifications Application (ORCA), then the Offeror shall instead include a statement in its offer that the provisions at FAR 52.212-3 and DFARS 252.212-7000 for the firm are available online at https://orca.bpn.gov.

18. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. An addendum to this clause is provided below:

(a) This paragraph is an addendum to FAR 52.212-4.

(b) The Contractor agrees that, after final payment has been made, the Government may unilaterally, and without obtaining further approval from the Contractor, adjust the final quantities of goods and/or services delivered and accepted under this contract and adjust the final price of this contract to conform to the total amount paid as of the date final payment was made.

(c) In accordance with FAR 4.804-3, the paying office shall close the contract file upon issuance of the final payment voucher. No contract modification will be issued to de-obligate the excess funds.

(d) If this contract is a type of indefinite-delivery contract (e.g., indefinite-delivery indefinite-quantity, requirements), this paragraph shall apply to each order issued under the contract on a case-by-case basis.

(e) This paragraph shall be deemed to be written agreement of the parties as contemplated by the changes paragraph of the Contract Terms And Conditions – Commercial Items clause of this contract (FAR 52.212-4(c)).

19. The following additional contract requirement(s) or terms and conditions:

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

http://www.farsite.hill.af.mil

(End of Provision)

52.252-2 CLAUSES INCORPORATED BY REFERENCE

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.farsite.hill.af.mil

(End of clause)

52.252-5 Authorized Deviations in Provisions

(a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of “(DEVIATION)” after the date of the provision.

(b) The use in this solicitation of any Defense Federal Acquisition Regulation (48 CFR Chapter 2) provision with an authorized deviation is indicated by the addition of “(DEVIATION)” after the name of the regulation.

(End of provision)

52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders— Commercial Items applies to this acquisition. (b) (6) 52.204-10; (b) (8) 52.209-6; (b) (11) (i) 52.219-3;

(b) (14) (i) 52.219-6; (b) (22) 52.219-28; (b) (25) 52.222-3; (b) (26) 52.222-19; (b) (27) 52.222-21: (b)

(28) 52.222-26; (b) (33) (i) 52.222-50; (b) (40) 52.223-18; (b) (41) 52.225-1; (b) (44) 52.225-13; (b) (50) 52.232-33)

20. Additional provisions and clauses that apply to this acquisition are:

52.204-7 System for Award Management 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards 52.204-13 System for Award Management Maintenance.

52.204-16 Commercial and Government Entity Code Reporting 52.204-18 Commercial and Government Entity Code Maintenance

52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities

52.209-2 Prohibition on Contracting with Inverted Domestic Corporations—Representation 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations 52.211-6 Brand Name or Equal 52.212-4 Contract Terms and Conditions -- Commercial Items 52.217-9 Option to Extend the Term of the Contract 52.222-19 Child Labor—Cooperation with Authorities and Remedies 52.222-21 Prohibition of Segregated Facilities 52.222-26 Equal Opportunity 52.222-37 Employment Reports on Veterans 52.222-50 Combating Trafficking in Persons 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving 52.225-13 Restrictions on Certain Foreign Purchases 52.232-33 Payment by Electronic Funds Transfer—System for Award Management 52.232-40 Providing Accelerated Payments to Small Business Subcontractors 52.233-3 Protest after Award 52.233-4 Applicable Law for Breach of Contract Claim 252.203-7000 Requirements Relating to Compensation of Former DoD Officials 252.204-7004 Alternate A, System for Award Management 252.203-7005 Representation Relating to Compensation of Former DoD Officials 252.204-7008 Compliance with Safeguarding Covered Defense Information Controls 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting 252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support 252.213-7000 Notice to Prospective Suppliers on Use of Past Performance Information 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports 252.232-7006 Wide Area WorkFlow Payment Instructions 252.232-7010 Levies on Contract Payments 252.244-7000 Subcontracts for Commercial Items

PERFORMANCE WORK STATEMENT (PWS)

Professional Instructor Services for DoDEA- Pacific Journalism Conference

The Department of Defense Education Activity-Pacific (DoDEA-P) is currently organizing a unique Journalism academic event and experience for high schools students at Seoul, South Korea at US Army Garrison Yongsan.

1.0 BACKGROUND: DoDEA-Pacific provides opportunities for students to participate in high quality, standards-based experiences in an extra-curricular one-week, instructional-event format for students from all DoDEA high schools across the Pacific during the four-day event on 13 - 16 November 2019.

Approximately 80-120 students participate in this event. Period of performance is 12-17 November 2019 as the base year with 4 additional Option Years.

2.0 SCOPE: The objective of this DoDEA Pacific Journalism event is to expose students to the journalism discipline and to create student interest and enthusiasm in the field. Projected outcomes include Professional Instructors assisting students in creating an opportunity at a professional-level for students to present their work at the end of the conference and to help each student group contribute equitably to the final presentation.

Professional Instructors are hired to assist students in exploring their skills and interests in a broadcasting, journalism, reporting, broadcasting and/or yearbook development specialties and to create a product or develop a performance that will be featured at/during the culminating evening event on 16 November 2019. While DoDEA classroom teachers help facilitate learning throughout the week, the two or three Professional Instructors (Industry Professionals) have the responsibility for leading the creative process and ensuring both students and teachers benefit from their expertise. The focus is on the student learning and acquiring skills yet teachers should also come away with a rich and relevant understanding of the leading trends and techniques within each discipline.

3.0 REQUIREMENTS: Two industry professionals—also called professional instructors—is hired to work with the students and provide the essential baseline knowledge in their discipline to inspire, jumpstart and support students and DoDEA teachers on their creative journey towards college and career readiness and real-world application. The professional instructor(s) will:

• Focus on hands-on, practical application in their respective discipline to include mentoring and coaching throughout the entire creative pipeline.

• Serve as one of the judges on the review panel charged with selecting the best overall productions based on pre-determined rubrics.

• Judge work in their area of expertise and overall work created before the conference (school “best-of” broadcast reels, yearbooks, and school newspapers).

• Provide all necessary professional materials not normally provided for in order to perform as a professional instructor.

• Be integrally supportive of the initial set up, subsequent breakdown, and labeling for shipping of all materials.

3.1 PERSONAL QUALIFICATIONS: The minimum requirement to qualify to teach each of the below roles is 3 (three) years of verifiable professional experience in the role for which the applicant is applying.

In addition, a minimum of one (1) year of verifiable teaching experience is required. Teaching experience may include: classroom, on-the-job, freelance, or lectures at professional industry conferences. The contractor may qualify for two or more roles/disciplines if they have a minimum of three-years of verifiable professional experience in any combination of the roles combined or in each individually and a minimum of 1-year of verifiable teaching experience in any combination of the roles combined or in each individually.

1. Broadcast Journalism Production Instructor, Pre/Post-Production Editing

2. Yearbook Instructor

4.0 PERFORMANCE REQUIREMENTS: Individuals contracted to teach at this conference will serve as the lead teacher in their respective discipline and will be assisted by a DoDEA classroom teacher.

The following will be required from the Professional Instructor:

1. Professional Instructor shall work with his/her students during all regularly scheduled instructional periods during the course of the festival.

2. Professional Instructor shall judge and provide feedback on student produced work to include yearbooks, newspapers, and broadcast.

3. Professional Instructor will assist in evening collaborative sessions, as scheduled, with students in support of the professional-level end of performance or presentations as required by the Event Director or DoDEA Pacific Academics Coordinator.

4. Professional Instructor shall provide all ancillary materials needed for the class (a shipping address shall be provided if needed), as required.

5. The Tuesday (12 November 2019) is the set-up of learning environments and preparation day to work with the Event Leadership Team to include the Event Co-Directors and the DoDEA Pacific Academics Coordinator.

6. Professional Instructor shall depart the day after the conference has concluded, which is the last day of the period of performance (17 November 2019).

7. The afternoon of the last day of the conference and the morning following the conclusion of the conference (until hotel check-out time) shall be used by the professional instructors to ensure ALL conference materials and equipment are packed and labeled for shipping and that all full quality files of the final student products are rendered, saved, and stored in a readily available format for distribution to participating schools (e.g. on a DVD, posted to YouTube, etc.) as determined by the Event Leadership Team.

5.0 PERFORMANCE STANDARDS:

1. The quality of instruction is required to be based on sound educational practices and the latest trends in the professional field.

2. Professional Instructor will ensure no student is put in a dangerous situation in an attempt to complete an assigned task.

3. Professional Instructor is expected to be reliable and polite in all dealings with DoDEA professional peers, staff at the facilities and members of the military community.

4. Professional Instructor shall adhere to all policies and procedures of DoDEA-Pacific, the laws of the host nation, and to any policies/procedures of the relevant U.S. Military authority for the activity.

5. Professional Instructor shall maintain professional decorum throughout the entirety of the event and sign the DoDEA Adult Code of Conduct, (for example, by refraining from using derogatory language, no smoking or drinking alcohol while working with students, fraternization with students, wear proper attire, etc.).

6. Professional Instructor shall actively collaborate with classroom teachers in all lessons and activities; the individual group sizes will not exceed eighteen students and the professional instructor will not be responsible for direct supervision or discipline.

7. Professional Instructor shall be available during evening hours to collaborate with students until room checks at 9:00 PM or lights-out at 10:00 PM (for students).

8. Professional Instructors are responsible for helping the Event Director and DoDEA Pacific Area Office Staff ensure that ALL equipment is unpacked and set-up properly prior to the event, monitored daily for accountability, and then broken down and properly packed and labeled for shipping upon completion of student work. A minimum of twenty-four hours prior to and upon completion of the event will be scheduled to allow time for packing to occur.

9. Professional Instructors work as a team to support the academic learning goals of the event. No one Professional Instructor is in charge of other Professional Instructors. The Event Director and/or DoDEA Pacific Area Office Staff or Instructional System Specialist (ISS) are the leads during the event.

6.0 DELIVERABLES AND DELIVERY SCHEDULE

1. All finalized activities and plans of instruction shall be reviewed and approved by the Event Leadership Team to include the Academics Coordinator in conjunction with the Event Co-Directors. This must be accomplished no later than four (4) days prior to the first day of the festival.

2. All instruction and preparation must be completed with a final written master program (for end presentation) plan delivered to the Event Co-Directors no later than six hours before the beginning of the professional-level final performance/presentation that occurs on the final evening of the festival.

3. All training materials prepared by the professional contractor for the event shall become the property of the Department of Defense Education Activity Pacific to be used at a later date for subsequent training of DoDEA teachers and students unable to attend the event.

7.0 GOVERNMENT FURNISHED INFORMATION: Hotel accommodations will not be provided for the Professional Instructor. However, the option to reside in on-base in lodging, at their own expense, may be arranged upon request and advance notification. Luggage storage is available at no cost at billeting until the time of departure from the event. The period of performance begins on Tues, 12 November 2019 for event set-up and direct instruction occurs from 13-16 November 2019. The period of performance ends at 1000 on 17 November 2019. Should the professional instructor decide to arrive earlier or depart later than the dates within the period of performance, the professional instructor assumes all costs associated with such a decision and the Government shall provide no compensation. Professional Instructor’s meals are at their own expense during the period of performance. Airfare to and from Seoul, South Korea via Gimpo Airport (GMP) or Incheon Airport (ICN) shall be procured by the professional instructor and the cost shall be factored into the quoted price submitted to the Government.

7.1 CONTRACTOR TRAVEL: The Government will not purchase and/or arrange airfare for the professional instructor. All documentation for overseas travel (i.e. current passport) is the responsibility of the professional instructor. The contractor is responsible for all transportation from/to the airport to/from the conference. All transportation expenses to include airfare shall be included in the contractor’s quoted price. Public bus schedules will be provided to the contractor upon request. Temporary access to U.S.

Military facilities will be arranged to support this event. The professional instructor shall provide, in advance, valid forms of identification e.g. passport, state issued identification/driver’s license for entry on to the military facility.

7.1 GOVERNMENT SUPPORT: The tools available to all educational venues shall include an InFocus (or similar brand) projector, a white board, a monitor (upon instructor request), 220-110 converters (as required), extension cords, chairs, and tables. Professional supplies needed by the instructor to teach the course (including shipping costs), shall be identified in an itemized list at time of submission of the quote and the fees will be reimbursed to the instructor upon completion of the event. In extremely limited cases, the U.S. Government may assist in the acquisition of materials required for the successful completion of a course if those materials are deemed hazardous or impractical to ship.

8.0 PLACE OF PERFORMANCE AND PERIOD OF PERFORMANCE:

The place of performance is Dragon Hill Lodge in US Army Garrison Yongsan, South Korea (ga, 7, Yongsandong 4(sa)-ga, Yongsan-gu, Seoul, South Korea). The local airports are Incheon (ICN) and Gimpo (GMP). The instructional components will occur at various locations on the main base area of the military facility. Billeting can be arranged for the Professional Instructors at the on-base facility upon advance request to the Academics Coordinator.

The period of performance begins on Tues, 12 November 2019 for event set-up and direct instruction occurs from 13-16 November 2019. The period of performance ends at 1000 on 17 November 2019. It is the contractor’s responsibility to account for travel days which may vary depending on location of departure and return. Future dates will be informed after option years have been expressed.

(End of PWS)