Combined_SynopsisSolicitation_Transcription_and_Captioning-Amend02-26_Nov_2013.pdf

26 November 2013

To: All Prospective Offerors

Subject: Request for Proposal – HE1260-3240-1000 Audio Visual Transcription and Closed

Captioning Services Amendment 02 – The purpose of this amendment is to provide an updated PWS.

Offeror shall acknowledge receipt of this amendment by signing below and returning with their proposal.

I acknowledge receipt of Amendment 02:

Offeror Name and Signature Date

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; proposals are being requested and a written solicitation will not be issued. This solicitation, reference number HE1260-3240-1000, is issued as a Request for Proposal (RFP). This procurement is being solicited as open market using NAICS Code 512191 – Closed Captioning Services Taped Materials.

DoDEA-Pacific is issuing this Request for Proposal (RFP) to solicit proposals for the purpose of entering into a Contract for Audio Visual Transcription and Closed Captioning Services.

** Performance Work Statement (PWS) attached

This acquisition is being conducted using FAR 12 and 13. The Government anticipates awarding a 5 year (Base + 4 Option Years) Firm-Fixed Price Indefinite Delivery-Indefinite Quantity contract in response to this RFP. If you are interested in responding to this requirement, you may participate by submitting a proposal in accordance with this RFP.

Anticipated Period of Performance: 20 December 2013 –19 December 2014 (+ 4 Option Years)

Contract Line Items: Reference Attachment 2 to complete the price proposal sheet

CLIN 0001: Transcription Only - Standard Turnaround CLIN 0002: Closed Captioning Only - Standard Turnaround CLIN 0003: Closed Captioning Only - Rush Turnaround CLIN 0004: Transcription and Closed Captioning - Standard Turnaround CLIN 0005: Transcription and Closed Captioning - Rush Turnaround CLIN 0006: Project Set-Up Fees-if applicable

DEPARTMENT OF DEFENSE DEPENDENTS SCHOOLS PACIFIC/

DOMESTIC DEPENDENT ELEMENTARY & SECONDARY SCHOOLS - GUAM

DIRECTOR’S OFFICE

UNIT 35007

APO AP 96376-5007

CLIN 1001: Transcription Only - Standard Turnaround CLIN 1002: Closed Captioning Only - Standard Turnaround CLIN 1003: Closed Captioning Only - Rush Turnaround CLIN 1004: Transcription and Closed Captioning - Standard Turnaround CLIN 1005: Transcription and Closed Captioning - Rush Turnaround CLIN 1006: Project Set-Up Fees-if applicable

CLIN 2001: Transcription Only - Standard Turnaround CLIN 2002: Closed Captioning Only - Standard Turnaround CLIN 2003: Closed Captioning Only - Rush Turnaround CLIN 2004: Transcription and Closed Captioning - Standard Turnaround CLIN 2005: Transcription and Closed Captioning - Rush Turnaround CLIN 2006: Project Set-Up Fees-if applicable

CLIN 3001: Transcription Only - Standard Turnaround CLIN 3002: Closed Captioning Only - Standard Turnaround CLIN 3003: Closed Captioning Only - Rush Turnaround CLIN 3004: Transcription and Closed Captioning - Standard Turnaround CLIN 3005: Transcription and Closed Captioning - Rush Turnaround CLIN 3006: Project Set-Up Fees-if applicable

CLIN 4001: Transcription Only - Standard Turnaround CLIN 4002: Closed Captioning Only - Standard Turnaround CLIN 4003: Closed Captioning Only - Rush Turnaround CLIN 4004: Transcription and Closed Captioning - Standard Turnaround CLIN 4005: Transcription and Closed Captioning - Rush Turnaround CLIN 4006: Project Set-Up Fees-if applicable

The Government shall satisfy the minimum guarantee requirement of the awarded IDIQ contract with an amount of $250.00 per base period and any exercised option periods of performance. The maximum dollar amount the Government may order under this contract is to be determined and will be specified in the schedule after contract award up to and including the quantity designated in the schedule as the maximum.

Ordering Procedures:

The following procedure shall be followed when placing task orders under the awarded contract:

(a) Only appointed Contracting Officers employed by the Department of Defense Education Activity (DoDEA) shall issue task orders under this contract.

(b) A Standard Form (SF) 1449 will be issued for each task order. The SF 1449 shall constitute the instrument for the placement of items required under this contract.

(c) Each task order shall define its own delivery schedule(s) and delivery location(s).

(d) The ceiling amount for each task order will be the ceiling price stated therein and may not be exceeded except when authorized by a modification to the delivery order.

(e) Task orders issued shall include, but not be limited to, the following information:

1. Date of order

2. Contract number and delivery order number

3. Accounting and appropriation data

4. Description of the item(s) to be delivered

5. Place of delivery

6. The inspecting and accepting codes

7. Period of performance

A. FAR 52.212-1 Instruction to Offerors - Commercial Items applies to this solicitation ADDENDA To FAR 52.212-1

GENERAL INSTRUCTIONS:

PROPOSALS SHALL INCLUDE THE FOLLOWING INFORMATION:

I. Technical Proposal

1. The offeror shall provide a detailed narrative and/or company literature of their proposed Audio Visual Transcription and Closed Captioning services capabilities that address and/or confirms that the company can meet the Performance Requirements and Performance Standards of the Performance Work Statement (Attachment 1).

II. Past Performance Contact List – The offeror shall provide at least 3 customers that can provide information on the quality of your organization’s past performance for same/similar services within the last 3 years. Past performance references may be inside and/or outside the federal government. The following information shall be provided for each customer:

a. Organization

b. Name of Point of Contact

c. Phone Number

d. Email Address

e. Contract Number, Period of Performance, and Contract Value

f. Description of services provided

The Government may also base an offeror’s past performance record on government knowledge, government-wide Past Performance Information Retrieval System (PPIRS) or any other reasonable basis.

If an offeror has no past performance record, the offeror shall receive a neutral rating. Past performance will be evaluated in accordance with FAR 13.106.

III. Price: Completed price proposal (see attached) for base and 4 option years.

IV. Other submittal requirements

1. Representations and Certifications: A completed copy of all of the following provisions:

FAR 52.212-3 Alt1, Offeror Representations and Certifications Commercial Items and DFARS 252.212-7000 Offeror Representations and Certifications – Commercial Items DFARS 252.225- 25 Prohibition on contracting with Entities Engaging in Sanctioned Activities Relating to Iran – Representation and Certification

Submit with your offer or a statement that Reps and Certs are in the System for Award Management (SAM). It is recommended that Reps and Certs be completed in SAM at website:

https://www.sam.gov/portal/public/SAM/.

Vendors shall be actively registered in SAM in order to be awarded a Government contract.

2. Your proposal shall also include the following Information:

A. Tax identification number (TIN) B. Dun & Bradstreet Number (DUNS) C. Cage Code D. Complete Business Mailing Address E. Contact Name F. Contact Phone G. Contact email address Note: All vendors must be actively registered in System for Award Management (SAM) to be considered for award. Visit www.sam.gov

CONTRACT AWARD

The Government anticipates a single award of a firm fixed price indefinite delivery indefinite quantity commercial contract resulting from this solicitation to the lowest price, technically acceptable responsible offeror whose offer conforms to all the terms and conditions of this solicitation. A technical analysis will be performed on all proposals received, and those proposals determined technically acceptable based on a technical analysis in accordance with FAR 13, will be evaluated for price.

B. 52.212-2 Evaluation—Commercial Items applies to this solicitation.

As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows:

EVALUATION—COMMERCIAL ITEMS (JAN 1999)

(a) The Government will award a contract resulting from this solicitation to the lowest price technically acceptable responsible offeror. The following factors shall be used to evaluate offers: Technical Capability, past performance, and price.

i. Technical Capability:

Acceptable: The offeror shall have the ability to accomplish all of the performance requirements and standards of the performance work statement.

Unacceptable: Proposal does not clearly meet the requirements of the solicitation.

ii. Past Performance:

Acceptable: Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort.

Unacceptable: Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

If no record or sparse record, the contractor will not be marked favorably or unfavorably.

A rating of unacceptable for any factor will result in an overall Technically Unacceptable rating.

Offerors found technically acceptable will then be evaluated for price. Prices will be evaluated to determine fair & reasonableness. To calculate the offeror’s total price proposal, the government will add the subtotals of all CLINS for base and option years.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

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

C. ADDITIONAL SOLICITATION PROVISIONS AND CLAUSES

Note: Provisions will be removed prior to award.

1. The clause at 52.212-4, Contract Terms and Conditions – Commercial Items applies to this acquisition.

a. The following clauses are an addendum to 52.212-4: 52.204-7, 252.216-7006 (Fill-in: date of award; contract expiration date), 52.216-19 (Fill-in: 1 minute; the contract value; the contract value; 2 days), 52.216-22 (Fill-in: 60 days past the expiration date), 52.217-8 (Fill-in: 30 days), 52.217-9 (Fill-in:

5 days; 30 days; 60 months), 52.232-18, 52.252-5 (Fill-in: Department of Defense FAR Supplement;

Chapter 2), 52.252-6 (Fill-in: Department of Defense FAR Supplement; Chapter 2), 252.204-7001, 252.225-7041, and 252.229-7000.

2. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive

Orders – Commercial Items applies to this acquisition; including 52.222-50, 52.233-4, 52.233-3, 52.204-10, 52.209-6, 52.222-26, 52.222-21, 52.225-13, and 52.232-33.

3. The clauses at 252.203-7000, 252.232-7003, 252.247-7023 Alt III, and 252.237-7010.

4. The clause at 252.232-7006, Wide Area Work Flow Payment Instructions (to be completed at award).

- NOTE: Use of Wide Area Work Flow is mandatory; please register at www.wawf.eb.mil.

52.252-1 Solicitation Provisions Incorporated by Reference.

SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

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):

FAR: https://www.acquisition.gov/far/ DFARS: http://farsite.hill.af.mil/VFDFARA.HTM (End of provision)

QUESTIONS:

If you have questions regarding this requirement, please submit your inquiries on or before 8:00 am, Monday, 25 November 2013, Japan Standard Time (6:00 pm, Sunday, 24 November 2013, Eastern Standard Time). Questions shall be submitted via email to the Contract Specialist at:

jennifer.knutson@pac.dodea.edu. No telephonic inquiries will be answered. Answers to questions will be issued after 25 November 2013.

RFP DUE DATE:

The RFP Due date for proposals is on or before 8:00 am, Wednesday, 4 December 2013, Japan Standard Time (6:00 pm, Tuesday, 3 December 2013, Eastern Standard Time). Proposal submission shall be emailed to jennifer.knutson@pac.dodea.edu.

Notice: DoDEA Pacific has a size limitation of 10MB for each email to a DoDEA Pacific email addressee. The offeror is solely responsible for ensuring that the offeror's proposal or correspondence successfully transmits to, and is received by, its intended DoDEA Pacific email addressee. The offeror is advised to immediately contact the intended email addressee for acknowledgement of email receipt.

Tax Exemption Status: The Department of Defense Education Activity (DoDEA), including the DoDEA-Pacific, and the schools, facilities and offices comprising of DoDEA-Pacific, are activities of the United States Federal Government. As such, DoDEA-Pacific, like all other US federal government agencies and organizations, are precluded from being taxed by reason of the Supreme Court Decision in McCullough v. Maryland, 17 USC 316 (1817). In addition, various US States have codified this immunity by appropriate statutes. Although DoDEA-Pacific are exempt from taxation, the following information is provided in case the public requires verification of DoDEA’s tax-exempt status: DoDEA Federal Tax ID is #26-2331642.

Sincerely, Sheila Riley Contracting Officer

Attachment:

1. Performance Work Statement – Updated 26 Nov 2013

2. Price proposal sheet jennifer.knutson Typewritten Text // Original Signed // jennifer.knutson Typewritten Text