RFP_15-29_Video_Production_Services.pdf

REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

PAGE

OF

PAGES

1. REQUEST NO.

RFP 15-29

2. DATE ISSUED

8 Jun 2015

3. REQUISITION/PURCHASE REQUEST NO.

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1 >

RATING

5A. ISSUED BY

NATIONAL ENDOWMENT FOR THE ARTS (NEA)

400 7th St. SW

Washington DC 20506

6. DELIVER BY (Date)

5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls)

USMAAN Z. CHAUDHRY (202) 682-5494

7. DELIVERY

FOB DESTINATION OTHER (See Schedule)

8. TO: NAME AND ADDRESS, INCLUDING ZIP CODE

9. DESTINATION (Consignee and address, including ZIP Code)

10. PLEASE FURNISH PROPOSALS TO THE ISSUING OFFICE IN BLOCK 5A ON OR BEFORE CLOSE OF BUSINESS (Date)

Please Furnish Proposals no later than:

5:00 PM EST, 29 JUNE 2015

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5A.

This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Proposals must be completed by the quoter.

12. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Proposals are requested for video production and supporting services to assist with the NEA’s 50th anniversary activities as described in this request for proposal and included attachments.

NAICS: 512110

PSC: T006

QUESTIONS DEADLINE:

E-mail to chaudhryu@arts.gov by 5:00 PM

EST, 15 Jun 2015.

PROPOSALS DEADLINE:

Proposals must be e-mailed to chaudhryu@arts.gov by the time stated in box

10.

*Faxed proposals will not be accepted.

SEE

PRICING

SCHEDULE

SECTION

B.2

SEE PRICING

SCHEDULE

SECTION B.2

13. DISCOUNT FOR PROMPT PAYMENT >

10 CALENDAR DAYS

20 CALENDAR

DAYS

30 CALENDAR DAYS

CALENDAR DAYS

14. NAME AND ADDRESS OF QUOTER (Street, city, county, State, and ZIP Code)

15. SIGNATURE OF PERSON AUTHORIZED TO SIGN

PROPOSAL

16. DATE OF PROPOSAL

17. NAME AND TITLE OF SIGNER (Type or print)

18. TELEPHONE NO. (Include area code)

Standard Form 18 Rev. 6-9 file:///C:/Users/shewfelts/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/FZ5SM5JP/contracts@arts.gov mailto:chaudhryu@arts.gov

Jun 8, 2015

Reference: Video Production Services

Subject: Request For Proposal (RFP) 15-29

Dear Prospective Offeror:

This is a combined synopsis/solicitation issued in accordance with FAR Parts 6, 12, 13 and 15. The

National Endowment for the Arts (NEA) invites contractors to submit proposals for the services described in the attached statement of work and request for proposal (RFP).

Enclosed you will find a statement of work/solicitation seeking proposals for video production services.

SET-ASIDE: This acquisition is a 100% women-owned small business (WOSB) set-side in accordance with FAR 6.207 and FAR clause 52.219-30. Only women-owned small businesses eligible under the

WOSB program will be eligible for award; this may include women-owned small businesses, women-owned small business joint ventures, etc.

Notes:

1. Please read the entire RFP including the important guidance provided in Section L.

2. This RFP in no way obligates the Government to award a contract, nor does it commit the

Government to pay any costs incurred in preparing and submitting your proposal.

3. The Government may award a partial award(s) or multiple awards for this requirement.

QUESTIONS DEADLINE: Questions concerning this proposal must be submitted only via email to chaudhryu@arts.gov by 5:00 PM EST, 15 Jun 2015.

PROPOSALS DEADLINE: Proposals must be submitted only via email to chaudhryu@arts.gov by 5:00

PM EST, 29 Jun 2015.

Sincerely, Usmaan Z. Chaudhry

Usmaan Z. Chaudhry

Contracting Officer

National Endowment for the Arts mailto:chaudhryu@arts.gov file://div/staff_files/G&C/CONTRACTS/RFP's/FY%2015%20RFP's/RFP%2015-28%20Vid%20Prod%20Svs/Reviews/From%20Jess/chaudhryu@arts.gov

Enclosures:

Part I – The Schedule

Section B, Supplies/Service and Prices

Section C, Description/Specifications/Statement of Work

Section D, Preservation, Packaging and Marking - Not Applicable

Section E, Inspection and Acceptance

Section F, Deliveries or Performance

Section G, Contract Administration Data

Section H, Special Contract Requirements

Part II – Contract Clauses

Section I, Contract Clauses

Part III – List of Documents, Exhibits, and Other Attachments

Section J, List of Attachments

Part IV – Representations and Instructions

Section K, Representations, Certifications and Other Statements of Offerors

Section L, Instructions, Conditions and Notices to Offerors

Section M, Evaluation Factors for Award

PART I

SECTION B

SUPPLIES/SERVICES AND PRICES

B.1 GENERAL

This RFP is for video production (and supporting) services. Through this RFP, the NEA seeks a contractor to assist with the various aspects of content development, collection and production associated with the provision of video productions highlighting the NEA’s 50th anniversary activities.

B.2 PRICING

All unit prices are firm fixed rates.

ITEM

No.

SUPPLIES OR SERVICES QTY UNIT UNIT PRICE EXTENDED PRICE

Task I:

State/Special Jurisdiction

Videos

55 Each $ $

Task II:

Milestone Videos 12 Each $ $

Task III:

Sizzle Reel 1 Each $ $

FIRM FIXED PRICE GRAND TOTAL*:

(Not To Exceed)

*Notes:

1. All-inclusive figure (including, but not limited to any and all overhead, related costs, travel, etc.).

2. If necessary, please expand on/include additional pricing/related information.

3. The NEA is a federal agency and exempt from sales tax.

B.3 CONTRACT TYPE & TERM

B.3.1 Contract Type

Firm-fixed price contract.

B.3.2 Contract Term

Period of Performance: Start: Date of Award

End: August 30, 2016*

*The contractor must have all major deliverables finished and submitted by June 30, 2016. This date is 10 days after the last deliverable due date listed in the table in Section F; the additional 10 days are provided for possible delays in the major deliverables. Two (2) additional months have been incorporated into the contract end date stated above to allow for any remaining items after submittal of all major deliverables.

SECTION C

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 GENERAL BACKGROUND

Established by Congress in 1965, the NEA is the independent federal agency whose funding and support gives Americans the opportunity to participate in the arts, exercise their imaginations, and develop their creative capacities. Through partnerships with state arts agencies, local leaders, other federal agencies, and the philanthropic sector, the NEA supports arts learning, affirms and celebrates America’s rich and diverse cultural heritage, and extends its work to promote equal access to the arts in every community across America.

On September 29, 2015, the NEA will launch a year-long 50th anniversary celebration to mark the day

President Lyndon B. Johnson signed the NEA's enacting legislation. Through a series of events and programs, the anniversary year will:

Celebrate the artists and arts organizations that the NEA and its public and private partners have supported during the last 50 years;

Showcase a diverse range of artists, arts organizations, and art forms across the United States to demonstrate the importance of availability of the arts for every American;

Initiate substantive conversations and new ideas regarding what the next 50 years will look like for the NEA and for the arts at large.

As part of the anniversary, the NEA will (through this potential contract) produce videos focusing on three (3) areas:

1. Local/State Arts Agencies (Task I):

Videos highlighting the impact of the NEA, and the arts in general, in each of the states and special jurisdictions to which the NEA provides funding;

2. National/NEA (Task II):

Videos featuring key milestones/grants in the agency’s history;

3. Overview (Task III):

A "sizzle reel" to highlight the NEA's impact on the nation's culture.

The audiences for these videos include arts organizations and artists, national and international press, the

U.S. Congress, educators and students, arts policymakers, state and local government leaders, other federal agencies, researchers, and the general public. These videos will be released on arts.gov, on the

NEA YouTube channel, and on its other social media platforms throughout the anniversary year. The videos will also appear on State Arts Agency (SAA) websites, across social media, and on news sites to increase viewership and public engagement. They will serve to document 50 years of the NEA’s work and influence.

C.2 SCOPE OF WORK

The contractor shall produce videos falling into the following three general categories/tasks:

Task I:

Fifty-five (55) videos on the impact of the NEA and the arts in states, territories, and the District of Columbia.

Each video will be roughly three (3) minutes long.

Task II:

Up to twelve (12) videos on specific grants and/or milestones in the NEA's history.

Each video will be roughly three to five (3-5) minutes long.

Task III:

One (1) ‘sizzle reel’ highlighting the NEA's accomplishments over the past 50 years.

This video will be roughly three (3) minutes long.

C.3 DETAILED SPECIFICATIONS

The contractor will work with the NEA Office of Public Affairs (OPA) on developing the material and script for each video.

For all videos/deliverables, the contractor shall be responsible for:

Pre-production planning

Travel coordination

Travel and filming (including ‘B-roll’ filming)

Scripting and conducting interviews

Obtaining any additional video footage, photographs or music (as required)

Obtaining all required signed permissions and licensing for all required video-footage, photographs, music, quotes, interviews, film editing and all other material on forms approved by the NEA’s Office of General Counsel (OGC) in a timely manner

Creating any graphics/animation (as necessary)

Post-production editing, review, and re-editing (including edits requested by the NEA)

Delivery of final video in formats required by NEA

Delivery of final scripts for all videos in editable electronic format

Compliance with Section 508 requirements (as stated in Section L and Attachment 3)

Additionally:

All videos shall be highly engaging and professionally shot and edited, and demonstrate the importance of the NEA in the nation's artistic and cultural landscape.

All raw footage (audio and video) shall be made available to the NEA for additional use by the agency at the agency’s discretion. The videos shall be broadcast quality and shall be formatted to allow for viewing on televisions, computers, tablets, mobile devices, etc. (in other words, the NEA must be able to reduce the size of the footage without sacrificing quality).

The contractor shall secure/provide its own production facilities and equipment. Any portion of the services that will be outsourced by the contractor to any entity other than itself (examples: sub-contractors, outside specialists, etc.) for work to be performed in whole or in part shall be expressly approved by the NEA prior to implementation. This includes, but is not limited to, any changes after award in the areas mentioned above (changes in sub-contractor, etc.).

The contractor shall ensure the delivery of all required permissions and licensing to the NEA’s OGC prior to the delivery of any and all final videos.

The NEA shall have final approval/disapproval authority over all deliverables (videos/scripts, etc.)

covered under this contract.

C.3.1 Task I (State & Special Jurisdiction Videos)

General

The NEA grantees and their stories are the stories of arts and culture in America. They reflect a diverse array of cultures, people, places, and ideas. Through the 55 SAAs, these stories and others will showcase how the arts are a vital part of people’s lives and how they play an integral role in America's industry, creativity, and productivity.

Each of the 50 states and 5 territories has an SAA that the contractor shall work with for a total of 55

SAAs. These include the following:

1. The 50 states

2. Washington, District of Columbia

3. Four (4) U.S. territories (Guam / Puerto Rico / U.S. Virgin Islands / American Samoa)

The contractor shall do the majority of the work in producing these videos. The contractor will collaborate with the NEA and each SAA to draft a script for each high-energy promotional video to showcase the impact of the NEA and the arts in general on communities in each locality. It is expected that during this process, the contractor and the SAA will work together closely. The NEA shall oversee the entire process in a ‘monitoring’ capacity and shall approve/disapprove or offer edits to all materials at its discretion. The contractor shall submit the script mentioned above to the NEA for final approval prior to implementation.

Video Content

The contractor shall produce this category of videos such that each video tells the story of:

Arts in that state/special jurisdiction;

What the SAA has accomplished;

How the NEA has supported that impact;

What makes the stories/subjects unique to that state/special jurisdiction.

Each video shall be roughly three minutes in length.

All 55 of these videos should have a similar opening sequence to create a sense of continuity throughout the series. The contractor shall draft this opening sequence and submit to the NEA for feedback and final approval; it shall not exceed 30 seconds in length. Possible ideas the NEA is open to include an animated video opening or template of some sort

In preparation for this task, each SAA has been asked to prepare potential ideas for these videos. The list of prompts that the SAAs have been given is included in this RFP as Attachment 1.

The agency is open to the use of stock footage to supplement the materials the contractor needs to complete each video.

Producing the Video

To create the videos, the contractor shall:

Travel to all 50 states, Washington, D.C. and the four (4) U.S. territories mentioned earlier to do the following:

o Conduct interviews;

o Shoot b-roll;

o Obtain additional media (video, audio, photos, music) as needed.

Additionally, the contractor shall handle all permissions for material, videotaping, interviews, and film editing.

Video Production Process

The outline below details the general process by which the NEA envisions these videos will be produced.

During the first phase, the contractor shall:

Collaborate with each SAA to conduct all the initial research for developing the video.

Collaborate with each SAA to draft and develop a basic script.

During the second phase, the contractor shall:

Submit the draft script to the NEA for edits/improvements/suggestions, for at least 3 rounds of edits (pass-backs) for feedback, editing and final approval.

o (During all pass-backs in this phase, the agency will, in most cases, provide feedback/comments within three (3) days; the contractor shall respond within two (2) days of receiving agency comments, having incorporated the feedback.)

Develop a final version of the script.

Provide the final version of the script to the NEA at least 5 days in advance of filming for final review/approval.

During the third phase, the following shall occur:

Once the script is approved, the contractor shall, while working with each SAA, draft and develop a shot list outlining the specific interviews, b-roll, and additional media that will make up the three-minute video, and then provide this shot list to the NEA.

The NEA will approve this shot list prior to the actual beginning of video production.

o The NEA will provide approval (or other feedback) of the shot list within three (3) days of submittal.

The contractor shall draft and develop a rough cut of the video.

The contractor shall share the rough cut of the video with the NEA for feedback. Because the script and shot list will already have been approved by this point, there will be up to three rounds of edits (pass-backs) on the rough cut of the video.

o During all pass-backs in this phase, the agency will, in most cases, provide feedback/comments within three (3) days; the contractor shall respond within two (2) days of receiving agency comments, having incorporated the feedback.

The contractor shall develop a final cut of the video.

The contractor shall share a final cut of the video for final approval by the NEA.

o The NEA will provide approval (or other feedback) of the video within three (3) days of submittal.

C.3.2 Task II (Milestone Videos)

Throughout the last 50 years, the NEA has made a significant contribution to art and culture in America.

Through the anniversary celebration, the NEA has an opportunity to celebrate once-emerging artists and nascent arts organizations that are now world-renowned forces deeply embedded in American culture.

These twelve videos shall highlight the NEA’s role in helping such artists/organization achieve success.

The contractor shall do the majority of the work in producing these videos, with some collaboration with the NEA. Unlike the state/special jurisdiction videos (Task I), it is not expected that the contractor shall be working largely with any of the subjects of these videos (except for location/collection of footage as mentioned below). Additionally, the NEA will play a more direct and active role in the production of these videos (unlike the Task I videos, where the contractor will largely be working with each SAA with the NEA in more of a ‘monitoring’ capacity).

There will be up to twelve (12) videos on grants, artists, or projects that the NEA supported early in their histories. A draft of possible subjects is attached to this RFP as Attachment 2; it is expected that the contractor will use this list for the basis of the videos for Task II. The NEA is finalizing this list of subjects and may also provide the person(s) to be interviewed in some cases; the contractor shall work with the NEA in such cases.

The contractor shall work with each organization or individual listed in Attachment 2, when finalized, to locate any video footage or photos that will be incorporated into the video. (This is anticipated to be the only portion of these videos where the contractor shall have to work directly with the subjects of the videos.)

All milestone videos shall have a similar opening sequence to create continuity throughout the series. The contractor shall draft this opening sequence; it shall not exceed 30 seconds in length. Possible ideas the

NEA is open to include an animated video opening or template of some sort.

Note: The opening sequences for the Task I (state/special jurisdiction) videos shall be separate from the

Task II/milestone videos. (Thus, there will be a total of two types of opening sequences.)

Each video shall be roughly three to five (3-5) minutes in length.

To produce the video, the contractor shall:

Travel to certain locations to do the following:

o Conduct interviews;

The outline below details the general process by which the agency envisions this video will be produced:

Conduct all the initial research for developing the video.

Draft and develop a basic script, including all supporting/necessary tasks.

Unlike the previous category of videos, the contractor shall do the work of this first phase almost entirely independently (whereas in the previous category, it is noted that the contractor shall collaborate with each SAA during this phase.) The contractor will, however, collaborate with the

NEA during this phase as needed.

Submit the draft script to the NEA for edits/improvements/suggestions, for at least three rounds of edits (pass-backs) for feedback, editing and final approval.

o (During all pass-backs in this phase, the agency will, in most cases, provide feedback/comments within three (3) days; the contractor shall respond within two (2) days of receiving agency comments, having incorporated the feedback.)

Develop a final version of the script.

Provide the final version of the script to the NEA at least 5 days in advance of filming for final

Once the script is approved, the contractor shall provide a shot list outlining the specific interviews, b-roll and additional media that will make up the 3-5 minute video. The NEA will approve this shot list prior to the actual beginning of video production.

o The NEA will provide approval (or other feedback) of the shot list within three (3) days of submittal.

The contractor shall draft and develop a rough cut of the video.

The contractor shall share a rough cut of the video with the NEA for feedback. Because the script and shot list have already been approved, there will be up to three rounds of edits (pass-backs) on the rough cut of the video.

o During all pass-backs in this phase, the agency will, in most cases, provide feedback/comments within three (3) days; the contractor shall respond within two (2) days of receiving agency comments, having incorporated the feedback.

The contractor shall develop a final cut of the video.

The contractor shall share a final cut of the video for final approval by the NEA.

C.3.3. Task III (Sizzle Reel)

The contractor, working in coordination with the NEA’s OPA, shall develop a script highlighting the

NEA's place in the American arts landscape. The script shall underpin a fast-paced video that incorporates engaging visuals and sound to capture the attention of general audiences. The sizzle reel will be used at public events, on the Internet, as a public service announcement (PSA) and in other ways when a short video story is needed to set the stage for all of the great work the NEA has been a part of for the last five decades and into the future.

The contractor shall do the majority of the work in producing this video, and at times will collaborate with the NEA.

The NEA is open to input/recommendations from the contractor on the direction/ideas for this video.

The video shall be roughly three (3) minutes in length.

To produce the video, the contractor:

May need to travel to certain locations to do the following:

o Conduct interviews;

The NEA will also be able to provide some video/audio/photo content for inclusion in this video, depending on the final direction of the sizzle reel.

The level of travel required for this video will depend on the final script. A certain level of travel may be required to capture footage which the NEA does not already have.

The outline below details the general process by which the NEA envisions this video will be produced.

Do all the initial research.

Draft and develop a basic script, including all supporting/necessary tasks.

Submit the draft script to the NEA for edits/improvements/suggestions, for at least three rounds of edits (pass-backs) for feedback, editing and final approval.

o (During all pass-backs in this phase, the agency will, in most cases, provide feedback/comments within three (3) days; the contractor shall respond within two (2) days of receiving agency comments, having incorporated the feedback.)

Develop a final version of the script.

Provide the final version of the script to the NEA at least 5 days in advance of filming for final

Once the script is approved, the contractor shall provide a shot list outlining the specific interviews, b-roll, and additional media that will make up the three-minute video. The NEA will approve this shot list prior to the actual beginning of video production.

o The NEA will provide approval (or other feedback) of the shot list within three (3) days of submittal.

The contractor shall draft and develop a rough cut of the video.

The contractor shall share a rough cut of the video with the NEA for feedback. Because the script and shot list have already been approved, there will be up to three rounds of edits (pass-backs) on the rough cut of the video.

o During all pass-backs in this phase, the agency will, in most cases, provide feedback/comments within three (3) days; the contractor shall respond within two (2) days of receiving agency comments, having incorporated the feedback.

The contractor shall develop a final cut of the video.

The contractor shall share a final cut of the video for final approval by the NEA.

C.3.4 Major Deliverables

1. Kick-Off Meeting

2. Ongoing Meetings

3. Task I: 55 State/Special Jurisdiction Videos

4. Task II: 12 Milestone Videos

5. Task III: 1 Sizzle Reel

6. Scripts (For all videos)

Kick-Off Meeting

The contractor will meet with NEA OPA staff for an initial meeting (on-site at the NEA’s Washington, DC offices) to discuss the project schedule and coordinate the start of contract performance.

Ongoing Meetings

The contractor shall meet with NEA staff as often as necessary (either in person or via phone or video conference) to complete the three (3) tasks. The contractor shall be in contact by phone or email with

NEA’s OPA staff through all phases of project execution, and shall provide weekly written progress updates. The contractor shall be in contact with the SAAs as needed through the phases of the Task I videos; at times it may be possible that the contractor shall be in contact with only the SAA to produce the Task I videos. It is anticipated that there will be many (and regular) meetings through-out the performance of this contract.

Scripts

The contractor shall provide final scripts for all videos in an electronic format agreeable to the NEA.

C.3.5 Travel

All travel costs charged under this contract shall not exceed:

1. The value of the basic least expensive unrestricted accommodations class offered by a commercial carrier/service provider;

2. Charges normally allowed by the contractor in its regular operations as a result of an institutional policy;

3. In the absence of any institutional policy regarding travel costs, the rates, amounts, limits, and principles as are provided for by government-wide regulation of such costs established in the

Federal Travel Regulation.

If the thresholds listed above translate to varying amounts, the lowest shall apply.

C.3.6 Data Ownership / Permission

1. The Government will retain ownership of and unlimited rights to all products

(data/videos/scripts/etc.) created during the performance of this contract.

2. The contractor shall ensure that it abides by all applicable copyright laws and, if required, shall obtain the necessary permission/licensing for any and all works utilized in the performance of this contract that are owned by third parties by working with the OGC to ensure all required permissions and licensing are obtained in writing, on proper form and prior to delivery of final videos to the NEA.

C.3.7 Section 508

The contractor shall provide all deliverables in compliance with Section 508 requirements as indicated in the attached Government Product/Service Accessibility Template (GPAT) (see Section L and Attachment

3).

SECTION E

INSPECTION AND ACCEPTANCE

See clause 52.246-4 Inspection of Services—Fixed-Price (AUG 1996). This clause will govern inspection and acceptance of all services performed by the Contractor. The Contractor is responsible for carrying out its obligations under this contract by controlling the quality of all services rendered and ensuring performance of all contract requirements.

SECTION F

DELIVERIES OR PERFORMANCE

F.1 Delivery Schedule

ITEM DATE DUE

1. Kick-Off Meeting Within 2 weeks of award

2. Ongoing Meetings As needed

3. Task I: 55 State/Special

Jurisdiction Videos

Batch 1 September 25, 2015

Batch 2 December 18, 2015

Batch 3 March 21, 2016

Batch 4 June 20, 2016

4. Task II: 12 Milestone Videos

Videos 1-3 September 25, 2015

Videos 4-6 December 18, 2015

Videos 7-9 March 21, 2016

Videos 10-12 June 20, 2016

5. Task III: Sizzle Reel September 15, 2015

6. All scripts (Task I / II / III) At time of submission of each individual video

Notes:

See Section L for important guidance on the deliverables listed above.

See Attachment 1 for a list of prompts that the SAA’s have been given for ideas to prepare for the

Task I deliverables (State/Special Jurisdiction videos).

See Attachment 2 for specific suggestions on Task II deliverables (milestone videos).

See Attachment 3 for Section 508 requirements applicable to all deliverables.

The contractor must have all major deliverables finished and submitted by June 30, 2016. This date is 10 days after the last deliverable due date listed in the table above; the additional 10 days are provided for possible delays in the major deliverables. Also, two (2) additional months have been incorporated into the contract end date stated in Section B.3.2 to allow for any remaining items after submittal of all major deliverables.

F.2 Term of Contract

See section B.3.2.

F.3 Notice to the Government of Delays

Required services shall begin at time of award in accordance with the statement of work. The contractor is responsible for carrying out its obligations under this contract by controlling the quality of all services rendered and ensuring performance of all contract requirements. To this end, the contractor shall establish, maintain, and manage quality control throughout the life of this contract. In the event the contractor encounters difficulty in meeting performance requirements, or when the contractor anticipates difficulty in complying with the contract delivery schedule or completion date, or whenever the contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the contractor shall immediately notify the Contracting Officer and the

Project Director via telephone and follow-up in writing, providing pertinent details. This data shall be informational only in character, and this provision shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

Deliveries shall be made as immediately as possible after the written notification.

SECTION G

CONTRACT ADMINISTRATION DATA

G.1 PROJECT DIRECTOR

G.1.1 Upon award, a Project Director will be designated to coordinate the technical/program aspects of this contract and inspect items/services furnished hereunder; however, he/she shall NOT be authorized to change any terms and conditions of the resultant contract, including price.

G.1.2 The NEA Project Director is authorized to inspect and accept all deliverables, direct the contractor within the scope of the statement of work and monitor contract performance. The

Project Director is also authorized to inspect, accept, and certify (but NOT reject or deny) invoices for payment in accordance with enclosed payment terms. If there is a dispute regarding any services or invoices, the Project Director must immediately contact the Contracting Officer and return the invoice with the rationale to reject or deny payment in accordance with the performance associated with the invoice for further processing.

G.1.3 The Project Director for this contract is:

To be determined at time of award

400 7th St. SW

Washington, DC 20506

(202) 682-XXXX

G.1.4 The Contracting Officer for this contract is:

Usmaan Z. Chaudhry (Contracting Officer)

400 7th St. SW

(202) 682-5494

Written communications shall reference the contract number and shall be e-mailed to the Contracting

Officer/Project Director as necessary. Project-related questions may be directed to the Project Director while contract/cost related questions must be directed to the Contracting Officer. Questions regarding any changes to the contract whatsoever must be directed to the Contracting Officer.

G.2 INVOICE REQUIREMENTS

G.2.1 Payment for actual work and services rendered under this contract will be made by the National

Endowment for the Arts via Electronic Funds Transfer (EFT) and in accordance with the contract clause 52.212-4 Contract Terms and Conditions--Commercial Items (FEB 2007), and 52.232-34

Payment by Electronic Funds Transfer--Other Than Central Contractor Registration (May 1999), upon submission of electronic commercial invoices to the NEA.

G.2.2. The office that will make the payments due under this contract (i.e., the designated payment office) is shown below. Invoices shall be emailed to the email address below:

NEAINVOICES@ARTS.GOV

Finance Office, 2nd floor

400 7th St. SW

To constitute a proper invoice, the following information and/or attached documentation shall be included with the invoice.

1. Name and address of the Contractor

2. Invoice date.

3. Contract number.

4. Period covered by the invoice.

5. Number and description, quantity, unit price and extended total for the period covered applicable to Section B, Supplies/Services and Prices.

6. Cumulative amounts billed by to date.

7. Name and address of Contractor official to whom payment is to be sent

(must be the same as that in the contract or in a proper notice of assignment).

8. Taxpayer Identification Number.

9. Data Universal Numbering System (DUNS) Number.

10. Project Director’s name.

11. Supporting invoices/documentation (especially for travel).

PLEASE NOTE:

The contractor is required to be registered in the System For Award Management (SAM) at:

https://www.sam.gov/portal/public/SAM/. (This was previously known as CCR - the Central Contractor

Registration.)

Assistance with SAM account may be found here: https://www.fsd.gov/app/answers/list.

SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1 SPECIAL CONTRACT REQUIREMENTS

H.1.1 Private Use of Contract Information and Data

In accordance with the Federal Acquisition Regulation (FAR) 52.227-14(b) Rights in Data-General, the

Contractor shall guarantee strict confidentiality of the information and data that is provided by the

Government during the performance of the contract. The Government has determined that some of the mailto:NEAINVOICES@ARTS.GOV https://www.sam.gov/portal/public/SAM/ https://www.fsd.gov/app/answers/list information and data that the Contractor will be provided during the performance of the contract is of a sensitive nature and cannot be disclosed in any manner.

H.1.2 Prohibition against Soliciting and Performing Personal Services

A. The performance of personal services under this contract is strictly prohibited.

B. Personal service contracting is described in Section 37.104 of the Federal Acquisition Regulations

(FAR). There are a number of factors, when taken individually or collectively, which may constitute personal services. Each contract arrangement must be judged in light of its own facts and circumstances, but the question relative to personal services is: Will the Government exercise relatively continuous supervision and control over the contractor personnel performing this contract?

C. The government and the Contractor understand and agree that the support services to be delivered under this contract are non-personal services in nature; that is, no employer-employee relationships exist or will exist under the contract between the government and the contractor or between the

Government and the contractor’s employees.

D. Contractor personnel under this contract shall not:

1. Be placed in a position where they are appointed or employed by a Federal employee, or are under the supervision, direction, or evaluation of a Federal employee.

2. Be placed in a Federal staff or policy making position.

3. Be placed in a position of supervision, direction, or evaluation over NEA personnel, or personnel of other contractors, or become a part of a government organization.

E. Employee Relationship

1. The services to be performed under this contract do not require the contractor or its employees to exercise personal judgment and discretion on behalf of the government.

2. Rules, regulations, direction, and requirements which are issued by NEA management under their responsibility for good order, administration, and security are applicable to all personnel who enter a Government installation. This is not to be construed or interpreted to establish any degree of

Government control which is inconsistent with a non-personal services contract.

3. The Contractor shall immediately advise the Contracting Officer if the contractor or its employees are directed by any Government employee to perform work that the Contractor believes constitutes personal services.

PART II

SECTION I

CONTRACT CLAUSES

9.505-4 Obtaining Access to Proprietary Information

(a) When a contractor requires proprietary information from others to perform a Government contract and can use the leverage of the contract to obtain it, the contractor may gain an unfair competitive advantage unless restrictions are imposed. These restrictions protect the information and encourage companies to provide it when necessary for contract performance. They are not intended to protect information-

(1) Furnished voluntarily without limitations on its use; or

(2) Available to the Government or contractor from other sources without restriction.

(b) A contractor that gains access to proprietary information of other companies in performing advisory and assistance services for the Government must agree with the other companies to protect their information from unauthorized use or disclosure for as long as it remains proprietary and refrain from using the information for any purpose other than that for which it was furnished. The contracting officer shall obtain copies of these agreements and ensure that they are properly executed.

(c) Contractors also obtain proprietary and source selection information by acquiring the services of marketing consultants which, if used in connection with an acquisition, may give the contractor an unfair competitive advantage. Contractors should make inquiries of marketing consultants to ensure that the marketing consultant has provided no unfair competitive advantage

52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of

Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards

Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the

Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a

Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

(End of clause)

52.212-4 Contract Terms and Conditions--Commercial Items (MAY 2015) - Incorporated By

Reference

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive

Orders- Commercial Items (MAY 2015)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78)

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or

Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.]

X (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

X (50) 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration

(OCT 2003) (31 U.S.C. 3332).

(End of Clause)

52.217-8 - Option to Extend Services (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

52.217-9 - Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 24 months.

52.219-30 - Notice of Set-Aside for Women-Owned Small Business Concerns Eligible Under the

Women-Owned Small Business Program (JUL 2013)

(a) Definitions. “Women-owned small business (WOSB) concern eligible under the WOSB Program (in accordance with 13 CFR part 127),” means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States.

“WOSB Program Repository” means a secure, Web-based application that collects, stores, and disseminates documents to the contracting community and SBA, which verify the eligibility of a business concern for a contract to be awarded under the WOSB Program.

(b) Applicability. This clause applies only to--

(1) Contracts that have been set aside or reserved for WOSB concerns eligible under the WOSB

Program;

(2) Part or parts of a multiple-award contract that have been set aside for WOSB concerns eligible under the WOSB Program; and

(3) Orders set aside for WOSB concerns eligible under the WOSB Program, under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).

(c) General.

(1) Offers are solicited only from WOSB concerns eligible under the WOSB Program. Offers received from concerns that are not WOSB concerns eligible under the WOSB program shall not be considered.

(2) Any award resulting from this solicitation will be made to a WOSB concern eligible under the

WOSB Program.

(3) The Contracting Officer will ensure that the apparent successful offeror has provided the required documents to the WOSB Program Repository. The contract shall not be awarded until all required documents are received.

(d) Agreement. A WOSB concern eligible under the WOSB Program agrees that in the performance of the contract for--

(1) Services (except construction), the concern will perform at least 50 percent of the cost of the contract incurred for personnel with its own employees;

(2) Supplies or products (other than procurement from a non-manufacturer in such supplies or products), the concern will perform at least 50 percent of the cost of manufacturing the supplies or products (not including the costs of materials);

(3) General construction, the concern will perform at least 15 percent of the cost of the contract with its own employees (not including the costs of materials); and

(4) Construction by special trade contractors, the concern will perform at least 25 percent of the cost of the contract with its own employees (not including cost of materials).

(e) Joint Venture. A joint venture may be considered a WOSB concern eligible under the WOSB Program if--

(1) It meets the applicable size standard corresponding to the NAICS code assigned to the contract, unless an exception to affiliation applies pursuant to 13 CFR 121.103(h)(3);

http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/08.htm#P275_47172 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/16.htm#P464_78687

(2) The WOSB participant of the joint venture is designated in the System for Award

Management as a WOSB concern eligible under the WOSB Program;

(3) The parties to the joint venture have entered into a written joint venture agreement that contains provisions--

(i) Setting forth the purpose of the joint venture;

(ii) Designating a WOSB concern eligible under the WOSB Program as the managing venturer of the joint venture, and an employee of the managing venturer as the project manager responsible for the performance of the contract;

(iii) Stating that not less than 51 percent of the net profits earned by the joint venture will be distributed to the WOSB;

(iv) Specifying the responsibilities of the parties with regard to contract performance, sources of labor, and negotiation of the WOSB contract; and

(v) Requiring the final original records be retained by the managing venturer upon completion of the WOSB contract performed by the joint venture.

(4) The joint venture must perform the applicable percentage of work required in accordance with paragraph (d) above; and

(5) The procuring activity executes the contract in the name of the WOSB concern eligible under the WOSB Program or joint venture.

(f) Nonmanufacturer. A WOSB concern eligible under the WOSB Program that is a non-manufacturer, as defined in 13 CFR 121.406(b) or FAR 19.102(f), may submit an offer on a WOSB requirement with a

NAICS code for supplies, if it meets the requirements under the non-manufacturer rule set forth in those regulations.

52.227-14 - Rights in Data-General (DEC 2007) - Incorporated By Reference

52.246-4 - Inspection of Services -- Fixed-Price (AUG 1996) (Incorporated By Reference)

52.252-2 - Clauses Incorporated By Reference (FEB 1998)

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 all FAR clauses may be accessed electronically at the following link:

http://www.acquisition.gov/far/.

PART III

SECTION J

LIST OF ATTACHMENTS

Attachment Title Description

1 SAA Prompts

(dated May 18, 2015; 1 pg.)

List of prompts provided to State Arts

Agencies for collection of ideas in preparation for this project for Task I videos. (For offeror reference.)

2 Milestone Videos Suggestions

(dated May 18, 2015; 4 pgs.).

List of possible subjects for Task II videos; subject to change. (For offeror reference.)

3 Government Product/Service Accessibility

Template (GPAT)

(dated June 1, 2015; 19 pgs.).

GPAT applicable to this project. (For offerors to fill out and submit along with proposal.)

PART IV

SECTION K

REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

Each offeror must also have their representations and certifications filed online in SAM (System For

Award Management found at https://www.sam.gov/portal/public/SAM/). If an offeror is experiencing technical difficulties during this process and is not registered at the time of proposal submission, a manually filled copy of the clause 52.212-3 Offeror Representations and Certifications - Commercial

Items (MAR 2015) must be turned in along with the proposal. This shall not count towards any stated page limits for the proposal.

Registering an active account in SAM is REQUIRED for contract award. For assistance with creating a

SAM account, please visit the link in the paragraph above.

SECTION L

INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (APR 2014)

(a) North American Industry Classification System (NAICS) code and small business size standard. The

NAICS code for this requirement is 512110. The small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is $32.5 M.

(b) Submission of offers:

The proposal should be no more than 20 pages, single spaced, in 12-point font and submissions shall include at a minimum/address the following:

1. Contractor’s Understanding of Project and Proposed Technical Approach

Offeror’s proposals shall address the following:

How the offeror will meet deadlines expressed in RFP.

The offeror’s approach to completing/producing the videos in terms of:

o How the offeror shall interact with the NEA, SAAs, and other stakeholders o Meeting the travel requirements o Conducting interviews o All other aspects of the videos mentioned in the statement of work

Names and qualifications of key project personnel, including the lead project manager(s).

o Resumes for all key personnel must be submitted

The work-plan (schedule of tasks to be completed) shall include at a minimum the following:

o All tasks required to create/produce the videos https://www.sam.gov/portal/public/SAM/ o Dates for delivery of batches o All details regarding which states/territories are in each batch o All portions of the work that will be contracted out/performed by anyone other than the offeror shall be clearly noted (along with the entity responsible for performing that work - for example, if a voice-over artist will be utilized) o For all tasks (and sub-tasks), list the names of the individual(s) responsible for that task.

For Task I (State/Special Jurisdiction Videos):

Offerors shall estimate the extent of travel / work required to fulfill the contract requirements and come up with their suggested plan, to include list of locations, etc.

For Task II (Milestone Videos):

o Offerors shall estimate the extent of travel / work required to fulfill the contract requirements and come up with their suggested plan, to include list of locations, etc., keeping in mind that these videos will be based on the NEA-provided suggestions in

Attachment 2.

o Proposals must include a high level of detail for the milestone videos since offerors are being provided with the detailed content in Attachment 2.

o…