RFP-Revised_12-05-2016.docx

RFP Table of Contents

PART I - THE SCHEDULE

THE INFORMATION SET FORTH IN SECTION A - SOLICITATION/CONTRACT FORM , HEREIN CONTAINS IMPORTANT INFORMATION FOR ANY OFFEROR INTERESTED IN RESPONDING TO THIS SOLICITATION. ANY CONTRACT RESULTING FROM THIS SOLICITATION WILL INCLUDE IN ITS SECTION A - SOLICITATION/CONTRACT FORM , ACCOUNTING, APPROPRIATION AND GENERAL INFORMATION APPLICABLE TO THE CONTRACT AWARD.

THE CONTRACT SCHEDULE SET FORTH IN SECTIONS B THROUGH H , HEREIN, CONTAINS CONTRACTUAL INFORMATION PERTINENT TO THIS SOLICITATION. IT IS NOT AN EXACT REPRESENTATION OF THE CONTRACT DOCUMENT THAT WILL BE AWARDED AS A RESULT OF THIS SOLICITATION. THE CONTRACT COST OR PRICE AND OTHER CONTRACTUAL PROVISIONS PERTINENT TO THE OFFEROR (i.e., those relating to the organizational structure [e.g., Non-Profit, Commercial] and specific cost authorizations unique to the Offeror's proposal and requiring Contracting Officer Prior Approval) WILL BE DISCUSSED IN THE NEGOTIATION PROCESS AND WILL BE INCLUDED IN THE RESULTANT CONTRACT. THE ENCLOSED CONTRACT SCHEDULE IS INTENDED TO PROVIDE THE OFFEROR WITH THE NECESSARY INFORMATION TO UNDERSTAND THE TERMS AND CONDITIONS OF THE RESULTANT CONTRACT.

SOLICITATION

SECTION A – SOLICITATION/CONTRACT FORM

1.Requisition or other Purchase Authority:

2. Request for Proposal (RFP) Number:

NIHOD2016243

3. Issue Date:

11/10/2016

4. Set Aside:

[ ] No [X] Yes See Part IV Section L

1. Title : NIH Events Management and Related Technical Services

1. ISSUED BY:

Office of Acquisitions, OLAO National Institutes of Health 6011 Executive Blvd., Room 529P Rockville, MD

1. SUBMIT OFFERS TO:

See Part III, Section J, "Packaging and Delivery of the Proposal," ATTACHMENT 3 of this Solicitation.

1. Proposals for furnishing the supplies and/or services in THE SCHEDULE will be received at the place specified in, and in the number of copies specified in Attachment 1, "Packaging and Delivery of the Proposal," until 3:00 PM local time on December 10, 2016 . Offers will be valid for 180 days unless a different period is specified by the offeror on the Attachment entitled, "Proposal Summary and Data Record, NIH 2043.

1. THIS SOLICITATION REQUIRES DELIVERY OF PROPOSALS TO THE OFFICIAL POINT OF RECEIPT FOR THE PURPOSE OF DETERMINING TIMELY DELIVERY AS STATED IN ATTACHMENT 3, "PACKAGING AND DELIVERY OF THE PROPOSAL." IF YOUR PROPOSAL IS NOT RECEIVED BY THE CONTRACTING OFFICER OR HIS DESIGNEE AT THE PLACE AND TIME SPECIFIED, THEN IT WILL BE CONSIDERED LATE AND HANDLED IN ACCORDANCE WITH SUBPARAGRAPH (c)(3) OF FAR CLAUSE 52.215-1, ENTITLED, "INSTRUCTIONS TO OFFERORS--COMPETITIVE ACQUISITION" LOCATED IN SECTION L.2. OF THIS SOLICITATION.

1. Offeror must be registered in the System for Award Management (SAM) prior to award of a contract. Offerors must access the CCR through The System for Award Management (SAM) at http://www.sam.gov .

1. FOR INFORMATION CALL: Yvette Porter

PHONE: 301-443-1999

e-MAIL: portery@od.nih.gov

COLLECT CALLS WILL NOT BE ACCEPTED.

Yvette Porter Contracting Officer Office of Acquisitions, OLAO

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

ARTICLE B.1. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

The Department of Health and Human Services (DHHS), National Institutes of Health (NIH), Office of Research Services (ORS), require a contractor to provide events management services and related technical services in accordance with the Performance Work Statement (PWS) as set forth in Section C. Services provided shall include all management, supervision, administration, and labor to support the services identified in the PWS. This includes all direct and indirect resources.

ARTICLE B.2. PRICES/COSTS

Payment for the work performed in B.2 shall be made monthly upon acceptance of the work and proper submission of invoices, in accordance with the schedule below.

· Line item # 1, 2, and 3 are fixed price and fixed monthly payments equating to 1/12th of the total contract amount will be paid to the contractor.

· Line items #4and 5 are fixed price options, which may be exercised with a 30-day written notice to the contractor by the Government.

· Line items # 6 through 9 and line item 11 are requirements type pricing.

· Line items # 10, and 12 are actual cost authorized by the COR plus 5 % handling fee.

· Line item # 13 provides a maximum amount for earned incentives per Section C1.4.2.1.4 .

The contractor shall provide the hourly rates for the proposed positions under line items 7 through 8 (insert additional sub rows as necessary). The estimated hours are provided as an estimate for the entire position category. The actual usage will depend upon clients’ orders.

Although the contract includes fixed monthly rates for line items 1a through 1c and line items 2a through 2c, line items 1c and 2c are used for the purpose of calculating the estimated not-to-exceed ceiling for the base year and each option year.

Prior to award and exercise of each option year, the Government will identify for the contractor the expected event range as identified in lines 1 and 2 of the contract.

ARTICLE B.3. PRICE SCHEDULE

a. The total estimated amount of this contract is $ 0000 [to be completed at time of award.

b. Upon delivery and acceptance of the item(s) described in SECTION C of this contract and identified in the schedule of charges below, the Government shall pay to the Contractor the unit price(s) set forth below:

BASE PERIOD

February 1, 2017 to January 31,2018

Line Item #

Operate NIH Conference Facilities as identified in TE-1 and C.5.1 through C.5.1.3 as follows:

Provide Technical Services as identified in C 5.2.1 through C 5.2.3

Equipment, Supplies, Uniforms and Training

$95,000.00

$6,000.00

$12,000.00

Half Day (5 hours) Full Day (10 hours) Incremental after 10 hours

Half Day Day Hour

Half Day (5 hours or less) Full Day (10 hours) Incremental after 10 hours

Half Day

Half Day (5hours or less on the job) Full Day (10 hours on the job) Incremental after 10 hours on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job) Full Day (10hours on the job)

Half Day

Half Day (5 hours or less on the job)

Incremental after 8 hours on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

(minimum per job 4 hours)

$50,000

Reimbursable video production equipment & video production services; such as cameras, sound reinforcement, lighting, etc. Includes 5% Contractor Handling Fee.

Estimated

Year

$150,000

$0

Option Period One February 1, 2018 to January 31, 2019

Line Item #

Operate NIH Conference Facilities as identified in TE-1 and C.5.1 through C.5.1.3 as follows:

Provide Technical Services as identified in C 5.2.1 through C 5.2.3

Equipment, Supplies, Uniforms and Training

$95,000.00

$6,000.00

$12,000.00

Half Day (5 hours)

Half Day

Half Day (5 hours or less) Full Day (10 hours) Incremental after 10 hours

Half Day

Half Day (5hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

(minimum per job 4 hours)

$50,000

Reimbursable video production equipment & video production services; such as cameras, sound reinforcement, lighting, etc. Includes 5% Contractor Handling Fee.

Option Period Two February 1, 2019 to January 31, 2020

Line Item #

Operate NIH Conference Facilities as identified in TE-1 and C.5.1 through C.5.1.3 as follows:

Provide Technical Services as identified in C 5.2.1 through C 5.2.3

Equipment, Supplies, Uniforms and Training

$95,000.00

$6,000.00

$12,000.00

Half Day (5 hours)

Half Day

Half Day (5 hours or less) Full Day (10 hours) Incremental after 10 hours

Half Day

Half Day (5hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

(minimum per job 4 hours)

$50,000

Reimbursable video production equipment & video production services; such as cameras, sound reinforcement, lighting, etc. Includes 5% Contractor Handling Fee.

Option Period Three February 1, 2020 to January 31, 2021

Line Item #

Operate NIH Conference Facilities as identified in TE-1 and C.5.1 through C.5.1.3 as follows:

Provide Technical Services as identified in C 5.2.1 through C 5.2.3

Equipment, Supplies, Uniforms and Training

$95,000.00

$6,000.00

$12,000.00

Half Day (5 hours)

Half Day

Half Day (5 hours or less) Full Day (10 hours) Incremental after 10 hours

Half Day

Half Day (5hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

(minimum per job 4 hours)

$50,000

Reimbursable video production equipment & video production services; such as cameras, sound reinforcement, lighting, etc. Includes 5% Contractor Handling Fee.

Option Period Four February 1, 2021 to January 31, 2022

Line Item #

Operate NIH Conference Facilities as identified in TE-1 and C.5.1 through C.5.1.3 as follows:

Provide Technical Services as identified in C 5.2.1 through C 5.2.3

Equipment, Supplies, Uniforms and Training

$95,000.00

$6,000.00

$12,000.00

Half Day (5 hours)

Half Day

Half Day (5 hours or less) Full Day (10 hours) Incremental after 10 hours

Half Day

Half Day (5hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

Half Day (5 hours or less on the job)

Half Day

(minimum per job 4 hours)

$50,000

Reimbursable video production equipment & video production services; such as cameras, sound reinforcement, lighting, etc. Includes 5% Contractor Handling Fee.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Section C-1 1 General Information This Performance Work Statement (PWS) is organized in sections that define both the work to be performed and the relationship between the Government and the contractor. The following describes the PWS contents:

SECTION C-1

Provides general information about NIH and its specific rules and regulations to be followed and an introduction to operating conditions

SECTION C-2

Provides definitions and acronyms used throughout this document and in the performance of this work

SECTION C-3

Provides information as to Government-furnished property (GFP) and Government-furnished services (GFS)

SECTION C-4

Provides information on items that will be contractor furnished

SECTION C-5

Presents the Performance-based PWS Section C-6 Provides a list of directives, publications, instructions, and forms to be used by the Contractor during the contract period

1.1 SCOPE OF WORK

1.1.1 Contractor personnel

The Contractor shall provide all management, supervision, administration, supplies and equipment, and labor to support the NIH Events Management services identified in this Performance-based Work Statement (PWS) for the National Institutes of Health. This includes all direct and indirect resources, except as specified in SECTION C-3 as Government Furnished Property (GFP) and Government Furnished Services (GFS).

1.1.2 Conduct of employees

The Contractor shall be responsible for controlling the employees’ conduct and ensure that clients, contacts, attendees, etc. are treated with discretion, respect and courtesy at all times. The Government reserves the right to request the removal of any of the Contractor’s employees assigned to the on-site performance of this contract for reasonable cause (i.e. disorderly conduct). The Contracting Officer’s Representative (COR) will make such a request only to the Contractor’s Project Manager and/or designated representative.

1.1.3 Required key personnel

The Contractor shall provide, the following Key Personnel:

· One full time Project Manager (PM). The PM shall act as the on-site point of contact for all services at all locations.

· One full time Assistant Project Manager (APM).

· One full time Chief AV Engineer (CAE)

· One full time Assistant Audio Visual Engineer (ACAE)

· One full time Broadcast Engineer, Sr. (BE)

· One full time Post Production Manager (PPM)

· One full time Media Asset Specialist (MAS) The team of Key Personnel shall consist of professionals with a combination of education, experience and skills in their subject matter, customer service, business and personnel management. Following are outlines of minimum qualification requirements:

1.1.3.1 Project Manager

The candidate shall have relevant program management experience in the private or public sector in senior management position for a minimum of ten (10) years. He/she shall have a proven record in providing professional coordination and leadership in the execution of a multi service contracts with cross functional teams. Specifically, the candidate shall have the following skills, abilities and competencies:

· Effective communication skills (written and verbal).

· Develop and maintain strong client and stakeholder relationships.

· Effective and sound decision making skills.

· Data analysis skills in support of the events management program performance (data sources consist of the resource management system and contractor collected data).

· Prepare concise reports about findings and recommendations.

· Fluency in MS Office, MS Project, and resource management systems.

· Identify and resolve problems within and across functional areas.

A relevant bachelor’s degree may substitute for up to four (4) years’ experience, and a relevant master’s degree for up to six years’ experience, for the Project Manager position.

1.1.3.2 Chief AV Engineer

The AV chief engineer shall have a minimum of ten (10) years’ experience in AV systems design, installation, operation and maintenance with supervisory responsibilities, in the position of an AV project leader or equivalent. This shall include a thorough understanding of audio and video technology and systems design, operating and maintaining computerized AV control systems, including a background in presentation technology and production. This key technical person shall have the following skills, abilities, and competencies:

· Train AV specialists in all aspects of AV systems and equipment operation and maintenance.

· Communicate effectively with non-technical staff, i.e., conference services specialists, lecturers, and meeting facilitators regarding use and capabilities of AV systems in all NIH facilities.

· Manage installation and maintenance of complex AV communication systems similar to the size of the Natcher Conference Center systems.

· Interpret blue prints, AV system drawings and specifications for AV communication facilities.

· Demonstrate continuing education of digital and IP AV systems.

· Must be familiar with IT networks, including security protocols, IP addresses, switchers, routers and setting up network on LAN.

· Configure various computers (PC and Apple) and models to interface with the display equipment, television production equipment and LAN.

· Investigate and find solutions with presenters’ computer displays on the spur of the moment and in collaboration with the NIH Desktop support.

· Understand and communicate current UHD/HD broadcast video production standards.

· Shall possess any certification from the Society of Broadcast Engineers and/or the InfoComm's Certified Technology Specialist (CTS) certification. A qualified candidate, who does not currently possess one of the acceptable certifications, shall complete the certification within six (6) months of award/employment.

A bachelor’s degree in a related technical field may substitute for up to four (4) years of experience.

1.1.3.3 Assistant Project Manager

The assistant project manager shall have a minimum of seven (7) years’ experience of conference facility management in various services and supervisory positions. This person shall have the following skills, abilities, and competencies:

· Understand conference space utilization and space arrangements to suit the events’ purposes.

· Schedule and manage support staff.

· Fluency in MS Office, MS Project, and resource management systems.

· Train employees in conference services related hospitality, audiovisual equipment operation, and coordination of catered functions.

A relevant bachelor’s degree may substitute up to three (3) years’ experience for the Assistant Project Manager position.

1.1.3.4 Assistant Chief AV Engineer

The assistant AV chief engineer shall have a minimum of seven (7) years of experience in AV installation, operation and maintenance with supervisory responsibilities. This shall include a thorough understanding of computerized audio and video system installation, operation and maintenance, including a background in presentation technology and production. This key technical person shall have the following skills, abilities, and competencies:

· Train AV specialists in all aspects of AV systems and equipment operation and maintenance.

· Communicate effectively with non-technical staff, i.e., conference services specialists, lecturers, and meeting facilitators regarding use and capabilities of AV systems in all NIH facilities.

· Interpret blue prints, AV system drawings and specifications for AV communication facilities.

· Demonstrate continuing education of digital and IP AV systems.

· Understand IT networks, including security protocols, IP addresses, switchers, routers and setting up network on LAN.

· Configure various computers (PC and Apple) to interface with the display equipment, television production equipment, and LAN.

· Investigate and find solutions with presenters’ computer displays on the spur of the moment and in collaboration with the NIH Desktop support.

· Understand and communicate current UHD/HD broadcast video production standards.

· Shall possess any certification from the Society of Broadcast Engineers and/or the InfoComm's Certified Technology Specialist (CTS) certification. A qualified candidate, who does not currently possess one of the acceptable certifications, shall complete the certification within six (6) months of award/employment.

A bachelor’s degree in a related technical field may substitute for up to two (2) years’ experience.

1.1.3.5 Broadcast Engineer Sr.

The broadcast engineer shall have a minimum of 10 years of experience in live transmission preferably television and engineering and maintenance of broadcast equipment and systems. This key technical person shall have the following skill, abilities and competencies:

Conventional broadcast systems:

· Audio/Video instrumentation measurement

· Baseband video – standard and high-definition

· Broadcast studio acoustics

· Television studios and broadcast video cameras

· Production switcher (Video mixer) and audio mixer Broadcast IT systems:

· Video compression - DV25, MPEG, DVB or ATSC (or ISDB)

· Digital server playout technologies. - VDCP, control protocols

· Broadcast automation

· Disk storage – RAID / NAS / SAN technologies.

· Archives – Tape archives or grid storage technologies.

· Computer networking

· Operating systems - Microsoft Windows, Mac OS, Linux and RTOS

· Post production – video capture and non-linear editing systems (NLEs) Operational aspects:

· Devise solutions for production needs by means of technical innovation and development.

· Work closely with production staff and other resource areas to ensure that operational and other production needs are effectively and efficiently met.

· Advise operational and production staff on the technical capabilities of broadcast engineering systems and equipment to assist them in achieving particular results.

· Carry out acceptance testing on new and refurbished equipment and ensure that the performance of such equipment meets broadcast standards.

· Possess thorough understanding of industry broadcast standards and ensures compliance with them in all NIH broadcast activities.

· Hold any certification from the Society of Broadcast Engineers at one of the engineering levels. A candidate, who does not currently possess one of the acceptable certifications, may complete the certification within nine (9) months of award/employment.

A bachelor’s degree in any of the following disciplines: electrical engineering, electronic engineering, telecommunications engineering, computer engineering, management information system or broadcast technology may substitute for up to four (4) years’ experience.

1.1.3.6 Post Production Manager

The post production manager shall have a minimum of ten (10) years’ experience in all aspects of editing and its systems and equipment from analog to digital technology. This person shall have the following skills, abilities and competencies:

· Effective communication skills including ability to articulate ideas, concepts and direction to the multimedia group and clients.

· Must have strong understanding of and hands-on experience with design and cutting-edge production techniques.

· Demonstrate effective communication, time management, and problem solving.

· Exhibit proven record to manage and execute all post production aspects of various video recorded material.

· Integrate computer animation into film and power point presentations.

· Advise NIH clients (scientific and administrative) in the creative use of digital material and respond appropriately to their needs and input.

· Maintain a wide range of post production equipment and software.

· Function under tight deadlines, handle multiple projects simultaneously, and work with a complete understanding of the life cycle of on air and off air graphics projects.

· Multi-task while working independently and with a team.

· Well versed in Mac OS.

· Excellent knowledge of print production.

· Demonstrated depth of understanding and experience with production techniques, graphic design, and typography.

The candidate shall have a bachelor’s degree in communication, literature, journalism or a creative discipline and/or equivalent may substitute for up to four (4) years’ experience.

1.1.3.7 Media Asset Specialist

This Media Asset Specialist shall be responsible for the archival and retrieval of content required to service the multi media group’s pre production, production and post production activities. This is the “go-to” person for troubleshooting issues of media availability. In addition, this role performs maintenance activities related to storage and assists with Digitizing support as needed.

The Media Asset Specialist shall have a minimum of seven (7) years’ experience in all aspects of media asset management. This person shall have the following skills, abilities and competencies:

· Seasoned user of Avid Interplay, Interplay Access and Media Composer in multi-res, dynamic relink ISIS environment. Highly-skilled at troubleshooting and resolving relink and other media availability issues.

· Strong working knowledge of asset movement, storage, sequencing, naming conventions, etc.

· Multi-task, prioritize and manage time wisely in a fast-paced, client-driven environment.

· Excellent client services skills, attitude and ability to stay calm under pressure.

· Strong written and verbal communication skills. Must interact effectively with clients and management across all levels of an organization.

· Basic knowledge of digital video formats, transcoding and delivery methods.

· Solid understanding of video fundamentals including: sync, time code, standards, formats and frame rates. Experience with video, audio and sync routing a plus.

· Willingness to be flexible with scheduling on short notice and put in overtime as needed.

· Complete understanding and application of Avid, Mac/PC platforms and peripheral connectivity.

· Have a working knowledge of computer hardware and basic networking including but not limited to storage, memory, A/V cards and NAS/SAN storage.

The candidate shall have a bachelor’s degree in communication or a creative discipline and/or equivalent may substitute for up to four (4) years’ experience.

1.1.3.8 Competencies of Supervisory and Front Line Staff

The Contractor shall identify the skills, abilities, competencies and scope of authority and responsibility of all proposed staff for the performance of the services of this contract in a world-class scientific biomedical environment.

The Contractor shall assume total responsibility for all requirements stated herein on the start date of the performance period.

1.1.4 Services Provided

The NIH Events Management functions consist of a broad range of logistics, engineering, technical, and production services as listed in the table below. These services are in support of the mission and objectives of the twenty-seven NIH Institutes and Centers (IC) that represent the premier agents of world class bio-medical research funded by the US Government.

1.2 Statement of Objectives

This statement of objectives outlines the intent and spirit of the PWS. It provides a baseline for an executive understanding of the NIH requirements.

NIH is soliciting for a contractor to provide complete NIH Events Management and related technical services for the NIH community in Bethesda, MD.

The Contractor shall assume the role of Project Manager for providing NIH Events Management and related technical services to NIH. The Contractor shall perform quality control and achieve all PWS requirements within the specified workload and standards. The Contractor shall standardize best practices across all locations to the extent practicable to provide for consistency in performance.

The government will perform quality assurance and inherently governmental activities. References to government interactions are primarily for legal and “contract” management…