VICK_Oral_History_Quote_and_Eval_Factors.docx

INSTRUCTIONS FOR THE PREPARATION OF QUOTES

The quote shall be submitted electronically as stated below.

THE QUOTES SHALL BE IN THE FOLLOWING FORMAT:

· VOLUME I – TECHNICAL CAPABILITY

· VOLUME II – MANAGEMENT CAPABILITY

· VOLUME III – PAST PERFORMANCE

· VOLUME IV – COST/PRICE

All volumes shall be submitted via email to the Contracting Officer All volumes shall be separate and complete so that evaluation of one may be accomplished independently of, and concurrent with, the evaluation of the other. Pricing details shall not appear in any volume except VOLUME IV – COST/PRICE. Any price information found outside of the cost/price volume will be redacted before evaluation. All pages exceeding posted page limits will be redacted before evaluation.

Documents shall be formatted with one (1) inch margins and text no smaller than ten (10) points.

A. VOLUME I - TECHNICAL CAPABILITY

The technical capability shall contain a cover page with RFQ title, number, and name; and three sections corresponding to the sub-criteria below. Note that technical evaluators for Volume I and II do not see Volumes III, Volume IV, or any cover letters associated with the overall package and information may be repeated if appropriate.

Volume I shall be divided into three sections as follows:

Factor A – Creative and Technical Abilities and Level of Effort Factor B – Samples of Work Summary of Deviations/Exceptions (if any)

THE FOLLOWING SPECIFIC INFORMATION SHALL BE CONTAINED IN THE TECHNICAL CAPABILITY:

Submit all information via email, except the film samples.

FACTOR A – CREATIVE AND TECHNICAL ABILITIES and LEVEL OF EFFORT

The offeror shall provide the following narratives demonstrating their understanding of the project requirements stated in the Scope of Work and how they propose to meet those requirements. The narrative shall not exceed 10 pages, shall be specific to this project, and shall not be copied directly from the SOW. Level of effort shall NOT include any costs or pricing information. The level of effort shall reflect the offeror’s understanding of the need to provide a balance between quality and cost-effectiveness. Note that technical evaluators for Volume I and II do not see Volumes III, Volume IV, or any cover letters associated with the overall package and information may be repeated if appropriate.

Using examples from, at a minimum, three projects similar in size, complexity, and nature to this project, the offeror shall provide the following:

1. An overview of the offeror’s proposed team and approach. Include any differentiating strengths. Note any key personnel who will be filling combined roles, such as Project Manager/Interviewer. Identify key subcontracting relationships (if any) that shall be maintained to provide the requirements of the contract.

2. Development and Preproduction: The offeror’s proposed development and pre-production effort, including subject matter research, location scouting, contacting interviewees, scheduling interviews, and the level of involvement of key personnel and how this provides the best value.

3. Production: The offeror’s proposed production effort, including the crew, number of days in the field, file management, and proposed equipment. Proposed production logistics including strategies for filming interviews.

4. Post-Production: The offeror’s proposed post-production effort including compiling the post-shoot hard drives, transcripts, footage logs, and final deliverables.

FACTOR B – SAMPLES OF WORK

Samples shall demonstrate the capabilities of the proposed personnel and designated subcontractors to successfully produce programming that is similar in scope and complexity to the Freedom Riders’ oral history interviews. Any material beyond the allotted maximum number of minutes will not be evaluated or considered.

Samples of works shall be submitted in the following format:

1. All samples of work, including the one-page overviews, shall be submitted on two, duplicate, multi-platform Universal Serial Bus (USB) Flash Drives. All files on the USB Flash Drive shall be readable on both a Windows PC and a Mac using standard office software. Alternatively, the contractor may submit 4 drives – two formatted for a Mac, and two formatted for a Windows PC. The USB Flash Drive shall be encrypted, and the contractor shall submit a password to access the files.

2. The USB Flash Drive shall be clearly labeled.

3. Links to Internet URLs shall not be considered.

4. The total combined running time for the video samples shall be no longer than 15 minutes.

5. All work included as samples shall have been produced within the last six years. (Relevant work that is older than six years may be noted in the management plan.)

6. For each sample, include a one-page overview. The overview for each project shall include the following:

a. Title of film or project

b. File name of the excerpt on Flash Drive

c. Sample group represented (1 and/or 2)

d. Names and titles of Key Personnel represented in the project.

e. Client

f. Year of completion

g. Location(s) of filming

h. Project budget

i. A statement of how the project demonstrates the ability of the proposed personnel to perform work under this contract.

Sample Group 1: Interviewer 5-10 minutes total of programming demonstrating the interviewer’s ability to successfully conduct oral history interviews like those required by this scope of work. Excerpts can be cut directly from completed shows or unedited interview footage. If the interviewer is not seen or heard in the samples, the offeror shall provide evidence of the interviewer’s involvement in the project such as a screenshot from the film credits. The sample shall include excerpts from a minimum of three different completed projects, with at least one sample focused on subject matter related to African American civil rights or voting rights issues. Submit a one-page overview for each project. Samples shall demonstrate:

1. Ability to elicit detailed, engaging, candid, personal responses from interview subjects.

2. Knowledge of African American civil rights and/or voting rights subject matter.

Sample Group 2: Cinematographer 5 minutes total of original format HD or better footage shot by the Cinematographer demonstrating the ability to successfully shoot high-quality interviews like what is required by this scope of work. The sample shall include excerpts from at least three different completed projects, with at least one originating in 4K UHD. Submit a one-page overview for each project. Examples shall demonstrate:

1. Ability to light and shoot interior interviews in a way that reflects an understanding of composition, focus, lens selection, depth-of-field, and light selection/placement to complement the subject and emotionally connect with viewers.

2. Ability to shoot in 4K Ultra High Definition.

B. VOLUME II – MANAGEMENT CAPABILITY

Volume II shall consist of the following sub-factors:

· Factor A: Management Plan

· Factor B: Proposed Personnel

(1) FACTOR A: MANAGEMENT PLAN

The management proposal shall demonstrate the offeror’s ability to manage project workflow, schedules, and personnel, and to maintain quality control throughout the life of the project. Not to exceed five pages.

(2) FACTOR B: PROPOSED PERSONNEL

The offeror shall provide a list of the personnel proposed for each of the key personnel roles listed below. Identify each person by name, their role in this project, and as a member of your staff or as a subcontractor. Do not include any additional information on this page. Not to exceed one page.

The offeror shall submit a resume for each person proposed for each of the roles identified below. Resumes must demonstrate the ability to perform the work for which the person is proposed. Each resume is not to exceed two pages.

The Government considers the strength of the entire team essential for this project.

More than one individual may be identified for a position and one person may be identified for more than one position. Submit resumes for the following positions:

a. Project Manager: Serves as the primary point of contact between the contractor and the COR; ensures that scheduling, coordination, oversight, and communication are effectively accomplished for all work; performs duties as described in Section II.2.A.1: Project Management.

b. Interviewer: Conducts research on each interviewee, writes interview questions, and conducts the interviews.

c. Cinematographer: Lights and shoots the interviews and manages technical aspects of filming during the production phase. Works with the Project Manager to achieve the overall visual aesthetic of the project.

d. Sound Recordist: Sets up and operates all audio equipment including wireless Lavaliere microphones, shotgun microphones, microphone stands, cables, and field mixer.

Each resume shall demonstrate that the proposed personnel have a minimum of five years of full-time professional work experience directly related to the key personnel position. Exclude information that is not relevant to the person’s designated role in their project.

Each resume shall include the following:

i. Name of person

ii. Person's proposed key personnel role(s) and any additional responsibilities under this contract

iii. Overview of the strengths they bring to the project.

iv. Person's list of completed projects; include their title and a description of their role on the project, the employer or partners, and any awards or honors.

v. Employment history:

· Present and previous employers

· Beginning and ending dates of employment for each employer

· Job title(s) for each position

· Description of the specific duties for each position

vi. Education and training background, including names of educational institutions attended, dates, and degrees or certificates obtained.

vi. Training and experiences specific to oral history interviews like what is required for this project.

C. VOLUME III - PAST PERFORMANCE – Limited to five (5) pages

To assist in evaluation, the offeror shall respond in accordance with the following guidelines. The Past Performance volume shall contain a cover page with the RFQ title, number, and name of your organization. The government may obtain past performance information from the references provided. The government may utilize alternative methods of obtaining past performance.

Provide three (3) references of projects that are similar in size, complexity, and nature to this project. Submit the following information for the offeror and any proposed subcontractor(s).

(1) The past performance information submitted for evaluation under this solicitation shall correspond to the Samples of Work. Samples shall represent work that is either ongoing or has been completed during the past five years. It shall also represent the involvement of the proposed Project Manager and key personnel.

When subcontractors shall perform critical aspects of the work, past performance of subcontractors must also be submitted. Three references of contracts for each subcontractor are required. References shall involve the Key Personnel proposed for this project.

Offerors that are newly formed individual entities, without prior Federal, State, or Local Government contracts, shall list work contracts, subcontracts, or other related work experience with previous employers.

(2) The offeror shall provide information on problems encountered on the contracts and subcontracts identified in Item 1, above, and corrective actions taken to resolve those problems. Offerors shall not provide general information on their performance on the identified contracts. General performance information shall be obtained from the references.

B. VOLUME IV - COST/PRICE

The Cost/Price shall be prepared as a separate package. To assist in evaluation, the government requires that offerors respond in accordance with the following guidelines.

The Cost/Price volume shall contain a cover page with the RFQ title, number, and name of your organization.

THE COST/PRICE SHALL BE SUBMITTED ELECTRONICALLY AS STATED ABOVE.

1. REQUIRED FORMS AND CERTIFICATIONS

Signed SF 18 and any SF 30’s if applicable.

2. SUBCONTRACTS

In those cases where an offeror does not have full in-house capability and anticipates significant use of subcontractors to provide the needed support, the offeror shall provide the same detail concerning the subcontractor who shall perform critical aspects of the work.

3. TRAVEL, MATERIALS, AND OTHER COSTS

As stated above, travel will be reimbursed on an actual-cost basis based on the current Federal Travel Regulations in place at the time of travel.

4. ACCEPTANCE PERIOD

Because of the time required by the government to evaluate adequately, offerors are requested to specify an acceptance period of not less than ONE HUNDRED TWENTY (120) DAYS.

XXI. EVALUATION FACTORS AND CRITERIA

The following factors shall be used to evaluate offers and are in descending order of importance. All factors, when combined, are significantly more important than price.

· VOLUME I – TECHNICAL CAPABILITY

· VOLUME II – MANAGEMENT CAPABILITY

· VOLUME III – PAST PERFORMANCE

· VOLUME IV – COST/PRICE

The government will evaluate based on the following factors:

A. Volume I - Technical Capability

Evaluation shall be based on the offeror’s ability to demonstrate the capability of proposed personnel, including subcontractors, to produce audiovisual programming like what is required in this Scope of Work.

1. The evaluation of Volume I Technical Capacity will occur concurrently with the evaluation of the Volume II Management Capacity. The key personnel must be consistent between two the volumes. Work by key personnel included in Factor A or Factor B that are not part of the key personnel in Volume II will not be evaluated and will be noted as a weakness, significant weakness, or deficiency.

2. Any information requested in Section XX. A Volume I Technical Capacity that is either not included in the proposal or does not meet the specifications will be noted as a weakness, significant weakness, or deficiency.

3. Evaluation will be based on Factor A: Creative and Technical Approach and Level of Effort, and Factor B: Samples of Work and how well they demonstrate the following:

a. The ability of the offeror to produce high-quality oral history interviews with individuals from a variety of backgrounds, ages, and ethnicities.

b. The ability of the offeror to select and manage personnel and subcontractors that demonstrably match the creative and technical needs of the individual project.

c. Factor A - Creative and Technical Approach and Level of Effort: Evaluation will be based on offerors demonstrating their understanding of the project requirements stated in the Scope of Work and how they propose to meet those requirements. Preference will be given to offerors who demonstrate effective production planning for the project’s complex logistics, including scheduling large numbers of interviews in multiple locations; and working effectively with African American and/or older populations in a culturally sensitive manner.

d. Factor B – Samples: Samples shall demonstrate the capabilities of the proposed personnel and designated subcontractors to successfully produce programming that is similar in scope and complexity to what is required in this Scope of Work.

i. Sample Group 1: Interviewer: Preference will be given to offerors who demonstrate experience with projects like what is required in this Scope of Work. Examples of relevant similarity include the ability to elicit detailed, engaging, candid, personal responses from interview subjects; and knowledge of African American civil rights and/or voting rights subject matter.

ii. Sample Group 2: Director of Photography (DP): Preference will be given to offerors who demonstrate experience with projects like what is required in this Scope of Work. Examples of relevant similarities include lighting and filming aesthetically pleasing interior interviews.

B. Volume II - Management Capability

Evaluation will be based on the management plan and the resumes of key personnel which together shall demonstrate the ability of the offeror to produce audiovisual programming like what is required in this Scope of Work.

1. The evaluation of Volume II Management Capacity will occur concurrently with the evaluation of the Volume I Technical Capacity. The key personnel must be consistent between two the volumes. Personnel that are not consistent will not be evaluated and will be noted as a weakness, significant weakness, or deficiency.

2. Any information requested in Section XX.B Volume II – Management Capacity that is either not included in the proposal or does not meet the specifications will be noted as a weakness, significant weakness, or deficiency.

3. The management plan shall demonstrate the offeror’s ability to manage project workflow, schedules, and personnel, and to maintain quality control throughout the life of the project. The management plan must reflect an understanding of the requirements, specifications, and processes detailed in the scope of work.

4. The resumes shall demonstrate the relevance and quality of the experience of all personnel, including subcontractors, proposed for use under this contract. Preference will be given to offerors whose resumes demonstrate experience with projects like what is required in this Scope of Work. Examples include production experience with large-scale oral history projects and experience with African American civil rights or voting rights subject matter. Preference will be given to offerors who demonstrate significant professional honors or awards.

C. Volume III - Past Performance Evaluation will be based on past performance to include quality of products and services, cost control, customer satisfaction, timeliness of performance, and business relations. The source selection authority shall determine the relevance of similar past performance information.

1. An evaluation of the offeror’s past performance information will be conducted after the technical evaluation. The offeror must have demonstrated successful operations and maintenance of similar contracts, including scale and complexity. Preference will be given to offerors that demonstrate past performance of similar projects related to parks and historic sites.

2. The evaluation will be based on information obtained from the write-ups, other relevant past performance information obtained from other sources known to the Government, and any other information supplied by the offeror, including problems encountered on the identified contracts and corrective action taken.

3. The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror’s likelihood of success in performing the acquisition requirements as indicated by that offeror’s record of past performance.

4. The assessment of performance risk is not intended to be the product of mechanical or mathematical analysis of an offeror’s performance on a list of contracts, but rather the product of subjective judgment by the Government after it considers all available and relevant information.

5. When assessing performance risks, the Government will focus on the past performance of the offeror as it relates to all acquisition requirements, such as 1) the offeror’s record of performing according to specifications, including standards of good workmanship; 2) the offeror’s record of controlling and forecasting costs; 3) the offeror’s adherence to contract schedules including the administrative aspects of performance; 4) the offeror’s reputation for reasonable and cooperative behavior and commitment to customer satisfaction; and 5) the offeror’s business-like concern for the interest of the customer.

6. The Government will consider the currency and relevance of the information, sources of the information, context of the data, and general trends in the offeror’s performance. The lack of a relevant performance record may result in an unknown performance risk assessment, which will neither be used to the advantage nor disadvantage of the offeror. Note: Contractors submitting offers without past performance will receive a neutral rating.

7. The Government will assess the relative risks associated with each offeror. Performance risks are those associated with an offeror's likelihood of success in performing the acquisition requirements as indicated by that offeror's record of past performance.

8. Each offeror shall be evaluated on his/her performance under existing and prior contracts for similar products or services. Performance information shall be used for both responsibility determinations and as an evaluation factor to ensure the government is receiving the best value. The government shall focus on information that demonstrates the quality of performance relative to the size and complexity of the procurement under consideration. References, other than those identified by the offeror, may be contacted by the government with the information received in the evaluation of the offeror’s past performance.

Even if the firm is new or new to the business area, probably, the key management and/or technical personnel proposed for the contract have some relevant experience.

D. Volume IV -- Cost/Price

1. Offerors’ price quotes will not be point-scored or adjectively scored but will be evaluated on price reasonableness. The price quote will also be used as an aid to determine whether the Offeror understands the requirements of the solicitation, and price reasonableness and to assess the validity of the offeror’s approach to managing and performing the work.

2. The Offeror shall submit a price quote separate from all other volumes; any price information found in the technical or past performance volumes will be removed before evaluation.

3. The Government will evaluate the price quote for reasonableness. The Government will evaluate to determine the best value to the Government. The Government will also evaluate the price on the ability of the offeror to meet requirements in terms of skills required, the complexity of disciplines, and job difficulty if the Government deems such analysis necessary.

Attachment C – The VICK Contract Pricing Form can be used for the price portion of the quote. Break the price out per the attachment. Include any travel and other direct costs in a separate portion of the cost response with a final overall.