videospecs.doc

Commonwealth of Massachusetts

Disabled Persons Protection Commission

Building Partnerships for the Protection of Persons

With Disabilities Initiative Request for Quote:

Self-Advocate Organization Recruitment and Training Video Development RFQ Number:

OVC2008-002

Project Title:

OVC Video Project to Help Persons with Disabilities Recognize, Report and Respond to Abuse Purchasing Department:

Disabled Persons Protection Commission 50 Ross Way

Quincy, MA 02169

Contact:

John W. Brown, Director of Admin and Finance/CFO

(617) 727-6465 Telephone & Voice Messages

(617) 727-6469 Fax

E-mail john.w.brown@state.ma.us Response Due:

Friday January 18, 2008 by 5 p.m.

Contract Period:

March 1, 2008 through February 28, 2009.

Max Funding Obligation:

$65,200.00 Summary The Building Partnerships for the Protection of Persons with Disabilities Initiative (BPI) of the Massachusetts Disabled Persons Protection Commission (DPPC) creates multi-disciplinary partnerships among service providers, law enforcement, state mandated abuse reporting agencies and adult protective services agencies to create a comprehensive system of protection and response to abuse of persons with disabilities.

With funding through the Office for Victims of Crime, Office of Justice Programs, U.S. Department of Justice (DOJ/OVC), the DPPC offers this solicitation to contract with a production company (the company) to create a video series that will help implement a curriculum that describes the recognition of, reporting of and response to abuse of persons’ with disabilities. The winning applicant must have experience working with persons with disabilities. The company will provide:

· In-depth technical assistance;

· Support for content design;

· Art direction;

· Research and script writing;

· Assistance with pre-interviewing participants;

· Procurement of:

· talent as needed and

· shoot location(s) and

· Scheduling during the pre-production, production and post production phases.

A company employee will become a member of the BPI’s Planning and Implementation Committee, and will attend the five statewide and regional meetings of Workgroup to ensure consistency between the curriculum and video series. Production support includes but is not limited to securing equipment, locations, field technicians, time and materials. Post-production includes but is not limited to the provision of visual design, art direction, a primary editor, assistant editors and final mastering of videos for single play DVD/authored DVD with accompanying materials.

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFQ.

1. Description or Purpose of Procurement:

The BPI through the DPPC is seeking a video production company (the company) to develop a video series that will aid in the implementation of a separately developed curriculum that teaches both persons with disabilities and their family members/service providers how to recognize, report and respond to the abuse of persons with disabilities. The project’s producer must have prior experience working with persons with disabilities.

The video project is being developed concurrently with the curriculum development. Thus, it is extremely important that the company works collaboratively with the curriculum development team (the Workgroup, the Planning and Implementation Committee (PIC) and Ms. Colleen Ryan).

Applicant expectations

The successful applicant will be prepared to provide in-depth technical assistance and support for content design, art direction, script writing and research, as well as pre-interviewing participants, securing talent if necessary, location scouting and scheduling during the pre-production, production and post production phases. A company employee will join the PIC and attend the five statewide and regional meetings of the projects Workgroup to ensure consistency between the curriculum and the video series.

Video production support will include but not be limited to the provision of:

· Recording and sound equipment;

· Production locations;

· Field technicians;

· Time/date schedules and

· All other production required materials.

Persons with disabilities, who are members of the Workgroup, will appear in the video series since they will be familiar with the content and purpose of the project. Workgroup members will be financially compensated for their services.

Post-production will include but not be limited to the provision of:

· Visual design;

· Art direction;

· A primary editor;

· Assistant editors and

· Final mastering of videos for single play DVD/authored DVD with accompanying materials.

Script Development

The video series’ purpose is augment the project’s recently developed curriculum which instructs both individuals with disabilities and their family members/service providers to recognize and safely respond to instances of abuse and neglect to persons with disabilities. Both the curriculum and video are expected to educate across a broad spectrum of comprehension levels, using various educational and interactive techniques. Persons with disabilities will appear in the video in the “roles” of persons with disabilities—no professional actors will “play” persons with disabilities.

The video’s script will be developed through the Workgroup, under the leadership of Ms. Ryan and with oversight from the PIC. The Workgroup, Ms. Ryan and the PIC will have final authority over all video content and design.

A rough cut of the video series will be piloted to focus groups of professionals and self-advocates from the Workgroup and Planning and Implementation Committee for feedback and editing prior to being submitted to the Office for Victims of Crime for final approval. Other materials developed for this project, e.g., handouts, PowerPoint presentations, tests, supplementary learning activities, participant’s manuals, trainer’s guides and resources for professionals and families, will be included in the video.

Time Line

Script development, story boarding, hiring talent, scouting and securing locations and rehearsals will take place between March 2008 and July 2008. Principal production and post production will follow during the months of August and September 2008.

2. Acquisition Method:

Fee for service.

3. Single or Multiple Contractors Required.

Single contractor required.

4. Single or Multiple Departments:

Only the procuring Department may contract under the RFR.

5. Expected Duration of Contract and any Renewal Options:

Duration is March 1, 2008 through February 28, 2009 with a two (2) year option to renew, for a total potential contract term of three (3) years.

6. Anticipated Expenditures, Funding, or Compensation:

Contract will be fee for service and will have a maximum obligation.

7. Contract Performance Specifications:

The selected Contractor will provide recruitment, hiring and coordination services according to the procedures described in an agreement with the DPPC. Required general service capabilities and characteristics include:

· Past Performance:

· Experience

· Technical Understanding

· Quality Control

· Key Personnel and Professional Staff

· Management Approach

· Sample Products

Capabilities and capacities specifically necessary for this project include the ability to:

· Coordinate with the federal Office for Victims of Crime’s (OVC) Training and Technical Assistance Center (TTAC) to assure compliance with all United States Department of Justice, OVC requirements;

· Participate in the Planning & Implementation Committee to meet at least every-other-month throughout the three years to review and modify the work plan, review progress towards the goals and objectives and to identify and resolve challenges;

· Coordinate and attend monthly Workgroup meetings;

· Assist with coordination of and attend meetings to develop the curriculum, video series and trainer’s manual;

· Attend the statewide annual MASS & DMR conferences on the Recognize, Report and Respond curriculum;

· Attend the training dates for each of five teams throughout the state;

· Develop a video series that will assist in the implementation of a curriculum that teaches the recognition, reporting and response to abuse of persons with disabilities;

· Provide in-depth technical assistance and support video production including content design, art direction, scripting and research;

· Pre--interview participants, secure talent if needed, scout for locations and schedule events during the pre-production, production and post production phases;

· Develop the script, determine its content and video designs throughout the production phase;

· Provide production support including securing equipment, locations, field technicians, time and materials;

· Provide post-production services including visual design, art direction, a primary editor, assistant editors and final mastering of videos for single play DVD/authored DVD with accompanying materials; and

· Identify/develop additional resources and activities for inclusion in the DVD package, such as PowerPoint, group exercises and additional information sites.

Those performance specifications will be incorporated into the DPPC’s contractual agreement with the successful bidder, and will be subject to monitoring by DPPC throughout the course of the contract. Should the Contractor’s performance fall below the specified service characteristics and requirements, the Contractor will be subject to a warning, progressive discipline and/or penalty as determined by DPPC in conjunction with the Commonwealth of Massachusetts Operational Services Division. Continued failure to meet these service characteristics and requirements may result in termination of this contract.

Contractor Preferred Qualifications:

· Agency with five or more years experience preferred

· Previous experience with persons with disabilities

· Prior service to a Commonwealth of Massachusetts public sector agency strongly preferred

· Location within Massachusetts strongly preferred

8. Instructions for Submission of Response:

One original and five copies of the application must be submitted by the deadline. All application packets must include the following items, in the order they are listed below:

1.) Cover page, which must include the RFQ number; the RFQ short title; and name, address, telephone number, fax number and e-mail address of bidder and the authorized signature of the fiscal agent for the bidding agent in BLUE ink;

2.) A narrative statement in ten or fewer pages (excluding résumés) summarizing the company’s qualifications for this contract. The statement should include, but not be limited to, the following:

a. Overview of the agency (mission, organizational structure, number of support staff) including years of service and business location;

b. Special experience, background, and qualifications for providing services including any and all previous experience working with persons with disabilities and any prior experience working with Massachusetts public sector agencies;

c. Résumés of all employees who will be directly involved in the project or, if it will be necessary to hire, job descriptions that will be used to post the position(s);

d. Designation of the production manager to be the primary point of contact for DPPC;

e. Proposed rate schedule, which will include all charges likely to be incurred in delivering the services described in this document. Rates should be itemized for charges including but not limited to:

f. Estimated content design, art direction, scripting and research;

g. Estimates for pre-interviewing participants, securing talent if needed, scouting locations and scheduling during the pre-production, production and post production phases to produce the video;

h. 1000 copies of video/DVD series with closed captioning. Include any expected modifications to the stated rates during years Two and Three of the proposed contract;

3.) Minimum of three references from agencies for whom similar services have been provided;

4.) Bidder certification by the State Office of Minority and Womens Business Assistance (SOMWBA), if applicable.

9. Proposal Submission, Deadline for Response and Procurement Calendar Hand deliver or mail one original and five copies of the application to:

John W. Brown, Director of Administration & Finance / CFO

Disabled Persons Protection Commission

50 Ross Way

Quincy, MA 02169

The tentative calendar of events associated with this procurement is as follows:

December 12, 2007

RFQ Posted on Comm-Pass

January 18, 2008

Proposals due by 5:00 p.m.

January 25, 2008

DPPC Evaluation of Proposals

February 1, 2008

BPI Evaluation of Candidates

February 9, 2008

OVC Evaluation of Candidates

February 16, 2008

Contract award announced

February 23, 2008

Additional contract terms negotiated

February 29, 2008

Contract documents signed

March 3, 2008

Contract begins

10. Proposal Evaluation Proposals containing all required components listed in section 8, above, will be deemed “responsive.” All non-responsive proposals will be eliminated from further consideration.

A team of DPPC and BPI staff (the proposal team) will review the responsive proposals. The proposal team will rate and rank proposals using the 100 point scoring criteria listed below. Selected applicants may be requested for an in-person interview with designated staff.

The Steering Committee of BPI will recommend the final grant award recipient to the Executive Director of the DPPC who will inform the Department of Justice, Office for Victims of Crime, and receive its permission to act as the grant awarding authority. All decisions of the Executive Director of DPPC, the grant awarding authority, are final.

Proposal Rating Scoring Criteria (100 points total):

· Production experience including past experience working with persons with disabilities and public sector agencies in Massachusetts. (25 points)

· Adequate organizational and staff capacity; resumes and job descriptions are included; a production manager is named. (15 points)

· Ability to meet DPPC’s service needs including consultation with DOJ/OVC TTAC. (15 points)

· A comprehensive, reasonable, well described (including a narrative as well as spreadsheets) and regionally competitive budget that includes estimated rate changes for subsequent years. (25 points)

· Bidder’s references are satisfactory (10 points)

· Bidder possesses SOMWBA certification (10 points)

11. Additional Information:

(a) No bidder’s conference is offered.

(b) The bidder is responsible for any and all costs associated with the preparation of the RFR response.

(c) This RFR is posted on the Internet on Comm-Pass, the Commonwealth of Massachusetts Procurement and Solicitation System. It is the responsibility of the bidder to check Comm-PASS for any changes to this RFR. The Internet address of Comm-PASS is: http://www.comm-pass.com.

(d) All RFR responses become the property of the Commonwealth of Massachusetts Disabled Persons Protection Commission.

(e) All materials developed by the winning Contractor under this contract such as handouts, outlines, mailing lists, workshop agenda, publicity notices, and other materials will remain the property of the Disabled Persons Protection Commission.

(f) In the event that no bidder possesses all of the qualifications outlined in this RFR, DPPC will consider the most qualified of the bidders.

(g) In addition to meeting the Commonwealth of Massachusetts contracting obligations and specifications, this is a procurement of federal Department of Justice (DOJ) funds and requires compliance with all DOJ/OVC terms, conditions, rules and regulations which are described in the Office of Justice Programs Financial Guide which can be found on line at http://www.ojp.usdoj.gov/FinGuide/.

12. Required Specifications

Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through Comm-PASS.

Reasonable Accommodation. Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFR. The PMT reserves the right to reject unreasonable requests.

Public Records. All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection 26. Any statements in submitted responses that are inconsistent with these statues shall be disregarded.

Best Value Selection and Negotiation. The PMT may select the response(s), which demonstrates the best value overall, including proposed alternatives, that will achieve the procurement goals of the department. The PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

Costs. Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

Comm-PASS. Bidders are solely responsible for obtaining and completing the required attachments that are identified in this RFR and for checking Comm-PASS for any addenda or modifications that are subsequently made to this RFR or attachments. The Commonwealth and its subdivisions accept no liability and will provide no accommodation to bidders who fail to check for amended RFRs and submit inadequate or incorrect responses. Bidders are advised to check the “last change” field on the summary page of RFRs for which they intend to submit a response to ensure that they have the most recent RFR files. Bidders may not alter (manually or electronically) the RFR language or any RFR component files. Modifications to the body of the RFR, specifications, terms and conditions, or which change the intent of this RFR are prohibited and may disqualify a response.

Subcontracting Policies. Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Subcontractors are required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

Affirmative Market Program. Massachusetts Executive Order 390 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs). As a result, M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, as joint venture partners, or as subcontractors

Non-M/WBE bidders are strongly encouraged to develop creative initiatives to help foster new business relationships with M/WBEs within the primary industries affected by this RFR. The highest number of points may be awarded for responses that clearly illustrate how the proposed business relationship(s) will result in the development and growth of the M/WBEs within these primary industries. A lesser number of points may be awarded for traditional subcontracting relationships. The least number of points may be awarded for ancillary uses of M/WBEs.

In order to satisfy this section, the bidder must submit: the names, addresses, phone numbers and contact persons of each M/WBE firm; a description of each business relationship to be established; and the actual dollar amounts, or percentages, to be awarded to each M/WBE firm. MBE and WBE firms must submit a copy of their SOMWBA certification letter for the current period. A directory of SOMWBA certified firms is available via the Internet at www.state.ma.us/somwba.

A Minority Business Enterprise (MBE) or a Woman Business Enterprises (WBE) is defined as a business that has been certified as such by the State Office of Minority and Women Business Assistance (SOMWBA). Minority and women-owned firms that are not currently SOMWBA-certified but would like to be considered as an M/WBE for this RFR should apply for certification. A fest track application is available, and will be considered for the purposes of this RFR. For further information on SOMWBA certification contact the State Office of Minority and Women Business Assistance at (617) 727-8692 or via the Internet at www.magnet.state.ma.us/somwba.

Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Multi-State EMall™. Required for statewide and OSD-designated statewide contracts only. The Commonwealth of Massachusetts has implemented the Multi-State EMall according to the Open Buying on the Internet (OBI) model. The Commonwealth has adopted this method of Electronic Commerce and is in the process of selecting contracts for implementation. This new method of Electronic Commerce or others may become a requirement of this contract at a later date. At least 120 days notice will be given before an implementation requirement will be enforced. More information about OBI is available at: www.openbuy.org.

Information Technology – Clarification of Language in Section 11, Indemnification of the Commonwealth Terms and Conditions. Required for the following object codes within the “Expenditure Classification Handbook” as issued by the Office of the Comptroller

U02- Telecommunication Services, Voice

U02- Telecommunication Services, Data

U07- Software purchases

H03- IT consulting & Maintenance

J08- IT Cabling/installation & maintenance

K01- IT equipment purchases

L01- IT TELP

L21- IT Rental or Lease

L41- IT Technical Support

Pursuant to Section 11. Indemnification of the Commonwealth Terms and Conditions, the term “other damages” shall include, but shall not be limited to, the reasonable costs the Commonwealth incurs to repair, return, replace or seek cover (purchase of comparable substitute commodities and services) under a contract. “Other damages” shall not include damages to the Commonwealth as a result of third party claims, provided, however, that the foregoing in no way limits the Commonwealth’s right of recovery for personal injury or property damages or patent and copyright infringement under Section 11 nor the Commonwealth’s ability to join the contractor as a third party defendant. Further, the term “other damages” shall not include, and in no event shall the Contractor be liable for damages for the Commonwealth’s use of contractor provided products or services, loss of Commonwealth records, or data (or other intangible property), loss of use of equipment, lost revenue, lost savings or lost profits of the Commonwealth. In no event shall “other damages” exceed the greater of $100,000, or two times the value of the product or service (as defined in the contract scope of work) that is the subject of the claim. Section 11 sets forth the contractor’s entire liability under a contract. Nothing in this section shall limit the Commonwealth’s ability to negotiate higher limitations of liability in a particular contract, provided that any such limitation must specifically reference Section 11 of the Commonwealths Terms and Conditions.

13. Required Attachments

The following attachments are required to be completed when submitting a bid for the above RFR:

(a) Standard Contract Form

(b) Commonwealth Terms and Conditions

(c) W-9 (Massachusetts Substitute W-9 Format)

(d) Consultant Contractor Mandatory Submission Form (if applicable)

(e) Affirmative Action Plan – Employers (if applicable)

(f) Authorization for Electronic Funds Payment (EFT)

The proposal must be received at DPPC by Friday January 18, 2008 at 5:00 pm.

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DPPC RFQ/BPI Video Production

This project was supported by Grant No. 2007-VF-GX-K035 awarded by the Office for Victims of Crime, Office of Justice Programs, U.S. Department of Justice. Points of view in this document are those of the author and do not necessarily represent the official position of the U.S. Department of Justice.