99--VISN1 Video Production
Department of Veterans Affairs, Bedford VAMC | Published June 2, 2016 - Deadline June 9, 2016
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
(ii) The solicitation number is VA241-16-Q-0479 and the solicitation is issued as a request for quotation (RFQ).
(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88.
(iv) This requirement is being issued as a total small business set-aside. The associated NAICS code is 541430 - Graphic design services and video production.
(v) The Government intends to award a firm-fixed price, one-time service order for a Contractor to design and create three VA informational advertisements, along with two TV ready commercial, and other media services as outlined in the statement of work. Please see the attached statement of work and the Price Schedule below for full requirement details and pricing submission.
ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
Vendor shall create three
VA informational advertisements varying in length from one minute-three minutes. All videos must be compatible and ready for use on the VA New England mobile application and YouTube.
Vendor shall create television ready commercials which must be compatible and ready to be used on the VA New England mobile application, YouTube, and various local New England TV stations.
Waterfire Sandwich Board Signs: In accordance with VA regulations and design per VA outreach team collaboration.
12 Big E. Sandwich Board Signs: In accordance with VA regulations and design per VA outreach team collaboration.
Design and Print Marketing Services: Vendor will develop a pre-paid postage mailer with 10,000 double sided 5"x7" VA advertisement postcards. Design will be provided by the VA outreach team. The postcards will be sent to the Veteran target list that will be provided by the VA prior to mail out.
Photography Service for VA Photo Library: Vendor will conduct photos shoots for VA photos including images of VA Veteran employees. These photos will be added to the VA photo library and utilized when needed for future marketing campaigns.
Design Posters and signs
Software Design conversion: Vendor will convert images provided by VA Outreach Team in order to accommodate different media forms. This may include but is not limited to converting a pdf file to EPS format.
Web Services: Webpage advertisements for Sports Hub, WEEI, WZLX sites. VA will pay for advertisement space separately.
(vi) The Contractor shall deliver all line items as indicated on the statement of work for the Veteran's Integrated Network System of New England.
(vii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda's to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) (FEB 2015); 52.203-98 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements - Representation (DEVIATION 2015-02) (FEB 2015) 52.204-16 Commercial and Government Entity Code Reporting (NOV 2014) 52.204-17 Ownership or Control of Offeror (NOV 2014) 52.204-20 Predecessor of Offeror (APR 2016) 52.223-4 Recovered Material Certification (MAY 2008) 52.212-3 Offeror Representations and Certifications-Commercial Items
Submission of Quotes:
(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered.
(2) Offerors may submit their quotes electronically via email to Erin.McIntyre2@va.gov.
(3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 06/2/2016 at 12:00 PM EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers.
(4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.
Award will be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.
Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory.
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
1. Price (Follow these instructions):
a. Offeror will complete the Price Schedule in Section (v), with offerors proposed contract line item prices (labor and parts separately) inserted in appropriate spaces. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Act (SCA).
b. Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items", and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.
2. Past Performance:
a. Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information, brief description of the work completed, and contract # (if relevant). Please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.
3. Technical: The offeror's quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Performance Work Statement in a timely efficient manner.
a. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the Statement of Work.
b. Contractor shall provide confirmation that all work will be completed by September 30 , 2016.
c. Contractor will provide all current and relevant licenses and/or certifications for the State of Massachusetts.
d. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort.
4. Veterans Preference Factor (per 852.215-70): The Government will assign evaluation credit for an Offeror (prime contractor) which is a Service-Disabled Veteran-Owned (SDVOSB) or a Veteran-Owned Small Business (VOSB). Non-SDVOSB/VOSB Offerors proposing to use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor.
a. For SDVOSBS/VOSBs: In order to receive credit under this Factor, an Offeror shall submit a statement of compliance that it qualifies as a SDVOSB or VOSB in accordance with VAAR 852.215-70, "Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors". Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov).
i. Verified SDVOSBs will receive a 10% price credit (e.g. if a SDVOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $90.00).
ii. Verified VOSBs will received a 5% price credit (e.g. if a VOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $95.00).
b. For Non-SDVOSBs/VOSBs: To receive some consideration under this Factor, an Offeror must state in its proposal the names of SDVOSB(s) and/or VOSB(s) with whom it intends to subcontract, and provide a brief description and the approximate dollar values of the proposed subcontracts. Additionally, proposed SDVOSB/VOSB Subcontractors must be registered and verified in VIP database (http://www.VetBiz.gov) in order to receive some consideration under the Veteran's Involvement Factor.
i. If a vendor submits a subcontracting plan where it will be using a SDVOSB, it will receive a 3.5% price credit (e.g. if this vendor submits an offer of $100.00, it will be evaluated as if it submitted an offer of $95.00).
ii. If a vendor submits a subcontracting plan where it will be using a VOSB, it will receive a 2.5% price credit (e.g. if this vendor submits an offer of $100.00, it will be evaluated as if it submitted an offer of $97.50).
(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.
(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda's to the clause: 52.203-99 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) (FEB 2015), 52.204-18 Commercial and Government Entity Code Maintenance (JUL 2015), 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013), 852.203-70 Commercial Advertising (JAN 2008), 852.215-71 Evaluation Factor Commitments (DEC 2009), 852.232-72 Electronic Submission of Payment Requests (NOV 2012), 852.237-70 Contractor Responsibilities (APR 1984).
Subcontracting Commitments - Monitoring and Compliance
This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an "Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement" to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.
(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-14, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-36, 52.222-50, 52.223-18, 52.225-13, 52.232-34, 52.222-41
(xiii) All contract requirement(s) and/or terms and conditions are stated above.
(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.
(xv) RFQ responses are due 06/6/2016 at 10:00 AM EST. RFQ responses must be submitted via email to: Erin.McIntyre2@va.gov. Hand deliveries will not be accepted.
(xvi) The POC of this solicitation is Erin McIntyre at Erin.McIntyre2@va.gov).
MEDIA STATEMENT OF WORK
Following is a preliminary scope of work for advertising and related services to be provided on behalf of the VA New England Healthcare System.
A. GENERAL INFORMATION
1. Title of Project: Advertising and Marketing Campaign
2. Scope of Work: The contractor shall provide the resources and services necessary to complete the following tasks:
" Vendor shall create three VA informational advertisements varying in length from one minute-three minutes. All videos must be compatible and ready for use on the VA New England mobile application and YouTube.
" Vendor shall create television ready commercials which must be compatible and ready to be used on the VA New England mobile application, YouTube, and various local New England TV stations.
" 6 Waterfire Sandwich Board Signs: In accordance with VA regulations and design per VA outreach team collaboration.
" 12 Big E. Sandwich Board Signs: In accordance with VA regulations and design per VA outreach team collaboration.
" Design and Print Marketing Services: Vendor will develop a pre-paid postage mailer with 10,000 double sided 5"x7" VA advertisement postcards. Design will be provided by the VA outreach team. The postcards will be sent to the Veteran target list that will be provided by the VA prior to mail out.
" Photography Service for VA Photo Library: Vendor will conduct photos shoots for VA photos including images of VA Veteran employees. These photos will be added to the VA photo library and utilized when needed for future marketing campaigns.
" Design Services
o Design Posters and signs
o Software Design conversion: Vendor will convert images provided by VA Outreach Team in order to accommodate different media forms. This may include but is not limited to converting a pdf file to EPS format.
" Web Services: Webpage advertisements for Sports Hub, WEEI, WZLX sites. VA will pay for advertisement space separately.
1. Performance Period: The contractor shall deliver services between the dates of June 1, 2016 through May 31, 2017, unless otherwise directed by the Contracting Officer.
2. Managing Agency: The VISN Business Office is managing this project. The VISN Outreach Coordinator, in consultation with the Contracting Officer's Technical Representative (COTR), shall be the contractor's principal point of contact regarding the execution of the contract's requirements.
B. ADDITIONAL TASKS
Vendor will meet face to face with VA Outreach team for a kickoff meeting two weeks after the award has been initiated. The objective of this meeting will be to review all deliverables included in the contract and to establish a timeline. In addition vendor will meet with outreach team face to face 6 months into the contract. The objective of this meeting will be to review all deliverable to date and prepare to execute the remaining deliverables.
C. MEETING SCHEDULE
1. The contractor's performance period dates will serve as the schedule of delivery for the deliverables specified.
DELIVERABLE DATE GOVT ESTIMATE
1 Kick Off Meeting (face to face) June 15, 2016
2 Mid-Year Review (face to face) December 7, 2016
D. GOVERNMENT RESPONSIBILITIES
Government shall approve the final printout design for all deliverables included in the SOW prior to production. All approvals will be completed after two weeks of receipt.
6500.6 form: Requirements do not apply and a Security Accreditation Package is not required.