Partners in Progress Video Series
Department of Education, Contracts & Acquisitions Management | Published June 4, 2015 - Deadline June 11, 2015
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. The solicitation for commercial services is being conducted in conjunction with FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation OCO-EMS2015-00VS is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-76. The NAICS Code is 512110, Motion Picture and Video Production, and small business size standard is $32.5M.
The firm selected to receive an offer from the Department is required to register in the System for Award Management (SAM) and to maintain active registration during the life of the purchase order. SAM can be accessed at https://www.sam.gov. Firms shall include their DUNS number in their quote. If the firm does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. The firm selected for an offer from the Department will need to provide Offeror Representations and Certifications prior to any award.
The U.S. Department of Education has a requirement for the production of up to (6) short videos, 3 - 4 minutes in length, aimed at teachers and the public. The Department intends to award a contract with a period of performance of up to 1 year with the first 2 videos due by September 2015 and with the option to purchase up to 4 additional videos by the end of the 1 year contract period. The intention of the videos is to build on and to complement a series of four existing videos, recently completed, that feature four schools, teachers, principals and students who talked about the impact the Department's initiatives have had on them. The videos shall provide information on, and encourage support for, the Department's initiatives and focus on the impact they are having in classrooms all over the country. The videos will mirror the style and tone of the series, and continue to be thoughtful and in documentary style, and will feature interviews with real teachers, principals, students and their families. The Department has already invested considerable time and funds in developing the video treatment, and we are currently in the process of securing the right teachers, principals and students for the next video, which will be filmed in the metropolitan Washington, D.C. area. Secretary Duncan will also have a part. ED wants to build on the existing creative ideas that have been developed so that we can use similar creative concepts for the additional videos, resulting in the same look and feel. Basically ED wants to maintain the consistency of style and approach throughout the video series.
The Department has supported states in their efforts to raise standards for student learning, to improve supports and evaluation for teachers, and to champion technology and data on student progress. The Department has also developed funds and initiatives to support the needs of low-income and vulnerable students, and supported bold new thinking at the state and district levels about how to serve all students better. The videos will feature these and other efforts that have helped to drive and sustain exciting progress for students and teachers in communities throughout the country. The primary audience will be America's teachers, showing their voices from the field. The viewers will see via interviews with real teachers and educators how they are making a difference for students and the passion they have for their jobs.
Quoters shall submit a brief narrative that addresses how the contractor plans to meet the requirements stated herein, including how they are prepared to maintain a consistency of style and tone throughout the series (see link below to existing videos in series), as well as the personnel proposed and three references for past projects. Quotes shall provide two to three sample videos via an online link and shall simply identify the lead personnel and the role played.
Offers shall include a firm-fixed-price (FFP) quote to meet the requirement to produce up to six vidoes, 3-4 minutes in length, similar in style to the existing videos in the series. The price quote should include a FFP for the first 2 videos as well as pricing for up to 4 additional videos. The first video will only have local Washington, D.C. travel and quotes shall account for this. Should subsequent videos require travel outside of the immediate D.C. area, a Not to Exceed (NTE) contract line item for travel will be used.
The Government will make an award resulting from this solicitation to the responsible quoter whose quotes conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Evaluation factors other than price, when combined, are more important than price; but offeror's should nonetheless, submit competitive prices. The Government will not, however, make an award at a significantly higher cost to gain slightly superior technical features. Technical quality will be evaluated based on:
1. Demonstrated Experience Producing videos for specialized audiences and production of videos for, or familiarity with, social issues. Quotes shall include sample videos via an online link (preferred) or DVDs of projects similar in scope, style, tone, size and complexity to ones in the existing series, and performed in the past three years, including references (client name, contact name and phone/email only). Demonstration of past experience in developing videos for groups or government projects in the public interest should be clearly observable.
2. Demonstrated understanding in the brief narrative of the Partners in Progress initiative and how the firm intends to complement, and maintain the look and feel of the existing series.
3. Key Personnel: Quotes shall provide information on the key personnel who will be involved in this project. Include a brief overview of their similar projects, experience, and other qualifications.
Department staff looks forward to a creative conversation with the individual or firm selected to create the video. The top-line aim of the video is to highlight the impact of Department-driven initiatives as they affect and support teachers, in part by emphasizing the powerful role teachers play in changing their own classroom and the effect they have on student success.
The videos may also feature a few brief remarks from either a Department official and possibly from a local school official or school leader about what the new flexibilities offer the schools. The closing will rely on a narrator, graphics or interview clips, driving home the point that the changes the Department is making today are critical for student success in the future. The Secretary of Education may appear as well. A voice-over narration may not be required because informational cards may be used with the video footage, music and interviews to convey the story. The Department will be able to help identify the educators who would be willing to be on camera to tell their story. The Department will also help to identify the geographic location for shooting the video; will help to identify educators willing to be on camera and discuss the type of teacher who would be best to highlight.
The contractor shall be able to view the past videos on the Department's website or on YouTube. The timeline would be to complete the videos by the end of the September year 2015.
Other parameters include:
• The project would include concept management, production, and editing and rendering the final video in a format for posting on ED's YouTube channel at www.youtube.com/user/usedgov.
• All videos and graphics must be 508 compliant. Section 508 requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. A transcript shall be provided for the video. The transcript shall be high quality and free of typos and errors and the transcript file shall be provided in Microsoft Word.
• Work to commence within 3 days of the award and in accordance with the Deputy Assistant Secretary's schedule, with the final products completed no laterSeptember, 2015. Vendor shall designate a Project Manager possessing the requisite experience for completion of all tasks.
• Vendor shall budget for a kick-off meeting with ED staff, at ED.
• Vendor shall work with ED to understand the creative concept ED has in mind and to offer an approach that is creatively and financially efficient.
• The video will contain a closing sequence with ED attribution graphics (our seal, etc.)
• The vendor shall produce a rough cut of the creative treatment that is discussed for the Department to review and 2 to 3 rounds of comments prior to delivery of the final video product.
• Rough cut versions of each video shall be digitally uploaded to an on-line site or DVDs provided to ED for subsequent review and comment by Department staff.
• A final version of the video shall be digitally posted to the contractor's website for subsequent download and uploading, hosting and maintenance on ED's YouTube channel on or within 2 days of final approval by the Government.
• For permanent archival purposes, the contractor shall provide ED with a master DVD of the video as well as a hard drive (w/original video footage) .
Proposed Schedule of Work and Specific Tasks for Partners in Progress Video
a. Kickoff Meeting
Within 3 days after award and with coordination of the DAS schedule, the Contractor shall schedule and meet with the Government in person to discuss the project and any outstanding questions.
b. Creation and Submission of Video Storyline and Treatment Ideas
The Contractor shall utilize the concepts and discussions from the kickoff meeting, to further develop two video treatment ideas that will be presented to the Department within 1 week of kick-off meeting. Within two days after receiving the treatments, the Department will choose the one to proceed with. This may require an additional in-person meeting.
c. Provision of Prototype Video Content
The videos of approximately 3 - 4 minutes shall be produced in final form no later than the end ofSeptember, 2015. An established schedule shall be determined when the creative concepts have been accepted during consultation with the contractor. Regularly established video or teleconference meetings may be established between the Contractor and the Government representative(s) to facilitate discussion of the progress of the video.
Within 3 days after receiving the first draft video, the Government will provide feedback regarding the conceptual design and any required alterations. The contractor shall implement the required modifications and submit a second draft for Government approval. A second round of review will be done by the Government within 4 days.
After receiving the second round of revisions from the Government, the contractor shall produce the final version within the timeframe that will meet the original deadline. The delivery of the video shall be uploaded to a site designated by the Contractor prior to any necessary rounds of review.
d. Production and Delivery of Final Video
Upon receiving prototype video approval from the Government, the Contractor shall, after incorporating the Government's requested changes, create and deliver the final video. The Contractor shall ensure the video meets the minimum requirements specified by the Government's webmaster. The government will be able to clarify specific requirements if necessary.
The following sample videos are provided so quoters can see what we have in mind. Note that the Department requires videos that are 3 - 4 minutes in length for this project. Videos in the series can be seen at http://www2.ed.gov/progress/index.html.
PROVISIONS AND CLAUSES
The following FAR and Education Department Acquisition Regulations (EDAR) provisions and clauses shall apply to any resulting contract. FAR clauses are can be viewed at https://www.acquisition.gov/?q=browsefar. Education Department Acquisition Regulation (EDAR) provisions can be reviewed at http://edocket.access.gpo.gov/2011/pdf/2011-4660.pdf.
1. 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (MAR 2015)
2. 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (MAY 2015)
3. 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (MAY 2015)
Under 52.212-5, the Contracting Officer has indicated the following clauses as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
X (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).
X (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).
X (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).
X (16) 52.219-8, Utilization of Small Business Concerns (May 2014) (15 U.S.C. 637(d)(2) and (3)).
X (25) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)).
X (28) 52.222-3, Convict Labor (June 2003) (E.O. 11755).
X (30) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).
X (31) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).
X (33) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).
X (42) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (E.O. 13513).
X (46) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
X (52) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) (31 U.S.C. 3332).
4. FAR 52.232-40 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013)
5. EDAR 3452.224-70 Release of Information Under the Freedom of Information Act (May 2011)
6. EDAR 3452.237-71 Observance of Administrative Closures (May 2011)
7. EDAR 3452.242-73 Accessibility of Meetings, Conferences, and Seminars to Persons with Disabilities (May 2011)
8. Invoice Submission - (A) Payments shall be rendered in accordance with the payments clause(s) of the incorporated contract clause section and with those otherwise specified rated or fixed price amounts. (B) The contractor shall submit invoices electronically as an attachment to a message to Gary.Weaver@ed.gov. The subject area of the message shall contain the contract number (TBD) and invoice number. The electronic copy of the invoice shall be in a format that is supported by Microsoft Office (Microsoft Word or Excel), or Adobe Acrobat (.pdf). (End of Clause)
QUOTE DUE DATE
Please submit clarification questions to Gary.Weaver@ed.gov by June 9, 2015. Quotes are due by 2:00pm, Eastern Standard Time (EST) on June 11, 2015 via email to Gary.Weaver@ed.gov.