SOLICITATION NOTICE
D -- Streaming Video Production Services
- Notice Date
- 10/17/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 512199
— Other Motion Picture and Video Industries
- Contracting Office
- U.S. Election Assistance Commission, U.S. Election Assistance Commission, U.S. Election Assistance Commission, 1225 New York Ave., NW Suite 1100, Washington, District of Columbia, 20005
- ZIP Code
- 20005
- Solicitation Number
- EAC-RDV09-0001
- Point of Contact
- Ritchie D. Vinson,, Phone: 2025662166
- E-Mail Address
-
rvinson@eac.gov
- Small Business Set-Aside
- N/A
- Description
- Assistance to the United States Election Assistance Commission (EAC) for streaming video production services. PROPOSAL INSTRUCTIONS All proposals shall be submitted electronically to Mr. Ritchie Vinson at rvinson@eac.gov by 4:00pm (Eastern Time) on November 4, 2008. Microsoft Word 2000 or above, Excel, Adobe, and Microsoft Project are the required document formats. Technical and Cost Proposals shall be submitted as separate files. Questions will be accepted in writing only; and must be submitted by 1:00 pm (Eastern Time) on October 23, 2008. The Commission anticipates awarding a contract to the Offeror whose proposal contains the “best value” to the Commission, price and other factors considered. Proposals will be evaluated using the “Best Value” method. The Contracting Officer may consider award to other than the lowest price Offeror or other than the highest technically rated Offeror when in the best interests of the Commission. The Commission also reserves the right to award the contract based on initial offers received, without discussion or negotiations of such offers. TECHNICAL PROPOSAL INSTRUCTIONS In the Technical Proposal, offerors are requested to state each numbered item below, followed by the response to that item. All proposals should be as brief as possible. Please note there are page limitations for some items. Any additional materials submitted will not be considered in the evaluation. 1. Provide a project work plan that describes how the Contractor will accomplish each of the project tasks. The work plan should discuss each task beginning with 4.0, Specific Tasks. A Work Breakdown Structure should be included, along with a matrix of personnel proposed for each task that should include the labor categories and description of qualifications. Provide a one page experience summary for all senior project personnel indicating the relevance of their experience to this work. Limited to fifteen (15) pages. 2. Provide 2-3 examples of comparable work performed by your organization in the past three years. Describe how this work is relevant to the EAC work requested. Include the name of the project, the sponsor, the sponsor’s project manager with telephone and e-mail contact information, period of performance, and value of the award. A comparable analysis example should show that the Contractor has a demonstrated knowledge of providing real-time video recording and on-demand online streaming video. Limited to two (2) pages per example. COST PROPOSAL INSTRUCTIONS The Offeror must provide the following information on the first page of the cost proposal: 1. RFP number 2. Date of submission 3. Name and address of offeror 4. Employer’s Identification Number (tax ID #) 5. Point of contact name, telephone, FAX, and email address 6. Remittance address, if different from Contractor address 7. Classification of business (e.g., small business; other than small business; small disadvantaged business; small woman-owned business. Indicate if self-identified or officially designated by Small Business Administration) 8. Type of business organization (e.g., corporation, partnership, sole proprietorship) 9. Cognizant Federal Contract Audit Agency (if applicable) 10. Whether your organization is subject to cost accounting standards 11. Payment terms (e.g., monthly, upon completion of deliverables). Provide a completed and signed EFT form for electronic payment. This form can be obtained from Diana Scott; please email Diana at dscott@eac.gov 12. Proposed cost 13. Name, title, and signature of individual authorized to commit organization Provide the breakdown of the following basic cost elements, as applicable, beginning on the second page of the cost proposal: 1. Direct labor – Provide a monthly breakdown of labor hours, rates and total cost by appropriate labor category, based on your internal cost accounting system. 2. Printing – Provide a breakdown of the costs to print items described in the RFP on a per unit basis. 3. Subcontracts – List each subcontract, the services obtained and the amount. If any one subcontract exceeds $100,000, include the subcontractor cost proposal as an appendix. 4. Other Costs – Provide total cost estimate by category (e.g., travel, computer charges, consultant services, etc.). Statement of Work Assistance to the United States Election Assistance Commission (EAC) for streaming video production services. 1.0Background: Section 206 of HAVA requires the EAC to disseminate to the public (through the Internet, published reports, and such other methods as the Commission considers appropriate) information on the activities carried out under HAVA. Accordingly, the EAC wishes to produce online streaming videos of eleven (11) public meetings (held monthly from December 2008 to November 2009) that will be available for viewing on a platform linked to and branded as the EAC Web site. In this statement of work “online streaming video” and “webcast” will be used interchangeably and carry the same meaning. Additionally, all times referred to are Eastern Time. 2.0Objective: The principal objective of this contract is to provide a real-time video recording and an on-demand online streaming video of eleven monthly EAC public meetings. 3.0Scope: The Contractor shall be responsible for (1) setting up a video production studio at each meeting venue (2) producing a real-time video recording of each of EAC’s eleven public meetings, (3) breaking down the video production studio following each meeting, (4) ensuring the final video uploaded to the Internet is Section 508 compliant, (5) uploading and providing support services for the on-demand streaming video, (6) hosting an online copy of the video following the taping for at least one year, and (7) providing a DVD master recording of each video to the EAC. 4.0Specific Tasks: 4.1Setup. Before each meeting commences, the Contractor shall set up all equipment necessary to video record the public meeting. 4.1.1EAC communications personnel will collaborate with the Contractor to determine the location and placement for the Contractor’s equipment. 4.1.2The Contractor is solely responsible for providing the cables, network connection, or other equipment necessary to shoot and upload the webcast. 4.1.3The Contractor must have its equipment set up one hour before the meeting, but may begin setting up equipment as early as two to three hours before the meeting. 4.1.3AThe Contractor may need to coordinate with the EAC projectmanager to schedule the date and time the Contractor will need access to the loading dock. 4.1.3BThe Contractor must be prepared to present a certificate of insurance to the venue’s building manager and EAC prior to using the loading dock. 4.2Video Production. The Contractor shall produce a video of the eleven four–hour EAC public meetings held between December 2008 and November 2009. 4.2.1The contractor shall provide all technical equipment needed to record a video of the meeting, including lighting, cameras and cables. 4.2.2The Contractor shall use two cameras and employ three people, including two camera operators and a production director. 4.2.3The contractor may plug into an audio feed provided by the venue. 4.2.4For meetings that feature workshops, the video shall be recorded and produced in two segments – the public meeting portion, consisting approximately of the first 1.5 hours of the meeting, and the workshop portion, consisting of the final 2.5 hours of the meeting. The communications staff will provide the Contractor specific details of the timing of these two segments in advance of each meeting. 4.3Break-Down. The Contractor shall remove all equipment used to carry out the public meeting video production. The Contractor shall ensure that any furniture that was moved to accommodate the video production is placed back in its original position and that all cables, tape and other necessary materials are removed from the meeting room. 4.3.1EAC staff will walk through the meeting room with the Contractor to ensure that all equipment has been removed satisfactorily. 4.3.2The Contractor must coordinate with the EAC project manager to schedule the date and time the Contractor will need access to the loading dock. 4.3.3The Contractor shall comply with para 4.1.3B prior to using the loading dock. 4.4Webcast. The Contractor shall provide and host an on-demand streaming video of eleven EAC public meetings held from December 2008 to November 2009. 4.4.1The Contractor shall craft and host an EAC-branded site on which it will provide webcasts of the meetings. 4.4.2Each new on-demand streaming video shall be available online for general public viewing not later than close of business (5:00 p.m.) the day after the public meeting. 4.4.3The Contractor shall provide a link to the on-demand streaming video to be posted on the EAC’s Web site. The link shall enable users to view the broadcast on Realplayer and Windows Media. The Contractor shall also provide a link to free downloads for the software necessary to view the webcast. 4.4.4The Contractor shall coordinate with EAC staff and other Contractors to ensure compatibility with EAC systems and the EAC’s Web site. 4.4.5The webcasting shall be conducted securely. 4.4.6The contractor shall include captions in each video that are compliant with Section 508 standards on accessibility. 4.4.7The Contractor shall provide a means for inserting speakers’ names and titles below their picture as they are speaking. If this cannot be accomplished in the live environment, the Contractor must edit the archived broadcast to provide a means for identification of speakers by their name and title. 4.4.8If public meetings include a workshop, the webcast shall be available in two parts that can be viewed separately. (See Task 4.2.3). 4.4.9Metrics tracking shall be provided so the EAC can obtain basic information on how the videos are viewed, such as number of people and length of time of each viewing. 4.4.10The Contractor shall also provide an accurate transcript of each meeting. 4.5Support Services. The Contractor shall provide all support services required to implement the video production and on-demand webcasts. 4.6Archived Copy. Following the public meeting, the Contractor shall provide an archived copy of the webcast on an EAC-branded viewing page crafted and hosted by the Contractor that is linked to the EAC site. The Contractor shall collaborate with EAC staff and IT personnel to ensure that the archived copy is compatible with the EAC’s systems and Web site. The Contractor may be required to edit the archived broadcast to provide for identification of speakers by their name and title (See Task 4.2.5). 5.0Contract Type: The contract type shall be fixed price. 6.0Place of Performance: Meetings will be held in major cities throughout the U.S. Washington, DC-based meetings will generally be held at the Election Assistance Commission, 1225 New York Avenue, Suite 150, Washington, D.C., 20005. Locations and times of out-of-town meetings will be provided at least two weeks before the meeting date. Meetings will typically last four to five hours. 7.0Period of Performance: The period of performance is from the date of award until November 30, 2009. 8.0Schedule of Deliverables: Setup (4.1)Completed one hour before each meeting Video Shoot (4.2) During the entire meeting (typically 4-5 hours) Support Services (4.5)As needed Break-Down (4.3)Completed one hour after each meeting Archived Copy and On-demand Webcast (4.6) Available by 5:00 p.m. the day after the meeting 9.0Inspection and Acceptance Criteria: Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the EAC’s office. Sarah Litton, EAC Deputy Director of Communications, shall be the Contracting Officer’s Technical Representative (COTR) and will define, review and approve all work. 10.0Invoicing: Invoices may be submitted when streaming videos have been uploaded to the site and hard copies have been received by the EAC. Contractor should use Standard Form 1034, Public Voucher for Purchases and Services Other Than Personal. Invoices shall be delivered to: Ms. Diana Scott Administrative Officer U.S. Election Assistance Commission 1225 New York Avenue, N.W., Suite 1100 Washington, D.C. 20005 11.0 Compliance with Applicable Law. The Contractor shall comply with all applicable Federal, state and local laws, executive orders, rules, and regulations applicable to its performance under this contract. Accounting and Appropriation Data: Funding is available for this contract 12.0 Evaluation Criteria 1. Past experience doing professional webcasts and streaming videos. (35 points) 2. Clear understanding of technical requirements. (25 points) 3. Familiarity and experience with 508 compliance for federal agencies. (20 points) 4. Compliance with proposal instructions. (10 points) 5. Results of reference checks. (10 points) a. Was work done on schedule? b. Was work done within budget? c. Describe quality of work product. d. Describe working relationship. e. Describe unique insights, value-added results that Contractor produced.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=50fa33533ea6441ead09d7eb0ddfa629&tab=core&_cview=1)
- Place of Performance
- Address: US Election Assistance Commission, 1225 New York Avenue, NW, Suite 1100, Washington, DC 20005, Washington, District of Columbia, 20005, United States
- Zip Code: 20005
- Zip Code: 20005
- Record
- SN01693260-W 20081019/081017214646-50fa33533ea6441ead09d7eb0ddfa629 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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