Educational Video

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; quotes are being requested and a written solicitation will not be issued. The solicitation is issued as Request for Quotes (RFQ) # 246-09-Q-0037 and is unrestricted. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-34, effective July 1, 2009. The associated NAICS code is 512110, with a standard business size of $25.0M. Contractor shall provide a firm, fixed-price (all inclusive to include travel and per diem) for requirements described below. The Indian Health Service (IHS) intends to award a firm, fixed-priced contract. DESCRIPTION OF REQUIREMENTS: Educational Video for Consumers on the Maintenance of Water Wells and Septic Tank Facilities I. INTRODUCTION The Division of Sanitation Facilities Construction (DSFC) of the Indian Health Service (HIS) provides for construction of water, wastewater and solid waste facilities for Indian people and tribes within the authority of Public Law 86-121. The purpose for the work the DSFC accomplishes is to raise the health level of Native Americans within the field office service area by improving the sanitary facilities. To this end, once facilities are installed, it is necessary to educate the water well or septic tank owners on the proper care and maintenance of their new facilities. Reading levels differ from household to household and therefore, written communication may not be the best method to convey important instructions. Because the training is visual in nature, it is optimal to "show and tell" the owners by using a video approach for those who have DVD players. Written instructions will still be available in the case an owner does not have access to a DVD player. The DVD would be given to the owners after the construction of water and/or sewer facilities are installed. The contractor will - under the counsel of the subject matter experts from DSFC - develop a script, define the visuals that will be needed, determine the locations for shooting video, schedule and coordinate the on-location video shooting sessions, shoot the video and accompanying audio (with equipment the contractor provides), edit the video, and provide a finalized digital DVD master. Duplications of the DVD (copies) will be priced separately. The contractor will also provide a master survey card to be included with video, which can provide an evaluation mechanism for homeowners to provide feedback. The performance time is six (6) months from the date the contract is issued. The Government shall have full rights to copying the DVD as it deems necessary. II. REQUIREMENTS A. Develop an easy-to-understand comprehensive training video that addresses the care and maintenance of water and sewer systems installed by the IHS for homeowners. B. Use existing program information and information gained from discussion with pertinent DSFC subject matter experts, along with interviews from various previous clients to develop a video script that tells the story of how to care for and maintain a water well or septic tank system installed by DSFC. C. Determine from DSFC subject matter experts any cultural or environmental sensitivities to be considered while working with Native Americans or wildlife while shooting on location. D. Accompany a construction crew at a site prior to videotaping to understand the systems, the installation process and the logistical and physical surrounding limitations for a future shooting. E. Write a script that conveys the information necessary to provide easy-to-understand directions on the care and maintenance of water wells and septic systems. F. Work with DFSC employees to identify key homeowners who would allow shooting on location and possible on-camera interviews. G. Work with DFSC as appropriate to schedule and coordinate all on-location shooting. H. Develop a 30-minute video that includes two (2) segments that are 15 minutes each. One segment will focus on water wells; the other will focus on septic tank systems. The DVD will have "chapters" so viewers can either watch the video in its entirety or skip forward to the portion they simply want to review again. This functionality will encourage more frequent viewing and reference - and will ultimately promote better care and upkeep of DSFC installed facilities. III. WORK ASSIGNMENT AND DIRECTION A. The producer-contractor will manage the day-to-day work and communicate regularly with the IHS project leader. The contractor producer has responsibility for arranging, scheduling and monitoring the work. Technical guidance will be provided by the IHS project leader. B. The Contract will ensure that the project activities are completed in accordance with the following regulations and guidance: 1. IHS policies, procedures and guidance, including among others, Section 508 of the Rehabilitation Act of 1973, the Criteria for the Sanitation Facilities Construction Program, OSHA (as applicable), all ethical practices according to the Public Relations Society of America, Better Business Bureau and Tulsa Chamber of Commerce. 2. The U.S. Department of Health and Human Services must be identified as the producer. Include the HHS and Indian Health logos at the end of the video. The HHS logo must be larger that the agency / program logo. 3. Video must meet HHS Web standards and be 508 compliant, including captioning. For additional information, visit http://www.hhs.gov/web/508/index.html . C.A. Section 508 This language is applicable this Statement of Work (SOW) required by the Indian Health Service, Department of Health and Human Services (HHS) that requires a contractor to (1) produce content in any format that could be placed on a Department-owned or Department-funded Web site; or (2) write, create or produce any communications materials intended for public or internal use; to include reports, documents, charts, posters, presentations (such as Microsoft PowerPoint) or video material that could be placed on a Department-owned or Department-funded Web site. Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) requires Federal agencies to purchase electronic and information technologies (EIT) that meet specific accessibility standards. This law helps to ensure that federal employees with disabilities have access to, and use of, the information and data they need to do their jobs. Furthermore, this law ensures that members of the public with disabilities have the ability to access government information and services. There are three regulations addressing the requirements detailed in Section 508. The Section 508 technical and functional standards are codified at 36 CFR Part 1194 and may be accessed through the Access Board's Web site at http://www.access-board.gov. The second regulation issued to implement Section 508 is the Federal Acquisition Regulation (FAR). FAR Part 39.2 requires that agency acquisitions of Electronic and Information Technology (EIT) comply with the Access Board's standards. The entire FAR is found at Chapter 1 of the Code of Federal Register (CFR) Title 48, located at http://www.acquisition.gov. The FAR rule implementing Section 508 can be found at http://www.section508.gov. The third applicable regulation is the HHS Acquisition Regulation (HHSAR). Regardless of format, all Web content or communications materials produced for publication on or delivery via HHS Web sites - including text, audio or video - must conform to applicable Section 508 standards to allow federal employees and members of the public with disabilities to access information that is comparable to information provided to persons without disabilities. All contractors (including subcontractors1) or consultants responsible for preparing or posting content intended for use on an HHS-funded or HHS-managed Web site must comply with applicable Section 508 accessibility standards, and where applicable, those set forth in the referenced policy or standards documents below. Remediation of any materials that do not comply with the applicable provisions of 36 CFR Part 1194 as set forth in the SOW or PWS, shall be the responsibility of the contractor or consultant retained to produce the Web-suitable content or communications material. The following Section 508 provisions apply to the content or communications material identified in this SOW or PWS: 36 CFR Part 1194.24 "Video and Multimedia Products" References: HHS Policy for Section 508 Electronic and Information Technology (E&IT) (January 2005): http://www.hhs.gov/od/Final_Section_508_Policy.html HHS Section 508 Web site: http://508.hhs.gov/ HHS ASPA Web Communications Division Web site: http://www.hhs.gov/web/policies/index.html US General Services Administration (GSA) Section 508 Web site: http://www.section508.gov/index.cfm 1 Prime contractors may enter into subcontracts in the performance of a Federal contract, but the prime remains obligated to deliver what is called for under the contract. REPORTING REQUIREMENTS A. The Contractor shall be required to provide an original and two (2) copies of invoices to Oklahoma City Area Indian Health Services, Office of Finance and Accounting, 701 Market Drive, Oklahoma City, Oklahoma 73114. B. Each invoice shall include the following information: (1) Contractor's name, tax identification number and Invoice Date; (2) Contract Number or other Authorization for delivery of services; (3) Description, price and quantity of services actually rendered; (4) Payment terms; (5) Other substantiating documentation or information as required by the contract; and (6) Name, title, phone number, and complete mailing address of official to whom payment is to be sent. C. Invoices shall be submitted no later than ten (10) calendar days following last calendar day of the month. CLAUSES INCORPORATED BY FULL TEXT: Please note that due to character limitation in FedBizOpps, full text of the Federal Acquisition Regulation (FAR) and Health and Human Services Acquisition Regulations (HHSAR) can be accessed on the Internet at http://www.farsite.hill.af.mil . The provisions of 52.212-1, Instructions to Offerors-Commercial Items (June 2008), applies to this acquisition. In addition to the information required in FAR 52.212-1, (1) Dun and Bradstreet Number (note: Contractors must be registered in the Central Contractor Registration to be eligible for award. This can be done at http://www.ccr.gov). The provisions of 52.212-2, Evaluation - Commercial Items (Jan 1999) applies to this acquisition. The Government intends to award from this solicitation to the responsible offeror(s) whose offer conforming to the solicitation will be the most advantageous to the Government, price and other factors considered. Quotes shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items (Jul 2009) or indicate certifications in ORCA at http://orca.bpn.gov. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Mar 2009), applies to this acquisition. The following FAR and HHSAR clauses apply: 52.204-7 Central Contractor Registration (April 2008), 52.204-8 Annual Representations and Certifications (Feb 2009), 52.204-9 Personal Identity Verification of Contractor Personnel (Sept 2007), 52.223-6 Drug-free Workplace (May 2001), 352.202-1 Definitions (Jan 2006), 352.215-1 Instructions to offerors-Competitive acquisition, 352.223-70 Safety and Health (Jan 2006), 352.224-70 Confidentiality of Information (Jan 2006), 352.270-12 Pro-Children Act (Jan 2006), 352.270-13 Tobacco-Free facilities (Jan 2006), 352.270-2 Indian Preference (Apr 1984), 352.270-3 Indian Preference Program (Jan 2006), 352.270-11 Privacy Act (Jan 2006), 352.270-12 Pro-Children Act of 1994 (Jan 2006), 352.270-13 Tobacco-free Facilities (Jan 2006). The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (June 2009) applies to this acquisition. The following FAR and HHSAR clauses apply: 52.203-6, Restriction on Subcontractor Sales to the Government (Sept 2006); 52.216-18 Ordering (Oct 1995); 52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26, Equal Opportunity (Mar 2007); 52.222-36, Affirmative Action for Workers with Disabilities (June 1998); 52.222-50, Combating Trafficking in Persons (Feb 2009); 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003). Quotes are due by 4:30 pm CST, April 29, 2010, and must be delivered via Federal Express or UPS to the Indian Health Service, Division of Acquisition Management, 701 Market Drive, Oklahoma City, OK 73114, Attn: Judy Perkins. Questions concerning this solicitation may be addressed to Judy Perkins at 405-951-6023. Contracting Office Address: 701 Market Drive, Oklahoma City, OK 73114. Primary Point of Contact: Judy Perkins, Contract Specialist, judy.perkins2@ihs.gov Phone: (405) 951-6023 Fax: (405) 951-3932.