T -- Photographic production and delivery services

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. Solicitation number DOL069RP20181 is issued as a Request for Proposal (RFP) for photographic production and delivery services to be performed off-site for the U.S. Department of Labor's Office of Public Affairs (OPA), Division of Audiovisual Communications Services(DAVCS). The Government intends to award an Indefinite Delivery/Indefinite Quantity contract established on the basis of firm-fixed rates for labor hour services. APPLICABILITY OF FAR PROVISIONS: The following Federal Acquisition Regulations (FAR) provisions and clauses apply to this solicitation and are incorporated by reference. 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (SEP 2005) 52.216-4 ECONOMIC PRICE ADJUSTMENT - LABOR&MATERIAL (JAN 1997) 52.216-18 ORDERING (OCT 1995) 52.216-22 INDEFINITE QUANTITY (OCT 1995) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS (MAR 2005) 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) ELECTRONIC SUBMISSION OR RESPONSE: MS Word or MS Excel files of the RFP with the separate business/cost proposal, technical proposal, and GSA schedule contract, if applicable, is required. Concurrent with this, please forward samples of photographic products as specified below, one (1) original and three (3) hardcopies of each business/cost proposal and technical proposal to the address below by the due date and time. If using POSTAL SERVICE, the business/cost and technical proposal should be sent to the official mailing address mentioned below. Due to heightening building security conditions around the U.S. Capitol and surrounding federal buildings, hand-carrying of proposals is discouraged. However, if quotations are hand-carried or sent by courier, the carrier/courier must contact the OPS office at +1 (555) 000-0000 or deliver to the room number mentioned below or wait with the quotation until it is picked up. Do not drop off proposals with the building security officers or leave packages unattended. This office cannot guarantee delivery of documents. Office of Procurement Services (OPS) U.S. DEPARTMENT OF LABOR (DOL) Attn: Linda Spillman 200 Constitution Ave, NW Room N-5416 Washington, DC 20210 The services required are to bid on a firm fixed price basis, labor hours contract. The prices(s) are inclusive of any and/all labor, indirect cost, material, parts, equipment, pick-up and delivery, ancillary costs and applicable fees. No other compensation will be paid to the contractor. QUESTIONS: The cut off time and date for receipt of all questions regarding this RFP via e-mail to contact@example.gov shall be NO LATER THAN 2:00 PM, on April 3, 2006 E.S.T. The offeror shall include, with their business/cost proposal, a cover letter that must be signed by an official authorized to bind the offeror, and it shall contain a statement to the effect that the proposal is firm for a period of at least one hundred and twenty (120) days from the date of receipt by the Government. The contractor shall provide samples of photographic products including the following: - three 4 x 6 prints - three 5 x 7 prints - three 8 x 10 prints - one 8 x 10 print with signature borders - one 11 x 14 prints - one 20 x 24 print Samples should be submitted in a manner, which maintains the optimum condition of the products. If awarded the contract, the contractor's quality of products will meet or exceed those samples provided in the initial proposal. The contractor shall process a sample digital file provided by the DOL photographer and submit prints in both 4 x 6 and 8 x 10 sizes as qualification. Furthermore, the contractor shall process a contact sheet in accordance with DOL template described in SOW section (f) and submit as qualification. The contractor shall provide a list of professional printers available at the off-site facility and shall provide the optimal resolution of prints using those printers. All requests for a sample digital file provided by the DOL photographer must be submitted by 2:00 pm. E.S.T. zone on Monday, March 20, 2006 via email to contact@example.gov . A sample digital file will be mailed to the requesting vendors via the United States Postal Service. Upon receipt, the contractor must confirm receipt of the sample digital file via email to contact@example.gov by 2:00 pm. E.S.T. zone on Monday, March 27, 2006. The RFP does not commit the Government to pay any costs incurred in the submission of your proposals or to contract for the articles or services. It is also brought to your attention that the Contracting Officer is the only individual who can commit the Government to the expenditures of public funds in connection with this procurement. Request for any information concerning this RFP is directed by e-mail to the Contract Specialist contact@example.gov during the RFP process and before award. STATEMENT OF WORK IS AS FOLLOWS: BACKGROUND a. The Department of Labor, Office of Public Affairs (OPA), DAVCS, produces photographic products for publication and presentation to support the Office of the Secretary (OSEC) and Department of Labor (DOL) agencies with their programs and initiatives. Photographic projects requested by OSEC and DOL agencies are intended for various audiences, including DOL employees, congressional members, labor organizations, employer groups, educational groups and the general public. b. DAVCS serves OSEC and DOL agencies by providing contractor obtained high quality photographic and related services. The services include, but are not limited to the production of photographic prints of various sizes from digital sources; the production of contact sheets to Department of Labor (DOL) specifications; pick up and delivery service; the maintenance of DOL photographs on a computer server at the laboratory. c. All photographic services are supervised by the DAVCS photographer in order to: (1) ensure adherence to DOL photographic standards and related policies; (2) ensure effectiveness of the project in meeting client office objectives; (3) ensure that high standards of production quality are maintained. STATEMENT OF WORK a. The Department of Labor, Office of Public Affairs (OPA), DAVCS has a need for a contractor for professional photographic production and delivery services performed off-site. b. This contract will be set aside for small businesses. c. The contractor shall produce a wide variety of photographic products and services, which include, but are not limited to the following: a wide variety of print sizes, photo contact sheets, digital file storage on CDs and DVDs, digital work including immediate color correction capability and scanning, etc. d. The contractor must complete initial prints, CDs and contact sheets within three business days. The off-site contractor must complete further reprints and digital work within five business days. The off-site facility must be able to adapt their operations for the rapid response required on a weekly and sometimes daily basis. The facility must be able to handle rush jobs with a two hour turn around time as well as rush orders with an overnight turn around time. e. The contractor shall demonstrate the use of archival high quality paper such as Kodak Professional Paper Supra or Portra paper N surface or equivalent professional grade paper as well as archival gold based quality CDs and DVDs. f. The contractor shall produce photograph contact sheets in accordance with the existing Department of Labor template including - Job Title, - Photographer Credit, - Job Number and - Event Date. Furthermore, all contact sheets must maintain the integrity of the DOL file numbering system for job numbers: Labor Dept-Year-Month-Day-Job-Frame number. For example: L-06-01-01-A-001. g. The contractor shall maintain an off-site server to store DOL images for 1- 2 years for quick and easy retrieval of images for reprints. The contractor must maintain FTP (File Transfer Protocol) site at all times. In addition the facility must demonstrate the use of an advanced recovery system for digital flash cards. h. All photo products and services must conform to the DOL's photographic satisfaction in the elements of color balance, contrast, sharpness of image and resolution. After award the quality of products and services must be equal to the quality submitted in the portfolio accepted in the contractor's proposal. i. The contractor shall arrange pick-up and/or delivery of the requested photographic products between 8:30 am or 10:00 am unless otherwise agreed upon. In case of rush orders, the contractor must be able to pick up within the hour. The contractor shall use their own in-house delivery service. j. The off-site facility shall provide access and respond to rush projects within 2 hours of request so as to ensure quick access and efficiency for rush projects. k. This contract shall allow economic price adjustments for the four (4) option years. Price adjustments must conform within the industry standards and cannot exceed 12 % of previous year's pricing. The contractor must provide for Department of Labor approval and consideration, a systematic index used industry-wide for calculating economic price adjustments if contractor does not price out future years in the proposal with price escalations. EVALUATION CRITERIA Technical Evaluation 1. Technical Approach - The offeror shall submit a proposal that outlines available products and services as well as demonstrates high quality work and acceptance of the SOW. The offeror shall delineate their technical ability and relevant expertise to perform the work describe in the SOW. The offeror's proposal of this sub factor is limited to ten (10) pages. This is a critical evaluation sub factor. 2. Ability to Meet Timeframe Requirements - The offeror shall have off-site facility equipment and personnel capabilities to meet timeframe requirements specified in the SOW. The offeror must be able to adapt their operations for the rapid response to projects required on a weekly and sometimes daily basis. The offeror's proposal of this sub factor is limited to four (4) pages. This is a critical evaluation sub factor. 3. Submission of Sample Products - The offeror shall submit sample photographic products in accordance with the aforementioned specifications and should demonstrate a high quality of the following elements: a. Color Balance b. Contrast c. Sharpness of Image d. Resolution This is a critical evaluation sub factor. 4. Past Experience - The offeror shall provide a sample list of previous events and orders that have been processed. The offeror's list is limited to one (1) page. This is a critical sub factor. Past Performance Demonstrated successful past performance and relevant experience of the offeror as evidenced by information gathered concerning the identified list of contracts completed during the past three (3) years and those currently in process for similar work. Offerors shall included client names, addresses, telephone numbers, contact persons, and nature of work performed. This is an essential evaluation sub factor. Price The offeror shall submit pricing sheets of all available photographic services. The award will be made to the offeror whose offer is determined to be the best overall value to the Government, price and other non-cost factors considered. Technical and past performance when combined, are significantly more important than price. This is a basic evaluation sub factor.