T--VIDEO PRODUCTION SERVICES

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24119Q0552 Posted Date: August 31, 2019 Response Date: September 13, 2019; 12:00 NOON EST Product or Service Code: W099 Set Aside: 100% SET ASIDE FOR SMALL BUSINESSES NAICS Code: 312112 Contracting Office Address Network Contracting Office 01 623 Atwells Avenue, Uncas Bldg Providence, RI 02909 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-02. The associated North American Industrial Classification System (NAICS) code for this procurement is 512110 with a small business size standard of $32.5 million. The Department of Veteran Affairs Network Contracting Office 01 is seeking to purchase the services described in the following Statement of Work. --------------------------------------------- BEGIN STATEMENT OF WORK ----------------------------------------- Title of Project: IMPROVE Clinical Program Video Background: The VA Connecticut Healthcare System has a requirement for instructional video production (design, scripting, filming, and editing) of two short videos which highlight the IMPROVE initiative which seeks to minimize pharmaceutical risk in older veterans. This is a unique clinical program devoted to improving safety of medication prescribing in older veterans with polypharmacy, or multiple medications. These videos will be used to increase wider implementation of the IMPROVE clinical model to other Department of Veterans Affairs sites. Scope of Work: Contractor will design produce the video in two parts: 2 - 3 minute (Video 1) introduction to the IMPROVE Clinic; and 8 - 10 minute (Video 2) overview of the clinic and how it works. Period of Performance: 4 months from date of award. Type of Contract: Firm Fixed-Price Place of Performance: VA Connecticut, 950 Campbell Ave, West Haven, CT General Requirements 1) Objective IMPROVE is the Initiative to Minimize Pharmaceutical Risk in Older Veterans. It is an interprofessional, experiential educational program for post-graduate primary care trainees to develop their knowledge and skills in addressing polypharmacy in older adults. 2) Target Audience The audience for both programs is professionals in the medical field. Video 1 is designed to appeal to doctors and healthcare executives who are interested in starting an IMPROVE Clinic. The video will provide an overview of how the program works, that it looks like, and the resources and support needed to operate successfully. The video will present a message of the strong need for such a program, and the problems associated with polypharmacy. It should also indicate any success statistics as may be available. Video 2 is designed for trainees or participants who are involved in the program at the West Haven VAMC. This includes residents, nurse practitioners, and other hands-on professionals. The video will provide more detailed information about how the Clinic functions. 3) Approach The video should begin with a clear objective and message as well as a strong script. This project is envisioned as a voice-over narrative with visuals of the Clinic in action to demonstrate the interdisciplinary team and patient interaction. The footage recorded for Video 2 the more comprehensive program will inform the scenes used in Video 1 e.g., the introduction or marketing video. Since it is important for the audience to see the Clinic in action, the production team will work with the Yale team to coordinate the recording of a typical day. Actual program professionals will be involved on the clinical side, actors will portray the patients and their families. The IMPROVE Clinic has four components, which can all be captured in a day: Pre-Clinic Conference Shared Medical Appointment Individual Visit Team Precepting In addition, there is a process by which patients are identified and scheduled which happens in advance of the Clinic day. This needs to be part of Video 2 as well. It is suggested that a graphic technique be introduced in the video to enhance the visuals from the Clinic and further the understanding of the process by the viewer. 4) Production Procedure Task 1: Pre-production Planning Start the production process with a meeting of the team who will be responsible for the approval of the final product. This insures there are no surprises and that all personnel are of the same mind with respect to the goals and objectives of the video. At this meeting, or by phone, the scriptwriting begins. Contractor will provide a writer who will work with a VA subject matter expert on the details to be included in the two videos. It is essential that the approval team review, correct, then ultimately approve the video script by consensus. The script must be finalized before filming so as to maximize time on shoot day. Task 2: Video Recording The video recording is budgeted for one day on location at the West Haven VA Hospital. A production team of up to 4 people on location with HD video camera and supporting lighting and sound equipment is expected. Contractor will supply all Patient stand-in actors. A pre-shoot meeting and walkthrough will be held to go over the logistics of access to the VA Hospital, permissions required, and a visualization of locations to be used to prepare for any sound and/or lighting challenges. All Clinic participants must be scheduled for the recording day and actors will be brought in to play the role of patients. We will all respect HIPPA rules regarding patient confidentiality during the recording, and in post-production. Task 3: Post-production and motion graphics Contractor will perform all editorial and graphic work. Based upon your needs we schedule the edit into one of our 3 fully staffed rooms. After completion of the editing process, the Contractor will provide to the VA a password protected rough cut for review. Contractor pricing should include for 1 round of revisions before the final cut is ready for distribution. Changes to Statement of Work Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer (CO). A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. Schedule of Deliverables Tasks Description Quantity Delivery Date (Weeks After Award) 1 Initial production team meeting 1 meeting 1 Week 2 Script draft 1 delivered for input 2 scripts 3 Weeks 3 Script revisions 2 scripts 4 Weeks 4 Scout location, secure talent and releases 1 site 3-6 actors 6 Weeks 5 Video recording 1 8 Weeks 6 Video editing, draft delivered 2 11 Weeks 7 Video finalized and ready for upload 2 16 Weeks Place of Performance VA CT Medical Center West Haven Campus 950 Campbell Avenue West Haven, CT 06516 --------------------------------------------- END STATEMENT OF WORK -------------------------------------------- Solicitation Information The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018) FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. This is an open-market combined synopsis/solicitation with a 100% set-aside for Small Businesses for Instructional Video Production. - The government intends to award a firm fixed-price purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (MAY 2019) 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013) 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR 1984) 852.203-70 COMMERCIAL ADVERTISING (MAY 2018) VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING MONITORING AND COMPLIANCE (JUL 2018) VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) IT CONTRACT SECURITY This Department of Labor Wage Rate schedule 2015-4114 Revision 12, dated July 16, 2019, applies to this contract. Submission of Quotes All Vendors shall submit the following information or their quotes or may be deemed non-responsive: Technical - hyperlinks to THREE (3) samples of prior video production work. Pricing - The below price list with each of the line items filled out with pricing for each line. Pricing should be all inclusive and take into account all contractor incurred costs. Do not add additional line items. Past Performance - List of any prior instructional contracts for the Federal Government. Price/Cost Schedule ITEM DESCRIPTION QTY UNIT PRICE 0001 Pre-Production Planning Phase Includes all items listed above in the Statement of Work 4) Production Procedure, Task 1 1 JB 0002 Video Recording Phase Includes all items listed above in the Statement of Work 4) Production Procedure, Task 2 1 JB 0003 Post-Production Motion Graphics Phase Includes all items listed above in the Statement of Work 4) Production Procedure, Task 3 1 JB TOTAL To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" and the Vendor shall list exception(s) and rationale for the exception(s). Quote Due Date and Time Submission shall be received not later than Friday, September 13, 2019 at 12 noon EST via email to the Point of Contact listed below. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contracting officer at the information below no later than Sunday, September 8, 2019, 12 noon EST. Phone calls will not be returned. Award shall be made to the vendor whose quote includes the required documentation listed above at the lowest price. Point of Contact Anna Norcross, Contracting Officer contact@example.gov