SOLICITATION NOTICE
T -- Audio Visual Support for Air Force Chief of Staff Team Excellence Award (CSTEA 2006)
- Notice Date
- 5/17/2006
- Notice Type
- Solicitation Notice
- NAICS
- 512290
— Other Sound Recording Industries
- Contracting Office
- Department of the Air Force, Air Education and Training Command, Randolph AFB - 12th Contracting Office, 395 B Street West Suite 2, Randolph AFB, TX, 78150-4525
- ZIP Code
- 78150-4525
- Solicitation Number
- F3PH176094A200
- Response Due
- 5/31/2006
- Archive Date
- 6/15/2006
- Small Business Set-Aside
- Total Small Business
- Description
- The 12th Contracting Squadron at Randolph AFB intends to award a contract for the purchase of audio video support as described in the Statement of Work. This is a streamlined combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being accepted and a written solicitation will not be issued. This requirement is issued as a request for proposal. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-04. The NAICS Code is 512290; size standard $6.5 million. IAW FAR Part 19.502-2?Total Small Business Set Asides, this procurement is set aside to address small business concerns. A Firm Fixed Priced Contract will be award for supplies and services that satisfy agency requirements in accordance with the following Statement of Work: AIR FORCE MANPOWER AGENCY STATEMENT OF WORK (SOW)FOR THE AUDIOVISUAL SUPPORT AGREEMENT THE 2006 CHIEF OF STAFF TEAM EXCELLENCE AWARD 1. DESCRIPTION OF SERVICES: 1.1. SCOPE. The contractor shall provide all services, experienced personnel, materials, and equipment to support the audiovisual requirements for the Air Force Chief of Staff Team Excellence Award (CSTEA) competition to be held September 20-25, 2006. The location of the competition and contract performance is the Omni Shoreham Hotel, 2500 Calvert Street NW, Washington, D.C. 20008. 1.2. PROJECT MANAGER. The contractor shall assign a project manager as the primary point of contact for accomplishing the requirements in this contract. Appointment of the project manager shall be submitted in writing to the Contracting Officer (CO). Any changes in this position must be forwarded in writing to the CO. 1.3. EQUIPMENT SETUP: 1.3.1. The contractor shall have access to the auditorium/conference room at 7:00 a.m., Wednesday, September 20, 2006 for setting up equipment. 1.3.2. The equipment shall be set up using the room layouts in Appendix B as a guide. 1.3.3. All equipment shall be tested and ready for use by 4:30 p.m., Wednesday, September 20, 2006. 1.3.4. The contractor shall be available from 1:00 p.m. through 10:00 p.m., Wednesday, September 20, 2006 to accept CDs containing presentations from each team. Contract personnel shall assist teams in loading their presentations on to computer systems, review presentations for capacity, and ensure proper computer system operations for optimal presentability. 1.4. PRACTICE SESSIONS: 1.4.1. Teams shall practice their presentations for the competition on September 21-22, 2006. Each team (a maximum of 22 teams) shall practice for 60 minutes. The contractor shall have sufficient and knowledgeable personnel available to operate the equipment during the times scheduled in paragraph 7 to include personnel knowledgeable on computer systems operations and troubleshooting. 1.4.2. The practices shall be dress rehearsals. Everything should be done as it shall be done for the competition. Technicians shall observe the presentations and make notes on how they shall most effectively do their jobs to capture the video/audio on DVD and perform other duties during the actual competition. 1.5. CSTEA COMPETITION: 1.5.1 The CSTEA competition shall be September 23-25, 2006. The contractor shall have sufficient personnel available to operate equipment and execute plans made during the practice sessions to include personnel knowledgeable to troubleshoot computer operation problems. A schedule of the presentations for the competition is in paragraph 7. A maximum of 22 teams shall be competing for the CSTEA. Each team shall make a 15-minute presentation followed by a 10-minute question and answer session with the judging panel. In addition, a Master of Ceremonies shall take 30-60 seconds at the beginning of each presentation to introduce the team and another 30-60 seconds at the end of the presentation to conclude the session. 1.5.2. The contractor shall record each presentation simultaneously on 2 DVD recorders. NOTE: The resulting DVDs must be viewable by any brand or make of DVD player. The taping shall begin when the Master of Ceremonies introduces the team at the beginning of the presentation and shall end after the Master of Ceremonies closes the presentation session. The contractor shall mark each tape with "Chief of Staff Team Excellence Award Presentation,? date, team number, and the name of the team making the presentation. At the end of each day each presenting team shall receive their respective DVD. The other DVD shall be held and given to AFMA at the end of all presentations. 1.5.3. The contractor shall record samples of practice presentations to demonstrate production quality. AFMA shall provide guidance on the number of practice sessions to be recorded to demonstrate quality. 1.5.4. The contractor shall create and maintain a log of all DVDs given to team members. The team member receiving the team presentation DVD shall complete the log when he/she takes the DVD. The log shall need the following information: Print Name/Rank of Person Picking Up the DVD, Organization/Office Symbol, Base, State, Signature. The log shall be given to AFMA after all presentations have been made. 1.5.5. If there are any technical problems caused by contractor equipment or personnel that would adversely affect the judging or video recording of a team?s presentation, then the team shall be given the option to repeat its presentation after the last scheduled presentation of the day. The contractor shall provide the equipment and personnel to support the make-up presentation. 1.5.6. Lighting levels are to remain constant during presentation portion of competition and are to be adjusted only for video taping purposes or presenter?s comfort. Teams shall not have the option of alternating light sources between podiums. 1.5.7. Contractors shall not coach teams on presentation style or offer opinions on presentation improvement. 1.5.8. AFMA has the right to inspect and test all services called for by the contract at all times and places to the extent practicable during the term of the contract. AFMA shall perform inspections and tests in a manner that shall not unduly delay the work. 1.5.9. If any services do not conform to the contract requirements, the Government may require the Contractor to perform services again at no additional cost. If defects in services can not be corrected by re-performance, the Government may: (1) Reduce the contract price to reflect the reduced value of services performed; (2) Contract or otherwise perform the services and charge to the contractor any cost incurred by the Government that is directly related to the performance of such service; or (3) Terminate the contract for default. 1.5.10. Contractor is responsible for hotel charges incurred by their personnel to include room(s), meals, transportation, etc. 1.6. STRIKING EQUIPMENT. The contractor can begin striking equipment on Monday, September 25, 2006 at the conclusion of the last presentation with the exception of the equipment in the judges? room. The contractor may strike this equipment after the conclusion of the judges? deliberations. The contractor must strike all equipment from the Empire Room no later than 8:30 p.m. 1.7. SCHEDULE. The schedule of team presentations shall be as follows: Wednesday, 20 Sep 06 0700 ? 2200 Setup team presentation and judges conference room 1300 ? 2200 Load team presentations on to computer systems 1630 ? 1730 Team POC Meeting Thursday, 21 Sep 06 0700 ? 0905 Team practice briefings 0905 ? 0920 Break 0920 ? 1125 Team practice briefings 1125 ? 1230 Lunch 1230 ? 1435 Team practice briefings 1435 ? 1450 Break 1450 ? 1655 Team practice briefings 1655 ? 1710 Break 1710 ? 2010 Team practice briefings Friday, 22 Sep 06 0700 ? 0905 Team practice briefings 0905 ? 0920 Break 0920 ? 1125 Team practice briefings 1125 ? 1230 Lunch 1230 ? 1435 Team practice briefings 1435 ? 1450 Break 1450 ? 1655 Team practice briefings 1655 ? 1710 Break 1710 ? 2010 Team practice briefings Saturday, 23 Sep 06 0930 ? 1100 Team briefings 1100 ? 1230 Lunch 1230 ? 1400 Team briefings 1400 ? 1415 Break 1415 ? 1545 Team briefings 1545 ? 1600 Break 1600 ? 1815 Team briefings 1815 ? 1900 Presenting teams for that day pick up DVDs Sunday, 24 Sep 06 0930 ? 1100 Team briefings 1100 ? 1230 Lunch 1230 ? 1400 Team briefings 1400 ? 1415 Break 1415 ? 1545 Team briefings 1545 ? 1600 Break 1600 ? 1815 Team briefings 1815 ? 1900 Presenting teams for that day pick up DVDs Monday, 25 Sep 06 0830 ? 0915 Team briefings 0915 ? 0930 Break 0930 ? 1100 Team briefings 1100 ? 1230 Lunch 1230 ? 1315 Team briefings 1315 ? 2030 Tear down presentation room 1315 ? 1700 Judges select winners (no AV personnel required) 1315 ? 1400 Presenting teams for that day pick up DVDs 1700 ? 1800 Tear down judges conference room 1.8. EQUIPMENT. The contractor shall provide the following information to the 12th Contracting Squadron as part of their bid submission: 1.8.1. A detailed list of equipment proposed, with type of equipment, model (if known) and quantity of equipment to be used. 1.8.2. The number of personnel needed for set up, operation, and tear down of equipment on a daily basis to include labor costs for each position. Set up and tear down figures must include an estimate in number of hours to complete. 1.8.3. A diagram of how proposed equipment shall be set up to include signal flow between major components. Modifications to final set up shall be considered on site and must be approved by designated AFMA representative. AFMA shall provide a proposed diagram for guidance if requested. 1.8.4. A contingency plan for back up equipment in case of equipment failure. Equipment replacement must be setup within a 20 minute timeframe starting with problem recognition to having a final solution in place. 1.8.5. Back up equipment must meet or exceed original equipment specifications at no additional cost to the government. 1.8.6. The contractor shall provide, as a minimum, the below list of equipment to perform all required duties under this contract. The contractor may substitute equal or better equipment or use additional equipment if necessary to execute this contract. This list is provided as a minimal expectation of the level and quality of equipment to be used and may not be all inclusive of what the contractor shall require to perform duties. Equipment substitution must be identified in bid submission. Example, if gooseneck microphones are used instead of flat table-top microphones, explain why this substitution is better, more practical, etc. than original contract requirement. QTY ITEM 2 Podiums with wired microphones and mic stand. Put foam or rubber padding around mics to reduce noise when mics are adjusted 3 Hand-held wireless UHF microphone systems for Team Q&A 1 Professional grade ?? SVHS videocassette playback unit connected to video projector used for teams to show video tapes during presentation 2 Professional grade DVD playback units used to record presentations NOTE: The resulting DVDs must be viewable with any brand or make of DVD player. 1 Public address system for a room 46? X 75? with a 20? ceiling and holding an audience of up to 200 people 1 Mixer, 24 Channel 1 Amp EQ Package 4 Audio speakers with stands 1 Video lighting system for 2 podiums to light presenters and adequate lighting for videotaping sessions to include back lights and lighting stands. Two additional lights needed for Q&A session. 1 Dimmer System to control lighting. Must have the ability to individually control each light. 2 Video stationary cameras (537 Studio Camera) or equivalent with studio configuration 1 Panasonic WJMX 50 Video Switcher or equivalent 1 Extron 4x4 Matrix switcher or equivalent 5 8? Preview Monitors 1 each camera, playback, 2 each record deck 2 Pentium III Computers, 800 MHz, 256MB RAM, 30 GB hard drive, 2 GB Jazz drive, 250 MB Zip drive, 40X CD-ROM, 64-bit Soundblaster-compatible PCI card, and minimum of 1024x768 resolution monitor. Must be able to see both computer output on computer monitor and video projector simultaneously. Must be able to blank out computer presentations from keyboard or mouse. 24-bit SVGA accelerated video card with a minimum of 32mb video RAM, Windows NT with serve pack 6 software, MS Office 2000 software, and 2 RF wireless mouse capability from the podium. RF signals must not interfere with each other or other equipment. 3 Proxima 9320 model or equivalent with 1.2 short throw lens video projectors at least 3000 lumens with stands (2 for team presentations and 1 for judges? conference room compatible with a laptop computer. (AFMA shall provide laptop computer.) 2 7.5? X 10? fast fold projection screens with front and rear screen projection capability 2 Screen Dress Kits (Black) 1 Pipe and drape set (40 running feet of black draping) 44 Professional grade blank DVDs for the purpose of recording the presentations 1 8? X 8? portable tripod projection screen for judges? conference room 1 Easel with butcher block paper and markers for use in judges? conference room 4 Speaker?s timer with green, yellow, and red lights. One timer for each podium, 1 in front of judge?s table, and 1 visible to AFMA personnel. One controller for all timers (steady yellow at 2 minutes and steady red at 0 minutes) 5 Small flat table microphones (example audio-technica, AT961R) for judge?s table 5 Table lights for judges 2 PCMs (microphones) aimed toward the pit to ensure better audio on recordings 1 Direct box for computer audio 1 Audio recording level controller for DVD record decks Skirting for AV tables to hide wires, cables, etc. 1 1024 HD scan converter for upscale video to native XGA 1 1x4 Video DA for 2 record decks and 2 preview monitors Headsets for AV personnel as needed 2 Meyer UPM 1 Center Speaker 1.8.7. Equipment Security ? Presentation room shall be locked at the end of the daily session. Any additional security measures are the responsibility of the contractor and must be included in bid submission. CONTRACT TERMS AND CONDITIONS Award will be made using Simplified Acquisition Procedures. Evaluation procedures in FAR Part 13.106-2 will be utilized. A firm-fixed price award will be made to the responsible offeror submitting the proposal that provides the best value to the Government. In determining best value, conformance to the Statement of Work is significantly more important than price. The price factor is significantly more important than past performance. Interested parties capable of providing the above must submit a written price quote to include discount terms, Cage Code, DUNS number, and Tax ID. To be eligible to receive an award resulting from this solicitation, contractor must be registered in the DoD Central Contractor Registration (CCR) database, NO EXCEPTIONS. To register, visit http://www.ccr.gov. Responses to this notice shall be provided in writing via email to: Gerardo C. Martinez: Gerardo.Martinez@RANDOLPH.AF.MIL and carbon copied to Shirley A. Puente: Shirley.Puente@RANDOLPH.AF.MIL no later than 1:00 PM CST on 31 May 2006. Offerors must also include a completed copy of the provisions at FAR 52.212-3, Offeror Representations and Certifications Commercial Items that can be obtained at http://farsite.hill.af.mil FAR Part 52 or online at http://orca.bpn.gov. 52.252-1 -- Solicitation Provisions Incorporated by Reference. Solicitation Provisions Incorporated by Reference (Feb 1998). This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: http://farsite.hill.af.mil. The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. The following clauses also apply: 52.212-4 Contract Terms and Conditions-Commercial Items. Paragraph (c) of this clause is tailored as follows: (c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties, with the exception of: (1) Administrative changes such as changes in the paying office, appropriation data, etc. (2) No cost amended shipping instructions (ASI) if (A) The ASI modifies a unilateral purchase order, and (B) The contractor agrees verbally or in writing, (3) Any change made before work begins if (A) The change is within scope of the original order, (B) The contractor agrees; ( C ) The modification references the contractors verbal or written agreement. 52.204-7, Central Contractor Registration; 52.212-5, Contract Terms and Conditions/ Commercial Contract Terms and Conditions Required to Implement Statutes or Executive Orders/ Commercial Items with these additional FAR clauses marked: 52.219-6 -- Notice of Total Small Business Set-Aside, 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity (E.O. 11246); 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans (38 U.S.C. 4212); 52.222-36, Affirmative Action for Handicapped Workers (29 U.S.C. 793); 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era (38 U.S.C.4212); 52.222-41, Service Contract Act of 1965, as amended; 52.222-48, Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Calibration, and/or Repair of Certain Information Technology, Scientific and Medical and/or Office and Business Equipment -- Contractor Certification; 52.222-50 -- Combating Trafficking in Persons; 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (31 U.S.C. 3332); 52.232-18 -- Availability of Funds 52.204-7004, Required Central Contractor Registration; 52-252-1, and 52.252-2, Clauses Incorporated by Reference (Feb 1998). The full text of this clause may be accessed electronically at http://farsite.hill.af.mil. 5352.201-9101 -- Ombudsman In addition, DFAR 252-212-7001 with these additional clauses being applicable: 252.225-7001, Buy American Act and Balance of Payments Program; 252.232-7003, Report of Intended Performance Outside the United States; 252.225-7002, Qualifying Country Sources as Subcontractors, (a) Definition. Qualifying country, as used in this clause, means any country set forth in subsection 225.872-1 of the Defense Federal Acquisition Regulation (FAR) Supplement. (b) Subject to the restrictions in section 225.872 of the Defense FAR Supplement, the Contractor shall not preclude qualifying country sources or U.S. sources from competing for subcontracts under this contract.; Section 508, Rehab Statement.
- Place of Performance
- Address: Omni Shoreham Hotel, 2500 Calvert Street, NW, Washington D.C.
- Zip Code: 20008
- Zip Code: 20008
- Record
- SN01049860-W 20060519/060517220603 (fbodaily.com)
- Source
-
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