PRESOL | R | Web-based eLearning and Social Media Technology - (Draft)

FBO DAILY ISSUE OF JUNE 19, 2011 FBO #3494
SOLICITATION NOTICE

R -- Web-based eLearning and Social Media Technology - (Draft)

Notice Date: 6/17/2011
Notice Type: Combined Synopsis/Solicitation
NAICS: 611430 — Professional and Management Development Training
Contracting Office: Department of Health and Human Services, Health Resources and Services Administration, Office of Acquisitions Management and Policy, 5600 Fisher Ln., Room 13A-19, Rockville, Maryland, 20857, United States
ZIP Code: 20857
Solicitation Number: 11-250-SOL-00134
Point of Contact: David Trejo, Phone: 301-443-0534, Carolyn Taylor, Phone: 301-443-6508
E-Mail Address: dtrejo@hrsa.gov, ctaylor@hrsa.gov
(dtrejo@hrsa.gov, ctaylor@hrsa.gov)
Small Business Set-Aside: Total Small Business
Description: Statement of Work Past Performance Information Survey Questionnaire SF-1449 for Solicitation 11-250-SOL-00134 THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6 - STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS, AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. SIMPLIFIED ACQUISITION PROCEDURES ARE UTILIZED IN THIS PROCUREMENT. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION DOCUMENT; QUOTATIONS ARE BEING REQUESTED, AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. The solicitation number is 11-250-SOL-00134. This solicitation is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular (FAC) 2005-33. The associated North American Industrial Classification System (NAICS) code for this procurement is 611430 with a small business size standard of $7.0M. This acquisition is a 100% small business set-aside. I Background With the Federal Government's emphasis on the deployment of a 21st century information infrastructure, innovation in science and education, and the accessibility of real-time information, the Maternal Child Health Bureau (MCHB) continually seeks cutting edge technology solutions to carry out these Federal priorities. Strategic e-learning technology allows MCHB to: • leverage its investments to foster national exchange of information and collaboration; • provide real-time and asynchronous training and technical assistance; • share best practices; • foster exposure to current public health data and practice information presented at conferences; and • conduct routine grantee meetings to grantees and the MCH community. • E-learning has been encouraged by both the Department of Health and Human Services (HHS) and Health Resources and Services Administration (HRSA). In addition, DHS also promotes and supports the strategic implementation of social media across HHS. Both e-learning and the new media implementation continue to be one of the MCHB priorities. II Scope of Work The scope of the contracted work is: To provide web-based, e-learning, and social media technology to disseminate research, demonstrate best practice models, and foster communication and collaboration among Maternal and Child Health Bureau (MCHB) grantees and the Maternal and Child Health (MCH) community. The Contractor shall provide 51 interactive live webcasts and the archives, three (3) virtual conference recordings and the archives, and one (1) e-learning and social media training. III Specific Tasks The Contractor shall furnish the necessary personnel and services to perform the tasks listed below. Task 1: Conference Calls 1.1 Contractor shall participate in an initial teleconference with the COTR within five (5) calendar days of the effective date of the Contract (EDOC) to discuss the scope of the contract, and to develop the minutes for issues relating to goals and objectives, processes, time frames, priorities, budgetary issues, deliverables related to the work to be performed, and other related activities of the contract for the purpose of reviewing, clarifying and confirming the process and outcome expectations of MCHB. 1.2 Contractor shall participate in monthly conference calls with the COTR and appropriate MCHB staff. 1.3 Contractor shall provide monthly webcast updates prior to the call to discuss project progress. Task 2: Virtual Conference Archive 2.1 Contractor shall develop virtual conference archive for key MCH multimedia conferences pertaining MCH staff, grantees and the MCH community. Contractor shall make the multimedia materials available in HRSA Web archive, including video recording, audio recording, editing, text transcripts, PowerPoint slides, and with site traffic recording and reporting within two (2) weeks after the live event. The web archives shall be organized in a user friendly layout; and materials will be readily searchable by keyword and topic. 2.2 Contractor shall provide virtual conference archive of the annual meeting of the Association of Maternal and Child Health Programs (AMCHP) held in Washington DC. • AMCHP is a national resource, partner and advocate for state public health leaders and others working to improve the health of women, children, youth and families, including those with special health care needs. • The AMCHP meeting will be held February 12-14, 2012 at the Omni Shoreham Hotel (http://www.amchp.org/EVENTS/AMCHP-CONFERENCE/Pages/default.aspx). More information regarding past AMCHP conference archive can be found via the web at http://webcast.hrsa.gov/conferences/mchb/amchp2011/index.htm. 2.3 Contractor shall provide virtual conference archive of the annual New State Title V Directors Training Session/MCH Partnership Meeting in Washington DC traditionally held in October each year. The COTR will notify Contractor on the dates and location of the meeting once determined by MCHB. More information regarding the 2009 MCH Partnership Meeting including past archives can be found at http://webcast.hrsa.gov/conferences/mchb/ partnershipOctober2009/index.htm. 2.4 Contractor shall provide virtual conference archive of the Annual Maternal and Child Health Epidemiology Conference. • This conference brings together researchers and health professionals working on issues related to improving the health of women, children and families in sharing research, enhancing knowledge, and generating new ideas for improved MCH data use and informed policymaking. • The conference location may vary each year. The Annual Maternal and Child Health Epidemiology Conference will take place on December 14-16, 2011 in New Orleans, Louisiana (http://www.cdc.gov/reproductivehealth/ MCHEpi/Conference/ AboutConference.htm). More information regarding past dates, duration and location information of this meeting can be found at http://www.cdc.gov/reproductivehealth/mchepi/2010/AboutConference.htm. Below are sample conferences specification of the number of days and number of sessions archived in the past. Conference Specifications Number of Days Number of Sessions AMCHP 4-5 days 5 plenary sessions, 1 skills building session, 10 workshops MCH Partnership Meeting 3 days 1 day New State Title V Directors Training Session 3 plenary sessions, 10 workshops MCH EPI Meeting 3 days 1 keynote, 3 plenary sessions, 4 data skills session Task 3: Interactive Live Webcasts 3.1 Contractor shall produce up to fifty-one (51) live interactive video webcasts originating from the MCHB (up to 300 participants each for up to 90 minutes) with the COTR's approval. 3.2 At a minimum, the Contractor shall ensure that each interactive live webcast: • Receive a videoconference feed from one location (e.g. the Parklawn Building in Rockville, or through the National Institutes of Health videoconference bridge for multiple locations) and streaming over the web. When video is not requested by the COTR, the Contractor shall receive an audio feed with streaming PowerPoint presentation over the web; • Host registration through web-based system for general users or invitation only registration access for closed events; • Market and promote webcast to target audiences; • Provide online and telephone technical help for registrants and MCHB staff; • Produce Section 508 compliant accessible version of PowerPoint slides and handouts with closed captioning; • Provide technical rehearsal with MCHB staff and presenters; • Allow webcast participants to pose questions via audio and text message interfaces; • Administer a user satisfaction survey for each webcast. The survey shall contain questions that assess the usefulness of the content, technology methods of presenting information, and the quality of technical assistance provided by the contractor; • Archive complete presenter materials on HRSA Web Archive within one (1) week after the webcast; • Maintain a database of recording and reporting of participants, messages, and evaluation. Task 4: Training Session 4.1 Contractor shall conduct an annual training session via webcast open to all MCHB staff and MCHB grantees on current and emerging e-learning technology including but not limited to webcast best practices, social media tools, online collaborative tools, and free web-based tools. The COTR will notify the Contractor of the date of the training/webcast. 4.2 Contractor shall videotape the session and post the archive on the MCHB web site. Task 5: Website Development and Maintenance 5.1 Contractor shall develop, manage, and maintain web presence for MCHB e-learning and web-based conferences. 5.2 Contractor shall produce the content for the web using materials submitted by MCHB staff and presenters. This includes the management and maintenance of HRSA MCHB Webcast and Virtual Conference Archive that are readily searchable by keywords and topic. 5.3 Contractor shall conduct ongoing web crawling to detect internal broken links for HRSA MCHB Webcast archive and MCH Timeline. 5.4 Contractor shall provide updates to the MCH History Timeline (http://www.mchb.hrsa.gov/timeline/) on a semi-annual basis, incorporating new and revised information provided by MCHB staff (http://www.mchb.hrsa.gov/timeline/). Contractor shall work collaboratively with the COTR, HRSA's Office of Information Technology staff, and Office of Communication staff as necessary. Posting shall not occur without written permission to proceed with the specifically identified posting from the COTR. Task 6: Evaluation 6.1 Contractor shall develop a customer satisfaction data survey for the COTR's review and approval. 6.2 Contractor will provide analysis of customer satisfaction data with regards to users accessing archives of sessions, frequency of usage of archives of e-learning materials and the level of user satisfaction on content accessibility and ease of search. Task 7: Reporting Annual and Final Reporting 7.1 Contractor shall submit reports intended for MCHB program administrators. The reports shall include the status and results of this contract as outlined in the previous tasks. • Reports shall include the summary of all tasks, web statistics on the number and geographic distribution of hits to access information from the designated web site(s), statistics on social media engagement, synopses of user satisfaction survey results, and challenges and recommendations for future webcasts. • Two (2) hard copies and an electronic copy of each report shall be submitted to the COTR. Earned Value Management 7.2 Contractor shall prepare and submit a monthly Earned Value Management (EVM) Report in accordance with the agreed upon the monthly status report format by the COTR and Contractor. Cost and schedule milestone data collected shall include: • Planned Start Date; • Planned End Date; • Actual Start Date; • Actual End Date; • Planned Percent Complete; • Actual Percent Complete; • Planned Cost; and • Actual Cost. Task 8: Transition Plan Contractor shall provide a transition plan for 30 days to transition work from previous contractor. The transition plan shall include: • Delivery of copies of existing policies and procedures and required metrics and statistics; • Coordination with the COTR; • Review, evaluation and transition of services; • Transition of historic data; • Inventory of conference and webcast archives, MCH Timeline, and other materials; and • Transfer of all media files. OPTION TASKS Option Task 1 Contractor shall provide virtual conference archive for one (1) additional MCHB-sponsored meeting (events and dates to be determined) as described in Task 2. This task may be exercised 10 times per year for the base period and the option periods. Option Task 2 Contractor shall produce up to five (5) additional webcasts as described in Task 3. This task may be exercised 10 times per year. IV.SCHEDULE OF DELIVERABLES Tasks Deliverable Quantity Due Date 1 Minutes from Teleconference 1 5 days from EDOC 1 Conference Calls 12 10th of each month 1 Webcast Updates 12 Last business day of each month 2 Videotaped Meetings and Post Archive on Website 3 3 weeks after each meeting 3 Live Interactive Video Webcasts 51 Throughout the period of performance 4 Training Session 1 6 months from EDOC 5 Web Presence Update and Maintenance 12 Last business day of each month 6 Evaluation 3 3 weeks after each meeting 7 Annual Report 1 360 days from the EDOC 7 Earned Value Management Report 12 Last business day of each month 8 Transition Report 1 30 days from EDOC 8 Transfer of Media Files All files 30 days from EDOC V Period of Performance The period of performance shall be from base period of 12 months plus four (4) 12 month option periods. EVALUATION FACTORS The Government intends to award a firm fixed price purchase order resulting from this solicitation to the responsible Offeror whose quote confirming to the RFQ provides the best value to the government based on information provided in response to this RFQ, price and other factors considered. The Government will evaluate quotations based on the following evaluation criteria. a. Statement and Understanding of the Project Purpose (25 points) The proposal shall provide a statement of the purpose, scope, and problems of the project in the offeror's own words to demonstrate the offerors complete understanding of the intent, requirements, opportunity and challenges of the project. The offeror should provide written evidence of previous successful development and implementation of a distance and web-based learning program. The written evidence should cite the following activities: • Develop and maintain web-based communicating information. • Produce Section 508 compliant online learning materials and resources. • Videotape, edit and archive large scale meetings and conferences of at least 800 participants. • Conduct interactive live webcasting for diverse audiences including Title V directors, MCHB staff, and grantees with varying levels of expertise in webcasts. • Host webcasts held via audio conference and video-conferencing with web archives. • Develop training sessions on emerging e-learning and social media technology. • Evaluation user's satisfaction in the effectiveness of information exchange and training using web-based methods. • Provide information on staff capacity and expertise in web-based and e-learning technology, including the ability to adapt web-based technology, social media and collaborative internet tools to meet the needs of MCHB staff members. b. Technical Approach (25 points) The proposal shall fully describe the proposed technical approach to meet each of the requirements specified under the description and scope of work. The following items shall be covered. • A detailed description of the content of each task and subtask to be performed to achieve the project objectives. Relevant questions and variables stemming from the scope of work should be discussed. • A discussion of the methodology to be used for individual tasks or subtasks and scheduling of time and persons. • A discussion of anticipated challenges and potential problem areas with methods and approaches for resolution. c. Personnel (15 points) • The proposal shall specify the types of professional staff who will perform the contract activities, including their education, experience and specific technical accomplishments essential to the performance of the project. Resumes shall be provided. • The proposal shall indicate the positions which the persons within the organization will occupy for this project and their key functions. • The proposal shall address specific duties of each individual related to the scope of work and delineate the expertise and skills that will be utilized. d. Management Plan (10 points) The Offeror shall provide the proposed management and operational approach to this solicitation. Offerors shall provide a concise outline of the oversight, management, and operational structure in place, featuring the responsibilities and functions of each staff person proposed to staff the project. Offerors should pay particular attention to the unique planning, coordination, and cooperation required in successfully fulfilling the requirements of the solicitation. Offerors must demonstrate that they clearly understand the aspects of this contract and they must provide convincing evidence that they are able to perform effectively within the proposed framework. The Offeror shall: • Submit a project work plan, time schedule, and person-loading matrix, including work to be performed and deliverables. • Describe the organization proposed for carrying out the project. • Identify each project staff member and his/her responsibilities and time commitment on the project. • Provide a table of organization showing the staff members' project relationships. Identify all professional persons who would spend significant time on the contract. • Provide resumes and/with education, experience, specific technical accomplishments essential to the performance of the project, previous salaries & current salaries, and describe the involvement of all consultants or subcontractors and the specify arrangements to manage their roles. • Provide a time-line on staff activities and on the elements of the project by which to assure its completion on schedule. e. Organizational Experience and Expertise (20 points) The Offeror shall describe the specific capabilities and experience, including those of subcontractors (if any), to carry out the project. This shall include all relevant prior experience in all of the areas of similar project activity within the past five years. Specifically, the Contractor shall: • Expertise in e-learning tools including interactive live webcasting, videotaping, audioconferencing with web interfaces, videoconferencing with web archives, online grant reviews, conducting training sessions, and developing web-based curricula and resources. • Involvement in activities related to the development and enhancement of skills for federal grantees, staff, and other members in the public health field. • Experience in planning and developing e-learning curricula in public health with an emphasis on maternal and child health topics. • Competency in providing technical assistance to learners with a wide variety of skills and experience using e-learning, web-based technology, and social media methods. • Ability to plan and conduct user satisfaction and evaluation for activities specified in this contract. • Ability to generate deliverables in a timely manner. The Offeror shall provide a statement of the mission/purpose, general background, experience, and qualification of the organizational entity offering to conduct the work described in this contract. Include information on similar or related contract, subcontracts, or grants which the entity has completed. Include a brief discussion of present or proposed facilities and equipment to be used in completion of the project. f. Past Experience (5 points) The Offeror shall be responsible for requesting three (3) references to submit the Past Performance Information Survey Questionnaire (Attachment C) to the Contract Specialist by no later than 06/30/2011, 10:00 am, EST by email to dtrejo@hrsa.gov. No Exceptions. The Government reserves the right to obtain past performance information from any source. The Offeror's past performance will be evaluated in conjunction with the technical review. The overall total score for the past performance rating for each offeror will be determined by calculating the average of the surveys received. The overall total score will be rounded to the nearest whole number to assign an appropriate adjectival rating (0 = Unsatisfactory, 1 = Poor, 2 = Fair, 3 = Good, 4 = Excellent, 5 = Outstanding). The elements being rates are as follows: a. Quality of Product or Service - Unsatisfactory- Non-conformances is jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards containing similar requirements. Poor - Overall compliance requires significant Agency resources to ensure achievement of contract requirements. Fair - Overall compliance requires minor Agency resources to ensure achievement of contract requirements. Good - There are no, or very minimal, quality problems, and the Contractor has met the contract requirements. Excellent - There are no quality issues, and the Contractor has substantially exceeded the contract performance requirements without commensurate additional costs to the Government. Outstanding - The contractor has demonstrated an outstanding performance level that was significantly in excess of anticipated achievements and is commendable as an example for others, so that it justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". b. Cost Control Unsatisfactory - Ability to manage cost issues is jeopardizing performance of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, this level of ability to manage cost issues constitutes a significant impediment in consideration for future awards. Poor - Ability to manage cost issues requires significant Agency resources to ensure achievement of contract requirements. Fair - Ability to control cost issues requires minor Agency resources to ensure achievement of contract requirements. Good - There are no, or very minimal, cost management issues and the Contractor has met the contract requirements. Excellent - There are no cost management issues and the Contractor has exceeded the contract requirements, achieving cost savings to the Government. Outstanding - The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where the contractor achieved cost savings and performance clearly exceeds the performance levels described as "Excellent". c. Timeliness of Performance Unsatisfactory - Delays are jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards. Poor - Delays require significant Agency resources to ensure achievement of contract requirements. Fair - Delays require minor Agency resources to ensure achievement of contract requirements. Good - There are no, or minimal, delays that impact achievement of contract requirements. Excellent - There are no delays and the contractor has exceeded the agreed upon time schedule. Outstanding - The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". d. Business Relations Unsatisfactory - Response to inquiries and/or technical, service, administrative issues is not effective. If not substantially mitigated or corrected it should constitute a significant impediment in considerations for future awards. Poor - Response to inquiries and/or technical, service, administrative issues is marginally effective. Fair - Response to inquiries and/or technical, service, administrative issues is somewhat effective. Good - Response to inquiries and/or technical, service, administrative issues is consistently effective. Excellent - Response to inquiries and/or technical, service, administrative issues exceeds Government expectation. Outstanding - The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". The resulting purchase order shall be negotiated on a fixed price basis. *** The following provisions apply to this acquisition: 52.212-1 Instructions to Offerors-Commercial Items; 52.212-3 Offerors Representations and Certifications- Commercial Items. *** *** Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov 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. ***The following clauses apply to this acquisition: 52.204-7 Central Contractor's Registration (CCR) Database; 52.204-9 Personal Identity Verification of Contractor Personnel; 52.217-8 Option to Extend Services; 52.217-9 Option to Extend the Term of the Contract; 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items including subparagraphs: 52.222-3, Convict Labor; 52.222-19 Child Labor - Cooperation With Authorities And Remedies; 52.222-21, Prohibition of Segregated Facilities; 52-222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration. Department of Commerce Agency-Level Protest Procedures Level above the Contracting Officer is also incorporated. Offerors shall submit their quote in accordance with FAR 52.212-1(b). EACH SUBMITTED QUOTE SHALL ADDRESS ITEMS (1) THROUGH (11) OF FAR 52.212-1(b) as follows: As a minimum, offers must show- (1) The solicitation number; (2) The time specified in the solicitation for receipt of offers; (3) The name, address, and telephone number of the Offeror; (4) A technical description of the services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include service literature, or other documents, if necessary; (5) Complete breakdown of price and applicable discounts; (7) "Remit to" address, if different than mailing address; (8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Solicitation Amendments; (10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items, Contract dollar amount, and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and (11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. PRICING SHOULD BE INCLUDED AS A SEPARATE DOCUMENT FROM ALL OTHER QUOTATION DOCUMENTS. ** No Appropriated funds shall be authorized for food for this requirement. ** The terms and conditions of the resultant purchase order will include FAR clause 52.212-4 and FAR clause 52.212-5. If any additional documentation is required by the Offeror to be executed, then it will be considered an Addendum to the purchase order, and any conflicts in terms and conditions between the purchase order and that Addendum shall be governed by paragraph (s), Order of precedence, in FAR clause 52.212 4. The HRSA reserves the right to negotiate the terms of any proposed addendum. All questions regarding this Request for Quote shall be submitted in writing via e-mail to the Contract Specialist, David Trejo, at dtrejo@hrsa.gov not later than June 24, 2011. The due date and time for quotations is July 6, 2011 at 10:00 am EST. Offerors shall email their quote to dtrejo@hrsa.gov, so that it is received by the response date for this RFQ. The quotation may be submitted in one or more of the following formats: Microsoft Word, and/or Microsoft Excel. It is the responsibility of the contractor to confirm HRSA's receipt of quote. Each quote shall include sufficient data to allow the Government to determine the amount, realism and consistency of the quoted fixed price. Award shall be made to the responsible contractor that offers the best value to the Government. The Government shall not be liable for any costs incurred in response to this request. The Government reserves the right to make a single award, multiple awards, or no award as a result of this RFQ. FAXED QUOTES WILL NOT BE ACCEPTED.
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R -- Web-based eLearning and Social Media Technology - (Draft)