Department of Defense Education Activity, Hqs, Procurement Div, 4040 N. Fairfax Drive, 4th Floor, Arlington, VA 22203

62 -- DESIGN AND INSTALLATION OF VIDEO PRODUCTION STUDIO LIGHTING SOL MDA410-00-Q-0146 DUE 052000 POC Ms. Janice Brown, Contract Specialist, at (703) 696-3844, Ext. 1425 or Mr. Chas Hoff, Program Manager, at (703) 696-4236, Ext. 1927 E-MAIL: Click here to contact the contract specialist via, Jbrown@hq.odedodea.edu. The Department of Defense Education Activity (DoDEA) intends to award a Firm-Fixed-Price purchase order for Video Production Studio Lighting, using Simplified Acquisition Procedures. DoDEA, Office of Communications POC: Mr. Charles "Chas" Hoff, (703) 696-4236, Ext. 1927. Fax: (703) 696-8926. E-mail: choff@hq.odedodea.edu The contractor shall perform services in accordance with the *Performance Based Statement of Work. **Central Contractor Registration (CCR) Database and Electronic Funds Transfer (EFT) are mandatory for award and payment. Contractor shall contact Charles Hoff to set up an appointment, for the "Site Survey" being conducted on Friday, May 12, 2000. During the site visit, the contractor will assess the space for dimensions, drop ceiling arrangement, HVAC related obstructions, and any other criteria deemed relevant by the contractor for design, bid, and installation purposes. The contractor shall use this data to develop a design and bid for the studio lighting, including layout schematicsfor production lighting, work lighting, lighting fixtures, labor, materials, equipment and sets. All recommendations need to be within building and fire codes. The contractor shall adhere to all state and federal regulations when formulating the design. Based on the design, the contractor shall submit a list of equipment and materials with a cost proposal for design, equipment, materials, and subsequent labor, installation, and training required to satisfy the Performance Based Statement of Work for this project. The list of equipment and materials with cost proposal shall be submitted to The Department of Defense Education Activity, Office of Communications, 9th Floor, Attention: Charles Hoff, 4040 N. Fairfax Drive, Arlington, VA 22203. Contractor shall provide all labor, equipment, and materials necessary to design, and install (including training) Video Production Studio Lighting in accordance with the attached Performance Based Statement of Work. The contractor shall be responsible for delivering, installing, and training Communications staff member (s) on the lighting system. The lighting system is defined as the lighting fixtures, accessories, control box, etc. The Office of Communications has acquired a space on the 9th floor of the DoDEA headquarters building for a Video Production Studio. The current space does not provide the necessary lighting for video production and this proposal is designed to offer a fixed solution to this significant production challenge. In addition to studio lighting, the agency has a requirement for fixtures to be installed to act as work lighting when the studio lights are down. The current lighting fixtures are industrial fluorescence fixed into recessed wells of a drop ceiling. Our lease agreement does not allow for any structural changes to the facility. We have some flexibility in attaching to the superstructure, however, because the ceiling tiles act as the return duct for the HVAC system, they cannot be removed. Furthermore, a change to the current HVAC is non-negotiable for a variety of reasons including lease concerns. Therefore, the Office of Communications requires cool burning lights such as SRGB/Fluorescence to avoid installing a new ventilation system or an expensive overhaul of our current system. Additionally, the drop ceiling leaves eight feet of vertical space from floor to ceiling. Therefore, fixtures that hang from the drop ceiling via scissor clips or some other attachment are inappropriate and pose a safety concern The current area has an odd shape and the contractor shall design the lighting, with flexibility, should the Office of Communications' plans change with regard to even out the back wall of the proposed studio space. The contractor shall perform tasks and provide contract deliverables according to the following schedule: Task Due Date Site visit and evaluation Friday, May 12, 2000 Design and Bid (list of equipt and materials w/cost proposal) Submission Deadline Friday, May 19, 2000 Installation TBD w/ RESI Mgmt & DoDEA COMM Training TBD w/RESI Mgmt & DoDEA COMM PROPERTY MANAGER NOTE: a. Either a panel or a lighting fixture to maintain the integrity of the current HVAC system must close off all areas of the ceiling. b. The heat impact of the proposed fixtures is acceptable, however, if a change in total wattage arises, building manager must be contacted for approval before installation. c. The lighting contractor shall be responsible for clarifying all electrical requirements including wiring, control boxes, outlets, etc... to the electrical contractor. d. The lighting contractor shall secure the lighting fixtures into the superstructure. However, they shall not interfere with current HVAC, piping and electrical structures located above the drop ceiling. __________________________________________________________ PERFORMANCE BASED STATEMENT OF WORK 1 INTRODUCTION The Department of Defense Education Activity (DoDEA) provides for the education of children of military personnel deployed overseas and within the United States through its Department of Defense Dependents Schools (DoDDS) and Department of Defense Domestic Dependent Elementary and Secondary Schools (DDESS), respectively. DoDDS has approximately 161 schools in 14 countries and educate 78,000 students in grades K through 12. DDESS has 70 schools in 17 districts on military bases in the United States, Puerto Rico, Cuba and Guam that educated and additional 36,000 students. During FY 99, DoDEA will engage in activities designed to communicate more effectively to its diverse audiences. This project will provide the agency with professional lighting and backgrounds for video productions and multimedia development. Professional lighting is essential for several reasons. First, quality of the image at acquisition determines the quality of the image when it is laid off to tape. We use a DVCAM for acquisition, which operates in a 4:1:1 colorspace. Additionally, we use an MJPEG (motion JPEG) NLE (non-linear editor) for digital capture and editing of our raw footage. The combination of these two compression schemes make professional lighting critical to acquiring, editing and distributing a clean image. This is particularly true for chroma-key applications, which we intend to use with virtual sets (please see Appendix A for details). In reviewing the possibility of utilizing an outside studio the following concerns came to light. Time is probably the most prohibitive element in that our productions often include high-level officials from both DoDEA and the military. In most cases, these officials visit DoDEA HQ on very tight schedules and for specific meetings such as DEC (Dependents Education Council), ACDE (Advisory Committee on Dependents Education), etc. Logistically, we would have to pull these folks away from their respective meetings for the several hours it would take to travel to an outside facility and conduct the shoot. Furthermore, we are often called upon to turn around products within very tight deadlines (for instance, our last project, Census 2000, was shot, edited and distributed within 4 days of the customer's request), and scheduling for such a facility usually must be done several weeks in advance. Cost is certainly a factor of consideration as well, because DoDEA would not only be paying for studio time and space, but additional costs would include engineers, operators and storage of props, sets, etc. It should be further noted that news services such as AFRTS (Armed Forces Radio and Television Service) frequently do location shoots at DoDEA HQ and that this fixed studio solution can be utilized for their purposes as well. This project should be considered a modest investment that will save the government time and money. Because of the high visibility of our video products with both internal and external audiences, it is critical to the communication goals of DoDEA to instill the highest quality affordable at each stage of production. Professional lighting has always been, and continues to be, the most critical element of video and film production. Ultimately, the productions conducted in this studio will be professionally developed and distributed via videotape, CD-ROM, World Wide Web, and broadcast. The audiences will include students, parents, teachers, administrators, and top military leadership. 2 BACKGROUND This requirement is related to a sizeable increase in demand for studio-based video production. Overall, our production schedule has reached critical mass with several projects in production and several more awaiting pre-production considerations. Effective time use is critical to our production work flow and a fixed studio solution would allow the agency time savings with pre-lit sets and the flexibility to modify those sets quickly to accommodate a variety of projects. The Office of Communications has acquired a space on the 9th floor of the DoDEA headquarters building for a Video Production Studio. The current space does not provide the necessary lighting for video production and this proposal is designed to offer a fixed solution to this significant production challenge. In addition to studio lighting, the agency has a requirement for fixtures to be installed to act as work lighting when the studio lights are down. The current lighting fixtures are industrial fluorescence fixed into recessed wells of a drop ceiling. Our lease agreement does not allow for any structural changes to the facility. We have some flexibility in attaching to the superstructure, however, because the ceiling tiles act as the return duct for the HVAC system, they cannot be removed. Furthermore, a change to the current HVAC is non-negotiable for a variety of reasons including lease concerns. Therefore, the Office of Communications requires cool burning lights such as SRGB/Fluorescence to avoid installing a new ventilation system or an expensive overhaul of our current system. Additionally, the drop ceiling leaves eight feet of vertical space from floor to ceiling. Therefore, fixtures that hang from the drop ceiling via scissor clips or some other attachment are inappropriate and pose a safety concern The current area has an odd shape. The contractor shall design the lighting, with flexibility, should the Office of Communications' plans change with regard to even out the back wall of the proposed studio space. Please see Appendix B for clarification. All recommendations need to be within building and fire codes. The contractor shall adhere to state and federal regulations when formulating the design. 3 SCOPE In accordance with section 4 APPLICABLE DOCUMENTS and section 5 TECHNICAL REQUIREMENTS, the contractor shall begin by performing a site visit to the facility at DoDEA HQ. During the site visit, the contractor will assess the space for dimensions, drop ceiling arrangement, HVAC related obstructions, and any other criteria deemed relevant by the contractor for design, bid, and installation purposes. The contractor shall use this data to develop a design and bid for the studio including layout schematics for production lighting, work lighting, lighting fixtures, labor, materials, equipment and sets as detailed in Appendix A, Set 1 and 2. All recommendations need to be within building and fire codes. The contractor shall adhere to all state and federal regulations when formulating the design. Based on the design, the contractor shall submit a list of equipment and materials with a cost proposal for design, equipment, materials, and subsequent labor, installation, and training required to satisfy the Statement of Work for this project. This Statement of Work is included for information purposes only and does not constitute a contract for service or an agreement to begin work on this project. The list of equipment and materials with cost proposal shall be submitted to The Department of Defense Education Activity, Office of Communications, 9th Floor, Attention: Charles Hoff, 4040 N. Fairfax Drive, Arlington, VA 22203. The contractor shall be responsible for delivering, installing, and training a Communications staff member on the lighting system. The lighting system is defined as the lighting fixtures, accessories, control box, etc. 4 APPLICABLE DOCUMENTS (Available upon Request) The contractors shall adhere to the following documents in accordance with section 5.0, Technical Requirements. Document Type No./Version Title Proposed set design A, Set 1 Appendix Proposed set design for chroma keying/virtual sets A, Set 2 Appendix Room configuration B Appendix 5 TECHNICAL REQUIREMENTS The contractor shall provide the technical effort in the work areas listed below in accordance with the Task and Frequency Chart in section 6, Deliverables: 5.1 Site Visit. The contractor shall visit and evaluate the production facility at DoDEA headquarters in Arlington, Virginia. 5.1.1 Plumbing, HVAC and Electrical. The contractor shall make note of specific plumbing, HVAC and electrical placement, wiring, etc. 5.1.2 Dimensions. The contractor shall evaluate the respective room measurements of both the proposed studio and the existing editing suite. 5.2 Design. The contractor shall develop a studio lighting design and work lighting design that satisfies the production goals of the Office of Communications and lease-related building management concerns. 5.2.1 Lighting the Sets. DoDEA requires lighting for the following sets as depicted in Appendix A, set 1 and 2: 5.2.1.1 News desk with lighting for up to 3 people 5.2.1.2 Interview situation with a coffee table and two chairs 5.2.1.3 A single shot with a stool and plain background 5.2.1.4 Blue or green screen background with talent standing or sitting on a stool 5.2.2 DoDEA Video Production Equipment. DoDEA production is performed on the following equipment: 5.2.2.1 Sony Betacam SP/DVCAM DSR-1 (dockable VTRs) 5.2.2.2 Sony VX-1000 5.2.2.3 Canon XL-1. 5.2.2.4 All editing occurs on an AVID Xpress system while high-end effects and composites are performed in Adobe after Effects. We typically digitize at AVR 77, which still involves some compression. Therefore, careful attention must be given to the blue/green screen lighting design to ensure smooth lighting with low variations on the blue/green screen wall. 5.2.3 Equipment Recommendation. Based on the aforementioned design to be submitted by the contractor, the contractor shall provide a list of specific lighting equipment and related accessories such as control boxes, wiring, safety chains, etc. The equipment pricing should be itemized along with a breakdown for installation, labor and training expenses. 5.3 Installation. Once the Office of Communications has provided approval for the design, including the equipment proposal, the contractor shall install all studio lighting components and accessories. 5.3.1 Compliance. With installation, the contractor shall maintain compliance with building management and lease constraints. Further, the contractor shall be certain that the design and equipment meet applicable fire and building codes. 5.4 Training. Upon installation, the contractor shall provide basic training on studio lighting system to specific Office of Communications staff member(s). The lighting system includes the lighting fixtures, related accessories, and the control box. 6 DELIVERABLES The contractor shall perform tasks and provide contract deliverables according to the following schedule: Task Due Date 6.1 Site visit and evaluation Friday, May 12, 2000 6.2 Design and Bid (list of equipment and materials with cost proposal) Submission Deadline Friday, May 19, 2000 6.3 Installation TBD w/ RESI Mgt & DoDEA COMM 6.4 Training TBD w/ RESI Mgt & DoDEA COMM 7 SUPPORTING INFORMATION 7.1 Place of site visit: DoDEA 9th Floor, Office of Communications 4040 N. Fairfax Dr. Arlington, VA 22203 7.2 Contact: Chas Hoff Visual Information Specialist Video Editor/Motion Graphics DoDEA Office of Communications Telephone -- (703) 696-4236 x1927 Fax -- (703) 696-8926 E-mail -- choff@hq.odedodea.edu 7.3 Period of Performance: Service shall begin May 30, 2000 through TBD w/ RESI Management and DoDEA Communications Office. Contractor shall submit a target date for completion. 7.4 The contractor must submit expense requests for review by a qualified agent of DoDEA before purchases can be made. Once an expense has been approved in writing, the contractor may proceed with executing the expense. COMMERCIAL CLAUSES & PROVISIONS 1. 52.252-1 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 sumbitting 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/these address (es): **7504 **7504 (End of provision) 2. 252.204-7004 REQUIRED CENTRAL CONTRACTOR REGISTRATION (MAR 1998) (Reference 204.7304) 3. 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (NOV 1999) (Reference 12.301) 4. 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS (FEB 2000) (Reference 12.301) 5. 52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS (MAY 1999) (Reference 12.301) 6. 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVES ORDERS-COMMERCIAL ITEMS (FEB 2000) (Reference 12.301) 7. 252.212-7001 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (SEP 1999) (Reference 212.301) 8. 52.219-14 LIMITATIONS ON SUBCONTRACTING (DEC 1996) (Reference 19.811-3) 9. 252.225-7001 BUY AMERICAN ACT AND BALANCE OF PAYMENTS PROGRAM (MAR 1998) (Reference 225.109) 10. 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER-CENTRAL CONTRACTOR REGISTRATION (MAY 1999) (Reference 32.1110) (End of Section) CCR REGISTRATION Dear Vendor: Effective June 1, 1998,all Department of Defense (DoD) contractors must register in the Department of Defense Central Contractor Registration (CCR) database. Failure to register will result in ineligibility for an award and payment. To register, you must do the following: 1. Obtain a Data Universal Numbering System (DUNS) number from Dun and Bradstreet, if you do not have one already. Individuals and Organizations (including businesses, non-profits, governmental organizations and other government organizations and other groups) can obtain a DUNS number via telephone at (800) 333-0505 (press 3 at the 1st menu option). It is a free service to obtain a DUNS number for the Department of Defense CCR database. 2. Once a DUNS number has been obtained, register in the CCR database via Internet at http://www.ccr2000.com. Print the instructions prior to attempting to register. After your registration on the CCR has been verified and activated, you will receive a Commercial and Government Entity (CAGE) code. Posted 05/05/00 (W-SN451927). (0126)

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