Inactive

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted... This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 541613, (Marketing Consulting Services) with a size standard of 19 million. The Veterans Benefits Administration (VBA) Office of Communications (OC) is seeking to identify any vendor capable of providing satellite and radio media tour production for VBA OC to assist in explaining VBA s recent transformation milestones and how to access Veteran Administration (VA) benefits per the Performance Work Statement below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 11:00am EST, on May 16th, 2024. All responses under this Sources Sought Notice must be emailed to Craig.Harris@va.gov with RFQ # 36C10D24Q0156 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the (service) as listed in Attachment 2 PERFORMANCE WORK STATEMENT) with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the (PWS). Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 PERFORMANCE WORK STATEMENT PERFORMANCE WORK STATEMENT 1. Title of Project: Veterans Benefits Administration (VBA) Office of Communications (OC) Satellite/ Radio Media Tour (SMT/RMT) 2. Scope of Work: The contractor shall provide all resources necessary to perform satellite and radio media tour production for VBA OC to assist in explaining VBA s recent transformation milestones and how to access Veteran Administration (VA) benefits. On camera interview talent will include VBA senior leaders and business line spokespersons and VA success stories. 3. Background: VBA s OC is charged with communicating to a wide variety of stakeholders the changes to VA benefits and services, including transformation milestones, how to access and apply for benefits online and new technology initiatives. In addition to creating key messages for each new initiative and working to promote the benefits offered by each VA business lines, OC works with the Department of Veterans Affairs to create and distribute media materials and work with national media on stories about VA benefits. Satellite and radio media tours have frequently shown to be a successful tool in reaching local markets and national media through live on-air radio and TV interviews, often scheduled in conjunction with a press release or media event. A satellite media tour (SMT) is used to provide spokespersons to local television news broadcasts for live interviews, with multiple live interviews occurring at the same time, on site in D.C. or at the event location. Radio interviews are often booked during the satellite window to create a combo SMT/RMT. 4. Performance Period: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years from date of contract award. 4.1 Recognized Holidays: The contractor is not required to provide support on Federal holidays or weekends unless directed by the Contracting Officer (CO). 5. Type of Contract: VBA OC will award a Firm-Fixed Price contract for this SOW. 6. Place of Performance: The work to be performed under this contract will be in a satellite-equipped television studio in Washington, D.C. B. KICK-OFF MEETING The contractor shall not commence performance on this contract until the CO has conducted a kick-off meeting or has advised the contractor that a kick-off meeting is waived. C. GENERAL REQUIREMENTS 1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and together with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the proposal and detailed project management plan (PMP). 2. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms. 3. Where a written milestone deliverable is required in draft form, the VBA OC will complete their review of the draft deliverable within 10 calendar days from date of receipt. The contractor shall have 10 calendar days to deliver the final deliverable from date of receipt of the government s comments. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Task One - Project Management Plan (PMP) and Briefing: The contractor shall provide a detailed Project Management Plan (PMP) and briefing for the project team, which presents the contractor's plan for completing the project. The contractor's plan shall be responsive to this SOW and describe, in detail, the approach to be used for each aspect of this requirement. The contractor shall keep the PMP up to date throughout the period of performance. Deliverable One: A detailed PMP and briefing. Task Two - Satellite/Radio Media Tour (SMT/RMT): The contractor shall provide SMT/RMT events for VBA OC, each with technological support and pitching services from start to finish. The agency identifies a need for four (4) in-studio SMTs each year with the ability to order more as needed. All SMTs/RMTs consist of half-day interview events held at roughly quarterly frequency with national and regional radio and/or television outlets, primarily targeting the markets with the largest concentration of veterans in the United States and major media markets, for the highest potential reach. Additionally, emphasis should be placed on pitching and securing minority-focused media outlets in markets with high veteran populations. The contractor shall prepare for the VBA OC Satellite Media Tours by gaining an understanding of the topic being discussed. For each SMT/RMT, the Contracting Officer Representative (COR) or project manager (PM) and the contractor shall create a one-page media advisory which will be used when pitching media outlets. The contractor shall provide expert input to the pitching documents to ensure success. The contractor shall then pitch appropriate targeted media outlets, producers and reporters around the country in consultation with VBA OC. The contractor will pitch media outlets with the interview opportunity and provide the one-page media advisory to media outlets. The PM/COR will supply the contractor with all materials conveying an understanding of the subject matter to assist with its pitching, to include imagery for b-roll. The contractor is not expected to develop ancillary written materials such as news releases, fact sheets, Q&A, nor social media content beyond the media advisory material necessary to pitch to media targets. The contractor shall create, edit and package photos, images and video footage into a b-roll package relaying topic-appropriate content ranging from 30-60 seconds for each event and provide them to the booked outlets to use during airings. This includes working with the PM/COR to source VBA OC and VA imagery and having access to a stock photo, image or video library program to supplement imagery. The contractor shall provide VBA OC with SMT schedule and booking updates on a regular basis while preparing for the SMT/RMT. Contractor shall provide all pertinent details to the SMT schedule, which typically consists of 20-25+ interviews, including detailed station information. Interviews are scheduled nearly back-to-back, maximizing the spokesperson s time. See Attachment A for sample schedule. Each event shall consist of no less than 20-25 interviews booked with media markets across the country. Combination SMT/RMTs shall have a minimum of 15 satellite T.V. interviews. The majority of the T.V. interviews shall be scheduled with national or regional stations. The contractor shall include pitching to at least one national outlet for each event and at least one syndicated station with multiple affiliates. All radio pitching shall include pitching to local, regional, large and national markets, including Sirius XM stations and similar platforms and programs. Radio pitching efforts should also include podcasts, to include technical programs, Veteran-focused and general national programs, when applicable. The contractor shall coordinate with PM/COR to schedule event dates, advise on best practices regarding pitching and execution, and create all day-of materials needed for each event. The Contractor shall provide the run-of-show for each event. The Contractor shall track media hits, website airings and links to web stories. The contractor shall provide all day-of event support, technical or otherwise, and remain on site and available throughout the event to ensure success. The contractor shall also inform the PM/COR if any media outlets are unable to accommodate an interview during the schedule and provide media contact information so that the PM/COR and VA can arrange an off-tour interview. The contractor is not expected to develop ancillary written materials such as news releases, fact sheets, Q&A, nor social media content. During each SMT event, one generic canned interview (Q&A style) shall be conducted by the contractor, recorded and provided to VBA OC in high broadcast resolution via disc (e.g., 50 GB XDCAM disc) and via a downloadable link, such as Hightail or similar service provided by the contractor, for products such as videos. VBA OC will provide the contractor with questions for the canned interview. Media event types under this contract: In-studio Combination SMT/RMT (in Washington, D.C.) is the only one type of SMT/RMTs under this contract. As such, the contractor shall provide a pricing structure specifically for in-studio SMT/RMTs. In-Studio Combination SMT/RMTs: The contractor shall secure a studio within the Washington D.C. area from which the satellite media tour will be conducted and arrange all details, including set design, b-roll, and day-of logistics. Number of interviews, run of show, pitching and b-roll support as noted above will be required. The Contractor shall track media hits, website airings and links to web stories. The Contractor shall conduct all media pitching using VBA OC-approved media content and advisories, in preparation for each event. The contractor is responsible for staffing both the studio, satellite and video over internet protocol and other technological capabilities and the control room to ensure a seamless operation on the day of the SMT/RMT event. The contractor shall coordinate a team to ensure technical directors, producers, are in place to ensure video and audio feed are operational. The contractor shall supply makeup artistry for the spokesperson and catering, to include water, coffee, and tea. Deliverable Two: Four (4) SMT/RMT events. For each interview event, the contractor shall be the main coordinator for the event and execute accordingly with minimal assistance from the PM/COR. This includes: Correspondence with VA staff as assigned All media pitching Managing bookings and scheduling B-roll development, packaging and delivery Securing a studio space in downtown Washington, D.C., unless alternate location is mutually agreed upon for all in-person events. In-studio SMTs must include: makeup services for spokesperson a green room for VBA OC team with access to live television feed from the studio Logistics, access, directions and parking information Ongoing support throughout the event Tech-check for spokesperson and VBA OC team before the event Access for VBA OC team to view/listen virtually to all interviews Ongoing support throughout the event An after-action analysis of each event, to include a final report Additional SMT/RMT: The contractor must have the capacity and availability to respond to a crisis communication situation, should one arise. In the event of a crisis, the COR may require the contractor to execute an SMT/RMT event within an appropriate but reasonable response time, as few as 3-7 days, give or take, depending on the nature of the crisis. The contractor shall work with VBA staff to schedule the crisis response event and using best industry practices, pitch and execute the event in the condensed time frame. Any additional SMT/RMTs shall be added through bi-lateral modification at the current period of performance per event cost. Task Three - Preliminary/Final Event Analysis Reports: The after-action analysis shall consist of two reports, a preliminary report and a final report. These after-action reports shall detail the reach of each event, to include viewer demographics, stations (specifically, the cities of each affiliate and feeder station, including local and national stations) and quantitative analysis. The preliminary report shall be provided to the COR via electronic means, no later than seven (7) calendar days after each SMT/RMT event Attachment B. Final report shall provide metrics and appropriate links to or disc of media stories, sample media interview and written executive summary of key messages used during the media interviews, and b-roll. Once the SMT is conducted, the contractor shall track all airplay and usage through Critical Mention or similar service and email follow-up. The contractor shall provide airchecks and all metrics needed to help gauge the success of each SMT including number of interviews conducted, total airplays, estimated publicity value and total impressions. The final report, along with a DVD, shall be provided to the COR no later than 30 days after each SMT/RMT event. The final analysis report for each SMT/RMT event shall contain all (but not limited to) the following information for television, radio interviews, as well as the combined total for all interviews conducted during an event: Event name and background information Interview breakdown location, time, outlet, format, interviewer s name, spokesperson name, live/taped, and station/outlet profile for each scheduled interview. Interviews arranged by audience size Number of interviews Number of station hits Overall estimated impressions Web links to stories and or videos or audio segments posted by the media outlets reflecting their SMT/RMT coverage The DVD shall contain video and audio recordings of the news reports as edited and aired by media. Where references to DVD appear herein, an acceptable alternative is to provide links to a private website or ftp location of such recordings made available for VBA s download. This report and links to interviews are due to the COR via electronic media no later than 30 days after the SMT/RMT event. The web links must connect to a private website or ftp location of such recordings made available for VBA OC s viewing and dissemination. The contractor shall complete the Delivery Date column in Attachment B for each deliverable specified. Deliverable Three: Preliminary and Final Event Analysis Reports. E. SCHEDULE FOR DELIVERABLES 1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified. 2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. 3. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations. F. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. The COR will keep a copy of all changes along with all other products of the project in the COR file. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. G. TRAVEL N/A H. CONFIDENTIALITY AND NONDISCLOSURE 1. The preliminary and final deliverables and all other material deemed relevant by the VA which has been generated by the contractor in the performance of this contract are the exclusive property of the U.S. Government and shall be submitted to the COR at the conclusion of the contract. 2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for response. 3. Press releases, marketing material or any other printed or electronic documentation related to this contract, shall not be publicized without the written approval of the CO. I. ACRONYMS: CO Contracting Officer COR Contracting Officer Representative DVD Digital Video Disc OC Office of Communications PMP Project Management Plan RMT Radio Media Tour SME subject matter expert SMT Satellite Media Tour SOW Statement of Work VA Veteran Administration VBA Veterans Benefits Association