Solicitation Number: VA247-15-Q-0579 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a COMBINED SYNOPSIS/SOLICITATION for commercial services prepared in accordance with the format in subpart 12.6, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed under FAR 13.1, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. (ii) The solicitation number is VA247-15-Q-0579 and is issued as a Request For Quotation (RFQ) (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-52, November 2, 2011. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This solicitation is issued as a total small business set aside. The North American Industry Classification System (NAICS) code is 515112 and the size standard is $35.5 million. (v) This requirement is for one base year and four option years. Vendors are therefore asked to completed price list for each year (30 day performance period) in their response, and to include a Grand Sum Total for Base year and 4 Option Years. BASE YEAR: 06/01/2015-06/30/2016 Item Description Qty Unit of Unit Total Measures Price Price 001 Ralph H. Johnson VA Medical Center Outreach 1 JB $______ $______ Booth Exhibit Space at each of the five weekly June 2015 Clear Channel Communications "Party in the Park" Summer Concert Series, Including on-air, on-site, and on-line promotional mentions. BASE YEAR TOTAL $_________ OPTION YEAR 1: 06/01/2016-06/30/2017 Item Description Qty Unit of Unit Total Measures Price Price 001 Ralph H. Johnson VA Medical Center Outreach 1 JB $______ $______ Booth Exhibit Space at each of the five weekly June 2015 Clear Channel Communications "Party in the Park" Summer Concert Series, Including on-air, on-site, and on-line promotional mentions. . OPTION YEAR 1 TOTAL $_________ OPTION YEAR 2: 06/01/2017-06/30/2018 Item Description Qty Unit of Unit Total Measures Price Price 001 Ralph H. Johnson VA Medical Center Outreach 1 JB $______ $______ Booth Exhibit Space at each of the five weekly June 2015 Clear Channel Communications "Party in the Park" Summer Concert Series, Including on-air, on-site, and on-line promotional mentions. OPTION YEAR 2 TOTAL $_________ OPTION YEAR 3: 06/01/2018-06/30/2019 Item Description Qty Unit of Unit Total Measures Price Price 001 Ralph H. Johnson VA Medical Center Outreach 1 JB $______ $______ Booth Exhibit Space at each of the five weekly June 2015 Clear Channel Communications "Party in the Park" Summer Concert Series, Including on-air, on-site, and on-line promotional mentions. OPTION YEAR 3 TOTAL $_________ OPTION YEAR 4: 06/01/2019-06/30/2020 Item Description Qty Unit of Unit Total Measures Price Price 001 Ralph H. Johnson VA Medical Center Outreach 1 JB $______ $______ Booth Exhibit Space at each of the five weekly June 2015 Clear Channel Communications "Party in the Park" Summer Concert Series, Including on-air, on-site, and on-line promotional mentions. OPTION YEAR 4 TOTAL $_________ GRAND SUM TOTAL FOR BASE YEAR AND 4 OPTION YEARS $___________ (vi) The following is a detailed description of the requirements for this solicitation: Ralph H. Johnson VA Medical Center Party in the Park Concert Series Outreach Requirements STATEMENT OF WORK FOR REQUIREMENTS CONTRACT: Provide outreach booth exhibit space at each of the weekly events of the Party in the Park concert series hosted by Clear Channel I Heart Radio beginning June 2015. Requirement is for base year plus four option years. The Ralph H. Johnson VA Medical Center Outreach Committee will require an area close to the main stage to be roped off as a military appreciation section. This area will be a designated viewing space open exclusively to Veterans and military personnel (both active and retired). The Outreach Committee will also require space adjacent to the special military viewing area on which to place a VA-branded event tent. This tent will act as the entrance for eligible concert goers wishing to sit in the military appreciation section and will house VA volunteers and outreach specialists who will be in attendance to recruit potential Veteran patients. The VA will require the ability to hand out print and promotional materials within the tent and in/around the military appreciation section. In addition, the VA requires announcements of the military appreciation section in announcements for the Party in the Park concert series on all Clear Channel I Heart Radio stations broadcasting in the greater-Charleston area and similar recognition from the stage during each event. Include 4 option years in contract. REQUIREMENTS: Requires booth space no smaller than 15' x 15' for placement of a VA-branded entrance tent within 65' of stage front. This booth space should be directly adjacent to a roped-off military appreciation seating section that will be accessed exclusively by Veterans and military personnel. The booth space and seating area are required for each of the weekly events of the Party in the Park concert series held every Tuesday in June 2015; request 4 option years for weekly events for month of June or other dates up to 5 per year as determined by vendor booked dates. The Ralph H. Johnson VA Medical Center Outreach Committee will use the event tent to house volunteers and outreach specialists who will be in attendance to reach potential Veteran patients within the target demographic that the country music concerts attract. The Clear Channel Radio families of stations draw 300,000 listeners, which represents more than 43% of the market over the age of 12. The broad scope of content attracts male and female listeners across the age spectrum with a large concentration in the 45 and over crowd. Charleston VAMC is interested Veterans and in people who are currently serving in the military. The contractor will be required to allow the VA to place signage on/outside the entrance tent as well as in/around the seating area. The VA will also require the ability to hand out print and promotional materials within the tent and in/around the military appreciation seating area. The contractor will include the Ralph H. Johnson VA Medical Center in at least: " 50 on-air :30 announcements on WEZL " 50 online :30 announcements on WEZL.com " 40 on-air :30 announcements on WRFQ " 40 online :30 announcements on Q1045.com " 40 on-air :30 announcements on WSC " 40 online :30 announcements on 943WSC.com " 40 on-air :30 announcements on WXLY " 40 online :30 announcements on Y1025.com In addition, the contractor is required to give special recognition to the VA from the stage, identifying the Ralph H. Johnson VA Medical Center military appreciation section, at each of the four events of the concert series. INVOICE: Vendor will invoice within 30 days of event completion. The vendor may submit individual invoices for each of the separate events held during the concert series. EVALUATION CRITERIA: Vendor must demonstrate ability to provide all requirements, including: media announcements to meet or exceed requirements, experience organizing and promoting large-scale outdoor music events that reach target demographics of interest to Ralph H. Johnson VA Medical Center, and executing promotional radio campaigns to meet or exceed advertising goals including market impressions and reach. MARKET RESEARCH: The Party in the Park concert series, presented by Clear Channel Radio, is a free event held each year during the month of June. Various up-and-coming local and national country music performing artists will entertain audiences each Tuesday or other day of each week as determined by vendor dates booked at the Memorial Waterfront Park in Mount Pleasant. The 4th Annual Party in the Park promises to be Charleston's largest outdoor concert series, traditionally attracting around 4,000 participants each week. Clear Channel Radio promotes this event across their four-station radio spectrum in the greater Charleston area as well as online and across several social media platforms. The stations, which include WEZL, WRFQ, WSC, and WXLY, cover a wide range of musical interests (specifically country and classic rock) and information (news talk). Ralph H. Johnson VAMC is particularly interested in reaching the communities that listen to these stations as they align with the target demographics for our Outreach Committee - Veterans of varying ages who have earned benefits through the VA and are not yet enrolled in VA health care. A similar event, Party on the Point, is held during the summer at the Charleston Harbor Resort and Marina on Patriot's Point in Mt. Pleasant. However, these events are typically much smaller, featuring local and regional artists and cover bands, and do not reach the core group of participants that Charleston VAMC would need for maximum impact. The events are also not nearly as well publicized and would not offer wide-scale traditional or social media coverage. -----END OF SOW----- (vii) The estimated Performance Period is as follows: Base Year: 06-01-2015 through 06-30-2016 Option Year One: 06-01-2016 through 06-30-2017 Option Year Two: 06-01-2017 through 06-30-2018 Option Year Three: 06-01-2018 through 06-30-2019 Option Year Four: 06-01-2019 through 06-30-2020 Delivery FOB Destination to Ralph H Johnson, VA Medical Center, 109 Bee Street, Charleston, SC 29403 (viii) 52.212-1 Instructions to Offerors - commercial Items, apply to this solicitation with the following addenda, FAR 52.216-18 Ordering; VAAR 852.236-76 Correspondence; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.270-1 Representatives of Contracting Officers; VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resources (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 applies to this solicitation. The Government anticipates awarding a single contract resulting from this solicitation to the lowest priced technically acceptable offer that conforms to all solicitation requirements. Award without discussions is contemplated and all offerors are encouraged to submit their best offer with their initial submission. Submitted offers shall not exceed 15 single-sided pages and any pages beyond this amount will be removed and not evaluated. To be considered technically acceptable for award each offeror must provide with their submitted quote/offer: 1. Documentation that confirms at least 3 years of satisfactory and relevant experience/past-performance performing the same type and kind of services specified in this solicitation. 2. Documentation that confirms the company is a registered small business in the System for Award Management (SAM) located https:// www.sam.gov (End of Evaluation Criteria) (x) 52.212-3 Offeror Representations and Certifications - Commercial Items- Offeror's are to include a COMPLETED COPY OF PROVISION 52.212-3 WITH THE FAXED AND WRITTEN QUOTE, a copy of the provision may be attained from http://www.arnet.gov/far; if not provided, the offer may not be considered for award. These pages will not be counted against the 15 page limitation of the submitted offer. Alternately, the offeror may submit a statement that their Reps and Certs are visible at SAM.GOV. (xi) 52.212-4 Contract Terms and Conditions - Commercial Items: apply to this solicitation with the following addenda; VAAR 852.203-70 Commercial Advertising, VAAR 852.237-76 Electronic Invoice Submission of Payment Requests. (xii) 52.212-5 Contracts Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; The following FAR clauses identified at paragraph b of FAR 52.212.5 are considered checked and are applicable to this acquisition: 52.219-4, 52.219-8, 52.219-28, 52.219-3, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-39, 52.225-1, 52.232-34, 52.222-41, 52.222-44 Additional Clauses and/or Provisions: 52.217-5 --Evaluation of Options --Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). 52.217-8 -- Option to Extend Services. --The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. 52.217-9 -- Option to Extend the Term of the Contract. -- (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months. The Department of Labor Wage Determination applicable to this requirement is: WD 05-2473 (Rev 17) dated 12/22/2014. Descriptions for the occupations for this requirement and determining the appropriate wage determinations are the responsibility of the contractor, and the offeror is encouraged to coordinate with the Department of Labor in order to determine the appropriate job classifications for this requirement. The Agency assumes no responsibility or liability for a contractor's determination of the appropriate classification. http://www.wdol.gov/sca.aspx (xiii) n/a (xiv) The Defense Priorities and Allocations System (DPAS) is not Applicable to this acquisition (xv) n/a (xvi) QUESTIONS: All questions regarding this solicitation need to be electronically submitted (email) no later than Wednesday, April 28th, 2015 at 1:00 pm EST to Janica Francis-Hunter, NCO 7 Contract Specialist e-mail
[email protected]. The solicitation number must be identified on all submitted questions. No questions received after this date will be answered. (xvii) Site Visit: A site visit is not contemplated at this time. (xviii) QUOTES/OFFERS ARE DUE Monday, May 4th, 2015 at 4:00 pm eastern standard time (EST). Only electronic offers (email) will be accepted. Submit quotes to Janica Francis-Hunter, NCO 7 Contract Specialist e-mail
[email protected]. All offers must include the solicitation number. Quotes/offers received after this date may not be considered for award. Please include the following information in your email subject line: "PARTY IN THE PARK RHJVAMC VA247-15-Q-0579. (xvii) Contact information Contracting Office Address: Network Contracting Office 7-SAO EAST Department of Veterans Affairs 325 Folly Road, Ste 300 Charleston, SC 29412 Place of Performance: Ralph H Johnson VA Medical Center Department of Veterans Affairs Voluntary Service 109 Bee Street Charleston, SC 29401 Primary Point of Contact: Janica Francis-Hunter Contracting Specialist
[email protected] Phone: 843-789-6448 Fax: 843-789-6406