Synopsis DACS11Q2156 - OIA Webcast for 2011

Background

The Office of Integrative Activities will conduct a total of three webcasts between April 5, 2011 and December 31, 2011 for approximately 2.5 hours each, at the National Science Foundation headquarters in Arlington, Virginia. This will be a two-way webcast requiring capability to receive and answer questions. The contractor will provide end-to-end Webcast services to support this briefing. The contractor will provide the necessary equipment and personnel to produce, webcast, videotape and will be responsible for providing all equipment and videotaping the briefing at the NSF headquarters.

Webcast Details

• Three live 2.5 hour events with presentations (during the period stated above)
• Secure access to the live webcast through password registration to prevent unauthorized viewers from accessing the video stream.
• Main and backup webcast stream provided to ensure proper access to all viewers during the live event on both Mac and PC platforms.
• Testing of viewer access capabilities during the week prior to the live webcast
• Two camera video production.
• Scheduled IT test one day prior to event.
• PowerPoint slides displayed in synchronization with the video in both the live and archived webcast.
• Live and archived webcast to be captioned to comply with Section 508 requirements.
• Viewed by 1000-1200 NSF simultaneous participantsPrice Evaluation.

Services

1. Video production and recording of the event content with single camera and technicians at NSF. Custom branded event website page design and hosting during the event and as an archive for a minimum of one year following the event.
2. Live webcast recording, compression, encoding and distribution and unlimited on-demand viewing for a minimum of one year following the event.
3. Live IT testing prior to the event day to ensure adequate connectivity and interactivity with the presentation set up, including slide advance configuration.
4. On location set-up at NSF for the webcast will be one day prior to the event.
5. Offer test support beginning sometime during the week prior to the webcast to test the capability of authorized online viewers to be able to access the webcast and test the video stream.
6. Live technical support via phone and email during the entire process including the week prior to testing and for the live and archived hosting term.
7. Video/power point interface for both live and archived event webcasting for power point files received 24 hours prior to each live event.
8. Webcasting captioned video streaming solution to be provided to comply with Section 508 for both live and archived webcast solution.
9. Main (Flash) and backup (Windows Media) webcast stream provided to ensure proper access to all viewers during the live event on both Mac and PC platforms.

Materials and personnel estimated for this project are:

• Materials: 2 cameras (Beta SP or DV Cam) with small switcher, audio board, scando and microphones.
• Personnel: 2 camera people, 1 technical director and 1 audio person, 2 encoders (1 primary and 1 back up) and 1 encoding technician.

The contractor will be required to participate in a meeting or conference call with cognizant NSF staff and technical consultants prior to the event to finalize all arrangements. The contractor will provide two copies of the unedited and edited Webcast in DVD format to NSF.

Offerors should provide three references and three web links to similar webcast services provided in the past.

Technical Evaluation Criteria

1. Quality of the plan to provide the scope of work in accordance with the requirements listed above.
2. Past performance on projects of similar scope and requirements.
3. Satisfaction of identified Section 508 requirements for accessibility and contractors' availability and ability to provide equal or better services compliant with Section 508 for the Webcast.

Price Evaluation

Price will be evaluated for reasonableness and realism.

Selection Criteria

NSF will make a source selection decision based on Best Value. Award will be made to the responsible offeror whose quotation provides the greatest value to the Government after consideration and evaluation of all the factors.

Technical evaluation criteria are significantly more important than price.

Submission of Proposal

Proposals are due no later than 3:00pm, local Washington, D.C. time, April 1, 2011. Proposals are to be e-mailed to Jannele Gosey at jgosey@nsf.gov. No faxes will be accepted.

Point of Contact

Jannele L. Gosey
Contract Specialist
Contracts Branch
Phone: (703) 292-4445
Fax: (703) 292-9140
Email: jgosey@nsf.gov