VA DIV OF BIRD HAB CONSRV DUCK STAMP AV

Solicitation / RFP / RFQ

This solicitation (Solicitation Number: 140FS326Q0066) is an invitation for quotes (RFQ) for Audio/Visual & Production Services for the Annual Duck Stamp Art Competition, to be provided to the USFWS Division of Bird Habitat Conservation in Virginia. The government intends to award a Firm-Fixed Price commercial order.

• Audio/Visual Production and Streaming Services.

• Services are for the Duck Stamp Lottery and the USFWS Division of Bird Habitat Conservation.

• The requirement includes a Base Period of twelve (12) months, with up to four (4) option years.

• The previous contract for similar services was awarded for a total of $93,000.00.

• The estimated value for this acquisition is $39.00 Million.

• The period of performance for the base year is anticipated to be from 06/01/2026 to 05/31/2027.

• Option years are anticipated to run from 06/01/2027 through 05/31/2031.

• RFQ Due Date: Friday, May 22, 2026, by 12:00 PM Eastern Time.

• Submission Method: Quotes must be submitted via email to keith_rose@ios.doi.gov.

• Required Documents: Completed SF 1449, Company Information (including SAM.gov Unique Entity Identifier - UEI), Technical Capabilities, Past Performance References (up to three clients), and a detailed Price Quote.

• Evaluation Factors: Offers will be evaluated based on Technical Experience, Technical Approach, Management Plan, Past Performance, and Price. Technical Capabilities and Past Performance combined are considered significantly more important than price.

• This acquisition is a Small Business Set-Aside.

• Offerors must be Registered, Active, and Eligible for All Awards in the System for Award Management (SAM.gov).

• A site visit is not scheduled for this procurement.

• Questions should be submitted via email to keith_rose@fws.gov within the first 48 hours of the solicitation posting.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey form designed to collect information from companies regarding their completed or in-progress contracts and subcontracts. It is intended to help the government assess a bidder's past performance history.

• General Business Information: Requires details such as company name, address, organization date, key personnel, and Unique Entity Identifier (UEI).
• Contracts/Subcontracts Completed or In Progress: This section requires detailed information for up to three contracts, including:
  • Contracting Agency or Company
  • Point of Contact and Telephone Number
  • Contract Number and Amount
  • Project Title and General Scope
  • Bidder's Role (Prime, Joint Venture, Subcontractor) and work performed
  • Description of any subcontracted work
  • Period of Performance, Scheduled/Actual Completion Dates, and Percentage of Work Completed
  • Information on terminations, use of Quality Control and Safety Plans, and any problems encountered and their resolutions.
• Certification of Past Performance Information: A section for certifying the accuracy of the provided information.

Bidders must complete and submit this form accurately to provide evidence of their relevant past performance. The information gathered will be used to evaluate the bidder's capability and experience in performing similar work, which is a critical factor in contract award decisions.

Questions & Answers / Clarifications

This document provides responses to questions submitted by industry regarding the solicitation.

• Scoring Software/Platform: The AV Contractor will develop the software/platform for judging. APIs/documentation will not be available.
• Streaming Platform: YouTube is the only platform permitted for live event streaming due to CC and 508 compliance.
• Internet Responsibility: The Ducks Unlimited Headquarters will provide internet for the first year; the AV Contractor may need to provide it in future years.
• NDI vs. SDI: NDI is not feasible for remote contest locations due to network dependency and potential bandwidth issues. SDI is implied as the preferred method.
• Signal Flow Diagrams: No existing signal flow diagrams from prior years are available.
• Setup Day Access: Venue access for setup is on the Wednesday before the Contest at 10:00 AM, with completion required by 5:00 PM.
• Staging: Staging, tables, chairs, and judges will be provided by USFWS and partners; rigging is not currently required but may be determined later.
• In-Room PA Systems: Handled by Ducks Unlimited for the first Contest, but may be included in this contract for future Contests.
• Pre-produced Content: U.S. Fish and Wildlife will provide all pre-produced content.
• Response Submission: Proposals must be submitted through GSA eBuy only, not via email.
• Proposal Sections: Technical, Past Performance, and Price sections should be provided as separate documents.

The response deadline has been extended to 10:00 AM (Eastern) on Wednesday, May 20th, to allow vendors sufficient time to incorporate updated information.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive audio-visual (AV) services for the Federal Duck Stamp Contest from 2026-2031, ensuring a professional, accessible, and uninterrupted viewing experience for in-person and remote audiences, reflecting the integrity of the judging process and the importance of the Federal Duck Stamp Program.

• Full-scale event production, including contest floor management and integration of judging visuals.

• Provision of clear audio, dynamic visual displays, and real-time content presentation for on-site participants.

• Production and management of a high-quality livestream with multi-camera coverage, live switching, and curated video vignettes.

• Design and implementation of redundant signal paths for all critical video and audio systems.

• Provision of a digital video projection system and closed-circuit monitor distribution.

• Audio system integration for in-room reinforcement and broadcast/streaming.

• Live-streaming capabilities via a dedicated hardware encoder.

• Computerized graphics generation system for real-time graphics and playback.

• Broadcast-quality camera systems and a multi-format video switcher.

• Continuous recording of the program output for archival purposes.

• Onsite streaming encoder for adaptive bitrate streaming and archive recording.

• Integration of additional digital materials provided by the Duck Stamp Office.

• HD-SDI infrastructure (minimum 3G-SDI, 1080p/59.94).

• Graphics system outputting true key/fill via dual synchronized SDI outputs.

• Redundant signal paths for critical video and audio systems.

• Uninterruptible power supply (UPS) for critical systems.

• Digital video projection system with minimum 12,000 ANSI lumens and 7:1 contrast ratio.

• Five professional-grade color monitors for judges, calibrated to Rec. 709 standards.

• Still store and playback system supporting frame-accurate recall and indexed access.

• Computerized character generator integrated with scoring system.

• Synchronization of scoring input with on-screen graphics.

• Continuous recording of program output for archival.

• Consistent audio levels compliant with broadcast loudness standards.

• System removal completed by Friday at 5:00 PM.

• Base year (2026 Contest) with four option years (2027-2031).

• 2026 Contest: September 23 (setup), 24 & 25 (Contest) in Memphis, Tennessee.

• Subsequent contest locations to be decided annually.

• Installation by 4:00 PM Wednesday of contest week; calibration and testing by 9:00 AM Thursday.

• Fixed price service contract.

• Contractor to operate as an independent entity.

• No security certification required for the contractor.

• Mandatory annual pre-event site survey and system design submission.

• Detailed technical plan submission required.

• Travel expenses must comply with federal lodging and per diem limits.

• All deliverables to be provided in agreed-upon resolutions and frame rates (1080p/59.94 unless specified).

• Final product remains property of the U.S. Government (USFWS).

Form / Attachment / Pricing Sheet

This document is a Wage Determination (WD) issued under the Service Contract Act (SCA). It establishes the minimum wage rates and fringe benefits required for various occupations employed in the specified geographic areas. This information is crucial for contractors to ensure compliance with federal labor laws when performing contracts covered by the SCA.

• Geographic Scope: Arkansas (Crittenden County), Mississippi (Benton, De Soto, Marshall Counties), and Tennessee (Fayette, Shelby, Tipton Counties).
• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupation codes, and their minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing, though specific details are not provided in this excerpt.
• Executive Orders: References Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining their applicability and requirements.
• Health & Welfare: Specifies minimum hourly rates for Health & Welfare benefits ($5.55/hour or $5.09/hour under EO 13706).
• Vacation & Holidays: Outlines requirements for paid vacation and holidays based on years of service and specific federal holidays.
• Conformance Process: Details the procedure for requesting additional classifications and wage rates not listed in the determination.

Bidders must review this document to understand the minimum labor costs associated with performing contracts in the specified locations. Failure to comply with these wage and benefit requirements can lead to contract violations. The listed wage rates and fringe benefits are a critical factor in developing accurate and compliant proposals.