REQUEST_FOR_PROPOSAL_-_1145PC19Q0001.pdf

PC-19-Q-001

REQUEST FOR PROPOSAL

RFQ # 1145PC19Q0001

Brand Central: Digital Asset Management (DAM) System

TABLE OF CONTENTS

SECTION A --- GENERAL SOLICITATION INFORMATION

SECTION B --- SUPPLIES OR SERVICES AND PRICES

SECTION C ---STATEMENT OF WORK (SOW)

3.1.1: SAAS/HUB

3.1.2: SOFTWARE INTEGRATION

3.1.3: PERFORMANCE AND LEVEL OF SERVICE

3.1.4 HOSTING AND COMPLIANCE

3.2 SYSTEM SET-UP/MIGRATION

3.2.1 SET-UP:

3.2.2. PLAN:

3.2.3 MIGRATION:

3.2.3 IMPLEMENTATION (A-F):

3.3 TRAINING AND SUPPORT SERVICES:

3.4. CONTRACT CLOSEOUT PLAN/COORDINATION

3.5.0. SCALABILITY /OPTIONS

SECTION D. --- PACKAGING AND MARKINGS

SECTION E. --- INSPECTION AND ACCEPTANCE

SECTION F. --- DELIVERIES OR PERFORMANCE

SECTION G --- CONTRACT ADMINISTRATION DATA

SECTION H --- SPECIAL CONTRACT REQUIREMENTS

SECTION I ---BPA CLAUSES

SECTION J ---LIST OF EXHIBITS AND ATTACHMENTS

SECTION K --- CONDITIONS AND NOTICES TO OFFERORS CERTIFICATIONS

SECTION L --- INSTRUCTIONS & PROVISIONS

SECTION M --- EVALUATION FACTORS FOR AWARD

SECTION A --- GENERAL SOLICITATION INFORMATION

Request for Quote (RFQ) No. 1145PC19Q0001

Centralized Cloud Brand Asset Management System

Title: Centralized Cloud Brand Asset Management System

Requirement: Provide and maintain a digital asset management system (DAM).

Authority: This acquisition is using the Simplified Acquisition Procedures set forth in the

Federal Acquisitions Regulations (FAR) Part 13.

Estimated Total Award Value: $900,000.00

The National American Industry Classification Code (NAICS): 518210- Data Processing, Hosting, and Related Services.

Issuing Office: Peace Corps, Office of Acquisition and Contract Management, 1111 20th Street, NW, Washington, DC 20526

Type of Agreement: Blanket Purchase Agreement (BPA).

Type of Orders (BPA): Call orders issued under this BPA contract shall be firm fixed-price

(FFP).

Agency Contracts: Michael Olsen, Contract Specialist (CS) molsen2@peacecorps.gov

Kara Stith, Contracting Officer (CO) kstith@peacecorps.gov

RFP Issue Date: 10/09/2018

Questions Due Date: 10/16/2018 (11 am EST)

Proposal Due Date: 10/23/2018 (11 am EST) mailto:kstith@peacecorps.gov

SECTION B --- SUPPLIES OR SERVICES AND PRICES

B.1. Contract Line Item Pricing

The Contractor will be paid in accordance with pricing section of each call order for satisfactory performance of the work. The firm fixed price of each call order may only be increased with the issuance of a contract modification executed by the contracting officer.

B.2. Price Schedule for the BPA

The pricing volume/template (See attachment A) must be filled out on a firm fixed price (FFP) basis. The FFP should pricing should be inclusive of all costs incurred by the contractor including; wages, indirect costs such as fringe, overhead, general and administrative system maintenances expenses, any other indirect costs for labor, and profit.

B.3. Terms of Payment

Peace Corps agrees to pay the Contractor for services and/or supplies provided under each call order under this BPA that has been authorized by the Contracting Officer or an authorized

Ordering Officer and substantiated by invoices, and delivery tickets for each call/order placed under this agreement.

a. In consideration for the supplies/products/services provided directly by the Contractor, Peace Corps agrees to pay the contractor at a price determined in award of the BPA call/order.

b. The Contractor warrants that prices set forth in each call are as low as, or lower than those charged most favored customers for comparable services under similar terms and conditions, in addition to any discounts for prompt payments.

c. All calls/orders issued against this BPA shall be Firm Fixed-Price.

Note 1: If a task is in scope, but not specifically identified and priced in BPA’s Price Schedule, then it must be found fair and reasonable at the call order level.

Note 2: Firm Fixed Pricing represents a one-time cost, i.e. they cannot be set up as a repeating cost e.g. a subscription

Note 3: During the solicitation phase of this acquisition, the offeror may expand the requirements tables in attachment B to propose additional tasks. This note will be removed prior to award, replaced by relevant price data from the finalized pricing volume.

SECTION C. ---STATEMENT OF WORK (SOW)

C.1. Overview

The Peace Corps, an independent federal government agency, was established in 1961 to promote world peace and friendship through the service of American Volunteers abroad. The

Peace Corps is headquartered in Washington, DC, with recruiters nationwide and approximately

65 international locations (“posts”) worldwide. Since President John F. Kennedy established the Peace Corps by executive order on March 1, 1961, more than 220,000 Americans have serviced in 140 host countries.

The Peace Corp’s Office of External Affairs/Office of Communications oversees the Agency’s external communications to the American public (including the oversight of brand and visual identities, tone and messaging, multimedia, etc.). Since each office throughout the agency also interacts with external stakeholders on a regular basis, it can be challenging for the Peace Corps to maintain brand continuity at the national, regional, and global levels, particularly for recruitment and outreach efforts.

The Peace Corps requires a Commercial-off-the-shelf centralized system centralized system for print, digital, and multi-media brand assets as it is essential to coordinate and oversee the materials. Our national and regional recruitment and outreach materials must be consistent, up-to-date and accessible to our multiple users throughout the Peace Corps.

The Peace Corps existing system (referred to as “Brand Central”) is cloud-hosted accessible via

Internet browsers. Peace Corps’ approved browsers are Internet Explorer (IE) and Chrome, however, some users will access the service via their personal devices (including mobile), which may use Safari, Firefox, or other browsers. Users can search, create, build, and customize a wide variety of static assets and templates in the Digital Asset Manager (DAM). The current system also allows for a comprehensive workflow for approving customized templates before final use and restricting what assets and templates can be seen by defined user roles. Users access the service by navigating to our Agency’s public web site, www.peacecorps.gov/brandcentral. This page redirects to Brand Central, our brand digital asset management system.

C.2. Purpose of BPA

The purpose of this BPA is to establish and maintain Peace Corps’ brand asset management with improved scalability. This SaaS solution shall be a commercial, off-the-shelf (COTS)

Digital Asset Management (DAM) system with the ability to add modules and/or customize to meet the needs of the Peace Corps. This includes but is not limited to, cloud hosting, DAM, dynamic templates and design, approval workflows, integrations and all associated technical account services and support as reflected in Section C.3 Description of Agreement.

C.2.1 Description of Agreement (Requirements) http://www.peacecorps.gov/brandcentral

The Contractor shall implement and support the online SaaS solution including the types of services and deliverables listed below in this Section C.3.1. There are five (5) primary service areas listed below, each with sub-bullets. The exact sequence and scheduling of each type of service will be determined at the call order level with designated deliverables.

The broad objectives are to:

Successfully transfer all existing assets and customizable templates from the Peace

Corps’ existing Digital Asset Manager (DAM) platform for immediate use by permission-based end-users. 1,500 users with a minimum of 5-to 10 admin seats. Please provide pricing levels for different amounts of permission-based end-users. If the price varies depending on how much access each user is provided, please explain and detail the pricing differences.

Host the solution for sharing Peace Corps brand-approved advertising, collateral resources, and tools with overseas posts, Regional Recruiting Offices (RRO), programmatic departments, and select Peace Corps partners and stakeholders.

Support the creation of new customizable templates and static assets created by the

Peace Corps and Peace Corps’ advertising and marketing partners for use by permission-based end-users.

Streamline business processes and efficiencies notably for staff at overseas posts and

RROs looking for branded materials, promoting Peace Corps brand cohesiveness and uniformity on all external facing materials.

C.3.0 SOW SERVICES with SUB-BULLETS DELIVERABLES LISTED FROM #1-5.

The types of services performed shall occur in phases based on call orders issued. The sample call order (see Attachment C), will occur in Phase I and include services in Sections C3.1-3.3.

Subsequent call orders shall be issued during options years as reflected below.

Phase/SOW Services Section 3.0-Types of

Services

Timing

Phase 1: BPA and Call Order 1 3.1 – SAAS/DAM

3.2 – System Set-up/Migration

3.3 – Training and

Support Services

At award of BPA

Phases 2-4: Call Orders/C3.3

Training and Service; and 3.5

Options/Scalability

3.3 – Training and

Support Services

3.5 – Options/Scalability

During course of BPA option years

Phase 5: Call Order/C4 Contract

Close

3.4 – Contract Close-out

Plan/Coordination

End of BPA

C.3.1 CONTENT HUB AND BRAND REPOSITORY /DIGITAL ASSET

MANAGEMENT SOLUTION

PHASE 1:

The Contractor shall provide an online solution to serve as the agency’s central location or content hub for brand assets with a management system and user-friendly interface with a minimum of 1 Terabyte (TB) of secure storage.

C.3.1.1: SAAS/DAM

The Contractor shall provide a DAM and all the services associated with its implementation, execution and maintenances. This centralized DAM shall serve as a brand repository for multiple stakeholders to access and use in different capacities. At a minimum, the Contractor shall provide digital asset management services that include templates design, cloud hosting, multi-platform integration, and technical account services required to continue services of a

SaaS brand central management Web application.

Note: See attachment B for a list of requirements to complete with your response

(instructions are provided).

C.3.1.2: SOFTWARE INTEGRATION

Peace Corps has the following standard services in place for hosted solutions and/or SaaS. The

Contractor shall work with Peace Corps to:

1. Integrate the DAM with Peace Corps’ existing Active Directory, multifactor authentication, single sign-on and identity management infrastructure for staff. RSA, ADFS and FIM are standard tools used by Peace Corps.

Note: the Peace Corps currently manages all system to system data integrations using

Microsoft BizTalk with the Enterprise Service Bus (ESB) toolkit installed.

2. To support inbound software integrations from the Contractor to Peace Corps, the Peace

Corps will host a RESTful web service that will accept JSON structured data and command information. Any long running operations will be implemented asynchronously.

3. Integrates Agency hosted systems with the Contractor’s software. The Contractor shall host either a REST‐based or SOAP‐based web service and that data will be structured in either XML or JSON. The Peace Corps will develop any integration required to update the

Contractor’s solution with data from Peace Corps’ systems. The Contractor may propose another method but for informational purposes, this is the technology the Peace Corps uses.

The Contractor shall provide the following:

1. The capability for Single Sign-on for Peace Corps staff. Peace Corps uses ADFS/SAML.

For non-Peace Corps staff, the system shall provide forms sign-on, and adhere to Peace

Corps policy on passwords and protections.

2. Proposed fields and information that would be useful for the system e.g.: Name, Office, Title, Email Address, and Phone Number.

3. Connect to Peacecorps.gov (Django Python; PHP/CSS) to enable staff to seamlessly move an asset from the system to the website.

4. The capability to connect directly to the Peace Corps photo repository, currently, Zenfolio

(and/or any other similar hosting solutions), the back-end location of Peace Corps media library. This repository may be merged into the Contractor’s solution.

5. The capability to print to the Government Printing Office’s FedEx site, in order for staff to send approved files directly from the system to FedEx and pick up the print assets locally.

6. *The ability to share assets with Peace Corps Microsoft Dynamics CRM on premise instance (may move to 365), to enable staff to seamlessly move an asset from the system to the CRM based marketing automation managed solution ClickDimensions.

* Contractor should be able to provide this but it is not mandatory.

C.3.1.3: PERFORMANCE AND LEVEL OF SERVICE

Peace Corps operates in countries where Internet infrastructure may be a challenge. Intermittent latency and poor performance may be expected at our remote locations. The average bandwidth

(April 2018) at our overseas posts is approximately 11Mbps down / 10Mbps up, with some posts performing much lower. The contractor shall state in their quote submissions, features of their systems that may compensate for Peace Corps users in the field with latency and poor bandwidth conditions.

The contractor shall provide the following minimum level of service:

1. Expected 99% availability, outside of planned outages, upgrades, and patching.

2. Standard upgrades and patching to remain on current versions of the Contractor’s software.

3. Notification of patching, upgrades, and other planned outages at least one (1) week in advance, with Peace Corps branded notification to all users.

4. Coordination with Contracting Officer Representative (COR) on planned outages, to ensure dates do not coincide with essential work activities.

5. Provide an account manager and respond to tickets/requests for assistance:

o Within 24 hours for standard requests.

o Within 1 hour for system outages.

6. System monitoring and real-time notification to users for unplanned outages.

C.3.1.4 HOSTING AND COMPLIANCE

The Government will provide the Contractor with access to current database and storage servers, development, staging, and production application servers as necessary to perform the requirements of this deliverable. The Contractor shall provide, as requested by the COR, documentation related to the IT security and infrastructure of all developed/deployed online platform(s), which must show how the platform(s) meet federal IT security mandates (to include

FISMA and FedRAMP controls).

Using the System Registration and Categorization Checklist (SRCC), Peace Corps Security

Policy & Governance in concert with the Peace Corps Brand Central stakeholders determined that the business use of Brand Central is to manage and maintain media intended for public consumption. This is a third party service which does not require an Authority to operate(ATO).

The contractor shall provide:

1. Evidence of compliance with a minimum low impact security baseline in accordance with

FIPS 200.

C.3.2 SYSTEM SET-UP/MIGRATION

The Contractor shall migrate all assets from the current Peace Corps system and set-up the new system infrastructure, user-configurations, tagging and asset management, etc. in order for users to access and leverage this new system with minimal disruption to our operations. This process shall begin immediately following the start of the contract’s first call order’s period of performance and shall be completed within the timeframe specified at the call order level.

C.3.2.1 SET-UP:

The Contactor shall provide a system built-in workflow that allows for asset creation, comments, revisions, and approvals, while also providing flexibility. The contractor shall make the workflow (normal users assigned to select document/regional approver users) and nomenclature available immediately upon system setup.

C.3.2.2. PLAN:

The Contractor shall participate, which may be in-person or virtual, in a project kick-off meeting which will take place during the first possible business day following the contract award. In this kick-off meeting the following non-exhaustive list of topics will be reviewed:

Solution components, features and key integrations.

Security requirements and required documentation.

Key milestones, implementation plans and training schedule shall be confirmed, along with key project staff roles and reporting.

C.3.2.3 MIGRATION:

The Contractor shall receive the transfer of all assets (in use and defunct),—templates (active and inactive) and upload the files for use in the new system. The contractor shall make the migrated assets available for use immediately after the system setup and as needed.

o Formats of assets may include assets whose rights may have expired and cannot be used by users and shared outside of the Peace Corps. These assets should still live on Brand

Central for admin use or for future use by selects users. Current assets are assets without royalty or an expiration date. Examples of assets include approved images; static artwork; and collateral in PDF format, and videos (that are not posted on YouTube).

o Formats of templates may include templates that are inactive or dormant and cannot be accessed by users, but can be accessed by administrators and the vendor. These templates should still live on Brand Central for future use by select users. Current templates are templates available for use by select users – some of which require an approval, and others that do not require an approval from the document/regional approver.

C.3.2.4 IMPLEMENTATION (I-VI):

I. Users and Permissions

1. The system should support up to 1,500 users with a minimum of 5-10 admin seats.

2. The Contractor shall provide direction on how to user groups/roles and their associated permissions.

3. The system shall provide users with the ability to easily move or post assets to social tools.

4. The system shall allow the agency to provide rights and responsibilities, terms and conditions to all users based on user type.

II. Asset Storage

1. The system shall provide a minimum of 1TB of secure storage.

2. The Contractor shall provide the ability for incremental storage when needed. The

Contractor should propose the method of adding storage should Peace Corps exceed any initial storage limitations.

3. The system shall allow for large batch importing of assets by admins with an unlimited amount of uploads within the allowable storage.

4. The system shall allow end-users to upload images with limitations on viewership by other users.

5. The Contractor shall back-up the content and shall propose frequency of back-ups, no less than weekly.

III. Digital Asset Management (DAM)

1. This system shall share content created by the Contractor, advertising agencies, and

Peace Corps Communications staff. At a minimum, the contractor shall provide digital asset management services that include template composition.

2. The system shall support the Peace Corps’ metadata and tags for assets and templates.

3. The contractor shall review metadata and tagging structure and make any recommendations, or share any best practices.

4. The system shall provide a front-end web portal with branding/customization.

5. The system shall optionally accept auto-generated tags and add metadata automatically on import (such as timestamps, geotagging, and similar tags related to the photos or other multimedia).

6. The system shall optionally auto-detect foreign languages for tagging and translations.

7. The system shall optionally support multiple languages and/or the ability to translate assets and customizable templates.

8. The system shall have the ability to automatically update a primary file (for example a photo) that is linked to other galleries or templates.

IV. End-User Experience

The system shall:

1. Allow users to convert asset file types and customizable templates (such as converting a

.jpg to a web-ready file or converting a full-color file to a grey-scale file).

2. Allow users to compress large files for sharing outside of the system.

3. Allow users to crop assets.

4. Support Peace Corps brand-approved font template customization (e.g. color, size, bold/italicize, etc.…) See Peace Corps brand guidelines.

5. Allow users to use a lightbox function (or similar functionality) for the ability to share assets and completed template files with stakeholders that do not have access to the system.

6. Allow end users to upload via mobile and browser assets (e.g., photo) —versus downloading an additional software package.

7. Allow the ability to submit content via a branded web portal—accessible via browser or private link.

8. Optionally allow users to share documents (drafts and final) with other system users.

9. Optimally have an open API.

V. Analytics

1. The Contractor and system shall provide insights, dashboard, and reporting on usage, user, asset, template, or ROI.

https://www.peacecorps.gov/news/brand-guidelines/

2. The system shall allow administrators to customize reporting by usage, user, asset, template, or ROI.

VI. Project Management of Brand Assets

The system shall:

1. Permit routing and workflow of working/in-progress design projects, templates, and assets.

2. Permit collaboration and commenting for project management of templates on the platform between users and admins.

3. Permit collaboration and commenting for project management of templates on the platform between users.

4. Support file management of final design projects, templates, and assets.

5. Provide a customizable and automated workflow.

6. Provide a digital project request and/or creative brief component, along with a related calendar and checklist from beginning to end.

C.3.3 TRAINING AND SUPPORT SERVICES:

The Contractor shall provide training to support the roll-out of the new system for all users based on their role. This includes technical/troubleshooting during on-going use of the system as well as more function/role specific training to acclimate with the system and for on-boarding new staff. The Contractor shall also help facilitate the Peace Corps with training future end-users and administrators of the system. Exact timing of these trainings shall be detailed at the call order level. These Trainings shall include:

1. Niche training for admins, graphic-design teams, and end-users in-person or virtually, along with customized and proprietary training materials for the system.

2. Training materials in a format acceptable to the Peace Corps that can be referred to after implementation (e.g., PDF manuals, online reference materials, etc.) for training new users.

3. Support services on technical/troubleshooting issues for all users during normal business hours, 8a – 5p ET/EST, Monday through Friday. (Please note: for international users, the

Contractor shall have a system for capturing problems and trouble-shooting.)

4. Customer success support to the COR and technical point of contacts on a scheduled basis.

5. Reports and status updates on the system upgrades, usage, and system interruptions on a scheduled basis.

6. A system that hosts customizable FAQs and/or a help guide based on permissions and/or user types.

7. Periodic updates to the COR. Periodic progress updates should be supplemented by meetings, telephone calls, and other notices so that any problems that will impede timely performance may be immediately brought to the attention of the COR.

C.3.4. CONTRACT CLOSEOUT PLAN/COORDINATION

The Contractor shall work with Peace Corps to provide a contract closeout plan and coordinate services as needed to migrate assets to a new system at the end of the BPA. The Contractor shall:

1. Provide an exit plan that outlines the steps and timing to end system use.

2. Provide instruction and assistance with the exporting of assets to the Peace Corps that maintains the integrity of the system and asset usage (e.g., tagging, formatting).

C.3.5. SCALABILITY /OPTIONS

The Contractor shall allow for scalability of the system to adjust to the dynamic needs of the

Peace Corps and wider acceptance of the system. The Contractor shall price and provide the following optional services, particularly if not part of the SaaS solution as described above:

1. Regular updates of the software.

2. Additional administrators and/or users including in international locations.

3. Increase storage as needed beyond the initial level.

4. Optional languages translations incorporated into the system.

5. Additional training sessions.

6. Ability to host and/or expand the Peace Corps photo and video libraries currently housed on platforms such as Zenfolio and YouTube.

7. Ability to add modules that may make the system solution more robust related to task manager functions, workflow and/or permission solution integrations/enhancements).

8. Integrate other modules that work in tandem with the system to make it more robust. For instance, a module for an orderable merchandise hub for all Peace Corps brand-approved promotional/swag/premium items. The Peace Corps envisions a system for permission-based users to search and view available merchandise with actual inventory levels (real-time or manually updated) from our leased warehouse. The transaction would be completed on the system (quantity, color, shipping address, account number, etc.) and the receipt would be sent electronically to the warehouse for fulfillment. System notifications would be sent to the requester as well once the transaction is complete; along with a follow-up notification was the order has been fulfilled and/or shipped. The master admin would manage the inventory/inventory levels, workflow, and any invoicing, if needed.

SECTION D. --- PACKAGING AND MARKINGS

D.1. Packaging

Preservation, packaging, and packing for shipment or mailing of all work delivered hereunder, by other than electronic means, shall be in accordance with best commercial practices and adequate to insure acceptance by common carrier and safe transportation. Services shall be delivered to 1111 20th Street NW, Washington DC, 20526, unless otherwise indicated by the

BPA call order.

D.2. Marking

Each deliverable and/or report shall include at a minimum, the following information:

BPA Contract Number

Call Order Number

COR Name

Date of Delivery

Description of item contained therein; and

Name and address of the Contractor

D.3. Payment of Postage and Fees

All postage and fees related to submitting information including forms, reports, etc. to the

Contracting Officer or COR shall be paid by the Contractor

SECTION E. --- INSPECTION AND ACCEPTANCE

E.1 Inspection/Acceptance

Inspection and acceptance of services to be furnished hereunder shall be performed at place of performance or destination, by the Contracting Officer’s Representative (COR) or his/her designated alternate, in accordance with FAR Clause 52.212-4, Contract Terms and Conditions

– Commercial Items (Alternate I is applicable to time-and-materials or labor-hour task orders).

(a) General quality measures, as set forth below, will be applied to each work product received from the Contractor under this Statement of Work.

Accuracy - Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity - Work Products shall be clear and concise. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative.

Consistency to Requirements - All work products must satisfy the requirements of this

Statement of Work.

(b) File Editing - All text and diagrammatic files shall be editable by the Government.

Format – Unless otherwise indicated at the call order level, work products shall be submitted in hard copy and electronic copy. The electronic copy must be in a format as indicated in the

Deliverables Table or delivery/call order.

SECTION F. --- DELIVERIES OR PERFORMANCE

F.1. Place of Performance

Contractor will work remotely however, may , if convenient, attend meetings at the Peace

Corps’ current Headquarters (HQ) building at 1111 20th Street N W, Washington, D.C. or

Peace Corps’ new HQ location at 1275 First Street, NE, Washington, D.C.

F.2. Period of Performance

(a)The Period of Performance of this Blanket Purchase Agreement (BPA) is as follows:

Contract Year Beginning Ending

Base Year Effective date of Award Twelve months from effective date of award

Option Year 1 Effective date of Option Twelve months from effective date of option

Option Year 2 Effective date of Option Twelve months from effective date of option

Option Year 3 Effective date of Option Twelve months from effective date of option

Option Year 4 Effective date of Option Twelve months from effective date of option

(b) The Government may unilaterally extend the term of this contract, by exercising the option periods following the terms specified in FAR 52.217-9.

(c) The BPA’s base and option years combine to create a potential 5 year period of performance

(PoP).

F.3. Period of Performance for Orders

Call Orders issued from this BPA will have their own independent Periods of Performances

(PoPs). PoPs for individual call orders can extend beyond the expiration date of the BPA in accordance with FAR 52.216-22. This means a Call Order with a one year PoP can be awarded up to the last day before the BPA’s PoP expires.

F.4. Report/Deliverable Requirements

(a) The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with Peace Corps Standard Workstation

Operating System, currently Microsoft Office ©. All Call Order deliverables under this contract must include the following information at a minimum:

BPA Contract Number

Call Order Number

COR Name

Date of Delivery

Description of item contained therein; and

Name and address of the Contractor

(b) Pickup and delivery of items for Call Orders under this BPA shall be accomplished

Monday through Friday, between the hours of 7:00 am to 5:00 pm ET. These parameters can be adjusted by mutual agreement between the Contracting Officer and the contractor. These adjustments however, shall not allow deliveries on Saturdays, Sundays, and days of government closure or Federal legal holidays found at:

http://www.opm.gov/operating_status_schedules.

F.5. Notice to the Government of Delays

In the event the Contractor encounters difficulty in meeting performance requirements, or when the Contractor anticipates difficulty in complying with the BPA or call order delivery schedule or completion date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract or subsequent order, the Contractor shall immediately notify the Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this data shall be informational only in character and that this clause shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

SECTION G --- CONTRACT ADMINISTRATION DATA

G.1. Contracting Officer Authority

The Contracting Officer (CO) is the only person authorized to make or approve changes to any of the requirements of this contact, and, notwithstanding provisions contained elsewhere in this contract the said authority remains solely the CO. The Contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the CO or is pursuant to specific authority otherwise included as part of this contract. In the event the Contractor effects any change at the direction of any person other than the CO, the change will be considered to be unauthorized.

All correspondence concerning matters related to this contract shall be addressed to either the

CO or the Contract Specialist (CS) listed below:

Contracting Officer

Peace Corps Headquarters

Office of the Chief Financial Officer (OCFO)

Acquisition and Contract Management (ACM)

ATTN: Kara Stith, Contracting Officer

1111 20th Street, NW, Room 4434

Washington, DC 20526

Telephone: 202-692- 1624

Email: kstith@peacecorps.gov

Contract Specialist

Peace Corps Headquarters mailto:kstith@peacecorps.gov

OCFO/ACM

ATTN: Michael Olsen, Contract Specialist

1111 20th Street, NW, Room 4424

Washington, DC 20526

Telephone: 202-692-1418

Email: molsen2@peacecorps.gov

G.2. Contracting Officer’s Representative

The COR supports and assists the CO in the technical monitoring and administration of this contract. The COR will monitor the Contractor’s technical compliance and progress relative to this contract. Technical direction is defined as direction to the Contractor which fills in details, suggests possible lines of inquiry, or otherwise supplements the scope of work. Technical direction must be confined to the general scope of work of the contract and shall not constitute a new assignment, nor supersede or modify any terms or conditions under the contract. Changes to the contract will be in writing and can only be issued by the CO. The COR is NOT authorized to re-delegate his or her authority.

All correspondence concerning technical matters related to this order shall be addressed to the

COR:

TBD Contracting Officer Representative

Peace Corps Headquarters

Office of Communications EA/COMMS

1111 20th Street, NW, Washington, DC 20526

Telephone: 202-692-xxx

Email: xx

G.3. Contractor Representative ( to be fil-out after award).

The Contractor’s representative shall be responsible for all administration issues under this order and shall act as the central point of contact with the Government for all such issues pertaining to this order. The representative shall have full authority to act for the Contractor in all matters as it relates to this order. The representative shall be able to fluently read, write, and speak the English language. The Contractor’s representative to be contacted for all matters under this order is:

Name:

Telephone:

Mailing Address:

E-mail:

G.4 Invoicing Procedures mailto:molsen2@peacecorps.gov

The Contractor must submit a separate invoice for each task order issued under this contract.

The Contractor shall submit proper invoices no more frequently than monthly in arrears.

Invoices shall be submitted to the Office of Global Accounts Payable (OGAP) via email at gapdomesticinvoice@peacecorps.gov with a copy to the COR.

For questions regarding payments, please send an email inquiry, including the invoice number, BPA and Call Order number, billed amount and date sent to disbursing@peacecorps.gov.

G.4.1. Invoice Information

The invoice shall include, but not be limited to, the following information:

(1) Name and address of the Contractor

(2) Invoice date and invoice number

(3) Period of performance covered by the invoice

(4) Contract number and Call Order Number

(5) Shipping and payment terms, if any

(6) EFT account/payment information (see below)

(7) Costs incurred under the current voucher or costs incurred to date (cumulative)

(8) Signature of the Contractor’s authorized representative

(9) Contractor’s Tax Identification Number (TIN)

G.4.2. Invoice Certification

Upon receipt of the invoices, the Peace Corps will check the invoices for correctness and appropriateness of the charges and will ensure that chargeable items appearing on the invoices have been formally accepted by the Peace Corps. In the event that the Peace Corps discovers any discrepancies in the invoice, the Peace Corps Contracting Officer and Contracting Officer

Representative (COR) will, in addition to following the requirements of the Prompt Payment

Act, take steps necessary to resolve the discrepancies with the Contractor.

G.4.3 Invoice Payment

For the purposes of this subsection, “invoice payment” is a Government disbursement of moneys to the Contractor under this BPA for products and/or services which are formally accepted by the Government. Invoices are payable in accordance with the requirements of the

Prompt Payment Act. Payment will be considered as being made on the day of the electronic funds transfer is made.

G.4.4. Invoice Requirements

Invoices shall be submitted in accordance with FAR 52.212-4(g) or FAR 52.212-4. In the event of an inconsistency between the provisions of this contract and the Contractor’s invoice, the provisions of this contract shall take precedence.

mailto:gapdomesticinvoice@peacecorps.gov mailto:disbursing@peacecorps.gov

G.4.5. Withholding of Contract Payments

Notwithstanding any other payment provision of this contract, failure of the Contractor to submit required reports when due, or failure to perform or deliver required services/supplies may result in the withholding of payments under this contract. Payments may be withheld unless such failure arises out of circumstances beyond the Contractor’s control and without fault or negligence on the part of the Contractor, as provided for in the relevant contract clauses. The Peace Corps will promptly notify the Contractor of its intention to withhold payment of any voucher or invoice in full; however, if only a portion(s) of the invoice are being withheld, then the voucher may be processed without notification to the Contractor to prevent delay in

G.4.6 Call Order Close Out

The Contractor shall submit a final invoice within forty-five (45) calendar days after the end of the Performance Period for each call order issued. After the final invoice has been paid the

Contractor shall furnish a completed and signed Release of Claims to the Contracting Officer.

This release of claims is due within fifteen (15) calendar days of final payment.

G.5. Ordering Procedures

Ordering services under this contract shall be accomplished by the issuance of written Call

Orders specifying the types of supplies and/or services being ordered. The only office authorized to process task orders through the contract is Peace Corps, Office of the Chief

Financial Officer (OCFO), Acquisition and Contract Management (ACM) by a warranted

Contracting Officer.

G.5.1 Call Order Procedures

All orders issued hereunder are subject to the terms and conditions of this contract. This contract shall control in the event of conflict with any task order.

The general process for individual orders is as follows:

a) The Contractor will be provided with a description of the work to be performed

(i.e. Statement of Work (SOW), Performance Work Statement (PWS), or

Statement of Objectives (SOO)), schedule of deliverables, performance period, and other additional instructions as needed for each individual order to be issued under this contract.

b) Solicitations shall only be issued to the Contractor by the Contracting Office and will be issued via e-mail and may include special provisions or instructions that are particular to that order.

c) The Contractor shall respond to the solicitation addressing all areas of the requirement within the specified time period. The Contractor shall adhere to the ceiling rates established in the contract. The Contractor(s) shall provide a breakdown of other direct costs, if applicable. No separate payment will be made to the contractor for the cost to prepare, submit and/or negotiate an order.

d) The Government will evaluate orders based on the evaluation criteria specified in the solicitation for each order. The Government may consider the proposed level of effort and labor mix to perform a specific service being ordered, and for determining that the total price is fair and reasonable through appropriate cost/price analysis techniques. If the Contracting Officer cannot determine price reasonableness, the Contracting Officer will require submission of information in sufficient detail in order to make such determination. The Government reserves negotiate for lower pricing for specific call orders.

G.6. Quarterly Report

The Contractor shall submit a quarterly report to the Contracting Officer and COR. This report shall be prepared on a quarterly basis and submitted by the 7th of the first month of the quarter following the preceding reporting period. Each report shall be submitted electronically via

Microsoft compatible email attachment and at a minimum a chronological summary of all call orders issued under this contract, to include: call order number, brief description of supplies/services, award date, award amount, a brief summary of work completed during the performance period. As appropriate, the report shall also include any additional information – including findings and recommendations – that may assist the Government under this contract.

SECTION H --- SPECIAL CONTRACT REQUIREMENTS

H.1. Government –Furnished Property

Government-Furnished Property, if any, will be identified in individual Call Order as appropriate.

H.2. Use of Peace Corps Name and Logo

The Contractor shall make no publicity announcements or issue other public relations or promotional materials mentioning the Contractor’s connection with Peace Corps without first consulting with the CO. The Contractor shall not provide to other entities, access to the brand management asset system/DAM without authorization from Peace Corps; this includes and is not limited to: demos for sales, promotional purposes, awards, etc. Further the Contractor shall not use the Peace Corps name and/or logo in conjunction with, or proximity to, the Contractor’s logo, trademark, trade name or facsimile thereof (co-branding) without the advance written concurrence of the CO.

H.4. Restriction on Advertising

The Contractor shall not refer to this contract in commercial advertising or similar promotions in such a manner as to state or imply that the product or service provided is endorsed or preferred by the Peace Corps, or any other element of the Federal Government, or is considered by these entities to be superior to other products or services. Any advertisement by the

Contractor shall contain the following statement: “This advertisement is neither paid for nor sponsored, in whole or in part, by any element of the United States Government.”

H.5. Section 508 Electronic and Information Technology (EIT) Standards

The Section 508 standards established by the Architectural and Transportation Barriers

Compliance Board (Access Board) are incorporated into, and made part of all the Peace Corps solicitations, orders, and contracts developed to procure Electronic and Information Technology

(EIT). These standards are found in their entirety at: http://www.section508.gov and http://www.access-board.gov/sec508/standards.htm. A printed copy of the standards will be supplied upon request. The Contractor shall comply with the following technical standards as applicable:

§ 1194.21 Software applications and operating systems

§ 1194.22 Web-based intranet and internet information and applications

§ 1194.23 Telecommunications products

§ 1194.24 Video and multimedia products

§ 1194.25 Self-contained, closed products

§ 1194.26 Desktop and portable computers

§ 1194.31 Functional Performance Criteria

§ 1194.41 Information, Documentation, and Support

H.6 Data and Digital Asset Rights

(a) The definition of “unlimited rights” is contained in Federal Acquisition Regulation (FAR)

27.401, “Definitions.” FAR clause 52.227-14 “Rights in Data-General” (May 2014), is hereby incorporated by reference and made a part of this contract.

(b) Government Furnished Data and Digital Assets. The Peace Corps shall retain all rights and privileges, including those of patent and copyright, to all Government furnished data and digital assets/content (e.g., photos, print materials/collateral, presentations, videos). The Contractor shall neither retain nor reproduce for private or commercial use any data, digital assets or other materials furnished under this contract or become part of the brand management system/DAM.

The Contractor agrees not to assert any rights at common law or in equity or establish any claim to statutory copyright in such data, digital assets and/or materials. These rights are not exclusive and are in addition to any other rights and remedies to which the Government is otherwise entitled elsewhere in this contract.

(c) Contractor Produced Data, Digital Assets and Materials. All property rights, including publication rights, in the information and materials, including any digital assets, produced by the Contractor in connection with this contract shall vest in the Government.

H.7. Data/Digital Asset Archiving, Restoration, and Ownership

In accordance with the Federal Acquisition Regulations, the Peace Corps will have unlimited rights to and ownership of all data and digital assets first produced in the performance of this contract including all form, fit and function data; meta data; configurations; customizations;

applicable source code; custom developed code; reports; recommendations; briefings; work plans, templates, digital assets and products, and all other deliverables. This includes the deliverables and data/digital assets first produced under the basic contract and options exercised by the CO, any additional deliverables and as required by contract modification. The definition of “unlimited rights” and other pertinent terms used in this clause are contained in “Definitions” under FAR 27.401 and FAR 52.227-14(a). FAR 52.227-17 “Rights in Data – Special Works

(Dec 2007)” is hereby incorporated by reference.

H.8. Privacy Act

The Contractor, in the course of performing this requirement, will be the custodian of, and therefore inherently will have access to, personally identifiable information (PII) and files protected under the Privacy Act. Such information shall be kept secure whether it is in electronic or paper form. Privacy Act systems of records include paper & electronic records that the Peace Corps control, and/or which are collected for the Peace Corps. Such records contain personal information about individuals which are accessed by name or any other personal identifier. The Contractor shall treat any material or records that contain personal information on an individual, whether filed in a system of records or any other Agency file, in a confidential manner. There are penalties under the Privacy Act if information is improperly disclosed.

H.9. Breach of Information Notification Requirement

In accordance with the Peace Corps’ Manual Section 899, Breach Notification Response Plan, the Contractor shall provide notification of a suspected or known breach promptly (within 4 hours) by calling the Peace Corps’ Domestic Services Help Desk at 1-202-692-1000.

A breach and/or incident means the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar term referring to situations where persons other than authorized users and for other than authorized purposes have access or potential access to Personally Identifiable Information (PII) or Covered Information, whether physical or electronic. The Peace Corps’ Manual Section 899 will be incorporated into the resulting contract to provide the definitions of PII and Covered Information. If a suspected or known breach occurs, the Contractor shall work with and provide necessary information, as requested, to the Peace Corps’ Response Team who will respond to the notification.

H.10. Prohibition Against Personal Services

The Contractor shall not perform personal services under this contract. Contractor personnel are employees of the Contractor or its subcontractors and are under the administrative control and supervision of the Contractor. A Contractor supervisor must give all individual Contractor employee assignments and daily work direction. The Government will not supervise or direct

Contractor employees in the performance of their assignments. If at any time the Contractor believes that any Government action or communication has been given that would create a personal service relationship between the Government and any Contractor employee, the contractor shall promptly notify the Contracting Officer of this communication or action. The

Contractor shall not perform any inherently-governmental functions under this contract. No

Contractor employee shall represent or give the appearance that he/she is a Government employee, agent or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. The Contractor is responsible for ensuring that all employees assigned to this contract understand and are committed to following these requirements.

H.11. Restriction Against Disclosure

(a) The Contractor agrees, in the performance of this contract, to keep the information furnished by the Government or acquired/developed by the Contractor in performance of the contract and designated by the Contracting Officer or COR, in the strictest confidence. The

Contractor also agrees not to publish or otherwise divulge such information, in whole or in part, in any manner or form, nor to authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to such information while in the

Contractor´s possession, to those employees needing such information to perform the work described herein, i.e., on a "need to know" basis. The Contractor agrees to immediately notify the Contracting Officer in writing in the event that the Contractor determines or has reason to suspect a breach of this requirement has occurred.

(b) The Contractor agrees that it will not disclose any information described in subsection

(a) to any person unless prior written approval is obtained from the Contracting

Officer. The Contractor agrees to insert the substance of this clause in any consultant agreement or subcontract hereunder.

H.12. Compliance with Federal, State, Local, and Foreign Requirements

The Contractor shall comply with all applicable laws, rules and regulations, which deal with or relate to performance in accordance with the terms of the contract. The Contractor shall comply with all applicable state insurance and license requirements necessary for performance under this contract. The Contractor may also be required to comply with foreign laws. In addition to the insurance and license requirements, the Contractor, consultants, and providers shall obtain and maintain all other permits, licenses, etc., that may be required to perform the services set forth in this contract.

H.13. Organizational Conflict of Interest

a. The…