2017-N-18051_Attachment_J6_Task_Order_A.pdf

ATTACHMENT J.6

REQUEST FOR TASK ORDER PROPOSAL (RFTOP): A

RAPID COMMUNICATIONS SERVICES AND SUPPORT FOR SUDDEN AND ONGOING ENVIRONMENTAL HEALTH

URGENT AND EMERGING ISSUES TECHNICAL ASSISTANCE SUPPORT

Section B - Supplies Or Services and Prices/Costs

ITEM SUPPLIES/SERVICES QUANTITY

UNIT

PRICE

NOT TO

EXCEED

Professional Services for the project entitled, “Communication Support and Social Media Technical Assistance Support” in accordance with the Performance Work Statement as set forth in Section C.

Inspection/Acceptance: Destination

F.O.B. Destination

Performance Period: Award effective date and 18 months thereafter.

1 JOB

B.2 Type of task order

The Government contemplates award of a Time-and-Material Task Order.

B.3 Line(s) of Accounting: TBD

B.4 CDC37.0001 Non-Personal Services (April 2013)

(a) Personal services shall not be performed under this task order contract. Although the Government may provide sporadic or occasional instructions within the scope of the task order contract, the Contractor is responsible for control and supervision of its employees. If the Contractor (including its employees) believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

(b) The contractor shall comply with, and ensure their employees and subcontractors comply with, CDC Policy titled “Identification of Contractors' Employees and Safeguarding Government Information.” No Contractor employee shall hold him or herself out to be 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. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. . The contractor is limited to performing the services identified in the contract statement of work and shall not interpret any communication with anyone as a permissible change in contract scope or as authorization to perform work not described in the contract. All contract changes will be incorporated by a modification signed by the Contracting Officer.

(c) The Contractor shall ensure that all of its employees and subcontractor employees working on this contract are informed of the substance of this clause. The Contractor agrees that this is a non-personal services contract; and that for all the purposes of the contract, the Contractor is not, nor shall it hold itself out to be an agent or partner of, or joint venture with, the Government. The Contractor shall notify its employees that they shall neither supervise nor accept supervision from Government employees. The substance of this clause shall be included in all subcontracts at any tier.

(d) Nothing in this clause shall limit the Government's rights in any way under any other provision of the contract, including those related to the Government's right to inspect and accept or reject the services performed under this contract.

(End of Clause)

B.5 Service Definition (Check One)

Severable Service Non-Severable Service

SECTION C - STATEMENT OF WORK

Task Order No. A

Title of Project: Communication Support and Social Media Technical Assistance Support

C.1 Background and Need

The mission of the Centers for Disease Control and Prevention (CDC), National Center for Environmental Health (NCEH) is to promote health and quality of life by preventing or controlling those diseases or deaths that result from interactions between people and their environment. The mission of the Agency for Toxic Substances and Disease Registry (ATSDR) is to serve the public by using the best science, taking responsive public health actions, and providing trusted health information to prevent harmful exposures and disease related to toxic substances.

The CDCNCEH/ATSDR Office of Communication (OC) conducts communication activities in communities throughout the nation. The NCEH/ATSDR OC assists the center’s scientists, investigators, and other division staff in communicating specific health and other site-related information to communities affected by hazardous substances. The OC uses a wide range of strategies and communication tools to reach community members, leaders, policy makers, and the news media with important messages.

C.2 Project Objectives

To procure assistance in selected health communications tasks, to increase OC capacity to respond to both ongoing and sudden or emerging issues in environmental health, and to help NCEH/ATSDR staff communicate environmental health science clearly and effectively.

C.3 Scope of Work

The Contractor shall provide all necessary personnel, labor, facilities, equipment, materials, supplies, supervision, and other incidentals to provide the required expertise to enhance the capacity of the NCEH/ATSDR OC to provide communication services and support, and to produce and distribute communication messages and materials on selected NCEH/ATSDR topics and issues. The contractor must have the expertise to deliver the requirements and tasks as detailed below in the technical requirements.

C.4 Technical Requirements

These four tasks are not necessarily sequential; some may occur simultaneously. In performance of this task order, the Contractor shall:

Task 1: Planning and Reporting Meet with the COR and NCEH/ATSDR staff within 3 weeks of award to discuss details of the task order, methodology, and timeline. The contractor shall hold additional periodic meetings with NCEH/ATSDR staff as directed by the COR to keep key personnel updated on progress and a timely accounting of expenditures and milestones. The Contract shall submit meeting summary notes for each meeting during the course of this task order to the COR within 3 days after the event.

Task 2: Communication Support Products Deliver the following communication products and support during the period of performance. Actual delivery dates and content shall be determined by the COR based on current sudden requirements and necessary urgent support.

The following shall be delivered by the contractor as requested by the COR:

Five infographics, including an annual infographic (1 for ATSDR; 1 for NCEH) that highlights accomplishments, people served, etc.

Atlanta-based post production support and editing for one short information video, not to exceed five minutes in length.

Five key messages, success stories, or questions & answers (Q&A). For example, the contractor shall develop key messages for asbestos-related prevention communication, reworking or tailoring core messages developed by NCEH/ATSDR health scientists.

Five messages (e.g., letters, social media, e-mails, or other channels) to target populations.

Five fact sheets or backgrounders based on content provided by NCEH/ATSDR OC.

Three news releases or other media materials. The contractor shall assist with developing materials such as drafting press releases and media alerts for review and approval by OC and CIO staff. The contractor shall submit additional press materials as needed for clearance by times needed according to protocol.

One audio news release.

Three other specialized outreach products, as determined by the COR. Samples could include web buttons and graphic representations.

Communications training. The contractor shall deliver communication training sessions for CDC staff). Primary topics will include 1 spokesperson training classes, 1 risk communication training, and 1 clear writing training.

Three communication and outreach plans.

Task 3: Social Media Assess current NCEH/ATSDR messaging and develop a communication plan and samples for establishing an NCEH/ATSDR identity and presence in the following social media outlets:

Twitter o In-depth audience analysis of our Twitter followers and suggestions for how to increase effectiveness of the platform (e.g., what’s the level of engagement our followers have with our account, and where do we get the most engagement?)

o The contractor shall develop 10 environmental health images/graphics as directed by the COR.

Task 4: Final Report Create a final report that details all of the planning and communication activities conducted. Provide recommendations how to maintain current activities, and recommendations on how to improve and build upon what has been started.

C.5 Reporting Schedule

MONTHLY PROGRESS REPORT: The contractor shall deliver a monthly report (on the first working day of each month) to the COR noting progress and activity for the prior 30 days and planned activities for the upcoming 30 days.

C.6 Special Considerations

Contractor performance and resulting deliverables must adhere to all federal, HHS, and CDC IT security and privacy policies, standards and procedures.

Privacy Act While the Privacy Act is not applicable, the appropriate security controls and Rules of Behavior should be incorporated to protect the confidentiality of information, proprietary, sensitive, and Personally Identifiable Information (PII) the Contractor may come in contact with during the performance of this contract. In addition to the non-disclosure agreement, the Contractor shall establish and follow the security precautions considered by the CDC to be necessary to ensure proper and confidential handling of data and information.

Electronic and Information Technology Accessibility Notice

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards.

Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/sec508/standards.htm.

(c) The Section 508 accessibility standards applicable to this contract are: 1194.21, .22, .24, .31, and .41.

In order to facilitate the Government's determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and documentation detail - whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://hhs.gov/web/508.

In order to facilitate the Government's determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

http://www.hhs.gov/web/508 http://www.access-board.gov/sec508/standards.htm http://hhs.gov/web/508

C.7 Government Furnished Property

None.

C.8 Period of Performance 18 months after task order award effective date.

C.9 Place of Performance Contractor’s facility

C.10 Deliverables The Contractor shall deliver, within the time frames specified, items 1 through 7 to the COR at the address shown in Section G. The contractor shall also deliver a copy of items 2 and 3 to the Contracting Officer (CO) at the address shown in Section G. Specific reporting requirements will be discussed during the initial kick-off meeting and/or addressed individually.

All deliverables may be submitted electronically unless specified elsewhere:

Item No. Task Deliverable Recipient Completion Date

1 1 Meeting summary notes

COR Within 3 days after the event and thereafter

2 Section

C.5

Monthly progress reports COR and CO To be delivered on the first working day of each month and thereafter

3 4 Final report COR and CO Complete 17 months after task order award effective date

4 2 Communication support products

COR As needed, completed 18 months after award date

5 3 Social media/Twitter communication plan

COR Within 2 months after award date

6 3 10 Twitter images/graphics COR Within 12 months of award date

Section G: Contract/Task Order Administration Data

G.1 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

NAME TBD

CDC/ONDIEH/NCEH

Chamblee Campus, Bldg. 106

EMAIL:

PHONE:

G.2 CONTRACTING OFFICER (CO)

NAME: Betty Vannoy

CDC/OCOO/OFR/OAS

University Office Park, Colgate Bldg., MS K-69 EMAIL: bbv9@cdc.gov

PHONE: 770-488-2891

mailto:bbv9@cdc.gov

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

SECTION L: INSTRUCTIONS FOR PREPARING FOR A TIME-AND-MATERIAL TASK ORDER

The Agency is issuing this competitive RFTOP under the RAPID COMMUNICATIONS SERVICES AND

SUPPORT FOR SUDDEN AND ONGOING ENVIRONMENTAL HEALTH URGENT AND

EMERGING ISSUES TECHNICAL ASSISTANCE SUPPORT program for the purpose of entering into a

Task Order. The Agency will conduct this acquisition using Subpart 15 under the Federal Acquisition Regulation.

Offerors are required to submit both a written Technical Proposal (Volume 1, Section 2.2) and a Business Proposal

(Volume 2).

QUESTIONS

REFER TO THE SOLICITATION, SECTION L FOR DETAILS.

SUBMISSION REQUIREMENTS

REFER TO THE SOLICITATION, SECTION L FOR DETAILS

INSTRUCTIONS FOR TASK ORDER TECHNICAL PROPOSAL:

FORMATTING

Page size 8.5 by 11 inches with 1 inch margins. Paragraphs single spaced. Minimum font size/style 12 point Times New

Roman font for Text, 9 point font in the Arial family for Tables, and 8 point font in the Arial family for Graphics. Tables and graphics may be landscape; all other text must be portrait.

If the offeror uses a different format (font size, margin, etc.), the government reserves the right to adjust the proposal to fit the parameters of the format as stated in the RFTOP, and if this results in the proposal exceeding the page limitations in any one area, the government will not consider those excess pages.

TECHNICAL PROPOSAL PAGE LIMITATION: 10 pages. Resumes and appendices count toward the 10 page limit.

The proposal shall demonstrate that the offeror’s plan to accomplish the effort is feasible, efficient, and effective, including recognition of potential performance difficulties/risks and appropriateness and soundness of proposed solutions.

The following evaluation criteria will be used to evaluate the technical proposals:

SubFactor No. 1: Technical Approach:

Contractors shall provide a discussion of their technical approach for providing the services required for this task order. This discussion shall be in the contractor’s own words; not simply a regurgitation of the requirements listed.

SubFactor No. 2: Similar Experience:

Provide information reflecting the contractor’s organizational capacity for projects similar in complexity and scope.

Demonstrate experience with projects in public health communication, plain language/clear writing, and environmental health.

SubFactor No. 3: Recommendations:

Contractors are to provide ideas and/or suggestions about creative and/or innovative ways to accomplish either the processes or products described in this task.

SubFactor No. 4: Management Plan:

Contractors shall provide a management plan that describes their approach for managing the work outlined in this task order by demonstrating their understanding of the labor requirements listed in this RFTOP. Contractors shall provide

(1) a detailed description of how conflicts are managed; (2) a plan to ensure client satisfaction; and (3) a measurement of fiscal responsibility and accountability paying particular attention to the deliverable timeline in this task order.

SubFactor No. 5: Staffing Plan:

Contractors shall provide a detailed statement of staffing proposed for this task order, including (1) resumes from key personnel (limited to 5 pages (total)) outlining the credentials and background of key management, professional, and technical personnel to be used for this task order, including the percent time on this and other projects; (2) a detailed plan that describes current staff available for this task order and how the team will interface with CDC, as well as descriptions of methods used to recruit professional and technical staff as workloads increase, and/or emergencies or staff turnovers occur; and (3) a clear delineation of staff authorities and line of responsibility with special emphasis on relationships with subcontractors, other Contractors, and CDC partners.

BUSIENESS PROPOSAL (VOLUME 2) NO PAGE LIMITATION

Your cost proposal shall be a separate volume from your technical proposal. The cost proposal is to be submitted as a

Time-and-Material proposal.

Your business proposal should be based on your Labor Rate Schedule (Attachment J4), utilizing any and all discounts.

The Offeror must identify the labor category(s) to be utilized for this effort, a description of the skills and experience per category, and the hourly rate(s) proposed, and any other proposed associated costs, for calculating the proposed cost for this effort. Subcontractor rate information shall also be included, if applicable. List all other direct costs necessary for the performance of this task order.

In addition to the above, the price proposals shall include the following:

(a) A completed copy of Section B (Supplies or Services and Prices/Costs)

When preparing the business proposal, the contractor shall provide a matrix that’s lists the required each individual task

(total 4) in the technical proposal, the labor required for each task (position title, # of hours, hourly rate, total labor cost), and any other non-labor costs. The combined totals for all 4 tasks shall match the overall total cost as determined by the contractor in their proposal. This is in addition to any other instructions and business proposal guidelines provided in the

Solicitation.

ESTIMATED LEVEL OF EFFORT: The following is a level of effort estimate. This is only an estimate. Offerors are advised to carefully review the requirement in deriving the level of effort they believe necessary in providing their best value proposal. You are not bound to quote these labor categories or quantities, rather you are expected to provide your best solution citing the labor mix and quantity required to accomplish the tasks.

The Government considers a standard full year of labor per individual is 2080 hours minus holidays minus leave in accordance with an offeror’s policies. The number of hours actually used for each category may exceed or be less than the estimate by category, as long as the total ceiling price is not exceeded. The Contractor will not be reimbursed for any work performed in excess of the ceiling.

EVALUATION

Proposals will be reviewed and evaluated in accordance with the evaluation criteria identified below:

The first five technical factors: 1: Technical Approach, 2: Similar Experience, 3: Recommendations, 4: Management

Plan, and 5: Staffing Plan are in descending order of importance and when combined are more important than Price.

TECHNICAL PROPOSAL

SubFactor 1: Technical Approach:

This criterion will be evaluated according to the extent that it reflects a clear understanding of the subject areas to be accomplished and on the soundness, practicality, and feasibility of the contractor’s technical approach for providing the services required for this task order.

SubFactor 2: Similar Experience:

Evidence that the organization has current capabilities; and for assuring performance of this requirement. Evidence of supporting subcontractors, consultants and business partners will be considered. Appropriate mix and balance of education and training of team members.

SubFactor 3: Recommendations:

This criterion will be evaluated by examining the creative ideas offered and the rationale that supports the ideas presented

Labor Category Or equivalent Estimated Hours

Senior Health Communication Researcher 25

Subject Matter Expert 30

Project Manager 70

Senior Web Designer/Developer 36

Communication Researcher II 25

Web Designer/Developer 30

Senior Health Communication Specialist 35

Staff Associate 19

TOTAL 300

SubFactor 4: Management Plan:

This criterion will be evaluated according to the soundness, practicality, and feasibility of the contractor’s management plan for this task order.

SubFactor 5: Staffing Plan:

This criterion will be evaluated according to the soundness, practicality, and feasibility of the contractor’s staffing plan for this task order.

PRICE PROPOSAL

Technical Factors are more important than cost or price. Selection of the firm to perform this task order will be based on the Government’s assessment of the best overall value.

PERIOD OF PERFORMANCE: The resulting task order award will have a Performance Period from award effective date and 18 months thereafter.

CONTRACT AWARD

Contract award shall be made to the responsible Offeror whose offer, in conforming to this RFTOP, provides an overall best value to the Government, technical evaluation factors, and cost considered. The Government's objective is to obtain the highest technical quality considered necessary to achieve the project objectives, with a realistic and reasonable cost.

Technical evaluation factors are more important than cost. In the event quotes are evaluated as technically equal in quality, price or cost will become a major consideration in selecting the successful Offeror.

Nothing follows