35228_Att E_Proposed SOW_final.docx

RFP # 35228/OregonBuys Bid # S-73000-00002613 – Equity Line Newsletter Att E Attachment E Proposed Exhibit A Statement of Work A. PROJECT DESCRIPTION and OVERVIEW of SERVICES

Agency is contracting with Contractor to provide design and development services for Agency newsletters covering topics related to Agency OCR activities, current contracts, and opportunities for small business certified firms across the State of Oregon (“Project”). As shown in Table 1 – Task 3.1 Delivery Schedule, Project will cover issues every two months throughout the duration of the Contract. Newsletter content is developed from OCR provided content as well as through independent research and brief interviews. The newsletters are currently published using Agency’s GovDelivery platform. Agency anticipates starting design and development services in June 2022 with the first release of a newsletter no sooner than June 2022.

General Expectations Contractor commits to:

· Manage and facilitate all facets of the project that are reasonably within Contractor’s control to ensure the project is completed on or ahead of time and within budget;

· Apprise Agency throughout the project of any issues or decisions that may impact the project budget or schedule;

· Use recycled/recyclable products to the maximum extent economically feasible in the performance of this Contract; and

· Embody sound and cost-effective sustainability principles in the Services performed under the Contract consistent with the provisions of the Oregon Sustainability Act (2001 HB 3948) that are included in ORS 184.421-.423.

This statement of work (“SOW”) addresses the 2021-23 Biennium of the Project. Each subsequent year or years is optional, at Agency’s discretion, and may be added via amendment(s) to this Contract.

Agency Responsibilities Agency will:

· Provide information regarding changes to rules, policies, regulations, and applicable laws;

· Provide logo and formatting requirements;

· Respond to inquiries and needs of the Contractor within 3 business days;

· Provide topics or themes to Contractor;

· Review draft newsletter content within 5 business days of receipt from Contractor;

· Review and approve modifications and graphics as requested by Contractor;

· Review and approve final newsletter within 5 business days of receipt of final draft from Contractor;

· Maintain the subscriber list in Govdelivery platform, the Digital Subscription Management Service (“DSMS”), for newsletter distribution;

· Release the newsletter via E-Blast after approval of each issue.

Acronyms and Definitions

ADA - Americans with Disabilities Act Agency – Oregon Department of Transportation APM – Agency’s Project Manager BOC – Breakdown of Costs CA - Contract Administrator CFR - Code of Federal Regulations COBID - Certification Office for Business Inclusion and Diversity CUF - Commercially useful function DAS - Oregon Department of Administrative Services DBE – Disadvantaged Business Enterprise DSMS - Digital Subscription Management Service ESB – Emerging Small Business FP – Fixed Price NTE – Not to Exceed NTP – Notice to Proceed OAR – Oregon Administrative Rule OCR – [ODOT] Office of Civil Rights ODOT – Oregon Department of Transportation OregonBuys – Replacing the now archived ORPIN, OregonBuys is the DAS-led statewide eProcurement solution for all Oregon state agencies. Information is available at OregonBuys eProcurement System.

ORPIN - Oregon Procurement Information Network ORS – Oregon Revised Statute Partner Agency - An Oregon based governmental body PM – Project Manager RFP - Request for Proposals SBDC - Small Business Development Center SOW – Statement of Work SSUR - Subcontractor Solicitation and Utilization Report Title VI - Title VI of the Civil Rights Act: Nondiscrimination in Federally Assisted Programs USDOT - United States Department of Transportation

B. STANDARDS and GENERAL REQUIREMENTS

1. Standards

· Development or Maintenance of Websites or Web Content - Contractor shall perform all web-related Services required under this Contract in conformance with the ODOT Web Standards (available at:

https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx), which is incorporated into this Contract with the same force and effect as though fully set forth herein. ODOT shall have ownership and control of Work Products developed by Contractor as set forth in the Ownership of Work Product terms and conditions of the Contract.

· ODOT Communications Standards For any Consultant tasks that require communications functions on behalf of Agency, Consultant shall comply with the ODOT Communications Standards (available at: https://www.oregon.gov/ODOT/Pages/Web-Toolkit.aspx) which is incorporated into this Contract with the same force and effect as though fully set forth herein.

2. Software Requirements Contractor’s software shall produce Deliverables that are fully compatible, readable and useable by Agency software, requiring no modification or translation of Contractor’s Deliverables.

· Agency's Project Manager (“APM”), or such other individual identified in specific tasks or as designated in writing to Contractor, is the primary contact on behalf of Agency for this project.

· To the extent possible, all transmittals from Contractor to Agency must include the Contract # and project name.

· Contractor shall represent project and Agency in an appropriate and professional manner in public.

C. REVIEW, COMMENT and SCHEDULE OVERVIEW

· Contractor shall coordinate with Agency staff as necessary and shall revise draft Deliverables to incorporate Agency draft review comments.

· Contractor shall incorporate comments within 7 business days from receipt by Agency and return the revised Deliverables to Agency staff, unless a different timeframe is specified for specific tasks or otherwise agreed to in writing by Agency.

D. FORMAT REQUIREMENTS

· Contractor shall submit draft and final Deliverables in electronic format via email (and hard copy if requested).

· Contractor shall also submit any graphic files accompanying reports separately in .jpg or .tif formats unless specified differently by Agency.

· Each draft and final text-based or spreadsheet-based Deliverable shall be provided in MS Office file formats (i.e., MS Word, Excel, etc.) and must be fully compatible with version used by Agency.

· Additional format requirements may be listed with specific tasks/Deliverables throughout the SOW or in the Contract.

E. TASKS, DELIVERABLES and SCHEDULE Contractor shall complete all tasks and provide all deliverables (collectively, the “Services”) included in this SOW, unless specifically stated otherwise in a particular task. Contractor shall provide all labor, equipment and materials to manage, coordinate, and complete the work in accordance with the performance and delivery schedules identified in this SOW. The delivery schedule is listed under each task.

Task 1 – Kick-off Meeting

Contractor shall meet with APM to go over the following items, including but not limited to:

· Outcomes expected for this project

· Timeline for draft and finalization of template and newsletters

· Information exchange practices

Agency will prepare the project plan, schedule the Kick-off Meeting, and provide the Kick-off Meeting venue. Venue will be virtual. Kick-off Meeting is anticipated to last 2 hours. Contractor shall draft meeting minutes.

Timeline: The meeting will be held within 10 business days from the Notice to Proceed (NTP).

Deliverables:

· Written minutes of the kick-off meeting within 2 business days after Kick-off meeting ends.

Task 2 – Newsletter Template Development

Contractor shall assess the content requirements for the newsletters (refer to Task 3 below) to design a standard template (“Template”) to be used for each newsletter. Contractor shall provide the newsletter Template in electronic format that is mobile compatible but also printable onto standard 8.5”x11” paper in conformance with Standards under Section B above using the list of minimum requirements below, the newsletter is expected to be at least 12 to 16 pages in length but not more than 20 pages. Appropriate photographs or graphics or both selected for the newsletter with at least one graphic or photo or both with each section. Stock/clipart may be used upon APM approval. Newsletter formatting must be appropriate for the context of the Project and the nature of its function, both present and future. Template will remain property of ODOT after its creation and approval.

The template must include the following sections at a minimum:

· Breaking News

· OCR Program Feature

· ODOT Project Mini-Spotlight

· Small Business Feature

· ODOT Partnership Mini-Spotlight

· Apprenticeship/Mentor-Protégé Mini-Spotlight

· Recurring sections for each newsletter

· ODOT Social Media Channels

· Newly COBID certified firms

· Bid Opportunities

· Resources at Your Fingertips

· OCR contact information

· Upcoming Events

Agency may adjust the name of each Template section listed above.

Contractor shall submit a draft of the Template to APM for review and comment. Contractor shall resolve and incorporate Agency comments and edits into the final Template. Contractor shall submit final Template for Agency approval.

Deliverables:

Contractor shall submit final Template for Agency approval on or before 07/08/2022.

Task 3 – Newsletters Development

Contractor shall develop Newsletters out of the Template developed and approved in Task 2 for distribution by Agency. Agency will provide the topics and themes to be written into the articles to Contractor per Agency Due Date in Table 1 below. Contractor shall develop the topics and themes into newsletter content. Contractor shall proof for grammar, accuracy of content and spelling.

For each Newsletter, Contractor shall:

· Develop 2 to 3 articles related to current, upcoming events or both related to ODOT’s work from sources provided by APM for the Breaking News section.

· Develop 1 article for the OCR Program Feature section to feature an OCR Program such as Title VI Nondiscrimination, Disadvantaged Business Enterprise (“DBE”), Emerging Small Business (“ESB”), Workforce Development, Small Business Resources, Mentor Protégé Program, Intermodal Civil Rights Program, and Equal Employment Opportunity Program. Contractor shall draft the article using existing program content gathered from website(s) and respective ODOT program manager.

· Develop content highlighting up to 3 ODOT project(s) with an assigned DBE goal for the ODOT Project Mini-Spotlight section by conducting limited independent research.

· Develop an article for the Small Business Feature through interview of a Certified small business who has worked on an ODOT project. Regarding the topic, APM will provide the name of the firm selected for this feature.

· Develop content that spotlights an ODOT industry or trade partner for the ODOT Partnership Mini-Spotlight section. APM will provide Contractor with links to selected partner and other group sites for supplemental content as needed. Contractor is responsible for a deeper development of the article through these resources and limited independent research.

· Develop content for the Apprenticeship/Mentor-Protégé Mini-Spotlight that highlights the Apprenticeship Program or Mentor-Protégé Program or both.

· Update recurring sections as needed by monitoring and lifting content from applicable resources (e.g., typically Agency websites), per the information exchange practices outlined during the Kick-off meeting (Task 1).

· ODOT Social Media Channels

· Newly COBID certified firms

· Bid Opportunities

· Resources at Your Fingertips

· OCR contact information

· Upcoming Events

· Include appropriate photographs or graphics, or both.

Task 3.1 – Newsletters Agency anticipates that each Newsletter will typically cover a 2-month period as shown in Table 1, the Delivery Schedule for this Task 3.1. Contractor shall develop (per Task 3 above) and submit a total quantity of 7 Newsletters, each separately submitted (as deliverables 3.1.1 – 3.1.7) to Agency per Table 1.

Contractor shall submit a draft Newsletter in electronic format to APM for review and approval. Contractor shall incorporate any Agency revisions and comments in the final Newsletter.

Deliverables:

Contractor shall electronically submit a total of 7 Newsletters (deliverables 3.1.1. – 3.1.7), each delivered separately as a draft and final Newsletter per the respective due dates specified under “Contractor Due Date” in Table 1.

Table 1. Task 3.1 Delivery Schedule

Task C3.2 Additional Newsletters (CONTINGENCY TASK, see Section F) Contractor shall develop up to 2 Newsletters out of the Template developed and approved in Task 2 for distribution by Agency as deemed necessary by APM. Contractor shall develop the topics and themes into newsletter content (per Task 3 above). Contractor shall submit newsletter to APM for review and approval. Contractor shall incorporate any Agency revisions and comments in the final Newsletters.

Deliverables:

Contractor shall submit draft Newsletter(s) electronically to APM for review and approval within 15 business days of Contingency NTP. Contractor shall submit final Newsletter(s) within 3 business days of receiving Agency comments.

F. CONTINGENCY TASKS

Agency, at its discretion, may authorize Contractor to perform contingency tasks identified in the Contract. Details of the contingency tasks and associated Deliverables are stated in the Task section of the SOW. Contractor shall complete only the specific contingency task(s) identified and authorized via written (email acceptable) Notice-to-Proceed (“NTP”) issued by APM. If requested by Agency, Contractor shall submit a detailed cost estimate for the agreed-to contingency Services (up to the NTE amount(s) identified for the contingency task Summary Table) within the scope of the contingency task.

If Agency chooses to authorize some or all of these tasks, Contractor shall complete the authorized tasks and Deliverables per the schedule identified for each task. The NTP will include the contingency task name and number, agreed-to due date for completion and NTE amount for the authorized contingency task.

Each contingency task is only billable (up to the NTE amount identified for the task) if specifically authorized per NTP. The “NTE for Each” amount identified in the Contract for a contingency task includes all labor, overhead, profit, and expenses for the task. The funds budgeted for contingency tasks may not be applied to non-contingency tasks without an amendment to the Contract. The total amount for all contingency tasks authorized shall not exceed the maximum identified in the Contract. Each authorized contingency task must be billed as a separate line item on Contractor’s invoice.

Contingency Task Summary Table

G. KEY PERSONS

The following Contractor personnel are identifies as Key Persons for this Contract (see Contract sections 5.1 and 5.2):

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