47QDCB23R0001 Att 2 Smart Pay SAMPLE SOW 2023-06-05.pdf

National Marketing and Communication Division Marketing Services - 47QDCB23R0001

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

SAMPLE

Statement of Work For

SmartPay Marketing Services A procurement by the

U.S. General Services Administration on behalf of

GSA National Marketing and Communication Division Chicago, Illinois

GSA Solicitation: 47QDCB23R0001

NAICS Code: 541810 Advertising Agencies Product Service Code (PSC): R701 Management Support: Advertising

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

1 Introduction

1.1 Requiring Organization Mission

The General Services Administration (GSA) provides buildings, administrative and acquisition solutions to governmental agencies to assist them in achieving their core missions. One of the ways GSA accomplishes this is through the Federal Acquisition Service (FAS). One function of FAS is to provide comprehensive marketing of GSA capabilities to the entire Federal Government community. This function is performance by the GSA National Marketing and Communication Division (NMCD).

1.2 Procurement Objective

The Federal Acquisition Service's Customer Accounts and Research, National Marketing and Communication Division (NMCD) is seeking to compete and award a contract with five option years to provide FAS with strategic marketing services.

The contract will be a hybrid of firm fixed price and labor hours.

The objective of this statement of work is to procure integrated strategic marketing media services for the General Services Administration’s (GSA) Federal Acquisition Service (FAS).

1.3 Scope

NMCD is seeking to establish a contract with a full-service marketing firm to assist in integrating and coordinating select marketing strategies and communications for the purposes of increasing efficiencies, leveraging resources and providing a higher and more measurable rate of effectiveness in our marketing efforts.

Further, NMCD seeks to increase customer awareness through a coordinated/leveraging of outreach tactics based upon an existing brand platform

1.4 Background

Established in 1998, the GSA SmartPay Program is the world’s largest government charge card and commercial payment solutions program, providing services to more than 560 Federal agencies, organizations, and Native American tribal governments. GSA SmartPay payment solutions enable authorized government employees to make purchases on behalf of the Federal Government in support of their agency/organization’s mission.

Prior to using a GSA SmartPay payment solution, the Federal Government used traditional paper-based payment processes such as purchase orders for small dollar purchases (under the micro-purchase threshold). In many cases, traditional paper-based processing techniques cost more to process than the amount of the transaction itself. The inefficiency, costs and risks associated with these processes were a key factor in the dramatic increase in the use of GSA SmartPay payment solutions.

The GSA Center for Charge Card Management (CCCM) and GSA SmartPay contractor banks are dedicated to identifying opportunities to provide customers

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 with GSA SmartPay solutions to help address agency payment challenges. CCCM seeks to increase awareness of available payment solutions under the GSA SmartPay master contract and help agencies continue to find ways to increase payment efficiencies and earn refunds. In the current budgetary environment, CCCM is committed to providing information to agency executives and card managers to identify innovative ways to help realize cost savings.

For more information on SmartPay, See https://smartpay.gsa.gov/content/about-gsa-smartpay

1.5 Applicable Documents, Definitions, Abbreviations & Acronyms If applicable, the documents (i.e., certifications, specifications, standards, policies, and procedures), current at time of contract/order award, identified in the list below, are incorporated with the same force and effect as if provided in full text.

Succeeding revisions may be substituted or incorporated as required with full notice and disclosure to the contractor. The Government will provide access to available documents and technical information as required and upon contractor request, if not available via a hyperlink within this SOW.

1. Applicable Document (none)

2. Definitions, Abbreviations & Acronyms General Definitions CO – Government Contracting Officer COR – Contracting Officer’s Representative (See Paragraph 9.9.1, below) FTE – Full Time Equivalent, the number of labor hours equal to those that would be worked by one employee in a year. For this procurement action 1960 hours is considered an FTE. This applies to the purchase of reimbursable labor and not to fixed priced items.

CPARS – Contractor Performance Assessment Reporting System – This is a system that generates reports that are created by the government evaluators to document contractor performance.

Overtime - Time worked by a contractor’s employee in excess of the employee’s normal workweek. This applies to the purchase of reimbursable labor and not to fixed priced items. (Note: Premium pay is not authorized under this contract or resulting task orders for overtime work.)

Quality Assurance - A planned and systematic pattern of all actions necessary to provide confidence to the government that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purpose of this document, Quality Assurance is the responsibility of the contractor and is subject to monitoring by the government.

Quality Assurance Personnel (QAP) - A functionally qualified government person(s) responsible for surveillance of contractor performance and providing communications to the contractor(s) and

PCO.

Quality Assurance Surveillance Plan (QASP) - A plan detailing the https://smartpay.gsa.gov/content/about-gsa-smartpay

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 contract surveillance procedures and containing the Objectives, Measures and Expectations that will be used to evaluate contractor performance of the SOW/SOW objectives.

Quality Control - Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

TO – Task Order

Technical Definitions Ad Creative – An ad or set of ads for a campaign is often referred to as "the creative."

CTR - Click Through Rate - The percentage of people visiting a web page or open an email who access a hypertext link to a particular advertisement.

It is commonly used to measure the success of an online advertising campaign for a particular website as well as the effectiveness of email campaigns.

CPC – Cost per click the amount paid to a website owner or publisher each time a visitor to the website clicks on an advertisement displayed on the web page.

Day Parts – This refers to the parts of day during which time an ad will be displayed on the internet. Day Parts fall into the following nine time periods.

Internet (both weekdays and weekends):

(1) Morning (M-F): 7:00 a.m. to 9:00 a.m.

(2) Daytime (M-F): 9:00 a.m. to 4:30 p.m. Early fringe (M-F):

4:30 p.m. to 7:30 p.m.

Prime time access (M-Sat): 7:30 p.m. to 8:00 p.m. Prime time (M-Sat): 8:00p.m to 11:00 p.m.

Prime time (Sun): 7:00 p.m. to 11:00 p.m. (7) Late news (M-F):

11:00 p.m. to 11:30 p.m.

Late fringe (M-F): 11:30 p.m. to 1:00 a.m. Late night (M-Sun): 1:00 a.m.

onwards.

Impressions – The number of impressions of a particular advertisement is determined by the number of times the particular page is located and loaded. If it is randomly generated, then it is the number of times the particular ad appears from the random generator. An impression is an estimate of the number of people a particular advertisement is reaching and may be counted in different ways depending upon the way the ad is situated on the page, as well as the number of times the web page, upon which the ad appears, is shown.

Insertion Orders (I/Os) – Insertion Orders are legally binding documents that will serve as proof of media purchases.

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

Materials Close Dates – Materials Close Dates are the final dates by which artwork, video or audio material must be received by the media outlet for it to appear in the desired issue or time slot.

Suppression List – The suppression list is a list of suppressed e-mail addresses used by e-mail senders to comply with the CAN-SPAM Act of 2003 (United States of America). CAN-SPAM requires that senders of commercial emails provide a functioning opt-out mechanism by which email recipients can unsubscribe their email address from future email messages. The unsubscribed email addresses are placed into a "suppression list" which is used to "suppress" future email messages to that email address.

2A ADMINISTRATIVE OBJECTIVES AND REQUIREMENTS

2A.1 General Performance Requirements 2A.1.1 Resources It is the Government’s objective to rely upon Contractor resources to perform this requirement. To meet this object, the Contractor shall furnish or provide all personnel, personnel management and supervision, all related internal supporting business functions (including background and “overhead” personnel), materials, supplies, equipment, and facilities to perform the full range of services required by this SOW. Exceptions shall include government furnished items or data if so stipulated in Section 7, below.

2A.1.2 General Communication It is the Government’s objective that the Contractor maintain regular and direct interface with the Contracting Officer (CO); the Contracting Officer’s Representative (COR), and other identified Government representatives.

The contractor shall not contact nor take direction from unauthorized Government representatives, under any circumstances.

2A.1.3 Identification of Employee Affiliation In compliance with FAR 37.144(c), contractor employees shall avoid creating an impression in the minds of members of the public or Congress that they are Government officials by taking the following measures.

• All contractor personnel shall be required to wear Government-approved or provided picture identification badges to distinguish themselves from Government employees when working at the Government site.

• Additionally, the contractor shall comply with all visitor identification requirements when visiting the Government site.

• When conversing with Government personnel during business meetings, over the telephone or via electronic mail, contractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

• Contractors shall identify themselves on any attendance sheet or any

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 coordination documents they may review.

• Electronic mail signature blocks shall identify their company affiliation.

• Where practicable, contractors occupying collocated space with the

Government should identify their workspace area with their name and company affiliation.

2A.1.4 Business Relations A primary element of project success is the business relationship between the contractor and Government representatives. It is the Government’s objective that a successful business relationship be maintained. The Contractor shall contribute to meeting this objective by making every effort to establish and maintain clear and constant communication channels with the Government authorized representatives for the purpose of:

• Promptly identifying SOW and/or business relationship issues of controversy and the bilateral development and implementation of corrective action plans.

• Ensuring the professional and ethical behavior of contractor personnel.

• Maintaining effective and responsive subcontractor management (if applicable).

• Ensuring the contractor support team is fully aware and engaged in strengthening the interdependency that exists between the contractors and their government counterparts.

• Facilitating contractor–Government collaboration for continuous improvement in performing SOW tasks, reducing risks and costs, and meeting the mission needs.

• Providing meaningful feedback during discussions about project execution, when required.

2A.1.5 Contractor Response The contractor shall ensure prompt (within 2 business days) response to Government inquiries, requests for information or requests for contractual actions.

2A.1.6 Professional Appearance It is the Government’s objective that all personnel involved with this project present a professional appearance. To meet this object the Contractor personnel shall present a neat and professional appearance appropriate to the work being performed at all times when interacting with Government representatives, working in Government facilities, or representing the Government at meetings or before third parties.

2A.1.7 Team Continuity and Employee Retention The Government recognizes the benefits in maintaining the continuity of contractor team members. These benefits include but are not limited to retention of corporate knowledge, minimizing contractor familiarization, maintaining/increasing performance levels, schedule adherence and

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 preserving organizational interfaces developed over time. These benefits also accrue to the Contractor. Within the context of effective and efficient personnel management, the Contractor shall take reasonable and appropriate steps to retain the qualified employees staffed against this contract to maintain continuity and performance while effectively reducing costs borne by the Government.

2A.2 General Meeting Requirements The contractor shall participate in the following meetings. Nothing discussed in any meetings or discussions between the Government and the contractor shall be construed as adding, deleting, or modifying the contractual agreement without written authorization from the Contracting Officer.

2A.2.1 Initial Business/Kickoff Meeting Within 3 business days following the contract/order award (or other time mutually agreed between the parties), the contractor and its key personnel shall meet with the GSA CO, GSA COR, and other identified Government representatives to ensure a common understanding of the requirements, goals, expectations, end products, and objectives of the contract/order. The contractor shall discuss the overall understanding of the project and review the background information and materials provided by the Government. Discussions will also include the scope of work, deliverables to be produced, how the efforts will be organized, and project conducted; assumptions made/expected end results. A concerted effort shall be made to gain a thorough understanding of the Government expectations. However, nothing discussed in this or in any subsequent meetings or discussions between the Government and the contractor shall be construed as adding, deleting, or modifying any contract/order requirements, including deliverable specifications and due dates. The contractor shall also address the status of any issues that will affect contractor start-up/ramp-up toward achieving full service/support capability. The contractor will be responsible for taking minutes of this meeting. This meeting can be held at either the Contractor’s or Government’s location, as appropriate.

2A.2.2 Ad hoc Technical / Work Status The contractor shall, if requested by the Government, participate in monthly status meetings or ad hoc technical meetings at a mutually agreeable time and place to discuss tasking, work progress, technical problems, performance issues, or other technical matters. During these meetings the contractor shall at least provide accomplishments, problems and issues, and planned actions. The contractor shall take minutes of these meetings and include them in the Monthly Status Report. These meetings will occur at a time and place mutually agreed upon by the parties. Contractor personnel with the appropriate knowledge and authority to discuss the topics shall attend the meetings.

2A.2.3 Contract Administration Meetings

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

The CO may require the authorized contractor representative to meet or participate in a teleconference with authorized Government personnel as often as deemed necessary to discuss performance or administrative issues. The contractor may also request a meeting with the CO when deemed necessary. The content of meetings shall be documented in writing, as agreed between the parties. Minutes shall be approved by both parties and shall be included in the Government contract file.

2A.3 Program / Project Management Requirements

2A.3.1 General Program / Project Management Requirements The contractor shall be solely responsible for managing the work performed in the execution of the contract/order. This includes the responsibility to:

• Assign appropriate resources to each task.

• Maintain clear organizational lines of authority.

• Ensure effective task management and administration, following the requirements set forth in the SOW.

• Maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the specification requirements.

• Establish and use proven policies, processes, analyses, and best practices.

• The contractor shall be fully responsible for management, control, and performance of any subcontractor used in support of the contract/order. Use of a subcontractor on the contractor’s team shall not relieve the prime contractor of responsibility nor accountability in the execution of the contract/order.

Additionally, the contractor shall:

• Bring problems or potential problems affecting performance to the attention of the CO as soon as possible.

• Notify the COR, CO, and other identified Government representatives immediately of any projected, anticipated, or known delays that may impede contactor performance.

• When requested, deliver written reports to the CO to memorialize all verbal reports.

• Provide, in writing, the results of all meetings in which proposals are put forth that have the potential for affecting and/or changing contract agreements, requirements or conditions, and these shall be brought to the attention of the CO.

2A.3.3 Subcontract Management The Contractor shall be fully responsible for management control, and performance of any Subcontractor used on this contract or task order placed under this contract. If a Subcontractor is being used, the Prime Contractor must inform the Government. Use of a Subcontractor on the Contractor’s

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 team shall not relieve the Prime Contractor of responsibility nor accountability in the execution of this contract/order.

2B TECHNICAL OBJECTIVES

The following performance objectives are those required by the Government for Marketing Support.

At a minimum, the Contractor will be required to meet the following performance requirements:

• The Contractor will provide marketing support services to representatives of the

National Marketing and as needed, other offices and units within the GSA on a task order basis.

• The Contractor will provide a single project manager responsible for, and with authority over, all projects.

• Project Managers are required to be available for meetings to discuss various project specifics and to provide consultation as needed throughout the life of the

• Unless otherwise agreed between the parties, contract kick-off meeting shall be held within five (5) business days of task order issuance and may be held in person or virtually via phone conference or other media.

• All deliverables must comply with the GSA brand standards and positioning strategies.

• As approved by NMCD, all GSA/FAS deliverables must complement, support and advance the FAS corporate positioning.

• The Contractor will assist any GSA office securing tasks using this contract in ensuring full compliance with all federal regulations concerning data collection in accordance with OMB requirements, which can be found at:

http://www.whitehouse.gov/omb/inforeg/infocoll.html

• The Contractor will ensure all deliverables meet the specific GSA standards for Section 508 compliance available at (http://www.gsa.gov/508) and Federal government Section 508 standards (29 U.S.C. 794d).

• Acceptable document formats include: .docx, .pptx, .xlsx, .pdf, .indd, .ai, .ps and other commercially acceptable formats, i.e. creative suite.

• The contractor is responsible for purchase of all hardware, software, necessary licenses, stock photography and/or videography and ancillary accessories needed to complete projects. The Contractor may require the use of stock media (photos, videos, music, sound effects and/or graphics) to meet work order requirements. If the Contractor makes use of stock media, it shall be royalty free and properly licensed.

The Government will not reimburse the Contractor for the cost of stock media. The amount of stock media required under this contract is dependent upon the Contractor’s creative approach to completing each work order. All stock photography and/or videography will belong to the government at the culmination of the project and furnished to COR in native file formatting. No stock photography and/or videography shall be used which prohibits further editing and/or usage by the government.

• GSA brand and style guide standards are provided as an Addendum to the SOW.

• The Contractor will work with the designated GSA CORs and ACORs (Contracting

Officer Representatives) All Final Deliverables must be government approved by the designated GSA CORs and ACORs http://www.whitehouse.gov/omb/inforeg/infocoll.html http://www.gsa.gov/508

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

(Contracting Officer Representatives) 2B.1 Objective 1 – Ad and Media Development (Ad Creative)

For overall media creatives, the Contractor management and creative staff will consult with representatives from GSA, as designated by the COR, to develop a minimum of three (3) high-level design concepts. GSA will select up to two (2) concepts or a combination thereof to further refine. After review and comment of the concepts, the Contractor will further refine one (1) concept. Ads should have responsive design to adjust to mobile devices. Upon review and government approval of the creative, the Contractor will proceed to full copywriting and design of all deliverables specified and produce digital (508c) and print-ready art files.

The government may require that the Contractor create new ads and marketing collateral or require the Contractor to update or refresh ad copy that was previously created and used by GSA. In the latter case, the government will provide the original ads for updating or refreshing. It is anticipated that updating or refreshing existing ad copy will require 50% or less work than creating new ads. Upon review and government approval of the creative, the Contractor will proceed to full copywriting and design of all deliverables specified and produce digital (508c) and print-ready art files.

1.1 – General Guidelines for Design Services GSA’s branding design standards must be followed. They will be provided to the Contractor post award.

Additional communication and coordination with GSA representatives may be necessary to obtain additional information such as logos, items to be photographed, and other graphic elements. All proofs and electronic files should be sent to the attention of the GSA Project Manager/COR.

1.2 – Review Process and Ad Revisions Final files should be saved and/or provided in unique folders based upon but not limited to timing, sizings, target audiences, and/or categories.

This work falls into the following categories.

On-Line/Social Media Create (New Creative) On-Line/Social Media Refresh (Update) Creative Marketing Collateral Create (New Creative) Creative Marketing Collateral Refresh (Update) Development of other design media

1.3 – Specific Ad Creative Requirements

Objective 1a: Create Web Banner Graphic Files for email Campaigns and Website Usage (SLIN 0002s)

To meet this objective, the Contractor shall –

• Create 2 concepts for virtual forum branding.

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

• Use approved concepts to create web banner.

• Anticipate no more than 5 sizings for each concept.

• Contractor is to provide packaged native files which are print ready and 508c.

• GSA will provide licensed images and content up front for each month of ads. Note: The Contractor will be responsible for all design and file packaging.

Objective 1b: Create SmartPay Agenda Program (SLIN 0002m, SLIN 0004k)

To meet this objective, the Contractor shall --

• Use approved concepts and be based upon/complimenting on web banner art.

• Provide minor editorial review for furnished materials to create a Program Booklet based on text provide by NMCD.

• Using approved editorial, contractor is to provide design services for comprehensive event program.

• Layout is expected to be Color, 8.5x11, inside back cover pocket, 50-75 pages.

• Contractor is to provide packaged native files which are print ready and 508c.

Objective 1c: Create a signage template only for Training Forum (SLIN 0002e)

To meet this objective, the Contractor shall --

• Use approved concepts and be based upon/complimenting on web banner art.

• Will insert 1 approved FINAL copy (single page) and format as a chart/table, i.e. sessions and room locations (no more than 5 Signs, same design).

• Sizing requirements to be transmitted to contractor upon award/kick-off.

Objective 1d: Create a meterboard template only for Training Forum (SLIN 0002e)

To meet this objective, the Contractor shall --

• Use approved concepts and be based upon/complimenting on web banner art.

• Will insert 1 approved FINAL copy (single page) and format as a chart/table, i.e. sessions and room locations (no more than 15 meterboards, same design).

• Sizing requirements to be transmitted to contractor upon award/kick-off.

Objective 1e: Create a fillable participant name template

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 only for Training Forum (SLIN 0002s) To meet this objective, the Contractor shall --

• Use approved concepts and be based upon/complimenting on web banner art, program, signage and meterboard designs.

• Sizing and file requirements to be transmitted to contractor upon award/kick-off.

• Contractor will provide native files and a single page word document (fillable) which are print ready and 508c.

Objective 1f: Create an App Design & App Icon for Training Forum (SLIN 0002s)

To meet this objective, the Contractor shall --

• Use approved concepts and be based upon/complimenting on web banner art, program, namebadge, signage and meterboard designs.

• Sizing and file requirements to be transmitted to contractor upon award/kick-off.

• Contractor will provide native files.

Objective 1g: Create a Screensaver for Computers in Training Rooms for Training Forum (SLIN 0002s)

To meet this objective, the Contractor shall --

• Use approved concepts and be based upon/complimenting on web banner art, program, namebadge, icon, signage and meterboard designs.

• Sizing and file requirements to be transmitted to contractor upon award/kick-off.

• Contractor will provide native files.

3. QUALITY See Section D.6, Paragraph D.6.5

4. DELIVERABLES

4.1 Contractor Submission

Deliverables shall be provided at the time, in the format, and to the addressee(s) as designated in the table, below. The contractor shall provide hard copy deliverables as required per the Government’s request. All deliverables shall be produced using software tools/versions as approved by the Government or in accordance with standard commercial practice, as applicable.

Support services and data items shall be delivered to the Government in compliance with the performance measures and quality requirements set forth in the QASP.

Government specified delivery or completion dates shall be binding on the Contractor.

All deliverables developed are the property of the Government and must not be used by the Contractor for any other purpose. All project-related information or documentation, with no exceptions, must be treated as confidential and proprietary during and after the completion of this effort and submitted to the project lead.

Additional supplemental restrictions or qualifications or acceptance criteria may be

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 provided by the COR.

4.2 Government Review

Government personnel will have 10 business days to review deliverables (to include resubmissions) and provide written acceptance/rejection. Authorized Government representatives will notify the contractor of deliverable acceptance or provide comments in writing. The contractor shall incorporate Government comments or provide rationale for not doing so within 5 business days of receipt of comments.

Government acceptance of the final deliverable will be based on resolution of Government comments or acceptance of rationale for non-inclusion. Additional changes volunteered by the contractor will be considered a resubmission of the deliverable.

4.3 Government Delays in Reviewing Deliverables or Furnishing Items If contractor performance or submission of deliverables is contingent upon receipt of Government furnished items (data, equipment, materials, facilities, and support) or input, or upon Government review and approval of interim items or draft documents (collectively referred to as Government Performance), the Government shall specify, if not already specified within this SOW, when it will provide such items or input, or the time it will need to perform reviews or give approvals. If the Government fails to meet item, input, review, or approval deadlines, contractor performance or submission of deliverables shall automatically be extended one business day for each day of government delay. The contractor shall promptly advise the Contracting Officer of any delays in receipt of Government furnished items, input, reviews, or approvals.

4.4 Deliverable Table

The contractor shall perform or deliver the items listed in the following table on the dates and to the locations specified.

SOW Ref. Event or Item Title

Delivery Time Deliver To

Project Start Date of Award

Section 5, Meeting

Objective

Kick-off Meeting within 3 business days after award or as agreed by the parties

Section 5, Meeting

Objective

Kick-off Meeting Minutes within 3 business days after the kick-off meeting

Electronically to the

GSA ASSIST

System & email to the NMCD COR

Section 2B, Technical

Objective 1a

Digital Web Banner

Creation

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 2B, SP Program TBD (GSA will Electronically to

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

Technical Objective 1b

Creation determine during kickoff meeting) the GSA NMCD COR via email

Section 2B, Technical

Objective 1c

SP Signage Creation

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 2B, Technical

Objective 1d

SP Meterboard Creation

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 2B, Technical

Objective 1e

SP Nametag Creation

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 2B, Technical

Objective 1f

SP App Icon Creation

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 2B, Technical

Objective 1g

SP

Screensaver

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 2B, Technical Objective

1a-g

Stock photo/graphics, all used (1 CD-ROM or DVD)

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 2B, Technical Objective

1a-g

Stock photo/graphics, all used with editable electronic files

TBD (GSA will determine during kickoff meeting)

Electronically to the GSA NMCD COR via email

Section 4.5 Paragraph

4.5.13

Final Files 15 days after the end of the task order

Electronically to the Google Drive folder

4.5 Data Requirements / Descriptions

Documentation provided in response to the objectives will be in the Government’s template format. If no format is prescribed, documents may be in the Contractor’s preferred format using standard Microsoft Office products.

The content of all data items, if not self-explanatory from the template format, shall be agreed upon between the parties.

4.5.1 Contractor Employee Non-Disclosure Agreement

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

The Contractor shall furnish a signed “Contractor Employee Non-Discolsure Agreement” (SOW Attachment A) for each Contractor and Subcontractor employee assigned to work under this contract / order, prior to their starting work.

4.5.2 Kick-off Meeting Minutes

The Contractor shall take minutes of the kick-off meeting which shall captures the names of the attendees, the key points of the discussion, questions raised and answered, and action items.

4.5.3 Quality Control Plan Not Applicable

4.5.4 Staff Matrix Not Applicable

4.5.5 Funds and Expenditure Report Not Applicable

4.5.6 Monthly Status Report (MSR) (alternate) – Not Applicable

4.5.7 Technical Reports

Content and format of technical reports shall be agreed upon between the parties.

4.5.8 Trip Reports Not Applicable

4.5.9 Phase-In Plan Not Applicable

4.5.10 Phase-Out Plan Not Applicable

4.5.11 Monthly Invoice

The contractor shall provide a monthly invoice, no later than the 15th calendar day of the month following the monthly reporting period, to be submitted simultaneously with the MSR. As applicable, the invoice shall include but is not limited to:

● Clear identification of all costs.

● Other Direct Costs.

● Supporting documentation for other direct costs

As required, the contractor shall comply with line item (i.e., per individual positions, different programs, program areas, etc.) invoicing requests

4.5.12 Other Reports

Content of other reports is self-explanatory or should be agreed upon between the parties.

4.5.13 Ad Sets

Final Files Placed in Google Drive Folder For the set of ads developed, the Contractor shall deliver the following items.

● All editable electronic final design files.

● Both the high AND low resolution pdfs of ads

● Low resolution JPEGs of ads (Dimension Width of JPEG must be 2”.)

● All stock photography/graphics utilized.

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

NOTE:

● All files MUST be labeled with name of project, project number, and date.

● All images, electronic files and storage media become the property of GSA for use at the Government’s discretion.

● Materials must be supplied on google drive folder.

5. PERFORMANCE PLACE, TIME, AND RESTRICTIONS

5.1 Period of Performance

The period of performance of this contract shall be 1-year.

5.2 Place of Performance

5.2.1 Performance at the Contractor’s Facility

Work is expected to be performed primarily at the contractor’s facilities.

Work performed at contractor facilities shall be performed according to the contractor’s standard commercial practice; however, the contractor representatives at these facilities must be available for interaction with Government employees during the core hours identified in the paragraph entitled “Time of Performance - Normal Hours”, below, with the exception of Government designated holidays or facility closures.

5.2.2 Performance at the Government’s Facility

The Contractor may be required to perform work at a government facility or other non-contractor location. If travel is required, it will be governed and reimbursed as set forth in paragraph 5.4, below.

5.2.3 Applicability of Telework

All work performed at locations other than those identified as Government and/or contractor facilities shall be approved prior to performing the work.

Federal contractors are not governed by Office of Personnel Management (OPM), GSA, or the individual agency policies; however, this does not prohibit contractor personnel from actually working at an alternate site, when/as appropriate and specifically authorized by the Government. The contractor shall develop telework policies to comply with the following requirements and address such requirements at a generic level within their QMP. Alternate work arrangements for contractors shall be negotiated with the contractor’s own employer and the appropriate agency official, to ensure policies and procedures are in close alignment and there is a clear and concise arrangement documenting the agreement. It remains the contractor’s responsibility to ensure the services are performed in accordance with the terms and conditions of the contract/order.

The contractor shall address the pertinent facts impacting performance and ensure all affected contractor resumes and other related

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 documentation reflects the applicable work site. The contractor shall provide justification to the Government when identifying and submitting an individual as a telecommuter and address implementation processes and procedures within the QMP. The contractor shall be responsible for ensuring the Government has the required access/details necessary for the Government to perform quality assurance responsibilities.

The contractor shall comply with all agency security telework policies.

The contractor shall ensure all services provided from an alternate site comply with the Federal Information Security Management Act of 2002 (FISMA) and address the following, as a minimum:

• Controlling access to agency information and information systems;

• Protecting agency information (including personally identifiable information) and information systems;

• Limiting the introduction of vulnerabilities;

• Protecting information systems not under the control of the agency that are used for teleworking;

• Safeguarding wireless and other telecommunications capabilities that are used for teleworking; and

• Preventing inappropriate use of official time or resources that violates subpart G of the Standards of Ethical Conduct for Employees of the Executive Branch by viewing, downloading, or exchanging pornography, including child pornography.

5.2.4 Unplanned Government Facility Closures

In the event any work is performed on a Government or other non-contractor facility and that facility experiences an unplanned closure for any reason (e.g.

natural disasters, Government shut-down, or severe weather), the Contractor shall make its best effort to mitigate loss of work time. This may be done by moving employees to an off-site location. If performance under this contract is not possible, the Contractor shall take steps to assign employees to other projects on a temporary basis or place them in leave status to minimize non-productive costs to the Government under this contract. Additional instructions may be provided by the Contracting Officer on a case-by-case basis.

Disagreements between the parties resulting from closures shall be settled through negotiations to the maximum extent possible or shall otherwise be settled pursuant to the provisions of the Disputes provisions of this contract.

All services to be performed under this contract have been determined to be non-essential for performance during a closure. Should the Government facility be closed, the Contractor shall be notified by either the Contracting Officer, COR, or a local television or radio station. The Contractor is responsible for notifying its employees about Government closures. Contractor employees are not to report to a non-contractor work site if it is closed and will adhere to delays, unless otherwise specifically instructed otherwise by the CO or COR.

5.3 Time of Performance - Hours of Work

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

5.3.1 Normal Hours

The Contactor shall be responsible for managing the work hours of its employees who work at Contractor facilities, provided that those employees are available when necessary, to interact with Government employees. In the unlikely event that any Contractor employees are working on Government facilities, their normal business day must include core duty hours between 9 AM through 3 PM local time, Monday through Friday, excluding holidays, to coordinate with Government operations.

Actual start and end times shall be at the contractor’s discretion.

Any Contractor employee working at Government facilities shall observe federal holidays and government closures on the same dates and during the same times as the Government personnel, since Contractor employees shall not have access to the Government facilities during these days and/or times. These holidays are as follows.

5.3.1 Holidays

The Government shall observe the following holidays.

New Year’s Day Labor Day Martin Luther King Jr., Day Columbus Day Presidents’ Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

5.3.1 Expedited Performance

In the event that individual tasks or subtasks require expedited performance or extended workdays to meet schedule constraints or work volume, the Government shall communicate that need to the Contractor’s Project Manager or Team Lead who, in turn, is responsible for managing the Contractor’s labor resources to meet the schedule constraints.

Communications regarding expedited performance shall be documented in writing, by email or otherwise, and included in the contract administration file. If Contractor employees are working at Government facilities and task completion deadlines require extended hours, the Government will provide authorization to occupy and use Government facilities beyond normal duty hours.

5.4 Travel

Travel is not anticipated in task orders placed under this contract; however, if travel is required, the following provisions shall apply.

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

5.4.1 Controlling Regulation

All travel performed under this Task Order shall be governed by the following provisions, as applicable.

1. SCP-FSS-002 Specific Proposal Submission Instructions (Jun 2009), paragraph (c)(9), by clause C-FSS-370 – Contractor Tasks/Special Requirements (Nov 2003), paragraph (b) as found in the Professional Services FSS contract solicitation (SIN 54151S).

2, Joint Travel Regulations (JTR) - prescribed by the GSA, for travel in the contiguous United States (U.S.).

3. Federal Travel Regulation (FTR) Volume 2, Department of Defense (DoD) Civilian Personnel, Appendix A - prescribed by the DoD, for travel in Alaska, Hawaii, and outlying areas of the U.S.

4. Department of State Standardized Regulations (DSSR) (Government Civilians, Foreign Areas), Section 925, “Maximum Travel Per Diem Allowances for Foreign Areas” - prescribed by the Department of State, for travel in areas not covered in the FTR or JTR

5. Cost reimbursement provisions found in FAR Part 31.

5.4.2 Temporary Duty (TDY) Travel Purpose, Requirement, and Authorization The Government may authorize and require Contractor personnel to travel to participate in meeting or marketing related events as necessary to accomplish assigned tasks. When travel is required by the Government, the Government shall make every effort to give the Contractor three days written notice. All travel plans (including agenda, itinerary, and dates), shall be coordinated, submitted to, and approved by the COR or other authorized Government representative prior to travel, to ensure that all trips support the objectives of this contract/order and that the Government receives the maximum benefit from each trip. The Contractor shall ensure that the requested travel costs do not exceed the amount authorized in this contract/order. The Contractor shall provide a trip report upon completion of trip. Both distant and local travel may be authorized under this contract/order. Local travel does not include the commuting costs incurred by Contractor employees to travel to and from their place of residence to any work site within the local commuting area as defined in Paragraph 5.4.3, second bullet, below.

5.4.3 Travel Conditions and Limitations

Conditions and limitations applying to travel associated under this contract are as follows:

• Reimbursement is authorized for local business travel that begins and ends at a business location other than the employee’s residence.

• Reimbursement is authorized for travel that is not considered within the local commuting area. Per 5 CFR 330.604(e), “Local commuting area means the geographic area that usually constitutes one area for

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2 employment purposes as determined by the agency. It includes any population center (or two or more neighboring ones) and the surrounding localities in which people live and can reasonably be expected to travel back and forth daily to their usual employment.” For this requirement a local commute will be considered to be 50 miles or less.

• The contractor will be reimbursed by the government for travel and per diem expenses incurred by contractor personnel to the extent authorized by applicable contract provisions and governing regulation. Travel costs are reimbursable in accordance with FAR 31.205-46.

• The contractor shall use the most economical means of transportation consistent with accomplishment or the contract and to limit major costs. Items such as airfare, vehicle rental, mileage rates, and per diem allowances are reimbursable to the extent that they do not exceed the maximum rates in effect at the time of travel as set forth in the applicable travel regulation.

• Reimbursement claims must include proof of payment and must be approved by the COR or other authorized Government representative prior to payment. For local vehicle travel, primarily contemplated for off-base material pick-up, claims will include “trip tickets” containing the following information:

1. Name of the person performing the travel.

2. Date of travel.

3. ”Travel to” and “Travel from” locations

4. Miles traveled

5. Purpose of travel

6. Amount claimed with breakout of costs (i.e. mileage rate, parking, tolls, etc.).

5.4.4 Travel Budget / Ceilings

The budgeted amounts for the Contractor’s authorized travel under this contract are shown on the contract award. These are “not to exceed” ceiling amounts. If the Contractor determines that anticipated travel will exceed these ceiling amounts the Government should be notified immediately. The Contractor shall not incur travel costs in excess of these individual amounts. These amounts can only be changed by contract modification signed by the Contracting Officer.

5.4.5 Travel Costs and Invoicing

Travel must be coordinated and authorized by the CO, the COR, and/or other identified Government representatives prior to incurring costs.

Contractor costs for travel will be reimbursed in accordance with FAR 31.205-46, in arrears. The travel costs shall be reasonable and allowable as defined in FAR 31.201 and in accordance with the limitations of the applicable travel regulation.

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services

The contractor shall invoice monthly on the basis of cost incurred. The contractor must provide documentation in support of all travel expenses.

The contactor will not be reimbursed for local travel as defined above.

Invoice submissions including travel costs shall include completed travel expense sheets (i.e., travel voucher) for each trip and each employee who traveled. The travel expense report, receipts of $75 or more (with exceptions being lodging and transportation), and supporting documentation (e.g., approval email for exceeding per diem rates, cost comparisons, etc.) shall be submitted with the invoice. Expense report(s) must include the traveler’s name, dates of travel, destination, purpose of travel, Approval Authority documentation (e.g., copy of the e-mail authorizing travel by Government official), and cost for each trip. All travel costs shall be compiled into the Government provided travel expense sheet (provided as necessary in a task order) or similar document that has been determined to be acceptable by the Government. The entire submission shall be complete and organized to enable the Government to complete an efficient review. Submissions that are not complete and organized are subject to rejection.

5.5 Limitations on Contractor Performance

In compliance with FAR 37.102(c), this contract does not require the contractor to perform any inherently governmental functions. Accordingly, the contractor shall NOT perform any of the inherently governmental functions listed in FAR

7.503. Those inherently governmental functions most applicable to this procurement action are as follows:

• Determine Government policy. [7.503(c)(5)]

• Determine Federal program priorities. [7.503(c)(6)]

• Direct or control Federal employees; [7.503(c)(7)]

• Determine acquisition, disposition, or disposal of Government property;

[7.503(c)(11)]

• Determining what supplies or services are to be acquired by the

Government [7.503(c)(12)(i)]

• Vote on a source selection board; [7.503(c)(12)(ii)]

• Approve any contractual document on behalf of the Government; [7.503(c)(12)(iii)]

• Award Government contracts; [7.503(c)(12)(iv)]

• Administer Government contracts; [7.503(c)(12)(v)]

• Accept or reject supplies or services; [7.503(c)(12)(v)]

• Terminate Government contracts; [7.503(c)(12)(vi)]

• Determine cost reasonableness, allowability, or allocability; [7.503(c)(12)(vii)]

• Participating as a voting member on performance evaluation bo ards; [7.503(c)(12)(viii)]

• Determine budget policy, guidance, and strategy [7.503(c)(16)]

6. PERSONNEL

SAMPLE TASK ORDER SOW – Smart Pay Marketing Services Attachment 2

6.1 General Requirements

NOTE: The Government, at its sole discretion, may consider substitutions and/or requests for deviation from any of the following personnel…