RFP_693JJ918R000015.pdf

693JJ918R000015

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

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C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

08/24/2018 X

NHTSA NFO-300

Office of Acquisition Management 1200 New Jersey Ave SE Washington DC 20590

1400 ES 10/08/2018

SETH MOODY

seth.moody@dot.gov

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PAGE(S)

Sherese Gray

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

1-3

5-10 11-12 14-18 19-25 26-32

33-39

41-47

48-61

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ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

693JJ918R000015

(A) (B) (C) (D) (E) (F)

Solicitation 693JJ918R000015 is posted to acquire integrated media, marketing, and advertising services to enhance NHTSA behavioral safety programs as detailed below.

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Title: National Communications, Marketing, and Media Support

SECTION A – SOLICITATION/CONTRACT FORM

52.203-18 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS ON

STATEMENTS--REPRESENTATION (JAN 2017)

52.203-19 PROHIBITION ON REPORTING CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS OR STATEMENTS (JAN 2017)

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

The Contractor shall provide all the necessary personnel, materials, supplies and services which are necessary to perform national communications, marketing, and media support services as described in this contract. The Contractor shall fulfill work requirements in accordance with the Statement of Work (SOW), Section C and other terms and conditions of the contract. All support services provided to the Government shall be performed by the Contractor employees or personnel otherwise retained by the Contractor.

This is an Indefinite Delivery, Indefinite Quantity (IDIQ) Type Contract, whereby Firm Fixed Price (FFP), Cost Plus Fixed Fee (CPFF), or combination thereof, Task Orders shall be issued in accordance with FAR 16.5.

B.2 OBLIGATION SUMMARY

Minimum Obligation of the Government. The minimum guaranteed obligation of this IDIQ contract is the fair and reasonable cost (as determined by the Government) for the issuance of one (1) Task Order for no less than $50,000.

Maximum Obligation of the Contractor. The Contractor shall be obligated to provide supplies and services up to the maximum contract value amount of $TBD for the entire sixty (60) month period of performance.

Note: The Contracting Officer (CO) is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the proposed Contract or awarded Task Orders can be incurred before receipt of a fully-executed Contract or Task Order or specific written authorization from the Contracting Officer.

(End of Section B)

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

The National Highway Traffic Safety Administration (NHTSA) is an operating administration within the U.S. Department of Transportation whose mission is to save lives, prevent injuries, and to reduce traffic-related deaths and economic losses resulting from motor vehicle crashes. NHTSA accomplishes its mission by:

• Researching and demonstrating promising strategies to encourage positive traffic safety behaviors;

• Planning and executing strategic communications campaigns to support program activity; and

• Providing grants to State and local Governments to enable them to conduct effective local highway safety programs.

Disciplined Communications Approach

NHTSA’s communications strategy uses a disciplined approach to develop and implement its communications programs. NHTSA communications activities are rooted in policy which provides the foundation for its messaging. Once policy has been established, program offices develop program initiatives and countermeasures associated with improving traffic safety.

Finally, communications activities are based in research and use sound, effective messaging to support NHTSA’s policy and program efforts.

This disciplined approach includes reviewing traffic data, conducting and evaluating market research data, developing TV, radio, and digital creative materials, placing and negotiating advertising, conducting media relations, developing collateral materials, and developing partnerships.

While high visible enforcement activity continues to be an important aspect of the national communications program, other integrated communications activity must continue throughout the year to keep the messages updated and in front of the American public.

Consistent and continual reminders of the high human and economic costs of motor vehicle crashes must be developed, and effective communication must be maintained so that the public is aware of potential lifesaving behaviors.

The Data

Research demonstrates that preventing impaired and distracted driving and increasing seat belt use will have the most significant impact on NHTSA’s mission to increase the safety of the general driving public. Accordingly, NHTSA’s priority programs are designed to prevent impaired driving (including motorcycle riding), increase seat belt use, and decrease distracted driving. Other NHTSA campaigns also are designed to increase safety and address child passenger safety, drowsy driving, heatstroke, speed, teen driver safety, pedestrian safety, bicycles, school buses, and older drivers.

Drunk driving is one of the most often committed crimes in America. Drunk driving deaths accounted for 29 percent of all traffic fatalities annually in 2015. Affecting 1 in 3 Americans annually, drunk driving resulted in 1 fatality every 51 minutes and 28 deaths every day in 2015. Over 10,000 people lost their lives in 2015 in crashes involving drivers with blood alcohol content (BAC) of .08 and above.

Seat belt use has proven to be a lifesaving countermeasure. Seat belt use can reduce fatalities by up to 45 percent for front seat passenger car occupants and 60 percent for front seat light truck occupants. Every increase in seat belt use translates to lives saved and injuries prevented. NHTSA estimates that every one percentage-point increase represents 2.8 million more Americans buckling up, 250 additional lives saved, and 4,000 fewer serious injuries annually.

For children age 1 through 12, traffic crashes are one of the leading causes of death. Every day in 2015, on average nearly 2 children age 12 and younger were killed in traffic crashes and an average of 319 were injured in motor vehicle traffic crashes as occupants of passenger vehicles. NHTSA is committed to working closely with partners, safety advocates, and directly with consumers to help those who transport children make the kind of choices to keep them alive and safe.

Motorcycle crash-related fatalities have become a challenge to NHTSA’s progress in increasing highway safety. Crash-related motorcycle fatalities increased by 8 percent in 2015 compared to 2014. In 2015, 976 motorcyclists were killed and an additional 88,000 motorcyclists were injured.

Traffic crashes are among the leading causes of death among Hispanics from the ages of 1 to 34 years. As the Hispanic population continues to increase in the United States, their exposure to traffic crashes and resultant injuries and fatalities has the potential to increase.

Therefore, specialized public information efforts targeted to the Hispanic population are needed to ensure safe driving behavior. To meet its mission of decreasing fatalities and injuries, NHTSA must continue to develop culturally appropriate messaging and national behavior based communication initiatives.

C.2 PURPOSE

The purpose of this Contract is to acquire integrated media, marketing, and advertising services to enhance NHTSA’s behavioral safety programs through NHTSA’s Office of Communications and Consumer Information (OCCI). This support will be used by NHTSA, state partners, highway safety and public health advocates throughout the United States to promote traffic safety messages; raise traffic safety awareness; and increase positive traffic safety behaviors among segmented targeted populations through the combination of enforcement and related media support for the national seat belt and impaired driving campaigns. In addition, support is needed for strategically designed communication initiatives that support programs relating to child passenger safety, motorcycles, pedestrians, bicycles, school buses, distracted driving, older drivers, teen driver safety, and other NHTSA-based communication initiatives as identified.

C.3 OBJECTIVE

The objective of this Contract is to provide timely, efficient, effective and expert marketing, and advertising support to NHTSA, and its partners, in the management of its national seat belt and alcohol campaigns and other highway traffic safety programs regarding child passenger safety, distracted driving, speed, pedestrian, motorcycle, bicycle, school bus, and older driver safety programs. In addition, the Contract may be used to develop communication materials for traffic safety efforts that target Hispanic and other ethnic populations.

C.4 ACRONYMS AND DEFINITIONS

Refer to Attachment J.3 for acronyms and definitions of terms applicable to this contract.

C.5 CONTRACT REQUIREMENTS

C.5.1 Contract Kickoff Meeting

Within two (2) weeks after Contract award, key members of the Contractor’s staff shall meet with the NHTSA COR, Contracting Officer/Contract Specialist and other interested NHTSA staff. The purposes of the “Kick-Off” meeting shall be to:

• Review contractual matters, including terms and conditions of the Contract and any awarded Task Order;

• Review the Statement of Work and Milestones and Deliverables to ensure a common understanding of the general requirements; and

• Address questions.

As part of the kick-off meeting, the Contractor shall submit to the COR a Quality Assurance Quality Control (QAQC) plan detailing the Contractor’s methods and procedures for ensuring the highest quality and timeliness of required deliverables and services.

The Kick-Off meeting will take place at NHTSA Headquarters in Washington, DC and last from one (1) to two (2) hours. The kick-meeting shall be invoiced under Task Order 0001 as no funds are obligated to the base contract.

C.5.2 General Requirements

As discussed in Section G.7 of this Contract, specific project requirements will be assigned to the Contractor through the execution of contract Task Orders. In general terms, Task Order requirements could include the following (this list may not be all inclusive):

• Provide technical assistance to NHTSA to develop and promote traffic safety communications to reduce crashes, and the resulting injuries and deaths to English and Spanish speaking populations. The Contractor shall conduct market research, develop creative assets, understand the use of multimedia platforms that include television, radio, digital, social media, print, outdoor, mobile, and online; develop, review, and/or evaluate media plans; develop communication strategies and tactics;

use social media; and develop collateral materials to support state/local campaigns.

• Develop national media buys for television, radio, digital, social media, print, out-of-home, mobile, and online. The Contractor shall plan for each cycle of paid advertising and, once the NHTSA COR approves the plan, place the advertising.

Media buys support national high visibility enforcement campaigns to increase seat belt use, and decrease impaired and distracted driving. NHTSA anticipates that a minimum of five national media buys will be conducted per year and that each buy will run for approximately 7 – 15 days.

• Obtain approval for Federally-sponsored data collections as required by the Paperwork Reduction Act and Office of Management and Budget (OMB) regulations.

• Develop and deliver 508-compliant earned media materials in English and Spanish.

This earned media will support NHTSA’s traffic safety initiatives and priorities (seat belts, alcohol, and distraction) and other campaigns including, but not limited to, heatstroke, speed, teen safety, motorcycles, pedestrians, bicycles, school buses, older drivers, enforcement and justice services, drowsy driver safety programs and other traffic safety initiatives that NHTSA may identify. This earned material may also support traffic safety demonstration projects that support NHTSA’s ongoing traffic safety efforts.

• Refresh existing advertisements and develop new advertisements for NHTSA priority areas and emerging highway safety issues.

• Acquire video and photography services, and plan and execute video and photo shoots necessary to carry out NHTSA programs and campaigns. The Contractor shall manage all talent rights/fees for existing and newly created assets.

• Adapt existing materials into culturally-appropriate language and create new materials that positively resonate with targeted populations, and meet the guidelines set forth by the American Translators Association.

• Plan and conduct national strategic communications forums and communications trainings.

• Produce and submit reports that provide well-organized and detailed analysis of NHTSA campaigns and demonstration activities.

• Conceptualize, coordinate, and conduct onsite brown-bag training sessions for NHTSA staff on communications and marketing issues that are relevant to ongoing outreach efforts.

• Develop and program digital content using the Drupal content management system to support www.nhtsa.gov and www.trafficsafetymarketing.gov.

• Plan and implement events.

C.5.3 Examples of Past Task Orders

This section provides the Contractor with examples of past Task Order requirements which were fulfilled under the preceding contract. These Task Order requirements are presented as examples only and shall not be construed as an obligation on the part of the Government to obligate funds or for the Contractor to incur costs associated with these examples. Any Government obligation of funds and the authority to incur costs for contract work shall be provided in awarded Task Orders.

Examples C.5.3.1 through C.5.3.5 neither represent any current nor future known requirements under this contract.

http://www.nhtsa.gov/ http://www.trafficsafetymarketing.gov/

C.5.3.1 Speed

The Task Order purpose was to conduct the research necessary to evaluate existing speed communications materials; test which messages resonate with the target audience; develop creative social messages and enforcement materials;

develop a comprehensive speed communications strategy, and speed outreach plan to raise public awareness about the risks and hazards associated with speeding for use by state highway safety offices and partners nationwide.

Period of Performance: 55 months.

C.5.3.2 Heatstroke

The Task Order created a national paid media campaign Where's Baby? Look before you lock! to raise awareness of heatstroke with young children in cars.

Also, it offered specific safety tips to parents, caregivers, bystanders and members of the community about the safety threat heatstroke poses for young children left in hot cars. The target audience was adults and caregivers age 18 – 34 with young children.

Period of Performance: 46 months.

C.5.3.3 NASCAR

This Task Order created television, radio, in venue advertising, print and digital media to promote a joint NHTSA/NASCAR campaign against distracted driving.

In doing so, the Contractor was required to place advertising in donated media, and manage and coordinate local site activity with NASCAR.

Period of Performance: 38 months.

C.5.3.4 Motorcycle

This Task Order conducted qualitative and audience segmenting research, developed motorist awareness materials and dissemination strategies, and provided public relations and marketing support that is designed to increase motorcyclists’ safety by educating non-riding motorists about motorcyclist behaviors.

Period of Performance: 20 months.

C.5.3.5 Railroad Grade Crossing

The Task Order developed a national paid media campaign to raise the awareness of hazards associated with railroad grade crossings. The primary strategy was to reach those in a hurry; those unaware that a train can travel through a segment of track at any time; and those that see the crossing device but not necessarily the train so they believe it is okay to proceed. The target audience was males age 18

– 49, who drive cars as opposed to a van or pickup truck.

Period of Performance: 24 months.

(End of Section C)

SECTION D - PACKAGING AND MARKING

Preservation and packaging of all shipments or mailing of all work delivered under this Contract shall be done in accordance with good commercial practices and to insure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).

Any deliverables required by this Contract shall be submitted to the applicable personnel identified in Section F of this Contract. Due to security concerns, deliverables transmitted via regular U.S. Mail experience significant delay in reaching an intended destination and, as part of the screening process, may be damaged. For these reasons, the U.S. Mail should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.

Except as specifically exempted by the Contracting Officer or Contracting Officer’s Representative (COR), all deliverables under this Contract shall be sent in electronic format, as specified in Section F. For those items that must be ready for printing, the following NHTSA guidelines shall be used:

D.1 TEXT

Text files shall be delivered in Microsoft WORD 2016 format. Font type of Times New Roman with a font size of 12 shall be used throughout the document. The Contractor shall minimize additional formatting as much as possible (e.g., avoid use of columns).

Avoid using any design/layout elements (however, see D.2, D.3, and D.4 below.)

D.2 CHARTS AND GRAPHS

The Contractor shall develop charts or graphs using Microsoft EXCEL 2016 or similar format and shall insert these in the appropriate places within the text document. The Contractor shall also provide the Microsoft EXCEL source file from which charts or graphs were developed.

D.3 ILLUSTRATIONS

NHTSA’s Office of Communication Services is responsible for developing or acquiring most illustrations found in NHTSA publications. These illustrations can take two forms:

a. Graphics – In the majority of cases, the Office of Communication Services will develop any needed graphics in collaboration with the COR. The Contractor shall provide text, graphs, and charts following the guidelines stipulated in D.1 and D.2 above. In some cases, the Contractor may be required to develop graphics. In these cases, the Contractor shall use only software approved by the U.S. Government Publishing Office (e.g. Adobe Illustrator.)

b. Photographs – When photos are used in NHTSA publications, the Office of

Communication Services typically uses existing photos or photos purchased through royalty-free sources. In the event the Contractor must supply photos for use in a publication, the photos must be high resolution images at least 300 dpi at the size used in the publication. Photos shall be supplied on a CD or DVD in either .tif format (for scanned images) or .jpg (for images downloaded to the CD or DVD directly from the digital camera.).

NOTE: If a photograph is supplied by an outside source, a release form must accompany the photo indicating that the human subjects in the photo authorize NHTSA to use the photo in its publications and on its internet site. The Contractor shall be responsible for ensuring that the necessary arrangements have been made with the photographer and the subjects in the photo to ensure that NHTSA has unlimited rights to use the images in print and on the web. The Contractor shall obtain, and provide to NHTSA, a written statement indicating that NHTSA has unlimited, unrestricted rights to the use of the photos.

D.4 WEB-BASED IMAGES

Occasionally, web-based images may be used in NHTSA publications. The Contractor is cautioned that copyright laws restrict use of many of these images even if this is not expressly indicated at the website. Additionally, the resolution of most web-based images is not high enough to provide a clear image when published. For these reasons, web-based images should not be used.

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government.

E.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov/far

NOTE: The following clauses are hereby incorporated by reference.

52.246-4 INSPECTION OF SERVICES—FIXED-PRICE (AUG 1996)

52.246-5 INSPECTION OF SERVICES—COST REIMBURSEMENT (APR 1984)

E.2 INSPECTION AND/OR ACCEPTANCE

The Contracting Officer’s Representative (COR) and Contracting Officer’s Representative Task Order [COR (TO)], as designated in this Contract and subsequent task orders, will be the Federal employee responsible for performing the administration;

inspecting of all services rendered under this Contract; and recommending acceptance or replacement/correction of services or materials that fail to meet the requirements to the Contracting Officer (CO).

(End of Section E) https://www.acquisition.gov/far

SECTION F - DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This Contract incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov/far/

NOTE: These clauses are hereby incorporated by reference

52.242-15 STOP WORK ORDER (AUG 1989) ALT I (APR 1984)

(ALT I applies to FFP TOs only) 52.247-35 F.O.B. Destination, Within Consignee’s Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

The Contract period of performance will be comprised of a twenty-four (24) month base period and three (3) twelve (12) month option periods for a total possible period of performance of sixty (60) months from the date of award. All work required, including preparation, submission, and acceptance of all deliverable items, shall be completed within the performance period.

F.3 PLACE OF PERFORMANCE

The work performed under this contract shall be accomplished at the Contractor’s facility or other locations as agreed upon by the Contractor and the Government.

F.4 DELIVERABLES/MILESTONES

The following milestones and deliverables listed below are considered critical to the successful completion of this Contract.

F.4.1 Deliverables/Milestone Schedule:

Item No. Task Number Deliverables / Milestones Due Date

1 C.5.1 Kick-off Meeting (M) Two (2) weeks after award

2 C.5.1 Quality Assurance Quality Control Plan

(D) Concurrent with Item #1

3 F.5.1 Consolidated Monthly Report (D) No later than the 10th of the month following the month being reported

4 F.5.1 COR will accept or reject the Consolidated Monthly Report (M)

Within five (5) days of receipt from the Contractor https://www.acquisition.gov/far/

5 F.5.2 Task Order Report (D) Refer to individual Task Orders for specific requirements

6 F.5.3 Weekly Status Coordination Meeting (M) Two (2) weeks after award and weekly thereafter

7 F.5.3 Weekly Status Coordination Meeting Recap (D)

Within one (1) day of Weekly Status Coordination Meeting

8 F.5.3 COR will accept or reject the Weekly Status Coordination Meeting Recap (M)

Within three (3) days of receipt from Contractor

9 F.5.4 Final Paid Media Campaign Reports (D) One (1) month after conclusion of campaign

10 F.5.4 COR will accept or reject the Final Paid Media Campaign Report (M)

Within fifteen (15) days of receipt from the Contractor

F.4.2 Place of Delivery

Unless otherwise specified, deliverables shall be furnished, electronically, to the following addresses:

Item No.

Address

2-3, 5, 7, 9 Contracting Officer’s Representative (COR) name and contact information to be provided at time of Contract award

3 Contract Specialist name and contact information to be provided at time of Contract award

5 Contracting Officer’s Representative/Task Order (COR (TO)) name and contact information to be provided at time of Task Order award

F.5 REPORTING REQUIREMENTS

F.5.1 Consolidated Monthly Report

On or before the 10th of each month following the month being reported, the Contractor shall submit a letter-type Consolidated Monthly Report that lists all Task Orders issued to the Contractor under this contract. For each active Task Order, include the following information:

1. Accomplishments made during the reporting period;

2. Planned actions and associated costs for the following month;

3. Problems or delays that the Contractor has experienced and specific actions that the Contractor proposes to undertake to alleviate the problems or delays;

4. Preliminary or interim results, conclusions, trends, or other information that

NHTSA would need to know;

5. Any actions the Contractor requires of NHTSA;

6. Costs incurred during the reporting period;

7. Total costs incurred to date by task order;

8. For each active task order included in the report, respond to the following statement: Based upon a comparison between the Task Order Budget established at time of task order award and the actual expenditures to date, the Contractor anticipates that the cost for completion of all Task Order requirements will be [Within Budget], [Over Budget], [Under Budget]; and

9. If the Contractor’s response to the above statement is Over Budget, then the Contractor shall explain those conditions which resulted in the Over Budget status and explain what steps it plans to take in order to mitigate, and eliminate, the Over Budget status

Within five (5) days of receipt, the COR will accept or reject the Consolidated Status Report. Rejected reports will be returned to the Contractor for revision.

F.5.2 Task Order Reports

Each awarded Task Order will include reporting and other deliverable requirements which are specific to that Task Order. These additional reports and other deliverable requirements will be detailed in each individual Task Order.

F.5.3 Weekly Status Coordination Meeting

Within two (2) weeks after award, and weekly thereafter, the Contractor shall meet in person or via conference, at the COR’s discretion, with NHTSA staff to:

1. Discuss the status of each Task Order,

2. Review technical assistance provided, and

3. Identify, discuss, and resolve any issues or problems that need to be addressed either by the Contractor, by NHTSA, or both.

Within one (1) day of each Weekly Status Coordination Meeting, the Contractor shall submit a written summary which recaps the status meeting and highlights action items and next steps as discussed.

Within three (3) days of receipt, the COR will accept or reject the Weekly Status Coordination Meeting Recap. Rejected recap reports will be returned to the Contractor for revision.

F.5.4 Final Paid Media Campaign Reports

The Contractor shall submit a final paid media campaign report for each high visibility enforcement campaign and other national paid media campaigns one (1) month after conclusion of the campaign. This report shall include but not be limited the following elements:

1. Campaign executive summary;

2. Campaign overview including pertinent campaign dates;

3. Approved media plan and media buy plan;

4. Creative assets developed by medium;

5. Post buy analysis to include:

a. Media by medium,

b. Value added exposure by medium,

c. Earned media, and

d. Observations and recommendations to enhance media presence or additional media and marketing services needed to evaluate the national campaigns;

6. Earned media summary to include earned media representing where NHTSA’s messages were broadcast or published around the United States. The earned media summary shall include samples of the types of earned media associated with the campaign;

7. Digital metrics summary to include at a minimum:

a. Digital campaign overview,

b. Sample assets,

c. Landing page totals to include:

i. Page views,

ii. Average time on page,

iii. Unique page views,

iv. Performance metrics (including any issues that may have arisen),

v. Web audience profile, and

vi. Observations and recommendations to enhance digital presence;

8. Make-goods summary to include a listing of the make-goods and justification for why the make-goods were necessary1;

9. Issues encountered, if any, related to the paid media components;

10. Actions taken to mitigate any issues encountered;

11. Campaign summary to include overall observations and recommendations for enhancing future high visibility enforcement campaign and other national paid media campaigns; and

12. Sizzle reel representing the media during the campaign; the sizzle reel shall be delivered via a file sharing service, (i.e., Dropbox, Google Drive) preferred or a media storage device (i.e., external drive or USB drive).

Within fifteen (15) days of receipt, the COR will accept or reject the Final Paid Media Campaign Report. Rejected reports will be returned to the Contractor for revision.

F.5.5 Section 508 Compliance

All electronic and information technology procured, developed or delivered under this Contract shall meet applicable accessibility standards, as specified in 36 CFR Part 1194.

36 CFR Part 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov/.

1 For the purpose of this contract, make-goods are credits issued by an advertising-medium to compensate for an error in the placement of an advertisement, the timing of a commercial, or a failure to execute the purchased inventory. The Contractor shall seek commitments from advertising-mediums to “make the error good” by re-running advertisements or commercials that were not able to be broadcast or published as intended.

All Contract deliverables covered by Section 508 shall be accessible to people with disabilities. Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems 1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products 1194.31, Functional Performance Criteria 1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board website at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and guides for specific sections are available at http://www.access-board.gov/guidelines-and-standards.

(End of Section F) http://www.access-board.gov/guidelines-and-standards

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 PAYMENT/COST REIMBURSEMENT

Refer to Section J attachments for Payment/Cost Reimbursement and Invoicing

Instructions.

G.2 INDIRECT COST RATES (Applicable to Cost Task Orders)

Pending the establishment of final indirect cost rates which shall be negotiated based on audit of actual costs as provided in FAR Subpart 42.7, Indirect Cost Rates, the Contractor shall be reimbursed for allowable indirect costs hereunder at the rates established below.

a. Fringe Benefit

The fringe benefit rate(s) applicable to this Contract is/are as follows:

RATE TYPE RATE BASE EFFECTIVE PERIOD

b. Overhead

The overhead rate(s) applicable to this Contract is/are as follows:

c. General and Administrative (G&A)

The G&A rates applicable to this Contract are as follows:

NOTE:

a. applied to:

b. applied to:

c. applied to:

To prevent substantial over or under payment, and to apply either retroactively or prospectively, provisional rates may, at the request of either party, be revised by mutual agreement on an annual basis.

This indirect cost provision does not operate to waive the LIMITATION OF FUNDS Clause (incorporated by reference in Section I). The Contractor's audited final indirect costs are allowable only insofar as they do not cause the Contractor to exceed the total estimated costs for performance of the Contract listed in Section B.

G.3 SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

Under this Contract, the requirements of FAR 44.2, CONSENT TO SUBCONTRACTS, have been fulfilled for the following subcontracts:

TBD

Any future change or revision to the Statement of Work or other applicable aspects of this Contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.4 SUBMISSION OF INVOICES

a. The Contractor shall email invoices to:

9-AMC-AMZ-NHTSA-Invoices@faa.gov

The Contractor is responsible for ensuring the legibility of the PDF image. Illegible copies may be returned to the Contractor for re-scanning and may result in payment delays.

b. Alternatively, the Contractor may mail one original copy of the invoice to the following address:

DOT/NHTSA

Mike Monroney Aero Center Accounts Payable Branch, AMZ-150 P.O. Box 268911 Oklahoma City, OK 73126

Separate invoices shall be submitted in accordance with section J “Invoicing and Payment Instructions and Procedures” to be considered proper for payment.

G.5 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The performance of the work required under the Contract shall be subject to the technical review of the COR.

The following individual has been designated as this Contract’s COR:

a. The Contracting Officer will designate a technical representative to assist in monitoring the work under the resultant Contract. The COR serves as the technical liaison with the Contractor. The COR is not authorized to change the scope of work or specifications as stated in the Contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the Contract price, delivery schedule, period of performance or other terms or conditions.

b. In the event any technical direction offered by the COR is interpreted by the Contractor to be outside of this Contract, the Contractor shall not implement such direction, but shall notify the Contracting Officer in writing of such interpretation within five (5) calendar days after the Contractor’s receipt of such direction. Such notice shall include (1) the reasons upon which the Contractor bases its belief that the technical direction falls within the purview of the “Changes” clause, and (2) the Contractor’s draft revisions to the terms of the Contract that it thinks are necessary to implement the technical direction.

c. The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of the resultant Contract shall not be construed to authorize the revision of the terms and conditions of this Contract. Any such revision shall be authorized only in writing by the Contracting Officer.

G.5.1 Alternate COR

In the event that the COR of record (identified in G.5 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate COR.

G.5.2 COR Task Order (TO)

The performance of the work required under a Task Order shall be subject to the technical review of a Contracting Officer’s Representative/Task Order (COR (TO)).

a. Designation of COR (TO). The Contracting Officer will designate a technical representative to assist in monitoring the work under specific Task Orders. The COR (TO) serves as the technical liaison with the Contractor for the specific Task Order to which they are assigned in Section G of the Task Order. The COR (TO) is not authorized to change the scope of work or specifications of the Task Order as stated in the contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the Task Order price, delivery schedule, period of performance or other terms or conditions.

b. In the event any technical direction offered by the COR (TO) is interpreted by the Contractor to be outside of this Contract or a specific Task Order, the Contractor shall not implement such direction, but shall notify the Contracting Officer in writing of such interpretation within five (5) calendar days after the Contractor’s receipt of such direction. Such notice shall include (1) the reasons upon which the Contractor bases its belief that the technical direction falls within the purview of the “Changes” clause, and

(2) the Contractor’s draft revisions to the terms of the Contract or Task Order that it thinks are necessary to implement the technical direction.

c. The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of the

Contract or Task Order shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized only in writing by the Contracting Officer.

G.5.3 Alternate Contracting Officer’s Representative, Task Order, “ACOR (TO)”

The Contracting Officer may also designate an Alternate COR (ACOR (TO)) for each Task Order. This individual would have the same authority and responsibilities as the COR (TO), but only when the COR (TO) is not available to perform those duties. If an ACOR (TO) is designated, the individual will be identified in each awarded Task Order.

G.6 TAR 1252.237-73 KEY PERSONNEL (APRIL 2005)

(a) The personnel as specified below are considered essential to the work being performed under this Contract and may, with the consent of the contracting parties, be changed from time to time during the course of the Contract by adding or deleting personnel, as appropriate.

(b) Before removing, replacing, or diverting any of the specified individuals, the

Contractor shall notify the Contracting Officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the Contracting Officer to evaluate the potential impact of the change on the Contract. The Contractor shall not remove or replace personnel under this Contract until the Contracting Officer approves the change.

The Key Personnel under this Contract are:

G.7 TASK ORDERS

a. In accordance with FAR 52.216-18 “Ordering,” the Government reserves the right to issue Task Orders by US Mail, orally, by facsimile, or by electronic commerce methods (i.e., e-mail).

b. All work to be performed under this Contract shall be ordered through Task Order awards. Each Task Order will identify a specific media/marketing requirement which falls within the general scope of work of this Contract as described in Section C. The majority of Task Order requirements will be varied and will be developed throughout the Contract year as needs are identified.

c. Each awarded Task Order will include:

• A Cover Sheet,

• Statement of Work,

• Milestone and Deliverable Schedule,

• Include either a Firm Fixed Price or Cost/Cost Sharing Ceiling Amount which the Contractor shall not exceed, and

• Other Terms and Conditions that may apply.

d. This Contract includes two methods for processing Task Orders: The Standard Task Order Process and the Expedited Task Order Process.

G.7.1 Standard Task Order Process

The majority of Task Orders will be issued through use of the Standard Task Order Process:

a. As needs arise, NHTSA will identify specific project requirements. Those requirements will be transmitted to NHTSA’s Office of Acquisition Management (OAM) as Procurement Requests and will include:

• A statement of work;

• A listing of key milestones and deliverables as well as applicable due dates;

• Total period of performance for the Task Order to include a projected start date and required completion date; and

• Other OAM required information.

b. OAM will review the request and, in consultation with the Contracting Officer’s

Representative (Task Order) (COR (TO) – see Section G.5.2), make any revisions necessary to ensure that the Task Order requirements are clear and within the scope of this Contract.

c. OAM will transmit the Task Order requirement to the Contractor as a Request for Proposal (RFP).

d. The Contractor shall review the Request for Proposal and submit a technical plan or other information that addresses the Contractor’s approach to fulfilling the Task Order requirements. With its technical plan, the Contractor shall include a discussion of the talent rights or other types of rights needed to produce any required media. The technical proposal shall explain any restrictions that may condition NHTSA’s subsequent use of media produced.

e. The Contractor also shall submit a cost proposal for performing the Task Order requirements. In doing so, the Contractor shall:

• Identify the appropriate labor categories;

• Estimate the levels of effort projected for each labor category and provide a dollar estimate for the identified labor costs;

• Identify the types of Other Direct Costs the Contractor anticipates it will need to incur;

• Provide a dollar estimate for each identified Other Direct Cost;

• Provide an explanation as to why each Other Direct Cost must be incurred as well as justification for the cost estimate;

• Apply appropriate indirect costs (consistent with the terms and conditions of this

Contract); and

• Provide the Total Estimated Cost Ceiling for the Task Order.

f. Within the timeframe stipulated in the RFP (typically one week), the Contractor shall provide OAM with its technical and cost proposals.

g. OAM, in consultation with COR (TO), will review the Contractor’s Task Order technical and cost proposals and determine if each is acceptable, as is, or if negotiations are required. If negotiations are required, OAM will contact the Contractor and discuss any issues that must be addressed.

h. Following review and negotiations (if necessary), OAM will provide the Contractor with a formal Task Order document for execution. The Contractor shall sign, date, and return a copy of the Task Order to OAM. Upon receipt, the Contracting Officer will sign, date, and provide the Contractor with a fully executed copy of the Task Order. To expedite the process, signed copies are typically scanned into PDF format and transmitted, via e-mail, between the Contractor and OAM.

G.7.2 Expedited Task Order Process

There will be occasions when requirements are so urgent that the Standard Task Order Process would not result in a timely award. In these situations, an Expedited Task Order Process will be used as follows:

a. The COR (TO) will identify an urgent Task Order requirement which justifies use of

Expedited Task Order Process. The COR or COR (TO) will get the approval of the CO before executing the expedited process.

b. The COR (TO) will submit a DRAFT Task Order Statement of Work directly to the

Contractor.

c. The Contractor shall review the DRAFT Task Order Statement of Work and, based on its requirements, will submit a technical proposal and a cost proposal to the COR (TO). The technical and cost proposals shall contain the information required in Sections G.7.1.d. and G.7.1.e above.

d. The COR (TO) will review the Contractor’s submission and determine whether to submit the DRAFT Task Order Statement of Work and proposal information through NHTSA’s procurement request process for further review.

e. Once received as a procurement request, OAM will review the DRAFT Task Order

Statement of Work to ensure that it is within the scope of this Contract. OAM also will review the technical proposal to ensure it is responsive to the Statement of Work and cost information to determine that the proposed costs are fair and reasonable under the Task Order (including that all costs are allowable and allocable under the Task Order).

If OAM identifies no issues with the documents, OAM will issue a formal Task Order to the Contractor for execution in accordance with the steps in G.7.1.h. above. If the OAM identifies issues with the documents, the Contracting Officer will work with the

Contractor to resolve any issues. This may require the Contractor to submit revised technical and/or cost information.

Before the review is completed, for good reason, OAM may authorize the Contractor to begin work and allow the Contractor to incur pre-Task Order award costs (up to a specified ceiling amount). In the event that issues are identified after work has been authorized, the Contractor may be required to stop work until the issues are resolved.

If the issues are not able to be resolved to the satisfaction of OAM, the Task Order will be terminated.

G.7.3 Limitation of Funds (Task Orders)

Incrementally funded cost-reimbursement based Task Orders issued under this contract are subject to FAR 52.232-22 “Limitations of Funds” (APR 1984).

G.7.4 Limitation of Cost (Task Orders)

Fully funded cost-reimbursement based Task Orders issued under this contract are subject to FAR 52.232-20 “Limitations of Cost” (APR 1984).

(End of Section G)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 SPECIAL DATA RIGHTS PROVISIONS

H.1.1 Confidentiality of Reports and Other Data

Neither the Contractor, nor any affiliate, subsidiary, consultant, Subcontractor, nor personnel thereof, shall divulge to any third party any information concerning deliverables produced, work performed, results obtained, or any information provided by the Government in connection with this Contract without the prior written approval of the Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.

H.1.2 NHTSA Review of Announcements or Publishing

Neither the Contractor, nor any affiliate, subsidiary, consultant, Subcontractor, nor personnel thereof, shall make public releases of information or any matter pertaining to this Contract, including, but not limited to, advertising in any medium, or presentation before technical, scientific, or industry groups, without the prior written approval of the Contracting Officer. The provisions of this clause shall survive the expiration of the Contract.

H.1.3 Proprietary Rights in Reports

All proprietary rights, including publication rights, in any report produced by the Contractor in connection with the work provided for in this Contract shall vest in the Government. The Contractor shall not publish any of the results of the work provided for in the Contract without the prior written approval of the Contracting Officer.

H.1.4 Computer…