693JJ919R000010.pdf

693JJ919R000010

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

03/13/2019 X

NHTSA NFO-300

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

1400 ES 04/12/2019

SETH MOODY

seth.moody@dot.gov

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SETH MOODY

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

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5-10 11-12 14-17 18-24 25-32

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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

693JJ919R000010

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

Solicitation 693JJ919R000010 is placed to procure media support services for National Highway

Traffic Safety Administration (NHTSA) Region 6.

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Title: Region 6 Media Support

SECTION A – SOLICITATION/CONTRACT FORM

52.203-18 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS ON

STATEMENTS--REPPRESENTATION (JAN 2017)

52.203-19 PROHIBITION ON REPORTING CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS OR STATEMENTS (JAN 2017)

(End of Section A)

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SUPPLIES/SERVICES

a. The Contractor shall furnish all the necessary qualified personnel, and services to perform the effort entitled: “Region 6 Media Support” to support the National Highway Traffic Safety Administration’s (NHTSA) Office of Regional Operations and Program Delivery in accordance with the Statement of Work, Section C, and as itemized in Section F, “Deliveries or Performance.” All support services provided to the Government shall be performed by the Contractor’s employees or personnel otherwise retained by the Contractor to fulfill specific work requirements of the resultant Contract.

b. The Government anticipates award of a Cost Plus Fixed Fee (CPFF) Contract issued in accordance with FAR 16.306.

B.2 ESTIMATED TOTAL COST AND FEE AMOUNT

The Estimated cost and fixed fee for work performed during each year of this contract are presented below:

Estimated Cost ($) Fixed Fee ($) Estimated Cost Plus Fixed Fee ($)

Base Year Option Period 1 Option Period 2 Option Period 3 Option Period 4 Total

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 can be incurred before receipt of a fully-executed Contract 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 agency within the U.S.

Department of Transportation whose primary mission is to reduce deaths, injuries and economic losses resulting from motor vehicle crashes. This is accomplished by:

• Setting and enforcing national safety performance standards for motor vehicles and equipment

• Providing grants to state and local governments to enable them to conduct effective local highway safety programs

• Marketing and promoting safety messages, campaigns and materials to various audiences aimed at raising awareness and influencing and sustaining positive traffic safety behaviors

Research has demonstrated that increasing seat belts and preventing impaired driving is the most effective means to meet NHTSA’s core mission.

NHTSA estimates that increasing seat belt use can reduce crash fatalities by up to 45 percent in cars and 60 percent in light trucks. Every one percent increase in seat belt use translates into 2.8 million more Americans buckled up, 250 additional lives saved and 4,000 fewer serious injuries annually.

Impaired driving-related deaths account for 28 percent of all traffic fatalities annually. Driving impaired is one of the most often committed crimes in America, affecting 1 in 3 citizens annually, resulting in 1 fatality every 50 minutes, 29 deaths every day and more than 10,400 fatalities annually.

Based on over 10 years of research, NHTSA and its partners have determined that conducting traffic enforcement with highly visible publicity and advertising is the most effective way to influence audiences to buckle up and deter impaired driving.

NHTSA’s national communications plan supports the agency’s policy and program priorities.

High visibility enforcement for seat belt use and impaired driving prevention is the cornerstone of the national plan. NHTSA recommends that States and local communities also implement high visibility enforcement (HVE) as the foundation of their communications efforts and build around their key enforcement periods. Based on numerous years of experience working at the national and state levels, NHTSA has developed recommendations for communications strategy and tactical plans for state and local partners to effectively promote traffic safety year-round.

Canada was the first country in North America to demonstrate that highly publicized occupant protection enforcement increases compliance with occupant protection laws. North Carolina implemented a long-term program to increase seat belt use rates in 1994. The program was named “Click It or Ticket,” and it was the first statewide occupant protection Selective Traffic Enforcement Program (STEP) attempted in the United States. In 2001, nine States in the Southeast participated in a region-wide Click It or Ticket campaign, during which all states simultaneously undertook a five-week earned media campaign, a two-week paid media campaign beginning one week after the start of the earned media, and a two-week intensive enforcement effort beginning one week after the start of paid media. To test the success of the program, telephone surveys and observational surveys were conducted. Observations of seat belt use in the Southeastern States showed statewide increases of between 4 and 20 percentage points across the States.

In light of the success of this region-wide Click It or Ticket Mobilization, NHTSA applied the model to impaired driving, through its Drive Sober or Get Pulled Over campaign. Currently, most States are using the model to support the Click It or Ticket seat belt Mobilization and the Drive Sober or Get Pulled Over impaired driving Crackdown. Three regions of the country, including Region 6 have conducted Buckle Up in Your Truck pickup demonstration projects, and Region 8, Colorado and Nevada, have conducted Teen Seat Belt demonstration projects.

Oklahoma is currently conducting a combined seat belt/impaired driving high-visibility enforcement demonstration project.

The reason for the State Highway Safety Offices’ (SHSO) intensified enforcement initiatives is not to cite drivers who disobey the law, but rather, to prompt many more motor vehicle operators and passengers to use seat belts and not to drive impaired. The enforcement efforts are only fully effective when the vast majority of the States’ citizens know that the intensified enforcement will be taking place and believe that they personally will be stopped, ticketed and fined (or arrested) if they are unbelted (or impaired). Therefore, the media campaigns deliver a single message – law enforcement is cracking down – in a convincing manner, through a variety of mediums to reach the target audience(s).

To continue to make strides in these areas, public attention must continue to be focused on the horrific human and economic costs of motor vehicle crashes. Car crashes continue to be a leading cause of death for people ages 3 – 33. Children, young people and young adults are most at risk in these crashes. Effective communication must be maintained not only with the key audiences, but policy makers must also be made aware of the potential lifesaving actions they can take to alleviate these problems.

C.2 OBJECTIVE

The objective of this contract is to provide communication support for the NHTSA Region 6, consisting of the following states: Louisiana, Mississippi, New Mexico, Oklahoma, Texas, and the Indian Country to support seat belt and impaired driving program efforts as well as other priority highway safety programs.

C.3 SCOPE OF WORK

C.3.1 General Requirements

The Contractor shall provide media support services to NHTSA Region 6 to support seat belt and impaired driving program efforts as well as other priority highway safety programs. The Contractor shall be required to perform tasks to include, but not be limited to, the following:

1. Meet with Region 6 and NHTSA’s Office of Communication and

Consumer Information by conference call to be briefed on the national communications plan.

2. Develop a Regional Communications Plan annually.

3. Generate earned media and outreach for relevant highway safety issues at the direction of the Region.

4. Attend periodic meetings.

6. Implement community, employer and multicultural partnership outreach.

7. Submit monthly progress reports on status, plans, problems or delays and proposed plan to address problems or delays.

8. Submit invoices for completed work performed within the period of performance with required documentation, including billable hours and a progress report that discusses the work performed in association with the invoice.

9. Submit acceptable annual reports detailing the activities conducted during the project period and assessing the region’s communications efforts.

C.4 SPECIFIC REQUIREMENTS

In fulfilling the requirements of this contract, the Contractor shall perform the following tasks:

C.4.1 Task 1 Kickoff Meeting

Within three (3) weeks of the award the Contractor shall meet with the Contracting Officer’s Representative (COR), a representative from the Office of Acquisition Management, and other NHTSA personnel staff. This meeting may be held at NHTSA Region 6 Office in Fort Worth, Texas, or, at the COR’s request, may occur as a conference call. The purpose of this meeting will be to: discuss the administration of this contract, the project’s objectives, the Contractor’s planned course of action, milestones and deliverables, and any other issues the Contractor or government identifies. The Region will brief the Contractor on the National Communications Plan and Office of Communications and Consumer Information (OCCI)’s Calendar. The meeting will also outline national, regional and state priorities, coordination methods with regional officials, as well as roles and responsibilities.

C.4.2 Task 2 Develop Work Plan

Based upon the Kickoff meeting (addressed in C.4.1 above) the Contractor shall finalize its Work Plan and submit it to the COR within one (1) month of contract award. The Final Work Plan shall include a complete list of project milestones and deliverables.

Other than planning, the Contractor shall not perform any work on subsequent Specific Requirements prior to approval of the work plan by the COR. Within two (2) weeks from the time the COR receives the Contractor’s final work plan, the COR will approve the plan or will contact the Contractor for revisions. The Contractor shall revise the refined Work Plan until it is acceptable to the COR (TO).

C.4.3 Task 3 Develop an Annual Regional Communications Plan

With Regional input, the Contractor shall develop and submit to the COR a regional-focused communications plan to primarily support communications-related tactical activities to promote NHTSA’s national policy and program priorities, in addition to Region 6 specific initiatives within sixty (60) days of award. The Contractor shall ensure the plan primarily focuses on supporting national High Visibility Enforcement (HVE) efforts and extending the reach of campaigns in key regional markets. The Contractor shall ensure the plan also explores the development of a series of year-round communication strategies/events that build upon the national HVE efforts.

The Contractor shall utilize OCCI’s Communication Calendar and NHTSA Traffic Safety Marketing website for communications planning templates that will primarily consist of the following:

• Traffic and enforcement statistics,

• Market research,

• Strategic plan,

• Tactical plan,

• Calendar of activities,

• Marketing-related materials (general and time specific regional specific resources), and

• Communications assessment and reporting

C.4.4 Task 4 Implementation of Tactical Plan

In support of the Annual Regional Communication Plan, the Contractor shall provide media relations support that includes, but is not limited to, the following:

• A plan recommending media outreach priorities and opportunities specific to

Region 6 activities.

• Use and development of sample social media and other new emerging media technologies as a low-cost method that will easily allow Region 6 to reach target audiences. While radio and television (broadcast and cable) are still practical means to reach these target groups, social media outlets have a large reach and can be used with minimal cost to further enhance Region 6’s traffic safety messages.

Therefore, the Region will undertake efforts to increase campaign presence and messaging through these popular outlets.

• Set up uplink for video message accessible to media outlets in all 6 States for media events, when deemed appropriate by the COR.

• Develop media advisories, news releases, B-roll, editorial boards, op-ed’s

• Schedule media tours, appearances on television, radio and talk shows, satellite feeds

• Write talking points

• Coordinate news conferences, media tours and other media outreach

• Write editorials, articles, etc. and produce other outreach materials

• Coordinate media outreach for any specialized annual Regional campaign.

• Pitch to media outlets in the Region 6 as directed by the COR.

• Graphic design support

• Key partner/spokespeople identification and outreach activities

• Communications assessment that includes follow-up contact with media outlets, clips and other reporting methods deemed by Region 6.

• Develop a database of media related contacts

• Develop working relationship with external partners to promote traffic safety, ie.

National Parks and State Parks in Region 6, Network of Employers for Traffic Safety (NETS).

• Provide assistance to the Region 6 highway safety offices and contract personnel, and highway safety partners through conducting the NHTSA Media Skills workshop(s) as needed.

For inclusion in the Regional Communication Plan, the Contractor shall provide these specific tasks:

a) Provide media support to the Region 6 State Highway Safety Offices. The Contractor shall establish contact with the SHSOs in Region 6 as well as the highway safety partners and media outlets in Region 6. The Contractor shall work with the COR to compile a distribution list and set up an email listing for ongoing communication and media assistance. The Contractor shall create a basic e-newsletter template and a PowerPoint presentation specific to Region 6 for use as a communications and marketing tool.

b) Support, as needed by NHTSA, news conferences, to include news releases and presentations and collaboration with partners to increase media support. The Contractor shall develop, implement and promote regional media events when deemed necessary by the COR for various national, State and regional activities, or provide technical assistance to partners with approval from the Regional Office. The COR will select the timing and content of these events in cooperation with the Contractor. These events may be independent, or may be coordinated with National, State, or other partner events. When requested by the COR, the Contractor shall support these events with staging, equipment, media alerts, press releases, video uplinks, background pieces, proclamations, press kits, web sites, newsletters, cable television, direct mail, e-mail, etc. and pitching the events to the media. Significant dates for possible media events are:

o Native American Pow Wow Campaign - Summer Pow Wow season o Native American “Don’t Shatter the Dream”- Spring o Distracted Driving Month – April o Click It or Ticket mobilization: May o Drive Sober or Get Pulled Over crackdown: August/September o Drunk Driving Awareness Month: December – Christmas and New

Year’s o Child Passenger Safety Week: September o Independence Day – July 4th Holiday period o Halloween - October o Cinco de Mayo - May o Thanksgiving Holiday/weekend – November o Regional Enforcement Campaign – Varies

c) Plan, conduct and support events for NHTSA officials, as needed. The Contractor shall be prepared to accommodate the need for arranging, coordinating and promoting media events for USDOT/NHTSA and/or highway safety authorities, to announce special projects or events such as conferences, major enforcement efforts, etc., to provide background information on a newsworthy highway safety topic, or to provide public education. The Contractor may also be required to prepare specific promotional materials on national safety issues as needed for speaking engagements. These events/activities may be needed on a short advance notice basis.

C.4.5 Task 5 Generate Earned Media and Outreach, as appropriate, for other highway safety issues

The Contractor shall foster and develop media partnerships to promote NHTSA campaigns and other messages. The Contractor shall work, at the direction of the COR, to develop publicity events, interviews and/or other activities and channels for disseminating information on other relevant highway safety issues. The Contractor shall work, in coordination with the COR, to develop and implement the most appropriate communication strategy and tactics to generate news coverage on emerging hot topics.

C.4.6 Task 6 Periodic Meetings and Reports

The Contractor shall meet with the COR monthly in person or via telephone to discuss the status of Region 6 media support efforts. The Contractor shall conduct additional communication via email, telephone, or conference call to assess activities, for planning purposes, and to update the Regional Communications Plan. The Contractor shall submit a summary report of discussed items to the COR within one (1) week after the meeting or call. The COR will inform the Contractor of any necessary changes to the summary report. Upon receipt of the COR’s required changes, the COR shall revise and resubmit the summary report. The Contractor shall also attend Regional Office meetings or participate in conference calls, as requested by the COR, to discuss initiatives and plan strategies for publicizing events and programs.

C.4.7 Task 7 Community, Employer and Multicultural Partnership Outreach

The Contractor shall, upon request from Region 6, develop, duplicate, and/or distribute community, employer and multicultural materials, including to African American, Hispanic and Native American private/public sector and cultural/ethnic organizations in the Region that will work in partnership with the Regional Office. The Contractor shall work with the Regional Office to promote safety campaigns, as directed by NHTSA.

These materials will be used to increase the dissemination of seat belt, child safety seat, booster seat, impaired driving prevention, and other traffic safety messages and information to target populations such as employees, clients, customers, partners, members, and the general public. The Contractor shall prepare draft copy and/or graphic layouts, in coordination with the COR, for mainstream and/or multicultural broadcast or print media outlets. This preparation will also include developing strategies to deliver the materials to the targeted audiences and media outlets, and identifying avenues for media support.

(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).

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/

Federal Acquisition Regulation (FAR) Clauses:

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

E.2 INSPECTION AND/OR ACCEPTANCE

The NHTSA Contracting Officer’s Representative (COR), as designated in this Contract, shall be 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 NHTSA Contracting Officer (CO).

(End of Section E)

SECTION F - DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-2 CONTRACT 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)

52.247-35 F.O.B. Destination, Within Consignee’s Premises (APR 1984)

F.2 PERIOD OF PERFORMANCE

The period of performance of this Contract shall be for a base period of twelve (12) months from the effective date of Contract award. This Contract also includes a provision whereby the Government has the right to exercise up to four (4), 12-month option periods, making the total possible period of performance sixty (60) months.

F.3 PLACE OF PERFORMANCE

The work performed under this contract shall be accomplished at the Contractor’s Facility.

F.4 DELIVERABLES/MILESTONES

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

Item

Number Task

Number Deliverable (D)/ Milestone (M) Due Date After Award

1 C.4.1 Kick-Off Meeting (M) Three (3) weeks 2 C.4.2 Revised Work Plan (D) One (1) month 3 C.4.2 COR provides comments on Revised

Work Plan (M) Within two (2) weeks of receipt of Item #2

4 C.4.3 Develop an Annual Regional Communications Plan (D)

Sixty (60) days

5 C.4.4 Implement Regional Communication Plan and provide Technical Assistance (M)

Ongoing

6 C.4.5 Foster and develop media partnerships to promote NHTSA campaigns and other messages (M)

Ongoing

7 C.4.5 Develop publicity events, etc. for new emerging issues (M)

Ongoing

8 C.4.5 List and distribute listing of messages used by DOTs across the Nation (M)

As needed

9 C.4.6 Participate status meetings with COR (M)

Monthly

10 C.4.6 Monthly Meeting Summary Report (D)

Within one (1) week of Item #9

11 C.4.7 Develop community, employer and multicultural outreach materials (D)

As needed

12 F.6.1 Monthly Status Report (D) 10th of every month 13 F.6.2 Submit Draft Annual Report (D) 11 months and annually thereafter 14 F.6.2 COR provides comments on Draft

Annual Report (M) Within two (2) week of Item #14

15 F.6.3 Submit Annual Report (D) 12 months and annually thereafter

F.5 PLACE OF DELIVERY

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

Item No.

Address

2, 4 ,10-13, COR Name and email address to be provided at time of Contract award

12, 15 Contract Specialist’s name, mailing address, and email address to be provided at time of Contract award

F.6 REPORTING REQUIREMENTS

F.6.1 MONTHLY STATUS REPORT

The Contractor shall provide a detailed monthly activity report electronically on how they are executing the regional communications plan and include any additional communications related information to the NHTSA COR by the 10th day of every month, following the award of this contract. The Contractor shall utilize the report template provided by the COR following award of the contract. The Contractor shall deliver the Monthly Status Report in Microsoft (MS) Word format and by email.

Along with the Monthly Status Report, the Contractor shall also furnish one (1) copy (preferably digital) of any related collateral material.

The monthly progress report shall describe activities, actions, technical assistance, travel, and data collection accomplished during the reporting period. At a minimum, the Contractor shall submit a letter-type status report that provides narratives addressing the following items:

a. Accomplishments made during the reporting period;

b. If earned media was obtained during the quarter, a detailed description shall be included in the report, containing information such as:

• Media outlets reached

• Number of impressions made per outlet

• Estimated value of earned media

b. Costs incurred during the reporting period;

c. Total costs incurred to date for this Contract;

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

e. Specific actions that the Contractor would like NHTSA to undertake to solve problems or delays encountered during the reporting period;

f. Training activities completed or scheduled to be completed.

g. Plans for accomplishments in the next reporting period; and

h. Technical assistance requests for the reporting period.

The COR will review each monthly report and shall notify the Contractor within five (5) days if there are questions, concerns, or clarification is needed.

Note: Requests for reimbursement shall be submitted with the monthly status report.

F.6.2 DRAFT ANNUAL REPORT

The Contractor shall submit electronically a detailed draft annual report to the NHTSA COR for review beginning eleven (11) months after award and annually thereafter. The draft final report shall be developed to present the results from the tasks in the Statement of Work. The COR and other NHTSA staff will review the draft annual report, provide comments and return to the Contractor within two (2) weeks of NHTSA’s receipt of the draft annual report.

F.6.3 FINAL ANNUAL REPORT

The Contractor shall submit a final annual report electronically to the COR beginning twelve (12) months after award and annually thereafter. The Contractor shall ensure that the final annual report presents the results from the tasks in the Statement of Work at the completion of the project annually. The final annual report should include all produced materials and will summarize all activities conducted during the project period in support of the Regional Office, and state and local initiatives. The final annual report shall also include an assessment of the region’s communications efforts.

F.6.4 REQUIRED FORMAT IF THE REPORT IS TO BE PUBLISHED

NHTSA is required by law to submit all products/publications to the Government Printing Office (GPO) for printing. GPO has established guidelines for the preparation of all print materials that can be found in the GPO, "Best Practices for Preparing and Submitting Electronic Design and Prepress Files (GPO Publication 300.6)." This document is available at: www.gpo.gov/procurement/ditsg/ http://www.gpo.gov/procurement/ditsg/

Acceptable formats for the submission of publications include current desktop design and publication programs, such as:

• QuarkXpress

• Adobe PageMaker

Graphics files should be created in programs such as:

• Adobe Illustrator

• Adobe Photoshop

• Macromedia Freehand

Office graphics programs, such as Microsoft Word, Excel, or PowerPoint are not acceptable for submittal to GPO.

Contractors/Grantees preparing publications for the National Highway Traffic Safety Administration (NHTSA) shall submit them so that they can be posted onto the NHTSA's website. All HTML deliverables rendered under contract/assistant agreements must comply with the accessibility standards found in 36 CFR 1194.22, which implements Section 508 of the Rehabilitation Act of 1973, as amended.

F.6.5 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/.

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 web site at http://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

The Contractor may request interim payments for costs incurred during the performance of the Contract. A statement of costs incurred by the Contractor in the performance of tasks under this Contract and claimed to constitute allowable costs shall support each interim payment request.

The Contractor is encouraged to submit Monthly Requests for Reimbursement. Requests for reimbursement must correspond to the Contractor’s submission of a progress report for the period of performance being invoiced.

Any request for reimbursement that does not correspond to a progress report detailing Contract activity for the period of time being invoiced is cause for rejection by the COR.

If a request for reimbursement is rejected by the COR, the Contractor must resubmit the invoice after it has submitted the corresponding progress report to the COR.

The Contractor shall include a copy of each Contract staff member’s time sheet with each invoice submitted to assist in determining the accuracy of the time submitted for payment.

G.2 INDIRECT COST RATES

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 BILLING RATES

The direct labor rates and the provisional indirect rates negotiated under this Contract for billing purposes shall remain in effect until revised rates have been approved in writing by the Contracting Officer. The Contractor shall request new provisional billing rates in writing. Such requests shall delineate the current and proposed rates to be used, along with the effective rate of escalation.

G.4 ESCALATION RATE

Annual escalation of direct labor rates shall not exceed TBD percent, beginning in the second year of this contract, unless otherwise authorized by the Contracting Officer.

G.5 TRAVEL AND PER DIEM RATES

Travel costs will be reimbursed in accordance with FAR Part 31.

G.6 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.7 CONTRACTING OFFICER 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 the COR:

Department of Transportation National Highway Traffic Safety Administration TBD 1200 New Jersey Avenue, S.E.

Washington, DC 20590 Telephone: (202) XXX-XXXX E-mail: TBD

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.7.1 ALTERNATE COR

In the event that the COR of record (identified in G.7 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.8 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.9 SUBMISSION OF INVOICES

a. Contractors shall submit one (1) Invoice by email 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.

or by mail to:

DOT/NHTSA

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

b. The following data shall be included in invoices to be considered proper for payment:

1) Name and address of the Contractor.

2) Invoice date and invoice number. The Contractor should date invoices as close as possible to the date of the mailing or transmission.

3) Timeframe covered by the invoice.

4) NHTSA Contract number.

5) NHTSA Contracting Officer’s Name.

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

6) NHTSA Contracting Officer’s Representative’s, name.

7) Itemization of costs to include:

Number of hours worked for each Labor Category billed;

Associated Labor Rate for each Labor Category billed;

Other Direct Costs incurred for that invoice period and associated indirect costs (if applicable.);

Total reimbursement requested for that specific invoice;

Cumulative Total of reimbursements to date; and

Labor charges are to be substantiated by individual daily job time cards or a record of time worked showing personnel used, hours worked, and amounts charged, with such records to be retained by the Contractor and made available for the Government’s inspection on an “as-required” basis.

8) Name and address of Contractor official to whom questions regarding payment should be referred.

9) The Contractor shall certify that the hours worked and individuals being charged to the Government are correct, and that the dollar amounts invoiced were incurred for the work billed.

10) To be acceptable for payment, each invoice must contain the following certification:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract.”

G.10 CONTRACTOR PERSONNEL

G.10.1 Program Manager

(a) The Contractor shall appoint a Program Manager who will be the Contractor’s authorized supervisor for technical and administrative work performed under the resultant Contract. The Program Manager shall act as the single Point of Contact between the Contractor and the NHTSA COR or other duly authorized of the Government representative under the Contract.

Email: TBD

G.11 AVAILABILITY OF FUNDS NOTIFICATION

a. The amount presently available for payment by the Government and allotted to this Contract is $ TBD. It is estimated the allotted amount will cover the period _____________through______________. The parties contemplate that the Government will allot additional funds incrementally up to the ceiling specified in Section B.2 of this Contract. The Contractor agrees to perform, or have performed, work up to the point at which the total amount paid and payable by the Government under the Contract approximates but does not exceed the total amount actually allotted by the Government.

b. The Contractor shall notify the Contracting Officer in writing whenever it has reason to believe that the costs it expects to incur under this Contract in the next 60 days, when added to all costs previously incurred, will exceed 75 percent of the total amount so far allotted to the Contract by the Government. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in Section F.2.

c. Sixty days before the end of the period specified in the F.2., the Contractor shall notify the Contracting Officer in writing of the estimated amount of additional funds, if any, required to continue timely performance under this Contract or for any further period specified in Section F.2. or otherwise agreed upon, and when the funds will be required.

d. If, after notification, additional funds are not allotted by the end of the period specified in Section F.2. or another agreed-upon date, upon the Contractor's written request the Contracting Officer will terminate the Contract on that date in accordance with the provisions of the Termination clause of this Contract. If the Contractor estimates that the funds available will allow it to continue to discharge its obligations beyond that date, it may specify a later date in its request, and the Contracting Officer may terminate the Contract on that later date.

e. Except as required by other provisions of this Contract, specifically citing and stated to be an exception to this clause-

(1) The Government is not obligated to reimburse the Contractor for costs incurred in excess of the total amount allotted by the Government to this Contract; and

(2) The Contractor is not obligated to continue performance under this Contract (including actions under the Termination clause of this Contract) or otherwise incur costs in excess of the amount then allotted to the Contract by the Government until the Contracting Officer notifies the Contractor in writing that the amount allotted by the Government has been increased and specifies an increased amount, which shall then constitute the total allotted by the Government to this Contract.

f. No notice, communication, or representation in any form other than that specified in subparagraph e. (2) above, or from any other person other than the Contracting Officer, shall affect the amount allotted by the Government to this Contract. In the absence of the specified notice, the Government is not obligated to reimburse the Contractor for any costs in excess of the total amount allotted by the Government to this Contract, whether incurred during the course of the Contract or as a result of termination.

g. When and to the extent that the amount allotted by the Government is increased, any costs the Contractor incurred before the increase that are in excess of the amount previously allotted by the Government shall be allowable to the same extent as if incurred afterward, unless the Contracting Officer issues a termination or other notice and directs that the increase is solely to cover termination or other specified expenses.

h. Change orders shall not be considered an authorization to exceed the estimated cost to the Government specified in the Schedule, unless they contain a statement increasing the estimated cost.

i. Nothing in this clause shall affect the right of the Government to terminate this Contract, or the Contract in its entirety. If this Contract is terminated, the Government and the Contractor shall negotiate an equitable distribution of all property produced or purchased under the Contract.

(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.