693JJ922RQ000208 RFP for 693JJ924R000013 National Comm Marketing and Media_Amendment 0001 .pdf

Request for Proposal (RFP) 693JJ924R000013 Amendment 0001

Title: National Communications, Marketing, and Media Support

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 Time & Material (T&M), Firm Fixed Price (FFP), Cost Reimbursement (CR), or combination thereof, Task Orders shall be issued in accordance with Federal Acquisition Regulation

(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 Kickoff meeting at a price of $TBD.

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 twenty-four (24) month base period of performance, three (3) – twelve (12) month option periods.

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.

B.3 CONTRACT PRICES

Prices shall be effective for the performance period shown in Price Schedules B.5.1 through B.5.4.

The Contractor shall perform all tasks associated with planning and executing national communications, marketing, and media support services as described in the Task Orders issued under this contract. The Contractor will be reimbursed upon completion of services and submittal of associated invoices.

B.4 PRICE SCHEDULE DEFINITIONS AND SPECIAL PROVISIONS

Title: National Communications, Marketing, and Media Support

B.4.1. TASK ORDER

A document that orders specific items, identified by Contract Line-Item Numbers (CLINs), to be provided by the Contractor to satisfy Government requirements. Task Orders will include the required CLINs, quantities, period of performance, to perform a national communications, marketing, and media support services as described completion schedules, performance standards and acceptance criteria for deliverable products and agreed upon ceiling amount. Task Orders shall be considered “awarded” upon signing and dating of the Task Order by the NHTSA Contracting Officer. Task Orders become financial obligations of the Government at time of award.

B.4.2 CONTRACT LINE ITEMS (CLIN)

The CLINs defined below will be ordered through the issuance of Task Orders under this contract, with additional CLINs being added as necessary to support future Task Orders

a. CLIN 00101 – Kickoff Meeting

Meeting to discuss the contract objectives and contract administration. This meeting is held at the beginning of the contract period of performance before the commencement of any other work.

b. CLIN 00001, 10001, 20001, 30001 and 40001 – Account Management

Work completed by the account management team to build and expand relationships with existing clients. Develops strategy for the retention and growth of the existing client base while ensuring that the account management team delivers cost-efficient, quality service.

May be individually responsible for managing key accounts. Leads and directs the work of others. Typically reports to top management. Relies on extensive experience and judgment to plan and accomplish goals. Familiar with a variety of the field’s concepts, practices, and procedures. A wide degree of creativity and latitude is expected.

c. CLIN 00002, 10002, 20002, 30002 and 40002 – Creative Assets Development

Schedule and ensure proper organization facilities and personnel use for production of assets. Perform work within media deadlines. Develop content and materials that carry the agency’s traffic safety messages and apply innovative and latest industry strategies and tactics. Resolve escalated issues arising from operations and requiring coordination with other departments.

d. CLIN 00003, 10003, 20003, 30003 and 40003– Media Buy Planning and Execution

Research and development of media plans and identifying target audiences and ideal media outlets. Recommend media mix and frequency that is in line with the budget and established media objectives.

Title: National Communications, Marketing, and Media Support

e. CLIN 00004, 10004, 20004, 30004 and 40004 – Research

Support agency’s needs for consumer research on various traffic safety issues; develop strategies to best achieve agency goals and objectives to develop the best consumer education programs and messages.

f. CLIN 00005, 10005, 20005, 30005 and 40005 – Reports Development

Develop and submit monthly and annual reports for services rendered.

g. CLIN 00006, 10006, 20006, 30006 and 40006 – Statutorily-Mandated Advertising

Funding to be used to secure advertising airtime and/or print/digital space for NHTSA’s traffic safety campaigns. No SMA funds may be diverted to pay for any other cost (either direct or indirect) nor may any SMA costs be retained by the Contractor as fee or profit.

h. CLIN 00007, 10007, 20007, 30007 and 40007 – Meetings and Conference Calls

Weekly status meetings and project calls.

i. CLIN 00008, 10008, 20008, 30008 and 40008 – Travel

Travel costs associated with conducting business and delivering services.

B.4.3 TASK ORDER PERIOD OF PERFORMANCE

As it appears on each Task Order, the Task Order Period of Performance specifies the date on which the work shall commence and the date on which the work shall be completed. The commencement date may or may not coincide with the award date of the Task Order. In any event, the Period of Performance shall dictate the time frame during which work under the Task Order is to be performed.

B.4.4 DELIVERABLES

Deliverables are any tangible products produced as the result of requirements specified in the contract or Task Orders. Deliverables may include creative briefs, media briefs, media buy plans and summaries, creative materials and assets, final graphic files, progress reports and final reports.

All products developed under the auspices of this contract become the property of the U.S. Government.

B.5 PRICE SCHEDULE

B.5.1 BASE PERIOD – Price Schedule

The Base Period prices shall cover the period from the effective date of contract award through twenty-four (24) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $TBD

CLIN Item Description Price $ Planning and Management 10101 Kickoff Meeting* 00001 Account Management**

Development, Planning and Execution 00002 Creative Assets Development** 00003 Media Buy Planning and Execution** 00004 Research** 00005 Reports**

Statutorily Mandated Advertising 00006 Statutorily Mandated Advertising***

Meetings and Conference Calls 00007 Meetings and Conference Calls (Per meeting or call) ** 00008 Travel***

* Firm Fixed Price (FFP) **Firm Fixed Price (FFP), Time and Material (T&M), Cost Reimbursement (CR) and/or a combination thereof.

*** Cost Reimbursement (CR) Note: The Contractor shall complete Section M.5 Labor Rate Tables for the T&M Fully Loaded Hourly Rates. After negotiation and contract award, those accepted T&M rates shall become part of the contract in Section J. The T&M rates in Section J will be used when T&M Task Orders are contemplated and/or a combination (i.e., FFP or CR) thereof under the contract.

B.5.2 OPTION PERIOD 1 (YEAR 3) – Price Schedule

Option Period I price shall cover the period from the end of the date of the base period through twelve (12) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $TBD

CLIN Item Description Price $ Planning and Management 10001 Account Management*

Development, Planning and Execution 10002 Creative Assets Development* 10003 Media Buy Planning and Execution* 10004 Research* 10005 Reports*

Statutorily Mandated Advertising 10006 Statutorily Mandated Advertising**

Meetings and Conference Calls 10007 Meetings and Conference Calls (Per meeting or call) * 10008 Travel**

*Firm Fixed Price (FFP), Time and Material (T&M), Cost Reimbursement (CR) and/or a combination thereof ** Cost Reimbursement (CR)

B.5.3 OPTION PERIOD 2 (YEAR 4) – Price Schedule

Option Period 2 (Year 4) prices shall cover the period from the end of the date of the Option Period 1 (Year 3) through twelve (12) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $TBD

CLIN Item Description Price $ Planning and Management 20001 Account Management*

Development, Planning and Execution 20002 Creative Assets Development* 20003 Media Buy Planning and Execution* 20004 Research* 20005 Reports*

Statutorily-Mandated Advertising 20006 Statutorily Mandated Advertising**

Miscellaneous 20007 Meetings and Conference Calls (Per meeting or call) * 20008 Travel**

*Firm Fixed Price (FFP), Time and Material (T&M), Cost Reimbursement (CR) and/or a

B.4.4 OPTION PERIOD 3 (YEAR 5) – Price Schedule

Option Period 3 (Year 5) prices shall cover the period from the end of the date of the Option period 2 (Year 4) through twelve (12) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $TBD

CLIN Item Description Price $ Planning and Management 30001 Account Management*

Development, Planning and Execution 30002 Creative Assets Development* 30003 Media Buy Planning and Execution* 30004 Research* 30005 Reports*

Statutorily-Mandated Advertising 30006 Statutorily Mandated Advertising**

Miscellaneous 30007 Meetings and Conference Calls (Per meeting or call) * 30008 Travel**

*Firm Fixed Price (FFP), Time and Material (T&M), Cost Reimbursement (CR) and/or a

B.4.5 OPTION TO EXTEND SERVICES (YEAR 5.5) – Price Schedule

Option to Extend Services (Year 5.5) prices shall cover the period from the end of the date of the Option period 3 (Year 5) through six (6) months thereafter.

TOTAL NOT TO EXCEED CEILING AMOUNT: $TBD

CLIN Item Description Price $ Planning and Management 40001 Account Management*

Development, Planning and Execution 40002 Creative Assets Development* 40003 Media Buy Planning and Execution* 40004 Research* 40005 Reports*

Statutorily-Mandated Advertising 40006 Statutorily Mandated Advertising**

Miscellaneous 40007 Meetings and Conference Calls (Per meeting or call) * 40008 Travel**

*Firm Fixed Price (FFP), Time and Material (T&M), Cost Reimbursement (CR) and/or a

(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 in part by:

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

• Planning and executing strategic communications campaigns to conduct high-visibility enforcement programs and educational campaigns.

Disciplined Communications Approach

NHTSA’s communications strategy uses a disciplined approach to develop and implement its communications programs. 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 statutorily mandated high-visibility enforcement (HVE) activity and educational activities continue to be an important aspect of the national communications program, other integrated communications activities must continue throughout the year to keep the messages updated and in front of the American public. Consistent and continual education of the importance of practicing good traffic safety behavior to reduce the high human and economic costs of motor vehicle crashes is critical to meeting NHTSA’s mission.

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 are designed to increase safety and address child passenger safety, 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 31 percent of all traffic fatalities annually in 2021. Affecting 1 in 3 Americans annually, drunk driving resulted in 1 fatality every 39 minutes in 2021. Over 11,000 people lost their lives in 2021 in crashes involving drivers with blood alcohol content (BAC) of .08 and above.

Drug-impaired driving has seen an upward trend. NHTSA’s recent study conducted at several trauma centers and medical examiner officers showed 26% of drivers involved in

Title: National Communications, Marketing, and Media Support traffic crashes that had serious injuries or fatalities showed THC, which is found in marijuana, in their system.

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 each one percentage-point increase in seat belt use represents 2.8 million more Americans buckling up, resulting in 250 additional lives saved, and 4,000 fewer serious injuries annually.

Motorcycle crash-related fatalities have become a challenge to NHTSA’s progress in increasing highway safety. In 2021, over 5,900 motorcyclists were killed in traffic crashes;

14% of the total number of traffic fatalities in that year.

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). Products developed under this Contract will be used by NHTSA and be available for use by the public, including state governments, highway safety and public health advocates, to promote traffic safety education messages; raise traffic safety awareness; and increase positive traffic safety behaviors among segmented targeted populations through the combination of high visibility 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.

C.3 OBJECTIVE

The objective of this Contract is to provide timely, efficient, effective and expert marketing, and advertising support to NHTSA in the management of its national seat belt and alcohol impaired driving 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.

Title: National Communications, Marketing, and Media Support

C.4 ACRONYMS

ACOR (TO) Alternate Contracting Officer’s Representative (Task Order) CIOT Click it or Ticket CO Contracting Officer COR (TO) Contracting Officer’s Representative (Task Order) CS Contract Specialist DOT U. S. Department of Transportation DUI Driving Under the Influence HVE High-Visibility Enforcement ICR Information Collection Request NHTSA National Highway Traffic Safety Administration OOH Out-Of-Home OCCI Office of Communications and Consumer Information OMB Office of Management and Budget PRA Paperwork Reduction Act QAQC Quality Assurance Quality Control SOW Statement of Work UDUTUP U Drive. U Text. U Pay.

C.5 CONTRACT REQUIREMENTS

C.5.1 Contract Kickoff Meeting

Within two (2) weeks of award, key members of the Contractor’s staff shall meet with the NHTSA COR, Contracting Officer/Contract Specialist and other interested NHTSA staff at the NHTSA Headquarters in Washington, DC lasting for approximately one (1) hour. A virtual option is permissible for those members who cannot attend in person. The purposes of the “Kickoff” meeting shall be to:

• Review contract administration matters, such as milestones, deliverables, reporting dates, etc. and

• Address general questions.

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 Task Orders. In general terms, NHTSA may issue a task order in the following areas (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 plans that expand and maximize opportunity for under-utilized media platforms/outlets that meet NHTSA’s criteria for campaign media buys.

• 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 four

(4) national media buys will be conducted per year and that each buy will run for approximately 7 – 15 days. The Contractor shall ensure all media buys include plans to expand and maximize opportunity for under-utilized media platforms/outlets that meet NHTSA’s criteria.

• Provide support for NHTSA to meet the Paperwork Reduction Act and Office of Management and Budget (OMB) regulations.

• Comply with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. § 794(d)) when delivering earned media materials in English and Spanish. See also https://www.section508.gov/ for more information related to 508 compliance.

• 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 all of NHTSA’s websites that include www.nhtsa.gov and www.trafficsafetymarketing.gov .

• Plan and implement events when needed.

C.5.3 Examples of Past Task Orders

This section provides the Contractor with examples of prior Task Orders issued under past contracts. These Task Order requirements are presented as examples for information purposes 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 services provided shall be provided through Task Order awards.

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

https://www.section508.gov/

• C.5.3.1 Speed

The Task Order’s 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 educate the public about the risks and hazards associated with speeding and for use by state highway safety offices and other members of the public.

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 aged 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 support a joint NHTSA/NASCAR campaign against distracted driving.

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 aged 18 to 49 years old, who drive cars as opposed to a van or pickup truck.

Period of Performance: 24 months.

(End of Section C)

Title: National Communications, Marketing, and Media Support

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 12-point font size shall be used throughout the documents. The Contractor shall minimize additional formatting as much as possible (e.g., avoid use of columns). Avoid using any design/layout elements; however, see sections 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.)

Title: National Communications, Marketing, and Media Support

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)

Title: National Communications, Marketing, and Media Support

SECTION E - INSPECTION AND ACCEPTANCE

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

CLAUSE CLAUSE TITLE DATE

52.246-4 Inspection of Services – Fixed-Price AUG 1996 52.246-5 Inspection of Services—Cost Reimbursement APR 1984 52.246-6 Inspection-Time-and-Material and Labor-Hour May 2001

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

Title: National Communications, Marketing, and Media Support

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/

F.2 PERIOD OF PERFORMANCE

The Contract period of performance will be comprised of a twenty-four (24) month base (Year 1 & Year 2) period, three (3) twelve (12) month option periods and a six (6) month to Option to Extend Services for a total possible period of performance of sixty-six (66) 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.

CLAUSE CLAUSE TITLE DATE

52.242.15 Stop Work Order/ Alt I (APR 1984) AUG 1989

52.242-17 Government Delay of Work APR 1984 52.247-35 F.O.B. Destination within Consignee's Premises APR 1984 https://www.acquisition.gov/far/

F.4.1 Deliverables/Milestone Schedule:

Item No. Task Number Deliverables / Milestones Due Date

1 C.5.1 Contract Kickoff Meeting (M) Within 2 weeks of award

2 F.5.1 Submit Consolidated Monthly Report (D) Within the 10th of the month following the month being reported

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

Within five (5) business days of receipt

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

5 F.5.3 Weekly Status Coordination Meeting (M) Within three (3) weeks of award and weekly thereafter

6 F.5.3 Submit Weekly Status Coordination Meeting Recap (D)

Within 1 business day of meeting

7 F.5.3 COR will accept or reject the Weekly Status Coordination Meeting Recap (M) Within 3 days of receipt

8 F.5.4 Submit Final Paid Media Campaign Reports (D)

No later than 1 month of conclusion of campaign

9 F.5.4 COR will accept or reject the Final Paid Media Campaign Report (M) Within 15 days of receipt

F.4.2 Place of Delivery

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

Item No.

Address

2, 4, 6, 7, 8 Contracting Officer’s Representative (COR) name and contact information to be provided at time of Contract award

2 Contracting Officer’s Representative (COR) name and contact information to be provided at time of Contract award

4 Contracting Officer’s Representative (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) business 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 three (3) weeks of 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) business 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) business 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

No later than one (1) month after conclusion of the campaign, the Contractor shall submit a final paid media campaign report for each high-visibility enforcement campaign and other national paid media campaigns. 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:

Title: National Communications, Marketing, and Media Support

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) business 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/.

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

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.

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

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

Title: National Communications, Marketing, and Media Support

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 PAYMENT/COST REIMBURSEMENT

Invoicing and payment processing for task orders, the Contractor shall follow the instructions detailed in Section G.4 SUBMISSION OF INVOICES.

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:

RATE TYPE RATE BASE EFFECTIVE PERIOD

c. General and Administrative (G&A)

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

RATE TYPE RATE BASE EFFECTIVE PERIOD

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

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2022)

Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001.

(2) Payment request means a bill, voucher, invoice, or request for contract financing payment or invoice payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices,” this clause, and the applicable Payment clause included in this contract.

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests.

(4) Invoice payment has the meaning given in FAR 32.001.

a. Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Governmentwide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

b. The Department of Transportation utilizes the Delphi eInvoicing web-portal for processing invoices. For vendors submitting invoices, and certain grantees submitting payment requests, they will be required to submit invoices to Operating Agency (NHTSA) electronically via the Delphi eInvoicing web-portal which is accessed via https://einvoice.esc.gov, and is authenticated via www.login.gov. All persons accessing the Delphi eInvoicing web-portal will be required to have their own unique user Delphi eInvoicing ID and be credentialed through login.gov. See www.login.gov for instructions.

c. In order to receive payment and in accordance with the Prompt Payment Act, all invoices submitted as attachments in the Delphi eInvoicing web-portal must contain the following:

i. Invoice number and invoice date.

ii. Period of performance covered by invoice.

https://einvoice.esc.gov/

iii. Contract number and title.

iv. Task/Delivery Order number and title (if applicable).

v. Amount billed (by CLIN), current and cumulative.

vi. Total ($) of billing.

vii. Cumulative total billed for all contract work to date.

viii. Name, title, phone number, and mailing address of person to be contacted in the event of a defective invoice.

If the contract includes allowances for travel, all invoices which include charges pertaining to travel expenses will catalog a breakdown of reimbursable expenses with the appropriate receipts to substantiate the travel expenses.

(1) Electronic authentication. See www.login.gov for instructions. Click on the following link for instructions on establishing a login.gov account: https://login.gov/help/.

(2) To create a login.gov account, the user will need a valid email address and a working phone number. The user will create a password and then login.gov will reply with an email confirming the email address.

(3) Agency POC’s will be responsible for communicating with vendor POC’s to initiate the Delphi eInvoicing account creation process. Vendor POC’s who will require access to the eInvoicing web-portal for invoice submission and payment tracking purposes will be required to provide their full name, valid email address, and current phone number to the agency POC to initiate the Delphi eInvoicing web-portal account. Vendor users and the agency POC will be notified via e-mail when the account is created. The vendor user will be provided detailed instructions for logging into their Delphi eInvoicing account.

(4) Training on Delphi. To facilitate use of DELPHI, comprehensive user information is available at http://einvoice.esc.gov.

(5) Account Management. Vendors are responsible to contact the Delphi Help Desk when their firm’s points of contacts will no longer be submitting invoices, so they can be removed from the system. Instructions for contacting the Delphi Help Desk can be found at http://einvoice.esc.gov

* NHTSA vendors will submit invoices to NHTSA electronically via the Delphi eInvoicing web-portal. To initiate this process, you are requested to provide NHTSA with the following information (company name, contract/task order number/purchase order [PO] number, and up to two Points of Contact [POC] full names and their email addresses) as shown on the table below.

Company Name

NHTSA

Contract # /

Task Order #

Primary POC First

Name

Primary POC Last

Name

Primary

POC

Email

Secondary POC First

Name

Secondary POC Last

Name

Secondary

POC

Email

Email the above information to the following email address: NHTSAISPVendors@dot.gov.

Please note that the POCs you provide are the individuals you authorize to submit invoices to NHTSA on behalf of your company. Your POCs will then receive a welcome letter from Delphi eInvoicing processing center with instructions on creating a Login.gov user account. This account http://www.login.gov/ https://login.gov/help/ http://einvoice.esc.gov/ http://einvoice.esc.gov/ mailto:NHTSAISPVendors@dot.gov can then be used to access the eInvoicing web-portal.

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 COR:

Department of Transportation National Highway Traffic Safety Administration

ATTN: TBD

1200 New Jersey Ave., SE, Washington, D.C. 20590 Phone: 202-493-XXXX

Email: TBD@dot.gov

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 CONTRACTING OFFICER’S REPRESENTATIVE (ACOR)

In the event that the COR of record (identified in G.5) 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.

Department of Transportation

Title: National Communications, Marketing, and Media Support

National Highway Traffic Safety Administration

ATTN: TBD

1200 New Jersey Ave., SE, Washington, D.C. 20590 Phone: 202-493-XXXX Email: TBD@dot.gov

G.5.2 CONTRACTING OFFICER’S REPRESENTATIVE Task Order (COR (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.