Attachment_02,_Radio_Advertisement_Placement_SOW.pdf

STATEMENT OF WORK

DR4339 PUERTO RICO Hurricane Maria

DHS/FEMA External Affairs, Programs and Federal Partners Paid Radio Advertisements

Dated: 12-1-2017

1. GENERAL DESCRIPTION

The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), has a requirement to notify all disaster survivors of available recovery and housing plans and program options.

The immediate effort will enable the services of an advertising agency to generate strategies for placement, purchasing, dissemination, and monitoring of radio station broadcasts of FEMA generated program information.

2. BACKGROUND

Radio outlets are currently disseminating mission critical information received through FEMA’s public service announcements and visits by FEMA Media Relations Specialists throughout the four Branches and 78 municipalities in the target areas. However, distribution of programmatic recovery information requires a more targeted effort that ensures more efficient information flow; not exclusively dependent on public service announcements. Consequently, FEMA and its Federal partners messaging may only make it to broadcast air space with low listening rates. This possibility creates unacceptable risk that messaging will not be distributed to the disaster survivors.

3. SCOPE OF WORK

FEMA will procure commercial advertisement placement services from an ad agency capable of generating a diverse mix of independent network, news, music, entertainment, private, public, and religious radio outlets. The advertisement service shall develop an information distribution schedule based on the most effective time frames, length of advertisements, and varying radio stations available on the Island of Puerto Rico, Regional, and Municipal radio markets.

3.1 Media Outlet Categories:

NATIONAL RADIO MEDIA with Island Wide Coverage

Schedule: Monday through Friday beginning the Monday after award and lasting four (4) weeks.

The radio stations used for advertising shall be selected based on a Nielsen ratings scheme, with first being the most highly rated, second being the second-most highly rated etc.

Radio Outlet Type

Days per Week

Day Part Amount of

PAID

30ss Spots

Day Part Amount of PAID 30ss

Spots First Network News Island wide

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

Second Network News Island Wide

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

70FBR218Q00000006 Attachment 02

First Public Radio Network Island Wide

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

First Religious Radio Network Island wide

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

First Musical Top 40 Radio Network

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

First Musical Oldies Radio Network

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

First Musical Ballads & Easy Listening Radio Network

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

First Musical Spanish Salsa/Merenque /Reggaeton Radio Network

M-F AM Driving Time 5-10am

5 PM

Driving Time 4-7pm

3.1.2 REGIONAL RADIO MEDIA: Monday thru Friday beginning the Monday after award and lasting eight (8) weeks.

Branch Geographic Area Definition Branch I: Quebradillas, Aguadilla, Isabela, Moca, Aguada, Rincón, Añasco, San Sebastián, Las Marías, Mayagüez, Maricao, Hormigueros, Cabo Rojo, San Germán, Sabana Grande and Lajas.

Branch II: Hatillo, Camuy, Barceloneta, Arecibo, Manatí, Vega Baja, Vega Alta, Toa Alta, Florida, Lares, Utuado, Florida, Ciales, Orocovis, Morovis, Corozal, Bayamón, Naranjito, Comerío y Barranquitas.

Branch III: Not considered for advertisement and investment because it is fully covered by NATIONAL RADIO MEDIA with Island Wide Coverage previous section.

Branch IV: Yauco, Adjuntas, Guánica, Guayanilla, Peñuelas, Jayuya, Ponce, Villalba, Juana Díaz, Coamo, Santa Isabel, Salinas, Guayama, Arroyo y Patillas.

Branch Geographic Area Definition Map Reference

Radio Outlet Type

Days per Week

Day Part Amount of

PAID

30ss Spots

Day Part Amount of PAID 30ss

Spots

Day Part Amount of PAID 30ss

Spots

One News Station Branch 1

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Public Radio Station Branch 1

M-F

AM

Driving Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Religious Radio Station

Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Religious Radio Station

Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Musical Top 40 Radio Station Branch 1

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Musical Oldies Radio Station Branch 1

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Ballads & Easy Listening Radio Station Branch 1

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Spanish Salsa/Merenqu e/Reggaeton Radio Station Branch 1

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One News Station Branch 2

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Public Radio Station Branch 2

Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Public Radio Station

Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Religious Radio Station

Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Musical Top 40 Radio Station Branch 2

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Musical Oldies Radio Station Branch 2

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Ballads & Easy Listening Radio Station Branch 2

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Spanish Salsa/Merenqu e/Reggaeton Radio Station Branch 2

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One News Station Branch 4

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Public Radio Station Branch 4

Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Religious Radio Station Branch 4

Time 5-10am

5 Daytime 10am-4pm

None PM Driving Time 4-7pm

One Musical Top 40 Radio Station Branch 4

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Musical Oldies Radio Station Branch 4

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Ballads & Easy Listening Radio Station Branch 4

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

One Spanish Salsa/Merenqu e/Reggaeton Radio Station Branch 4

M-F AM

Driving Time 5-10am

5 Daytime 10am-4pm

5 PM

Driving Time 4-7pm

3.2 ADVERTISING REQUIREMENTS

The FEMA designated Contracting Officer Representative (COR) and federal partners will provide the full text for advertisements, however radio stations are responsible for the recording and broadcasting.

Please note the text for the advertisements may change frequently (maximum twice a week) and with short notice (no less than 12 hours).

Contractor must provide the recorded text in the form of an audio file for each advertisement from each of the radio stations selected and broadcasting logs from the radio stations to evidence it was actually aired at the end of each week for media monitoring, billing, and invoicing purposes.

The deliverables requested above shall be delivered to the FEMA Contracting Officer and FEMA Contracting Officer Representative listed below and the External Affairs Officer to be designated at award. Audio files and broadcasting logs will be accepted via email to the officials mentioned above.

4. DELIVERABLES

By the radio stations and monitoring of the radio spots via logs for invoicing/billing purposes.

Deliverable Frequency How Submitted

Radio Spot Monitoring (recorded text)

Every Monday, in arrears.

Email with invoice to:

COR

Contracting Officer Contract Specialist External Affairs Representative

Copy of the advertisement or an affidavit of publication (furnished by publisher)

Every Monday, in arrears. Email with invoice to:

COR

Contracting Officer Contract Specialist External Affairs Representative

5. PERIOD OF PERFORMANCE

The total Period of Performance for this Purchase Order will consist of a base period of four (4) weeks.

The purchase order will also include one four (4) week option period.

6. TECHNICAL CONTACTS

The Contracting Officer Representative (COR) is the government employee assigned to assist the Contracting Officer (CO) and Project Officer (PO) in ensuring contractor performance of services in accordance with the terms and conditions of this statement of work and contract. The tasks of the COR include:

Notifying the Contracting Officer (CO) and Project Officer (CO) as to the timeliness of performance by the vendor employees in accordance with the terms and conditions of this contract

Performing random surveillance of the vendor employees while they are at the facility Ensuring compliance with contract requirements insofar as the locations and facilities to be serviced Advising the CO and PO of nonperformance or unsatisfactory performance issues

The COR shall act as the onsite government representative, but will not have the authority to direct the contractor or authorize any verbal or written changes to the terms and conditions of the contract. The Contracting Officer shall maintain this authority.

7. The Contracting Officer Representative assigned to this contract is:

Name: Mayra Lopez-de-Victoria, Address: FEMA Headquarters, 500 C Street, SW, Room 8SW Washington, DC, 20472 Telephone No.: (202) 646-2694 Email: mayra.lopez-de-victoria@dhs.gov

8. GOVERNMENT POINTS OF CONTACT:

Contracting Officer:

Maurice D. Randolph

DR-4339-PR

Joint Field Office 100 Convention Blvd.

San Juan, PR 00907-4900 Cell: 202-705-9861 Email: maurice.randolph@fema.dhs.gov

Contract Specialist:

Nilesh Nayak

DR-4339-PR

Joint Field Office 100 Convention Blvd.

San Juan, PR 00907-4900 Cell: 202-212-3133

Email: nilesh.nayak@fema.dhs.gov

9. CONTRACTOR POINTS OF CONTACT:

To Be Determined