B09 73351023Q0269 Amendment 0001.pdf

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Contract Line Item

Description Unit Quantity

CLIN 0001

Base Period Strategic Communications Support Task A: 07/01/2023‐ 12/31/2023

Month 6

SubCLIN Project Management 3.1 Month $

SubCLIN Strategic Outreach Implementaion Plan 3.2 Month $

Contract Line Item

Description Unit Quantity Price per Month/Session Extended Price

CLIN 0002

Optional Separately Priced Line Item Base Period Messaging and Outreach Support 3.3

Month up to 6 $ $

*CLIN 0003

Optional Separately Priced Line Item Base Period Media Monitoring and Planning without Media Monitoring Subscriptions 3.4

Month up to 6 $ $

CLIN 0004

Optional Separately Priced Line Item Base Period Digital Platform Support 3.5

Month up to 6 $ $

CLIN 0005

Optional Separately Priced Line Item Base Period Event and Engagement Support 3.6

Month up to 6 $ $

CLIN 0006

Optional Separately Priced Line Item Base Period Public Relations Training 3.7

Session 1 $ $

*CLIN 0007

Optional Separately Priced Line Item Base Period Media Platform Subscriptions 3.4

Month up to 12 $ $

Subtotal

Contract Line Item

Description Unit Quantity

Attachment 2 Price Schedule ‐ Amendment 0001 issued changes to CLIN 0003 and CLIN 2003; added CLIN 0007 and CLIN 2007

Total Price includes SubCLIN

Total Price includes SubCLIN

Base plus Optional Separately Priced Line Items Total

CLIN 1001

Option Period One Strategic Communications Support Task B:

01/01/2024‐06/30/2024

Month 6

SubCLIN Project Management 3.1 Month $

SubCLIN Strategic Outreach Implementaion Plan 3.2 Month $

Contract Line Item

Description Unit Quantity Price per Month/Session Extended Price

CLIN 1002

Optional Separately Priced Line Item Option Period One Messaging and Outreach Support 3.3

Month up to 6 $ $

CLIN 1003

Optional Separately Priced Line Item Option Period One Media Monitoring and Planning 3.4

Month up to 6 $ $

CLIN 1004

Optional Separately Priced Line Item Option Period One Digital Platform Support 3.5

Month up to 6 $ $

CLIN 1005

Optional Separately Priced Line Item Option Period One Event and Engagement Support 3.6

Month up to 6 $ $

CLIN 1006

Optional Separately Priced Line Item Option Period One Public Relations Training 3.7

Session 1 $ $

Contract Line Item

Description Unit Quantity

CLIN 2001

Option Period Two Strategic Communications Support Task C:

07/01/2024‐12/31/2024

Month 6

SubCLIN Project Management 3.1 Month $

SubCLIN Strategic Outreach Implementaion Plan 3.2 Month $

Subtotal

Total Price includes SubCLIN

Option Period One plus Optional Separately Priced Line Items Total

Contract Line Item

Description Unit Quantity Price per Month/Session Extended Price

CLIN 2002

Optional Separately Priced Line Item Option Period Two Messaging and Outreach Support 3.3

Month up to 6 $ $

*CLIN 2003

Optional Separately Priced Line Item Option Period Two Media Monitoring and Planning without Media Monitoring Subscriptions 3.4

Month up to 6 $ $

CLIN 2004

Optional Separately Priced Line Item Option Period Two Digital Platform Support 3.5

Month up to 6 $ $

CLIN 2005

Optional Separately Priced Line Item Option Period Two Event and Engagement Support 3.6

Month up to 6 $ $

CLIN 2006

Optional Separately Priced Line Item Option Period Two Public Relations Training (if not previously exercised in the Base and Option Period One) 3.7

Session 1 $ $

*CLIN 2007

Optional Separately Priced Line Item Option Period Two Media Platform Subscriptions 3.4

Month up to 12 $ $

Option Period Two plus Optional Separately Priced Line Items Total

Grand Total for Base, Option Periods One & Two and All Separately Priced Line Items except CLIN 2006

Subtotal

73351023Q0269 Strategic Communication Support

Questions Responses

Page 10 indicates a 10 page limit for Technical Approach Narrative. Please clarify whether or not this 10 page limit includes the schedule, organizational chart and resumes or if this 10 page limit is ONLY for the Technical Approach Narrative.

There is a 10 page limit for the technical approach narrative to reflect your experience. There is a maximum capacity of 10MB that can be received. Please limit your responses to one email and the 10MB threshold.

If schedule, organizational chart and resumes are not included in the 10‐page limit, please clarify the page limits, if any, for these items.

An additional 10 pages will be extended for the schedule, organization chart and resumes.

Is this a new requirement? If not, what is the most recent or prior contract number and who is the incumbent?

There is no incumbent for this requirement.

If this is a new requirement, how has marketing and communications been implemented and managed?

A communications specialist is on staff, but given the size of the staff and the unique services and expertise a vendor will be able to bring to the table, it was determined that elements of the communications portfolio could be bolstered by the support of a contractor.

Has a brand strategy been developed for NWBC to include brand standards, brand vision/identity etc? If there is one, when was it last refreshed or updated?

In terms of color and style, the most recent branding book was created in 2020. In terms of vision, guidelines were created in 2022 as a resource for Council Members and which speak to the current creative vision of the Council.

On page 3 of 53, the government notes the following in the Basis for Award section: "Award will be made based on the lowest price that meets the minimum requirements requested in

Instructions for Offerors and scope as it relates to this solicitation. The Government may perform a comparative evaluation to select the contractor that is best suited and provides the best value, considering the evaluation factors in this solicitation." On page 10 of 53, the government notes "Award will be made based on the best value, trade‐offs, that meet the technical, prior experience and past performance requested in Instructions for Offerors and

Statement of Work as it relates to this solicitation." Please confirm the evaluation performed will be a best value tradeoff.

Award will be made based on the best value, trade‐offs that meet the technical, prior experience and past performance requested in the Instruction for Offerors and Statement of work as it related to this solicitation. This will be a comparative evaluation of all offerors.

If the evaluation is in fact best value, please provide an adjectival rating scale so offerors may best understand how the government intends to score offerors.

No adjectival ratings will be applied. Comparative Analysis eliminates the need for ratings.

Is there an Estimated Budget for the work sought? It is the responsibility of the offeror to determine the appropriate price based on your proposed technical approach and the tasks identified in the solicitation

What is the Estimated Award Date? 6/16/2023

Who does the government consider to be key personnel? The project manager and those who the project manager deems key to the completion of the project.

How many resumes should be included with the technical volume? One for the project manager and each member of staff who will potentially be connected to the work.

In anticipation for NWBC to provide answers to questions and the Memorial Day holiday, would you give an extension for submission?

Yes, the response date will be extended to 1PM EST on June 7, 2023.

Given 6 months is a short amount of time for research and plan development, it is imperative

NWBC has existing research, please specify what research and analytic data is available to the contractor to support analysis and development of the research report.

Basic analytic information about web and digital engagement performance is available (likes, engagement, impressions, etc.).

Any additional data that could be needed may be available upon request.

What internal resources does NWBC have to support the implementation of the strategy?

For example, will NWBC staff support implementation or is the contractor expected to support all implementation?

Staff will work in coordination with the contractor to support implementation. The exact balance of how this will be achieved can be determined during the kickoff meeting.

What is NWBC’s current approach to its digital platforms, areas where you feel you’re succeeding, areas where you’d like to see improvement, and, specifically, the level of effort you believe will be required for executing graphic design and video production outline in 3.5?

(Trying to get at what scaling up in Tasks B and Tasks C would require of contractor resources/staffing.)

We use a combination of proactive (we create themes and topics of conversation and execute them through content creation based on our policy priorities) and reactive content (responding to current events, holidays, and our own events). While our reactive content performs well and is more likely to be uplifted by others, our more substantive, informative proactive content is not. We want to be substantively driving the conversation to promote our policy recommendations and the work of the Council on our own terms and getting engagement around it. But the strategy taken in the future will likely be based on the results of the research conducted regardless.

What softwares does NWBC use for media monitoring, social media management and media relations?

Google Analytics for the website, Google alerts for news items, Microsoft Dynamics for newsletters, and any built‐in analytics provided by the social media platforms. We do not currently use any software for media relations.

If NWBC does not currently own the software required for media monitoring, media relations and social media, how would you like us to account for that in the price proposal worksheet?

If possible, please project the price both including a software purchase and without so that we are in a position to compare.

Please see revised price schedule.

Which vendor currently supports strategic planning and outreach for NWBC? There is no incumbent for this requirement.

If there is not an incumbent, who has done similar work in the past for NWBC? While we have contracted out comparable services in the past through Marketing Maven, Widmeyer, and AdInfinitum, the scale and scope of this contract is likely not comparable, nor was anyone currently on staff involved in the work of those firms during the period of the previous contracts.

What are the anticipated hours of support for this contract on an annual basis? This is a firm‐fixed price contract ‐ labor hours are not being requested.

What is the historical level of effort for this support? Because there is no overlap between current staff and previous contracts, the historical level of effort cannot be determined.

Should the price proposal be submitted as a separate document than the technical proposal? You may provide a technical volume and price volume. There is a maximum capacity of 10MB that can be received. Please limit your responses to one email and the 10MB threshold

Please confirm the page limit for the proposal. Is the Technical proposal 10‐page limit and the past performance a 10‐page limit (for a total of 20 pages)?

Yes.

Please clarify the information on Page 3 ‐ Is this LPTA or Best Value? Best Value

Do resumes count toward the page limit? Yes, see previous responses regarding page limits.

If resumes count toward the page limit can we provide links to resumes? Yes, but please ensure that the links are accessible. As a government entity, we can occasionally have issues with pages being blocked.

Please confirm that you are expecting the Contractor to plan and conduct a research study among the various audiences.

Yes we are expecting the contractor to plan and conduct a research study, but no we don't expect direct outreach to the audiences to be necessary. Using any analytic data shared by

NWBC and any information that is publicly accessible, the contractor should be able to answer the proposed research questions.

Please confirm that these are the key audiences: Policymakers

Key stakeholders

Women entrepreneurs/business owners/leaders

Women’s business organizations

The Public

Yes, and happy to provide more resources such as previous branding guidelines to give a clearer vision of how these audiences connect with our work pending award of contract.

3.4 Media Monitoring and Planning

Deliverables:

A report capturing engagement metrics of traditional and digital media shared on a monthly basis

Please confirm that the metrics are for EARNED traditional and digital media and not PAID media.

Yes.

3.5 Digital Platform Support

The Contractor shall assess NWBC’s use of digital media platform and provide recommendations for digital campaigns.

Please confirm that the assessment and recommendations just cover organic/non‐paid digital (social media) campaigns?

Yes.

Deliverables:

• Creation of social media content relevant to individual campaigns, including graphics, videos and designs.

• Production of evergreen informational videos, gifs, and graphics to promote the current activities of the Council and its members.

• Drafting of templates for graphics, blogs, and other content that can be adapted for future use by NWBC staff

Is there existing video content that is to be used?

Should we include the cost of creating videos and other creative design elements in the monthly cost?

Creating an initial longer video that is edited down into small parts for social media as well as initial templates for blogs, graphics, etc. likely would only occur once and would not extend across multiple months.

Would we anticipate filming the Members in their home cities as well as in Washington DC?

Are we just creating the social content or will we publish, as well?

Are you looking for estimates for daily monitoring and responding on the channels? Or should they be excluded?

1) There is existing video content that can be used, such as from previous roundtables, previous public meetings, and the last two

Women's Business Summits. We can also always request Council

Members or staff record themselves if necessary. 2) Yes, the creation of videos and other creative design elements shoud be included in the monthly cost. 3) You would not have to film members in their home cities and in terms of D.C., if you're located within the proximity, then yes but otherwise, no. We do not anticipate covering travel costs for the contractor, so all filmed material will be based on public and recorded events, or recordings requested of Council Members and staff that are then shared with the contractor. 4) Just creating the content and potentially scheduling it strategically, but we'll press the "post" button at the end of the day. 5) Yes to monitoring, no to responding.

3.6 Event and Engagement Support*

The Contractor shall promote the Council’s engagement and public meetings each year. The

Contractor is expected to connect the COR with local media outlets in Council Members’ home cities as well as national media when applicable. Support will be requested as needed ahead of events.

Deliverables:

• Engagement in media outreach during lead‐up to local events and engage local press in our public meetings and roundtables or to interview Council Members.

• Outreach to national and local outlets when needed during research releases, public meetings, major collaborations and other engagement activities.

How many events and/or meetings are there per month?

3.6 refers to pre‐scheduled events like roundtables or public meetings. Last year, we held two roundtables and two public meetings. This year, we're aiming for three and three for the year, if that helps.

3.7 Public Relations Training*

The Contractor shall create and execute a public relations training curriculum to support

Council Members and staff. This training will be tailored to the mission, organization, engagement, and goals of NWBC.

Deliverables:

• A recorded virtual public relations training session for Council Members and Staff.

Are you anticipating that the training would be recorded and that recording would be used to train others who were not in the session?

How many participants would you expect in each session?

Yes, the training could be recorded for future use, our Council when full is 15 members, and we usually have ~5 people on staff, so the audience would be around 20.

Price Sheet

Contract Line Items CLIN0002‐0006 Optional Separately Priced Line Item Base Period 3.3, 3.4, 3.5, 3.6, 3.7

Prior to the delivery and approval of the strategic outreach plan, do you anticipate needing support from the Contractor for messaging, media monitoring, digital/social, events, or PR training?

The research and plan creation will take approximately six months. Will NWBC require interim messaging, media monitoring, digital/social, event, or PR training support while the plan is being developed?

No, the idea is that the research and plan will come first and the implementation of the plan will come second.

Can you provide an estimate of how many key personnel you anticipate should be assigned to this project? To meet the requirements of the Scope of Work described, will key personnel need to be dedicated to this project full‐time?

The allocation of key personnel is at the discretion of the contractor beyond the project manager, and we do not anticipate that such a project would be full‐time for any personnel.

In the pricing for CLIN 0002‐CLIN 0005, CLIN

1002‐CLIN 1006, CLIN 2002‐2005 the quantity is stated as up to 6. Does this refer to the 6 months? If so, why is the quantity not just 6?

CLIN 0002‐CLIN 0005, CLIN

1002‐CLIN 1006, CLIN 2002‐2005 are separately priced line items and all 6 months may not be exercised as they are subject to availability of funds.

Will SBA provide the media monitoring software for the contractor to use in the elaboration of the report or does it need to be included in the fixed price?

If possible, please project the price both including a software purchase and without so that we are in a position to compare.

Please see revised price schedule.

How many speaking opportunities, and/or engagement opportunities is NWBC expecting to complete during this contract?

When it comes to our own events, we are planning on completing three roundtables and three public meetings during FY23 for reference. In terms of those that are offered to us, it can really depend. But it is unlikely to be more than 20 in a given year. Last year, there were roughly 9‐10 such opportunities, but we were not fully staffed nor was our Council full at that time.

Will the government provide the media monitoring software/ platform? Is the messaging calendar sufficient as a deliverable to comply with the requisite of Monthly Communications planning?

If we choose to neither purchase a media monitoring platform ourselves, nor choose such a purchase as part of the contract itself, then the calendar would be sufficient for compliance.

Regarding the creation of SM posts and videos, please provide guidance on how many pieces per month may be needed

3‐5 per month at most, based on the needs of the Council (i.e. it may not be needed during a given month at all).

Is it up to the contractor to identify what roles are “key personnel”? Beyond one project manager who would serve as key personnel, it is at the discretion of the contractor to make such a determination.

Do you have a media monitoring subscription, or should this cost be added to the FFP? We do not have a media monitoring subscription. As we are currently exploring media monitoring options ourselves, please include pricing options both with and without the subscriptions to inform NWBC of what may be available. Please see revised price schedule.

Would the government consider removing this clause? It is very risky for small businesses and not typical contract language.

Incentive/Disincentive now reads: AQL standards meet 100% quality and 100% on time will receive Exceptional Past

Performance Ratings. More than one error in grammar, punctuation and syntax, formatting, inaccurate representation of

Council's mission and/or priorities and ineffective incorporation and feedback will receive Satisfactory Past Performance Ratings.

More than three occurances of errors will receive Marginal Past

Performance Ratings.

This contract structure lends itself to a hybrid staffing model, where several resources can be leveraged or pulled back depending on the workflow. Due to the instability of this contract, i.e., six‐month periods of performance and only CLIN 0001 being guaranteed in the base period, it is a considerable risk and challenge for a small business to dedicate key personnel without full‐time, ongoing work secured. Would the government consider a staffing model that would allow for a variety of qualified resources to support this work as needed, without a burdensome key personnel requirement or approval process?

The substitution of key personnel shall be with personnel of similar qualifications and experience of the key personnel proposed and evaluated in the winning proposal. In additon, key personnel shall be approved by the contracting officer in writing.

Are the council members located in Denver, CO? If not, where are they located? This will have a potential impact on the local media outreach strategies.

Council Members are located across the country, and are listed on our website (nwbc.gov).

Approximately how many rounds of edits will be expected for deliverables with graphic design components?

2‐3 maximum, though NWBC does reserve the right not to post the final product.

Will contractors be provisioned remote access to NWBC email accounts and/or systems? No, but information can be shared as needed.

The RFQ states that work will be performed primarily at the contractor's place of business and that no travel is anticipated. Should a request for travel arise, how would

Travel will not be required for the fulfillment of this requirement.

SBA219-70 Limitations on Subcontracting (Deviation)

(a) This clause does not apply to the unrestricted portion of a partial set-aside.

(b) Definition. Similarly situated entity, as used in this clause, means a first-tier subcontractor, including an independent contractor, that—

(1) Has the same small business program status as that which qualified the prime contractor for the award (e.g., for a small business set-aside contract, any small business concern, without regard to its socioeconomic status); and

(2) Is considered small for the size standard under the North American Industry Classification System (NAICS) code the prime contractor assigned to the subcontract.

(c) Applicability. This clause applies only to—

(1) Contracts that have been set aside for any of the small business concerns identified in 19.000(a)(3);

(2) Part or parts of a multiple-award contract that have been set aside for any of the small business concerns identified in 19.000(a)(3);

(3) Contracts that have been awarded on a sole-source basis in accordance with subparts 19.8, 19.13, 19.14, and 19.15;

(4) Orders expected to exceed the simplified acquisition threshold and that are—

(i) Set aside for small business concerns under multiple-award contracts, as described in 8.405-5 and 16.505(b)(2)(i)(F); or

(ii) Issued directly to small business concerns under multiple-award contracts as described in 19.504(c)(1)(ii);

(5) Orders, regardless of dollar value, that are—

(i) Set aside in accordance with subparts 19.8, 19.13, 19.14, or 19.15 under multiple-award contracts, as described in 8.405-5 and 16.505(b)(2)(i)(F); or

(ii) Issued directly to concerns that qualify for the programs described in subparts 19.8, 19.13, 19.14, or 19.15 under multiple-award contracts, as described in 19.504(c)(1)(ii);

and

(6) Contracts using the HUBZone price evaluation preference to award to a HUBZone small business concern unless the concern waived the evaluation preference.

(d) Independent contractors. An independent contractor shall be considered a subcontractor.

(e) Limitations on subcontracting. By submission of an offer and execution of a contract, the Contractor agrees to the following requirements in the performance of a contract assigned a North American Industry Classification System (NAICS) code applicable to this contract:

(1) Services (except construction). It will not pay more than 50 percent of the amount paid by the Government for contract performance, excluding certain other direct costs and certain work performed outside the United States (see paragraph (e)(1)(i)), to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor’s 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(i) The following services may be excluded from the 50 percent limitation:

(A) Other direct costs, to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service. Examples include airline travel, work performed by a transportation or disposal entity under a contract assigned the environmental remediation NAICS code (562910), cloud computing services, or mass media purchases.

(B) Work performed outside the United States on awards made pursuant to the Foreign Assistance Act of 1961, or work performed outside the United States required to be performed by a local contractor.

(2) Supplies (other than procurement from a nonmanufacturer of such supplies). It will not pay more than 50 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor’s 50 percent subcontract amount that cannot be exceeded. When a contract includes both supplies and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(3) General construction. It will not pay more than 85 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor’s 85 percent subcontract amount that cannot be exceeded.

(4) Construction by special trade contractors. It will not pay more than 75 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor’s 75 percent subcontract amount that cannot be exceeded.

(f) The Contractor shall comply with the limitations on subcontracting as follows:

(1) For contracts, in accordance with paragraphs (c)(1), (2), (3) and (6) of this clause –

[Contracting Officer check as appropriate.]

_X_ By the end of the base term of the contract and then by the end of each subsequent option period; or

__ By the end of the performance period for each order issued under the contract.

(2) For orders, in accordance with paragraphs (c)(4) and (5) of this clause, by the end of the performance period for the order.

(g) A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (e) of this clause will be performed by the aggregate of the joint venture participants.

SBA219-71 Limitations on Subcontracting Report

(a) In order to ensure compliance with FAR 52.219-14, Limitations on Subcontracting, the contractor shall submit an annual report to the Contracting Officer by the end of the base term of the contract or order and then by the end of each subsequent option period, if applicable. The Contractor shall use the Report on Limitations on Subcontracting Template that is attached to the solicitation to complete the report. The template may be modified to add additional subcontracting activity; however, the template shall not be modified to remove any required information.

(b) If the Contractor’s payments to subcontractors that are not similarly situated entities exceed the percentages stipulated at FAR 52.219-14, the Contractor shall provide a detailed mitigation plan on how it is going to cure the failure to comply with 52.219-14. This mitigation plan shall be provided to the Contracting Officer no later than 15 calendar days after the Limitations on Subcontracting Report is due.

The Contracting Officer will evaluate the plan to assess its adequacy for future compliance with limitations on subcontracting. This clause does not limit the rights and remedies of the government under other contract clauses, including, but not limited to, the default or termination terms of the contract.

Contract Number (PIID) [Insert Contract PIID] Order Number, if applicable [Insert Order Number PIID] Type of Set Aside [Insert Type of Set-Aside] Total Contract Value [Insert Total Contract Value]

Performance Period for This [Insert Date] to [Insert Date]

Type of Service

Total amount paid by the Government to the Prime during the Performance Period

$0

Total amount paid by the Government to the Prime for Other Direct Costs that are excluded from LoS

$0

Total amount paid by the Government to the Prime for work performed ouside of the U.S. that are excluded from LoS 0

Total amount paid by the Government to the Prime that is subject to LoS $0

First Tier Similarly Situated Subcontractors (SSS) NAICS Assigned: Total Amount Paid to [Insert First SSS Name]

$0

NAICS Assigned: Total Amount Paid to [Insert Second SSS Name] $0

NAICS Assigned: Total Amount Paid to [Insert Third SSS Name] $0

NAICS Assigned: Total Amount Paid to [Insert Fourth SSS Name] $0

Total Amount Paid to SSS $0

Subcontractors to First Tier SSS Total Amount Paid to [Insert Name of First Tier's Subcontractor #1] $0

Total Amount Paid to [Insert Name of First Tier's Subcontractor #2] $0

Total Amount Paid to [Insert Name of First Tier's Subcontractor #3] $0

Total Amount Paid to Subcontractors of the First Tier SSS $0

Non-Similarly Situated Subcontractors (NSS)

Total Amount Paid to [Insert First NSS Name] $0

Total Amount Paid to [Insert Second NSS Name] $0

Total Amount Paid to [Insert Third NSS Name] $0

Total Amount Paid to [Insert Fourth NSS Name] $0

Total Amount Paid to NSS $0

Limitation on Subcontracting Percentage (Total amount paid to the Prime that that is subject to LoS - Total amount paid to Subcontractors of the First Tier SSS - Total amount paid to NSS / Total amount paid to the Prime that is subject to LoS) #DIV/0!

Report on Limitations on Subcontracting (LoS)