Appendix B SOW Service Anniversary Awards.docx

APPENDIX B – Statement of Work

Project No.

Version #

Period of Performance

Version status

Abstract or description:

Taking Service Anniversary Award gift catalog out for RFP, seeking catalog and service enhancements.

APPENDIX B – Statement of Work

SOW for <Name of Project> Page 1 of 2

Contents

APPENDIX B – SOW for <Project Title> Page 3 of 5

Background

· Seeking a vendor for Argonne National Lab’s Service Anniversary Awards gift catalog.

· No relation to other projects.

Scope Taking Service Anniversary Award gift catalog out for RFP, seeking catalog and service enhancements. Possible addition of Argonne merchandise could require licensing. Possible addition of service pin could require design.

Estimated awardees post and projected:

· FY2021 (Oct 2020-Sep2021): 310

· FY2022: 387

· FY2023: 427

· FY2024: 483

· FY2025: 505

· FY2026 (est): 486

· FY2027 (est): 640

· FY2028 (est): 685 Objectives Get an enhanced Service Anniversary Award gift catalog, preferably with Argonne-branded merchandise and service pins. Items to be provided to employees on multiple of 5 work anniversaries.

Applicable Documents Employee recognition toolkit: https://anl.app.box.com/s/d0zex7t2vngt6rg0ijjt4fs2x2yhomja Prime contract (page 465 overall, Section J, Appendix A, Section IXa Service and Retirement Awards, page 9): https://my.anl.gov/prime-contract Tasks Detailed SOW:

The Contractor shall provide the following services and products:

1. In the month prior to the beginning of each quarter (December, March, June, September) Human Resources shall provide the Contractor a data file (e.g. excel report) that lists the employees who will reach a 5-year service milestone (5, 10, 15, etc.) sometime during the upcoming quarter. Data file provides the following information and is formatted to meet the Contractor’s data file requirements:

a. Name and service date of employees who will reach 5, 10, 15, etc. years of service in the following three months. The five-year milestone that each employee will reach and the employee’s email address.

b. The report will also include the name of the Division Director along with his/her Argonne mailing address.

2. Upon receipt of the quarterly report described above, Contractor shall send (as a bundled shipment to Argonne Receiving) the following items bundled by division director listed on the report. The items listed below will be sent on a quarterly basis one week in advance of the quarter.

a. A personalized package for each service awardee that contains the following items:

i. A service award gift catalog specific to the awardees five-year milestone.

1. Catalog should include options for Argonne branded merchandise.

2. Want pricing options for providing a printed catalog vs online-only option.

ii. A gift redemption card (postage paid).

1. Want pricing options for physical order form vs online-only option.

iii. Argonne branded lapel pin (Argonne logo with number of service years and/or service milestone related gemstone(s)).

iv. An 8x10 (approx.) color certificate of recognition personalized with the awardees name and Laboratory Director signature.

v. A personalized congratulatory letter with the Laboratory Directors signature reinforcing the importance of service at the Laboratory.

3. Awardees will submit their catalog gift selections to the Contractor by completing the Contractor’s online order form or by mailing a completed order form supplied in the printed catalog. A reminder e-mail will be sent to employees who have not received their gift at 10, 30, 60, 90 days after the initial packet is sent to remind employees to redeem their gift.

4. Upon receipt of the completed gift selection order described above, Contractor shall send employee selected gift item within 2-4 weeks.

5. The contractor shall provide Argonne – Human Resources with reports detailing the status of gifts claimed versus employees eligible for gifts (as per listing HR provides). HR will instruct Contractor to remove names from the listing if/when employee leaves Laboratory employment or fails to claim his/her gift within 6 months.

6. Contractor shall provide a 30 day no questions asked return policy on all gifts - Contractor shall pay for return shipping costs to Contractor as well as shipping cost for new selection.

7. Contractor shall create a custom website featuring the Argonne logo/brand- complete with statement from the Laboratory Director.

Performance-Based Work Statement:

N/A Level of Effort SOW:

N/A Deliverables, Timing, Location, and Documentation Deliverables

· A personalized package for each service awardee that contains the following items:

· A service award gift catalog specific to the awardees five-year milestone.

· A gift redemption card (postage paid).

· Argonne branded lapel pin (Argonne logo with number of service years and/or service milestone related gemstone(s)).

· An 8x10 (approx.) color certificate of recognition personalized with the awardees name and Laboratory Director signature.

· A personalized congratulatory letter with the Laboratory Directors signature reinforcing the importance of service at the Laboratory.

· Reminder e-mails sent to employees who have not received their gift at 10, 30, 60, 90 days after the initial packet is sent to remind employees to redeem their gift.

· Upon receipt of the completed gift selection order described above, Contractor shall send employee selected gift item within 2-4 weeks.

· The contractor shall provide Argonne – Human Resources with reports detailing the status of gifts claimed versus employees eligible for gifts (as per listing HR provides). HR will instruct Contractor to remove names from the listing if/when employee leaves Laboratory employment or fails to claim his/her gift within 6 months.

· Contractor shall provide a 30 day no questions asked return policy on all gifts - Contractor shall pay for return shipping costs to Contractor as well as shipping cost for new selection.

· Contractor shall create a custom website featuring the Argonne logo/brand- complete with statement from the Laboratory Director.

Timing For specifics see above.

For the start of the contract/when the above services need to begin delivery, starting in calendar year 2027, with the initial list of recipients being provided by Argonne in December 2026.

Location Personalized packages bundled together as a shipment and sent to Argonne Receiving for further distribution. Via Argonne branded website.

Documentation N/A Quality Assurance N/A Government-Owned Property N/A Security N/A Place of Performance At the contractor’s facility.

Period of Performance One year from date of award with the possibility of extension.

Attachments N/A image1.jpeg