B08_RFQ140L3725Q0022_Fire_Prevention_Advertising_Svcs.docx

RFQ# 140L3725Q0022

Bureau of Land Management (BLM); National Interagency Fire Center (NIFC)

Professional Fire Prevention Advertising Campaign Services at Gas Stations throughout the Western States

Type of Contract: Single, firm fixed Price (FFP) Award utilizing FAR Part 13 Simplified Acquisition Procedures

NAICS: 541850 (Outdoor Advertising) ($30.5 Million Size Status)

Competition: Full and Open

Contents

1. GENERAL

1.1. Background

The Bureau of Land Management (BLM) administers public lands across the western US that are intermingled with State, private, and other federal lands. Many of BLM’s lands are rangelands with fine fuels that allow wildfires to start easily, spread quickly, and be difficult to control. In addition, these public lands have a wide variety of users which has led to an increase in human-caused wildfires in many States across the west. The impact these wildfires have on communities and valuable infrastructure near BLM land emphasizes the need to inform the public about effective fire prevention and mitigation measures they can take to reduce wildfire risk. The volume and damaging results of wildfires are climbing year over year, with the 5-year average of fires per year and acres burned being 20% higher than the 10-year average [footnoteRef:2], suppression costs climbing 15% between the 10-year and 5-year average 20%[footnoteRef:3], damages in the billions of dollars increasing 80% from 2012-2016 to 2017-2021[footnoteRef:4], not to mention the climb of other severe long term impacts, such as health impacts from smoke exposure, with long-term exposures estimated now at $450 billion[footnoteRef:5]. [2: https://www.nifc.gov/fire-information/nfn] [3: https://www.nifc.gov/fire-information/statistics/suppression-costs] [4: Billion-Dollar Weather and Climate Disasters | Events | National Centers for Environmental Information (NCEI)] [5: https://pfpinc.com/the-total-cost-of-wildfire/#:~:text=State%20suppression%20costs%20have%20also,one%2C%20reaching%20about%20$400%20million]

Wildfire season now extends beyond the summer months and a majority of wildfires are human caused. The types of human-caused wildfires facing the West include the following but not limited to; roadside starts such as dragging chains/parking on dry grass, shooting-related (exploding targets, ammunition, shooting at metal targets), debris burning, and campfires.

1.2. Primary Scope and Objectives

To prevent human- caused wildfires the BLM has a need to get engaging fire prevention messages out to the general public. The contractor will support BLM Fire Prevention and Public Affairs on the development and distribution of the “Spark Safety, Not Wildfires” fire prevention and education campaign to advertise messaging at gas stations and convenience stores to educate local communities, recreationalist/visitors (boaters, hikers, campers, hunters) passing through or stopping to recreate/visit public lands across the west. The target audience is outdoor recreationalists and auto travelers.

The following objectives of the campaign apply:

· Reduce the number of human-caused wildfire ignitions.

· Increase public awareness of how wildfires commonly ignite and how they can be prevented.

· Utilize multiple media platforms associated at 400+ gas stations that are highly visible to the local community, recreationalists/public land visitors, and people passing through public lands.

· Increase fire prevention messaging in rural areas and gateways to public lands to reach local community members and tourists that use public lands. Target major thoroughfares like I-84, I-80, I-15, I-70, I-90, I-10, I-25, or I-40 to reduce roadside fire starts.

· Increase branding of the “Spark Safety, Not Wildfires” fire prevention tagline.

2. SPECIFIC TASKS AND DELIVERABLES

2.1. Tasks

The contractor shall provide all resources necessary to accomplish the tasks, requirements, and associated deliverables.

2.1.1. Task 1- Provide Fire Prevention Advertising on Gas Pump TVs

a) Advertising consists of the contractor producing and providing six (6) fire prevention Public Service Announcement (PSA) videos, 30 seconds each in duration, that meet BLM approval standards for use in gas station advertising. These videos must align with BLM messaging, branding, and fire prevention priorities. The script for each video must be approved by the BLM. The contractor must record and edit video PSAs with BLM approval. Videos must include the tagline, “Spark Safety, Not Wildfires.” If existing BLM-approved videos that meet these criteria are available, they may be used; otherwise, the contractor is responsible for developing new videos that fulfill these requirements.

b) Rotate six 30 second fire prevention videos a day across all the contractor’s pump TVs.

c) A minimum of 45,000,000 views during the official advertising period. This is a combination of pump TVs & in-store TVs.

d) Minimum of 425 stores required spread strategically within the states mentioned under Section 3.2.

2.1.2. Task 2- Provide In Store Digital Media Fire Prevention Advertisements

a) Rotate six 30 second fire prevention videos on gas station convenience store TVs. These are the same six videos referenced under 2.1 used on the Gas Pump TVs.

b) A minimum of 45,000,000 views during period of performance. This is a combination of pump TVs & in-store TVs.

c) A minimum of 425 stores.

2.1.3. Task 3- Provide Social Media Advertising Services

a) One fire prevention post on each of the contractor’s social media platforms, specified below under e., for Memorial Day, Fourth of July, and Labor Day weekends.

b) Boost one post on each of the contractor’s three (3) social media platforms listed below under e. educating the public on BLM Fire & Aviation social media and websites.

c) A minimum of 1,500,000 social media impressions per year.

d) A minimum of 8 unique social media posts utilizing any of the three (3) social media platforms below.

e) Social media includes Facebook, Instagram and YouTube.

f) BLM will provide videos and graphics

2.1.4. Task 4- Provide Fire prevention messaging on Firewood Bundles

a) Individual fire prevention messaging shall be attached to firewood bundles at a minimum of 425 gas station convenience stores. This shall consist of individual messaging placed on each bundle and can be a printed sign or a sticker on the bundle. Stores shall be spread strategically within the states mentioned under Section 3.2.

b) b. A minimum of 250,000 fire prevention messages must be distributed, through what would equate to at least 250,000 firewood bundles sold per year.

c) BLM will provide graphics. Vendor shall be responsible for printing the signage or sticker attached to each bundle.

2.1.5. Optional Task 5- Produce 1 additional video PSA

a) Produce an additional fire prevention PSA video 30 seconds in duration with BLM approval.

b) Write script with BLM approval.

c) Record and edit video PSA with BLM approval.

d) Include tagline, “Spark Safety, Not Wildfires.”

2.2. Deliverables and Deliverable Requirements

The Contractor is responsible for timely submission of deliverables identified in this Statement of Work (SOW) under Section 2.1. All messaging and graphics must be approved by the government Program Manager (PM) and Contracting Officer’s Representative (COR) prior to placement/advertisement. The contractor may align/create graphics or videos to match their brand with approval from the government PM and COR.

2.3. Inspection and Acceptance

Inspection and Acceptance are in accordance with FAR 52.212-4(a) -Inspection/Acceptance. The Government shall evaluate the contractor’s performance and inspect to determine contractor compliance with the contract. Final inspection and acceptance of all services provided and deliverables received shall be performed by the Government PM and COR. On a regular (periodic) basis, materials and deliverables will be quality controlled by alternative government personnel throughout the places of performance to ensure that the services are provided in accordance with requirements and the fire prevention messages are displayed at locations identified in the contract.

2.4. Contractor Provided Resources and Materials

The Contractor shall furnish all labor, equipment, supervision, transportation, travel, materials, supplies, and incidentals, except those indicated as government-provided, to perform all work necessary for completion tasks in this contract. The contractor shall specifically provide an overall PM to serve as the main point of contact for the government.

2.5. Government Provided Resources and Materials

The government shall provide the following:

· The BLM will provide PSAs, photos, videos and other graphics to the contractor. The BLM will work with the contractor to provide all fire prevention messaging in the format required for placement on television, posters, flyers, products, and on-line media sites.

· Videos, photos, and Graphics specific to Task 3, Social Media Posts.

· Graphics to support the Task 4 printed materials.

· Contracting Officer’s Representative (COR)

· Overall Government Project Manager (PM)- (Kelsey Brizendine, Ph: (208) 509-0924, Email: kbrizendine@blm.gov). This individual will serve as the primary point of contact for the contractor.

· Additional government venue POCs, if requested.

· Fire prevention technical expertise.

3. OTHER APPLICABLE CONDITIONS

3.1. Period of Performance

The period of performance shall consist of a 5-month base period, approximately June 1st, 2025- October 31st, 2025, with the option to extend two (2) years. Each Option year is 12 months. Should all Options be exercised the overall potential performance end date shall be October 31st, 2027. Advertising will occur late spring (May 1st) through late fall (October 31) to target fire season, aside from the base period which begins July 1st.

3.2. Place of Performance

The place of performance for this effort will be at Gas stations and their associated convenience stores, in addition to the gas stations associated social media platforms, across, but not limited to, the Western States of AZ, CA, CO, ID, MT, NE, NM, NV, OR, SD, UT, WA, WY, targeting major thoroughfares like I-84, I-80, I-15, I-70, I-90, I-10, I-25, or I-40.

3.3. Contract Type

The contract shall be Firm Fixed Price (FFP), including the Optional Task 5 (if elected/funded).

3.4. Payments and Invoicing

Payments shall be made IAW 52.212-4 (i). See DOI-AAAP-0028 V03 for specifics on invoicing.

3.5. Communication and Meetings

3.5.1 Post-award Kickoff Meeting

Prior to the performance start date, BLM Fire & Aviation will conduct a post-award kickoff meeting virtually (specific date and time to be mutually agreed upon). The call will include the Government representatives and the contractor PM, at a minimum. The Contractor shall be responsible for scheduling the call.

3.5.2 Monthly Project Status Reviews

Monthly status meetings shall be conducted the first week of each month during the 6-month advertising period. The Contractor is responsible for reporting the previous month’s completed deliverables, completed activities (including any risks, issues, or concerns, and actual or recommended actions for their mitigation), and projected activities for the following month. Meetings will be held through video conferencing. The Contractor shall be responsible for scheduling the meetings. The BLM Program manager shall verify the government’s attendee list after award.

3.6. Security

Privacy Act and Data The contractor shall comply with the Privacy Act and the agency rules and regulations issued under the act, per FAR 52.224-2.

Disclosure of Information The Contractor shall not disclose sensitive or proprietary information of, or in the possession of, the United States Department of the Interior or any of its operating units, Contractors or business partners to unauthorized persons. Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the CO. Press releases, marketing material, or any other printed or electronic documentation related to this project, must not be publicized without the written approval of the CO.

Ownership and Data Use All original media files, videos, graphics, and photos provided by the government shall remain government property and be returned to the government including the compressed digital files used. All deliverables bearing a restrictive legend, including compiled or derived information, work papers, drafts, digital/media content, and final documents, may not be used or sold by the contractor without written permission from the government. No material that has been previously copyrighted shall be used unless the contractor has received approval from the owner of the copyright. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor.

3.7. Core Hours of Operation and Federal Holidays

The contractor shall be available 8 a.m. - 4 p.m. Pacific Time, Monday through Friday (excluding Federal Holidays). Work may be completed outside of these hours and days to meet end deliverables.

The following Federal Holidays are observed by BLM which the contractor needs to take into consideration for coordination purposes. When a Holiday occurs during a weekend, it will be observed either the Friday preceding or the Monday following for Saturday and Sunday, respectively. The contractor shall observe any other day designated by Federal Statute, Executive Order and/or Presidential Proclamation.

New Year’s Day, January 1st Martin Luther King’s Birthday, 3rd Monday in January President’s Day, 3rd Monday in February Memorial Day, Last Monday in May Juneteenth Day, June 19 Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veteran’s Day, November 11th Thanksgiving Day, 4th Thursday in November Christmas Day, December 25th

3.8. Non-Personal Services

This contract is for “non-personal services” as defined in FAR 37.101. Therefore, it is understood and agreed that the Contractor and/or the Contractor’s employees or subcontractors:

· Shall perform the services specified herein as independent Contractors, not as government employees.

· Shall manage and administer the work required and bear sole responsibility for complying with any and all technical, schedule, or constraints in the performance of this contract.

· Shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified

· Shall, pursuant to the government’s right and obligation to inspect, accept, or reject the work, comply with such general direction of the CO, or the duly authorized representative of the CO as is necessary to ensure accomplishment of requirements and objectives.

3.9. Inherently Governmental Functions

· In accordance with FAR Part 7.5, Inherently Governmental Functions, this contract shall not be used for the performance of inherently governmental functions. This substance of this section shall be included in all subcontracts at any tier.

· No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative.

· No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government.

· In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work.

· In all communications with other Government contractors in connection with this contract, the Contractor employee shall state that they have no authority to in any way change the contract and if the other contractor believes this communication to be a direction to change their contract, they shall notify the CO and not carry out the direction until a clarification has been issued by the CO.

4. PROVISIONS AND CLAUSES

Reference Exhibit 1.

5. EXHIBITS

6. INSTRUCTIONS

6.1 SUBMISSION DUE DATE AND CONTACTS

The quote shall arrive by Thursday, May 8th, 2025 by 10:00am Mountain Time (MT). The quote shall be submitted through email to Contracting Officer, Kelly Houghton (khoughton@blm.gov).

Any questions are appreciated by Thursday, April 24th, 2025 by 10:00am MT. Questions are to be submitted in writing only to Contracting Officer, Kelly Houghton.

6.2 SUPLLEMENTAL INSTRUCTIONS- COMMERCIAL ITEMS (FAR 52.212-1/Sept 2023) FAR 52.212-1 – Instructions to Offerors – Commercial Items. Addendum.

1. The firm SHALL have an active SAM registration prior to award. The Government shall obtain the firm’s representations and certifications through this system to verify the firm’s Business Size Status and NAICS.

2. This RFQ does not commit the Government to any costs incurred in the preparation and submission of a quote or for any other costs incurred by any firm submitting a quote in response to this RFQ.

6.3 VOLUME FORMAT INSTRUCTIONS

6.3.1 Volumes

Volumes must be submitted separately and clearly marked. Volume I shall be your Non-Price response to Factor 1 and Factor 2. Volume II shall be your response to Factor 3, Price. Volume I must contain a cover page with the following information: Prime Contractor’s Name; Contractor’s official Business Address, UEI; Business Size, Contact Information (Name, Phone, Email, Address), Volume Number & Title, and RFQ Number.

6.3.2 Format and Page Count

Volumes must adhere to the below. There are no font or formatting requirements. Pages must be consecutively numbered.

*The following are excluded from the page count: (1) Cover Page

6.4 FACTOR INSTRUTIONS

6.4.1 INSTRUCTIONS FOR VOLUME I; FACTOR 1- TECHNICAL APPROACH

Quotes shall provide sufficient information for the Government to determine its level of confidence in the firm’s technical approach. Quotes shall comprehensively describe, in paragraph format, the firm’s technical approach as to HOW they will meet objectives and requirements of Tasks 1-5 of the SOW. This approach shall demonstrate the ability to accomplish the overall delivery strategy and may include a contractor’s unique and innovative approaches. The response must specifically include the number of gas stations and convenience stores to be utilized for the campaign, along with their locations in the required states. Quotes which merely paraphrase the requirements of the Government’s SOW or use phrases such as “will comply” or “standard techniques will be employed” will be considered unacceptable and will not be considered further.

6.4.2 INSTRUCTIONS FOR VOLUME I; FACTOR 2- TECHNICAL EXPERIENCE

Quotes shall provide sufficient information for the Government to determine its level of confidence in the ability of the firm to perform the requirements of the RFQ based on an assessment of relevant experience from the contractor. Firms shall demonstrate experience to successfully support the scope and complexity of the SOW. Firms shall present three (3) recent examples to support relevant experience. Recent is considered to be within the last five (5) years and relevant to the solicitation performance requirements. For each example of relevant experience provided, the Contractor shall discuss the audience for which the deliverable example was created and how the how the experience will benefit the subject requirement and support success.

6.4.3 INSTRUCTIONS FOR VOLUME II; FACTOR 3, PRICE

a) The quote shall include a FFP by task, per year, to arrive at a single total price, including options.

b) Exhibit 2 is a price workbook which shall be submitted to support the Volume II Price Quote, in excel.

c) Please include any/all pricing assumptions on their own specific assumptions page that’s included within Volume II.

7. EVALUATION

7.1 EVALUATION—COMMERCIAL ITEMS (FAR 52.212-2/Oct 2014)

The Government anticipates issuing a single Order resulting from this competitive RFQ to the most responsible firm whose quote conforming to the RFQ will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate firms:

Non-Price Factors:

1. Technical Approach

2. Technical Experience Price:

3. Price

Non-Price Factors (Factor 1- 2) are of equal importance. Non-Price Factors, when combined, are more important than Factor 3, price. In the event that capabilities supporting the Non-Price Factors are determined similar, price may be the deciding factor.

7.2 TRADEOFF EVALUATION PROCESS

The Best Value Trade-Off evaluation process will be accomplished as follows:

(a) Upon receipt, quotes will be reviewed for completeness and compliance with RFQ instructions. Determination of best value will be achieved through a process of evaluating each quote against the Evaluation Factors described below.

(b) Non-Price Factors (Factors 1 & 2) shall receive confidence ratings (High, Some, Low). The Government will assess its level of confidence that the contractor will successfully perform the requirements based on contractor responses to Factors 1 & 2. Price will be evaluated in accordance with Evaluation Factor 3.

7.3 EVALUATION FACTORS

The following factors shall be used to evaluate firms:

7.3.1 FACTOR 1: TECHNICAL APPROACH

The Government will assess its level of confidence that the firm’s technical approach demonstrates an understanding of the requirements and the ability to meet objectives and requirements of Tasks 1-4 of the SOW.

7.3.2 FACTOR 2: TECHNICAL EXPERIENCE

The Government will assess its level of confidence that the firm has performed similar work that is recent and relevant, supported by the three (3) experience examples provided.

7.3.3 FACTOR 3: PRICE

Price will be evaluated to determine if it is reasonable in accordance with FAR 13.106-3(2) for the total price quoted, including options.

To be eligible for award, the firm must be deemed responsible in accordance with FAR 9.104.

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