CCRB RFQ No. CCRB002 - E-Mail Marketing and Social Media Management and Support Services_12 29 24.pdf

Civil Rights Cold Case Records Review Board

Request for Quotation (RFQ) # CCRB002

Statement of Work for

E-mail Marketing and Social Media Management and Support Services

This Solicitation is issued to all active Small Businesses

Total Set Aside for Small Businesses

MAS 511210

Electronic Commerce and Subscription Services

Posting Date: 12/29/2024

Questions Due By NLT 3 PM EST, January 2, 2025

Quotations Due By NLT 5 PM EST, January 15, 2025

SECTION I Letter to Interested MAS 511210 Schedule Holders To Whom It May Concern:

The Civil Rights Cold Case Records Review Board has identified a need for E-mail Marketing and Social Media Management Support Services.

As such, this Request for Quotation (RFQ) is being issued to small business GSA MAS 511210 schedule holders. The RFQ summary is as follows:

(1) Statement of Work for E-mail Marketing and Social Media Management Support Services

(2) Task Order Type: Firm Fixed Price

(3) Performance Period: One (1) twelve (12) month base period and two (2) twelve (12) month option periods

(4) Questions Due by NLT 3 PM EST, Thursday, January 2, 2025

(5) Quotations Due by NLT 5 PM EST, Wednesday, January 15, 2025

All electronic quotation submissions shall only be made via the POCs listed below. Any corrupt or unreadable documents shall not be considered for evaluation purposes. Any files not received by the cut-off date and time specified herein shall be deemed late and shall not be considered for evaluation.

Contractor’s cover page should include:

Contractor Name Contractor Point of Contact (Name, email address and phone number) UEI Number GSA Schedule Number Business Size

Volume I: Technical Volume II: Price Template (Attachment A)

Note: All offerors must hold a current System for Award Management (SAM) registration.

If you have any questions regarding this RFQ, please contact GSA points of contact listed below.

Primary POC:

Stephannie Oriabure E-mail: stephannie.oriabure@coldcaserecords.gov

Alternate POC:

Kristin Thompson E-mail: kristin.thompson@coldcaserecords.gov mailto:stephannie.oriabure@coldcaserecords.gov mailto:kristin.thompson@coldcaserecords.gov

SECTION II Solicitation Information

2.1 GENERAL

The Government contemplates award of one (1) single-award, Firm Fixed Price task order against an eligible GSA MAS 511210 schedule contract holder assuming the quotation has met, or exceeded, the Government’s requirements in the evaluation process for best value - lowest price technically acceptable (LPTA). It is expected that Vendors will submit Quotations in accordance with the procedures and requisite requirements identified in this solicitation in accordance with their GSA MAS 511210 contract.

2.1.1 TYPE OF AWARD

This procurement is a total small business set-aside under GSA MAS 511210 contract holders. This procurement shall be conducted in accordance with procedures in FAR 8.4.

2.1.2 SUBMISSION INFORMATION

Responses to this RFQ shall be submitted in electronic format via GSA Ebuy. Quotations shall not be submitted to any other parties. Vendors are hereby notified that any corrupt or unreadable documents shall not be considered for evaluation purposes. Any files not received by the cut-off date and time specified herein shall be deemed late and not considered for evaluation.

Questions pertaining to this RFQ shall be submitted by NLT 2 PM EST, January 2, 2025, to the attention of the POCs identified in Section I above. Questions received after this cut-off date shall be addressed only at the discretion of the POC’s. Please submit questions with this subject line header: CCRB002 - [Vendor Name] – Questions - [Date]. Vendors should submit all questions utilizing the Q&A template that is provided as Attachment B.

2.1.3 FORMAT

No paper (hard copy) quotations shall be accepted. All submitted electronic documents shall be in PDF and MS Excel format. Each page in the submitted documents shall fit on 8 ½” X 11” paper size, with all text single-spaced, using font size no less than 11 points. All text and graphics shall be legible. The Technical Quotation and Price Quotation for the task/delivery order shall be separate files. No pricing information shall be included in the Technical Quotation.

The following naming conventions for submission of the quotation documents should be utilized:

CCRB002 - Vendor Name - {Technical/Price}Quotation - [DATE]

2.1.4 MINIMUM REQUIREMENTS

Vendors responding to this RFQ shall meet the following minimum requirements. Quotations that fail to meet any one of these minimum requirements shall not be further evaluated and shall be deemed ineligible for award.

1. Submit complete quotation documentation in accordance with RFQ instructions;

2. The Government encourages forming Contractor Team Arrangements (CTAs) among GSA MAS

511210 schedule contract holders. If a CTA is utilized in the vendor’s quotation, each team lead and team members’ current and accurate GSA MAS 511210 contract pricing shall be posted in the GSA eLibrary portal. Note - Formulation of a CTA is optional.

3. Proposed prices shall be in accordance with the vendor’s GSA MAS 511210 contract. The Government is seeking additional discounts off of vendor’s GSA MAS 511210 contract prices.

4. Quotation shall identify the Unique Entity Identifier (UEI) Number for all team members (including Subcontractors) and each shall have current System for Award Management (SAM) registration as of the time of quotation submission.

5. Vendors shall be registered in the System for Award Management (SAM) with no active exclusions.

2.1.5 ASSUMPTIONS

All assumptions shall be evaluated as part of the individual factor to which they apply. The Government reserves the right to reject any quotation that includes any assumption that may impact satisfying the Government’s requirements. Option years are based on funding availability. The Government reserves the right not to exercise any option year(s) if determined to be in the best interest of the Government. Please see Section 2.3.8 of the RFQ regarding evaluation of options.

2.2 QUOTATION CONTENT

Vendors are requested to provide a submission that is in accordance with the instructions in this RFQ, including the Evaluation Factors for Award section.

All vendor Quotations must include the data elements and information as follows.

2.2.1 PART 1 (PRICE QUOTATION)

Single-Sided Page excluding Price Schedule in MS Excel)

The Price Quotation shall be separate from the Technical Quotation. The Price Quotation shall consist of the following:

1. Cover Letter;

2. Identification of Team Members (including Task Order Lead, CTA Members, and Subcontractors, as applicable);

1. Identification of each Team Member’s DUNS Number, UEI Number, FSS Contract

Number, as applicable; and,

3. Price Schedule with proposed pricing for each task identified in the Statement of Work (SOW) for the one (1) twelve (12) month base period and two (2) twelve (12) month option periods.

4. Using the attached price schedule template in MS Excel format; (Vendors may provide additional price breakdowns and explanations to support their quoted price in accordance with the manufacturer’s commercial pricing practices).

5. Listing of any proposed discount(s) from vendors’ schedule contract prices, as applicable;

6. The vendor shall describe the overall pricing strategy and fully disclose all costs associated with the offered products and services. Backup documentation may be requested in support of GSA Schedule vendor’s price quotation. The information requested in the quotation is required to enable the Government to perform a price analysis and determine whether quoted pricing is fair and reasonable.

7. Acknowledgement of Amendments, as applicable; and,

8. Statement that the Quotation shall remain valid for a minimum of ninety (90) days.

Price Quotation Template SOW Section Page Limit

Price NA No Page limitation (Price Schedule in MS Excel)

2.2.2 PART 2 (TECHNICAL QUOTATION)

The Technical Quotation and Price Quotation, including mandatory Price Schedule Worksheet, shall be submitted as separate volumes (file attachments). The Technical Quotation shall consist of narrative sections for the technical requirement listed in the table below. Page limits for each evaluation factor are provided and are inclusive of each evaluation sub-factor.

Technical Capabilities SOW Section

Page Limit

Technical Capability & Management Approach:

Understanding of the work, including creativity, thoroughness and innovation shown in planned execution of the requirements in the SOW;

Discussion of the methods and techniques for completing each task to include any tools if needed for the solution;

Any subcontracting or teaming arrangements;

Communication and coordination, scheduling of all tasks and subtasks, meetings, and deliverables; and all significant milestones and critical areas of effort;

Discussion of anticipated major difficulties and problem areas, along with potential recommended approaches for their resolution.

Provide a detailed approach demonstrating the Contractor’s managerial expertise and capability to fulfill the Government’s requirements as outlined in this RFQ.

Past Performance:

The contractor must demonstrate evidence that the organization has current capabilities; and for assuring performance of this requirement. See section

2.3.2.2 below.

2.3 QUOTATION EVALUATION

This acquisition will utilize the Lowest Price Technically Acceptable (LPTA) source selection method to make awards without discussions. Awards will be made on the basis of the lowest evaluated price of vendor quotations meeting or exceeding the acceptability standards for non-price factors. Price is more important than technical/non-price factors.

The Government will evaluate the quotations based on the following evaluation factors, listed in descending order of importance:

1) Price

2) Technical Capability & Management Approach

3) Past Performance

2.3.1 Price Quotation Evaluation

The vendor shall provide detailed pricing for all CLINs on the price schedule template, and should also provide a summary of any assumptions and exclusions.

The price quotation will be evaluated for consistency and understanding of the requirements set forth in the vendor’s MAS 511210 schedule contract and SOW.

GSA will confirm that the quoted prices in the quotation are accurate and consistent with the vendor’s current MAS 511210 contract terms and conditions. Quotations containing pricing information that is inaccurate, erroneous and/or inconsistent with the vendor’s MAS contract terms and conditions will be deemed ineligible for award and will not receive further consideration.

The Civil Rights Cold Case Records Review Board is seeking additional, order-level discounts under this RFQ in addition to any discounts available at vendors’ GSA Schedule 511210 contract level.

Open market items may be included on the vendor's price quotation but must be clearly marked as “open market” item(s) and shall be incidental to other items available on the vendor's MAS 511210 contract.

2.3.1.1 Evaluation of the Price Quotation

The Government will evaluate the quoted total price for the total period of performance of: One (1) Twelve (12) month base period and two (2) twelve (12) month option periods.

The quoted price for each option period and CLIN shall be reviewed for accuracy, consistency with the prices approved in the vendor's schedule contract, and a clear demonstration of the ability to fully meet the requirements outlined in the RFQ and SOW.

2.3.2 TECHNICAL/NON-PRICE QUOTATION EVALUATION

2.3.2.1 Technical Capability & Management Approach

The Government will assess whether the vendor is capable of meeting and/or exceeding all of the requirements as outlined in the RFQ and SOW.

Specifically, the Government will evaluate for technical acceptability to determine that the technical requirements and/or features are fully addressed in the quotation response for Technical Capability.

The Contractor must provide a detailed approach demonstrating its managerial expertise and capability to fulfill the Government’s requirements as outlined in this RFQ and SOW.

2.3.2.2 Past Performance

The contractor must demonstrate evidence that the organization has current capabilities; and for assuring performance of this requirement.

The contractor must demonstrate at least one (1) recent and relevant past performance project and submit their performance reference(s) to support performance for the past performance example(s).

Each project example must include the Contact Name(s) for references (specifically individuals who are in charge of evaluating the vendor’s product and/or service), contract/order numbers, total awarded value and contact information for the project. CORs and PMs must be provided for validation of the information provided by the Contractor.

Each past performance submission must include the most recent rating for performance in conjunction with the contract/order number listed.

Recent past performance projects must be either active or completed within the last three years. Relevant past performance includes current or past contracts similar in size, scope, and complexity to the work described in this SOW.

2.3.2.3 Adjectival Ratings for Evaluating Technical Capability

Each vendor’s technical quotation will be evaluated to determine if the vendor provides a sound, compliant approach that meets the requirements of this SOW, and demonstrates a thorough knowledge and understanding of those requirements.

The Government will review the vendor’s quotation to determine the products and/or services offered meet the required specifications and features described in the SOW.

Adjectival Rating Definitions for Evaluation

Technical Capability

Adjectival Rating Description

Acceptable Quotation sufficiently demonstrates the Vendor met all technical requirements described under the SOW. There were no weaknesses found in any areas of the response to the Technical Acceptability. The Vendor provided sufficient documentation to support the product and service established under their GSA MAS 511210 contract.

Unacceptable Quotation demonstrates meeting some, but not all of the requirements described under the SOW. At least one deficiency noted. Products and services are not available under the Vendor’s GSA MAS 511210 contract.

2.3.7 Best Value - Lowest Price Technically Acceptable - Evaluation Process

Quotations must demonstrate a clear understanding of the nature and scope of the work required. Failure to provide a responsive, reasonable, and complete Quotation may reflect a lack of understanding of the requirements and may result in a quotation receiving no further evaluation and determined ineligible for award.

Award of one (1) single-award, Firm Fixed Price task order will be made to the responsible vendor whose quotation conforms to the requirements outlined in this RFQ and SOW and is determined to represent the best value to the Government in terms of technical merit and proposed price.

Vendors should note that price is more important than technical/non-price factors.

Communications:

The Government intends to award without communications. GSA Schedule contract vendors shall provide their best, complete Quotation upon initial submission. The Government reserves the right to hold communications if deemed necessary by the POC’s.

Government-employee representatives from the requiring program office shall provide technical evaluation of all Quotations based on the Quotations/documentation provided. The evaluations will be based on the evaluation criteria set forth above.

2.3.8 Evaluation of Options

For award purposes, in addition to the vendor’s response to the base period requirements, the Government will evaluate the vendor’s Quotation in response to all RFQ option periods. Evaluation of the option periods will not obligate the Government to exercise the options.

SECTION III Statement of Work

1. Purpose

This Statement of Work (SOW) describes what the Civil Rights Cold Case Records Review Board (the Board) expects to achieve with regard to this Marketing Automation Solution and Support Services procurement and will use GSA MAS to reach potential vendors under NAICS code 513210, GSA MAS 511210, PSC Code: DA10 - IT and Telecom - Business Application/Application Development Software as A Service. The Government has determined use of the GSA task order to satisfy this requirement is in the best interest of the Government, economic, and other factors considered, and this task order is not being used to procure personal services prohibited by the Federal Acquisition Regulation (FAR) Part 37.104 titled “Personal services contract”.

The Board requires an enterprise-wide Marketing Automation Solution to allow several offices within the Board to better manage their email marketing and social media management needs.

The primary objective of this acquisition is to procure a solution that allows the Board to better manage its stakeholder and customer communication by automating e-mail marketing and social media management tasks. Specifically, the Board wants this solution to collect subscriber data and schedule and send triggered notifications through emails and social media posts, including a console or consoles through which to manage updates. The solution must also be cloud-based, provide responsive and 508-compliant templates, and allow for measurement.

2. Scope

This SOW addresses work associated with the following Integrated Marketing Automation activities:

1. Business Objectives: Provide the Board with robust, integrated capabilities to effectively plan, execute, monitor, and measure promotional and marketing activities.

These efforts will focus on email marketing and social media messaging, ensuring the Board can achieve its strategic communication goals.

2. Technical Objectives: Deliver essential services to the Board through a modern, cloud-based Software-as-a-Service (SaaS) solution that features an intuitive, user-friendly interface and incorporates current best practices in marketing automation. This solution will empower the Board to efficiently manage and optimize its marketing initiatives while staying aligned with industry standards.

3. Administrative Objectives: Provide comprehensive transition training and support to enable the Board staff to effectively understand, adopt, and migrate existing content and subscribers to the proposed solution. This includes delivering assistance for creating templates, workflows, dashboards, and reports, alongside offering self-service learning tools and ongoing business hours technical support.

3. Period and Place of Performance

The base Period of Performance (POP) will be one base period with a POP from date of award through twelve (12) months with two (2) consecutive twelve (12) month option periods. Prior to exercising each option period, the Government shall make a determination that an exercise of an option is still in the Government’s best interest under the current market conditions and subject to availability of funds. In addition, the Government will also be reviewing the technology requirements against current objectives to determine if the existing technology being implemented continues to fully meet the Government’s needs and objectives.

Tentative POP dates:

Base Year: January 31, 2025 to January 30, 2026 Option Year 1: January 31, 2026 to January 30, 2027 Option Year 2: January 31, 2027 to January 30, 2028 [Tentative barring an extension of the Board’s tenure]

Place of Performance:

Services shall be provided remotely.

Services shall be received primarily at this physical location:

Civil Rights Cold Case Records Review Board 1800 F Street, N.W.

Washington, DC 20405

4. Background

Currently, the Board aims to gain roughly 1,000 contacts to send automated emails to, including government employees, industry partners, and members of the general public. The Board sends roughly 12 to 20 automated emails each year to up to about 1,000 contacts per email in the first year (for a total of about 6,000 to 20,000 individual emails received, most likely on the lower end of that estimate). We expect this number to grow slightly over the next three (3) years. We have a need for a solution that can provide, at its core, marketing automation to manage email and social media campaigns, including the ability to permission users, schedule and manage bulk and targeted messaging, and derive analytical metrics to guide future campaign development. Ultimately, the Board requires a solution that allows for better management of stakeholder and customer communication through automating marketing tasks.

Vendors shall provide a price quote covering all mandatory and optional CLINs (Contract Line- Item Numbers) for the provision of the solution and maintenance support utilizing Attachment A (Price Template) and in accordance with the Scope and Objectives of this SOW. Proposed pricing shall cover the entire period of performance (three years consisting of a one-year base period plus two (2) twelve (12) month option periods). The optional CLINs allow the Government to meet additional needs as they arise.

The Government may order one-to-many optional CLINs. The primary purpose of these optional CLINs will be to allow additional Board program offices to define and fund requirements as they arise.

Travel is not required under this Task Order. No local travel or parking costs will be reimbursed.

The Government anticipates the award of a firm-fixed-price (FFP) task order against the GSA MAS 511210 - Information Technology - IT Software and Maintenances Federal Supply Schedule contract.

5. Current Environment

The primary objective of this acquisition is to procure a solution that allows the Board to better manage its stakeholder and customer communication by integrating and automating marketing tasks. Information on the Board’s current environment follows:

● The Board currently has a total of 3 social media accounts across the platforms Twitter, Facebook, and LinkedIn.

● The Board currently requires FedRAMP for all cloud-based solutions. Offerors shall provide a link to their FedRAMP Marketplace site showing their FedRAMP Authorized status. Ultimately, the Board will be requiring any offeror to possess a FedRAMP Moderate Authority to Operate (ATO), as the solution will need to both collect Personally Identifiable Information (PII) from subscribers and store it. Vendors without that current level of authorization would need to work closely with the FedRAMP PMO (fedramp.gov) immediately upon award to begin work to receive an Authority to Operate (ATO) within the prescribed period as denoted in the award. In the interim (also described in the award) the offeror must achieve, working with the Board directly, a Moderate Impact SaaS (MI SaaS) ATO for the Board use only. This level of authorization would allow the government (the Board only) to use the vendor's service until FedRAMP Moderate ATO is awarded that then could be leveraged by any Agency within the Government.

● The Board currently has a contract with the Federal Acquisition Service (FAS) Technology Transformation Services (TTS) Cloud.gov team for the following website: coldcaserecords.gov.

6. Objectives

The overall objective is to procure a solution that allows the Board to better manage its stakeholder and customer communication by automating e-mail marketing and social media management tasks. This includes a solution to address the Board's current requirements as described in Section and in the Price Template, Marketing Automation Solution as well as any future support for new and existing “to be determined” websites, which would be supported based on the offeror's standard rates, prorated as appropriate. To achieve this, any solution must meet the following business, technical, security, management, and administrative objectives as noted below but not limited to:

6.1.1. Email marketing automation requirements:

● Building and Personalizing Emails: Create, design, and tag emails; add attachments;

manage templates; personalize dynamically based on subscriber data; ability to put surveys directly in email.

● Sending Outbound Emails: Create targeted lists, schedule, and manage bulk email sending, including through sending burst or staggered emails and through receiving real-time suggestions to improve email performance;

● Manage Email Deliverability: Ensure inbox delivery. Includes opt-in management, bounce handling, unsubscribe processing, suppression lists, email preview, spam checking, link validation, and delivery monitoring.

● Automated Email Responses: Set up automated emails based on events, online activities.

● High-Volume Sending: Ability to send up to 1,000 emails annually; ability to send to up to 200,000 subscribers; ability to send 1,000 emails at once; ability to send thousands of unique, personalized emails per second.

● Subscriber management: Ability for subscribers to manage their email subscriptions (eg, self-subscribe, unsubscribe, find other or similar available subscriptions within a category, etc.); Ability for subscribers to opt for immediate delivery, daily digest, or weekly digest of topic subscriptions

● Nested Topics: Ability to implement a hierarchical structure for subscription management (ie, nest topic subscriptions within other topics)

● Landing Pages and Forms: Build customized, 508-compliant landing pages

● A/B Testing: Test alternative versions of emails, landing pages, and forms. Learn what works, maximize response rates, and increase conversation.

● Mobile optimized: support responsive, mobile-optimized emails, online forms, widgets, and landing pages

● Automated updates: Send notifications when segments of pages are updated, email reminders if user has an incomplete task (i.e., survey)

● Program Management: Manage campaigns across multiple channels, including email, online, and social media. Create and optimize program assets such as landing pages, emails, campaigns, and lists. Track program results to assess ROI. Ability to publish to email, or social media updates simultaneously.

● Calendaring: Maintain a marketing calendar across multiple groups. Manage the calendar for the entire enterprise.

● Basic Reporting: Access pre-built and custom reports and dashboards to measure leads by source/campaign/month, email performance, landing page performance, and web and social activity. Create report subscriptions that can automatically send updates to your team and executives.

● Web Analytics: Ability to track click through rates via links ● SEO / Keyword Analytics:

Monitor and track how you rank for relevant keywords on major search engines and compare your overall performance to competitors.

● Customization: System provides sufficient customization to meet business requirements

● Workflow Capability: Automates a process that requires a series of steps that typically require intervention by several different users. Administrators can write rules to determine who and when a user needs to complete a step. Also includes notification of users when they need to take action.

● User, Role, and Access Management: Grant access to select data, features, objects, etc.

based on the users, user role, groups, etc.

● Internationalization: Provide support for Spanish-language subscribers. ● Sandbox / Test Environments: Allows administrators to easily develop and test changes. After changes are made, admins can easily migrate the changes into the "live" or "production" environment.

● Performance and Reliability: Software is consistently available (uptime) and allows users to complete tasks quickly because they are not waiting for the software to respond to an action they took.

● Output Document Generation: Allows administrators to create templates that enable users to quickly generate dynamic documents in various formats based on the data stored in the application. Templates must be flexible enough to allow users to add photos, buttons, headlines, different fonts/sizes, pulled quotes, captions, links, vary column sizes, etc.

● Data Import & Export Tools: Ability to input, modify and extract data from the application in bulk through a structured file.

6.1.2. Social media management requirements:

● Social Management: Access an interface in which to create, preview, edit, and schedule content for social accounts (LinkedIn, Instagram, Twitter, Facebook); receive real-time guidance on best times to post messages; access an editorial calendar to see all scheduled posts; filter based on account; create workflows to approve posts based on role or levels of access.

● Tracking topics that include the tagging of the Board's accounts.

● Social Sharing: Add intelligent social share buttons to your campaigns and content.

Track who is sharing your content and driving conversions.

● Social Campaigns: Schedule automated posts to one or more social accounts; tag posts as part of larger campaign efforts to quickly determine data analytics (without manually analyzing posts); and compare performance against similar accounts; Receive real-time information on trending topics and key stakeholders or audiences who could benefit from information.

● Social Measurement: Track metrics via a robust data dashboard, (clicks, shares, comments, replies, likes, retweets, favorites, follower growth and engagement) to evaluate which posts are performing well; view hashtag trends, including insight into influencers who use the hashtag, location, and sentiment.

6.2. Technical Objectives

Providing required business objectives to the Board through a cloud-based, software as a service (SaaS) solution with an easy-to-use interface that reflects current best practices in marketing automation. This includes the following:

6.2.1. Technical objectives:

● Provision of a cloud-based solution

● Subscription-based, not infrastructure-based

● Ability to manage the visibility of data within an account (ie, through roles and permissions)

● Ability to import contact lists

● Ability to direct add contacts

● Automated removal of bad/non-existent email addresses

● Automatic de-duplication of email lists to avoid subscribers receiving the same message multiple times

6.2.2. Security objectives:

The contractor shall implement the controls contained within the FedRAMP Cloud Computing Security Requirements Baseline and FedRAMP Continuous Monitoring Requirements for impact systems (as defined in FIPS PUB 199). These documents define requirements for compliance to meet minimum Federal information security and privacy requirements for impact systems. The FedRAMP baseline controls are based on NIST Special Publication 800-53, Revision 4, “Security and Privacy Controls for Federal Information Systems and Organizations” (as amended), and also includes a set of additional controls for use within systems providing cloud services to the federal government. The contractor shall generally, substantially, and in good faith follow FedRAMP guidelines and Security guidance. In situations where there are no procedural guides, the contractor shall use generally accepted industry best practices for IT security. The Board may choose to cancel the contract and terminate any outstanding orders if the contractor has its FedRAMP authorization (Joint Authorization Board [JAB] Provisional or Agency) revoked and the deficiencies are greater than agency risk tolerance thresholds.

● Given that the solution will need to both collect Personally Identifiable Information (PII) from subscribers and store it, the government will prioritize in its selection process those vendors with existing FedRAMP authorizations. The following is how the government will prioritize its selection process:

● Vendors that possess a FedRAMP Moderate Authority to Operate (ATO) as defined in

FIPS PUB 199.

● Vendors that possess a FedRAMP Tailored ATO as defined in FIPS PUB 199.

● Vendors that possess a FedRAMP "In Process" authorization, as indicated on the FedRAMP webpage:

https://marketplace.fedramp.gov/#/products?sort=productName

● Vendors that possess a FedRAMP "Ready" authorization, as indicated on the FedRAMP webpage:

https://marketplace.fedramp.gov/#/products?sort=productName

● If a vendor without authorization is selected, the vendor would need to work closely with the FedRAMP PMO immediately upon award to begin work to receive an ATO within the prescribed period as denoted in the award. In the interim (also described in the award) the offeror must achieve, working with the Board directly, a Moderate Impact SaaS (MiSaaS) ATO for the Board use only. This level of authorization would allow the Board to use the vendor's service until FedRAMP Moderate ATO is awarded that then could be leveraged by any Agency within the Government. More information on FedRAMP requirements can be found at https://fedramp.gov/.

● There is no requirement for the solution to be hosted on a government environment.

6.3. Administrative Objectives

Providing transition training and support to assist the Board's staff in understanding and migrating existing content and subscribers to the proposed solution, including support for creating templates, workflows, dashboards, reports, and providing self-service learning tools and ongoing business hours technical support. This includes the following:

6.3.1. Management and administrative objectives:

● Provide initial access training and permissions for up to 20 administrators with capability to train additional administrators. Support and training should include assistance importing and cleansing contact lists and training on core functions and features of the current tool.

The Board expects onboarding, transition and training activities to take up to 30 days or longer. Onboarding, transition and training should occur no later than two weeks after the award of the succeeding task or call order.

● Support and training should include coordination with the prior vendor in order to appropriately migrate contact lists, topics, subscribers, and all other necessary platform foundational elements for a seamless transition from prior platform to awarded platform, if needed and deemed necessary.

● Provide professional services available for installation/development

● Ability to migrate -- or assistance with migrating -- existing topics/lists into the chosen platform

● Provide an elastic licensing model (expand/contract cost based on usage) for up to 5 sub domains https://marketplace.fedramp.gov/#/products?sort=productName https://marketplace.fedramp.gov/#/products?sort=productName https://fedramp.gov/

● Provide ability to pull reports on success and activity metrics, including subscriber open rate and click rate, subscription changes, subscriber most recent activity, subscribers not sent to, unengaged subscribers list, etc.

● Provide information on delivery and bounces

● Provide heat map reporting for emails

● Ability to separate out what accounts administrators can see, i.e.: a specific division can have the ability to see all accounts on the platform or just their division’s accounts.

● Organizational structure that allows users to have different levels of access in the system.

For example, editor, contributor, etc.

● A team of technical support liaisons (or consultants) who can interface between the Board and the license provider (if the offeror is a license reseller) to provide support.

Examples of support provided may include: Email template design, data import or export support, workflow configuration

● An editorial calendar that can display campaign data as well as an ability to tag and track activities as part of a campaign. This includes an ability to download/export the calendar.

● Ability to quickly toggle to display/hide activities by filtering on type or campaign.

● Support for assigning tasks to team members and tracking the status of tasks associated with marketing campaigns.

● Support for entering custom personas and relating activities to personas.

6.4 DELIVERABLES

The Contractor shall support the following deliverables:

● The Contractor is expected to define Service Level Agreements (SLA) for the following:

○ Support desk response SLAs

○ Performance SLAs to Usage Reports

SECTION IV Firm Fixed Price Level Terms and Conditions

4.1 General

The terms and conditions provided for in the vendor’s MAS 511210 schedule contract are incorporated in this requirement. All order of precedence issues shall be governed by FAR 52.212-4(s), as supplemented and deviated from in GSAR 552.212-4.

4.1.1 Period of Performance: As indicated in the SOW, the Government desires services for One (1) Twelve (12) month base period and two (2) twelve (12) month option periods. Options, if determined required, shall be exercised in accordance with applicable regulations.

4.1.2 Task Order Award: Award of the resultant task order shall be made via a bilaterally signed SF1449. Award shall consist of mandatory firm fixed price Contract Line Item Numbers (CLINs) for SOW covering the base period and two (2) option periods.

4.2 Task Order Level Clauses

In addition to the clauses set forth therein the Contractor’s MAS 511210 schedule contract, the following additional task order level clauses are herein made a part of, and pertain to, any resultant contractual action for this Task Order.

4.2.1 Task Order Level Clauses Incorporated by Reference:

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 these addresses.

(a) Federal Acquisition Regulation: https://www.acquisition.gov/far/

The following clauses are incorporated by reference, and made a part of, the resultant task order:

Clause No Title Date

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

DEC 2019

https://www.acquisition.gov/far/ https://www.acquisition.gov/far/

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment

AUG 2019

52.204-27 Prohibition on a ByteDance Covered Application JUN 2023

52.207-3 Right of First Refusal of Employment MAY 2006

52.217-5 Evaluation of Options JULY 1990

52.219-6 Notice of Total Small Business Set-Aside MAR 2020

52.237-3 Continuity of Services JAN 1991

52.232-18 Availability of Funds APR 1984

52.232-22 Limitation of Funds APR 1984

52.204-10 Reporting Executive Compensation and First Tier Subcontract Awards JUN 2020

52.217-8 Option to Extend Services

(a) Fill-In Date: 5 Days

NOV 1999

52.217-9 Option to Extend the Term of the Contract

(a) Fill-In Dates: 60

(c) 60 months

MAR 2000

4.2.2 Firm Fixed Price Level Clauses Incorporated in Full Text

52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 90 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed sixty months.

(End of clause)

52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984)

Funds are not presently available for performance under this contract beyond the base year period of performance. The Government’s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond the base year period of performance, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

4.3 Funding and Payment

INVOICES: The Contractor shall submit billings monthly in accordance with the Government’s requirements in the SOW.

Submission of Original Invoices:

PAYMENT AND INVOICING

Billing and payment will be accomplished in accordance with the contract. The Contractor must submit a monthly invoice for services or products provided in the preceding month. Invoices will be submitted no later than the 15th calendar day of the month following the performance. The COR's invoice(s) shall be accompanied by all supporting documentation to include, but not limited to: status reports that capture the work accomplished by each CLIN (FFP & LH) for the performance period invoiced; timesheets for Labor-hour CLINs that identifies the staff member, date, hours worked and work accomplished for each day. A separate timesheet for each Labor hour CLIN is required.

Billing and payment shall be accomplished as follows:

1. The Contractor shall submit invoices electronically to GSA, Office of the Chief Financial Officer, Vendor and Customer Self Service (VCSS) web portal (https://vcss.ocfo.gsa.gov).

The contractor must register within the VCSS portal in order to appropriately submit invoices.

2. A duplicate invoice with supporting documentation shall be sent via email to the Contracting Officer's Representative (COR) at krsitin.thompson@coldcaserecords.gov.

If supporting documentation is required, it must be submitted with the invoice to the COR via email before or at the same time the invoice is submitted to the VCSS web portal.

Invoices are authorized for payment upon Civil Rights Cold Case Records Review Board receipt and acceptance of deliverables specified in the contract and the receipt of a proper invoice.

The Contractor must provide transparent invoicing with detailed breakouts of the services rendered. Invoices must include the following at minimum:

1. Name and address of the Contractor;

2. Invoice date and invoice number;

3. Order Number and/or Contract Number, PDN Number (Pegasys Document Number) and any contract line item numbers, if applicable;

4. Project name and Program Office;

5. Description of the services provided including quantity, unit of measure, unit price and extended price of the item(s) delivered; period of service and/or dates that services were provided, etc.;

6. Terms of any discount for prompt payment offered;

7. Name and address of Contractor's official to whom payment is to be sent;

8. Name, title, phone number, email address and mailing address of the person to be notified in the event of a defective invoice, and

9. Contractor's Taxpayer Identification Number (TIN);

10. Line item pricing breakout per CLIN

NOTE:

Failure to submit the original invoice(s) electronically to Vendor and Customer Self Service (VCSS) and the duplicate invoice(s) via email to the COR could delay your mailto:krsitin.thompson@coldcaserecords.gov payment.

Vendors must register in VCSS to submit their invoices electronically. The VCSS web portal is https://vcss.ocfo.gsa.gov/

Initially, the COR will assist the Contractor with invoicing to ensure that invoices are proper for government payment and identify the required elements such as Task Order number, program office, project name, etc.

If you have any contract related invoicing issues, please contact the COR:

Kristin Thompson, Administrative Officer Civil Rights Cold Case Records Review Board kristin.thompson@coldcaserecords.gov

If you have problems submitting your invoice, please contact one of the following, as applicable.

VCSS General System, Login ID, Password Issues GSA Financial Systems Service Desk:

Phone: 866-450-6588 (Press 3) Email: OCFOServiceDesk@gsa.gov

Invoice & Payment Related Questions USDA Finance Center - Help Desk (GSA's payment office) Phone: 800-676-3690, Option 3

4.4 Contractor Non-Disclosure Requirements and Organizational Conflict of Interest

Contractors may require access to program sensitive information or pre-decisional, sensitive information, and may be required to complete non-disclosure forms. The forms will restrict any use of inside information as procurement sensitive. Non-disclosure forms will be kept on file with the COR.

The Contractor may have access to information by virtue of their performance under this contract that could give rise to a potential (real or perceived) Organizational Conflict of Interest (OCI). Therefore, the Contractor shall ensure that it remains free from or satisfactorily mitigates any potential (real or perceived) OCI associated with this effort by providing written notice, and its proposed mitigation plan, to the Contracting Officer as soon as practicable after identifying the potential OCI. The Contracting Officer will consider the proposed mitigation plan and take whatever steps necessary to protect the Government’s best interest.

4.5 Data Security and Privacy

The contractor shall be responsible for properly protecting all information used, gathered, disclosed, or developed as a result of work under this contract. The contractor shall also protect all government data by mailto:OCFOServiceDesk@gsa.gov treating information as sensitive. All information gathered or created under this contract shall be considered as confidential information. It is anticipated that this information will be gathered, created and stored within the primary work location. If contractor personnel must remove any information from the primary work area they should protect it to the same extent they would their proprietary data and/or company trade secrets. The information shall not be disclosed, copied, modified, used (except in completion of a task order) or otherwise disseminated to any other person or entity at any time to include, but not limited to inclusion in any database external to GSA without GSA's expressed consent.

The use of this data is subject to the Privacy Act and will be utilized in full accordance with all rules of conduct as applicable to Privacy Act Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

4.6 Data Rights

The Government shall have unlimited use rights, at no additional cost to the Government, for all intellectual property developed or delivered in accordance with a task order. This right does not abrogate any other Government rights. Anything produced belongs to the Government with no restrictions.

Anything that is licensed, copyrighted to be used in deliverables to the Government must be identified prior to award of each task order and approval made by GSA.

Government data rights of software deliverables shall be in accordance with FAR 52.227-19 Commercial Computer Software License and/or FAR 52.227-14 Rights in Data - General. Ownership of data entered into any and all systems, system documentation, all deliverables produced in the performance of this contract, and other related system information shall reside with the Government.

4.7 Other Terms, Conditions & Provisions

Cancellation of Orders

The Government has the right to cancel this task order if the requirement is eliminated, changed, or no longer needed. The Government will notify the contractor in writing thirty (30) calendar days prior to the stop work date.

Unauthorized Commitment

The Government PM or any other client representative is not authorized to change any of the terms and conditions of the resultant task order. Changes, if any, shall be made by the CO only.

Personal Services

The Government has determined that in order to satisfy the requirements in this SOW it is in the best interest of the Government, economic and other factors considered, and this contract is not being used to procure personal services prohibited by the Federal Acquisition Regulation (FAR) Part 37.104 titled "Personal Services Contract."

Travel

Travel is not required under this Task Order. No local travel or parking costs will be reimbursed.

SECTION V Firm Fixed Price Schedule

5.1 GENERAL: Vendors shall prepare their price quotations for the task order in MS Excel format. Vendors must ensure that their price quotations include proposed pricing for all tasks, CLINs, and deliverables as set forth in the RFQ and SOW. Please utilize Attachment A – Pricing Template.

Vendors shall indicate clearly only labor categories and associated hourly rates as set forth on their GSA MAS 511210 Schedule Contract.

SECTION V Firm Fixed Price Schedule