DTNH2215R00036.pdf

DTNH2215R00036

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 79

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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G

F

E

D

C

B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

DTNH2215RQ-0009211/03/2015

X

NHTSA NPO-320

Office of Acquisition Management 1200 New Jersey Ave SE Washington DC 20590

1400 ES 12/04/2015

SETH MOODY

seth.moody@dot.gov

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X

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X

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PAGE(S)

Sherese Gray

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

1-2

4-14 17-20 21-27 28-36

37-43

45-51

52-75

76-79

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 79

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

DTNH2215R00036

(A) (B) (C) (D) (E) (F)

Solicitation DTNH2215R00036 is issued for communications support services.

Delivery Location Code: DOT/NHTSA

DOT/NHTSA

1200 New Jersey Ave SE

Washington DC 20590 USA

00001 Base Year

00100 Option Year 1

(Option Line Item)

(None)

00200 Option Year 2

(Option Line Item)

(None)

00300 Option Year 3

(Option Line Item)

(None)

00400 Option Year 4

(Option Line Item)

(None)

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Title: Communications Support

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. SUPPLIES/SERVICES

a. The Contractor shall furnish all the necessary qualified personnel, and services to perform the effort entitled: “Communications Support” to support the National Highway Traffic Safety Administration’s (NHTSA), Office of Communications and Consumer Information in accordance with the Statement of Work, Section C, and as itemized in Section F, “Deliveries or Performance.” All support services provided to the Government shall be performed by the Contractor’s employees or personnel otherwise retained by the Contractor to fulfil specific work requirements of the resultant Contract.

b. The Government anticipates award of a Cost Plus Fixed Fee (CPFF) Contract issued in accordance with FAR 16.306.

B.2. ESTIMATED TOTAL COST AND FEE AMOUNT

The maximum potential dollar amount for the resultant Contract shall not exceed $To be filled in at time of award for the performance period.

Estimated Cost ($) Fixed Fee ($) Estimated Cost Plus Fixed Fee ($)

Base Period (Year 1) Option Period 1 (Year 2) Option Period 2 (Year 3) Option Period 3 (Year 4) Option Period 4 (Year 5) Total

Note: The Contracting Officer (CO) is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the proposed Contract can be incurred before receipt of a fully-executed Contract or specific written authorization from the Contracting Officer.

(End of Section B)

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1. INTRODUCTION

The National Highway Traffic Safety Administration (NHTSA) is an operating mode of the U.S.

Department of Transportation. NHTSA’s mission is to save lives, prevent injuries, and reduce traffic-related deaths and economic costs. Pursuant to its authority under 23 U.S.C. 401, et. Seq., The agency develops, promotes, and implements effective educational, engineering and enforcement programs with the goal of ending preventable tragedies and reducing economic costs associated with motor vehicle use and highway travel.

C.2. BACKGROUND

Congress has established national priority programs to reduce highway deaths and injuries.

These programs are managed by NHTSA and include occupant protection, state traffic safety information system improvements, impaired driving countermeasures, distracted driving, motorcyclist safety, and state graduated driver licensing laws. NHTSA also manages additional important traffic safety programs and campaigns related to traffic safety, including heatstroke, speeding, teen driving, pedestrians, bicycles, school buses, older drivers, enforcement and justice services, and drowsy driving. Ensuring that communication and outreach related to these important traffic safety programs reaches all members of the public continues to be a NHTSA priority and requires tailored approaches for distinct audiences. NHTSA develops and delivers traffic safety programs; conducts strategic communication activities; and conducts research and data analysis. It then conducts outreach to a variety of audiences to disseminate the results to accomplish the agency’s mission. To support NHTSA’s communication and outreach efforts, NHTSA requires the services of professional Contract staff support to develop, design, and maintain websites; support web content development; upload content to a variety of websites;

and to draft, edit, and proof web content, speeches, and other communication materials. NHTSA must develop, produce, and distribute information for both digital and traditional publication activities. Furthermore, NHTSA requires support for its social media efforts.

C.3. OBJECTIVE

The objective of this Contract is to obtain professional services to support NHTSA’s digital and traditional media efforts.1

C.4. GENERAL REQUIREMENTS

The Contractor shall perform services that include but are not limited to the following:

• Providing technical and management oversight for the Contractor’s on- and off-site staff;

• Developing, designing, and maintaining web landing page and event pages, web graphics, and traditional media materials, 1 Digital media includes the internet, email, mobile, blogging, digital photography or video, and social networking channels, also known as social media. Traditional media encompasses conventional forms of advertising media such as television, print, radio, and outdoor media.

• Providing back-end coding of web pages, and implementing web technologies,

• Supporting writing, proofreading and editing services for websites, speeches, and other written materials,

• Furnishing staff fluent in Spanish to provide adaptation and translating services for digital, traditional and social media communication products,

• Producing and distributing through digital and social media venues, original, high-quality, state-of-the-art multimedia products, contemporary designs, layouts, graphics, logos, and presentations for internal clients to support the agency’s communication efforts, and

• Exceptional writing skills and the ability to translate technical information into plain language as well as organize and structure digital content for optimal usability.

C.5. SPECIFIC REQUIREMENTS

Below is a detailed description of each task necessary to complete the Contract’s objectives.

C.5.1. KICK-OFF MEETING

Within ten (10) business days of Contract award, the Contractor shall participate in a kick-off meeting with the NHTSA Contracting Officer Representative (COR), Contracting Officer (CO), and other NHTSA personnel at NHTSA headquarters in Washington, DC. The purpose of this meeting is to discuss Contract implementation and administration, roles and responsibilities, deliverables, and develop a process for effective communication between all parties involved.

The kick-off meeting will last no more than three (3) hours. The Contractor shall include no more than four (4) individuals in the meeting one of which must be the Digital Manager identified in section G.7. 1252.237-73 Key Personnel.

C.5.2. DIGITAL AND PRODUCTION COORDINATION AND PROGRAM

MANAGEMENT

The Contractor shall provide on-site program management and coordination and assistance in the activities related to digital, traditional, and social media services projects.

The Contractor shall provide an on-site representative supervisor (Digital Manager) serving for Contractor personnel and liaison with the COR at the time of award. The on-site representative shall be responsible for resource allocation;

technical and management oversight; providing high-level operations expertise;

and participation in briefings and meetings with NHTSA’s Office of Communications and Consumer Information (OCCI) and NHTSA customers.

Additionally, the on-site representative shall provide subject matter and/or functional area expertise for management tasks in addition to fulfilling technical responsibilities.

The Contractor shall provide production coordination services including coordinating work among its staff members provided for in this Contract;

ensuring that interim and final deadlines are met; ensuring even and equitable distribution of projects among staff members; ensuring that publications are logical, clear and error free (digital and traditional and versions); preparing print and graphics jobs; tracking the status of assignments; communicating with the COR about all projects; and coordinating with other Government staff.

The on-site representative shall be responsible for ensuring the completion of website design; web content support and maintenance; writing and editing services, social and digital media services; and graphic design services. The on-site representative shall serve as a senior web designer and the web design team manager.

In addition to the program management activities and the on-site supervisory requirements, the on-site representative shall be actively involved in the design, development, implementation, content, and maintenance of various website and web project activities. The individual shall work closely with web designers, web developers, and other appropriate staff to design, develop, and support both front-end and back-end tools, and to code effective, visually pleasing web products.

C.5.3. WEBSITE DESIGN, WEB CONTENT SUPPORT, AND MAINTENANCE

The Contractor shall support existing and create new NHTSA web products, and provide support for web content management and maintenance.

C.5.3.1. WEB DESIGN SUPPORT

The Contractor shall provide web design and support services, as needed, using tools to include but not be limited to Drupal and Adobe Creative Cloud Suite.

Additionally, the Contractor shall produce animated and mobile-friendly web products, as needed.

The Contractor shall create dynamic web pages adhering to established style sheets and templates which will be provided by the COR through the Digital Manager; create and optimize graphic images to specification to incorporate on all NHTSA web properties; and create accessible, mobile-friendly websites, web products, and PDF documents.

The Contractor shall provide support adding or improving functionality;

coordinating environmental upgrades; providing customer support telephonically and through email; developing and maintaining documentation;

and serving as a liaison to OCCI, its customers, and NHTSA’s Office of the Chief Information Officer (OCIO).

C.5.3.2. WEB CONTENT SUPPORT AND MAINTENANCE

The Contractor shall provide responsive web content management support;

maintain specified portions of NHTSA’s web properties; and serve as a web content liaison between various content providers, OCCI and OCIO.

The Contractor shall support the daily activity of adding new and removing extraneous (as determined by NHTSA) documents and presentations to NHTSA’s various web properties. The Contractor also shall update the pages of NHTSA’s web properties. In performing these activities, the Contractor shall adhere to the NHTSA web governance policy and assist NHTSA’s web governance team in maintaining NHTSA’s web properties. OCIO, with the consent and approval of OCCI, establishes website policy, content management system, and procedures. The COR shall deliver these policies and procedures to the Contractor at the Kick-Off meeting described in C.5.1. The Contractor shall ensure that all work products shall strictly adhere to these requirements.

The Contractor shall work with other support Contractors, Government staff, and other Government agencies (as appropriate) to ensure that all NHTSA web properties, through the content management system, are kept up-to-date and fully accessible to all authorized customers including the public.2

The Contractor shall assist the NHTSA webmaster and the COR with the organization and maintenance of NHTSA’s web-related content both within and outside the content management system.

The Contractor shall assist the Government with the development of appropriate content or interface between other NHTSA- approved and developed web properties in accordance with industry best practices and applicable Federal standards, including Section 508 compliance/accessibility, and in coordination with the NHTSA web governance team. The Contractor shall develop reports and utilities to enhance content management functionality.

The Contractor shall follow and help to enhance structured processes; document standards, including developing, publishing, and maintaining content for all NHTSA web properties; and, as needed, provide assistance to the Government in content development and maintenance.

The Contractor shall coordinate with OCIO to provide support for the development and implementation of web conferences or forums to facilitate communications of an interactive nature between Government staff and the internet-connected community on NHTSA selected topics.

2 A content management system is used to manage the content of a web site.

The Contractor shall engage and coordinate with designated or responsible Government staff to ensure that all materials are approved for publication; easy to access; easily understood; presented clearly and attractively; quick to load;

and published in a timely fashion on deadline.

The Contractor shall assist in the web-based development and management of NHTSA-approved multicultural national traffic safety materials, as needed.

C.5.4. EDITING AND WRITING SERVICES

The Contractor shall provide, as needed, pre-production writing, proofreading, and editing services in accordance with the GPO-Style Manual, DOT, and NHTSA style guide, and as directed with other style guides, such as the American Psychological Association (APA) style guide.

C.5.4.1. EDITING SERVICES

The Contractor shall work within NHTSA guidelines for the scope and levels of editing as well as a page per day standard that varies with publication type. The Contractor shall complete editing electronically (unless specified otherwise) with records kept in accordance with NHTSA’s project tracking system.

Editing shall range from light to heavy as described below.

Light Editing

• Involves basic editing for GPO and NHTSA compliance and to eliminate all errors in grammar, spelling, punctuation, capitalization, or content

• Includes editing for consistency within a publication and among all NHTSA publications

• Involves no re-writing or drafting of original text

Medium Editing

• Includes all of light editing and involves moderate reworking of text. (i.e., choosing better or more appropriate words, tightening text for clarity, and logical flow)

Heavy Editing

• Includes all of light and medium editing and includes extensive revision and editing such as rewriting or reorganization of text as necessary

• May encompass adding or deleting text as needed

The Contractor shall quickly and effectively proof electronic publications and presentation materials for accuracy and design consistency. Additionally, the Contractor shall perform document comparison on all documents to check for inconsistencies and errors in layout and copy.

The Contractor shall proofread for accuracy and consistency all related projects, such as a series of similar publications.

C.5.4.2. WRITING SERVICES

The Contractor shall prepare original editorial materials following NHTSA, DOT, and GPO styles for inclusion in NHTSA publications, brochures, facts sheets, reports, presentations, speeches, web pages, newspaper articles, planner/toolkits, and other related print/electronic media products as requested by the COR.

The Contractor shall ensure that editorial materials are written clearly and concisely with an understanding of audience segmentation and always in plain language.3

The Contractor shall research, translate (or adapt), write and/or edit materials in English and Spanish (as needed) for use in special highway safety projects, news conferences, mass media campaigns, and public meetings, often under tight deadlines as requested by the COR.

The Contractor shall write or edit consumer-related marketing materials in English and Spanish for use in reaching the general population including Spanish speaking audiences as requested by the COR.

The Contractor shall research, write, and edit materials for digital and non-digital publications as requested by the COR.

The Contractor shall write or edit material for NHTSA web properties in English and Spanish (as needed) as requested by the COR. The Contractor shall ensure clarity of language and consistency of messaging across all NHTSA’s web properties.

The Contractor shall write speeches for senior NHTSA officials that will be delivered to a variety of audiences and organized groups as requested by the COR. The Contractor shall demonstrate full and complete understanding of NHTSA’s policies, programs, and current issues and developments to be reflected as appropriate in speeches.

C.5.4.3. SOCIAL AND DIGITAL MEDIA SERVICES

The Contractor shall provide social and digital media services on an ongoing basis, in English and Spanish (as needed), across a variety of social/digital platforms and exhibiting proficiency with technology including Facebook, Twitter, YouTube, Internet blogs, and other social media platforms.

3 See www.plainlanguage.gov for requirements

The Contractor shall translate/adapt technical information into plain language as well as organize and structure digital content for optimal use.

The Contractor shall write, edit, and repurpose material for internal and external online channels, including but not limited to Facebook, Twitter, YouTube, Internet blogs, and other social media platforms.

The Contractor shall collaborate with NHTSA on ideas and strategies for social/digital media and other special projects.

C.5.4.4. PUBLICATION, PRESENTATION, AND GRAPHIC SERVICES

The Contractor shall produce original, high quality, state-of-the-art multimedia products, contemporary designs, layouts, graphics, logos, and presentations to support NHTSA’s communication efforts as requested by the COR.

C.5.4.5. PUBLICATION SERVICES

The Contactor shall develop graphic materials including but not limited to reports, brochures, posters, banners, exhibits, flyers, fact sheets, newsletters, forms, tables, and presentations using industry-standard professional publication software (including Adobe CS, Microsoft Office, and Drupal) in both Macintosh and PC (Microsoft Office suites) operating environments as requested by the COR.

The Contractor shall be responsible for meeting the following requirements:

Level I Publications

Create full-color public outreach publications from supplied text and graphics;

select and incorporate appropriate photos from NHTSA-approved sources into the design, redraw charts using Adobe Illustrator, perform multiple change cycles and reviews via PDF proofing process; and preflight, package, and provide written printing specifications, upon acceptance of the design, based on US Government Printing Office specifications for stock, color, binding, and distribution.

The typical turnaround time for a Level I Publication is five (5) working days.

Level II Publications

Perform light to moderate clean-up and formatting in pre-existing documents, typically 100-200 standard pages in length, including the ability to update automated tables of contents; produce two to three professional-looking cover designs using two-spot colors channels to Photoshop DCS eps format and place in design; produce a composite PDF of text and graphics, perform multiple edits and change cycles; and preflight, package, and provide written printing specifications, upon acceptance of the design, based on US Government Printing Office specifications for stock, color, binding, and distribution.

The typical turnaround time for a Level II Publication is two (2) working days.

Level III Publications

Perform light to moderate clean-up and formatting in pre-existing documents, typically 100-200 standard pages in length, including creating or updating automated tables of contents; produce covers from existing Adobe Illustrator templates; produce a composite PDF of text and graphics; perform multiple edits and change cycles; and preflight, package, and provide written printing specifications, upon acceptance of the design, based on US Government Printing Office specifications for stock, color, binding, and distribution.

The typical turnaround time for a Level III Publication is two (2) working days.

C.5.4.6. PRESENTATION SERVICES

The Contractor shall design presentations, typically 20 to 30 slides, in Microsoft Office PowerPoint using custom-created backgrounds, charts, graphs, and illustrations as requested by the COR. The presentations may use transition effects and multimedia elements from a variety of sources. The Contractor shall prepare and ensure the proper setup on a Government laptop and troubleshoot for smooth operation.

The typical turnaround time for presentations services is three (3) working days.

C.5.4.7. GRAPHIC SERVICES

The Contractor shall design and produce posters, flyers, exhibits, and banners to Government-supplied specifications on a quick-turnaround basis as requested by the COR. The Contractor shall also prepare specifications for producing graphics to fit new and existing Government-owned exhibit structures.

The typical turnaround time for graphic services is two (2) working days.

C.6. STAFFING REQUIREMENTS

C.6.1. VACANCIES

The Contractor shall ensure that, within two weeks after Contract award, only qualified individuals are assigned to work under this Contract. It will be the Contractor’s responsibility to ensure that services continue uninterrupted regardless of any personnel or managerial issues (e.g. employee leave periods, replacing employees who are no longer assigned to the Contract (replacing Key Personnel shall be in accordance with Section G.7), etc.). If the Government determines it is necessary, the Contractor shall provide the Government strategies to ensure that Contract requirements are met when a vacancy exists. The Contractor shall ensure that all qualified personnel maintain their skill level to industry standard expectations for their respective positions.

C.6.2. LEAVE AND ABSENCE

The Contractor shall ensure that resources are available to guarantee that NHTSA’s daily and long term Contract requirements and deadline are met in event that assigned Contract staff is not available regardless of reason.

The Contractor shall notify the COR in a timely manner (i.e. within two hours after start of the employee’s workday) if for any reason any personnel shall not report on a given day.

C.6.3. LEVEL-OF-EFFORT

Contractor personnel are expected to provide full time support (i.e. individuals are expected to work 40-hour weeks). Typically, this is accomplished by working 8 hours per day, five days per week (Monday-Friday excluding Federal holidays).

Contractor personnel may also be permitted to work Alternative Work Schedules (AWS) provided that the Contract requirements and deliverables are always fully met under the Contract. An AWS schedule would involve a compressed “5-4/9” schedule whereby the”40 hour per week” level of effort requirement is based upon a 2 week cycle (i.e. level of effort requires a person to work 80 hours during a 14 day cycle vs 40 hours every 5 day work week.) A 5-4/9 schedule includes:

• 1st week: 9-hour days for four (4) days followed by an 8-hour day for the 5th day;

• 2nd week: 9-hour days for four (4) days followed by a “Regular Day Off (RDO)” for that 5th day.

Regardless of the type of work schedule used by Contractor personnel, Contract staff hours are subject to the following limitations:

C.6.3.1. Hours worked may not fall outside of 6:00 AM through 6:00 PM Monday through Friday unless the Contracting Officer approves so in advance;

C.6.3.1.1. Contract staff must work during the core hours of 9:30 AM to 2:30 PM

(except for a 30 minute lunch break);

C.6.3.1.2. Once work hours are established (under a regular or AWS schedule) they shall remain as established unless otherwise changed by the Contractor.

The Contractor shall provide the COR with any such change to the Contract staff work schedule one full pay period prior to the change. The Contractor is responsible for ensuring personnel arrive and depart their assigned work place in accordance with their established work schedule.

The Contractor may switch personnel RDO days or alter arrival and departure times to avoid the need to take personal days without permanently changing one’s schedule will only be considered in limited and unusual circumstances and in consultation with the COR;

C.6.3.1.3. The Contractor is responsible for ensuring the Government is made aware of any exceptions to an individual’s normal work hours (e.g. if the employee with arrive late, must depart early, or will be absent from work).

C.6.3.2. ALTERNATE WORK LOCATION

The Contractor shall ensure that Contract staff has an alternate work location for teleworking purposes (i.e. Contractor site ) with the necessary equipment to perform the requirements under this Contract. The Contractor shall have a plan in place to supervise these personnel and ensure productivity and assigned work is completed in such instances.

The Contractor shall make certain that Contract staff obtain their Government security credentials in a timely manner per DOT’s security policy. NHTSA will not permit Contract staff to work until the staff in question has received Government-issued Contractor credentials.

C.6.4. SUPERVISION AND MONITORING

In addition to the information provided in this Section C.6.4, the Contractor shall also refer to Section H.6 of this Contract for guidance on non-personal services.

C.6.4.1. SUPERVISION AND MONITORING

The Contractor shall be responsible for supervising and monitoring the work of its employees. The Contractor shall provide management and oversight to its employees, confirming the employees are fulfilling the Contract’s requirements. This includes:

• Ensuring products submitted by its employees are in final form;

• With the exception of the allowed 30-minute lunch period, the Contractor employees remain productive and provide support to the government during work hours;

• Work shall be completed within the timeframe established by the government;

• Immediately addressing any performance issues reported by the government or noted by the Contractor.

C.6.4.2. ON-SITE SUPERVISION

The Contract staff shall be supervised by the Contractor’s Digital Manager. The Digital Manager shall be responsible for receiving work assignments from the COR, coordinating coverage schedules with the Government, approving leave and teleworking, identifying training needs, confirming work quality, and serving as the liaison between the Government and the Contract staff.

C.6.4.3. GOVERNMENT ETHIC POLICIES

The Contractor shall ensure that its employees understand and follow Government ethics policies that pertain to Contractors (personal services and arm’s length).

Ethics and Standards of Conduct are discussed in greater detail in Section H.3.

C.7. TRAVEL

Travel is not anticipated at the time of Contract award. However, if it is determined that travel is needed after Contract award, the Contracting Officer’s Representative (COR) must approve in writing prior to the travel. The invoices shall be submitted and paid in accordance with Federal Travel Regulations at the time of approved travel.

(End of Section C)

SECTION D - PACKAGING AND MARKING

Preservation and packaging of all shipments or mailing of all work delivered under this Contract shall be done in accordance with good commercial practices and to insure acceptance by common carrier (if applicable) and safe transportation at the most economical rate(s).

Any deliverables required by this Contract shall be submitted to the applicable personnel identified in Section F of this Contract. Due to security concerns, deliverables transmitted via regular U.S. Mail experience significant delay in reaching an intended destination and, as part of the screening process, may be damaged. For these reasons, the U.S. Mail should not be used to transmit deliverables. Rather, the Contractor is encouraged to use electronic mail to the maximum extent possible.

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

All work hereunder shall be subject to review by the Government.

E.1. FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This 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 this address: https://www.acquisition.gov/far/

Federal Acquisition Regulation (FAR) Clauses:

52.246-5 INSPECTION OF SERVICES—COST REIMBURSEMENT (APR 1984)

E.2. INSPECTION AND/OR ACCEPTANCE

The Contracting Officer’s Representative (COR), as designated in this Contract, shall be responsible for performing the administration; inspecting of all services rendered under this Contract; and recommending acceptance or replacement/correction of services or materials that fail to meet the requirements to the Contracting Officer (CO).

(End of Section E)

SECTION F - DELIVERIES OR PERFORMANCE

F.1. FAR 52.252-2 CONTRACT 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 this address: https://www.acquisition.gov/far/

NOTE: These clauses are hereby incorporated by reference

52.242-15 STOP-WORK ORDER (AUG 1989) ALT I (APR 1984)

52.247-35 F.O.B. Destination, Within Consignee’s Premises (APR 1984)

F.2. PERIOD OF PERFORMANCE

The period of performance of this Contract shall be for a base period of twelve (12) months from the effective date of Contract award. This Contract also includes a provision whereby the Government has the right to exercise up to four (4), 12-month option periods, making the total possible period of performance sixty (60) months.

F.3. PLACE OF PERFORMANCE

The work performed under this Contract shall be accomplished at the address below for National Highway Traffic Safety Administration (NHTSA) Headquarters (HQ):

National Highway Traffic Safety Administration

Office of Communications and Consumer Information 1200 New Jersey Ave SE Washington, DC 20590

F.4. DELIVERABLES/MILESTONES

The following milestones and deliverables listed below are considered critical to the successful completion of this Contract.

Item Number

Task Deliverables (D)/Milestones (M)

Due Date After Contract

Award 1 C.5.1 Kick-Off Meeting (M) Within ten (10) business days

F.6.2 Project Deliverable Report (D) Within five (5) business days of Monthly Meeting

3 F.6.3 Monthly Status Report (D)

No later than the 10th day following the month being reported

F.5. PLACE OF DELIVERY

Unless otherwise specified, deliverables shall be furnished, electronically, to the following addresses:

Item No.

Address

2-3 COR Name and email address to be provided at time of Contract award

Contract Specialist’s name, mailing address, and email address to be provided at time of Contract award

F.6. REPORTING REQUIREMENTS

F.6.1. MONTHLY MEETINGS

The Contractor’s Digital Manager shall meet with the COR, and other NHTSA staff, as needed but at least monthly, to discuss technical requirements, deliverables, and other items as appropriate relating to Contract implementation.

F.6.2. PROJECT DELIVERABLE REPORT

The Contractor shall furnish the report electronically to the COR within five (5) business days of each monthly meeting required in Section F.6.1. At a minimum, the Contractor shall submit a letter-type status report that provides the following:

a. Planned projects including the due date of deliverables for each Specific Requirement; and

b. Projects completed during the prior month.

F.6.3. MONTHLY STATUS REPORT

The Contractor shall furnish the report electronically to the COR by the 10th of each month following the month being reported. At a minimum the Contractor shall submit a letter-type status report that provides the following:

a. Costs incurred during the reporting period;

b. Total costs incurred to date for this Contract;

c. Cost incurred per project;

d. Accomplishments made during the reporting period;

e. For each Monthly Status Report, include a response to the following statement:

Based upon a comparison between the Contract Budget established at time of Contract Award and the actual expenditures to date, the Contractor anticipates that the cost for completion of all Contract requirements will be [Within Budget], [Over Budget], [Under Budget].

f. If the Contractor’s response to the above statement is Over Budget, then the Contractor shall explain those conditions which resulted in the over budget status and explain what steps it plans to take in order to mitigate, or eliminate, the over budget status.

g. Planned contractual actions for the following month.

h. Any actions the Contractor requires of NHTSA.

i. Problems or delays that the Contractor has experienced and specific actions that the Contractor proposes to undertake to alleviate the problems or delays.

F.6.3. SECTION 508 COMPLIANCE

All electronic and information technology procured, developed or delivered under this Contract shall meet applicable accessibility standards, as specified in 36 CFR Part 1194.

36 CFR Part 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov/.

All Contract deliverables covered by Section 508 shall be accessible to people with disabilities. Reports and other deliverables provided in electronic media, including web-based intranet and internet format shall conform to applicable accessibility standards, including at a minimum, the following provisions:

1194.21, Software Applications and Operating Systems 1194.22, Web-Based Intranet and Internet Information and Applications 1194.24, Video and Multimedia Products

1194.31, Functional Performance Criteria 1194.41, Information, Documentation, and Support

This standard is available for viewing at the Access Board web site at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and guides for specific sections are available at http://www.access-board.gov/guidelines-and-standards.

(End of Section F) http://www.access-board.gov/guidelines-and-standards

SECTION G - CONTRACT ADMINISTRATION DATA

G.1. PAYMENT/COST REIMBURSEMENT

The Contractor may request interim payments for costs incurred during the performance of the Contract. A statement of costs incurred by the Contractor in the performance of tasks under this Contract and claimed to constitute allowable costs shall support each interim payment request.

The Contractor is encouraged to submit Monthly Requests for Reimbursement. Requests for reimbursement must correspond to the Contractor’s submission of a progress report for the period of performance being invoiced.

Any request for reimbursement that does not correspond to a progress report detailing Contract activity for the period of time being invoiced is cause for rejection by the COR.

If a request for reimbursement is rejected by the COR, the Contractor must resubmit the invoice after it has submitted the corresponding progress report to the COR.

The Contractor shall include a copy of each Contract staff member’s time sheet with each invoice submitted to assist in determining the accuracy of the time submitted for payment.

G.2. INDIRECT COST RATES

Pending the establishment of final indirect cost rates which shall be negotiated based on audit of actual costs as provided in FAR Subpart 42.7, Indirect Cost Rates, the Contractor shall be reimbursed for allowable indirect costs hereunder at the rates established below.

a. Fringe Benefit

The fringe benefit rate(s) applicable to this Contract is/are as follows:

RATE TYPE RATE BASE EFFECTIVE PERIOD

b. Overhead

The overhead rate(s) applicable to this Contract is/are as follows:

c. General and Administrative (G&A)

The G&A rates applicable to this Contract are as follows:

NOTE:

a. applied to:

b. applied to:

c. applied to:

To prevent substantial over or under payment, and to apply either retroactively or prospectively, provisional rates may, at the request of either party, be revised by mutual agreement on an annual basis.

This Indirect Cost provision does not operate to waive the LIMITATION OF FUNDS Clause (incorporated by reference in Section I). The Contractor's audited final indirect costs are allowable only insofar as they do not cause the Contractor to exceed the total estimated costs for performance of the Contract listed in Section B.

G.3. BILLING RATES

The direct labor rates and the provisional indirect rates negotiated under this Contract for billing purposes shall remain in effect until revised rates have been approved in writing by the Contracting Officer. The Contractor shall request new provisional billing rates in writing. Such requests shall delineate the current and proposed rates to be used, along with the effective rate of escalation.

G.4. TRAVEL AND PER DIEM RATES

Travel costs will be reimbursed in accordance with FAR Part 31.

G.5. SUBCONTRACTS - ADVANCE NOTIFICATION AND CONSENT

Under this Contract, the requirements of FAR 44.2, CONSENT TO SUBCONTRACTS, have been fulfilled for the following subcontracts:

TBD

Any future change or revision to the Statement of Work or other applicable aspects of this Contract shall include the subcontract(s) only to the extent that performance of the subcontract(s) is directly affected by the change or revision.

G.6. CONTRACTING OFFICER REPRESENTATIVE (COR)

The performance of the work required under the Contract shall be subject to the technical review of the COR.

The following individual has been designated as the COR:

TBD

Department of Transportation National Highway Traffic Safety Administration TBD 1200 New Jersey Avenue, S.E., Rm. WXX-XXX Washington, DC 20590 Telephone: (202) XXX-XXXX E-mail: TBD

a. The Contracting Officer will designate a technical representative to assist in monitoring the work under the resultant Contract. The COR serves as the technical liaison with the Contractor. The COR is not authorized to change the scope of work or specifications as stated in the Contract, to make any commitments or otherwise obligate the Government, or to authorize any changes which affect the Contract price, delivery schedule, period of performance or other terms or conditions.

b. In the event any technical direction offered by the COR is interpreted by the Contractor to be outside of this Contract, the Contractor shall not implement such direction, but shall notify the Contracting Officer in writing of such interpretation within five (5) calendar days after the Contractor’s receipt of such direction. Such notice shall include (1) the reasons upon which the Contractor bases its belief that the technical direction falls within the purview of the “Changes” clause, and (2) the Contractor’s draft revisions to the terms of the Contract that it thinks are necessary to implement the technical direction.

c. The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of the resultant Contract shall not be construed to authorize the revision of the terms and conditions of this Contract. Any such revision shall be authorized only in writing by the Contracting Officer.

G.6.1. ALTERNATE COR

In the event that the COR of record (identified in G.6 above) is unavailable for a period of time during which the Contractor requires technical guidance or during which other COR duties must be fulfilled, then the person identified below has been designated by the NHTSA Contracting Officer to perform those duties as the Alternate COR.

TBD

G. 7. TAR 1252.237-73 KEY PERSONNEL (APRIL 2005)

(a) The personnel as specified below are considered essential to the work being performed under this Contract and may, with the consent of the contracting parties, be changed from time to time during the course of the Contract by adding or deleting personnel, as appropriate.

(b) Before removing, replacing, or diverting any of the specified individuals, the

Contractor shall notify the Contracting Officer, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the Contracting Officer to evaluate the potential impact of the change on the Contract. The Contractor shall not remove or replace personnel under this Contract until the Contracting Officer approves the change.

The Key Personnel under this Contract are:

G.8. DIGITAL MANAGER

The Contractor shall appoint an on-site representative who will be the Contractor’s authorized supervisor for technical and administrative work performed under the resultant Contract. The Digital Manager shall act as the single point of contact between the Contractor and the COR or other duly authorized of the Government representatives under the Contract.

The Digital Manager shall receive and execute, on behalf of the Contractor, such technical assignment directives as the COR may issue within the terms and conditions of the Contract.

The Digital Manager shall be responsible for resource allocation; technical and management oversight; providing high-level operations expertise; and participation in briefings and meetings.

Additionally, the on-site representative shall provide subject matter and/or functional area expertise for management tasks in addition to the fulfilling technical responsibilities outlined in the labor category description

The Digital Manager under this Contract is: TBD

G.9. SUBMISSION OF INVOICES

a. Contractors shall submit one (1) original Invoice by email to:

9-AMC-AMZ-NHTSA-Invoices@faa.gov or by mail to:

DOT/NHTSA

Mike Monroney Aero Center Accounts Payable Branch, AMZ-150 P.O. Box 268911 Oklahoma City, OK 73126

The Contractor is responsible for ensuring the legibility of the PDF image. Illegible copies may be returned to the Contractor for re-scanning and may result in payment delays.

b. The following data shall be included in invoices to be considered proper for payment:

1) Name and address of the Contractor.

2) Invoice date and invoice number. The Contractor should date invoices as close as possible to the date of the mailing or transmission.

3) Timeframe covered by the invoice.

4) NHTSA Contract number.

5) NHTSA Contracting Officer’s Name.

6) NHTSA Contracting Officer’s Representative’s, name.

7) Itemization of costs to include:

Number of hours worked for each Labor Category billed;

Associated Labor Rate for each Labor Category billed;

Other Direct Costs incurred for that invoice period and associated indirect costs (if applicable.);

Total reimbursement requested for that specific invoice;

Cumulative Total of reimbursements to date; and

Labor charges are to be substantiated by individual daily job time cards or a record of time worked showing personnel used, hours worked, and amounts charged, with such records to be retained by the Contractor and made available for the Government’s inspection on an “as-required” basis.

8) Name and address of Contractor official to whom questions regarding payment should be referred.

9) The Contractor shall certify that the hours worked and individuals being charged to the Government are correct, and that the dollar amounts invoiced were incurred for the work billed.

10) To be acceptable for payment, each invoice must contain the following certification:

“I hereby certify that the information submitted in this invoice, and accompanying documentation, is accurate and conforms to the billing requirements set forth in this Contract.”

G.10. AVAILABILITY OF FUNDS NOTIFICATION

a. The amount presently available for payment by the Government and allotted to this Contract is $ TBD. It is estimated the allotted amount will cover the period _____________through______________. The parties contemplate that the Government will allot additional funds incrementally up to the ceiling specified in Section B.4 of this Contract. The Contractor agrees to perform, or have performed, work up to the point at which the total amount paid and payable by the Government under the Contract approximates but does not exceed the total amount actually allotted by the Government.

b. The Contractor shall notify the Contracting Officer in writing whenever it has reason to believe that the costs it expects to incur under this Contract in the next 60 days, when added to all costs previously incurred, will exceed 75 percent of the total amount so far allotted to the Contract by the Government. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in Section F.2.

c. Sixty days before the end of the period specified in the F.2., the Contractor shall notify the Contracting Officer in writing of the estimated amount of additional funds, if any, required to continue timely performance under this Contract or for any further period specified in Section F.2. or otherwise agreed upon, and when the funds will be required.

d. If, after notification, additional funds are not allotted by the end of the period specified in Section F.2. or another agreed-upon date, upon the Contractor's written request the Contracting Officer will terminate the Contract on that date in accordance with the provisions of the Termination clause of this Contract. If the Contractor estimates that the funds available will allow it to continue to discharge its obligations beyond that date, it may specify a later date in its request, and the Contracting Officer may terminate the Contract on that later date.

e. Except as required by other provisions of this Contract, specifically citing and stated to be an exception to this clause-

(1) The Government is not obligated to reimburse the Contractor for costs incurred in excess of the total amount allotted by the Government to this Contract; and

(2) The Contractor is not obligated to continue performance under this Contract (including actions under the Termination clause of this Contract) or otherwise incur costs in excess of the amount then allotted to the Contract by the Government until the Contracting Officer notifies the Contractor in writing that the amount allotted by the Government has been increased and specifies an increased amount, which shall then constitute the total allotted by the Government to this Contract.

f. No notice, communication, or representation in any form other than that specified in subparagraph e.(2) above, or from any other person other than the Contracting Officer, shall affect the amount allotted by the Government to this Contract.