H98210-15-R-0009.pdf

SEE ADDENDUM

(No Collect Calls)

H98210-15-R-0009 10-Dec-2014

b. TELEPHONE NUMBER

571-372-2596

8. OFFER DUE DATE/LOCAL TIME

11:00 AM 08 Jan 2015

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

H982109. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

GRAHAM FISHER

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SEE SCHEDULE

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

WOMEN-OWNED SMALL

BUSINESS (WOSB)

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 07G12

ALEXANDRIA VA 22350-1300

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE HQ0578 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

EMPL SUPPORT OF THE GUARD & RES (ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

TEL: 571-372-0679 FAX:

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

SIZE STANDARD:

$15M

NAICS:

541890

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF58

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

H98210-15-R-0009

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Fulfillment Services

FFP

Labor and Freight/Shipping FOB: Destination

PURCHASE REQUEST NUMBER: HQ057843030001000

NET AMT

0001AA 12 Months ESGR Fulfillment

FFP

0001AB 12 Months YRRP Fulfillment

FFP

PURCHASE REQUEST NUMBER: HQ057843030002000

Product Items List (PIL)

FFP

Items to be shipped

0002AA 12 Months

ESGR PIL

0002AB 12 Months

YRRP PIL

Administrative/Other

FFP

Tradeshows, Marketing, Reports

0003AA 12 Months

ESGR

0003AB 12 Months

YRRP

ESGR Travel

COST

DO NOT PROPOSE TRAVEL COST -- a Not to Exceed amount will be provided at time of award.

ESTIMATED COST

OPTION Fulfillment Services

FFP

Labor and Freight/Shipping

1001AA 12 Months OPTION ESGR Fulfillment

1001AB 12 Months OPTION YRRP Fulfillment

OPTION Product Items List (PIL)

FFP

1002AA 12 Months

OPTION ESGR PIL

1002AB 12 Months

OPTION YRRP PIL

OPTION Administrative/Other

FFP

1003AA 12 Months

OPTION ESGR

1003AB 12 Months

OPTION YRRP

OPTION Fulfillment Services

FFP

Labor and Freight/Shipping

2001AA 12 Months OPTION ESGR Fulfillment

2001AB 12 Months OPTION YRRP Fulfillment

OPTION Product Items List (PIL)

FFP

2002AA 12 Months

OPTION ESGR PIL

2002AB 12 Months

OPTION YRRP PIL

OPTION Administrative/Other

FFP

2003AA 12 Months

OPTION ESGR

2003AB 12 Months

OPTION YRRP

ADMINISTRATIVE INFORMATION

A. DHRA Points of Contact:

Contracting Officer: TBA at contract award

4800 Mark Center Drive, Suite 07G12 Alexandria, VA 22350 Telephone: TBA

FAX: TBA

Email: TBA

Contract Specialist: Graham Fisher

4800 Mark Center Drive, Suite 07G12 Alexandria, VA 22350

Telephone: 571-372-2596

FAX: 571-372-2599

Email: Graham.W.Fisher.civ@mail.mil

Contracting Officer's Representative: TBA at contract award (COR) Address: TBA Telephone: TBA

FAX: TBA

Email: TBA

The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery or any other terms and conditions of the contract. Reference DFARS clause 252.201-7000 (Contracting Officer’s Representative).

B. ADMINISTRATION, ACCOUNTING, AND APPROPRIATION DATA

The Administration Office and Accounting & Appropriation Data will be specified at time of award. Payment will be made via Wide Area Work Flow (WAWF). The Procurement

Support Office will provide detailed WAWF payment instructions at award.

C. CONTRACT TYPE

Contract award type shall be a Firm-Fixed Price Contract. The Period of Performance shall be date of award through twelve (12) months with two (2) 12-month option periods.

PERFORMANCE WORK STATEMENT

1.0 INTRODUCTION

The Employer Support of the Guard and Reserve (ESGR) and the Yellow Ribbon Reintegration Program and Employment Initiative Program (YRRP/EIP) require a comprehensive fulfillment and fully integrated advertising and marketing services to support ESGR and YRRP/EIP throughout the National Guard and Reserve.

2.0 BACKGROUND

2.1 This is an ongoing requirement in support of the ESGR program as well as YRRP/EIP.

The ESGR mission is to gain and maintain active support from all public and private employers of the men and women in the National Guard and Reserve by demonstrating employer commitment to employee military service. ESGR pursues this mission through recruiting and organizing volunteers to carry the employer support message at the local level. This requirement directly supports over 4,700 volunteers in the 54 states and territories who serve Service members from all Reserve Components, their employers and families.

2.2 The YRRP/EIP mission is a National reintegration program, intended to bring reintegration support to National Guard and Reserve members within their locale. This requirement facilitates the coordination between the Services, National Guard and Reserve Components, state, other federal agencies, and non-governmental organizations in order to provide members and their families with a wide range of programs and options as close as possible to the service members’ residence to include Employment Assistance. EIP, as part of the YRRP program, has a primary goal to connect employers with talented Service members and spouses, with the intent of enabling employment opportunities. Provides employers with the ability to post available jobs and Service members the capability to post resumes and make job connections via the Hero to Hire Program. This requirement provides program support enabling the outreach functions that provide employers access to qualified candidates and leads to Guard and Reserve Service members finding career employment opportunities.

3.0 SCOPE The Contractor shall provide all personnel, equipment, storage, and materials necessary to provide comprehensive fulfillment and fully integrated advertising and marketing services as detailed within this PWS.

4.0 REQUIREMENTS

4.1 Fulfillment Services. The contractor shall:

4.1.1 Purchase the items listed on the Product Items List (PIL) (quantities and descriptions are subject to change based on mission requirements) with a NOT TO EXCEED amount indicated in final contract. This contract is subject to the availability of government funds and purchase of PIL may decrease in outgoing years due to budget availability which may also affect fulfillment services

4.1.2 Ensure all items are in compliance with the Buy American Act (BAA) and show certification as such. Must be BAA compliant. Items must meet the quality of fit, form and function and maintain the minimum quality as what is currently in inventory.

4.1.3 Be responsible for the supply, warehousing, inventory management, packaging and distribution of product items.

4.1.4 Maintain a minimum of 90 day inventory of all fulfillment items at all times.

4.1.5 Either be Risk Management Framework (RMF) certified (formally DoD Information Assurance Certification and Accreditation Process, DIACAP), be in the process of becoming certified, or obtain interim clearance within 8 months of contract start date - a requirement by Defense Information Systems Agency (DISA) for handling PII and other sensitive information kept in the websites managed by this organization and the contract. Contractor must ensure the security of all PII as per regulation (see 8.0).

4.2 Online Ordering System. Contractor must provide a secure online catalog ordering system (online store). The system may permit unauthorized customers to browse the online catalog, however it shall only allow for the submission of orders from authorized individuals only. The government will provide a written list of ESGR and YRRP/EIP and personnel authorized to place orders at the online store. The online system shall:

4.2.1 Remains accessible 24 hours per day 7 days per week.

4.2.2 Accommodate the issuance of personal passwords for identification of authorized individuals and protection of the system.

4.2.3 Provide a means by which each authorized user can see the balance of their account before and after their order is placed.

4.2.4 Provide for enhanced online store design. Use graphics that are clear and concise.

4.2.5 Be easy for customers to use in design and application.

4.2.6 Be actively administered, maintained and updated to prevent and correct deficiencies.

4.3 Fill orders placed by ESGR and YRRP/EIP authorized users from the PIL. All orders will be processed, filled and distributed as follows:

4.3.1 Allow authorized individuals to place orders using a pre-established account or credit card. Ensure purchases credit cards are secured with (PCI) and (SSL) security protocols and the website accordingly. Purchases with personal credit cards are authorized.

4.3.2 Process online store orders within 2 business days.

4.3.3 Process only those orders that are within the authorized users Not-to-Exceed (NTE) account limit. The government will provide a schedule of accounts together with the NTE limits for each authorized user. Alert the COR when the cumulative value of orders charged to a pre-established account reaches 90% of the NTE limit.

4.3.4 Track orders. Assign a traceable order number to each order throughout the entire ordering, accounting, delivery and invoicing cycle.

4.3.5 Ensure the ordering activity receives order acknowledgement via email.

4.3.6 Provide a bill of lading in each container for receipt of goods as well as an electronic bill of lading or other electronic notifications, that goods have been shipped, to the and ordering activity and a monthly report of transactions to the Contracting Officer Representative (COR).

4.3.7 Process internet payments accurately. Upon discovery of an error, make any necessary corrections within 24 business hours.

4.3.8 Provide reports to each activity based on person who ordered, by organization, and by product directly from the online store.

4.4 Process shipments. Prepare, package, store and ship all items and awards in accordance with the best commercial practices and follow all commercial regulations and guidelines for the commercial shipper used in the execution of this contract. Complying with the following guidelines:

4.4.1 Shipping:

• Ship in safely packaged commercial cardboard containers or boxes, properly packaged to prevent any damage, and by the most cost effective method available, but safest to ensure the safety and general security of the type of product being shipped.

• Use containers that meet generally accepted commercial standards for product shipment by size, shape, type, and product being shipped.

• Enclose a bill of lading in each container

4.4.2 Product delivery shall:

• Be made to customers in 3-7 business days after order processing.

• Be completed by the least expensive method that allows shipment tracking and provides proof of delivery. Only the COR may approve more expensive “rush” or expedited orders.

4.5 Respond to Customer Service Inquiries. Provide toll-free telephone customer service and online customer service mechanisms for inquiries regarding order status to include:

• Telephonic customer service between the hours of 8:00 a.m. and 5:00 p.m., Eastern Time, Monday through Friday, excluding Federal Holidays.

• Acknowledging online customer service inquiries by the next business day.

• Resolving each inquiry within two business days of receipt.

4.6 Marketing Services/Projects/Administration.

4.6.1 Develop and design branding and marketing concepts for ESGR and YRRP/EIP, as needed and subject to government approval for products already on hand and new initiatives.

4.6.2 Provide direct support for the editing of materials, including but not limited to pamphlets, brochures, and leaflets.

4.6.3 Provide ongoing graphics support such as design of invitations and flyers, graphic design and production capability for indoor/outdoor banners, foam core mounting of charts and posters and other graphic arts services.

4.6.4 Design, create and update display exhibits for tradeshows and other venues that require exhibits as necessary for the ESGR and YRRP/EIP program. ESGR estimates attending 4 shows per year and YRRP/EIP is estimating 4 shows per year. Assist ESGR and YRRP/EIP with coordination for participation in trade shows, conferences/shows, contracting for space, freight, drayage, set-up, peripheral support, recovery, inspection/maintenance and warehouse of exhibits and payment to exhibit managers. Provide warehousing, shipping, repair and maintenance for all government owned exhibits and displays.

4.7 Creation and Mailing of ESGR and Direct Mailings/Emails. The contractor shall design, prepare, package, and mail ESGR approved direct mailings/emails for the ESGR National Outreach and Planning Directorate (NOP).

4.7.1 Provide professional direct mail/direct response services in a business-to-business direct Mail/email process that includes:

4.7.1.1 Ensuring best marketing principles are used to generate awareness, interest, employer-decision and action based on all direct mailings issued.

4.7.1.2 Creating professionally designed direct mail/email contents as created, edited and reviewed by NOP.

4.8 Preparing, consulting and sending mailings/emails at the discretion and direction of NOP and COR.

4.8.1 Consulting with the government representative after mailings/emails to further refine future mailings. Provide the government representative with reported successful deliveries and returned mail pieces data.

4.8.2 Preparing and distributing approved ESGR bulk mailings through traditional mail services. Return addresses for bulk mail ESGR correspondence will be ESGR, C/O the contractor and approved by the COR for each mailed item. Unclaimed mail will then be returned to the Contractor. Develop, implement and maintain a tracking system that records returned mail items. At a minimum, returned items shall be tracked by item type (i.e. Employer brochure) and Employer name or Reserve Component of the mail recipient. Other mail tracking criteria can be recommended by the contractor or ESGR COR and approved by ESGR to enhance measurement of return on investment and ensure maximum deliver/receipt of ESGR collateral.

4.8.3 Accessions and Promotions direct email. Prepare and distribute electronic mail to new and recently promoted members of the Reserve Components. Decode the ranks and branch of service, ensure the email addresses are in accordance with the Government furnished information. The outgoing email address will be configured so that the contractor receives any returned email for tracking and resending purposes. Tracking and statistics reports on returned email shall be provided to the government NET 30 days after email distribution, or as requested.

Resend email messages to any member whose returned email provides a different email address.

4.8.4 Accept all returned responses, including the Statements of Support (SoS) tear off stub, enclosed in packets.

4.9 Processing and Distribution of Approved ESGR Awards

4.9.1 Patriot Award Certificates. The Patriot Awards are an integral part of this contract.

Contractor receives nominations through the organizational website and must process these awards. Assemble Patriot Award certificates once a nomination is received online or through the mail system. If received through the mail the contractor will enter all nominator information into the system for Patriot Award assembly and accountability. The nominator will be able to enter in more than one person per submission. The Patriot award certificate along with other ESGR material as designated will be matted framed and shipped to either the nominator’s home address or to the designated ESGR Representative responsible for the area in which the employer or nominator is located. The Patriot Award process shall be completed and shipped within 10 business days of receipt of nomination. Contractor will track and keep reports based on number of submissions, by service and by committee.

4.9.2 Other Approved ESGR Awards. Another integral part of this contract are the awards processed for the organization. Provide framed award certificates and/or individual recognition items such as trophies or plaques as requested by the customer. The awards to be provided for ESGR include: The Above and Beyond Award, Seven Seals, and State Award, all of which are certificates. Furnish the following trophies, plaques or pins: Time in Service (pin), Pro Patria Award (trophy), Spirit of Volunteerism (trophy), ESGR Lifetime Achievement Award (trophy), Twice the Citizen, Extraordinary Employer Support Award, ESGR Coins, and any others as required. Under the direction and approval of the government, design, create and provide certificates and merit awards, as well as frames, for YRRP/EIP. Freedom Award Certificates for winners will be printed (and final 15 framed).

4.10 Annual ESGR Year in Review and monthly newsletters will be coordinated with NOP and printed or emailed as directed.

4.11 Submit Reports

4.11.1 Weekly Status Reports. Provide separate weekly contract status and meeting recap reports to the COR for the ESGR Program and YRRP/EIP. The reports will include status of projects, date requested, expected date of completion, actual completion date and any other pertinent information.

4.11.2 Fulfillment Reports. Prepare and provide separate monthly fulfillment activity reports to the COR the ESGR Program and YRRP/EIP. The reports to be provided include each of the following:

• Committee Budget Report

• Regional Report detailing orders placed during the month by Headquarters ESGR, YRRP/EIP and each committee in each of the four (4) regions,

• Awards Reports

• Patriot Award Count by branch of Service o Patriot Award Report for each State and Territory

• New Member Count Reports, New Member Lists

• Accession/Promotions Report

• Reserve Component Liaison Report

• Apparel Report by State and Territory

• Inventory Report to include statistics of monthly and yearly sales and averages

• Freight Reports

• CLIN Summaries

• Reconciliation Reports

4.11.3 Prepare all reports in Microsoft Excel format and to be made available and/or distribute electronically to a pre-established account reviewer as indicated by the COR. Reports must be uploaded to an FTP site that is internet accessible and password protected.

4.12 TRANSITION

4.12.1 Phase-In

In order to ensure a smooth phase-in of Contractor performance and to prevent possible decreases in service quality, the Contractor will have a 30 day phase-in period from the date of contract award prior to full performance of the contract (e.g., Contract Award Date/Phase-in Period/Full Contract Performance). During the phase-in period, the government will make available an ESGR and YRRP/EIP representative familiar with the committees, their current operations, workload status, and outstanding functions or orders pending completion. Within the phase-in period the Contractor shall have completed and successfully tested its supply source and distribution channels, and ensure that the on-line store is fully functional for ordering and record keeping. The Contractor’s electronic ordering and recordkeeping interface shall be capable of generating a sample report that tracks a mock order, the associated shipping and receiving dates and the receipt acknowledgment. The Contractor shall also use this time to observe and ask questions regarding the fulfillment procedures of the incumbent Contractor’s operation.

Additionally, the Contractor shall obtain a minimum of 90 days inventory from the approved Product Items List. The contractor shall obtain all on-hand balances of inventory from the incumbent following a final joint inventory during the close-out period of the existing contract.

4.12.2 Phase-Out

In the event that a follow-on contract is awarded to a new Contractor ESGR and YRP/EIP wants to ensure a smooth phase-in and phase-out of the Contractors to prevent a possible decrease in productivity or service quality. The incumbent shall continue to provide all services until the existing contract end date. The incumbent Contractor shall be provided a 30 day phase-out period prior to the designated contract completion date. During this period, the incumbent Contractor shall make available to the incoming: Contractor personnel, a representative who is versed in the operation and the functions to be performed. Inventories of ESGR and YRRP/EIP supplied material shall be conducted jointly with the COR or designated government representative and incumbent Contractor. Within 30 days of the expiration or termination of this contract, the Contractor and COR shall conduct a final inventory of all remaining product (which includes a minimum of a 90 day inventory of all items) in the Contractor’s inventory. Any discrepancies identified during these inventories shall be noted in writing to the COR for resolution. The Contractor shall prepare, certify, and submit a detailed final inventory report to the COR before making shipment of the inventoried items to the new Contractor.

4.12.3 Post Award Conference. Participate in a Post-Award conference at Headquarters FEPP within 10 business days of award. This meeting will provide an introduction between the Contractor personnel and Government personnel, who will be involved with the contract, provide the opportunity to discuss technical, management and security issues, and will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements as well as identify and resolve any potential issues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable.

The Contractor shall provide a written summary of the Post-Award Conference meeting.

5.0 DELIVERABLES

On-going deliverable requirements for the base and both option years shall be delivered to the COR as detailed below:

Deliverable Paragraph Delivery Date

Deliverable Paragraph Delivery Date

Weekly Contract Status Reports

4.11.1 1 day prior to the scheduled meeting day

Weekly Meeting Recap 4.11.1 NLT 1 day after the scheduled meeting day

Monthly Mail Tracking Report

4.8 NET 30 days after mail distribution

Monthly Fulfillment Activity Reports

4.11.2 5th business day of each month

6.0 CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for ESGR via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil

7.0 CONTRACTOR TRAVEL Travel on this contract is limited to once a year and not including the Post Award Conference Travel. Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized). Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

8.0 SECURITY

8.1 The Contractor shall provide for the prescribed government administrative control of the data being processed and to adhere to the required procedures governing access to such data. The Contractor shall maintain all facility security standards that limit access to authorized personnel only.

8.2 Perform offsite work with Personally Identifiable Information (PII) only on systems that meet Risk Management Framework (RMF) for DoD Information Technology (IT) requirements in DoD Instruction 8510.01and will be updated on an on-going basis to continue to meet RMF requirements. Systems must have and maintain an Authority to Operate (ATO) or if acceptable to the government, an Interim Authority to Operate (IATO).

8.3 Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall comply with DoD Directive 8500.1 Information Assurance (IA), DoD Instruction 8500.2 Information Assurance (IA) Implementation, DoD Directive 5400.11 DoD Privacy Program, DoD 6025.18-R DoD Health Information Privacy Regulation, DoD 5200.2-R Personnel Security Program, and Homeland Security Presidential Directive (HSPD) 12.

8.4 Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data to ensure the confidentiality, integrity, and availability of government data. Provisions of the Privacy Act apply to all records and reports maintained by the contractor. Failure to safeguard any classified/privileged information which may involve the contractor or the contractor’s personnel or to which they may have access may subject the contractor and/or the contractor’s personnel to criminal liability under Title 13, section 293 and 2903 of the United States Code. All programs and materials developed at government expense during the course of this contract are the property of the government.

8.5 Ensure all contract personnel complete the following training annually: DoD Privacy Act Training, DoD Information Assurance/Cyber Awareness Training and DoD Ethics Training.

Ensure all personnel who have access to personal information complete annual Privacy Act (PII) and Information Assurance (IA) training. Provide documentation of completion of training to the

COR.

8.6 Contractor systems and information networks that receive, transmit, store, or process nonpublic government data must be accredited according to DoD I 8510.01 DoD Risk Management Framework (RMF) for DoD Information Technology (IT) and comply with annual Federal Information Security Management Act (FISMA) security control testing. All systems subject to RMF must present evidence of Certification and Accreditation (C&A) testing in the form System Identification Profile (SIP), RNF Implementation Plan, RMF Scorecard and Plan of Action and Milestones (POA&M). Evidence of FISMA compliance must be presented in the form of a POA&M. The Contractor will be responsible for the cost of IA C&A and FISMA testing required for any Contractor owned and operated network, facility and/or application processing DoD information.

8.7 The Contractor shall report immediately to the FEPP Privacy Office and secondly to the COR discovery of any Privacy breach. The contractor is responsible for all costs associated with a Privacy Breach if caused by one of its employees or breach of information systems of networks.

9.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION

(GFP/GFE/GFI) The government shall furnish ESGR and YRRP/EIP tradeshow displays to the contractor for distribution to the requesting committees throughout the United States, Guam, Puerto Rico, and Virgin Islands. The contractor shall provide maintenance, storage and repair of this government furnished property as needed.

10.0 QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract.

11.0 QUALITY ASSURANCE

11.1. The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS.

The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

11.1.1. Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays.

Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

11.1.2. Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder regarding contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

11.2. Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

12.0 ORGANIZATIONAL CONFLICTS OF INTEREST

The Contractor acknowledges that it is familiar with FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance requires the Contractor (to include subcontractors) to supply technical support related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, the Contractor shall immediately inform the Contracting Officer. The PWS may be withdrawn if a conflict is found. The Contractor shall not undertake performance of any PWS requirements which requires it to supply technical support regarding such systems until the notice is given, and written consent to proceed is issued by the Contracting Officer.

13.0 APPLICABLE DOCUMENTS

Document Web link

DoDI 8500.2, Information Assurance (IA)

Implementation http://www.cac.mil/docs/DoDD-8500.2.pdf

DoDI 8510.01 Risk Management Framework (RMF) for DoD Information Technology (IT) http://www.dtic.mil/whs/directives/corres/pdf/851001

_2014.pdf

(END OF PWS)

QUALITY ASSURANCE

QUALITY ASSURANCE SURVEILLANCE PLAN

1.0. REQUIREMENT: Defense Human Resources Activity (DHRA), ESGR requires comprehensive fulfillment and fully integrated advertising and marketing services to support ESGR & YRRP/EIP throughout the National Guard and Reserve.

1.1 This QASP applies to (enter at award):

Contract Number: _________________

Contractor’s name: (hereafter referred to as the contractor): ______________________

2.0. PURPOSE.

2.1. This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

2.1.1. What will be monitored.

2.1.2. How monitoring will take place.

2.1.3. Who will conduct the monitoring.

2.1.4. How monitoring efforts and results will be documented.

2.2. This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the QASP should recognize that unforeseen and uncontrollable situations may occur.

2.3. This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government will coordinate changes with the contractor. Updates will ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions will be retained the contract file.

3.0 GOVERNMENT ROLES AND RESPONSIBILITIES.

3.1 The following personnel will oversee and coordinate surveillance activities.

3.1.1 Contracting Officer (CO) - The CO will ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and will safeguard the interests of the United States in the contractual relationship. The CO will also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

3.1.2 Contracting Officer’s Representative (COR) – Fulfillment Contract COR, will serve at the COR. The COR is responsible for the technical administration of the contract, assuring proper Government surveillance of the contractor’s performance and keeping a quality assurance file.

At the conclusion of the contract or when requested by the CO, the COR will provide documentation to the CO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, terms, or conditions to the CO for action.

3.1.3 Technical Representative(s) (TRs) include: COR SFC Laurie Schultz (Contract COR), COR; Mr. Kevin Little, EIP Deputy Director; Mr. Lonnie Lawrence, Program Analyst; Mr.

Travis Bartholomew, Director, Outreach Services.

3.1.4 Other Key Government Personnel include: Col Frank Altieri, Director, Operations; Mr.

Stan Misiuk, ARDD West Region; Ms. Marie Balocki, Director YRRP; Mr. Dan Allen, Director, EIP.

4.0 CONTRACTOR REPRESENTATIVES:

4.1 An employee of the contractor shall serve as the contractor’s Manager for this contract.

5.0 PERFORMANCE STANDARDS.

5.1 Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

5.2. The table below identifies the Critical Performance Elements and the respective Performance Standards and Acceptable Quality Levels (AQLs) which the Government will use to determine contractor performance.

Performance Element: Fulfillment Services

Performance Standard: Fulfillment items are available for ordering and delivered within the timeframe specified in the PWS.

Acceptable Quality Level:

99% of orders placed are filled as ordered

Performance Element: Online Internet Ordering

Performance Standard: Online store functions as described and remains accessible 24 hours per day 7 days per week. Awards processed per direction in PWS

99% of the time the system is accessible and functions properly

Performance Element:

Performance Standard: Order inquiries are acknowledge within 1business day and resolved within 2 business days

97% of all customer inquiries are resolved within 2 business days.

Performance Standard: Internet Reporting permits the generation of accurate and complete reports.

Internet Reports are 99% accurate .

Performance Standard: Awards processed per direction in PWS

Awards are processed with 2% error rate.

6.0. METHODS OF SURVEILLANCE

6.1. The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS.

The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

6.1.1. Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays.

Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

6.1.2. Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder (stakeholder organizations include: [State Committees Full-Time Support personnel, State Chairs, State Volunteers and HQ ESGR Staff] regarding contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

If additional modes of surveillance will be used – enter as 6.1.3., 6.1.4., etc.

6.2. Regardless of the surveillance method, the COR will always contact the contractor's manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the TRs and Other Key Government Personnel, will be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

6.3. Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the CO’s actions.

7.0. RATINGS.

7.1 Contractor performance will be rated using the Contractor Performance Assessment Report (CPAR). Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. The rating scale below will be used to determine a positive, neutral, or negative outcome.

EXCEPTIONAL:

Performance significantly exceeds contract requirements to the Government’s benefit.

SATISFACTORY: Performance meets contractual requirements.

UNSATISFACTORY: Performance does not meet contractual requirements.

8.0. DOCUMENTING PERFORMANCE.

8.1. Acceptable Performance. The Government will document positive performance. The most common format used for this action will be via CPARs. Any report may become a part of the supporting documentation for fixed fee payments, award fee payments, or other actions.

8.2 Unacceptable Performance. When unacceptable performance occurs, the COR will inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR will document the discussion and place it in the COR file.

8.2.1. When the COR determines formal written communication is required, the COR will prepare a Contract Discrepancy Report (CDR), and present it to the contractor's manager or on-site representative. A CDR template is attached to this QASP.

8.2.2. The contractor shall be required to acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR.

The Government will review the contractor's corrective action plan to determine acceptability.

8.2.3 Any CDR will become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment when applicable. The Government will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

9.0 FREQUENCY OF MEASUREMENT.

9.1. During contract/order performance, the COR will take periodic measurements and analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

9.2. The COR will interact with the contractor at least monthly and meet annually to assess performance and will provide a written assessment.

Signature – Contracting Officer’s Representative

CONTRACT DISCREPANCY REPORT (CDR)

1. Contract Number: <insert number>

2. TO: (Contractor’s Manager or on-site representative) <insert name>

3. FROM: (Name of COR) <insert name>

4. Date and time observed discrepancy:

5. DISCREPANCY OR PROBLEM:

<Describe in detail. Identify any attachments.>

5. Corrective action plan:

A written corrective action plan < is / is not > required.

< If a written corrective action plan is required include the following. > The written Corrective Action Plan will be provided to the undersigned not later than < # days after receipt of this

CDR. >

Prepared by: <Enter COR’s name>

Signature – Contracting Officer’s Representative Date

Received by:

Signature – Contractor’s Manager or on-site representative Date

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS UIC

0001 N/A N/A N/A N/A

0001AA POP 01-FEB-2015 TO

30-JAN-2016

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

HQ0578

0001AB POP 01-FEB-2015 TO

30-JAN-2016

N/A (SAME AS PREVIOUS LOCATION)

0002 N/A N/A N/A N/A

0002AA POP 01-FEB-2015 TO

30-JAN-2016

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

0002AB POP 01-FEB-2015 TO

N/A (SAME AS PREVIOUS LOCATION)

0003 N/A N/A N/A N/A

0003AA POP 01-FEB-2015 TO

30-JAN-2016

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

0003AB POP 01-FEB-2015 TO

N/A (SAME AS PREVIOUS LOCATION)

0004 POP 01-FEB-2015 TO

N/A (SAME AS PREVIOUS LOCATION)

1001 N/A N/A N/A N/A

1001AA POP 01-FEB-2016 TO

30-JAN-2017

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

1001AB POP 01-FEB-2016 TO

30-JAN-2017

N/A (SAME AS PREVIOUS LOCATION)

1002 N/A N/A N/A N/A

1002AA POP 01-FEB-2016 TO

30-JAN-2017

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

1002AB POP 01-FEB-2016 TO

N/A (SAME AS PREVIOUS LOCATION)

1003 N/A N/A N/A N/A

1003AA POP 01-FEB-2016 TO

30-JAN-2017

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

1003AB POP 01-FEB-2016 TO

N/A (SAME AS PREVIOUS LOCATION)

2001 N/A N/A N/A N/A

2001AA POP 01-FEB-2017 TO

30-JAN-2018

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

2001AB POP 01-FEB-2017 TO

30-JAN-2018

N/A (SAME AS PREVIOUS LOCATION)

2002 N/A N/A N/A N/A

2002AA POP 01-FEB-2017 TO

30-JAN-2018

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

2002AB POP 01-FEB-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

2003 N/A N/A N/A N/A

2003AA POP 01-FEB-2017 TO

30-JAN-2018

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

LAURIE BETH SCHULTZ

4800 MARK CENTER DRIVE STE 03E25

ALEXANDRIA VA 22350

571-372-0679

2003AB POP 01-FEB-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

CLAUSES INCORPORATED BY REFERENCE

52.203-3 Gratuities APR 1984 52.203-6 Alt I Restrictions On Subcontractor Sales To The Government

(Sep 2006) -- Alternate I

OCT 1995

52.203-12 Limitation On Payments To Influence Certain Federal Transactions

OCT 2010

52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper

MAY 2011

52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011 52.204-10 Reporting Executive Compensation and First-Tier Subcontract

Awards

JUL 2013

52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, or Proposed for Debarment

AUG 2013

52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters

JUL 2013

52.212-4 Contract Terms and Conditions--Commercial Items MAY 2014 52.219-6 Notice Of Total Small Business Set-Aside NOV 2011 52.219-8 Utilization of Small Business Concerns OCT 2014 52.219-14 Limitations On Subcontracting NOV 2011 52.222-3 Convict Labor JUN 2003 52.222-21 Prohibition Of Segregated Facilities FEB 1999 52.222-26 Equal Opportunity MAR 2007 52.222-35 Equal Opportunity for Veterans JUL 2014 52.222-36 Equal Opportunity for Workers with Disabilities JUL 2014 52.222-37 Employment Reports on Veterans JUL 2014 52.222-40 Notification of Employee Rights Under the National Labor

Relations Act

DEC 2010

52.222-50 Combating Trafficking in Persons FEB 2009 52.222-54 Employment Eligibility Verification AUG 2013 52.223-18 Encouraging Contractor Policies To Ban Text Messaging

While Driving

AUG 2011

52.224-1 Privacy Act Notification APR 1984 52.224-2 Privacy Act APR 1984 52.225-13 Restrictions on Certain Foreign Purchases JUN 2008

52.229-4 Federal, State, And Local Taxes (State and Local Adjustments)

FEB 2013

52.232-33 Payment by Electronic Funds Transfer--System for Award Management

JUL 2013

52.232-36 Payment by Third Party MAY 2014 52.232-40 Providing Accelerated Payments to Small Business

Subcontractors

DEC 2013

52.233-3 Protest After Award AUG 1996 52.233-4 Applicable Law for Breach of Contract Claim OCT 2004 52.237-3 Continuity Of Services JAN 1991 52.242-13 Bankruptcy JUL 1995 52.242-15 Stop-Work Order AUG 1989 52.246-4 Inspection Of Services--Fixed Price AUG 1996 52.246-25 Limitation Of Liability--Services FEB 1997 52.247-34 F.O.B. Destination NOV 1991 252.201-7000 Contracting Officer's Representative DEC 1991 252.203-7000 Requirements Relating to Compensation of Former DoD

Officials

SEP 2011

252.203-7002 Requirement to Inform Employees of Whistleblower Rights SEP 2013 252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7004 Alt A System for Award Management Alternate A FEB 2014 252.205-7000 Provision Of Information To Cooperative Agreement Holders DEC 1991 252.209-7004 Subcontracting With Firms That Are Owned or Controlled By

The Government of a Terrorist Country

MAR 2014

252.211-7007 Reporting of Government-Furnished Property AUG 2012 252.225-7001 Buy American And Balance Of Payments Program-- Basic

(Nov 2014)

NOV 2014

252.225-7002 Qualifying Country Sources As Subcontractors DEC 2012 252.225-7012 Preference For Certain Domestic Commodities FEB 2013 252.226-7001 Utilization of Indian Organizations and Indian-Owned

Economic Enterprises, and Native Hawaiian Small Business Concerns

SEP 2004

252.232-7010 Levies on Contract Payments DEC 2006 252.237-7010 Prohibition on Interrogation of Detainees by Contractor

Personnel

JUN 2013

252.239-7001 Information Assurance Contractor Training and Certification JAN 2008 252.243-7001 Pricing Of Contract Modifications DEC 1991 252.243-7002 Requests for Equitable Adjustment DEC 2012 252.247-7023 Transportation of Supplies by Sea APR 2014 252.247-7024 Notification Of Transportation Of Supplies By Sea MAR 2000

ADDENDUM TO FAR 52.212-1

INSTRUCTIONS TO OFFERORS

1. NOTES TO OFFERORS: OFFERORS SHOULD READ THE ENTIRE SECTION

THROUGHLY AND NOTE THE FOLLOWING IMPORTANT INFORMATION

REGARDING PROPOSAL SUBMISSION:

• SAM: Any Offeror that submits a proposal in response to this solicitation must be registered in the System for Award Management (SAM), in accordance with FAR

Clause 52.232-33 and DFARS Clause 252.201-7000 and 252.204-7004 Alt A, prior to contract award. Registration can be found at:

https://www.sam.gov/portal/public/SAM/#1

• Reference Pass/Fail Criteria, Attachment A of the Solicitation—Evaluation Factors, Criteria, and Rating Methods. Buy American Act Certification: Offerors shall submit a document self-certifying that all products from the ESGR and YRRP Product Items

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