DPFSC_Fulfillment_Solicitation_-_H9821018R0025.pdf

SEE ADDENDUM

(No Collect Calls)

H9821018R0025 07-Jun-2018

b. TELEPHONE NUMBER

(571) 372-3169

8. OFFER DUE DATE/LOCAL TIME

11:00 AM 09 Jul 2018

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

GEORGE TAMAYO

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

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

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 06J25-01

ALEXANDRIA VA 22350-4000

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 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$15,000,000

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.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF61

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.

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 6 Months Fulfillment Services

FFP

Labor IAW PWS Section 4

FOB: Destination

NET AMT

0002 6 Months RMF/IT Labor

FFP

Labor IAW PWS sections 4.2, 8.0-8.8, 14 and 15.

0003 6 Months Product Item List (PIL) for Fulfillment

FFP

Products IAW PWS Section 4.1 through 4.11.3, and Attachment B, PIL.

0004 6 Months Other Direct Cost

COST

ODCs for shipping, freight, design, warehousing, trade shows and supplies IAW

PWS Section 4. Not-to-Exceed

ESTIMATED COST

0005 1 Unitless Travel

COST

***DO NOT PROPOSE. AN AMOUNT WILL BE PROVIDED AT TIME OF

CONTRACT AWARD. Not-to-exceed.

0006 6 Months OPTION OPTIONAL CLIN for FVAP Labor

FFP

IAW PWS Section 4.

0007 6 Months OPTION OPTIONAL CLIN for FVAP PIL

FFP

IAW PWS Section 4

0008 6 Months OPTION OPTIONAL CLIN for FVAP ODCs

FFP

1001 12 Months OPTION Fulfillment Services

FFP

1002 12 Months OPTION RMF/IT Labor

FFP

1003 12 Months OPTION Product Item List (PIL) for Fulfillment

FFP

Products IAW PWS Section 4.1 through 4.11.3

1004 12 Months OPTION Other Direct Cost

COST

ODCs for shipping, freight, design, warehousing, trade shows and supplies IAW

PWS section 4. Not-to-Exceed

1005 1 Unitless OPTION Travel

1006 12 Months OPTION OPTIONAL CLIN for FVAP Labor

FFP

1007 12 Months OPTION OPTIONAL CLIN for FVAP PIL

FFP

1008 12 Months OPTION OPTIONAL CLIN for FVAP ODCs

FFP

2001 12 Months OPTION Fulfillment Services

FFP

2002 12 Months OPTION RMF/IT Labor

FFP

2003 12 Months OPTION Product Item List (PIL) for Fulfillment

FFP

2004 12 Months OPTION Other Direct Cost

COST

ODCs for shipping, freight, design, warehousing, trade shows and supplies IAW

2005 1 Unitless OPTION Travel

2006 12 Months OPTION OPTIONAL CLIN for FVAP Labor

FFP

2007 12 Months OPTION OPTIONAL CLIN for FVAP PIL

FFP

2008 12 Months OPTION OPTIONAL CLIN for FVAP ODCs

FFP

3001 12 Months OPTION Fulfillment Services

FFP

3002 12 Months OPTION RMF/IT Labor

FFP

3003 12 Months OPTION Product Item List (PIL) for Fulfillment

FFP

3004 12 Months OPTION Other Direct Cost

COST

ODCs for shipping, freight, design, warehousing, trade shows and supplies IAW

3005 1 Unitless OPTION Travel

3006 12 Months OPTION OPTIONAL CLIN for FVAP Labor

FFP

3007 12 Months OPTION OPTIONAL CLIN for FVAP PIL

FFP

3008 12 Months OPTION OPTIONAL CLIN for FVAP ODCs

FFP

4001 12 Months OPTION Fulfillment Services

FFP

4002 12 Months OPTION RMF/IT Labor

FFP

4003 12 Months OPTION Product Item List (PIL) for Fulfillment

FFP

4004 12 Months OPTION Other Direct Cost

COST

ODCs for shipping, freight, design, warehousing, trade shows and supplies IAW

4005 1 Unitless OPTION Travel

4006 12 Months OPTION OPTIONAL CLIN for FVAP Labor

FFP

4007 12 Months OPTION OPTIONAL CLIN for FVAP PIL

FFP

4008 12 Months OPTION OPTIONAL CLIN for FVAP ODCs

FFP

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

for

Defense Personnel and Family Support Center (DPFSC)

Marketing, Advertising, and Fulfillment Services

7 June 2018

1.0 INTRODUCTION

DPFSC requires comprehensive fulfillment and fully integrated advertising and marketing service to support the

Call Center; Computer/Electronics Accommodations Program (CAP); Employer Support of the Guard and Reserve

(ESGR); Federal Voting Assistance Program (FVAP); Office of Reintegration Programs (ORP); Strategic

Communications; and the Transition to Veterans Program Office (TVPO).

2.0 BACKGROUND

2.1 This is an ongoing requirement in support of DPFSC programs whose mission is to develop and promote supportive work and voter environments for uniformed service members through outreach, recognition, and educational opportunities that increase awareness of applicable laws, and resolves voter informational gaps and employment conflicts.

2.1.1 The contractor shall provide supplies and services for on-going sustainment of the DPFSC Fulfillment services program in support of the CAP, FVAP, ORP, TVPO and ESGR missions. As such, the contractor will provide program management and execution services for the Product Items List. For CAP, these events and services are authorized in accordance with DoDI 6025.22, Assistive Technology (AT) for Wounded, Ill, and Injured Service

Members which provides support for an interdependent AT system between DoD Human Resources Activity’s

(DoDHRA) Computer/Electronic Accommodations Program (CAP), the Military Health System (MHS), and the

Recovery Coordination Program. For FVAP, these services are authorized in accordance with DoDI Instruction

1000.04, Federal Voting Assistance Program (FVAP),10 USC 1566 and 52 USC 20301 (Uniformed and Overseas

Citizens Absentee Voting Act) which mandates the provision of informational material to the voting public in order to enhance informed voting decisions. For ORP, these events are mandated by Public Law 110-181, Section 582, Yellow Ribbon Reintegration Program and DoDI 1342.28, DoD Yellow Ribbon Reintegration Program (YRRP) which directs the Services to provide information and referral to applicable reintegration programs and services for

Service members and their families during the deployment cycle. For TVPO, Department of Defense Instruction

(DoDI) 1332.35, Transition Assistance for Military Personnel; Title 10 United States Code, Chapter 58- Benefits and Service for Members being Separated or Recently Separated; and, Veterans Opportunity to Work (VOW)to Hire

Heroes Act of 2011, guide the requirements of the program. For ESGR, these events are mandated by DoD

Instruction (DoDI) 1205.22, Employer Support of the Guard and Reserve (ESGR).

2.2 CAP provides assistive technology and accommodations to support individuals with disabilities and wounded, ill and injured Service members throughout the Federal Government in accessing information and communication technology. CAP pursues this mission by being responsive to customer needs by providing appropriate and justified assistive technology, accommodations and support services to eligible customers.

2.3 ESGR is a national program whose mission is to develop and promote supportive work environments for

Service members in the Reserve Components through outreach, recognition, and educational opportunities that increase awareness of applicable laws, and resolve employment conflicts between the Service members and their employers. ESGR pursues this mission through recruiting and organizing volunteers to carry the employer support message at the local level. This requirement directly supports approximately 4,000 volunteers in the 50 states, the territories of Guam, Puerto Rico, U.S. Virgin Islands, and the District of Columbia who serve Service members from all Reserve Component, employers, and their families.

2.4 FVAP’s mission is to support the uniformed services, their families and overseas citizens with absentee voting. This is accomplished through stakeholder engagement, educational initiatives, and the removal of obstacles and challenges that hinder successful execution of multi-level election experiences.

2.5 ORP promotes the well-being of Reserve Component Service members, their families, and communities throughout the military life cycle. ORP has established itself as the premier resource for readiness, resiliency, and reintegration for the RC community through the coordination of programs and activities of the Military Departments to the extent that they relate to Reserve Component military families.

2.6 TVPO promotes, advances, and instills a culture of career-ready Service members throughout their Military

Life Cycle through career readiness planning and transition assistance policy and program oversight. The program enhances existing partnerships and develops new internal and external ones to leverage the capabilities of DoD and these partners to create an environment for a seamless transition for career-ready Service members.

3.0 SCOPE

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

3.2 FVAP and CAP requirements are optional. Fulfillment products and services associated with these programs may potentially be needed in the base and option periods.

4.0 REQUIREMENTS

4.1 Fulfillment Services. The contractor shall:

4.1.1 Purchase the items listed on the Product Items List (PIL) (See Attachment B). Quantities and descriptions are subject to change based on mission requirements. The contractor will be provided a 5 day notice on changes in quantities and descriptions.

4.1.2 Ensure all Fulfillment marketing and outreach items contained within the PIL are in compliance with the

Buy American Act (BAA).

4.1.2.1 Due to the projected number of items contained on the PIL, the contractor must ensure a warehouse square footage of 11,000 square feet is maintained for the purposes of supply, warehousing, and inventory management of

PIL product items.

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

4.1.4 Maintain a minimum of 90 day inventory of all ESGR, YRRP, and optional CAP and FVAP fulfillment items at all times in accordance to PIL utilization rates in Attachment 1.

4.1.5 (OPTIONAL) Process FVAP tailored mail outs during election years. Mailings will be sent free of charge using FVAP’s postage paid indicia.

4.2 Provide a secure, Risk Management Framework (RMF) compliant, online catalog ordering system (online store). The system may permit general public view 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

DPFSC personnel authorized to place orders at the online store. The online system shall:

4.2.1 Remain 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 and allow multiple membership levels and user functions.

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. For example, the provision of easily identifiable DPFSC programs associated with this acquisition, the utilization of PIL group item listings and their hyperlinks, easy identification of authentication prompts, the provision of a Help function, and the verification of credit card processing accreditation.

These are a few examples and not intended to be all inclusive or to restrict the entrepreneurial creativity of the online system. It is incumbent that the contractor will use graphics that are clear and concise.

4.2.5 Ensure online catalog ordering system (online store) allows for customer ease-of-use concerning web-based navigational displays and functionality to ensure appropriate user interaction and responsiveness, similar to commercial e-business retail (Business to Customer (B2C)) industry practices.

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

4.3 Fill orders placed by DPFSC authorized users from the Product Items List. 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. Additionally, the contractor must allow previews of business cards, awards, letterhead, envelopes, and name badges and complete an order approval process determined sufficient by the government.

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. For ESGR and YRRP account purposes, 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 Contracting Officer’s Representative (COR) and ordering activity.

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

24 hours.

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:

4.4.1.1 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.

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

4.4.1.3 Enclose a bill of lading in each container.

4.4.1.4 (OPTIONAL) FVAP’s materials are shipped using a USPS postage paid indicia. The vendor will print labels using FVAP's template and mail packages free of charge to specified destinations world-wide.

4.4.2 Product delivery shall:

4.4.2.1 Be made to customers in 3-7 business days after order processing, and take into account that overseas destinations require a shipping lead-time of 30-days.

4.4.2.2 Be completed by the least expensive method that allows shipment tracking and provides proof of delivery.

Only the COR may approve more expensive “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:

4.5.1 Telephonic customer service between the hours of 8:00 a.m. and 5:00 p.m., Eastern Time, Monday through

Friday, excluding Federal Holidays.

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

4.5.3 Resolving each inquiry within two business days of receipt.

4.6 Marketing Services/Projects.

4.6.1 Develop and design branding and marketing concepts for DPFSC, as needed and subject to government approval.

4.6.2 Provide direct support for the writing and editing of materials; including but not limited to, video, radio, television, and public service announcements, pamphlets, brochures, and leaflets for CAP, FVAP, ORP, TVPO, and

ESGR (as permitted by the directives listed in paragraph 2.1.1) and approved by the COR.

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.

These services will be subject to government approval

4.6.4 Be responsible for conference space booths and exhibit logistics/life-cycle support, which consist of: the conception of the booth/exhibit product, subsequent approval by the Government COR, the coordination of booth space(s), shipment as directed by the COR, set-up, tear-down, return shipment, maintenance and proper warehousing and storage of all applicable booths and exhibits.

4.6.4.1 Assist DPFSC with coordination for participation in trade shows/association managers, 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.

4.6.4.2 Design, create and update display exhibits for tradeshows and other venues, i.e., conferences, informational/promotional events that require exhibits as necessary for the DFPSC promotional program events and subject to Government approval. DPFSC estimates approximately 7 event occurrences per year for the ESGR function. These events will require support as depicted in paragraph 4.6.4, but may not require contractor travel.

Once coordinated, these events will be staffed by ESGR personnel.

4.6.4.3 All products designed, printed, and otherwise produced for the purposes of this contract will remain the property of the US Government and will be transferred to possession of the follow-on contractor or DPFSC upon completion of the contract period.

4.7 Creation and Mailing of DPFSC and Direct Mailings. The contractor shall design, prepare, package, and mail DPFSC approved direct mailings for the ESGR National Engagement Directorate and the FVAP Directorate

(OPTIONAL), consisting of approximately 3,135,000 pieces per year for ESGR and FVAP and subject to government approval. FVAP’s direct mail will be sent using a postage paid indicia.

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

4.7.1.1 Ensuring best marketing principles are used to generate awareness, interest, and employer decision and action based on all direct mailings issued. Such actions will be subject to government approval.

4.7.1.2 Ensuring best marketing principles are used to generate awareness, interest, and voter decision and action based on all direct mailings issued. Such actions will be subject to government approval.

4.7.1.3 Creating professionally designed direct mail content.

4.7.1.4 Recommending the content of direct mailings.

4.7.1.5 Writing direct mail pieces to be placed in follow-up mailings.

4.8 Preparing, consulting and sending mailings at the discretion and direction of DPFSC.

4.8.1 Consulting with the government representative after mailings 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 DPFSC bulk mailings through traditional mail services. Return addresses for bulk mail DPFSC correspondence will be DPFSC, 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 brochures, Voter brochures) and Employer and/or Voter name or Reserve Component of the mail recipient. Other mail tracking criteria can be recommended by the contractor or DPFSC COR and approved by

DPFSC to enhance measurement of return on investment and ensure maximum deliver/receipt of DPFSC collateral.

4.8.3 Accessions and Promotions direct mail. 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 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 Patriot Award Certificates. 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 Patriot award certificate 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. This requirement consists of approximately 1,200 customized certificates monthly. The Patriot Award process shall be completed and shipped within 10 business days of receipt of nomination.

4.9.1 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 DPFSC 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 DPFSC.

4.9.2 Provide the ability for approximately eight additional tailored awards requiring the direction and approval of the government, design, create and provide certificates and awards, as well as frames, for DPFSC.

4.10 DPFSC Annual Report. Design, layout and print the annual DPFSC Annual Report. The DPFSC program office will provide input and guidance.

4.10.1 (OPTIONAL) FVAP Annual Report to Congress. Design, layout and print the annual FVAP Annual

Report to Congress. The DPFSC program office will provide input and guidance.

4.10.2 (OPTIONAL) Supplemental FVAP Analysis Reports. Design, layout and print approximately ten FVAP

Analysis Reports. The DPFSC program office will provide input and guidance.

4.11 Submit Reports

4.11.1 Bi-Weekly Status Reports. Provide separate bi-weekly contract status and meeting recap reports to the

COR for DPFSC. 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 bi-weekly fulfillment activity reports to the COR for

DPFSC programs. The reports to be provided include each of the following:

Committee Budget Reports for 54 State/Territory Committees

Regional Report detailing orders placed during the month by Headquarters DPFSC, and each committee in each of the four (4) regions, Report detailing orders placed during the month by Headquarters DPFSC, and each Voting

Assistance Office worldwide

Awards Reports

Patriot Award Count by branch of Service

Patriot Award Report for each State and Territory

New Member Count Reports, New Member Lists

Reserve Component Liaison Report

Apparel Report by State and Territory

Inventory Report

Freight Reports

CLIN Summaries

Reconciliation Reports

4.11.3 Prepare reports in Microsoft Excel format and make available and/or distribute electronically to a pre-established account reviewer in each ESGR state/territorial Committee and COR.

4.12 Provide Transition of Contract Services:

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 a DPFSC representative(s) 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 facilities in Wichita, KS following a final joint inventory (i.e. new and incumbent contractor and the government representative) during the close-out period of the existing contract. Additionally, the contractor will work with the COR or his/her designated representatives to acquire sufficient initial warehouse stock of Voting Assistance Forms from the General Services Administration

(GSA)

4.12.2 Phase-Out

In the event that a follow-on contract is awarded to a new Contractor, DPFSC 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 DPFSC supplied material shall be conducted jointly with the COR or designated government representative, the incoming contractor, and the incumbent Contractor. After which, inventory will be transferred from incumbent facility to new Contractor facility. 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.

4.13 Participate in a Post-Award Conference.

This meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues. The Post Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and 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.

5. DELIVERABLES

Deliverable

PWS

para Delivery Date

Purchase Product Item List

Materials and Provide

Applicable Warehouse

Facilities

4.1 Not Later Than (NLT) 30 Days after contract award

Provide a secure online catalog ordering system

4.2 NLT 14 Days after contract award

Fill orders placed by

DPFSC authorized users from Product Items List

4.3 NLT 30 days after contract award

Process shipments 4.4 NLT 14 Days after contract award

Respond to Customer

Service Inquiries 4.5

NLT 14 days after contract award.

Marketing Service/Projects 4.6 Warehousing immediately upon contract award.

Other services as required by delivery schedule

Creating and Mailing of

DPFSC and Direct Mailings

4.7

4.8 Seven days after contract award

Patriot Award Certificates and Other

Awards/Certificates

4.9

4.9.1 Seven days after contract award

Annual Report 4.10

Design, layout, and print the annual DPFSC Report based on input and guidance from associated DPFSC program office within two weeks after contract award or upon guidance from the government.

Reports Submission 4.11

-Provide bi-weekly contract status and meeting summary reports to the COR that includes project status, requested dates, estimated completion dates, actual completion dates, and any other pertinent information determined by the COR.

-Prepare and provide monthly fulfillment activity reports to the COR for each of the following:

Committee Budget Report; Regional Report

(detailing orders placed during the month by HQ

DPFSC, and each committee in each of the four regions); Report detailing orders placed during the month by HQ DPFSC, and each worldwide Voting

Assistance Office; Awards Reports; Patriot Awards by Service Branch; Patriot Award Report by

State/Territory; New Member Count Reports/New

Member Lists; Reserve Component Liaison Report;

Apparel Report by State/Territory; Inventory Report;

Freight Reports; CLIN Summaries; and

Reconciliation Reports.

-Ensure reports are authored in Microsoft Excel and available for electronic distribution to pre-established reviewer in each ESGR state/territory committee and

COR.

Post Award Conference 4.13 Five business days upon contract award.

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 the Defense Civilian Personnel Advisory Service 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, unless a later date is otherwise authorized by the Office of the Under Secretary of Defense (Personnel and

Readiness). Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil

7.0 CONTRACTOR TRAVEL

7.1 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.

7.2 For purposes of this contract, the contractor may be required to travel to the Washington D.C. Metropolitan area once per year to discuss program status, provide program updates to the COR, and for the purposes of product marketing and outreach during the annual conferences for ESGR, ORP, and FVAP.

8.0 SECURITY The Contractor shall:

8.1 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. The Contractor and all

Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall:

8.1.1 Comply with:

DoD Directive (DoDI) 8410.01, Cyberspace Workforce Management

DoD Instruction (DoDI) 8500.1, Cybersecurity

The Privacy Act (5 U.S.C. 552a)

DoD 5400.11-R, and DoD Directive 5400.11, DoD Privacy Program

DoD 6025.18-R, DoD Health Information Privacy Regulation

DoD 5200.2-R, Personnel Security Program

HSPD-12, Homeland Security Presidential Directive.

8.1.2 Comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common

Access Card (CAC) and:

8.1.2.1 Be responsible for obtaining CAC or PIV ready status prior to reporting for work. At a minimum, all

Contractor personnel must obtain/maintain a favorable FBI National Criminal History Check (fingerprint check), two forms of identity proofed identification (I-9 document), and submit a National Agency Check and Law Credit

(NACLAC) vetting package for processing.

8.1.2.2 Be citizens of the United States.

8.2 If at any time, any Contractor personnel requiring a CAC is unable to obtain/maintain an adjudicated

NACLAC, immediately notify the Requiring Activity’s Information Systems Security Group (ISSG) and remove such person from work under this contract.

http://www.ecmra.mil/ http://www.ecmra.mil/

8.3 Immediately report the discovery of any Privacy breach first to the Requiring Activity’s CIO/Privacy

Office and secondly to the COR. Further information is provided at http://www.dhra.mil/Headquarters/Privacy/

8.4 All Information Systems (IS), Platform Information Technology (PIT) and Information Technology (IT)

Services or Products under this requirement, that receive, transmit, store, or process nonpublic government data must be accredited in accordance with Department of Defense (DOD) Instruction (DoDI) 8510.01 "Risk

Management Framework (RMF) for DoD Information Technology (DIT)” issued March 12, 2014, with changes of

July 28, 2017 included, (formerly the DOD Information Assurance Certification and Accreditation Process

(DIACAP)). IS and PIT systems must be categorized in accordance with Committee on National Security Systems

Instruction (CNSSI) 1253, implement a corresponding set of security controls from the National Institute of

Standards and Technology (NIST) Special Publication (SP) 800-53, and use assessment procedures from NIST SP

800-53A with additional DoD-specific assignment values, overlays, implementation guidance, and assessment procedures as required.

8.4.1 Prepare an action plan on how to become RMF compliant and provide weekly status reports on associated progress for compliance until notified by the COR that the requirement has been successfully completed.

8.4.2 The contractor must be 8140 Compliant (Security+ CE, CISSP, CASP, or like certification meeting security minimum requirement).

8.4.2.1 The contractor must provide technical information required for verification of security compliance:

* Perform technical risk and vulnerability assessments of IT and IS for accreditation; prepare risk assessment reports for submission to accrediting officials.

* Review and track Plan of Action and Milestones (POA&M)'s for all accepted risks upon completion of system Assessment & Authorization (A&A).

* Plan, test and implement security controls on systems in accordance with directives.

8.4.2.2 The contractor will create, write and edit the RMF documents to include: System Security Plan, Security

Design, Network Architecture, Hardware/Software Inventory, POA&Ms, Risk Assessments, Security Controls, Contingency Planning, Patch Management Plans, Incident Response Plans, Continuous Monitoring Plans, Security

Categorization, and Common Control Identifiers (CCIs) including Privacy Controls to ensure the overall security posture of the network/ IS.

8.4.2.3 The Contractor shall utilize quantitative methods to evaluate and analyze risks, issues, and/or opportunities for portfolios/programs/projects, and generate metrics and trends, gather data from the various sources, conduct trend analysis, and generate reports with the risk and issue trends and lessons learned. The Contractor shall identify the affect a risk might have on key indicators, analyze those indicators and their reaction to early realization of that risk, develop a profile based on the analysis, and establish criteria from monitoring for that situation/profile.

8.4.2.4 Per the NIST and RMF guidelines, information system owners are expected to ensure all systems under their purview diligently follow the RMF, a process that includes system categorization, security control selection and implementation, testing, risk-based authorization (ATO) decisions, and continuous monitoring.

8.4.2.5 The Contractor shall provide program management services that support the IS team and its efforts to address ATO renewals in a proactive manner and in advance of project ATO expirations. Additionally, the

Contractor shall work together with the SO and the IS team to monitor the cyber security Assessment and

Authorization (A&A) process.

8.5 DoD-Controlled IS and PIT Systems operated by a Contractor or other entity on behalf of the DOD; to include contractor owned IS and PIT systems that are dedicated to DoD processing, must be authorized as DoD IS or PIT systems. The Requiring Activity’s Authorizing Official (AO) must render an authorization decision for this type of a DoD system prior to DoD use of the capability.

8.6 IT services provided by a commercial or other non-federal government entity under this requirement must ensure the security protections of the IS delivering the service is appropriate to the confidentiality, integrity, and availability needs of the Requiring Activity’s information and mission in order to be approved for acceptable use.

The Government will assess the adequacy of security proposed by potential service providers, and accept the proposed approach, negotiate changes to the approach to meet DoD needs, or reject the offer. The accepted security approach will be documented and included as attachments to the resulting contract.

8.7 Any commercial cloud computing services used for this requirement must comply with DoD cloud computing policy and procedural guidance as published in Department of Defense (DOD) Instruction (DoDI)

8510.01 "Risk Management Framework (RMF) for DoD Information Technology (DIT)” issued March 12, 2014, with changes incorporated July 28, 2017 (formerly the DOD Information Assurance Certification and Accreditation

Process (DIACAP)).

8.8 Information security continuous monitoring (ISCM) is defined as maintaining ongoing awareness of information security, vulnerabilities, and threats to support organizational risk management decisions. All IS and

PIT under this requirement must maintain ongoing monitoring, analysis and incident response procedures as defined and documented in NIST SP800-137 as a critical part of the risk management process to ensure that IS and PIT operations remain within an acceptable level of risk despite any changes that occur. In addition, all systems under this requirement must comply with all annual Federal Information Security Management Act (FISMA) security control testing and reporting requirements. The contractor shall provide evidence of these compliance activities.

9.0 MANDATORY TRAINING REQUIREMENTS FOR CONTRACTORS. Contractor employees shall complete the following mandatory trainings within 30 days of contract award and option is exercised.

1. DoD Training on Unauthorized Disclosures IAW OSD Memorandum dated September 19, 2017 and the training is available at https://securityawareness.usalearning.gov/disclosure/index.html.

2. Privacy Act and Personally Identifiable Information IAW DoDD 5400.11 dated September 1, 2011 and the training is available at https://iatraining.disa.mil/eta/piiv2/launchPage.htm.

3. IT Security Awareness IAW 5 CFR 930.301 and the training is available at https://iatraining.disa.mil/eta/disa_cac2018/launchPage.htm.

4. National Insider Threat IAW Executive Order 13587 and the training is available at https://securityawareness.usalearning.gov/itawareness/index.htm.

5. Counterintelligence Awareness and Reporting Training IAW DoDD 5240.06 and the training available at https://securityawareness.usalearning.gov/cidod.

Contractor employees shall provide a copy of each training certificate to Contracting Officer Representative (COR) to meet the mandatory training requirements. COR keeps the certificates in the COR file or CORT.

10.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION (GFP/GFE/GFI)

The government shall furnish DPFSC 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. Additionally, the government shall furnish GSA approved voting informational and outreach materials for distribution worldwide as deemed appropriate by authorized government representatives such as the COR in collaboration with applicable Subject

Matter Experts.

11.0 PLACE OF PERFORMANCE

Contractor will perform all work at the contractor’s facility. No government space or facility will be provided for the performance of this contract.

12.0 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 https://securityawareness.usalearning.gov/disclosure/index.html https://iatraining.disa.mil/eta/piiv2/launchPage.htm https://iatraining.disa.mil/eta/disa_cac2018/launchPage.htm https://securityawareness.usalearning.gov/itawareness/index.htm https://securityawareness.usalearning.gov/cidod performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract.

13.0 QUALITY ASSURANCE

13.1. 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.

13.2. 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.

14.0 APPLICABLE DOCUMENTS

Document Web link

Office of Management and Budget

Memorandum, “Policies for Federal Agency

Public Websites,” December 17, 2004 https://www.whitehouse.gov/sites/whitehouse.gov/files/om b/memoranda/2005/m05-04.pdf

DoDI 1000.04 – Federal Voting Assistance

Program (FVAP) https://www.fvap.gov/uploads/FVAP/Policies/dodi1000.04

.pdf

DoDD 8410.01 – Cyberspace Workforce

Management http://www.esd.whs.mil/Portals/54/Documents/DD/issuanc es/dodd/814001_2015_dodd.pdf

DoDI 8510.01 - Risk Management Framework

(RMF) for DoD Information Technology (IT) http://www.esd.whs.mil/Portals/54/Documents/DD/issuanc es/dodi/851001_2014.pdf

DoDI 8510.03 – Network Management (NM) http://www.esd.whs.mil/Portals/54/Documents/DD/issuanc es/dodi/841003p.pdf

ESGRI 1250.01 – ESGR Structure and

Operating Procedures http://www.esgr.mil/Portals/0/volunteer%20resources/instr uctions%20and%20forms/NCESGRI%201250.02%20ESG

R%20Structure%20and%20Operations%20(11%20AUG%

2010).pdf?ver=2012-07-25-130630-

000&timestamp=1496762012501

ESGRI 1250.10 – Volunteer Management http://www.esgr.mil/Portals/0/volunteer%20resources/instr uctions%20and%20forms/HQ%20ESGRI%201250.10%20

Volunteer%20Management%20(4%20NOV%2014).pdf?v er=2014-11-10-152308-000&timestamp=1496760988519

ESGRI 1250.21 – Statement of Support

Program http://www.esgr.mil/Portals/0/volunteer%20resources/instr uctions%20and%20forms/HQ%20ESGRI%201250.21%20

Statement%20of%20Support%20Program%20(11%20FEB

%2014).pdf?ver=2014-02-22-102634-

000&timestamp=1496761132786

ESGRI 1250.30 – Secretary of Defense

Employer Support Freedom Award http://www.esgr.mil/Portals/0/volunteer%20resources/instr uctions%20and%20forms/HQ%20ESGRI%201250.30%20

Secretary%20of%20Defense%20Employer%20Support%2

0Freedom%20Award%20(23%20OCT%2013).pdf?ver=20

13-11-14-110210-000&timestamp=1496761790095

ESGRI 1250.31 – Outreach Program http://www.esgr.mil/Portals/0/volunteer%20resources/instr https://www.fvap.gov/uploads/FVAP/Policies/dodi1000.04.pdf https://www.fvap.gov/uploads/FVAP/Policies/dodi1000.04.pdf http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/851001_2014.pdf http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/851001_2014.pdf uctions%20and%20forms/HQ%20ESGRI%201250.31%20

Outreach%20Program%20(8%20JUL%2013).pdf?ver=201

3-07-09-155700-000&timestamp=1496761257903

ESGRI 1250.40 – ESGR Public Affairs

Policies and Procedures http://www.esgr.mil/LinkClick.aspx?fileticket=WwwL4-sEdZI%3d&portalid=0&timestamp=1496761638601

ESGRI 1250.51 - ESGR Official Logo and

Usage Guidelines http://www.esgr.mil/Portals/0/volunteer%20resources/instr uctions%20and%20forms/HQ%20ESGRI%201250.51%20

ESGR%20Logo%20Usage%20Guidelines%20(13%20DE

C%2016).pdf?ver=2016-12-14-100240-

000&timestamp=1496761344654

15.0 PERFORMANCE REQUIREMENT SUMMARY (PRS)

The PRS is a list of critical tasks that must be performed by the Contractor. The PRS will be the baseline for the

PWS. The performance thresholds within the PRS and COR surveillance will be used to validate PWS tasks.

Inspection of each task will be documented in the COR folder.

Performance Objective PWS Paragraph Performance Threshold

Design and manage Fulfillment

Services that complies with Buy

American Act (BAA) and maintains a minimum of 14 day stock of authorized Product Item

List (PIL). Process online store orders within 2 business days while ensuring proper packaging and package tracking.

4.1 to 4.5

95% of orders placed are filled as ordered and demonstrate alignment with requirements of Buy American Act (BAA) and shipped and tracked during shipping process IAW the delivery schedule.

Develop, Design, and Market

Services/Projects, Warehouse, and

Direct Mailings subject to government approval. Develop, Design, Warehouse, and update multi-media products such as brochures, flyers, posters, etc.

Develop, Design, Warehouse, and update, and support Trade Show

Exhibits to generate public awareness and action.

4.6 to 4.8

90% of products developed meet government approval coupled with 100% products are mailed as directed by the government and warehoused IAW with warehouse guidance.

Design, Create, Provide, Assemble, and ship Awards such as plagues, certificates, pins, trophies, etc. as determined and approved by the government and provide associated frames within ten business days of request.

4.9 90% of awards meet government approval. 97% of awards are shipped within 10 business days of request.

Performance Objective PWS Paragraph Performance Threshold

Design, layout, and print reports based on government guidance at intervals requested by the government.

4.11.2

8.1.1

Reports shall be IAW with report delivery schedule with 90% compliance and accuracy.

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. All Information

Technology Systems will compliance DoD Risk

Management Framework (RMF) guidance.

8.4

8.4.1

95% compliance with the safeguarding of government data and compliance to DoD standards concerning Risk

Management Framework.

CLAUSES INCORPORATED BY REFERENCE

52.202-1 Definitions NOV 2013

52.203-3 Gratuities APR 1984

52.203-11 Certification And…