H9821018R0030_Amendment_01_DPFSC_FVAP_Integrated_Outreach_16_Oct_18.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to:

1) Provide answ ers to offeror questions;

2) Revise Addendum to FAR 52.212-1 ITO, paragraph 1.1.2(c)(1) (A)(iv)(b) regarding price submission for Other Direct Cost;

3) Revise paragraph 4.3.3 in the First Task Order PWS; and

4) Revise section 4.2 in the Basic IDIQ PWS to include paragraph 4.2.5.

The proposal due date has been extended to 11:00 AM 30 October 2018.

See Summary of Changes.

1. CONTRACT ID CODE PAGE OF PAGES

Y 1 30

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 16-Oct-2018

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X H9821018R0030

X 9B. DATED (SEE ITEM 11)

26-Sep-2018

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

16-Oct-2018

CODE

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 06J25-01

ALEXANDRIA VA 22350-4000

H98210 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

H9821018R0030

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

H9821018R0030 Q&AS

Defense Personnel & Family Support Center (DPFSC)

Federal Voting Assistance Program (FVAP) Integrated Outreach

Solicitation H98210-18-R-0030

Questions and Answers

Q1. I am hoping to find out if there is an incumbent contractor currently performing these services or if this is a new requirement. If there is an incumbent, could you please provide the contract number?

A1: The incumbent is Fors Marsh Group LLC and the contract number is H98210-15-D-0004.

Q2. Whether companies from Outside USA can apply for this?

(like from India or Canada)

A2: Offerors should submit proposals in accordance with the solicitation. This acquisition is set aside for Small Business Concerns in accordance with the Federal Acquisition Regulation (FAR)

Part 19 – Small Business Programs. A Small Business Concern is one with a place of business located in the United States or its outlying areas that makes a significant contribution to the U.S.

economy. See FAR Part 19 including FAR 19.001 and 19.501.

Q3. Whether we need to come over there for meetings?

A3: Weekly meetings are held via conference call. If the offeror’s physical presence is required, the cost would fall under the Travel CLIN.

Q4. Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

A4: Offerors will need to comply with the terms and conditions of the solicitation and perform in accordance with the Performance Work Statement.

Q5. Can we submit the proposals via email?

A5: In accordance with the solicitation instructions, electronic submissions will not be accepted.

See solicitation addendum to 52.212-1 paragraph 1.1.2(b).

Q6. Given that major subcontractors may perform a significant part of the services, would the government consider evaluating one past performance citation of a major subcontractor?

A6: Past Performance will be evaluated in accordance with the solicitation (Addendum to FAR

52.212-1, paragraph 1.1.2 (c) 1) C.)

Q7. Is there an incumbent? If so, who and what is the value of their contract?

A7: See Q1. The total value of the task orders issued under the Indefinite Delivery/Indefinite

Quantity contract is $8,664,277.33.

Q8. IDIQ Level: Is OMB approval required for any of the research activities outlined under paragraph 4.2?

A8: OMB approval may be required depending on the nature of projects on future task orders.

Offerors should propose innovative solutions to the contract requirements and specify whether or not OMB approval would be necessary to execute the activity.

Q9. IDIQ Level: Is travel required for the planning sessions and meetings described in

4.3.1?

A9: No.

Q10. IDIQ Level: Does the government have subscriptions to news wires and media tracking tools or should the offeror consider that in its ODCs?

A10: Media tracking subscriptions will be considered Other Direct Costs.

Q11. IDIQ Level: Can the government provide a breakdown of CONUS and OCONUS travel for the estimated 7+ days described in 7.2?

A11: There is no specific itinerary at this time. Travel depends on project requirements. For example, in 2017 the incumbent traveled to Fort Meade (Maryland) to film a training video.

Q12. Task Order 1: Can the government provide information on where the collateral outlined in 4.3.3 needs to be shipped?

A12: Collateral may be mailed in small batches to military installations and US embassies and consulates worldwide using a postage paid indicia for election materials. Alternatively, large batches may be shipped via freight to warehouses in Kansas and/or Missouri.

Q13. Given the solicitation is set aside for small business, will the Government consider reviewing one or more past performance performed by the Prime as a significant subcontractor?

A13: See A6.

Q14. Given the solicitation is set aside for small business, will the Government consider reviewing one past performance performed as a Prime by a significant subcontractor?

A14: See A6.

Q15. Can CPARS be accepted in lieu of PPQs?

A15: No. See solicitation Addendum to FAR 52.21-1, paragraph 1.1.2 (c)(1) (C) Volume III -

Past Performance.

Q16. Please confirm, is the Government looking for one total price for all labor as the unit price in CLIN 0001 in Attachment 2, page 55?

A16: The Government is looking for offerors to propose a (monthly) Unit Price and Extended

Price for all labor to perform the First Task Order under this requirement.

Q17. Page 4 states that the offeror should not propose Other Direct Costs. However, in

Attachment 2, the CLIN 0003 amount is not greyed out in the chart. Can the Government clarify if the offeror should include any details about expected Other Direct Costs in our pricing, and if so, how?

A17: Offerors shall include a total amount in the solicitation Attachment 2 - CLIN 0003 for the

Other Direct Costs for the First Task Order under the IDIQ contract.

For the IDIQ Basic contract CLINs on page 3-4 of the solicitation, see instructions in the

Addendum to 52.212-1, paragraph 1.1.2 (c)(1)(A)(iv) which states: “Note: Offerors shall not propose any pricing information against the SF1449 Schedule CLINs for the Basic contract

(pages 3-4)”.

Q18. In the Task Order section 4.2.1 states: “Develop three communication research notes.

Identify key analytic insights resulting from FVAP surveys so FVAP can better understand its stakeholders and improve communication techniques. The research notes will include a distribution plan that raises FVAP’s brand value as a source of election data. Research notes will include an executive summary, introduce the issue, appropriately detail the analytic methods used, and highlight the relevance to FVAP and the UOCAVA population more broadly. The notes will be written and formatted in a manner appropriate for distribution on the FVAP website and tailored towards public consumption. Develop supporting infographics that visually convey key findings to the average site visitor.”

Our questions related to 4.2.1:

18a. While tailoring for public consumption, should the methods and analysis used in these notes be documented in a manner that would withstand scrutiny from FVAP stakeholders in the academic and elections community?

18b. Should the key insights be contextualized within the broader research on the topic conducted by FVAP in the past as well as by other election researchers?

A18(a-b): Research notes should be academically rigorous. Methods and analysis should be documented in a way to withstand scrutiny. Where practical, notes may refer to the literature, but it is not a requirement. Depending on the topic, a research note may be freestanding, however it should align with FVAP objectives

Q19. In the Task Order section 4.2.2 states: “Provide research support and perform data analysis equivalent to one dedicated FTE statistician. Areas of support include but are not limited to projects involving packaging of survey data for the report to Congress, dashboard and Geographic Information Systems (GIS) mapping software, ballot transmission, return/rejection rates, and resource utilization. A risk management framework (RMF) must be in place prior to the start of work to ensure security of voter data being analyzed.”

Our question: Does the government have a preference for the statistician to have experience with, and expertise in, analysis and interpretation of all the various forms of

[administrative and transactional] voter data?

A19: Offerors should address statistician experience in the Staffing Plan. The contents of

Element C will be evaluated based on their overall merit.

Q20. In the Task Order section 4.3.5 states: “Gain coverage of FVAP’s research contributions by promoting Post Election Voting (PEV) survey findings, research notes, and the Post-Election Report to Congress through direct media outreach to national networks. Disseminate new information to increase positive mentions of FVAP during an off-year with direct outreach pushes around the release of major reports. Draft a media-friendly brief summarizing the key points of the research, prepare a press release, and develop supporting infographics and graphs to appeal to media and visually convey the key points of the research. Conduct direct outreach to the appropriate media list(s), and repurpose graphical elements by converting them to shareables for distribution on social media channels.”

Our question: Will the contractor be responsible for building appropriate media lists by identifying and fostering relationships with relevant media outlets interested in military and/or election administration?

A20: Yes.

Q21. In the Task Order section 4.3.3, on page 15, states that ODC items will be printed and shipped. Can the government clarify if these materials will be shipped all at once or on-demand? If latter, how long will storage be required and how many shipments will be required?

A21: See A12. Shipments to warehouse can go all at once. Small batches to installations will be on-demand between January and May of election years.

Q22. Is there an incumbent for this work and are they eligible to bid as a prime on this small business set aside?

A22: See A1. This requirement is a set-aside for businesses who are considered small under

NAICS code 541613. In the System for Award Management (SAM), the incumbent is currently representing in FAR 52.219-1 Small Business Program Representation that is it not small under

NAICS 541613.

Q23. Page 5, PWS Section 4.2.1. Will the existing database(s) in use at FVAP be provided as Government Furnished Property/Equipment/Information (GFP/GFE/GFI) for bidders to maintain? If so, can the Government please provide some technical information about those databases (e.g., software platform used, hosting location, size/complexity)? Will bidders be responsible for obtaining initial Risk Management Framework (RMF) accreditation for GFE databases?

23a. If bidders are to propose their own database solution under the latter scenario, will

DPFSC accept RMF accreditation reciprocity from another DoD Component, as required by DoD Instruction 8510.01, “RMF for DoD Information Technology (IT),” May 24, 2016 and DoD Chief Information Officer (CIO) Memorandum “Cybersecurity Reciprocity,”

October 24, 2016?

A23: Existing and new databases are considered GFI and will be conveyed by the government via commercially available statistical software such as Stata. The contractor is required to maintain the database with RMF certification.

A23a: Existing offeror database solutions require RMF accreditation and an authority to operate based on use and possession of PII.

Q24. Page 5, PWS Section 4.2.4, and Page 14, Task One PWS Section 4.2.2. Should bidders assume the Government will provide the referenced Geographic Information

Systems (GIS) mapping software as GFP/GFE/GFI? If so, is the GIS software already

RMF accredited?

24a. Please clarify the statement “A risk management framework (RMF) must be in place prior to the start of work to ensure security of voter data being analyzed.” Does this refer to a requirement for bidders to obtain a new RMF accreditation for new or GFP/GFE/GFI software or is an RMF accreditation required for the bidder’s internal network on which the software will run?

A24: GIS software is not provided by the government, and does not require RMF accreditation.

Offeror must support integration with the government’s existing products, e.g. FVAP portal, tableau.

A24a: See A23a. New accreditation is not required if existing system is accredited.

Q25. Page 6, PWS Section 4.3.3. Is a “.mil” platform required for the training host environment or can it be hosed on a commercial platform? Will this host environment require RMF accreditation?

A25: Hosting may occur via commercial platform without RMF accreditation. CAC support is required for user tracking. Note that “content management” in 4.3.3 includes updates and edits to training modules.

Q26. Page 25, Price Proposal. Should bidders assume that staffing requirements are to remain consistent throughout the duration of the contract despite the Government’s uncertainty in the number and level of effort required for each task order?

A26: Yes. See Q27. Offeror’s Staffing Plan should cover the lifetime of the contract.

Q27. CLIN 0001 – What does quantity 25 represent?

A27: The CLIN 0001 description for the IDIQ Basic contract is for Information Purposes. Per the description, the Government anticipates 4-5 task orders per year. The quantity 25 represents the maximum task orders anticipated for the five year ordering period. Estimated up to 5 task orders per year under the 5 year ordering period (5 x 5 = 25).

Q28. Are the other direct cost amounts based on historical execution?

A28: Yes.

Q29. What is the current contract award amount?

A29: See A7.

Q30. How does the Government determine offeror size to ensure companies that have outgrown the size standard are not allowed to bid as a prime?

A30: The U. S. Small Business Administration (SBA) establishes small business size standards.

The regulations specifying size standards and governing their use are set forth in Title 13, Code of Federal Regulations, part 121 (13 CFR part 121), Small Business Size Regulations. SBA's size regulations pertaining to Federal procurement are also found in the Federal Acquisition

Regulation, 48 CFR part 19.

Q31. 4.2.1 page 5 and 14. Will there be an OMB clearance package requirement for focus group activity?

A31: See A8.

Q32. 4.3.3 page 15. Is the offeror responsible for printing the items contained in Task

Order 1 or will the Government utilize the Government Printing Office?

A32: Offerors are responsible for printing.

Q33. c.1.A.iv.b page 25. According to the instructions, the price proposal for Task Order 1 shall include proposed labor categories, hours and fully burdened labor rates, however

RFP Attachment 2 only indicates a requirement for a consolidated amount for CLIN 0001

(labor). Should offerors also show individual costs per labor category as supplemental information?

A33: Yes, offerors shall include the information requested in the solicitation in the Price

Proposal – Volume 1 (as supplemental information). The price information requested in the solicitation includes the proposed fully burdened labor rates for the First Task Order.

Q34. Does the Government want offerors to detail the composition of other direct costs for

CLIN 0003 of Task Order 1 or just provide the total cost?

A34: Yes, Offerors shall provide a breakdown of the other direct costs.

Q35. General: Can you provide the name of the incumbent awardee?

A35: See A1

Q36. General: Can you provide the current overall contract value and the value of each discrete task order?

A36: The current value of the IDIQ contract and the value of each task order (TO) issued under the contract is as follows:

TO13 $244,957.92

TO12 $698,865.96

TO11 $626,077.08

TO10 $627,693.72

TO9 $699,194.03

TO8 $690,646.01

TO7 $282,220.77

TO6 $1,071,102.32

TO5 $246,960.65

TO4 $302,945.00

TO3 $898,266.00

TO2 $872,676.00

TO1 $1,402,671.87

Total $8,664,277.33

Q37. Page 25, 1.A. Volume I: Provide all incumbent labor categories and fully burdened rate associated with these labor categories.

A37: The labor categories are as follows:

Subject Matter Expert I

Program Manager

Consultant

Project Manager

Project Coordinator

Senior Associate

Associate

Analyst

Research Assistant

Creative Director

Art Director

Video Editor

Video Producer

Social Media Manager

Communications Manager

Communications Specialist

The incumbent’s fully burdened labor rates will not be provided.

Q38. Page 8, 4.4.5: What are the current Key Performance Indicators (KPIs) used?

A38: Current KPIs include industry standards such as conversion rate, social media metrics, ROI, etc.

Q39. Page 10, 8.1.2: Does all technology need to be CAC accessible?

A39: No.

Q40. Page 15, 4.3.4: Are all years election years or are there "off-cycles"?

A40: Federal elections occur every two years. Special elections may occur at any time. Media buys only occur during federal elections.

Q41. What mode will the fielded surveys be - paper, web, other?

A41: FVAP's surveys (not fielded under this contract) are web-based with mail invitations.

Offeror’s technical proposal should identify ways to maximize response rates.

Q42. The specifications for the plastic wallet card state "plastic SFM .03." We have checked with several of our suppliers and none of them are familiar with the term SFM.

Can you please tell us what the acronym stands for? The closest we can determine is that it is referring to a type of machinery or machinery tolerance. If this is a manufacturer specific term, are there general specifications available so that we can bid our vendors?

A42: SFM is a manufacturer specific term. The term “SFM” has been removed from the First

Task Order PWS. Wallet cards should be plastic and meet the dimensions specified in the RFP.

Q43. Has a "not to exceed" budget been established for the five years? We have reviewed the RFP and associated documents and see that ODC will be capped at $2,750,000 and travel at $50,000.

What is the "not to exceed" limit for labor?

A43: The anticipated not-to-exceed “ceiling” for CLIN 0001 – Integrated Outreach Services –

Labor for the five year ordering period is $6,908,703.00.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 25-Oct-2018 11:00 AM to 30-Oct-2018 11:00 AM.

The following have been modified:

ADDENDUM TO FAR 52.212-1

Addendum to FAR Provision 52.212-1 Instructions to Offerors -- Commercial Items (Jan 2017)

The following paragraphs are deleted/removed from FAR 52.212-1:

(b)(4) is hereby deleted

(b)(6) is hereby deleted

(d) Product samples, is hereby deleted

(e) Multiple Offers, is hereby deleted

(h) Multiple awards, is hereby deleted

1.0 General Instructions for Request for Proposal (RFP)

(a) This acquisition will be a Firm-Fixed Price (FFP) single award Indefinite Delivery/Indefinite Quantity (IDIQ) contract using NAICS code 541613 (Marketing and Consulting Services) and advertised as a 100% small business set-aside. The period of performance is a five-year ordering period from the date of award.

(b) The offeror’s proposal must include all data and information requested by this Instruction to Offerors (ITO) and must be submitted in accordance with these instructions. The offeror shall be compliant with the requirements as stated in this solicitation. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase/parrot or restate the Government’s requirements but rather shall provide convincing rationale and approach to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience. Offerors shall also assume the Government will base its evaluation on the information presented in the offeror's proposal.

(c) Payment will be made through the Wide Area Workflow (WAWF) application in accordance with DFARS clause 252.232-7006, Wide Area Workflow Payment Instructions.

(d) This is an all-or-none requirement. Incomplete proposals will be deemed unresponsive and will not be evaluated. The offeror agrees to hold the prices in its offer firm for 120 calendar days from the date specified for receipt of offers, unless another time is specified in an amendment to the RFP.

(e) The Government will retain one copy of all unsuccessful proposals, in accordance with FAR Subpart

4.805 (Government Contract Files).

1.1 General Information

1.1.1 Communication with the Government

Offerors may email written questions requesting clarification of the RFP to the Contract Specialist, Karen

Cimorelli and the Contracting Officer, Darryl Barnes at: karen.s.cimorelli.civ@mail.mil and darryl.d.barnes4.civ@mail.mil, respectively. Use the Solicitation number in the Subject line. No information concerning this RFP or requests for clarification will be provided in response to telephone calls. Questions will be received up to 11:00 a.m. Eastern on 3 October 2018. Questions received after this time and date may not be answered.

1.1.2 Proposal Submissions

OFFERORS SHOULD NOTE THE FOLLOWING IMPORTANT INFORMATION REGARDING

PROPOSAL SUBMISSION:

a) 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 252.204-7004 Alt A prior to award. Registration information can be found at: https://www.sam.gov/portal/public/SAM/.

b) Proposal submissions in response to this solicitation must be received no later than the date and time specified in block 8 on the SF 1449 solicitation. No electronic submissions will be accepted. Submit proposals to the mailing address below and mark as follows:

DHRA/PK

Attn: Karen Cimorelli and Darryl Barnes

4800 Mark Center Drive West Tower, Suite 03E25

Alexandria, VA 22350-4000

DPFSC FVAP Integrated Outreach

RFP #: H9821018R0030

NOTE: If hand delivering a proposal, contact the Contract Specialist via email at least five business days prior to the due date for delivery instructions.

(c) Proposal:

1) Proposals shall be submitted in three separate volumes as follows:

mailto:karen.s.cimorelli.civ@mail.mil mailto:darryl.d.barnes4.civ@mail.mil https://www.sam.gov/portal/public/SAM/

A. VOLUME I – Business and Pricing: Offerors shall submit one hard copy and one electronic copy (on

CD) of this Volume. DO NOT SUBMIT THUMB DRIVES FOR ANY VOLUME. This volume shall include:

i. Offeror Information: Company Name, Address, Point of Contact Information and Phone Number, CAGE code, DUNS Number, Tax Identification Number (TIN), Business Size.

ii. Signed copy of the Standard Form (SF) 1449, with blocks 17 and 30 a-c completed and signed copy of the SF 30 of any amendments issued against this solicitation.

iii. Completed Representations and Certifications of Offeror (FAR Clause 52.212-3 Alt I).

iv. Price Proposal: This section shall include:

a. A completed Price Sheet (RFP Attachment 1). Offerors shall provide the labor categories, fully burdened (FFP) labor rates, and the escalation rate for the out-years proposed for completing the tasks of this requirement for each year of the five year IDIQ ordering period as specified in the

Price Sheet (RFP Attachment 1). The labor rates proposed will be used throughout the five year ordering period. Each labor category proposed for this contract shall be clearly defined.

The anticipated Period of Performance of the Base IDIQ contract is January 2019 - January 2024.

Note: Offerors shall not propose any pricing information against the SF1449 Schedule CLINs for the Basic contract (pages 3-4). Price assumptions will not be considered in Offeror’s price proposal. Address price inquires in the Question and Answer period.

b. Task Order One Price: A completed Schedule (CLIN Structure) at RFP Attachment 2.

Pricing shall be Firm Fixed Price, per unit and by CLIN. The price proposal for Task Order 1 shall include proposed labor categories, hours, and fully burdened labor rates for the requirement detailed in the Task Order One Performance Work Statement (PWS).

The Government anticipates awarding Task Order One at the time the basic contract is awarded.

The period of performance for Task Order One shall be effective date of order award through 12 months.

Note: Other Direct Cost (ODC) CLIN – Offerors shall propose a price for the ODCs on Task

Order One and include a breakdown of the costs.

Travel CLIN – Offerors shall not propose a price for the Travel CLIN. A not-to exceed (NTE) amount will be entered at the Task Order One award. These CLINs are Time and Material (T&M)

CLINs with no profit or fee included.

c. The Government will evaluate offers for award purpose by adding the total of all CLIN prices for Task Order One.

d. Optional six (6) month period of performance utilizing FAR 52.217-8: The Government may require continued performance of any services within the limits and at the rates specified in the contract. If this option is utilized, the rates specified in the Base contract for the last year of the five year ordering period will be utilized for continued performance under any resultant task orders.

e. The Historical workload data provided in RFP Attachment 3 is for informational purposes only, and represents the most current and best available data at the time of Solicitation issuance.

B. VOLUME II – Technical: Offerors shall submit one original, three hardcopies, and one electronic copy

(on CD) of this volume which shall include, and address items B (i-ii) below. The total page count for this volume shall not exceed 40 single-sided pages, inclusive of any table of contents (TOC), appendices, attachments etc. The Government will only review up to the 40 th page of this volume, therefore, any pages beyond will not be evaluated. Margins shall not be less than ½ inch. Font may be Times New Roman or

Arial with not less than eleven pitch.

i. Technical Proposal: This section shall address the Offeror’s technical capability of meeting the requirements of the IDIQ and Task Order One PWS’ as described in the Evaluation Factors, Criteria and Rating Methods (See Addendum to FAR Provision 52.212-2).

ii. The proposal shall address the following elements: Technical Approach and Methodology, Project

Management Plan, Staffing Plan, Risk Management Framework (RMF) and Task Order One.

Offerors shall provide approaches to these elements in accordance with the Evaluation Factors, Criteria and Rating Methods (See Addendum to FAR Provision 52.212-2).

iii. Offerors will be rated at the factor level for the Technical Factor and will be assigned one overall

Technical Rating in accordance with Evaluation Factors, Criteria and Rating Methods (See

Addendum to FAR Provision 52.212-2).

iv. Any proposal receiving a rating of “Marginal” or “Unacceptable” for this factor is deemed to have a risk that is high or so high that award cannot be made against the proposal and the proposal will not be further evaluated.

C. VOLUME III – Past Performance: The total page count for this volume shall not exceed 15 single-sided pages, inclusive of any table of contents (TOC), appendices, attachments etc. Offerors shall submit one original, three hardcopies, and one electronic copy (on CD) of this volume which shall include:

i. Past Performance References: Offerors shall provide past performance information on no more than three references of recent and relevant past contracts. All references shall address current projects or those completed by the offeror as a prime contractor. To be recent, the past performance effort being submitted for evaluation must have occurred within the last five years from the date of issuance of this solicitation.

ii. Past Performance Relevancy Questionnaire (PPRQ): For each reference (contracts/work efforts) being submitted, complete and include a Past Performance Relevancy Questionnaire

(PPRQ) found at RFP Attachment 4. Complete and submit one PPRQ per reference. If an offeror submits more than one contract for each reference, those contracts will not be reviewed by the Government.

iii. The Government will consider each offeror’s recent and relevant record of performance in supplying services as a prime contractor. Each PPRQ past performance reference submitted will receive a relevancy rating using the Past Performance Relevancy Ratings, in accordance with the

Evaluation Factors, Criteria and Rating Methods (See Addendum to FAR Provision 52.212-2).

Past performance relevancy will consider how each present/past performance effort submitted involved essentially the same scope (number of task/extent/size or range of contract) and magnitude (dollar amount analogous to this effort) of effort and complexities (the degree of details and difficulties relating to what) this solicitation requires.

The Government may utilize the references submitted to obtain additional performance information on the offeror. Past Performance performed by the Prime as a subcontractor and

Past Performance for subcontractors will not be reviewed. Should the offeror possess no relevant past performance, a written statement shall be provided by the offeror so indicating. In this case, the offeror will not be evaluated favorably or unfavorably on past performance and will be assigned a rating of Unknown Confidence.

iv. Performance Confidence Assessments: The Performance Confidence Assessment will be in accordance with Evaluation Factors, Criteria and Rating Methods (See Addendum to FAR

Provision 52.212-2). In the case of offerors for which there is no information on past contract performance or where past contract performance information is not available, the offeror may not be evaluated favorably or unfavorably on the factor of past contract performance.

v. The Government reserves the right to obtain information relative to each of the present and past performance on its own, in addition to information provided by the offeror. The offeror’s past performance may be reviewed and evaluated through the use of systems and past performance information may be obtained from any other sources available to the Government, to include, but not limited to, the Past Performance Information Retrieval System (PPIRS), Federal Awardee

Performance and Integrity Information System (FAPIIS), or other databases; the Defense Contract

Management Agency; and interviews or questionnaires with/from Program Managers, Contracting

Officers, and Fee Determining Officials or other sources known to the Government.

1.1.3 Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) website at http://www.fedbizopps.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

1.1.4 Oral Presentations

Oral presentations will not be permitted.

1.1.5 Amendments to Solicitation

If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment to this request by the day and time specified in the amendment(s).

1.1.6 Organization/Number of Copies/Page Limits

The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in the Table. The volumes identified in the table shall be separately bound in three-ring binders. The contents of each proposal volume are described in the ITO paragraphs as noted in the table below:

Table 1

Proposal Organization

VOLUME

ITO Paragraph

Number

VOLUME TITLE COPIES PAGE LIMIT

I 1.1.2 (c) A Business and Pricing

1 Hard Copy;

1 Compact Disc (CD) (read-only)

NO Thumb Drives

No Page Limit

II 1.1.2 (c) B Technical Proposal

4 Hard Copies;

1 Copy on the CD (read-only)

40 pages inclusive of

TOC, Appendices, Attachments, Etc.

http://www.fedbizopps.gov/

III 1.1.2 (c) C Past Performance

4 Hard Copies;

1 copy on the CD (read-only)

15 pages inclusive of

TOC, title page, Etc.

NOTE: All three electronic volumes shall be consolidated on one CD.

1.1.7 Pricing Related Data

All pricing data shall be addressed ONLY in the Price Proposal Volume. Electronic Format will be in Excel.

1.1.8 Cross-Referencing

The proposal volumes shall be written on a stand-alone basis so that its contents may be evaluated without cross referencing to another volume. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal.

1.1.9 Indexing

Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections and will not count against page limitations.

1.2.0 Title Page

Each volume must include a title page. The title pages must show the following:

(a) Solicitation Number

(b) Name, address, telephone numbers, and e-mail address of the offeror

1.2.1 Binding and Labeling

Each volume of the proposal shall be separately bound in a three-ring, loose leaf binder permitting the volume to lie flat when open. Staples shall not be used. A cover sheet shall be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification, and the offeror's name. The same identifying data should be placed on the spine of each binder. Be sure to apply all appropriate markings including those prescribed in accordance with FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and

Source Selection Information.

1.2.2 Electronic Proposals

Electronic offers, alone, will not be accepted. However, each offeror is required to submit an identical electronic copy of each proposal volume consolidated on one CD (read-only) no later than the required proposal due date. The

CD shall be in addition to the required number of hard copies designated in Table 1 above. The content and page size of electronic copies must be identical to the hard copies. The outside of the CD or the CD jacket must be labeled to correspond with the hard copies. For electronic copies, indicate volume number and title, and use separate files to permit rapid location of information. The electronic copies of the proposal shall be submitted in a format readable by

Microsoft (MS) Office 2010, or newer, suite of applications. In the event that hard copies and electronic copies of a proposal are submitted and if there are any discrepancies between the hard copies and electronic copies of the proposal, the hard copies will be used for evaluation.

1.2.3 Late Proposals

Late proposals will not be accepted and will be processed in accordance with FAR 52.212-1(f) Late

Submissions, Modifications, Revisions, and Withdrawals of Offers.

1.2.4 Contract Award

In accordance with 52.212-1(g), the Government intends to evaluate offers and award a contract without discussions with offeror’s; however, the Government reserves the right to conduct discussions if determined by the Contracting Officer to be necessary.

(END OF INSTRUCTIONS TO OFFERORS)

PERFORMANCE WORK STATEMENT

FEDERAL VOTING ASSISTANCE PROGRAM

INTEGRATED OUTREACH

1.0 INTRODUCTION

1.1 The Federal Voting Assistance Program (FVAP) requires contractor support to provide nonpartisan absentee voter assistance through marketing, education, and research services. Deliverables include items that will inform Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) citizens of their voting rights and options, increase awareness of FVAP’s tools and services, and enable data-driven decision making for current and future activities.

2.0 BACKGROUND

2.1 FVAP seeks to increase voter and stakeholder awareness of UOCAVA by distributing information about voter registration, absentee ballot requests, and use of a backup ballot. Surveys of absent military and overseas citizen voters frequently show that they need more awareness of FVAP’s resources. FVAP consistently works to improve the outreach techniques, messages, and information provided to UOCAVA voters and their supporters, such as Voting Assistance Officers, Election Officials, and advocacy groups.

Recent research has identified assistance gaps and revealed new avenues for FVAP to reach its prospective audience. Pursuant to the authority in Title 52, United States Code, Section 20304(c), FVAP seeks to better reach these voters with improved outreach techniques and notify them of the resources available to assist them in absentee voting. An annual report to Congress that describes the effectiveness of the voting assistance program requires FVAP to research and evaluate data to improve outreach efforts.

2.2 To better reach target audiences, FVAP requires an in-depth understanding of the communication practices of these audiences and the ability to translate complicated research data into actionable insights. Frequent monitoring of FVAP’s media, messaging, and web presence is required to maintain an informed overview of its voter assistance activities. FVAP seeks support to analyze and interpret findings from election data and surveys. Title 10 USC 1566 and 1566a requires the Secretary of Defense to prescribe regulations under the National Voter Registration Act (52 USC 20506) and DoDI 1000.04, Federal Voting Assistance

Program (9/13/2012) for the military Services to provide voting assistance and maintain voting assistance offices. FVAP regularly gathers compliance information through site visits, mandatory metrics, and direct outreach to military installations. To communicate best practices to the Services in the midst of institutional and policy changes, FVAP will assess current practices and compile recommendations based on the

Services’ feedback.

3.0 SCOPE

3.1 The Contractor shall provide the personnel, management, materials, and equipment necessary to create and provide integrated nonpartisan marketing, education, and research deliverables for FVAP to utilize. This includes advertising, direct outreach, database and interactive marketing, public relations, media planning, voter assistance education, research, and data analysis.

3.2 The Government will issue Task Orders to obtain services under this contract. Each Task Order will include specific requirements. This Performance Work Statement (PWS) describes the types of services that may be required under this contract.

4.0 REQUIREMENTS The Contractor shall:

4.1 Program Management. Provide program management for the contract, its employees, and their assigned activities.

4.1.1 Host a kick-off meeting within 5 days after each new task order is awarded. Discuss any items requiring clarification and provide information to support each deliverable. Provide a written summary of the kick-off meeting within 2 business days after each meeting.

4.1.2 Submit weekly status reports on all deliverables. Status reports will outline each project’s current deadlines, milestones, and outstanding actions. Highlight items at risk of missing deadlines. Submit month-end reports on all deliverables in the form of a PowerPoint presentation. Each slide should detail completion dates and action items for major deliverables. The month-end report will count as the status report for that week.

4.1.3 Upon completion of a project, provide final deliverable to FVAP in the file format and naming convention specified by the COR. All deliverables will be clearly labeled and organized for FVAP to utilize and share with its stakeholders.

4.2 Research

4.2.1 Gather strategic insights by conducting focus groups, and interviews of active duty military members, military spouses, overseas citizens, Election Officials, and Voting Assistance Officers. Collect and tabulate data to create documented databases that are ready for analysis. Analyze and evaluate data collection methods for recommendations on best practices and improvements to survey instruments. Review survey data for insights on barriers, opinions, and tactics for survey groups. For examples of survey instruments and reports see http://www.fvap.gov/info/reports-surveys/search-reports-surveys.

4.2.2 Analyze and interpret findings from past FVAP surveys. Present findings to FVAP in reports that contain actionable insights from research results. Write an integrated report that incorporates analyses of various research questions. Incorporate other voting-related studies, and analyze survey results versus numbers reported to FVAP. Create executive survey notes for public release. Include a marketing distribution plan that promotes FVAP’s brand value as a source of election data. Examples of current executive notes can be found at https://www.fvap.gov/uploads/FVAP/Reports/2015_FVAP_ResearchNote6_Final_1027.pdf and https://www.fvap.gov/uploads/FVAP/Reports/SocialConnectivityResearchNote_20161025.pdf.

4.2.3 Communication Research Notes. Develop one communication research note every quarter on a COR-approved subject pertaining to absentee voting. Identify key analytic insights resulting from FVAP surveys so FVAP can better understand its stakeholders and improve communication techniques. Each research note should include a distribution plan that raises FVAP’s brand value as a source of election data.

Research notes will include an executive summary, introduce the issue, appropriately detail the analytic methods used, and highlight the importance to FVAP and the UOCAVA population more broadly. The notes will be written and formatted in a manner appropriate for distribution on the FVAP website and tailored towards public consumption. Develop supporting infographics that visually convey key findings to the average site visitor. Current examples of research notes can be found at https://www.fvap.gov/uploads/FVAP/Reports/ResearchNoteInternationalMail_20161128_final.pdf and

4.2.4 Provide research support and perform data analysis equivalent to one dedicated FTE statistician. Areas of support include but are not limited to projects involving packaging of survey data for the report to

Congress, dashboard and Geographic Information Systems (GIS) mapping software, ballot transmission, return/rejection rates, and resource utilization.

4.2.5 Prepare required administrative packages for licensing by the Department of Defense and the Office of

Management and Budget (OMB) pursuant to the Paperwork Reduction Act. This includes supporting applications for information collections along with contact strategy supporting documentation. OMB clearance typically requires approximately 120 days. Offeror must devote sufficient time and resources to complete the clearance process in order to meet project deadlines. See DOD Information Collection guidance at http://www.dtic.mil/whs/directives/collections/index.html.

4.3 Communications

http://www.fvap.gov/info/reports-surveys/search-reports-surveys https://www.fvap.gov/uploads/FVAP/Reports/2015_FVAP_ResearchNote6_Final_1027.pdf https://www.fvap.gov/uploads/FVAP/Reports/SocialConnectivityResearchNote_20161025.pdf https://www.fvap.gov/uploads/FVAP/Reports/ResearchNoteInternationalMail_20161128_final.pdf https://www.fvap.gov/uploads/FVAP/Reports/SocialConnectivityResearchNote_20161025.pdf

4.3.1 Develop a comprehensive strategic communications plan that includes creative outreach (4.3.2), a media plan (4.4.1), and a crisis plan (4.5.1). Facilitate two planning sessions with FVAP to prepare for each federal election cycle. The first session will review results from the previous election cycle and recommend adjusted strategies and tactics for inclusion in the draft communication plan. The second session will dive deep into the draft communication plan and refine it where necessary. Planning sessions and meetings that inform the overall campaign will include additional planning documents without the need for a separate, dedicated planning process. Apply lessons learned and research findings to ongoing marketing and outreach efforts. Leverage preliminary post-election survey data to capitalize on what worked and revise what did not. The communication plan for all target audiences will include situational analysis, audience identification and analysis, messaging, strategies, tactics, and timelines.

4.3.2 Provide creative outreach production services for execution of the strategic communication plan.

Production capabilities include graphic design services, printing and shipping (to include labeling and packaging) of collateral materials to FVAP specified locations (i.e. warehouses, military installations, and

Embassies), commercial photography and videography, and interactive marketing (web, CD/DVD, TV, and radio). Creative work embraces the FVAP mission and is well conceived to execute a multi-disciplinary communications plan. Creative development is determined by the message that needs to be communicated, the audience it is intended for, and the platform through which it will be presented. When possible, creative content should be vetted by focus group feedback. Creative development for broadcast, internet, and social media campaigns includes copy platforms, advertising campaigns based on a single theme, unique selling propositions, brand image, dramatic elements, and brand positioning. Oversee all production, to include creative development, location and studio filming, and talent acquisition. Document and make accessible to the Government upon request, talent contracts, music rights, and any other information that involves legal issues to broadcast, use, or distribute content. The Government will obtain unlimited right in all broadcast products. Update and create outreach materials that spread awareness of FVAP initiatives, and drive stakeholders to desired outcomes and online conversion. Outreach materials include but are not limited to pamphlets, booklets, brochures, newsletters, newspaper advertisements, printed and electronic displays, exhibit materials, posters, web banners, apps, video, radio, and interactive tools. Print hardcopy collateral materials (ex. Voting Assistance Guide, workshop booklets, and wallet cards) on an as need basis and mail them to FVAP specified locations. Examples of outreach materials can be found at www.FVAP.gov/info/outreach.

4.3.3 Provide training tool recommendations and content management that explains complex absentee voting procedures. Training tool audiences include Voting Assistance Officers, Installation Voter Assistance

Offices, Election Officials, voter advocacy organizations, and overseas absentee voters. Existing training modules can be found at http://www.fvaptraining.com/FVAPTraining/. Research adult education best practices that assess stakeholder apprehension about FVAP’s training and communications services.

Develop and maintain a host environment that supports:

Windows Server 2008 R2 Standard

Microsoft IIS 7.5

Custom web application and web services built using Microsoft ASP.Net 4.0

Microsoft SQL Server 2008

Training Modules packaged for the web (mostly html and JavaScript)

4.4 Media

4.4.1 Prior to each federal election cycle develop a media plan that includes paid, earned, and organic social media strategies and tactics. Explain marketing choices, performance forecasts, and multi-faceted approach to reach and engage target audiences.