H9821018R0030_DPFSC_FVAP_Integrated_Outreach_26_Sep_18.pdf

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H9821018R0030 26-Sep-2018

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SMALL BUSINESSX

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SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

H9821018R0030

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 25 Each Integrated Outreach Services - Labor

FFP

Federal Voting Assistance Program (FVAP) Integrated Outreach Services in accordance with the Performance Work Statement (PWS). The Government anticipates 4 - 5 task orders per year.

Do Not Propose; For Information Purposes Only

FOB: Destination

NET AMT

0002 Unitless Travel

T&M

Travel in support of services performed under this contract reimbursed IAW the

Joint Travel Regulation (JTR). The Government's Not To Exceed (NTE) amount is estimated at $50,000.00 over the 5-year ordering period. Profit or fee shall not be included or paid on this CLIN. Do Not Propose/Information Only

TOT ESTIMATED PRICE

CEILING PRICE

0003 Unitless Other Direct Costs (ODCs)

T&M

ODCs in support of FVAP Integrated Outreach Services. The Government's

NTE amount is estimated to be $2,750,000.00 over the 5-year ordering period.

Profit or fee shall not be included or paid on this CLIN.

Do Not Propose; For Information Purposes Only

TOT ESTIMATED PRICE

CEILING PRICE

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 Destination Government Destination Government

0002 Destination Government Destination Government

0003 Destination Government Destination Government

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 http://www.fvap.gov/info/reports-surveys/search-reports-surveys 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.

4.3 Communications

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.

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 http://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. Media plan will emphasize, but not be limited to, reaching young military Service members (18-24 years old), spouses, and overseas citizens. The plan will use targeting, scalability, and relevancy criteria; be based on an estimated $700K media budget; and emphasize digital and social ads. The plan will utilize current platforms (e.g., Facebook, Twitter, Google) and recommend others.

4.4.2 Post content and place approved media campaigns that target military members, their families, and overseas citizens during federal elections. Integrate media planning and buying functions across a full array of traditional, integrated, and emerging media platform. Execute media buys per Government-approved media plans. Place approved print, digital, and social media advertising using new and emergent technologies, for example, social media outlets, mobile applications, tablet media, blogs, podcasts, and livestreams. Place, monitor, update, and optimize ads on search engines (e.g., Google and Yahoo). Place advertising in weekly and monthly print and online publications, including the Military Times Group, Stars

& Stripes, Military Spouse, Casale, Buzzfeed, Tribal Fusion, and Facebook. Identify earned media outlets and pitch stories to the outlets on behalf of FVAP. See the 2016 Report to Congress for examples of

FVAP’s media purchases and results.

https://www.fvap.gov/uploads/FVAP/Reports/FVAP2016Report_20170731_final.pdf.

4.4.3 Monitor purchased outreach outlets on a weekly basis to ensure they perform in support of communications plan. Report outcomes and adjustments to FVAP on a monthly basis. Includes SIGMA encoding, placement monitoring, audience deliveries, delivery data, and optimization, as well as inclusion and tracking through Google Analytics for full-picture metrics. During election years, monitor mass and social media engagement on a daily basis through comprehensive coverage of FVAP and its key topics using news and social media monitoring services. Monitor print advertising placements as publication issues become available and secure proof of publication. Monitor for print production quality (color fidelity and reproduction values) and for ad unit placement within publication. Monitor digital, social media, and search engine placements among networks and optimize placements to achieve efficient click-through rates.

Deliver metrics-tracking, copies of placements, and weekly monitoring reports.

4.4.4 Report on paid media buys and their results. Provide performance guarantees with media sources. Pursue make-good advertising placements if actual performance does not meet agreed guarantees. Utilize data-driven measurement techniques to evaluate the effectiveness and efficiency of media buys. Emphasize outcomes that support FVAP’s mission and measure return on investment for each component of the buy.

Provide expert recommendations with media mix and spending, media planning, creative content development, and evaluation. Employ industry effectiveness measures in media planning, placement, and evaluation. This includes reach and frequency, cost-per-thousand, audience composition, audited circulation data, editorial profiles, and ratings. Use effectiveness measures to determine the most cost-effective media to reach FVAP target audiences. Conduct post-buy analyses that compare actual results to http://www.fvaptraining.com/FVAPTraining/ https://www.fvap.gov/uploads/FVAP/Reports/FVAP2016Report_20170731_final.pdf the media plans. Establish metrics reports that provide path analyses of the advertising efforts. Leverage tracking features of FVAP’s Google Analytics tool to track data as specified in Task Orders.

4.4.5 Review post-election campaign analytics to determine whether communications plan was optimized for target audiences, behavioral goals, and conversion. Establish Key Performance Indicator (KPI) targets, retroactively compare against past metrics, and develop custom dashboard in Google Analytics. Conduct technical and content review to increase search engine traffic, optimize links and content, solve technical issues, and set specific metrics to monitor and track organic traffic. Provide recommendations for optimizing FVAP.gov, including its goals, design, tags, and content, for the future. Report on campaign activities, lessons learned, and potential adjustments to strategy or tactics, including new partnerships, products, and activities.

4.5 Public Relations

4.5.1 Plan, coordinate, and execute public relations activities to raise awareness of FVAP and address issues arising from legislative changes, outreach initiatives, research findings, and federal elections. Assess partner engagement activities and foster ongoing relationships. Assist with cross-Service speaking engagements on public relations-related issues and strategies. Identify spokespersons for potential speaking engagements. Historically, FVAP engaged in Pentagon press conferences, blogger roundtables, and media engagements with outlets such as CNN, Washington Times, Politico, New York Times, and NPR. Identify potential new partners (e.g., private and public organizations) and establish relationships for elections.

Facilitate meetings between FVAP and nongovernmental organizations, provide ideas for joint activities, and assist Government in developing one major activity to dovetail with key communications activity each election year. FVAP staff will act as direct liaisons with partner organizations. The contractor will provide environmental scans, contact information, outreach materials, and outcome evaluations.

4.5.2 Coordinate and execute all media services (wire and mat releases, press release distribution) and broadcast clippings (news wire, media clippings, and tracking pixels). Develop and produce press releases, public affairs guidance, press kits, interactive presentations, and other media materials. Based on lists of media in geographic areas with high numbers of UOCAVA citizens, as well as national and international media and contributors who cover UOCAVA-related issues, build and nurture relationships with the media to position

FVAP as an authoritative source of election information. An example of a press release can be found at https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress.

4.5.3 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. Examples of media-friendly briefs can be found at https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress and https://www.fvap.gov/info/news/2016/9/21/dod-releases-new-estimates-and-survey-of-overseas-voters .

Examples of earned coverage can be found at

4.5.4 Collect broadcast clippings with news wire and media tracking services. Provide a consolidated weekly report to the COR. Report hot-topic items to FVAP within five business hours of the article being posted

(FVAP business hours are 0730-1630 ET). These are issues that are likely to generate media and

Congressional interest, leading to increased queries and/or criticism.

5.0 DELIVERABLES

https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress https://www.fvap.gov/info/news/2016/9/21/dod-releases-new-estimates-and-survey-of-overseas-voters

Deliverables Ref. Delivery Date

Task Order Kick-off Meeting and

Summary 4.1.1

No later than (NLT) 5 business days after award

Summary NLT 2 business days after meeting

Status Reports 4.1.2 NLT noon eastern every Wednesday

Data Collection 4.2.1 Annually

Survey Analysis 4.2.2 Annually

Research Notes 4.2.3 NLT the last day of each quarter

Research Support 4.2.4 March 1 - September 1 of odd years

Communications Plan 4.3.1 NLT September 1 of odd years

Creative Production 4.3.2 Quarterly

Training Tool Evaluation and Hosting 4.3.3

NLT 6 months after presidential elections

Continuous

Media Plan 4.4.1 NLT September 1 of odd years

Media Buy 4.4.2 March 1 – November 30 of even years

Media Buy Monitoring 4.4.3 March 1 – November 30 of even years

Media Buy Metrics 4.4.4 NLT 3 months after each federal election

Post-Campaign Report 4.4.5 NLT 3 months after each federal election

PR Plan 4.5.1 NLT September 1 of odd years

Press Releases 4.5.2 Quarterly

Media Briefs 4.5.3 One for every research note and annual report

Media Monitoring 4.5.4

February 1 – November 30 of even years

Weekly consolidated reports

Report hot-topic items within 5 business hours

6.0 CONTRACTOR MANPOWER

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for FVAP 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 shall obtain prior written approval from the COR before making travel arrangements. Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts). Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

7.2 Travel may be required to provide in-person meetings with FVAP for support as specified in this contract.

Travel may occur within the continental United States (CONUS) or outside the continental United States

(OCONUS) in order to support research initiatives or photoshoots. Estimate at 7+ days per year.

http://www.ecmra.mil/

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 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.

8.1.2.3 Maintain favorable FBI National Criminal History checks and ensure completion and successful adjudication of a NACLAC as required for Federal employment.

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.

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

Office and secondly to the COR.

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

(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.

8.5 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.

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

9.1 As needed, the Government will provide digital files containing survey data, as well as legacy creative outreach design files.

10.0 PLACE OF PERFORMANCE

10.1 The Contractor will work at its own facility. The Government will not provide work space.

11.0 QUALITY CONTROL

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

12.0 QUALITY ASSURANCE

12.1 The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

12.2 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.

13.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

13.1 Purpose. The PRS lists performance objectives for the required services the Government will surveil. The absence of any contract requirement from the PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract including the clauses entitled “Inspection of Services” or “Inspection” or “Default” in Section E and Section I of the contract.

13.2 Components. The PRS states the performance objective (required service), and threshold (performance standard, accept and reject points (if applicable)) in either a qualitative or quantitative fashion for each critical success factor.

Performance Objective PWS

Paragraph

Performance Standard/Acceptable Quality Level

Task Order Kick-off

Meeting and Summary 4.1.1

Drafts, responsiveness to feedback, and weekly progress calls meet content requirements and are delivered on time. AQL 95% weekly

Status Reports 4.1.2 Data is complete and correctly formatted. AQL 95% annually

Data Collection 4.2.1 Integrated report doesn’t require editing and is delivered on time.

AQL 95% annually

Survey Analysis 4.2.2 Notes don’t require editing and are delivered on time.

AQL 95% quarterly

Research Notes 4.2.3 Analyst provides accurate and timely responses to research inquiries.

AQL 95% weekly

Research Support 4.2.4 Provides innovative and actionable solutions, and is delivered on time. AQL 95% annually

Communications Plan 4.3.1 Creative assets only require minor edits and are delivered on time.

AQL 95% quarterly

Creative Production 4.3.2 Training modules properly hosted and maintained.

AQL 95% monthly

Training Tool Evaluation and Hosting 4.3.3

Provides innovative and actionable solutions, and is delivered on time. AQL 95% annually

Media Plan 4.4.1

Content displays correctly and illustrates ROI by driving traffic to

FVAP.gov as demonstrated by metrics. AQL 95% monthly

Media Buy 4.4.2

Media buy outcomes have positive ROI and low performance is quickly resolved.

AQL 95% weekly

Media Buy Monitoring 4.4.3

Accessible metrics that provide actionable insights and are delivered on time.

AQL 95% weekly

Media Buy Metrics 4.4.4 Doesn’t require editing and is delivered on time. AQL 95% annually

Post-Campaign Report 4.4.5 Plan is feasible and delivered on time. AQL 95% annually

PR Plan 4.5.1 Minimal editing required and delivered on time. AQL 95% quarterly

Press Releases 4.5.2 Briefs generate positive feedback and conversation in the media, and are delivered on time. AQL 95% quarterly

Media Briefs 4.5.3 All hot topic items reported on time. AQL 95% weekly

Media Monitoring 4.5.4 Drafts, responsiveness to feedback, and weekly progress calls meet content requirements and are delivered on time. AQL 95% weekly

14.0 Mandatory Training Requirements for Contractors:

Contractor employees performing under this contract shall complete the following mandatory trainings within 30 days of contract award and date of any option exercised. If additional mandatory training is required, amendment or modification will be issued to incorporate the changes.

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

2. Privacy Act and Personally Identifiable Information IAW DoDD 5400.11 dated October 29, 2014 and the training is currently available at https://iatraining.disa.mil/eta/piiv2/launchPage.htm https://securityawareness.usalearning.gov/disclosure/index.html https://iatraining.disa.mil/eta/piiv2/launchPage.htm

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

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

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

The Contractor program manager shall provide a copy of its employee(s)’ training certificate to the Contracting

Officer’s Representative (COR) to meet the mandatory training requirements. The CORs shall maintain the contractor’s certificate(s) in the COR file or CORT.

TASK ORDER ONE PWS

PERFORMANCE WORK STATEMENT

FEDERAL VOTING ASSISTANCE PROGRAM

INTEGRATED OUTREACH – TASK ORDER 1

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

https://iatraining.disa.mil/eta/disa_cac2018/launchPage.htm https://securityawareness.usalearning.gov/itawareness/index.htm https://securityawareness.usalearning.gov/cidod

3.1 The Contractor will 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.

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 the 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 days of 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 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. Current examples of research notes can be found at https://www.fvap.gov/uploads/FVAP/Reports/ResearchNoteInternationalMail_20161128_final.pdf and

4.2.2 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.

4.3 Communications

4.3.1 Create a 3-minute training video that introduces overseas citizens to the absentee voting process and describes how to complete and submit both the Federal Post Card Application (FPCA) and Federal Write-in

Absentee Ballot (FWAB). Review current research to develop concepts that will appeal to and reach the target audience. Obtain feedback on the approach by conducting focus group testing of six to eight individuals who represent the target audience. (Potential other direct costs (ODCs) include testing space, recruit incentives, and technology.) Pitch multiple concepts that are both informative and engaging.

Develop a storyboard and script for the concept selected by the government. Film the video on location, create animations, and conduct all post-production. Use only royalty-free images and talent. The government must retain unrestricted rights to distribute the video. Develop a management and distribution plan to assess training video usage and effectiveness.

https://www.fvap.gov/uploads/FVAP/Reports/ResearchNoteInternationalMail_20161128_final.pdf

4.3.1.1 Edit full-length video into six shareable clips of various lengths (ex. 10-sec, 30-sec) and post them on social media and TV according to the Communications Plan. Utilize FVAP’s ADM training video as a benchmark: https://www.fvap.gov/militaryhowto.

4.3.2 Create three 1-minute training videos (webisodes) for key stakeholders, namely Embassy/Consulate staff, Election Officials, and NGOs. The videos will inform each interest group how best to assist voters, and address key issues/questions that each group may have. Review current research to develop concepts that will appeal to and reach the target audience. Obtain feedback on the approach by conducting focus group testing of six to eight individuals who represent the target audience. (Potential ODCs include testing space, recruit incentives, and technology.) Pitch multiple concepts that are both informative and engaging.

Develop storyboards and scripts for the concept selected by the government. Film the videos on location, create animations, and conduct all post-production. Use only royalty-free images and talent. The government must retain unrestricted rights to distribute the video. Develop a management and distribution plan to assess training video usage and effectiveness.

4.3.3 Print the following ODC items using the design files provided by FVAP. Package, label, and ship collateral materials according to the guidance provided by FVAP’s warehouse.

100,000 wallet cards, 2 1/8”x3 3/8”, 4 colors, 2 sides, 1 page, rounded corners, plastic SFM .03 w/high gloss finish

50,000 trifold brochures, 8.5”x11”, 4 colors, 2 sides, 1 page, 50# cover

20,000 posters, 18”x24”, 4 colors, 1 side, 1 page, 50# cover

4.3.4 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. Media plan will emphasize, but not be limited to, reaching young military Service members (18-

24 years old), spouses, and overseas citizens. The plan will use targeting, scalability, and relevancy criteria;

be based on an estimated $700K media budget for the election year; and emphasize digital and social ads.

The plan will utilize current platforms (e.g., Facebook, Twitter, Google) and recommend others.

4.3.5 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. Examples of media-friendly briefs can be found at https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress and https://www.fvap.gov/info/news/2016/9/21/dod-releases-new-estimates-and-survey-of-overseas-voters .

Examples of earned coverage can be found at

5.0 DELIVERABLES

Task Order Kick-off Meeting and

Summary 4.1.1

No later than (NLT) 5 business days after award

Summary NLT 2 business days after meeting

Status Reports 4.1.2 NLT noon eastern every Wednesday

Research Notes 4.2.1

#1 Initial draft NLT 3/15; Final NLT 3/30

#2 Initial draft NLT 6/15; Final NLT 6/30

#3 Initial draft NLT 9/15; Final NLT 9/30

Research Support 4.2.2 RMF within 90 days of award https://www.fvap.gov/militaryhowto https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress https://www.fvap.gov/info/news/2016/9/21/dod-releases-new-estimates-and-survey-of-overseas-voters

Full OC Training Video 4.3.1 Initial cut NLT 10/01

Final cut NLT 11/01

Clips and PSAs 4.3.1.1 Initial cuts NLT 10/01

Final cuts NLT 11/01

Webisodes 4.3.2 Initial cut NLT 6/01

Final cut NLT 7/01

Collateral Production 4.3.3 NLT 6/30

Media Plan 4.3.4 Initial draft NLT 5/1; Final NLT 5/31

Media Briefs 4.3.5

Research Note: NLT 5/2

Annual Report: On day of release

PEV: On day of release

6.0 CONTRACTOR MANPOWER

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for FVAP 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).