HDQMWR-19-R-0027_Summer_Reading_P00001_Amendment1.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE PAGE OF PAGES 1 10

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

P0001 2019 MAY 20

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE

COMMANDER, NAVY INSTALLATIONS COMMAND

NAF ACQUISITIONS BRANCH N945

716 SICARD ST. SE BLDG 111 STE 1000

WASHINGTON, DC 20374

POC: CONTRACTING OFFICER, 202-433-9158

CHRISTOPHER.SAUNDERS@NAVY.MIL

SAME AS BLOCK 6

8. NAME AND ADDRESS OF CONTRACTOR No., street, county, State and ZIP Code) 9A. AMENDMENT OF SOLICITATION NO.

HDQMWR-19-R-0027

9B. DATED (SEE ITEM 11)

2019 MAY 01

10A. MODIFICATION OF CONTRACT/ORDER

NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not ext-.ended

Offers 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 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 DATAT (If Required)

NONAPPROPRIATED FUNDS $

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACT/ORDERS,

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

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

TRACT 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 CNIC 7043.1.

X

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

CNICINST 7043.1, NAF PROCUREMENT POLICY

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return 1 (ONE) copies to the issuing office.

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

This purpose of this Amendment is to correct the dates in Section A and Section C.7. As a result, this solicitation is modified as follows:

1. PROPOSAL DUE DATE is hereby corrected to 10 APRIL, 2019.

2. Section C is hereby revised as follows: - See continuation sheet for C4.4, C.7

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

CHRISTOPHER SAUNDERS

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

BY 17 MAY 2019

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

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

30-105 STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

QUESTIONS AND RESPONSES

Q1. What is the meaning of "Non-Appropriated Funds or NAFI”? How does this funding type affect the payments on this contract, especially crossing fiscal years?

A1. Non-Appropriated Funds mean the funding does not originate from US Congress as Appropriated Funds (APF) do., It does not affect payments.

Q2. As this is a firm-fixed price contract, is it anticipated that only one firm will be awarded the full contract covering all deliverables as listed in the scope of work?

A2. Yes.

Q3. Has this project been implemented before? If so, who was the contractor on this?

A3. Yes. The incumbent contract was awarded to Illinois Library Association.

Q4. C-2.1 Marketing Services. What is the approval/vetting process for the reading program?

For example, is payment conditional upon full completion of the reading program? How will program completion be defined? Who makes this determination?

A4. The Contracting Officer Representative (COR) will approve/vet contractor performance.

Yes, payment is conditional. Program Completion is defined when all Tasks listed in the Solicitation are completed. The contractor may submit an invoice after performance has been accepted by the COR.

Q5. Regarding the promotional materials, and images, what is the approval/vetting process? For example, is payment conditional upon full completion of the images and promotional items?

Who makes this satisfactory completion/delivery?

A5. The COR will approve/vet all contractor performance. Yes, delivery must be completed before an invoice will be paid. The contractor is responsible for shipping (FOB Destination).

Q6. What is the quantity of marketing materials that are to be produced/procured? For example, how many posters, bookmarks, stickers, pencils are expected in year 1 (base year); and in the option periods 1 - 4?

A6. The digital quantity is in the requirements. The print number would depend on the libraries' orders each year and would vary according to what they want.

Q7. Are their minimum requirements (e.g. sizing) for the Reading Program themed banner?

A7. The digital banner under C 2 Marketing Services would be sized for social media (Facebook). The Banner printed to display on the outside of facilities could vary a bit in size, e.g.: a 4'x2' vinyl with grommets for hanging.

Q8. Line C-2.4 requests a program mascot be designed matching the Reading Program banner.

Is this mascot meant to be a physical structure (e.g. stuffed animal/creature)? Are their minimum requirements on the mascot?

A8. Requirement on Marketing services C2.1 Develop program mascot matching the graphics of the Reading Program children’s book illustrator. Requirement C2.3 One plush toy matching mascot. Also, the mascot is featured on the Challenge Coin. A banner is not mentioned with the mascot requirements. For example, if the summer reading program had Eric Carl as the children's book illustrator, the mascot might be ‘The Very Hungry Caterpillar’ as clip art, an image on posters and incentives, and as a plush toy.

Q9. How many staff t-shirts are requested? What is the vetting/approval process for the t-shirts?

A9. Libraries will place their order for t-shirts with the COR. The quantity will vary depending on libraries' needs. T-shirt designs will be vetted by the COR with the other marketing and order catalog materials.

Q10. C-2.1.6 → What sort of digital graphics is meant here on this line? Does this refer to the mascot and program logo created?

a. What is meant by the phrase Artwork shall be licensed for perpetual use by Installation?

b. Are we expected to license and copyright all original work provided to the Reading Program?

A10. Digital graphics would go beyond just the mascot and logo. Please note the quantities, appropriateness by age level, and types of graphics required in subsections a to d of C-2.1.6.

a. The libraries can continue to use the artwork in their programs and marketing beyond the Summer Reading Program contract period.

b. Yes, the license doesn't have to be exclusive to the Reading Program, but it would definitely have to follow copyright law, including for programs held overseas.

Q11. According to line C-2.1.7 the Marketing Plan is due by March 1 for each option period (30 days after the award for a given base period)? What is the intended scope of the marketing plan?

What time frame should the plan cover? The activities mentioned (a – e) are marketing activities.

Are they considered to be part of the marketing effort? Are their minimum requirements for the size and quality of ads placed?

A11. Yes, 30 days after award and March 1 for the option periods. The marketing plan should include a to e of C-2.1.7 and the dates specified therein. Yes, a to e are the bare minimum requirements to be included in the marketing plan and delivered. Size and quality of ads depends on the publication outlet. For example, Facebook provides guidance on what size and resolution a banner versus a posting should be.

Q12 C-2.2 Administrative Services. What is the quantity expected for each product listed (in lines a and b)?

A12. All installations would require a Resource Guide. Estimated 200.

Q13. Are their minimum requirements/expectations for the resource planning guide?

A13. Review C-2.2.1 a to g. For example, a Activity Plan (b) for a pre-reader story time would include the learning objective; a craft appropriate for a child age 4 to 6 with list of materials, directions for making the craft, reproducible template if applicable, and photo of the completed craft; list of 5 picture books (age 4 to 6) that teach the learning objective for the librarian to read at story time; list of recommended songs related to learning objective theme with sufficient reference for the librarian to find the songs (or include the lyrics if public domain rights); and instructions with materials list for a game that reinforces the learning objective.

Q14. C-2.4 Cloud Based Reading Program System. Line C-2.2.5 requires the designation of a customer service representative. Is this person expected to work from our offices or a military installation?

A14. The service rep would be at contractor designated office.

Q15. Contract Administration Data. On page 15 the RFP states that invoices are prepared monthly and paid in arrears. Does this mean that advance payments will not be made under this contract?

A15. No advance payment. Payment only upon goods and services received and verified as complete.

Q16. Could you please provide estimates of the quantities needed?

A16. There is no definitive quantity. There are about 200 locations and each location shall be able to order in quantities specific for their location from the catalog prepared by the contractor, up to the limit of the supplies and incentives budget for each location set by the Contracting Officer Representative annually.

Q17 - Removed

Q18. In section C-2.1.2.c, you have a very specific bag type listed. Would a similar bag with slightly different dimensions be acceptable? Roughly how many bags would you need for your program?

A18. An alternative would be fine, but must be recyclable, shall have decent durability, and shall not be a smaller size.

Q19. The poster specifications listed in section C-2.1.6.c. We currently offer posters for all four age groups with the dimensions of 17"x23" and 11"x15.25. Would this be acceptable? If not, do you have an estimate on the number of posters needed?

A19. Yes, sizing is acceptable.

Q20. Do you have estimated required quantities for; Metal challenge coins, Plush toys matching mascot, Blankets with theme image, and Towels with theme image?

A20. There is no definitive quantity. There are about 200 locations and each location shall be able to order in quantities specific for their location from the catalog prepared by the contractor, up to the limit of the supplies and incentives budget for each location set by the Contracting Officer Representative annually. As a rough estimate, this year libraries ordered 71 coins and 5,025 plush mascot toys.

Q21. Section C-2.2.c states that a Military section will be "developed in consultation with Contracting Officer's Representative". Is this also true for the development of the Annual Report detailed in section C-2.2.2? If not, could you please expand a little on how my organization might independently collect this data?

A21. Yes, the Annual Report statistics and photos with captions will be provided by the COR.

The contractor has independently monitored for military media stories posted about summer reading from the DoD and branch services media outlets.

Q22. In section C-2.2.6 requests that samples for the base year be included with the proposal.

Are digital samples acceptable, or are physical samples required?

A22. Digital samples (marketing posters, artwork, photos of incentives, etc.) could be included or include the URL and, if applicable, login information if the digital samples are in an online catalog.

Q23. Is there an incumbent contractor currently working on this project? Are they eligible to re-bid?

A23. Yes, there is an incumbent. Yes, they are eligible to submit a proposal.

Q24. Given that there are ~200 locations for this program, can we get a sense of how the program is implemented? Are all of the libraries doing the same thing or are there variations of the program to be noted? Are all libraries equally resourced - funding, materials, staffing, etc.?

A24. There are only six requirements that libraries have to follow: 1) Hold their summer reading program between May to Sept. 2) Receive a Resource Guide for planning their program which is deducted from their budget, 3) Use the online reading program management system to register and log reading time, 4) hold the program for 6 or more concurrent weeks, 5) Include all ages of readers in their program, 5) count minutes read not number of books. Beyond that, the size of their budget varies greatly since installation sizes vary greatly (as small as 300 people to upwards of 100,000 in the installation community). Their staffing and needs are equally divergent.

Q25. Can we review materials from previous years?

○ Campaign materials

○ The resource guide(s)

○ Craft and STEM kits

A25. No. You may review the public website: https://www.ila.org/dodsumread/

Q26. Can you specify any parts of this program that will be created from the ground up, (as opposed to just being refreshed)?

A26. All aspects are new every year. After the initial base year, the website (marketing section of RFP) and the reading program management site for each location are to be updated.

Q27. Is there any creative from previous campaigns that you would want to have carried over?

A27. The previous annual reports pdf shall be posted to the website (marketing section of RFP), campaigns and creative is new with each program.

Q28. Are all of the books printed, or do libraries use e-books in the program as well?

A28. Print books only.

Q29. Do the four reading levels (pre-reader; child; young adult; adult) correspond to ages?

A29. Libraries can choose their own age ranges (NGLP does not collect age information). A sample template is pre-reader 0-4 yrs (this helps ensure child-safe incentives are assigned to each level of reading attainment), children 5-12, teens 13-17, and adults 18+.

Q30. Should the quote from the contractor be just for the base year? Or should it also include the estimated costs for the option years as well?

A30. The price proposal shall include the Base year plus four option years.

Q31. Will the Navy directly pay for the costs of hosting and bandwidth, or does that need to be included in the quote?

A31. No, the contractor is responsible for all aspects of hosting and bandwidth. If that is a price component, then it should be included in the price proposal.

Q32. How many rounds of review are anticipated for deliverables? Is there a standard amount of time for review that the Navy requires for approving deliverables?

A32. As many rounds as it takes for COR approval. As long as it takes for COR approval.

Q33. Does the Navy require any in-person meetings for this project that the contractor should allocate travel resources toward?

https://www.ila.org/dodsumread/

A33. Travel is not required. C.2.2.6 requires samples be provided for the Joint Services Library Forum meeting in April. These samples could be mailed for the meeting, Q34. Is the expectation for admin support to be offered on an ongoing retainer basis? Or will the contractor be expected to provide admin support just when something is broken?

A34. Developing and implementing the program (all requirements in the RFP) should be a year-round ongoing project, coordinated between the contractor and Navy Contracting Officer Representative who also liaisons with the installations to support their questions and especially the ordering aspects and online reading program management site customization that the installations are responsible for after the contractor deploys the themed template for the year.

The installations have ongoing use of their reading program management system for the entire contract period, not just in summer reading.

Q35. C-2.2.1. Will the contractor be expected to provide recommended best practices for the overall program approach (incentives, reading goals, building literacy engagement, etc), or is there already an approach in place to be followed?

Q35. Yes, the contractor would need to provide it for the Guide.

Q36. C-2.1.4. Could you please provide the name of the children’s book illustrator or an example of the illustrations to be used for the development of the mascot?

Q36. Example: 2017 “Reading by Design” mascot was Little Elliot from the book “Little Elliot, Big City”, illustrator Mike Curato. The “Design” aspect of the theme related to architecture and city planning in the book.

Q37. C-2.1.6. Will the Navy be bearing these costs?

A37. Costs is associated with CLIN 0001. The cost of developing and distributing the graphics is born by the contractor.

Q38. C-2.1.7. What is the total number of print and digital advertisements for the Military Times and Stars and Stripes that will be required per year?

A39. Print: Military Times media includes Military Times, Marine Corps, Army, Air Force, and Navy, so 2 x 5 = 10 Stars & Stripes is 6 Total print = 16 minimum Digital: Daily from June to August is 92 days x 6 media sites = 552

Q39. Does the Navy have the login and accounts for this? Will contractor be responsible for managing the actual posting and scheduling of ads?

A39. Yes, the contractor is responsible for the accounts and managing posting and payment of ads. The cost should be part of the proposal for marketing services.

Q40. Advertisement graphic to post on social media and military websites for the overall Program theme, general information on participation, and imaging for service branches. Could you please provide the total number of social media and military websites referenced here?

A40. The current popular social media sites, which could change from year to year. Facebook would be 6 posting graphics and sample text, as stated. Other popular social media currently include Twitter and Instagram. Installations and military services’ marketing departments will be responsible for actual social media and website posting. Contractor should provide a Social Media Plan in the Marketing Plan due to Contracting Officer’s Representative (COR) March 1.

Q41. C-2.2.1. Can more information be provided on the military section of the Resource Guide, and how this differs from the rest of the Resource Guide content? Does this align to the core values of any/all service branches?

A41. The military section would address aspects of a Library Summer Reading Program that are unique to military installations. It will be developed with the COR. The purpose in having them separated is to be clear that while not everything has to specifically pertain to the military audience, it should be addressed. While the service branches values and initiatives could be mentioned as talking points for the “marketing” guidance, they may not be appropriate for the program.

Q42. C-2.2.2 Is the contractor responsible for collecting the information that will be included in the Annual Report (Statistical data for current Program and anecdotes/testimonies/photos from each service branvhe’s libraries)? Or will this information and data be collected centrally for the contractor to access and use in the report? Are Annual Reports from past years available for review?

A42. The contractor is responsible for providing each installation with a reading program management site that they will use to collect the data and for providing the roll up of information from those sites in a reports site the COR can access (C-2.4.18 and C-2.4.19).

https://www.ila.org/dodsumread/details/annual-reports

Q43. C-2.2.3 Is the current version of the summer reading website:

https://www.beanstack.com/dod. If so, is it your preference to stick with Beanstack? Or are you open to other platforms?

A43. Yes, Beanstack is currently being provided as a subcontract to the primary contractor. The offeror may submit any Cloud-based reading program management system that meets the requirement.

Q44. C-2.3.1 Is there a base number of materials that the contractor should plan to order? Or are the numbers based solely on custom orders by each installation?

A44. The numbers are solely on the custom order by each installation, except that every installation receives a Resource Guide. The amount order depends on the product and that year’s design (e.g. how attractive it is).

https://www.beanstack.com/dod

Q45. Are the items listed in C-2.3.1 I-VII the full list of items incentive items you would like?

Or is the contractor able to make recommendations?

A45. The items in i to vi are requirements. The vii items are just examples. The contractor is expected to make additional recommendations to ensure that minimum options count is reached:

6 for pre-readers, 8 for children, 8 for young adult, 5 for adults. Please note that is the minimum options requirements.

Q46. C-2.3.3 Can an example be provided of what “craft and/or STEM kits” have been in the past?

A46. The example does not constitute that Navy is requesting example type.

For example, a pre-reader craft (very simple) was a bus image they could color and then inflate as a toy. STEM example: bird watching kit that included a bird watching activity guidebook on bird basic information, how to watch for birds, and a log for keeping track of birds seen as well as a kit to make binoculars. STEM example: kit to make VR glasses using a cellphone and explanation of what VR is and activities.

Q47. C-2.4 Related to website login: it is a little unclear where it says that it does not require PII or any login, then asks for name and email address and the ability for a user to track their progress. Can you confirm that the main site should not require any PII or login, but that the local level should require a login?

A47. Local level would include a login for staff and readers. The only PII should be email and name. The reading log aspect is not personally identifiable since it just counts minutes and not anything more personal.

Q48. In our understanding, an individual would need to enter a mailing address in order to win a prize. However, nowhere does it say you have to enter your mailing address - only email and name. Would a mailing address also be required?

A48. No mailing addresses. Readers have to get prizes in-person from the installation library/community center. All supplies and incentives for each installation’s order are sent by the contractor to the library/community center that ordered them.

Q49. Are there any system constraints, or any platforms we cannot build on?

A49. The reading program management system shouldn’t require special software downloads from the system’s vendor, except for the mobile application (C-2.4.9). It should work on the most popular browsers users typically already have installed (Internet Explorer, Firefox, Chrome, Safari)

Q50. C-2.2.8 Installations may separately purchase additional program supplies for their own program use by contacting the Customer Service Representative or using the contractor’s online store if available. Installations are responsible for invoices if purchasing additional items. Does this “store” exist, or will the contractor be responsible for building it?

A50. If the contractor had a store, they could allow installations to purchase additional items through it beyond the scope of the contract. Otherwise, installations could order more, outside of this contract, using the catalog the contractor provided for this contract. The installations would be responsible following their local/service branch acquisitions policies and processes.

Q51. C-2.4.9. Can the mobile app just be the responsive version of the desktop site, or is an actual iOS app required?

A51. Mobile app would be available for download, typically in both Apple and Android. Mobile Responsive design may be offered.

Q52. C-2.4.12. Readers can be transferred between installation websites. What info will be transferred?

A52. The reader’s account (name and login information) and reading log.

Q53. C-2.4.15. System allows staff to manage incentives earned and awarded to individual readers and notifies users when logged into their reader account of a prize earned. Is this rules-based, or one off prizes?

A53. Rules-based: for example, a reader might earn a prize for every 120 minutes of reading completed up to 8 prizes. Every time the log reached 120 more minutes, the reader would get a notification that a prize had been earned. In the staff view of the account, the staff member would update the reader’s account to show the reader was awarded the prize once the reader actually came to the library and got his prize so the reader doesn’t “double dip” and get more prizes than he has earned.

Q54. C-2.4.19. Live-data roll-up report of all installation programs’ cumulative readers and time logged within selected dates broken out by military service branch and installation for online viewing and downloading by the Contracting Officer’s Representative. Is there any other dashboard / analytics needed out of this?

A54. No other dashboard/analytics are required.

Q55. C-5.4. Weekly delivery of statistics to the government Navy General Library POC identified in H.1. What stats will need to be delivered each week?

A55. This is referring to the report in C-2.4.19. “Delivery” would be either email or if the reports are can be viewed on a website, the COR can login into a website to pull this report at any time.