Amendment__4_-_HE1254-15-T-0006_RFQ_Communications_Audit.pdf

HH601015RCPCM06

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) Include the extended date and time for the Receipt of Quotes on the Solicitation;

(2) To revise the PWS and remove the reference to delivery order (3 To revise and add additional Pricing instructions in paragraph entitled Volume III – Contracting Pricing/Volume, paragraph b.; and

(4) To Respond to Questions.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 16

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

16C. DATE SIGNED

BY 22-Sep-2015

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 HE1254-15-T-0006

X 9B. DATED (SEE ITEM 11)

16-Sep-2015

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 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

22-Sep-2015

CODE

DOD EDUCATION ACTIVITY

ATTN: PROCUREMENT DIVISION

4800 MARK CENTER DRIVE

SUITE 05F09-02

ALEXANDRIA VA 22350-1400

HE1254 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HE1254-15-T-0006

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 23-Sep-2015 10:00 AM to 25-Sep-2015 10:00 AM.

The following have been modified:

ADDENDUM

ADDENDUM TO FAR 52.212-1 INSTRUCTION TO VENDORS - - COMMERCIAL

ITEMS (June 2008)

1. Addendum to Paragraph (b) Submission of quotes. In addition to those requirements as stated in paragraph (b), the following are added and shall apply to the submission requirements in response to this solicitation:

(a) Quote Format - All vendors must electronically submit written quote materials as described below in three separate volumes: Volume I - Technical Capability and Volume II - Past Performance, and Volume III - Contracting/Pricing. Any reference to pricing information must not be included in any volume other than Volume III. These volumes will be evaluated against the criteria listed under Evaluation Factors under FAR 52.212-2, Evaluation, Commercial Items.

Volume I - Technical Capability – Vendors must demonstrate their understanding of the Government’s requirement and approach to performing the work as described in the Performance Work Statement by providing a written Technical Capability Statement and by providing resumes. These items shall be in accordance with Paragraph b (Quote Composition Requirements and Instructions) below.

Volume II - Past Performance - The vendor must submit Past Performance documentation in accordance with Paragraph b (Quote Composition Requirements and Instructions) below.

Volume III - Contracting/Pricing Volume - Instructions for preparation of the Contracting/Pricing Volume are provided at Paragraph (b) (Quote Composition Requirements and Instructions) below.

(b) Quote Composition Requirements and Instructions Volume I – Technical Capability:

A Technical Capability Statement (no more than 12 pages) demonstrating an understanding of the PWS and how the requirements in the PWS will be met.

Resumes (no more than 2 pages) of the key personnel.for up to three key individuals who will be actively involved in oversight, onsite visits, and virtual interviews.

Volume II – Past Performance:

Offeror shall identify three projects (see Attachment 2) that demonstrate recent and relevant past performance in the provision of performing school systems communications audits. Recent is defined as within the last three years. Relevant is defined as work similar in complexity and magnitude to the work described in the PWS. When citing each source of past performance, the following information shall be included:

Organization name and address Point of Contact name, phone number, and email

Description of the project to include performance dates Organization's assessment of your performance, including any issues or challenges met and how they were resolved.

Government may also consider past performance information obtained through other sources.

Volume III – Contracting/Price Volume:

a. The Contracting/Pricing Volume shall include an Administrative Cover Letter that includes the following information:

• Tax identification number (TIN)

• Dun & Bradstreet Number (DUNS)

• Complete Business Mailing Address

• Cage Code

• NAICS Code

• Size Standard

• Contact Name, Phone, Fax, and email address

b. A completed price quote in accordance with the schedule of Contract Line Item Numbers (CLINs) shall be included. A unit and total price must be identified for each individual CLIN. If a CLIN is not separately priced, please indicate so with “NSP.”

Note: The CLINs are suggested CLIN structures. The contractor may submit fewer or more CLINs, whichever may be appropriate to their submission and in line with their customary commercial practice.

c. All issued amendments to the solicitation shall be included.

d. Vendors are cautioned that no reference to proposed price(s) shall be made in any other volume, but Volume III.

e. Vendors shall comply with all requirements of the quote submission instructions.

Deviations shall be fully explained; however, inclusion of price/cost in documents other than the Contracting/Pricing Volume is not an acceptable deviation.

f. Quote preparation costs – This Request for Quote does not commit the Government to pay any costs incurred in the preparation and submission of your quote or in making any necessary studies for the preparation thereof, or for any visit the Contracting officer may request for the purpose of clarification of the quote or for preparation of negotiations. By the submission of its quote, the vendor assumes all costs associated.

2. Addendum to Paragraph (c): Period for acceptance of quotes: This paragraph (c) is changed to read as follows: The vendor agrees to hold the prices in its quote firm for 60 calendar days from the date specified for receipt of quotes, unless another time period is specified in an amendment to the solicitation.

3. Addendum to Paragraph (e): Multiple quotes. This paragraph (e) is changed to read as follows: Multiple quotes presenting alternative terms and conditions will NOT be accepted.

4. Questions Closing Date: The closing date for all questions is 18 Sept 2015 at 15:00 A.M.

EST.. Questions shall be submit electronically via e-mail to Arlene Richardson, Contracting Officer at Arlene.Richardson@hq.dodea.edu. The email subject line shall read “Questions – HE1254-15-T-0006 Communications Audit”

4. RFQ Closing Date: The closing date for all quotes is 25 Sept 2015 at 10:00 A.M. EST.

Quotes shall be submitted electronically via e-mail to Arlene Richardson, Contracting Officer at Arlene.Richardson@hq.dodea.edu. The email subject line shall read “Quote – HE1254-15-T-mailto:Arlene.Richardson@hq.dodea.edu mailto:Arlene.Richardson@hq.dodea.edu

0006 Communications Audit” and will contain three separate volumes: Volume I - Technical Capability, Volume II - Past Performance, and Volume III - Contracting/Pricing Volume.

(End of addendum to FAR 52.212-1)

BASIS FOR AWARD:

This acquisition will be conducted using Federal Acquisition Regulation (FAR) Part 12 and FAR Part 13. The Government will award a single contract resulting from this solicitation to the responsible vendor who can provide the service and represents the Best Value and whose quote conforming to the solicitation will be the lowest price technically acceptable to the Government using a lowest price technically acceptable (LPTA) evaluation process.

EVALUATION--COMMERCIAL ITEMS (JAN 1999)

(a) The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be the lowest price technically acceptable to the Government using a lowest price technically acceptable (LPTA) evaluation process.

Evaluators will only evaluate the lowest priced quote for technical acceptability. If it is determined that such quote is not technically acceptable, they will move forward with evaluating the next lowest priced quote, and so on until a quote is determined to be technically acceptable.

Technical Acceptability: A quote will be determined to be technically acceptable if the offered services meet all the requirements specified in Section 4.0 of the PWS. In addition the following will be evaluated:

(a) Personnel/Expertise: This assesses the expertise of the key personnel who will perform the required work. The term, personnel, may include contractor employees, consultants, and subcontracted employees. At a minimum the Government will evaluate the information contained in the resumes of key personnel one of whose resume will indicate prior experience with school system communications audits to meet the skill level, experience and education required in performing the work specified in Section

4.0 of the PWS.

(b) Capacity to Meet DoDEA’s Timeline: Given the amount of travel and depth of analysis required, briefly describe the resources that your company will deploy in order to complete the implementation and final reports, per PWS 4.3.

(c) Approach: This addresses the degree to which the proposed technical approach meets the Government’s requirements as described in the solicitation. Within the answer, discuss the approach to meet the requirements for each of the categories listed below, per PWS 4.1 and 4.2:

1. Approach to services and methodology.

2. Review and evaluation of current practices and products.

3. Interviews, focus groups, and surveys.

4. Analysis, recommendations, and reporting

Past Performance: Vendor's Past Performance will be evaluated to determine the vendor’s likelihood of success on the present requirement.

Price: Price will be evaluated to ensure price reasonableness and will be used to support award on a lowest price technically acceptable basis. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(b) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. This evaluation will include an option to extend services for 6 months (as allowed by FAR 52.217-8), to run after the completion of the last annual option period. The Government will extrapolate the vendor’s pricing of the last annual option period to arrive at a price for the potential 6 month extension of services option.

The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Addendum to Provision:

(d) Award Without Discussions: The Government intends to award without discussions.

However, the Government reserves the right to conduct discussions and permit vendors to revise their quotes if it is in the best interest of the Government to do so.

(e) If the subject solicitation has been issued as a Request for Quotation, all references to proposal and offeror are hereby changed to quote and vendor respectively, except for in paragraph (c), which stands as written. If a quote is provided, the Government may make an offer based on all or part of a vendor’s quote, as originally presented or as subsequently modified (End of provision and addendum to FAR 52.212-2)

ADDENDUM TO FAR 52.212-3 - OFFEROR REPRESENTATIONS AND

CERTIFICATIONS- COMMERCIAL ITEMS (Jan 2011) All vendors must be registered in the System for Award Management (SAM) in order to be in compliance with FAR 52.212-3. SAM can be accessed at: https://www.sam.gov.

(End of Addendum to 52.212-3)

ADDENDUM TO FAR 52.212-4

(a) This section is an addendum to FAR 52.212-4.

(b) The Contractor agrees that, after final payment has been made, the Government may unilaterally, and without obtaining further approval from the Contractor, adjust the final quantities of goods and/or services delivered and accepted under this contract and adjust the final price of this contract to conform to the total amount paid as of the date final payment was made.

(c) In accordance with FAR 4.804-3, the paying office shall close the contract file upon issuance of the final payment voucher. No contract modification will be issued to de-obligate the excess funds.

(d) If this contract is a type of indefinite-delivery contract (e.g., indefinite-delivery indefinite-quantity, requirements), this section shall apply to each order issued under the contract on a case-by-case basis.

https://www.sam.gov/

(e) This section shall be deemed to be written agreement of the parties as contemplated by the changes paragraph of the Contract Terms And Conditions – Commercial Items clause of this contract (FAR 52.212-4(c)).

(End of addendum to FAR 52.212-4)

PAST PERFORMANCE

Attachment 2: Past Performance (Part I)

RFQ: HE1254-15-T-0006 RFQ Communications Audit

Information To Be Completed by Offeror Provide a Minimum of Three References

Name of Agency/Command/Company Contracting Activity:

Contract number:

Contract type:

Total contract value (Include exercised an unexercised options) At time of award: $ Currently (or at completion): $

Period of performance or delivery schedule (Include exercised an unexercised options) At time of award:

Currently (or at completion):

Brief description or title of contract requirements. Use space as needed, but do not exceed one typewritten page per contract.

Procuring Contracting Officer (PCO) Use current name as point of contact for on-going contracts or the last individual’s name for completed contracts.

Name:

Telephone number:

Facsimile number:

E-mail address:

Contracting Officer’s Representative (COR) Name:

Telephone number:

Facsimile number:

E-mail address:

Administrative Contracting Officer (ACO):

Name:

Telephone number:

Facsimile number:

E-mail address:

Brief description of any problems encountered and corrective actions taken to resolve those problems. Use space as needed, but do not exceed one typewritten page per contract.

(End of Attachment 2)

PWS

Attachment 1

DoDEA SCHOOL PUBLIC AFFAIRS COMMUNICATIONS AUDIT

1.0 INTRODUCTION

1.1 The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK-12 instruction to approximately 74,000 students in seven states, eleven foreign countries, Guam, and Puerto Rico. The number of students varies based on the deployment of military troops worldwide. DoDEA’s curricula, resources, and student achievement scores on standardized assessments compare favorably to high-performing US public schools.

1.2 DoDEA is divided into three administrative areas. DDESS (Domestic Dependent Elementary and Secondary Schools) covers seven states, Puerto Rico, and (for administrative purposes) Cuba. DoDDS (Department of Defense Dependent Schools) is divided into DoDDS-Europe and DoDDS-Pacific. DoDDS-Europe consists of England, Germany, Italy, Belgium, Netherlands, Spain, Portugal, Turkey, and Bahrain. DoDDS-Pacific includes Korea, Japan (mainland and Okinawa), and (for administrative purposes) Guam.

2.0 BACKGROUND

2.1 DoDEA is the umbrella organization that unites efforts to provide quality educational opportunities and services to military dependents around the globe. DoDEA plans, directs, coordinates, and manages the education programs for Department of Defense (DoD) dependents who would otherwise not have access to a high-quality public education.

DoDEA operations include:

DoDDS-Europe with 66 schools.

DoDDS-Pacific with 48 schools.

DDESS (Americas) with 57 schools.

DoDEA Virtual High School.

Tuition reimbursement program (Non-DoD School Program) for military assigned overseas without a DoDEA school within close proximity—115 international locations and 3,500 students.

Educational Outreach/Partnership that shares expertise with non-DoD schools that educate military students. Of approximately 1.2 million military children, DoDEA educates over 74,000 with the rest of the students being educated in public, private and home-based schools.

2.2 DoDEA schools, staffed with over 8,000 educators, are fully accredited by U.S.

accreditation agencies. More detailed demographic information may be found at:

http://www.dodea.edu/aboutDoDEA/today.cfm.

2.3 DoDEA is committed to ensuring that all children of military families receive a world class education that prepares them to be successful in their careers, leading contributors in their communities and productive citizens in the 21st century.

2.4 DoDEA’s mission is focused on the student and is designed to educate, engage, and empower them to succeed in a dynamic world and to be college and career ready upon graduation.

http://www.dodea.edu/aboutDoDEA/today.cfm

2.5 DoDEA’s vision is to be among the world’s leaders in education, enriching the lives of military-connected students and the communities in which they live. Our mission is sustained, maintained, and guided by the DoDEA Community Strategic Plan http://www.dodea.edu/CSP/index.cfm.

2.6 The DoDEA Communications Office presently supports the public affairs mission which spans the communications continuum and includes:

Development, maintenance and sustainment of a world-wide web and social media operation.

Video production support to deliver messages from the DoDEA Director and three

Area Directors, public service announcements broadcast worldwide on Armed Forces Network and the Defense Media Activity, educational training videos, news talk-shows and news/feature segments.

Graphics and print communications products such as posters and brochures to support

(1) education messages, services, campaigns, and DoDEA programs and initiatives,

(2) DoDEA Annual Report, Community Strategic Plan, Parents’ Guides to the Community Strategic Plan and Grade-Level Curriculum; and (3) administrator and educator communications resources;

Public affairs services that consist of the following:

o Liaison with the news media, internal audiences, U.S. Department of Education, and education trade organizations.

o Response to queries from local, national, and international news organizations.

o Development of public affairs guidance, statements, and response to query in anticipation of and reaction to sensitive situations, incidents, and crises.

o Research and writing news releases, booklet and brochure copy, speeches, messages, letters, staff papers, and correspondence for DoDEA and DoD officials.

These communications services bring unity, clarity of purpose, clear direction, and vital information to school operations.

2.7 General information about DoDEA and listings of schools and their locations may be at the following URLs:

US: http://www.dodea.edu/Americas/schools-by-area.cfm Europe: http://www.dodea.edu/Europe/schools-by-area.cfm Pacific: http://www.dodea.edu/Pacific/Schools/index.cfm

3.0 SCOPE

3.1 DoDEA requires outside counsel with expertise in school public relations to conduct a communications audit using a systematic research method which identifies the strengths and weaknesses of current internal and external school communications. The resulting audit and analysis will provide guidance and recommendations regarding the most effective and efficient way to structure internal and external communications, and community engagement resources within the school system in order to best serve students, parents, employees, and the military communities they serve.

3.2 DoDEA expects to award one contract for a period of 12 months.

4.0 REQUIREMENTS

4.1 Project Goals: The Contractor shall perform a school public relations audit that focuses on (1) current communications efforts, (2) climate for communications, (3) issues and http://www.dodea.edu/CSP/index.cfm http://www.dodea.edu/Americas/schools-by-area.cfm http://www.dodea.edu/Europe/schools-by-area.cfm http://www.dodea.edu/Pacific/Schools/index.cfm image perceptions DoDEA faces, and (4) communications needs and patterns of DoDEA’s target audiences. The audit shall:

Assess the effectiveness of current strategies.

Identify strengths, weaknesses and communications gaps.

Recommend proven, cost-effective tactics for achieving our communications goals.

Provide guidance and recommendations regarding the most effective and efficient way to structure internal and external communications, and community engagement resources in order to best serve students, parents, teachers, and the broader DoDEA community.

Provide information and recommendations that will lead DoDEA in developing a practical public relations and marketing communication plan for DoDEA.

4.2 Project Plan: The Contractor shall provide a draft proposal outlining the scope of the communications audit. Based on written feedback from the Contracting Officer’s Representative (COR), the project plan shall be finalized. At a minimum, the project plan shall consist of the following four areas:

Approach to services and methodology.

Review and evaluation of current practices and products.

Interviews, focus groups, and surveys.

Analysis, recommendations, and reporting.

4.2.1 Approach to Services and Methodology: Outline the overall approach and related methodology for conducting the communications audit to include:

a. Describing the process to conduct the communications audit.

b. Describing the specific data and support required of DoDEA staff in order to complete the communications audit.

c. Benchmarking findings against a tools designed to evaluate school communications such as “School Communication Benchmarking — Rubrics of Practice and Suggested Measures." See http://www.nspra.org/store/school-communication-benchmarking.

d. Providing a projected timeline.

4.2.2 Review and Evaluation of Current Practice and Products: Outline the overall review and evaluation of current practices and products to include:

a. Existing internal and external communication materials, such as HQ, Area, district and school communications and websites, specific campaigns, media coverage, marketing materials, etc.

b. Relevant information, such as communication policies, marketing plans, strategic plan goals and objectives, branding strategies, communication office staffing and job descriptions.

c. Media results in the past two years.

d. Current state and scope of DoDEA communication support, and resources.

4.2.3 Interviews/Focus Groups/Surveys: Outline the overall approach to include:

a. Interviewing key communications leaders for background information, assessment of current capabilities, and setting priorities for the focus of the audit.

b. Identifying target audiences (employees, parents, commands, or community groups), best ways to reach them for the audit, and feedback sought from each audience and selecting the most efficient and practical techniques to seek http://www.nspra.org/store/school-communication-benchmarking http://www.nspra.org/store/school-communication-benchmarking feedback for target audiences to include video-conference or other virtual means; electronic surveys; and focus groups.

c. Conducting the following face-to-face and virtual interviews and focus groups:

Approximately 20 virtual focus groups or interviews of key internal and external stakeholder groups in overseas locations using existing DoDEA technology located at our HQ in Alexandria, VA

Three face-to-face focus groups at DoDEA HQ for HQ stakeholders.

3-4 onsite focus groups at each of the three installations within the United

States that DoDEA will designate in consultation with the Contractor.

d. Reviewing communications needs of internal (employees only) audiences via an electronic survey.

e. Developing jointly with DoDEA Communications officials questions for targeted groups for the survey or focus groups that will be approved by the COR in writing before being used.

4.2.4 Analysis, Recommendations, and Reporting: Outline the method of analyzing, making recommendations, and reporting to include:

a. Reviewing and analyzing findings from initial review, employee survey, plus feedback from groups selected to be included in the focus group process.

b. Providing a profile of our key publics with a special interest on media preferences and how they want to receive information from the school system.

c. Identifying additional broadcast opportunities, particularly in the US and with national media that reach and are viewed by our parents and employees.

d. Providing follow-up discussion on findings from feedback techniques with

DoDEA staff.

e. Developing a comprehensive report containing auditors’ key findings and observations, summaries of focus group responses and recommendations based on proven communication strategies.

f. Providing draft and final reports containing a summary of findings and recommendations on content, distribution, frequency plus overall messaging to assist with the main agreed-upon expectations of the audit. This task shall entail the following:

Providing a snapshot of (1) DoDEA’s current communication needs, policies, capabilities, activities and programs and (2) our target audiences’ communications needs and patterns.

Assessing (1) effectiveness and credibility of present publications and other communication, engagement and marketing activities and (2) issues and image perceptions DoDEA is facing.

Reviewing DoDEA’s (1) public relations/communication practices and policies, (2) demographical data, long-range plans and past surveys of parent/staff/community attitudes, (3) communications budget, current plans and staffing patterns of the public relations / communication efforts, and (4) past two years of media coverage from print and electronic outlets.

Identifying communications gaps and, and broader improvements within the Communications Office that need to be implemented in order to maximize its performance as the highly-effective and engaging communications arm of DoDEA.

Providing guidance and recommendations regarding the most effective and efficient way to structure internal and external communications, and community engagement resources within the school system in order to best serve students, parents, employees, and the broader military communities served by our school system.

4.3 Project Implementation: The Contractor shall implement the Project Plan per the Plan’s timeline.

4.3.1 Draft and final reports will include a summary of each virtual focus group or interview and each onsite visit in a format provided at the post-award conference.

4.3.2 Provide a draft report to include guidance and recommendations.

4.3.3 Provide a final report based on written feedback from the COR.

4.4 Bi-monthly Status Reports: By COB on the first and third Wednesday of each month after the Project Plan has been finalized, the Contractor shall provide the COR with a status report in a format provided at the post-award conference.

4.5 Presentation to Senior Leadership: The Contractor shall:

4.5.1 Provide a draft PowerPoint presentation that will summarize the final project report with an emphasis on its findings and recommendations.

4.5.2 Provide a final PowerPoint presentation based on written feedback.

4.5.3 Participate in the meeting with senior leadership at DoDEA HQ, if required by the COR in writing at least ten business days in advance.

5.0 DELIVERABLES—The Contractor shall:

5.1 Participate in a post-award tele- or videoconference within five business days of the award.

5.2 Provide a draft Project Plan within 20 business days of the award and a final project plan within ten business days of receipt of written feedback from the COR, per PWS 4.2.

5.3 Implement the Project Plan in accordance with the Plan’s timeline, per PWS 4.3.

5.4 Provide the presentation for senior leadership, per PWS 4.5.

5.5 Provide bi-monthly status reports, per PWS 4.4.

6.0 PERFORMANCE AND DELIVERY SCHEDULE

The Contractor shall furnish all services to be performed and all items to be delivered in accordance with the following schedule:

Task Ref. Timeline Post-Award Conference 5.1 Within five business days after award

Project Plan Draft Final

5.2

Draft: 20 business days after post-award conference

Final: Ten business days after receipt of written feedback from the COR

Draft and final reports shall include summaries of each virtual focus group or interview and each onsite visit.

Implementation Draft Report 5.3 Draft: 60-90 business days after completion of interviews, focus groups, and surveys. Will

Task Ref. Timeline Final Report include a summary

Final: 10 business days after receipt of written feedback from the COR

Presentation to Leadership Draft Final

Presentation 5.4

Draft: Ten business days after completion of draft report

Final: Five business days after receipt of written feedback from the COR

To be determined

Bi-monthly Status Reports 5.5 COB on the first and third Wednesday of each month after approval of the Project Plan

7.0 GOVERNEMENT-FURNISHED INFORMATION & SUPPORT

7.1 DoDEA will coordinate the onsite and virtual meetings described in PWS 4.2.3. At onsite meetings, DoDEA will provide an escort while Contractor personnel are on school grounds.

7.2 DoDEA will coordinate with the Contractor to provide the technology, housed in DoDEA HQ, for the virtual interviews described in PWS 4.2.3.

7.3 DoDEA will conduct a secondary human subject review regarding the survey described in PWS 4.2.3 and, once approved, implement the survey. DoDEA will also provide the data—ensuring that all personally identifiable information is redacted—to the Contractor for analysis.

7.0 TIME ZONES

DoDEA operates across multiple time zones. Conducting interviews and information gathering may require work (interviews/focus groups) beyond normal East Coast duty hours to accommodate schools schedules in Europe and the Pacific.

8.0 CONTRACTOR TRAVEL

Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized). Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g., airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

(End of Attachment 1)

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (MAY 2013)

(a) Definitions. As used in this clause--

Department of Defense Activity Address Code (DoDAAC) is a six position code that uniquely identifies a unit, activity, or organization.

Document type means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

Local processing office (LPO) is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall--

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this Web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via Web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

(Contracting Officer: Insert applicable document type(s). Note: If a “Combo” document type is identified but not supportable by the Contractor's business systems, an “Invoice” (stand-alone) and “Receiving Report” (stand-alone) document type may be used instead.)

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

(Contracting Officer: Insert inspection and acceptance locations or “Not applicable”.)

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC ____ Issue By DoDAAC ____ Admin DoDAAC ____ Inspect By DoDAAC ____ Ship To Code ____ Ship From Code ____ Mark For Code ____ Service Approver (DoDAAC) ____ Service Acceptor (DoDAAC) ____ Accept at Other DoDAAC ____ LPO DoDAAC ____ DCAA Auditor DoDAAC ____ Other DoDAAC(s) ____

(*Contracting Officer: Insert applicable DoDAAC information or “See schedule” if multiple ship to/acceptance locations apply, or “Not applicable.”)

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the email address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

(Contracting Officer: Insert applicable email addresses or “Not applicable.”)

(g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

(Contracting Officer: Insert applicable information or “Not applicable.”)

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(End of clause)

(End of Summary of Changes)