ID05200006_PWS_NMCD_Multifunctional_Support_2019-10-29.docx

Solicitation # 5TP57100245

Multifunctional Support for NMCD ITSS Solicitation ID05200006 Contract TBD

PERFORMANCE WORK STATEMENT

For

Multifunctional Contract Support

A procurement by the U.S. General Services Administration on behalf of National Marketing and Communication Division (NMCD) Chicago, Illinois

Solicitation Number ID05200006 Contract Number TBD

Project Number 05-19-00002

This requirement is being solicited as a Task Order under the

TBD

Solicitation No.: ID05200006 Special Item Number TBD

NAICS 541519 – Other Computer Related Services Product Service Code R408 Program Management Support Services

Estimated Period of Performance:

April 1, 2020 through March 31, 2021 (base period)

Contents

1 Background:

Government Mission & Procurement Objective The GSA National Marketing and Communication Division (NMCD) produces marketing communications in support of various General Services Administration (GSA) Federal Acquisition Service (FAS) programs and offerings.

All services follow established GSA graphic brand identity design standards and applies to graphic design, web content and information security standards. These marketing communications are utilized to increase awareness and promote the products and services available to federal government, both civilian and military agencies, as well as to various non-government audiences

The purpose of this procurement is to obtain graphic design, copywriting, and marketing automation services in support of these marketing communications.

2 Orientation General Scope of Work GSA NMCD executes projects in a variety of media. The primary workload includes: email campaign development and distribution, creation of digital publications, catalog production, sales collateral, and web content. The purpose of this Statement of Work (SOW) is:

CLIN 0001 To provide graphic design services utilizing commercial design software (e.g. Adobe InDesign) for a variety of marketing related materials, and database systems maintenance (e.g. PICS), insuring that the visuals and functionality provided in any customer outreach effort is consistent, supports the message and that it reflects the “business of government” image associated with GSA. (1.0 FTE)

CLIN 0002 To provide marketing automation and HTML support services by maintaining and improving the existing marketing automation foundation to include: operating commercial marketing automation software (e.g. Eloqua), produce and maintain process documentation, monitor quality of statistical tracking and reports, enable and prepare web usage report via tracking software (e.g. Google Analytics, Eloqua), develop flipbooks from PDFs using commercial conversion software, and creating HTML design elements. (1.0 FTE)

CLIN 0003 To provide Graphic Design and Marketing Automation and HTML support services. To provide graphic design services utilizing commercial design software (e.g. Adobe InDesign) for a variety of marketing related materials, and database systems maintenance (e.g. PICS), insuring that the visuals and functionality provided in any customer outreach effort is consistent, supports the message and that it reflects the “business of government” image associated with GSA. And to provide marketing automation and HTML support services by maintaining and improving the existing marketing automation foundation to include: operating commercial marketing automation software (e.g. Eloqua), produce and maintain process documentation, monitor quality of statistical tracking and reports, enable and prepare web usage report via tracking software (e.g. Google Analytics, Eloqua), develop flipbooks from PDFs using commercial conversion software, and creating HTML design elements. (1 FTE)

CLIN 0004 To provide copy writing / copy editing services for a variety of marketing-related media, insuring that the message provided in any customer outreach effort is consistent and that it reflects the corporate image associated with GSA. Services will include, marketing copy writing, copy editing, content formatting for design layout, product description reviews, quality control of messaging and content, and publication standard documentation maintenance, in support of marketing communications utilizing a variety of channels. (1 FTE)

Most electronic and print communications focus on federal and military audiences with secondary outreach conducted to reach state and local government, vendor community, and citizens. Communications with and marketing to GSA’s government client is critical in maintaining and or increasing both exposure and client growth of GSA products and services. All contractor services are required to be performed per industry standards.

The Contractor shall provide support for these services and the government representative(s) will provide project-specific task assignments through task directives.

Resources The Government shall provide office space, telephone, reproduction equipment, computer hardware, software, etc, for contractor personnel to perform the tasks specified in the SOW.

Security Background Investigations

The contractor shall ensure that support personnel provided on this task meet basic background investigation checks.

As a minimum requirement to this SOW, the awarded Contractor shall have completed the required forms, and be prepared to submit them to GSA upon contract award. Forms will be requested at time of contract award, but no later than the Kick off Meeting. Offerors proposal shall include verification they are in compliance with this requirement, and required forms will be presented upon request.

The Contractor shall see that every employee has a GSA/Contractor identification/ building pass (ID) before the employee starts work. GSA personnel will furnish these ID’s. The Contractor shall return all ID’s to the GSA COR as employees are dismissed or terminated, and when the contract expires. All Contractor employees shall wear their ID’s during duty hours and show them for admission to the building. If requested, ID’s shall be worn with the photo and name facing away from the employee to facilitate easy identification of the employee.

Placement and Management of Work Contract Personnel shall conform to all local policies regarding access to Government facilities. Contractor personnel shall comply with Government regulations relating to the use of Government equipment and directives regarding building access and protection of Government resources. The Government will provide access to personnel and information required for the completion of the tasks identified.

The primary place of performance is:

GSA/ FAS National Marketing and Communication Division Suite 3300 230 South Dearborn Street Chicago, IL 60604.

Alternate Place of Performance Contract Personnel may be permitted to perform duties from an alternate place of performance, as an option, up to four workdays per week. Specifically, duties must be performed:

* during regular business hours

* using government-furnished equipment (i.e. laptop, cellular device, VPN),

* on an agreed upon base schedule as agreed to by the contractor and GSA.

Extenuating circumstances may be negotiated, and working at an alternate place of performance is not mandatory.

Hours of Work The contractor shall provide support during GSA’s official business hours, and workdays, excluding Federal holidays*. (*for those Federal holidays for which the government is closed, but the contractor’s office is not, services can continue to be provided utilizing alternative place of performance if desired).

The government’s work environment consists of a 40 hour week, 8-hour work day that includes a mid-day break (e.g. lunch) of 30 minutes that is uncompensated. In accordance with GSA policy, skipped mid-day breaks may not be used for early departure.

The workday may begin as early as 7:00 A.M. (concluding at 3:30 P.M.), or as late as 8:30 A.M. (concluding at 5:00 P.M.).

All contractor personnel will be required to enter time daily in a government provided system to indicate projects worked on.

Personnel Retention The Contractor shall make every effort to retain personnel in order to ensure continuity of task performance until contract completion.

Travel Travel is not anticipated in performance of these tasks. Should travel become required, the Government will provide approved travel related expenses.

Training All mandated training required by the Federal Government such as annual IT Security Awareness training, shall be provided by the Government.

The contractor is required to insure personnel supporting this contract is provided with any training offered commercially to insure staff is current it their area of expertise.

Customers The customer and recipient of all work performed under this contract order is the National Marketing and Communications Division (NMCD) of GSA/FAS.

Performance Monitoring Contractor performance shall be monitored by the Government representatives in accordance with the Contractor’s Quality Control Plan (QCP) and the Government’s Quality Assurance Surveillance Plan (QASP)(see Section 12, below).

General Definitions

Quality Assurance - A planned and systematic pattern of all actions necessary to provide confidence to the government that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purpose of this document, Quality Assurance refers to actions by the government.

Quality Assurance Personnel (QAP) - A functionally qualified government person(s) responsible for surveillance of contractor performance and providing communications to the contractor(s) and PCO.

Quality Assurance Surveillance Plan (QASP) - A plan detailing the contract surveillance procedures.

QASP Objectives, Measures and Expectations - An attachment to the QASP that lists the measures and expectations that will be used to evaluate contractor performance of the PWS objectives.

QASP Performance Evaluation Report - A table listing performance objectives and deliverables that is used by government evaluators to record the results of contractor performance evaluations.

Quality Control - Those actions taken by a contractor to control the production of outputs to ensure that they conform to the contract requirements.

Normal Workweek - A workweek is 40 hours.

Overtime - Time worked by a contractor’s employee in excess of the employee’s normal workweek.

FTE – Full Time Equivalent, the number of labor hours equal to those that would be worked by one employee in a year. For this procurement action 1920 hours is considered an FTE.

Technical Definitions None

3 Assumptions The contractor shall employ a staff with sufficient experience and expertise to perform each of the tasks in PWS.

4 Primary Performance Objectives (Technical) The scope of work for this requirement is to provide professional support to accomplish the requirements outlined below. The contractor support staff shall communicate with GSA program specialists, analysts and marketing staff to provide consultation, guidance and feedback concerning:

a. GSA-specific applications; software capabilities; GSA approved branding guide;

b. industry standard practices in graphic design;

c. industry standard practices in marketing automation and HTML programming/analysis.

All contractors assigned to this project will be required to enter time in a government provided system to indicate which projects they provided support on, and create weekly reports to the government displaying this information.

CLIN 0001 The contractor to provide graphic design services utilizing commercial design software (e.g. Adobe InDesign) for a variety of marketing related materials, and database systems maintenance (e.g. PICS), insuring that the visuals and functionality provided in any customer outreach effort is consistent, supports the message and that it reflects the “business of government” image associated with GSA. One person is required on an equivalent full time weekly schedule.

In support of GSA/FAS business goals, deliverables required include providing FAS program specialists a variety of graphics and design support for print and electronic publications. Expert or senior level design, layout, proofing, consultation and final file preparation for all media (print and online): catalogs, publications (e.g. fliers, postcards, banner graphics), web graphics, HTML-based emails, store signage and other visual communications. In addition, GSA/FAS NMCD requires graphic support on protocols as they relate to GSA branding standards, the NMCD image library and other tools which promote cost-savings, consistency and effective visual communications.

Graphic Design support requirements include the following:

· Active involvement and communications with NMCD staff and, to a lesser extent, NMCD clients. Contractor personnel must be highly skilled in listening, applying stated requirements to visual presentation methods, production schedule development and execution, and managing several projects simultaneously.

· Present clearly articulated proposals, concepts and consultative expertise to NMCD marketing project managers and other non-designer GSA staff, through a variety of methods e.g. in person, email/instant messaging, web tools , conference calls, and teleconferences.

· Apply industry standards to utilize GSA-provided equipment, Adobe Suite, Microsoft Suite, the GSA product database (currently PICS, Product Information and Communication System for product catalog creation), web development tools, Google applications, SalesForce.com and other GSA-provided software as needed;

· Stock photography image research, in accordance with established NMCD guidelines. Recommendations shall be made to GSA staff who hold purchasing authority for acquisition. Use and development of meta tags required for design and image library functions;

· Provide design guidance and feedback related to approved style guide application and conformance, cost-saving opportunities/considerations, and enhancement ideas for design-related operations. Examples include the image library, project task priorities, icon/template development and usage, replacement of existing PICS database and other creative ideas for problem solving;

· Design graphics, layouts, and mockups to support various publication types previously mentioned;

· Review proof copies from publishers/printers (hard copy and electronic proofs) and assisting the client in communicating required changes or improvements prior to final print and distribution;

· Troubleshoot graphic file issues (these may originate internally or externally), often under time pressure;

· Support the development of catalogs, publications, and marketing materials intended for HTML based email, web posting or physical distribution by publishers/printers;

· Create/propose interactive functionality and other web development tools to support the clients’ interactive needs.

· Utilize commercial CRM system (e.g. Salesforce) to track schedules, time, and project information.

· Knowledge and capability to create Section 508 compliant electronic documents (primarly PDF files)

Graphic Design Support service benefits from the following GSA-specific knowledge:

A. Expert knowledge of PICS database interface and templates for catalog production;

B. Expert knowledge of GSA Brand standards and color pallets, C. Expert knowledge of GSA catalog production, layout, NSN referencing, manual price adjustments and required icons;

D. Detailed knowledge of accepted sources for stock photography; requirements for review and acceptance of ‘outside images,’ image credit policies and procedures, and email campaign development requirements;

E. Detailed knowledge of Government Printing Office information requirements.

F. Detailed knowledge of Image Library attributes and utilization procedures

CLIN 0002 The contractor support shall provide marketing automation and HTML support services by maintaining and improving the existing marketing automation foundation to include: operating commercial marketing automation software (e.g. Eloqua), produce and maintain process documentation, monitor quality of statistical tracking and reports, enable and prepare web usage report via tracking software (e.g. Google Analytics, Eloqua), develop flipbooks from PDFs using commercial conversion software, and creating HTML design elements. One person is required on an equivalent full time weekly schedule.

Proficiency in applying CAN-SPAM and FISMA laws is required. Contractor will consult with government representatives to conceive and implement sophisticated automation workflows, develop and modify marketing automation templates, execute email and drip marketing campaigns and run or develop corresponding reports, and perform due diligence on key measures.

Marketing Automation and HTML support requirements include:

· Maintain and improve the existing marketing automation foundation: campaign processes, nurture track structures, scoring triggers, lead management workflows, content repositories, and reporting structures.

· Support marketing automation campaign initiatives and serve as a technical advisor to other members of the marketing team.

· Coordinate the update of shared assets, templates, and dynamic content.

· Import lists and maintain historical archives of raw and imported data.

· Segment email distribution lists, schedule emails, track results, and share system activity reports.

· Perform regularly scheduled QA testing to ensure data consistency and functionality.

· Actively identify system failures as they occur, and ensure proper execution of automation workflows.

· Review test results with key stakeholders and provide insights into potential optimizations.

· Produce and maintain process documentation to support the daily functions of the marketing automation team.

· Maintain technical requirements for ongoing projects and future enhancements.

· Create cheat sheets of commonly used fields, field values and campaign names for quick reference guides.

· Utilize commercial CRM system (e.g. Salesforce) to track schedules, time, and project information.

· Utilize commercial marketing automation platform (e.g. Eloqua) to build, execute, and monitor marketing automation campaigns.

· Create final, Section 508 compliant emails, utilizing provided copy and images

Marketing Automation and HTML Support service benefits from the following GSA-specific knowledge:

A. Expert knowledge of proprietary GSA application CMLS, including publication management;

B. Detailed knowledge of GSA Brand standards, and applying those to template development and enhancement;

C. Detailed knowledge of GSA data sources especially CMLS, GSA Advantage, eBuy, MIS/CART, and Salesforce;

D. Experience and proficiency in safeguarding proprietary and statutorily protected information.

CLIN 0003 The contractor support shall provide Graphic Design and Marketing Automation and HTML support services. Utilizing commercial design software (e.g. Adobe InDesign) for a variety of marketing related materials, and database systems maintenance (e.g. PICS), insuring that the visuals and functionality provided in any customer outreach effort is consistent, supports the message and that it reflects the “business of government” image associated with GSA. In addition this support maintains and improves the existing marketing automation foundation to include: operating commercial marketing automation software (e.g. Eloqua), produce and maintain process documentation, monitor quality of statistical tracking and reports, enable and prepare web usage report via tracking software (e.g. Google Analytics, Eloqua), develop flipbooks from PDFs using commercial conversion software, and creating HTML design elements. One person is required on an equivalent full time weekly schedule.

Graphic Design support requirements include the following:

· Active involvement and communications with NMCD staff and, to a lesser extent, NMCD clients. Contractor personnel must be highly skilled in listening, applying stated requirements to visual presentation methods, production schedule development and execution, and managing several projects simultaneously.

· Present clearly articulated proposals, concepts and consultative expertise to NMCD marketing project managers and other non-designer GSA staff, through a variety of methods e.g. in person, email/instant messaging, web tools , conference calls, and teleconferences.

· Apply industry standards to utilize GSA-provided equipment, Adobe Suite, Microsoft Suite, the GSA product database (currently PICS, Product Information and Communication System for product catalog creation), web development tools, Google applications, SalesForce.com and other GSA-provided software as needed;

· Stock photography image research, in accordance with established NMCD guidelines. Recommendations shall be made to GSA staff who hold purchasing authority for acquisition. Use and development of meta tags required for design and image library functions;

· Provide design guidance and feedback related to approved style guide application and conformance, cost-saving opportunities/considerations, and enhancement ideas for design-related operations. Examples include the image library, project task priorities, icon/template development and usage, replacement of existing PICS database and other creative ideas for problem solving;

· Design graphics, layouts, and mockups to support various publication types previously mentioned;

· Review proof copies from publishers/printers (hard copy and electronic proofs) and assisting the client in communicating required changes or improvements prior to final print and distribution;

· Troubleshoot graphic file issues (these may originate internally or externally), often under time pressure;

· Support the development of catalogs, publications, and marketing materials intended for HTML based email, web posting or physical distribution by publishers/printers;

· Create/propose interactive functionality and other web development tools to support the clients’ interactive needs.

· Utilize commercial CRM system (e.g. Salesforce) to track schedules, time, and project information.

· Knowledge and capability to create Section 508 compliant electronic documents (primarly PDF files) Marketing Automation and HTML support requirements include:

· Maintain and improve the existing marketing automation foundation: campaign processes, nurture track structures, scoring triggers, lead management workflows, content repositories, and reporting structures.

· Support marketing automation campaign initiatives and serve as a technical advisor to other members of the marketing team.

· Coordinate the update of shared assets, templates, and dynamic content.

· Import lists and maintain historical archives of raw and imported data.

· Segment email distribution lists, schedule emails, track results, and share system activity reports.

· Perform regularly scheduled QA testing to ensure data consistency and functionality.

· Actively identify system failures as they occur, and ensure proper execution of automation workflows.

· Review test results with key stakeholders and provide insights into potential optimizations.

· Produce and maintain process documentation to support the daily functions of the marketing automation team.

· Maintain technical requirements for ongoing projects and future enhancements.

· Create cheat sheets of commonly used fields, field values and campaign names for quick reference guides.

· Utilize commercial CRM system (e.g. Salesforce) to track schedules, time, and project information.

· Utilize commercial marketing automation platform (e.g. Eloqua) to build, execute, and monitor marketing automation campaigns.

· Create final, Section 508 compliant emails, utilizing provided copy and images

Graphic Design and Marketing Automation and HTML Support service benefits from the following GSA-specific knowledge:

A. Expert knowledge of PICS database interface and templates for catalog production;

B. Expert knowledge of GSA Brand standards and color pallets, and applying those to template development and enhancement;

C. Expert knowledge of GSA catalog production, layout, NSN referencing, manual price adjustments and required icons;

D. Detailed knowledge of accepted sources for stock photography; requirements for review and acceptance of ‘outside images,’ image credit policies and procedures, and email campaign development requirements;

E. Detailed knowledge of Government Printing Office information requirements.

F. Detailed knowledge of Image Library attributes and utilization procedures G. Expert knowledge of proprietary GSA application CMLS, including publication management;

H. Detailed knowledge of GSA data sources especially CMLS, GSA Advantage, eBuy, MIS/CART, and Salesforce;

I. Experience and proficiency in safeguarding proprietary and statutorily protected information.

CLIN 0004 The contractor support shall provide copy writing / copy editing services for a variety of marketing-related media, insuring that the message provided in any customer outreach effort is consistent and that it reflects the corporate image associated with GSA. Services will include, marketing copy writing, copy editing, content formatting for design layout, product description reviews, quality control of messaging and content, and publication standard documentation maintenance, in support of marketing communications utilizing a variety of channels. One person is required on an equivalent full time weekly schedule.

Copy Writing / Copy Editing support requirements include:

Copy Writing – the contractor support will be required to (some direction will be communicated by GSA, and the contractor support must then do the following at their own direction):

· Access Content Provided in one of three levels:

· No content to very little content (a few sentences, bullets, etc.) – contractor support must research previous publications, PDFs, websites, articles, MS Word documents, etc. to learn and become a subject matter expert on what they are writing about; or

· Content is provided and needs to be updated with additional research – contractor support must review provided draft content that needs updating, and must research previous publications, PDFs, websites, articles, MS Word documents, etc. to learn and become a subject matter expert on what they are writing about; or

· Content is provided and needs updated with no additional research – contractor support must review provided draft content that needs updating and become a subject matter expert on what they are writing about.

· Create brand new copy that uses plain language technique, applies a consistent tone of current GSA messaging, ensures the message is customer-focused, communicates the GSA value proposition/features, meets communicated specifications, purpose and goal, and applies current GSA Publication Style Guide and Associated Press (AP) Style Guidelines for spelling, style, length, format, tone, punctuation, and grammar, .

· Submit proof back to GSA for review. Make additional edits/changes based on feedback, and take additional steps outlined above if needed.

Copy Editing – the contractor support will be required to (some direction will be communicated by GSA, but the contractor support must then do the following at their own direction):

· Review provided draft content that needs updating;

· Apply copy editing techniques at one of three different levels, which is based on GSA’s discretion of the already created draft content:

· Light Editing:

· Content will be reviewed for plain language technique, applies a consistent tone of GSA messaging, adherence to GSA Publications Style Guide and the AP Style Guidelines, spelling, style, length, format, tone, punctuation, grammar, and to ensure that the message is customer focused.

· Correct faulty spelling, grammar, and punctuation; eliminate male/female modifiers; query dated references; ensure accuracy of website addresses and cross-references; and verify presence of all material.

· Regular Editing:

· Content will be reviewed for plain language technique, applies a consistent tone of GSA messaging, adherence to GSA Publications Style Guide and the AP Style Guidelines, spelling, style, length, format, tone, punctuation, grammar, and to ensure that the message is customer-focused.

· Correct faulty spelling, grammar and punctuation; eliminate male/female modifiers; query dated references; ensure accuracy of website addresses and cross-references; and verify presence of all materials.

· Edit for correct and consistent spelling, punctuation, hyphenation, capitalization and grammar; confirm that all text conforms to the newest edition of the AP Style Guidelines; check for consistency of abbreviations, alphabetical and/or numerical lists and In the use of italics; eliminate male/female modifiers and prejudiced, obscene, dated or slanderous language; improve word choices, transitions, and overall fluency (where applicable); ensure consistency of citations; check numbering and completeness of references; ensure agreement of table of contents with headings; verify correctness of call-outs for all tables, figures, footnotes and cross-references; ensure that headlines are parallel in construction, number, and frequency.

· Heavy Editing:

· Content will be reviewed for plain language technique, applies a consistent tone of GSA messaging, adherence to GSA Publications Style Guide and the AP Style Guidelines, spelling, style, length, format, tone, punctuation, grammar, and to ensure that the message is customer-focused.

· Correct faulty spelling, grammar, punctuation; eliminate male/female modifiers; query dated references; ensure accuracy of website addresses and cross-references; and verify presence of all material.

· Edit for correct and consistent spelling, punctuation, hyphenation, capitalization, and grammar; confirm that all text conforms to the newest edition of the AP Style Guidelines; check for consistency of all abbreviations, alphabetical and/or numerical lists and in the use of italics; revise or query material that is prejudiced, obscene, dated or slanderous; improve word choices, transitions, and overall fluency (where applicable); ensure consistency of citations; check numbering and completeness of references; ensure agreement of table of contents with headings and references; verify correctness of call-outs for all tables, figures, footnotes and cross-references; ensure that the headings are parallel in construction, number, and frequency.

· Amend wordiness, inappropriate spaces, confusion, redundancies, jargon, vague generalizations, and passive voice; ensure coherence, logic, organization, and consistent tone and focus.

Content Formatting for Design Layout – the contractor support, upon completion of copywriting and copyediting tasks, will prepare copy for design layout and formatting, and reviews proofs to ensure formatting was applied correctly.

Product Description Reviews – the contractor support will review product description information from the Product Information and Communications System (PICS), making recommendations to correct spelling, improve style, length, format, tone, punctuation, grammar, and to ensure that the message is customer-focused. Also ensures that similar products share identical descriptions and identifies areas where product description changes will bring efficiency to catalog layout.

Quality Control of Messaging and Content – the contractor support will verify that correct copy and content is included in final deliverables, and that all meet GSA Publication Style Guide and GSA Brand Guidelines.

Publications Standards Documentation Maintenance – The contractor support must maintain and update the GSA Publications Style Guide, which is a guide specific to GSA marketing materials that is used by the contract support as well as other NMCD staff. This guide is updated approximately once annually.

Contractor support maintains PICS database guidelines for data presentation. This guide is used by the contract support as well as by members of other GSA departments responsible for product description development and editing.

The contractor support staff shall communicate with GSA program specialists and marketing personnel to provide editorial guidance and feedback concerning approved style guide language, grammar, punctuation, etc.

Administrative - Utilize commercial CRM system (e.g. Salesforce) to track schedules, time, and project information.

All contractor support staff shall:

* provide supplemental support to the GSA/FAS/NMCD, daily operations (located in Chicago, Illinois.)

* serve as trained specialists and consultants for GSA Management and NMCD staff by working independently within the general scope of the assignments provided.

5 Meeting Objectives The Contractor shall initiate work on this contract by meeting with the GSA/PM/COR and the CO within two (2) days of award to ensure a common understanding of the requirements, expectations, and ultimate end products. The Contractor shall demonstrate overall understanding of the project and review the background information and materials provided by GSA. Discussions shall also include the scope of work, deliverables to be produced, how the efforts will be organized and project conducted, assumptions made, and expected results. A concerted effort shall be made to gain a thorough understanding of the PM/COR and GSA’s expectations. However, nothing discussed in this or in any subsequent meetings or discussions between GSA and Contractor shall be construed as adding, deleting, or modifying any task order requirements, including deliverable specifications and due dates.

6 Contract-wide Objectives Government refers to those individuals responsible for payment and administration of the publication contract. Government personnel include:

Contracting Officer (CO) has the overall responsibility for administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; and make final decisions on disputed payments. However, the Contracting Officer may delegate certain other responsibilities to an authorized representative, the Project Manager/Contracting Officer Representative (PM/COR).

Vendor shall provide deliverables to the Government, which meets all the standards set forth in this contract. Vendor shall take necessary actions to ensure compliance with rules and regulations set forth in this contract. Vendor shall submit a fixed price to provide the services described in this contract. Price changes will not be allowed after award. Therefore, Vendors should submit fully responsive proposals setting forth their most advantageous offer to the Government.

Vendor will not be paid for unauthorized changes made outside the scope of the contract.

Vendor telephone costs, photocopying costs, conference call costs, messenger costs are to be included in proposal.

Federal Express/Messenger services required for submission of vendor proofs to the Government must be included in price proposal.

A Project Manager shall be assigned by the vendor to the project.

Invoices must be submitted to the attention of the GSA PM/COR.

Vendor invoices shall reflect only those authorized services provided/completed and line items submitted in the proposal.

Vendor invoice totals shall not exceed the agreed and accepted fixed price.

Vendor payment shall be made 30 days after receipt of each acceptable invoice.

All invoices in dispute by the PM/COR shall be returned promptly within 7 days for clarification.

7 Additional Performance Requirements Location of Work Contract Personnel shall conform to all local policies regarding access to Government facilities. Contractor personnel shall comply with Government regulations relating to the use of Government equipment and directives regarding building access and protection of Government resources. The Government will provide access to personnel and information required for the completion of the tasks identified.

The primary place of performance is:

GSA/ FAS National Marketing and Communication Division Suite 3300 230 South Dearborn Street Chicago, IL 60604.

Alternate Place of Performance

Contract Personnel may be permitted to perform duties from an alternate place of performance, as an option, up to four workdays per week. Specifically, duties must be performed:

* during regular business hours

* using government-furnished equipment (i.e. laptop, cellular device, VPN),

* on an agreed upon base schedule as agreed to by the contractor and GSA.

Extenuating circumstances may be negotiated, and working at an alternate place of performance is not mandatory.

Time of Work Normal Hours

The contractor shall provide support during GSA’s official business hours, and workdays, excluding Federal holidays*. (*for those Federal holidays for which the government is closed, but the contractor’s office is not, services can continue to be provided utilizing alternative place of performance if desired).

The government’s work environment consists of a 40 hour week, 8-hour work day that includes a mid-day break (e.g. lunch) of 30 minutes that is uncompensated. In accordance with GSA policy, skipped mid-day breaks may not be used for early departure.

The workday may begin as early as 7:00 A.M. (concluding at 3:30 P.M.), or as late as 8:30 A.M. (concluding at 5:00 P.M.).

All contractor personnel will be required to enter time daily in a government provided system to indicate projects worked on.

Holidays

The Government shall observe the following holidays.

Travel

Travel is not anticipated in performance of these tasks. Should travel become required, the Government will provide approved travel related expenses.

Training

All mandated training required by the Federal Government such as annual IT Security Awareness training, shall be provided by the Government.

The contractor is required to insure personnel supporting this contract is provided with any training offered commercially to insure staff is current it their area of expertise.

Definition of Contractor Support Coverage

The contractor shall provide a clear and concise explanation as to the issue of attendance and pricing. The Government recognizes that contractor staff may be in need of time away from the office (i.e. personal days and/or leave for any other reason). The contractor shall explain how the FFP pricing provided will address this issue. The Contractor’s proposal should include a plan for providing full attendance by staff personnel or an alternate method of handling days of leave consistent with the durations outlined in the Service Contract Act are allowable. Time away shall be planned in advance to the maximum extent practicable. The Contractor shall notify (via email or phone) the COR when a service employee is using leave (annual or sick) the same day. In addition the COR shall be notified at least two weeks in advance when any contract employee expects to be out of the office for vacation is excess of one business day.

The Service Contract Act (SCA) Wage determinations are attached. The SCA wage determinations are incorporated into this contract.

The Statement of Work, as it is written, assumes full coverage for the entire work year (excluding weekends, federal holidays and leave as allowed by the Service Contract Act) for each position.

Privacy Act Requirements Work on this project may require that Contractor personnel have access to information which is subject to the Privacy Act of 1974. Personnel shall adhere to the Privacy act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations when handling this information. Privacy Act information is considered sensitive and appropriate safeguards shall be implemented by the Contractor. The Contractor is responsible for ensuring all contractor personnel are briefed on privacy Act requirements.

Personal Services This is not a “Personal Services” contract as defined by FAR 37.104. The government has taken the following steps and precautions to ensure that “Personal Services” employer-employee relationships are not created between government and contractor employees during performance of this task order. Although Contractor employees who furnish services under this contract are subject to Government technical oversight, the Government shall not oversee Contractor employees but shall provide all direction through the Contractor’s designated representative(s) who is/are solely responsible for supervising and managing Contractor employees. In further compliance with this regulation –

All tasks will be initiated using approved Task Directive Forms.

All government direction or approval of contractor initiated suggestions shall be documented using approved Task Directive Forms All government contract monitors shall communicate with the contractor through the approved contractor management representative.

All government representatives responsible for managing this task order shall be briefed on the avoidance of personal services and those actions that represent personal services, prior to assuming their contract responsibilities.

Rehabilitation Act Compliance (Section 508) Unless otherwise exempt, all services and/or products provided in response to this requirement shall comply with Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and the Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards (36 CFR part 1194).

The Contractor shall support the Government in its compliance with Section 508 throughout the development and implementation of the work to be performed. Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d) requires that when Federal agencies develop, procure, maintain, or use electronic information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who do not have disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

Additional information regarding Section 508 can be obtained from the following web sites.

http://www.section508.gov/index.cfm?FuseAction=Content&ID=12 http://www.access-board.gov/508.htm http://www.w3.org/WAI/Resources

For this requirement, the Contractor is exempt from the provisions of Section 508 of the Rehabilitation Act of 1973, as amended with regard to operation of military aircraft and military aircraft simulators.

Avoidance and/or Mitigation of Actual or Potential Organizational Conflicts of Interest Contractor employees may have access to sensitive government information while performing this work, may be involved in reviewing and assessing the work of other contractors, and may be involved in developing specifications and work statements for subsequent or complementary work. There is a potential for organizational conflicts of interest if the Contractor has ties with firms whose work it will review or if the Contractor is subsequently awarded a contract that uses a specification or work statement that it prepared. To avoid actual or potential organizational conflicts of interest the Contractor, in conjunction with Government scheduling and oversight controls, must be able to mitigate its relationship with a firm whose work it might review during performance of this Task Order. No specific firm is currently identified but firm may be identified during the course of contract/task order performance. Additionally, the Contractor shall refrain from seeking contracts that incorporate Contractor generated specifications or work statements until it first demonstrates, to the satisfaction of the Contracting Officer, that obtaining such other contracts will not create an actual or potential organizational conflict of interest with work performed on this task order. The Contractor shall comply with the provisions of the task order clauses entitled “Organizational Conflicts of Interest,” “Notification of Conflicts of Interest Regarding Personnel,” “Limitation of Future Contracting,” and “Annual Conflict of Interest Certification” to meet this requirement, which shall be incorporated into the Task Order.

8 Personnel Requirements

NOTE: The Government, at its sole discretion, may consider substitutions and/or requests for deviation from any of the following personnel qualifications (e.g., experience in lieu of education), if to do so would be in the best interest of the Government.

The proposal should provide resumes for key personnel of the team who will be assigned this project. The evaluator will review the key personnel experience and check references where appropriate to ensure that the experience is really applicable to the project.

The key personnel shall include the required experience for the positions, resume or other documentation showing qualifications and experience performed by individual on the last two similar projects on which he / she was employed and the duties to be performed on this project.

Personnel Qualifications – General The contractor support staff shall be proficient in computer use (referred to above), web, database systems and electronic publication and marketing automation tools. The contractor support staff shall provide expert knowledge in the current software versions of their discipline, including those previously referenced, and especially Adobe InDesign and the Adobe Creative Suite of products, as well as the Oracle Eloqua marketing automation system.

The contractor support staff shall provide, in support of marketing efforts, (including collateral and catalogs, lists, data, etc), the following: data management capabilities (both printed materials and web-based); ability to build knowledge of GSA offerings to offer solutions and consistency in data collection/presentation/distribution; ability to constructively work with other disciplines in FAS for data collection, manipulation, presentation and distribution.

The government requires excellent time management skills, ability to take direction, to follow process and to make process improvement recommendations to the Government. The government representative(s) will provide project-specific tasks assigned through task directives. Task directives may be issued in writing or verbally, and will either indicate which pre-defined task(s) the contractor shall perform or will describe the objectives and output of special or unique analysis or reports. The task directives will also establish completion dates, and require the contractor to provide and ensure effective performance of all project management, coordination, coding, final editorial proofreading and appropriate scheduling required to produce final task directive (e.g. graphic design, email, report HTML programmed web page feature, etc.). The government requires file be maintained consistently, ensuring backup and recovery.

The contractor support staff shall possess the ability to build knowledge of GSA offerings and to offer solutions and consistency in data presentation in a variety of marketing collateral. The contractor support staff shall demonstrate excellent written, verbal and interpersonal skills, and have the ability to clearly communicate (orally and in writing) with GSA employees and management.

The contractor support staff shall follow the general contract requirements as set forth in this Statement of Work.