RFP_15-09_Data_Visualization.pdf

REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

PAGE

OF

PAGES

1. REQUEST NO.

RFP 15-09

2. DATE ISSUED

2 Dec 2014

3. REQUISITION/PURCHASE REQUEST NO.

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1 >

RATING

5A. ISSUED BY

NATIONAL ENDOWMENT FOR THE ARTS (NEA)

400 7th St. SW, 3rd floor

Washington DC 20506

6. DELIVER BY (Date)

5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls)

USMAAN Z. CHAUDHRY (202) 682-5494

7. DELIVERY

FOB DESTINATION OTHER (See Schedule)

8. TO: NAME AND ADDRESS, INCLUDING ZIP CODE

9. DESTINATION (Consignee and address, including ZIP Code)

10. PLEASE FURNISH PROPOSALS TO THE ISSUING OFFICE IN BLOCK 5A ON OR BEFORE CLOSE OF BUSINESS (Date)

Please Furnish Proposals no later than:

5:00 PM EST, MONDAY, 5 JANUARY 2015

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5A.

This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Proposals must be completed by the quoter.

12. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Proposals are requested for data visualization services for two (2) distinct projects for the NEA - 1) design/create a visual narrative project for the Office of

Public Affairs and 2) design/create visualizations of Arts Data Profiles for the

Office of Research & Analysis. All services are requested in accordance with the included statement of work/specifications.

NAICS: 541430

QUESTIONS DEADLINE:

E-mail to chaudhryu@arts.gov by 5:00 PM

EST Tuesday, 9 December 2014.

PROPOSALS DEADLINE:

Proposals must be e-mailed to chaudhryu@arts.gov by the time stated above.

*Faxed proposals will not be accepted.

SEE

PRICING

SCHEDULE

SECITON

B.3

SEE PRICING

SCHEDULE

SECITON B.3

13. DISCOUNT FOR PROMPT PAYMENT >

10 CALENDAR DAYS

20 CALENDAR

DAYS

30 CALENDAR DAYS

CALENDAR DAYS

14. NAME AND ADDRESS OF QUOTER (Street, city, county, State, and ZIP Code)

15. SIGNATURE OF PERSON AUTHORIZED TO SIGN PROPOSAL

16. DATE OF

PROPOSAL

17. NAME AND TITLE OF SIGNER (Type or print)

18. TELEPHONE NO.

(Include area code)

Standard Form 18 (Rev. 6-95) file:///C:/Users/shewfelts/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/FZ5SM5JP/contracts@arts.gov file:///C:/Users/shewfelts/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/FZ5SM5JP/contracts@arts.gov

December 2, 2014

Reference: Data Visualization Services

Subject: Request For Proposal (RFP) 15-09

Dear Prospective Offeror:

This is a combined synopsis/solicitation issued in accordance with FAR Parts 12 and 6. The National

Endowment for the Arts (NEA) invites contractors to submit proposals for the services described in the attached statement of work and request for proposal (RFP).

SET-ASIDE: This acquisition is a 100% small-business set-aside in accordance with FAR 6.203.

Enclosed you will find a statement of work/solicitation seeking proposals for data visualization services.

Notes:

1) Vendors are encouraged to submit proposals even if they are only able to perform one (1) of the two (2) major tasks requested.

2) This RFP in no way obligates the Government to award a contract, nor does it commit the

Government to pay any costs incurred in preparing and submitting your proposal.

3) The Government may award a partial award(s) or multiple awards for this requirement.

QUESTIONS DEADLINE: Questions concerning this proposal must be submitted only via email to chaudhryu@arts.gov by 5:00 PM EST Tuesday, 9 December 2014.

PROPOSALS DEADLINE: Proposals must be submitted only via email to chaudhryu@arts.gov by 5:00

PM EST Monday, 5 January 2015.

Sincerely, Usmaan Z. Chaudhry

Contracting Officer

National Endowment for the Arts

Enclosures:

Section B, Supplies/Service and Prices

Section C, Description/Specifications/Statement of Work

Section D, Preservation, Packaging and Marking - Not Applicable

Section E, Inspection and Acceptance

Section F, Deliveries or Performance

Section G, Contract Administration Data

Section H, Special Contract Requirements

Section I, Contract Clauses

Section J, List of Attachments - Not Applicable

Section K, Representations, Certifications and Other Statements of Offerors

Section L, Instructions, Conditions and Notices to Offerors

Section M, Evaluation Factors for Award

SECTION B

SUPPLIES/SERVICES AND PRICES

B.1 GENERAL

This RFP is for data visualization services as described herein. The data visualization services are comprised of two (2) separate tasks:

Design/create a visual narrative project for the Office of Public Affairs;

Design/create visualizations of Arts Data Profiles for the Office of Research & Analysis.

Section C contains further details on each task.

B.2 CONTRACT TYPE & TERM

B.2.1 Contract Type

Firm-fixed price contract.

B.2.2 Contract Term / Performance Details

Period of Performance:

Base Year 31 Jan 2015* - 31 Dec 2015

Option Year I 1 Jan 2016 - 31 Dec 2016

Option Year II 1 Jan 2017 - 31 Dec 2017

Option Year III 1 Jan 2018 - 31 Dec 2018

Option Year IV 1 Jan 2019 - 31 Dec 2019

*Anticipated contract start date; subject to change.

Location / NEA's Offices:

400 7th St. SW, 3rd floor

Washington DC 20506

B.3 PRICING

All unit prices are firm fixed rates.

LINE ITEM SERVICES QTY. UNIT UNIT PRICE AMOUNT

Base Year

0001 Task I:

Visual Narrative Project

1 Lot $ $

0002 Task II:

Arts Data Profiles Visualization

1 Lot $ $

Sub-total (Base Year): $

Option Year I

1001 Task I:

Visual Narrative Project

1 Lot $ $

1002 Task II:

Arts Data Profiles Visualization

1 Lot $ $

Sub-total (Option Year I): $

Option Year II

2001 Task I:

Visual Narrative Project

1 Lot $ $

2002 Task II:

Arts Data Profiles Visualization

1 Lot $ $

Sub-total (Option Year II): $

Option Year III

2001 Task I:

Visual Narrative Project

1 Lot $ $

2002 Task II:

Arts Data Profiles Visualization

1 Lot $ $

Sub-total (Option Year III): $

Option Year IV

2001 Task I:

Visual Narrative Project

1 Lot $ $

2002 Task II:

Arts Data Profiles Visualization

1 Lot $ $

Sub-total (Option Year IV): $

GRAND TOTAL:* $

Notes*:

1) Please expand on/include additional pricing info as necessary.

2) All-inclusive figure (including any and all overhead, related costs, travel, etc.)

3) The NEA is a federal agency and exempt from sales tax.

SECTION C

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 INTRODUCTION

The National Endowment for the Arts (NEA) (http://www.arts.gov) was established by Congress in 1965 as an independent agency of the federal government. The NEA's continued investment in the arts are in the very things that make this country great: creativity, inspiration, and hard work. To date, the NEA has awarded more than $5 billion to support artistic excellence, creativity, and innovation for the benefit of individuals and communities. The NEA extends its work through partnerships with state arts agencies, regional arts organizations, local leaders, other federal agencies, and the philanthropic sector.

The NEA's strategic goals rely on a thorough engagement with individuals and groups both within and outside the arts and cultural sectors. Even if they don't realize it, every person has a connection with the arts, whether it’s where they live or work, or where they or their children go to school. These are all spaces that the NEA cares about or has some influence over.

The NEA's strategic goals include:

Support the creation of art that meets the highest standards of excellence

Foster public engagement with diverse and excellent art

Promote public knowledge and understanding about the contributions of the arts

Enable the NEA mission through organizational excellence

The NEA Office of Public Affairs (OPA) has developed a communications plan that aligns with the agency's strategic goals. The communications strategy is built on four mutually-reinforcing objectives:

Maintain and enhance a positive, credible, and meaningful image of the NEA

Establish the NEA as the bully pulpit on arts and cultural dialogue in the U.S.

Expand brand awareness and engagement via digital properties

Strengthen the NEA's communications capacity

In addition, research into the value and impact of the arts is a core function of the NEA. Through accurate, relevant, and timely analyses and reports, the NEA, through its Office of Research & Analysis

(ORA), reveals the factors, conditions, and characteristics of the U.S. arts ecosystem and the impact of the arts on other domains of American life.

Today, the NEA has an opportunity to take all of the great work being done in every part of the agency --from independent research and analysis to outcomes from grant-making -- as a catalyst for the arts communities of America, and as a sponsor of creativity and innovation that will benefit our nation's economy. With data visualization, info-graphics, and motion graphics we will be better able to tell our story in a way that is familiar and eye-catching, easy to understand, and relevant to broad and diverse audiences.

Below please find a select list of resources that will provide some background on the NEA:

Information about the NEA:

2014 Guide to the National Endowment for the Arts

How the United States Funds the Arts

National Endowment for the Arts: A History 1965-2008

History of the NEA:1965-2000

National Endowment for the Arts: Art Works for America, Strategic Plan 2014-2018

Performance and Accountability Report FY2013

Creative Placemaking White Paper

FY2014 Annual Financial Report

Examples of NEA sponsored research:

How Art Works: The National Endowment For The Arts' Five-Year Research Agenda, Supported

By A System Map And Measurement Model

2012 Survey of Public Participation in the Arts (SPPA) (Highlights)

2012 SPPA Supplementary Materials

The Arts and Achievement in At-Risk Youth: Findings From Four Longitudinal Studies

The Arts and Human Development: Framing a National Research Agenda for the Arts, Lifelong

Learning, and Individual Well-Being

The Arts and Civic Engagement: Involved in Arts, Involved in Life

Bureau of Economic Analysis and NEA Release Preliminary Report

Please also see the NEA's Current Arts Data Profile Pages and Arts Related Data Sets maintained by the

NEA, as well as the 2012 General Social Survey (GSS) arts module and the Annual Arts Benchmarking

Survey 2013/2014 questionnaires.

http://arts.gov/sites/default/files/NEA_guide_2014.pdf http://arts.gov/sites/default/files/how-the-us-funds-the-arts.pdf http://arts.gov/sites/default/files/nea-history-1965-2008.pdf http://arts.gov/sites/default/files/NEAChronWeb.pdf http://arts.gov/sites/default/files/NEAStrategicPlan2014-2018.pdf http://arts.gov/sites/default/files/FY2013PAR.pdf http://arts.gov/sites/default/files/CreativePlacemaking-Paper.pdf http://arts.gov/sites/default/files/nea-fy2014-afr.pdf http://arts.gov/sites/default/files/How-Art-Works_0.pdf http://arts.gov/sites/default/files/How-Art-Works_0.pdf http://arts.gov/sites/default/files/highlights-from-2012-SPPA-rev.pdf http://arts.gov/publications/additional-materials-related-to-2012-sppa http://arts.gov/sites/default/files/Arts-At-Risk-Youth.pdf http://arts.gov/sites/default/files/TheArtsAndHumanDev.pdf http://arts.gov/sites/default/files/TheArtsAndHumanDev.pdf http://arts.gov/sites/default/files/CivicEngagement.pdf http://arts.gov/news/2013/us-bureau-economic-analysis-and-national-endowment-arts-release-preliminary-report-impact http://arts.gov/artistic-fields/research-analysis/arts-data-profile-series http://arts.gov/grants-organizations/research-art-works/publicly-available-data-sources http://www3.norc.org/GSS+Website/ http://arts.gov/sites/default/files/AABS-Questions.pdf http://arts.gov/sites/default/files/AABS-Questions.pdf

C.2 SCOPE OF WORK

This request for proposal is for 2 tasks:

Task I: To design/create a visual narrative project (Office of Public Affairs)

Task II: To design/create Arts Data Profiles (Office of Research & Analysis)

Further details on both these tasks are included below.

C.2.1 Task I: Visual Narrative Project (OPA)

The NEA is interested in creating a visual narrative to tell the story of the NEA using a variety of information and data from NEA offices including the Grants Office and the Office of Research &

Analysis, as well as the NEA artistic fields. These visual tools will be used by the NEA Chairman, as well as the NEA's OPA (via social media, website, presentations, communication strategies, and reports), to help tell a better story of who we are as an agency, what we do and why it matters.

In order to most effectively disseminate and convey the information and data at our disposal, the NEA seeks to create a visual means of communicating our big-picture story, punctuated by deep-dive looks at selected aspects of that story to reinforce specific points and messaging. This is important not only for reaching mass audiences, but also for driving home points to policymakers.

The NEA seeks a data visualization contractor to assist in creating friendly, eye-catching and memorable visuals, from info-graphics and data visualization (both static and interactive) to motion graphics or other compelling visual representations of statistical and other data. The number and variety of the visualizations will be based on the recommendation of the contractor and the allotted budget (see Section

C.2.3).

It is important to note that September 2015 will mark the 50th anniversary of the NEA. The collection of visual tools that are created will not be branded as part of the 50th anniversary, but will be used in a variety of ways throughout the anniversary year.

The NEA will complete a message-testing project by approximately late February 2015. We expect this new messaging to help direct the NEA's big-picture story, and any other info-graphic elements that the contractor designs.

C.2.2 Task II: Arts Data Profiles (ORA)

In addition, the NEA's ORA is seeking to overhaul the look of the Arts Data Profile (ADP) series on http://www.arts.gov. This resource, billed as "pain-free introductions to arts-related datasets," currently consists of three (3) installments, covering such topics as working artists and arts and cultural industries.

Ultimately, the ADP series is intended to showcase a wealth of publicly accessible, national datasets containing variables pertaining to arts and culture. The NEA initiated many of those data collections in the first place, and now we want to empower the public (including arts organizations, educators, and researchers from a variety of fields) to explore what the datasets tell us about the arts' role and value in

American life.

C.2.3 Budget

The estimated budget for this contract is as detailed below:

http://arts.gov/artistic-fields/research http://arts.gov/artistic-fields/research http://arts.gov/artistic-fields http://arts.gov/artistic-fields/research-analysis/arts-data-profile-series http://www.arts.gov/

Task Budget

Task I

(Office of Public Affairs / Visual Narrative Project)

$100,000 (Base year)

Task II

(Office of Research & Analysis / Arts Data Profile

Pages)

$35,000 (Base year)

The above listed budgets are for the initial (base) year for each respective task. They do not apply to any of the option years.

C.3 DETAILED SPECIFICATIONS

The contractor shall perform the tasks detailed below.

C.3.1 Task I: Visual Narrative Project (OPA)

Discovery Phase: The contractor will meet with the NEA for an initial discussion on the types of materials and information needed for the contractor to develop a recommended story plan. The contractor will review and analyze the data and information supplied by the NEA in order to propose a storyline/visual narrative with "select" stories that will punctuate or emphasize important points within the narrative.

Storyline/Visual Narrative Recommendation: The contractor will present a recommendation for the NEA's visual story that will include a "big picture" element, as well as select stories that will punctuate or emphasize important points within the narrative. The contractor will recommend the most effective formats (e.g., info-graphics, interactive or static graphics, motion graphics, etc.) for each of the elements.

The NEA is interested in the use of motion graphics and other interactive elements that will engage as well as entertain audiences.

Design/Execution of the NEA Visual Narrative Elements: Once the storyline/visual narrative is agreed upon, the contractor will design and develop the various elements/visuals. The design of all elements/visuals in the repertoire must 1) use cohesive visual language, 2) include the NEA logo and 3) be 508 compliant, where applicable. The number and variety of the visualizations will be based on the recommendation of the contractor and the allotted budget as well as project director/agency discretion.

Services Outline:

Base Year Discovery Phase / Storyline/Visual Narrative Recommendation / Design of NEA Visual

Narrative Elements / Select "deep-dive" stories emphasizing important points within

NEA narrative

Option Years Ongoing select "deep-dive" stories emphasizing important points within NEA narrative

C.3.2 Task II: Arts Data Profiles Design (ORA)

Arts Data Profile Design: The contractor shall be charged with converting the visualizations of the current Arts Data Profile (ADP) entries from static to interactive, and with creating enticing graphics to engage the public with "selected findings" that are displayed on each ADP page. In addition, the contractor shall work closely with the ORA director and analysts to envision and execute two (2) to three

(3) new ADPs per quarter for the life of the contract.

Beyond designing an intuitive interface that allows the public to query arts-related datasets on a limited basis, the contractor shall determine which types of interactive visualizations are most appropriate for which selected findings.

Datasets that will be integrated into the ADP series include but are not limited to:

2012 General Social Survey (GSS) data about motivations and barriers in arts participation

U.S. Arts & Cultural Production Satellite Account (ACPSA) for 1998-2012

Annual Arts Benchmark Survey for 2013-2014

2012 Survey of Public Participation in the Arts (SPPA) data

The Validating Arts & Livability Indicators (VALI) Study: Results and Recommendations

NEA grants activity data

In addition to working with the ORA to create aesthetically pleasing, interactive visualizations for ADPs based on these datasets, the contractor shall provide such visualizations for the three (3) ADPs that already exist on the NEA's website by enhancing or replacing the current visualizations. For a view of the current ADP series on arts.gov, see the following link:

http://arts.gov/artistic-fields/research-analysis/arts-data-profile-series.

(After entering the page, choose one of existing ADP entries, click, and then choose from several links on the right-hand side of the page. Options include "Intro," "Sample Findings," and various tables, research tools, and datasets.)

Services Outline:

Base Year Visually compelling ADP draft followed by up to two to three (2-3) ADPs per quarter

Option Years Up to two to three (2-3) visually compelling ADPs per quarter (for all option years).

This would translate to an estimate of 8-12 ADPs per option year.

Special Note:

For this task, in addition to the above stated requirements, the ORA is also open to proposals that offer the

NEA access to proprietary or open-source data visualization platforms, with sufficient training and technical assistance provided to ORA staff for the purpose of executing the task themselves. In that case, the data visualization software should require minimal training and no computer programming (e.g., coding) abilities on the part of ORA staff. Alternatively, the ORA is also open to proposals that offer a hybrid approach, allowing for the contractor to produce some/the majority of ADP visualizations in the manner described above, while also providing ORA staff with training and technical assistance to execute some portion of the task themselves.

C.3.4 Deliverables

Project Management: With the consultation of the project director (Task I / OPA) and the co-project director, (Task II / ORA) the contractor shall provide management, oversight, and execution of the http://www3.norc.org/GSS+Website/ http://arts.gov/sites/default/files/AABS-Questions.pdf http://arts.gov/sites/default/files/highlights-from-2012-SPPA-rev.pdf http://arts.gov/sites/default/files/VALI-Report.pdf http://arts.gov/artistic-fields/research-analysis/arts-data-profile-series storyline and designs needed for the NEA visual narrative. This will require regular meetings and discussions with the NEA project director or designee.

During the life of the contract, the contractor shall be available to meet – both by telephone and in person – with the project director or designee to plan and review designs.

The contractor shall be available to meet with the project director or designee during the business hours of 9:00 am and 5:30 pm ET or as needed at other arranged times.

C.3.4.1 Task I: Visual Narrative Project

The contractor shall perform the following:

The contractor shall participate in a kick-off meeting with the project director and team. The location of this meeting is at the NEA's offices.

The discovery phase for the visual narrative and info-graphic elements shall not exceed eight

(8) weeks. The storyline/visual narrative recommendation shall be delivered to the NEA within or by the end of this eight (8) week period.

The contractor shall develop and supply weekly progress reports as well as graphic story boards for each recommended element to which the project director will provide feedback, as negotiated with the project director.

The contractor shall monitor the project budget, as well as prepare and submit monthly invoices to the NEA Contracts office in accordance with invoice requirements as stated in

Section G.

Develop a storyline/visual narrative recommendation that will work across the NEA's Drupal platform and all social media platforms. In addition to a storyline with info-graphic elements, the recommendation shall also include a work plan, timeline, and budget for each element.

The budget should be within the allotted contract budget.

The recommendation (along with all related materials, including work plan. etc.) shall be presented to NEA staff in NEA offices at an agreed upon time. If the contractor is not in

Washington, DC, is it also possible to conduct a video conference for this presentation.

The project director will provide feedback on the recommendation, and based on the feedback, the contractor shall submit a revised, final recommendation and work plan.

For the recommendation, the contractor shall work with the Project Director on incorporating feedback/editing from up to 3 rounds of review (pass-backs).

The contractor shall work at the direction of the project director to:

Develop designed materials/visuals based on the agreed upon storyline/visual narrative work plan. The design of all elements/visuals in the repertoire must use cohesive visual language, original art (not stock), work across a variety of digital platforms (including

Drupal), and include the NEA logo.

All products will be delivered per the designated and agreed upon timeline as proposed in the recommendation. Products should be 508-compliant, where applicable.

C.3.4.2 Task II: Arts Data Profiles (ADPs) Project

In addition to the above, the contractor shall:

Attend a kickoff meeting with representatives of the ORA staff.

Work collaboratively with ORA co-project director and ORA analysts to develop two to three (2-

3) ADPs every quarter, which includes developing a draft (of the arts data profile page) and allowing for three (3) pass-backs with the NEA for feedback and editing.

This process includes:

1. In consultation with the ORA co-project director, develop a work-plan for producing the two

(2) to three (3) ADPs per quarter. The work-plan will include a detailed production schedule, listing the datasets in the order that they will be incorporated into the ADPs. The work-plan also will include a proposed template for the ADPs, based on characteristics of the ADPs currently shown on the NEA website. For each ADP and corresponding dataset listed, the work-plan will describe the types of analysis that ORA staff will perform and any interactive visualization options that might be used to display the findings effectively. The work-plan will be submitted for approval by the ORA co-project director.

Note:

The work-plan referred to in the paragraph above is completely separate from and in addition to the work plan submitted by the contractor at the time of proposal submission. The work-plan referred to here will include more specific information regarding the particular

ORA data sets to be visualized as stated above.

2. According to the schedule established by the work-plan, ORA analysts will produce content

(i.e., datasets, summary findings of analyses, other resources) to populate the template agreed upon by the ORA co-project director and the contractor. Following receipt of these materials, the contractor will submit a draft version of the relevant ADP, including proposed data visualizations with interactive capability. Following ORA review and feedback on the draft

ADP, the contractor will revise accordingly and resubmit for up to two (2) additional rounds of review.

3. Throughout this process, the contractor and ORA staff will work with the website design team from the OPA to ensure that the ADPs can be seamlessly integrated with the NEA website, and also that the products are 508-compliant, as applicable.

SECTION E

INSPECTION AND ACCEPTANCE

See clause 52.246-4 Inspection of Services—Fixed-Price (AUG 1996). This clause will govern inspection and acceptance of all services performed by the contractor. The contractor is responsible for carrying out its obligations under this contract by controlling the quality of all services rendered and ensuring performance of all contract requirements.

SECTION F

DELIVERIES OR PERFORMANCE

Delivery Schedule:

Please see Section C.3.4 for all deliverables.

SECTION G

CONTRACT ADMINISTRATION DATA

G.1 PROJECT DIRECTOR

G.1.1 Upon award, a Project Director (OPA) and co-Project Director (ORA) will be designated to coordinate the technical/program aspects of this contract and inspect items/services furnished hereunder; however, neither of them shall be authorized to change any terms and conditions of the resultant contract, including price. All such potential changes must be approved/disseminated by the NEA Contracts Office.

G.1.2 The NEA Project Director is authorized to inspect and accept all deliverables, direct the contractor within the scope of the statement of work and monitor contract performance. The

Project Director is also authorized to inspect, accept, and certify (but NOT reject or deny) invoices for payment in accordance with enclosed payment terms. If there is a dispute regarding any invoices, the Project Director must immediately contact the Contracting Officer and return the invoice with the rationale to reject or deny payment in accordance with the performance associated with the invoice for further processing.

G.1.3 The Project Director for this contract is:

To be determined at time of award

400 7th St. SW

Washington, DC 20506

(202) 682-XXXX

G.1.4 The Contracting Officer for this contract is:

400 7th St. SW, 3rd floor

(202) 682-5494

Written communications shall reference the contract number and shall be e-mailed to the Contracting

Officer/Project Director as necessary. Project-related questions may be directed to the Project Director while contract/cost related questions must be directed to the Contracting Officer. Questions regarding any changes to the contract whatsoever must be directed to the Contracting Officer.

G.2 INVOICE REQUIREMENTS

G.2.1 Payment for actual work and services rendered under this contract will be made by the National

Endowment for the Arts via Electronic Funds Transfer (EFT) and in accordance with the contract clause 52.212-4 Contract Terms and Conditions--Commercial Items (FEB 2007), and 52.232-34

Payment by Electronic Funds Transfer--Other Than Central Contractor Registration (May 1999), upon submission of electronic commercial invoices to the NEA.

G.2.2. The office that will make the payments due under this contract (i.e., the designated payment office) is shown below. Invoices shall be emailed to the email address below:

NEAINVOICES@ARTS.GOV

Finance Office, 2nd floor

400 7th St. SW

To constitute a proper invoice, the following information and/or attached documentation shall be included with the invoice.

(1) Name and address of the contractor

(2) Invoice date.

(3) Contract number.

(4) Period covered by the invoice.

(5) Number and description, quantity, unit price and extended total for the period covered applicable to Section B, Supplies/Services and Prices.

(6) Cumulative amounts billed by to date.

(7) Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

(8) Taxpayer Identification Number.

(9) Data Universal Numbering System (DUNS) Number.

PLEASE NOTE:

The contractor is required to be registered in the System For Award Management (SAM) at:

https://www.sam.gov/portal/public/SAM/. (This was previously known as CCR - the Central Contractor

Registration.)

Assistance with SAM account may be found here: https://www.fsd.gov/app/answers/list.

SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1 SPECIAL CONTRACT REQUIREMENTS

H.1.1 Private Use of Contract Information and Data

In accordance with the Federal Acquisition Regulation (FAR) 52.227-14(b) Rights in Data-General, the

Contractor shall guarantee strict confidentiality of the information and data that is provided by the

Government during the performance of the contract. The Government has determined that some of the information and data that the Contractor will be provided during the performance of the contract is of a sensitive nature and cannot be disclosed in any manner.

H.1.2 Prohibition against Soliciting and Performing Personal Services

A. The performance of personal services under this contract is strictly prohibited.

mailto:NEAINVOICES@ARTS.GOV https://www.sam.gov/portal/public/SAM/ https://www.fsd.gov/app/answers/list

B. Personal service contracting is described in Section 37.104 of the Federal Acquisition Regulations

(FAR). There are a number of factors, when taken individually or collectively, which may constitute personal services. Each contract arrangement must be judged in light of its own facts and circumstances, but the question relative to personal services is: Will the Government exercise relatively continuous supervision and control over the contractor personnel performing this contract?

C. The government and the Contractor understand and agree that the support services to be delivered under this contract are non-personal services in nature that is no employer-employee relationships exist or will exist under the contract between the government and the contractor or between the

Government and the contractor’s employees.

D. Contractor personnel under this contract shall not:

1. Be placed in a position where they are appointed or employed by a Federal employee, or are under the supervision, direction, or evaluation of a Federal employee.

2. Be placed in a Federal staff or policy making position.

3. Be placed in a position of supervision, direction, or evaluation over NEA personnel, or personnel of other contractors, or become a part of a government organization.

E. Employee Relationship

1. The services to be performed under this contract do not require the contractor or its employees to exercise personal judgment and discretion on behalf of the government.

2. Rules, regulations, direction, and requirements which are issued by NEA management under their responsibility for good order, administration, and security are applicable to all personnel who enter a Government installation. This is not to be construed or interpreted to establish any degree of

Government control which is inconsistent with a non-personal services contract.

3. The Contractor shall immediately advise the Contracting Officer if the contractor or its employees are directed by any Government employee to perform work that the Contractor believes constitutes personal services.

SECTION I

CONTRACT CLAUSES

9.505-4 Obtaining Access to Proprietary Information

(a) When a contractor requires proprietary information from others to perform a Government contract and can use the leverage of the contract to obtain it, the contractor may gain an unfair competitive advantage unless restrictions are imposed. These restrictions protect the information and encourage companies to provide it when necessary for contract performance. They are not intended to protect information-

(1) Furnished voluntarily without limitations on its use; or

(2) Available to the Government or contractor from other sources without restriction.

(b) A contractor that gains access to proprietary information of other companies in performing advisory and assistance services for the Government must agree with the other companies to protect their information from unauthorized use or disclosure for as long as it remains proprietary and refrain from using the information for any purpose other than that for which it was furnished. The contracting officer shall obtain copies of these agreements and ensure that they are properly executed.

(c) Contractors also obtain proprietary and source selection information by acquiring the services of marketing consultants which, if used in connection with an acquisition, may give the contractor an unfair competitive advantage. Contractors should make inquiries of marketing consultants to ensure that the marketing consultant has provided no unfair competitive advantage

52.204-9 Personal Identity Verification of Contractor Personnel. (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS

PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the

Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a

Federally-controlled facility and/or routine access to a Federally-controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the

Contracting Officer.

(End of clause)

52.212-4 Contract Terms and Conditions--Commercial Items (MAY 2014) - Incorporated By

Reference

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive

Orders- Commercial Items (OCT 2014)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78)

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or

Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.]

X (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

X (49) 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration

(OCT 2003) (31 U.S.C. 3332).

(End of Clause)

52.217-8 Option to Extend Services (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor no later than 30 days prior to the beginning of an option year.

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months.

52.227-14 Rights in Data-General (DEC 2007) - Incorporated By Reference

52.246-4 -- Inspection of Services -- Fixed-Price (AUG 1996) (Incorporated By Reference)

52.252-2 Clauses Incorporated By Reference (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text may be accessed electronically at this Internet address: http://www.acquisition.gov/far/.

(End of clause)

SECTION K

REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

Each offeror must also have their representations and certifications filed online in SAM (System For

Award Management found at https://www.sam.gov/portal/public/SAM/). If an offeror is experiencing technical difficulties during this process and is not registered at the time of proposal submission, a https://www.sam.gov/portal/public/SAM/ manually filled copy of the clause FAR 52.212-3 Offeror Representations and Certifications -

Commercial Items (NOV 2014) must be turned in along with the proposal. This shall not count towards any stated page limits for the proposal.

Registering an active account in SAM is REQUIRED for contract award. For assistance with creating a

SAM account, please visit the link in the paragraph above.

SECTION L

INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (APR 2014)

(a) North American Industry Classification System (NAICS) code is 541430 and the size standard is $7.5 M.

(b) Submission of Offers. The written proposal should be no more than 30 pages, single spaced, in 12-point font (not including attached resumes), and submissions shall include at a minimum:

1. Overview of the Contractor’s Understanding of Project & Proposed Approach

(Maximum 10 pages)

Develop the following:

Provide separate 'understanding/proposed approach' sections for each of the tasks - Task I and

Task II.

Demonstrate understanding of the nonprofit arts industry/environment, the NEA's role as a government funder of the arts, and how the media portrays the NEA.

Description of the proposed approach to discovery phase and development of design concepts, including the tasks listed in the detailed specification and deliverables sections. Include any tasks not mentioned in the RFP that the contractor feels are necessary for the successful development of a visual narrative and design elements.

Describe best practices approach to developing a visual narrative that consists of a variety of graphic elements, and include how the contractor will work with the NEA to carry out the requested tasks and meet the deliverables.

Description of the approach to develop interactive data visualizations for Arts Data Profile pages.

Describe the approach to project management and quality assurance .

2. Work Plan & Personnel

(Maximum 10 pages)

Expand upon the following:

Provide separate proposed Project Work Plans for each of the tasks - Task I and Task II. These should reflect the approach, tasks and services to be performed, deliverables, timetables with specific milestones noting when tasks are to be completed, and staffing. The plan should reflect the most cost-effective and efficient means of accomplishing the services and tasks in the RFP with a proposed start date of January 31, 2015. The timetable should show completion dates that reflect the contractor’s ability to meet critical deadlines.

Include a deliverables schedule that addresses all deliverables mentioned in this RFP (including those in section C.3.4) adhering to a contract end date of December 31, 2015 for both Task I and

Task II.

Names and qualifications of key project personnel, including the lead project manager(s). For each individual, identify the duties and responsibilities and extent of their daily involvement with the project. Also include information about any support personnel or outside consultants/advisors who may be significantly involved.

3. Description of Personnel Qualifications and Work Samples (Maximum 7 pages)

Provide examples of recent relevant projects (e.g., for the Visual Narrative Project:

recommendations, along with designed campaign visuals; for the ADP Project:

recommendations, along with sample dashboards and/or interactive visualizations of large, complex datasets) that are similar to this initiative. At least one of these examples should feature work recently performed for a federal government agency. If the contractor has experience with nonprofit arts agency or arts foundation, please include those examples as well.

At least three (3) references, including name and telephone number of point of contact for similar efforts recently and successfully performed by the contractor. The NEA will conduct reference checks at its discretion/as needed.

4. Pricing Data

(Maximum 3 pages)

Provide separate pricing for each of the tasks - Task I and Task II.

The contractor’s initial proposal should contain the contractor’s best terms from a cost/price and technical standpoint. The Government reserves the right to conduct clarifications, if later determined to be necessary. Offerors may be given an opportunity to clarify certain aspects of their proposals.

Contractors shall fill out the table in Section B and also provide any additional necessary pricing break-down.

SECTION M

EVALUATION FACTORS FOR AWARD

FAR 52.212-2 EVALUATIONS -- COMMERCIAL ITEMS (OCT 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, taking into account price and other factors; the Government will award a contract on a 'best-value' basis. For each evaluation factor, a point scoring system will be used to rank all proposals, using a rating scale of 100%.

The evaluation will include four (4) major areas:

1. Overview of the Contractor’s Understanding of Project & Proposed Approach (40%)

2. Work Plan & Personnel (20%)

3. Description of Personnel Qualifications & Work Samples (20%)

4. Pricing Data (20%)

In order to select the winning offeror, NEA will rank offerors from best to worst by trading off the marginal differences in capability and price. If one offeror has both the better capability and the lower price, then that offeror will be the better value. If one offeror has the better capability and the higher price, then the technical evaluation panel will decide whether the marginal difference in capability is worth the marginal difference in price. If the technical evaluation panel considers the better capability to be worth the higher price, then the more capable, higher-priced offeror will be the better value. If not, then the less capable, lower-priced offeror will be the better value. If more than two proposals are received, the technical evaluation panel will continue to make paired comparisons until s/he decided which offeror represents the best value.

(b) N/A

(c) A written notice of award, mailed or otherwise furnished to the successful offeror shall result in a binding contract without further action by either party.

1. Overview of the Contractor’s Understanding of Project & Proposed Approach (40%)

The proposal demonstrates:

An understanding of the aims of the project and NEA’s needs, and the knowledge, experience, and ability to provide the desired conceptual and design services required for this project

Knowledge and a clear understanding of the arts environment, critical issues in the sector, and the

NEA's role as a government agency

Clarity and appropriateness of scope and explanation of approach to project management

A strong analytical and design approach, combined with messaging and communications experience

2. Work Plan (20%)

The proposal provides a detailed work plan that addresses the successful completion of the tasks enumerated above. The work plan:

Describes how the tasks will be completed

Includes a timeline showing proposed beginning and ending dates for each task

Includes the name(s) of the person(s) responsible for each task

Plans and schedules to assure cooperation with the NEA staff are evident

The proposal clearly identifies key personnel and includes a table outlining the number of days by tasks for each of the key personnel. The availability of supporting services and staff will also be considered.

3. Description of Personnel Qualifications & Work Samples (20%)

The proposal provides evidence of the specific qualifications and skills of the person(s) assigned to this project and their familiarity and experience with the topic and areas relevant to this project.

Personnel, particularly the qualifications and experience of the lead project manager(s) is outlined and will be taken into account. The qualifications of all other project staff, including any possible outside consultants or advisors will also be considered.

Evidence of related assignments is detailed, including: developing visuals and related products for a government agency, working in the arts or an arts-related field, developing visual narrative for an overarching story, deciphering and communicating complex analytic data and ideas in easy to use, visually appealing formats--ideally with user interactivity, past work with federal agencies, and past work developing graphics that will work within a Drupal environment.

4. Pricing Data (20%)

The proposed budget is appropriate to the administration of the project. The Government will evaluate the contractor’s proposed prices to make a determination that the costs are fair and reasonable in relation to the services provided. The contractor shall provide a reasonable breakdown of their costs to allow the Government to make an assessment of the various components of the overall price.

END OF DOCUMENT