Attachment_4_-_Additional_Proposal_Instructions__(3).pdf

Additional Proposal Instructions

I. Contract Environment

The contractor shall provide all management, administration, staffing, planning, scheduling, procuring, assembling, tracking, and reporting for all items or services required by the contract. This shall include, but is not limited to, the following:

a) All activities associated with recruiting and hiring a qualified staff, such as advertising positions, screening applicants, and checking references.

b) Maintaining “in-house” skills, teaming and/or subcontract arrangements to ensure staff meets the required minimum experience, skills, and knowledge, and are available on short notice.

c) Screening and processing prospective contract and subcontract staff, to ensure all staff used under this contract meets personnel hiring and security requirements.

d) All activities associated with management of all contractor facilities that may be utilized, including obtaining space, equipment, furniture, supplies, and maintenance.

e) Utilizing electronic means to conduct business transactions under this contract to the maximum extent feasible. This will include, but is not limited to the following: electronic mail exchanges between the government and contractor to support administration of active work orders, contractor invoicing, and electronic funds transfer for payment of approved invoices.

f) Ensuring the facilities used for the contractor’s performance of this contract meet all physical security requirements of this contract. [c is people, this is facilities]

g) Planning, scheduling, and procuring airfare, lodging accommodations, or ground transportation for all government-approved travel by contractor personnel. The contractor needs to ensure that invoiced travel costs are itemized in accordance with government travel guidelines in effect at the time of travel. [In SOW under Principal Tasks and Services, section n (Event Planning) and at end of price list]

h) Planning for and making all necessary arrangements to ensure that contractor personnel performing field work have all supplies and equipment necessary to perform work in a timely manner and in accordance with client’s schedule.

i) Providing all equipment necessary to carry out the work specified in this Statement of Work, while also meeting industry standards for excellence, and government standards for accessibility and security. All equipment must meet Section 508 compliance (see http://www.section508.gov) and security requirements, prior to contract start. No government-furnished equipment will be supplied.

II. Corporate Responsibility

The contractor shall institute and maintain a management structure to respond to all work order requests. The contractor shall also maintain access to subcontracted resources that can be called upon to fulfill work order requirements under this contract, should the required work periodically exceed the contractor’s normal staffing levels.

The contractor shall maintain a management structure with overall work order control and authority for the performance of the work. At a minimum, the contractor’s management structure shall be responsible for the following throughout the lifecycle of each work order:

a) Deploying a technically proficient and professionally capable staff.

b) Continually monitoring the quality of all products and services provided for purposes of identifying and implementing performance improvements.

c) Ensuring that all resources necessary to perform the work are identified with clearly defined roles and deployed on schedule. The performance of work orders pursuant to this contract shall be in accordance with the contractor’s best corporate business practices, as set forth in the contractor’s proposal and accepted in the contract by the government.

III. Labor Categories, Descriptions, and Required Experience for Principal Task Areas

The following personnel are deemed necessary for the successful execution of work under this contract:

Project manager Assistant project manager Quality control manager/proofreader/copy editor Senior graphic designer/illustrator Graphic designer/illustrator Scientific/medical illustrator Desktop publisher Photographer Videographer/video editor Audiovisual meeting and event planner Customer service window staff

All personnel must be fully trained in how to make products Section 508 compliant, prior to contract award.

a) Project Manager: Provides management of work orders, personnel, and administrative functions related to specific tasks, and ensures that technical solutions and schedules are implemented in a timely manner. Directs and manages staff assignments, monitors product quality, ensures project milestones meet deliverable schedules, and reports on project status to the COR.

Minimum Education/Experience: Bachelor of Arts (B.A.)/Bachelor of Science (B.S.) in business, media, management, advertising, or marketing, with a minimum of 10 years of related experience; or a combination of 10 years of experience and training that provides the required knowledge, skills, and abilities to perform these tasks.

b) Assistant Project Manager: Working closely with Project Manager, assists in management activities and handles all project manager responsibilities when project manager is unavailable.

Minimum Education/Experience: B.A./B.S. in business, media, management, advertising, or marketing, with a minimum of 5 years of related experience; or a combination of 5 years of experience and training that provides the required knowledge, skills, and abilities to perform these tasks.

c) Quality Control Manager/Proofreader/Copy Editor: Reviews all products for content accuracy against information provided, prior to returning finished product to client. The contractor shall copy edit products supplied by client, questioning all potential misspellings or obvious grammatical errors or inconsistencies, to ensure that the finished product is correct and as desired. The contractor may suggest text edits to improve readability or organization of information. If after submission to the client, errors are found that were introduced by the contractor, the product will be returned and corrections will be made at the contractor’s expense. All contractor-introduced errors are to be tracked and provided to the COR on a monthly basis. This task shall not be performed by a graphic designer, unless they have documented past experience as a full-time proofreader/copy editor.

Minimum Education/Experience: B.A./B.S. in a related discipline (e.g., English, journalism, or other discipline) and a minimum of 5 years of experience in quality control, including copy editing and proofreading; or a combination of 5 years of experience and training that provides the required knowledge, skills, and abilities to perform these tasks.

d) Senior Graphic Designer/Illustrator: Serves as Art Director for the contractor’s staff.

Plans, analyzes, and creates various types of products in print and electronic format, and acts as a creative resource, assisting clients with defining their design needs and providing them with creative options and solutions. Ensures compliance with NIEHS policies and procedures. Solicits bids from print vendors and manages print production.

Assists other graphic designer(s)/illustrator(s), as needed.

Minimum Education/Experience: B.A./Bachelor of Fine Arts (B.F.A.) in design (e.g., graphics, advertising, marketing, or other discipline) with a minimum of 7 years of experience as an Art Director in the graphic design or advertising industry; or a combination of 7 years of experience in graphic design and illustration, and related training that provides the required knowledge, skills, and abilities to perform these tasks. Proficiency in Microsoft Word, Excel, and PowerPoint, as well as in making Microsoft products and Adobe PDFs Section 508 compliant is required. Samples of work products are required as part of contract proposal.

e) Graphic Designer/Illustrator: Working closely with Senior Graphic Designer/Illustrator, plans, analyzes, and creates various types of visual solutions in print and electronic format, and acts as a creative resource, assisting internal clients in identifying their design needs and providing them with creative solutions. Ensures compliance with

NIEHS policies and procedures. Solicits bids from print vendors and manages print production.

Minimum Education/Experience: B.A./B.F.A. in design (e.g., graphics, advertising, marketing, or other discipline) with a minimum of 5 years of experience in graphic design and illustration; or a combination of 5 years of experience in graphic design and illustration, and related training that provides the required knowledge, skills, and abilities to perform these tasks. Proficiency in Microsoft Word, Excel, and PowerPoint, as well as in making Microsoft products and Adobe PDFs Section 508 compliant is required. Samples of work products are required as part of contract proposal.

f) Scientific/Medical Illustrator: Working closely with client, plans and creates medical and scientific illustrations in digital 2-D and 3-D for publication in scientific journals or books, or for use in research posters presented at scientific meetings, PowerPoint presentations, or other products. Graphs/charts scientific data and determines best method for displaying results. Since graphing/charting scientific data is an integral part of NIEHS scientist needs, a backup, who is skilled in this task, must be available, should the need arise.

Minimum Education/Experience: B.A./B.F.A. in design (e.g., graphics, marketing, or other discipline), with a minimum of 5 years of experience in scientific or medical illustration; or a combination of 5 years of experience in scientific or medical illustration, and related training that provides the required knowledge, skills, and abilities to perform these tasks. Experience in charting/graphing scientific data is required.

Scientific background preferred. Proficiency in Microsoft Word, Excel, and PowerPoint, as well as in making Microsoft products and Adobe PDFs Section 508 compliant is required. Samples of work products are required as part of contract proposal.

g) Desktop Publisher: Imports text, designs layout, and produces visually appealing print and Web-ready documents from text and art elements provided by client or graphic designer. Applies styles to Microsoft Word documents, to ensure proper import of text into InDesign or other publishing software. Collaborates with Senior Graphic Designer to ensure compliance with design and print specifications. Expertise required in desktop publishing. This task shall not be performed by a graphic designer, unless they have documented past experience as a full-time desktop publisher.

Minimum Education/Experience: Associates Degree in related field (desktop publishing, graphic design, or other discipline), with a minimum of 5 years of experience specifically in desktop publishing; or a combination of 5 years of experience in desktop publishing, and related training that provides the required knowledge, skills, and abilities to perform these tasks. Proficiency in Microsoft Word, Excel, and PowerPoint, as well as in making Microsoft products and Adobe PDFs Section 508 compliant is required. Samples of work products are required as part of contract proposal.

h) Photographer: Using digital photography equipment and techniques, professionally photographs employees and groups, scientific experiments, events at NIEHS and local venues, and other client needs. Enhances photographs and provides final electronic files to client. Tags and catalogs photographs using Extensis Portfolio, and uploads photographs to Web, if required.

Minimum Education/Experience: Professional photographer with a minimum of 5 years of experience as a full-time photographer in a corporate or government setting.

Experience with Extensis Portfolio software desired. Must have extensive and proven history of professional photography. Detailed list of experience and multiple samples of work products are required as part of contract proposal.

i) Videographer/Video Editor: Professionally videotapes employees and groups, scientific experiments, events at NIEHS and local venues, and other client needs. Operates teleprompter, if needed. Edits videos per client direction and provides finals to client.

Uploads videos to Web, if required.

Minimum Education/Experience: Professional videographer/video editor with a minimum of 5 years of experience as a full-time videographer/video editor in a corporate or government setting. Must have extensive and proven history of professional videography and editing. Detailed list of experience and multiple video samples are required as part of contract proposal.

j) Audiovisual (AV) Meeting and Event Planner: Plans and implements AV logistical support for meetings, conferences, and other NIEHS activities, and provides all AV equipment required to run a successful event. Maintains close contact with client throughout event planning. Works closely with webcasting and conference room support personnel, if meeting is held in NIEHS facilities. Works closely with venue personnel, if meeting is held outside of NIEHS facilities. Verifies logistics and reconciles potential issues. Runs PowerPoint presentations, as needed. Must have extensive and proven history in AV support of meetings and events.

Minimum Education/Experience: AV technician/meeting planner with a minimum of 5 years of relevant experience in AV meeting support. Detailed list of experience is required as part of contract proposal.

Customer Service Window Staff: Provides consultation and graphic design revisions, manages work order drop-offs, and provides delivery of completed products. Staffs the multi-media customer service window, located within the main NIEHS facility, during agreed to hours, but not more than forty (40) hours per week, eight (8) hours per day, Monday through Friday, between the hours of 8:30 a.m. and 5:00 p.m., excluding federal holidays. Works closely with Project Manager, Assistant Project Manager, and/or Senior Graphic Designer to distribute workload, in a timely manner, to the appropriate contractor personnel, and to consult on client questions. Assistant Project Manager may fill this role, if minimum education/experience requirements are met.

Minimum Education/Experience: A.A./A.S. in design (e.g., graphics, advertising, marketing, or other discipline) with a minimum of 3 years of experience in graphic design; or a combination of 3 years of experience in graphic design, and related training that provides the required knowledge, skills, and abilities to perform these tasks.

Samples of work products are required as part of contract proposal.

General Information

a) The contractor shall be responsible for the selection, assignment, supervision, management, and control of well-qualified employees to perform the services required under this contract. Highly skilled and talented personnel are essential to successfully performing work under this contract.

b) The contractor shall not assign persons whose employment would result in conflict with Federal Standards of Conduct.

c) Resumes for all personnel being chosen for this contract must be supplied to the COR for review, prior to contract award.

d) Contractor shall be subject to all rules and regulations relating to conduct on federal property under the control of NIEHS. NIEHS is tobacco-free; therefore, contractor personnel shall not use tobacco anywhere within NIEHS facilities or on NIEHS grounds.

e) Normal duty hours are 8:30 a.m. to 5:00 p.m., Monday through Friday, excluding federal holidays. Customer service window shall be staffed for up to 8 of these hours per day, with a half hour permitted lunch break, when window may be closed. Hours shall be posted outside of window, so clients know contractor staff availability.

f) When an unforeseen facility closing occurs on a regularly scheduled day of work, the contractor’s personnel must vacate the building.