PWS_and_Attachments_I_-_IV.pdf

PWS & Attachments I - IV

PERFORMANCE WORK STATEMENT

MULTIMEDIA SUPPORT SERVICES

NATIONAL INSTITUTES OF ENVIRONMENTAL HEALTH SCIENCES

RESEARCH TRIANGLE PARK, NC

1.0. BACKGROUND: The National Institute of Environmental Health Sciences (NIEHS), located in Research

Triangle Park, North Carolina, is one (1) of 27 research institutes and centers that comprise the National Institutes of

Health (NIH), U.S. Department of Health and Human Services (U.S. DHHS). The mission of the NIEHS is to discover how the environment affects people in order to promote healthier lives. The Office of the Director (OD) located in Research Triangle Park, North Carolina, is one of the five (5) administrative offices at NIEHS and provides leadership, coordinates initiatives, and oversees the scientific research, administration, and communications for NIEHS and the National Toxicology Program. The OD also works with other federal agencies, as well as public and private institutes and organizations, to coordinate and support research on environmental health sciences. The

Office of Communications and Public Liaison (OCPL) falls under the OD and is the first source of news and information about the NIEHS, and the institute's important biomedical research and funding programs. The OCPL focuses on handling media requests, inquiries from the scientific community, as well as internal communication activities. OCPL provides the NIEHS with news releases, brochures and fact sheets, science education materials, newsletters, videos, webpages, exhibits, tours, and presentations. OCPL also provides program office oversight for this requirement. Multimedia services under the resultant contract will provide the NIEHS with support to achieve and maintain high quality services in the areas of graphic arts, desktop publishing, photography, videography, and audio/video event planning.

2.0. OBJECTIVES: The basic service objective is to fulfill the NIEHS’s communications mission through graphic arts, desktop publishing, photography, videography, and audio/visual event planning services. The contractor shall provide customer service support, consultation, graphic design/illustration, scientific/medical illustration, document layout and design (desktop publishing), PowerPoint creation and editing, quality control/proofreading/copy editing, purchase of images, scientific poster layout, printing and binding, exhibit and display design and production, photography, video production and editing, audio production and editing, audiovisual meeting planning and event support.

3.0. SCOPE: The Contractor shall provide all qualified personnel, labor, products, and non-personal services necessary to provide multimedia support services to the NIEHS in strict compliance with the Performance Work

Statement (PWS). This is a non-personal services contract. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn, is responsible to the Government. The Contractor, in turn, shall be accountable to the Government for contractor personnel and/or subcontractors..

4.0. SERVICES: The Contractor shall provide customer service support, consultation, graphic design/illustration, scientific/medical illustration, document layout and design (desktop publishing), PowerPoint creation and editing, quality control/proofreading/copy editing, providing images, scanning services, scientific poster layout, printing and binding, exhibit and display design and production, photography, video production and editing, audio production and editing, audiovisual meeting planning and event support as follows:

4.1. General Multimedia Services - The Contractor shall:

4.1.1. Provide a wide range of products, services, consultation, and technical advice to assist scientists and administrators in effectively communicating and promoting NIEHS research efforts.

4.1.2. Develop concepts; plan, manage, and execute production; and set priorities, often with guidance from the

OCPL director, NIEHS program managers, or COR.

4.1.3. Manage multiple projects, fluctuating workloads, and urgent or last-minute requests, while continuing to provide a consistently high-quality product that meets the client’s requirements. Urgent or last-minute requests are defined as anywhere from 15 minutes to eight hours from start of project to delivery of completed item(s), including printing, if applicable, depending on client’s needs. The Contractor shall be prepared to handle multiple last-minute requests per day. The Contractor shall meet with NIEHS clients to clarify specific tasks, formatting and other details of deliverables, and timelines.

4.2. Customer Service Window Support: Historically, this task has been successfully executed with a minimum of one (1) graphic designer/illustrator operating the customer service window located within the NIEHS facility at 111

T.W. Alexander Drive, Research Triangle Park, North Carolina. The Contractor shall provide consultation, graphic design, and drop-off and pick-up site service for work products. The window shall provide continuous service and there shall be an alternate when the regular customer service window support person is on vacation, leave, or sick.

The alternate must have comparable qualifications when assigned to cover the window during absences.

4.3. Graphic Design/Illustration and Medical/Scientific Illustration Services - Historically, this task has been successfully executed with a minimum of four (4) highly skilled graphic designers, one (1) of which has always been a Senior Graphic Designer. The Contractor shall provide:

4.3.1. Production of graphic design products and illustrations, on an as-needed and often urgent or last-minute basis, with many tasks having same-day deadlines. Urgent or last-minute requests are defined as anywhere from 15 minutes to eight hours from start of project to delivery of completed item(s), including printing, if applicable, depending on client’s needs. The Contractor shall be prepared to handle multiple last-minute requests per day.

4.3.2. Superior quality graphic design of scientific posters, event posters, fact sheets, brochures, flyers, meeting booklets, trade show exhibit graphics and banners, name tags and table tents, and other materials required by clients.

High quality anatomical, surgical, medical, scientific, and conceptual illustrations, in digital 2-D and 3-D, for publication in scientific journals or books, and for use in research posters presented at scientific meetings, PowerPoint presentations, and other products.

4.3.3. Webpage graphics, as needed, working with OCPL web staff to ensure graphics meet specifications. The contractor shall not provide webpage development services – only graphic design products for use on the webpages.

4.3.4. Electronic transmission of print files to internal printer or external print vendor.

4.3.5. Electronic filing system, accessible by all contractor staff, with a standardized file naming system, for easy retrieval of past and current jobs. File name shall be specific and simple enough (e.g., name of event, document title, etc.) to allow all contractor personnel to search for and find a file(s) when creator is unavailable.

4.3.6. Master file of printer proofs for all current fact sheets, brochures, and other materials that are printed on a regular basis, so that recreating a new proof is not required each time a reprint request is submitted. Down-level versions of products shall be archived in a separate master file for future reference and to avoid updating or sending the wrong product to print.

4.3.7. Section 508 compliant products that are usable across multiple platforms (PC and Mac).

4.4. Document Layout and Design (Desktop Publishing) Services - Historically, this task has been successfully executed with one desktop publisher. Historically, this task has not been successfully executed with a graphic designer; however, it may be possible to execute this successfully using a Graphic Designer with prior experience with desktop publishing or large, text-heavy documents. The Contractor shall:

4.4.1. Provide layout and design of large, text-heavy technical or scientific documents and reports, supplied in

Microsoft Word, Excel, and graphic formats, which often contain multiple figures, large multipage tables, bookmarks, and links.

4.4.2. Work closely with client throughout the layout and design process, to ensure format of evolving document is to the client’s satisfaction.

4.4.3. Send the final document to client for review, completing all revisions necessary for obtaining client approval.

4.4.4. Prepare Section 508 compliant electronic files of the final document for posting to the web, if applicable, ensuring all links work properly and that all bookmarks go to the proper place within the document.

4.4.5. Provide all necessary electronic files to the print vendor for printed copies, if applicable.

4.5. PowerPoint Creation and Editing Services - The Contractor shall create and/or edit PowerPoint presentations and slides from Microsoft Word, Excel, and PowerPoint documents, as well as graphic files, per client needs.

4.6. Quality Control/Proofreading/Copy Editing Services - The Contractor shall:

4.6.1. Review all products for content accuracy against information provided, prior to returning finished product to client.

4.6.2. Copy edit products supplied by client, questioning all potential misspellings, obvious grammatical errors, or inconsistencies, to ensure that the finished product is correct and as desired.

4.6.3. Suggest text edits to improve readability or organization of information, but not make changes without client review and approval.

4.6.4. If after submission to the client, errors are found that were introduced by the Contractor, product shall be returned and corrections shall made within the specified timeframe.

4.7. Stock Photo Support: The Contractor shall:

4.7.1. Provide Clients with stock photos when needed. The Contractor shall first attempt to find royalty-free images for all projects, whenever possible. If no royalty-free images can be found to fill a need, the Contractor shall provide commercially available photos and images, after obtaining approval from the COR.

4.8. Scientific Poster Services - The Contractor shall:

4.8.1. Provide poster design and/or formatting services according to the client needs, as well as NIEHS template and logo requirements upon receipt of scientific poster information from NIEHS clients in PowerPoint, Excel, Word, and graphic formats.. The Contractor shall either provide a PDF version via email, or a color-correct, one-fourth-sized printed proof sheet to client for approval.

4.8.2. Print posters using color-fast paper or fabric, and ink that does not fade when exposed to light.

4.8.3. Provide final printing only after obtaining written approval from the client. If printing is done prior to written approval and an error is found, the poster shall be reprinted (i.e., due to font-mapping, image-order, and color-rendition errors), free of errors, in the specified timeframe.

4.8.4. Deliver completed posters, with the same color rendition as the approved proof within 24 hours of receipt of approval to print from the client. When there are last-minute requests for poster prints, depending on client’s needs, the Contractor shall deliver completed poster to client(s) in less than 24 hours and by client’s deadline.

4.9. Printing and Binding Services - The Contractor shall:

4.9.1. Provide printing and binding services which at NIEHS can vary significantly in number, size, and format from day to day. Printing, binding, and delivery of products to NIEHS staff is required on a daily, and often urgent or last-minute basis, in both small and large quantities, as well as varying sizes. Urgent or last-minute requests are defined as anywhere from 15 minutes to eight hours, depending on client’s needs. The Contractor shall be prepared to handle multiple last-minute requests per day.

4.9.2. Provide printing services which may include, but is not limited to, printing of scientific posters up to 48”x96”, printing of event posters on backing board, printing of trade show exhibit graphics and banners, name tags, tent cards, letter-sized and legal-sized prints, cover stock prints, fact sheets, and brochures.

4.9.3. Ensure that Client’s approval is obtained prior to submitting all large publications or documents for print. The contractor shall submit proofs to the client and COR within (3) workdays after approval of the final layout. If any contractor errors are found during review that warrant revised proofs, the Contractor shall provide revised proofs in the specified timeframe. In cases where errors are made by the Government, corrections to the layout shall still be provided by the Contractor; however, consideration will be given by the Government when adjusting the specified need date.

4.9.4. Not print, or request local vendor to print, any product prior to receipt of written approval from the client or

COR, whether a proof has been requested or not.

4.9.5. Complete printing and delivery to the client by the agreed upon delivery date. If delivery date is considered unreasonable by the Contractor, the COR shall be notified upon receipt of the workorder.

4.9.6. Not include identification markings such as register marks, ring folios, rubber stamped jacket numbers, or commercial identification marks of any kind on the final printed documents. Only COR approved imprints shall be used.

4.9.7. Furnish all paper in accordance with specifications listed in the Government Paper Specification Standards, Volume 11, dated February 1999, or in accordance with specifications provided by the client and approved by the

COR.

4.9.8. Ensure that all paper used in each copy of the publication/document is of uniform shade.

4.10. Exhibit and Display Services - The Contractor shall:

4.10.1. Print, laminate, and/or mount artwork up to 96”x48” for exhibits and displays, and provide exhibit and display structures, as needed.

4.10.2. Make recommendations on design options, exhibit and display structures, and associated equipment needed to represent NIEHS at national science and recruiting events.

4.10.3. Ensure prior approval is obtained from the COR for design, printing, laminating, and/or mounting of exhibits or displays.

4.10.4. Ensure prior approval is obtained from the COR to use sources other than the Contractor and subcontractor for the production of an exhibit or display or for the design and delivery of any needed artwork that needs to be completed per the NIEHS client’s specifications. If COR determines it is to the benefit of the government to outsource the production of an exhibit or display, contractor shall provide the product, design for any needed artwork per NIEHS client specifications, and coordinate the production and delivery process.

4.11. Photography Services - Historically, this task has been successfully executed with one on-site photographer.

The Contractor shall:

4.11.1. Provide digital photography, on an as-needed and often urgent or last-minute basis, including photographing

NIEHS employees and groups, events at NIEHS and local venues, facilities and grounds, scientific experiments, specimens (including animals, alive or dead, whole or dissected; whole organs and tissues; and laboratory products and samples, both biological and non-biological), and other client needs. Urgent or last-minute requests are defined as anywhere from 15 minutes to eight hours, depending on client’s needs. The Contractor shall be prepared to handle multiple last-minute requests per day.

4.11.2. Obtain appropriate permissions or releases.

4.11.3. Provide copying, correcting, cropping, enlarging, or reducing photographs, slides, or old prints, as needed.

4.11.4. Sort, digitize, and catalog historical print photos.

4.11.5. Provide a plan for identifying individuals in photos taken during events.

4.11.6. Upload photos for posting to the NIEHS webpages.

4.11.7. Use and maintain NIEHS electronic database (Extensis Portfolio) for cataloging, organizing, and archiving past and current photos, for quick retrieval by person’s name, event, group, or other parameters determined by the

COR.

4.11.8. Archive photographs as they are taken.

4.12. Video Production and Editing Services - The Contractor shall:

4.12.1. Provide staging, recording, and production of quality, high data rate video segments, on an as-needed and often last-minute basis, both at NIEHS and local venues. Urgent or last-minute requests are defined as anywhere from 30 minutes to eight hours, depending on client’s needs. The Contractor shall be prepared to handle multiple last-minute requests per day. The Contractor shall provide videos in various formats, such as QuickTime and

Windows Media, for posting on webpages and social media sites. The Contractor shall be prepared to handle video projects which may be complex in nature.

4.12.2. Provide teleprompter Operation services, as needed.

4.12.3. Edit videos to the satisfaction of the client. The contractor shall consult with the client on video projects from concept development to completion of quality video, and from production to post-production.

4.12.4. Provide quick turnaround on production of videos, often within 24 hours, viewable across platforms (PC and

Mac), and Section 508 compliant. Production may include captioning of videos and compression for posting to a streaming server. The Contractor shall be prepared to handle multiple last-minute requests per day.

4.12.5. Deliver finished videos to clients and web groups, via DVD, FTP site, etc., in the requested format.

4.12.6. Record TV news programs, as needed.

4.12.7. Provide video format conversion, as needed.

4.12.8. Provide duplication of CDs and DVDs.

4.12.9. Establish and maintain an electronic filing system, with a standardized filing naming system, for quick retrieval of videos, both raw and finished, for future use.

4.12.10. Provide videographer services on an on-call basis to handle last-minute requests and jobs with same-day deadlines.

4.13. Audio Production and Editing Services - The Contractor shall:

4.13.1. Provide digital audio recording and track logging services of NIEHS meetings and talks or interviews for podcasts.

4.13.2. Editing of recordings to the satisfaction of Clients. The contractor shall consult with Clients on audio projects from concept to completion of audio recording.

4.13.3. Provide quick turnarounds on editing of audio recordings, often within 24 hours. The Contractor shall be prepared to handle multiple last-minute requests per day.

4.13.4. Provide multi-channel audio for videos, duplication of CDs and DVDs, format conversion services, as needed.

4.13.5. Establish and maintain an electronic filing system, with a standardized filing naming system, for quick retrieval of audio recordings, both raw and finished, for future use.

4.14. Audiovisual (AV) Meeting Planning and Event Support Services - The Contractor shall:

4.14.1. Plan and conduct on-site meetings, using an existing, complex AV system, as well as off-site meetings using equipment provided by facility, contractor, and/or rental company.

4.14.2. Interface with NIEHS program officials, meeting planners, and presenters to educate client(s) on potential audiovisual options. Meetings at NIEHS and other venues vary and, therefore, the needs vary. In all cases, the

Contractor shall work closely with the NIEHS meeting planner.

4.14.3. Off-site meetings may require other services such as conducting a pre-event site visit; scheduling labor for equipment set-up and removal; setting up or supervising setup of audiovisual equipment in all meeting rooms;

providing stage management and supervision of staff; coordinating conference call, videoconference, and webcast setup; audio or video recording of meetings; providing sound system; and other audiovisual services required by the client.

4.14.4. Provide audio recording and editing, assist with running PowerPoint presentation, set up Internet connectivity, and coordinate with webcast personnel, per client requirements.

4.14.5. In the event of equipment malfunction, the contractor shall make every effort to correct the problem immediately or make alternate arrangements for the meeting planner and patrons.

4.15. Database Reporting Systems: The Contractor shall provide the following database reporting systems:

4.15.1. Workorder Reporting System: Workorder requests can be submitted via phone call, email, face-to-face, at the customer service window and through other sources. The Contractor shall be responsible for recording the workorder in their recording system. The Contractor shall provide and maintain an electronic system for generating workorders for each service and/or work product requested. The system shall be set up to track the requestor’s name, supervisor, division and group, services/work products ordered, date and time ordered, and need date. The

Contractor shall ensure that all information is collected when accepting workorders from clients as the accuracy of the information is critical to the reporting required by NIEHS. Workorders shall show the date a job was requested and the total number of days it took to complete each workorder and rework. The Contractor shall plan, monitor, and control completion of each workorder, to ensure timely delivery of services and quality of work products are met.

The contractor shall notify the COR when turnaround time on requests are unrealistic, impossible, or will impact the contractor’s ability to provide other routine work on time or at the usual level of quality. In these cases, the completion times of other affected outstanding work may be adjusted by the COR.

4.15.2. Direct Electronic Communication and File Transfer System: The Contractor shall provide and maintain an electronic system for direct electronic communication and file transfer between the Contractor and NIEHS staff.

4.15.3. Electronic Filing System: The Contractor shall provide and maintain an electronic filing system, with a standardized filing naming system, for quick retrieval of audio recordings, both raw and finished, for future use.

4.16. Reporting & Documentation: Ad hoc reports may be required on a weekly, monthly, or as-needed basis.

For historical data collection purposes the Contractor shall prepare and submit reports as follows:

4.16.1. Monthly Workorder Report: The Contractor shall provide a monthly workorder report, in Excel format, listing all completed workorders, broken out by workorder number, receipt date, description of the service or supply provided, quantity of each service or supply provided, unit cost, final cost, requestor, requestor’s supervisor, division and group, and description of job performed (e.g., event name, products produced, etc.). A copy of all actual workorders shall also be provided, showing the date the job was requested and the total number of days it took to complete each workorder and reworks.

4.16.2. Monthly Other Direct Cost (ODC) Report: The Contractor shall provide a report showing all ODC items and prices with total cost for the month. The report shall be submitted via electronic mail to the COR and is due on the

15th calendar day of the following month.

5.0. CONTRACTOR PERSONNEL: Qualified personnel shall be provided by the Contractor for performance of work listed herein to assure that requests for services and supplies are responded to in a prompt and safe manner;

that personnel can recognize, prevent and mitigate potential hazards encountered while working on the NIEHS campus; that the personnel do not interfere with laboratory equipment/environments, research programs and protect the property of the NIEHS; and, that the personnel protect the public health, safety and environment during all contract operations.

5.1. The Contractor shall provide a workforce, appropriately sized, and possessing the requisite skills, knowledge, abilities, training, licensing, and certifications (in compliance with all federal, state, local laws and regulations, and

NIEHS regulations). Based off of historical information, the following information is suggested as an effective structure to follow:

SERVICE FTE

Project Manager 1.00

Assistant Project Manager 1.00

Quality Control/Proofreader 0.25

Desktop Publisher 0.25

Senior Graphic Designer/Illustrator 1.00

Graphic Designer/Illustrator 3.00

Customer Service Window Graphic Designer/Illustrator 1.00

Photographer 1.00

Videographer 0.25

Audiovisual Meeting and Event Planner 0.25

Administrative Support 1.00

1 man-year is = 2,080 hours – Note: This is not a labor hour contract

5.2. The Contractor shall develop, maintain, and provide the COR with an updated roster which shall include names and positions of all Contractor personnel as well as indicating which employees were issued government identification cards. The Contractor shall submit key personnel names and qualifications with quotation and shall submit the final list five (5) days prior to contract performance starting. The list is to be updated and submitted to the

CO and COR within one (1) day of any changes.

5.3. The Government has the right to restrict employment of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the NIEHS campus and its population.

5.4. Contractor personnel shall provide all services and products, and work in a professional and courteous manner and abide by applicable regulations, NIEHS rules and procedures, and present a neat appearance when working at

NIEHS installations.

5.5. Contractor personnel responsible for PowerPoint creation and editing shall be proficient in Microsoft Word, Excel, and PowerPoint. Contractor personnel shall possess an in-depth understanding of and ability for producing professionally developed, cutting-edge products, to client specifications, that successfully communicate highly technical science and public health programs to both scientific and lay public audiences.

6.0. KEY PERSONNEL: All key personnel must meet the section 508 compliancy standards as specified in section

9.0 below (all documents produced have to meet the section 508 standards) prior to performance beginning on the requirement. The following are considered key personnel by the Government:

6.1. Project Manager (PM): The Contractor shall provide a PM who shall be responsible for the performance of the work. The name of this individual and an alternate(s), who shall act for the Contractor, shall be designated and provided in writing to the Contracting Officer prior to commencement of work. The PM shall provide management of workorders, personnel, and administrative functions related to specific tasks, and shall ensure that technical solutions and schedules are implemented in a timely manner. The PM shall direct and manage staff assignments, monitor product quality, shall ensure project milestones meet deliverable schedules, and reports on project status are delivered in a timely manner to the COR.

6.1.1. Qualifications: The PM shall possess a minimum of a Bachelor of Arts (B.A.) or 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.

6.2. Assistant Project Manager (APM): The Contractor shall provide an APM who shall be responsible for the performance of the work. The name of this individual and an alternate(s), who shall act for the Contractor, shall be designated and provided in writing to the Contracting Officer prior to commencement of work. The APM shall work closely with PM, assist in management activities, and shall handle all project manager responsibilities, when the PM is unavailable.

6.2.1. Qualifications: The PM shall possess a minimum of a 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.

6.3. Quality Control (QC) Manager/Proofreader/Copy Editor: The Contractor shall provide a QC

Manager/Proofreader/Copy Editor who shall review all products for content accuracy against information provided, prior to returning finished product to client. The QC Manager/Proofreader/Copy Editor 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 QC Manager/Proofreader/Copy Editor shall provide suggestions on text edits to improve readability or organization of information.

6.3.1. Qualifications: Shall possess a minimum of a 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. Must be proficient in AP style.

6.4. Senior Graphic Designer/Illustrator: The Contractor shall provide a Senior Graphic Designer/Illustrator who will also serve as the art director. They shall plan, analyze, and create various types of products in print and electronic format, and act as a creative resource, assisting clients with defining their design needs and providing them with creative options and solutions. The Senior Graphic Designer/Illustrator shall ensure compliance with

NIEHS policies and procedures is maintained. The Senior Graphic Designer/Illustrator shall negotiate with print vendors and shall manage print production. The Senior Graphic Designer/Illustrator shall assist other graphic designer(s)/illustrator(s), as needed.

6.4.1. Qualifications: Shall possess a minimum of a 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 is required.

6.5. Scientific/Medical Illustrator: The Contractor shall provide a Scientific/Medical Illustrator who shall work closely with clients, plan and create 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. The Scientific/Medical Illustrator shall create graphs/charts scientific data and shall determine the best method for displaying results. A qualified graphic designer/illustrator may be substituted in this role.

6.5.1. Qualifications: Shall possess a minimum of a 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. Proficiency in Microsoft Word, Excel, and PowerPoint is required.

6.6. Desktop Publisher: The Contractor shall provide a Desktop Publisher who imports text, designs layout, and produces visually appealing print and Web ready documents from text and art elements provided by client or graphic designer. The Desktop Publisher shall collaborate with Senior Graphic Designer(s) to ensure compliance with design and print specifications. The Desktop Publisher shall provide expertise required in desktop publishing; Microsoft

Word, Excel, and PowerPoint; and in making Microsoft products and Adobe PDFs Section 508 compliant. It is not typical to substitute this role with a graphic designer unless they also meet the qualifications below.

6.6.1. Qualifications: Shall possess a minimum of an Associate’s Degree in a related field (graphic design, publishing, 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. Expertise in Microsoft Word, Excel, and PowerPoint is required.

6.7. Photographer: The Contractor shall provide a photographer who uses digital photography equipment and techniques to professionally photograph NIEHS employees and groups, scientific experiments, events at NIEHS and local venues, and other client needs. The photographer shall enhance photographs, provide finals to clients, tag and catalogue photographs, and upload photographs to Extensis Portfolio and websites.

6.7.1. Qualifications: Shall possess a minimum of 5 years of experience as a full-time photographer in a corporate or government setting. The photographer must have extensive and proven history of professional photography and studio experience. The photographer must have experience using Extensis Portfolio.

6.8. Videographer/Video Editor: The Contractor shall provide a Videographer/Video Editor who shall professionally videotape NIEHS employees and groups, scientific experiments, events at NIEHS and local venues, and other client needs. The Videographer/Video Editor shall a operate teleprompter, edit videos per client direction, provide finals to client, and shall upload videos to websites.

6.8.1. Qualifications: Shall possess a minimum of 5 years of experience as a full-time videographer/video editor in a corporate or government setting. The Videographer/Video Editor must have extensive and proven history of professional videography and editing.

6.9. Audiovisual (AV) Meeting and Event Planner: The Contractor shall provide an AV Meeting and Event

Planner who shall plan and implement AV logistical support for meetings, conferences, and other NIEHS activities, and shall provide all AV equipment required to run a successful event. Maintains close contact with client throughout event planning. The AV Meeting and Event Planner shall work closely with webcasting and conference room support personnel when meetings are held in NIEHS facilities. The AV Meeting and Event Planner shall work closely with venue personnel when meetings are held outside of NIEHS facilities. The AV Meeting and Event

Planner shall verify logistics, reconcile potential issues, and run PowerPoint presentations.

6.9.1. Qualifications: Shall possess a minimum of a 10 years of relevant experience in AV meeting support. Must have extensive and proven history in AV support of meetings and events and use of complex AV systems to run interactive events.

6.10. Customer Service Window Graphic Designer/Illustrator: The Contractor shall provide a Graphic

Designer/Illustrator who shall be responsible for providing support at the customer service window, providing consultation and graphic design, managing workorder drop-offs, and providing delivery of completed products. The

Graphic Designer/Illustrator shall work closely with the PM, Assistant PM, and/or Senior Graphic Designer to ensure services are provided to clients.

6.10.1. Qualifications: Shall possess a minimum of a 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. The Graphic Designer/Illustrator shall be proficient in Microsoft Word, Excel, and PowerPoint.

6.11. Graphic Designer/Illustrator: The Contractor shall provide Graphic Designers/Illustrators who shall work 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. Historically, three (3) Graphic Designers/Illustrators have always been used to successfully execute this service.

6.11.1. Qualifications: Shall possess a minimum of a 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. The Graphic Designer/Illustrator shall be proficient in Microsoft Word, Excel, and PowerPoint.

7.0. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES: This section identifies those items such as property, information, or equipment and/or services in the possession of or directly acquired by the Government and subsequently made available to the Contractor for the contractor’s use.

7.1. Facility: The Government will provide the space and internet access for the customer service window on the

NIEH campus. NIEHS may, at is discretion, choose to move the customer service window to other rooms at its facility, or choose to discontinue the customer service window altogether.

7.2. Software: Some Government furnished equipment and NIEHS standard software will be supplied to the NIEHS customer service window located in the main building of NIEHS. Government furnished equipment may also be supplied to contractor’s local office at contract award or sometime within the contract period. If no government furnished equipment is provided, due to network security issues with business-owned equipment, all off-site communication with NIEHS clients and transfer of files will be done through NIEHS-approved remote access software (currently Citrix). If government furnished equipment is supplied, all communication must be done through

VPN. If government furnished equipment is provided to an N.C. local office, and there are any issues with the equipment or software that can’t be resolved over the phone or by remoting in, it shall be the contractor’s responsibility to bring the equipment to the NIEHS site for troubleshooting and repair.

7.3. Utilities: The Government will provide electricity and water when on the NIEHS facility for their use in performing tasks on the NIEHS campus as outlined herein. The Contractor shall instruct all employees in utilities conservation practices.

7.4. Special or Protective Clothing: Contractor personnel may be required to wear Government-furnished special or protective clothing during the performance of some services.

8.0. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all supplies, equipment, and services required to perform work under this contract that are not listed under section 7 of this PWS.

8.1. Facility: The Contractor shall be required to maintain a local office facility to support the requirement. The

Contractor is solely responsible for all lease obligations, office furniture, office space, telephone support, network support, etc., to meet the requirements of this PWS. Contractor provided facility shall be within a 20-mile radius of the NIEHS campus.

8.2. Materials and Supplies: The Contractor shall provide all materials, products, and supplies necessary to produce

NIEHS products.

8.3. Software: Specialized software required to conduct business in the customer service window must be purchased by contractor and installed by NIEHS. If government furnished equipment is supplied to an N.C. local office, specialized software that is required to conduct business, that is not normally supplied by NIEHS, shall be purchased by contractor and installed by NIEHS. If government furnished equipment is not supplied to an N.C. local office, contractor is responsible for purchase and installation of all software required to conduct business.

8.4. Equipment: The Contractor shall have a poster printer on-site in their local N.C. office that is capable of printing posters up to 96” wide and 48” high, on paper of fabric, per client specifications.

8.4.1. The Contractor shall have a printer for name tags and tent cards, which shall also be available on-site.

8.5. The Contractor shall ensure that GFE/GFP issued remains serviceable at all times. Normal wear and tear of property is natural and acceptable. However, the Contractor shall be liable for GFE/GFP lost due to negligence by

Contractor employees, acts of theft by Contractor employees, or vandalism credited to Contractor employees. The

Contractor shall safeguard and manage all GFE IAW the provisions of FAR Part 45.

9.0. SECTION 508 COMPLIANCE: The contractor shall comply with NIEHS guidelines for websites and other communications materials (see Attachments). See Section 508 accessibility guidelines as defined by the federal government. Please see the following URLs for details:

• Section 508 Information: http://www.section508.gov/

• Guide to the Section 508 Standards: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards

• Making Files Accessible: http://www.hhs.gov/web/section-508/making-files-accessible/index.html

NOTE: If the deliverable includes features and functions in addition to those identified as requirements, these features and functions also need to conform to relevant Section 508 technical provisions, functional performance criteria, and information, documentation and support.

10.0. QUALITY CONTROL: The Government is committed to a highly interactive relationship between quality control by the contractor and quality assurance by the government. This relationship shall be achieved through an effective prevention-based quality control program dedicated to ensuring the best possible products and services to end users. As part of quality control, the Contractor shall submit a Quality Control Plan (QCP) which at a minimum shall include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the contractor shall use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this PWS. The QCP shall be updated five (5) days after contract award. The QCP shall document how the contractor intends on meeting and complying with the quality standards established in this PWS. The contractor’s

QCP shall be maintained throughout the life of the contract and shall include the contractor’s procedures to routinely evaluate the effectiveness of the plan to ensure the contractor is meeting the performance standards and requirements of the contract. An updated copy shall be provided to the COR no later than five (5) days after any updates.

11.0. HEALTH AND SAFETY: The Contractor shall comply with all Federal, North Carolina State, Occupational

Safety and Health Administration (OSHA) standards and local laws and regulations concerning the environmental, occupational safety and health, and hazardous material. The contractor shall ensure employees have all required training and certifications related to OSHA requirements. The documentation shall be readily available for the

Contracting Officer to review at any time during the life of the contract.

12.0. SECURITY: The Contractor shall ensure that all personnel providing service on NIEHS campus have an

NIEHS contractor badge; they must wear the badge at all times while providing services on the NIEHS campus.

The Contractor shall be responsible for retrieving badge request forms from the COR/Sponsor for processing by

NIEHS security. Badges need to be active and renewed prior to expiration. Timely renewal shall be performed so that delivery functions are not interrupted.

13.0. REIMBURSABLE EXPENSES: During the performance of this requirement, the contractor may be required to provide miscellaneous products and services, not listed in section 4.0 of the PWS. Expenses shall be reimbursed either under the Other Direct Cost (ODC) or special projects line items. ODCs may include, but are not limited to the items listed on Attachment III. The Contractor shall invoice for actuals each month for reimbursement. The COR will notify the Contractor if a project is to be billed to the special projects line item and this will be initiated by and stated on the work order. Both reimbursable line items will have Not To Exceed (NTE) amounts; there is the http://www.section508.gov/ https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/guide-to-the-section-508-standards http://www.hhs.gov/web/section-508/making-files-accessible/index.html potential for the line items to each be increased by 30% during the contract’s lifetime. Travel is not a part of this contract nor is it reimbursable.

14.0. HOURS OF OPERATION: Core NIEHS duty hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding federal holidays.

14.1. The customer service window hours are from 8:30 a.m. to 5:00 p.m. The window shall only be closed during a

30-minute lunch break. Hours shall be posted outside of window. The Contractor shall stagger lunch breaks of staff, so at least one graphic designer is available, at contractor’s local office, at all times during normal duty hours.

14.2. The photography service hours are also from 8:30 a.m. to 5:00 p.m.

14.3. The Project Manager’s availability shall be from 8:30 a.m. to 5:00 p.m.

14.4. The Assistant Project Manager’s availability shall be from 8:30 a.m. to 5:00 p.m.

14.5. The Senior Graphic Designer/Illustrator’s availability shall be from 8:30 a.m. to 5:00 p.m.

14.6. The Graphic Designer/Illustrator’s availability shall be from 8:30 a.m. to 5:00 p.m.

14.7. Administrative support shall be available from 8:30 a.m. to 5:00 p.m.

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

14.9. NIEHS observes the following holidays:

New Year’s Day Labor Day

Martin Luther King’s Birthday Columbus Day

Presidents Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

15.0. PLACE OF PERFORMANCE: The Contractor shall locate personnel within a 20-mile radius of the NIEHS main campus located at 111 T.W. Alexander Drive, Research Triangle Park, North Carolina in support of the requirement. Most services shall primarily be performed at the contractor’s local N.C. office. However, some services may be performed within and around various NIEHS laboratories, offices, and public spaces (e.g., lobbies, conference rooms, etc.), or at local venues (e.g., conference centers, hotels, etc.). Occasionally, services may be required for venues outside the 20-mile radius.

16.0. PERIOD OF PERFORMANCE: The period of performance shall either be for a 7 month or 12 month base period with four 1-year option periods.

17.0. PHASE-IN/PHASE-OUT PERIODS:

17.1. Phase-In: To minimize and/or prevent any possible negative impact on services, the incoming Contractor shall develop a 15 day phase-in plan. The phase-in plan shall describe in detail, a transition process for phasing in with the outgoing Contractor. The detailed plan should also outline how all tasks will be completed without interrupting cafeteria services on campus.

17.2. Phase-Out: Prior to the completion of the contract, the outgoing Contractor shall fully cooperate with the succeeding Contractor and the Government, so as not to interfere with the services on campus. The incoming

Contractor shall develop a phase-out plan to ensure there is a smooth and orderly transfer of contract responsibility to a successor. The plan shall fully describe the Contractor’s approach to ensure continuity of operations. The

Contractor shall provide the COR a final draft of the plan no later than 15 days before the phase-out period commences.

18.0. DEFINITIONS:

• Acceptable Quality Level (AQL). A predetermined value selected and used by the Government to distinguish between satisfactory and unsatisfactory' performance. The allowable leeway or variance from a standard before the Government will reject the specific services. An AQL does not allow the Contractor to knowingly offer defective service, but admits that defective performance may sometimes be unintentional.

As long as the percent of defective performance does not exceed the AQL, the Government will not reject the service.

• Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the

Government. The term used in this contract refers to the prime.

• Contracting Officer (CO). A person with authority to enter into, administer, and/or terminate contracts, and to make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

• Contracting Officer's Representative (COR). A U.S. Government representative appointed by the CO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor, as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

This individual does NOT have authority to change the terms and conditions of the contract.

• Contractor Personnel. Contractor and subcontractor employees performing working under this contract.

• Key Personnel. Contractor employees who are critical for achieving PWS objectives.