PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Editing, Proofreading, Design, and Layout of Manuscript

West Point Press

Part I

General Information

1. GENERAL: This is a nonpersonal services contract to provide the following services: design, copyediting, proofreading, and composition of manuscript. The Government shall 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 shall also be accountable to the Government for Contractor or subcontractor personnel.

1.1. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary to perform editing, proofreading, design, and layout of document as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. The Contractor shall perform in accordance with (IAW) the terms and conditions of the contract and consistently with the established standards in this PWS and contract.

1.2. Contracting Officer Representative (COR): The COR will be identified by separate letter of appointment. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: Assures that the Contractor performs the technical requirements of the contract; performs inspections necessary in connection with contract performance; maintains written and oral communications with the Contractor concerning technical aspects of the contract; issues written interpretations of technical requirements, including government drawings, designs, and specifications; monitors Contractor’s performance and notifies both the Contracting Officer (KO) and Contractor of any deficiencies;

coordinates availability of government-furnished property, and provides site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.3. Background: The West Point Press (WPP) is the publishing arm of the United States Military Academy at West Point. The project is Volume 2 of a legal book focusing on the war in Ukraine.

The project will leverage cover and design/layout features already completed and used in Volume 1.

1.4. Objectives: The basic service objective includes the following: Updating of Volume 1 cover file for Volume 2 and delivering Volume 2 cover file; copyediting manuscript; using Volume 1 design template to put manuscript into composition; proofreading, indexing, and providing printer-ready files from proof pages. Must also deliver PDF for online viewing and ePub files.

Contractor will also deliver InDesign files of Volume 2 cover and book files upon completion of the contract.

1.5. Scope: The Contractor shall accomplish complete copyediting, composition, proofreading, and indexing of a ~130,000-word manuscript comprising Volume 2 of a legal book examining the war in Ukraine.

1.6. Period of Performance: The period of performance for this contract shall be no more than 5 months.

1.7. Quality Control: Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1 Contractor Inspection Requirements).

1.7.1. Edited manuscripts must be: 100% grammatically accurate, precise in content, organization, logic, and clarity consistent with the publication type and audience; and edited/proofed in accordance with the current edition of The Bluebook (especially for citations/footnotes). Internal composition must meet satisfaction of the COR. The COR is the final accepting authority for completed works. In-progress reviews of the Contractor by the COR will occur informally. Weekly in-progress reviews may be necessary throughout the performance period based upon workload and the complexity of work.

1.7.2. Quality Control Program: The Government is committed to a highly interactive relationship between quality control by the Contractor and quality assurance by the government recipient of services. 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.

1.7.2.1. Contractor Discrepancy Report (CDR): When the Contractor’s performance is unsatisfactory, a CDR will be issued. The Contractor shall reply in writing within five (5) workdays from the date of receipt of the CDR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.7.2.2. Quality Assurance: The COR will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the COR must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). When an observation indicates defective performance, the COR will require the Contractor or designated on-site representative to initial the observation to acknowledge the defective performance. The acknowledgement of the observation does not necessarily constitute Contractor concurrence with the observation, only that the Contractor has been made aware of the defective performance.

1.7.3. Recognized Federal Holidays: The Contractor shall not be required to perform services on recognized federal holidays. The recognized federal holidays include:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.7.3.1. When a holiday occurs on a Saturday, Federal employees are normally granted the previous Friday as the holiday observance. When a holiday occurs on a Sunday, Federal employees are normally granted the following Monday as the holiday. The contractor shall work on the days the Government is scheduled to work.

1.7.3.2. When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor will have the following options:

1.7.3.2.1. Reschedule the work so it is performed the following day unless the following day falls on a weekend.

1.7.3.2.2. Reschedule the work on any day that is mutually satisfactory.

1.7.4. Hours of Operation: The Contractor shall be responsible for providing services, between the hours of 8:00 AM and 5:00 PM Monday through Friday, except federal holidays. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance under this contract. No overtime (OT) or compensatory time (CT) is authorized. Contractor personnel shall not exceed a 40-hour work week.

1.7.5. Place of Performance. The work to be performed under this contract shall be accomplished at Contractor facility or another location designated by the Contractor.

1.7.6. Security Requirements: Not Applicable

1.7.7. Special Qualifications. The copyeditor and proofreader shall have demonstrable experience working on scholarly legal texts using Bluebook format for footnotes. Indexer will have experience with similar scholarly works.

1.7.7.1. General:

1.7.7.1.1. The Contractor shall be responsible for ensuring all personnel performing work under this contract possess and maintain current qualifications.

1.7.7.1.2. Contractor personnel performing work under this contract shall be able to read, write, speak, and understand the English language to effectively carry out all contract requirements. They shall have a command of both the written and spoken English language to properly, clearly, and effectively communicate in person or via electronic devices (telephone or email) with co-workers, customers, and the general public.

1.7.7.1.3. Contractor personnel performing work under this contract shall be U.S. citizens unless the provisions of Army Regulation 25-2, Information Assurance have been fully completed and approval has been granted by the Government for the non-U.S. citizen to perform the required support.

1.7.8. Post-Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post-award video conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5.

1.7.10.–1.6.13 Not Applicable

1.7.14 Data Rights: The government has unlimited rights to all documents/material produced under this contract to the extent permitted by the data rights clauses. The parties mutually acknowledge their understanding that this is the government’s intent. All documents and materials produced under this order shall be government-owned and are the property of the government with all rights and privileges of ownership/copyright belonging exclusively to the government. These documents and materials may not be used or sold by the contractor without written permission from the contracting officer. All materials supplied to the government shall be the sole property of the government and may not be used for any other purpose. This right does not abrogate any other government rights.

1.7.15. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may implement other remedies as he or she deems necessary, including prohibiting the C ontractor from participating in subsequent contracted requirements which may be affected by the OCI.

1.7.15.1. Definitions:

1.7.15.1.1. The term “Contractor” herein used in section 1.7.15., Organizational Conflict of Interest, means: (a) the organization (hereinafter referred to as "it" or "its") entering into this agreement with the Government; (b) all business organizations with which it may merge, join or affiliate now or in the future and in any manner whatsoever, or which hold or may obtain, by purchase or otherwise, direct or indirect control of it; (c) its parent organization, if any, and any of its present or future subsidiaries, associates, affiliates, or holding companies, and; (d) any organization or enterprise over which it has direct or indirect control now or in the future.

1.7.15.1.2. The term "proprietary information" for purposes of section 1.6.15., Organizational Conflict of Interest, means any information considered so valuable by its owners that it is held secret by them and their licensees.

Information furnished voluntarily by the owner without limitations on its use, or which is available without restrictions from other sources, is not considered proprietary.

1.7.15.2. Organizational Conflicts of Interest Examples. The following examples illustrate situations in which organizational conflicts of interest may arise. These examples are not all-inclusive.

1.7.15.2.1. Biased Ground Rules: This type of conflict may arise in situations where a company sets the ground rules for a future competition. For example, when a Contractor develops requirements, then competes to provide products or services to satisfy those requirements, thus obtaining a competitive advantage.

1.7.15.2.2. Impaired Objectivity: This type of conflict may exist where a Contractor’s obligations under a contract require objectivity, but another role of the Contractor casts doubt on its ability to be truly objective. An example of this type of conflict is where a Contractor’s work under one contract entails evaluating itself, its affiliates, or its competitors under a separate contract.

1.7.15.2.3. Unequal Access to Information: This type of conflict may arise when a Contractor has access to nonpublic or proprietary information as part of its performance under a contract that gives it an unfair advantage in a competition for a later contract.

1.7.15.3. General Constraints: The provisions of FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, concerning organizational conflicts of interest govern this contract. Potential conflicts may exist in accordance with FAR 9.505-1, Providing Systems Engineering and Technical Direction, through 9.505-4, Obtaining Access to Proprietary Information. In this regard, the Contractor is responsible for identifying any actual or potential organizational conflicts of interest to the KO that arise as the result of performance under this contract. To avoid or mitigate a potential conflict related to performance under this contract, the KO will impose appropriate constraints such as the constraints discussed below. Since it is impossible to foresee all the circumstances that might give rise to organizational conflicts of interest, the constraints discussed below are not all-inclusive, and the KO may impose constraints other than, or in addition to, the constraints listed below.

1.7.15.4. The Contractor represents that it has disclosed to the KO, prior to the awarding of this contract, all facts relevant to the existence or potential existence of organizational conflict of interest as that term is used in FAR Subpart 9.5.

1.7.15.5. The Contractor represents that if it discovers an organizational conflict of interest or potential conflict of interest after this contract is awarded, a prompt and full disclosure shall be made in writing to the KO. This disclosure shall include a description of the action the Contractor has taken or proposes to take to avoid or mitigate such conflict.

PART 2

DEFINITIONS & ACRONYMS

2.1. DEFINITIONS:

2.1.1. 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 Contractor.

2.1.2. CONTRACTING OFFICER (KO). 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.

2.1.3. CONTRACTING OFFICER’S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer 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.

2.1.4. CONTRACTOR PERSONNEL. Contractor and subcontractor employees performing work under this contract.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement (PWS).

2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include nonphysical things, such as meeting minutes or reports.

2.1.7.–2.1.15 Not applicable

2.1.16. QUALITY ASSURANCE. A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purposes of this document, quality assurance refers to actions by the Government.

2.1.17. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). The Government’s organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.18. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.19. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.20. WORKDAY. The length of time during a day in which the Contractor provides services, in accordance with the contract. Also referred to as Business Day.

2.1.21. WORK WEEK. Monday through Friday, unless otherwise specified.

2.2. ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DA Department of the Army DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan

PART 3

GOVERNMENT-FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT-FURNISHED ITEMS AND SERVICES:

3.1. There will be no government-furnished property, equipment, or services.

PART 4

CONTRACTOR-FURNISHED ITEMS AND SERVICES

4. CONTRACTOR-FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, materials, equipment, facilities, and services required to perform all work under this contract.

PART 5

SPECIFIC TASKS

5.1. The Contractor shall provide editorial support (copyediting of the manuscript and proofreading of the PDFs) for the book, carefully reading each line of the manuscript to correct spelling, grammar, punctuation, and word choice. Editorial support will include footnotes.

Contractor will also ensure all citations listed in the body of the manuscript are formatted in accordance with Bluebook format. Contractor will point out any issues that conflict with The Bluebook guide. This round of work should also include a basic plagiarism check. The COR will provide Word documents of the manuscript chapters, as well as trim size, binding type, and design template. Contractor layout must accommodate these factors (trim, binding, and design).

5.1.1. Contractor will have the manuscript copyedited using Tracking Changes in Word and will provide a copy edit of the first 2–3 chapters within 1 week so the COR can provide feedback before the Contractor completes the copy edit of the entire manuscript.

5.1.2. Contractor shall ensure that The Chicago Manual of Style, 17th edition (CMS 17), is followed for copyediting, proofreading, and indexing the main text of the manuscript (excluding citations).

5.1.3. Contractor shall have up to 4 weeks for copyediting the manuscript—including footnotes— from date of receipt of the original manuscript from COR. The COR will coordinate with the author(s) and approve the copyedited manuscript within 2 weeks before it goes into composition, as per 5.2.

5.1.4. Contractor shall schedule weekly and as-needed conference calls to update status and review progress.

5.2. The Contractor will accept all tracking changes and put the manuscript into composition using the design template provided by the COR, formatting the title page, copyright page, table of contents, and bibliography, and incorporating any supplied figures and images, headers and chapter titles, and page numbering. Contractor shall create the copyright page in coordination with the COR.

5.2.1. Final manuscript and high-resolution images will be supplied by the COR to a web portal.

The Contractor shall provide web portal access. Contractor shall review all figures and images for resolution and file quality.

5.2.2. Contractor shall recreate artwork in Adobe Photoshop or Illustrator as needed for all figures/images.

5.2.3. The Contractor shall have up to 2 weeks after the final manuscript and art files have been provided by the COR to complete the first round of proof pages and send them in separate chapter files to the COR.

5.2.4. Contractor will have up to 2 weeks for proofreading from the date of completing composition of the first round of PDF proof pages.

5.2.5. The COR will coordinate with the author(s) and approve the first round of unproofread PDF pages before production goes on to 5.4. Contractor will provide up to 3 rounds of edits/adjustments to the PDF proof pages.

5.2.6. Contractor shall put the manuscript into composition utilizing Professional Adobe Creative Software suite comprising InDesign, Illustrator, Photoshop, and Acrobat and solve any new design issues that challenge existing page layouts.

5.2.7. Contractor shall paginate book and update Table of Contents after the COR provides all edits/feedback.

5.2.8. Contractor shall create an Index and update it to reflect paginated PDF using Chicago Manual of Style, 17th edition (CMS 17), chapter 16, “Indexes.”

5.2.9. Contractor shall provide screen-optimized PDF proof files to COR for review. COR will provide feedback on original proof within 1 week of receipt.

5.2.10. Contractor shall update proof as needed within 1 week of being provided feedback on round 1of proofs and send the COR round 2 of proof pages. The COR will provide revisions and corrections to the second round of proof pages (if needed) within 1 week of receipt. The same timeline applies if another round of edits is required for the updated print layout/proof.

5.2.11. COR will provide final approval of proof/updated pages.

5.3. Contractor will design a color front and back cover representing the content of the manuscript and which includes the West Point Press colophon provided by the COR. Cover design will include spine text and graphics that are appropriate for the final binding measurement.

Cover design should occur concurrently with manuscript editing/layout, etc.

5.3.1. Contractor shall provide two distinct cover design options for feedback. COR will provide feedback and approve final cover design before it goes to 5.4.

5.3.2. Contractor will provide up to 2 rounds of adjustments/edits for cover design.

5.4. Contractor will provide complete, high-resolution, formatted files for printing (both manuscript and cover files) and on-line viewing.

5.4.1. Print-ready files (cover and manuscript) should be delivered in appropriate vector file format (e.g., InDesign, PDF, etc.). Contractor shall address any formatting/file issues identified by the Government printer. COR will provide any feedback/issues to contractor.

5.4.2. The Contractor shall provide a complete low-resolution file of the completed manuscript and cover in a single file suitable for emailing and online viewing in PDF format, as well as ePub format. Digital versions must be Section 508 Compliant.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

NOT APPLICABLE

PART 7

TECHNICAL EXHIBITS (TE)

TE 1. PRS

PERFORMANCE

OBJECTIVE

(PWS Paragraph)

PERFORMANCE

STANDARD

PERFORMANCE

THRESHOLD

INCENTIVE /

DISINCENTIVE

5.1 5.2 5.3 5.4

100% of all requirements

0% deviation from listed standard

Work will not be accepted until all items accepted by

COR.

TE 2. WAGE DETERMINATION

END OF PWS