PWSCombinedGovenorsMailing.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

2022 Governor’s High School Letter Mailing

1.1 General:

Scope: The contractor shall be responsible for coordinating and facilitating all agreements necessary to meet the requirements of this Match Direct Mail Campaign. The contract will include the management of the supplied excel data for duplicate removal, processing the data through approved Postal Software for proper address format and zip code +four (4) appending, the purchase and printing of three-color 20# Standard #10 envelopes with logo and return address block, the purchase of 8.5 x 11 20# paper for the printing of the full color mail merged with two logos and the purchase of 8.5 x 11 20# paper to print the full color generic fliers.

Option 1:

The contractor will be required to laser jet the personalized letter with first name only in presort order, tri-fold and nest the personalized letter and generic flier, inkjet the matching envelope with presorted address block, seal the envelope, apply the presort standard postage stamp and deliver the completed mail campaign to the United States Postal Service on the date as predetermined between the contractor and the NEARNG.

Option 2:

The contractor will be required to tri-fold and nest the letter and flier, insert into the envelope with the address block showing through the window, seal the envelope, apply the presort standard postage stamp and deliver the completed mail campaign to the United States Postal Service on the date as predetermined between the contractor and the NEARNG.

Background: The intent of the Governor’s High School Letter Mailing is to increase brand awareness, make direct contact with Nebraska junior and senior high school students, to provide information on the Nebraska Army National Guard and provide actionable identifiers on how to receive more information on the NEARNG and how to make contact with a NEARNG Recruiter. The NEARNG’s desire is to capitalize on direct contact with high school students in our recruiting areas and provide information about the Nebraska Army National Guard from the lists supplied by Nebraska High Schools.

Period of Performance (PoP): The Period of Performance shall be from the date of the awarded contract plus 30 days to complete the processes as described below and drop off the completed direct mail campaign to the United States Postal Service.

1.2 Contractor Deliverables:

1.2.1 The awarded Print and Mail contractor will complete the process of printing and mailing the personalized letters as directed in the process below with a mail date of April 15th, 2022.

1.2.2 The awarded contractor will advise and designate one account representative to be the liaison between the contractor and the NEARNG Marketing NCO.

1.2.3 The NEARNG will send the artwork (3 color) for the 20# standard #10 envelope, the logos (full color) for the 20# 8.5 x 11 letter and the artwork (full color) for the 20# 8.5 x 11 f flyer.

1.2.4 The NEARNG will send the excel spreadsheet in the format of first name, last name, address, city, state and zip with a total of 25,964 contacts, all Nebraska addresses.

1.2.5 The awarded contractor will perform a duplicate removal on the presorted list, by first name, last name, address and zip code.

1.2.6 The awarded contractor will perform a CASS certification, produce a Form 3553, Standard Postal Presort and append +4 to zip codes. The awarded contractor will provide a copy of the Postal presort with the PS Form 3602-R to the NEARNG with the estimated postage cost.

1.2.7 The awarded contractor will print the provided digital artwork on a 20# standard # 10 envelope in the upper left hand corner with the return address in black and provide a hard copy proof for approval to the NEARNG print a quantity of 25,964 envelopes.

1.2.8 The awarded contractor will print the 20# 8.5 x 11 letterhead, with two logos, one in the upper left corner and one in the bottom center to use for the personalized letter and will provide a hard copy proof for approval to the NEARNG, print a quantity of 25,964 letterhead pages.

1.2.9 The NEARNG will provide, in a Word document, the letter to mail merge with the provided postal sorted data list. The first name only will be printed on the mail merged letter. The awarded contractor will provide 10 samples of the merged personalized letter with the first name to the NEARNG for approval against the data provided.

1.2.10 The awarded contractor will print in full color the provided flyer in the qty of 25,964 and provide 10 samples for approval prior to printing.

1.2.11 The awarded contractor will laser jet the personalized letter with first name, fold into thirds, nest with the generic flier and insert into the matching #10 standard envelope with the complete address, barcode and presort data.

1.2.12 The awarded Contractor will provide 10 samples of the finished mail pieces to the NEARNG for approval, prior to completing the total quantity.

1.2.13 The awarded contractor will seal the envelope and apply a Standard presort stamp in the upper right hand corner.

1.2.14 The awarded contractor will provide updates that the mailing is being completed and will be delivered to the USPS on the agreed date between the contractor and the NEARNG. The awarded contractor will provide a copy of the stamped PS Form 3602-R to the NEARNG within 48 hours of mailing.

1.3 Restricted Items for this Direct Mail Campaign:

1.3.1 Misuse of the database to include, internal use, sale of the list or any other use that is not directly associated with the Direct mail campaign for the NEARNG.

1.3.2 Use of the Nebraska Army National Guard logo on any printed items or digital items other than directly associated with the Direct mail campaign for the NEARNG.

1.3.3 Use of the Seal of the Governor logo on any printed items or digital items other than that directly associated with the Direct mail campaign for the NEARNG.

1.3.4 Misuse of any funding except that of which is required and associated with the cost of services and the cost of the postage for the USPS.

1.3.5 Any provided information in regards to the Governors Direct Mail

Campaign to any outside person, agencies or organization that are not authorized by the NEARNG.

1.4 General Information:

1.4.1 Quality Control (QC): The awarded contractor shall develop and maintain an effective

QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract.

1.4.2 Contract Manager (CM): The contactor shall provide a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive directions and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.3 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract 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 KO. 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.

1.4.4 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, 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 KO 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 affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5 Definitions

1.5.1 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.

1.5.2 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

1.5.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. 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.

1.5.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

1.5.5 DELIVERABLE. Anything that can be physically delivered and includes non- manufactured things such as meeting minutes or reports.

1.5.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

1.5.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

1.5.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

1.5.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

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

1.5.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

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

1.7 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative

COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance IS Information System(s) KO Contracting Officer NE Nebraska OCI Organizational Conflict of Interest ODC Other Direct Costs PII Personally Identifiable Information PIPO Phase In/Phase Out 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 Program RRB Recruiting and Retention Battalion TE Technical Exhibit

1.7.1 All information concerning the data developed under this PWS shall be property of the United States Government. The contractor shall not publish or disclose such data or reports in any manner and understands that such data can only be released with the consent of the NEARNG.

1.7.2 The contractor shall be responsible for adhering to all public safety laws and regulations as required by the different counties and states (Fire extinguishers, signs, etc.).

1.8 Contract Management and Oversight Requirements

1.8.1 Contractor will provide a management and oversight structure that ensures sufficient management, control, leadership, training, quality, and cost control that will be exercised in the execution of the contract.