RFB_SOW_GTM-PAS_Calligraphy Services_July 2024 copy.docx

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STATEMENT OF WORK (updated July 2024)

INTRODUCTION: The U.S. Department of State’s Office of Presidential Appointments within the bureau of Global Talent Management, (GTM/PAS), executes the Department’s Presidential Appointments program, which includes candidates for the Department’s senior leadership positions, overseas Ambassadors, and other positions requiring confirmation by the Senate and appointment by the President. GTM/PAS also serves as the customer service provider to the White House for Presidential commissions. The office works directly with the White House to create and seal approximately nine hundred Presidential commissions annually for key White House personnel, Presidential appointees throughout the executive branch, members of numerous boards and commissions, and Ambassadors; and thirteen hundred printed Foreign Service commissions for Foreign Service Officers representing all of the Foreign Affairs Agencies.

OBJECTIVE: The objective of this statement of work is to obtain the highest quality hand-lettered calligraphy services for commissions meeting White House standards (calligraphy example in attachment), responsive and timely customer service and turnaround on deliveries, and appropriate handling and discretion in handling sensitive information.

The government intends to award a firm-fixed price multiple award Blanket Purchase Agreement (BPA) for a base and 4 1-year option periods.

SCOPE: The scope of work includes professional and quality calligraphy services, including hand lettering for Presidential (23” x 19”) and Ambassadorial (15 1/2” wide x 11 5/8”) commissions (an inventory of semi-engraved commission paper stock will be provided to vendors and will be replenished as needed), and Foreign Service commissions (14 3/4” x 11 1/2”). There may be an intermittent requirement for the use of printers to print blank stock and to add lettering to the Foreign Service commissions, although those providing calligraphy services are not expected to also have the capability to provide printing services. This service could be requested if the vendor is able to provide such service. Printing services are not a pre-requisite to provide a pricing proposal.

The scope of work also includes courier service pickups and deliveries to and from the Department of State (see delivery address information below). The Department of State does not have in-house couriers. Calligraphy service contractors must be located within the D.C. metro area and will be responsible for making arrangements with a courier for all pickups and deliveries to and from the Department of State and can invoice the Department of State for those costs under the contract.

WORK REQUIREMENTS: Provide formal hand-lettered script calligraphy for a distinctive look (see script alphabet in attachment) with pointed pen nibs and permanent black ink that is water resistant, archival, lightfast, and opaque. Sumi ink (Moon Palace) is recommended. The various categories of Presidential, Ambassador, and Foreign Service commissions (see FS commission in attachment) include:

· Presidential Commission (PAS): Commission for a Presidential appointment that requires the advice and consent of the Senate. Also referred to as a “Confirmation Commission.”

· Presidential Commission (PA): Commission for a Presidential appointment without the requirement for the advice and consent of the Senate. Also referred to as a “Straight Commission.”

· White House Staff Commission (WHS): Commission for a Presidential appointment without the requirement for the advice and consent of the Senate. The amount of lettering is less than the PAS and PA commissions.

· Ambassador Commission: Smaller commission for a Presidential appointment that requires the advice and consent of the Senate for appointment. The commission requires less amount of lettering than PAS, PA, and WHS commissions.

· Partially Printed Commission: Commission for confirmation or straight appointments that require specific wording that is an exception to the standard semi-engraved language. The commission stock is partially printed with areas for larger text to be calligraphed.

· Cabinet Commission: Commission for a Presidential appointment that requires the advice and consent of the Senate for appointment. The semi-engraved wording is specific to a Cabinet member. The amount of lettering is similar to a WHS commission.

· Department of Labor Commission: Smaller commission for a Presidential appointment that requires the advice and consent of the Senate for appointment. The commission requires a few more words than an Ambassador commission.

· Foreign Service Commission (A): Consular Officer and a Secretary in the Diplomatic Service of the United States of America

· Foreign Service Commission (B): Foreign Service Officer, a Consular Officer, and a Secretary in the Diplomatic Service (Tenured Foreign Service Officer)

· Foreign Service Commission (C): Senior Foreign Service Promotion Commission (Class of Counselor, Class of Minister-Counselor, Class of Career Minister)

· Foreign Service Commission (D): Personal Rank of Career Ambassador

· Arrange for timely deliveries and pickups as required. Some rush commission requests may require 1-day turnaround (see below), which may entail after hours work.

REQUIRED TIMETABLE FOR CALLIGRAPHY SERVICES: Below you will find the timelines for Presidential, Ambassador, and Foreign Service commissions.

Presidential and Ambassador Commissions:

· Upon the receipt of initial calligraphy request (via email) from GTM/PAS, complete calligraphy request (name, state, title, etc.) and coordinate delivery to GTM/PAS within five to seven business days. If a large quantity of lettering requests is ordered, and not all can be completed within the five to seven business days, it may be necessary to have the courier deliver smaller groups of commissions as they are completed.

· Upon the receipt of a request to ink the appointment date on a commission (second stage of the commission process that occurs after the official appointment and the commission has been signed by the President), complete date request within five to seven business days. Dating is a separate fee from the original commission fee. Commissions by another calligrapher may be included in the package to date. The package may include 5 to 30 commissions to be dated.

· Rush Presidential or Ambassador Commissions: Any commission marked “RUSH” will be expedited within one to four business days of receipt of the calligraphy request. On occasion, a rush request for one to two commissions may be requested for a turnaround of 18 to 24 hours upon receipt of the calligraphy request.

· Commission orders and deliveries will continue during the rare instances of summits hosted by the President and other large events that may shut down traffic access into DC. GTM/PAS will coordinate with the calligraphy vendor for an alternate delivery location within 5 to 10 miles from the Department of State.

Foreign Service Commissions:

· Upon the receipt of initial request from GTM/PAS, complete request (name, date, title, etc.) and coordinate delivery to GTM/PAS within six to fourteen business days.

· Upon the receipt of a request to add only a date to a commission, complete date request within six to fourteen business days.

· Rush Foreign Service Commissions: Any commission marked “RUSH” will be expedited within five business days of receipt of request.

CORRECTIONS TO COMMISSIONS: Provide corrections on commissions and charge the Department of State accordingly unless the error was the fault of the contractor in which case the correction/reprint will be at the expense of the contractor.

DELIVERY (COURIER SERVICE): On occasion, it may be possible for the calligraphy to be done on the premises of the Department of State. Otherwise, contractors will be responsible for arranging courier services for pickup and delivery of commissions to and from the following primary location:

PRIMARY DELIVERY:

U.S. Department of State Office of Presidential Appointments, Global Talent Management, GTM/PAS HST Room 2811 2201 C Street, NW Washington, DC 20520 (Couriers meet a GTM-PAS staff member at the 23rd Street entrance of the Department of State, between C and D Streets.)

During the rare instances of disrupted traffic access into DC, GTM/PAS will coordinate with the calligraphy vendor for an alternate delivery location within 5 to 10 miles from the Department of State.

EVALUATION:

Offeror shall provide a sample in black ink of pointed pen formal hand-lettered script calligraphy (see attachment for commission script reference sample) with the following 2 lines with 3/8” Capital letter height and 1/8” lowercase x height - “Deborah M. Heffkamp, of the District of Columbia” and “at the pleasure of the President of the United States for the time being.” The sample cannot be digitally enhanced and may be submitted as a jpg or pdf.

If bidding on the printing of the Foreign Service commissions, offeror shall provide a sample as a jpg or pdf of the following text in 32 point Palace font – “Reposing special trust and confidence in your Integrity, Prudence, and Ability, I have nominated and, by and with the advice and consent of the Senate, do appoint you a Foreign Service Officer, a Consular Officer, and a Secretary in the Diplomatic Service of the United States of America.”

CONTRACTING OFFICER’S REPRESENTATIVE (COR)

Designated Contracting Officer’s Representative:

Will be provided upon award.

GTM/EX/ESD, Suite H722 U.S. Department of State 2401 E Street, NW Washington DC 20522-01808 Telephone: (202) 663-2034

RESTRICTIONS AGAINST DISCLOSURE: Based on the sensitive and personal information on Presidential and Foreign Service commissions, the contractor agrees, in the performance of this contract, to keep all information that is obtained or otherwise unavailable to the general public, in the strictest of confidence. The contractor acquires neither possessory nor proprietary interests in such information. The contractor agrees not to publish, reproduce, or otherwise divulge such information in whole or in part, in any manner or form, at any time, during or following contract performance, nor to authorize or permit others to do so. The contractor agrees to take such reasonable measures as are necessary to restrict access to such information to those employees needing such information to perform the work provided herein, i.e., on a "need to know basis". The contractor agrees to immediately notify the contracting officer's representative in the event that he or she determines or had reason to suspect a breach of any of these requirements or restriction, and to provide written notification as soon as possible. The contractor agrees not to disclose any information concerning the work under this contract to any persons or entities unless prior written approval is obtained from the contracting officer. The contractor agrees to include the aforementioned clause or equivalent language in any agreement or subcontract hereunder.

Revised July 2024