RFI_Calligraphy.docx

U.S. Department of State Office of Acquisition Management

Title: Calligraphy Services Agency: U.S. Department of State Office: Office of Presidential Appointments Location: Washington, D.C.

Notice Type: Sources Sought/Request for Information NAICS Code: 424120

1.0 Purpose

This is a Request for Information (RFI) as outlined in FAR 15.201(c)(7). The purpose of this RFI is to accomplish market research pursuant to Federal Acquisition Regulation (FAR) Part 10, and to identify small businesses capable of performing the functions described herein. The Government is requesting information regarding the availability and feasibility of attracting new Calligraphy service providers to support the requirements of the Office of Presidential Appointments, Bureau of Human Resources as described in this RFI. This notice is issued solely for information and planning purposes and does not constitute a Request for Proposal (RFP) or a commitment on the part of the Government to conduct a solicitation for the below-listed services in the future. Respondents are advised that the Government will not pay for information submitted in response to this RFI, nor will it compensate respondents for any costs incurred in the development/furnishing of a response.

Please note that a decision not to submit a response to this RFI will not preclude a vendor from participating in any future solicitation.

2.0 Background and Statement of Need

INTRODUCTION: The Department of State’s Office of Presidential Appointments (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 all Presidential commissions. The office works directly with the White House to create and seal thousands of commissions annually for key White House personnel; Presidential appointees throughout the executive branch; and members of numerous boards and commissions, Ambassadors, and 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, responsive and timely customer service and turnaround on deliveries, and appropriate handling and discretion in handling sensitive information.

SCOPE: The scope of work includes professional and quality calligraphy services, including hand lettering for Presidential, Ambassadorial, and Foreign Service commissions. 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 vendor is able to provide such service. Printing services is 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 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 with pointed pen nibs and permanent black ink that is water resistant, archival, lightfast and opaque. The various categories of Presidential, Ambassador, and Foreign Service commissions (see example in Appendix A), including:

· White House Staff Commissions

· Presidential Commission (PAS): Commission for a Presidential appointment that required the advice and consent of the Senate, to include Cabinet level commissions. 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.”

· Ambassador Commissions

· 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 pick-ups as required. Some rush commission requests may require 1-day turnaround (see below), which may entail after hours work.

REQUIRED TIME TABLE FOR CALLIGRAPHY SERVICE: Below you will find the time lines for Presidential Commissions, Ambassador Commissions, and Foreign Service Commissions.

Presidential and Ambassador Commissions:

· Upon the receipt of initial calligraphy request (via email) from GTM/PAS, complete calligraphy request (name, date, 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 add only a date to a commission, complete date request within five to seven business days.

· Rush Presidential or Ambassador Commissions: Any commission marked “RUSH” will be expedited within one to two business day 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 shutdown 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 calligraphy request from GTM/PAS, complete calligraphy 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 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 Unclassified courier services for pickup and delivery of commissions to and from the following primary and alternate locations:

SENSITIVE BUT UNCLASSIFIED