SOURCES SOUGHT NOTICE CG092 Support Services.pdf

SOURCES SOUGHT NOTICE

Document Type: Sources Sought Notice Notice Number: USCG25-CG-092-001 Title: Media, Strategic Planning, and Communication Support Services NAICS Code: 541820-Public Relations Contracting Office Address: United States Coast Guard (USCG) Headquarters, 2703 Martin Luther King Jr. Avenue, SE, Washington, DC 20032

Response due: 12:00 noon eastern standard time, Tuesday, April 22, 2025.

This is a Sources Sought notice ONLY. Requests for copies of a solicitation will not receive a response.

This notice is for planning purposes only and is not a Request for Proposal (RFP) or Request for Quotation (RFQ) or an obligation on the part of the USCG or conducting a follow-on acquisition.

USCG does not intend to award a contract on the basis of this notice or otherwise pay for the information requested. This request for information does not commit the Government to contract for any supply or service whatsoever. The Government is not requesting proposals and will not accept unsolicited proposals in response to the notice. The notice respondents are advised that all costs associated with responding to this notice will be solely at the respondents’ expense; the Government will not pay for any information or administrative costs incurred in response to this notice. Contractors will not be precluded from participation in any future RFP for opting not to respond to this notice.

NO SOLICITATION DOCUMENTS EXIST AT THIS TIME.

Background:

The Coast Guard Office of Governmental and Public Affairs needs to quickly scale to meet the demands on the modern communications environment.

The Coast Guard Office of Governmental and Public Affairs is responsible for managing and facilitating communication between the U.S. Coast Guard and the public, congress, workforce media, and other stakeholders. CG-092’s primary functions include:

Congressional Affairs (CG-0921): The Coast Guard Office of Congressional Affairs serves as the primary liaison between the U.S. Coast Guard and Congress. CG-0921 communicates with congressional members and their staff regarding Coast Guard policies, programs, and budget requests. It helps ensure that lawmakers understand the Coast Guard’s needs and priorities. The office provides information and data about the Coast Guard’s missions, operations, and initiatives to support informed legislative decision-making CG-0924 advocates for Coast Guard interests in Congress, working to secure funding and support for various initiatives and programs. The office assists in shaping legislative policy that affects the Coast Guard.

Public Affairs (CG-0922): Handles inquiries from journalists, arrange interviews, and provides information about Coast Guard activities, operations, and initiatives to the media.

Disseminates information to the public about Coast Guard missions, safety tips, regulations, and other relevant topics through various channels such as press releases, social media, and the official Coast Guard website. In the event of emergencies or crises involving the Coast Guard, the Office of Public Affairs coordinates communication efforts to ensure timely and accurate information is provided to the public and media. CG-0922 plays a role in internal communication within the Coast Guard, ensuring that personnel are informed about important developments, policies, and events. Develops strategic messaging and strategic communications plans for the Coast Guard and various sub-elements.

External Affairs (CG-0923): Engages with communities to promote awareness of Coast Guard services, programs, and initiatives. This may involve participating in events, giving presentations, and collaborating with local organizations. Includes Junior Reserve Officer Training Corps (JROTC).

Office of Coast Guard Heritage (CG-0924): The U. S. Coast Guard’s rich heritage dates back to 1790, with the establishment of the Revenue Marine. As one of the first branches of the U.S. armed services, the Coast Guard has preserved a small but representative collection representative collection that includes art and artifacts from the Revenue Cutter Service, the Life-Saving Service, the Lighthouse Service, the Bureau of Navigation and the Steamboat Inspection Service. The collection also includes artifacts from throughout the modern era including personal materials, uniforms, equipment, and tools.

The Coast Guard's Heritage Asset Collection of over 20,000 artifacts, models and works of art is managed and maintained by the Curatorial Services Program. The bulk of the collection is stored at the Exhibit Center, a facility in Forestville, Maryland in the Base National Capitol Region. The Curatorial Services Program manages a robust loan program with more than 1,700 Coast Guard artifacts on loan to over 275 non-profit organizations throughout the United States. The Curatorial Services Program also manages the Coast Guard Museum located on the campus of the Coast Guard Academy in New London, CT.

The Museum serves as the main exhibition space for the Heritage Asset Collection.

CG-0924 leads the Coast Guard’s mission in establishing the National Coast Guard Museum being constructed in New London, CT. CG-09421 is a small but specialized team consisting of Civilian and Military personnel that not only manage the design and fabrication of the museum exhibits but also serve as the sole platform to advance external outreach and public awareness of the proposed museum. CG-09241 personnel serve in various multi-disciplinary management capacities to include budget, contract, personnel, and project management. The success of the Program relies heavily on strategic planning and communication to advance the unique mission of establishing the Coast Guard’s first national museum.

Requirements/Tasks:

USCG is seeking information on contractors who can provide the following general services.

The primary objective of this requirement is to provide CG-092 with support services from subject matter experts (SMEs) and professionals who are trained in public affairs areas such as managing and facilitating communication between the U.S. Coast Guard and the public, congress, workforce media, and other stakeholders, The support personnel shall be knowledgeable of federal processes, regulations, and procedures as they relate to public affairs.

DIGITAL COMMUNICATIONS SUPPORT

• Research target audience existing knowledge, perceptions, attitudes, and behaviors and create communication and recommended stakeholder engagement plans that advance CG-0922’s digital engagement objectives and business goals by influencing those attitudes and behaviors.

• Support activities may include:

• Facilitate strategic shaping sessions to clearly define goals and objectives of digital communication and engagement, including reputation building/positioning and increasing online engagement.

• Consult and advise on digital strategy communications best practices to CG-092 stakeholders.

• Manage and support implementation and evaluation of an overarching digital communications strategy and engagement plan, including but not limited to oversight, documentation, and process improvement.

• Recommend which digital channels and platforms are most suitable for reaching target audiences, frequency of engagement, consistency of tone/type in communication style, and style, establishing an interaction plan and protocols to engage with online audience.

• Develop and manage a wide variety of web-ready social media communication products in support of both internal and external communication campaigns, including a content plan for the type of content to be shared on digital channels, including text, images, videos, infographics, and other multimedia formats.

• Assist in management of platform design, use, standards, and optimization, including application of emerging features as appropriate.

• Define success criteria and measurement, which may include metrics such as website traffic, social media engagement, click-through rates, conversion rates, and other approved traceability measurements.

• Recommend and assist in implementation of performance improvement processes to validate the effectiveness of digital strategy implementation and integrate findings and lessons learned based on analytics and feedback.

• Collaborate with stakeholders to understand audience segmentation and plan for tailored content development and outreach.

• Assist to develop and implement a platform engagement plan, including standard operating processes/ response and engagement protocols for managing, running, posting, responding on online sites such as Facebook (Meta), Instagram, YouTube, and X.

STRATEGIC COMMUNICATIONS PROGRAM COORDINATION

• Provide USCG Internal Program-level communication resources which CG Offices may engage for help with strategic communication/outreach and engagement planning.

• Support activities may include:

• Support efforts to develop and maintain a communication and outreach campaign to build broader awareness of CG programs, initiatives, and events using deliverables such as Communications Action Plans (CAPs), stakeholder identification, categorization, and development of targeted engagement strategies.

• Develop and edit a wide variety of written communication products in support of both internal and external communication campaigns, including speeches, briefing materials, internal and external correspondence for official use, publications, factsheets, scripts, frequently asked questions, and other official documentation.

This includes technical writing and editing, including drafting formal correspondence and white papers and editing of new and previously written technical materials while ensuring accuracy, clarity, and consistency in brand identity and tone.

• Facilitate working sessions that align with communication materials with the Program objectives and strategically align with priorities across the USCG community, relevant governance structures, and enterprise modernization efforts.

• Assist with targeted communication during organizational and project transformation initiatives, including development of tools that may include engagement plans, fact sheets, web content, training plans, graphic design / data visualization, etc.

• Provide writing support to include research, analysis, writing, editing, proofreading, design and layout, and related production work, for strategic planning requirements and tasks.

WEB CONTENT MANAGEMENT

• Develop website content, and the organization of that content based on strategic, technical, aesthetic, and functional criteria provided by the Coast Guard.

• Ensure consistency and a professional look for all web design and content, supporting compliance with all CG web standards, ensuring alignment with web content and delivery goals, and using all appropriate digital communication tools and support for management

• Web content management support, including updating content as requested by page owners, checking links, adding/deleting files, updating expiring pages, and resolving broken links and analyzing web analytics data available through the government's existing tools.

• Assist in maintaining already established CG-0922 Web governance policies and guidelines describing permissible content and format for posting on the Internet and recommend updates or clarifications to those guidelines as necessary.

• Support the archive of site content as new information is posted to the Web; and post content, as approved by CG-0922, to defined sites planned through an editorial calendar or content release plan.

MULTIMEDIA SUPPORT

• Plan, develop, produce, edit and deliver professional broadcast-quality news videos, video messages, video testimonials, public awareness videos, how-to videos, educational videos and animations/motion graphics on topics identified by

CG-092.

• This work may include all aspects of video production, from concept and story development; script writing, storyboard and shot list development; identifying interview subjects; recording (on location, virtual and in studio); lighting design, sound design and video editing; creating motion graphics and animations; and delivery of a final, fully accessible product in the agreed-upon format.

• Video products must use creative storytelling principals to convey agreed-upon messages to engage with target audiences. Each video product will use production values appropriate to the medium and budget, ranging from simple interviews to more complex long-form narrative storytelling.

• Video products may include partially or fully animated components or be fully animated.

• Video products will require closed captions for full accessibility and include SRT files for use on other platforms.

• Collecting of consent forms and use of image and/or voice releases using USCG-approved language for all non-government individuals who appear in recorded footage and procured stock footage is required.

• Licensing and use of procured and copyrighted images and video segments must support the scope, intended use and dissemination channel for final distribution.

Use of licensed and copyrighted media must be established as being used specifically by the USCG. Copies of the stock media license and/or agreement must be provided to USCG before procurement of media.

• Documentation for use of procured B-roll and audio is required.

• Cataloging and storing of video products in a manner that affords search, and filter features available to government staff for selection and retrieval.

• Ensuring access to necessary equipment, software and resources to fulfill project requirements effectively.

• Plan, develop, produce and deliver high-quality audio recordings (e.g., podcasts).

This includes all aspects of production from concept, script development, interview subject identification, recording (on location, in studio, or virtually) and sound editing and design for delivery of a final, fully accessible product.

• Assist in developing, producing, editing and delivering high-quality podcast episodes on topics identified by the USCG.

• Collect consent forms and use of image and/or voice releases using USCG-approved language for all non-government individuals who appear in recorded footage and procured stock footage is required.

• Perform cataloging and storing of audio recordings in a manner that affords search, and filter features available to government staff for clip selection and retrieval.

• Perform audiovisual editing, color correction, seamless transitions, sound design and mixing, visual effects, titles and motion graphics and other post-production tasks to ensure the final output meets the highest quality standards. The Contractor shall create a timeline and system to accommodate client review, feedback and revision requests in a timely manner.

• Ensure compliance with all relevant laws and regulations. Edit products and projects for 508 compliances in keeping with the federal government requirements.

• Provide original photography services of subjects relevant to the mission of the USCG and its offices.

• Photo shoots may be on location at CGHQ, at regional and national events or on location at a grantee office, partner agency or other location. The Contractor will be responsible for securing permissions to shoot at each location, as appropriate, and securing photography release forms from subjects.

• Capture photographs for use in a variety of different products and formats, including but not limited to social media posts, graphic and video products and large format printed products, such as posters and banners.

• Assist in editing, cataloging and storing photos in a manner that affords search, and filter features available to government staff for photo selection and retrieval.

• Ensure access to necessary equipment, software and resources to fulfill project requirements effectively.

GRAPHIC DESIGN

• Develop graphics for data visualization purposes, websites, social media (which could include short animations), infographics, digital publications, and conference exhibits for all USCG offices that ensures their content and visual identities translate to modern audiences.

• Graphic design must follow the USCG and office branding and style guides and DHS design standards as applicable.

• Assist the USCG in expanding its use of infographics and data visualizations to convey statistical and research-related materials in an accurate but easy-to-digest format.

SOCIAL MEDIA COORDINATION

• Work with the Government to plan, create, and execute social media campaigns, working with partners on content creation, graphic visualization, before scheduling the campaign, providing real time monitoring of its effectiveness, including actively promoting and assisting in the campaign itself.

• Develop templates, or use existing templates, to prepare reports on statistics and monitoring all relevant social media sites.

• Create short, tailored content about ongoing works, achievements, and priority programs as identified by the Government, as well as tailor content for interactions and responses to audience comments on these accounts.

• Maintain social media activity, coordinating a social media calendar with online activity and partnering with Directorates and Program Offices to ensure proper online messaging and relevancy, ensuring message consistency across social media networks.

• Create standardized methods and a process guide to help operate and maintain relevant social media accounts, monitoring and commenting appropriately to promote mission and digital presence.

• This includes ensuring that the accounts are actively updated with new content, responses are made to posts referencing the account to facilitate interactions and ensure that content is created in a manner that offers guidance and ensures unity of messaging across all accounts and platforms.

COLLECTIONS MANAGEMENT SUPPORT

• Review CG Curatorial Services holdings in the Heritage Asset Collection (HAC) and objects documented by units and offices as heritage artifacts via the Heritage Asset Request Form process, to complete steps to achieve Intellectual Control of holdings to include (but not be limited to) reconciling any anomalies in accessions records, refiling or generating records contents as required; initiate/modify/update electronic object records in the extant museum management database (e.g. Past Perfect, Proficio); stabilization of any objects requiring conservation and completing the process to nominate, execute, and return objects to the collection upon completion of conservation; relabeling of object mounts and containers as required; support government staff in conducting annual external or periodic internal inventory, audit, or object status assessments and executing reconciliation as required, and assess and nominate objects for deaccessioning and completing the disposal process as required.

• Conduct processing/cataloging requirements according to accepted museum industry standards for new objects from external donations or internal transfers selected for accessioning, to include securing of information via Heritage Asset Donation Forms and various communications such as hardcopy documents and electronic media, securing of deeds of gift from donors or necessary provenance documents for transferred objects, and fabricating object mounts and/or storage and transportation containers; creation of spreadsheets/databases as needed to document donation and accession information and actions (e.g., donor/source information, number of objects, condition, accession numbers, and process/catalog status, etc.); conduct initial conservation assessments and measures such as isolating identified objects, removing caustic or dangerous materials or compounds, etc.; and monitor and document environmental data from sensor devices and make recommendations on maintenance or modifications to control measures according to museum industry standards.

• Assist with National CG Museum support requests such as object returns or loans and special events; assist with recording, maintaining, and dispatching of objects from the Education Collection and Support Cache; conduct scanning of collections files and records as required to support requests for information and other Curatorial Services operational requirements; conduct research using hardcopy, electronic, internet/web-based records/databases on objects offered for donation, transfer, or are already in the Heritage Asset Collection (HAC).

CURATION SUPPORT

• Review CG Curatorial Services loan records, to complete steps to achieve Intellectual Control of holdings to include (but not be limited to) reconciling anomalies in loan records, tracking databases, and renewal schedules, refiling or generating records contents as required; initiate/modify/update electronic loan and objects records in the extant museum management database (e.g. Past Perfect, Proficio); support government staff in conducting annual external or periodic internal inventory, audit, or object status assessments and executing reconciliation as required.

• Assist periodically with processing/cataloging requirements according to accepted museum industry standards for new objects from external donations or internal transfers selected for accessioning, to include securing of information via Heritage Asset Donation Forms and various communications such as hardcopy documents and electronic media, and securing of deeds of gift from donors or necessary provenance documents for transferred objects; creation of spreadsheets/databases as needed to document donation and accession information and actions (e.g., donor/source information, number of objects, condition, accession numbers, and process/catalog status, etc.).

• Assist with National CG Museum support requests such as object returns or loans and special events; assist with recording, maintaining, and dispatching of objects from the Education Collection and Support Cache; conduct scanning of collections files and records as required to support requests for information and other Curatorial Services operational requirements; conduct research using hardcopy, electronic, internet/web-based records/databases on objects requested for loans or temporary custody or offered for donation, transfer, or are already in the HAC.

MARKET RESEARCH SUPPORT

• Assist and devise and execute recommended methods for collecting data, such as focus groups, interviews, market analysis surveys, public opinion polls, and questionnaires to determine the wants and needs of the Coast Guard community in relation to a Coast Guard Academy Museum.

• Gather data from the other service academies, evaluate market conditions, and convert the data and findings into a written report for the client to ensure the most appropriate narrative is developed for a Coast Guard Academy Museum.

ARCHIVES SUPPORT

• Review Coast Guard Historian’s Office CGHO Archival holdings to complete steps to achieve Intellectual Control of holdings to include (but not be limited to) consolidation of boxed materials in proper arrangement for each archival series, refoldering of archival materials as needed, stabilization of any records in need of preservation/conservation, relabeling of boxes, as needed, updating/creation of finding aids to enhance/secure intellectual control.

• Conduct Initial Processing of Archival donations, to include securing of information with respect to donors names, contact information, securing of deeds of gift;

creation of spreadsheets/databases as needed to capture said donor information, volume of each donation, and status in processing rhythm, etc.; conduct initial conservation measures such as properly sleeving papers in need of stabilization, sleeving non-official photography, proper forwarding of machine dependent recordings, etc.

• Conduct scanning of Official Military Personnel Files on loan from National Personnel Records Center; records within the holdings of the CG Historian’s Office, as well as records of important to the capturing of CG history available at outside institutions including the National Archives and Records Administration (Archives I (Washington DC) and Archives II (College Park, MD), etc. Contractor will meet requirements of scanning for posting to the CG Historian’s Website via the Armed Forces Public Information Management System.

Interested parties shall describe the capabilities of their organization as it relates to the services described above. USCG anticipates issuing a RFQ in the third or fourth quarter of

FY2025.

USCG is seeking responses from all responsible sources, including large and small businesses. The small business size standard associated with the NAICS code for this effort, 541820, is $16.5 million.

After results of this market research are obtained and analyzed, USCG may conduct a competitive procurement and subsequently award a contract. Companies that can provide such services are requested to email a written response describing their abilities to keisha.m.pullen@uscg.mil (Contract Specialist, KS) and Lynda.m.horton@uscg.mil (Contracting Officer, KO) no later than the response date for this sources sought notice.

The following information is requested to be provided as part of the response to this sources sought notice:

mailto:keisha.m.pullen@uscg.mil mailto:Lynda.m.horton@uscg.mil

• Name, Address, Unique Entity ID number, CAGE code, and point of contact information of your company.

• Company’s size classification and socio-economic status

• Any information on the company’s small business certifications, if applicable.

• Description of your company’s capabilities as they relate to the services described in this notice

• Describe your company’s process for managing a large ordering vehicle?

• How does your company price these types services?

• A description of your company’s previous experience providing the services described in this notice.

• Indication of whether the services described in this notice are currently offered via your company’s GSA Federal Supply Schedule (FSS) contracts, Government-wide Acquisition Contracts (GWACs), or other existing Government-wide contract vehicles; and, if so, the contract number(s) for those vehicles.

• Any other relevant information that is not listed above which the Government should consider in finalizing its market research.