SOW-Final.docx

1) STATEMENT OF WORK (SOW)

as of 04/49/2024

1. Contract Title: Together With Veterans ORH Program needs for Promotional Items of the Veterans Crisis Line

2. Background: Suicide Prevention is the Department of Veterans Affairs (VA) top clinical priority. VA aims to reach all Veterans, including those who receive their health care in the community, in order to reduce the overall Veteran suicide rate. Bringing the expertise of VA researchers and clinicians to community providers who treat Veterans will help achieve this goal. The Rocky Mountain Mental Illness, Research, Education, and Clinical Center (RM MIRECC) for Suicide Prevention conducts research, education and clinical work aimed at preventing suicide among Veterans. The RM MIRECC houses important programs that support this mission.

This effort is to support community outreach and education for Suicide Prevention efforts undertaken for research on Suicide prevention programs, such as the Together With Veterans Rural Veteran Suicide Prevention program funded by the Office of Rural Health.

3. Scope: The contractor shall work directly with RM MIRECC staff to design and produce promotional products for distribution to VA and community providers/agencies serving Veterans. Existing SRM and USPV brand identity graphics shall be used for this work. No new branding shall occur.

-The contractor shall rely on the expertise of the RM MIRECC team to approve all promotional materials.

-The contractor shall produce all content and manage all promotional accounts, budgeting and payment. -The contractor shall provide a performance appraisal (referenced below).

-The contractor shall provide the RM MIRECC with all raw materials (e.g., files, etc.) associated with the content developed as part of this contract.

4. Specific Tasks: Specific Tasks are required overall for all items purchased.

a) Design: Contractor will work and communicate clearly with designated staff to

i) Select promotional products based on the descriptions and needs of the product stated within the contract and in consultation with designated staff.

ii) Design imprint graphics either through digital creation or from provided digital image files.

i) Review and tweak designs, colors as needed prior to product production with the designated staff

(1) Contractor is required to have documented approval of final design before production

b) Production:

i) Contractor manages the selection the production entity, ensuring entity meets the standards and needs of the government.

ii) oversee the production of items to meet product design standards,

iii) that all items are correctly imprinted,

iv) and packaging and standard pack packaging is completed correctly.

(1) Must be packed to prevent damage.

(2) Pack each item separate as appropriate

(3) Pack items suitable in shipping containers not to exceed 45 lbs. when fully packed. Use only new corrugated or solid fiberboard containers with minimum bursting strength of 275 p.s.i. Damaged shipping containers will result in rejected shipment at cost to the contractor.

(4) Pack suitably per shipping container.

c) Customer Service

i) Contractor will produce verification of shipment totals at least biannually or quarterly (November and May or Nov, Feb, May, Aug), in a format approved by designated VA staff. Contractor will check with designated VA staff at that time if additional orders should be processed. VA designated staff can reach out for additional orders outside a set up regular schedule if needed.

ii) Contractor may only accept orders or adjustments with VA designated staff if designated Contracting Officer is aware of changes.

iii) A kickoff meeting is required at the initiation of the contract with contractor, main designated contractor point of contact, designated VA staff.

(1) Notes and documentation of kickoff meeting required to be taken by contractor and provided to designated staff. Documentation must include key contacts associated for contract and responsibilities as well as a communication plan.

d) Quality Control: Contractor will ensure that all promotional items be functional upon shipment.

i) If an unacceptable quality (defined by designated VA staff) of items are reported back to the contractor (i.e., that they do not function properly, arrive with excess product damage), the contractor shall replace the entire order amount or a portion of order amount (as COR designates) of the malfunctioning or damaged item.

ii) Contractor should monitor continuous quality of designated items chosen for the fulfillment of this contract and if alerted to manufacturing changes that result in lower quality items should start design and production requirements of this contract prior to new shipments and must alert designated VA staff of issue and if changes impact current VA stock.

e) Product Imprint:

i) The contractor is responsible for creating or altering any necessary trapping, setting proper screen angles and screen frequency, and defining file output selection for the imaging device being utilized. All furnished files must be imaged as necessary to meet the assigned quality level.

ii) Contractor to resize files and set up imprinting as necessary at no added cost to the government.

iii) All items should have imprint of Veteran Crisis Line information and other Suicide Prevention branding as needed by the projects covered in this scope of work. Current imprint design shown on images below, but changes will be required between batch ordering to update to latest Veterans Crisis Line branding.

iv) No production should take place without approval via email correspondence of latest design by designated VA staff.

f) Shipment Coordination: Contractor will ensure all shipping requirements are met and enforced. Incorrect shipping coordination may result in items not being accepted and returned to the Vendor at their costs. Requirements encompass:

i) Basic product information

(1) Each product will have a unique name and number provided by VA staff.

ii) Standardized box labeling

(1) Every box must be properly labeled per attached instructions.

(2) Internal and external label information will include official product name, product number and amount per box. A label with all information shall be on and included inside every box in shipment.

iii) Prior shipping notification & tracking

(1) Notify the designated VA contact (Contact information for Hines Distribution will be a va.gov email and will be provided to the contractor after award) and CC additional VA staff as instructed the following information for each product. If there are multiple products, send separate notification/emails for each.

(a) Vendor/company name and contact person

(b) Product name

(c) Product number

(d) Total number boxes shipped

(e) Number per box (if there is a box with an odd number, indicate both. Ex: 15 boxes of 100 + one box of 50)

(f) Shipping service and/or carrier name

(g) Tracking number(s)

(h) Date shipping

(i) Estimated date of arrival

(2) Notify government of tracking number and any changes made during shipping/tracking.

(3) Ship entire quantity of a single product in one shipment, unless specifically requested otherwise by government.

iv) General logistics

(1) When producing multiple, related products, they will each have their own product name/number and must be shipped separately unless previously approved by the government. For instance, different products may not be “mixed” onto the same pallet, or into the same box.

(2) Products shall be shipped on pallets. Any deviations from pallet shipment must first be approved by the government.

g) Quantities per year

6. Item details: Item details below are to communicate the items needed. Close approximation of item sizes and imprint sizes is allowed with authorization of designated VA staff and contracting office.

Item Name: 7-Day Pill Case

· Item image example:

· Description: 7-Day pill case. Product is to have 7 separate compartments. Each compartment to have a snap lid that is easy to open, resealable and tight fitting when closed so to stay closed. Each compartment lid is to be labeled with the days of the week using the first letter of the day and in braille. The day of the week labels and braille letters on the compartment lids are to be raised plastic. Days shall start with Sunday, then continue per standard weekly calendar, until Saturday.

· Imprint information: Imprint area is 0.5" h x 4" w. Imprint location is as indicated by the visual. Imprint color should be white.

· Material: Polypropylene - Recycle Code #5 - BPA-Free. Color of the material is to be a translucent red and blue, red is to be as close to PMS 1797 and blue is to be as close to PMS 541 as possible. Though color confirmation should always be in line with standard confirmed with the designated VA staff prior to shipment as variation in colors needed may take place.

· Product Size: 1.25" x 6.125" x 1" deep

· Packaging: Each pill-case is to be individually bagged and standard packed into packs of 20.

Item Name: Stylus Pen

· Item image example:

· Description: React Stylus Grip Pen. Pen is a dual-function pen on one side and stylus on retractable clicker side, with black ink.

· Imprint information: White imprint for blue, red, and black pens. Black imprint on silver pens. Imprint area is .5” H x 1.25” W on the barrel of the pen. Imprint colors can change from white to black, or black to white depending on maximizing contrast for visibility on final product.

· Material: Pens should come in an even variety of colors of black, dark blue, dark red, or silver pens. Blue to match PMS 541 as close as possible. Red is to be as close to PMS 1797 as possible.

· Product Size: Pen tip is 1.0mm. 5.65" H x 0.39" Deep.

· Packaging: Standard pack boxes of 100 pens packaged together in shipping box.

Item Name: FDA approved Hand Sanitizer

· Item image examples:

· Description: Container containing 2 oz (1.8 -2.2 acceptable with approval from designated staff) of unscented hand sanitizer gel that meets or exceeds FDA standards. Screw-on, flip-top lid container.

· Imprint information: 1.63" H x 1" W

· Material: PET Plastic container. Hand sanitizer should include a denaturant and contain at least 60% alcohol.

· Product Size: 4.5" H x 1.63" W

· Packaging: Standard packs of 20 sanitizers will be packaged together into shipping box.

Item Name: Flashlight

· Item image examples:

· Description: On/off button activated flashlight made from aluminum with 9 bright white LED bulbs and carrying strap. Flashlight should include batteries

· Imprint information: Imprint size is 0.5" H x 1.25" W on the barrel of the flashlight. White imprint for blue, red, and black flashlight. Black imprint on silver flashlight. Imprint colors can change from white to black, or black to white depending on maximizing contrast for visibility on final product.

· Material: Aluminum casing and LED bulbs. Black, Silver, Red, Blue to match PMS 541 as close as possible. Red is to be as close to PMS 1797 as possible.

· Product Size: 3.5" H x 0.94" Dia. Circle

· Packaging: Each flashlight will be individually boxed, and standard packs of 20 items will be packed together into shipping boxes Item Name: Magnetic Clip

· Item image example:

· Description: Durable Rubber Grip Magnetic Clip. Clip will have ribbed plastic “teeth” on the inside of the clip. Imprint on one side and on the opposite side of the clip a strong button magnet meant to adhere to metal surfaces such as filing cabinets or refrigerator doors.

· Imprint information: White Imprint. Imprint Area: 0.875" H x 1.5" W

· Material: Black rubber on blue or red plastic with durable metal mechanisms. Blue to match PMS 541 as close as possible. Red is to be as close to PMS 1797 as possible.

· Product Size: 1 3/4''H x 1 1/4''W x 3 1/2''D

· Packaging: Each magnetic clip will be individually boxes, and standard packs of 20 items will be packed together into shipping boxes Item Name: Tote Bag

· Item image example:

· Description: A dark blue foldable tote bag that has double 20” reinforced handles a large open main compartment. The tote should have lightweight construction and have a shape that stands up when open with the bottom being 12” in width or when bag is fully stuffed.

· Imprint information: White imprint color. Imprint area is 10” x 10” on front and back.

· Material: Cloth color to match PMS 541 as close as possible, high-quality canvas or plastic that utilizes recycled materials.

· Product Size: 13” H x 19.5” W x 8” L

· Packaging: Standard packs should be bundled into packs of 20 together into shipping boxes.

Item Name: Gun Lock

· Item image example:

· Description: A black vinyl covered steel cable with laminated steel body padlock and two corresponding keys.

· Imprint information: White imprint color. Imprint Area: 0.875" H x 1.5" W

· Material: vinyl covered steel, laminated steel body padlock

· Product size: 14” (36cm) cable, 1 and 5/16” (33mm) steel body padlock

· Packaging: Standard packs should be bundled into packs of 20 together into shipping boxes.

7. Performance Monitoring Designated VA employee will require a proof or sample of the product prior to large productions or if there are any changes to the product between productions.

8.0 Security Requirements

There are no security concerns or requirements as this contract requires the production of a physical product.

2) Other Pertinent Information or Special Considerations.

c. Packaging, Packing and Shipping Instructions.

Shipments should be delivered to the VA Hines Distribution Center in Hines, IL. Contact information for Hines Distribution will be a va.gov email and will be provided to the contractor after award. The contractor must fill out VA Form 7596 for labels for each carton/box, and inner packing slip for each carton/box and receive approval from VA Hines Distribution Center prior to initiating the shipping process, please see Attachment A: VA Form 7596 (VA Procurement Slip and Label Forms). Detailed instructions for filling out VA forms will be provided after award. All products must be bundled into mutually agreed upon standard packing units (e.g., packages of 10, 25, etc.).

Invoices will for products will be no later than one month after shipping the products, and no more than once per month.

9) Risk Control If for any reason the products are found to be faulty (e.g., color wear or flaking) from normal storage or use, the remaining undistributed products shall be returned and refunded or replaced at the Vendor’s expense.

10) Place of Performance.

All production of the product will be completed at the contractor’s site and then shipped via pallet and/or individual boxes to the purchaser’s desired location.

VASDC/EDOS

1st Avenue No. of 22nd St Building 37, Door 14 Hines, Illinois, 60141

11) Period of Performance.

This contract shall start once contract has been awarded and run for a full Fiscal Year. There will be a base year plus 1 additional option years.

12) Delivery Schedule.

Initial batch will be requested to be finalized shipped and received in 2 months’ time and subsequent batches of shall be delivered as requested with a minimum of one-month notice provided prior to expected delivery date. Coordination and cost of shipment to be covered by the contractor with informational assistance from designated VA Staff. No individual box should weight over 40 lbs.

image3.png image4.emf image5.jpeg image6.jpeg image7.png image8.png image9.png image10.png image11.png image1.emf

VA7596 Hines labeling & shipping.pdf

VA PROCUREMENT SLIP AND LABEL FORMS

NOTE: Both the Packing Slip and Carton label are to be utilized in accordance with GPO 310.2. The below Packing Slip and Carton Label may be used as camera copy and may be reproduced in a larger or smaller size as needed.

VA PACKING SLIP

FORM NO.

REVISION DATE

UNIT OF ISSUE (sheet, pad, set, book, etc.)

STOCK NO.

TITLE

STANDARD PACKAGE QUANTITY

BAR CODE

VA FORM 7596, DEC 1997 (R) PACKING SLIP

VA CARTON LABEL

CARTON LABEL

FROM

FOR USPS DELIVERY

APPLY POSTAGE

DEPARTMENT

Department of Veterans Affairs

DEPARTMENT REQUISITION NO.

GPO JACKET NO.

GPO ORDER NO.

PROGRAM/PRINT ORDER NO.

FORM OR PUBLICATION NO./DATE

QUANTITY PER CONTAINER

PACKAGES PER CONTAINER

PKGS. OF

CONTROL NO.

BAR CODE

TITLE

TO

VA FORM 7596, DEC 1997 (R)

VA FORM

DEC 1997 7596

Department of Veterans Affairs logo

VA PROCUREMENT SLIP AND LABEL FORMS

V A PROCUREMENT SLIP AND LABEL FORMS

NOTE: Both the Packing Slip and Carton label are to be utilized in accordance with GPO 310.2. The below Packing Slip and Carton Label may be used as camera copy and may be reproduced in a larger or smaller size as needed.

VA PACKING SLIP

Department of Veterans Affairs logo

FORM NO.

REVISION DATE

UNIT OF ISSUE (sheet, pad, set, book, etc.)

STOCK NO.

TITLE

STANDARD PACKAGE QUANTITY

BAR CODE

VA FORM 7596, DEC 1997 (R)

V A FORM 75 96, DECEMBER 19 97 (R)

PACKING SLIP

VA CARTON LABEL

V A CARTON LABEL

Department of Veterans Affairs logo

CARTON LABEL

FROM

FOR USPS DELIVERY

APPLY POSTAGE

DEPARTMENT

Department of Veterans Affairs

DEPARTMENT REQUISITION NO.

GPO JACKET NO.

GPO ORDER NO.

PROGRAM/PRINT ORDER NO.

FORM OR PUBLICATION NO./DATE

QUANTITY PER CONTAINER

PACKAGES PER CONTAINER

PKGS. OF

PACKAGES OF

STOCK NO.

CONTROL NO.

BAR CODE

TITLE

TO

VA FORM 7596, DEC 1997 (R)

V A FORM 75 96, DECEMBER 19 97 (R)

VA FORM

DEC 1997

V A FORM 75 96, DECEMBER 19 97 (R)

VA Form 7596, VA PROCUREMENT SLIP AND LABEL FORMS

7596, Procurement, Slip, Label, Packing, Carton

Missie Vaccaro-Palomaki

Missie Vaccaro-Palomaki

DEC 1997

DECEMBER 1997

OALC

NOTE: Both the Packing Slip and Carton Label are to be utilized in accordance with G P O 310 point 2. The below Packing Slip and Carton Label may be used as camera copy and may be reproduced in a larger or smaller size as needed.

V A PACKING SLIP

FORM NO.:

REVISION DATE. Enter 2-digit month, 2-digit day and 4-digit year.:

UNIT OF ISSUE (sheet, pad, set, book, etcetera):

STOCK NUMBER:

TITLE:

STANDARD PACKAGE QUANTITY:

BAR CODE

PACKING SLIP:

CARTON LABEL:

FROM

FOR U S P S DELIVERY APPLY POSTAGE:

Department

Department of Veterans Affairs

DEPARTMENT REQUISITION NUMBER:

G P O JACKET NUMBER :

G P O ORDER NUMBER:

PROGRAM/PRINT ORDER NUMBER :

FORM OR PUBLICATION NUMBER DATE. Enter 2-digit month, 2-digit day and 4-digit year.:

QUANTITY PER CONTAINER:

PACKAGES PER CONTAINER:

ENTER PACKAGES OF:

STOCK NUMBER :

CONTROL NUMBER:

BAR CODE:

TITLE:

TO:

image2.emf

7596 INSTRUCTIONS FOR FILLING OUT.docx

7596 INSTRUCTIONS FOR FILLING OUT

VA PACKING SLIP - INNER PACKAGE LABEL:

FORM NO.

ACTUAL FORM NUMBER. OR PUBLICATION (ITEM)NUMBER.

REVISION DATE: AS ON THE ITEM. MM/YYYY

UNIT OF ISSUE: USE THE TWO LETTER CODE (AS BELOW)

SH

Sheet

PD

Pad

BK

Book

PO

Poster

CD

Card

QR

Quire

CF

Marginal Punched Continuous Form (one Part)

RO

Roll

CS

Continuous Strip

SE

Set

DK

Diskette

SC

Marginal punched Continuous Form (Set)

EV

Envelope

SN

Sign

EA

Each

ST

Stencil

LA

Label

SR

Strip

THE DEPOT STOCK NUMBER STARTING WITH F, OR P

TITLE:

FROM THE 7700

STANDARD PACKAGE QUANTITY:

AMOUNT IN THE SHRINK-WRAPPED PACKAGE. (INNER PACK)

BAR CODE: NONE

OUTTER CARTON LABEL:

FROM: PRINTER’S ADDRESS

TO: OUR ADDRESS FROM 7700

DEPARTMENT REQUISITION NO.

GPO JACKET NO.

FROM GPO

GPO ORDER NO.

FROM GPO

PROGRAM/PRINT ORDER NO.

FORM OR PUBLICATION NO./DATE: (NOT THE PRINTING DATE)

CAN ONLY BE THE REVISION DATE MM/DD/YYYY [NO DAY USE 01]

QUANTITY PER CONTAINER:

TOTAL AMOUNT OF ITEM IN THE CARTON.

PACKAGES PER CONTAINER: (THAT INDIVIDUAL CARTON.)

NUMBER OF STANDARD PACKS pkgs of AMOUNT OF STANDARD PACK.

(NOT THE NUMBER OF CARTONS BEING SHIPPED. 1 OF 55, 2 OF 55 ...)

STOCK NO. FROM THE 7700

THE F OR P NUMBER ALSO THE ITEM’S NUMBER - FORM OR PUBLICATION

CONTROL NO.

BAR CODE: NONE

TITLE: