Outreach

FY11-IRMC-Outreach-110712-13

Information Resource Management College / National Defense University

Outreach Performance Work Statement

1.0 Title. Outreach

2.0 General.

This is a non-personal services contract to provide outreach professional services support. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The tasks, duties, and responsibilities set forth in this effort may not be interpreted or implemented in any manner that results in any contractor or sub-contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United State Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.4 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

3.0 Description of Services.

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to outreach support services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

4.0 Introduction.

The National Defense University Information Resources Management College (iCollege) serves as the Department of Defense’s principal educational resource for seven certificate programs, including Chief Information Officer (CIO), Chief Financial Officer (CFO) and the Advanced Management Programs (AMP). As such, the iCollege is responsible for an extensive number of offerings vital to national security, including Information Assurance, Information Technology, and Financial Management Strategy education. The college delivers the tools that enable these leaders to be responsive to the issues and challenges within their key areas of responsibility. The NDU iCollege, the largest college of the National Defense University (NDU), is located at Fort Lesley J. McNair, Washington, DC. NDU, the premier center for joint professional military education, is under the direction of the Chairman of the Joint Chiefs of Staff, and is accredited by the Commission on Higher Education of the Middle States Association of Colleges and Schools. The NDU iCollege relies heavily on the staff for support to over 50 faculty, 20 staff, and 1800 students (annually).

Over the last three years the NDU iCollege reputation as a world class educator at the Master’s Degree level at home and abroad forces the college to take action to ensure its reputation continues to grow and flourish. Our objective is to methodically and effectively exploit opportunities that will further the NDU iCollege vision as “The global hub for educating, informing, and connecting Information Age leaders” and mission of “Prepare military and civilian leaders to direct the information component of national power by leveraging information and information technology for strategic advantage.”

5.0 Objective.

The objective of this procurement is to obtain outreach services to promote the academic and learning opportunities the NDU iCollege has to offer.

6.0 Scope of Work.

6.1 Scope Overview.

6.1.1 The contractor will provide all required services to assist the NDU iCollege in forming professional working relationships with the college’s stakeholders in order to find out the best outreach methods to use with different organizations. The end result would be enhanced awareness and understanding of programs and opportunities provided by the NDU iCollege. Conducts various services including leading meetings, work on and support annual conferences, reaching out to professional organizations as well as non-traditional audiences such as business groups and community-based organizations. Contractor will provide support in coordinating special outreach-related projects and will work independently on a wide variety of events; develop reports and publications to promote the NDU iCollege and keep key constituencies informed of NDU iCollege 's activities; provide formal and informal presentations to NDU iCollege leadership to present to various media, boards, community organizations and other constituencies to motivate, educate, exchange information, and provide facts surrounding the university's education, research and clinical activities.

6.1.2 The purpose of this work is to provide outreach and communications services. Duties include drafting award nominations, developing press releases and working with NDU Public Affairs, contacting and working with media, identifying and staffing the college’s booth at conferences, ordering outreach products and items, supporting the Academic Partner Program, supporting events hosted by the college, and working with faculty/staff/leadership on outreach events, plans, and work products. Events include quarterly, high-level, domestic and international conferences, workshops, and symposia.

6.1.3 The work involves the overall Outreach process and related sub-processes by which iCollege students and stakeholders receive information about the college and its programs/services. Services providing opportunities to promote the NDU iCollege vision within the federal government, industry, academia, and internationally.

6.2 Services must:

6.2.1 Provide a well managed outreach program to the college’s private-sector partners and formulate new strategies and plans for outreach to these groups (domestic and international).

6.2.2 Strengthen and expand the Academic Partner Program. The NDU iCollege has about 40 academic partner colleges and universities across the U.S., and this program has been in operation for nearly 15 years. There are also over 100 Center of Academic Excellence (CAE) schools that the college collaborates for various projects and partnerships. Rigor and discipline is added to this program through academic partner agreements and communicate with partner schools’ focal points. This service needed is to enhance or develop and implement opportunities to meet the college’s vision.

6.2.3 Foster new outreach ideas and conduct regular best practices research to bring the best outreach and communications ideas into the college and finding new outreach tools and methods to help the college communicate its mission and vision to its target stakeholder groups.

6.2.4 Provide update outreach products (brochure, certificate program flyers, Command Brief, course brochure template, etc.).

6.2.5 Leverage the media and publication opportunities as an outreach vehicle to deliver the NDU-iCollege mission and vision to target stakeholder groups.

6.2.6 Provide internal and external conferences and events (on campus, national, and international) opportunities.

6.2.7 Promote the vision and mission through national and international recognition programs. Research individual and group recognition opportunities that the college or it’s team member may be recognized which would further promote the college’s image as a center of excellence. Also, consider recognition programs the college might host or co-host to recognize other organizations enhance the college’s reputation and image.

6.2.8 Research and identify local and national events opportunities to which the college’s participation would reap a huge return in investment with respect to outreach.

6.2.9 Research and identify appropriate outreach materials and promotional in support of the college’s outreach booth effort in which would leave a positive lasting memory on targeted stakeholders.

6.2.10 Provide outreach packages that would leave a positive lasting impression and enhance the specific needs of a specifically targeted stakeholder.

7.0 Evaluation Criteria. Past Experience. The contractor shall provide evidence of past and/or on-going experience in providing services of a similar scope and nature as follows:

7.1 Demonstrated knowledge of outreach and marketing best practices, modern print and electronic communications tools and methods, and the ability to measure and track the success of outreach efforts.

7.2 Demonstrated knowledge of pertinent outreach and communications regulations, operating procedures, and management directives in order to interpret their meaning and intent, as they apply to outreach operations, and to ensure their correct and applicable implementation.

7.3 Demonstrated knowledge and skill in applying analytical and evaluative techniques. Knowledge of communications and marketing techniques to structure and monitor the effective and efficient processes.

7.4 Demonstrated experience sufficient to set outreach goals, plan communications strategies, schedule and coordinate projects, and integrate outreach efforts across work units to meet organizational goals.

7.5 Demonstrate skills in verbal and written communication.

7.6 Demonstrate skills in working with various levels of personnel, including faculty and staff, DoD military and civilians, federal agencies, private sector, contractors, vendors/suppliers, and media/press personnel.

7.7 Personnel Experience. Contractor shall provide resumes of key personnel. Resumes must show a minimum of three-to-five years of specialized experience in communications, marketing, outreach and related services to a client or organization. Key personnel must also demonstrate proficiency in using Microsoft Office to include Outlook, Word, PowerPoint, Excel and Access. Additionally, key personnel must process experience with Web 2.0 tools and knowledge of some graphics software.

8.0 Other Performance Requirements.

High level security is not warranted for this requirement. Security Requirements:

8.1 Physical Security or Security Requirements

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of normal duty hours and/or after normal duty hours, all government facilities, equipment and materials shall be secured.

8.2 Security Clearances

No clearance is required to comply with this contract but a NACI (National Agency Check with Inquiries) will need to be completed and validated for access to NDU network. All Contractor personnel assigned to this effort shall possess the appropriate paperwork for unescorted access to all Government facilities wherein the work required by this effort is to be performed. All Contractor personnel assigned to this effort providing full-time on-site support shall have and maintain proper clearances and necessary paperwork to maintain access to the required Government facilities.

8.3 Key Controls

The contractor shall establish and implement methods of making sure all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government. The contractor shall immediately report to the Contracting Officer Technical Representative (COTR) any occurrences of lost or duplicated keys.

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contract Officer Representative and Contracting Officer.

In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the COTR, to re-key or replace the affected lock or locks at no cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. If a master key is lost or duplicated, the government must replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor.

The contractor must prohibit the use of keys issued by the government by any persons other than the contractor's employees. Opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of work requirements in those areas is prohibited.

8.4 Network Operations

The Contractor shall establish and implement methods of ensuring that unauthorized access to government data or exfiltration of Government data is not permitted. In the event of an of an unauthorized access or exfiltration of government data the Contractor shall immediately report the event to the Contracting Officer Representative or Project Manager and also take action to prevent further disclosure or exfiltration.

8.5 Privacy Act

This project may require personnel to have access to Privacy Information. When this occurs, personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

8.6 Identification of Contractor Employees

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractor personnel will be required to obtain and wear badges in the performance of this service.

8.7 Physical Demands

The work may require some physical exertion such as long periods of standing, walking over rough or uneven surfaces, recurring bending, crouching, stooping, stretching, reaching, and recurring lifting of moderately heavy (no more than 50 pounds) items.

8.8 Work Environment

Although most work is performed in a standard office setting, classroom, laboratory, and network/server room, some work is performed in unusual office areas including above ceilings, in wall cavities, crawl spaces and around hazardous devices involving electrical circuits, power panels, telephone circuits and data circuits that present some danger to the individual. The observance of normal safety practices with office equipment is required.

8.9 Hours of Work

Contractor staff shall adhere to Government work hours and workdays. The contractor is not required to perform services on these Holidays.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

The contractor is responsible for providing services Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work when the Government facility is not closed for the above reasons. The Contractor shall keep in mind that the stability and continuity of the work force are essential.

8.10 Building and Computer Access

All Contractor personnel assigned to this effort shall possess the appropriate paperwork for unescorted access to all Government facilities wherein the work required by this effort is to be performed. All Contractor personnel assigned to this effort providing full-time on-site support shall have and maintain proper clearances and necessary paperwork to maintain access to the required Government facilities.

9.0 Place(s) of Performance.

The primary place of performance for this effort is at the Ft McNair in NDU Buildings and spaces. Some travel for this effort is anticipated.

10.0 Period of Performance.

Base year plus 2 option years.

11.0 Travel.

Some travel for this effort is anticipated. Travel includes but is not limited to NDU iCollege’s annual off-site and off-campus course support. All travel shall be conducted in accordance with the Joint Travel Regulation and shall be pre-approved by the COTR or Contracting Officer.

12.0 Type of Contract

Firm Fixed Price with Cost Reimbursement for travel competed via SDVOSB.

13.0 Government Furnished Property

General: The government shall provide, the facilities, equipment, materials, and/or services listed below. The primary place of performance is at the Government site. On occasion meetings at the contractor’s facility may be required.

Equipment: The Government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS to include desk space, telephones, computers, network access and other incidental support items necessary to maintain an office environment.

14.0 Deliverables/Deliverable Schedule

In fulfillment of this effort, the Contractor shall provide the following deliverables. All deliverables shall be delivered or submitted to the COTR, unless otherwise agreed upon. Unless otherwise specified, the Government will have a maximum of fifteen (15) working days from the day the draft deliverable is received to review the document, provide comments back to the contractor, approve or disapprove the deliverable(s). The contractor will have a maximum of five (5) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified below are intended to be workdays unless otherwise specified.

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The objective threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success:

Performance Objective

Method of Surveillance

(and who performs)

# 1.

The contractor shall provide Monthly Status Reports.

#2.

The contractor shall provide reviews and evaluations of outreach efforts to include: events, publications, whether domestically or internationally. Identify in writing results, suggested improvements, and ways to provide greater effectiveness and economy of services.

# 3.

The contractor shall provide and maintain a robust outreach program.

# 4.

The contractor shall conduct research and identify cutting edge promotional processes or DoD specific policies for outreach.

# 5.

The contractor shall manage college sponsored national and international events.

# 6.

The contractor shall research, develop, update, and present outreach/promotional techniques.

# 7.

The contractor shall produce promotional outreach products (like flyers, posters, presentations, reports, etc.)

Types of Surveillance to select from:

Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

Random Inspection Guide: Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure

100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed

Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis. (i.e. monthly, quarterly, semi-annually etc.)

All documentation will be delivered to the government in MS Word, Excel, PowerPoint, or Project unless otherwise specified.

15.0 Program or Task Manager Information

Patricia Coopersmith

Outreach Department Manager

Information Resource Management College

Address: Bldg 62, 300 5th Ave

Ft McNair Marshall Hall (Bldg 62)

Washington DC 20319

Telephone: 202-685-2117

Fax: 202-685-3974 Email: CoopersmithP@ndu.edu

16.0 Contracting Officer’s Technical Representative

Donna Powers, Director of Academic Support

Address: Bldg 62, 300 5th Ave SW

Telephone: 202-685-3894 Fax: 202-685-3974

Email: PowersD3@ndu.edu

17.0 Financial Officer

Terri Goetzke, Budget Analyst

Address: Bldg 62, 300 5th Ave

Telephone: 202-685-4357 Fax: 202-685-3974 Email: GoetzkeT@ndu.edu