STATEMENT OF WORK.pdf

STATEMENT OF WORK

This SOW outlines comprehensive support for NSF’s communications, including administration, metrics, strategic comms, event planning, digital design, and writing/editing—ensuring alignment with NSF's mission, technical accuracy, accessibility standards, and public engagement goals.

The prospective contractor shall have the capabilities to fulfill the NSF’s need for various support services as defined in the Scope of Work below:

I. Administrative & Program Support Scope of Work

Task 1: Administrative Support

Manage the day-to-day administrative affairs of the client.

Proficiency in Microsoft Office Suite products including Outlook, Word, Excel, and PowerPoint.

Maintain client's calendar, including scheduling daily appointments and deconflicting appointments whenever necessary.

Coordinate administrative tasks and oversee designated administrative operations.

Accurately enter information into databases/tracking systems.

Exercise basic to intermediate formatting skills for a variety of reports, presentations, and spreadsheets.

Prepare agendas, presentation materials, meeting requests and meeting minutes.

Answer and screen incoming calls and direct calls to appropriate action officer.

Draft email responses and general correspondence on behalf of the client.

Prepare meeting agendas, presentation materials, meeting requests, and meeting minutes.

Compile input for and draft/organize a variety of reports.

Compile daily, weekly and monthly social media, web and other relevant metrics reports.

Provide expertise in measuring and assessing metrics to inform strategy.

Maintain stakeholder email and distribution lists.

Ensure effective document management.

Maintain templates and resources for OLPA operations.

Assist with processing requests for travel, training, and reimbursements.

Fully coordinate interviews, meetings, panels, etc., maintaining effective communication with the appropriate OLPA staff and with external stakeholders.

Establish and maintain effective and appropriate working relationships with OLPA contractors and staff.

Develop written documents and correspondence that demonstrate a mastery of basic grammar, spelling, and punctuation skills.

Consistently communicate with a high degree of professionalism, diplomacy and tact.

Task 2: Metrics Analyst

Collect, track, and analyze data on events, web campaigns, social media engagement, press coverage, and other outreach activities.

Provide expertise in measuring attitudes and actions among policymakers, Congress, the public, industry, scientific and education communities, media, and other stakeholders, and use findings to refine and enhance communications strategies.

Evaluate communication plans, digital engagement campaigns, projects, and products, draft evaluation results in clear report formats for leadership.

Provide integrated program expertise to support compiling, analyzing, and reporting the status of campaigns and projects.

Analyze digital engagement policies, processes, and procedures, and recommend performance measurement goals and best practices.

Identify, compile, and analyze performance data across digital platforms to inform decision making, grow audiences, and increase engagement.

Prepare reports, dashboards, and visualizations that summarize key performance indicators (KPIs), trends, and insights.

Collaborate with writers, editors, and digital media staff to ensure that metrics inform future content and campaign design.

Maintain awareness of best practices in digital analytics, media monitoring, and performance evaluation.

Requirements:

Minimum of 5 years of experience in communications metrics, media analysis, or digital analytics.

Comprehensive expertise with Google Analytics/GA4, social media analytics dashboards, and media monitoring tools.

Proficiency in data visualization and dashboard development (e.g., Tableau, Power BI, or similar).

Ability to translate technical data into actionable insights for non-technical audiences.

Experience analyzing communications effectiveness for diverse stakeholder groups, including policymakers, scientists, educators, and the general public.

Degree in communications, public relations, marketing, data analytics, or a related field (preferred).

Experience evaluating communications in government, nonprofit, or public-sector contexts (preferred).

II. Strategic communications Scope of Work

Task 1: Strategic Communications

Develop communication strategies and products aligned with NSF's mission and national priorities.

Assist in creating audience-specific communication and engagement plans.

Support integrated strategies that coordinate written, digital, and multimedia products.

Contribute to the evaluation and refinement of campaigns using audience feedback and performance measures.

Requirements

Minimum 8 years of professional experience developing communication strategies and products for science-focused organizations.

Experience evaluating and refining communications campaigns using audience feedback and performance measures.

III. Event Support Scope of Work

Task 1: Events Coordinator

Provide logistics support for a variety of meetings, events and conferences Provide direct support to internal and external events to include managing venue requirements, signage, invitations, attendance, and other requirements as needed.

Research requirements and context for various events, meetings and conferences, to ensure that the NSF

Director and OLPA Staff are prepared to interact with various audiences and stakeholders.

Identify and manage inventory for educational information resources and other outreach materials.

Coordinate exhibit design, technology, and management with designated vendors/partners.

Provide expert guidance on the most efficient and effective options for building/curating/creating exhibits and activations, supplies and experiences to suit specific event needs.

Ability to carry/maneuver various pieces of heavy equipment (50+lbs) for onsite events and exhibits (e.g., carrying banners/boxes of materials to rolling crates.)

Can easily adapt onsite events and exhibits planning and logistics skills to virtual platforms and environments.

Have access to equipment such as a laptop, Adobe CS, Microsoft Office Suite, and other project management and design programs as needed.

Familiar with federal requirements (e.g. 508 compliance) and will ensure NSF is compliant with such regulations.

This labor category may involve some travel by one or more individuals. T

Task 2: Events-specific logistical, planning, project management services, and support:

Service Requirements:

Ability to manage multiple large/high profile events simultaneously.

Ability to handle quick-turnaround (i.e. within the hour or same day) requests.

Recommend and reserve (once approved) audience-appropriate offsite venues for nation-wide outreach opportunities.

Recommend engaging format options for outreach activities, including but not limited to activities such as expo events, networking sessions, breakout sessions, or concurrent sessions.

Coordinate any building security needs with the venue and NSF.

Oversee all logistical elements of designated events, including but not limited to working with the venue staff to manage venue contracts (i.e. electric, internet, rentals, etc.), signage/decor, shipping to and from events, and overseeing any catering needs.

Independent room setup and take down for smaller events/projects.

Provide pricing/purchasing for signage/décor in concert with the NSF branding team.

Provide set-up, breakdown, and support throughout event to ensure it runs smoothly. This may require expertise in coordinating with venue staff and others regarding special access for items/equipment in storage during shows.

Responsible for coordinating on-the-ground material, equipment, or product purchases with OLPA contact onsite (submit documentation to COR, OLPA contact and Event Manager within one business day post event).

Expo requirements:

Experienced staff able to engage with and manage relationships with event coordinators for various events/exhibits/expos.

Experienced staff with the demonstrated ability to work from established talking points and provide excellent customer service to visitors to the NSF event space.

Ability to provide recommendations for design, buildout, and implementation of a physical NSF booth exhibit.

Access to and permission for emergency on-the-ground purchasing (i.e. additional copies of materials, extra printing, etc.).

Ability to manage, maintain, and forecast inventory levels and materials.

Ability to manage day-to-day operations independently with high levels of coordination, professionalism, and customer service.

Ability to anticipate needs and requirements for various events/expos and work closely with NSF staff to ensure that needs are met.

Current expertise/knowledge of best practices for large-scale expo events. Example events include SXSW, Consumer Electronics Show, scientific conferences, press conferences, symposiums.

Experience working with various shipping companies and groups to ensure timely delivery and return of events materials either from site to storage or site to site as required.

Capability to deploy expo kit(s) to events either early-warehouse access or direct-to-site as required, and ability to ship either return to base or directly to other events as necessary.

Ability to send a team (potentially including staff outside of the designated event coordinator(s)/manager(s)) to event sites to coordinate and assist with setup and breakdown on the show floor. The team should have the necessary experience and knowledge to resolve any issues that may arise with the expo/event coordinators (with NSF input as necessary and within normal business practices of issue resolution). These activities should be able to be performed with limited involvement of NSF staff (unless decisions/payment are required).

Ability to design, build, manage, maintain, ship, store, set up and tear down an expo-style booth or activation kit. Kits may change based on the event, and may include some, all, or none of the below, potentially requiring customization depending on the event. A potential exhibit kit might include:

o Chairs o Tables o Custom Cabinets o Flooring/Carpet/Carpet padding o Walls/Custom printed graphic walls o Monitors o Seating o Lighting o Handouts o Hanging signs o Lockable storage solutions o Item displays o Furniture as appropriate o Projectors o Laptops o VR/AR/XR equipment o Cords/cables/connectors o Other equipment and materials as designated o Etc.

Task 3: Speaker/RSVP management

Recommend speakers and moderators and/or facilitators for events.

Manage the invitation and RSVP process, including a platform (i.e. EventBrite or other RSVP management platform) landing page where attendees can submit their RSVP.

Collection and organization of invitation contact information.

Collecting speaker, moderators and/or facilitators headshots and bios.

Help prepare speakers/moderators by providing required materials, agendas, background information, logistics information, and assist with coordinating a dry run for all speakers/session moderators and event managers prior to the event to ensure everyone is well prepared.

Task 4: Communication and reports

Develop and distribute surveys, reports, and other data regarding events and exhibits as requested.

Weekly reports.

Weekly updated meeting with advance agenda.

Travel

The contractor shall provide the necessary travel and accommodation, including making the necessary travel arrangements, to accomplish projects for which NSF determines on-location work by the contractor is needed. Costs do not exceed $25k.

Contractor travel may be required to support this requirement. The COR will provide a minimum 3-day notification to the contractor in advance of any travel required under this Order. All travel required by the Government outside the local commuting area(s) will be reimbursed to the contractor in accordance with the Federal Travel Regulations. The contractor shall be responsible for obtaining COR pre-approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

The Contractor shall be responsible for coordination of travel in support of Government requirements. The Contractor shall be required to invoice in accordance with FAR 31.205-46, Travel Costs, and Federal Travel Regulations (FTR), and must submit documentation and receipts of all travel costs. Only the contractor's actual direct costs proposed in accordance with the terms of the task order (and contract it was placed against) associated with Non-Local Travel shall be reimbursed; no profit or prime contractor fee shall be added. Non-Local Travel is defined as travel that is more than 50 miles (using the quickest route on Google maps) from the contractor's regular Primary Place of Performance (the place where they incur/perform 80% of their hours worked under this order).

The contractor shall not be reimbursed for any "Local Travel." Local Travel defined travel within 50 miles (using Google Maps driving directions) as the contractor personnel's primary place of performance where they perform the majority of their hours under the task order.

Travel may include but not be limited to national and international destinations where the National Science Foundation Director may travel on official business, and/or where the Office Head, Office of Legislative and Public Affairs may travel on official business.

Overarching requirements

Provide regular timeline updates.

Develop a Run of Show (presentation) for the event.

Any other activity related to logistics and planning deemed necessary by NSF/OLPA staff.

Surg: Given the ever-changing landscape of NSF's event needs, there may be instances that require additional work over and above the currently anticipated level of effort.

Note: One of the proposed Event Coordinators will be dedicated to logistics coordination and advance research for the NSF Director, in close coordination and communication with OLPA staff and contractors. NSF anticipates utilizing 0.5 FTE for this function during Base Year while the agency's needs are being evaluated. The need may increase the 0.5 FTE to full-time (1.0 FTE) in subsequent years. OLPA expects to utilize 1.0 FTE for logistics coordination during Option Year 1, and 2.0 FTE for logistics and events coordination in subsequent years, pending the ability to travel to events. The OLPA Events Coordinator may be required to carry up to 50lbs of equipment while traveling to conferences and events to assist with setting up and breaking down displays.

IV. Digital Services Scope of Work:

The contractor will provide a wide spectrum of services in support of all OLPA's branches while reporting directly to OLPA's Creative Services branch. Support OLPA as needed to understand the unique communications needs and translate these needs into visually compelling graphics in alignment with communications goals and on a variety of digital channels and print products.

It is expected over the life of this contract that the needs of OLPA and NSF will change and that the balance of the following services will fluctuate. As technology changes certain skills may no longer be needed while others may play a larger role.

The services contained in this scope of work shall include:

Task 1: Graphic Design, Scientific Illustration and Animation

Create graphic design and layout for print and digital media.

Create, design and edit Microsoft PowerPoint presentations as needed.

Create graphic design for print press kits, print and a variety of digital and print documents as needed.

Illustrate and design infographics for press kits, press releases, media events and/or any other press related material.

Create graphics for trade shows, event booths, conferences, exhibits and media events.

Create and design graphic materials for video production.

Create animated content as needed for video production, web content and social media.

Create original illustrations in both traditional and digital formats (including 3-D) to provide a visual explanation and aid the viewer by clarifying complex descriptive information.

Follow the Foundation's branding guidelines and advise on its implementation.

Establish and maintain the Foundation's visual identity.

Research subject matter for accuracy in illustrations, infographics, etc.

Communicate with researchers to understand and interpret the subject matter.

Ability to gather requirements from stakeholders and work collaboratively within a team as well as independently on assigned projects.

Assure all content created meets current Section 508 accessibility requirements.

Provide technical and/or artistic advice to staff about visual information.

Participate in special projects and perform other creative and visually related duties as assigned.

Except for where specifically mentioned, the contractor shall use the Adobe Creative Cloud suite of products and have expertise in other related visual content production applications to complete this work.

Task 2: Website Design and Development

Support the NSF Web Team, which drafts and posts all content on NSF.gov.

Respond to webpage publishing and editing requests from NSF staff, creating webpages, news items, event pages and other content using the Drupal Content Management System (CMS).

Create clear, compelling webpage layouts that conform to web design best practices, Section 508 requirements, and federal plain language requirements.

Format and upload PDFs, images and other files to the website.

Provide timely, high-quality customer support to NSF staff, handling requests and inquiries, resolving issues, and tracking all requests/inquiries within the NSF Web Team ticketing system.

Advise NSF staff on web design best practices, including consistent and clear layouts, 508 compliances, and the use of visuals to enhance engagement and understanding.

Participate in special projects and perform other related duties as assigned by OLPA staff.

Requirements:

o At least 3 years working within a Drupal environment and using components and Layout Builder to design webpages.

o Familiarity with the US Web Design System and how to design webpages within its constraints.

o Comprehensive knowledge of HTML.

o Experience with using Adobe Creative Cloud suite of products to manipulate images for optimized display on the web.

o Knowledge of current Section 508 accessibility requirements, including the ability to make sure all webpage elements meet these requirements.

o Understanding of how to develop websites for search engine optimization.

o Ability to gather requirements from stakeholders and work collaboratively within a team as well as independently on assigned projects.

o Ability to take creative directions from stakeholders.

Task 3: Digital Asset Management and Multimedia Research, Clearance & Copyright

Comprehensive experience using digital asset management systems (Acquia DAM & Brightcove) to maintain and archive images/multimedia and permission documents.

Using the digital asset management systems to add, edit and maintain accurate metadata for all assets.

Ability to obtain permission for NSF to use images and video from credited parties whether that be via phone, email, online form, etc.

Ability to independently track down requested image and video types for various NSF projects.

Advise on copyright and usage questions on all NSF communications platforms both digital and print.

Manage NSF-wide image / multimedia rights and permissions questions.

Reply to internal and external requests for images and multimedia.

Participate in special projects and perform other related duties as assigned.

Surge:

OLPA may have periodic work for the development and maintenance of custom virtual reality content for use on the Oculus platform. This work would include the development of interactive 360° video and CGI virtual reality experiences based on information and discoveries from NSF funded researchers. This work could be done off-site.

OLPA may have periodic work for the development and maintenance of applications to be used on large format touchscreens using an MS Windows operating system. These applications would be used on long-term and short-term exhibits to educate the public about NSF and the discoveries from NSF funded researchers in an entertaining and engaging format. This work could be done off-site.

V. Writer Scope of Work:

The contractor shall provide professional writing and editing support to OLPA. The contractor will produce high-quality written content that communicates NSF's mission, priorities, policies, and research impacts to diverse audiences, including Congress, scientists, educators, and the public. Given the dynamic nature of NSF's written communication needs, it is possible that over the course of this contract one or more modifications of the labor mix and/or level of effort will be required. The services contained in this scope of work shall include:

Task 1: Speechwriting and leadership support

Draft speeches, talking points, remarks, messages, internal communications, congressional testimony, and presentations for NSF leadership.

Synthesize information from internal and external sources into compelling, accurate, and accessible narratives.

Tailor messaging for varied audiences, including Congress, scientific associations, academic stakeholders, and other NSF audiences.

Develop communications plans, engagement strategies, and messaging to advance NSF's mission and activities.

Produce senior-level communications products that articulate and explain complex NSF science programs and research findings.

Edit materials to conform to voice and style of NSF leadership.

Requirements:

Minimum 5 years of professional speech writing experience for different audiences and purposes, including at least 3 years doing speech writing for science-focused organizations.

Experience researching and fact-checking through interviews with subject-matter experts and program officials.

Task 2: Web and printed content

Write and edit articles, white papers, fact sheets, blogs, press releases, web pages, and other publications on science topics of stakeholder interest, including those addressing significant or potentially controversial topics.

Translate complex scientific and technical concepts into plain language for non-expert audiences.

Draft and edit web content summarizing policies and guidance for proposers and awardees.

Conduct research and fact-checking, collaborating with OLPA staff, program officials, and scientists to ensure accuracy and clarity of all written products.

Ensure all products comply with the "Plain Writing Act of 2010" and Section 508 accessibility standards.

Requirements

Minimum 5 years of professional writing and editing experience, including at least 3 years' experience writing about scientific and technological subjects.

Experience writing for federal agencies, scientific funders, or research-focused organizations (preferred).

Experience writing both short- and long format content, including press releases, fact sheets, blogs, reports and webpages.

Experience conducting research and fact-checking using written sources and direct interviews with subject-matter experts.

Degree in journalism, communications or a science-related field (preferred).

Ability to distill complex scientific and technical topics into clear, compelling language for diverse audiences.

Proficiency in AP Style, plain language writing, and editing for scientific accuracy.

Familiarity with federal communication requirements, including the "Plain Writing Act of 2010" and

Section 508 compliance.

Knowledge of search engine optimization (SEO) and answer engine optimization (AEO) principles.

Task 3: Social media content

Draft engaging, accurate posts for NSF's official social media channels.

Collaborate with multimedia staff on storyboarding and message development.

Apply SEO and AEO principles where appropriate.

Ensure all products comply with the "Plain Writing Act of 2010" and Section 508 accessibility standards.

Requirements:

Minimum 5 years writing for social media platforms, with a minimum of 3 years writing for science-focused organizations.

Degree in journalism, communications or a science-related field (preferred).

Ability to distill complex scientific and technical topics into clear, compelling language for diverse audiences.

Familiarity with federal communication requirements, including the Plain Writing Act and Section 508 compliance.

Knowledge of SEO and AEO principles.

Task 4: Video and podcasting content

Develop scripts for audio and video content that clearly explain complex NSF programs, initiatives, and research findings.

Adapt scripts for multiple audiences and channels, from students and the public to researchers, industry, NSF staff, and government officials.

Minimum 5 years of professional experience developing scripts for audio and video content, including at least 3 years producing scripts for science-focused content.

Experience researching and fact-checking through interviews with subject-matter experts and program officials.

Degree in journalism, communications or a science-related field (preferred).

Knowledge of SEO principles.

Task 5: Copy editing and quality assurance

Copy edit and proofread materials for grammar, punctuation, consistency and readability.

Edit writing across multiple formats, including testimony, press releases, fact sheets, blogs, webpages, reports, and social media.

Ensure adherence of all written content to AP Style and NSF style and standards.

Ensure plain language and accessibility compliance across all written content.

Minimum 5 years of professional copy-editing experience, with a minimum of 3 years' experience copy editing science writing intended for broad audiences.

Experience editing written content across multiple formats, including testimony, press releases, fact sheets, blogs, webpages, reports, and social media.

Demonstrated proficiency in AP Style.

Experience maintaining and following an organization-specific style guide.

Familiarity with federal communication requirements, including the "Plain Writing Act of 2010" and

Section 508 compliance.

Experienced editing for federal agencies, scientific funders, or research-focused organizations (preferred).