Statement of Work - DRM Revisions (DRAFT).pdf

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NATIONAL INSTITUTES OF HEALTH Office of Research Facilities

Standards and Policy Branch

STATEMENT OF WORK

FOR

EDITING, FORMATTING, AND 508 COMPLIANCE OF

UPDATED CHAPTERS 1, 6 AND 7 AND MULTIPLE

APPENDICES OF THE DESIGN REQUIREMENTS MANUAL

FOR THE PURCHASE OF

Various editing, formatting, design, and related services

-TR-001

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Table of Contents

1. P R O J E C T C O N T A C T P E R S O N S 3

2. D E F I N I T I O N S 4

3 . I N T R O D U C T I O N 4

4 . O B J E C T I V E 5

5 . B A C K G R O U N D 5

6 . S C O P E O F W O R K 5

7 . P R O J E C T C O M M U N I C A T I O N S A N D D E L I V E R Y T I M E 6

8 . O T H E R R E Q U I R E M E N T S 6

9. G O V E R N M E N T F U R N I S H E D I T E M S 6

1 0 . D A T A R I G H T S 6

1 1 . Q U A L I F I C A T I O N S 6

1 2 . C L O S E - O U T 7

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1 . P R O J E C T C O N T A C T P E R S O N S

A. Contracting Officer (CO) (overall authority in all contractual matters for this project)

Brian K. Baek Contracting Officer

Email: brian.baek@nih.gov

B. Project Officer (PO) / Contracting Officer’s Representative (COR) (project management and technical authority for this project)

C. Technical Monitor (day-to-day vendor communications and technical compliance)

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D. Vendor (Point of Contact)

TBD

E. In this scope of work, the Government point of contact for technical matters will be the PO/COR. All correspondence regarding technical matters shall be issued only through the PO/COR. The point of contact for all contractual matters will be the CO. All conversations regarding pricing and/or funding shall include the CO.

2. D E F I N I T I O N S A. Contracting Officer (CO): The person authorized to act on behalf of the Government to negotiate and award contracts and modifications thereto, and to administer contracts through completion or termination. Except for certain limited authority delegated by the Contracting Officer to a technical representative, the Contracting Officer is the only individual with the authority to direct the contractor to perform additional work or deviate from performance of the work as specifically stated in the contract as awarded or changed by the issuance of a formal contract modification.

B. Contracting Officer’s Representative (COR): The authorized Government representative(s) acting within the limits of their delegated authority or management of specific projects or functional activities.

C. DTR - Division of Technical Recourses, a component of Office of Research Facilities D. NIH: National Institutes of Health - a component agency of the United States Department of

Health and Human Services E. Quality Assurance - Actions taken by the Government to ensure Contractor compliance with the provisions of the Performance Work Statement.

F. Quality Control - Actions taken by the Contractor to ensure compliance with the provisions of the Performance Work Statement.

3 . I N T R O D U C T I O N

A. The Division of Technical Resources (DTR) is a division of the Office of Research Facilities and Development Operations (ORFDO, more commonly referred to as ORF).

B. DTR provides technical consultation, comprehensive design review, oversight, and quality assurance for design and construction documents for NIH intramural and extramural biosafety level (BSL-) 2, 3, and 4 Biomedical Laboratories, Animal Research Facilities, Aseptic Production Facilities (APF), NIH Data Centers, NIH grant projects, and the NIH Central Utility Plant (CUP).

C. DTR is comprised of seven main branches and several distinct sections, one of which is the Standards and Policies Branch (SPB), whose responsibilities include developing and publishing various formal documents for the division, including the Design Requirements Manual, a globally referenced standard for the design of specialized medical and scientific facilities.

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D. As an entity whose work influences major NIH and NIH-funded facilities and has international reach, DTR strives to maintain a high level of professionalism and polish for all public-facing publications, logos, posters, and branding. This demands accessibility, quality, and consistency.

4 . O B J E C T I V E

The objective of this project is as follows:

A. DTR requires a resource for consistent graphic design, formatting, and InDesign work. The Division additionally benefits from a vendor who has years of experience with our work and vision, as well as one who is reliable and efficient to occasionally meet short deadlines with a high level of satisfaction.

B. Procure the full replacement of all sections included in the updated chapters 1, 6, and 7 as well as appendices L, P and Q of the Design Requirements Manual. This includes general edits (table of contents, linking sections between each chapter) and providing 508-certified PDF copies of each document. In addition, minor edits to previously revised and published chapters shall also be included.

5 . B A C K G R O U N D

DTR produces a number of professional documents and strives for consistent, polished branding and quality across anything that represents it. These documents include annual goals and achievements publications, posters, informational brochures and pamphlets, signage, wall graphics, and the Design Requirements Manual, a 1200+ page standard for the design and construction of specialized medical and scientific research facilities that is used nationally and referenced internationally. While copy editing expertise exists in-house, professional-level document formatting and composition skills do not. Additionally, documents can be available in both print and electronic format; printed copies must be high-quality and delivered in a timely manner for distribution, and electronic copies must be 508-certified to ensure that they meet legal accessibility requirements.

6 . S C O P E O F W O R K A. Contractor shall provide:

InDesign and Adobe work to update chapters of the 1200+ page document, Design Requirements Manual, including:

a. Full replacement of all content in chapters 1, 6, and 7 and appendix L, total of approx. 330 pages of content, including relevant tables and imagery

b. New addition of appendix P and appendix Q, total of 17 pages

c. Current revision general edits, including the master table of contents and various errata from existing published chapters

d. Create new and maintain existing cross-references, as necessary

e. Create a fully 508-compliant PDF of the full document for public distribution

B. Time of performance: Time of performance shall be determined by DTR staff based on need and project deadlines and shall be included in the RFP.

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7 . P R O J E C T C O M M U N I C A T I O N S A N D D E L I V E R Y T I M E The contractor shall respond to correspondence from the NIH COR and/or Technical Monitor within 3 business days. Project work must be completed and delivered by a deadline communicated by the NIH COR and/or Technical Monitor. For all formatting and design work for DTR publications, the vendor must provide at least one draft for DTR review and approval at a reasonable time prior to the project deadline, and more drafts as necessary for revisions.

8 . O T H E R R E Q U I R E M E N T S Quality Assurance All deliverables and services rendered under this SOW are subject to inspection by the appropriate DTR COR or his/her designee. If any deliverable or services provided does not meet the satisfaction of the DTR personnel or the requirements described herein, the DTR personnel shall have the right to reject it or require correction before payment will be authorized.

9. G O V E R N M E N T F U R N I S H E D I T E M S No government furnished items necessary.

1 0 . D A T A R I G H T S The Government has unlimited rights to all documents/material produced under this contract. All documents and materials customized under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership / copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the CO. All materials produced specifically for scenarios for and facilities at NIH to the Government shall be the sole property of the Government and may not be used for any other purpose. The right does not abrogate any other Government rights.

1 1 . Q U A L I F I C A T I O N S

A. Qualified Vendors:

A properly qualified vendor shall be highly experienced in their field, with a minimum of 10 years of professional experience doing graphic design work (specifically revolving around posters, signage, booklets, etc.) and at least five years of experience working with InDesign and certifying 508 compliance. Five or more years of experience providing successful service and products to DTR is also necessary for the sake of continuity between updates of the DRM.

B. Personnel Utilization

The Contractor shall utilize the named and/or otherwise identified in its technical proposal as well as any additional personnel as may be necessary in order to meet the performance requirements of this contract. In the event that any of the personnel named in the priced proposal are unable to perform because of death, illness, resignation from the Contractor 's employ, the CO's request for removal due to non-performance as verified by the PO, or similar reasons, the Contractor shall, within five (5) business days, submit to the CO, in writing, the name and qualifications of a proposed replacement. No substitution shall be made without the prior written approval of the CO. Any such approved substitutions shall be made at no increase in the lump sum contract price.

1. If the CO directs removal from the contract of any personnel, identified other than by name in the Contractor 's technical proposal, performing service necessary for accomplishment of the performance requirements of this contract, the Contractor shall

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1 2 . C L O S E - O U T At the close of the project, the vendor shall have completed all services to the satisfaction of the COR and/or Technical Monitor. All physical and digital materials, including printed copies, requested as part of a given project shall be delivered to and accepted by the PO or designated individual for display or distribution, along with any necessary hardware or certifications associated with the purchase (e.g., frames, 508 certificates, etc.) as agreed upon in the initial quote.

END OF STATEMENT OF WORK