Technical Writing Communications Sources Sought.pdf

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202 366-4429DWAYNE CROSS

12/17/2021 1700 ES

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Request for Information for Technical Writing

The Department of Transportation seeks information from interested parties concerning the attached Statement of Work. DOT would like to identify capable vendors that have the ability to complete the requested tasks. Please send responses that relate to the attached statement of work rather than merely your company's capability statement. Your response shall include the following :

1. Information specific to the attached Statement of Work.

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693JK322RFI0002

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3. One example of relevant Past Performance.

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** Page limit: 8 pages per submission.

**This is a Request for Information only and NOT a formal Solicitation.

**Additional instructions are on the attached draft Statement of Work.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sources Sought (draft SOW): Department Wide Services for Technical Writing, Editorials, Presentations, and Communication 1 Background The US Department of Transportation (DOT), in line with government-wide category management goals, has a need for a department-wide acquisition vehicle to fulfill a range of technical writing, communications, and editorial services needed to deliver program needs. DOT is seeking input from vendors who have past performance providing Technical Writing, Editorial, Presentation, and

Communication related services.

2 Requirements Overview The following requirements are meant to provide potential responders with an overview of the types of support that would be required, namely professional services with past performance providing Technical

Writing, Editorials, Presentations, and Communication related services. Although this is an extensive list, it is not meant to be all inclusive. The solution must have full scope cradle-to-grave product capability.

2.1 Technical Writing

Technical writing services offer a straightforward, understandable explanation and/or instruction on a particular subject. High Quality Technical Documentation including writing technical reports, guidance circulars, reports, manuals (e.g., Policy, Engineering, Safety, Research), Standard Operating Procedures

(SOPs), correspondence, briefings, information memoranda, action memoranda, publications, training materials, press releases, and white papers.

a. Develop and support training materials to be presented to internal and external audiences.

b. Create or complete time sensitive, high quality technical reports for submittal to Congress that satisfy legislative requirements, using consistent Agency language and tone.

c. Complete highly technical database guides for assorted programs that are used by external stakeholders and the public.

d. Develop complete and error-free safety reports for internal and external stakeholders and in the event of FOIA requests.

e. Online Resources including digital resource libraries, websites, web content, 508c conformant products, videos, reports, editorial products, social media, publications, databases, training materials, and press releases.

a. Develop archival schema for digital resource libraries to support the collection, organization and dissemination of guidance and other documents, as well as improve the accessibility and control of information.

2.2 Editorial

Editing and proof reading includes reports and drafting elements such as:

a. Identify correct grammar, punctuation, and spelling.

b. Edit and proofread content supporting a variety of technical documents to produce final documentation for publication.

c. Develop error-free and properly formatted documents for internal and external stakeholders.

d. Manage and log all copyrighted material in conjunction with document management guidelines

e. Manage copyright permissions (including archives), status tracking, and recorded archives.

2.3 Presentation

Presentation to develop, create, and present authentic presentation material that caters to the audience and promotes the vision and strategy of the program.

a. Develop materials for internal and public audiences (magazine, website, social media, conference material, event booth, flyer distribution, trade publications, etc.)

b. Develop material in support of both internal and external government-sponsored outreach events to include event programs, brochures, portfolios, workbooks, framing papers, transcripts, and other such activities.

c. Develop materials in support of in-person or virtual event services (audio, visual, material/pamphlets).

d. Express and communicate the communication goals, objectives, and key messages to be conveyed to audiences, stakeholders, and the public.

e. Strategize, create, and distribute communication content and products (e.g., articles, brochures, photos, online content, factsheets, press releases) for a wide range of audiences, stakeholders, and the public.

f. Create an appropriate visual communication strategy and method that properly represent or convey information or a message to the intended audience.

g. Determine and use the best visual communications vehicle, understanding the nature, interest level, and knowledge base of the audience to present the required material clearly, accurately, thoroughly, and convincingly.

h. Create and update graphic designs for communication products.

2.4 Communication

Communication services are intended to manage, coordinate, share information, and facilitate program events and activities for all organizations, divisions, or equivalent, across the Department. Outreach for internal and external audiences including speech writing, briefing materials, reports to Congress, guidance circulars, reports, editorials, social media content, publications, and press releases.

a. Message Development to support the department’s strategic plan through communications that manage, coordinate, and facilitate program messages for written reports, articles, publications, and events.

b. Aid in analyzing and evaluating DOT communications methods to support developing short-and long-term communication goals and to design messaging for various audiences.

c. Aid federal staff in developing effective communication strategies to improve customer/stakeholder relations, satisfaction, and understanding.

d. Maintain and update content for internal archives, to include document version control.

e. Ensure 508 compliance across all platforms and content.

f. Provide effective, timely, and persuasive speech writing services to support DOT and agency needs, and their audiences.

3 DOT Locations The contract is intended to provide services for technical writing, editorials, presentations and communication across all DOT locations.

4 Capability Statement Information

Please address your knowledge of and experience with each of the following points within an 8-page limit. Reference where applicable specific items from the Requirements Overview section above. Capability statement must demonstrate the minimum requirements outlined below.

1. Demonstrate your expertise and experience providing high-level technical writing support.

Include the level of experience providing scientific and non-scientific technical reports, guidance circulars, reports, manuals (e.g., Policy, Engineering, Safety, Research), Standard Operating

Procedures (SOPs), correspondence, briefings, information memoranda, action memoranda, publications, training materials, press releases, and white papers.

2. Demonstrate your expertise and experience providing editorial and proof-reading support.

Include experience providing error-free and properly formatted documents in conjunction with document management guidelines. Experience must include demonstrated capability managing copyright permissions (including archives), status tracking, and recorded archives.

3. Demonstrate your expertise and experience providing presentation services. Include specific experience providing support for a government-sponsored outreach event to include virtual event services, event programs, brochures, portfolios, workbooks, framing papers, transcripts, and other such activities.

4. Demonstrate your expertise and experience providing communication services. Include specific experience developing communication strategies and successful execution of planned activities to include methods for department wide outreach.

5. Additional Information Requested All offerors are to provide the following additional information within a one-page limit.

1. Company Name

2. Company Address

3. Technical Point of Contact (email and phone)

4. Contract Point of Contact (email and phone)

5. DUNS Number

6. Tax ID

7. GSA Multiple Award Schedule (MAS) Contracts

8. Business Size Status (e.g. small business, 8(a), woman owned, veteran owned, etc.) as validated via the System for Award Management (SAM) for the applicable NAICS code (i.e. 561410)

9. Past Performance Reference to include:

- Primary Point of Contact

- Contract Number

- Period of Performance

- Contract Value

10. All offerors must be registered in SAM located at https://beta.sam.gov

Responses must be submitted not later than December 17, 2021 by 5:00pm EST and should be emailed to Dwayne Cross Dwayne.Cross@dot.gov. Capability statements will not be returned and will not be accepted after the due date.

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the

Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Contract Opportunities at www.beta.sam.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

a. Confidentiality and Points of Contact No proprietary, classified, or sensitive information should be included in your response. The

Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). Question concerning submission requirements may be directed to Dwayne Cross at (202)

366-4429 or to the below addresses:

Dwayne Cross (PHMSA Contracting Officer) Dwayne.Cross@dot.gov

Jomo Haldane (FRA Contracting Officer) Jomo.Haldane@dot.gov https://beta.sam.gov/ mailto:Dwayne.Cross@dot.gov http://www.beta.sam.gov/ mailto:Dwayne.Cross@dot.gov mailto:Jomo.Haldane@dot.gov

DOT will not entertain questions related to contracting strategy.