Attachment1-SectionCPWS.pdf

TIB-2011-RFP-0086

IDIQ Duplicate & Distribute DVDs

Attachment 1 – Section C Performance Work Statement

1.0 DESCRIPTION OF SERVICES

1.1 Background.

1.1.1 Mission. The Federal Retirement Thrift Investment Board (FRTIB or TIB) (Agency) administers the Thrift Savings Plan (TSP) for Federal employees, members of the uniformed services, and some spouses of deceased TSP participants (beneficiary participant accounts). The TSP was created by the Federal Employees’ Retirement System Act of 1986 (FERSA), codified primarily at 5 U.S.C. § 8351 and §§ 8401-8479. The TSP is a retirement savings and investment plan that offers its participants the same type of savings and tax benefits that are offered under private sector 401(k) plans. The TSP has 4.5 million participants located in the United States and around the world. TSP assets are valued at over $290 billion. The TIB’s mission is to act solely in the interests of its participants and beneficiaries and funding comes from non-appropriated funds; therefore, it is not bound by the Federal Acquisition Regulation (FAR).

Regardless, the TIB believes that following the FAR is in the best interests of participants and beneficiaries and should be followed as closely as practicable.

1.1.2 Scope. The scope of work involved in this requirement is to replicate, prepare, and distribute DVDs and related artwork for the Federal Retirement Thrift Investment Board.

1.2 Contract Requirements.

1.2.1. The Contractor shall perform and/or provide the following for the FRTIB:

(Note: specific quantities will be shown on Task Orders issued under this Indefinite Delivery/Indefinite Quantity (ID/IQ) contract)

1.2.2. Provide the Agency with a single point of contact (Contractor Project Manager (PM)) for all aspects of required work and contractual issues.

1.2.3. Respond to Contracting Officer Technical Representative (COTR) and Contracting Officer (CO) requests in a timely manner.

1.2.4. Notify the CO of any direction received from Government or other FRTIB personnel other than the COTR or the CO, or if you have received direction from the COTR that you believe is out of scope or not in accordance with this contract.

1.2.5. Create a glass master (TO 0001) from the Agency-provided DVD and replicate DVDs using the glass master in the quantity requested in the Task Order.

1.2.6. Print the DVD covers and labels from files provided by the Agency.

1.2.7. Complete the packaging (e.g., shrink-wrap) of the DVDs in preparation for mailing labels.

1.2.8. Distribute the mailing-ready DVDs by sending them to TSP participants on a quarterly basis (Starting in January 2012). Quantities to be produced and mailed will vary each quarter.

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Attachment 1 – Section C Performance Work Statement The expected quantity requested by the FRTIB is in the tens of thousands, but not expected to exceed 35,000 DVDs per quarter.

1.2.9. Inscribe the 4-color DVD label on each DVD

1.2.10. Reprint the DVD cover and compose it to specifications provided by the FRTIB.

1.2.11. Insert the DVDs into the pockets of the covers, fold over, and shrink-wrap each package.

1.2.12. Submit to the FRTIB COTR proofs for approval prior to proceeding with full production.

The following shall be submitted to the COTR for review prior to full production for Task Order 0001 DVDs: 3 copies of the DVD label artwork, 3 copies of the cover artwork, and 6 copies of the first run of the DVD from the glass master. The COTR will take 2-3 business days to review the artwork proofs and up to 5 business days to test and review the DVD. The COTR will then ask the contractor PM to proceed with production in accordance with the specific task order and ID/IQ contract.

1.2.13. Provide artwork proofs to the COTR within 4 business days of receiving the files from the Agency. Proofs requiring correction shall be resubmitted to the COTR for approval within 2 business days of being notified that corrections are required.

1.2.14. Provide DVD proofs to the COTR within 4 business days of receiving the files from the Agency. Proofs requiring correction will need to be resubmitted to the COTR for approval with 2 business days of being notified that corrections are required.

1.2.15. Have the capability to add a return address and indicia or affix preprinted labels with indicia to the cover artwork as requested by the COTR. The cover artwork was developed using InDesign or other software as specified in the Task Order.

1.2.16. Place names/addresses on the DVD packages by affixing a name/address label using the information provided by the Agency via electronic format.

1.2.17. Place a ½” x ½” 2D return mail barcode next to the name/address on the name/address label. The contractor shall either imprint the barcode from the address file provided by the Agency or create this 2D return mail barcode using the data provided by the Agency. The Agency will provide a sample of the 2D return mail barcode.

1.2.18. Ensure that neither the names/addresses nor the 2D barcode are smeared so that any returned mail can be easily identified.

1.2.19. Use any available postage discounts (especially for those packages being mailed to individual participants).

1.2.20. Send DVDs to all addresses listed on the electronic Final Address List (FAL) within 5-7 business days of receiving the FAL. The FAL is the final list of all addresses that FRTIB needs of 5 2

Attachment 1 – Section C Performance Work Statement the DVD’s shipped to. The Agency may be able to provide the FAL in an alternative format if agreed upon by all parties. Prior to receiving the FAL, the contractor will receive an estimated quantity of DVD’s to be produced from FRTIB.

1.2.21. Sort out the foreign addresses for postage purposes and accommodate mailings to foreign addresses and have the ability to use a postal permit number, company indicia, and the FRTIB USPS CAPS account for postage funding purposes.

1.2.22. Send DVD’s to all addresses within the FAL for each Task Order.

1.2.23. Pay for non-indicia postage (such as foreign mail). This will be a cost-reimbursable expense. List the number of DVD’s sent to foreign addresses and the cost-reimbursable postage related to non-indicia mail on invoices (when applicable).

1.2.24. Notify the CO if the metrics listed herein cannot be met due to a significant, unexpected event which is expected to impact business activities for more than 24 hours.

1.2.25. Report all unmailable addresses (include names and addresses) to the COTR no later than 10 business days of receiving the FAL from the FRTIB.

1.2.26. Mail one DVD to each participant listed in the FAL provided by the FRTIB. From August 2010 through June 2011, approximately 60,000 participants would have received the DVD based on available data.

1.2.27. Create and mail DVDs for the FRTIB training staff to be used at conferences and classes on a periodic basis. Quantities requested may vary from several hundred to several thousand.

The requests for DVDs used by training staff will come directly from the COTR. In this situation, the service provider may need to ship the packages, in bulk, to various locations around the world. (Individual DVD packages may not need to be addressed.). In calendar year 2010, the FRTIB reproduced and distributed approximately 25,000 DVDs to various agencies as well as the Agency training staff. Most of these were sent in bulk to specified locations in the US for distribution at conferences.

1.2.28. Submit invoices in accordance with section G-3 of the contract.

2.0 SERVICES SUMMARY

2.1. Purpose of Service Summary. The SS lists performance objectives for the required services the Government will surveil. The absence of any contract requirement from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provisions or clauses in the contract.

2.1.1. Right to Surveil. The Government reserves the right to surveil all services and requirements call for in this Performance Work Statement (PWS) in accordance with FAR Part 46 and the applicable clauses, to determine whether the contractor is meeting performance objectives and goals.

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Attachment 1 – Section C Performance Work Statement

Performance Objective

PWS Paragraph Performance Threshold

Surveillance Method

Submit Proofs to COTR before duplicating and distributing them (unless otherwise instructed in the Task Order).

1.2.13, 1.2.14, 1.2.15 Provide proofs to COTR within 4 business days after receiving files from

COTR.

COTR will keep track of number of days.

Replicate and distribute the number of DVDs and covers as stated in each Task Order

1.2.20 Send within 5-7

business days of receiving the Task Order and FAL

COTR will review invoices and compare with requested number of DVD’s

Submit list of unmailable addresses to COTR (address

TBD)

1.2.27 Notify COTR within

10 business days after receiving FAL.

COTR will verify and document receipt.

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND

INFORMATION

3.1. The contractor shall ensure accurate control and accountability of all Government Furnished Property (GFP), Government Furnished Equipment (GFE), and Government Furnished Information (GFI) in accordance with the terms and conditions of the contract.

3.2. Depending on the specific Task Order requirement, the Agency will:

3.2.1. Provide the artwork for the DVD label and DVD cover in PDF format.

3.2.2. Provide the final specifications for the cover.

3.2.3. Provide a sample of the current finished DVD with label and cover.

3.2.4. On a periodic basis, the COTR will send the contractor the preliminary estimate of the number of DVDs to be duplicated and delivered 1 to 2 weeks before the end of the quarter, for quarterly mailings. The FAL will be sent to the contractor no later than the 4th business day following the end of the quarter.

3.2.5. Provide the contractor with a postal permit number and appropriately fund the Agency’s CAPS account.

4.0 OTHER CONTRACT REQUIREMENTS AND CONSIDERATIONS

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Attachment 1 – Section C Performance Work Statement

4.1. Contract Management. Responsibility for contracting activities rests solely with the Agency Contracting Officer. No conversation, recommendations, or direction, whether given directly by, or implied by Agency personnel, that will affect the scope, schedule, or price of the program, shall be acted upon by the contractor unless specifically approved by the Agency Contracting Officer.

4.2. Security. The contractor shall not divulge any information regarding files, data, processing activities/functions, or other knowledge that may be gained, to anyone who is not authorized to have access to such information. The contractor personnel shall abide by all Agency rules, regulations, procedures, and standards of conduct. When the period of performance is complete or contractor personnel leave work on this project, the contractor shall terminate all of the employee’s physical and logical access to the Agency’s data and materials within 24 hours. The contractor shall submit Non-Disclosure Agreements (NDA) for all key personnel.

4.3. Conflict of Interests. Before any contract is issued under this effort, the government must be assured that there is no conflict of interest in accordance with FAR 9.5. An initial indication and assurance that no conflict of interest exists is required.

4.4. Safety. The contractor shall comply with all safety provision, e.g., technical specifications, technical publications, Federal Occupational Safety and Health Standards (Title 29 CFR. Part 1910). If there is no applicable Occupational Safety and Health Administration (OSHA) standard, use other applicable nationally recognized sources of safety, health, and fire prevention standards referenced in the work requirements of this contract.

4.5. Government Property. The contractor shall protect Government property to prevent damage during the period of time the property is in the possession of the contractor. The contractor shall report promptly to the Contracting Officer all available facts relating to each instance of damage to Government property.

4.6. Travel. Unless specified differently in an individual task order, performance shall be conducted at the offerors’ work site. Travel outside the metropolitan Washington, DC area is not expected during performance, and local travel shall not be reimbursed. However, if an individual order does require travel, the contractor shall obtain approval from the COTR prior to traveling. In this case, airfare for travel and per diem expenses will be subject to government travel management policy and limitations contained in the Federal Acquisition Regulation (FAR) clause at 52.216-7, Allowable Cost and Payment, incorporated into this contract. The contractor is responsible for making all necessary travel arrangements.

4.7. Inspections. The Agency reserves the right to perform press inspections prior to the mailing of the DVDs. Also, on a periodic basis, the Agency may exercise due diligence (e.g., perform press inspections, visit warehouse facilities, examine security measures, etc.) by traveling to the contractor’s location(s). The contractor may be notified before inspections occur.

4.8. The Contracting Officer’s Technical Representative (COTR) will provide the contractor access to all technical data required to for this contract. Only the Agency COTR or the CO has authority to review and approve contract deliverables.

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