PWS_Ft_Hood_Sentinel_Updated_24_Mar_16.docx

PERFORMANCE WORK STATEMENT

CIVILIAN ENTERPRISE NEWSPAPER FORT HOOD SENTINEL

C.1. GENERAL

C.1.1. Description of Services/Scope of Work: The Contractor shall provide all personnel, equipment, labor, supplies, tools, materials, supervision and other items necessary to print and distribute a weekly civilian enterprise newspaper for the III Corps and Fort Hood, Texas. The Government will provide a listing of editorial content to be written by the Contractor. The name of the newspaper shall be the Fort Hood Sentinel. Said name is and shall remain the property of the Commanding General, III Corps and Fort Hood and shall not be registered as a trademark by the Contractor. The use of said name is loaned to the Contractor for his exclusive use and the Contractor has no authority to permit or authorize other firms or individuals to use said name.

C.1.1.1. Hours of Operation: The hours of operation at the Public Affair Office (PAO) are between 8:00 a.m. and 5:00 p.m. Monday through Friday. Services may also be required beyond the hours of operation, on weekends and holidays.

C.1.2. Period of Performance: The period of performance shall be for one (1) Base Period and two (2) Option Periods. The Period of Performance reads as follows:

C.1.2. PERSONNEL

C.1.2.1. Contract Manager: The Contractor shall provide a Contract Manager (CM) who shall be responsible for the performance of the work and is available during normal hours of operation to conduct overall management coordination with the Government. The Contractor shall designate an alternate who shall be authorized to act on behalf of the Contractor in the absence of the CM. The CM and his/her alternate shall be designated in writing and shall be submitted to the Contracting Officer (KO) within 5 days after contract award.

C.1.2.1.1. The CM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

C.1.2.1.2. The CM or alternate shall be available for discussions with Government officials during normal duty hours to promptly plan, coordinate and produce the newspaper.

C.1.2.1.3. The CM and alternate(s) must be able to fluently read, write, speak and understand English.

C.1.2.2. Employees: The Contractor shall provide an experienced, professionally trained staff and ensure all employees are fully versed in all phases of the operation of equipment used; to include but not limited to the skills listed below. Within 5 days after award date, the Contractor shall provide personnel who are fully competent in the following areas of duty assignment under the contract: Reporting-Writer (s), photography, newspaper design, pagination, graphics, and web page design.

C.1.2.2.1: Reporter-Writer(s) shall have skills to produce articles and photographs. Reporter-Writer(s) shall have experience covering, reporting and writing news features and sports on assignment. Reporter-Writers shall have extensive journalistic knowledge.

C.1.2.2.2: Designer/Paginator(s) shall be able to understand and implement modern newspaper design techniques, plan production requirements of future issues, and design and layout the paper using desktop publishing software. Designer(s) shall be able to produce graphic elements to complement stories using professional graphic design software.

C.1.2.2.3: Web Editor. The Contractor shall provide a graphic artist, knowledgeable in the Hypertext Markup Language (HTML) and other techniques on the World Wide Web.

C.1.2.2.4: Photojournalist(s) shall have extensive knowledge of digital photography, equipment, and techniques.

C.1.2.3. Conduct of Contractor Staff: 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. Contract personnel shall wear a badge that clearly identifies them as a Contractor employee. The badge for each employee performing services under this contract shall contain the employee's full name, title, the employee's picture, and Contractor’s name. Badges shall be worn on the outer garment, above the waist, in full view at all times, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. They shall not act as official Government employees or as spokespersons for PAO.

C.1.2.3.1 Neither the Contractor nor Contractor representatives shall solicit advertising in the name of Fort Hood or of the United States Army. The Contractor and its representatives shall conduct all business operations on an ethical and businesslike basis, dealing honestly and fairly will all advertisers or others coming in contact with the Fort Hood Sentinel. The PAO will provide the Contractor and his representatives a letter of authorization to be shown to potential advertisers to establish the relationship between the Government and its requirements for a newspaper and the printing firm.

C.1.2.3.2. Conflict of Interest: The Contractor shall not hire any person whose employment would result in a conflict of interest under Army Regulations (AR) 600-50 (Standards of Conduct) and 360-1 (The Army Public Affairs Program). These include persons with any relationship with the newspaper staff, the senior staff of the command, and those who could benefit from a relationship with the Contractor’s organization. No Government personnel may be hired by the Contractor without the written approval of the KO. All prior approvals are void until renewed under this contract.

C.1.3. QUALITY CONTROL

C.1.3.1. Editorial Material: Employees shall produce final proofs with coordination and approval of Government representatives. The PAO has the responsibility to determine final layout and design to communicate to the audience for which the publication is intended. The PAO is responsible for proofreading all editorial material of the Fort Hood Sentinel and checking accuracy of content. The Contractor is responsible for the final production work, typesetting, and paste-up of each page of the Fort Hood Sentinel, subject to the guidance of the Chief, Command Information or his/her designated representative. The Contractor shall contact the Government Fort Hood Sentinel staff if any editing problems occur when fitting editorial copy with advertisements in final production phase.

C.1.3.2. Quality of Advertising: The Contractor shall accept for publication only those advertisements, which in the Government’s opinion, are in conformation with the principles of good taste. The Contractor shall not accept or publish advertising, which in the Government’s opinion is objectionable or obscene in nature; or which reflects adversely upon the Government of the United States or any of its components; or which the Government determines is not pertinent to its internal audience at Fort Hood.

C.1.3.3. Government Clearance: All content, including new advertisements, are subject to review by the Government prior to publication. Any advertisement deemed questionable (Reference Paragraph C.1.3.2.) by the Contractor, shall be submitted to the PAO for approval. Failure to do so will constitute a violation of contract.

C.1.3.4. Advertising Accuracy. The Contractor shall exercise due diligence to ensure accuracy of all advertising appearing in the Fort Hood Sentinel. Advertisers will be notified by the Contractor if their advertisements would conflict with maintaining the morale, welfare, and discipline of the command.

C.1.3.5. Quality Control. The Contractor shall implement an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

C.1.3.6. Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

C.1.4. Contract Maintenance: The printing and distribution of the Fort Hood Sentinel will be monitored by the Government Contracting Officer’s Representative (COR). Only those photographs, news stories, editorials, headlines, captions, cut lines, and any other editorial material approved by the PAO will be used in any edition of the Fort Hood Sentinel.

C.1.5. Information Control: Specific items of command information printed in the Fort Hood Sentinel may be made available to anyone else who requests it following distribution of the Fort Hood Sentinel. Such requests will be referred to the PAO. Under no circumstances will the Contractor make such material available to third parties.

C.1.6. Disclaimer: The Fort Hood Sentinel will not state or imply that it is an official publication of the Department of the Army. The Contractor shall carry the disclaimer outlined in 5.2.4 within the first five pages of each copy of every edition, printed in type no smaller than 8-point bold or larger than 10-point.

C.1.7. Debts. The Government will not be responsible for debts that may be incurred in the printing and distribution of the Fort Hood Sentinel.

C.1.8. Use of seals, insignia, or emblems: Any statement that implies that the Fort Hood Sentinel is an official publication of the Department of the Army is prohibited. Official Department of the Army seals, insignia, or emblems may not be used in the flag or masthead.

C.1.9. Government Funds: Neither U.S. Government Appropriated Funds, nor Non-appropriated Funds, stationary, nor other materials will be used to either print or distribute the Fort Hood Sentinel, except as authorized in Paragraph C.5.4.5. The revenue, which the Contractor receives from the sale of advertisements in the Fort Hood Sentinel, shall constitute full payment to the Contractor.

C.1.10. Use of Mails. The Contractor shall not use Department of Defense (DoD) postage and fees paid indicia labels for distribution of copies of the Fort Hood Sentinel.

C.1.11. First Use Rights and Distribution Rights: First use of command information material produced by the PAO and exclusive distribution rights of a newspaper are granted as contractual consideration for producing the Fort Hood Sentinel.

C.1.12 Printing and Distribution: Printing and distribution shall be financed entirely by the Contractor. The Contractor shall not charge for the paper; it shall be distributed for free.

C.1.13. Vehicle Registration: Motor vehicles entering Fort Hood shall be properly licensed and registered with Fort Hood’s Vehicle Registration Section. Vehicles such as bicycles and mopeds entering Fort Hood shall also be registered with the Vehicle Registration Section. Vehicles shall be registered prior to the performance start date. State license and registration shall be maintained current during the time the vehicle is in use on this installation. Contractor personnel shall return registration decals to the Fort Hood Vehicle Registration Section within 24 hours after termination or completion of work under this contract, when State license is no longer valid, or upon sale of the vehicle. Contractor personnel shall return visitor passes to the Vehicle Registration Section immediately upon conclusion of the conduct of business authorized on the installation.

C.1.13.1. Vehicle Operation. Contractor personnel operating motor vehicles on the installation shall have a valid State operator’s license, valid driver’s license, proof of insurance, and valid vehicle registration for the category of vehicle being operated and shall comply with Fort Hood (FH) Regulation 190-5 (Motor Vehicle Traffic Code), regarding motor vehicles use on the installation.

C.1.14. Key Control: The Contractor shall be responsible for keys provided to the Contractor by the Government. Keys shall not be lost, misplaced, or duplicated by Contractor personnel, nor used by unauthorized Contractor personnel.

C.1.14.1. The Contractor shall report any occurrence of duplicated, misplaced, or lost keys to the Contracting Officer within 24 hours after discovery of occurrence, and submit a written report to the Contracting Officer by close of business the next workday. The written report shall provide complete details relating to duplication, misplacement, or loss.

C.1.15. Disclosure of Information: Disclosure of information regarding operations and services of the activity to persons not entitled to receive it or failure to safeguard any classified information that may come to the Contractor (or any persons under the Contractor’s control) in connection with work under this PWS, may subject the Contractor, Contractor’s agent, or employees to criminal liability. Neither the Contractor nor the Contractor’s employees shall disclose or cause to be disseminated, any information concerning the operations of the activity that could result in, or increase the likelihood of, the possibility of a breach of the activities’ security or interrupt the continuity of its operation.

C.1.15.1. The Contractor shall direct to the KO all inquiries, comments, or complaints arising from matters observed, experienced, or learned as a result of, or in connection with the performance of this contract/order, the resolution of which may require the dissemination of official information.

C.1.16. Accident Reporting: The Contractor shall maintain an accurate record of accidents resulting in traumatic injury or death and accidents resulting in damage to Government property, supplies, and equipment. The Contractor shall report accidents to the III Corps and Fort Hood Safety Office, telephone number: (254) 287-3725 in accordance with the requirements indicated in AR 385-40, Accident Reporting and Records.

SECTION C.2

DEFINITIONS & ACRONYMS

C.2.1 DEFINITIONS

C.2.1.1 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

C.2.1.2 CONTRACTING OFFICER REPRESENTATIVE. An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

C.2.1.3 CIVILIAN ENTERPRISE NEWSPAPER. Newspaper printed and distributed by civilian Contractors under contract with Army components or their subordinate commands. The news and editorial content is approved and provided by the Public Affairs Office. Those newspapers contain advertising sold by the civilian Contractor and may include supplements or inserts. They become the property of the command, installation or intended recipient upon delivery in accordance with the terms of the contract.

C.2.1.3. DOTS PER INCH. A measure of spatial printing or video dot density, in particular the number of individual dots that can be placed in a line within the span of 1 inch (2.54 cm).

C.2.1.4 DUMMIES. A representation of the newspaper used by editorial staff and layout and design editors to fill pages in each edition.

C.2.1.5. DVD-ROM. Pre-recorded DVDs are mass-produced using molding machines that physically stamp data onto the DVD. Such discs are known as DVD-ROM, because data can only be read and not written nor erased.

C.2.1.6. GOVERNMENT-FURNISHED PROPERTY. All facilities, equipment, food, and supplies owned or leased by the Government provided to the Contractor for use in performance of this contract.

C.2.1.7. GOVERNMENT PROPERTY. All property owned by or leased to the Government or acquired by the Government under the terms of the Contract. Government property includes both Government-furnished property and Contractor acquired property as defined in FAR 45.101.

C.2.1.8. HYPERTEXT MARKUP LANGUAGE. The main markup language for creating web pages and other information that can be displayed in a web browser.

C.2.1.9. LOCAL AREA NETWORK. A computer network that interconnects computers in a limited area such as a home, school, computer laboratory, or office building using network media. The defining characteristics of LANs, in contrast to wide area networks (WANs), include their usually higher data-transfer rates, smaller geographic area, and lack of a need for leased telecommunication lines.

C.2.1.10. OPTICAL CHARACTER RECOGNITION. Convert PDF (or other image files) into a text editable files such as word, excel or a database.

C.2.1.11. PUBLIC AFFAIR OFFICE. PAO fulfills the Army's obligation to keep the American people and the Army informed, and helps to establish the conditions that lead to confidence in America's Army and its readiness to conduct operations in peacetime, conflict and war.

C.2.1.12. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

C.2.1.13. QUALITY ASSURANCE SURVEILLANCE PLAN. An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

C.2.1.14. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

C.2.2. ACRONYMS:

SECTION C.3

GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

C.3.1. The Government will provide an office space located in Building 1001, Room W105, for editorial staff operations. The office will be shared between civilian and military public affairs specialists and contractors.

C.3.1.1. The Government will provide desks, copiers and telephone service as well as preventive maintenance and repair of Government owned facilities.

C.3.1.2. The Contractor shall not make alterations to the Government furnished building without approval of the DPW Facilities Engineers.

C.3.2. UTILITIES. The utilities currently in use in the facilities provided in conjunction with this contract will be provided by the Government through the existing connections at no expense to the Contractor. Use of these utilities by the Contractor shall be subject to the provisions of FH Regulation 4209, Energy Conservation Program.

C.3.3. The Contractor shall not install any electrical equipment that exceeds the building's existing wiring capability.

C.3.4. The Government will provide Class A communication service to conduct official Government business in performance of this contract in the editorial office. The Government will provide telephone service repair in accordance with the current Fort Hood Telephone Directory for the editorial office. The Contractor shall not move, modify, or change telephone equipment or any other equipment without the approval of the Contracting Officer. The Contractor shall have additional telephone service at the Contractor’s expense for their off post business office location.

C.3.5. EMERGENCY MEDICAL CARE. Medical services for Contractor personnel are the responsibility of the Contractor. However, the Government will provide, on an emergency basis, medical services for job related injuries while an employee is performing under this contract. Emergency medical care is available to the Contractor employees at Carl R. Darnall Army Medical Center. Such emergency medical care will be limited to those services necessary to prevent undue suffering or loss of life and will be provided only during the period of emergency. In such circumstances, action shall be taken to transfer employees of the Contractor to a civilian health care provider as soon as the emergency period ends. The Contractor shall reimburse the Government for emergency medical services provided upon receipt of an invoice issued by medical representative offices, Fort Hood, Texas, at the established Army rate.

SECTION C.4

CONTRACTOR FURNISHED ITEMS AND SERVICES

C.4.1. GENERAL. The Contractor shall furnish all necessary supplies, repair parts, materials, tools and support equipment required to perform the services specified herein.

C.4.1.1. The Contractor shall provide a computer terminal for each Contract employee working within the III Corps/Fort Hood PAO in Bldg. 1001, Fort Hood. Two terminals will be provided for PAO use, allowing the Chief, Command Information and the Editor, Fort Hood Sentinel, access to Sentinel work product. The contractor shall install the latest version of Adobe Creative Suite Design Premium on each terminal. The contractor and PAO will mutually agree on other software and hardware upgrades as computer systems technology and systems improve. All workstations will be electronically connected to allow for sharing of copy files with fileserver communication, as well as connecting to peripherals like modems and printers.

C.4.1.2. The contractor shall provide a flatbed, 2,400 dpi scanner (600x 1200 dpi) or better with compatible software to include OCR recognition.

C.4.1.3. The contractor shall provide a high-quality, color, laser printer capable of printing ledger-sized paper.

C.4.1.4. The Contractor shall provide professional-grade digital cameras (i.e. Nikon D2H ) for reporter-writer contractor employees.

C.4.1.5. The Contractor shall provide all software to perform work requirements (desktop publishing, photo editing and Web page editing and publishing)

C.4.1.6. The Contractor shall provide no less than 150 newsstands, all labeled “Fort Hood Sentinel: Published on Thursdays” for display of the newspaper within 10 days of the signing of this contract. The number of newsstands required may fluctuate with post population changes. The Contractor shall replace and/or repair damaged, destroyed, or lost newsstands. The Contractor shall provide waterproof stands at outdoor locations. The location of the Newsstands will be mutually agreed upon between the Contractor and PAO.

C.4.1.7. The Contractor shall provide a minimum selection of 200 different typefaces of both serif and sans serif styles, ranging in size from 6 to 120 points.

C.4.1.8. The contractor shall provide the PAO two bound copies of each year’s editions semi-annually.

C.4.1.9. The contractor shall provide the PAO the Fort Hood Sentinel on DVD-ROM in Adobe PDF format along with the original story text files and photograph files on a weekly basis.

C.4.1.10. The Contractor shall furnish sufficient state of the art computer equipment, both hardware and software, to produce, edit and electronically transmit editorial art and copy to printing presses.

C.4.1.11. Computer hardware will be serviced by the Contractor within one working day (Monday through Friday, excluding holidays) from the date of the trouble call. If the equipment cannot be repaired, replacement hardware will be provided within 72 hours.

SECTION C.-5

SPECIFIC TASKS

C.5.1. GENERAL

C.5.1.1. The Contractor shall print and distribute weekly a minimum of 25,000 copies which will be metro size (minimum 22 1/4” L x 11 7/16” W). A minimum of 50 issues per year will be published on Thursday of each week, except Christmas and the week of New Year’s Day.

C.5.1.2. When the publication date falls on a holiday, the newspaper will be published on the preceding workday unless an alternative date is mutually agreed to by the Contractor and the PAO. The Government will provide Contractor with a list of recognized holidays upon awarding of the contract. The dates should be established each year upon renewal.

C.5.1.2.1. The number of newspapers to be delivered each week is subject to change by the Government when necessitated by significant increases or decreases of personnel at Fort Hood. Such increases or decreases will not exceed 10 percent, unless previously agreed to by both parties of this contract.

C.5.1.3. SPECIAL SECTIONS. Special sections of the Fort Hood Sentinel may be printed either in addition to, or in lieu of, the weekly edition of the newspaper only at PAO’s request and approval. The size and content of such special sections shall be subject to the mutual agreement of the parties. It is understood that all terms and conditions of this contract shall apply to such special sections.

C.5.1.4. The Fort Hood Sentinel will not be distributed either as a supplement or insert to any privately produced civilian newspaper or periodical. Privately produced newspapers or publications may not be distributed as inserts to the Fort Hood Sentinel.

C.5.1.5. The name of the newspaper resulting from this contract will be Fort Hood Sentinel. Said name, property (and registered trademark) of the Government, will not be subject to registration as a trademark by the Contractor. The use of said name is loaned to the Contractor for the Contractor’s exclusive use. The Contractor has no authority to permit or authorize other firms or persons to use said name.

C.5.1.6. The Contractor shall maintain morgue files of at least 25 copies of each issue for one year. These will be used by PAO as reserve copies for such things as contests, special requests, etc.

C.5.1.7. The Contractor shall conduct a biennial readership survey to determine the effectiveness and impact of the newspaper on its intended audience, the soldiers and families stationed at Fort Hood. Survey questions will be submitted to the PAO for approval prior to conducting the survey. The survey will be conducted through the Worldwide Web. Results will be professionally analyzed and provided to PAO for use in determining future content, layout, design and distribution.

C.5.2. CONTENTS.

C.5.2.1 Ad-to-editorial copy ratio will not be larger than 60 percent advertising to 40 percent editorial per single issue. Ad-to-editorial ratio shall not exceed 50-50 percent on an overall annual basis. Any insert or advertising supplement will not count in the ad-to-copy ratio as advertising.

C.5.2.2 The Fort Hood Sentinel will include only material which reflects the standards of decency characterizing the U.S. Army, III Corps and Fort Hood, as determined by the Government. The commander reserves the right to prohibit distribution of the Fort Hood Sentinel when, as determined by the commander, the Fort Hood Sentinel includes advertising which undermines the command’s successful mission performance and preservation of morale and discipline, or which is otherwise contrary to the best interests of the command.

C.5.2.3 Material appearing in the Fort Hood Sentinel will be factual, objective, accurate, balanced, impartial and as timely as practicable.

C.5.2.4 The masthead of the Fort Hood Sentinel will contain the names of the editorial staff, to include the publisher (commander), with military rank and the following disclaimer, as a minimum, printed in type no smaller than 8·point on one of the first five pages of the publication:

“The Fort Hood Sentinel is an authorized publication for members of the U.S. Army. Contents of the Fort Hood Sentinel are not necessarily the official views of, or endorsed by, the U.S. Government, Department of Defense, Department of the Army, or III Corps and Fort Hood.

All Editorial content of the Fort Hood Sentinel is prepared, edited, provided and approved by the III Corps and Fort Hood Public Affairs Office. It is published every Thursday by the III Corps and Fort Hood Public Affairs Office, Room W105, Building 1001, Fort Hood, Texas, 76544, (254) 287-0103. Printed circulation: 25,000.

The Fort Hood Sentinel is printed by a private firm in no way connected with the Department of the Army, under exclusive written contract with III Corps and Fort Hood. The Contractor is responsible for commercial advertising. Everything advertised in this publication shall be made available for purchase, use, or patronage without regard to race, color, religion, sex, national origin, age, marital status, physical handicap, political affiliation or any other non-merit factor of the purchaser, user or patron. The appearance of advertising in this publication including inserts or supplements, does not constitute endorsement by the Department of the Army or Contractor.”

C.5.2.5. NAMEPLATE. The nameplate (flag) of each issue will include the statement: “Published in the interest of personnel at Fort Hood”. The copyright or trademark symbol will be indicated next to the nameplate of each issue.

C.5.2.6. No opinion poll, survey or straw vote on political campaigns, candidates or issues will be conducted for publication in the Fort Hood Sentinel. The Fort Hood Sentinel will not contain political campaign news, editorials, cartoons or other items; which are partisan in nature and not within the mission of the organization and its commander reserve the right to prohibit the distribution of the Fort Hood Sentinel that includes prohibited political advertising.

C.5.2.7. The Fort Hood Sentinel is prohibited from publishing advertisements or editorial material about “games of chance.”

C.5.2.8 The Government will specify layout and design of the editorial content of the Fort Hood Sentinel. Column width for 8, 9, 10, 11 and 12 - point body type will be no less than 12 picas and not greater than 24 picas. Columns or blocks of less than 12-pica width will appear as white space.

C.5.2.10 Unless otherwise authorized by the PAO editorial staff, advertising on all pages will be blocked across the top of the ad block to facilitate contemporary modular design of editorial material. These blocks will be no less than 18-column inches. Editorial space at the top of a page will be no less than four inches per column.

C.5.3 PRINTING

C.5.3.1. The number of pages in the newspaper shall be contingent upon the amount of advertising sold, with a minimum of 24 pages. The number of pages is not specifically restricted except to reasonable needs by Contractor for additional advertising space and shall be in a sufficient quantity to present comprehensive coverage, as determined by the Government.

C.5.3.2. COLOR. The Contractor shall provide, at a minimum, four-color separations for all section covers and a photo page on a weekly basis. The PAO will be notified of the availability of color by noon on the Friday prior to publication. The PAO will designate what editorial content they wish to be run in color on those pages where color is available. The Contractor shall prepare the color overlays, masks or keys to print the designated content in color. The Contractor shall enhance electronically photographic images for each issue in which color is used.

C.5.3.3. PAPER STOCK. The Contractor shall provide sufficient paper stock for selection by the Government prior to the time of initial printing. As a minimum, paper stock will be 27.6 lb. or industry standard, newsprint, and off-white stock.

C.5.3.4. HEADLINE AND TEXT TYPE. The Contractor shall provide complete typeface options and galley measurement planning tools to the Government. The Contractor shall provide recommendation to PAO personnel at the PAO covering photograph cropping, layout suggestions and layout sheets.

C.5.3.5. The Contractor shall furnish to the PAO, or his representative present at the printing plant, page proofs of the Fort Hood Sentinel. The PAO assumes responsibility for proofreading and checking for factual errors and security violations. The Contractor shall correct all typographical errors made from the original copy submitted by the Public Affairs Officer, which would reflect upon the professionalism of both parties. The Contractor, at the CORs request, will provide first copies of each issue off the press to be examined onsite for errors and printing quality.

C.5.3.6. The Contractor shall digitally enhance, to the best printing quality possible, a maximum of 100 photographs per issue and shall have said photographs scaled to size as required.

C.5.3.7. The Contractor agrees that there shall be no limit to the amount of line art used per issue and that said line art will be scaled by the Contractor as required.

C.5.3.8. The Contractor shall make available 10 and 30 percent box screens for use each issue as required.

C.5.3.9. WEB PAGES. Contractor shall code all approved articles in the HyperText Markup Language (HTML) and upload them weekly on the Worldwide Web. All photographs from each issue shall be adjusted to 72 dpi digital images and uploaded to the Web page alongside the article they support. The Contractor shall construct a search engine usable by visitors to the site capable of locating all archived articles or photos from past issues of the newspaper. Web-based archiving of Fort Hood Sentinels will be maintained.

C.5.3 ADVERTISING

C.5.3.1 GENERAL ADVERTISING. The Fort Hood Sentinel will not carry an advertisement that implies discrimination with regard to race, creed, age, color, sex or national origin of the purchases, user or patron. Even if their advertisements do not imply it, the Contractor shall not knowingly accept advertising from firms or individuals that practice such discrimination. Under no conditions will a business establishment listed by Fort Hood as “off-limits” be permitted to advertise in the Fort Hood Sentinel. The Government will provide a list of “off-limits” establishments to the Contractor at least (quarterly, monthly, etc.), with interim lists provided as establishments may be designated “of limits” between the usual reporting periods.

C.5.3.1.1 All advertising will be reviewed by the Contractor to insure that the advertising meets the requirements set forth by DoD Regulation 5120.4 or Army Regulation 360-1. All advertising will be available for review by the PAO on Tuesday of the week of publication. Any violation reported to the Contractor by the PAO will be investigated by the Contractor. Required corrections will be made to the advertising by the advertiser or the advertising will be eliminated.

C.5.3.1.2 Advertisements offering credit terms must carry a clear statement of the total cash price as well as the total credit costs, including all charges. If payments are shown, the number amount of each, and the time period will also be shown. These will be shown clearly in the advertisements in type no smaller than 6-point.

C.5.3.2. The Contractor shall limit the number of inserted advertising supplements so the number full-page equivalent pages of advertising supplements do not exceed the total number of pages titled Fort Hood Sentinel on the folio line or as deemed “excessive” by the commander or his representative. The PAO reserves the right to disallow distribution of supplemental advertising materials in any issue when such supplements or inserts are deemed “excessive” by the commander.

C.5.3.2.1. Advertising will not appear on the first page of any section (1-A, 1-B, 1-C or 1-D) nor on the editorial page, photo page and on one additional page for community news coverage (location to be determined by advertising manager on a weekly basis). The first page of each section will be full color. When a special-event section is requested by the PAO, the first page of that section will be without advertising.

C.5.3.2.2. Any advertisements which appear to be editorial copy will be clearly marked at top and bottom in no smaller than 8-point bold or 10-point type “Paid Advertisement.”

C.5.3.3 . ALLOTTING AND FILLING AD SPACE. The Contractor shall assume full responsibility for filling all space set aside on the dummies (a representation of the newspaper used by editorial staff and layout and design editors to fill pages in each edition) for advertising. In the event tentative advertising does not materialize, the Contractor shall fill the space with house advertising and the space will not be counted as editorial space. The Contractor shall provide free advertising space, in coordination with PAO, for use by authorized DOD identification card holders for sale of personal items.

C.5.3.4. The Contractor shall furnish to the PAO dummies no later than noon Friday prior to publication date.

C.5.3.5. The Contractor shall have all questionable advertisements reviewed by the PAO, or a PAO representative, no later than noon the day prior to publication.

C.5.3.6. REAL ESTATE ADVERTISING. Advertising for off-post housing available for rent, sale or lease by an owner, manager, rental agency, and agent or individual will include only those available on a nondiscriminatory basis for all personnel. No facilities will be advertised without the Contractor having been notified in writing that open-house practices are enforced by the owner, manager, rental agency, agent or individual.

C.5.3.6.1. Contractor shall carry the following disclaimer near real estate advertising in the Fort Hood Sentinel’s classified section: “All real estate advertised in this newspaper is subject to the Federal Fair Housing Act of 1968, which makes it illegal to advertise ‘any preference, limitation or discrimination.’ The Fort Hood Sentinel will not knowingly accept any advertisement for real estate that is in violation of the law. All dwellings advertised in this newspaper are available on an equal opportunity basis.”

C.5.3.6.2. The Contractor agrees not to enter into any exclusive advertising agreement with any firm, broker or individual for the purpose of selling advertising associated with this contract.

C.5.4 DISTRIBUTION

C.5.4.1. DELIVERY TO PAO. Fifty copies of the Fort Hood Sentinel will be delivered to the PAO office door, Room W105, no later than 7:30 a.m. the day of publication.

C.5.4.2. DELIVERY TO QUARTERS. Contractor shall deliver a copy of each week’s newspaper, rolled, banded and encased in a plastic wrapper, to each set of family quarters on Fort Hood no later than 7:30 a.m. the day of publication.

C.5.4.3. DELIVERY TO OTHER LOCATIONS. The Contractor shall distribute copies of the Fort Hood Sentinel to various other points in accordance with the distribution list furnished and updated by the PAO. Delivery will occur prior to 10 a.m. on the day of publication. The Contractor shall deliver the Fort Hood Sentinel to these other locations. Papers will be properly racked for distribution. Racks will be maintained in an orderly manner by the Contractor.

C.5.4.4. Contractor shall mail, at Contractor’s expense, up to 300 copies of the Fort Hood Sentinel to members of the intended audience. PAO will provide list of addresses, which must include the mandatory distribution list outlined in Army Regulation 360-1 and DoD Regulation 5120-4. The Contractor may maintain the mailing list with periodic review and approval of the PAO.

C.5.4.5. The Contractor may charge a reasonable fee for mailing and handling of subscriptions authorized by the PAO. No profit from this activity will be realized by the Contractor. Fee charged to subscribers for mailing and handling of subscriptions must be approved by the PAO.

C.5.4.6. PROHIBITIVE CIRCULATION. If the Contractor does not comply with the provisions of this contract, the PAO commander has the authority to prohibit distribution of any issue of the publication. The PAO commander will notify the Contractor, no later than 3 p.m. the day prior to publication, of a decision to exercise this right.

C.5.5. CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes:

(1) Contracting Office, KO, KO’s Technical Representative (COTR) or also known as the KO’s Representative (COR);

(2) Contract number, including task and delivery order number;

(3) Beginning and ending dates covered by reporting period;

(4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data;

(5) Estimated direct labor hours (including sub-Contractors);

(6) Estimated direct labor dollars paid this reporting period (including sub-Contractors);

(7) Total payments (including sub-Contractors);

(8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different);

(9) Estimated data collection cost;

(10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information);

(11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website);

(12) Presence of deployment or contingency contract language; and

(13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country).

As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

SECTION 6

APPLICABLE REGULATIONS AND MANUALS

C.6. The following tables list mandatory and advisory publications and forms used in performance of tasks outlined in this PWS. Technical Bulletins, Training Circulars, Technical Directives, and Technical Manuals, are advisory publications. The Government will furnish to the Contractor the initial set of required forms and publications that are not available on the Internet. The Contractor shall maintain an account for requesting supplements, updates, and other publications and forms in direct support of this contract. The Contractor shall maintain up-to-date libraries ensuring that they contain the applicable publications for the specific PWS requirement and/or area being serviced.

C.6.1. MANDATORY PUBLICATIONS.

The Contractor shall comply with the mandatory publications listed in the table. in paragraph C.6.4 below. The Contractor shall comply with these mandatory publications in their entirety unless specifically exempted in this contract. The Contractor shall adhere to the reporting requirements of mandatory publications and shall complete and submit required reports on behalf of the Government. Updates and changes to publications in the library or libraries shall be posted within seven calendar days of receipt.

C.6.2. ABBREVIATIONS ASSOCIATED WITH PUBLICATIONS.

The following abbreviations are related to the publications listed below:

AR – Army Regulation CFR – Code of Federal Regulations DA – Department of the Army DD – Department of Defense DODD- Department of Defense Directive DODI- Department of Defense Instruction DA Pam – Department of the Army Pamphlet EM – Engineer Manual FAA – Federal Aviation Administration *FAR – Federal Acquisition Regulation *FAR – Federal Aviation Regulation

FH – Fort Hood Electronic Newspaper PolicyFORSCOM – U.S. Army Forces Command OF – Optional Form OSHA – Occupational Safety & Health Admin. SB – Supply Bulletin SF – Standard Form TB – Technical Bulletin TD – Technical Directive TM – Technical Manual TO – Air Force Technical Order

C.6.3. LOCATION OF PUBLICATIONS and FORMS.

The Contractor shall utilize the Internet to view and print electronic versions of required publications and Forms. DOD publications can be obtained through http://www.dtic.mil/whs/directives/corres/pub1.html. DA publications can be obtained through http://www.apd.army.mil/. FORSCOM publications and Forms can be obtained through https://fcportal.forscom.army.mil/FCCS-DocMgmt/default.aspx. See associated links at each site. Fort hood publications can be accessed at http://www.hood.army.mil/dhr/announcements_page.htm. Publications not on the web will be available in the Technical Library and are annotated by an asterisk (*).

C.6.4. PUBLICATIONS

DoDD 5500.07