PWS_RFQ_W912C3-16-T-0004 _El_Morro_Newspaper _8_Dec_2015.docx

Performance Work Statement (PWS) For US Army Garrison Fort Buchanan Public Affairs Office For Civilian Enterprise Newspaper – El Morro

PART 1

GENERAL INFORMATION

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, tools, materials, supervision, and non-personal services necessary to provide a civilian enterprise newspaper as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Commander of US Army Garrison Fort Buchanan (USAG-FB), considers it is in the best interest of the personnel at USAG-FB to permit a vendor, to assemble, perform layout, print, and distribute a monthly Civilian Enterprise (CE) newspaper known as El Morro. This publication is subject to Department of Defense Instruction (DODI) 5120.4, Army Regulation (AR) 360.1 and to the terms and conditions contained herein. The CE concept is based on an exception to the Government Printing and Binding Regulations.

1.3 Scope: The Contractor shall design, assemble, print and distribute a minimum of 10,000 copies monthly of “El Morro” at no cost to the Government to distribution points at USAG-FB, local and federal agencies within the San Juan Metro area, US Army Reserve Headquarters, Puerto Rico National Guard Headquarters, and other designated locations around the island of Puerto Rico.

1.4.1 Periods of Performance: The period of performance for El Morro shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance for the Pentagram reads as follows:

1.5 General Information

1.5.1 Quality Control: The contractor shall develop and maintain 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. As a minimum, the contractor shall develop quality control procedures that address the areas identified in “Performance Requirements Summary.” After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. The quality control plan is due at time of proposal submission.

1.5.2 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).

1.5.3 Recognized Holidays: The contractor is not required to perform services on the following holidays unless prior approval has been obtained from the contractor and contracting officer.

Christmas Day

1.5.4 Hours of Operation/Place of Performance: The contractor is responsible for conducting on site services between the hours of 7:30-4:00 Monday thru Friday. Hours can be amended based on approvals from both the contractor and the government to fit duty assignments. Place of performance are contractor facilities. The work for the Photographer, Editor and Writers will be at the Public Affairs Office, USAG-FB, Building 390, Room 311. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this performance work statement. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

1.5.5 Type of Contract: The government anticipates award of a fixed price contract.

1.5.6 Security Requirements: Contractor personnel or any representative of the Contractor entering USAG-FB shall abide by all security rules and regulations. Contractor personnel shall meet with the USAG-FB Security Officer not later than (NLT) two days after contract award for security in-processing. For in-processing, contractor personnel shall provide two forms of identification, i.e., birth certificate, passport, driver’s license, etc. to the security officer and Social security number for the background check. Access to Fort Buchanan is subject to completion of a favor background check.

1.5.6.1. Subject to Search: All persons, bags, purses or other packages or parcels and vehicles on USAG=FB are subject to search.

1.5.6.2. Base Access: The Contractor shall be responsible for ensuring that all Contractor personnel authorized to perform work under this contract obtain base access. All Contractor employees will be issued an Access Card, subject to completion of security requirements identified in paragraph 1.5.6 and be required to display the badge visibly above the waist at all times. Contractor personnel shall be required to obtain a Fort Buchanan Access Card (AC) issued for up to one (1) year or the remaining time of the period of performance, whichever is less. This AC serves as identification to access USAG-FB and will be limited to areas required to perform duties in accordance with the contract Scope of work.

1.5.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.5.8 Primary Point of Contact (POC). The Contractor will be responsible for the performance of the provided service or work. An alternate shall have full authority to act for the Contractor on all matters relating to daily operation of this contract. The alternate shall be designated in writing to the Contracting officer NLT 24 hours after contract award.

1.5.9 Identification of Contractor Employees: All contract personnel attending meetings 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.

1.5.10 The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

1.5.11 Contracting Officer’s Representative (COR): The COR will be nominated by the requiring activity and appointed by the contracting officer by separate letter. A copy of the COR’s appointment letter will be sent to the awarded Contractor, identifying the designated duties and limitations of the COR. The COR is not authorized to change any terms or conditions in the contract that pertain to cost, schedule, performance, quality, quantity, or other legal aspects of the resulting order.

1.5.12 Phase In/Phase Out Period : The contractor shall develop and deliver to the Government a phase-in/ phase-out plan, allowing 30 days for an orderly transition to any potential new contractor for the services described in this PWS. This plan is required to ensure the level and quality of services is maintained and prevents possible negative impacts on additional services. While this plan shall be due to the government as part of the proposal submission, the plan shall be updated as required during the period of performance

1.5.12.1 Phase-In: At the end of the existing contract period, if the incumbent contractor is not selected, the Government, in coordination with the incumbent contractor, will provide phase in support to the selected contractor for up to 30 days. The phase-in activities shall include; Transfer of knowledge, experience, and lessons learned to the new contractor so that they become familiar with performance requirements in order to commence full performance of services.

1.5.12.2 Phase Out: The outgoing Contractor shall be fully responsible for performance during the 30 days of the transition period. The outgoing Contractor shall execute its transition plan and work closely with the follow-on Contractor to assure uninterrupted contract support. This transition shall at a minimum include the outgoing contractor providing copies of the documentation/samples and standard operating procedures as related to this PWS.

PART 2

DEFINITIONS & ACRONYMS

2.1 DEFINITIONS

Contracting Officer’s Representative (COR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

Civilian Enterprise (CE) Newspapers. Newspapers printed and distributed by civilian printers under contract with Army components or their subordinate commands. The news and editorial content is approved and provided by the Public Affairs Office (PAO). These newspapers contain advertising sold by the civilian printer 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.

USAG-FB Commander – US Army Garrison Fort Buchanan Commanding Officer

Flag – The front page or cover of the publications, naming each one, i.e., El Morro.

House Advertising – No fee notices placed in an advertising section of the newspaper by the Contractor, usually seeking advertising be placed in the publications. Example: “Let us help you grow your business. Give us a call today at 787-123-4567.”

Masthead – A printed list of the editorial staff, officers and address details published in a fixed position in each edition of the newspaper (page 2, bottom).

Nameplate—The first page and cover of the newspaper that states what the publication is called and for whom it is published, also known as the Flag.

Off-Limits Establishments – per AR 190-24, Armed Forces Disciplinary Control Boards and Off Installation Liaison and Operations -- An establishment or area declared off-limits to service personnel. Off-limits action, used by commanders to help maintain good order and discipline, health, morale, safety and welfare of service personnel, is intended to prevent service personnel from being exposed to or victimized by crime-conducive conditions.

Paid Advertisement – Notices placed in an advertising section of the newspaper for which a fee is charged. The fee is revenue earned by the Contractor.

Parent System – The Contractor’s base of operations where the publications are produced and printed.

El Morro. A command information newspaper printed to provide timely, accurate communication between the US Army Garrison Commander and internal audiences, to include Soldiers, Sailors, Airmen, Marines, members of the U.S. Coast Guard, civilian employees, family members, retirees, and other members of the military community served by US Army Garrison Fort Buchanan.

Publication – El Morro

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control (QC). Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

Type Library – A source of typefaces of both serif and sans serif styles, ranging in size from six to 96 points, used in headlines, cutlines and body text.

2.2 ACRONYMS

AC – Access Card

AP – Associated Press

AR – Army Regulation

AT – Antiterrorism

CE – Civilian Enterprise

CD ROM – Compact Disc Read-Only Memory

DoD – Department of Defense

DoDI – Department of Defense Instruction

FY - Fiscal Year

HTML – Hyper Text Markup Language

IA – Information Awareness

IAW – In Accordance With

IMO - Information Management Officer

LAN - Local Area Network

NLT – Not Later Than

OCI - Organizational Conflict of Interests

OPM - Office of Personnel Management

OPSEC - Operation Security

PDF – Portable Document Format

POC – Point Of Contact

PWS – Performance Work Statement

SLR – Single Lens Reflex USAG-FB – United States Army Garrison Fort Buchanan

WAN - Wide Area Network

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3.1 General: The Contractor shall furnish all supplies, equipment, off site facilities and services required to perform work under this contract.

3.2. Materials: The Contractor shall furnish a type library, paper (8.5x11 and 11x17), materials, supplies, and equipment necessary to meet the requirements under this PWS.

3.3. Equipment : The Contractor shall furnish communication links between USAG-FB PAO and the Contractor; data (photo, graphic, editorial copy) transmission capability; networked editorial computer system/desktop publishing/word-processing workstations; word processing and graphics hardware; newspaper production graphics software; a high resolution printer; Local Area Network (LAN); high-resolution scanner with software compatible to the editorial system; and other state-of-the-art equipment needed to meet and exceed the requirements under this PWS. The Contractor shall be responsible for repair and maintenance of their equipment within one week. When required, the contractor will provide substitute equipment within one business day while such repair and maintenance is performed. The Government will assume no responsibility for the Contractor-provided equipment.

3.4 Training: The Contractor shall provide complete training upon installation of editorial system and shall provide ongoing training as requested by the PAO for new, incoming personnel to the PAO and for updates to the system.

PART 4

SPECIFIC TASKS

4.1 BASIC SERVICES. The contractor shall collect ads, assemble, lay out, print and deliver a minimum of 10,000 copies monthly 12 months of the year of the newspaper on El Morro's scheduled publication day, the first day of every month. The EL Morro is a primarily English language publication, however some articles will be bilingual (in English and Spanish).

4.2. Collect Ads: The Contractor shall solicit vendors for advertising in El Morro.

4.2.1 General Advertising. The Contractor shall accept for publication only those advertisements which conform to the principles of good taste. The Contractor shall not accept or print advertising objectionable or obscene in nature; or which reflects adversely upon the Government of the United States or any of its components; or which is detrimental to its internal audience at USAG-FB. The USAG-FB Commander has the authority to prohibit distribution on the installation of a CE publication containing advertising he or she determines likely to promote a situation leading to potential riots or other disturbances, or when the circulation of such advertising may present a danger to loyalty, discipline, or morale of personnel. The Contractor shall provide electronic copies of any advertisement deemed to be questionable in nature to the PAO at least 48 hours prior to publication for review. If the Contractor prints the issue containing the objectionable advertisement(s), the USAG-FB Commander may prohibit distribution in accordance with DoD Directive 1325.6. Advertising is authorized in English and Spanish language.

4.2.1.1 The contractor shall not solicit an advertisement which implies discrimination with regard to race, creed, age, color, sex, or national origin of the purchaser, user, or patron. Even if their advertisements do not imply it, the Contractor shall ensure that advertisers do not practice such discrimination. Under no condition shall the contractor allow a business establishment listed by USAG-FB Military Community as “off limits” to advertise in El Morro.

4.2.1.2 The Contractor shall ensure that commercial businesses soliciting military personnel through advertising in the publications are ethical in describing goods, services, commodities and sale terms (including guarantees, warranties, etc.).

4.2.1.3 The Contractor shall ensure advertisements offering credit terms shall 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 shall also be shown. These shall be shown clearly in the advertisements in type no smaller than 6-point.

4.2.1.4 The Contractor shall provide free classified ads for service members throughout Puerto Rico.

4.2.2 Real Estate Advertising. The Contractor shall ensure advertising for off-post housing available for real estate, sale, or lease by an owner, manager, rental agency, agent, or individual shall include only those available on a nondiscriminatory basis for all personnel. No facility shall be advertised without the Contractor having been notified in writing that open-housing practices are enforced by the owner, manager, rental agency, agent or individual.

4.2.2.1 The Contractor shall carry the following disclaimer near real estate advertising in the publication: “All real estate advertised in this publication is subject to the Federal Fair Housing Act of 1968, which makes it illegal to advertise any preference, limitation or discrimination based on race, color, religion, or national origin, or an intention to make such preference, limitation or discrimination. The Contractor shall not knowingly accept any advertisement for real estate which is in violation of the law. All dwellings advertised in this publication are available on an equal opportunity basis.” Further, the Contractor shall not accept for publication in El Morro any real estate sale or rental ad that specifies that only certain military grades, to the exclusion of others, are invited to buy or rent.

4.2.3 Advertising Restrictions.

4.2.3.1 The Contractor shall ensure any advertisement which appears to be editorial copy shall be clearly marked at top and bottom in no smaller than 8-point bold or 10-point type “paid advertisement,” which shall be enclosed in a minimum .5 ruled, framed box.

4.2.3.2 The Contractor shall ensure that all prospective advertisers are aware that El Morro is an unofficial publication. In addition, any letters or brochures designed to procure the sale of advertising space in these publications shall state that it is an unofficial publication.

4.2.3.3 The Contractor shall not accept for publication advertisements that are worded or phrased to give the reader the impression the Army, Navy, Marines, Air Force, and Coast Guard in any sense endorse, guarantee or sponsor any product or service.

4.2.3.4 The Contractor shall ensure El Morro publication (newspaper) shall not carry advertising which contains photographs of individuals in uniform. Excluded from this prohibition are Government appropriated or non-appropriated fund advertisers and pictures of actors or story characters in advertising for movies, plays or books.

4.2.3.5 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.

4.2.3.6 The Contractor shall ensure advertising complies with all requirements of Federal and Puerto Rico laws. This includes credit disclosure requirements and restrictions on advertising by persons not licensed in a particular profession or occupation.

4.2.4 Page Dummies: The Contractor agrees to furnish to the PAO one hundred percent (100%) of the complete advertising-page dummies no later than one week prior to the date of publication. When holidays occur affecting the makeup or distribution deadlines contained herein, the Contractor agrees to adjust the delivery date accordingly. Unless otherwise previously agreed to by both parties, those pages designated in Para. 5.3.1.2 (1, 2, 3, 5, 7, 13, the double truck) shall be assumed by the PAO as always available for editorial material.

4.2.5 Advertisement Accuracy. The Contractor shall be responsible for the accuracy of any advertisement appearing in the newspaper. Advertisers shall be notified that their advertisements shall not conflict with maintaining the morale, welfare and discipline of the Command and will be notified when any are contrary to law or DoD or Military Services regulations.

4.2.6 Ads Reviewed: The Contractor shall have all advertisements reviewed by the PAO no later than one week prior to publication.

4.3. Assemble/Lay Out. The contractor shall assemble and lay out the publications as follows:

4.3.1 Ad-to-Editorial Copy Ratio - The Contractor shall ensure the ratio is not larger than sixty percent (60%) advertising to forty percent (40%) editorial per single issue, without prior approval or request by the PAO. Four issues of the newspaper during the year shall have a maximum of seventy percent (70%) advertising to thirty percent (30%) editorial, which shall be jointly agreed upon by the Contractor and PAO. Ad-to-Editorial ratio shall not exceed fifty-fifty percent (50%-50%) on an overall annual basis.

4.3.1.1 The Contractor shall ensure any advertising insert or supplement in the newspaper shall not count in the total ad-to-copy ratio as advertising. Also, the PAO shall be notified prior to and approve the insertion of all such inserts and supplements. Advertising supplements shall have “Paid Advertising” in 8- or 10-point type and boxed in a minimum .5-point frame on the top or bottom of each page.

4.3.1.2 The Contractor shall ensure a minimum of 8 newspaper pages shall be kept free of advertising , and (based on a 20-page newspaper) these shall include pages 1, 2, 3, 4 and 8 and 9 – (center pages) and increase or decrease proportionally to the number of pages available (minimum 12 pages) unless agreed upon by Contractor and PAO. Four additional pages shall contain no more than fifty percent (50%) advertising. The PAO may obtain additional ad-free pages if the size of the paper increases beyond 40 pages.

4.3.1.3 The Contractor shall ensure no editorial material shall appear on or after the first classified-advertising page of an issue.

4.3.1.4 The PAO shall have the option to move ads and ad-free pages, unless ads are necessarily dummied “do not move,” for layout purposes. The Editor understands this option shall be exercised with discretion and shall coordinate any move with the Contractor first.

4.3.2 The Contractor shall include only material which reflects the standards of decency characterizing all the military services (Army, Navy, U.S. Air Force, Marines, U.S. Coast Guard), and particular to this contract the U.S. Army, U.S. Army Reserve, Puerto Rico National Guard and USAG Fort Buchanan, as determined by the Government. The USAG-FB Commander reserves the right to prohibit distribution of publications when, as determined by the USAG-FB Commander, the publications includes advertising that undermines the command’s successful mission performance and preservation of morale and discipline or that is otherwise contrary to the best interests of the command.

4.3.3 The Contractor shall ensure material appearing in El Morro shall be factual, objective, accurate, balanced, impartial, and as timely as practical. Present and future tense materials shall have priority over other materials.

4.3.4 Nameplate. The Contractor shall ensure the nameplate of each issue shall include the statement: “U.S. Army Garrison Fort Buchanan.”

4.3.5 Masthead. The Contractor shall ensure the masthead shall include the name and telephone number of the PAO as the Commander’s liaison with the Contractor, the name of the Printing firm, frequency of publication, method of reproduction, and total amount of circulation. The names of PAO personnel shall be carried under a section of the masthead entitled “Editorial Staff.” The Contractor may include a listing of production staff in the masthead.

4.3.6 Unless otherwise authorized by the PAO editorial staff, advertising on all pages shall be blocked across the top of the ad block, if horizontal in format, or along a vertical line the length of the page, if vertical format, to facilitate contemporary modular design of editorial material. Ads within ad space shall fill the entire ad space. An alley of one pica between ads and editorial copy must be maintained. All published ads shall be rectangular forms. Purchased ad space must be filled by either enlarging ads or by bordering ads around the perimeter of purchased space. No ads shall be allowed to run without a framed border on the outside perimeter. The weight of the perimeter borders shall be consistent to within one (1) point of other borders on the page.

4.3.6.1 The Contractor shall not run ads sideways nor upside down to attract attention. Ads shall be sold only in 2-, 3-, 4-, 5-, and 6-column widths. Ads shall not be horizontally combined to form widths other than 2, 3, 4, 5, and 6 columns.

4.3.7 The PAO will specify layout and design of editorial content of El Morro. Column width for 8-, 9-, 10-, 11- and 12-point body type shall be no less than 12 picas and not greater than 24 picas. Columns or blocks of less than 12-picas width shall appear as white space.

4.3.8 Allotting and filling ad space: The Contractor shall assume full responsibility for filling all space set aside on the advertising page dummies for advertising. In the event tentative advertising does not materialize, the Contractor shall give the PAO the option to fill the reserved space. Should the contractor fill the space with public service or “house” advertising, the space shall not be counted as editorial space.

4.3.9 Web pages. Contractor shall code El Morro articles in the Hyper Text Markup Language (HTML) to be uploaded by the Network Enterprise Center (NEC) on USAG Fort Buchanan site on the World Wide Web.

4.3.10 Electronic Media. In addition, the Contractor shall provide at publication day a PDF file on the Contractor-provided website of the just-published newspaper (including advertisements). USAG Fort Buchanan may use this PDF file to distribute the paper electronically.

4.4. Approval

4.4.1 PAO Clearance. The Contractor shall have all content, including advertisements, reviewed and approved by the Government prior to publication. Pages shall be sent by e-mail to the PAO with completed advertisements in place for review by Wednesday morning of the week prior publication. Failure to do so shall constitute a violation of the contract. Any decision by the contractor to accept or reject an advertisement is final.

4.4.2 The printing and distribution of El Morro will be monitored by the PAO. Only those photographs, news stories, editorials, headlines, captions, and any other editorial material approved by the PAO will be used in any edition of El Morro. The USAG-FB commander or PAO representative provides overall oversight and final approval authority for the news and editorial content of the paper.

4.5 Printing

4.5.1 The Contractor shall print, a minimum of 10,000 copies, of El Morro 12 months per year, upon review and agreement by contractor and USAG-FB El Morro can be printed twice a month versus monthly and number of pages can increase as long as there is no cost to the government and as follows:

4.5.1.1 Color. The Contractor shall provide four-color process and spot color on the cover and throughout the Publications. The Contractor shall prepare all color overlays, masks or keys for each issue for which color is used. All available color positions shall be noted on dummies supplied to the PAO no later than noon Friday prior to El Morro publication The Contractor shall place no specific limit to number of fullcolor photos or bleeds. Additional pages using spot color, color posterization and/or the Contractor shall provide inks on color paper stock. The PAO may choose to use these techniques on any of the fourcolor process pages also.

4.5.1.2 The Contractor’s standard samples of spot color shall be incorporated and made part of the contract. These colors may be used in 10 percent increments from 10 to 100 percent for both spot color and duotone purposes. Electronic versions are acceptable.

4.5.1.3 Color Separations. The Contractor shall perform quality assurance on all pages of El Morro assuring proper press registration during each press run.

4.5.1.3 Graphic Art Assistance. The Contractor shall provide original state-of-the-art graphics equipment and software necessary to ensure complete graphic art support, including knowledge of layout principles and aesthetic design concepts in all aspects of the creative process from conception to completion.

4.5.1.4 Editorial and Design Assistance. Provide advance design and planning to include assistance with editorial content assembly, layout sheets, color sequence options and a glossary of terms.

4.5.1.5 Cover. The Contractor shall match the outside front cover to approved color key from art or photos provided by the PAO, using the four-color process reproduction, exact register.

4.5.1.6 Layout. Production of page flats shall be completed according to the guidance and instruction of PAO representatives. The PAO has the responsibility to determine final layout and design to communicate to the audience for which El Morro is intended. The Contractor shall provide the PAO final page proofs to include editorial content, photos and advertisements.

4.5.1.7 Paper Stock. The Contractor shall print El Morro on a minimum of 30 lb. post-consumer recycled newsprint with 40 percent recycled and recyclable newsprint on web offset presses.

4.5.1.8 Color Separations. The Contractor shall provide a printed sample of all color reproductions to the PAO prior to the final press run. Both the Contractor and the PAO or Contracting Officer's Representative (COR) will approve the registration of color separations.

4.5.1.9 The Contractor shall furnish at least 48 extra, ad-free pages throughout the year for special editorial issues or inserts. If the Contractor requests and the PAO approves, however, these special issues may contain ads. Any ad space approved by the PAO shall not be counted in the 48-page total.

4.5.1.10 Legal Public Holidays: When the publication date falls on a holiday, El Morro shall be published on the preceding workday. Any federal holiday falling on a Saturday shall be observed on the preceding Friday; holidays falling on a Sunday shall be observed on the following Monday.

4.5.2 Disclaimers: The Contractor shall print the following disclaimers Page 2 of each copy of every issue of El Morro, in type no smaller than 6-point bold or 8-point: “The appearance of advertising in the publication, including inserts or supplements, does not constitute endorsement by Department of the Army or (Contractor’s firm name) of the products or services advertised. All editorial content of El Morro is prepared, edited, provided and approved by the USAG-FB Public Affairs Office. El Morro is printed by (Contractor’s firm name), a private firm in no way connected with the Department of the Army, Department of Navy, U.S. Marines, U.S. Air Force, U.S. Coast Guard or USAG Fort Buchanan, under exclusive written contract with the Commander, US Army Garrison Fort Buchanan. The civilian printer 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. A confirmed violation of this policy of equal opportunity by an advertiser shall result in the refusal to print advertising from that source.”

4.6 Equipment. General. The Contractor shall furnish all necessary supplies, repair parts, materials, tools and support equipment required to perform all services.

4.6.1 The Contractor shall use current industry standards in remote-page makeup to allow the remote user to edit screen-resolution versions of the graphics for size, cropping, rotation and page placement. These images shall be sent to the Contractor’s “parent” system for high-resolution imaging. The production process begins with scanning continuous-tone photos at the Contractor’s site, using their high-resolution equipment to digitize and automatically tonalize the photo, applying the appropriate corrections for both the tonal range of the original photo and the physical characteristics of the Contractor’s lithographic media and printing presses.

4.6.2 The Contractor shall provide an annual clipart subscription available in both hard copy and on CD ROM, with topical index and search capabilities. The subscription must be of high-quality graphics and must be approved by the PAO.

4.7 Distribution.

4.7.1 El Morro – The Contractor shall deliver the newspapers on the scheduled production day to the named distribution points. Distribution points shall be at the Fort Buchanan: USAG-FB Headquarters (building 390), Commissary (building 689), Post Exchange (building 689 / 606), Visitor Control Center (building 670), Welcome Center (building 152), Rodriguez Army Health Clinic, National Guard Readiness Center; Department of Defense Schools (building 566), Golf course (building 172), bowling alley (building 69), water sprout (building 161), 1st Mission Support Command (building 354), and El Caney Hotel (building 678); and off installation delivery sites include: the Veterans Affairs Hospital , Coast Guard Sector Old San Juan, the National Guard Joint Forces Headquarters in Old San Juan (when they relocate to Fort Buchanan, delivery will shift to Fort Buchanan), US Customs and Border Protection (Guaynabo); and the Department of Justice (San Juan); distribution of El Morro shall be financed entirely by the Contractor. The Government shall not be responsible for debts that may be incurred in the printing and distribution of El Morro. The Contractor and USAG-FB PAO will meet quarterly to review distribution locations and quantities to per location. Locations inside Fort Buchanan and outside Fort Buchanan are subject to change based on agreement between contractor and USAG-FB PAO, all changes must be at no cost to the government.

4.7.1.1 The number of newspapers to be delivered each month is subject to change by the Government when necessitated by significant increases or decreases of personnel at USAG-FB. Such increases or decreases will not exceed ten percent (10 %), unless previously agreed to by both parties of this contract.

4.7.2 News Stands. The Contractor shall provide 30 heavy wire racks labeled El Morro for locations and quantities named by PAO within 30 days of signing of the contract. The Contractor shall maintain the racks and replace damaged, destroyed or lost racks as PAO may deem necessary. Contractor is solely responsible for all such damage and loss. Within reasonable expectations, the newspapers should be consistently maintained neatly in their racks. Stacks of newspapers should not be simply left lying on the ground near the rack for long periods of time.

4.7.3 One hundred copies of the newspaper shall be delivered by the Contractor to the PAO in the headquarters building (Bldg. 390) no later than 7:30 a.m. the day of publication.

4.7.4 Delivery to other locations. The Contractor shall make bulk deliveries of El Morro to various other points at USAG-FB and the San Juan metropolitan area in accordance with the distribution list, which will is listed in paragraph 4.7.1. and will be updated quarterly by the PAO. Delivery to such facilities as the post exchanges, commissaries, bowling alleys, cafeterias, and Post Exchange concessions will be made after they are open so that newsstands inside such establishments can be serviced. Delivery to these locations will be completed by 11 a.m. on the day of publication.

4.7.7 Conditions of Delivery. The Contractor shall open all newspaper bundles and place all papers front page up toward the viewer in all locations to which delivery personnel have access. Locations that are inaccessible shall have their bundles dropped at specified location near the entrance, under cover if possible, and wrapped in a plastic bundle bag to ensure that neither bad weather nor wind causes damage to the papers or allows them to be blown out of the bundle.

4.8 Miscellaneous

4.8.1 Restrictions. The Contractor is prohibited from entering into exclusive advertising agreements with any firm, broker, or individual for the purpose of selling advertising associated with this contract. As used in DODI 5120.4 (Department of Defense Newspapers, Magazines and Civilian Enterprise Publications), “exclusive” is defined as “appertaining to one subject alone; not including, admitting, or pertaining to other. Shutting out; debarring from interferences or participation: vented in one person, alone. Exclusive advertising agreements or exclusive dealing arrangements are defined as agreements to deal exclusively with one seller or buyer. Such arrangements or agreements are an express violation of DODI 5120.4.

4.8.2 The Contractor shall not conduct opinion polls, surveys, or straw votes on political campaigns, candidates, or issues for publication in the newspaper. The newspaper shall 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 command information objectives. The newspaper shall not carry partisan political advertising or advertising which is political in nature. The USAG-FB Commander reserves the right to prohibit the distribution of the newspaper, as determined by the USAG-FB Commander, the newspaper, must not include prohibited political advertising. The Contractor may print or insert into the newspaper a short survey on buying habits of the readership to aid in ad sales, with the understanding that the PAO would have approval authority for such a survey.

4.8.3 Bingo Games and Lotteries: The Contractor shall not advertise bingo games and lotteries conducted by a commercial organization whose primary business is conducting lotteries. Non-lottery activities (such as dining at a restaurant or attending a musical performance) of a commercial organization whose primary business is conducting lotteries may be advertised in El Morro.

4.8.4 Information Control. Specific items of command information printed in El Morro may be made available by the Government to anyone else who requests it, following distribution of the newspaper. Such requests shall be referred to the PAO. Under no circumstances shall the Contractor make such material available to third parties.

4.8.5 Use of Seals, Insignia or Emblems. Any statement that implies that El Morro is an official publication of the Department of the Army is prohibited. Official Department of the Army seals, insignia, or emblems shall not be used in the flag or masthead.

4.8.6 Government Funds. Neither US Government Appropriated Funds, nor Non-appropriated Funds, stationery, nor other materials shall be used to print or distribute El Morro. The revenue which the Contractor receives from the sale of advertisements in the newspaper shall constitute full payment to the Contractor.

4.8.7 Cost, Profit and Debt: Printing and distribution of El Morro shall be financed entirely by the Contractor. The Government will not be responsible for debts that may be incurred in the printing and distribution of El Morro. The Contractor shall not charge for the paper; it shall be distributed free.

4.8.8 Use of Mails. The Contractor shall not use DOD postage and fees-paid indicia labels for distribution of copies of the publications, and shall maintain a mailing list, including those names and addresses provided by PAO for official distribution of El Morro.

4.8.9 First-Use Rights and Distribution Rights. First use of command information material produced by the PAO and exclusive distribution rights on the installation are granted to the Contractor, as contractual consideration for producing El Morro.

4.8.10 Trademarked Name: The name of the newspaper resulting from this Contract will be El Morro. Said name, property and registered trademark of the Government will not be subject to registration as a trademark by 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.

4.8.11 The Contractor agrees to cover the cost of color separations throughout El Morro, including front page photographs and double trucks.

4.8.12 The Contractor shall provide the PAO a yearly digital archival record (rather than a bound paper copy) of each year’s editions no later than March 1 of the following year. The Contractor shall maintain 40 copies of each issue of the newspaper during the term of the contract. Upon advance notification of the PAO, the Contractor shall keep additional copies of any issue the PAO feels there will be a greater demand for.

4.8.13 Contractor shall also provide CDs containing each issue for the past six months, no later than 30 days after the last of the issues for that six-month period.

4.8.14 The Contractor shall maintain, for at least two (2) years, a morgue file of at least 25 copies of each issue of El Morro. These will be used by the PAO as emergency reserve copies for such things as special requests, etc.

4.9 Personnel

4.9.1 Training. The Contractor shall provide an experienced, professionally trained staff, fully versed in all phases of the operation of the system that can provide training and support to PAO. Contractor’s in-house staff shall provide basic training necessary in the operation of the editorial system. Contractor shall provide a comprehensive training schedule, mutually agreed upon by the Contracting Officer, PAO and the Contractor within 30 days after contract award.

4.9.1.2 Web Editor. Contractor shall provide a graphic artist knowledgeable in the Hyper Text Markup Language (HTML) and other techniques used on the World Wide Web. The Web Editor shall code El Morro material to be placed on the USAG-FB web page by noon, the day of publication by the NEC.

4.9.1.2.1 Advance Design and Planning: The production staff shall understand and implement modern newspaper design techniques and plan production requirements of future issues of the newspaper.

4.9.1.2.2 The production staff shall design and layout of the newspaper to facilitate communication of information objectives as provided by the PAO.

4.9.1.2.3 The production staff shall paste-up final page proofs with coordination and approval of PAO representatives. The Commander or designated representative sets communication objectives. The PAO has the responsibility to determine final layout and design to communicate to the audience for which the publication is intended.

4.9.1.2.4 The production staff shall provide all typesetting support: Copy will be set at specifications designated by the Editor.

4.9.1.2.5 The production staff shall provide final color keys for approval, when appropriate. Color keys will be approved by both the Contractor, or representative, and the Editor, or the PAO.

4.9.1.2.6 The Contractor shall provide complete training upon installation of editorial system and shall provide ongoing training as requested by the PAO for new, incoming personnel to the PAO and for updates to the system. The Contractor shall provide a comprehensive schedule, mutually agreed upon by the PAO and Contractor, for installation and training on the computer equipment to the PAO. The Contractor’s training is planned in several stages to coincide with the phases of equipment installation. During initial equipment installation, the Contractor shall provide a minimum of two eight-hour sessions. Ongoing follow-up training shall be conducted both at the Contractor’s premises and on-site at the PAO, as agreed to by the PAO. Sessions at the Contractor’s location shall consist of two eight-hour introductory sessions. Training on-site at PAO shall be an additional two weeks of continual training. At the end of this time, a staff assessment will be done and training will continue as needed. Each quarter, the Contractor shall provide an eight-hour training session at the PAO as a refresher for editorial personnel and to cover system enhancements. Training for new personnel can be done at this time or as needed when personnel are assigned to PAO. Continual telephone and on-site support shall be during PAO’s regular working hours (7:30 a.m.-4:30 p.m.) each day. The Contractor shall institute quarterly training seminars for editorial personnel in the areas of page layout and design; photography skills; along with complete tours of its facilities to familiarize the staffs in the complete operation of newspaper production.

PART 5

APPLICABLE PUBLICATIONS

5.1 APPLICABLE PUBLICATIONS (CURRENT EDITIONS): Publications and forms applicable to this Performance Work Statement are listed below. The publications and forms have been coded as mandatory or advisory. The Contractor is obligated to follow those publications and use those forms coded as mandatory to the extent specified in the Performance Work Statement. The Contractor shall be guided by those publications or use those forms coded advisory to the extent necessary to accomplish requirements in the Performance Work Statement. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

5.2 Mandatory

DoD Instruction 5120.4, “Department of Defense Newspapers, Magazines and Civilian Enterprise Publications” http://www.dtic.mil/whs/directives/corres/pdf/512004p.pdf

AR 360-1, “Command Information Program” http://www.apd.army.mil/jw2/xmldemo/R360_1/cover.asp

Government Printing and Binding Regulations www.gpo.gov/pdfs/customers/sfas/jcpregs.pdf DoD Directive 1325.6 Anti-Terrorism Level 1 Training www.dtic.mil/whs/directives/corres/pdf/132506p.pdf AR 530-1, “Operations Security (OPSEC) http://armypubs.army.mil/epubs/530_Series_Collection_1.html

AR 190-24, Armed Forces Disciplinary Control Boards and Off-Installation Liaison and Operations http://www.apd.army.mil/jw2/xmldemo/r190_24/head.asp

Army iWatch Program – www.myarmyonesource.com/familyprogramsandservices/iwatchprogram/default.aspx

OPSEC Level I http://cdsetrain.dtic.mil/opsec/

AT Level I -- https://atlevel1.dtic.mil/at/

Combating Trafficking in Persons -- www.dsca.mil/sites/default/files/fy_2014_ctip_training_1.ppt

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Method of Surveillance

PRS # 1.

The Contractor shall not accept or print advertising objectionable or obscene in nature; or which reflects adversely upon the Government of the United States or any of its components; or which is detrimental to its internal audience at USAG-FB.

PWS Para 5.2.1

Questionable advertising shall be sent to the PAO at least 48 hours prior to publication for review and approval

No more than 8 hour deviation from the standard.

PERIODIC SURVEILLANCE AND VALIDATED CUSTOMER COMPLAINT

PRS # 2

The Contractor shall have all content, including advertisements, reviewed and approved by the Government prior to publication.

PWS Para 5.4.1

Complete layout of publication shall be presented to the Government for approval NLT one week prior to printing No more than 48 hour deviation from the standard.

PERIODIC SURVEILLANCE

PRS # 3

The contractor shall collect ads, assemble, lay out, print and deliver a minimum of 10,000 copies monthly 12 months of the year of the newspaper on El Morro' scheduled production day; at no cost to the Government.

PWS Para 5.1 thru 5.7

Production and distribution of El Morro shall be IAW Department of Defense Policy and DoD Instruction 5120.4, Civilian Enterprise (CE) newspapers, magazines, guides, and installation maps and the Government Printing and Binding Regulations.

No deviation from standards

PERIODIC SURVEILLANCE

PRS # 4

Exclusive advertising is prohibited PWS Para 5.8.1

The Contractor is prohibited from entering into exclusive advertising agreements as expressed in DODI 5120.4.

No deviation from standards

PERIODIC SURVEILLANCE AND VALIDATED CUSTOMER COMPLAINT

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

(This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted.