SPECIAL NOTICE
99 -- Federal Voting Assistance Program
- Notice Date
- 11/5/2007
- Notice Type
- Special Notice
- NAICS
- 541810
— Advertising Agencies
- Contracting Office
- Contracting Center of Excellence, Army Contracting Agency (ACA), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
- ZIP Code
- 20310-5200
- Solicitation Number
- USA-SNOTE-071105-001
- Archive Date
- 1/31/2008
- E-Mail Address
-
Email your questions to Contracting Center of Excellence, Army Contracting Agency (ACA)
(gayna.malcolm@hqda.army.mil)
- Description
- This is a request for information only. Do not submit a Proposal or Quote. The Government does not intend to award a contract from the results of this request. The Army Contracting Agency (ACA) Contracting Center of Excellence (CCE) on behalf of th e Secretary of Defense, the Director, Federal Voting Assistance Program (FVAP) is soliciting information in accordance with the Federal Acquisition Regulation (FAR) 15.201(e) to allow the private sector the opportunity to provide an innovative, end-to-end (not piecemeal) solution for a full-service marketing communications agency to develop a public service campaign strategy to include a theme message, target audience definition and recommended media placement; create and produce appropriate multimedia pro ducts supporting the strategy; disseminate these products to national media outlets and use best efforts to encourage their use as Public Service Announcements (PSAs); and monitor and periodically report on the results of the dissemination effort. The intent is to award one contract to a full service marketing communications agency for one base year of 12 months with four one-year option periods. Interested vendors may obtain a draft copy of the Performance Work Statement below . The Government m ay revise its acquisition strategy and solicitation requirements based upon industry response. The Government shall not be liable for or suffer any consequential damages for any technical information identified (e.g. limited and/or restricted rights). Inp ut must be submitted by 1:00 p.m., Eastern Standard Time (EST), November 13, 2007. CCEs point of contact is Ms. Gayna C. Malcolm-Packnett (703) 695-2564, email gayna.malcolm@hqda.army.mil. No telephone calls will be honored. Packages shall be delivered using one of the following methods: E-MAIL to gayna.malcolm@hqda.army.mil or EXPRESS MAIL: Packages submitted by express mail services (e.g. Federal Express, United Parcel Service, DHL, etc.) shall be submitted to Contracting Center of Excellence, Attn: G ayna C. Malcolm-Packnett, Rm 1C256, 5200 Army Pentagon, Washington, DC 20310-5200. PART 1 GENERAL INFORMATION 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to provide a public service campaign to support absentee voting as define d in this Performance Work Statement. The contractor shall perform to the standards in this contract. 1.2 Background: The Federal Voting Assistance Program (FVAP) is an integral part of the nations electoral process. This organization administers the Uniformed and Overseas Citizens Absentee Voting Act of 1986 (UOCAVA), which guarantees the right to vote of Uniformed Services personnel and their dependents when absent from their voting residence, and all U.S. citizens when residing outside the United States. The Act is the most recent in a series of Congressional initiatives beginning in 1955 to expand the scope of enfranchisement for U.S. citizen participation in elections for Federal offices. The FVAP also carries out the Department of Defense responsibilities under the National Voter Registration Act (NVRA), the purpose of which is to promote voter regis tration and participation in the electoral process. The FVAP and its predecessor organizations have historically provided a wide range of services and information to promote and facilitate participation in the national voting process. The Get-Out-the-Vote Campaign is a program activity that has been performed since the early 1970s. The purpose of this campaign is to promote citizen participation in the political process by encouraging them to register and to vote. The initial focus of this effort was on the Uniformed Services and it was carried out in close coordination with the Mili tary Departments. The scope of the campaign has expanded over the past 25 years to reflect the broadening of absent ee voter legislation. While the close working relationship with the Military Services has been maintained, the Program has also reached out to engage State and local government election officials and organizations in keeping with the Congressional mandate of Federal, State and local cooperation. The National Association of Secretaries of State (NASS), The National Association of State Election Directors (NASED) and the International Association of Clerks, Recorders, Election Officials and Treasures (IACREOT ), in particular, have been involved in the development and localization of campaign materials. 1.3 Objectives: This Performance Work Statement is for the acquisition of the services and products required by FVAP to field a successful and effective continuous campaign: " development of a campaign strategy and focus " creation of multimedia advertising products to carry out the strategy " dissemination of multimedia products to national media outlets " monitoring and reporting the results of media placement efforts 1.4 Scope: The contractor shall develop a public service campaign strategy to include a theme message, target audience definition and recommended media placement; create and produce appropriate multimedia products supporting the strategy; disseminate thes e products to national media outlets and use best efforts to encourage their use as Public Service Announcements (PSAs); and monitor and periodically report on the results of the dissemination effort. 1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows: Base Period Date of Award through 12 months after award Option Year I 13 months through 24 months after award Option Year II 25 months through 36 months after award Option Year III 37 months through 48 months after award Option Year IV 49 months through 60 months after award The Government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions contained in clause 52.217-9 entitled, Option to Extend the Term of the Contact . 1.6 General Information 1.6.1 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 Contractors quality control program is the means by which the Contractor assures that their work complies with the requirement of the contract. As a minimum, the Contractor shall develop quality control procedures t hat address the areas identified in Technical Exhibit 1, Performance Requirements Summary. After government acceptance of the quality-control (QC) plan the Contractor shall obtain the Contracting Officers approval in writing of any proposed change to h is QC plan. The Contractors QC plan shall be submitted with the Contractors proposal. 1.6.2 The Contractor shall be responsible for providing a Transition Plan with their proposal, which includes the following: 1.6.2.1. Phase-In Plan which: 1.6.2.1.1. Clearly demonstrates a reasonable, realistic approach for assuming full contractual responsibility without disruption or degradation of performance during the transition period. 1.6.2.1.2. Identifies risk and proposes appropriate mitigation strategies. 1.6.2.1.3. Proposes a realistic, achievable and affordable transition schedule and staffing plan. 1.6.2.1.4. Ensures sufficient resources are on hand and available to begin work on the effort. 1.6.2.1.5. Offers an approach to ensure the availability of trained and qualified personnel. 1.6.2.2. Phase-Out Plan which enables a smooth transition to replacement services when the contract ends (including technical data rights considerations ). 1.6.3 Quality Assurance: The government shall evaluate the contractors performance under this contract in accordance with the Quality Assurance Surveillance Plan (Attachment 1 of the PWS). 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). 1.6.4 Recognized Holidays: Contractor is not required to perform services on these days Holidays: New Years Day Labor Day Martin Luther King Jr.s Birthday Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.6.5 Hours of Operation/Place of Performance: The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work. When hiring personnel, the Contractor shall keep in min d that the stability and continuity of the work force are essential. 1.6.6 Type of Contract: The government anticipates award of a firm fixed price contract 1.6.7 Place of Performance: Primary place of performance under this contract will be at the contractor site. 1.6.8 Security Requirements: N/A 1.6.9 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 c ontracting 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 con tractor 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 additio nal cost to the government. 1.6.10 Contracting Officer Representative (COR): The (COR) is identified below: TBD The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections nece ssary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, speci fications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation iss ued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the t erms and conditions of the resulting order. 1.6.11 Account Manager/Key Personnel: The contractor shall provide a account manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be d esignated in writing to the contracting officer. The account manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. 1.6.12 Travel/Transportation/PerDiem : The Contractor may be required to travel. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR ) (understanding that, absent this contract provision, the JTR is not a binding source of rules for Contractor employees) and the limitation of funds specified in this contract. All travel must be approved by the COR prior to making arrangements. 1.6.13. PROPRIETARY INFORMATION: All materials produced under this contract will become the property of the Department of Defense. This includes all graphic and pictorial representations, slogans and other materials in whatever media they are created. 1.6.13.1. The Contractor shall assist FVAP with filing for copyrights and trademarks as requested. PART 2 DEFINITIONS & ACRONYMS PWS Performance Work Statement Contracting Officers Representative (COR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor CCE Contracting Center of Excellence Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Work Statement. Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. Quality Control. 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. PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES N/A PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4.1 General: The contractor shall furnish everything required to perform this PWS. PART 5 SPECIFIC TASKS 5.1.2 Task 1. Develop a comprehensive research plan In order to comprehensively explore these directions and other areas of interest that arise, the contractor will develop a comprehensive research plan, which will most likely consist of: (1) a comprehensive secondary research review, including a competitiv e message analysis; (2) expert symposium; and (3) primary research with our target audience to explore possible umbrella positioning areas and enrich our target group insights. 5.1.3 Task 2. Develop a 5 year communications plan The contractor will work with FVAP to develop a detailed communications plan incorporating learning from research. Detailed in the plan will be our target audience segmentation, appropriate communications vehicles, messaging recommendations and distributi on plans. 5.1.4 Task 3. Develop a Public Service Campaign Strategy The contractor will be responsible for the definition of the target audience with insight from the above-mentioned research. They will develop a strategy that will be the foundation for all creative campaign development. 5.1.5 Task 4. Creative Concept Development Once the strategy has been approved by all parties, creative concepts for an integrated communications plan will be developed. 5.1.6 Task 5. Pre-Production Concept Testing Research and evaluation are important components of all advertising campaigns. Pre-production research is a crucial assessment tool that serves as an indicator of target audience receptiveness to the message and allows fine-tuning of the message prior to final production. The end result is a more powerful, in-depth and targeted message. The contractor will conduct pre-production concept testing concurrent to creative development. 5.1.7 Task 6. Create and Produce Multimedia Products to Support Campaign Strategy The contractor will manage the development and creation of multi-media products. These products are created out of the campaign strategy and will engage the target audience to register and vote in upcoming elections. The multi-media campaign will include the following broadcast elements: 30 second television commercials each with varying lengths, and radio commercials of varying lengths. The contra ctor and FVAP will consider developing broadcast elements in a manner that supports state localization. The following print materials: newspaper ads in varying sizes and several outdoor advertising elements, i.e. mall posters, bus shelters and transit ad s. A campaign web site and web advertising will also be integrated as part of this multi-media campaign. This site will be compliant with Section 508 from creation through the duration of the website. The contractor and the FVAP will review and evaluate the number of new advertisements prior to production. Consideration may be given to producing parallel Spanish advertisements (i.e., dual language text segments or bilingual voice-overs) provided this ca n be executed with minimal incremental costs. 5.1.8 Task 7. Disseminate Multimedia Products to National Media Outlets The contractor will develop an in-depth media plan enabling distribution of Advertising materials to national media outlets in order to effectively communicate the FVAP message to the widest possible audience. We will use our best efforts to promote the use of Vote PSAs by the various media outlets. The Get Out the Vote 2004 Cam paign received almost $65 million in donated media support. The contractor will produce and deliver PSAs to the national media, as well as develop and distribute FVAP packaging with advertising elements to all national media outlets. This material will be designed in accordance with the campaign message to ensure s ynergy with the campaign. Distribution to commercial media outlets will occur throughout the year. All PSA elements will be sent to the Armed Forces Radio and Television Service and the American Forces Information Service. The FVAP will provide current po ints of contacts for these organizations. In addition, each wave will be disseminated to: " Television spots mailed to broadcast/cable television outlets and network outlets. " Radio spots mailed to radio station and major networks. " Newspaper ads to national and regional daily and weekly publications. " Outdoor ads to outdoor companies and networks nationwide. Web banners posted for web providers to download them. 5.1.9 Task 8. Monitor and Report on the Results of the Media Dissemination Effort The contractor will monitor the results of the media dissemination effort to track media support and placement of the Vote campaign. Media placement will be tracked by media type, geographic area, and to the extent possible audience composition. Quarterl y reports evaluating campaign successes in major media markets will be issued to the FVAP to aid in measuring the campaigns effectiveness. Media reports for television only will be provided on a monthly basis after the first wave of distribution. 5.1.10: Task 9. Review Process Conduct advertising, industry and peer review for creative process and campaign implementation plan. PART 6 APPLICABLE PUBLICATIONS 6.1 N/A
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- SN01446666-W 20071107/071105223623 (fbodaily.com)
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