SOURCES SOUGHT
R -- Public Affairs Support Services - Sources Sought Notice
- Notice Date
- 4/2/2009
- Notice Type
- Sources Sought
- NAICS
- 541820
— Public Relations Agencies
- Contracting Office
- Other Defense Agencies, Defense Threat Reduction Agency, Defense Threat Reduction Agency (Headquarters), DTRA Annex, 8725 John J. Kingman Road, MSC 6201, Fort Belvoir, Virginia, 22060-6201
- ZIP Code
- 22060-6201
- Solicitation Number
- COS090012445
- Archive Date
- 5/2/2009
- Point of Contact
- Michael D Jackson,, Phone: 703-767-1271
- E-Mail Address
-
michael.d.jackson@dtra.mil
- Small Business Set-Aside
- N/A
- Description
- Sources Sought Notice Sources Sought announcements are issued to assist the Defense Threat Reduction Agency (DTRA) in performing market research to determine industry interest and capability to obtain company demographics, benchmarking information and industry ideas for an acquisition approach. This Sources Sought announcement is not a Request For Proposal (RFP) and at this time, no solicitation exists. Introduction: The Agency’s mission is to safeguard the United States and its allies from Weapons of Mass Destruction (WMD) by providing capabilities to reduce, eliminate and counter the threat and its effects. This mission dictates a diverse set of customers and unique mission requirements. The Agency’s Enterprises requirements are equally diverse and unique. DTRA proposes to award a task order for this requirement to a business capable of providing information and public affairs products and services, which includes writing and maintaining information products, news analysis and trends support; strategic communication; public outreach, mass destruction incident exercise activities; and carrying out other special projects related to public affairs Support to DTRA. Background: The DTRA intends to award a firm fixed price requirement to provide a wide-range of professional support in the areas of information and public affairs products and services including writing and maintaining information products (including written and electronic presentation products), news analysis and trends support; security review; public affairs/media briefings to senior agency leadership; strategic communication; public outreach, mass destruction incident exercise activities; administrative support and carrying out other special projects related to public affairs. DTRA requires agency-wide Public Affairs Support Services. Requirements: DTRA intends to procure services to provide support to the various enterprises within the Agency for Public Affairs Support Services at the headquarters in Fort Belvoir, VA. The contractor shall provide the personnel necessary to perform Public Affairs support. The North American Industry Classification System (NAICS) code is 541820. All interested contractors are asked to submit their capabilities statement to meet the requirements of this action with all skill categories. All capabilities statement must be submitted to Mr. Michael D. Jackson no later than 11:00 AM EST, April 17, 2009 at michael.d.jackson@dtra.mil. All future information about this acquisition, including solicitation and amendments, will be distributed through the FEDBIZOPS web site. Interested parties are responsible for monitoring the web site to ensure that they have the most up-to-date information about this acquisition. The following provides a list of the support required: The contractor shall support PA in providing a wide-range of professional support, to include creating internal and external communication products in a variety of formats, supporting public affairs operations, and delivering information and public affairs products and services. This support includes, but is not limited to, the creation and publication of a daily web-based news and information summary; writing and maintaining information products, news analysis and trends support; security policy review of documents, presentations and other materials; strategic communication; public outreach to include conference support; trade show coordination and support; speakers bureau product and placement support; participation in weapons of mass destruction incident exercise activities; and carrying out other special projects, as assigned. PA Product Development, Layout and Updating The government produces and maintains a range of informational products for internal and external audiences. The contractor shall provide research, writing, review, recommended changes to, edits and updates for these products. The products include, but are not limited to: •Graphic design and layout, on a regular basis, to reflect changes resulting from evolving DTRA and U.S. Strategic Command Center for Combating Weapons of Mass Destruction (SCC-WMD) missions, personnel changes and relevant world events as required •The monthly DTRA Connection newsletter •The content and content management of the external DTRALink and sections of the internal DTRA1 and DTRA Snet websites, including routine quick turn-around posting and update of or request for information update •Advanced multi-media presentation skills to include advanced Power Point and other presentation software to produce such as the DTRA vision briefing, and other printed products as required, to include brochures, video concepts and scripts, photos, biographies, training materials, educational, and historical materials •The contractor shall provide an annual Graphics Standard and Style Guide. The guide provides information on identity elements that comprise the DTRA brand and provides guidelines for their use. The contractor shall include identity elements and product guidance updates that ensure the logo is properly used in accordance with the agency standards. Direct PA Support The contractor shall provide on-site personnel support at DTRA headquarters, and occasionally at other locations, to work with the PA team to provide day-to-day and specialized PA functions. PA functions include, but are not limited to: •Conducting timely and comprehensive security review of documents submitted for clearance to the public affairs office •Working with the DTRA team on copy writing •Preparing, maintaining, and distributing on a quick-turn around basis broadcast-quality news stories, news releases, articles, fact sheets, and digital images and productions to targeted audiences •Analyzing news media reports on DTRA and DTRA mission areas •Researching and preparing briefing papers, briefings and speeches •Updating the PA Crisis Action Team book and Consequence Management Advisory Team go-kit reference material on a quarterly basis •Creating talking points, and All-Hands and digital signage messages •Taking photographs and shooting video of events for distribution •Providing advanced Power Point skills for use in preparing and maintaining presentations •Tracking, distributing, copying, coordinating and tracking technical information for public release •Logging, returning and filing technical information, and locating and distributing copies of previously cleared information, as required •Preparing and presenting a daily briefing of DTRA mission-related news stories to be presented at Operations Brief for senior leadership •The contractor team shall assist in the handling of special projects, and other internal and external communications •An Internal Information report shall be prepared quarterly and a composite annually on programs and projects designed to inform and educate DTRA Personnel. The contractor shall include data on the number and type of news items, articles, photos, video and webcasts posted on the external, internal and classified DTRA websites by month. In addition, the contractor shall include newsletter tracking of articles and photos by enterprise and campaign as well as the number of organizations and personnel on the newsletter distribution list. Training, Test and Exercise Support The contractor shall, as requested, provide public affairs support to WMD tests, training and exercise events. Support may include but is not limited to, serving as part of the DTRA synthetic media cell; drafting quick-turn-around articles to support simulated media activities and aiding in webpage operations and the production of broadcast materials and graphics, as needed. Travel within or outside the National Capital Region may be required. Training support shall include supporting DTRA PA in agency-wide media training and updating the PA consequence management briefings for the Defense Nuclear Weapons School. Web-based New Summary and other Articles and Publications Web-based News Summary The contractor shall provide an electronic daily summary of news, information and events related to DTRA’s mission. The contractor shall gather this information from a variety of sources, limited to no more than 25 separate, individual, web- or print-based sources to be provided by the COR. The contractor shall organize and load this information into a web-based application, and publish this product no later than 8:30 a.m. on each business day, unless otherwise directed by the Contracting Officer’s Representative (COR). Exceptions may be granted by the COR in the case of inclement weather or other contingency. Additional functions the contractor shall provide include formatting the DTRA Significant Activity Report and personnel announcements for news summary publication and emailing the “Early Bird” to the DTRA Director, Deputy Director and their support staffs daily. DTRA in the News On a daily basis, the contractor shall read and review that day’s news summary articles, identify and briefly analyze by 9 a.m. those in which DTRA or its programs or certain identified mission areas or the SCC-WMD are mentioned, coordinate them with the COR, post the items on DTRA1, and email them along with the brief, coordinated analysis, to the DTRA and SCC-WMD senior leadership, liaison officers and PA. The contractor shall be prepared to provide updated breaking news searches and analyses throughout the day, as required. The contractor shall maintain the DTRA and SCC-WMD in the news tracking spreadsheet and compile the items and associated analyses on a monthly basis and submit a composite report annually. The contractor shall provide a Quarterly News Tracking Report on DTRA and SCC-WMD media coverage (draft to the COR for review, and the final to the COR). The Report shall include metrics showing the date, type and frequency of coverage by media outlet and frequency of publication. The contractor shall prepare and submit a daily news summary and copies of four news items (two from the previous day and two breaking news items) not later than 7:00 a.m. for the DTRA Director/Deputy Director’s daily 8:00 a.m. operations briefing. The contractor shall provide information for the briefing, but will not give the briefing. Daily Public Affairs Briefing Each work day when a Command Center Operations Brief is scheduled, the contractor will report for duty early (approximately 6:00 a.m.) to prepare an oral summary of the top three news stories from a review of current media that are related to the DTRA mission. These stories are typically included in the daily news summary that is posted on the DTRA internal website (DTRA1). The contractor will brief senior leadership at the Command Center Operations Brief on a synopsis of these stories. Strategic Communication The contractor shall provide support in planning and conducting strategic communication, including the outreach program 30 days after contract award. Functions include, but are not limited to, reviewing and updating the DTRA and SCC-WMD communications strategy and associated documents, developing and coordinating or assisting Campaign and Enterprise PA specialists to develop, coordinate and implement a Strategic Communication Plan. The plan provides information to increase awareness of DTRA’s Mission and implementation methods. The contractor’s responsibilities shall include, but are not limited to the following: Strategic Communication Plan •A situation analysis •Communications approach •Desired end-state •Communication goals •Key assumptions •Obstacles and restraints •Audiences •Stakeholder communications objectives •Messages and themes •Implementation execution and timeline •Assessment methodology •Stakeholder matrices with desired end-state •Objectives •Themes •Messages •Lead organization •Partner organization •Activities and method of performance/method of evaluation. Update the Outreach Plan, including: •Identifying specific audiences for targeted outreach planning •Researching, recommending, coordinating, prioritizing and scheduling outreach events •Researching, recommending and inventorying give-aways and handouts •Ensuring display information is up-to-date •Facilitating event implementation by identification of costs to or actually registering •Arranging or coordinating the shipping, storage, handling and show services of display equipment and materials •Preparing, maintaining and posting an agency-wide schedule of events •Developing, coordinating and preparing appropriate displays, exhibits, demonstration items and promotional and information materials such as themes, messages, talking points, handouts and digital imagery that are tailored to each event •Scheduling regular meetings with campaign, enterprise, staff office and SCC-WMD representatives to ensure program and subject matter experts are notified about outreach events and solicited to participate in them and so PA can leverage events in which campaign, enterprise, staff office and SCC-WMD personnel plan to sponsor or participate •Measuring and assessing communication success, through customer surveys or other appropriate methods, as identified by the government Annual Surveys The contractor shall develop, implement and analyze, 30 days prior to the end of the task order year, two annual surveys in accordance with applicable DoD Directives and provide recommended upgrades/changes in a Summary Report electronically as an email attachment to the COR and the BC Contract Specialist in Microsoft Office and one hard copy to the COR. These surveys will provide information on DTRA Public Affairs products and analysis of responses. The topics of the surveys, such as the newsletter and website content, shall include questions on the utility of the selected DTRA Public Affairs products. PA shall select the survey topics. DTRA Speaker’s Bureau The contractor shall provide support in developing, maintaining and coordinating a DTRA speaker’s bureau. The speakers are subject matter experts from DTRA selected to present material to the public. Security Review The contractor shall provide support in the reviewing and clearing of submissions made to the Public Affairs Office for security review. These materials are not limited to but may include: articles/white papers, presentations, pamphlets and brochures, posters. Additional Functions •Additional functions include review and update of information and photos for DTRA organizational representation products such as wall boards. The contractor shall provide the information and photos to be utilized on organizational representation products, but will not be required to create the wall boards or other displays. •The contractor shall provide multimedia production capabilities for briefings and presentations, to include advanced PowerPoint skills. Back-Up Support The contractor shall provide backup administrative duties for management of the classified and unclassified automated suspense system, and security review processing and other routine administrative functions in the absence of the PA administrative assistant. The contractor shall provide back-up for absent contractor personnel to ensure proper support is provided for To the Point daily production and news analysis, the daily news summary for the 8 a.m. operations briefing, coverage at outreach events, and back-up for all other functions and tasks assigned to the contractor, or as requested by the COR. The contractor shall provide one major provider for each task with additional personnel cross-trained to provide back-up in the absence of the major provider, to ensure that time sensitive tasks such as the TTP, and the information for the 8:00 a.m. briefing are always on time. Transition The contractor shall provide contract transition support to ensure an orderly transition of functions and tasks from the outgoing contractor to their company. This transition plan shall be provided in the contractor’s proposal. The contractor shall provide a transition plan to be used at the end of the task order to ensure an orderly transition to a follow-on contractor. The end of contract transition plan shall be delivered to the COR 270 days after contract award. The plan shall include such items as sample notebooks and Standard Operating Procedures. Capabilities: Potential sources must have experience and expertise that demonstrates an in-depth knowledge and background in providing professional Information and Public Affairs Products and Support Services in a performance-based Department of Defense environment. Other experience and skills required are listed are: Contractor personnel performing this effort shall, in the aggregate, have the following experience: •Excellent verbal, writing, editing and proofing skills (in English) •Knowledge of government public affairs requirements •Knowledge of national security affairs and possess ability to provide thorough security review of material •Advanced multi-media presentation skills including highly-developed knowledge of Power Point and other advanced computer applications •Ability to produce a newsletter •Ability to perform strategic communication services •Ability to plan and conduct an outreach program and activities •Ability to perform media and public information services •Ability to manage and update web content •Ability to take digital photographs •Ability to complete tasks in a timely manner •Ability to manage and prioritize many disparate tasks simultaneously •Ability to respond rapidly to changing requirements •Ability to communicate complex technical information about DTRA and the SCC-WMD simply and clearly •Superior graphic design and multi-media production skills •Ability to review and prepare public affairs plans •Ability to create, implement and analyze surveys •All contractor employees shall be fluent in speaking and writing the English language. Sources must demonstrate experience and ability to provide an adequate number of cleared personnel, at the Secret level. Microsoft Office 2003 (Word, Excel, Access, Project, and PowerPoint), and Visio experience is required in order to prepare all documents, listings, tables, briefings, and worksheets. Must have the capability to provide surge support should the need arise. Responses: Offerors having the required capabilities necessary to perform the stated requirements are invited to provide information to contribute to this sources sought. Interested offerors should provide within their electronic responses the following: 1. Company name, address, point of contact, telephone number, email address, business size and small business status such as disadvantaged, 8(a), HUBZone, Woman Owned, Minority Owned, and/or Service Disabled Veteran Owned Small business. 2. Ideas/Recommendations for an acquisition strategy to satisfy the stated requirements (e.g. single contract, single award IDIQ, multiple award IDIQ, SEAPORT, GSA Federal Supply Schedules, etc). Responses shall specifically address this notice and will not exceed five (5) pages in total. Any responses exceeding the 5 page limit will be considered non-responsive and may not be considered. Please submit responses to Michael D. Jackson at michael.d.jackson@dtra.mil, no later than April 17, 2009 at 1100 hours Eastern Standard Time. DTRA will not entertain ‘one on one’ meetings at this time. Also, all questions concerning this notice will be submitted via email and will not be accepted via telephone.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=99458f23c38aecd85b4be14550662ce8&tab=core&_cview=1)
- Place of Performance
- Address: 8725 John J. Kingman Rd, FT Belvoir, Virginia, 22060, United States
- Zip Code: 22060
- Zip Code: 22060
- Record
- SN01784298-W 20090404/090402220959-99458f23c38aecd85b4be14550662ce8 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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