FILE | R | Sources Sought for Public Relations Assistance - Solicitation 1

FBO DAILY ISSUE OF MAY 30, 2008 FBO #2377
DOCUMENT

R -- Sources Sought for Public Relations Assistance - Solicitation 1

Notice Date: 5/28/2008
Notice Type: Solicitation 1
NAICS: 541820 — Public Relations Agencies
Contracting Office: Department of Health and Human Services, Program Support Center, Division of Acquisition Management, Parklawn Building Room 5-101, 5600 Fishers Lane, Rockville, Maryland, 20857
ZIP Code: 20857
Solicitation Number: HHS-ASPA-NEWSDIVISION
Archive Date: 6/26/2008
Point of Contact: Brendan J Miller,, Phone: 301-443-5241, Donald S Hadrick,, Phone: 301-443-3459
E-Mail Address: brendan.miller@psc.hhs.gov, donald.hadrick@psc.hhs.gov
Small Business Set-Aside: N/A
Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Request for Proposal (RFP) HHS-PSC-RFP-ASPA package and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-15. This is a Full and Open Competition with a North American Industry Classification System code 541820. Award of a Firm Fixed Price contract is anticipated. The period of performance shall be from July 1, 2008 through June 30December 31, 2008, plus four 12-month option periods. All work is to be performed in the National Capitol Region. STATEMENT OF WORK 1.Title Press Releases and Media Advisories for HHS 2.Background The U.S. Department of Health and Human Services (HHS) is the United States government's principal agency for protecting the health of all Americans and providing essential human services, especially for those who are least able to help themselves. The Department oversees more than 300 programs covering a wide spectrum of activities. The HHS Office of the Assistant Secretary for Public Affairs (OASPA) serves as the HHS Secretary’s principal public affairs policy advisor; to provide centralized professional leadership and continuous monitoring and evaluation of Department-wide policies, procedures and operating practices regarding public affairs activities; and to administer the Freedom of Information Act, Privacy Act and other information access statutes. The OASPA News Division plans, directs and coordinates the issuance of public information from HHS to the press and broadcast media, including preparing news releases, media advisories, fact sheets, and other news material for the Secretary and other top Department officials. 3.Purpose The purpose of this procurement is to disseminate press releases for the U.S. Department of Health and Human Services. 4. Scope of Work With HHS’ expanding media outreach activities, it has become necessary to have access electronically to a large database of media outlets, including journalists, health writers, columnists, trade press, and health care consumers. HHS programs reach into communities large and small all across America and the Department needs to increase awareness of these services so that more people may benefit. By better targeting our news releases, we will be in a better position to monitor how well we are reaching the people our programs are intended to serve. On average the HHS/OASPA/News Division issues approximately 20 news releases, press statements, media advisories, and other time-sensitive media materials each month. In addition, HHS/OASPA/News Division may issue 10-15 photo releases each year. The HHS/OASPA/News Division requires the core capability to distribute these materials to a variety of media outlets, including journalists, health writers, columnists, trade press, and health care consumers, and to target special populations and regions of relevance to HHS initiatives and programs, including: •Health and social science research •Preventing disease, including immunization services •Assuring food and drug safety •Medicare (health insurance for elderly and disabled Americans) and Medicaid (health insurance for low-income people) •Health information technology •Financial assistance and services for low-income families •Improving maternal and infant health •Head Start (pre-school education and services) •Faith-based and community initiatives •Preventing child abuse and domestic violence •Substance abuse treatment and prevention •Services for older Americans, including home-delivered meals •Comprehensive health services for Native Americans •Medical preparedness for emergencies, including potential terrorism. 5.Period of Performance The period of performance shall be for Six (6) months from effective date of award with the potential of four additional Twelve (12) month option periods for a total of 54 months. 6.Tasks The contractor shall complete the following tasks as identified below: a. Electronically mass distribute HHS press releases, press statements, media advisories, photo releases, and other media-related materials to newspapers, magazines, and national media outlets, targeting special populations and/or regions. b. Establish an on-line report to link HHS to the actual press release as it appears on web sites. c. Provide on-line media monitoring to deliver-up-to-the-minute stories from those outlets that mention HHS. d. Provide detailed real-time reports which show access to HHS press releases by journalists and others viewing them, plus a breakdown of access by media type, industry segment and region/country. 7.Schedule of Deliverables The contractor shall submit all items in the quantities and by the dates indicated to the Project Officer. Deliverables Task Description Quantity Due Date b On-line report 1 Every two weeks from date of contract award d Detailed real-time report 1 Every two weeks from date of contract award 8. Special Requirements a. Printing and Duplicating The printing of government documents must be accomplished through the Government Printing Office or its field printing plants, unless otherwise approved by the Congressional Joint Committee on Printing (JCP). Contractors and grantees are not intended to be prime or substantial sources of printing for government agencies. Contractors may prepare copy, illustrative material (forms, etc.) and/or camera ready documents for the purpose of producing publications. Unless otherwise specified in this contract, the Contractor shall not engage in, nor subcontract for, any printing (as that term is defined in Title I of the Government Printing and Binding Regulations in effect on the effective date of this contract) in connection with the performance of work under this contract; except that performance of a requirement under this contract involving the reproduction of less than 5,000 production units of any one page, or less than 25,000 production units in the aggregate of multiple pages will not be deemed to be printing. A production unit is defined as one sheet, size 82 by 11 inches, one side only, and one color. Regarding the use of private funds for printing, the regulations state that when appropriated funds are used to create information for publication, the printing of that information cannot be made available to a private publisher for publication without prior approval of the JCP. b. Clearance/Production of Information Products/services A. The Department of Health and Human Services Office of the Assistant Secretary for Public Affairs requires clearance for any external publication, audiovisual, exhibit, or public affairs service produced for or by HHS through this contract as a deliverable (an external publication is one of which 50 copies or more are to distributed outside HHS). The project officer, through HHS’ Office of the Assistant Secretary for Public Affairs obtains this clearance, which takes approximately 4 weeks. B. It is the policy of HHS that HHS must be prominently and dominantly identified as the primary publisher/producer, to include use of the HHS logo, on all communication materials, including those produced by Contractors (This requirement may be satisfied by displaying the HHS logo on the back cover of a publication). Communication materials are any and all documents and presentations intended for audiences outside the Department, including but not limited to: * fact sheets, newsletters, brochures, flyers * press releases, advisories, other media materials * exhibits, posters * summaries, monographs, proceedings * slides, overhead transparencies, posters * audio and videotapes, films * Internet publications Internal Publications (not more than 50 copies are to be distributed outside HHS) are excepted from this requirement. Only the HHS logo may be used, if appropriate. C. Title 44 of the U.S. Code requires that the Government Printing Office shall do the printing of any publication developed under this contract. Printing shall be coordinated through the Project Officer. OMB clearance must be obtain if you intend to survey or interview more than 9 people outside of HHS, including grantees. c. Language Disclaimer The views expressed in write conference materials or publications and by speakers and moderators at HHS-sponsored conferences, do not necessarily reflect the official policies of the Department of Health and Human Services; nor does mention of trade names, commercial practices or organizations imply endorsement by the U.S. Government. FAILURE ON THE PART OF THE CONTRACTOR TO COMPLY WITH THE PRINTING AND DUPLICATING, AND PUBLICATION CLEARANCE REQUIREMENTS STATED ABOVE WILL BE DEEMED UNAUTHORIZED SERVICES AND REIMBURSEMENT WILL BE DENIED. d. Rights in Data The Contractor will be prohibited from publishing or disseminating information resulting from work performed under this contract, and/or, using data produced or obtained under this contract, and/or any other information or products provided by the Government, or which the Contractor develops, for any purpose other than performance under this contract without prior written approval from the Project Officer. Ownership of Documents, Materials and Records: All documents, materials or records provided to the Contractor, developed or maintained by the Contractor in the performance of this contract are deemed to be property of the Government. e. Disclosure of Information Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein. f. Limited Use of Data Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others. Contractor and/or contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the Contracting Officer (CO). The contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor. g. Acceptance All reports, processes, and product deliverables are subject to approval by the Project Officer If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, for no additional fee. When the defects in services cannot be corrected by performance, the Government may (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce any fee payable under the contract to reflect the reduced value of the services performed. h. Equipment HHS does not intend to provide funds for the purchase or lease of any equipment. i. Central Contractor Registered The contractor must be register in the Central Contractor Registration database. "Registered in the CCR database" means that (1) the Contractor has entered all mandatory information, including the DUNS number or the DUNS+4 number, into the CCR database; and (2) The Government has validated all mandatory data fields and has marked the record "Active". By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. If do not registered in the CCR database within in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. j. Section 508 Compliance Pursuant to Section 508 of the Rehabilitation Act of 1973 (19 U.S.C. 794d), all Electronic and Information Technology developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR part 1194. The complete text of Section 508 Final Standards can be accessed at http://www.access-board.gov/news/508-final.htm. The contractor shall indicate for each line item in the schedule whether each product or service is compliant or noncompliant with the accessibility standards at 36 CFR 1194. Further, the proposal must indicate where full details of compliance can be found (e.g., vendor's website or other exact location). k.Homeland Security Presidential Directive-12 To perform the work specified herein the contractor personnel may require access to sensitive data, regular access to HHS-controlled facilities and/or access to HHS information systems, the Government may require that this effort entail a sensitivity level 5 (Public Trust) background investigation.* •Upon receipt of the Government’s notification of applicable Suitability Background Investigation required, the contractor shall complete and submit required forms within 30 days of the notification. Additional submission instructions can be found at the NCI Information Technology Security Policies, Background Investigation Process: (http://ais.nci.nih.gov/). •The contractor shall submit a roster, by name, position and responsibility, of all IT staff working under the contract. The roster shall be submitted to the Project Officer, with a copy to the Contracting Officer, within 14 days of the effective date of the contract. Any revisions to the Roster as a result of staffing changes shall be submitted within fifteen (15) calendar days of the change. The Project Officer will submit the list to the HHS Personnel Security Officer for determination of the appropriate level of suitability investigations to be performed. Contractors should ensure that the employees whose names they submit have a reasonable chance for approval. While delays in performance caused by successful investigations will be the Government's responsibility, delays associated with rejections will be the contractor's responsibility. Typically, the Government conducts investigations and checks at no cost to the contractor. Multiple investigations for the same position, whether- resulting from rejections or resulting from an employee's move to another position(s) or company, may at the Contracting Officer's discretion, justify reductions(s) in the contract price of no more than the cost of the extra investigation. * A level 5 is a Public Trust position, which requires a higher level background investigation, including personal interviews, credit checks, etc. Level 5 positions would require access to IT systems with sensitive data including all of the OIT contractors, and/or access to pre-decisional grant information, etc. 9.INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS A. General Instructions To simplify the evaluation of the proposal, the offeror must submit one original and one copy of its materials in two separate volumes entitled: (1) Technical Proposal, and (2) Price for Quotation. 1.Technical Proposal Instructions To facilitate proposal evaluations, the offeror shall submit as a part of the proposal, a separate enclosure entitled "Technical Proposal.” Under no circumstances is any cost to be shown in the Technical Proposal; however, unpriced details of labor hours and other direct costs shall be included. Specifically, the data and information in the technical proposal should be organized according to the following: The offeror’s proposal shall be evaluated using the following criteria A.Understanding the Project (30 points): The proposal shall provide a statement; in the offeror’s own words, of the objectives and scope of the project in sufficient detail to demonstrate a complete understanding of the intent and requirements of the contract. B.Technical Approach (50 points): Submit a detailed project plan indicating how each aspect of the Statement of Work (SOW) is to be accomplished. Submit an explanation of the proposed technical approach in conjunction with the tasks to be performed in achieving the project objectives. Your technical approach should be in as much detail as you consider necessary to fully explain your proposed technical approach or method. The technical proposal should reflect a clear understanding of the nature of the work being undertaken. The technical proposal should reflect that your organization/company has a highly specialized electronic distribution system for news release with: •A national network that provides access to thousands of newspapers, magazines, national wire services, broadcast media trade publications, websites, databases and online services. •A distribution network that can reach a minimum of 600 television stations, 4,000 web sites, and 85,000 journalists. •A distribution network that can target subsets of journalists by area of interest, geographic location (region, state, city, etc.) and by beat, especially including major national and local health, medical and biomedical science reporters as well as public interest and public policy reporters. •A distribution system that integrates linking and monitoring of press releases through blogs and other new sources. •A public web site with the capability to reach millions of readers nationwide, including the use of RSS feeds, and to provide journalists online access to HHS news releases •Demonstrated email contacts with major print and broadcast journalists. •On-line media monitoring capability in order to provide the News Division with reports of news outlets that carry HHS news releases. C.Personnel and Management Plan (20 points): Submit a management plan, which includes details on how the project is to be organized, staffed, and managed. The proposal must include a list of name(s) and proposed duties of the professional personnel, consultants, and key subcontractor employees assigned to the project. The proposed staff hours for each of the above individuals should be allocated against each task or subtask for the project. 2. Price Quote Instructions The offeror shall submit a Price Quote proposal,, in sufficient detail to allow for analysis to establish the reasonableness of the proposed costs. The offeror's price Quote proposal shall consist of the following sections a.Standard Form 1449, Request for Quotations b.Supporting Documentation The Contractor shall furnish a price breakdown in support of the statement of work and deliverables. i.Break out personnel (direct labor), fringe benefits, labor overhead; consultant fees, travel, other direct costs, G&A expense, and fee. Direct Labor Costs:State the labor categories, estimated number of hours and fully-burdened wage rate of each category. The provision at 52.212-1, Instructions to Offerors - Commercial, and 52.212-2, Evaluation - Commercial Items, apply to this acquisition: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1. Technical capability 2. Price. Technical capability is significantly more important than price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Offerors are encouraged to propose incentives for exceeding goals set by the Department and disincentives for not attaining the goals. Each offeror shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items, with its offer. Offerors not in possession of the full text may contact this office and a copy shall be provided, or they may be accessed electronically at the following address: http://www.arnet.gov/far/. The FAR clauses at 52.212 4. "Contract Terms and conditions Commercial Items" and clause 52.212 5. Commercial Items: are applicable to this acquisition. Under FAR 52.212 5, paragraph (b), the Contracting Officer has indicated that the following clauses are incorporated by reference:52.203-6 Restrictions on Subcontractor Sales to the Government. (SEP 2006) - Alternate I (OCT 1995), 52.219-14 Limitations on Subcontracting. (DEC 1996), 52.222-3 Convict Labor. (JUN 2003), 52.222-21, Prohibition of Segregated Facilities (FEB 1999), 52.222-26, Equal Opportunity (APR 2002) (E.O. 11246), 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans. (SEP 2006), 52.225-13 Restrictions on Certain Foreign Purchases. (FEB 2006), 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration. (OCT 2003), FAR clause 52.217-9 Option to Extend the Term of the Contract and the DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) (48 CFR Chapter 3) CLAUSES are incorporated by reference. 352.224-70 Confidentiality of Information. (JAN 2006), 352.249-14 Excusable delays. (JAN 2006), 352.270-1Accessibility of meetings, conferences, and seminars to persons with disabilities. (JAN 2001), 352.270-4 Pricing of adjustments (JAN 2001), 352.270-6 Publications and publicity. (JAN 2006), 352.270- 10 Anti-lobbying. (JAN 2006), 352.270-11Privacy Act. (JAN 2006), 352.270-12 Pro-Children Act. (JAN 2006), 352.270-13 Tobacco-free facilities. (JAN 2006). SECURITY To perform the work specified herein, contractor personnel will require access to sensitive data, regular access to HHS-controlled facilities and/or access to HHS information systems. The Government has determined the position Sensitivity under this effort to be level 5. To gain access to the sensitive data, HHS-controlled facilities, and/or HHS information systems, the contractor shall comply with Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures contained in: 1) HHS Information Security Program Policy http://www.hhs.gov/read/irmpolicy/121504.html 2) HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, dated February 1, 2005, 3) Requirements for the Parklawn Building and 4) HHS HSPD-12 IMPLEMENTATION POLICY (DRAFT) PLEASE NOTE THAT ANY AMENDMENTS TO THIS SOLICITATION SHALL BE PROCESSED IN THE SAME MANNER AS THIS SYNOPSIS/SOLICITATION. ALL OFFERS MUST CLEARLY INDICATE THE SOLICITATION NUMBER and be sent to Brendan Miller, Contract Specialist, Parklawn Building, 5600 Fishers Lane, Room 5-101, Rockville, MD 20857. The government shall accept electronic versions of proposal, not to exceed 20MB to brendan.miller@psc.hhs.gov. Paper copies shall be sent the Contract Specialist’s attention to the address above referencing this solicitation number “HHS-ASPA-NEWSDIVISION,” with one (1) original and four (4) copies. All offers from responsible sources, fulfilling the requirements of this solicitation, shall be considered if received by 3:00pm on Wednesday, June 11th 2008. Proposals received after the deadline shall not be considered for award. The Parklawn Building is a secure building, and it is the burden of the Offeror to ensure that their proposal is received by the closing time. Any questions shall be submitted by Monday, June 2nd at 10:00am via fax or email referencing this solicitation number. Questions shall not be answered over the phone. EVALUATION FACTORS FOR AWARD A. Award Criteria The technical proposal will receive paramount consideration in the selection of the contractor for this acquisition. In the event that the technical evaluation reveals that two or more offers are approximately equal in technical ability, then the estimated cost of performance will become paramount; however, the government reserves the right to make an award based on the best value for the Government, cost and technical factors considered. B.Selection of Offeror(s) 1.The acceptability or unacceptability of the technical portion of the contract proposal will be based upon a technical evaluation. Each proposal will be evaluated in strict conformity with the evaluation criteria of the RFQ, utilizing point scores and written critiques. 2.The Government reserves the right to make an award without further discussion of the proposals received. Therefore, it is important that your proposal be submitted initially on the most favorable terms from both the technical and cost standpoints. 3.The Government reserves the right to make a single award, multiple awards, or no award as a result of this RFQ. In addition, the RFQ may be amended if determined to be in the best interest of the Government. C.Evaluation Criteria The evaluation will be based on the demonstrated capabilities of the prospective contractor in relation to the needs of the project as set forth in the RFQ. The merits of the proposal will be evaluated carefully. The following criteria are those that will be applied in the evaluation of your technical proposal. The proposal will be evaluated using the following criteria and weights. FACTORWEIGHT 1. Understanding the Project 30 points 2. Technical Approach 50 points 3. Personnel and Management Plan 20 Points
Web Link: FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=8a9d11433c574959b82d1cd9aa718a15&tab=core&_cview=1)
Document(s): Solicitation 1; File Name: SF 1449 (sf-1449.doc); Link: https://www.fbo.gov//utils/view?id=99bb4db373a83966dae8386f42255459; Bytes: 260.00 Kb; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Place of Performance: Address: Washington, District of Columbia, United States
Record: SN01581821-W 20080530/080528220034-8a9d11433c574959b82d1cd9aa718a15 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

| FSG Index | This Issue's Index | Today's FBO Daily Index Page |

Loren Data's SAM Daily™

R -- Sources Sought for Public Relations Assistance - Solicitation 1