SOLICITATION NOTICE
T -- Base Guides and Installation Maps
- Notice Date
- 3/29/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 323112
— Commercial Flexographic Printing
- Contracting Office
- N68836 FISC JACKSONVILLE FL Naval Air Station Building 110, 3rd Floor 110 Yorktown Rd Jacksonville, FL
- ZIP Code
- 00000
- Solicitation Number
- N6883610R0033
- Response Due
- 4/13/2010
- Archive Date
- 4/28/2010
- Point of Contact
- Sylvester Williams or Connie Sloan 904-542-4837 Connie Sloan904-542-1264
- Small Business Set-Aside
- Competitive 8(a)
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Solicitation number N68836-10-R-0033 applies and is issued as a Request for Proposal (RFP). This announcement constitutes the only request for the required material under an RFP. See attached documents for details of this requirement. NOTE: This is a no cost contract. There is no cost to the government. The Civilian Enterprise (CE) Publishers sell advertising to cover the costs and secure earnings. The right to circulate the advertising in these publications to the DOD readership constitutes contractual consideration to pay for these DOD publications. Statement of Work NAS KEY WEST NEWCOMERS GUIDE AND AREA MAP Introduction. As defined in Department of Defense Instruction 5120.4 and Secretary of the Navy Instruction 5720.44A (Public Affairs Regulations), a civilian enterprise base guide and installation map are published under written contract by a civilian concern exclusively in the interest of personnel at a particular installation at no cost to the United States Government. Its purpose is to provide the commanding officer of Naval Air Station Key West a primary means of communicating mission-essential information to members of the command. Provisions and Requirements. 1. Guide/Area Map Content: a. For and in consideration of the mutual promises of, and mutual benefits derived by, the parties hereto, this Contract is made and entered into by and between the Commanding Officer, NAS Key West (or his designated representative) and (name of publisher). b. This contract provides for the Publisher to publish two publications: (1) A base guide to be known as the NAS Key West Newcomers Guide, a commercial enterprise publication published to provide Navy people information about the mission of their command; installation, or community services available; local geography and history; a base/tenant activity telephone directory; and related information. Published annually. (2) An area map illustrating the location of streets, buildings and offices on board NAS Key West and its annexes as well as a city of Key West main road map. Published annually. These publications are subject to the requirements of Department of Defense Instruction 5120.4, 16 June 1997, and Secretary of the Navy Instruction 5720.44A, 3 September 1990. c. The masthead of publication shall carry the following disclaimer in type no smaller than six point: (1) "Published by (Name of Publisher), a private firm in no way connected with the Department of the Navy, under exclusive written contract with NAS Key West. This commercial enterprise publication is authorized for members of the military services. Contents of the publication are not necessarily the official views of, or endorsed by, the U.S. Government, the Department of Defense or Department of the Navy." (2) "The appearance of advertising in this publication does not constitute endorsement by the Department of Defense or (name of publisher), of the products and services advertised." (3) "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 nonmerit factor of the purchaser, user, or patron." (4) Editorial content for the newcomer's guide and area base map is edited, prepared, and provided by the Public Affairs Office of NAS Key West. Content for the telephone directory will also be provided by the Public Affairs Office. d. The masthead may contain the names and editorial titles of military and civilian members assigned the duty of preparing its content. If used, the names and titles shall be listed in a section of the masthead entitled "NAS Key West Editorial Staff." e. Editorial content pertaining to the guide and area map shall be based on information prepared and submitted by the Public Affairs Office of NAS Key West. All editorial material about the local area, state, and telephone directory must be approved by the Public Affairs Officer. 2. Guide/Area Map Specifications: a. Publisher shall deliver a minimum of 2,500 copies of the newcomer guide (for NAS Key West) and 2,500 copies of the area map, with all publications produced annually. b. The Publisher shall provide: (1) For the base newcomers guide: A four-section guide: An editorial section covering the base and community, two foldout maps, a telephone listings section, and a commercial advertising portion, in that order. The editorial portion will be a minimum of 32 editorial pages with photographs and artwork about NAS and its surrounding communities, with four-color process available throughout. This does not include pages used for advertising. Editorial pages will be printed on a minimum of 70 pound, top quality, white enamel-coated stock. (2) For the area map: Publisher shall deliver to the base a minimum of 2,500 copies of a four-color combined Base map, depicting NAS Key West and the surrounding Keys upon request of the Public Affairs Officers. Map paper stock is 70 pound Rosewood gloss enamel and the size of the map is 22 by 34 inches. c. Publisher requests first right to sell advertising on the inside front cover and the inside and outside back covers of the guide. If unable to sell, Publisher will place editorial copy and/or photos, as desired by the Base. d. The Guide/Telephone Directory will be perfect bound, for greater durability, and will measure approximately 8 1/2 by 11 inches. 3. Public Affairs Requirements. The Public Affairs Officer shall: a. Furnish or approve all editorial materials, headlines, cutlines, photographs, and artwork to be used in the guide/area map. The Public Affairs Officer assumes responsibility for the security and accuracy of content provided. b. Guarantee first publication and distribution rights of the editorial content in the publications. c. Review advertisements before publication to identify any that are contrary to law, Department of Defense or Navy regulations. d. Be responsible for final proofreading of all material, checking for accuracy and security of content. e. Provide all editorial copy, photographs and artwork not later than a date to be established by mutual agreement. Similar copy and publication schedules will apply to each year of the agreement unless interests of the U.S. Government requires a schedule adjustment. It is understood that any delay in receiving copy, photographs, and artwork from the Public Affairs Office will cause a corresponding delay in delivery. 4. Publisher Requirements. The Publisher shall a. Comply with provisions of DoD Instruction 5120.4, 16 June 1997; and Secretary of the Navy Instruction 5720.44A, 3 September 1990; and the provisions and requirements as contained herein. b. Furnish a production schedule with milestones each year for the guide. c. Use only the editorial material, photographs and artwork approved by the PAO. d. Furnish the Public Affairs Office with page proofs of all editorial copy to be used in the publication. e. Notify the PAO at beginning and ending of all sales campaigns and furnish the Public Affairs Office with an advertising dummy to be used in the publication. It is understood that any delay in completing the advertising sales campaign will NOT result in a corresponding delay in delivery of the book. f. Be responsible for the makeup of each page, subject to the PAO's approval. g. Make prospective advertisers aware that the guide is an unofficial publication. Any letters or brochures designed to procure the sale of advertising space in the guide will state that it is an unofficial publication. h. Additional services which contribute to the overall quality of the guide include: (1) Provide with a local professional photographer (contracted with Name of Publisher), as needed, to take photographs required for the guide. (2) Provide UV (Ultra Violet) high gloss cover stock. (3) Create "original" art and/or illustrations for the cover. (4) Create graphic design or unique use of a four-color photograph(s) for the cover. (5) Create a die-cut design for the cover. (6) Provide a minimum of two fold-out maps of the Base and local areas, if desired. (7) Provide 70 pound, enamel-coated editorial paper stock for all editorial pages to ensure the best color photo reproduction. (8) Provide 70 pound Rosewood Gloss Enamel paper stock for the joint map (9) Provide designers to coordinate and draft highest quality map cartography for the fold-out maps. (10) Provide all graphic art, design and production support to the PAO to publish creative and original publications. (11) Provide FAX communications, a toll-free number, and e-mail address to headquarters for instant access to the (name of publisher). If available, provide access to File Transfer Protocol server (FTP) to expedite transfer of photos and text. (12) Unlimited use of four-color processed screens generated to reproduce virtually any color. (13) Provide special "Historical Section" to keep up with current and past historical events. (14) Provide all writing, editorial support and photographs about the local communities surrounding NAS Key West. (15) Provide a guide/map/telephone directory "reference handbook" to outline the production, printing and distribution process that can be followed by PAO personnel. (16) Use state-of-the-art typesetting equipment with a variety of typeface options and publishing styles. (17) Provide "perfect-binding" of the entire guide to ensure quality durability. 5. Advertising. a. Neither the Publisher nor its representative shall solicit advertisements in the name of NAS Key West or the Department of the Navy. Active duty military and civilian personnel are prohibited from soliciting, endorsing, or accepting payment for advertisements. b. The Publisher shall not accept for publication advertisements that are worded or phrased to give the reader the impression the Department of the Navy in any way endorses, guarantees, or sponsors any product or service. Advertising that discriminates or implies discrimination against any person because of 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 shall not be carried. If a violation or rejection of this equal opportunity policy by an advertiser is confirmed, the Publisher shall refuse to print advertising from that source until the violation is corrected. c. Under no circumstance will a business establishment that is listed by the Installation as "Off Limits" be permitted to advertise in the Directory. The Commanding Officer, or his designated representative may prohibit the publication of any material or advertising he deems contrary to the best interests of the Installation or the Government. d. The Publisher shall not enter into exclusive advertising agreements with any firm, broker, or individual. All advertising shall be solicited, sold and collected for by the Publisher. Neither the Publisher nor any of its agents, servants, employees or subcontractors shall (a) solicit advertising in the name of the Installations, the Department of Defense or the Department of the Navy, or (b) make any written or oral statement or representation which directly or indirectly indicates or implies that any undertaking of the Publisher or any advertisement in the guide is guaranteed or endorsed by the Government. e. Under no circumstances will the Publisher employ military or civilian employees of the Department of Defense or the Department of the Navy, or their dependents, for the purpose of soliciting advertising, without prior notice and disclosure to, and approval by, the Commanding Officer. Neither military nor civilian employees of the Department of Defense or the Department of the Navy may, with or without compensation, be employed in any capacity by the Publisher or accept any gratuity from the Publisher. f. The Publisher shall require all advertisers to observe all applicable laws and business ethics in describing goods, services, terms of sales, guaranties and warranties in all advertisements. If this agreement is terminated prior to publication or delivery of the guides, the Publisher agrees to refund all monies collected from those persons or businesses that paid for advertising space. g. All advertising contracts and agreements entered into by the Publisher will specify in detail the number of guides to be published and the manner in which the guides will be distributed. h. No commercial enterprise comic or feature supplements shall be distributed with this publication. 6. Cost. a. All proceeds from the sale of advertisements for the NAS Key West guide/area map go to the Publisher, who agrees to look exclusively to such advertising sales for all publishing costs and profits, if any. b. The Publisher agrees to bear all costs and expenses of publishing the guide/area map. It is expressly agreed that neither the Commanding Officer, his or her representatives and successors, nor NAS Key West shall be liable for any expenses or obligations incurred in publishing the NAS Key West guide. c. No appropriated funds of the United States shall become due or be paid to the Publisher by reason of this contract. d. The Publisher shall not be required to pay money to NAS Key West, or to provide goods, services, or considerations not directly related to publishing of the guide/area map. 7. Publication and Distribution. a. The first issue of the guide and area maps shall be published in accordance with a mutually agreed upon production and delivery schedule. Publisher shall furnish the Public Affairs Officer a minimum of 5,000 copies of the guides and 5,000 area maps not more than thirty (30) days after publication is completed, provided that the Public Affairs Officer does not increase the number of copies to be furnished to him when there are significant increases of military and civilian personnel at the Installation. b. The published copies of the guide/area map become the property of the Department of the Navy, or any of its subordinate commands, upon delivery at NAS Key West. c. The Publisher shall provide the Public Affairs Officer with certification and proof of shipment to the Installation. Guides will be distributed by the Installation through the mail to those persons ordered to the Installation with sufficient notice to permit mail delivery, or will be provided to the newcomers upon arrival at the Installation. The certification of shipment shall be made by the Chief Executive Officer or the Chief Financial Officer of the Publisher. d. The Publisher shall provide the Public Affairs Officer with certification, by its President or Executive Vice President that all contract specifications have been adhered to with respect to the quality of the guide, such certification to be made at least annually and at least sixty (60) days prior to any renewal of the term of this agreement. e. The Publisher shall submit, annually, a narrative management report advising the Public Affairs Officer, or his designated representative, of the quantity and quality of the guides/area maps produced, any problems with advertisers, and any complaints received. The Publisher shall maintain a complaint file, promptly record any and all complaints received whether they be oral or written and furnish the Public Affairs Officer with copies of the complaints upon request. The complaint file shall include without limitation all complaints received from any governmental agency. f. The Public Affairs Officer shall be promptly advised of any litigation instituted against the Publisher. g. The Publisher shall comply with all requirements of Federal and State Privacy Act statutes whenever they apply, and shall comply with all applicable regulations and laws involving libel, copyright and U.S. Government printing and Postal regulations. h. The Publisher shall update or supplement all guides/area maps published under this agreement periodically, but not less than annually, in a form and manner approved in advance by the Public Affairs Officer. i. The Publisher shall not make distribution outside the intended audience of NAS Key West. The Publisher may provide a copy of the NAS Key West guide and area map to an advertiser whose advertisement is carried therein and for marketing purposes. j. The Publisher shall be responsible for delivery and all costs associated with delivery of the guide, area map and base telephone directory. 8. Contract Terms. a. This contract, unless sooner terminated as herein provided, shall run for an initial period of one year (one annual issue) commencing on award date. This contract may be extended on an annual basis for five additional option periods, for a total contract period of six years. b. This contract may be terminated by the Public Affairs Officer prior to its expiration whenever the products and services provided by the Publisher hereunder fail to comply with the provisions hereof, and Publisher, after written notice from the Public Affairs Officer of such failure, fails to correct same within a reasonable time. NAS Key West shall not be obligated to renew this contract. c. The Public Affairs Officer may also terminate this contract at the convenience of the Government in the event the government no longer requires this service. d. The Publisher shall not sell or assign any right, title or interest under this agreement, nor any aspect of the performance of this contract, without the prior written consent of the Public Affairs Officer. Any transfer of ownership of the Publisher without the prior written approval of the Public Affairs Officer shall constitute an assignment by the Publisher and a default under the terms of this agreement. e. The Publisher specifically agrees to indemnify, hold harmless and defend the United States Government, the Department of Defense, its components and its officers, employees and agents against all claims, damages, costs and expenses of any kind arising out of or relating to the publication and printing of the guides or area maps.
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